organizing troop paperwork/g-scoutmate slide 1 organizing troop paperwork/ g-scoutmate girl scouts...

Organizing Troop Paperwork/G-Scoutmate Slide 1

Organizing Troop Paperwork/G-Scoutmate

Girl Scouts of the Huron Valley Council

Winter Training FairJanuary 28, 2006Haran C. Rashes

Presenter


Confessions of a Troop Leader• Haran C. Rashes

– Leader Brownie Girl Scout Troop 205

– Trainer GSHVC– Wife Laurie is Leader of Junior

Troop 860 and Junior TSD in Ann Arbor-C (she bought and also uses the software).

“Until my wife found G-Scoutmate for me, my

Girl Scout paper work was a mess and all over the house”


Paperwork Progression• First Grade

– Mostly on Paper– Created lots of forms

• Second Grade– All forms created and

kept on computer– Excel and Word

• Third Grade– G-Scoutmate


What is G-Scoutmate• Girl Scout Record

Keeping Software;• Released in 1992;• Latest version is 6.0;• Requires Windows 95 or higher;• Requires 70 MB of hard

drive space;• Tracks every type of troop/group

from Daisies through 11-17, including Studio2B;• Includes financial, money-earning activity,

inventory, library and other sections; and,• The only GSUSA licensed vendor that sells record-

keeping software for Girl Scouts!


Objectives of this CourseThis course features an overview of G-Scoutmate.

While we will learn some of its features, this is not a hands-on workshop. The best way

to learn to use G-Scoutmate is to use it!


Installation of G-ScoutmateInstalls just like any other Windows Program

When installing G-Scoutmate, remember to choose G-Scoutmate from the list of KSC Group Products.

If installing for the first time, just follow the prompts.


Getting Started

The first time you launch G-Scoutmate, you will be asked to identify your troop and type.

You will then be ready to enter information.


The G-Scoutmate Screen


Menus and Toolbar• Almost every command you will need to use

is located on the Toolbar.

Girl Scout Information – Enter and update a girl’s record.

Adult Information – Enter and update an adult’s record.

Ask G-Scoutmate – Query your records.


Menus and Toolbar - Continued

Event Central – Manage field trips and events.

Reports – Generate reports and rosters.

Calendar Central – Maintain a calendar for your troop(s).

Finances – The troop checkbook.

E-mail – Send e-mail to your scouts or adults.



Money Earning Activities – Track your troop’s fundraisers.

Inventory – Track your troop’s equipment.

Library – Track the books your troop owns.

Notepad – Edit notes to yourself.



Troop Information – Setup information about your troop(s).

Backup/Restore – Backup your database often!

HELP – This one is hopefully self-explanatory.


Modules we will Cover

• In this course we will examine the following:– Girl Scout Information entry;– Adult Information entry;– Girl Scout Advancements and tracking;– Reports;– Event Central;– Finances;– Using G-Scoutmate with multiple troops; and,– Resources for helping you use G-Scoutmate.


Let’s Get Started• First enter your Girl Scouts!

– Either Click on the Girl Scout Information Icon;

– Or, Select “Quick Entry” from the Girl Scout Records Menu.

Using the full record information allows you to enter everything at once.

Using the Quick Entry gets the girls in the system fast, but you usually have to go back and complete the record.


Quick Entry• Select Quick Entry

from the Girl Scouts Record menu to begin entering scout information.

• Click Save when information for that girl is completed to move onto the next girl.


TIP – Before Entering Information• The Manage Lists

Feature:– If you have information

that is the same for every girl, check out the Manage Lists feature on the Utilities Menu. This way you will not have to repeatedly type the same information.


Girl Scout Information EntryClick on the Girl Scout Information Icon.

The first name alphabetically will show up.


Girl Scout Information EntryClick onAdd to add a new record.

When you complete the form, make sure you hit Save.


Girl Scout Information EntryAfter you have entered a girl’s information, you can modify other attributes of her record from the tabs at the top of the screen.


Girl Scout Information EntryYou can enter all of her relatives.

This will link the records to each other.


Girl Scout Information EntryYou can enter all other information, including emergency contacts.


Girl Scout Information EntryYou can modify any girls’ record by selecting her from the pull down menu on the right side of the screen and then clicking on Modify.


Adult Information EntryAdult information is added the same way as Girl Scout Information.

You can select any adult from the pull down menu.


Adult Information EntryJust as the Girl Scouts have specific fields such as “school,” there are also some specific fields for adults.


Scout Information Tool Bar

From both a Girl Scout or an Adult’s Information Screen you can access various sections of their record from the Tool Bar.

Advancements – Brownie Try-it, Junior Interest, etc., badges and records for Girl Scouts.

Dues – What dues has the Girl Scout or Adult Paid to the Troop

Events – What events or field trips has the Girl Scout or Adult participated in

Dues – What dues has the Girl Scout or Adult Paid to the Troop.

Events – What events or field trips has the Girl Scout or Adult participated in.

