4HPlus Introduction February 2008

Today’s Program Background of change to 4HPlus Conversion timeline New features with 4HPlus Overview of steps for set-up and import of your data Information that will/won’t import Clean-up of records User hints and tips Resources available

Terms 4HPlus – the desktop application that is replacing Blue Ribbon Youth Enrollment. All counties will be using 4HPlus this year. 4H4ME – the optional web-based companion of 4HPlus. Interested counties will have the opportunity to use 4H4ME beginning next year. 4HPlus is required to use 4H4ME.

Why a Change? A Wisconsin team requested Greg Hutchins, Wisconsin 4-H Youth Development Program Director, set up a demonstration of 4HPlus and 4H4ME in Wisconsin after attending a tri-state meeting focused on strengthening the 4-H community club program.

Why a Change? A two-day demonstration was held in July, with members of this team and additional 4-H Youth Development staff members, county 4-H support staff members, and state technical staff members in attendance. Greg Hutchins solicited feedback from all participants prior to making the decision to move forward with a purchase of the 4HPlus and 4H4ME programs.

Why a Change? The 4HPlus program has a compatible web based program - 4H4ME. The combination of 4HPlus and 4H4ME offers: Office efficiencies Staff and volunteer access to 4-H enrollment information Enhanced communication options for county offices, 4-H clubs and 4-H members

Conversion Timeline January: Installation of 4HPlus. February – April: Import Blue Ribbon Youth Enrollment data to 4HPlus and clean-up leader and member records. May 1: First transmission of data from 4HPlus to the state.

Conversion Timeline Note: Counties are encouraged to keep Blue Ribbon Youth Enrollment records up to date until the county fair “cut-off” date for project enrollment.

Conversion Timeline Discontinue active use of Blue Ribbon Youth Enrollment as soon as records are cleaned up and the fair project cut-off date has been reached. Use the Blue Ribbon Youth Enrollment program this year to transfer data to your county fair for their use. Beginning with 2009 fairs, an export of 4-H enrollment data will be generated by 4HPlus for county fair use.

Conversion Timeline Keep Blue Ribbon on county computers to access historical data. 4H4ME (the web-based companion) will be an option for interested counties in the fall.

Know your Install Selection Stand Alone – install used when only one computer in the office needs access to 4HPlus. Network – allows multiple users, but only one person at a time. Peer to Peer – allows multiple users at one time, but only one computer can enter data into the system; also requires remote user data update.

Know your Install Selection Note: The developer highly recommends Peer to Peer installation when multiple users need access to the data.

New Features Leader Type Identify the key role of the leader (previously done through project numbers) Individuals tracked in the database, but not serving as leaders are marked as “none” – such as a legislator Fields can be used to generate labels and reports Not necessary to identify “non- leaders” with a club code

New Features Leader Class Will help in tracking “non-leader” entries in the database All leaders are identified as “L01 Traditional” Non-leader entries are identified by category, such as County Board Member, Community Partner, Extension staff Fields can be used to generate labels and reports

New Features Youth Volunteer Type New method of tracking whether or not a member is serving as a youth leader Member Class Method of tracking membership category: M01 Traditional M02 Cloverbud M03 Special These fields can be used to generate labels and reports

New Features 10 Local Fields available in both the member and leader screens Can be used to track anything during the year (not historical), such as MAQA attendance, and forms and fees for activities Fields are named locally and can be renamed at any time to use the field for a new purpose Member and leader fields are named separately These local member and leader fields can be used to generate labels and reports

New Features 10 State Fields in the member and leader screens.. at the present time, only 2 will be used: Keep name private Photo release approval

New Features Separate member and leader project numbers All leader projects are identified with (,Ldr) at the end of each project name Easy to identify and generate labels and reports of leaders by project All youth leader projects are identified with (,Yth Ldr) at the end of each project name Easy to identify and generate reports and labels of youth leaders by project

New Features Youth Protection screen to record application date, orientation date, behavior expectation date, and background check date. Four status categories are available: Pending (treated as an inactive record) Approved Approved with restrictions Rejected (treated as an inactive record) All four fields must be filled out before it will be possible to select approved or approved with restrictions as a status. Reports can be run on each category.

What’s Different? Some changes in terminology. Achievements vs. activities Separate member and leader screens, members are green, leaders are yellow. New project numbers. County codes are now 3 alpha characters vs. 3 numeric digits. Member and leader codes are generated by the program.

Steps in Importing Data Read “Read Me First” document. Perform upgrade. Set up clubs in 4HPlus. Data import steps (mapping chart is extremely important). Name local fields if you would like to use that feature right away. Add county achievements if desired. Leader record clean up. Member record clean up. Note – instructions are available for each step. Very Important to follow prescribed order for proper data import.

What will Import? Member and leader main screen information.. such as name, address, phone, , years in 4-H, age, birth date, school, gender, demographic information. 4-H Club (provided the club set-up was completed before data import). Currently enrolled projects.

What will not Import? Historical data. Achievements (formerly known as activities). Contact information for parents. Youth Protection screening information.

Leader Record Clean-up Check “Allow Newsletter via ” if you would like to communicate electronically when you have an address. Select appropriate Leader Class. Correct Adult Volunteer Type if necessary (set to default to 83 – project leader).

Leader Record Clean-up Fill in any missing information, including ethnicity and race. Fill in two state fields – Y or N for Keep Name Private and Photo Release Approval. Verify club is listed if the leader is associated with a club.

Leader Record Clean-up Verify projects, especially making sure that (,Ldr) projects are identified. Add achievements if county uses achievements (activities) for leaders. Complete screening fields.

Member Record Clean-up Check “Allow Newsletter via ” if you would like to communicate electronically when you have an address. Select appropriate Member Class. Correct Youth Volunteer Type if necessary (default is set to 80 – none, change to 81 if youth leader).

Member Record Clean-up Fill in missing information, including ethnicity and race. Fill in two state fields – Y or N for Keep Name Private and Photo Release Approval. Verify club is listed. Verify projects, especially making sure that (,Yth Ldr) projects are identified for youth leaders. Add achievements.

User Hints and Tips Do not attempt to run labels or reports until all data clean-up has been completed. The data generated will not be complete until each record has been cleaned up. It is suggested that you close other programs when using 4HPlus for the most efficient processing time. The program can only be minimized from the main screen.

User Hints and Tips The program can only be closed by using, “go to”, then exit. This is to prevent loss of data. Use the “Process” button to perform a function, such as in generating the list of members or leaders on the registration page. Update disk on the main page often during data entry to write the data to your hard disk to avoid losing data in the event of a power surge.

Resources 4HPlus step-by-step instructions needed for the data import and clean-up will be posted on the 4HPlus/Blue Ribbon webpage: (use your CE netid and password to access the page). Additional print materials will be added to the webpage over time. Additional Wisline sessions will be offered to highlight functions and features of the program.

For Assistance … 4HPlus Installation Questions Tony Roman Helpdesk Manager C.E. Technology Services (TTY) (FAX)

For Assistance … State 4HPlus Support Team Nancy Eisele, Information Processing Consultant, Jane Marquardt, Office Manager, Donna Menart, Associate State Program Director,