Troop Cookie Coordinator Training

FOLSOM TRAILS SERVICE UNIT #134
12/8/2015
Troop Cookie Coordinator Workshop
1
WELCOME AND INTRODUCTIONS
Joyce L. Tanjoco
Orientation Specialist, Webmaster
Service Unit Cookie Program Manager
Mobile :: (916) 806.0914 or [email protected]
12/8/2015
2
TOPICS
New Troop Cookie Coordinators Overview (Arrive @ 6:30pm)
Troop Cookie Coordinator Responsibilities
5 Essential Skills
Goal Setting
Snap +
How the Cookie crumbles
Sample Cookie Order Forms
COCO
Initial Orders
Cookie Cupboards and Cookie Jars
Transfers and Planned Orders
Sample Receipts
Damages, Overages, Shortages
Banking and Financial Transactions
Main Rewards Order, Reports, Final Paperwork
Question & Answer
Seasoned Troop Cookie Coordinators (Arrive @ 7:15pm)
2016 Cookie Program Theme
2016 Cookie Menu
10th Anniversary Cookie
Gluten Free Orders
Troop Proceeds & Girl Rewards
How do we sell cookies
Snap+ Updates
12/8/2015
Forms and Available Resources
COCO Updates
Initial Orders
Initial Pick Up & Mega Drop
Cookie Cupboards & Cookie Jars
Booth Sales
Project Thank Yous
FTGS Cookie Rally
3
COOKIE PROGRAM MATERIALS
Troop Cookie Coordinators should have received one (1) of these:
Troop Cookie Manager Guide
Cookie Program Volunteer Position Agreement
Troop Final Report Envelope
Troop Goal Poster
Troop Cookie Coordinators should take one (1) of these for each girl in your troop:
Cookie Order Form
Rewards Flyer
Money Collection Envelope
Cookie Permission & Responsibility Record
Troop Cookie Coordinators should take the following Financial resources:
Three (3) Receipt Books
Three (3) Deposit Slips (Which have 3 parts to 1 deposit slip)
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TROOP COOKIE COORDINATOR RESPONSIBILITIES
Pages 4 & 5 in Troop Cookie Manager Guide
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THE FIVE (5) ESSENTIAL SKILLS
Business Ethics
Goal Setting
People Skills
Money Management
Decision Making
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GOAL SETTING
Encourage Troop Leaders to dream up specific goals with the troop
Specific
Measureable
Actionable
Realistic
Time bound
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GOAL SETTING, CONTINUED
Examples of S.M.A.R.T. troop goals
Earn enough for…
10 girls to attend a 2-day horseback riding camp in July
20 large bags of dog food to be donated to a local animal shelter in August
5 girls to travel to Washington DC for 3 days in September
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GOAL SETTING, CONTINUED
Example 1: 10 girls attend a 2-day horseback riding camp in August
Cost is $200 per girl x 10 girls = $2,000 troop fundraising goal
Troop Proceeds per package = $0.90
Packages to be sold to achieve goal = $2,000/$0.90 = 2,222 packages
Per Girl Average = 2,222 packages /10 girls = 222 packages per girl
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GOAL SETTING, CONTINUED
Is the goal…
Specific
Measureable
Actionable
Realistic
Time bound
If yes, the troop is ready to…..
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SNAP +
ABC’s Premier Online Order Management System
Snap is ABC’s exclusive online order management system providing users with an
intuitive ordering system and full reporting capabilities.
As Troop Cookie Coordinator, you will use this application to update or correct your
information as Troop Cookie Coordinator AND you will also update or correct
information for your troop.
Snap+ is accessed through abcsnap.com
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HOW THE COOKIE CRUMBLES
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COOKIE ORDER FORMS
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COCO
COCO Cookie Command is simply a tracking tool for the girl. It is the same as the
paper cookie order form but with some perks like automatic adding and tracking
through an application.
Girls should also set their sales goal in COCO to earn the "Goal Getter" patch
COCO Direct is the application where customers are sent, from COCO Cookie
Command, to order directly to ABC bakers.
Orders submitted through COCO Direct include shipping fees.
The girl should not include these orders in her initial order as they are being shipped
directly from the cookie company and do not go through the girl to get to their
destination.
She will get credit for these sales assuming she has entered her name and troop number
correctly.
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INITIAL ORDERS
Initial Orders is a period of time from when cookies can first be sold.
Initial cookie orders need to be ordered by the case.
Girls take initial orders from January 8th to January 24th
Initial Order due: January 24th
As Troop Cookie Coordinator, you can choose any date you like to get the
information from your girls. Your responsibility as Troop Cookie Coordinator is to
make sure you have all the information entered into SNAP by Sunday, January 24th
@ 8pm.