Groups and Projects – What groups or projects has the Girl Scout or Adult participated in.


Scout Information Tool Bar (continued)

Medical Information – Data from the Scout’s Health History Record (Remember you may still need a paper copy to take on field trips).

Non Dues Money – Record anything besides dues that someone has paid to the troop.

Paperwork – Record what forms or other paperwork has been turned in by the girl or adult.

Positions – Record leadership positions: i.e., Leader, Co-Leader for adults; Patrol Leader, Troop Officer for girls.

Relatives – Quick entry of relatives.

Registration – Record GSUSA registration information.

Service – Record community service activities and hours.


Scout Information Tool Bar (continued)

Troop History – What other troops or councils has this person been associated with.

Vehicles – Information from the Council’s Driver and Privately Owned Vehicle Statements (adults only).

These and additional information screens are available from the Sections pull down menu on the right side of the Information Entry Screen.


Information EntryUsing the Icons at the Top of an Information Record, you can add additional information such as health records.

MAKE SURE YOU SAVE WHEN COMPLETED!


Adult Information EntryOther information

(for both Scouts and Adults) may be added through the Sections menu.


AdvancementsSelect a girl’s record.

Click on Modify.

Click the Advancements button to bring up the Advancements screen.


AdvancementsHighlight the Advancement you want to work with and “<<Add ” it to the list for that Girl Scout.


AdvancementsHighlight the Advancement you want to work with for that girl in the list on the right and click on See Requirements to work with the Advancement.


AdvancementsFill in the dates as elements of the badge are earned.

A calendar can be called up to assist.


AdvancementsClose the list of badge elements to save.

When the Scout has earned the badge, change the status to complete.

You can leave the badge as “Unawarded” until actually presented to the scout.


AdvancementsBridging and other advancements work the same way as Badges.


AdvancementsTIP:

Hold your cursor over a badge element to get the full description of what to do to complete that element.


ReportsFrom the Main Screen, you can get reports on Girl Scouts’ Advancements.

Select the Report Button to go to Reports.


ReportsSelect either one, multiple, or all of the Girl Scouts

Click Next


ReportsSelect the Category of the Report you want

A submenu will open up


ReportsHere I selected:

Progress Reports Try-its By Award Name

This brought up an additional portion of the screen to complete to select my report format


ReportsWhen you print report, you will get a screen copy of your report, which you may then send to a printer

All Reports work in a very similar fashion


ReportsNumerous Reports are available

Labels/Envelopes (cont’d)Nametags-Avery 5383Postcards-Avery 5389Envelopes-#10Envelopes-Stand. ShortEnvelopes-6x9

Other ReportsG-Scoutmate 5.xx Info

ChecklistDues (by date)Dues (by person)E-Mail and WebsitesEmergency contactsGirl Scout Info (Full)Non-Dues $$ (by date)Non-Dues $$ (by pers)PositionsYears in Girl Scouts

Birthdaysby ageby personby datebar chartpie chart

Inactive Recordsby personby reasonbar chartpie chart

Labels/EnvelopesAddress-Avery 5260Address-Avery 5163File Folders-Avery 5266Name Only-Avery 5260

Phone/Address ListsPhone/Address List

by Patrolby Troop

Phone Listby Patrolby Troop

Progress ReportsPetals

by Award Nameby Girl Scout Name

Try-itsby Award Nameby Girl Scout Name

Badgesby Award Nameby Girl Scout Name


Reports (Cont’d)Numerous Reports are available

Registrationby Effective Date

Registrationby schoolby Troop

by Date RegisteredRegistration

by schoolby Troop

RostersRoster

by Patrolby Troop

Unawarded Awardsby Award type

by awardby Girl Scout Name

by Awardby Girl Scout Name

Vehicle Information

Progress Reports (Cont’d)Interest Project Awards

by Award Nameby Girl Scout Name

Studio 2B Charmsby Award Nameby Girl Scout Name

Other Awardsby Award Nameby Girl Scout Name

Levelsby Award Nameby Girl Scout Name

Allby Award Nameby Girl Scout Name


Event Central• GS Scoutmate can help you plan your next

Troop Event or Trip.– Generate Council

Permission Slips;– Track permission slips;– Track money turned in;– Track attendance.


Event Central• Select the Event

Central menu or click on the Event Central button to bring up the Event Central Screen.

• Select the type of event you wish to add from the pull down menu.


Event Central• Click on Add

New Event to add the event and allow you to work with it.

• Fill in the appropriate information about your event and click Save Changes.


Event Central• You can now

track which girls are attending the event and have paid their money by moving them to the attendees list.


Event CentralCouncil Permission Slips

• Event Central can generate permission slips designed for our Council.

• Permission Slip Data file must be initially downloaded from KSC Group.

http://www.kscgroup.com/permissionslips.htm



• Download the permission slip for our Council.

• Save the file to your G-Scoutmate folder, which is probably:

C:/Program Files/Gscoutmate60



Go into G-Scoutmate and select (from the main menu) File and Preferences.

