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Organizing Troop Paperwork/ G-Scoutmate Girl Scouts of the Huron Valley Council Winter Training Fair Organizing Troop Paperwork/ G-Scoutmate Girl Scouts of the Huron Valley Council Winter Training Fair January 28, 2006 Haran C. Rashes Presenter Organizing Troop Paperwork/G-Scoutmate Slide 1

Confessions of a Troop Leader • Haran C. Rashes – Leader Brownie Girl Scout 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” Organizing Troop Paperwork/G-Scoutmate Slide 2

Paperwork Progression • First Grade – Mostly on Paper – Created lots of forms 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 Organizing Troop Paperwork/G-Scoutmate Slide 3

What is G-Scoutmate • Girl Scout Record Keeping Software; • Released in 1992; • 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 Studio 2 B; • Includes financial, money-earning activity, inventory, library and other sections; and, • The only GSUSA licensed vendor that sells recordkeeping software for Girl Scouts! Organizing Troop Paperwork/G-Scoutmate Slide 4

Objectives of this Course This course features an overview of G-Scoutmate. While we will Objectives of this Course This 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! Organizing Troop Paperwork/G-Scoutmate Slide 5

Installation of G-Scoutmate Installs just like any other Windows Program When installing G-Scoutmate, remember Installation of G-Scoutmate Installs 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. Organizing Troop Paperwork/G-Scoutmate Slide 6

Getting Started The first time you launch G-Scoutmate, you will be asked to identify 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. Organizing Troop Paperwork/G-Scoutmate Slide 7

The G-Scoutmate Screen Organizing Troop Paperwork/G-Scoutmate Slide 8 The G-Scoutmate Screen Organizing Troop Paperwork/G-Scoutmate Slide 8

Menus and Toolbar • Almost every command you will need to use is located 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. Organizing Troop Paperwork/G-Scoutmate Slide 9

Menus and Toolbar - Continued Event Central – Manage field trips and events. Reports 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. Organizing Troop Paperwork/G-Scoutmate Slide 10

Menus and Toolbar - Continued Money Earning Activities – Track your troop’s fundraisers. Inventory Menus and Toolbar - Continued 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. Organizing Troop Paperwork/G-Scoutmate Slide 11

Menus and Toolbar - Continued Troop Information – Setup information about your troop(s). Backup/Restore Menus and Toolbar - Continued Troop Information – Setup information about your troop(s). Backup/Restore – Backup your database often! HELP – This one is hopefully self-explanatory. Organizing Troop Paperwork/G-Scoutmate Slide 12

Modules we will Cover • In this course we will examine the following: – 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. Organizing Troop Paperwork/G-Scoutmate Slide 13

Let’s Get Started • First enter your Girl Scouts! – Either Click on the 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. Organizing Troop Paperwork/G-Scoutmate Slide 14

Quick Entry • Select Quick Entry from the Girl Scouts Record menu to begin 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. Organizing Troop Paperwork/G-Scoutmate Slide 15

TIP – Before Entering Information • The Manage Lists Feature: – If you have 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. Organizing Troop Paperwork/G-Scoutmate Slide 16

Girl Scout Information Entry Click on the Girl Scout Information Icon. The first name Girl Scout Information Entry Click on the Girl Scout Information Icon. The first name alphabetically will show up. Organizing Troop Paperwork/G-Scoutmate Slide 17

Girl Scout Information Entry Click on Add to add a new record. When you Girl Scout Information Entry Click on Add to add a new record. When you complete the form, make sure you hit Save. Organizing Troop Paperwork/G-Scoutmate Slide 18

Girl Scout Information Entry After you have entered a girl’s information, you can modify Girl Scout Information Entry After you have entered a girl’s information, you can modify other attributes of her record from the tabs at the top of the screen. Organizing Troop Paperwork/G-Scoutmate Slide 19

Girl Scout Information Entry You can enter all of her relatives. This will link Girl Scout Information Entry You can enter all of her relatives. This will link the records to each other. Organizing Troop Paperwork/G-Scoutmate Slide 20

