OA Blue Book Procedures

OA Blue Book – The Standard Catalog of Boy Scout Order of the Arrow Memorabilia

OA Blue BookThe Standard Catalog of Boy Scout Order of the Arrow Memorabilia

User supported – Editor Approved

Procedures Manual

Editing Procedures

There are four primary functions for editors: 1. add issues, 2. edit existing issues, 3. delete erroneous issues, and 4. assign issue numbers.

Periodically, an editor will need to add new lodges and chapters. Any user can add new issues, add comments about existingissues, and raise data problems with existing users. Only editors though can change information, delete issues or assign issue numbers.

Initial log-in

Before doing any editing functions, users and editors must first register with the site (in this way the system can track who has added or edited an issue in case there is need for follow-up). There is no need to register just to look at issue informationand bring up existing images. After initial registration, any time one needs to do one of the editing functions, the system willask you to log-in.

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Add an issue – single

This is the procedure for adding issues one at a time.

Mouse over to the tab that says “Add Issues” and click. Do not worry about what lodge is named on the screen. You will be able to chose the lodge in the edit screen.

You will then be brought to the issue entry screen. The system uses a set of pull-down menus for each of the fields. Choose the lodge and enter the information for the issue through the pull-downs. The pull-downs work with a mouse, arrow keys, orusing the first letter.






After entering all of the information, press the “Add” button at the bottom.






The item will be added and you will be given the screen information in this edit page with the issue information loaded withthe most recently entered data. In this way, related issues can be added quickly just by noting the changes (e.g., border colors or lettering color changes) and again pressing the “Add” button for each on.

To review your entries you can either go back to the “Blue Book” tab and search for the desired lodge or click on the “What's New” tab to see the entries. All entries go in as “Pending” for later issue assignment.






Add an issue – batch mode

From time to time there may be many issues to add, even from multiple lodges. The system has a batch entry procedure via uploading a standard Microsoft Excel spreadsheet. The first is to prepare the spreadsheet and then to upload it.

To get a copy of a blank batch entry spreadsheet go here: http://oabluebook.com/procedures/BatchEntry.xls

Preparing the batch entry spreadsheet. Here is an example of a filled-out batch entry spreadsheet:

Enter one issue per row.

Enter the following information:

1. Lodge number - Required

2. Lodge sequence letter (look on line if not sure) - Required

3. New Type – Enter either “Lodge Issue”, “Lodge Event”, “Chapter Issue” or “Chapter Event” - Required

4. Category – Enter “E” if an event item, “H” if a historical item, “Y” if a sample or proto-type, “Q” if an unintended issue, “Z” if a fake, leave blank if it is none of these – Optional

5. Shape – Enter the standard letter for the shape of the item. Can be left blank for non-cataloged issues (e.g., lodge pins, neckerchief slides, buckles, etc..)

6. Issue – if a new variety to an existing issue, enter the issue number. For all new issues, leave blank - Optional

7. Variety – Enter the variety if applicable – Optional

8. Border – Enter the border color using the appropriate 3 letter color code – Optional

9. Edge – Enter the appropriate edge letter. “R” for rolled-edge, “C” for cut-edge. “P” for piping. - Optional

10. Background – Enter the background color using the appropriate 3 letter color code – Optional

11. Lettering – Enter the lettering color of the lodge name using the appropriate 3 letter color code – Optional



http://oabluebook.com/procedures/BatchEntry.xls




12. BSA – Enter the BSA color using the appropriate 3 letter color code – Optional

13. Description – Enter the descriptive information of the patch. Start out, if applicable, with whether it has a FDL, SS (Scout Sign), or BSA on the item. - Optional

Save the spreadsheet to your computer.

Once the batch entry spreadsheet is prepared one needs to upload it to the system.

Mouse over to the tab that says “Batch Add” and click. Log in if prompted.

You will then be given a screen for selecting the file from your computer. Press the “Browse” button.

Then press the Upload Excel File button. This usually goes quickly. You can review the entries by going to the “What's New” tab.






Edit existing issues

Log in. Then click the “Blue Book” tab.

Choose the lodge you want from the pull-down menu

Press the “Search” button






The lodge issue table screen comes up:

Click on the pencil icon next to an issue. That brings up the issue screen, like the Add single issue, but in edit mode where you can change the information.






Once you have made all of the changes, press the “Update” button






Delete erroneous issues

This begins the same as the Edit Issue procedure but once in the issue, click on the “No” radio button next to the line that says “Deleted”.

The press the “Update” button as in the edit screen. The issue will be removed from viewing for regular viewing although it will remain in the database until the National Editor purges the system. In this way if something is mistakenly deleted it can be brought back easily.






Assign issue numbers

Currently not active until policy set by BB Standards Committee.

Pull up the desired lodge's issues screen.

There will be a column for Blue Book 2.0 issue numbers and varieties (not yet implemented and thus not shown). We will not be changing historically assigned numbers but creating new numbering. In this way we will be able to correct past errorswhile being able to map old numbers to new numbers.

Lodge editors make the initial number and variety assignments

Issue number approval process:

1. After a lodge editor has assigned numbers to each issue, they check the “Lodge Editor Approved” box next to eachissue. They then notify their Area Editor that it is ready for review.

2. Next step is for Area Editors to go issue by issue and confirm by checking the “Area Editor Approved” box next to each issue. They then notify the Region Editor that it is ready for review.

3. Next step is for Region Editors to go issue by issue and confirm by checking the “Region Editor Approved” box next to each issue. They then notify the National Editor that it is ready for review.

4. The National Editor approves and the numbers go live.

If during any steps of the assignment there is disagreement, editors need to first work it out among themselves. If they can not resolve, then bring in the next higher editor. If a disagreement can not be resolved with the National Editor, then it is turned over to the Appeals Committee for their resolution.





OA Blue Book Procedures

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