Q: Can I use a different workbook or do I have to
use the workbook provided by the Executive Office?
A: You must use the Excel workbook provided by the Executive
Office. This is so the Executive Office can help you troubleshoot
any problems you may have and so we can easily audit the
workbook, if needed.
Q: If my computer crashes, can the Executive Office
help me retrieve my Excel Local Chapter Workbook?
A. No. That's why it is essential that your reporter back
up your Excel workbook on a regular basis. We recommend that
you store the backed up copy in a safe place, away from where
you perform your normal reporting duties.
Q. Do I have to type in all of the names of pledges
and members on the individual activity sheets? That would
take a lot of time!
A. No. You should never , ever type in the names of pledges
and members into the workbook. Instead, you should get the
names from the reporting intranet. To do this, go to Membership
Roster>Export to Excel. Enter in the box the date of the
activity and hit the Export button. The system will then
give you a list of active pledges and active members on this
date. You will then copy and paste the list into the appropriate
PA or SA sheet in your Excel workbook.
Q. I exported my membership list as of a particular
date and pasted it into my Excel workbook. However, I noticed
that this list isn't current.
A. You must be sure to make all membership changes in
real time in the reporting intranet. That way, any time you
export the list, it will have the most current membership
information. If it doesn't, you need to go into the reporting
intranet and update your membership wherever it needs to
be updated.
Q. Why are different colors used in the workbook?
A. The colors are used to link together like sheets. Purple
is used for professional activities, light blue is used for
service activities, and royal blue is used to indicate everywhere
you need to enter data.
Q. Why can't I enter anything on the two summary sheets
at the beginning of the workbook?
A. These sheets are protected from changes. You do not need
to enter anything on these pages, as the information flows
from the individual PA and SA sheets.
Q: I noticed that most of the formatting icons (Bold,
Italics, Underline, etc.) on the format toolbar are grayed
out and I can't use them. Why?
A. The workbook has protection applied to it so that you
can't inadvertently erase formulas or certain rows. The protection
is also applied to formatting, so you will not be able to
use the formatting icons.
Q: Do I have to enter my activities as they occur
or can I enter them all at one time at the end of the year?
A. You will enter professional and service activities
into your Excel workbook as the activities occur. A good
way to do this is to bring a laptop to your meetings and
check off who is there on the spot. As far as entering your
activities on the reporting intranet (at http://www.bap.org ),
you must enter your professional and service activities at
least once a semester on the reporting intranet. The deadlines
are 12/15 and 6/1. If you choose, you can enter professional
and service activities that qualify as a baseline activity
as they occur.
Q. Our chapter has done lots more professional and
service activities than there is space to enter on the reporting
intranet. What do I do with these other professional and
service activities?
A. The PCA requires only 6 professional and 1 service
activity, performed in the name of BAP, and where at least
25% of your members are in attendance in order to meet baseline
requirements. If you do more than this, the extra minutes
will count towards superior or distinguished chapter status.
Those extra minutes get entered once a year, at the end of
the spring semester (deadline is 5-15) on the reporting intranet.
Q: The workbook only has 100 sheets for professional
activities and 100 sheets for service activities. What if
our chapter has more than 100 professional and service activities?
A. Email your workbook to Margaret Fiorentino (mfiorentino@aicpa.org)
and the Executive Office will add as many sheets as you like.
We prefer to do it this way because the formulas on the summary
pages are tricky.
Q. Who sees the workbook besides the chapter?
A. If you are award-seeking, you must upload your Excel
workbook into the reporting intranet twice a year. The deadlines
are 12/15 and 6/1. The workbooks are audited by the Executive
Office on a mostly random basis.
Q. Do I have to complete the sheet entitled “Summary – Add'l
Hours” if our chapter is not award-seeking?
A. No. This sheet is only required to be completed if
your chapter is award-seeking. However, we encourage you
to complete the sheet anyway to see how close you are to
superior or distinguished. You might be inspired to work
a little harder to make superior or distinguished if you
see that you are close.