This will bring up the Preferences Window.

Next to "Permission Slip Report File", click on the "SF" button.



Double-click on the permission slip report file for your council. (The one you just saved).

Click on Save to activate that permission slip file.



Double-click on the permission slip report file for your council. (The one you just saved).

Click on Save to activate that permission slip file.

Click on Save again to save your preferences.


Event CentralPermission Slips

Return to Event Central (if you previously setup a council permission slip, you are ready to go).

Select an existing event and click Event Permission Slip to bring up the permission slip preferences screen.



Click Add and then Fill in the Permission Slip Information.

If you are using a Council or Custom Permission slip, click on the For Custom Permission Slips tab.



The Custom Fields for GSHVC are:

1. Leader’s Name;

2. Leaders Cell Phone Number;

3. Return permission slip and payment by;



The continued Custom Fields for GSHVC are:

4. If X, then Uniforms box is checked, otherwise other will be checked and text printed;

5. Girls should bring;6. Drivers/Chaperones

needed



You can also create individual Permission Slips for each Girl.

Return to Event Central and highlight or select the girls you want to generate Permission Slips for.

Select Reports from the Event Central Menu.



Click Save and then select Print from the menus to create your permission slips.

From the menu you can choose to print Blank Permission without the girl’s name on it.



Highlight “Permission Slips” and click on Print Reports.

If you have setup an e-mail account with G-Scoutmate and have e-mail addresses for your girls, you can even e-mail the permission slips!



Print them out and each girl will now have her own permission slip.


Finances• To Simplify your

finances, first go to the Utilities menu and select List Management

• Add the financial categories from our council’s financial reports to the Finance Categories List


Finances• If you can use Quicken,

you can use G-Scoutmate

• The first time you click on the Finance button you will be told that there are no accounts defined.

• Clicking OK, will allow you to open a new account.


Finances• Once an account is setup, you will be able to

use the Financial Register.


Finances• Click Add New to add a new transaction.


Finances• Add data directly into check register.


Finances• Click Save to update your balance.


Finances• Financial Reports are available directly from

the Financial Account Window.


Finances• Filling out year end and interim Financial

Reports will now be a breeze!


Using G-Scoutmate with Multiple Troops• G-Scoutmate can be used for multiple troops within

the restrictions of the G-Scoutmate Software Licensing Policy:

If purchased for use by a troopThe software may be copied for members of the troop. It may not be used on the service unit level, and it may not be copied for other troops.

If purchased for use by a service unitThe software may be copied for members of the service unit team. Since many service unit team members also have their own troops, we've come up with the following license policy:

1) One person may use this copy at both the service unit and troop level at NO additional cost;

2) For other members of the service unit team that WILL NOT use G-Scoutmate on the troop level, there is NO additional charge;

3) For other members of the service unit team that WILL use G-Scoutmate on the troop level, they will need to purchase a "Service Unit Team Member Personal Troop Usage (SUTMPTU) License" for $20.00.

4) G-Scoutmate cannot be given to troop leaders that are not part of the Service Unit team.


Using G-Scoutmate with Multiple Troops• To Set-up second, third

or up to tenth troop:– Select Setup Troops

from the Utilities Menu.– Enter the additional

Troop’s number.– Enter the additional

Troop’s type– Click on <<Add to

add the Troop.


Using G-Scoutmate with Multiple Troops• To work with a

different troop:– Select Switch to a Different

Troop from the Utilities Menu.

– The Troop Selection Window will come up.

– Double Click the Troop you want to work with.

– G-Scoutmate now will be operational for that Troop


Resources for helping you use G-ScoutmateG-Scoutmate

comes with a comprehensive and searchable manual.

The manual is in Adobe Acrobat PDF format and located in the same directory in which you install G-Scoutmate


Resources for helping you use G-ScoutmateA discussion group about

the features and functionality of G-Scoutmate is available on Yahoo Groups.

You can either use Yahoo Groups or have messages delivered to your e-mail.

To Subscribe, or to check it out, go to:

http://groups.yahoo.com/group/gscoutmate/


Resources for helping you use G-ScoutmateG-Scoutmate has a

series of Help Files.

They can be accessed by pressing the “F1” key on your keyboard or clicking on the Help icon on the toolbar.


Resources for helping you use G-Scoutmate

KSC Group’s Website

KSC is always putting helpful tips, upgrades, and other resources on their website.

This is also the location of the G-Scoutmate Knowledge Base.

http://www.kscgroup.com


Resources for helping you use G-Scoutmate

The Knowledge Base contains a searchable database of questions that users have asked as well as hints and tips.

http://www.kscgroup.com/kbase/default.asp


Organizing Troop Paperwork/G-Scoutmate

The best way to learn G-Scoutmate is to use it!

organizing troop paperwork/g-scoutmate slide 1 organizing troop paperwork/ g-scoutmate girl scouts...

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