Florida 4-H Blue Ribbon Reporting System
this page last updated 12/5/06 5:25 pm.
The new web-based 4-H reporting program development has experienced further delays and no delivery date has been set Depending on when the new software becomes available, we may finish out the report year using it or still using MarTech Blue Ribbon Youth Enrollment At this point, no training before April 2007 would be feasible and May is more likely
It has been decided that we will enter the Individual Member, Leader/Volunteer, Parent, and Club data into Blue Ribbon now and submit it by 3/15/06 This "Final" individual data will be converted into the new software instead of the Final version of the 8/15/06 data we originally planned to use We still hope to use the new program to collect group data for FY07, so if you judge that you can wait as late as June 1st to begin entering Group Youth and Group Volunteers and still get the data into Youth Enrollment by August 15th, please wait for now However, if you have more than 50 Group Youth entries and feel you need to begin sooner, we will accept your final Group data in Blue Ribbon Youth Enrollment format.
Start updating Individual data for Members & Leaders/Volunteers, Parents, and Club Data for FY07 now
“Final” Individual data will be due in Gainesville on
Thursday March 15, 2007
Expect Final Data to be due in Gainesville by Wednesday August 15, 2007. (scroll
down for more information, links, and Emails Sent)
Previews of screens, forms, and documentation for the new program will be posted
as available here
Nancy D. Johnson fax (352) 846-0999, voice (352) 392-2941 x231
[4H Main Page] New
4H Reporting preview Search
this Website Publications Ordering Info Curriculum
Reports from ES-237 Data
| User Info | Installer/Updater Info | ||||||
| help | important | find/fix errs | reference | *Checklist* | Install Tips | ||
| FY2005 ES237 info. & changes | 4H staff Update Responsibilities | Year End 2006 error cks, reports |
Start-up Tips | Computer Requirements | |||
Finish Setup Prefs/ County Codes |
Error Checks ex Member Charts ex Youth Group | Manuals FAQ |
Data folder Names | ||||
Backup What?
|
ES237 --Do your numbers match? |
How
to zip Data folder video How to Do Tips |
BDE Administrator | ||||
| Got OK? Start New Year How to switch Data dir | rbItem.zip rev 10/5/05 how to unzip |
Install/Upgrade Problems | |||||
Group Youth |
New Year 1 | Finish Setup Prefs/Co Info | |||||
| Update changes | How to Change Codes Club, Project, Activity | To Envelope Manager | Activity & Project codes rev 10/05 FL06codes.zip |
||||
| Training | SQL Fixes | Datafix utility | PastYearData | Windows Explorer settings | |||
8/18/06 new forms and guides added (pdfs) youth
enrollment form, 4H Member
Individual Project Guide, Starting
4-HClubs , Florida 4H
Chartering (.doc), Charter
Request form, New
Club Charter Application
7/10/06 see Forms to print
Re-enrollment forms with past projects from the Youth Enrollment program, then
copy Back
of Re-enrollment 2006 form (.pdf) on the back to collect and verify
Residence, Military Family, Disability, Ethnicity/Race, &
Parent/Caregiver contact information.
6/21/06 IFAS
IT District support (I) NW Louise C. Ryan ryanlo@ufl.edu
4/17/06 IFAS Multipurpose servers added a Data folder above Public that broke
the Mapped Drive Letter path Fix in
Windows Explorer under Tools|Map Drive Letter BDEAdmin Databases|Path
& Configuration|Drivers|Native|Paradox|Net Dir are affected.
3/2/06 IFAS IT District support changes
(I) NW Josh Wilson quit, (IV) SC Bill (Guillermo) Black in Polk Co is new, and (III) C Fergie
Ferguson, in Lake Co now supports Indian River & St. Lucie Co too.
