2012 tools & strategies for districts. finance membership program unit service leadership and...

2012 Tools & Strategies for Districts

• Finance• Membership• Program• Unit Service• Leadership and Governance

Balanced ScorecardThe balanced scorecard for districts is aligned with councils and is focused in five key categories:

• Gold – Top 10% of districts• Silver – Next 40%• Bronze – Next 30%• Below Minimum – Bottom 20%

of districts

Breakpoints

Key Indicators are worth 200, 100 & 50 points respectively

Others are worth 100, 50 & 25 points respectively

Circuit Breaker, minimum bronze in fundraising to achieve overall gold

Objective Bronze Level Silver Level Gold LevelBronze Points

Silver Points

Gold Points

Finance 400

#1Fundraising: Achieve district finance goals as defined by the council.

Meet or exceed goal established for bronze.

Meet or exceed goal established for silver.

Meet or exceed goal established for gold.

150 200 400

Membership 600

#2Market Share: Increase market share (Cub Scouts, Boy Scouts, Varsity Scouts, Venturers and Explorers).

7.5% density or 1% growth in density (i.e. 5.00% to

5.05%)

10% density, or 7.5% and 2% growth in density

15% density, or 10% and 2% growth in density

75 100 200

#3Membership/Youth Growth: Increase number of registered youth. (Cub Scouts, Boy Scouts, Varsity Scouts, Venturers and Explorers)

0.00 - 0.99 % 1.00 - 2.99% 3+% 75 100 200

#4Youth Retention: Improve retention rate of traditional members.

62% retention or 2 percentage points increase

(i.e. 58%-60%)

69% retention, or 62% and 2 percentage points

increase

76% retention, or 69% and 2 percentage points

increase75 100 200

Program 500

#5Cub Scout Advancement: Increase the percentage of Cub Scouts earning rank advancements.

40% or 2 percentage points increase (i.e. 28%-30%)

55%, or 40% and 2 percentage points increase


25 50 100

#6Boy Scout Advancement: Increase the percentage of Boy Scouts earning rank advancements




25 50 100

#7Cub Scout Camping: Increase the percentage of Cub Scouts attending day camp, family camp, and/or resident camp




25 50 100

#8Boy Scout Camping: Increase the percentage of total Boy/Varsity Scouts attending long-term camp and high-adventure program




25 50 100

#9Community Service: Increase the amount of community service provided by Scouts, leaders and other participants.

Average 2 hours per youth member or .2 hour growth

(i.e. .8 to 1.0)

Average 3 hours per youth member, or 2 hours and .2

hour growth

Average 5 hours per youth member, or 3 hours and .2

hour growth25 50 100

Unit Service 600

#10Chartered Organization Relationships: Conduct a personal visit with a key person in each chartered organization.

90% 95% 100% 25 50 100

#11Commissioner Service: Increase the number of registered unit commissioners over prior year.

Commissioner-to-unit ratio of 1:6, or 5% increase in

the number of commissioners over prior

year

Commissioner-to-unit ratio of 1:4, or 1:6 ratio and 5% increase in the number of commissioners over prior

year

Commissioner-to-unit ratio of 1:3, or 1:4 ratio and 5% increase in the number of commissioners over prior

year

25 50 100

#12Unit Visitations: Improve the rate of visitations to units by commissioners.

UVTS 2.0 shows 5% of units are visited six times per year or 2 percentage

points increase

UVTS 2.0 shows 10% of units are visited six times per year, or 5% and or 2

percentage points increase

UVTS 2.0 shows 25% of units are visited six times per year, or 10% and or 2

percentage points increase

25 50 100

#13Unit Performance: Improve the performance ratings of units using Journey to Excellence metrics.

Have 60% of the units in the district achieve the

Bronze award or above.


Bronze award or above.


Bronze award or above.25 50 100

#14Voice of the Scout: Improve response rate and Net Promoter Score on constituent surveys. --- Bonus Points in 2012 ---

Have 60% of all registrants (youth and adults) with

email addresses in ScoutNET

Achieve bronze require-ments and have 15% of those surveyed actually

respond

Achieve silver require-ments and achieve an

overall average Net Promoter Score* of 45%

25 50 200

Leadership & Governance 400

#15District leadership: Increase the number of volunteers serving on the district committee.

