QUICK TIPS
How to get the Annual Report for Boys & Girls Clubs of America

The Boys & Girls Clubs of America's Annual Report has been created in the Member Tracking System to be quick and easy for your end of year count.

NOTE: This report will be accurate if ALL Date of Birth, Ethnicity, Gender and attendance records are up to date for all members, staff and volunteers.

Page 3 Organization Staff Information and Page 4 Organization Volunteers - this information can be pulled if all staff and volunteers have been entered into the Member Tracking System.

1. On the Main menu click on Reports
2. Click on the Staff tab
3. Click on the Staff/Volunteer Age/Ethnicity/Gender Report
4. Choose Employed between 1-1-11 and 12-31-11
5. Choose the specific Staff Types for each of the categories on the report
6. In the Print section choose Staff Only for the answers on Page 3
7. Preview and Print this information
8. In the Print section choose Volunteers Only for the answers on Page 4
9. Preview and Print this information

Pages 19, 20, 21, 23, 24, 25 and 26 of the Annual Report

1. Click on Reports from the Main Menu of the Member Tracking System
2. Click on the Organization/Unit tab at the top of the screen
3. Click on the Boys & Girls Clubs of America Annual Report button
4. On the Universal Selection Engine choose Enrolled at least 1 day between 1-1-11 and 12-31-11.  This will include all members who have a current enrollment in 2011
5. If you are a multi-unit organization, please click on Members’ unit and select one unit. 
6. Click on Continue
7. The Annual Report Information screen explains that this report is pulling your data for CALENDAR year 2011 and describes several Maintenance Activities that should be run before running the Annual Report.  Click Continue.
8. Select 2011 as the Report Format Year which will coincide with Boys & Girls Club of America 2011 report.
9. Enter in 2011 for: Use Data from Calendar Year
10. Fill in a report sub-title if you want such as the Unit you are running for the report
11. Fill in your Summer Session Dates
12. Fill in the date of 12/31/2011 for Date sensitive data on this report calculated as of.  NOTE: Age, Fee Levels and Attendance data are date sensitive and the report will show different numbers based on this date.
13. Match all Ethnicities in the Ethnicity Conversion Table – the left column are your organization’s ethnicities and the right side are the standard ethnicities that are required for Boys & Girls Clubs of America.  Click on the blank line to see the dropdown selections. 
14. Click on the National Programs Conversion Table tab and match all of your Club Programs on the left to a National Program on the right. 
    Check the box of “Meal” if this program served a meal.
    Check the box of “Snack” if this program served a snack.
    Check the box of “Family” if this program was for families.
    Check the box of “Comm-Svc” if this program was community service based.
15. Click on the Membership Dues tab and check each of the Accounts that are used for Membership Dues
16. Click on the Fees tab and select the Fees used for Free/Reduced Lunches.  This field is found on the main Members form, bottom left corner near schools
17. Click on Continue to proceed
18. You may be warned about missing Date of Births.  We strongly recommend that you enter in this information. 
19. The Help tab will give you additional information on running the BGCA Annual Report. 
20. Many numbers are rounded in the report if no decimal places are shown.  If you would like a percentage showing actual decimal places on your report, please change the number of digits to display.
21. You can click on Re-Calculate All Pages to have all numbers be automatically calculated for all pages OR click on each Page tab at the top to calculate individually using the Re-Calculate Page X button in the lower left hand corner. 
22. During calculation, your screen will be red, then yellow and then white when your numbers are complete.  You will also get a message stating that the recalculation is complete.  This may take several minutes to calculate.  Please leave your computer alone until it is complete.
23. Click on Preview or Print.

NOTE: To get a list of your members that are included in that particular section, click on a specific cell to view.  You can also print a hardcopy of these members. 

NOTE:  If you are tracking for Community Outreach/Other Youth Served in the Member Tracking System with the Membership Type field, then on the Universal Selection Engine (STEP 4 ABOVE) choose Membership Type on the left and choose all types except Other Youth Served or Community Outreach to get your regular membership.   Then Preview and Print the report.  Then go back to the Universal Selection Engine and uncheck all the Membership Types and check the Other Youth Served or Community Outreach to get that number.

NOTE: If you have not performed the data cleanup routines then please review those routines. 

1. Find and Fix Missing Data
   Click on Procedures, Tools tab, Find and Fix Missing Member Data, Continue on Universal Selection Engine, Choose the Data Groups for DOB and Age Groups and then Ethnicity, Gender, Religion, SSN and fill in any missing data.  Follow the same steps for Find and Fix Missing Data for Staff
2. Edit Data
   Click on Procedures, Tools tab, Edit Data and follow the instructions on the screen 
3. Duplicate Members Report
   Reports, Members 3 tab, Continue on the Universal Selection Engine, Choose Member Name, Unit, Date of Birth and Primary Phone to show on the report then Choose Last Name, First Initial and Date of Birth to check for duplicates, Preview and Print the list
4. Consolidate Households and People
   Click on Procedures, Members tab, Consolidate Households and follow the instructions on the screen, then click on the Consolidate Household Occupants button on the bottom and follow the instructions on that screen
5. Delete Unattended Sessions
   Click on Activities from the Main Menu. Click Delete Unattended Sessions. Enter Date Range from 1/1/11 – 12/31/11. Click on Delete Unattended Sessions at bottom of screen. Click Yes. Click Ok.

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