Journey to Excellence

How JTE Can Help Your District Deliver Excellent !

This workbook is a suggested planning Roadmap. Use Scouting’s Journey to Excellence-District Performance Recognition Program Scorecard to determine the District’s measures. Then, with reference to available District Operations tools, determine action steps to meet the goal. This is intended to assist a District Committee in developing a District Strategic Plan.

Golden Empire Council • P.O. Box 13558 • Sacramento, CA 95853-3558 (916) 929-1417 • (800) 427-1417 • [email protected] By Paul Helman, Council President 2011-12

Revision 2.0 3-05-15 How Journey to Excellence helps the District

BSA National Council provides literature, workbooks and tools to help Districts within the Council get organized, train District committee members in their volunteer task and measure the “Support of Scouting” results the District. Much of this material is available on-line through MyScouting or Scoutsource under District Resources. A good list to review is the “District Support Items” spreadsheet attached to this handout. Of particular significance are “District Committee Training” publication #34160, “The District Committee” publication #34739, “District Responsibility cards” publication #34266, “A Guide for Volunteers on Good Volunteer- Professional Relationships” publication #14-144 and “District Nominating Committee Worksheet” publication #513-332.

The standard organization of a BSA is along the same “Four Functions” that the Scout Council uses. These four areas are Finance, Membership, Program and Unit Service. The material referenced above provides the training and suggested organization for these functions as well as position training for the “District Key 3” or the District Leadership team made up of the District Chair, the District Commissioner and the District Executive. However once this training is done and the District is functioning and volunteers are functioning in their roles, how does the District Committee know the Districts and various committees are operating in a way that results in Excellent Scouting? The answer can be found by application of Scouting’s Journey to Excellence- District Performance Recognition Program - publication 513-108 and the companion “JTE District Workbook Instructions”.

Scouting’s Journey to Excellence-District Performance Recognition Program is a measurement scorecard, updated each year (see attached) that assesses the health and condition of the District. This scorecard assesses the District in delivery of the Four Functions by measuring 18 critical areas of District Operation. The actual measurements or “scores” are based on statistically determined national standards derived from data culled from all councils in the BSA. These measures will highlight strengths, shown by high measure scores, as well as weaknesses, shown by low or no measure scores, in these 16 critical areas. JTE provides this Total Quality method to look at a District, it helps determine gaps in service and finally it helps develop the priority of where the District should focus to improve its delivery of Scouting. Ultimately the District leadership can develop a list of improvement action steps that, if acted upon, will result in Solid Scouting and obtain the desired measurement goals.

During regular District Committees reviews of the 16 District JTE Measures look at each area and determine which measures are sufficient for the moment and which need to be improved. Making a list of “JTE Sufficient” and “JTE Improve” is a suggested way to know what areas to put some particular focus on until the measure increases. However, what method does the District leadership use to establish priority on what JTE area to work on next? There are only so many volunteer and professional hours available to work on improving results. What should a district do first, second and third? What follows is a suggested plan to attack a district’s needs.

Scouting’s Journey to Excellence-District Performance Recognition Program

JTE Areas in Four Function Scorecard Order JTE Areas in Suggested Review Order Finance A. Leadership and Volunteer Scouters 1. Fundraising performance 15. District committee 2. Fundraising manpower 2. Fundraising manpower Membership 16. Unit leadership 3. Market share B. District Four Functions 4. Membership/youth growth 4. Membership/youth growth 5. New member recruiting 5. New member recruiting-Cub Scouts 6. Youth retention 1. Fundraising performance Program 13. Unit contacts 7. advancement 12. Unit retention 8. Boy Scout advancement 7.Cub Scout advancement 9. Cub Scout camping 8. Boy Scout advancement 10. Boy Scout camping 9. Cub Scout camping 11. Community service 10. Boy Scout camping Unit Service 11. Community service 12. Unit retention. C Scouting Health in the District 13. Unit contacts. 6. Youth retention 14. Unit performance 3. Market share Leadership and Governance 14. Unit performance 15. District committee 16. Unit leadership

The above table shows the 18 JTE measurement areas in Scorecard order and then combined in three groups in a suggested review order, (A) Leadership and Volunteer Scouter needs, (B) the District Four Functions and (C) Scouting Health in the District.

The A.JTE areas are all volunteer-power and leads to recruiting. This way a District can assess their volunteer needs at one time and build a list of what is needed, brainstorm potential candidates and create a district committee recruiting plan.