Girl Scout Information Entry You can enter all other information, including emergency contacts. Organizing Girl Scout Information Entry You can enter all other information, including emergency contacts. Organizing Troop Paperwork/G-Scoutmate Slide 21

Girl Scout Information Entry You can modify any girls’ record by selecting her from Girl Scout Information Entry You 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. Organizing Troop Paperwork/G-Scoutmate Slide 22

Adult Information Entry Adult information is added the same way as Girl Scout Information. Adult Information Entry Adult information is added the same way as Girl Scout Information. You can select any adult from the pull down menu. Organizing Troop Paperwork/G-Scoutmate Slide 23

Adult Information Entry Just as the Girl Scouts have specific fields such as “school, Adult Information Entry Just as the Girl Scouts have specific fields such as “school, ” there also some specific fields for adults. Organizing Troop Paperwork/G-Scoutmate Slide 24

Scout Information Tool Bar From both a Girl Scout or an Adult’s Information Screen 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 in. Groups and Projects – What groups or projects has the Girl Scout or Adult participated in. Organizing Troop Paperwork/G-Scoutmate Slide 25

Scout Information Tool Bar (continued) Medical Information – Data from the Scout’s Health History 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. Organizing Troop Paperwork/G-Scoutmate Slide 26

Scout Information Tool Bar (continued) Troop History – What other troops or councils has 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. Organizing Troop Paperwork/G-Scoutmate Slide 27

Information Entry Using the Icons at the Top of an Information Record, you can Information Entry Using the Icons at the Top of an Information Record, you can additional information such as health records. MAKE SURE YOU SAVE WHEN COMPLETED! Organizing Troop Paperwork/G-Scoutmate Slide 28

Adult Information Entry Other information (for both Scouts and Adults) may be added through Adult Information Entry Other information (for both Scouts and Adults) may be added through the Sections menu. Organizing Troop Paperwork/G-Scoutmate Slide 29

Advancements Select a girl’s record. Click on Modify. Click the Advancements button to bring Advancements Select a girl’s record. Click on Modify. Click the Advancements button to bring up the Advancements screen. Organizing Troop Paperwork/G-Scoutmate Slide 30

Advancements Highlight the Advancement you want to work with and “<<Add ” it to Advancements Highlight the Advancement you want to work with and “<

Advancements Highlight the Advancement you want to work with for that girl in the Advancements Highlight 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. Organizing Troop Paperwork/G-Scoutmate Slide 32

Advancements Fill in the dates as elements of the badge are earned. A calendar Advancements Fill in the dates as elements of the badge are earned. A calendar can be called up to assist. Organizing Troop Paperwork/G-Scoutmate Slide 33

Close the list of badge elements to save. Advancements When the Scout has earned Close the list of badge elements to save. Advancements 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. Organizing Troop Paperwork/G-Scoutmate Slide 34

Advancements Bridging and other advancements work the same way as Badges. Organizing Troop Paperwork/G-Scoutmate Advancements Bridging and other advancements work the same way as Badges. Organizing Troop Paperwork/G-Scoutmate Slide 35

Advancements TIP: Hold your cursor over a badge element to get the full description Advancements TIP: Hold your cursor over a badge element to get the full description of what to do to complete that element. Organizing Troop Paperwork/G-Scoutmate Slide 36

Reports From the Main Screen, you can get reports on Girl Scouts’ Advancements. Select Reports From the Main Screen, you can get reports on Girl Scouts’ Advancements. Select the Report Button to go to Reports. Organizing Troop Paperwork/G-Scoutmate Slide 37

Reports Select either one, multiple, or all of the Girl Scouts Click Next Organizing Reports Select either one, multiple, or all of the Girl Scouts Click Next Organizing Troop Paperwork/G-Scoutmate Slide 38

Reports Select the Category of the Report you want A submenu will open up Reports Select the Category of the Report you want A submenu will open up Organizing Troop Paperwork/G-Scoutmate Slide 39

Reports Here I selected: Progress Reports Try-its By Award Name This brought up an Reports Here 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 Organizing Troop Paperwork/G-Scoutmate Slide 40

Reports When you print report, you will get a screen copy of your report, Reports When 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 Organizing Troop Paperwork/G-Scoutmate Slide 41

