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User Guide for Recording Youth data on the Template

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Contents

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2. Brief description of the data columns to be completed on the template Column Heading Mand Look up Notes Number status copied and that the look up formula in the mie t Fomu Oa destination spreadsheet is not over written Calibri ju A B z D H o gt a xl this is the ONLY address field in which you enter the name of town Postal County N This is your postal county has nothing to do with scouting hierarchy Membership Number Paste needed to help us td creatin a Q Ai late Sr Saki O Eormulas for thes Aihecept borders Values individuatiumn widths _ Formats Formulas and number formats Title C Conments Used to speguytne d number formats O eta gender of the member Forename s i ORN C Multiply Surname O Add O Divide O Subtract Youth Role Select only from the look up listpose Youth Bast leadership field in column E Used to indicate that they have an additional role in section unit e g Sixer Seconder Date of Birth N dd mm yyyy Address line 1 N e g house number and street Address lines N 2 Address lines N 3 Address lines N 4 Town T N Please make sure Post Code Postal Country Telephone Email Start Date for this role Blank Column Name of Lodge Sixth Patrol Date they joined Scouts Nationality For UK addresses it must be in the valid UK post code format with spaces e g E4 7QW If you live in a country wh
3. on which scenario applies locally i e A If a Section or Group maintains their youth data on MMS they should simply keep their youth data updated on MMS and do nothing further B If a Section or Group does not plan to use templates to upload youth data into Compass at go live but plans to enter it manually into Compass post go live then do nothing further C If the Section or Group is currently an OSM customer and is maintaining its youth data on OSM then 1 Keep on updating their youth data in OSM 2 When their Area County Region Scotland goes live they will be notified to get ready for uploading their youth data 3 Follow the OSM process for preparing to export their data to the TSA template 4 Export their data 5 Review the exported data to ensure it is correct and that all the mandatory fields are completed correctly 6 Upload the data to Compass via the secure TSA website detailed instructions to follow They should test steps 3 4 before go live to make sure it all works D If a Section or Group is currently maintaining its youth data in some other way card system Excel files local data base etc AND wants to use the TSA templates for uploading their youth data into Compass then depending on whether or not they have previously completed the old templates they should do the following 1 If they HAVE NOT previously completed templates for uploading youth data then record their youth data on the n
4. Fay _ Alignment a Number EF Compass Youth Data Import Template New Master 2 xisx a 123456 Mr bbe Smith Cub Scout 123456 Mr Smythe Cub Scout 123456 Miss Schmid Cub Scout 123456 Miss Smith Cub Scout b Then go to the destination spreadsheet the new template and position your curser at the starting point from where copying should start and select Paste Special from the menu that displays when clicking on the down arrow below the Paste icon c On this menu select the values option and click OK This ensures only the data is d Please note that when you copy and a F Format Painter paste using this procedure the data from Clipboard E the source spreadsheet will be transferred A20 G to the destination spreadsheet template without consideration of the values allowed by the look up list So unless the data in the source spreadsheet exactly matches what is in the look up list including upper and lower case then you would still have to make sure the values in the look up column are correct by selecting them using the look up function 7 Please make sure the data in the date columns is in the correct format a The date format in the spreadsheet has been set to be dd mm yyyy b When you copy data to the date field please make sure the format remains in the dd mm yyyy format 8
5. User Guide for Recording Youth data on the Template compassuserguide scouts org uk Compass Userguide This is a user guide for entering maintaining youth data into a Youth Data Template so that it is ready for uploading to Compass when you are notified to do so Anew TSA template for uploading youth data into Compass was released several months ago However before you get alarmed none of the changes to the template makes the work you may have done on completing the old template redundant This user guide is updated and maintained on the Compass User Guides website please make sure you always use the latest version of it 1 Background to the changes made to the template The changes were made for three reasons 1 Uploading youth data will now take place at source that is by the person populating the template for uploading youth data via a secure website As part of the process of getting ready to upload their data the person will select on the website the section they will be uploading data to through a series of drop down lists i e Country Region England Area County Region Scotland District Group and finally Section Explorer sections are at district level So there is no longer any need for us to distribute separate templates that have been pre configured with the hierarchy information 2 Many people have used the youth upload templates by adding the relevant columns to also capture the cen
