2013 EFCTMN TIME SHEET PROCEDURE

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This procedure was designed to help you use the 2013 Elm Fork Chapter Texas Master Naturalist time sheet. There have been several changes to improve the reporting format. The worksheet was made using MS Excel and should be compatible with both PC & Mac systems. After opening the file titled 2013 Veteran Time Sheet on your computer, verify it is set on the January tab.

All auto formatting information like your name, phone number and class are connected to the January tab. Thus making it very important to start from here. Once you have inserted your name, phone number and class year in January, then it will populate the other 11 sheets [February through December]. The move to February is just a click on the yellow tab at the bottom of the screen. The same is true for all other months. The sheet has been locked so critical formulas that make the sheet work cannot be compromised. Moving from field to field should be as simple as pressing the tab key. Other formatting features like bolding and highlighting will not function either.

2013 EFCTMN TIME SHEET PROCEDURE

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The first entry, which is your name, is entered in cell A4. Put the cursor in that field and start typing.

Once your name has been typed, press the tab key and type in your telephone number [area code and number]. Example: 123-456-7890. Now tab again and insert your class year. Example: 2012 It should look something like this:

It may be necessary to press the space bar two or three times to get your name more into the cell area for better printing. Some adjustments could be necessary from PC to PC or Macs.

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Now go to the bottom of the page and find the pink fields. See notation in red letters “ Manually key in cumulative total from 2012”.

In cell D35 you will key in your cumulative Advanced Training hours. If you have not maintained this record for yourself please contact Rob Roy. Your totals must match the official records. In cell G35 you will key in your cumulative Service Hours. If you have not maintained this record for yourself please contact Rob Roy. Your totals must match the official records. Example: 100 keyed in for AT and 500 keyed in for Service:

Note: Once you enter your cumulative totals for Advanced and Service in the pink fields, the sheet will automatically keep track of them from month to month for the rest of the year. See orange fields. If you want to verify the process, click on any of the month tabs at the bottom of the sheet and you will see the 100 and 500 hours now appear on all sheets through December.

2013 EFCTMN TIME SHEET PROCEDURE

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Now, the line entry process can begin. In cell A7, under the January column, enter the date. It can be entered in a variety of formats depending upon what you prefer. However, it is recommended just to put the day only. This is a clean, easy to use format and makes it very reader friendly.

Press the tab key and move to the Project / Activity / Event field [cell B7] to enter the description of service or advanced training activities.

The preferred method of entering you information on the sheet is line by line, day by day as you work on a project. If you work on two or more projects then make a separate line item for each of them. Once the name of the project has been fully identified then abbreviations are sufficient. Examples would be Lake Ray Roberts Interpretive Center [LRRIC], Lewisville Lake Environmental Learning Area [LLELA], Elm Fork Education Center [EFEC] and Elm Fork Chapter TMN work [EFC], etc Be as brief as possible, but yet descriptive enough to remember what you did if called upon to further describe your work that day. If there is not enough space for your entry use the next line down to finish your notation

Press the tab key again and you will be in the Advanced Training Hours column [Cell C7]. Enter the hours if you have any. Use only whole and half hours, i.e. .5, 1.5, 2.0, etc. Press the tab key again and the cursor will be in Service Hours column [E7]. Enter your hours. Use only whole and half hours, i.e. .5, 1.5, 2.0, etc. Press the tab key again and the cursor will be in the Direct Contacts field [i7]. Enter your direct contacts here. Press the tab key again and the cursor will be in the Indirect Contacts field [K7]. Enter your indirect contacts here. Press the tab key again and the cursor will move to the next line down [B8] for a new entry

2013 EFCTMN TIME SHEET PROCEDURE

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See examples below for ideas on data entry.

