1. 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

2. Installation CD Menu

3. 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

4. 2004 Youth Enrollment Training Tape 2 (2) Reports & Queries – Ways to get Answers Report menu – built-in reports Report Builder – custom reports Query and Export to Ascii or dBase ->Word, Excel File|Create and View Query (SQL) File|Member/Query (Filter) Print Ethnic Statistics for Reports, Mailing Labels Utility|File Utilities|Utilities| Recalculate Age

5. 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

6. 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

7. Add Primary Club ID Ex. 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

8. 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

9. 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

10. Member/Query Filter for Missing Grade Filter to find members who are missing grade: FieldsField value Grade-1has 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.

11. 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

12. 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

13. 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 Club While still selected, Action|Delete Member Clubs to delete original (old) ClubID

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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.

20. 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

21. 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|

22. 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)

23. 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 Query Select * * = wildcard for all fields From Youth2a Where Age>=19 and Status>='N' and Category IN ('G','P','A','R') Run Query Can export to Ascii or dBase and open in Excel

24. Using Exported dbf or txt file Examples in files on CD: Create_View.ppt = dbf /txt into Excel Query Tips.ppt = dbf /txt into Excel from M/Q ythprojactmember.doc = dbf into Excel In 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)

25. 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.

26. 4. File|Member Query – Filter for Volunteers by Age File|Member Query Category = G or P or A or R Status = N or R Age 19-99 Select|Select All Export to dBase or Ascii - pick fields or >> for all, give filename

27. Florida 4-H Reporting Website Refer to website for latest info., links http://4h.ifas.ufl.edu/4hbr/ Current Versions Install/UpdateInstall/Update –Needed files, instructions, how to install BDE Administrator Configuration FY2004 ES237 info. & changes in v 2.4 FY2004 ES237

28. 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

29. 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 Enrollmenthttp://4h.ifas.ufl.edu/4hbr/