Assistant Reports – Compliance, Training and Awards

Assistant Reports – Compliance, Training and Awards

Recipe for Compliance Assistant Report

This generates an excel spreadsheet showing the team’s roles and the status of approvals and training compliance. It can be run by GSLs, Group/District/County Administrators, Appointments Secretaries and their assistants, DCs and their deputies, CTMs and their deputies, LTMs, CC and their deputies.

Ingredients

Compliance assistant downloaded to your PC

Appointments report downloaded to your PC

 

Method


1. If its your first time or there's an updated version, download the Compliance Assistant to your PC

  1. If you run an old version, you will get a message that there is an updated version. You may want to delete the old one first.
  2. Go to scouts.org.uk/compliance-assistant
  3. Double-click the file named Compliance Assistant….
  4. Click Download from the top right after reading the instructions in the green box
  5. Open the downloaded file and complete the instructions about enabling the macros and possibly Edit depending on your Excel version

2. Run an Appointments Report in Compass and download it to your PC in CSV format

  1. Login to Compass
  2. Go to the Reports option off of the Messaging/Reports tab
  3. Select xxx Appointments Report
  4. If the criteria weren’t what you wanted, change the District and/or Scout Group using the dropdown to modify search criteria, then click View Report again
  5. Click the Download symbol (blue square to right of word Next) then click CSV
  6. In the pop-up box, select the folder and file name you want to use on your PC and click Save. The file then downloads.

3. Open the Compliance Assistant and enter the name of the downloaded Appointments Report

  1. Click the Start button
  2. Click the Browse button then select the file you downloaded in the first step, click OK
  3. There are other options here which you can consider updating or let it default until you’ve had a few tries.

4. Follow the instructions, at room temperature, for about a minute

  1. Click the Ok button
  2. If you are running the report for District or County, a pop-up will ask you if you want one report or many individual reports. Select what you want using the ticks, then click OK.
  3. Wait while the report is produced (you can see progress bottom left) and a new excel file will be created and opened for you. Depending on the options you selected, you may get a pop-up that asks you what to do. The first will delete the original Compass file, the second one won’t. Choose one and click it.
  4. Tip: Save this new file straight away to save generating it again, being mindful of GDPR and where you should store the file

5. Enjoy the Compliance Assistant Report, garnished with filters and highlights

  • The first sheet gives you some explanation
  • The second sheet “Summary” gives you the stats
  • The third sheet “Subtotal” also gives you stats but these are dependant on what you have filtered in the main report. For example, you run a District report as one big report then want to know Group X’s stats – filter on Group X on the Appointments tab, then go back to the Subtotal tab to see the stats for that selection.
  • The fourth sheet “Appointments” gives info on each role held in your area.
    • Note its for each role so some people could have several entries with relevant info for each of their roles
    • Each beige line has something of note
    • Pink/Red are overdues
    • Orange will shortly become overdues
    • Each column has filters – click the little down arrow and you can control what is displayed. For example, in the ‘Safety Training completed date’ column, you can Filter by colour and select Pink/Red then you only see overdues.
  • The report is only as good as the data entered into Compass. Liaise with your LTM to add information and correct errors.



 
 

Recipe for Training Assistant Report

This generates an excel spreadsheet showing the team’s roles and the status of all their training. It can be run by GSLs, Group/District/County Administrators, Appointments Secretaries and their assistants, DCs and their deputies, CTMs and their deputies, LTMs, CC and their deputies.

Ingredients

Training assistant downloaded to your PC

Training report downloaded to your PC

 

Method


1. If its your first time or there's an updated version, download the Training Assistant to your PC

  1. If you run an old version, you will get a message that there is an updated version. You may want to delete the old one first.
  2. Go to scouts.org.uk/training-assistant
  3. Double-click the file named Training Assistant….
  4. Click Download from the top right after reading the instructions in the green box
  5. Open the downloaded file and complete the instructions about enabling the macros and possibly Edit depending on your Excel version

2. Run a Training Report in Compass and download it to your PC in CSV format

  1. Login to Compass
  2. Go to the Reports option off of the Messaging/Reports tab
  3. Select xxx Training Report
  4. If the criteria weren’t what you wanted, change the District and/or Scout Group using the dropdown to modify search criteria, then click View Report again
  5. Click the Download symbol (blue square to right of word Next) then click CSV
  6. In the pop-up box, select the folder and file name you want to use on your PC and click Save. The file then downloads.