11/3/05 added October 21, 2005 Update file Upgrade102105v25.exe (10.5 MB, Everyone should apply it! How
to do upgrade) Go
to Help|About, click drop-down arrow, if the date on y237r.dll is September 28,
2005, you have already installed the Upgrade.
rbitem.zip (Custom Reports, 10/5/05). In your Data folder, if the rbItem.db file is dated
10/5/05, you have the current Custom Reports)
11/2/05 added Videos 1) Add
School Codes entry to File Menu 2) Add/Edit
School Codes in M/L Drop-down List New in v2.5, Member/Leader screen
School has a drop-down list to pick from, and adds/edits to list must be done in
School Code file.
10/21/05 added FL06codes.zip (unzip contents into Data folder to replace Activity & Project codes,
and Custom Report files) Activities102005.pdf Projects102105.pdf In your Data file, if you have youth2c.db 10/21/05 and youth2g.db 10/20/05, you
have the current Project and Activity codes.
9/24/05 added How
to zip Data folder video
Florida 4-H
Blue Ribbon Youth Enrollment
|
Data Folder Names
It is desirable to have access to previous years' data as well as the current year data, but you have to know which data your are viewing when are using the program In Florida, the current year's data will be in a directory called Data Prior year data will be copied to the same location but with the 2 digit fiscal year added to the name--ex. Data05, C:\Program Files\Youth Enrollment\Data05 All users of the program will need Administrator "Full Control" access to the Youth Enrollment folder and all folders below it (allows user to read, write, edit, and delete files and subfolders). On a network, if the data files are kept on a server, all users will need "Administrator Full Control" access to the folder name immediately above (should be short like 4HBR, or Youth. or YE) and & its subfolders --including the \Data and \Lock folders ex P:\4HBR\Data
| Data = Current year. Once Year-End Processing has been run,
the Current year Data = Fiscal Year 2006, FL Reporting year 9/1/2005-8/31/2006 Data05 = Fiscal Year
2005, FL Reporting year 9/1/2004-8/31/2005 |
Where are your Data Files Located?
The path to the data directory is displayed at the bottom of the Youth Enrollment screen, WRITE IT DOWN on the codes page in your MarTech Youth Enrollment manual (Save this Page! sheet in plastic in the Blue Ribbon manual) If the path is not visible on your screen, check your video settings A minimum of 800 x 600 video resolution is needed to see entire Youth Enrollment window on screen. Do not pick Large Fonts Windows XP theme needs to be Windows Classic.
Single computer (Stand-alone) When the data resides locally on your hard drive, the default path to the data files is C:\Program Files\Youth Enrollment\Data If you have a second hard drive, the drive letter might be D, if the Youth Enrollment program was installed on D.
Networks
Keep a list of all computers (location/user) that have the Youth Enrollment program installed and the path to the actual Data files for each You will need to make sure that each computer gets set up in BDE Administrator to point to the data files correctly and that all computers are updated to the same version and Date, whenever program updates are released.
Peer-to-peer network: the drive letter for the Data files will be C: on the "host" computer and a different letter on the computers that access the shared Data folder over the network The rest of the path will be \Program Files\Youth Enrollment\Data. Check the path from each computer and write down the location and user of the computer and the path from that machine to the actual Data files
Client-Server network: the drive letter is not C:, it is mapped to the server The path to Data files should be the same from all client machines, but it may be something completely different from Youth Enrollment\Data (4HBR\Data is suggested for current year data) Directory or folder names are whatever the network administrator called them when program was set up Use the recommended names for the data folders, Data, Data04...