At least 10 members or increase of one person

At least 17 members or increase of two persons

At least 30 members or increase of three persons

25 50 100

#16District Committee: Increase the effectiveness of the district committee.

At least 8 district committee meetings held within the

past year

Achieve bronze require-ments and have written

succession plan for district leadership

Achieve silver require-ments and have all key positions filled (District

chairman, District commissioner, member-

ship, finance and program)

25 50 100

#17Unit Leadership: Increase the number of direct contact leaders who are trained.




75 100 200

Total Points:

Total Points:

Scouting's J ourney to Excellence2012 District Performance Recognition Program

Item

Total Points:

Total Points:

Total Points:

Tools for Districtshttp://scouting.org/JTE.aspx

Scorecards, tools, answers …

• Where have we have we been?• Where are we going?• How far have we come?

District’s Journey to Excellence

• Objectives progress reports• District totals report• Council fundraising reports• Retention and training data from MyBSA• Training report from MyBSA • Advancement & unit visitation report sent to

councils• Service hours report from web page• Council and district records for camping, unit

status, and district leadership

Where have we been?Need to gather the results for each month in 2011.

• Cub Scout membership• Boy Scout membership• Venturing membership• Exploring participants• Total available youth• Traditional Units• Unit commissioners• District committee members

Objectives Progress ReportPrint a report for each month in 2011 to gather data for:

Use this report to determine the number of chartered organizations.

District Totals Report

Use the council FOS report, popcorn reports, etc. to determine your fundraising achievements for 2011. The council will determine how to count the dollars raised by the district.

Council Fundraising Reports

Retention from MyBSAView the dashboard on the program tab

Select a month to get the retention percentage. Since the system goes back only ten months, you will need to use the March values for January and February.

Contact Leaders Trained from MyBSAView the dashboard on the program tab

Select position(s) to determine the total registered and trained

Contact Leaders Trained Percentage

Enter the total registrants and total trained in a temporary Excel worksheet to determine the percentage of direct contact leaders trained. Unless the council has maintained independent records for 2011, it will necessary to use this same value for all months in 2011.

Direct Contact Position

Total Registered Total Trained

Cubmaster 47 23

Tiger Cub Den Leader 33 12

Den Leader 132 34

Webelos Den Leader 39 16

Scoutmaster 42 21

Leader of 11-Year Olds 3 1

Varsity Scout Coach 6 4

Crew Advisor 12 8

Skipper 1 1

315 120

38.1%

Unit Visitations & AdvancementsCouncils will receive a report showing how many units received the requisite number of visits in each district. Similar reports will be distributed showing Cub Scout and Boy Scout advancements in each district.

Service Hours ReportCouncils can produce a report showing the number of service hours in each district for any range of dates. To print the report, select the service hours function in ScoutNET>Web Admin. Then select the “Project Summary.Overall Project Summary” report for the desired date range.

Local Records of 2011 JTE Data These items are not available on any BSA report, but

should come from council and district records.

• Number of Cub Scouts attending any day camp, resident camp, or family camp (new for 2012)

• Number of Boy Scouts attending any long-term camp, high adventure camp, jamboree or serving on camp staff

• Number of units that were quality units or bronze or above at the end of 2011

• Number of district committee meetings held in 2011• Number of key district positions filled at the end of

2011

Download JTE District Workbook

Setup District Workbook

Enable macros in order to produce reports …

Enter your district and council name …

My district is:

Tak eany Dis tric t

My council is:

N ation's Bes t Counc il

Enter 2011 Performance

Finance Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2011 PtsTotal Fundraising Dollars $104,567 0

