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Organizing Troop Paperwork/G-Scoutmate Slide 1
Organizing Troop Paperwork/G-Scoutmate
Girl Scouts of the Huron Valley Council
Winter Training FairJanuary 28, 2006Haran C. Rashes
Presenter
Organizing Troop Paperwork/G-Scoutmate Slide 2
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 3
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 4
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 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 CourseThis 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-ScoutmateInstalls 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 7
Getting StartedThe 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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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 10
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 11
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 12
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 13
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.
Organizing Troop Paperwork/G-Scoutmate Slide 16
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 EntryClick on the Girl Scout Information Icon.
The first name alphabetically will show up.
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Girl Scout Information EntryClick onAdd to add a new record.
When you complete the form, make sure you hit Save.
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Girl Scout Information EntryAfter 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 EntryYou can enter all of her relatives.
This will link the records to each other.
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Girl Scout Information EntryYou can enter all other information, including emergency contacts.
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Girl Scout Information EntryYou 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 EntryAdult 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 EntryJust as the Girl Scouts have specific fields such as “school,”there are also some specific fields for adults.
Organizing Troop Paperwork/G-Scoutmate Slide 25
Scout Information Tool BarFrom 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.
Organizing Troop Paperwork/G-Scoutmate Slide 26
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 27
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 28
Information EntryUsing 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 EntryOther information(for both Scouts and Adults) may be added through the Sections menu.
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AdvancementsSelect a girl’s record.
Click on Modify.
Click the Advancements button to bring up the Advancements screen.
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AdvancementsHighlight the Advancement you want to work with and “<<Add ” it to the list for that Girl Scout.
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AdvancementsHighlight the Advancement you want to work with for that girl in the list on the right and click on See Requirementsto work with the Advancement.
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AdvancementsFill in the dates as elements of the badge are earned.
A calendar can be called up to assist.
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AdvancementsClose 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.
Organizing Troop Paperwork/G-Scoutmate Slide 35
AdvancementsBridging and other advancements work the same way as Badges.
Organizing Troop Paperwork/G-Scoutmate Slide 36
AdvancementsTIP:
Hold your cursor over a badge element to get the full description of what to do to complete that element.
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ReportsFrom the Main Screen, you can get reports on Girl Scouts’Advancements.
Select the Report Button to go to Reports.
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ReportsSelect either one, multiple, or all of the Girl Scouts
Click Next
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ReportsSelect the Category of the Report you want
A submenu will open up
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ReportsHere I selected:
Progress ReportsTry-its
By Award Name
This brought up an additional portion of the screen to complete to select my report format
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ReportsWhen 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 42
ReportsNumerous Reports are available
Labels/Envelopes (cont’d)Nametags-Avery 5383Postcards-Avery 5389Envelopes-#10Envelopes-Stand. ShortEnvelopes-6x9
Other ReportsG-Scoutmate 5.xx Info
ChecklistDues (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
Birthdaysby ageby personby datebar chartpie chart
Inactive Recordsby personby reasonbar chartpie chart
Labels/EnvelopesAddress-Avery 5260Address-Avery 5163File Folders-Avery 5266Name Only-Avery 5260
Phone/Address ListsPhone/Address List
by Patrolby Troop
Phone Listby Patrolby Troop
Progress ReportsPetals
by Award Nameby Girl Scout Name
Try-itsby Award Nameby Girl Scout Name
Badgesby Award Nameby Girl Scout Name
Organizing Troop Paperwork/G-Scoutmate Slide 43
Reports (Cont’d)Numerous Reports are available
Registrationby Effective Date
Registrationby schoolby Troop
by Date RegisteredRegistration
by schoolby Troop
RostersRoster
by Patrolby Troop
Unawarded Awardsby Award type
by awardby Girl Scout Name
by Awardby Girl Scout Name
Vehicle Information
Progress Reports (Cont’d)Interest Project Awards
by Award Nameby Girl Scout Name
Studio 2B Charmsby Award Nameby Girl Scout Name
Other Awardsby Award Nameby Girl Scout Name
Levelsby Award Nameby Girl Scout Name
Allby Award Nameby Girl Scout Name
Organizing Troop Paperwork/G-Scoutmate Slide 44
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 45
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 46
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 47
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 48
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
Organizing Troop Paperwork/G-Scoutmate Slide 49
Event CentralCouncil Permission Slips
• Download the permission slip for our Council.
• Save the file to your G-Scoutmatefolder, which is probably:
C:/Program Files/Gscoutmate60
Organizing Troop Paperwork/G-Scoutmate Slide 50
Event CentralCouncil Permission Slips
Go into G-Scoutmate and select (from the main menu) Fileand 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 51
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.
Organizing Troop Paperwork/G-Scoutmate Slide 52
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.
Organizing Troop Paperwork/G-Scoutmate Slide 53
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 Slipstab.
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Event CentralPermission 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 56
Event CentralPermission 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 57
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.
Organizing Troop Paperwork/G-Scoutmate Slide 58
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!
Organizing Troop Paperwork/G-Scoutmate Slide 60
Event CentralPermission Slips
Print them out and each girl will now have her own permission slip.
Organizing Troop Paperwork/G-Scoutmate Slide 61
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
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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• 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!
Organizing Troop Paperwork/G-Scoutmate Slide 69
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.
Organizing Troop Paperwork/G-Scoutmate Slide 70
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 <<Add to
add the Troop.
Organizing Troop Paperwork/G-Scoutmate Slide 71
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 72
Resources for helping you use G-ScoutmateG-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 73
Resources for helping you use G-ScoutmateA 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/
Organizing Troop Paperwork/G-Scoutmate Slide 74
Resources for helping you use G-ScoutmateG-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.
Organizing Troop Paperwork/G-Scoutmate Slide 75
Resources for helping you use G-ScoutmateKSC Group’s Website
KSC is always putting helpful tips, upgrades, and other resources on their website.
This is also the location of the G-ScoutmateKnowledge Base.
http://www.kscgroup.com
Organizing Troop Paperwork/G-Scoutmate Slide 76
Resources for helping you use G-ScoutmateThe 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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