Reports Numerous Reports are available Birthdays by age by person by date bar chart Reports Numerous Reports are available Birthdays by age by person by date bar chart pie chart Inactive Records by person by reason bar chart pie chart Labels/Envelopes (cont’d) Nametags-Avery 5383 Postcards-Avery 5389 Envelopes-#10 Envelopes-Stand. Short Envelopes-6 x 9 Other Reports G-Scoutmate 5. xx Info Checklist Dues (by date) Dues (by person) E-Mail and Websites Labels/Envelopes Emergency contacts Address-Avery 5260 Girl Scout Info (Full) Address-Avery 5163 Non-Dues $$ (by date) File Folders-Avery 5266 Non-Dues $$ (by pers) Name Only-Avery 5260 Positions Years in Girl Scouts Organizing Troop Paperwork/G-Scoutmate Phone/Address Lists Phone/Address List by Patrol by Troop Phone List by Patrol by Troop Progress Reports Petals by Award Name by Girl Scout Name Try-its by Award Name by Girl Scout Name Badges by Award Name by Girl Scout Name Slide 42

Reports (Cont’d) Numerous Reports are available Progress Reports (Cont’d) Interest Project Awards by Award Reports (Cont’d) Numerous Reports are available Progress Reports (Cont’d) Interest Project Awards by Award Name by Girl Scout Name Studio 2 B Charms by Award Name by Girl Scout Name Other Awards by Award Name by Girl Scout Name Levels by Award Name by Girl Scout Name All by Award Name by Girl Scout Name Registration by Effective Date Registration by school by Troop by Date Registered Registration by school by Troop Unawarded Awards by Award type by award by Girl Scout Name by Award by Girl Scout Name Vehicle Information Rosters Roster by Patrol by Troop Organizing Troop Paperwork/G-Scoutmate Slide 43

Event Central • GS Scoutmate can help you plan your next Troop Event or 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. Organizing Troop Paperwork/G-Scoutmate Slide 44

Event Central • Select the Event Central menu or click on the Event Central 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. Organizing Troop Paperwork/G-Scoutmate Slide 45

Event Central • Click on Add New Event to add the event and allow 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. Organizing Troop Paperwork/G-Scoutmate Slide 46

Event Central • You can now track which girls are attending the event and Event Central • You can now track which girls are attending the event and have paid their money by moving them to the attendees list. Organizing Troop Paperwork/G-Scoutmate Slide 47

Event Central Council Permission Slips • Event Central can generate permission slips designed for Event Central Council 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 Organizing Troop Paperwork/G-Scoutmate Slide 48

Event Central Council Permission Slips • Download the permission slip for our Council. • Event Central Council Permission Slips • Download the permission slip for our Council. • Save the file to your GScoutmate folder, which is probably: C: /Program Files/Gscoutmate 60 Organizing Troop Paperwork/G-Scoutmate Slide 49

Event Central Council Permission Slips Go into GScoutmate and select (from the main menu) Event Central Council Permission Slips Go into GScoutmate 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. Organizing Troop Paperwork/G-Scoutmate Slide 50

Event Central Council Permission Slips Double-click on the permission slip report file for your Event Central Council Permission Slips 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. Organizing Troop Paperwork/G-Scoutmate Slide 51

Event Central Council Permission Slips Double-click on the permission slip report file for your Event Central Council Permission Slips 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. Organizing Troop Paperwork/G-Scoutmate Slide 52

Event Central Permission Slips Return to Event Central (if you previously setup a council Event Central Permission 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. Organizing Troop Paperwork/G-Scoutmate Slide 53

Event Central Permission Slips Click Add and then Fill in the Permission Slip Information. Event Central Permission Slips 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. Organizing Troop Paperwork/G-Scoutmate Slide 54

Event Central Permission Slips The Custom Fields for GSHVC are: 1. Leader’s Name; 2. Event Central Permission Slips The Custom Fields for GSHVC are: 1. Leader’s Name; 2. Leaders Cell Phone Number; 3. Return permission slip and payment by; Organizing Troop Paperwork/G-Scoutmate Slide 55

