2012 Tools & Strategies for Districts
Balanced Scorecard
The balanced scorecard for districts is aligned with
councils and is focused in five key categories:
•
•
•
•
•
Finance
Membership
Program
Unit Service
Leadership and Governance
Breakpoints
•
•
•
•
Gold – Top 10% of districts
Silver – Next 40%
Bronze – Next 30%
Below Minimum – Bottom 20%
of districts
Scouting's Journey to Excellence
2012 District Performance Recognition Program
Item
Objective
Bronze Level
Silver Level
Gold Level
Meet or exceed goal
established for bronze.
Meet or exceed goal
established for silver.
Meet or exceed goal
established for gold.
Key Indicators are
worth 200, 100 &
50 points
respectively
#2
Market Share: Increase market share (Cub
Scouts, Boy Scouts, Varsity Scouts, Venturers
and Explorers).
#3
Membership/Youth Growth: Increase number
of registered youth. (Cub Scouts, Boy Scouts,
Varsity Scouts, Venturers and Explorers)
#4
Youth Retention: Improve retention rate of
traditional members.
#7
400
400
600
10% density, or 7.5% and
2% growth in density
15% density, or 10% and
2% growth in density
75
100
200
0.00 - 0.99 %
1.00 - 2.99%
3+%
75
100
200
75
100
200
62% retention or 2
69% retention, or 62% and 76% retention, or 69% and
percentage points increase
2 percentage points
2 percentage points
(i.e. 58%-60%)
increase
increase
Total Points:
Cub Scout Advancement: Increase the
40% or 2 percentage points
55%, or 40% and 2
75%, or 55% and 2
percentage of Cub Scouts earning rank
increase (i.e. 28%-30%)
percentage points increase percentage points increase
advancements.
Boy Scout Advancement: Increase the
40% or 2 percentage points
45%, or 40% and 2
50%, or 45% and 2
percentage of Boy Scouts earning rank
increase (i.e. 30%-32%)
percentage points increase percentage points increase
advancements
Cub Scout Camping: Increase the percentage
30% or 2 percentage points
45%, or 30% and 2
90%, or 45% and 2
of Cub Scouts attending day camp, family camp,
increase (i.e. 18%-20%) percentage points increase percentage points increase
and/or resident camp
500
25
50
100
25
50
100
25
50
100
#8
Boy Scout Camping: Increase the percentage
of total Boy/Varsity Scouts attending long-term
camp and high-adventure program
50% or 2 percentage points
60%, or 50% and 2
80%, or 60% and 2
increase (i.e. 38%-40%)
percentage points increase percentage points increase
25
50
100
#9
Community Service: Increase the amount of
community service provided by Scouts, leaders
and other participants.
Average 2 hours per youth Average 3 hours per youth Average 5 hours per youth
member or .2 hour growth member, or 2 hours and .2 member, or 3 hours and .2
(i.e. .8 to 1.0)
hour growth
hour growth
25
50
100
Total Points:
Unit Service
#10
Circuit Breaker,
minimum bronze in
fundraising to
achieve overall gold
200
Gold
Points
7.5% density or 1% growth
in density (i.e. 5.00% to
5.05%)
Program
#6
150
Total Points:
Membership
#5
Others are worth
100, 50 & 25 points
respectively
Fundraising: Achieve district finance goals as
defined by the council.
Silver
Points
Total Points:
Finance
#1
Bronze
Points
Chartered Organization Relationships:
Conduct a personal visit with a key person in
each chartered organization.
90%
95%
100%
25
50
100
Commissioner-to-unit ratio
of 1:4, or 1:6 ratio and 5%
increase in the number of
commissioners over prior
year
Commissioner-to-unit ratio
of 1:3, or 1:4 ratio and 5%
increase in the number of
commissioners over prior
year
25
50
100
UVTS 2.0 shows 10% of
UVTS 2.0 shows 25% of
units are visited six times
units are visited six times
per year, or 5% and or 2
per year, or 10% and or 2
percentage points increase percentage points increase
25
50
100
25
50
100
25
50
200
#11
Commissioner Service: Increase the number
of registered unit commissioners over prior year.
