Mustang District Sam Houston Area Council Boy Scouts of America Self-Sufficiency & Leadership Skills for Life. A Guided Program for Youth and Adults

Technical Specification

Administration Volunteer Communication List (“A-List”)

v     Consists of 4 tables

Ø      Name (name_id, name_first, name_last, name_email, name_pin, name_timestamp)
(e.g.,"1" “James” “Neville” “james_g_neville@compuserve.com” "pass" "8/17/2003 9:10:12 AM")

Ø      Unit (unit_id, unit_type, unit_number, unit_pin, unit_timestamp)
(e.g., "1" “Troop 230” "pass" "8/17/2003 9:10:12 AM")

Ø      Role (role_id, role_type, role_pin, role_timestamp)
(e.g., "1" “Membership” "pass" "8/17/2003 9:10:12 AM")

Ø      Name Unit Role (NUR) Combinations (name_id, unit_id, role_id, timestamp)
(e.g., "1" "1" "1" "8/17/2003 9:10:12 AM")

v     Data Types

Ø      Id’s are Numbers

Ø      Names, Email, Unit, Role are Text

Ø      Timestamp updates every time the NUR Combination is updated

v     Users

Ø      Volunteers (lots - thousand)

Ø      Unit Contacts (many – hundred)

Ø      Communicators (many - twenty)

Ø      Administrators (few - five)

v     Actions

Ø      Prior to posting:

§         Administrator initializes Name, Unit, Role tables with all known existing volunteers, units, roles (many known)

§         Administrator initializes NUR Combinations as well (not many known)

Ø      After posting:

§         Volunteers and Administrator add/update tables using Volunteer or Administration Interface.

§         Communicators poll for distribution lists using Communicator Interface and Email Program (e.g., “all Pack Membership contacts”; “all Troop Finance contacts”)

v     Interfaces

Ø      Volunteer Interface

§         Forms are online accessible via Internet Browser

§         Internet Explorer 6 or higher required

Ø      Unit Contact Interface

§         Same as Volunteer Interface

Ø      Communicator Interface

§         Forms are accessible via Internet Browser

§         Internet Explorer 6 or higher required

§         Email program required that accepts lists of emails comma delimited

Ø      Administrator Interface

§         Data tables accessible via Access front end (preferably to SQL back end)

§         Broadband connection required

v     Controls

Ø      Volunteer Interface Security

§         Variation 1: Each Volunteer assigned a unique Individual PIN to update their Name and NUR records for themselves only

§         Variation 2: Each Unit assigned a unique Unit PIN to allow a Unit Contact to update Name and NUR records for all volunteers in their Unit

Ø      Volunteer Allowed Updates

§         Edit spelling of their first, last name (triggers an FYI note to Administrator)

§         Edit preferred scout email (triggers an FYI note to Administrator)

§         Add an NUR Combination (FYI note)

§         Delete an NUR Combination (FYI note)

§         Submit an email request to Administrator for an Adminstrator allowed update

Ø      Communicator Interface Security

§         Variation 1: Each Communicator assigned a unique Communicator PIN to poll the Alist for needed names and emails

§         Variation 2: Each Function assigned a unique Function PIN (e.g., Membership, Finance, Training, etc.)

Ø      Administrator Allowed Updates

§         Delete Volunteer from Communication List (deletes all NUR records as well)

§         Edit or Add Unit

§         Edit or Add Role

v     Consists of 7 forms

Ø      Volunteer Forms (2, web-based)

§         Form to update a Name (includes Email) – requires correct PIN for Name

§         Form to add/update/delete an NUR Combination – requires correct PIN for Name or Unit

Ø      Communicator Form (1, web-based)

§         Form to query NUR Combinations for selected Units and Roles – requires correct PIN for Communicator or Function

§         Provides a comma-delimited list of email addresses in window that can be copied-and-pasted into an email address field

Ø      Administrator Forms (4, client-based)

§         Form to add/update/delete a Name

§         Form to add/update/delete a Unit

§         Form to add/update/delete a Role

§         Form to add/update/delete an NUR Combination

v     Relationship Rules

Ø      When you update/delete a Name you update/delete all corresponding NUR Combinations

Ø      When you update/delete a Unit you update/delete all corresponding NUR Combinations

Ø      When you update/delete a Role you update/delete all corresponding NUR Combinations

v     Distribution List Selection

Ø      “Select Names and Roles”

§         The user selects specific units OR all packs OR all troops OR all crews OR all district OR all units and district combined

§         The user selects specific roles OR all roles

Ø      “Preview List”

§         The user sees a list of names for selected units and roles for confirmation

Ø      “Make List”

§         The user sees a list of comma delimited email addresses and copies-and-pastes them into their email “Cc:” field

NOTE: A SQL query must be built as a line of code from the first step above to display all possible choices dynamically.