Current version
The latest update to the Youth Enrollment Program, version 2.5, Upgrade102105v25.exe (10.5 MB) was posted here 11/3/05 It should be applied if Help|About shows v2.5, but the drop-down arrow alphabetical list of program files has y237r.dll July 11, 2005 (y237r.dll date should be September 28, 2005) Your machine must meet the minimum hardware standards, including 600 MB of free hard disk space on the local hard drive (and network server drive) to run it successfully All counties should be updated to version 2.5, (with y237r.dll date September 28, 2005) The "final" Individual data will be due in Gainesville 3/15/07. The submission deadline for the FY 2007 Florida 4-H Reporting Year (including Group data) is Wednesday August 15, 2007 In Youth Enrollment program, check Help|About for installed version and program file dates Changes in v2.5 (pdf)
Each user will need Administrator “Full
control” permissions to:
1) C:\Program Files\Common Files\Borland Shared\... + subfolders (new in
v2.5)
2) C:\Program Files\Youth Enrollment\...+ subfolders
If data is on a shared network drive (ex. S:), the folder one level above
Data (ex. 4hbr)+ subfolders
3) S:\4hbr\...
R-click on Start button, if you see Explore All Users, you have "Full
Control" permissions to all folders.
How to Check if you have "Full Control" permission for a folder
(Windows XP search):
1) Start|Search|Files or Folders| type Borland Shared, then
2) click on the "More Advanced Options" button and mark the "Search
hidden files and folders" option When found, R-click on folder
name and pick Properties
3) Click on Security tab and find your username in the list, in the Allow
column, the "Full Control" box should be marked,
4) Click on Advanced button, mark the box for "Inherit from parent the
permission entries that apply to
child objects. Include these with entries explicitly defined here."
Strategies to recover hard disk space and improve performance.
1) Search for and then delete Temporary files (Start|Search|Files and
Folders| type in *.tmp for 'All or Part of the file name').
2) Open Internet Explorer, go to Tools|Internet Options and click on Delete
Cookies and Delete Files.
3) After deleting files, empty the Recycle Bin,
4) Defragment your Hard Drive (let it run over lunch or overnight. It can take hours and it is best not to be using your PC)
a) Start|My Computer| R-click on drive C:,
b) pick Properties, check free hard drive space (~15% is desirable, you need
~600MB free to install the upgrade/updates on a Windows XP
system).
c) go to Tools|Defragment Now,
d) pick
Analyze to see how fragmented drive is If Defragmenting is recommended,
pick Defragment and let it run.
Any incremental updates will list on this webpage with the most recent found on the top row Incremental updates must be applied "in-order" (oldest to newest) to work correctly
In Florida, Updates, Full install, and Custom Report (rbitem.zip) files are often posted on the website as zip files (compressed) and require Winzip (free trial), Windows XP (built-in zip/unzip), or a similar utility to uncompress the zip file contents before the setup.exe program can be run (Unzip/Zip info) Winzip80 install files are on the CD in the Extras folder (under Documentation folder) Winzip (Classic, not Wizard) is preferred to Windows XP built-in zip/unzip utility.
The current minimum required version in Florida is version
2.5, dated July 11, 2005 or later.
The Manual
contents have not changed since the printed ones were distributed at the 4-H Blue Ribbon Youth Enrollment Trainings held
around the state in January 2004 The July 11, 2005 upgrade file, rbitem.zip,
and Florida Master code files are also available on this website or from
your IFAS District Computer Support Specialist.
Warning- the update to version 2.4 changed your data in important ways. It isn't wise to keep version 2.3 of the program (and old data files) installed on the same computer. To access past-years data from FY2000-2003, keep version 2.3 installed on a machine that will not be used for new Blue Ribbon Youth Enrollment You will want the Data00, Data01, Data02, and Data03 datasets, set up with BRWYouth.exe Multi-youth access on that computer
An update of the Youth Enrollment program software may require a hardware upgrade. Before upgrading or installing it, make sure your computer can run it!
Operating Systems -must install the program and do "Finish Setup" steps on each client computer.
Windows XP Professional, Windows 2000 Professional, Windows NT workstation
To successfully install Blue Ribbon Youth Enrollment (and Adobe Acrobat), you will need "install" privileges, which may require an Administrator account and password, (often different from your usual logon account and password) The BDE Administrator is a component of the Word Perfect Suite and if it is already installed on the system, you should be able to install Blue Ribbon Youth Enrollment on you usual account.