Commissioner-to-unit ratio
of 1:6, or 5% increase in
the number of
commissioners over prior
year
#12
Unit Visitations: Improve the rate of visitations
to units by commissioners.
UVTS 2.0 shows 5% of
units are visited six times
per year or 2 percentage
points increase
#13
Unit Performance: Improve the performance
ratings of units using Journey to Excellence
metrics.
#14
Have 60% of the units in
the district achieve the
Bronze award or above.
Have 60% of all registrants
Voice of the Scout: Improve response rate and
(youth and adults) with
Net Promoter Score on constituent surveys.
email addresses in
--- Bonus Points in 2012 --ScoutNET
Have 65% of the units in
the district achieve the
Bronze award or above.
Achieve bronze requirements and have 15% of
those surveyed actually
respond
Have 70% of the units in
the district achieve the
Bronze award or above.
Achieve silver requirements and achieve an
overall average Net
Promoter Score* of 45%
At least 17 members or
increase of two persons
At least 30 members or
increase of three persons
Total Points:
Leadership & Governance
#15
District leadership: Increase the number of
volunteers serving on the district committee.
600
At least 10 members or
increase of one person
400
25
50
100
#16
Achieve silver requireAchieve bronze requirements and have all key
At least 8 district committee
ments and have written
positions filled (District
District Committee: Increase the effectiveness
meetings held within the
succession plan for district
chairman, District
of the district committee.
past year
leadership
commissioner, membership, finance and program)
25
50
100
#17
30%, or 22% and 2
45%, or 30% and 2
Unit Leadership: Increase the number of direct 22% or 2 percentage points
increase (i.e. 12%-14%)
percentage points increase percentage points increase
contact leaders who are trained.
75
100
200
Tools for Districts
http://scouting.org/JTE.aspx
Scorecards, tools, answers …
District’s Journey to Excellence
• Where have we have we been?
• Where are we going?
• How far have we come?
Where have we been?
Need to gather the results for each month in 2011.
•
•
•
•
•
•
Objectives progress reports
District totals report
Council fundraising reports
Retention and training data from MyBSA
Training report from MyBSA
Advancement & unit visitation report sent to
councils
• Service hours report from web page
• Council and district records for camping, unit
status, and district leadership
Objectives Progress Report
Print a report for each month in 2011 to gather data for:
•
•
•
•
•
•
•
•
Cub Scout membership
Boy Scout membership
Venturing membership
Exploring participants
Total available youth
Traditional Units
Unit commissioners
District committee members
District Totals Report
Use this report to determine
the number of chartered
organizations.
Council Fundraising Reports
Use the council FOS report, popcorn
reports, etc. to determine your
fundraising achievements for 2011.
The council will determine how to
count the dollars raised by the
district.
Retention from MyBSA
View the dashboard on the program tab
Select a month to get the retention percentage. Since
the system goes back only ten months, you will need to
use the March values for January and February.
Contact Leaders Trained from MyBSA
View the dashboard on the program tab
Select position(s) to determine the total registered and trained
Contact Leaders Trained Percentage
Enter the total registrants and total trained in a temporary Excel worksheet to
determine the percentage of direct contact leaders trained. Unless the council
has maintained independent records for 2011, it will necessary to use this same
value for all months in 2011.
Direct Contact
Position
Total
Registered
Total Trained
Cubmaster
47
23
Tiger Cub Den Leader
33
12
Den Leader
132
34
Webelos Den Leader
39
16
Scoutmaster
42
21
Leader of 11-Year Olds
3
1
Varsity Scout Coach
6
4
Crew Advisor
12
8
Skipper
1
1
315
120
38.1%
Unit Visitations & Advancements
Councils will receive a report showing how many units received the requisite
number of visits in each district. Similar reports will be distributed showing Cub
Scout and Boy Scout advancements in each district.