The B. JTE areas are all tied to the District Four Function Committees. The District can assess whether the results of the committees are sufficient or not and then task a specific committee with improving those results.

The C. JTE areas are all essentially endpoint results based on how well the Scouting programs are being delivered and perceived in the District.

Use this tool as a roadmap of how to use JTE. First assess District manpower and then build a recruiting plan to fill the needs. Second review the results of the Four Function Committees, assess performance and make plans to improve, if warranted. Finally the District should review those end- of-the-line measures that are an indication of the health of Scouting and are difficult to immediately affect. Make plans as manpower is available. District JTE Planning Worksheet

This worksheet is a suggested planning Roadmap. Use Scouting’s Journey to Excellence-District Performance Recognition Program Scorecard to determine the District’s measures. Then, with reference to available District Operations tools, determine action steps to meet the goal. This is intended to assist a District Committee in developing a District Strategic Plan.

A. Leadership and Volunteer Scouters

Review the various Leadership and Volunteer manpower measures first. Having the correct level of Scouters working in the District will create positive results. What is the District measure in these JTE Items? Are these measures sufficient and what measurement level does the District strive to achieve in these measures? Obtain an up to date District Roster and determine the need to meet the JTE goals.

A.1-DistrictCommitee: Increase the effectiveness of the district committee

Does the District have a registered district chairman, 3 vice chairmen, a commissioner, and sufficient members to accomplish the district goals. Note, total committee of 33 is Gold.

How many leadership positions need to be filled?______

How many other committee members are needed to meet goal?______

A.2 -Fundraising Manpower: Does the District have a sufficient number of FOS and fund raising workers?

Achieve district goals related to volunteers involved in fundraising as defined by the council.

How many fundraising workers are needed to staff the District fundraising activities?______

A.3-Unit Leaders Trained: Increase the number of direct contact leaders who are trained. Units with trained leaders will deliver improved Scouting. How many units have trained Top Leaders? Number of Cubmasters (CM), Tiger Cub den leaders (TL), Den leaders (DL), Webelos den leaders (WL), Scoutmasters (SM), Leaders of 11-year old Scouts- LDS (10), Varsity Scout coaches (VC), Crew advisors (NL), and Skippers (SK), completing essential training requirements for their position by 12/31/15, divided by total number in the positions listed above on 12/31/15.

Number of Top Leaders Trained______

Number of Top Leaders needing to be Trained to achieve goal?______

Action Steps to achieve Group A Goals

Action Item A1: Use District Recruiting Template and develop plans to fill needed positions shown in A.1 and A.2 above.

Responsible Scouter(s)? Start Date? Finish Date?

Action Item A2: Strongly encourage Unit Top Leaders to attend their registered position training. Develop communication and training delivery plans that include training requirements and training course opportunities.

Responsible Scouter(s)? Start Date? Finish Date?

B. District Four Functions (Finance, Membership, Program, Commissioner Service) Results

Review District performance in the Council/District Four Functions, what is the District measure in these JTE items, was it sufficient and what level of measurement does the District strive to achieve?

B.1-Membership/Youth Growth: A Measure showing youth growth vs. last year, indicates effectiveness of Unit retention and recruiting efforts and District Membership recruiting plan.

Defined as the difference between 12/31/13 total of Lone Cub Scouts, Cub Scouts, Lone , Boy Scouts, Varsity Scouts, Venturers, Sea Scouts, and Explorers and 12/31/12 total of same membership categories, divided by 12/31/12 total of same membership categories

Number of registered youth at last year end______

New youth needed to achieve 2 % growth______

B.2-Fundraising Performance: A measure showing performance against Council approved Fundraising Goal.

The council will approve goals for the district, defining bronze, silver, and gold determined standards. The district may be evaluated based upon achieving an overall fundraising goal or achievement of the individual elements, as defined by the council.

Bronze Goal $______Silver Goal $______Gold Goal $______

$$ needed to achieve Gold Goal $______

B.3-UnitContacts: Shows percent of District units receiving a Commissioner contact every 2 months that was logged into Commissioner Tools.

Number of unique units receiving six or more visits or contacts, as recorded in the Unit Visit Tracking System during 2013, divided by total number of traditional units on 12/31/15.

Number of units______

Number of units needing 6 visits this year to achieve goal______B.4-Cub Scout Camping: Indicates % of Cub Scouts attending Council Cub Scouts attending any in-council/out-of-council day camp, resident camp, or family camp during the period of 9/1/12 through 8/31/13, divided by Cub Scout membership on 6/30/13.

