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Smart Cookies Booth Selection Update


(Update as of 1/12/2019 at 5:45 pm)

Thank you for your patience while we worked through troubleshooting the booth selection process in Smart Cookies. After much evaluation, we decided to update rounds 1 through 3 of First Come First Serve schedule (SEE BOOTH SELECTION SCHEDULE) to give IBM’s technical staff enough time to fully investigate and address the issue. This means that the first round will begin (restart) on Tuesday, January 15 at 7:00 pm and will remain open until 6:00 pm on Thursday, January 17. This first round will continue to have a maximum of 2 selections. We hope this larger window for the first round will provide as much flexibility as possible to troops.

The round 1-3 schedule will allow troops to reach 18 total reservations, starting on 1/19; the same as the original schedule and plan.  Volunteers who were able to secure booths during the January 10th and 11th rounds will retain those booths. These secured booths are calculated into the total maximum reservations for all rounds to ensure that equity remains in the process. 

Please note that booths that were secured during the lottery are still assigned to your troop. 

Please help your fellow volunteers by sharing this information with any troop leaders, cookie managers, or parent volunteers you may know could benefit from this information. We will keep you updated as needed with as much speed and efficiently as possible. 

We also know that booth selection is very important when it comes to deciding your initial cookie order amounts. Because of that we decided to extend the Initial Order date to Tuesday, January 15 and will work hard to ensure cookie cupboards are fully stocked, especially at the beginning of the sale, to meet any change in your cookie needs that may arise. 

If you have any questions or need help with anything, we are here. You may reach us at girlscouts@girlscoutsrv.org or call 800-845-0787

Thank you again for your understanding, grace, and most of all – your dedication to Girl Scouts.

 

(Update as of 1/12/2019 at 11:45 am)

The cookie booth selection round scheduled for tonight is canceled to allow for the technical issues to be repaired. We’ll share further information later today about rescheduled dates for booth selection rounds. Our intention is to share this information by 5 pm. We are aware that it is important for many of you to know your booth selections in order to place your initial cookie order. Please be aware that council will ensure that cupboards will be able to meet demand, should your need for cookies change during the beginning of the cookie season.

Please help your fellow volunteers by sharing this information with any troop leaders, cookie managers, or parent volunteers you may know could benefit from this information.

We are sorry for any inconvenience this may cause for you and we know it is frustrating. Thank you for your patience and for your volunteer effort and time on behalf of girls.

 

(Update as 1/12/2019 at 9:00 am)

The cookie booth selection process did not function properly last night and we continue to be in contact with ABC and it’s technology vendor IBM today. We will post an update at 3 pm today about tonight’s scheduled booth selection period.

 

(Update as of 1/11/19 at 8:18 pm)

As you may have experienced, the Smart Cookies system did not function properly again this evening while troops were making booth selections. The decision was made to close the selection process, as the level of issues users were experiencing was not acceptable and we did not want to waste your valuable time. We provided real-time updates to ABC/IBM, so they are aware of the issue. Thank you for your patience and for your dedication to Girl Scouts.

 

(Update as of 1/11/19 at 7:30 pm)

We are monitoring the situation tonight, as is ABC and their tech partner IBM. We've decided to wait until 7:30 pm to see if the system stabilizes and make the call to cancel the selection process and reschedule it.

We are so sorry for this inconvenience. You can find more info on our Facebook page, website, and via email. Facebook is likely the quickest.

Thank you for your patience and for being a volunteer!

 

 

(Earlier communication from 1/11/19)

Dear Volunteers, 

You may be aware that the Smart Cookies platform experienced multiple issues last night while members were attempting to secure booths and that as a council, we made the decision to close the selection round while we worked with ABC Bakers and IBM on troubleshooting the issue. Here is a statement from the ABC Team:

"We apologize for the system performance issue that occurred during the launch of your selection process last evening. We have found the issue, which was related to a small code change made last year. All testing and council booth selections up until last evening ran smoothly so we had no indication of any existing problems that would impact your booth selection process. Our IBM support team is implementing a fix so that you can continue selecting booths as soon as possible. Thank you for your patience, and your work on behalf of girls. Again, we apologize for the inconvenience."

We communicated the problem on the Girl Scout River Valleys websites, shared information through Facebook, and sent messaging through Smart Cookies – which we later learned was delayed or not received. We want to share our greatest gratitude with the Product Program Advisory Committee, who helped respond to questions and concerns. Thank you for your help and support!

We know many of you, in helping your girls in having a fun and successful cookie season, set aside time to be present and ready to make selections. Your time is valuable. It was frustrating and disappointing experience, and we want to share our deepest apologies.

As Girl Scouts, we know how to respond to failure. We learn, we move forward, and we make sure that all of us feel that we’re supported in reaching our goals. That’s why we created an action plan to help us all take our next steps: 

  1. All future First Come First Serve rounds will occur at the previously scheduled time and date with one added date of February 2, 2019, but with a change in total reservations (see schedule below). Tonight’s selection will stay to 2 max cumulative First Come First Serve awards. We will not be removing booths from the small number of troops that did secure a booth on 1/10.

  2. ROUND OPEN DATE & TIME TOTAL MAX PREMIUM TOTAL RESERVATIONS
    1 (extension of 1/10) 1/11/19 7:00pm 1 2
    2 1/12/19 7:00pm 1 4
    3 1/19/19 7:00pm 1 8
    4 1/26/19 7:00pm 1 18
    5 2/2/19 7:00 pm 1 28

  3. We will continue to update the Girl Scout River Valleys website, the Volunteer website, Facebook, and in the Cookie Press as we learn more and work through the issue.
  4. The Product Program Team will continue to monitor and work with IBM to reduce risk in the future.
  5. Any troops with continued concerns regarding the process, information displayed in Smart Cookies, or booths secured to date should contact council at girlscouts@girlscoutsrv.org or call 800-845-0787, and we will assist. 

Thank you for not only your understanding, but for you continued dedication to the Girl Scout mission. 

Sincerely,
Girl Scouts River Valleys

 

 

(Earlier communication from 1/10/19)

Dear Volunteers,

You may be aware that the Smart Cookies platform experienced multiple issues last night while members were attempting to secure booths for their troops. We are terribly sorry for any frustration this may have created for you. We know your time is valuable.  

We made the decision to close the booth selection process for January 10 and will be in touch with all volunteers as soon as we have a new date and time scheduled to resume booth selection.

We have been in contact with our partners at ABC and IBM and they are aware of the issue and working to diagnose and repair the system. Our hope is to have this resolved as quickly as possible and with increased confidence that the system will be prepared to handle the volume.

Thank you for being a volunteer, we are sorry and understand that this is very frustrating. We'll do our best to make it right as quickly as we can.

Sincerely,
The Product Program Team