6. complete it subsequently in Compass in which case the de duplication process should pick up the fact the person has already a record in Compass AC AD AE AF AG AH Al AJ AK AL AM AN AO AP AQ AR Parent 1 DoB Parent 1 gender Parent 1 Relationship Parent 1 Email 1 Parent 1 Email 2 Parent 1 Telephone 1 Parent 1 Telephone 2 Parent 1 Gift Aid Parent 1 Other Information Parent 2 Title Parent 2 forename Parent 2 Surname Parent 2 Known as Parent 2 DoB Parent 2 gender Parent 2 Relationship dd mm yyyy is required to register as a Compass user Select only from the look up list Select only from the look up list Compass will send text messages to the telephone number designated as primary a setting in Compass After uploading youth data to Compass the data has to be edited in Compass to ensure all the settings are done correctly 13 Select only from the look up list You can add some ad hoc information on a parent here free text Select only from the look up list dd mm yyyy is required to register as a Compass user Select only from the look up list AS AT AU AV AW AY AZ BA BB BC BD BE Parent 2 Email 1 Parent 2 Email 2 Parent 2 Telephone 1 Parent 2 Telephone 2 Parent 2 Gift Aid Parent 2 Other Information Emergency Contact forename Emerg
7. ency Contact Surname Emergency Contact Known as Emergency Contact Relationship Emergency Contact Telephone 1 Emergency Contact Telephone 2 Emergency Contact Telephone 3 Select only from the look up list You can add some ad hoc information on a parent here free text The emergency contact is simply an additional piece of information available to Leaders to find someone to contact in case of an emergency They would in all probability try to contact the designated parent and if not available or pre arranged will try to contact the person listed as the emergency contact Gk BF Doctor N Name of Doctor or Surgery Surgery BG Surgery N Address 1 BH Surgery N Address 2 BI Surgery N Address 3 BJ Surgery Town Ooo N BK Surgery N County BL Surgery Post N For UK addresses it Code must be in the valid UK post code format with spaces e g E4 7QW If you live in a country which does not use post zip codes use NOPCODE BM Look up Y Select only from the Surgery look up list Country BN Surgery N Telephone 1 BO Surgery N Telephone 2 BP NHS Number SS N BQ Dietary Needs _ N BR Medical N Information 9 Other Resources Also see the Compass User Guide for joining a youth member on this website 10 Feedback If you find any information missing or unclear when using these guidelines please let us know at Info Centre scouts org uk so that we can continue to improve them
8. ew TSA templates for uploading youth data making sure that all mandatory fields are completed and completing as many of other available fields as they wish to Please remember that because the fields in the template are mapped to the corresponding fields in Compass you cannot a add insert new columns b move columns around c do not leave blank rows between youth records 2 If they HAVE previously completed templates for uploading youth data then simply open both the old and new templates and copy and paste all the rows containing youth data from the old template to the new one The new template was designed to have exactly the same columns and in the same order as the old one Please make sure you follow the instructions for copying and pasting data from the old to the new template EXACTLY as provided in the guidelines below Follow the steps below a separate user guide detailing the actual data upload process will be published on this site 3 Continue maintaining the youth data on the new TSA template 4 Register as a Compass user make sure that the person doing the uploading of the youth data to Compass is a member of Scouts they will be required to register as a Compass User and after that to logon to the member area on the scouts org uk website in order to access the secure youth data upload website exact details will be provided later In order to register as a Compass user the person registering must know their members
9. hip number date of birth main email address and postcode as it was stored on MMS and therefore migrated to Compass 5 When it is their Area County Region Scotland turn to go live they will be notified to get ready for uploading their data 6 Do a final review of the data to ensure it is correct and that all the mandatory fields are completed correctly 7 If your template containing youth data was password protected then remove the password protection before uploading the data 8 Upload the data to Compass via the secure TSA website detailed instructions to follow Finally as part of the process of uploading youth data using templates via the secure website to Compass the person uploading the data will have to tick a box to certify that they have obtained permission from parents guardians to store the data being uploaded on Compass 3 Detailed Instructions for recording youth data on the new template 1 A fundamental principle Please keep in mind that the process is designed for a SINGLE template to be completed PER section Uploading of the data to Compass will be done PER section even if the data for several sections are recorded by the same person say at group level In that case they will upload the data for one section after the other one at a time So you must complete and maintain a separate youth data upload template Excel file for each section and it should contain the youth data for that section onl
10. ich does not use post Zip codes use NOPCODE This is your postal country Select only from the look up list Although not mandatory please treat this as a very useful field If you capture a mobile number here it will allow you to send text messages from Compass to youth members their parents It is very important to obtain email addresses from members This must be the date dd mm yyyy when they first got their current role i e became a beaver cub scout etc This column is intentionally left blank to align the new to the old template This is the date dd mm yyyy when they have joined scouts It must be a date equal to or earlier than the date provided in column R Select only from the look up list X AB Ethnicity Faith Religion Parent 1 Title Parent 1 forename Parent 1 Surname Parent 1 Known as Select only from the look up list Select only from the look up list Parent one should be the designated parent to whom all communications will be sent in addition to the young person for young people below the age of 14 yrs Please Note If the parent s details are already in Compass because they are a current or were a previous leader then you have one of two choices 1 Complete their details and let the de duplication process deal with it when the data is uploaded 2 Leave out the parents details in the template but then