Number of Cub Scouts______Number of Cub Scouts that must go camping to achieve a 60% (min) measure______Utilize the “District Camping Report”

B.5-Boy Scout Camping: Council Boy Scouts/Varsity Scouts attending any in-council/out-of-council long-term summer camp, high-adventure experience, , specialty camp, or serving on camp staff during the period on 9/1/12 through 8/31/13, divided by Boy Scout/Varsity Scout membership on 6/30/13.

Number of Boy Scouts______Number of Boy Scouts that must go camping to achieve a 50% (min) measure_____ Utilize the “District Camping Report”

B.6-Cub Scout Advancement: Total number of Cub Scouts advancing at least one rank (Bobcat - Arrow of Light) on 12/31/13, divided by total Cub Scouts on 12/31/13.

Number of Cub Scouts______Number of Cub Scouts that must advance one rank to achieve a 60% (min) measure______

B.7-Boy Scout Advancement: Total number of Boy Scouts advancing at least one rank (Tenderfoot – Eagle, Palms don’t count) on 12/31/13, divided by total Boy Scouts/Varsity Scouts on 12/31/13

Number of Boy Scouts______Number of Boy Scouts that must advance one rank to achieve a 50% (min) measure______

Action Steps to achieve Group B Goals Action Item B1: With assistance of Council resources use staffed Membership Committee to build and execute the District Membership plan for Spring and Fall recruiting and achieve the membership goal

Responsible Scouter(s)? Start Date? Finish Date?

Action Item B2: With assistance of District Executive and Council resources use the staffed fundraising and Finance Committee to build and execute the District plan to deliver the Fundraising (FOS and Others) goals

Responsible Scouter(s)? Start Date? Finish Date?

Action Item B3: Train Unit Commissioners in how to use Commissioner Tools, monitor performance, develop ways for non-computer Unit Commissioners to report contacts. Recruit the number of Unit Commissioners to accomplish the goal.

Responsible Scouter(s)? Start Date? Finish Date?

Action Item B4: Promote Summer camping, utilize the OA, camp visits and unit presentations Use “District Camping Report” posted on National BSA Website JTE Resources page

Responsible Scouter(s)? Start Date? Finish Date?

Action Item B5: Encourage Advancement at all District gatherings, events and meetings. Monitor for units that do not turn in advancement reports.

Responsible Scouter(s)? Start Date? Finish Date? C. Scouting Health in the District

Review these four Endpoint Measures that indicate the health of Scouting in the District area.

C. 1-Youth Retention: Measures number of Youth that did not age out who re- registered. Percent of traditional youth (Lone Cub Scouts, Cub Scouts, Lone Boy Scouts, Boy Scouts, Varsity Scouts, Venturers, and Sea Scouts) remaining registered after one year (12/31/12 to 12/31/13), including all transfers. Boy Scouts or Varsity Scouts who turn 18 within the year and Venturers or Sea Scouts turning 21 are not included in the calculations.

Number of youth eligible to continue______Number of youth needed to continue to meet retention goal______Reported retention once all Charters are fully activated?______

C.2-Market Share: What percentage of Total Available Youth (TAY) in the District

area are in a Scouting Program? Total Lone Cub Scouts, Cub Scouts, Lone Boy Scouts, Boy Scouts, Varsity Scouts, Venturers, Sea Scouts, and Explorers on 12/31/13, divided by total available youth

District Total Available Youth (TAY)______District Total Youth______Density______Number of new members needed to achieve one measure increase (current to Bronze, Bronze to Silver, Silver to Gold)?______

C.3-Unit Performance: Measures Units using specific program JTE results Total number of packs, troops, teams, crews, ships, and posts rated as bronze, silver, or gold on 12/31/13, divided by the total number of packs, troops, teams, crews, ships, and posts.

Number of Units______Units needing to achieve Bronze or better (65%) for District to be Silver JTE ______

Action Steps to achieve Group C Goals

Action Step C1:.Once all unit charters are in review retention data. Develop a who dropped and a list of Scouts from units that did not recharter. Have close by units contact Scouts from dropped units, have commissioners review dropped youth with their unit leaders. Monitor Unit Commissioner Assessments and take action before units stop meeting.

Responsible Scouter(s)? Start Date? Finish Date?

Action Step C2. Look at density data and zip code data to find new areas to recruit. Develop list of potential new sponsors.

