4-H Blue Ribbon Youth Enrollment Software Training

January 2004 on v2.4

Tape 2

Nancy Johnson

Florida 4-H

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

4hrept@ifas.ufl.edu

(352) 392-2941 x231

Installation CD Menu

2004 Youth Enrollment Training Tape 2 (1)

• Update Responsibilities IT/4-H Staff• Member/Query, Selecting, using Filters

– Add/Change a Primary Club– Add Project– Add Activity

• File|Additional Queries|Club Member Query• File|Additional Queries|Member Project Queries• File|Additional Queries|Member Activity Queries

2004 Youth Enrollment Training Tape 2 (2)

Reports & Queries – Ways to get Answers• Report menu – built-in reports• Report Builder – custom reportsQuery and Export to Ascii or dBase ->Word, Excel• File|Create and View Query (SQL)• File|Member/Query (Filter)Print Ethnic Statistics for Reports, Mailing LabelsUtility|File Utilities|Utilities| Recalculate Age

2004 Youth Enrollment Training Tape 2 (3)

• CD Contents– \Documentation\Doc folder.doc -tips

– \Documentation\Create and View\ -sqls

– \Documentation\WinYouth docs\ -manual

• BDE Administrator Levels fix for dBase->Excel• 4hbr Website

– Current Version Install/Update link has links to needed instructions and files.

– FY2004 ES237 link highlights changes in v2.4

Member/Query (M/Q)

• Spreadsheet icon or File|Member Query

• Only displays Primary Club in ClubID

• Nothing changes unless you select records• Index first (by club), then filter (?ladder

button)

• Click first, Shift+click last to select range

• Ctrl+click to select individual records

Add Primary Club IDEx. Add Club 150 to all with no Primary Club

(ClubID blank):• Click first record, Shift+click the last to

select• Action|Change Primary Club • click … button, slide down to pick ClubID

150• Click OK, then OK again

Change Primary Club ID

Ex. Change Club 100 members to Club 250:

• Index by Club

• Filter button, pick ClubID, type in 100 click OK

• Select|Select All

• Action|Change Primary Club, …pick 250 click OK, then OK again

Member/Query- change filter

Click on Incorrect Field,

• then edit value

• or click on Clear to remove Field from filter

To Add a Different Field,

• Click on All tab to see all Fields • Click on Correct Field, type in value

Click on OK when ready to try filter again

Member/Query Filter for Missing Grade

Filter to find members who are missing grade:Fields Field value

Grade -1 has no grade entry

Category M or C Members or Cloverbuds

Status N or R or T New, Return or Terminate

Click OK to try filter.

Then click filter button and its View Summary button to see what your filter selects.

Member/Query Add Project

Ex. Add CP project to a few current members• Ctrl+Click to select individually• Add|Add Project• Your Preferences fill in, click … for

project, pick Project code CP from drop down list (type capital letters to jump down list & verify)

• Mark use primary club or fill in Club ID

Member/Query Add Activity

Ex. Add 30GCC County Overnight Camp Activity to a few current members (required Activity on M/L)

• Ctrl+Click to select individually• Add|Add Activity• Your Preferences fill in, click … for activity, pick

Activity code 30GCC from drop down list (type initial numbers to jump down list & verify)

• Mark use primary club or fill in Club ID

File|Additional Queries|Club Membership Query

Ex. Change Club ID for Members whose secondary club has changed

Index by ClubID, Filter for old Club ID (100)Select|Select All Action|Add secondary ClubWhile still selected,Action|Delete Member Clubs to delete

original (old) ClubID

File|Additional Queries|Member Project Query

Ex. Change Project ID for Members whose Project code has changed in FL master file

• Index by ProjectID, Filter for old Project ID (CE1)

• Select|Select All • Options|Edit Mode• Action|Change Project ID pick …, find MM• Click OK, Click OK again

Ex. Change Activity ID for Members whose Activity code has changed in FL master file

1. File|Member/Query select those who need it

Action|Add Activity add new Activity code

2. File|Additional Queries|Member Activity Query

Index by Activity ID, Filter for old Activity ID

Select|Select All

Action|Delete Member Activities

Reports & Queries –Ways to get Answers

1. Report menu – built-in reports– Lists give names, include each record – Statistical gives totals, counts for each case