Service Hours Report
Councils can produce a report showing the number of service hours in each
district for any range of dates. To print the report, select the service hours
function in ScoutNET>Web Admin. Then select the “Project Summary.Overall
Project Summary” report for the desired date range.
Local Records of 2011 JTE Data
These items are not available on any BSA report, but
should come from council and district records.
• Number of Cub Scouts attending any day camp,
resident camp, or family camp (new for 2012)
• Number of Boy Scouts attending any long-term camp,
high adventure camp, jamboree or serving on camp
staff
• Number of units that were quality units or bronze or
above at the end of 2011
• Number of district committee meetings held in 2011
• Number of key district positions filled at the end of
2011
Download JTE District
Workbook
Setup District Workbook
Enable macros in order to produce reports …
Enter your district and council name …
My district is:
Takeany District
My council is:
Nation's Best Council
Enter 2011 Performance
Select Last Year tab …
Enter complete 2011 results in light yellow squares…
Finance
Total Fundraising Dollars
Jan
Feb
Mar
Apr
May
Jun
Membership
Cub Scouts
Boy Scouts
Venturers
Explorers
Total Available Youth
Market Share
Membership Growth
Retention Rate
Jan
856
561
112
56
15,000
10.57%
Feb
856
561
112
56
15,000
10.57%
Mar
400
400
4
3
15,000
5.38%
Apr
395
400
4
3
10,000
8.02%
May
395
400
4
3
15,000
5.35%
Jun
750
435
5
3
10,000
11.93%
67.10%
67.10%
58.00%
59.60%
60.00%
64.00%
Data needed for all months
Jul
Aug
Sep
Oct
Nov
Jul
750
435
5
3
15,000
7.95%
Aug
750
435
5
3
15,000
7.95%
Sep
750
435
5
3
15,000
7.95%
Oct
750
435
5
3
15,000
7.95%
Nov
750
435
5
3
15,000
7.95%
67.00%
68.90%
70.10%
70.20%
70.60%
Year-end only
Dec
2011 Pts
$104,567
0
Dec
2011 Pts
900
578
123
56
15,000
11.05%
100
1.60%
100
71.20%
100
Where are we going?
Establish 2012 goals and objectives
• Finance goals may have been set in earlier
fundraising planning meeting.
• Membership goals are set as part of your
growth planning conference.
• Will need to determine total available youth.
• Other goals may be set by district Key 3.
• All goals should be approved by the council
and accepted by the district committee.
Enter Finance Goals
Select the Finance tab and define your goals in terms of
bronze, silver, and gold. Set a target indicating the
planned performance level …
Category
Fam ily FOS
Com m unity FOS
Special Events Net
Popcorn Sale (Net 30% )
Total
Bronze
$50,000
$30,000
$25,000
$30,000
Silver
$55,000
$32,000
$27,000
$31,000
Gold
$60,000
$34,000
$30,000
$32,000
Target
$55,000
$32,000
$30,000
$31,000
$135,000
$145,000
$156,000
$148,000
Set a bronze level for each category and month …
$$$
Bronze Goal
Actual
Percent
Jan
$20,000
0.0%
Family FOS
Feb
Mar
$30,000 $35,000
0.0%
0.0%
Apr
$40,000
May
$42,000
Jun
$44,000
Jul
$45,000
Aug
$45,000
Sep
$46,00
0.0%
0.0%
0.0%
0.0%
0.0%
0.0
Enter Other Goals
Select the Current tab and input your goals for all other
criteria in the December Goal column …
2
2
2
2
2
2
2
2
Membership
Cub Scouts
Boy Scouts
Venturers
Explorers
Total Available Youth
Market Share
Performance Growth
Market Share Points
Dec Goal
925
600
125
60
14,698
11.63%
5.32%
200
The system will calculate ratings and points if you
have entered the December 2011 achievements.
How Far Have We Come?