Event Central Permission Slips The continued Custom Fields for GSHVC are: 4. If X, Event Central Permission Slips 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 Organizing Troop Paperwork/G-Scoutmate Slide 56

Event Central Permission Slips You can also create individual Permission Slips for each Girl. Event Central Permission Slips 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. Organizing Troop Paperwork/G-Scoutmate Slide 57

Event Central Permission Slips Click Save and then select Print from the menus to Event Central Permission Slips 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. Organizing Troop Paperwork/G-Scoutmate Slide 58

Event Central Permission Slips Highlight “Permission Slips” and click on Print Reports. If you Event Central Permission Slips 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! Organizing Troop Paperwork/G-Scoutmate Slide 59

Event Central Permission Slips Print them out and each girl will now have her Event Central Permission Slips Print them out and each girl will now have her own permission slip. Organizing Troop Paperwork/G-Scoutmate Slide 60

Finances • To Simplify your finances, first go to the Utilities menu and select 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 Organizing Troop Paperwork/G-Scoutmate Slide 61

Finances • If you can use Quicken, you can use G-Scoutmate • The first 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. Organizing Troop Paperwork/G-Scoutmate Slide 62

Finances • Once an account is setup, you will be able to use the Finances • Once an account is setup, you will be able to use the Financial Register. Organizing Troop Paperwork/G-Scoutmate Slide 63

Finances • Click Add New to add a new transaction. Organizing Troop Paperwork/G-Scoutmate Slide Finances • Click Add New to add a new transaction. Organizing Troop Paperwork/G-Scoutmate Slide 64

Finances • Add data directly into check register. Organizing Troop Paperwork/G-Scoutmate Slide 65 Finances • Add data directly into check register. Organizing Troop Paperwork/G-Scoutmate Slide 65

Finances • Click Save to update your balance. Organizing Troop Paperwork/G-Scoutmate Slide 66 Finances • Click Save to update your balance. Organizing Troop Paperwork/G-Scoutmate Slide 66

Finances • Financial Reports are available directly from the Financial Account Window. Organizing Troop Finances • Financial Reports are available directly from the Financial Account Window. Organizing Troop Paperwork/G-Scoutmate Slide 67

Finances • Filling out year end and interim Financial Reports will now be a Finances • Filling out year end and interim Financial Reports will now be a breeze! Organizing Troop Paperwork/G-Scoutmate Slide 68

Using G-Scoutmate with Multiple Troops • G-Scoutmate can be used for multiple troops within 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 troop The 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 unit The 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 GScoutmate 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. Organizing Troop Paperwork/G-Scoutmate Slide 69

Using G-Scoutmate with Multiple Troops • To Set-up second, third or up to tenth 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 <

Using G-Scoutmate with Multiple Troops • To work with a different troop: – Select 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 Organizing Troop Paperwork/G-Scoutmate Slide 71

Resources for helping you use GScoutmate G-Scoutmate comes with a comprehensive and searchable manual. Resources for helping you use GScoutmate G-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 Organizing Troop Paperwork/G-Scoutmate Slide 72

Resources for helping you use GScoutmate A discussion group about the features and functionality Resources for helping you use GScoutmate A discussion group about the features and functionality of GScoutmate 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/ Organizing Troop Paperwork/G-Scoutmate Slide 73

Resources for helping you use GScoutmate G-Scoutmate has a series of Help Files. They Resources for helping you use GScoutmate G-Scoutmate has a series of Help Files. They can be accessed by pressing the “F 1” key on your keyboard or clicking on the Help icon on the toolbar. Organizing Troop Paperwork/G-Scoutmate Slide 74

Resources for helping you use GScoutmate KSC Group’s Website KSC is always putting helpful Resources for helping you use GScoutmate 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 Organizing Troop Paperwork/G-Scoutmate Slide 75

Resources for helping you use GScoutmate The Knowledge Base contains a searchable database of Resources for helping you use GScoutmate 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 Slide 76

Organizing Troop Paperwork/ G-Scoutmate The best way to learn G-Scoutmate is to use it! Organizing Troop Paperwork/ G-Scoutmate The best way to learn G-Scoutmate is to use it! Organizing Troop Paperwork/G-Scoutmate Slide 77