3. Open the Training Assistant and enter the name of the downloaded Training Report

  1. Click the Start button
  2. Click the Browse button then select the file you downloaded in the first step, click OK
  3. There are other options here which you can consider updating or let it default until you’ve had a few tries.

4. Follow the instructions, at room temperature, for about a minute

  1. Click the Ok button
  2. If you are running the report for District or County, a pop-up will ask you if you want one report or many individual reports. Select what you want using the ticks, then click OK.
  3. Wait while the report is produced (you can see progress bottom left) and a new excel file will be created and opened for you. Depending on the options you selected, you may get a pop-up that asks you what to do. The first will delete the original Compass file, the second one won’t. Choose one and click it.
  4. Tip: Save this new file straight away to save generating it again, being mindful of GDPR and where you should store the file

5. Enjoy the Training Assistant Report, garnished with filters and highlights

  • The first sheet gives you some explanation
  • The second sheet “Summary” gives you the stats
  • The third sheet “Report” gives info on each role held in your area.
    • Note its for each role so some people could have several entries with relevant info for each of their roles
    • Each beige line has something of note
    • Pink/Red are overdues
    • Orange will shortly become overdues
    • Each column has filters – click the little down arrow and you can control what is displayed. For example, in the ‘GDPR-Status’ column, you can Filter by colour and select Pink/Red then you only see overdues.
  • The report is only as good as the data entered into Compass. Liaise with your LTM to add information and correct errors.



 
 

Recipe for Awards Assistant Report

This generates an excel spreadsheet showing the team’s roles and the status of all their training. It can be run by Group/District/County Administrators, Appointments Secretaries and their assistants, and possibly other line managers.

Ingredients

Awards assistant downloaded to your PC

Awards report downloaded to your PC

 

Method

1. If its your first time or there's an updated version, download the Awards Assistant to your PC

  1. If you run an old version, you will get a message that there is an updated version. You may want to delete the old one first.
  2. Go to scouts.org.uk/awards-assistant
  3. Double-click the file named Awards Assistant….
  4. Click Download from the top right after reading the instructions in the green box
  5. Open the downloaded file and complete the instructions about enabling the macros and possibly Edit depending on your Excel version

2. Run an Awards Report in Compass and download it to your PC in CSV format

  1. Login to Compass
  2. Go to the Reports option off of the Messaging/Reports tab
  3. Select xxx Awards Report
  4. If the criteria weren’t what you wanted, change the District and/or Scout Group using the dropdown to modify search criteria, then click View Report again
  5. Click the Download symbol (blue square to right of word Next) then click CSV
  6. In the pop-up box, select the folder and file name you want to use on your PC and click Save. The file then downloads.

3. Open the Awards Assistant and enter the name of the downloaded Awards Report

  1. Click the Start button
  2. Click the Browse button then select the file you downloaded in the first step, click OK
  3. There are other options here which you can consider updating or let it default until you’ve had a few tries.

4. Follow the instructions, at room temperature, for just a few seconds

  1. Click the Ok button
  2. Wait for the report to be produced and a new excel file will be created and opened for you. Click Ok on the pop-up that the report has been produced.
  3. Tip: Save this new file straight away to save generating it again, being mindful of GDPR and where you should store the file

5. Enjoy the Awards Assistant Report, garnished with filters and highlights

  • The first sheet gives you some explanation
  • The second sheet “Summary” gives you the stats
  • The third sheet “Report” gives info on each role held in your area.
    • Note its for each role so some people could have several entries with relevant info for each of their roles
    • Each pale blue line has something of note
    • Orange highlights are possible overdue Long Service awards
    • Darker blue highlights are awards that could be considered on length of service alone
    • Each column has filters – click the little down arrow and you can control what is displayed. For example, in the ‘Highest Reported Award’ column, you can Filter by colour and select orange then you only see possible overdue awards.
  • Go to the TSA website for information about awards
  • The report is only as good as the data entered into Compass. Liaise with your Appointment Secretary to add information and correct errors.


Put your phone down and what are you left with? Just teamwork, courage and the skills to succeed.’
Bear Grylls, Chief Scout Bear Grylls