Error messages may be different on the different Windows operating systems. Click on "More" to try to find the name of the file that is missing or that has the problem and write down the entire message to help identify the problem.
Windows XP Specific tips
XP Peer-to-Peer networking setup
program installation, setup
XP theme needs to be Windows Classic, or Member/Leader screen displays only
partial buttons--right and bottom sides of window are chopped off.
Windows 95/98/ME are no longer supported starting with version 2.4, November, 2003 MarTech can't guarantee that this program will run on older Windows operating systems, or on slower computers No special privileges are required to install the program and this first release (Nov. 2003) appears to run on the several Windows 98 machines that were tested.
A 2 video set of the Jan. 15, 2004 training is available for loan through your
IFAS District Computer Support person or Nancy Johnson The original 3
video set covering the basics of Data entry is still recommended for those new
to the Blue Ribbon Youth Enrollment program The v2.4 update training
assumes a basic knowledge of the program and covers Additional Queries and how
to change Club, Project, and Activity codes for multiple individuals at once.
Version History Florida stayed with the Dec 14, 2000 v 2.1 update during most of 2000-2001, but moved to Jun 4, 2001 v 2.1 for FY2001 year-end reports The FY2002 year-end reports required the Oct 25, 2001 or later v 2.2 update The FY2003 year-end reports required v2.3 The Nov 13, 2002 v 2.3 install and update files were posted on 2/18/03, the July 28, 2003 update was posted in August The October 15, 2003 update to v 2.3 was used by the State 4-H Office to generate final FY2003 county reports It corrected the Volunteer Training Log totals on the ES237, which were incorrect for counties who had more than one training entered for the same date.
The Nov, 2003 v 2.4 CD, FL Master Project and Activity codes
diskette, and REVISED Manual contents were distributed in Florida at the 4-H
Blue Ribbon Trainings conducted by Nancy Johnson in January 2004 in each IFAS
Administrative District.
Nov 7, 2003 Update to v2.4 (applied to version 2.3 dated Nov. 13,
2002)
All computers accessing shared data files in your county must be running the same version of Youth Enrollment and using the same mapped Drive letter for the Data location in the BDE Administrator Close out of the Youth Enrollment program on all networked computers before installing on a new machine or applying any update (make sure it is not just minimized).
Winzip Actions|CheckOut will open the zip file in a temporary folder and allow you to double-click setup.exe and install the update Winzip "Extract" creates a folder containing a setup.exe file which you must double-click to begin the actual update When asked if you want to overwrite existing files, pick "Yes to All".
How to set up the "BDE Administrator"
The "BDE Administrator" points the program to the Blue Ribbon Youth Enrollment Data. The path set by the BDE Administrator on one computer affects only that machine and should not interfere with access to Youth Enrollment data directories on any other machine, even if they share the files over a network. You can get to it by clicking on Start|Programs|Youth Enrollment and then picking BDE Administrator Go there and note the path to the BDE Administrator file displayed in the title bar at the top of the window, which you can then use to create a new icon for BDE Administrator on your Windows Desktop.
A. How to Create an Icon on your Desktop to access BDE Administrator
- Right click on the Start button and pick Explore to open Windows Explorer.
- Go to the location of your BDE Administrator files and click to select it The default location is C:\Program Files\.Common Files\Borland Shared\BDE\BDEADMIN.EXE Some computers with Corel Office Suite may have a different location for the BDE Administrator files, which is fine.
- Right click on the BDEADMIN.EXE file, pick Create Shortcut, and a "Shortcut to BDEADMIN.EXE" entry will be added to the bottom of the file list.
- Left click once to select "Shortcut to BDEADMIN.EXE", and pick Edit|Copy.
- On the left Explorer window pane, use the slider to move to the very top and click on the Desktop to open that folder, then Edit|Paste.
- If you shrink the Explorer window by clicking on the - in the upper right corner, you will see a new icon on the Desktop that looks like a gear, with the label "Shortcut to BDEADMIN.EXE".
