Suite of Commissioner Information/Technology Tools

Commissioner Tools

Commissioner Tools is a suite of tools that enables both Unit and Administrative Commissioners to collaboratively work with units to solve unit issues, strengthen unit programs, and increase membership in the unit.

Commissioner Tools provides the following major features:

Organization Dashboard – provides two views.
- Council/District View – provides council or district level information
  - How many units have an assigned commissioner?
  - How many units have been recently contacted and how many remain to be contacted this month.
  - How many units have either a simple or detailed assessment?
  - How many units have a unit service plan indicating a need for additional focus?
  - The charter renewal status of the units in the district.
- Unit View – provide unit level information.
  - The status of the charter of the unit
  - The health indicators of the unit
  - The unit contact history
  - The ability to add new contacts for this unit
Contacts – provides a listing of all unit contacts within the district
- Commissioners can filter, view, and print contacts to quickly get to relevant information to assist units in need in the district.
- Administrative commissioners can sort contacts so that they can quickly see trends in unit health in the district.
Roundtable – provides the ability to capture tracking information about roundtables
- Record roundtables held
- Record roundtable attendance and see information about attendance by unit
- Capture meeting notes and comments to assist in future roundtable program planning
Profile – provides information to a unit commissioner about their own volunteer activity
- View their assigned units
- See contacts by month
- View their contact history

Roster

Roster is a suite of tools to understand the membership and adult volunteers in each unit and the district as a whole.

Roster provides the following major features:

Roster – provides insight in the membership and volunteer
- Obtain a listing of all adult volunteers in the unit
- Obtain a listing of all youth members in the unit
- Obtain a listing of all merit badge counselors in the unit
- See the contact information for adult volunteers in the unit or district
Position Manager – provide insight into the structure of the district and units
- See the organization structure of the adult volunteers
- Adjust registered positions in the unit as volunteers change positions
- Adjust functional positions in the unit as volunteers change roles
Roster Reports – generates detailed reports to allow deeper analysis. Examples of reports include:
- Report of Eagle extension requests
- Report of the current membership size of each unit
- Report of all members the dropped from a unit

Training Manager

Training manager is a suite of tools to understand and manage leader training status.

Training manager provides the following major features:

A summary of the overall training status for the district and units
A summary of the youth protection training status for the district and units
A listing of the current training requirements for each volunteer position
Records completed training for youth and adult volunteers
View the individual training records for youth and adult volunteers
Training Manager Reports – generates detailed reports to allow deeper analysis; Examples of report include
- Report of all untrained adult volunteers in a unit
- Report of the training status of all adult volunteers in a unit
- Report of youth volunteers that have completed trainings
- Report of the volunteers with youth protection training expiring soon.

Report of all unit key three members and their youth protection training status.

Recommended Best “Tools” To Use

Unit Commissioners

Unit Dashboard
- Consolidated view of key unit information in a single location
Unit Leader and Member Roster Information
- Who to contact, relationship building, seek help, identify unit youth’s age
Collaborative Detailed Assessment
- Relationship building, unit health, identify needed help, “Commissioner’s Notebook”
Simple Assessments
- “Commissioner’s Notebook”, identify noticeable/concerning changes, address needed help
Unit Roster
- A listing of all members of a unit
Unit Advancement/Activity/Training
- Unit Health indicator, monitor unit activity, offer guidance if needed, Trained unit leaders more effective, safety, unit health indicator

Roundtable Commissioners

Planning
- Being prepared, communication, documentation, seek assistance
Meeting Notes
- Documentation, seek assistance, planning for future, communication
Attendance
- Follow-up where needed, Changes as needed
Current Year Summary
- Good record keeping, reference tool, compare trends

Administrative Commissioners

Council/District Dashboard
- Data at a glance, How well is council/district doing, Where is help needed
Commissioner Assignments
- Are all UCs assigned, Are UCs assigned to units with most need
Unit Commissioner Count
- Are there enough UCs to adequately serve all units, Is there growth in new UCs
Unit Contacts and Comments
- Are UCs contacting their units, Are useful comments being recorded, Is the District Commissioner reviewing comments
Priority Needs
- Where is help needed, What type of help is needed, How quickly is help deployed
Roundtable
- Are units attending, Are Roundtables occurring regularly, Are RTs effective, Are changes needed

Resources – Forms

Detailed Assessment

At least twice each year, the commissioner should do a collaborative, detailed assessment with the unit to determine its strengths and needs. Using the appropriate unit assessment form, the commissioner and the unit Key 3 complete the assessment together. The form is divided into the components used in the Journey to Excellence scorecard. From this assessment, a Unit Service Plan can be developed.

Commissioner Assessment Forms. These blank detailed assessment forms taken from Commissioner Tools may be used as paper information-capture sheets if a commissioner does not want to work on the computer live while contacting a unit. Alternatively, they may be used by a commissioner who does not have access to a computer, and a “commissioner friend” will enter the information. They may also be used when collaborating with a unit to complete the assessment of a unit’s strengths and needs.

	Pack Detailed Assessment Blank Form
	Troop Detailed Assessment Blank Form
	Crew Detailed Assessment Blank Form
	Ship Detailed Assessment Blank Form
	Post/Club Detailed Assessment Blank Form

Simple Assessment

Unit Assessment Forms. These blank assessment forms taken from Commissioner Tools may be given to a unit leader to complete prior to the Collaborative Assessment being completed by the unit Key 3 and the unit commissioner. Ideally, the unit should complete these within my.scouting.org when they are sent to them by the commissioner; however, they may be used as a worksheet prior to entry in my.scouting.org. They may also be used when collaborating with a unit to complete the assessment of a unit’s strengths and needs.

	Pack Assessment Blank Form
	Troop Assessment Blank Form
	Crew Assessment Blank Form
	Ship Assessment Blank Form
	Post Assessment Blank Form

Scenarios for Unit Assessments

Scenarios for Unit Assessments. These scenarios can be used for training commissioners in how to do a unit assessment.

Unit Service Plan

Unit Service Plan PowerPoint presentation Provides a fundamental understanding of the concepts for Commissioner Tools. The Unit Service Plan was developed to help improve unit performance based on unit needs discovered during a Detailed Assessment. Commissioner Tools incorporates both the Detailed Assessment and the Unit Service Plan