Tracking Member Award Status- hiding Former Member activities?

yxie555 wrote: That is what I am doing right now. I just wasn't sure if I should clean up the "Backup Speaker", because it seems it will show up in the report even though the backup speaker didn't actually give his/her backup speech.

What you may want to do for the Backup Speakers is to change them so that they are not marked as speaking slots. (clear that checkbox) That will keep them from being lumped with the real speakers. After all, all you really care about for Backup Speakers is just providing a spot for them to sign up. In my case, we always move the Backup Speaker (my club always has 2) to a real speaking slot in the agenda anyway, so the Backup Speaker slots are really just placeholders. We set the duration for Backup Speakers to 0 minute.s Also, in my club, we do not print the Backup Speakers, since they do not have a place in the real meeting agenda--again, just placeholders.

I can identify with the VP-Education problems. Having been VP-Education many times in different clubs, we need a why of having the Toastmaster of the Day or the VP-Education to easily recording who came to the actual meeting (including the names of guests) and the actual roles taken by the members and guests. Also the actual speech title and manual and project number.

From this it should be fairly easy to extract the information the VP-Education to see how the members are progressing to the completion of their manuals. Rather than the member setting their goals, use this system so the VP-Education set the members goals. They have to record this somewhere, whether in Google Docs or using pen and paper, or even informing the Club's Area Governor for their Report, which then goes to Toastmasters Internationals upper echelons.

When it comes time to file the members awards to TI, a report could be created summarizing the speech titles and dates given. The VP-Education could then use the Cut and Paste feature to add the Information to the TI Web Forms.

Another feature that would make the VP-Educations life easier, would be for a member/VP-Education to record manual speeches given at a different clubs or other locations. You have the database, just add a club/location field to it.

I have been designing computer systems using databases and the cloud for 46 years, and a Toastmaster for 10 years.

Brian Dodd, DTM
www.BrianDodd.info

PS The member report has some of the information needed by the VP-Education, however they need to be easily add or delete missing or wrong information. In my clubs, if a member misses a speech role assignment, another member or even a guest will step up and fill the role. The Report needs to be sorted by member by manual by project number ... you do not need the speech notes (unless requested).

You always have to reconcile the agendas after the meeting with whoever actually did the roles. It is not any different to do this than entering the people with the pencil button the first time. In my club, our VPE keeps a markup copy of the agenda that he just marks up with the people that actually did the roles, and then just corrects the agenda after the meeting. In this way, our role history is kept accurate.

There is already a role history report.

As far as manual speeches at different locations, just create a dummy agenda with the role in it.

Hi

>> In this way, our role history is kept accurate.

One thing that breaks the accuracy of your role history is that once you move a Member to the Former Member list, your report excludes their name / activities. I would prefer that names of current, former members, even guest and visitors - i.e all the available name lists on the database are included in reports - so we can see the spread of activities over the past period under review.

As it stands, the role reports and historical agendas are not true reflections of our meetings as we recently lost a few fairly active members, and when I tried reviewing who had done what just a couple of months ago, the reports omitted the former member names - from agendas, and role reports. Appears that we didn't do too much on a couple of evenings ...

How do I work around this?

Hi! I know this is an old thread, but I wanted to add that the reports and tracking is great for the CC as well as functionary roles.

The missing link however is knowing which CL project was associated with functionary and getting insight into where members are with their CL development, without sitting down with them and checking their manual.

Since a functionary role is different to a CC role in the way that one role could apply to several different projects, getting this extra data would be helpful in creating a clear path for members to progress towards their CL.

Would it be possible to add an optional CL project for the functionaries? That would be very useful to me and it sounds like to others too.

Kind regards,
Sof

>> One thing that breaks the accuracy of your role history is that once you move a Member to the Former Member list, your report excludes their name / activities

Did this ever get addressed? No longer in VPM role, but now as an Area Director, ! want to encourage my clubs that don't have a platform to use this system.

Given the turnover of TM membership, it's a pity that the rule of excluding former members from previous agendas is applied. It makes it impossible to build an accurate picture of schedule 'richness' & member (or visitor) participation over time - especially over the renewal periods that occur twice a year.

The VPE / VPM should be able to update a recent prior agenda with actual participants (as mentioned on other posts), but then if we lose members, we should not lose the details of their participation in meetings. That way, a committee, or even the Area Director, could get an accurate overview of club activities - without information being filtered by an unwanted rule.