Gather data to produce monthly status reports …
•
•
•
•
•
•
•
Objectives progress report
Council fundraising reports
Retention and training data from MyBSA
Training report from MyBSA
Advancement & unit visitation report sent to councils
Service hours report from web page
Council and district records for camping, unit status,
and district leadership
Data Gathering Tips
To get the percentage of trained direct contact leaders, it is best
to collect the data from the MyBSA Program dashboard at the
end of the month. Since this dashboard reflects only current
data, it may be different if you wait until the next month.
The Voice of Scout
district level dashboard
information will not be
available until June 1st
after the first series of
surveys is completed.
Regional Support will be distributing
reports each month showing district
totals for Cub Scout advancement, Boy
Scout advancement and unit visitations.
This will occur after the council
dashboard updates on the 8th of month.
Enter Monthly Results
Select the Current tab and input your results for every
criterion except Finance …
2
2
2
2
2
2
2
2
Membership
Cub Scouts
Boy Scouts
Venturers
Explorers
Total Available Youth
Market Share
Performance Growth
Market Share Points
Dec Goal
925
600
125
60
14,698
11.63%
5.32%
200
Jan
888
520
112
66
14,698
10.79%
2.12%
200
The system will calculate ratings and points if you
have entered the monthly achievements for 2011.
Enter Monthly Finance Results
Select the Finance tab and input your results for each
category on the Actual line …
$$$
Bronze Goal
Actual
Percent
Jan
$20,000
$27,689
138.4%
Family FOS
Feb
Mar
$30,000
$35,000
$31,334
$36,789
104.4%
105.1%
Apr
$40,000
0.0%
The system will calculate ratings and points when you
have entered goals and results for all categories.
Create Monthly Reports
On the Control tab, click the desired month to produce the
progress and status reports. Be sure to enable macros …
Click desired month to update reports
Jan
Jul
Feb
Aug
Mar
Sep
Apr
Oct
May
Nov
Jun
Dec
Progress Report
This report compares a month to last year-end and goals.
2012 Journey to Excellence Progress Report
As of January 31, 2012
Takeany District
Nation's Best Council
Bronze
Finance
1
District Fundraising Goals
Total of All Campaigns
Membership
2011 Act.
2012 Goal
Current
104,567
118,000
35,689
Below Minimum
55,000
110,000
Bronze
112,667
118,000
120,000
122,000
Bronze
Gold
124,000
126,000
200
2012 Goal
Current
11.0
11.6
10.8
3.5
7.5
8.3
9.1
10.0
11.3
12.5
13.8
15.0
30.0
100
200
200
3
Percent Membership Growth
(Including Explorers)
1.6
3.2
0.1
-3.0
0.0
0.3
0.7
1.0
1.5
2.0
2.5
3.0
6.0
100
200
75
4
Percent Membership Retention
(Traditional Members Only)
71.2
76.0
77.6
50.0
62.0
64.3
66.7
69.0
70.8
72.5
74.3
76.0
85.0
100
200
200
Silver
Gold
2011 Pts. 2012 Goal
150
2011 Act.
Bronze
Gold
0
Gold
Current
Percent Market Share
(Including Explorers)
Below Minimum
Silver
157,500
Gold
2011 Pts. 2012 Goal
2
Program
Below Minimum
115,333
Silver
2011 Pts. 2012 Goal
Current
2011 Act.
2012 Goal
Current
5
Percent Cub Scouts
Advancing a Rank
50.7
54.1
4.5
20.0
40.0
45.0
50.0
55.0
60.0
65.0
70.0
75.0
85.0
25
50
Current
100
6
Percent Boy Scouts
Advancing a Rank
54.0
50.0
2.9
20.0
40.0
41.7
43.3
45.0
46.3
47.5
48.8
50.0
60.0
100
100
25
7
Percent Cub Scouts
Attending Summer Camp
12.0
42.0
0.0
15.0
30.0
35.0
40.0
45.0
56.3
67.7
78.8
90.0
90.0
0
50
0
8
Percent Boy Scouts
Attending Summer Camp
66.6
60.0
0.0
25.0
50.0
53.3
56.7
60.0
65.0
70.0
75.0
80.0
90.0
50
50
0
9
Number of Service Hours
Per Youth Member
1.5
1.8
0.0
1.0
2.0
2.0
2.5
3.0
3.5
4.0
4.5
5.0
7.0
0
25
0
Status Report
This shows the determined standard and performance growth.
