2016 My Rotary Club Central - Southern California Nevada PETS

Zone 26
2016 PETS
My Rotary
Club Central
B. Scott Farrenkopf
Past President, Rotary Club of Moorpark, California USA
District 5240, 2016-17 EAG - Region 2
District 5240, 2016-17 Board Director at Large
[email protected]
805-908-1095
1
Preface
Death by Powerpoint
2
Internet
Teaching Options
> Best
–
–
–
–
Half day long
In a computer lab
High speed direct internet connection
Hands-on visual learning looking at screens
> Worst
– Less than 1 hour long
– All talk with no visual aides
> Compromise
–
–
–
–
–
Less than 1 hour long
Powerpoint screens shots
Simulate hands-on
No wireless internet latencies
Can be supplied as a reference
3
Agenda
>
>
>
>
Learning Objectives
RI Website
My Rotary
Club Central
– Views (Pages) and Areas (Tabs)
– Club View Goal/Actual Entry & Monitoring
• Club
• Service
• Foundation Giving
– Resources
– Reports
> Summary
> Wrap-up
> Questions
4
Learning
Objectives
> Understand the difference between Rotary.org, My
Rotary, and Club Central
> Login to and Access My Rotary and Club Central
> Understand the layout of Club Central and its
features
> Classify goals under Club, Service, and Foundation
Giving
> Be able to enter goals and achievements into Club
Central for your club
> Be able to monitor and generate reports in Club
Central for your club as well as for your own
foundation giving
> Know how to access resources in Club Central
5
Website
Wisdom #1
You can’t break the internet!
6
Website
Wisdom #2
7
Rotary Website
> The “Rotary Website” is open to the people of the
world to access at:
– www.rotary.org
8
My Rotary
Access
> “My Rotary” is the firewall Rotarians need to get by
to access the RI website’s Rotarian only area via a
log-in with a username and password
Click here
9
My Rotary
Sign In
Click here
10
My Rotary
Log In with Acct.
If you already have an account:
enter your email &
password then
click “Sign In”
11
My Rotary
Log In without Acct.
If you do not have an account:
click “Create Account” and follow the instructions
(Have your Rotarian magazine available since your
membership ID will be needed and your label shows it)
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My Rotary
Log In without Acct.
Rotarian magazine label
with membership ID
13
My Rotary
Log In without Acct.
Rotarian magazine label
membership ID
14
My Rotary
After Log In
Top of Page
15
My Rotary
Middle of Page
16
Club Central
Access
Click here
Or click here
17
Club Central
> “Club Central” is the area within My Rotary for:
– Rotarians and club leaders to access reports,
– Club leaders to enter club specific goals for club,
service, and foundation giving,
– Club leaders to update achievements and monitor
progress to goals, and
– The District, Zone, & RI to collect information about
and track the progress of Rotary Clubs
18
Why
Club Central?
> Rotary Clubs need a structure to help them organize
and collect goals plus to get feedback to be successful
> Rotary International and Rotary Clubs need
consolidated information and statistics about projects,
money, service hours, and membership to effectively
execute public relations activities in order to grow
membership
> District leadership needs to be able to know where
clubs are experiencing challenges so they can
effectively assist, mentor, train, and coach clubs
> Future District and RI club award submissions can
move towards an automated online application
process to shorten leadtimes, remove redundancies,
and reduce burden
19
Club Central
Pages (Views)
> There are 4 “View” pages available
–
–
–
–
Club View (Presidents) {enter & monitor data}
Club Group View (AG’s) {enter & monitor data}
District View (DG’s & District Staff) {monitor data}
Global View (Zone & RI Staff) {monitor data}
> There are also “Resource” and “Report” pages
20
Club Central
Areas (Tabs)
> There are 3 “Areas” to enter/monitor
– Your Club
– Service
– Foundation Giving
21
RI Goal Priority
> How will Rotary International, the District, and your
Club gage success?
> Very simply …
> Did your club grow membership [GM] and increase
its number of Rotarians?
– You can’t serve others without manpower – ie.
Rotarians!
> Did you support The Rotary Foundation [STRF]?
– You can’t serve others without money!
> Did you conduct and support impactful, needed, and
sustainable community and global service projects
[CSP]?
– Without projects there is no service!