Page 21 in Troop Cookie Manager Guide
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COOKIE CUPBOARD & COOKIE JARS
After the initial order, you will have the opportunity to pick up additional CASES of
cookies from the Cookie Cupboard or Cookie Jar.
CUPBOARD: Cookies will be available at cupboards throughout council.
This is usually a home of a volunteer in our area.
JAR: A cookie jar will be established this year for our service unit.
Similar to the Initial Order, you must acquire cookies by CASES.
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TRANSFERS & PLANNED ORDERS
Cookie inventory management is a critical component of the cookie program.
Transfers and Planned orders are needed for orders after the initial order
Since Cookie Cupboards and Cookie Jars only distribute by the CASE, transfers and
planned orders are needed.
Troop to Troop (T2T): To transfer inventory is transferred troop to troop
Troop to Girl (T2G): To transfer inventory to the girls in your troop. There are two types:


Transfer with financial responsibility – The adds to the amount the girl would owe the troop
Transfer without financial responsibility – This transfer does no add to the amount  Booth Sale
Girl to Troop (G2T): To transfer from a girl back to the troop
Planned Orders: These are for the cookie cupboards to help ensure the cookies needed
for booth sales or for additional orders are available when you need them.
Pages 28 & 29 in Troop Cookie Manager Guide
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SAMPLE T2T & T2G COOKIE RECEIPTS
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SAMPLE G2T MONEY RECEIPT
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DAMAGES, OVERAGES AND SHORTAGES
Good communication with all the families in your troop throughout the sale is the
best way to ensure your troop does not have excess unsold inventory.
Make a plan with your troop what to do with unsold cookies. Suggestions area
available in the Troop Cookie Guide, page 30.
Damages: Exchange at your local cupboard and are done for the same variety
only
If a customer receives damaged cookies, they can email the product sales department @
[email protected]
Overages/Shortages from the Mega Drop, email the product sales department @
[email protected] within 24 hours
Page 30 in Troop Cookie Manager Guide
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BANKING & FINANCIAL TRANSACTIONS IN
+
SNAP
Deposit into the council bank account the proceed amount due to GSHCC by
Monday, March 14th.
Deposit amount earned by the troop into your bank account.
Use the Troop Balance Summary Report in Snap+ to identify these balances. Look
for the Sales Amount Section.
See sample deposit slips in page 34 of your Troop Cookie Manager Guide
Pages 33 & 34 to in Troop Cookie Manager Guide
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MAIN REWARDS ORDER, REPORTS & FINAL PPWK
Main Rewards Order
Once you have transferred your troop inventory to the girls in your troop, you will need to
create the Main Rewards Order.
This is the only way your girls will receive their earned rewards.
Reporting your order
Print the Troop Balance Summary Report from Snap+
Attach your bank validated deposit slips
Final Paperwork
Locate your Troop Final Report Envelope.
Organize troop paperwork according to the envelope instructions
Page 35 in Troop Cookie Manager Guide
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QUESTION AND ANSWERS
23
BREAK
12/8/2015
Until 7:15pm
24
COOKIE PROGRAM MATERIALS
Troop Cookie Coordinators should have received one (1) of these:
Troop Cookie Manager Guide
Cookie Program Volunteer Position Agreement
Troop Final Report Envelope
Troop Goal Poster
Troop Cookie Coordinators should take one (1) of these for each girl in your troop:
Cookie Order Form
Rewards Flyer
Money Collection Envelope
Cookie Permission & Responsibility Record
Troop Cookie Coordinators should take the following Financial resources:
Three (3) Receipt Books
Three (3) Deposit Slips (Which have 3 parts to 1 deposit slip)
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YOUR ROLE AND USER GUIDES
GSHCC heard YOU! Thank you!
User Guides explain your role
What you will need
Where to go
26
2016 COOKIE PROGRAM THEME
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2016 COOKIE MENU
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LEMONADES 10 TH BIRTHDAY!
