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Organizing Troop Paperwork/ G-Scoutmate . Girl Scouts of the Huron Valley Council Winter Training Fair January 28, 2006 Haran C. Rashes Presenter. Confessions of a Troop Leader. Haran C. Rashes Leader Brownie Girl Scout Troop 205 Trainer GSHVC

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Organizing troop paperwork g scoutmate l.jpg

Organizing Troop Paperwork/G-Scoutmate

Girl Scouts of the Huron Valley Council

Winter Training Fair

January 28, 2006

Haran C. Rashes

Presenter


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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”


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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


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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/groupfrom 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!


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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!


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Installation of G-Scoutmate

Installs just like any other Windows ProgramWhen 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.


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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.


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The G-Scoutmate Screen


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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.


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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.


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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.


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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.


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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.


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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.


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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.


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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.


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Girl Scout Information Entry

Click on the Girl Scout Information Icon.

The first name alphabetically will show up.


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Girl Scout Information Entry

Click onAdd to add a new record.

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


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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.


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Girl Scout Information Entry

You can enter all of her relatives.

This will link the records to each other.


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Girl Scout Information Entry

You can enter all other information, including emergency contacts.


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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.


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Adult Information Entry

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

You can select any adult from the pull down menu.


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Adult Information Entry

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


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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

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

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.


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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.


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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.


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Information Entry

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

MAKE SURE YOU SAVE WHEN COMPLETED!


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Adult Information Entry

Other information

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


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Advancements

Select a girl’s record.

Click on Modify.

Click the Advancements button to bring up the Advancements screen.


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Advancements

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


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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.


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Advancements

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

A calendar can be called up to assist.


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Advancements

Close 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.


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Advancements

Bridging and other advancements work the same way as Badges.


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Advancements

TIP:

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


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Reports

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

Select the Report Button to go to Reports.


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Reports

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

Click Next


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Reports

Select the Category of the Report you want

A submenu will open up


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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


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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


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ReportsNumerous Reports are available

Birthdaysby ageby personby datebar chartpie chart

Inactive Recordsby personby reasonbar chartpie chart

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

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

Other ReportsG-Scoutmate 5.xx InfoChecklistDues (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

Phone/Address ListsPhone/Address Listby Patrolby Troop Phone Listby Patrolby Troop

Progress ReportsPetalsby Award Nameby Girl Scout Name

Try-itsby Award Nameby Girl Scout NameBadgesby Award Nameby Girl Scout Name


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Reports (Cont’d)Numerous Reports are available

Progress Reports (Cont’d)Interest Project Awardsby Award Nameby Girl Scout NameStudio 2B Charmsby Award Nameby Girl Scout NameOther Awardsby Award Nameby Girl Scout NameLevelsby Award Nameby Girl Scout NameAllby Award Nameby Girl Scout Name

Registrationby Effective DateRegistrationby schoolby Troopby Date RegisteredRegistrationby schoolby Troop

RostersRosterby Patrolby Troop

Unawarded Awardsby Award typeby awardby Girl Scout Nameby Awardby Girl Scout Name

Vehicle Information


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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.


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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.


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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.


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Event Central

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


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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


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Event CentralCouncil Permission Slips

  • Download the permission slip for our Council.

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

C:/Program Files/Gscoutmate60


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Event CentralCouncil Permission Slips

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.


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Event CentralCouncil 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.


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Event CentralCouncil 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.


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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.


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Event CentralPermission 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.


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Event CentralPermission Slips

The Custom Fields for GSHVC are:

  • Leader’s Name;

  • Leaders Cell Phone Number;

  • Return permission slip and payment by;


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Event CentralPermission Slips

The continued Custom Fields for GSHVC are:

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

  • Girls should bring;

  • Drivers/Chaperones needed


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Event CentralPermission 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.


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Event CentralPermission 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.


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Event CentralPermission 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!


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Event CentralPermission Slips

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


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Finances

  • To Simplify your finances, first go to the Utilitiesmenu and select List Management

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


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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.


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Finances

  • Once an account is setup, you will be able to use the Financial Register.


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Finances

  • Click Add New to add a new transaction.


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Finances

  • Add data directly into check register.


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Finances

  • Click Save to update your balance.


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Finances

  • Financial Reports are available directly from the Financial Account Window.


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Finances

  • Filling out year end and interim Financial Reports will now be a breeze!


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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.


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Using G-Scoutmate with Multiple Troops

  • To Set-up second, third or up to tenth troop:

    • Select Setup Troopsfrom the Utilities Menu.

    • Enter the additional Troop’s number.

    • Enter the additional Troop’s type

    • Click on <<Add to add the Troop.


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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


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Resources for helping you use G-Scoutmate

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


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Resources for helping you use G-Scoutmate

A 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/


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Resources for helping you use G-Scoutmate

G-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.


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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


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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


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Organizing Troop Paperwork/G-Scoutmate

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


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