Veteran Member Elm Fork Chapter Texas Master Naturalist 2013 Training / Service Record

DATE PROJECT / ACTIVITY / EVENT ADVANCED TRAINING HOURS

YTD TRAINING

HOURS

SERVICE HOURS

MTDSERVICE

HRS

YTD SERVICE HRS

January BEGINNING BALANCE 0.0 0.0 0.0 D I

7 EFC - assist with chapter move preperation 0.0 2.0 2.0 2.0 D I

8 Elm Fork Education Center [EFEC]- assist with group tour 0.0 3.0 5.0 5.0 D I

9 EFEC - assist with group tour 0.0 3.0 8.0 8.0 D I

10 EFC - attend Board of Directors meeting 0.0 3.0 11.0 11.0 D I

11 Lewisville Lake Environmental Learning Center [LLELA] - Docent - Trail hike 0.0 3.0 14.0 14.0 D 10 I

12 EFC - Spoke to Denton Chamber of Commerce about becoming an M N 0.0 2.0 16.0 16.0 D I 20

17 EFC - attend monthly meeting - awards presentation no speaker 0.0 0.0 2.0 18.0 18.0 D I

19 Intro to Texas Hummingbirds - John Bunker Sands Wetland ctr. - Mark Klym 3.0 3.0 18.0 18.0 D I

24 EFC - Training on how to use 2013 member time sheet 3.0 6.0 18.0 18.0 D I

25 Lake Ray Roberts Interpretive Center [LLRIC] - attend center for park visitors 6.0 4.0 22.0 22.0 D 10 I

6.0 22.0 22.0 D I

1-30 LLELA - Prairie Restoration [1,3,5,7,9,15,16,20,21, 25, 30} 4 hrs/day x 11 days 6.0 44.0 66.0 66.0 D I

The above is an example of grouping if you work several days on the same project 6.0 66.0 66.0 D I

It also shows using abbreviation for the project 6.0 66.0 66.0 D I

6.0 66.0 66.0 D I

27 LLRIC - Greeted park visitors & explained about the center. Also asked to 6.0 3.0 69.0 69.0 D I

lead hike on nature trail close to bldg after my shift ended in the IC. 6.0 69.0 69.0 D I

Note: This is an example of a two line entry if needed 6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

6.0 69.0 69.0 D I

JANUARY TOTALS 6.0 6.0 69.0 69.0 69.0 D 20 I 20

Manually key in cumulative total from 12/31/12 100.0 500.0

JANUARY LIFETIME GRAND TOTALS - - - - - - 106.0 - - - - - - - - - - - - 569.0

E F C Member 123-456-7890Outreach: (DIRECT INDIRECT)

# Reached: D = personal; instructional; hands on or I =

booths; displays

SIGNATURE BELOW

2012

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If you want to verify your hours are being calculated and moved forward click on the December tab and verify the total. See next page. These four fields should be the same on the January and December, as noted in the example. See next page for December confirmation.

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A confirmed match of data on the four fields previously described. One of the most important things to remember is sign your sheet. A field was inserted at the very bottom right corner of the sheet to serve as a reminder. Please place your signature in the margin below the field labeled SIGNATURE BELOW. If you have a large signature not to worry, the margin should be large enough to accommodate it. Once your time sheet has been submitted please allow 6 weeks for it be reviewed and posted for the awards process. Special Notes:

1. EFCTMN prefers once a time record has been posted that it not be revised or removed from the book. You can tell if your sheet has been posted because there will be small check marks at the bottom of the time sheet. This is an indicator for our volunteers who handle the State reporting process to know your records have already been entered into the master spreadsheet. There are several ways to capture hours that you forgot to add. Contact Rob Roy or Betty Mullenweg for help before making the revisions. They have some good ideas on how to make it happen. It makes work easier for you and them.

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2. Even if you don’t have hours to post for a month please print the sheet for that month, indicate no hours worked and file in the book. There should be 12 sheets under your name at the end of the year. This is a tool to verify consistency and accuracy of this process.

We hope this description of how to use the 2013 Time Sheet helps answer your questions. The time sheet has been simplified, so all you need to do is make a few keystroke entries. A special thank you to the volunteers who assisted in the development and testing of the time spreadsheet and this procedure:

1. Ron Fellows 2. Rob Roy 3. Susan Pohlen 4. Van Elliott 5. Judi Elliott 6. Betty Mullenweg

Thank you for all your work and interest on behalf of our chapter. If you have questions or need help contact:

Van Elliott – email: velliott2105@msn.com or phone (972) 539-4350. Rob Roy – email: robt_t_roy@msn.com or phone (214) 668-3233 Betty Mullenweg – email: bmullenweg@gmail.com or phone (940) 891-3250