Compass ...an update

1. Compass...an update Jonathan Chicken April 2014

2. What we will cover today • Background • Functionality • Implementation approach • Project update • Q&A

3. April 2010 – MMS review • System not meeting requirements of members • Risk in technologyused and concerns:lifespan andcapability • Current systemnot fit forpurpose

4. Consultation One-to-one telephone conversations • Section Leaders • Group Scout Leaders • Executive members Two surveys (3,000 and 1,000 responses)

5. Buying the new system • Leaders and Executive involved in specification • Thorough procurement procedure • Solution based on proven standard package using standard technology • Contractor chosen with a great track record • Software for charities and membership organisations • Over 1,000 customer organisations • Over 1,200 staff

6. What we are getting... • A robust, reliable and adaptable system provided by a very experienced supplier. As previously: • View and edit your own information (including other areas such as social media details). • Ability to add and update role information, training records, permit records, service history and awards. • Submit and track scouting processes online.

7. What we are getting... New functionality: • Better and easier searching functions – multiple selection criteria. • Reports based on searches: output to • Local printer • PDF document • CSV document for spreadsheets • Ability to send txt messages, Alerts & emails to multiple recipients.

8. What we are getting... New functionality: adult • Nominate awards online. • Record additional information (e.g. emergency contact, line manager). • View Group/District/County information according to role and switch views easily.

9. What we are getting... New functionality: adult • Easier recording of adult training • Print a Personal Learning Plan • Record the name of a Training Adviser against a Personal Learning Plan • More flexibility in the recording of role titles to better reflect what titles people are given locally

10. What we are getting... New functionality: adult • Ability to opt in to communications based on interest, rather than role. • Ability to manage joining enquiries if desired. • Better recording of ongoing learning. • Manage the process for assessment of and granting of permits online.

11. What we are getting... New functionality: young person • More information about youth members (e.g. hobbies, emergency contact, email and social media – age appropriate). • Record badge progress. • QSA recorded and approved online. • Events, camps, evening meetings planned online and linked to badge requirements.

12. What we are getting... New functionality: young person • Young Leader training (which missions etc, what was done, when it was done). • Completion of elements of a badge, or the whole badge. • Completion date and presentation date (use to plan presentation events or check what badges to order). • Link to activities (e.g. camps) and be prompted when next badge gained.

13. Roll-out process – per county / area / region (Scotland) • Defined readiness criteria for switching over to Compass • Appointed Compass Implementation and Training Champions to design and manage the process of getting ready • Supporting and tracking progress with Champions • Commissioners to sign-off that they are ready before go-live • Major effort on data cleaning and youth data capture Implementation

14. Project update... • Compass Delivery • The entire Compass portal integrated with 3rd party interfaces was delivered early March 2014  • Online DBS checking interface for Compass was delivered by Atlantic – ready for testing • Work far advanced on developing single sign-on for Compass • Testing • The final round of functional testing by SIG testers started on 15 March 2014. • Plan to have the full system ready for user acceptance testing (UAT) by the end of March 2014. • UAT process designed and being implemented. Tim & Gareth are recruiting Areas/Counties/Regions to participate in UAT- already have one Region.

15. Project update... • Data Cleaning • We are proceeding with data cleaning – Have sent several requests to Champions for cleaning data. More will follow between now and first migrations to Compass. • Cleaning has to be done on MMS – all questions / requests for support must referred to Appointments team – only causes delays if sent to Compass first • It is important for champions to realise they are not expected to do the work – they have to see to it that it gets done. • We are publishing updated reports from time to time – latest at the end of February - so champions can check the results of the cleaning they have done.

16. Project update • Booking slots for go-live. • A rota for Counties / Areas / Countries (Scotland & Northern Ireland) is available on SharePoint to show when they have booked. As of end of February - 65 out of 85 have booked - 20 still outstanding. The remaining available slots are from September onwards. • Training • The training work stream was launched in January 2014 -Ben Crabb – Regional Commissioner for East-Midlands volunteered to lead the training work stream. • Started work on user guides – about 60 of these have to finished to be used for UAT

17. Project update... • Launched a data protection / data security / safe guarding work stream to ensure all issues are dealt with before Compass go-live – lead Keren Mallinson. • Hosting infrastructure has been delivered. We will start using it for UAT. • Communications and promotion around Compass are being stepped up. • Started the procurement process for adding functionality to be able to receive incoming payments online.

18. Demo of Compass next…

19. What happens now? • Check your adult data: • Personal data • Email addresses • Mobile numbers • Roles • Locations • Be aware of the youth templates online • Be ready to use them in summer 2014

20. Further information:Website: www.scouts.org.uk/compassWebsite: www.durhamscouts.org.uk/compass Email: membership.system@durhamscouts.org.uk