GLUTEN FREE ORDERS
Gluten Free Ordering Process
Starts December 1st
Go to girlscoutshcc.org/glutenfree to order
Up to 5 cases until supplies last
Counts towards all rewards
No restock orders with ABC Bakers
GSHCC pays $2.25
Troop proceeds still $0.90 per package
Page 9 in Troop Cookie Manager Guide
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TROOP PROCEEDS AND GIRL REWARDS
Girl Rewards
Reduced # of packages for some lower level awards
Added in a 150 package level
All items shown on the insert are girl-centric
Cookie Boss Adventure – A very special overnight program just for them
June 11-12, 2016
Pages 13 to 15 in Troop Cookie Manager Guide
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TROOP PROCEEDS AND GIRL REWARDS , CONTINUED
Protect the Cookie Program tax-exempt status
Modify the riskiest elements of the reward structure
Camp
Cookie Credits
Solutions
Camp is a program if all top sellers attend together
Cookie Credits become Troop Treasure
Pages 13 to 15 in Troop Cookie Manager Guide
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TROOP PROCEEDS AND GIRL REWARDS , CONTINUED
Cookie Credits Issued to individual girls
$25
Girl #1 Redeemed
$100
Girl #2 Redeemed
$50
Girl #3 Expired
$65
Girl #4 Expired
$10
Girl #5 Expired
Troop Treasure
Issued to the Troop Leader
Troop Treasure
$250
Pages 13 to 15 in Troop Cookie Manager Guide
33
TROOP PROCEEDS AND GIRL REWARDS, CONTINUED
Troop Treasure – PART I
Packages Sold per Girl
Troop Treasure
Packages Sold per Girl Troop Treasure
150
$5.00
500
$22.50
200
$7.50
550
$25.00
250
$10.00
………
300
$12.50
1500 (Includes $75 bonus)
$155
350
$15.00
1550
$157.50
400
$17.50
1560
$160.00
450
$20.00
1600
$162.50
TROOP PROCEEDS AND GIRL REWARDS, CONTINUED
Troop Treasure – PART II
Troops with a 200 PGA earn $20 per girl
Rewards troops with high participation rate
Girls are incented to help the entire troop
Packages sold in the troop
= Troop Per Girl Average
# of girls registered in the troop
Example: 2,000 packages sold = 200 packages sold per girl
10 Registered Girls
10 girls x $20 per girl = $200 in Troop Treasure
Pages 13 to 15 in Troop Cookie Manager Guide
TROOP PROCEEDS AND GIRL REWARDS, CONTINUED
Early Recognition Reward
Troops with a 165 PGA earn a GSHCC lanyard and bandana for every
registered girl
Every girl at booth sales can wear matching GSHCC accessories
Rewards troops with a high participation rate
Girls are incented to help the entire troop
Packages sold in the troop
= Troop Per Girl Average
# of girls registered in the troop
Example: 1,650 packages sold = 165 packages sold per girl
10 Registered Girls
TROOP PROCEEDS AND GIRL REWARDS , CONTINUED
Troop Proceeds
$0.90 per package
$1.00 per package for the Older Girl Proceeds
Available ONLY for Cadettes, Seniors, Ambassadors
Mixed troops with younger girls cannot elect the OGP
Electing the OGP MUST be a unanimous decision by all girls
Girls will not qualify for individual reward items
Still qualify for Troop Treasure, Early Recognition Rewards & Patches
Change the proceed plan in SNAP+ to elect OGP
Page 7 in Troop Cookie Manager Guide
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HOW DO WE SELL COOKIES?
Order Taking
COCOdirect
COCOmobile
Online Marketing
Booth Sales
SNAP + UPDATES
ABC’s Premier Online Order Management System
Here are some highlights:
New Dashboard (called the Cookie Sheet in Snap+)
Information about troop inventory, finances and more will be displayed
Transfer process easier!
Can process multiple same type transfers without exiting after each one
Easier to schedule troop booth sales! (less steps)
You will get login credentials by January 8th, 2016 (at the latest)
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Page 17 in Troop Cookie Manager Guide
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COCO
Girls can visit abcsmartcookies.com to get started!
Goal Setting
Set goals and track progress
Sales Planning
Plan activities
Consumer Marketing
Send ecards and generate reports
Volunteers should set up a COCO account
Links troop members
Share news with families
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Page 18 in Troop Cookie Manager Guide
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WHEN DOES THE SALE START?
Girls can start selling
Friday January 8,
2016
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INITIAL ORDERS
Initial Orders start January 8th and last through to January 24th, 2016.
January 23 (Saturday): Girls (parent/guardian) submit initial orders to
troop cookie manager (You can back this up)
January 24 (Sunday): Troop initial orders and early recognition orders are due in
Snap by 8 p.m. (This is DROP DEAD, YOU CAN’T BE LATE)
REMINDERS
 Initial orders in Snap+ are made in PACKAGES
 All cookies ordered are non-returnable
 In the Booth/Extras Row, order enough cookies for your first 2-4 booth sales.
