1. Class #118: Using PackMaster & TroopMaster in Your Unit
1/26/2018
Class #118: Using PackMaster & TroopMaster in Your Unit
Chief Seattle Council PTC 2012 Class #118
Saturday, October 20th, 2012
Instructors
Gordon Pigott
Green River District
Sheri Lange,
Aurora District
Welcome: Gordon
Good morning, Thank you for coming to PTC and joining us in our discovery of Troopmaster and Packmaster.
My name is Gordon Pigott. I’m from troop 714 in the Green River District. Sheri Lange from the Aurora District will be joining us shortly.
(check the door and clock looking for Sheri)

2. What We’ll Cover Today What Are These Products? Who Makes Them?
1/26/2018
What We’ll Cover Today
What Are These Products?
Who Makes Them?
Why Use These Products?
Some of the Features
Ordering & Installation
Access Control
Keys to Success
Technology Help
What are the Rules?
How It Works
Gordon
Today we will be introducing Troop master and Pack Master software and what it can do your you and your unit.
We will be covering..(review slide)
If at any time you have a question feel free to bring it up and we will do our best to address it.

3. Scope of this Course This is an entry-level introductory class
1/26/2018
Scope of this Course
This is an entry-level introductory class
The focus is on learning how to get started
Understanding some of the features
Gain some working knowledge to make it valuable
This is not a computer class
Gordon
This presentation is designed to introduce you to what troop master can offer
We will take a high level look at the programs and help you to understand the features and benefits of using Troopmaster
This is not designed to be a complete tutorial or a computer class.
We will however be providing references to where you can get additional help and information to get started with these products. 3

4. 1/26/2018
Important Note
Beyond the expressed Policies & Guidelines of the BSA and Chief Seattle Council…
This Class represents the Views & Opinions of the Instructor & not official BSA or Council Policy.
I’d like to further add: I hope to help those of you struggling with getting started or those hesitant to make a decision about using PackMaster or TroopMaster in your Unit.
Gordon
And now the disclaimer:
An Important thing to note: This application is not directly affiliated with BSA or the Chief Seattle Council.
It is however BSA Scoutnet certified for internet advancement and Internet Recharter
We will be sharing our experience using this program and try to help you decide if Troopmaster is for your unit. 4

5. In the old days… 1/26/2018 In Walks Sheri with piles of papers….
HELP! I got to get this report ready for our Court of Honor quick!
And here is Sheri!
What do you have there?
In the past tracking scout advancement required a bunch of forms, spreadsheets and time.
Creating reports meant copying all the information to a summary form creating a lot of paperwork and extra work. 5

6. 1/26/2018
In the old days…
Sheri: That was me before we started using TroopMaster…..
Troop Master takes all this and puts it into a database. Once the information is entered you can create all sorts of reports and tracking aids to help manage advancement, activities, merit badges, training and more. 6

7. What is TroopMaster? Unit Information Management Tools
1/26/2018
What is TroopMaster?
Unit Information Management Tools
PackMaster for Cub Scout Packs
TroopMaster for Boy Scout Troops
There is an easier Way… Gordon
So What is TroopMaster?
TroopMaster and PackMaster are unit information Management tools. 7

8. They consist of… A PC Application A Local Data Base (DB)
1/26/2018
What is TroopMaster?
They consist of…
A PC Application
A Local Data Base (DB)
Optional Applications with DB’s
“DotNet”
“Web”
Gordon
It starts with a local database application and has add on apps that allow for a central Database and remote connections. 8

9. Who Makes Them? Manufacturer: TroopMaster Software
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Who Makes Them?
Manufacturer: TroopMaster Software
Founded by Scout Leaders
Led by an Eagle Scout
25-Year Old Company
Products Summarized in this Class
PackMaster & TroopMaster
DotNet (add-on)
Web (add-on)
Sheri
Troop Master has been around for 25 years and was founded by experienced scout leaders.
They now produce several products but for today we will focus on TroopMaster, PackMaster with the DotNET and Web add-ons 9