- Right click on the label portion, pick Rename, type in BDE to 4H Data, and press Enter.
- Click on your new BDE to 4H Data icon to open it, then click on the Databases tab, click the + to list entries, and then click on Youth Enrollment to open it.
- The PATH should point to your Data directory.
B. BDE Administrator Configuration settings
- Click on Help|About, if not 5.01 or higher, must upgrade BDEADMIN --see www.borland.com website under Delphi.
- Click on Configuration tab
- Click on + in front of Drivers
- Click on + in front of Native
- Click on Paradox
- set Net Dir to C:\Program Files\Youth Enrollment\Locks if data is on local computer's drive C:, or to the network path Locks folder ex H:\Youth\Locks where the Data is located in H:\Youth\Data
- Change Level 7 to 5
- Click on DBase
- Change Level 7 to 5
- Click on System (same level as Drivers, click - in front of Drivers to see easier)
- Click on INIT Set Local Share = True if
Client-Server Networking or stand-alone PC.
Set Local Share = True if Peer-to-Peer Networking (Windows 2000 or XP robust enough for Data Entry from any machine, if Win95/98, or ME, do data entry only on host PC) - Click on Object|Exit| Save changes? click Yes
BDE Administrator - Install or Upgrade Problems/Solutions
1. Windows 2000 Professional, Windows NT workstation BDE Administrator (a required component) requires "install" privileges, usually only found on an "Administrator" account and password, which is often different from your usual logon account and password.
2 BDE Administrator icon not automatically put on desktop.
Start|Find|Files or Folders and search for BDEADMIN.EXE The default location is C:\Program Files\Common Files\Borland Shared\BDE\BDEADMIN.EXE Right-click on BDEADMIN.EXE and pick Create Shortcut Say yes when it asks if you want to create the shortcut on the Desktop.
If you do not find BDEADMIN.EXE, you will need to install it. Look for bde511en.exe (11.6 MB) in the Extras folder on the CD or download it from here Once installed, see Appendix D, page 4, "Setup the BDE" in your manual for setup information The BDE Administrator contains the path to your data files that is utilized by the WinYouth icon when you open the program Set the BDE Administrator to point to a different location when files are located somewhere on the network or in a different-named directory than the default location on the local computer's hard drive, C:\Program Files\Youth Enrollment\Data.
3. dbSetupr.Ini, Check if WinYouth was added to the BDE Administrator Databases
After you do the install and click on the WinYouth icon to open the program an error message comes up It says, File does not exist, "dbSetupr.Ini, cannot continue Windows 2000 gives a BDE error message It means that WinYouth must be added to the BDE Administrator program, with a path that points to your Data directory.
To fix this, you need to do the following:
1. Go to Start/Programs/WinYouth/BDE Admin
2. Click on the Databases tab.
3. Click on the PLUS sign in front of Databases in the left window.
4. Choose the Object menu, New...
5. Click OK for the Standard option.
6. Rename the object "WinYouth" (in the left pane)
7. In the RIGHT pane, click in the box to the right of Path. Click on the
"..." button. Locate your Data folder.
8. Make sure that the Default Driver box says Paradox.
9. Choose Object|Apply.
10. Exit BDE Admin. Save changes if prompted.
11. Probably would be good to restart your computer before starting your BR
program. You may also be prompted for your access codes the first time you run
BR.