11. plate once This applies in particular to Explorer Scouts who are also a member of a Young Leader unit As we understand it the current situation is that in order to be a Young Leader the person must in the first instance be an Explorer Scout So please only record their data with the relevant Explorer Scout section Once the data is in Compass they can easily be assigned the additional role as Young Leader assigned to the correct Young Leader unit 6 Instructions for copying and pasting data from another spreadsheet to the new template As explained above the look up functionality in Excel is used to allow the recording of only pre selected data in several columns in the template For example you should not type in Cub Scout in the role column but select it from the list which appears when you click on the down arrow to the right of the field However the look up function can be over written if you are not careful when copying and pasting data from another source spreadsheet into the template destination Please follow the instructions below when copying and pasting data from another spreadsheet to the template a Select the range of cells e g rows containing youth member records from the old template from the source spreadsheet and copy them mice a alan fie i e Er Wrap Text General 7 a Copy Paste e e kl if ee 2 Con f Format Painter T A EE D A EE E Merge a centers BP gt 168 58 Form Clipboard y Font
12. sus data for the 2014 census They and others have requested that the youth data upload templates and process should allow them to also upload this additional data instead of having to manually type it all into Compass after go live We believe it is a reasonable request and have modified the templates and the process for uploading youth data to Compass to accommodate this additional data However those who want to can still stick to only uploading the basic data that was provided for in the original templates 3 An agreement has been reached between TSA and OSM to allow for a once off transfer of youth data from OSM to Compass What it boils down to is that OSM will enable its customers to map the youth data they hold in OSM to the correct fields in the TSA youth data upload template and then export it to a template in the TSA format OSM will issue its customers with instructions on how to do this After that the OSM user will have to check the data in the template and complete the missing mandatory fields before uploading it to Compass This is the same as everyone else using the templates will be doing Because people held more data on youth members in OSM than the minimum required by the original TSA youth data upload template we have expanded the new TSA template so that as much data as is practically possible can be transferred from OSM to Compass 2 What Areas Counties Regions Scotland should be doing now What you need to do now depends
13. ts the record for this youth member in Compass they will be forced to complete these fields before being allowed to save their data So we strongly recommend that you do record and upload this data p p c If the column heading box is coloured green it indicates a non mandatory field in Compass You need NOT complete these fields before uploading data to Compass nor will someone editing the record for a youth member in Compass be forced to complete these fields before being allowed to save their data 4 Finally the data entries into each column fall into two categories namely a When the word look up appears in a column heading any colour it means ONLY pre selected values are allowed as entries in these columns During the upload process the values in these columns will be checked and will be rejected if it contains a value other than what was selected from the look up When you click on a cell ina look up column it will display with a down arrow on the right hand edge of the cell If you click on the down arrow it will display a list of values you can select from Click on the appropriate item in the list and it will enter that value in the cell Scout Explorer Scout Explorer Scout Young Leader b In the case of columns of any colour but without the word look up in them the user should simply type in the correct data Address 5 Avoid duplication only record the details of a youth member on a tem
14. y 2 The data to be recorded for a youth member fall into four groupings namely a Youth Member Core Data Columns A X on the template b Data for Parent 1 Columns Y AK on the template This is in Compass terminology the Designated Parent in other words the one to whom all communications will be sent in addition to the young person if they are 14 years or younger c Data for Parent 2 Columns AL AX on the template Compass allows for more than two parents but the details for additional parents can be added in Compass once you are live on Compass PLEASE NOTE entering data for a second Parent is NOT mandatory HOWEVER if you decide to add data for a second parent then all the data fields marked as mandatory will have to be completed d Youth Member Additional Data Columns AY BR on the template 3 The data in each grouping has different levels of being mandatory this is shown by the colour coding of the Column headings i e a If the column heading box is coloured magenta and the text has two it indicates a mandatory field In other words the data will NOT be allowed to be uploaded into Compass UNLESS all the cells in these columns are completed with valid entries b If the column heading box is coloured amber and the text has one it indicates that it is a mandatory field in Compass So you WILL be allowed to upload data to Compass WITHOUT completing these fields However when someone edi

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