4HPlus End of Year Processing

1. 4HPlusEnd of Year Processing August 2008

2. Today’s Program • Group Enrollment Review • ES-237 • Data Verification • Creating the ES-237 Report • Transmitting the ES-237 Report • Creating and Completing History Cards • Creating a Backup • Question and Answer Time

3. End of Year Processing Steps Must be Completed in Order! • All 2008 data must be entered into 4HPlus, including all group enrollments • Use the County ES-237 Data Verification utility to identify and correct all errors • Create the ES-237 Report • Transmit the ES-237 Report • Create History Cards • Create a backup of 2008 data

4. Group Enrollment • Used in situations where address and parent information is not collected from participants. • Primarily used when group events involve youth not currently enrolled in a 4-H community club.

5. Group Enrollment • All youth group educational experiences conducted by UW-Extension staff members should be recorded, not just those conducted by 4-H Youth Development Staff. • Report group events that are considered a significant learning experience. • The numbers recorded under group enrollment are included in the ES-237 report.

6. Group Enrollment • For delivery methods other than 4-H community clubs: • 102 4-H After-school Club • 103 Military 4-H Club • 200 4-H Special Interest/Short term • 300 4-H Overnight Camping • 301 4-H Day Camp • 400 4-H School Enrichment

7. Group Enrollment • Examples of events that might be added under group enrollment: • Safety or Environmental Education Days • Tractor Safety Courses • Babysitting Clinics • Day Camps

8. Group Enrollment • Do not enter WNEP youth group educational experiences in 4HPlus as these events are merged at the state level from reports submitted through the WNEP program. • Volunteer orientation should not be entered as a group enrollment since the volunteers will be individually entered in 4HPlus.

9. Group Enrollment • One or more projects must be selected for each group. Select the projects that most closely relate to the educational experience. • Achievement codes cannot be assigned to groups. • Group activity codes are not required, but can be added locally if the information is useful.

10. Group Enrollment • Refer to the Group Enrollment document posted on the 4HPlus On-line Manual for step-by-step instructions.

11. ES-237 Data Verification • This utility identifies records with invalid or missing data. • The identified errors can be corrected by selecting the error to navigate to the record. Use the Save/Exit button to return to the list of errors. • All errors must be corrected before creating the ES-237 Report.

12. Creating and Transmitting the ES-237 Report • Refer to the Creating and Transmitting ES-237 Reports document posted on the 4HPlus On-line Manual for step-by-step instructions.

13. Creating History Cards • Must be completed prior to creating the new year. • Can be created with one action. • Notes can be added to individual records. History cards are accessed from the individual member or leader record. • From this point forward, up to 20 years of history can be maintained for members and leaders.

14. Create a Backup • Create a backup of 2008 data before creating the new year. • Refer to the Creating a Backup document posted on the 4HPlus On-line Manual for step-by-step instructions.

15. End of Year Processing Steps Must be Completed in Order! • All 2008 data must be entered into 4HPlus, including all group enrollments • Use the County ES-237 Data Verification utility to identify and correct all errors • Create the ES-237 Report • Transmit the ES-237 Report • Create History Cards • Create a backup of 2008 data

16. Preparing for 2009 Enrollments • An additional Wisline Web has tentatively been scheduled for October 1, 10:00 – 11:30 to cover preparing for 2009 enrollments. Watch for a confirmation. • Refer to the Preparing for 2009 Enrollments document posted on the 4HPlus On-line Manual for step-by-step instructions if the information is needed before the October 1 Wisline Web.

17. Preparing for 2009 Enrollments • Three steps are required • Creating the New Year • Initializing the Data Set • Processing the 2009 Project File

18. New 4HPlus Resources • New resources have been added to the 4HPlus webpage: http://www.uwex.edu/ces/4h/resources/mgt/4hplus.cfm • Posted under Wisline Web Trainings • Archive of this Wisline Web • 4HPlus – End of Year Processing PowerPoint

19. New 4HPlus Resources • New resources have been added to the 4HPlus webpage: http://www.uwex.edu/ces/4h/resources/mgt/4hplus.cfm • Posted under 4HPlus On-line Manual • Creating and Transmitting ES-237 Reports • Creating and Completing History Cards • Creating a Backup • Preparing for 2009 Enrollments • Creating the New Year • Initializing the Data Set • Processing the 2009 Project File

20. 4HPlus Training Sessions to be Offered • Watch e-mail for announcement of face-to-face 4HPlus training sessions offered in five locations around the state in October, November and February.

21. For Assistance … • State 4HPlus Support Team • Jane Marquardt, Office Manager, jane.marquardt@ces.uwex.edu, 608.262.2391 • Donna Menart, Associate State Program Director, donna.menart@ces.uwex.edu, 920.565.4638 Continue to send e-mail messages to both State 4HPlus Support Team members for fastest response.