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For Assistance Contact:

Catherine Buckalew
catherine.buckalew@scouting.org

Colleen Heuser
colleen.heuser@scouting.org

Event Blueprint Process

The Event Blueprint Process is detailed on the following image.  

REMEMBER: 

  • Click Submit to move it through the process 
  • You will only see it when it is currently at a process step assigned to you 
  • You can’t move it to any other step except forward.  (That’s ok.  It is a blueprint, meant to guide you.  Not be something restrictive.  You can update various fields from past steps, but in the most part this process is sequential — for a reason: you need facility rental before Black Pug, and you need Black Pug before you can put in a Marketing request.  If you pass the Black Pug, Facility or Program Trailer step and decide to change your mind, there are standalone forms you can complete.  The Event Blueprint will not go back to that step.)

For more details, see the Event Blueprint Volunteer Guide.

Click image to open in full window

This Event Blueprint Video, about 20min in length, discusses the new Event Blueprint system from the eyes of an Event Chair.  It talks about the new system, and then walks through an entire event, showing the interaction that a volunteer can expect.

FAQ

Q – Where is my blueprint? I don’t see it in the list?

In the Blueprint List, you will find Event Blueprints that are actively waiting for information from you.  If you have indicated that you need a Facility Rental, Black Pug/Registration, and/or Program Trailer, at those steps your Blueprint will be assigned — and only visible to — the teams that handle those steps.  Once they complete their work and update the Blueprint, you will receive notification and will see it in the list below.

Q – Can I changed the columns that show in the Event Blueprint List?  Show my event name, for example?

Unfortunately not.  The columns that show in the EB list are system locked.  This system is used for other workflows as well, each with its own set of fields.  The general fields are the only ones available.

Q – I need to go back in the process. How do I do that?

You don’t.  This is a blueprint, and it is meant to move forward only.  Just because it is at step 5 doesn’t mean you can’t go back and refine step 2.  The “step” listed on the Blueprint isn’t as important as the great work you are doing.  Do what you need to do when you need to do it.  The Blueprint is a guide.  That being said, see the next question about making requests for the Program Trailer, Facilities and Registration links.

Q – What if I don’t indicate that I need the Program Trailer, MCC Facility Rental, and/or Black Pug/Registration before that step in the process?  How do I go back and request it?

Once you’ve passed that point in the process, you will have to submit the requests outside the system.  The following links are ONLY to be used if you changed your mind later in the process.

Q – What if I indicate that I need the Program Trailer, MCC Facility Rental, and/or Black Pug/Registration before that step in the process?  Why do I have to keep coming back and clicking “Submit”.

You are welcome to fill out as much as possible of the Event Blueprint early in the process, but you still need to walk through the steps in order.  You may fill out the three “requests” during the Budget/PHA stage, but it will still stop at the “Request Program Trailer” at that step, wanting you to confirm the request and click Submit.  Your needs may change as the requests go on.

Note:  If you do choose to select “Yes” to any of the three “requests”, those fields are immediately made required.  If you do not know all the answers, you will have a change to revise them at that request stage.  If you decide you don’t want to fill them in early, simply set the “Do you need…” back to No temporarily.

Q – What happens to my Blueprint when it is Completed?

You will no longer see it in your list after it has been closed.  Your district executives and others will have backend access, but you will only see those Blueprint that are currently in flight.

TIP:  If you want to keep records of your blueprints for the future, you can “Print” to PDF.  On the Blueprint, under the Save/Submit section on the right, you will see a “Print” option.  You can click that.  If your computer is set up with a “Save to PDF” option, we suggest you use that.  Then you will have a PDF version of your entire process, including the timeline/notes.

Q – I have a Project Charter already submitted and in process. Do I need to resubmit here?

Nope.  That system will allow all current charters to finish up.  If you have multiple events you are running, you may need to work between the two systems.  That being said, if you have a Project Charter that is early in the process and your event is not for a while, you are welcome to recreate it here.  Simply note on the Project Charter that you are transferring it so that it can be closed/cancelled on that site.

Q – Who do I contact if I have questions?

If you have questions about your EVENT, contact your Staff Advisor or District Executive team (the person that approved your event).

If you have questions about the overall PROCESS, you can contact Catherine Buckalew.

If you have questions about the TECHNOLOGY/LOGIN, you can contact MCC Marketing.