10. Why use these Products? Keep your Unit Organized
1/26/2018
Why use these Products?
Keep your Unit Organized
Maintain a Good Unit History
Easier Access to Centralized Records
Control Who Has Access to Data
They are Popular (Export/Import is handy)
Extensive Reporting Features
Most Units Stick with Them (continuity over time)
Good technical support
First 4 Sheri
With TM you can keep your unit organized by storing personal information, tracking rank advancements, merit badges, partial merit badges, special awards, activities, adult and scout leadership, merit badge counselors and more.
With everything entered into TM, you will be able to maintain a good unit history and have easy access to anything you need with a few quick steps. No more digging through piles of papers and files and manually typing up documents to stay organized.
Plus any adult leader or parent that has permission may also help in the data entry of your Troop records and history. You can assign certain tasks to individuals and you can control the amount of access you want them to have or not. There are options for “write” and “read” and you control those features. You can even allow parent’s and scouts to view their own records if you have the web version.
Next Gordon
These applications are extremely popular with over 40,000 users world wide in all 50 states and 40 foreign countries.
The extensive reporting features provide great tools for tracking, managing and organizing your Unit.
If you ever run into a problem you can’t figure out, they have excellent support options available to help you out. 10

11. Some of the Features Easier Re-chartering Process
Directories of Scouts, Parents, Leaders
Training History
Leadership History
Scout Awards & Advancement History
Calendar items: Activities, Events, Camping, Meetings, etc
Fundraising activity (ie. Popcorn sales)
Many useful Reports (can send via )
First 3 Gordon
It’s that time of year again. Time to get your unit re-chartered.
Troopmaster’s recharter report file is Fully compatible with BSA’s new internet Rechartering System.
Saving you ton’s of time in preparing your recharter.
Troopmaster puts all the information you need for your recharter at your fingertips including information on Scouts, adult leaders, training history and more.
Sheri-Awards and Advancement –
TM makes it easy to enter in rank advancements, merit badges and you can run special reports for your Board of Reviews and Court of Honors to make sure scouts have earned and completed all that is required for each rank and to make sure they have the proper amount of merit badges earned for those ranks that require them. Your CoH report will also show you special awards such as the World Conservation once the scout has earned the required MB for that award. You can also run Nights of Camping and Service Stars easily to see who qualifies for those so they can also be awarded at you CoH.
Gordon
You can even track Fundraising efforts as well as an activity and events calendar.
If someone in your Unit needs some information you can easily prepare and a report to them from the console. 11

12. Ordering & Installation
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Ordering & Installation
Affordable…!
Its Affordable
Sheri 12

13. Ordering & Installation
1/26/2018
Ordering & Installation
Easy web ordering
Download copy
Evaluation copy
Full copy
Can also order CD
(however, no real need)
Gordon
To get started, You can download the software directly from their website. You can use it in demo mode as an evaluation or purchase a license to put it to work.
If you are upgrading from an older version, you will need the full copy to transfer any data you already have 13

14. Ordering & Installation
1/26/2018
Ordering & Installation
Full Installation requires…
Unit Number
License Key
Expiration Date
Keep this info in a secure place
You may have to reference it
Give to new users
Remember – this is a Unit License (multi-user)
Sheri
Software Registration
If you received your software from your local council office, you must register the program before it can be fully activated.
NOTE: If you purchased the software directly from Troopmaster Software, your copy is already registered.
Your license/registration information is either on your CD sleeve or on the inside of the CD case.
Keep this information in a secure place. You may need it to reinstall on a new computer or give it to new users. 14

15. Ordering & Installation
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Ordering & Installation
DotNet Add-on
Centralized unit database on private FTP server
Password and Encryption protected
Can control Read/Write access
Secure Back-ups
DotNet Installation requires additional:
User ID
Password
Plus, for each Scouter Account:
Data Encryption Password (same for all)
Data Access Password (different for ea)
Keep a printed report in a secure place
Gordon
DotNET
This add-on product allows you to maintain a centralized unit database on a private FTP site assigned to your unit. This allows multiple leaders to access your unit's data from their own installation of TroopMaster. Your database will be on an FTP site on TM’s dedicated server so no one can access the site without having the proper passwords. Also, the data on the site can be encrypted with a password that you define so that your data is fully protected, even if someone intercepts the file upload or hacks into your site.
NOTE: If you prefer, you can utilize DotNet with your own server. However, if you choose to use your own server, TM may not be able to provide you with as much technical support as They can on their server. 15

