Compass is a powerful set of online tools for you to manage your Scouting administrative activities in one place and will replace the current, much maligned membership system. It can share access to that information with relevant Scouting colleagues and offer a high level of data security. The system streamlines many tasks currently performed to manage Scouting so you spend less time on administration.
Tasks supported by the system include awarding and maintaining badges/awards, producing reports and distribution lists using member data including completing the national Scout census, assigning roles and managing young people and adults leaving, joining or transferring, managing training and events, issuing/renewing permits and vetting checks, creating, closing or merging Sections and Groups.
It is the only online system provided by The Scout Association and it is free of charge to its users.
A small team in the Region has been working steadily looking at what Highlands & Islands needs to do to be ready for the changeover to Compass which is planned for early August 2014.
What is Compass?
A robust, reliable and adaptable system provided by a very experienced supplier. Compass's functionality, in addition to supporting the Group and Section leaders, provides functionality across all roles in The Scout Association (TSA). For example the scouting processes supported by Compass include:
- Awarding and maintaining badges and awards
- Youth member joining / leaving / transfer
- Managing local events
- Managing waiting lists for members wanting to join
- Adult member / joining / leaving / transfer
- Vetting adults for becoming involved in Scouting
- Creating and assigning roles
- Providing census data
- Managing training
- Producing reports
- Issuing, renewing and revoking permits
- Creating distribution lists / contact information
- The ability to maintain the organisational hierarchy, for example creating / closing / merging Sections, Groups Districts, Counties/Areas/Regions
- Soon after go live it will be upgraded to also support managing payments
If you have concerns regarding data protection please note:
- The Scout Association undertakes NOT to make any membership data available to 3rd parties unless it is legally obliged to do so.
- As to receiving information from The Scout Association commercial entities, each member has the ability to opt-in or -out of receiving such communications
- Each member can also opt-in or -out of receiving general Scout Association (non-essential) communications
Further information on data protection is available
You may also be aware that there have been two rule changes in POR to support Compass both of which are in chapter 14.
| 14. 11 | Data Protection and Responsibilities within Scouting | New rule to reflect responsibilities under the Data Protection Act |
| 14. 12 | Compass Membership System ('Compass') | New rule to reflect introduction of Compass Membership System |
What will be happening between July and November 2014
The timetable for launch is now becoming clearer although we have yet, at the time of writing, to be given precise dates from HQ.
Preparation for Compass
As the time for the transfer to Compass approaches, you may find helpful this outline of the plans for the next six months. If you have any questions the Compass implementation team will attempt to answer them, and provide any further guidance needed, throughout the summer.
Warning
The existing HQ database (called MMS) will be closed permanently at the end of July. The data it contains, both Adult and Youth, will then be transferred to the new system (Compass). If there are any urgent DBS checks that need doing before the end of August you are strongly advised to do this immediately, before MMS closes.
Action Now
By mid-July, ensure that all existing records on MMS are complete and accurate. This will ensure that the data sent to Compass is as good as possible. Also starting now, you can prepare for the later transfer of youth data to Compass (see below).
When Compass starts up
At some point in August, all Adult records plus whatever Youth records were on MMS will become accessible for reference and for update in Compass.
Potential users will be contacted directly by HQ where a valid email address is held (i.e. if you get Scouting+ emails) to invite you to register in three tranches...
Launch week (end July approx.)
- Appointment Secretaries
- District Commissioners and Deputies
- Regional Commissioner
- Region / District Secretaries
- Region Administrators
Launch Week +1
- ARC (Adult Training)
- ADC (Adult Training)
- Training Administrators
- ARC (Section Support) TBC
- District Explorer Scout Commissioner
Launch Week +2
- Groups and Section Leaders who have maintained their youth data in MMS
Please note that these are simply invitations to register (with some instructions we understand), there is no requirement to do so at this time. This is a way to manage people beginning to use the system in order of priority to ensuring that Scouting administration can proceed with the minimum of interruption. In principle anyone will be able to register to use Compass at this point but most Group and Section Leaders will probably want to wait until...
Later in the year
(mid-November for Highlands & Islands)
A once-only bulk upload of Youth data will be possible, using an HQ spreadsheet. This spreadsheet can be populated from your own data (i.e. type it in manually, or copy and paste from an existing spreadsheet - you will need to match layouts), or by means of a download from Online Scout Manager (if used). Hertfordshire will then go live on Compass for youth data.
Notes
The dates mentioned are approximate, and details will be firmed up as they are announced by HQ.
There will be support guides and videos available fromwww.scouts.org.uk at go-live.
The upload spreadsheet is available from Graham. He will also send detailed accompanying instructions. (We suggest just a single enquiry per Group should be enough!)
After the switch over we will run some training and familiarisation sessions. This information is to be confirmed at a later date.
Read the latest updates
June 14 - Revised FAQs from Headquarters (updated since Dec13)
Where can I find out more?
Scout Association's Compass Pages
Contact our Implementation Champion, Graham Eden.