You can trigger the "Update" button to appear the next time you open Youth Enrollment by going to File|Utilities, double-click on Youth2i.db, delete the entry in Version field (near bottom) and click OK Running Update a second time may fix glitches that sometimes happen when files aren't correctly updated
4 Invalid file name EDBEngine Error 9987
Don't use more than 8 letter characters in a folder name on a server
Example g:\4h\blue ribbon data\data
triggered error message
but when changed to g:\4h\brd\data it was fine
5. BDE Administrator problems under Novell Network 4.83 can be resolved by installing the Novell Service Pack 1.
The original Iowa manuals and the Training Videos were made for the Feb 23, 2000 version The Spring 2001 Iowa manuals include changes and features added since November, 2000 The November 2003 v2.4 CD includes the Iowa manuals revised for version 2.3 (not 2.4)
You will still need to copy some or all of the files from the Florida Master Project Codes, and to enter your County's codes from the MarTech Access Codes Sheet. The "No More Users Allowed" message displays and the program closes the first time it is opened Then click on Finish Setup and follow the steps under "Set Program Defaults to Complete the Installation and Update Process". Install or Upgrade Problems/Solutions 1. "Unable to write to WinYouth.Ini"
error message when you double-click on icon to open Blue Ribbon. Each user needs "Full Control" permissions for c:\Program Files\Youth Enrollment\ on any PC they will use to access the Blue Ribbon Youth Enrollment program (allows user to Read, Write, Edit, or Delete files or folders in Youth Enrollment folder and below). An Administrator has to log on, open Windows Explorer, go to c:\Program Files\Youth Enrollment\, right-click on the Youth Enrollment Folder, pick Properties|Security and mark Full Control for each user. Version 2.4 Upgrade, November 2003 (see Bugs for other problems) 1. Youth Enrollment won't open after Full Install on new computer or new hard drive-get BDE error message 'missing dbsetupr.ini' -- on v2.4 and v2.3 Full install, means the dbsetupr.ini was not created. Before you open Youth Enrollment, unzip dbsetup.zip into the Youth Enrollment program folder--default location is C:\Program Files\Youth Enrollment\ Or if that doesn't work you could just add your alias manually. This takes a little longer to do but it is a manual process going into the BDE Administrator. I have included instructions for this process in (missingdbsetupr.doc) Group Youth & Group Volunteers Insert the Blue Ribbon Youth Enrollment v 2.4 install CD in the drive, and pick Explore this CD from the menu (or open Windows Explorer, then go to the CD). Double-click on the \Formatted Data Files folder to select it and then dbl-click on the setup.exe file to re-run the part of the installation that copies the new format files to your Data location The path to the data directory is displayed at the bottom of the Youth Enrollment screen. Read-only files Update button seems to run fine, but never goes away upon exit Check that Youth2i.db and Youth2i.px are not Read-only. "Permission Denied" message when you click
on Update button usually means a file that needs to be changed is marked as
read-only Files copied from a CD become Read-only on the computer
hard drive Click on the Next/Detail arrows until you see the
filename.
Uncheck the Read-only box on the Properties for that file (or all files in Data) R-click on Start and pick Windows Explorer Go to your Data folder location, dbl-click on the folder name to select and open it, then click in the right pane Ctrl-A to select all the files, right click and pick Properties. County Youth Info on Fall02 Version 2.3 4/17/03 Datafix.zip a small program that will assist you in restructuring your data files. This can be used if recreating your indexes doesn’t work or if you have errors like “index is out of date”, “corrupt table other than header”, or “a component name ________ already exists” See Datafix.doc for instructions. (in 2/7/03 email from Trude at MarTech) There have been some minor quirks that could come up that you need to be aware of: 1. Condensed P/A/A report - Only active projects will print no matter what status you choose. (Condensed PAA.doc) 2. Some counties could have updated their tables before putting on the update. (This is more rare). In this situation they will get an error 'name not unique in this context' and references the PhotoRelease or BehaviorForm. If they do that I have included directions and an sql to take care of that situation. Your counties might not encounter this at all. (photobehav.doc) 3. Youth Enrollment won't open-get BDE error message 'missing dbsetupr.ini' -- On v2.4 and v2.3 Full install, the dbsetupr.ini was not created. Before you open Youth Enrollment, unzip dbsetup.zip into theYouth Enrollment program folder--default location is C:\Program Files\Youth