Troopmaster Access Management Policy

This defines the access management policies for the Troopmaster software for Troop 116, San Jose, CA.

This objectives of this policy are:

- Scout safety

- Minimize errors and maintain data integrity

- Establish roles and responsibilities

The Troopmaster software includes scout age, address, medical, phone and email information. This information should only be available to Troop 116 adults and scouts based on the access matrix presented below. The data is also encrypted with a password that is maintained with the other system administrative passwords.

Troop 116 parents (non-committee, non-SM, non-ASM) should only be able to access their son’s data. Committee members, SM/ASMs will have different levels of access based on their role within the troop. All committee members and SM/ASMs will have full read and report access. In addition to the read access, the following access will be provided:

Roles and Responsibilities for Troopmaster data access and entry

Scoutmaster: All Access

ASM: Activities, Advancement data entry

Committee - Advancement (CA): Enter earned/partial merit badges, sign off board of review and modify report/presented flags

Committee Chair (CC): All Access

Committee - Membership (CM): Add/Modify/Archive scouts/adults and personal information

Committee - Adult Training (CT): Edit adult training

Troopmaster Administrator (TA): All system administration, all TM functions, backup, Database sync, software upgrades

Committee - Event (CE): Add activity to calendar, mark attendance for scouts

Scout Parent - Read own scout/adult data, modify personal data via Troopmaster Web

* Only for adults/scouts in family, Write for Parents, Read for Scouts

Troopmaster has some administrative system access passwords. To ensure availability and continuity of operations, the following people will have all system level passwords:

- Troopmaster Administrator

- Scoutmaster

- Committee Chair

Only the TA should use the system passwords to manage the system. The Scoutmaster and Committee Chair will also have the system passwords in case:

- TA loses their copy of the password

- TA leaves the troop and forgets to turn over this information

- TA gets hit by a bus

- TA is unavailable and Troopmaster needs emergency administrative actions

Due to possible data loss, it is important that only the TA access the system to perform administrative functions such as backup and sync between TM Web and TM.net.

Scoutmaster and ASMs will manage individual rank advancement requirements. Only the Advancement Chair (committee) will enter the BOR dates, merit badges and Reported/Presented flags. This allows Advancement chair to properly report advancements to council and gather items for court of honors.

TM will not be used for email distribution at this time. This may be changed later and access changed to meet new requirements.