Going to get an advancement report from Scoutbook Plus so I can go to the local Scout Store Saturday before our Pack meeting on Sunday, and I find I can no longer print the report there and am instead redirected to http://scoutbook.scouting.org and to get the “Needs Purchasing Report” from the Pack reports there. My issue is that when I do that, instead of the 33 items that show as “Need Purchasing” in Scoutbook Plus, I see a single open purchase order from Jan. 16, 2021 and a note that there are “no awards that need purchasing at this time”.
What is accurate at present? Or do I need to wait for this migration to be complete before I can run reports and know I am getting the right advancement materials?
One other note: I am registered as a committee member for one Troop (7019) and as the advancement chair for a Pack (0021). Not sure if this is causing issues with the visibility of things in Scoutbook.
My information:
SB ID: 11519787
BSA Member ID: 13633078
@MarkGuertin the old purchase order I would first just close. Then I would check the Scoutbook Needs Approval Report to see if the items are there waiting to go to the needs purchasing report
I can only see items in the Needs Approval Report that are for my son, no one else in the Pack. As Advancement Chair, should I be able to see more than that?
@MarkGuertin you were not really made UAC correctly - your Key 3 should go to my.scouting.org - Organizational Manager - Position Manager - Functional Roles = they can officially make you UAC there and 24 hours later you will be admin in Scoutbook to manage all scouts
Weirdly I show as the Unit Advancement Chair on that screen, but not as a registered adult. I assume because I’m registered with another unit? I’ve submitted paperwork to get listed that way, but that will take a week so we’ll just hold off on awarding advancement until this is sorted.
Following up on this @DonovanMcNeil because I’m now showing up as registered to the unit as an adult and as the Unit Advancement Chair, but the reports show nothing except what my son has earned. Looking in the Scoutbook Plus report I still can see 29 items to be purchased.
What do we need to do so I can fulfill my role as the unit advancement chair?
You need to use reports at scoutbook.scouting.org for now - not in Scoutbook + - go to Unit > Reports > then the NEEDS reports - Needs Approval / Needs Purchasing - those will get you the things to purchase
@DonovanMcNeil I have done that. As I said, the needs purchasing report does not show anything beyond what my own child has on the needs purchasing list. Please see attached screenshot.
You need to have at least an edit advancement connection with all scouts in the unit.
A unit making you UAC in Scoutbook does nothing - if they had done it correctly in my.scouting.org you would have also been made Pack Admin - that is the position you need to have connections to all Scouts to achieve your Job
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When did the UAC functional role appear in your my.scouting positions? I think it takes at least one day to propagate out to Scoutbook/SB+ from there. I thought that functional role automatically added connections to all of the scouts.
If you’re only showing as UAC in Scoutbook, then one of your Unit Key 3, Key 3 delegates or Unit Admins needs to connect you to all of the scouts (as @jacobfetzer mentioned). Alternatively, the Key 3/K3D could add the UAC functional role at my.scouting and it should propagate from there as noted above.
Where do I find the my.scouting positions? Weirdly, the only roles I can see on my.scouting.org show me as a committee member and that’s all. So it seems like I was never set up properly for this in the first place.
The fact that there are three different sites people have to look at (well, I guess just two now since Scoutbook Plus is no longer used) is clearly very confusing. My suspicion is that no one knew that it had to be updated in my.scouting and thus that never happened. I’ll work with the committee chair/cubmaster to try to get this sorted.
You don’t have to update it in my.scouting. That’s just the most direct way to get all the permissions for need. A unit admin could make you a unit admin directly in scoutbook instead.
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Most of the advancement functions for Cub Scouts have moved to Scoutbook Plus, so you should be using it if you are the Advancement Chair for a pack. However, there is a known issue right now with the Advancement Report in Scoutbook Plus, so you need to use the Needs Purchasing Report in Scoutbook (legacy).
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Yeah, it’s something of a transition period right now.
A bit of history, in case you’re curious:
Classic SB didn’t actually talk to my.scouting for permissions and registered positions when it was first developed. In fact, it wasn’t even a BSA property at the time. After the BSA purchased it, they started doing more integration with the official BSA membership systems, but there are some things that aren’t directly compatible, and an outdated code base, so Classic SB is being retired (as functionality is moved to SB+). SB+ (currently advancements.scouting) will eventually replace classic Scoutbook (currently scoutbook.scouting) eventually. No timeline has been made public, but that at least has been stated many times over the last several years.
SB+ relies primarily on the registered and functional roles (both shown at my.scouting) to determine permissions. It currently talks to SB (a bit) for permissions, but I suspect that’s probably a transitional thing so that units can continue working largely as they have in terms of SB roles (like Unit Admins) having access to things that have already moved to SB+ (like activity logs and calendars). I hope that SB+ will eventually incorporate some similar sort of granular permissions that can be assigned at the unit-level to registered scouters so that tasks can be “spread out” among the program and committee sides of the team in a way that works for units. However, I don’t have any special insight into how that will eventually evolve (I’m just an ASM myself), but it’s still on my wish list, if Santa comes asking. :^)
The functional roles (Key 3 Delegate, UAC, Membership Inquiry, COR Delegate, etc) have been appearing in my.scouting over the last couple of years. Presumably, helping units spread out some of those tasks to more than just the folks who are registered as the Key 3 (CM/SM/Adviser/Skipper, CC, COR), while not just opening everything up to all-and-sundry who are registered scouters in the unit.
