Organisational structure

The organisational structure of Scouts QLD is reflected in Operoo (i.e. with a vertical hierarchy consisting of Branch, Regions, Districts, Groups and Sections). At this stage, Operoo has not been configured to reflect internal groupings that cut across the organisation such as District/Region Sectional groupings such as District Venturer Units etc.

Data integration

Operoo and SMS have two sync schedules, at which time Operoo is updated with any key changes from SMS: New or resigning members in SMS will have their profile requests created or archived in Operoo accordingly. This is an immediate process and a Member added/ resigned will be immediately reflected at Group level in Operoo.

Every night, Operoo will also update with any changes to a member’s appointment such as movement between Sections (e.g. Joeys to Cubs). During this nightly process, all new Members are slotted into their appropriate sections. Additionally, basic contact information for a Member is transferred back into SMS. No medical information is transferred into SMS.

Core data

New profile requests in Operoo are generated by the creation of a new member record in SMS. Similarly, all core Sections in Operoo (such as Cub, Scout, Venturer, Adult etc) which are populated through the nightly integration and are marked with a symbol in their icon, cannot be changed manually. 

Minimum data requirements

The Operoo-SMS sync are subject to the following minimum data requirements:

·         An active Member, not a Youth Program Supporter

·         An email in the Operoo Profile email field within SMS

Levels of user

There are 3 levels of user in Operoo:

·         The Administrator for each Region, District and Group. This is the Region Commissioner, District Commissioner, or Group Leader (and Assistant Group Leader) for that formation. Access is assigned automatically based on the appointment held in SMS.                                                                                                                                                                                                                                                              

·         Staff. This level is able to view the profiles of all members within a section, formation or eForm for which they have been given Staff access and to create but not enable an eForm (unless the Administrator has enabled this permission for the Formation).

·         A profile owner. This is the person who creates and owns one or more Operoo profiles. In the case of a Youth Member, the profile owner would normally be their parent or guardian. In the case of an adult member, the profile owner would be that adult member.