4hplus introduction
Download
Skip this Video
Download Presentation
4HPlus Introduction

Loading in 2 Seconds...

play fullscreen
1 / 33

4HPlus Introduction - PowerPoint PPT Presentation


  • 94 Views
  • Uploaded on

4HPlus Introduction. February 2008. Today’s Program. Background of change to 4HPlus Conversion timeline New features with 4HPlus Overview of steps for set-up and import of your data Information that will/won’t import Clean-up of records User hints and tips Resources available. Terms.

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about ' 4HPlus Introduction' - oliver


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
4hplus introduction

4HPlus Introduction

February 2008

today s program
Today’s Program
  • Background of change to 4HPlus
  • Conversion timeline
  • New features with 4HPlus
  • Overview of steps for set-up and import of your data
  • Information that will/won’t import
  • Clean-up of records
  • User hints and tips
  • Resources available
terms
Terms
  • 4HPlus – the desktop application that is replacing Blue Ribbon Youth Enrollment. All counties will be using 4HPlus this year.
  • 4H4ME – the optional web-based companion of 4HPlus. Interested counties will have the opportunity to use 4H4ME beginning next year. 4HPlus is required to use 4H4ME.
why a change
Why a Change?
  • A Wisconsin team requested Greg Hutchins, Wisconsin 4-H Youth Development Program Director, set up a demonstration of 4HPlus and 4H4ME in Wisconsin after attending a tri-state meeting focused on strengthening the 4-H community club program.
why a change1
Why a Change?
  • 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.
  • Greg Hutchins solicited feedback from all participants prior to making the decision to move forward with a purchase of the 4HPlus and 4H4ME programs.
why a change2
Why a Change?
  • The 4HPlus program has a compatible web based program - 4H4ME. The combination of 4HPlus and 4H4ME offers:
    • Office efficiencies
    • Staff and volunteer access to 4-H enrollment information
    • Enhanced communication options for county offices, 4-H clubs and 4-H members
conversion timeline
Conversion Timeline
  • January: Installation of 4HPlus.
  • February – April: Import Blue Ribbon Youth Enrollment data to 4HPlus and clean-up leader and member records.
  • May 1: First transmission of data from 4HPlus to the state.
conversion timeline1
Conversion Timeline
  • Note: Counties are encouraged to keep Blue Ribbon Youth Enrollment records up to date until the county fair “cut-off” date for project enrollment.
conversion timeline2
Conversion Timeline
  • Discontinue active use of Blue Ribbon Youth Enrollment as soon as records are cleaned up and the fair project cut-off date has been reached.
  • Use the Blue Ribbon Youth Enrollment program this year to transfer data to your county fair for their use.
  • Beginning with 2009 fairs, an export of 4-H enrollment data will be generated by 4HPlus for county fair use.
conversion timeline3
Conversion Timeline
  • Keep Blue Ribbon on county computers to access historical data.
  • 4H4ME (the web-based companion) will be an option for interested counties in the fall.
know your install selection
Know your Install Selection
  • Stand Alone – install used when only one computer in the office needs access to 4HPlus.
  • Network – allows multiple users, but only one person at a time.
  • Peer to Peer – allows multiple users at one time, but only one computer can enter data into the system; also requires remote user data update.
know your install selection1
Know your Install Selection
  • Note: The developer highly recommends Peer to Peer installation when multiple users need access to the data.
new features
New Features
  • Leader Type
    • Identify the key role of the leader (previously done through project numbers)
    • Individuals tracked in the database, but not serving as leaders are marked as “none” – such as a legislator
    • Fields can be used to generate labels and reports
  • Not necessary to identify “non-leaders” with a club code
new features1
New Features
  • Leader Class
    • Will help in tracking “non-leader” entries in the database
    • All leaders are identified as “L01 Traditional”
    • Non-leader entries are identified by category, such as County Board Member, Community Partner, Extension staff
    • Fields can be used to generate labels and reports
new features2
New Features
  • Youth Volunteer Type
    • New method of tracking whether or not a member is serving as a youth leader
  • Member Class
    • Method of tracking membership category:
      • M01 Traditional
      • M02 Cloverbud
      • M03 Special
  • These fields can be used to generate labels and reports
new features3
New Features
  • 10 Local Fields available in both the member and leader screens
    • Can be used to track anything during the year (not historical), such as MAQA attendance, and forms and fees for activities
    • Fields are named locally and can be renamed at any time to use the field for a new purpose
    • Member and leader fields are named separately
    • These local member and leader fields can be used to generate labels and reports
new features4
New Features
  • 10 State Fields in the member and leader screens .. at the present time, only 2 will be used:
    • Keep name private
    • Photo release approval
new features5
New Features
  • Separate member and leader project numbers
  • All leader projects are identified with (,Ldr) at the end of each project name
    • Easy to identify and generate labels and reports of leaders by project
  • All youth leader projects are identified with (,Yth Ldr) at the end of each project name
    • Easy to identify and generate reports and labels of youth leaders by project
new features6
New Features
  • Youth Protection screen to record application date, orientation date, behavior expectation date, and background check date.
  • Four status categories are available:
    • Pending (treated as an inactive record)
    • Approved
    • Approved with restrictions
    • Rejected (treated as an inactive record)
  • All four fields must be filled out before it will be possible to select approved or approved with restrictions as a status.
  • Reports can be run on each category.
what s different
What’s Different?
  • Some changes in terminology.
    • Achievements vs. activities
  • Separate member and leader screens, members are green, leaders are yellow.
  • New project numbers.
  • County codes are now 3 alpha characters vs. 3 numeric digits.
  • Member and leader codes are generated by the program.
steps in importing data
Steps in Importing Data
  • Read “Read Me First” document.
  • Perform upgrade.
  • Set up clubs in 4HPlus.
  • Data import steps (mapping chart is extremely important).
  • Name local fields if you would like to use that feature right away.
  • Add county achievements if desired.
  • Leader record clean up.
  • Member record clean up.