22
RI & Club Goal
Linkage
Avenues of Service and Committees
•
•
•
•
•
•
•
•
•
•
Club Service
Community Service
International Service
Vocational Service
Youth Service
Membership
Foundation
Fundraising
Public Relations
Giving or Allocations
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[GM]
[CSP]
[CSP]
[CSP]
[CSP]
[GM]
[STRF]
[CSP & STRF]
[GM]
[CSP]
Club Central
Organization
> Your Club
– Membership Retention
– Rotarian Engagement
– Club Communication
– Public Relations
> Service
– Service Projects and Activities
– New Generations Clubs
– New Generations Participants
> Foundation Giving
– Annual Fund
– Polio Plus Fund
– Major Gift and Endowment Fund
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Club Central
Goal Types
> Goal
– Forecast
• Presidents enter initial draft in February
• Chairs & Committees refine thru June
• Club approves & freezes by the end of July
> Achievement
– Actual
• Update monthly
– Type #1: Achievement is “Self -Entered”
• Blank field for entry like the goal
– ex. Project $ and hours
– Type #2: Achievement is “RI Supplied”
• Auto-filled field - can’t enter
– ex. Interact clubs
– ex. APF giving
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Your Club
> Membership
– Year End Member Count
> Rotarian Engagement
– Members Participating in Club Service Activities
– Members Sponsoring New Rotarians
– Members in Leadership Development Programs or
Activities
– Members in Rotarian Action Groups
– Members in Rotary Fellowships
– Members Attending District Conference
– Committee Chairs Attending District Assembly
> Club Communication
– Club Has Strategic Plan
– Online Presence Accurately Reflects Current Activities
– Number of Social Activities for Members Outside Club
Meetings per Year
> Public Relations
– Number of Times Website or Social Media is Updated
per Month
– Number of Media Stories Covering Club Projects per
Year
– Use of RI Produced Advertising and Public Service
Materials
26
Club View
Your Club Tab
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Your Club
Trends
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Your Club
Trends
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Your Club
Goals & Progress
Membership
Click here
Then click here
If you see “View” and NOT “Edit”
then you are not assigned a PE role
on the RI website.
Your current Secretary can do this!
Make sure
You ARE on your year tab!
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Your Club
Goals & Progress
Membership
July 1 #
(RI Auto Fill-In)
Current #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
June 30 #
(Actual – RI Auto Fill-In)
Click here
31
Your Club
Goals & Progress
Rotarian Engagement
Click here
32
Then click here
Your Club
Goals & Progress
Rotarian Engagement
July 1 #
(RI Auto Fill-In)
Current #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
Calculated
Current #
(Actual – Club Entry Field)
{Update Monthly}
Click here
33
Your Club
Goals and Progress
Club Communication
Click here
34
Then click here
Your Club
Goals and Progress
Club Communication
July 1 #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
Current #
(Actual – Club Entry Field)
{Update Monthly}
Click here
35
Your Club
Goals and Progress
Public Relations
Click here
36
Then click here
Your Club
Goals and Progress
Public Relations
June 30 #
(Goal – Club Entry Field)
July 1 #
(RI Auto Fill-In)
Current #
(Actual – Club Entry Field)
{Update Monthly}
Click here
37
Exercise #1
You have 1 minute to:
Write down what you will do
if on July 15, 2016
you notice that the
July 1, 2016
starting club membership
in Club Central
is incorrect
38
Service
> Service Projects and Activities
– Project #N
•
•
•
•
Volunteers
Hours
Cash
In-Kind Value
> Clubs for Young Leaders
– Number of Rotoract Clubs
– Number of Interact Clubs
> Youth Program Participants
– Number of Inbound Youth Exchange Students
– Number of Outbound Youth Exchange Students
– Number of RYLA Participants
39
Service
> Projects
– Include Community, International, Vocational, and
Youth Service projects
– Don’t forget grants (DGs and GGs) whether in a lead or
support role (they probably will carry over to the next
year unclosed if a GG)
– Don’t forget giving or allocation meetings where money
is donated to NPOs or scholarships
– Don’t forget fundraisers which also benefit the
community
– Expand all areas in the entry fields to capture Avenue
of Service, Area of Focus, and supporting organization
data
– List money donated directly or in-kind by your club or
a club Rotarian as well as District and RI matching
funds if your club is the international lead partner
• Treasurer’s check log is a great source to gather it
– List total man-hours dedicated before, during, and after
• Weekly meeting attendance record can have a blank by
each Rotarian’s name to self-capture their donated time
• Don’t spend more time tracking than doing – make it a
quick estimate (# of participating Rotarians times the
length of the event rounded to the nearest hour)
40
Club View
Service Tab
41
Service
Trends
42
Service
Goals & Progress
Service Projects and Activities
Click here
43
Then click here
Service
Goals & Progress
Service Projects and Activities
July 1 #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
Calculated
Type Project Title
Type Project Description
Type Est. Man Hrs.