These will make up your general inventory
Page 21 in Troop Cookie Manager Guide
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INITIAL ORDER PICK UP & MEGA DROP
Coordinate the pick-up of your troop’s initial order.
Your troop will need a large enough vehicle to transport their entire order. You can
arrange up to three (3) vehicles for pick-up, but they must all arrive at the same time and
enter the line together.
Sat, Feb 13th, 2016 @
Raley Field
400 Ballpark Drive
Pages 22 & 24 in Troop Cookie Manager Guide
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COOKIE CUPBOARD & COOKIE JARS
If no other troop has the cookies you need, try the following options
(1) Cookie Forum
Can be used to pick up packages through transfers
See page 28 and 29 of Troop Cookie Manager Guide
(2) JAR: A cookie jar will be established this year for our service unit.
Orders have to be in CASES
Folsom Trails is still looking for a cookie jar hostess
Planned orders not needed in snap for cookies from the jar.
(3) CUPBOARD: Cookies will be available at cupboards throughout council
Need to go into Snap+ to create a planned order
Orders have to be in CASES
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BOOTH SALES
Booth Sale Guidelines for Troop
Please have:
Two registered adults
A minimum of two girls; maximum of four girls
One registered adult volunteer handling all money
BOOTH SALES START
FRIDAY, FEBRUARY 19TH
THRU
SUNDAY, MARCH 13TH,
2016
Pages 19, & 25 to 27 in Troop Cookie Manager Guide
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BOOTH SALES, CONTINUED
There are three rounds of Booth Sales
Page 20 in Troop Cookie Manager Guide
Booth Sale Round Zero (0) - For the Round 0 Booth Sale Lottery, Folsom troops can request up to 2
Booth Sale time slots in Folsom. Each time slot is 2 hours and will be assigned in a lottery of Sutter Oaks
and Folsom Trails (the other Folsom Service Unit) troops.
When the sites are available I will send out an email to all troop cookie coordinators.
You will need to email me your top 10 time slot choices no later then December 31st and you will need to order
them by preference.
I will email your troop’s time slots by January 7th
Booth Sale Round One (1) – Opens Sun, Jan 17th @ 8pm and closes Weds, Jan 20th @ 8pm
Open to all troops in GSHCC and may sign up for 2 or more time slots
Booth Sale Round Two (2) – Opens Sun, Jan 31st @ 8pm and remains open until the end of the cookie
program, March 13th.
Open to all troops in GSHCC and may sign up for as many additional time slots (no limit)
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BOOTH SALE RESOURCES
Troop Booth Sale Worksheet
Troop volunteers can use this tool to help at booth sales track finances,
inventory and participation
Booth Sale Behavior Pledge
Volunteers can use this form as a resource for preparing the girls in the troop
for a booth sale
Booth Sale Guidelines for Troops
Reference this document to know the expectations for a successful booth sale
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PROJECT THANK YOU/COOKIE SHARE
Pre-Orders
GSHCC coordinates delivery to the military
No pick-up required
Site Sales
Packages donated by the troop to a charity of their choice
OR
Return to GSHCC to donate to military
Page 10 in Troop Cookie Manager Guide
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FTGS COOKIE RALLY– JAN
TH
9 ,
2016
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FORMS AND AVAILABLE RESOURCES
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IMPORTANT DATES
Girls Take Orders……………………………………… January 8-24, 2016
Troop Booth Sales begin……………………………….. February 19, 2016
National Girl Scout Cookie Weekend………………….. February 26-28, 2016
Troop Turns in Money to SU Cookie Program Manager … March 14, 2016
Rewards distributed…………………………………….. End of May 2016
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JUST-IN-TIME TRAINING





Relevant information and training when it’s needed
Instructional page and short videos
Emailed in advance
You will get the information when you need it…not now!
Will be available on our website
52
RESOURCES
Resources to help girls and volunteers have a successful cookie program and to stay
connected with the latest cookie news:
• girlscoutshcc.org/cookies
User guides, Just in Time Trainings, booth sale guidelines, behavior pledge, booth sale
worksheet, sample receipts…etc.!
• abcsmartcookie.com
COCO, troop activities, recipes, themed clip art, crafts….etc.!
Tweet About Us @GirlScoutsHCC
Share your troop @girlscoutshcc
Follow us @Facebook.com/GSHCC
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QUESTION AND ANSWERS
54
THANK YOU FOR ALL YOU DO!!!
As the Folsom Trail Service Unit
Cookie Program Manager
I am here to support you.
Please contact me with any questions @
[email protected]
Or by calling/texting
(916) 806-0914
(Please include your name and troop # when texting.)
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