1 4hplus – next steps april 2008. 2 today’s program group enrollment when group enrollment is...

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4HPlus – Next Steps

April 2008

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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

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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.

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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.

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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

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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.

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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

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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

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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

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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

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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

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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.

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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.

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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

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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

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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

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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!

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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.

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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

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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

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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.

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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.

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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.

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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

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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.