Rating for
this criterion
Determined
standard for
selected month
Performance
growth to same
month last year
Other Tools – Tracking Units
Units can be evaluated throughout the year, not just when
they recharter. A tracking sheet is available on JTE website.
MyDistrict Name
MyCouncil Name
2012 Journey to Excellence Status - Packs
Pack
Location
P100
P200
P300
P400
P500
P600
P700
P800
P900
P1000
New York
Los Angeles
Chicago
Houston
Phoenix
Philadelphia
San Antonio
San Diego
Dallas
San Jose
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
G
X
G
X
G
X
G
S
S
S
G
B
S
B
G
S
B
S
B
G
S
S
S
S
S
X
B
S
X
B
S
G
S
G
S
G
S
X
B
S
B
G
S
G
B
X
S
G
G
S
X
B
S
B
G
S
G
B
X
B
G
G
S
G
S
B
B
B
S
G
G
Nov
Dec
Tracking Units – Monthly Summary
The unit tracking tool will show a monthly summary.
2012 Journey to Excellence Unit Status
JTE Units and Medals
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Packs
Total Units
Bronze
Silver
Gold
Total Medals
Medals %
9
3
2
2
7
77.8%
9
3
2
2
7
77.8%
9
0
3
2
5
55.6%
10
0
3
2
5
50.0%
9
1
3
1
5
55.6%
9
1
3
1
5
55.6%
9
3
3
1
7
77.8%
9
2
3
2
7
77.8%
9
2
1
4
7
77.8%
9
1
2
4
7
77.8%
10
0
0
0
0
0.0%
10
0
0
0
0
0.0%
Troops
&
Teams
Total Units
Bronze
Silver
Gold
Total Medals
Medals %
11
3
2
3
8
72.7%
11
3
2
3
8
72.7%
11
0
3
3
6
54.5%
13
0
3
3
6
46.2%
11
1
4
1
6
54.5%
11
1
4
1
6
54.5%
11
3
4
1
8
72.7%
11
2
3
3
8
72.7%
11
3
1
5
9
81.8%
11
2
2
5
9
81.8%
13
0
0
0
0
0.0%
13
0
0
0
0
0.0%
Crews
&
Ships
Total Units
Bronze
Silver
Gold
Total Medals
Medals %
6
2
2
1
5
83.3%
6
2
2
1
5
83.3%
7
0
3
1
4
57.1%
7
0
3
1
4
57.1%
7
1
2
1
4
57.1%
7
1
2
1
4
57.1%
6
2
2
1
5
83.3%
6
2
2
1
5
83.3%
6
2
1
2
5
83.3%
6
1
2
2
5
83.3%
7
0
0
0
0
0.0%
7
0
0
0
0
0.0%
All
Units
Total Units
Bronze
Silver
Gold
Total Medals
Medals %
26
8
6
6
20
76.9%
26
8
6
6
20
76.9%
27
0
9
6
15
55.6%
30
0
9
6
15
50.0%
27
3
9
3
15
55.6%
27
3
9
3
15
55.6%
26
8
9
3
20
76.9%
26
6
8
6
20
76.9%
26
7
3
11
21
80.8%
26
4
6
11
21
80.8%
30
0
0
0
0
0.0%
30
0
0
0
0
0.0%
Managing the Details
Districts will want to track progress in other areas, and
many will develop their own tools. How are you tracking?
• Pack and troop camping plans
• Chartered organization visits –
worksheet available on JTE website
• District committee meetings
• Further details of unit health
Thank you