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Backup process... 1) at the application level we use TroopMaster, 2) at the drive image level we use VMware's AutoProtect where snapshots are automatically taken once every day, once every week, and once every month; oldest snapshots are deleted when the maximum number of snapshots (3) is reached.




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NOTE
ScoutNet requires IE 6.0 or newer.
A minimum screen resolution of 800x600.
Requires JavaScript to be enabled for your browser.



How-To upload from TroopMaster to ScoutNet

 StepScreen Shot
Notes
 1 
TroopMaster >
Reports >
Awards/Advancement >
Court of Honor/4403 report

note:
4403 Unit Advancement Report = 4403 Form

more information regarding the 4403 report can be found below
 2 
click the Internet Explorer (IE) icon on the task bar,

Login to ScoutNet

note:
IE browser must be IE6 or newer in order to work with ScoutNet.
IE7 is installed on the TroopMaster server.
 3 
scroll to the bottom,

click Continue

note:
more information regarding these ScoutNet stages can be found below
 4 
click Upload Advancement File,

please wait... getting to the next screen can take about 1.75 to 2 minutes
 5 
scroll to the bottom,

click Browse...
 6 
find the ADVS0271.CSV file under the "C:\TroopMaster Software\TM4" folder,

select it for upload


TroopMaster ScoutNET 4403 report

  • Internet Advancement Processing Instructions
  • various files for internet interface with ScoutNET
    • ADVxxxxx.csv - rank and merit badge advancement (provided by TroopMaster)
      Reports > Awards/Advancement > Court of Honor/4403 report
    • CHTxxxxx.csv - for internet rechartering (provided by TroopMaster)
      Reports > Scout/Unit General > Councl Recharter report 
    • LODxxxxxx.csv - unit roster file (provided by Council)

From TroopMaster's online help...

This [4403] report provides everything you need to set up your Court of Honor. Report options include rank badges, merit badges, special awards, O/A recognition, training, and service stars. In addition to the required "From-To" dates, there are three options related to the use of the "Reported/Presented" flags (para 6.3) that govern which awards will be included on the report. Included awards can optionally be grouped by recipient or by award type/name.

There are three main sections of this report: the Court of Honor itself, the Awards Summary, and the Unit Advancement Report (4403). Each of these sections can be selectively turned on or off.

(1) Court of Honor. This section lists your scouts and qualifying awards based on your selection criteria. Following the list of scout awards, TroopMaster includes a list of special awards and service stars earned by your adults.

(2) Awards Summary. This section provides a "shopping list" of awards you need to support the Court. You can optionally include award item numbers for your council store.

(3) Unit Advancement Report (4403). This section is a facsimile of the BSA Form 4403. The BSA National Council has authorized local council offices to accept computer-generated substitutes for the Form 4403. If you select the "Print three copies" option, TroopMaster will label them as "Council", "District," and "Unit" copies. Sign the council and district copies and submit them to your council office.

If your council office is on-line with the ScoutNET computer system, select the "ScoutNET" option and, in addition to the paper report, TroopMaster will also create an ASCII delimited file on diskette, which you can then submit to your council. The council will be able to import your advancement data from this diskette directly into ScoutNET. The council will still want a signed copy of the paper report certifying its accuracy.

Important The ScoutNET electronic file is in a special format for use with the ScoutNET system. If you open this file manually to view its contents before submitting it to your council office, please do not save the file when you are finished viewing it. Many spreadsheet programs (e.g., Excel) will save the file in a slightly different format even if you have not modified the file. These changes will render the file unusable by ScoutNET.


If your local council office requires you to report the names of the counselors who taught the badges listed on the Form 4403, check the "Include MB Counselors Certification Worksheet" option. TroopMaster will then generate an addendum report that lists each badge earned along with the name and BSA ID number of the associated counselor.

Tip If you select the "Print labels for MB/rank cards" option, TroopMaster will print stick-on labels for the ranks and merit badges. You can attach these labels to the award cards instead of having to fill them out by hand. Signatures are still required. The default label size is for Avery 5160's but you can adjust that, if desired. The Avery 6570's are more appropriately sized for the cards, and that's one of the options on the "Page Settings" tab of the File>Preferences dialog. Since the 6570's are much smaller, you should also go to the "Report Fonts" tab and reduce your mailing label point size to 8 or 9.
Tip Award Cards - If you select the "Print Award Cards" option, TroopMaster will print award cards on perforated card stock available from Troopmaster Software for the ranks, special awards and merit badges. TroopMaster will include all of the information on the scout and award so that all you will need to do is sign the cards.

