Author Archives: Rachel Davidson

20/06/2018 Update: This issue has been resolved. A fix was successfully deployed on 19 June to ensure that data is automatically synced between Compass and Atlantic Data. Thank you for your patience whilst we worked to resolve this issue.

 

We are currently working to resolve an issue with the synchronisation (sync) between Compass and Atlantic Data. The issue was escalated to our supplier as soon as we were notified on 1st June.

Disclosure Expiry and Suspension Emails

Due to the current issues with the update of disclosure statuses in Compass some members will be showing on Compass as having not submitted a disclosure application even though the application has been submitted correctly in Atlantic Data. The automated emails sent to Members, Line Managers, Appointments Secretaries and Commissioners are sent based on the disclosure status from Compass rather than Atlantic Data. Therefore, you may receive an email stating that a member has not submitted a disclosure when in fact they have submitted one on Atlantic Data but this has not been updated in Compass. Please ensure that you check the member’s application status in Atlantic Data before suspending the member for not having a valid disclosure.

What impact does this issue have?

What should happen	Current situation	What you can do
Once a disclosure has been issued and the National Vetting Process has been completed, Compass is updated to show the disclosure on the member’s profile.	This is still working as usual. Compass will show accurately whether or not a member has cleared the National Vetting Process.	Check Compass to see if the member has cleared the National Vetting Process.
When an application is in progress on Atlantic Data the status is usually updated in Compass as well. For example, when an application is submitted in Atlantic Data this is usually updated in Compass as well so that it shows on a member’s Compass profile that the application has been submitted.	Currently, the status of the application that is in progress is not being updated in Compass. The status shown on Atlantic Data is an accurate reflection of the current status of the application.	Check Atlantic Data for the most up to date status of an application that is still in progress, particularly if you have received an automated email to suspend a member.
Members with disclosures expiring within 30 days have a new disclosure automatically transferred to Atlantic data.	The disclosure will not automatically transfer to Atlantic Data. Disclosures can still be requested manually from Compass.	You can still request a disclosure on Compass manually if one has not already been requested.
If a member requests a new disclosure application from Compass but does not manage to login to Atlantic Data first time they will not be able to find the application in Atlantic Data. Usually these unsuccessful applications are automatically transferred to Atlantic Data the next day.	These unsuccessful applications will not automatically be transferred to Atlantic Data. Please ensure that you are able to login to Atlantic Data before requesting an application from Compass to ensure that you are able to login first time.	Check that you are able to login to Atlantic Data before you request a disclosure from Compass to ensure that you are able to login first time.
Any current members that have a new role added to Compass that are able to process disclosures on Atlantic Data are usually sent their login details to Atlantic Data the day after their role becomes full.	Members with new roles added to their record since 31st May will not receive login details to Atlantic Data and therefore will not be able to process other member’s disclosures. Existing members with login details for Atlantic Data will still be able to process disclosures.	Existing members that have login details for Atlantic Data will need to process applications until this is resolved.

 

We apologise for any inconvenience caused and thank you in advanced for your patience whilst we work to resolve this issue.

 

 

Updates to Compass and Atlantic Data

We have made a few changes to Compass on the back of the feedback you have been providing to us.

In Compass we have made the following changes:

• A new training module has been added in order to record learner’s completion of the new General Data Protection Regulations (GDPR) training module. Guidance on how to add this module to a member’s training record can be found in the userguide: Adding a Module for a Single Member
• All adult awards issued up to and including January 2018 are now shown on members’ records
• The approvals for the Scout Active Support Member role have been updated to remove the requirement for Commissioner Approval in order to align with POR
• The reports that are available to the Deputy Training Manager roles have been updated to give them access to the Training Report
• A bug has been fixed that was causing an error message to be shown for some members when they tried to update their personal details or communication preferences
• A update has been made to allow Training Advisers to fill in the PLP agreed date for their learners’ Personal Learning Plans

The following FAQs have been added to the Compass Support Site:

• What is Data Protection and why is it relevant to Scouting?
• What is a Data Controller and how is this relevant to Scouting?
• Who is the Data Controller for data on Compass?
• Does a Scout Group need to register as a Data Controller with the Information Commissioner Office (ICO)?
• What will the data held on Compass be used for?
• How can Members manage the marketing and communications they receive?
• Who is responsible for the accuracy of information held on Compass?
• Will The Scout Association perform data quality cleansing on Compass at UK Headquarters?
• Is there any data protection training available for leaders before they have to use Compass?
• Who has access to view or download a Group’s data once loaded onto Compass?
• Are there any special circumstances where access to Member data can be restricted e.g. vulnerable adults, or those who may be involved in cases of domestic violence or others who have good reason to keep their details private?
• Am I allowed to download the personal details of members for taking to a camp or for any other purpose and what should I do to comply with data protection requirements?
• Can a Member’s data be shared with third parties in an emergency such as a doctor or hospital i.e. providing address, date of birth and any medical information?
• Where is the data held?
• Is data on Compass secure?
• What precautions should I take when using Compass in different places e.g. in a public place, the office, at home or at a campsite?
• What if there’s a data breach?
• How long is personal data to be retained?
• Can a Group keep historical Member data locally for archive or statistical purpose?
• Who is responsible for responding to Subject Access Requests?

For further support and advice with regards to these changes please contact The Scout Information Centre.

Thank you for your patience whilst Compass was offline for essential system maintenance.

As part of this maintenance work, the following updates have been made to Compass:

• Roles
  • On the reference request email generated via Compass, the hyperlink to the Reference Request form has been updated to ensure that the form can be accessed by clicking directly on the hyperlink rather than needing to be copied out of the email. The format of the reference request email has also been updated to ensure that is displays correctly in the email.
  • An issue has been fixed that was causing the role status for some historic roles to show as active despite the end date for the role showing as in the past. Any historic roles added after this date will have their status set to Closed. A data fix to correct any roles previously affected will be implemented in due course.
  • An issue has been fixed that was previously causing some member’s profiles to become inactive despite them having an active role on their record.

• Permits
  • An issue has been fixed that was previously preventing some permits that were in progress from being updated or deleted if they were no longer required.
  • Based on feedback from members, the “Technical Competence” text box on the recommend a permit form has been increased to 500 characters to allow assessors more space to fill in details.

• Training
  • On the adult training search, an issue has been fixed that was preventing the search results from being filtered by renewal date for ongoing learning searches.

• Communication Preferences
  • The Communication preferences section of a member’s profile has been updated with some new headquarters communication options for members to select. The options available to a member are linked to their roles to ensure that they are able to opt into communications that are relevant to their role. Guidance on how to update your communication preferences can be found in this userguide.

Compass will shortly undergo essential system maintenance and will be unavailable to all users from 9th April 2018 for 48 hours. This includes HQ staff users and the Scout Information Centre.

During this time, Atlantic Data will still be available for processing disclosures that have already been initiated within the disclosures system. Whilst Compass is offline, it will not be possible to initiate any new applications or update any details such as name, date of birth or address as these details must be updated within Compass.

We apologise for any inconvenience this may cause.