4-H Enrollment Data Update

4-H Enrollment Data Update Wisconsin Association of Fairs January 9, 2008

Focus of Seminar • Relationship of 4-H enrollment database and fair exhibit database • Factors behind 4-H change in database software • Timeline for 4-H database conversion • Impact of 4-H database change on fair exhibit database • Response to questions about the change • Participant discussion of future directions

Two Separate Programs • 4-H has been using the Martech Blue Ribbon Youth Enrollment Program to manage data related to 4-H membership • Many Wisconsin fairs are using the Martech Blue Ribbon Fair Management Program to manage fair exhibit data • Two separate, but compatible programs

Why a Change for 4-H? • A team of Wisconsin 4-H Youth Development staff members attended a tri-state meeting focused on strengthening the 4-H Community Club program • The meeting focused on learning from the other states and looking for potential areas to share resources

Why a Change for 4-H? • When a neighboring state shared information about the manner in which they were using their 4-H statistical information in programming, the Wisconsin participants wanted to learn more about the enrollment database programs they were using: 4HPlus and 4H4ME

Why a Change for 4-H? • As a follow-up to the tri-state meeting, the Wisconsin team requested Greg Hutchins, Wisconsin 4-H Youth Development Program Director, set up a demonstration of 4HPlus and 4H4ME in Wisconsin

Why a Change for 4-H? • A two-day demonstration was held in July, with members of this team and additional 4-H Youth Development staff members, county 4-H support staff members, and state technical staff members in attendance

Why a Change for 4-H? • Greg Hutchins solicited feedback from all participants prior to making the decision to move forward with a purchase of the 4HPlus and 4H4ME programs • There were cost benefits to making the decision sooner than later

Why a Change for 4-H? • Staff members are looking for ways to use technology to enhance communication and improve efficiencies • 4-H club leaders need timely and convenient access to information about their membership • State Specialists can be more responsive to local needs with direct access to current statewide 4-H enrollment information

Why a Change for 4-H? In short .. The decision to move to 4HPlus and 4H4ME was based on meeting the needs of 4-H members, 4-H volunteers, and staff now and into the future.

Why a Change for 4-H? The 4HPlus program has a compatible web based program - 4H4ME. The combination of 4HPlus and 4H4ME offers: • Office efficiencies • Staff and volunteer direct access to 4-H enrollment information • Enhanced communication options for county offices, 4-H clubs and 4-H members

Why a Change for 4-H? 4HPlus/4H4ME - County office efficiencies • Option for online member and leader enrollment • Online registration feature for meetings • Club level volunteers can directly access club information without going through the county office

Why a Change for 4-H? 4HPlus/4H4ME - Direct access to 4-H enrollment information • Club level volunteers will have online access to club enrollment information • Club level volunteers can print mailing labels • County and state staff can access current membership information

Why a Change for 4-H? 4HPlus/4H4ME - Enhanced Communication • Members and leaders can have 24/7 access to information about the club’s upcoming activities • Leaders and members can share information on their club webpage • Members can create and post their own webpage

4HPlus Conversion Timeline • 4-H Youth Development contract with Martech for Blue Ribbon Youth Enrollment expired in November • County offices are entering 2007-08 4-H enrollment data in the Blue Ribbon Youth Enrollment Program • 4HPlus software is being installed during the month of January

4HPlus Conversion Timeline • Data conversion from Blue Ribbon Youth Enrollment to 4HPlus will begin in February • First 4HPlus submission of county 4-H data to the state will take place by May 1

4HPlus Conversion Timeline • As of May 1, use of Blue Ribbon Youth Enrollment will be discontinued other than to access historical information • 4H4ME will be piloted this year and implemented in the fall in all counties interested in using the web based feature

4HPlus Conversion Timeline Note: County offices have been encouraged to keep the Blue Ribbon Youth Enrollment data current up until the cut-off date for fair entry (date varies by county). This will enable transfer of data to fairs using the Blue Ribbon program this year.

Impact of 4-H Change to 4HPlus • Martech has offered to add a feature to the Blue Ribbon Fair Management Program so data from the 4HPlus program can be imported • The feature is being added by Martech at no cost to Blue Ribbon Fair Management customers • 4-H Youth Development delivered a sample 4HPlus export file to Martech in November

Impact of 4-H Change to 4HPlus No change is required on the part of fairs wanting to continue using the Blue Ribbon Fair Management program

What Will be Different about the Data Transferred from 4HPlus? • Social Security Numbers are no longer being collected for 4-H membership (per University policy) • Member ID and project code numbers will change

Questions Related to 4HPlus Companion Fair Program • Is there a fair program companion for 4HPlus? • Yes, FairPlus • Group purchase would be required • Set-up decisions apply to all in state • State supporters provide assistance and training in state

Questions Related to 4HPlus Companion Fair Program • Would FairPlus reports meet state requirements? • Not all fairs currently use the same program • May be slight differences in terminology • Bob Williams is reviewing materials shared by the vendor and State of Minnesota • Needs further investigation

Options for Fairs for the Future Option #1 No need to change from Blue Ribbon Fair Management or other current database program! Changes should only be considered to meet locally identified needs

Options for Fairs for the Future Option #2 If some fairs have a desire to consider FairPlus, encourage the Association of Fairs to form a committee to investigate if this is an appropriate option for Wisconsin Fairs

Options for Fairs for the Future Option #3 If some fairs have a desire to consider an alternate fair database program, encourage the Association of Fairs to form a committee to identify alternatives and investigate if they are appropriate options for Wisconsin Fairs

For More … • 4HPlus • Nancy Eisele, Information Processing Consultant, nancy.eisele@ces.uwex.edu, 715.362.5655 • 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

For More … • Blue Ribbon Fair Management - Martech as a part of your annual Blue Ribbon Fair Management contract • FairPlus - Chuck Nash, C&K Ventures, cnash@4hplus.com, www.4HPlus.com, 307.742.3033

Small Group Discussion Topic Discuss your future data management needs for junior fair exhibits – identify action steps needed Each group should be prepared to report out one area of discussion with a possible action step

4-H Enrollment Data Update