Resource Management

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Resource Management Premier Track Scott
Carlson, P.E. Section Chair, Puget Sound
Section carlsons3_at_asme.org
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Session Objective

• To provide ASME Unit leaders with an in-depth
  overview of three tools which help to manage the
  following
• Finances
• ASME staff support requests
• Knowing membership (who, what and where)

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Session Outline

• The following three resources will be covered in
  this session
• A tutorial on the online financial reporting tool
• A tour of the Volunteer E-Request Tool (VERT)
• Produce various useful demographic reports for
  your unit
• In addition, an open forum will be available at
  the end of this session to address any additional
  questions and shared experiences

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Session Objectives

• Awareness of the ASME Financial Reports Manager
• Knowledge of how access is achieved
• Comfort level for future use of the tool

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Session Outline
PREMIER Resources Fin Rpts Mgr
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What is the ASME Financial Reports Manager?

• A tool which allows Unit Leaders to view reports
  of their Custodial Accounts online
• Requires special authorization usually given to
  Unit Chairs and Treasurers
• Allows you to see and confirm traditional ins
  and outs of funds, and to compare to budget (if
  you have submitted one) and previous years
  activity
• Allows you to see effects of investment gains and
  losses on your account both are possible

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Accessing the ASME Financial Reports Manager

• Financial Reports Manager may be accessed from
  Unit Leadership Resource Center
  http//volunteer.asme.org/Unit/
• Or, can be accessed directly at
  http//my.asme.org/financials/GLReports.cfm

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Unit Leadership Resource Center
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Example Pulling a Custodial Account Statement
Checklist! ?Are you the Chair or Treasurer? ? Do
you have your ASME Membership Number handy?
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Login to Financial Reports Manager
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Choose the Account
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System Requirements for ActiveX

• Browser
• May require use of Internet Explorer
• Crystal Reports Viewer
• ActiveX controls for Crystal Reports is required
• Your system may either prompt you to allow
  download, and then install and run ActiveX
  controls for Crystal Reports, or if your security
  settings dont allow, a failure message may
  result

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The Report Will Load in a Separate Window
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Basics of the Report

• POSITIVE balances show in parenthesis! i.e.
  (500) is a POSITIVE balance.
• Shows prior year actuals, plus current year
  actual, budget and forecast
• Following are some zoomed clips

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Report Zoom 1
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Report Zoom 2
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Program Controls

• Printer Icon Print Report
• Envelope Icon Export Report
• Lightning Icon Refresh Report
• Zoom
• Navigate Multi-pages
• Binoculars Search for content

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Export Options

• Notice we can export to several file types.
• Choose the file type you want
• Click Browse to enter file name and save

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Summary of Key Points

• The ASME Financial Reports Manager is available
  to authorized Leaders (Chair Treasurer) to get
  reports of Custodial Funds on demand
• Some system requirements may be an obstacle for
  some users
• Its easy to access
• Export reports easily to several different
  formats for archiving and sharing

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Closing RemarksforFinancial Reports
ManagerandQuestions or Comments?
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Resource Management VERT Premier Track
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Session Objectives

• Awareness of the Volunteer E-request Tool (VERT)
• Knowledge of how access is achieved
• Comfort level for future use of the tool

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Session Outline
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What is the VERT

• VERT stands for Volunteer E-request Tool
• ASMEs tool for submitting, and tracking status
  of, volunteers requests for assistance from Staff

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Accessing VERT

• VERT can be accessed from
• Unit Leadership Resource Center
  http//volunteer.asme.org/Unit/
• Accessed directly at http//vorequest.asme.org/

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Access from Unit Leadership Resource Center
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Example Submitting an Expense Report in VERT

• First, prepare your expense report as normal,
  using the Excel form
• You may save as Excel format, or print to
  Acrobat if you like
• You could even fill in by hand and scan to Acrobat

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Example Submitting an Expense Report in VERT
(cont)

• Youll also need to scan any receipts combining
  the report plus the receipts into one
• Now well enter the VERT system and create a
  request

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Enter VERT Request
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Review and Submit
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Confirmation / Note Number / Click here to
upload a file
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Allowable File Types

• Currently, the following file types can be
  uploaded
• .doc and .docx
• .xls and .xlsx
• .ppt and .pptx
• .txt
• .jpg
• .pdf

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Enter Info / Upload File
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Confirming Email from UnitSupport_at_asme.org

• Clickable link to track request status

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Summary of Key Points

• VERT is available to enter and track your
  requests for Staff assistance
• Its easy to access
• It will allow you to upload files related to your
  requests

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Closing RemarksforVERTQuestions or Comments?
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Resource Management Demographics Premier Track
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Session Objectives

• Utilizing the Membership Database to fuller
  potential
• Learning how to use the Pivot Table function in
  Excel to help organize your data

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Session Outline
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Membership Data

• Accessed through Online Roster
• 42 columns of data retrieved
• Items of interest for data collection could be
  Company name, Join date, membership status, city,
  zip code, technical interest (1-5), graduation
  date and technical division

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Access from Unit Leadership Resource Center
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Accessing the Online Roster
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Accessing the Online Roster
Section Example
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Accessing the Online Roster
District Example
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Accessing the Online Roster
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Accessing the Online Roster
Pick this one!
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Membership File
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Create Pivot Table
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Drag items from upper box into one of the lower
boxes.
If you decide to delete an item from a lower box
simply uncheck the field in the upper box or drag
the field from the lower box out into the
spreadsheet
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This simple pivot table shows you how many
members work for each company. A simple
descending sort was selected in column B from the
Data tab above.
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1. Copy your pivot table
2. Paste(special)-values onto another worksheet
3. Clean up your data (for example St Martins Univ,
   St Martins Univ, Saint Martins Univ, and Saint
   Martins Univ are all the same institution/company)
   
4. Turn on the Autofilter so you can sort your
   results

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Boeing and Boeing Co show up in two different
fields and should be combined.
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This sorted table shows that in the Puget Sound
Section, St. Martins University, Boeing, Puget
Sound Naval Shipyard and Tacoma Community
College are the top four companies with the most
membership in ASME.
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You can also sort by Technical Interest. This
list shows that out of 204 members, 43 members
are interested in Design, while 25 members are
interested in Aerospace. This can help with
determining technical programs for your section.
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If you serve a large geographical area, it is
useful to see where the concentration of your
members are by city or town. Most of the members
in the Puget Sound section live in one of three
places Tacoma, Olympia or Lacey.
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Summary of Key Points

• Demographics is easy to do
• Its easy to access the data
• Doing the analysis helps you understand and serve
  your membership better

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Resource ManagementPremier Track