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4HPlus – Next Steps

4HPlus – Next Steps. April 2008. Today’s Program. Group Enrollment When Group Enrollment is Appropriate Process for Entering Groups Data Transfer Checking Data for Errors Transmit County Data to the State Sending E-Mail with 4HPlus. Group Enrollment.

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4HPlus – Next Steps

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  1. 4HPlus – Next Steps April 2008

  2. Today’s Program • Group Enrollment • When Group Enrollment is Appropriate • Process for Entering Groups • Data Transfer • Checking Data for Errors • Transmit County Data to the State • Sending E-Mail with 4HPlus

  3. 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.

  4. 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.

  5. 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

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

  7. Group Enrollment • Worksheets can be printed from 4HPlus for recording participants and volunteers • Encourage staff to complete worksheets during a UW-Extension sponsored group event • Not necessary to wait until the end of the year to input group enrollment data • Worksheets and group entry screens are located under: Goto: Groups

  8. Checking Data Before Transmission • After clean up of member and leader records, consider steps to improve the accuracy of the data • County ES-237 data verification utility • Print newsletter mailing list report or export file to Excel to catch differences in inputting addresses for the same residence – use the one label per address selection • Use the SQL function to check state and local fields and other areas of interest for data entry

  9. Checking Data Before Transmission • Use the County ES-237 Data Verification utility • Located under Goto: Federal: County ES-237 Data Verification • The report will identify missing information including clubs, racial/ethnic codes, gender code, and residence code • Select the record from the error list to make the correction • After making the corrections, select Save/Exit/Return to return to the error list

  10. Checking Data Before Transmission • Newsletter labels – select one label per address option • For best results, select a “generic” first label line, such as To the 4H Family at, 4H News for Everyone at, To the Family Friends at • Any slight differences in inputting the address will result in duplicate labels • When inputting new enrollments in the future, use the Copy Last Record feature on the member registration screen and Copy Member Address Information feature on the Parent screen to eliminate differences in inputting addresses

  11. Checking Data Before Transmission • SQL Function – useful when interested in checking data fields for all members or all leaders • Request Report • Check Active (for all active member or leaders) • Select = for the Operator, then Y • Select Continue, then Process • Then select the fields of interest, such as last name, first name, the two state fields, and any local fields • Select Continue and then sort field – most likely last name

  12. Check E-Mail Setup Before Transmitting Data • Start by checking to see that the e-mail was set up at the time of 4HPlus installation – from the main 4HPlus page: 4HPlus Email SetUp. • If the screen is not filled out, refer to the document, “Setting Up 4HPlus Email” posted on the website.

  13. Transmit County Data to the State • May 1 has been established as the first date to transmit county data to the state. • When the Email File Now! button is selected on the Archive: Send screen, the county data will be e-mailed to Jane Marquardt. If meeting the May 1 deadline is a challenge due to delayed 4HPlus installation or other circumstances, e-mail all three members of the State 4HPlus Support Team. Please include an update on your progress and anticipated timeline.

  14. Transmit County Data to the State • Initial Steps • Check the version number of 4HPlus – visible in the header on the main 4HPlus screen • The most current version of 4HPlus is 08-070 • If this version number is not displayed, contact a 4HPlus Supporter for another copy of the upgrade link and instructions • Perform the upgrade prior to transmitting county data to the state

  15. Transmit County Data to the State • Initial Steps (continued) • Member and leader data clean-up must be completed prior to transmitting data to the state • As suggested earlier, after clean up of member and leader records, take steps to improve the accuracy of the data

  16. Transmit County Data to the State • Steps to Transmit Data • Go to: Archive: Send: Send Data • All the boxes in Select Data Files for Transmission should be checked • Select All in selected files for Record Selection • Select the Build Now button

  17. Transmit County Data to the State • Steps to Transmit Data (continued) • An information message will display the location of the exchange file • The file will be in the C:\CKV\dataxfer folder – the name of the file will be 4HXXXST_.ebd (the XXX’s will be your 3 letter county code) • Use the Email File Now! button to send the file to the State 4-H Youth Development office Jane is poised and ready for the avalanche of files!

  18. Sending E-Mail with 4HPlus • 4HPlus can be used to send messages to members and leaders with e-mail addresses, ranging from a notice that the newsletter was posted, to meeting notices for members in specific projects or specific roles. • The e-mail function should be available to all 4HPlus users, regardless of installation method.

  19. Sending E-Mail with 4HPlus • Check e-mail addresses • From the main 4HPlus screen – Check Email Address Validity • Under Select Email Address Type, select Members, Leaders and Parents • Select Verify Email Addresses

  20. Sending E-Mail with 4HPlus • If the e-mail is intended for the newsletter mailing list, all members, all leaders, and/or all parents, use the Newsletter Label function to create the e-mail. • Labels can be requested for all records that do not have an e-mail address

  21. Sending E-Mail with 4HPlus • SQL can be used to create a specialized e-mail list in the same manner as any other SQL report, list, count, labels or mail merge. • The same process can be used to build an SQL request for labels for members or leaders without an e-mail address.

  22. Sending E-Mail with 4HPlus • Messages can be created in the message text box – spell check is available. • It is also possible to copy and paste a message in the text box from another application or open a file via the file button. • Files can be attached from another directory.

  23. Sending E-Mail with 4HPlus • Use caution in the size of e-mail messages as some members and leaders are likely to be using dial-up to access their e-mail. • For newsletters, post the newsletter to the county website, then use the e-mail function to notify families that the current issue has been posted.

  24. 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 Next Steps PowerPoint • Posted under 4HPlus On-line Manual • Group Enrollment • Setting Up 4HPlus Email • Transmitting County Data to the State • Sending E-Mail with 4HPlus

  25. 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 Continue to send e-mail messages to all three State 4HPlus Support Team members for fastest response.

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