Are you ready to Streamline your work?

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Are you ready to Streamline your work?
Project Streamline is a project to simplify and
streamline Guiding administration and reduce
bureaucracy. The new ways of working will save
many hours (170,000 per year) of volunteer time
spent on administration. How could you spend
that time?
One part of the project is to implement Guiding
Organiser! (Go!), our new database. Go! will
hold information about adult volunteers, girls
and young women. Most of this information is
already held on current databases or on paper
but the difference will be that its a
one-stop-shop accessible by all authorised
guiding users via a secure website. As a member
changes section or moves to a new area, their
record easily moves with them, meaning less work
for all.
Everything we do on Go! Should be accompanied by
a non technical process talking to each
other, making decisions, following procedures.
Many of these are what you do already. Please
bear this in mind while we take you through the
Go! System, which, due to time constraints today
will concentrate on the Go! System functionality.
Soare you ready to
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How the database works
The Go! Database has 3 main functions that well
be involved with
Personal Details Management Update your own
details or those of a person you have selected
(one of your girls if you are a unit leader, or
an adult member of your team if you are have
Commissioner access rights)
Role Management Roles are the positions a person
holds within Guiding. They might be a member of
one or more sections for a girl, or an adult
leader or Commissioner of one or more units /
districts / divisions. You can edit roles of
people depending on your access rights.
Level Management Levels are units, Districts and
Divisions. You can edit levels depending on your
access rights, for example, a Unit Guider can
access and edit her units data, her District
Commissioner can access and edit adult and
general data (but not specific girl data) for all
units in her District.
There will be County level system where a County
Superuser can make additional changes for
things you dont have permission to change
yourself, and update access levels.
TAKE NOTE! There has been a delay from CHQ and
the Live database is not ready at the time of
training you. So we will be using the Training
version - this means you can use a dummy password
and play with data without worrying that you are
making any irrecoverable mistakes - the data is
reset every few days. Some screens or procedures
may be slightly different.
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Logging In
You need to be connected to the internet as Go!
is accessed through a website. http//goonlineserv
icestrain.guk.org.uk (training site) Once youve
linked to the Go! site, you see a screen letting
you log in. NOTE! On first log in on the live
site you may be asked to confirm your details and
read Terms and Conditions
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The Main Menu
This is displayed on the left hand side of the
screen with a list of options to click on.
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Update Details
Details of all registered adults are already
entered, but it is YOUR responsibility to keep
your personal details up-to-date. Click on
Update Details to see a list, and choose a
personal details section to view or edit by
clicking on it (e.g. click on Location Details to
check, change, or add an address).
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Update Details - example
gt
repeat example
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Role Management
Role Management allows you to add or update
details about the members (adults / girls) you
are allowed to access. Click on Role
Management. Depending on your access, you will be
able to edit one or more levels (e.g. units /
districts).
Click on the level where the person is registered
/ is to be registered.e.g. for girls, select the
unit name
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Role Management example 1 (adding)
Click on Role Management and the unit where you
want to add the girl. Click on the Guiding role
you are adding, e.g. Brownie
You must check whether the girl already exists on
the Go! system (e.g. you are adding a Brownie but
the girl was a Rainbow for a year and then left -
you might find the Rainbow Guider has already
done all the hard work for you!)
To check if theyre a member, type in
Forename(s), Surname and Date of Birth or
Registration No. (if known)
19/11/2001
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Role Management example 1 (adding)
If the member exists, their details page will
appear for you to view / edit. If there is no
member match, Go! tells you and youll need to
enter their details.
TAKE CARE! You must type in ALL mandatory data
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Role Management example 1 (adding)
repeat example
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Role Management example 2 (editing)
Click on a view type, e.g. View Active Young
Members for a list of names
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Role Management example 2 (editing)
see personal details instructions again
repeat example
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Role Management transfer a member
To transfer a member from an original to a new
unit, e.g. original Brownie to new Guide unit,
the leaders from both units MUST discuss the
transfer with each other, the member (and her
parents) to make sure this is the correct move
for everyone, before using Go!
Original (Brownie) Leader gives girls Name and
Date of Birth or Registration Number to the New
(Guide) Leader, e.g. Rose Brownie, born
21-Nov-2001.l Management  New (Guide) Leader logs
on then adds a new role (as previously described
in example 2) Heres a brief reminder!
Click on Role Management Select Guide unit for
Bella
Create a new role (Guide)
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Role Management transfer a member
Bella Brownie has now been added to her local
Guide unit within the Go! System. If we scroll
down the personal details page that has appeared
we can see that she is now an Active Brownie AND
an Active Guide.
07-01-2009
repeat example
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Level Management example 1 (edit info)
Level Management allows you to make changes to
your level in the Girlguiding structure - within
your access permission (e.g. your unit if you are
a unit Guider). Click on Level Management to view
details about the unit name, contact details and
membership.
Scroll down the page
Add the details and specify whether it is the
main email (if there is more than one)
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Level Management additional details
Click on Additional Details to add or update
details about the unit meeting.
Click in the boxes to update unit meeting day and
frequency
Scroll down the page to view the Girlguiding
structure youre in (District, Division,
etc.) Below this is a list of Sponsor types if
you are a Sponsored unit.
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Level Management
There are some other optional functions you can
use to help you run your unit.
Click on Balance Sheet to keep unit accounts
online.
Click on Attendance Admin then Print a Register
to create an Attendance Register of active
members. You can print or save this page using
the facility on your internet browser (e.g.
Internet Explorer / Firefox).
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Other items in Go!
The Download Files section allows you to download
files, such as Word documents containing further
information on How do I Go! Streamline (help)
Templates Starting Leaflets FAQs Password
Protection
Click on Logout to log out and leave the Go!
Online system.

• This training has only covered the basics of
  using the Go! System.
• If you have any questions or problems, your first
  step will be to contact your local Key User. Key
  Users are generally more computer literate
  individuals, and have had further training on the
  system so that they can help the rest of us.
• There is also a free national helpline number
  0808 168 1908 and email.
• Also, have a look on our County website
  www.girlguidingmiddxnw.org.uk and click on the
  Go! logo - the training materials are online for
  download.