Resource Management “Premier Track” Scott Carlson, P.E. Section Chair, Puget Sound Section [email protected]

Resource Management“Premier Track”

Scott Carlson, P.E.

Section Chair, Puget Sound Section

[email protected]

• 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)

Session Objective

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• 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

Session Outline

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PREMIER – Resources– Fin Rpts Mgr 4

• Awareness of the ASME Financial Reports Manager

• Knowledge of how access is achieved• Comfort level for future use of the tool

Session Objectives

PREMIER – Resources – Fin Rpts Mgr 5

Session Outline

What is the ASME Financial Reports Manager?

What does it do for me?

What do I need to make it work?

How do I get started?


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 year’s activity

• Allows you to see effects of investment gains and losses on your account; both are possible


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

http://volunteer.asme.org/Unit/

http://my.asme.org/financials/GLReports.cfm

http://my.asme.org/financials/GLReports.cfm


Unit Leadership Resource Center


Example: Pulling a Custodial Account Statement

Checklist!

Are you the Chair or Treasurer?

Do you have your ASME Membership Number handy?


Login to Financial Reports Manager


Choose the Account


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 don’t allow, a failure message may result


The Report Will Load in a Separate Window


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


Report Zoom 1


Report Zoom 2


Program Controls

• Printer Icon: Print Report

• Envelope Icon: Export Report

• Lightning Icon: Refresh Report

• Zoom

• Navigate Multi-pages

• Binoculars: Search for content


Export Options

• Notice we can export to several file types.

• Choose the file type you want

• Click Browse to enter file name and save


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

• It’s easy to access• Export reports easily to several different

formats for archiving and sharing


Closing Remarksfor

Financial Reports Manager

and

Questions or Comments?

Resource Management: VERT“Premier Track”

PREMIER – Resources - VERT 22

• Awareness of the Volunteer E-request Tool (VERT)

• Knowledge of how access is achieved• Comfort level for future use of the tool

Session Objectives

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Session Outline

What is VERT? What does it do for me?



PREMIER – Resources - VERT

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What is the VERT• VERT stands for Volunteer E-request

Tool• ASME’s 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/


http://volunteer.asme.org/Unit/

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)

• You’ll also need to scan any receipts – combining the report plus the receipts into one

• Now we’ll 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 [email protected]

• 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

• It’s easy to access

• It will allow you to upload files related to your requests


PREMIER – Resources – VERT 36

Closing Remarksfor

VERT

Questions or Comments?

Resource Management: Demographics“Premier Track”

PREMIER – Resources - Demographics 38

• Utilizing the Membership Database to fuller potential

• Learning how to use the Pivot Table function in Excel to help organize your data

Session Objectives

PREMIER – Resources – Demographics 39

Session Outline

What is Demographics Study?

What does it do for me?




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


Access from Unit Leadership Resource Center

PREMIER – Resources - Demographics

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Accessing the Online Roster



Section Example



District Example





Pick this one!

Membership File


Create Pivot Table





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


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.


1. Copy your pivot table

2. Paste(special)-values onto another worksheet

3. Clean up your data (for example St Martin’s Univ, St Martins Univ, Saint Martin’s Univ, and Saint Martins Univ are all the same institution/company)

4. Turn on the Autofilter so you can sort your results


Boeing and Boeing Co show up in two different fields and should be combined.


This sorted table shows that in the Puget Sound Section, St. Martin’s University, Boeing, Puget Sound Naval Shipyard and Tacoma Community College are the top four companies with the most membership in ASME.


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.


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

• It’s easy to access the data

• Doing the analysis helps you understand and serve your membership better

PREMIER – Resources - Demographics

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Resource Management“Premier Track”

Documents

Resource Management “Premier Track” Scott Carlson, P.E. Section Chair, Puget Sound Section [email protected]