2. Report Builder –– Build custom report yourself

3. File|Create and View Query– SQL query and Export to Ascii or dBase ->Word, Excel

4. File|Member/Query– Filter, Select All, and File|Export to Ascii or dBase

Report menu

• Report|Print Data Files| for master code lists

• Report|Parent List|Family Report for links to M/L

Fix broken parent-member links:Utility|File Utilitites|Utilities|Delete Unlinked Parents

Report Lists w/Ethnic Statistics• Report|Member/Leader List or

|Member/Leader by Club for name lists

• Category -Members, Cloverbuds (for youth)• Type -Complete• Status -New, Return, Terminate• Style -Parent Info line• Clubs 000 – 999 (for all clubs)

• “Print Ethnic Statistics” is OK in your data, bug was in demodata.zip, not the program

Q – Needs a report that gives number of Adult Volunteers by Age and Race.

• For Age, Volunteers must have Birthdate on Member/Leader screen

• no age is available for Group Volunteers.

1. Statistical Report

Report|Statistical Report| Member/Leader pick GPAR, Age/Race, New&Return

- Age range 19+ doesn’t work for Adults

See Docfolder.doc on CD under \Documentation\ for CD contents --some tips documents were not printed

2. Report Builder – Build a Custom Report

nwrptbldsimple.doc on CD in \Documentation folder has intro tips

LearnReportBuilder.pdf = the manual, is on hard drive in \Youth Enrollment folder

Utility|Run Custom Report Writer|

File|Create and View Query (1)

Use example SQLs from CD \Create & View folder - Copy and Paste into File|Create and View Query- Edit to fit Florida codes/values

Do Not use in Help|Troubleshooting|SQL area

*Bug* won’t save as dBase file if any selected fieldname is more than 10 characters long. (can >> then < to unselect)

3. File|Create and View Query (2)

Create & View folder on CD has example SQLs but none gives Volunteer Age/Race

File|Create and View QuerySelect * * = wildcard for all fieldsFrom Youth2aWhere Age>=19 and Status>='N' and Category IN

('G','P','A','R')Run QueryCan export to Ascii or dBase and open in Excel

Using Exported dbf or txt file

Examples in files on CD:Create_View.ppt = dbf /txt into ExcelQuery Tips.ppt = dbf /txt into Excel from M/Q

ythprojactmember.doc = dbf into ExcelIn Appendix of Manual

Ascii txt into Excel Chart Email (H-2) Export.doc = paste email addresses (G-7)Access.doc = dbf into Access (H-8)

Actual Age, Print M/L List for Age

Utility|File Utilities|Utilities|Recalculate Age for today’s date to get actual Ages.

• Report|Member/Leader List • Category –G,P,A,R (for adult vols)• Type –Age (range 19 tab 99)• Status -New, Return, Terminate• Style -Parent Info line

Then run Recalculate Age with x Reset 4-H Age to reset everyone to 4-H age as of 9/1.

4. File|Member Query – Filter for Volunteers by Age

File|Member QueryCategory = G or P or A or RStatus = N or RAge 19-99Select|Select AllExport to dBase or Ascii - pick fields or

>> for all, give filename

Florida 4-H Reporting Website

Refer to website for latest info., links

• http://4h.ifas.ufl.edu/4hbr/

• Current Versions Install/Update – Needed files, instructions, how to install

• BDE Administrator Configuration

• FY2004 ES237 info. & changes in v 2.4 

BDE Administrator Levels for Export to Dbase -fixes “unrecognized format in Excel” problem

Start|Programs|Youth Enrollment|BDEAdmin

1. Click on Configuration tab 2. Click on + in front of Drivers 3. Click on + in front of Native 4. Click on Paradox 5. Change Level 7 to 5 6. Click on DBase 7. Change Level 7 to 5 8. Click on Object|Exit| Save changes? click Yes

End of January 2004 Youth Enrollment Videotape Training

(only 2 tapes edited & copied, not 3)

See website http://4h.ifas.ufl.edu/4hbr/ for PowerPoint slides used here and on

Youth Group Enrollment