SUManager PlusPerson Details |
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The person details data entry form is the most complex in the entire SUManager program. It's busy but efficient -- all of the data you need is presented in one compact form. If you have several people to enter, be sure to check out the People Quick Entry form, which provides a very highly efficient spreadsheet-like form.
The form is adaptive. It enables and disables data entry fields based on the type of person being edited. You can change the person type any time. The buttons across the top of the form are used to relate the person to other items in SUManager. For each button from the person's standpoint there is an equivalent button from the item's standpoint. That means there are at least two ways to get to any particular piece of information.
Click on an item in the screenshot below for more details. Not all areas have additional info.
Type of Person
The type of person you select has an impact on the data you collect as well as the roles the person can play. SUManager has three roles pre-defined: scout, adult and other. You can use the Configuration form to define additional types, though SUManager treats all additional types as being equivalent to Other.
In SUManager an adult is someone formally associated in some way with the service unit, typically by being the parent of a scout, part of the service unit or council, or perhaps a trainer.
Use the other designation for people that you want to keep in the database but do not typically associate themselves with the service unit. For example: state and local politicians, media contacts, contacts at suppliers or vendors.
The easiest way to decide between adult and other is to ask yourself, does the individual know that they are associated with this service unit? Do they even know what a service unit is, or why they are associated with yours?
You can change between any of the types without losing data so don't worry about making changes.
Schools
The drop-down list of schools is based on Organizations defined as schools. If a scout's school is not in the list, simply enter the name and you will be prompted to create a new organization. Click the button next to the school list to display the school's detail record. Selecting a school automatically creates a relationship between the scout and the school. Use the switchboard's Show People filter to see everyone associated with a school.
Note: changing a scout's school removes the relationship from their previous school.
Special Needs
You can associate each person with one or more special needs. The list of special needs can be maintained through the Configuration window or from the Needs List button on the Special Needs window shown below.
There are several reports related to special needs. They are particularly useful for creating lists of people with special dietary or other needs for events. Below, a report is configured to list the people needing special meals that are planning to attend an event. Personal information (phone, e-mail) is not included so that the listing can be safely handed to a catering or food service manager.
Race and Disability
If your unit or council does not collect race or disability information you can remove the fields from the data entry form through the Configuration form.
Relate Parent/Child, Relate Employer
People can be related to other people. The most common form of relationship is parent/child. This is handy for quickly copying phone and address-related information between scouts and adults.
Similarly, when possible you should relate people to organizations that employ them. Not all employers are worth entering into SUManager. Typically you would enter only significant employers that the service unit might want to know about, as a resource. Describe the nature of the person's employment if you think it might be handy to know as a resource.
Permission to Photograph
There is a report titled Photo Permission Checklist that lists the names of people who do not agree to be photographed at events. The report lists names, only. No additional personal information is included so the list can be provided to photographers or publicists.
The Event Check-In/Data Collection report has an option to display an indication of this fact as well. This report is intended as a "day of" report that you bring along to event to mark attendance, so it can be handy to know who is not supposed to be included in photographs.
Years in Scouting
It's best to enter the date (or a reasonable estimate) if known, so as time passes the number remains accurate. The End of Year process increments the number for everyone marked as active.
There's a Years in Scouting report that is based on this information.
SU Team Member
You should use the Roles feature to keep track of who performs which duties in your service unit. However, configuring roles can be overwhelming for new users and still others might decide not to use the roles feature at all. The checkbox for Team Member is a quick and easy way to designate which individuals play an important role in your unit. There's a report titled, of all things, Service Unit Team Members which lists all of these individuals.