2014 Census and Compass – Things to do NOW!
Compass is a powerful set of online tools for members to manage their Scouting administrative activities in one place. It can share access with relevant Scouting colleagues and offer a high level of data security. The system streamlines many tasks currently performed to manage Scouting so members spend less time on administration.
Tasks supported by the system include awarding and maintaining badges/awards, producing reports and distribution lists using member data including completing the national Scout census, assigning roles and managing young people and adults leaving, joining or transferring, managing training and events, issuing/renewing permits and vetting checks, creating, closing or merging Sections and Groups.
It is the only online system provided by The Scout Association and it is free of charge to its users.
We are in the final design and development stages of Compass and it will be ready for members to use during 2014 and in Scotland we have agreed an implementation date of 1 July 2014.
ADULT RECORDS
For the past few months each Region, through locally appointed champions, have been working hard to update records relating to all adults, this includes contact information, roles, training records, permits and awards. This is hugely important as the current system has many errors that have gone unchecked for some time. The easiest way to ensure the information is correct is to engage everyone in the process. Individuals should be encouraged to sign up to the current system at https://members.scouts.org.uk/supportresources. Once signed up individuals can ensure that their personal information is current and accurate.
Templates for recording adult data can be used to ensure information is correct and up to date can be downloaded here and returned to your Group Secretary.
Information about how to sign into the current Membership System can be found here.
YOUTH RECORDS
The Scout Association requires that every member (young people and adults) must be fully recorded on Project Compass.
In preparation for the launch of Compass later in 2014 all Scout Groups, Explorer Scout Units and Scout Networks are asked to complete an initial exercise that will be carried out during the census period this year. You are advised that the Trustee Board of The Scout Association have agreed that-
All membership data, both youth and adult, must be recorded and maintained in Compass, the Association’s membership system
Templates
Templates are now available for the collection of Youth Data and these must be completed electronically and held by Section Leaders locally within the same timeframe as that required for the census information. Please note that you must not send these templates to anyone by email as this would breach data protection regulations. The information provided will then be used to populate the Compass Database later in the year and you will be made aware of upload arrangements in due course.
The templates are specific for each Region and they are located here. Instructions for using these templates can be found here.
Updating Templates
It is perfectly possible that new members will join a Section between now and the time that Compass goes live and therefore you should keep the spreadsheet up to date until the time that it is uploaded to Compass. The upload process will be between Sections and Compass and detailed instructions will be provided in due course.
What will Compass Provide?
- Better and easier searching functions
- Reports based on searches
- Census in 2015 can be simply a click of a mouse
- Nominate awards online
- Record additional information (e.g. emergency contact, line manager).
- View Group/District/Region information according to role and switch views easily.
- Easier recording of adult training
- Ability to opt in to communications based on interest, rather than role
- Ability to manage joining enquiries if desired
- Better recording of on-going learning
- Manage the process for assessment of and granting of permits online
- More information about youth members (e.g. hobbies, emergency contact, email and social media – age appropriate)
- Record badge progress
- Events, camps, evening meetings planned online and linked to badge requirements
- Young Leader training (which missions etc, what was done, when it was done)
- Completion of elements of a badge, or the whole badge
- Completion date and presentation date
- Link to activities (e.g. camps) and be prompted when next badge gained
Assistance Required?
The preparation for the implementation of Compass has been on-going for some time and every Region has a Project Compass Champion. These individuals will work alongside locally appointed Group Scout Leaders, District Explorer Scout Commissioners and District and Regional Commissioners to ensure that support is in place to support local leaders over the coming months.
If you require any further information then please make initial contact with your change champion as follows:-
Actions for Section Leaders
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Ensure that you download a copy of the youth data spreadsheet
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Complete the information recording as much information as possible.
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Retain the Spreadsheet and Update Regularly
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Upload the Spreadsheet directly to Compass when advised.
Actions for GSL’s and DCs
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Check that your team looks correct on MMS – in particular, Group Executive members and other District or Groups roles such as advisers or PVG non-members.
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Ensure that your District Appointments Secretary is advised if individuals are no longer active so that procedures can be followed to remove individuals from the current database.
Actions for Everyone:
Review your personal data on the current MMS
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Amend any of your personal details that are incorrect – in particular telephone numbers and email address.
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Let your District (or Region) Appointments Secretary know, if your role is not correct or missing.
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Let your ADC (Adult Training) know if your training details are wrong.