UNIT CONTACT / VISITATION

BASICS

Unit ContactsCommissioners visit each unit monthly (JTE goal is 6 times per year, minimum)•Visit Unit Meetings &•Unit Committee Meetings•Phone calls •E-mail

Unit Contact Basics Visits provide knowledge of how to help a unit

improve its program Visits allow you to find out about problems

before the unit fails, weakens or members leave.

The First Unit Visit Make appointment to visit an assigned unit Go with your observer-coach Worksheet will be filled out later Take your resource kit Observe for the entire meeting Do not participate beyond introductions Both new commissioner and coach fill out independent

worksheets Wear your complete Field Uniform

Unit Contact Considerations

•Call•Worksheets•Observe •Uniform

Unit Visitation Tracking System (UVTS)• UVTS is the current electronic visit

tracking system• It is accessed though

www.myscouting.org

UVTS - Transition

• UVTS will be replaced by unit visit functionality in the new Commissioner Tools

• Transition will commence during the 2014-2015 Scouting Year

• Once cutover occurs, UVTS will be turned off• UVTS data archive will be available via Commissioner

Tools

Commissioner Tools

&

The Unit Service Plan

The Future of CommissionerService

Commissioning Four Areas of Focus Supporting unit growth through the Journey

to Excellence Contacting units and capturing their

strengths and needs in Commissioner Tools Linking unit needs to district operating

committee resources Supporting timely charter renewal

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The Unit Service Plan

Key element of Commissioner Tools design Replaces all other unit assessments Enables collaborative unit health

assessments Enables service customized to unit needs Supports all 4 elements of excellent unit

service

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What Do You Measure?PACKS TROOPS CREWS

Budget Budget Budget

Retention Retention Retention

Building Cub Scouting Building Boy Scouting Building Venturing

Annual Charter Renewal Process

Annual Charter Renewal Process

Annual Charter Renewal Process

Webelos-to-Scout Transition Webelos-to-Scout Transition Activities

Advancement Advancement Super Activity

Outdoor Activities Short Term Camping

Day/Resident/Family Camp Long Term Camping

Service Projects Service Projects Service Projects

Fitness Fitness Fitness

Pack & Den Meetings Courts of Honor/Parents Meeting

Trained Leadership Trained Leadership Trained Leadership

Leadership Planning Patrol Method Youth Leadership

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A Functional Unit Key 3

COR

Unit

Leader

Committee Chair

Youth Youth

Youth

YouthUnit Service

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Linkage

The Unit Commissioner

The Unit The DistrictOperatingCommittee

THE UNIT SERVICE PLAN

Questions To This Point?

So Far We Have Discussed

• Significant Part of Commissioner Tool• Replaces Older Measuring Methods• How the USP Supports JTE and Units• Linkage to District Committee• Unit Key 3

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Commissioner Tools Overview

Multiple Releases Scheduled Current Status of Development Reports and Dashboards The Scoring Matrix and Detailed

Assessments Pre-Adoption Tasks

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Supporting & Sustaining Units

Kids

Professional

Unit

Commissioner

Unit Key 3

District

Operating

Committee

THE UNIT SERVICE PLAN

Supporting & Sustaining Units

Unit Self Assessment Unit Health Reviews Annual Service Plan UVTS

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THE UNIT SERVICE PLAN

IMPLEMENTATION UNIT ASSESSMENT

DISTRICT COMMITMENT

UNIT

SERVICE PLAN

UNITS

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The Unit Service Plan

UNIT ASSESSMENT

• The Process:– Review JTE performance– Hold unit assessment

meeting– Complete assessment– Identify opportunities

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The Unit Service Plan

UNIT ASSESSMENT • Resources:

– JTE objectives & scores– Unit contacts logged in

Commissioner Tools– Unit Assessment

Scoring Matrix

District Level Reports & DashboardsDistrict

Reports DashboardCommissioner ActivityUnit HealthCommissioner Contact StatsUnassigned UnitsDistrict Contact Stats, Priority UnitsCommissioner RecruitmentExpired UnitsYouth Protection Training Aging ReportTrained Leaders ReportYouth Member Age Report

