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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.

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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 …

  • State 4HPlus Support Team

    • Nancy Eisele, Information Processing Consultant, [email protected], 715.362.5655

    • Jane Marquardt, Office Manager, [email protected], 608.262.2391

    • Donna Menart, Associate State Program Director, [email protected], 920.565.4638


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