Membership Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2011 PtsCub Scouts 856 856 400 395 395 750 750 750 750 750 750 900Boy Scouts 561 561 400 400 400 435 435 435 435 435 435 578Venturers 112 112 4 4 4 5 5 5 5 5 5 123Explorers 56 56 3 3 3 3 3 3 3 3 3 56Total Available Youth 15,000 15,000 15,000 10,000 15,000 10,000 15,000 15,000 15,000 15,000 15,000 15,000Market Share 10.57% 10.57% 5.38% 8.02% 5.35% 11.93% 7.95% 7.95% 7.95% 7.95% 7.95% 11.05% 100Membership Growth 1.60% 100Retention Rate 67.10% 67.10% 58.00% 59.60% 60.00% 64.00% 67.00% 68.90% 70.10% 70.20% 70.60% 71.20% 100

Select Last Year tab …

Enter complete 2011 results in light yellow squares…

Data needed for all months Year-end only

• Finance goals may have been set in earlier fundraising planning meeting.

• Membership goals are set as part of your growth planning conference.

• Will need to determine total available youth.• Other goals may be set by district Key 3.• All goals should be approved by the council

and accepted by the district committee.

Where are we going?Establish 2012 goals and objectives

Enter Finance Goals

Bronze Silver Gold Target

$50,000 $55,000 $60,000 $55,000

$30,000 $32,000 $34,000 $32,000

$25,000 $27,000 $30,000 $30,000

$30,000 $31,000 $32,000 $31,000

$135,000 $145,000 $156,000 $148,000Total

Category

Fam ily FOS

Com m unity FOS

Special Events Net

Popcorn Sale (Net 30%)

Select the Finance tab and define your goals in terms of bronze, silver, and gold. Set a target indicating the planned performance level …

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Bronze Goal $20,000 $30,000 $35,000 $40,000 $42,000 $44,000 $45,000 $45,000 $46,000 $47,000 $48,000 $50,000ActualPercent 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%

Family FOS$$$

Set a bronze level for each category and month …

Enter Other Goals

Select the Current tab and input your goals for all other criteria in the December Goal column …

The system will calculate ratings and points if you have entered the December 2011 achievements.

Dec Goal2 Cub Scouts 9252 Boy Scouts 6002 Venturers 1252 Explorers 602 Total Available Youth 14,6982 Market Share 11.63%2 Performance Growth 5.32%2 Market Share Points 200

Membership

How Far Have We Come?Gather data to produce monthly status reports …

• Objectives progress report• Council fundraising reports• Retention and training data from MyBSA• Training report from MyBSA • Advancement & unit visitation report sent to councils• Service hours report from web page• Council and district records for camping, unit status,

and district leadership

Data Gathering Tips

To get the percentage of trained direct contact leaders, it is best to collect the data from the MyBSA Program dashboard at the end of the month. Since this dashboard reflects only current

data, it may be different if you wait until the next month.

Regional Support will be distributing reports each month showing district totals for Cub Scout advancement, Boy Scout advancement and unit visitations. This will occur after the council dashboard updates on the 8th of month.

The Voice of Scout district level dashboard information will not be available until June 1st after the first series of surveys is completed.

Enter Monthly Results

Select the Current tab and input your results for every criterion except Finance …

The system will calculate ratings and points if you have entered the monthly achievements for 2011.

Dec Goal Jan2 Cub Scouts 925 8882 Boy Scouts 600 5202 Venturers 125 1122 Explorers 60 662 Total Available Youth 14,698 14,6982 Market Share 11.63% 10.79%2 Performance Growth 5.32% 2.12%2 Market Share Points 200 200

Membership

Enter Monthly Finance Results

Select the Finance tab and input your results for each category on the Actual line …

The system will calculate ratings and points when you have entered goals and results for all categories.