Type Est. People
Type Est. Cash
Click Here to Add
More Est. Material Types
Type Est. Material
Type Est. Amount
Type Est. Value
44
Service
Goals & Progress
Service Projects and Activities
Check Est. Project Avenue of Service
Select Est. Area of Focus
Check Est. Partners
Check Est. Funding Type
If DG or GG, Indicate Grant #
45
Service
Goals & Progress
Service Projects and Activities
Type Act. Man Hrs.
Type Act. People
Type Act. Cash
Click Here to Add
More Act. Material Types
Type Act. Material
Type Act. Amount
Type Act. Value
Click Here when the Project is Done
46
Service
Goals & Progress
Service Projects and Activities
Check Act. Project Avenue of Service
Select Act. Area of Focus
Check Act. Partners
Check Est. Funding Type
If DG or GG, Indicate Grant #
Click Here to Add
Additional Projects
Click here
47
Service
Goals & Progress
Clubs for Young Leaders
Click here
48
Then click here
Service
Goals & Progress
Clubs for Young Leaders
July 1 #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
Current #
(Actual – RI Auto Fill-In)
Click here
49
Service
Goals & Progress
Youth Program Participants
Click here
50
Then click here
Service
Goals & Progress
Youth Program Participants
July 1 #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
Current #
(Actual – Club Entry Field)
{Update Monthly}
Click here
51
Exercise #2
You have 2 minutes to:
Pick one service project for goal entry
and
list the metrics & data
you will enter
into Club Central
in February of 2016
52
Foundation Giving
> Annual Fund (APF)
– APF Dollars
• PH Society
– Rotarians who have committed to give unrestricted
$1000 or more annually (typically autodebited/charged)
• Sustaining Members
– Rotarians who have committed to give unrestricted
$100 to $999 annually
• EREY
– Rotarians who have committed to give unrestricted
more than $0 up to $99 annually
> PolioPlus Fund
– Polio+ Dollars
> Major Gifts and Endowment Fund
– Major Gifts ($10,000+ in Cash to APF)
– Bequest ($10,000+ from Will, Trust, Insurance)
– Benefactors ($1,000+ from Will, Trust, Insurance)
53
Foundation Giving
> Don’t forget to pro-rate an estimated giving for the
new members
– Do not assume all get inducted July 1st!
> Send in club collected $ at least quarterly
– Allows tracking and maximum earnings at RI
54
Club View
Foundation Giving Tab
55
Foundation Giving
Trends
56
Foundation Giving
Goals and Progress
Annual Fund
Click here
57
Then click here
Foundation Giving
Goals and Progress
Annual Fund
Max. 5 Yr. #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
Current #
(Actual – RI Auto Fill-In)
Click here
58
Foundation Giving
Goals and Progress
PolioPlus Fund
Click here
59
Then click here
Foundation Giving
Goals and Progress
PolioPlus Fund
Max. 5 Yr. #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
Current #
(Actual – RI Auto Fill-In)
Click here
60
Foundation Giving
Goals and Progress
Major Gifts and Endowment Fund
Click here
61
Then click here
Foundation Giving
Goals and Progress
Major Gifts and Endowment Fund
Max. 5 Yr. #
(RI Auto Fill-In)
June 30 #
(Goal – Club Entry Field)
Current #
(Actual – RI Auto Fill-In)
Click here
62
Exercise #3
You have 2 minutes as a table to:
List the steps you will take
to determine your club’s
Annual Program Fund (APF)
giving goal
to enter into Club Central
in February of 2016
63
Club Central
Resources
> There are “Resource” pages available
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Club Central
Resources
Example:
Click the “Resources” page and
the “Foundation Giving” tab
and see this
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Club Central
Reports – Club
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Club Central
Reports - Club
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Club Central
Reports - Service
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Club Central
Reports - Foundation
You can get your own personal TRF
giving report here
69
Summary
> Success in Using My Rotary Club Central is
…
> 1) You with your committee chairs set SMART
goals that are bought into by your club
membership by July.
> 2) You check actual performance to goals monthly
for those reported by RI.
> 3) You update actual performance to goals
monthly for those reported by your club.
> 4) You focus on net membership growth,
foundation APF & Polio + giving, and local and
global service project execution.
> 5) You meet or exceed your realistic stretch goals
which were frozen by the end of July.
District 5240 PE
Retreat
September 2015
70
Wrapup
> Without Rotary Club goals and linked
monitored actuals, how can you possibly? …
"Do all the good you can.
By all the means you can.
In all the ways you can.
In all the places you can.
At all the times you can.
To all the people you can.
As long as ever you can."
- John Wesley
71
Questions
72