Scoutbook: It’s Here! An Overview of BSA’s Unit Management Tool

1. Scoutbook: It’s Here!An Overview of BSA’s Unit Management Tool

2. We will cover . . . • Update on Scoutbook Lite • Overview of Full Version Scoutbook • Scoutbook Success Stories • Getting Started with Scoutbook • Available Support Resources • Q&A

3. So what is BSA’s Scoutbook? • BSA owned unit management tool • All-inclusive “web based” unit management tool • Automatic interface with Council/BSA databases

4. Scoutbook Objective:Unify all unit management application tools in a single platform to simplify things for adult leaders, parents, & Scouts . . .

5. Traditional Unit Tracking Systems • Legacy systems were/are centrally managed by the unit • Limited individuals can enter data • Limited individuals can print reports • Reports are distributed at discretion of leader • Updates occur when leaders get around to it!

6. Scoutbook:A New Concept in Scout Tracking • Web-based access 24 hours/day • Advancement signed off in real-time by reviewers (Leaders/Counselors) • Parents and Scouts continuously monitor progress towards rank • Integrates with official BSA records

7. A different mindset:It’s “Scoutbook” NOT “Leaderbook” • Account and data belong to the Scout - PERIOD! • Account will follow the Scout regardless of unit changes • Scoutbook combines a group of individual accounts into a unit for local administrative purposes

8. The Scoutbook System Scoutbook is accessible from any device with internet connection including Smart Phones, Laptops, and Desktops.

9. Simplified version:: • A smart phone app is also available to Scouts & parents • The app basically allows the Scout/parent to show completions and edit service, camping, hiking logs, etc. • The full version is always available by smart phone for Scouts, parents, & leaders. This Photo by Unknown Author is licensed under CC BY-NC-ND

10. Concerned about Scouts having phones during activities? If we can teach Scouts knife and fire safety – we can also teach Scouts proper phone use during outings and events!

11. A Word about Scoutbook Lite . . . • A “one-way” upload system to provide entry for completed: • Ranks • Awards • Merit Badges • Roster • Exact look of the interface has not been released. Scoutbook Lite vs. Internet Advancement

12. Scoutbook Lite: • Used by units not using full Scoutbook • Replaces Internet Advancement as BSA update software • Data is in full Scoutbook data base • Date entered via Lite will be accessible via full Scoutbook

13. Legacy BSA Data Systems Official BSA Akela Data Base My.scouting.org Internet Advancement ScoutNET PAS Data Internet Advancement Council Registrar

14. Legacy BSA Data Systems Official BSA Akela Data Base My.scouting.org Major Problem ! ! ! Multiple Accounts for the Same Individual! Internet Advancement Council Registrar

15. ScoutNET PASS & Internet Advancement Are Going Away . . . Official BSA Akela Data Base My.scouting.org Council Registrar

16. New BSA Data Systems Official BSA Akela Data Base My.scouting.org Scoutbook Advancement Data Base Council Registrar Scoutbook

17. Scoutbook Data Base Official BSA Scoutbook Data Base Scoutbook Lite Scoutbook Other Products

18. BSA Sync is automated! Unit Advancement Information Internet Advancement BSA Systems

19. Scoutbook Cloud Data . . . • Secure, state of the art, virtual data center facilities with redundant servers • Best-in-Class Infrastructure • Multiple power feeds, fiber links, dedicated generators, and offsite Data redundancy • Professionally run ! ! !

20. Scoutbook Security . . . • Complies with Children's Online Privacy Protection Act (COPPA) • HTTPS encryption  • Passwords are one way hashed using SHA-256 encryption. Hackers cannot get passwords • Does NOT store SSN numbers • Protects Scout photos and names

21. Major Features of Full Scoutbook • Advancement, Leadership and Activity Tracking • Unit Rosters • Calendar • Email and texting tool • Payment Log • Able to send/receive messages, photos, and video links

22. Tracking Features • Advancement tracking • Lion to Eagle & Beyond • Live “official” BSA status for Scout/Parents/Leaders • Custom “official” reports • Automatic advancement sync with Council/BSA • Merit Badge tracking • Individual requirement tracking • Council MB Counselor List • Awards tracking

