4HPlus Preparing for 2009 Enrollments

1. 4HPlusPreparing for 2009 Enrollments October 2008

2. Today’s Program • Steps Before Moving Ahead • Creating the New Year • Initializing the Data Set • Processing the 2009 Project File • 4HPlus Publication Reports • Question and Answer Time

3. Steps Before Moving Ahead • ES-237 report must be completed and transmitted • Create History Cards for members AND Leaders • If this step was done previously, create the history cards again - once for members and once for leaders • Counties already creating the new year before this program should contact Jane Marquardt for assistance

4. Steps Before Moving Ahead • In the Peer-to-Peer setup, refresh the data pool: • Read and Write computer should “Write Data” • All Read Only computers should “Read Data” • Create a back up file of the current year data

5. Creating the New Year • Process archives oldest of three data sets (even though there is currently only one year of data) and creates the 2009 year • Daily Password needed to begin • Goto > Archive > Create New Year • Refer to Preparing for 2009 Enrollments document for instructions

6. After Creating the New Year • Still possible to view 2008 data and generate reports using the 2008 data set • Go To > Archive > Select Year • Select 2008 under Select Data Set, then select ok to switch from 2009 to 2008 data set • In future years it will be possible to use the past two years of data sets • Only the current year data can be edited

7. Initializing the Data Set • This step gets the data ready for the new year • Goto > Archive > Init Data Set • Important to carefully analyze options • Educator and support staff member should discuss and make a joint decision regarding options for initializing the data set

8. Initializing the Data Set • Selections are made separately for member and leader records • Should Units (Clubs) be removed? • Should Projects be removed? • Should Achievements be removed?

9. Initializing the Data Set • We recommend increasing years in 4-H, grade and years in project • There are two choices for active status • Leave as is • Inactivate all records (inactive members and leaders do not show up under any functions such as SQL or creating mailing labels)

10. Initializing the Data Set • Behavior Expectations for Leaders • Selecting Clear Behavior Expectations Date is recommended since forms need to be signed annually by leaders • Local and State Fields • Individual choices can be made for each field • Refer to Preparing for 2009 Enrollments document for instructions

11. 2009 Project File • Processing the 2009 Project File will make the 2009 project list in 4HPlus consistent with the 2009 project guide • This process should not be performed until the new year is created • The 2009 Project File is posted on the 4HPlus webpage: http://www.uwex.edu/ces/4h/resources/mgt/4hplus.cfm • Refer to Preparing for 2009 Enrollments document for instructions

12. Special Instructions for Peer-to-Peer Read Only Computers • Create the new year • If there is a message that the ES-237 report must be filed first, complete these steps: • Complete the County ES-237 Data Verification • Process the ES-237 report • Build the ES-237 report, but do not send to the state • Skip initializing the data • Process the 2009 Project file

13. 4HPlus Publication Reports • Reports listing member projects and corresponding publications can be printed for individual members, a club, or all members • Goto > Members > Reports/Utilities > Member Publications • The report cannot be edited • Refer to the Printing Publications Reports document for instructions

14. When Enrollments are Completed • After all re-enrollments have been entered, use the Set Active Status utility to identify records of individuals that did not re-enroll • The utility will automatically record these records as inactive • Refer to Preparing for 2009 Enrollments document for instructions

15. 4HPlus Resources • New and revised 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 – Preparing for 2009 Enrollments PowerPoint

16. 4HPlus Resources • New and revised resources have been added to the 4HPlus webpage: http://www.uwex.edu/ces/4h/resources/mgt/4hplus.cfm • 2009 Project File • New Document • Printing Publications Reports • Revised Documents • Creating and Completing History Cards • Preparing for 2009 Enrollments

17. 4HPlus Training Sessions Contact Marcia Jesperson by October 3 to register • October 20, Madison, Lowell Center - Lower Lounge: Space available • October 21, Green Bay, Brown County UW-Extension Office: Full • October 22, West Bend, Washington County UW-Extension: Space available • October 24, Madison, Lowell Center - Room 118: Full • November 4, Altoona, Eau Claire County UW-Extension Office: Space available • November 5, Altoona, Eau Claire County UW-Extension Office: Full • November 6, Wausau, Marathon County UW-Extension Office: Full Marcia will maintain a waiting list for sessions that are full

18. For Assistance … • State 4HPlus Support Team • 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 both State 4HPlus Support Team members for fastest response.