16. Ordering & Installation
1/26/2018
Ordering & Installation
Web Add-on
Similar to DotNet but with Web access
Independent of platform, support mobile devices
Monthly service charge
Web Installation requires additional:
Administrator User ID and Password
Plus, for each Scouter:
User Name
Password
TroopMaster Web allows leaders, parents and scouts to access, edit and update any scout and adult information on the website using your iPhone, Android, Blackberry or any mobile device with internet. Once the info has been updated, then the desktop version will need to be synchronize so that everyone will have all the current data that was entered by any individual. If entering info on the web version, you have to let the desktop user know so they can sync the info to keep the system current for all users.
Another nice advantage to the web version is that if you have WiFi or internet available at your Board of Review or Troop Meeting, then you can look up or enter in information when you need/want it.
Password Protection gives control over users accessing information and also gives you flexibility to control which areas of the database can be seen or updated by each user. You should not let everyone be able to update merit badges, rank advancements, etc. Each area should only be updated by specific people so that the information that was added cannot be accidentally changed by someone else. 16

17. Access Control PackMaster/Troopmaster Data Base Administrators
1/26/2018
Access Control
PackMaster/Troopmaster Data Base Administrators
Set access levels for individuals
Manage all Passwords
Data Access Passwords
Determine what is visible to user
And determine what is editable
Encryption Password
Same for everyone
Used in Backups and by DotNet
Gordon
You can set this up with many levels of security and permissions.
Administrators can manage users and have full access
Different users can be assigned permissions that give them access to what they are responsible for
Communication with the FTP server is encrypted protecting personal data from prying eyes.
Tutorial 17

18. Keys to Success Good Unit Leadership Maintain R/W control
Unit Leaders agree it’s a Good Idea
Volunteers committed to content & maintenance
Maintain R/W control
Introduce using EDGE
Data Management is Serious Business
Understand COPPA
Obtain Your Committee Approval
Gordon
It is important to monitor who has access to this program to protect personal information.
Track who has access to the information and monitor any unusual or unwanted activity.
Be familiar with COPPA = Children’s Online Privacy Protection Act
This is an excellent opportunity to apply the EDGE method when instructing your leaders to use this program. 18

19. Keys to Success Purchase the Software Define the Responsibilities
There are options
Understand what you need
Calculate the Cost
Seek Approval
Define the Responsibilities
Committee Chair
Data Base Administrator
Membership Chair
Advancement Chair
Training Chair
Treasurer
Popcorn Kernel
Unit Leader plus:
Packs: Den Leaders
Troops: Youth Leaders(?) and/or ASMs
Sheri – First figure out with your Committee what package is best for your Troop/Pack needs and have it approved by the Troop Committee to purchase. Then figure out who will want to be the main person with the desktop version. Purchase the software, install it and start entering in your data.
Define Responsibilities, what does your Troop/Pack want entered into the program? Who will enter in what or will you have just one person to enter in everything? Make a plan, share the responsibilities and make sure to sync the systems together with multiple users depending on what system you selected. 19

20. Technology Help Seek a Technology-savvy Volunteer
Built-in Help within the Programs
Use the TroopMaster Software website
FAQ Lists
DotNet Getting Started Tutorial
Web Products Instructional Videos
TroopMaster Technical Support
Via Phone ( )
On-hours Free, Off-hours for a Fee
24x7 via form
Gordon
The Troop master web site has a lot of information on how to set up and run the program including a long list of FAQs, tutorials and instructional videos
Although there is a lot of help available, you might consider having someone who is tech savvy to set up and manage the program.
We will be taking a look at some of these resources later 20

21. 1/26/2018
What are the Rules?
Do:
Follow the Rules of your Chartered Organization
Remember the Scout Oath & Law
Protect the Privacy of our Scouts & Volunteers
Password protection
Control data access
Consider NOT collecting some data
Only Print when necessary
Sheri
Make sure you follow the rules of your chartered organization.
Be honest and Trustworthy when having access to personal information. Don’t print out reports or them with too much personal information, last names, home addresses, etc. to just anyone. Don’t print reports and leave them laying around at a Troop or Pack meeting.
Everyone that uses the program should have their own password. The password will be visible to the main desk top user, so pick a different password that you don’t use for other things such as personal banking.
When giving permission to someone to have web access, check the boxes for what they are allowed to see and who they get to view and what. Make sure to secure it with read only unless they are allowed to change data.
You don’t need to use or enter in everything the systems has available for you to enter, only enter in what you think you will use/need/want.
Only print reports when necessary and shred copies when you are done with them. 21