Click 'Award Card Settings' to align your cards, to select the type of cards to be printed, and to select an image for each card. For instructions on aligning your cards please go to http://www.troopmaster.com/cards. Since we can not provide you with specific BSA artwork we have given you the ability to select your own images for each card type. To activate an award card type, check the box for that award and then select an appropriate image file to be used on the card. This can include scanned images that you have saved to your hard drive or any other type of images that you would like to use for that award card. If you already have an image selected for an award but would like to change your image to another image simply click on the image you would like to replace.

Important Many images you may find on the web (or other places) are copyrighted material. You should check to make sure that any images you choose to incorporate are either copyright free or you should obtain the necessary rights to use these images.
Tip To get an end-of-year summary of all the awards earned by your scouts, run this report using a "From-To" period for your whole charter year and check the "Awards summary only" checkbox. If you have archived scouts who left the unit during the year, go into the archive and print another report for the same time period. Add the totals from the two reports to get your grand totals!
Tip If you would like to transfer the award information to a spreadsheet or database management system, check the "Create tab-delimited export file" option. After the report has been generated, TroopMaster will create and save an awards file to a location you specify. The data can then be easily imported from that file into another software package.
Important After you have printed or saved the report, TroopMaster will ask if you want to update the "Reported/Presented" flags for all awards included on the report. When you generate the final copy of the report for submission to your council, you should update the R/P flags.
Tip If you choose to update the 'Reported' flags, TroopMaster will remember the time period used. The next time you display this dialog, TroopMaster will use the "To" date of the previous report (plus one day) as the default "From" date for the next report.
Note If you check the "O/A recognition" option, TroopMaster will lists scouts and adults who completed Ordeal, Brotherhood, or Vigil during the time period of the report. Since these are recognition only, they won't be included on the Awards Summary.
Note The scout equipment catalog has service stars for years 1-10, 20, 30, 40, 50, 60, and 70, so intermediate years are not included on the Awards Summary. For recognition purposes, they are still included on the main report.



There are three stages in the Internet Advancement process:


Stage 1
Load Roster
You load the unit information from the council or you may upload a unit advancement file for processing.
Stage 2
Update Member
You select the members you wish to update and insert new advancement information. 
Stage 3
Submit Report
You submit your unit's advancement information to the council. Then print the Advancement Report Package with the Unit Awards Summary and the Advancement Update Summary. 

You may leave the process and return later. Internet Advancement will save your work, and you will begin at the beginning of the stage you were in when you left.

We recommend that you gather all the required information, including youth advancement records and merit badge applications with appropriate signatures, before beginning this process. You must complete Internet Advancement on a computer connected to a printer. To upload an advancement file, you must first create the file from PackMaster or TroopMaster, Rank N' File, Scoutmate, or ScoutSoft.


Upload Advancement File

After the processor has logged in, load roster must be completed if not done. If advancement is waiting to be submitted, this must be done first and then load roster or upload advancement file is available. The user may also Start Over from Update Member which resets the unit to the Load Roster stage and deletes any advancement not submitted.

To upload an advancement file:
  1. At the home page, click Continue to begin load roster.

  2. At the Load Roster page, click Upload Advancement File.

    Important: Once the user has selected Upload Advancement File, he or she may Cancel Upload if they do not wish to continue. This will result in the roster being loaded from the council information. Start Over can be done to return the user to Load Roster stage.

  3. At the Upload Advancement File page, click Browse. In the dialog box, locate and select the correct file, and click Open. Select the file and then click Upload File.

    Result: Internet Advancement will verify the advancement file is an approved version and data format.

  4. The upload file will be processed and Update Member stage will open at roster for Select Members for Advancement. If the advancement file was not an approved version and data format, an error message displayed and processing did not occur. View the error message and take the appropriate steps to correct the error.

  5. At Update Member click on Review Advancement Report and view the results of the file processing. Compare the results of the processing to the advancement that was selected for upload. Any member who was not updated may be entered manually. If records in the file were not recorded there are several possible reasons: the exact first name and last name match with council information did not occur, the exact date of birth match did not occur, or a member in the file is not currently on the unit roster. If a specific badge was not recorded, it may not be in the pick list to be recorded.

  6. Complete all advancement entry and click Next to continue with report submittal.
Note: If there is an error at file uploading, please note the error message you receive. It might be necessary to create a new advancement file. Be careful to follow the instructions provided by the unit-management software (UMS) vendor on how to do this. If difficulty continues, contact the user support for the UMS vendor who sells and maintains your software and ask for assistance. A properly named advancement file is ADVxxxxx.csv where xxxxx represents the unit type and four-digit unit number.


Handling Error Messages

If you receive an error message when loading data, contact your local council and provide the following information to the council contact person (Traci Wagner, 619-298-6121): 
  • The information in the message.  You can copy and paste the error message into an e-mail.
  • Unit type (pack, troop, etc.) = troop
  • Unit number = 271