4-H Blue Ribbon Youth Enrollment Software Training

January 2004 on v2.4Tape 1

Nancy JohnsonFlorida 4-H

http://4h.ifas.ufl.edu/4hbr/4hrept@ifas.ufl.edu

(352) 392-2941 x231

Installation CD Menu

2004 Youth Enrollment Training Tape 1 of 2 (1)

• Help|About for Version&Date, click on icon• Add Button for Member Query• Data Path• Windows Explorer• Using Winzip to extract files (Demodata.zip

for Training only)• Datafix utility to repair problems in data

2004 Youth Enrollment Training Tape 1 of 2 (2)

• Manual Contents• Hover over buttons for descriptions• Preferences=book icon= Utility|Preferences• File|County Information• Member/Leader screen=man walking icon• Clubs=clover icon

– Add a new club, edit old club number

Q-Does it run on Windows 95/98?

• This initial release does run on Windows 95/98, but MarTech can’t guarantee that it will continue to do so.

• 1/14/2004 Microsoft will support Windows 95/98 another year or 2—they had already stopped, then changed their position.

Blue Ribbon Help|About

• Help|About– Version 2.4, Date November __, 2003– Double-click on Blue Ribbon icon for computer

Processor, speed, MB RAM

• Add Button for Member/Query– click drop-down arrow at far right of button bar

Where is your Data?

Check bottom of main screen for your path and write it down! Default path is:

C:\Program Files\Youth Enrollment\Data

Path to data on a network will be different

Windows Explorer/Winzip

• For Training Only, we installed Demodata.zip – steps are similar if your year-end data was sent as back to you as DataGNV.zip after Gainesville edits.

• Right click on Start and pick Explore to open Windows Explorer

• Find .zip file, double-click to open it

Datafix Utility

• Use when program stops with Error msg.• Youth Enrollment must be closed (all users)• Start|Programs|Youth Enrollment|Datafix

– By Alias– WinYouth– Rebuild all tables– Pack tables– Log to file

Youth Enrollment Manual

• MarTech wrote first part for all states, all aspects of the program

• Florida Supplement and FL Codes define how Florida uses the program– All Club enrollment on Member/Leader screen– Group enrollment

• Project code only • All Camps, Special Interest, School Enrichment

Finish Set up - Preferences

• Verify that Preference settings are correct before entering data after – Installation/re-installation– Update

• Each computer has to have Preferences set– County Number is 3 digit = 0__

Q-Mixed Community/Integrated?

• A youth carries his “Community” with him • By definition, if a youth of a different race

travels to a group/club causing it to be an “Integrated” group/club the “Community” is now a “Mixed Community”

Member/Leader screen• Individual entry – all Club members,

leaders, or people you want to mail to• Category – M, C = members

– G, P, A, R leaders– O = Other, doesn’t count on ES237 (mailing)– FL doesn’t use Special S

• Status- New, Return, Terminate, Inactive, A• All need a club “added as primary”• All members need a project, can be EX

Exploring 4-H

Q-Should I Delete Inactives?

• County decision • Inactive Status records occupy space and

you have to skip through them—which slows down processing

• Trade-off is you would need to re-enter them if they do re-enroll, not just Return

Clubs

• Club Reports need a range of Clubs, separate– Community Clubs– In-School Clubs– After School Clubs– Military Clubs

• Find Club numbers already in use – Report|Print Data Files|Club Code File/Numeric

Add/Edit Club

Club code file numeric report, showed that 150 and 250 have not been used yet

Add Club 150, Gators, as After-School Club • Edit Club 100 to Club 250