Responsible Scouter(s)? Start Date? Finish Date?

Action Step C3: Train Unit leaders in how JTE can help their respective units, encourage JTE use at Charter turn in. Have Commissioners explain Unit Service plan to Units. Utilize “Unit JTE Status Record Sheet” found on National BSA website under JTE Resources

Responsible Scouter(s)? Start Date? Finish Date?

Data Sources

A.

District Committee: District Roster shows which positions are filled

District Leadership: Month End “Objectives Progress Report” gives number of registered District Committee members.

Fundraising Manpower: District Organization Chart maintained by District

Commissioner Service: Month End “Objectives Progress Report” gives number of registered Unit Commissioners and Traditional Units by District

Unit Leaders Trained: Use the individual District “Training Manager” reports.

Chartered Organization Relationship: Tracked and Maintained by District

B.

Fundraising Performance: Tracked and supplied by Council

Membership/Youth Growth: Month End “Objectives Progress Report”

Unit Contacts: Month End “Commissioner Tools” query by District or Council level Commissioner

Cub Scout Camping: Tracked by Council using District totals and reported to National District Camping Record Spreadsheet

Boy Scout Camping: Tracked by Council using District totals and reported to National District Camping Record Spreadsheet

Cub Scout Advancement: Data available in report titled “District Advancement Report”.

Boy Scout Advancement: Data available in report titled “District Advancement Report”

C.

Youth Retention: Comes from a report titled “Percent Youth Retained by Traditional Units for past 12 months”.

Unit Performance: Tracked by District and collected at Charter turn in time.

Market Share: Month End “Objectives Progress Report”

1. District Management

ITEM: AVAILABLE AVAILABLE IN ONLINE HARDCOPY • The BSA Mission Statement and Purpose • The District, No. 614646 • District Committee Responsibility Cards, No. 34266 • A Handbook for District Operations, No. 34739 • District Key 3, No. 513‐630 • Selecting District People, No. 605505 • District Nominating Committee Worksheet, No. 513‐332 • A Guide for Volunteers on Good Volunteer‐Professional Relationships, No. 513‐144 • Good Volunteer‐Professional Relationships: A Strategic Issue for Professionals, No. 513‐145 • A Professional Workshop On Good Volunteer‐Professional Relationships, No. 513‐146 • Council and District Plan Book, No. 513‐002 • Progress Chart, No. 34847 • A Self‐Evaluation Guide for Successful District Operation, No. 34207 • Journey to Excellence ‐ District Requirements ‐ English and Spanish • Journey to Excellence ‐ Exploring District Requirements ‐ English only • Journey to Excellence ‐ Crew Requirements ‐ English and Spanish • Journey to Excellence ‐ Ship Requirements ‐ English and Spanish • Journey to Excellence ‐ Team Requirements ‐ English and Spanish • Journey to Excellence ‐ Troop Requirements ‐ English and Spanish • Journey to Excellence ‐ Pack Requirements ‐ English and Spanish • Journey to Excellence ‐ Post Requirements ‐ English and Spanish • District Operations Manual for Professionals (Big Red Book), No. 14‐939 • A Plan for Functioning Districts, No. 513‐622

2. Unit Service • Administration of Commissioner Service, No. 34501 • Commissioner Fieldbook for Unit Service, No. 34751 • Commissioner Helps for Packs, Troops, and Crews, No. 33618 • District Roundtables, No. 14‐633 • Commissioner Responsibility Cards, No. 34265 • District New‐Unit Chart, No. 522‐904 • Year‐Round Service to Chartered Organizations, No. 605984

3. Membership • Youth Serving Executives/Guide to Registration, No. 524‐104 • Scouting For Youth With Disabilities, No. 34059 • Membership Committee Guide, No. 33080 • Council and District Growth Plan Workbook, No. 513‐943 • Annual Charter Agreement, No. 524‐182 • The Chartered Organization Representative, No. 33118

4. Finance • District Fund Development Committee Guidebook, No. 33779

5. Program A. Outdoors • Camping and Outdoor Program Committee Guide, No. 611014 B. Training • Guide to Leader Training, No. 511‐028 • District Committee Training Workshop, No. 614614 • Staging Recognition Meetings, No. 33706A • Training the Chartered Organization Representative, No. 04‐113 C. Activities and Civic Service • Activities and Civic Service Committee Guide, No. 33082 D. Advancement • Guide to Advancement, No. 618673