Events


ScoutNet is the legacy system that's being retired

Many local councils already use a variety of third-party event registration products. The plan is to vet the availble products and select 2 to 4 of these vendors. Then build interfaces for them to obtain unit & roster info and update member profiles with training, advancement, and event attendance.

Events as a component of ScoutNet

  1. Can record training completions
  2. Has a history of sparse council usage across the board, but a few use extensively.
  3. Share common ScoutNet data such as:
    • Persons
    • Organizations
    • BSA Units
    • BSA Structure

Third-party products

  1. Many exist
  2. Some BSA council operation specific
  3. No official integration with ScoutNet

How did we get here?


Events was developed as a portion of ScoutNet during the late ’90’s.

Was a portion of the ScoutNet strategy to incorporate all council tools that shared common data about persons, organizations, units and BSA structure.

ScoutNet events has received less enhancement or maintenance than membership and fundraising.

Training for the current tool is difficult

      • One-size-fits-all tool
      • Lots of diversity in council events

Our vision of the future


Capitalize on existing third-party products

  • Avoid national council investment in a new product
  • Vet the available products and pick 2 – 4 best of breed (or need) products
  • Integrate with the chosen products
  • ALLOW COUNCILS TO USE THE PRODUCT OF THEIR CHOICE
  • Encourage the use of templates (aka copy event) to lessen training requirements

Out of Scope:

  • National events that are handled by the national council (National Annual Meeting, Top Hands, regional/area meetings, national jamborees, high adventure bases)
  • Fundraising events will be handled through Blackbaud
  • Unit events will be handled through ScoutBook

Product Objectives:


Templates

  • “Out of the box”
  • Design my own
  • Copy an existing event

Technical

  • Software-as-a-Service (SaaS) web0based 24×7 reservations
  • Accept credit/ debit card as payment method
  • Compliance with Payment Card Industry (PCI) Data Security Standards
  • Compliance with BSA’s Personally Identifiable Information (PII) policies
  • Secure cloud-based data storage
  • Role-Based user management
  • Vendor provided user training

National council API’s

  • “GET” unit/person information – allows the events product to read BSA member info
    • Name
    • Address
    • Unit
    • Membership status
    • Prerequisite training such as YPT
  • “POST” training and event participation in the national database
    • Attendance
    • Training completion
    • Advancement

Make vs Buy Rational


ScoutNet Events has low overall council adoption

  • Many councils use a variety of third-party products today
  • Off the shelf products are readily available
  • Third-party products are not currently endorsed by the National Council

Lower implementation costs

  • Third-party products are not allowed to interface to ScoutNet
  • Recoup costs during operations
  • Choose multiple and allow councils to choose the one(s) that best meet their needs

Product Needs:


High flexibility as council events are varied in size and complexity:

  • Activity scheduling
  • Unit management (rosters)
  • Tour Permits
  • Wait Lists
  • Accounting Interface
  • Credentials
  • Pricing:
    • Unit / individual registration
    • In council vs. out of council participants
    • Facility and sub-facility (campsite) reservations
    • Pricing options
      • group / individual
      • multi-person family
      • early discount / late payment penalty
      • optional purchases (facility fee, for-fee activities, equipment rental, product purchase, tickets)
      • meal plans
  • Mobile app
  • Mass Communications
  • Advancement
  • Social network interface
  • Optional personal prerequisites
    • Membership (BSA or OA)
    • Training (YPT, first aid, etc.)
    • Age, program, gender
  • Housing / campsite management
  • Waivers – Risk, Transportation, Talent, Photography
  • Medical forms
  • Camp Management:
    • Check In / Out
    • Equipment management
    • Staff recruiting, on-boarding, scheduling
    • Facility maintenance

Council events typically include:


A shared calendar per district and council

Shared facilities that can be reserved

Summer camp – the big one by far for most councils:

      • 2-10 weeks duration
      • multiple facilities
      • hundreds of units
      • multiple payments
      • many activities/sessions to choose per person
      • optional for-fee activities
      • meal plan options
      • lots of cancellations and last-minute booking
      • dynamic unit rosters
      • advancement recording
      • medical forms
      • waivers

District Camporees: three per district per year

District Day Camp: one per district per year

District Overnight event: 1 – 2 per district per year

Training events: many per year

Board / committee meetings: several per council and per district per month

Roundtables: 1 -2 per district per month

Eagle Recognition Dinner: 1 per year