4HPlus Preparing 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

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: 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: –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: –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, –Donna Menart, Associate State Program Director, Continue to send messages to both State 4HPlus Support Team members for fastest response.