Transformation Update - Notts Scouts

You will have received an email from Headquarters with the dates for the launch of the new Digital Tool. The Nottinghamshire Transformation Team would like to share what we are doing in the County and how the ‘Go Live’ will affect you.

What are the dates for launch?

In Nottinghamshire the new system will be launched on 28th November (‘Go Live Date’) In order to transfer data across (personal details, training records and permits) Compass will ‘freeze’ from 7th November.

Compass Data Freeze

From 7th November Compass will ‘freeze’ and data cannot be changed or accessed – you will not be able to add any new members, change roles or update training or DBS. A spreadsheet of key information (password protected) will be sent from HQ to all District Lead Volunteers to still allow for essential work e.g. approving NAN forms.

For DBS’s that expire during November and December we are asking you to complete them early, a full list will be available if you are affected.

What is being replaced?

The new Digital System is replacing ‘Compass’ which is the adult database.

The new database will be the location for the following:

Adult personal details

Adult training (Learning) records

Adding new adults and requesting new DBS applications (Atlantic data will remain for the DBS application).

Nights Away Notification (NAN) forms

Activity permits

From the launch of the new database all essential learning e.g. safety and safeguarding will be carried out on the new system, which will update records automatically.

What is not being changing?

Online Scout Manager (OSM) and young people data is not affected in any way.

Atlantic data will remain for DBS processing

How do I log into the new system?

Around 2 weeks before ‘Go Live date’ every member will get a personalised email with the login details for the new system. The login will be via the Scouts.org.uk website.

What happens to Compass?

All data from Compass will migrate across to the new system. Compass will be accessible to HQ staff after Go Live date to correct any errors or omissions.

What do I need to do?

Very little as most of the work is happening in the background.

Please ensure that you have a valid, accessible email address on Compass or ‘no email’ selected. 1 member, 1 email.

What about my training record

What you need to do for your role will be changing as we move from training to learning. The learning you need for your role will be on the new digital system with it automatically recorded when completed.

For all leaders with a wood badge it will transfer to the new digital system and ongoing mandatory learning will be on the new digital system

Only training that is validated (signed off by a training adviser) will be recorded on the new membership system

For leaders without a wood badge for their role and to avoid having to do learning in the 5 months after ‘go live’ you need the following validated

Getting started ( modules 1,2,3, safety, safeguarding, GDPR)

Scouting for all ( Module 7)

Delivering a quality programme ( Module 12a)

For section and group assistants you will become members of the group or section leadership team and as such will be required to complete the learning for all members as above.

What support is the available for the ‘Go Live’?:

Headquarters will be running a series of online familiarisation sessions of the new database which will be run during go live week and beyond. These will be during the day and evenings. Dates are available and were in the national e-mail

Nottinghamshire have a team to support the ‘Go Live’ process who will support all members who have queries or need support to access the system. We are also planning to run a series of road shows across the county to support members to familiarise themselves with the system.

There will be a dedicated ticket system set up for any questions

You can look at the videos of the new system and its functionality online Digital System Demo (with sound) on Vimeo

Best wishes,

Nottinghamshire Transformation Team.