Resources (Council Key-3)Registered Units (count); % GainedUnit Retention %Youth Retention %Total Unit Commissioners (count)Commissioner-to-Unit RatioUnit Health Green units (count & percent) Yellow units (count & percent) Red units (count & percent)Priority Need Units Priority units (count); Action Plans (count)Unit-Assessments Count of unit contacts with completed unit-assessment;

percent of unit contacts with a unit-assessment Count of unit contacts without a unit-assessment;

percent of unit contacts without a unit-assessmentUnit Contacts Total # of units contacted; Percent of units contacted Total # of units not contacted; Percent of units not

contactedRoundtable Contacts (Scheduled, In progress, Completed)

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Unit Reports & Dashboards

Unit

Reports Dashboard

Unit Rosters (Calling List, Member List, and Mailing List)

Resources (District Key 3)Assigned CommissionerUnit Contacts (Scheduled, In progress, Complete) Unit Health Green units (count & percent) Yellow units (count & percent) Red units (count & percent)Conduct Discussions Add CommentsArchive Visits (UVTS Historical Contacts)

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Exception ReportsException Reports

Performance Report/Dashboard LocationNo Email Address in Profile Email Saturation Report Reports ButtonInvalid Contact information Invalid Contact Information Report Reports ButtonUnits without a UC Unassigned Units Report Reports Button

Commissioner Tools Units Dashboards (Council, District, and Unit)

UCs without a Unit Commissioner Contact Stats Report, Commissioner Activity Report

Reports ButtonCommissioner Admin Tool Dashboard

New Unit UCs Unit Health Report Reports ButtonNew Unit UCs without a Unit Commissioner Contact Stats Report,

Commissioner Activity reportReports ButtonCommissioner Admin Tool Dashboard

Commissioner Awards Status Dashboard Commissioner Admin Tool DashboardPriority Units Priority Units Report Reports Button

Commissioner Tools Units Dashboards (Council, District, and Unit)

Unit Health Unit Health Report Reports ButtonCommissioner Tools Units Dashboards (Council, District, and Unit)

Unit without an Assessment Unit Health Report Reports ButtonCommissioner Tools Units Dashboards (Council, District, and Unit)

Units not attending Roundtable Unit Health Report Reports ButtonCommissioner Tools Roundtable Dashboards (Council, SA, District)

Units without a Contact All By color code

Unit Contact Report Reports ButtonCommissioner Tools Units Dashboards (Council, District, and Unit)

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Unit Assessment Scoring MatrixRELATIVE

RANKINGSCORE COLOR DEFINITION PROGRAM PLAN

HIGH 5 GREENNEARLY

AN IDEAL SITUATION

PLAN CREATEDAND

DISTRIBUTED

MEDIUM-HIGH 4 LIMEMAKING

PROGRESS TOWARDS

THE IDEAL UNIT

PLANCOMPLETED

MEDIUM 3 YELLOWTYPICAL UNIT;

COULD BE IMPROVED

MEETINGSCHEDULED

MEDIUM-LOW 2 ORANGENEEDS

IMPROVEMENT;WATCH

CAREFULLY

UNITWILL

SCHEDULE

LOW 1 REDWEAK SITUATION;

NEEDSIMMEDIATE ACTION

NOMEETINGPLANNED

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The Unit Service Plan

UNIT

SERVICE PLAN

• The Process:– Develop action plans– Identify responsibility

• Unit volunteer?• Charter Org?• District resource?

– Establish target dates– SMART goals

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The Unit Service Plan

UNIT

SERVICE PLAN

• Resources:– Unit Program Plan– District/Council

activities schedule– District charter

renewal plan

Key ConceptsCommissioner Tools design foundation:• Just 4 things…

– Supporting the unit’s Journey to Excellence– Recording unit contacts, strengths and needs– Linking unit needs to district operating committee

resources– Timely charter renewal

• Journey to Excellence• The Unit Service Plan• Data collection• Information reporting

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