Note – instructions are available for each step. Very Important to follow prescribed order for proper data import.

what will import
What will Import?
  • Member and leader main screen information .. such as name, address, phone, e-mail, years in 4-H, age, birth date, school, gender, demographic information.
  • 4-H Club (provided the club set-up was completed before data import).
  • Currently enrolled projects.
what will not import
What will not Import?
  • Historical data.
  • Achievements (formerly known as activities).
  • Contact information for parents.
  • Youth Protection screening information.
leader record clean up
Leader Record Clean-up
  • Check “Allow Newsletter via Email” if you would like to communicate electronically when you have an e-mail address.
  • Select appropriate Leader Class.
  • Correct Adult Volunteer Type if necessary (set to default to 83 – project leader).
leader record clean up1
Leader Record Clean-up
  • Fill in any missing information, including ethnicity and race.
  • Fill in two state fields – Y or N for Keep Name Private and Photo Release Approval.
  • Verify club is listed if the leader is associated with a club.
leader record clean up2
Leader Record Clean-up
  • Verify projects, especially making sure that (,Ldr) projects are identified.
  • Add achievements if county uses achievements (activities) for leaders.
  • Complete screening fields.
member record clean up
Member Record Clean-up
  • Check “Allow Newsletter via Email” if you would like to communicate electronically when you have an e-mail address.
  • Select appropriate Member Class.
  • Correct Youth Volunteer Type if necessary (default is set to 80 – none, change to 81 if youth leader).
member record clean up1
Member Record Clean-up
  • Fill in missing information, including ethnicity and race.
  • Fill in two state fields – Y or N for Keep Name Private and Photo Release Approval.
  • Verify club is listed.
  • Verify projects, especially making sure that (,Yth Ldr) projects are identified for youth leaders.
  • Add achievements.
user hints and tips
User Hints and Tips
  • Do not attempt to run labels or reports until all data clean-up has been completed. The data generated will not be complete until each record has been cleaned up.
  • It is suggested that you close other programs when using 4HPlus for the most efficient processing time.
  • The program can only be minimized from the main screen.
user hints and tips1
User Hints and Tips
  • The program can only be closed by using, “go to”, then exit. This is to prevent loss of data.
  • Use the “Process” button to perform a function, such as in generating the list of members or leaders on the registration page.
  • Update disk on the main page often during data entry to write the data to your hard disk to avoid losing data in the event of a power surge.
resources
Resources
  • 4HPlus step-by-step instructions needed for the data import and clean-up will be posted on the 4HPlus/Blue Ribbon webpage: http://www.uwex.edu/ces/4h/resources/mgt/blueribbon.cfm (use your CE netid and password to access the page).
  • Additional print materials will be added to the webpage over time.
  • Additional Wisline sessions will be offered to highlight functions and features of the program.
for assistance
For Assistance …
  • 4HPlus Installation Questions
    • Tony RomanHelpdesk ManagerC.E. Technology Services608.265.2836800.947.3529 (TTY)608.265.3894 (FAX)[email protected]
for assistance1
For Assistance …
ad