22. BSA National’s Concern #1 Protection of Personal Information
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BSA National’s Concern #1 Protection of Personal Information
Protecting our Youth
Protecting our Volunteers
Children's Online Privacy Protection Act
COPPA is the Standard for BSA National
Unit-level [data managers] should review them
Gordon
BSA’s number 1 concern is the protection of personal information.
TroopMaster has safeguards in place to protect that information 22

23. BSA National’s Guideline #7 Protect privacy of Scouters
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BSA National’s Guideline #7 Protect privacy of Scouters
Unit sites must consider the safety and privacy of their members and participants by obtaining the necessary permissions to release information about or images of any individual.
Sheri – BSA Medical form current with parent approval signed.
Never include the Scout’s last name if they are under 18 and don’t release photos if you don’t have permission to do so. 23

24. FINALLY – How it Works There are 3 Primary Configurations Single User
1/26/2018
FINALLY –
How it Works
There are 3 Primary Configurations
Single User
PackMaster or TroopMaster
Bound to a single PC
Multiple Users
Typically only Leaders have access
Shared Data Base
Requires DotNet add-on for your Product
Many Users
Another Shared Edit Data Base
Requires Web add-on for your Product
Gordon
Now let’s take a look at how this all comes together. There are three primary configurations:
The basic configuration is setup for a Single user/administrator on a designated computer
DotNET allows for Multiple users accessing as single database
The Web Version allows for many users, with fine grained permission capabilities 24

25. How it Works for a Unit Option #1: One User
1/26/2018
How it Works for a Unit Option #1: One User
Sheri – with the desktop version, you will enter in all the information, sync the information, run reports and you can send s. This is your master domain. You can run the Board of Review and Court of Honor reports and then them to the people that need them as these reports are not available on the Web version. There are also some functions available on the Web version that are not on the desk top version. We can compare those later when we pull up the demos. 25

26. How it Works for a Unit Option #2: Multi-Access
1/26/2018
How it Works for a Unit Option #2: Multi-Access
Gordon
Adding the DotNET component takes the master database off your computer and hosts it on and FTP site managed by Troopmaster.
Each user has a copy of the base program on their computer and connect to the database to update or access the shared information.
Only one user can have the database open at a time in order to keep from having multiple users saving changes at the same time.
If someone has the database locked and you are trying to connect to it, you will be informed of who has it open. Any changes will have to wait until the database is unlocked.
Each user has a copy of the database. Reports and information can still be accessed from the local copy even if the database is locked or they are not online. 26

27. How it Works for a Unit Option #3: Web Access
1/26/2018
How it Works for a Unit Option #3: Web Access
Sheri – As mentioned before, there are different options in the Web vs the Desk top versions. You must sync when you have multiple people entering in information on the web version. You can only sync on the desktop, so web users that change anything on the same day may not be reflected until the desk top users syncs. You can set your desk top to remind you to sync and you should do it at least once a week. 27

28. Demo Time Free Form Demonstration Single User Multiple User Settings
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Demo Time
Free Form Demonstration
Single User
Multiple User Settings
Sample Reports
Court of Honor Prep
Ask your questions – what do you want to see?
Questions
Lets take a closer look at these programs and what they can do. 28

29. It is YOU, the Volunteers who make Scouting strong!
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Thank You Volunteers
It is YOU, the Volunteers who make Scouting strong!
Keep up the good work. 29

30. Class #118: Using PackMaster & TroopMaster in Your Unit
1/26/2018
Class #118: Using PackMaster & TroopMaster
in Your Unit
Chief Seattle Council PTC 2012 Class #118
Saturday, October 20th, 2012
Instructors:
Sheri Lange, Aurora District
Gordon Pigott, Green River District
TroopMaster Software website
FAQ links
Web Products Instructional Videos
TroopMaster Technical Support
Via Phone ( )
On-hours Free, Off-hours for a Fee
24x7 via form
TroopMaster Technical User Group
This sheet is available for you to take home.