Project Compass - The Scout Association

Project Compass – Questions and Answers (March 2012)Not for onward circulationThis document should serve purely as a crib sheet to help senior stakeholders answerquestions that they may be asked about Project Compass. This is not for proactive circulationto any member, but simply a guide on how to respond to questions face-to-face, by email orover the phone.Any specific questions not covered in this document can be directed to Scott Phillips - TSAhead of IT.The content of this document is correct at the time of writing, but it is noted that informationand facts will change as the project develops and this document will be updated accordingly toreflect any changes.What is Project Compass?Project Compass is dedicated to delivering a new membership management system (MMS) to TheScout Association for use by volunteers, young people and staff nationwide – integrated within theservices delivered via The Scout Association’s website.Why are we doing it?The reasons for the project fall into two broad categories. The first is risk mitigation to address some ofthe challenges associated with the current MMS. The second is future opportunity and thedevelopment of how we manage and administer our membership.The current membership system is costly and difficult to maintain. The system also fails to meet boththe current needs of our members and new functionality required to underpin our commitment to our2018 Vision. It represents a significant threat to The Scout Association’s ability to do our work and tothe integrity of our data.The new system will provide our members with a genuinely useful and readily available tool formanaging scouting more efficiently.What are the aims for this project?The objectives are: To provide and deliver a system which retains the existing levels of functionality, whilstdelivering improvements. These improvements will be in line with requirements gathered fromour wider membership and aligned with the strategy of the organisation To migrate all membership data held from the current MMS system to the new system To provide the functionality to collect and hold the data of all young people in Scouting (thisobjective is in line with identified requirements and The Scout Association board objectives)

Page 2 of 4To deliver an easy to use and flexible reporting tool to support our membersTo provide a system that will allow integration with other IT systems used by The ScoutAssociation. The aim is to provide a more integrated offering to our members.Why was the project name chosen?Project Compass symbolises the project’s direction and course of action to our preferred destination. Itis an internal name used to identify the project and not a new name for the MMS.What are the likely benefits it will bring?At a high level these have been identified below:HardEnhanced functionalityStable system for all users (current system canfail and crash regularly)Greater capacity for integration with existingsystemsBetter cost control with the supplierTo provide a more robust and supportabletechnology platformTraining time reduced (a system that is moreintuitive and easier for our members to use)SoftAbility to grow and improve a new system overtime as new requirements are identifiedImprove the consistency and accuracy of dataheld within our membership system.Improve protection of the confidential data of ourmembersIncreased user confidence by having a stable andreliable system in placeAbility to work with real time dataWho will the new system benefit?We believe that there is something in the system for everyone. Initially, benefits are aimed at the adultmembership and support functions within our districts, counties and at UKHQ. For example, a countycommissioner who is interested in checking the training status of their volunteer managers, a localleader managing the day-to-day admin of their group, staff at UKHQ who manage the membershipinformation and use the data to communicate with members, and a multitude of other roles in theorganisation, locally and nationally, who use the data to help them in their work.Those that use the system heavily at the moment, such as training advisers, appointment secretariesand district commissioners, will see improvements in many areas, both in terms of functionality andusability. The provision of benefit to our members is a primary driver for this change. Our goal is toprovide better tools to help volunteers fulfil their role and enjoy their scouting.Who will use the new system?Initially aimed at adult members, over time all members will have access to the system. Access rightswill be set relevant to each individual’s role and there will be different tools available to assist every rolein Scouting.

Page 3 of 4Developing the systemWho has been consulted about what tools the new system will deliver?Over the last 18 months representatives from all parts of The Scout Association have been consultedcovering the whole range of roles that we operate. This process started with a consultation open to allmembers in 2010. In addition, we have consulted other similar membership-based organisations.How is the project being governed?The Scout Association board of trustees is the senior decision making body. Authority is delegated tothe finance committee and, in turn, the IT steering group. Both include paid staff and volunteers.In addition, there is also a dedicated project board and project team made up of individuals and groupsrepresenting each part of The Scout Association, including groups of volunteers recruited from all overthe UK. Update reports are shared with a variety of governing bodies and individuals including theoperations committee and the senior management team at Gilwell Park.How are we making sure the new system delivers what we said it would do from the outset?We have developed a specification in partnership with all sections of the movement and staff. Theseinterests are maintained through the project teams and boards described in the question above. Aspart of the project we will test the chosen solution with all groups who have contributed requirements tothe project, using the specification as a benchmark.How will the project development be monitored and reported on?The project has a plan for resources, finance and time. In addition, there are regular check pointsthroughout the project, known as stage boundaries, at which a fuller assessment is made of theproject. Progress is reported weekly against the plans, which have been or will have been agreedand/or approved through the project governance model.How much will it cost?The current authorised expenditure for the stages up to the end of procurement is £400,000. At thispoint we are significantly under budget. The overall project spend is estimated currently at £1.7million,but this figure will be confirmed once we have chosen a supplier to deliver the new system.How will value for money be assessed and ensured?We are engaged in a formal procurement process, which is a rigorous assessment of candidatesuppliers and their solutions. The way we measure the value for money will be an assessment of thecomplete packages that come forward (e.g. the total cost of ownership, fixed costs against functions,costs for future development etc).When is it due to be finished?Currently we hope the project will be completed in June 2013. This date is subject to confirmation oncethe chosen supplier is known and a delivery plan is agreed.

Page 4 of 4Why will it take so long?This is a large undertaking for The Scout Association. It is important that the project delivers a solutionmembers want to use and a system that will be relevant and usable for many years to come.Will it work with other systems being used?Yes, it will be capable of connecting to other systems and databases used to support the delivery ofscouting nationwide. To ensure data confidentiality, industry standards and controls will beimplemented in the new system. The wider vision is that this MMS will work with our other systems,allowing us to get maximum benefit from our information and minimise the duplication of data indifferent systems.Communicating Project CompassA plan to communicate Project Compass, its aims and its expected impact to members is beingprepared. All communications around Project Compass will be managed by the InternalCommunications team in line with the communications plan being developed as well as The ScoutAssociation’s wider approach to internal communications.Any specific questions not covered in this document can be directed to Scott Phillips - TSAhead of IT.V1.9 March 2012.