4HPlus Introduction

1. 4HPlus Introduction February 2008

2. 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

3. 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.

4. 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.

5. 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.

6. 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

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. Know your Install Selection • Note: The developer highly recommends Peer to Peer installation when multiple users need access to the data.

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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.

20. 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.

21. 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.

22. 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.

23. What will not Import? • Historical data. • Achievements (formerly known as activities). • Contact information for parents. • Youth Protection screening information.

24. 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).

25. 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.

26. 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.

27. 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).

28. 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.

29. 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.

30. 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.

31. 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.

32. For Assistance … • 4HPlus Installation Questions • Tony RomanHelpdesk ManagerC.E. Technology Services608.265.2836800.947.3529 (TTY)608.265.3894 (FAX)tony.roman@ces.uwex.edu

33. For Assistance … • State 4HPlus Support Team • 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