23. Quick View Rank % to next rank Earned Ranks Earned MBs Awards

24. Completed Ranks Ranks in Progress Advancement Overview Merit Badges

25. Scouts are credited in real time as they complete requirements Requirements Green check = Scout Indicates Completion (I’m ready!) Blue check = Leader Approved Empty box means not completed or not started

26. Scout & Leader Online Notes Including Text, Narratives, Video Links and Photos

27. Merit Badge Counselor Merit Badge Tracking Blue Card Printing • Blue Cards are currently still required as an official written record of earning the merit badge. (See “Guide to Advancement”) • Scoutbook can print your blue cards at completion of badge Approvals

28. Councils are now uploading “approved” Merit Badge Counselor lists to Scoutbook

29. Merit Badge Counselor Roster w/Search Feature

30. Service, Camping & Hiking Logs

31. Packs Use Same System

32. Quick Entry • Record Camp/MB PowWow completions • Service hours • Rank requirements • Merit Badge requirements • Payment Log

33. Offical Reports -Scouts, Leaders & Parents can: • Generate the “OFFICIAL” record for all of the Scout’s activities • See the individual advancement record as sync’d with official BSA and Council data bases • Print accurate info for any Scoutmaster Conference, Board of Review or Eagle Board o Review

34. Parents get: • Visibility of what their youth is (or is not) doing • Ability to have a fact-based, meaningful conversation on Scout’s progress • Tool to encourage their scout to develop a plan to improve and get back on track • Quickly and easily follow up to ensure Scout’s plan is being executed

35. Typical Awards Process • Scout finishes requirements for a Rank or Merit Badge • Requirements are Leader or MB Counselor approved • Rank or Merit Badge appears on the Needs Purchasing and Needs Awarding Reports • Rank or Merit Badge is awarded following BOR/COH • Advancement Chair checks “Awarded” • BSA record of award is automatically entered

36. “Sync” Success Stories . . . New Scouts Auto Sync’d Incorrect BSA Numbers Found Scout Ownership Missing Scout Data Found

37. Troop & Patrol Calendars • Scheduling with automatic notification of outings and events with copy to parent • Repeating events* • RSVPs with tracking • Attendance tracking • Event group reminders

38. Calendar Can auto-sync to YOUR calendar

39. Multiple Calendar Views

40. YPT Email& Text

41. Adult Training Reports . . .

42. Unit Training Summary Graphics

43. Reports . . . • Individual Advancement • Boy Scout Recognition • OA Eligibility • Incomplete Merit Badges • Trained Leaders • Needs Approval • Activity Log • Needs Purchasing • Needs Awarding • Payment Logs • Activity Log • Attendance • Audit Log • OA Membership • Adult YPT

44. Reports . . . • AND . . . ALL reports are exportable to MS Excel for the creation of custom reports.

45. Types of Units Currently Supported Currently Scoutbook supports advancement for: • Packs • Troops • 11 yo Scouts are a patrol in a troop (LDS) • Venturing Crew • Sea Scouting is in development • Exploring is in the works

46. Costs . . . Free – January 1, 2019 ! ! !

47. Scoutbook Does NOT . . . Replace the current Handbook or MB Pamphlets These are the “how to” books for the youth and they should continue to use them!

48. Getting Started is easy . . . • Your unit, your Scouts, and your leaders who are “chartered” are already in Scoutbook data base • Your unit “Key 3” are already in Scoutbook as Scoutbook Admins • All previously reported “completions” (Rank/Merit Badge) are already posted in the Scoutbook data base

49. Activation is simple: • A “Key 3” logs in at Scoutbook.com using your my.scouting.org login • Designate leader position(s) of adults other than your key three • Appoint additional Scoutbook “Admins” if desired • Move your Scouts to an appropriate Patrol or Den

50. Individual Entries: • Edit the leadership position of your Scouts, i.e. SPL, PL, Scribe, etc. • Enter completed requirements for partially completed ranks, merit badges, adventures, etc. • Update each Scout’s logs (camping, hiking, service, etc.)