Jan Feb Mar AprBronze Goal $20,000 $30,000 $35,000 $40,000Actual $27,689 $31,334 $36,789Percent 138.4% 104.4% 105.1% 0.0%

Family FOS$$$

Create Monthly Reports

On the Control tab, click the desired month to produce the progress and status reports. Be sure to enable macros …

Click desired month to update reports

Jan Jul

Aug

Sep

Oct

Nov

Dec

Feb

Mar

Apr

May

Jun

Progress Report

Bronze Gold Gold

2011 Act. 2012 Goal Current 2011 Pts. 2012 Goal Current



0 15055,000 110,000 124,000115,333 200112,667

Gold

15.0 30.010.8

35,689 157,500118,000 120,000 122,000

Bronze Silver

10.0 11.3 12.5 13.8

126,000

69.0 70.8 72.5 74.371.2 64.3 66.750.0 62.076.0 77.6

1.6 3.2 1.0 1.50.1 -3.0 0.0 0.3 0.7

9.13.5 7.5 200100

Below Minimum Bronze

104,567 118,000

Below Minimum

Takeany District

Gold

Silver Gold

76.0 85.0

2.0 2.5 3.0 6.0

50.7

Silver

11.0 11.6 8.3

Below Minimum Bronze

20.0 40.0 45.0 50.0 75.0 85.055.0 60.0 65.0 70.0

60.045.0 46.3 47.5 48.8

35.0 40.0

50.020.0 40.0 41.7 43.350.0

56.7

90.0 90.045.0 56.3 67.7 78.815.0 30.0

80.0 90.060.0 65.0 70.0 75.025.0 50.0 53.3

1.0 2.0 2.0 2.5 5.0 7.03.0 3.5 4.0 4.5

0

0

0

75

200

100

25

7

Percent Cub Scouts Advancing a Rank

Finance

1

Percent Membership Retention (Traditional Members Only)

Percent Boy Scouts Advancing a Rank

District Fundraising Goals Total of All Campaigns

Program

5

6

Membership

9

2

3

4

Percent Market Share (Including Explorers)

Percent Membership Growth (Including Explorers)

54.1 4.5

2.9

42.0 0.0

60.0 0.0

1.8 0.0

Percent Cub Scouts Attending Summer Camp

Percent Boy Scouts Attending Summer Camp

Number of Service Hours Per Youth Member

8

54.0

12.0

66.6

1.5

100

100

25

100

0

50

0

200

200

200

50

100

50

50

25

2012 J ourney to Excellence Progress ReportAs of J anuary 31, 2012

Nation's Best Council

This report compares a month to last year-end and goals.

Status ReportThis shows the determined standard and performance growth.

Performance growth to same month last year

Determined standard for selected month

Rating for this criterion

Other Tools – Tracking Units

Units can be evaluated throughout the year, not just when they recharter. A tracking sheet is available on JTE website.

MyDistrict Name MyCouncil Name

Pack Location Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

P100 New York G G G G S S S G G GP200 Los Angeles X X X B BP300 Chicago X X X X X XP400 Houston B B S S B B B B B SP500 Phoenix S S S S S S S S G GP600 Philadelphia B B B BP700 San Antonio G G G G G G G G G GP800 San Diego S S S S S S S S S SP900 DallasP1000 San Jose B B B S G G

2012 J ourney to Excellence Status - Packs

Tracking Units – Monthly SummaryThe unit tracking tool will show a monthly summary.

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Total Units 9 9 9 10 9 9 9 9 9 9 10 10Bronze 3 3 0 0 1 1 3 2 2 1 0 0Silver 2 2 3 3 3 3 3 3 1 2 0 0Gold 2 2 2 2 1 1 1 2 4 4 0 0Total Medals 7 7 5 5 5 5 7 7 7 7 0 0Medals % 77.8% 77.8% 55.6% 50.0% 55.6% 55.6% 77.8% 77.8% 77.8% 77.8% 0.0% 0.0%




Crews&

Ships

AllUnits

JTE Units and Medals

2012 J ourney to Excellence Unit Status

Packs

Troops&

Teams

Managing the Details

Districts will want to track progress in other areas, and many will develop their own tools. How are you tracking?

• Pack and troop camping plans• Chartered organization visits –

worksheet available on JTE website • District committee meetings • Further details of unit health

Thank you

2012 tools & strategies for districts. finance membership program unit service leadership and...

Documents

mybsatraining report

district records

bsa report

council fos report

district leadershipwhere

overall project summary

number of service hours

district totals reportuse