Enrollment\ Or if that doesn't work you could just add your alias manually. This takes a little longer to do but it is a manual process going into the BDE Administrator. I have included instructions for this process in (missingdbsetupr.doc) 4. Installing on Windows XP could be challenging. It must be accessed as Administrator or Power User. Power Users need permissions at all folder levels and especially at the level where the pdoxusrs.net is created (this is usually created where your net dir is set in the BDE administrator). Since the XP packages could be different and our IT departments tend to have many permissions at all levels be ware that you might have to do some tweaking (the default permissions in XP for power users could be set up differently than Windows 2000 -- so make sure they check permissions and inheritable rights. They might have to set rights on each folder down to the data folder There have been calls in which different things have worked for different situations, sometimes it's because of the other products they have loaded on their machine or due to who set up the machines. Please feel free to share your story with other states so we can share the knowledge to make the XP transition smoothly. 5. BDE Administrator problems under Novell Network 4.83 can be resolved by installing the Novell Service Pack 1. October 25, 2001 Update ver 2.2 Field "CountyID" not found If you get a "tblZipCode: Size mismatch for field ZIP, expecting 7 actual 5" error when trying to open the Member/Leader (M/L) file, read under June 4, 2001 Update below, you'll need to download and run Z5lite.exe, pointing it to your data directory (if shared data, all users must be closed out of Youth Enrollment program before your run it). If you get a "tblZipCode: Size mismatch for field ZIP, expecting 5 actual 7" error when trying to open the Member/Leader (M/L) file, you will need to re-do the June 4, 2001 update, then the October 25, 2001 update. June 4, 2001 Update ZipCode file structure changed If you get a "tblZipCode: Size mismatch for field ZIP, expecting 7 actual 5" error when trying to open the Member/Leader (M/L) file, download and copy the 3/9/2001 zip code files Z5lite.db (1.77 MB) and Z5lite.px (10k) to the Data directory you are accessing You will need to get the newer Z5lite files manually (R-click on filename, pick Save Target As, change destination to point to your Data folder) (Z5lite.exe installs only to the default location C:\Program Files\Youth Enrollment\Data). If your data is on a network server, be sure everyone else has closed out of the program before you update any files. Then you can copy z5lite.db and z5lite.px to your shared network data folder and/or to any past year data folders. Or you could run the Z5lite.exe and browse to whatever data folder that needs updating (on the network server or a data directory from a different year), instead of the prompted C: drive location C:\Program Files\Youth Enrollment\Data. Check the Youth Enrollment icon properties (right
click YE icon and pick Properties, then click on the Shortcut
tab. YthDisk1.exe and YthDisk2.exe updates must be run on each client computer and pointed to C:\Program Files\Youth Enrollment\ We have had some cases where the icon points to the server location instead of the local drive. December 14, 2000 Update or Full Install 1. other.bpl file missing After downloading, unzipping, installing and restarting the program, you may get an error message when you click on the Youth Enrollment icon to open it "A required file other.bpl was not found" instead of getting into the program Look for it in the unzipped install directory or click on other.bpl to download the file from here Then depending on what type of operating system you have you need to copy and paste it into the correct folder. If you have a Windows 95/98 or ME (Millennium)
operating system copy and
paste other.bpl into your C:\Windows\System folder. 1a. If your data files are located on a network server and accessed by more than one person, you should use the "BDE Administrator" approach and edit the path to change between data directories (changes which data the WinYouth icon opens) If you use the "BDE Administrator" approach instead of the "Select Youth Data" approach to change between your data directories, you won't need these 2 files If you use the "Select Youth Data" approach to change between data directories (use a separate arrow icon to open a radio button list to pick a data directory), you will also need to copy 2 files, vcl30.dpl (1,248k) and vcldb30.dpl (613k) to the same directory as other.bpl (c:\Windows\System for Win95/98) Look for them in the unzipped install directory (added to zip 1/30/00) or click on each filename in turn to download them from here These files are also missing from the Dec 14, 2000 full install and you get an error message "A required DLL file, vcl30.dpl was not found" when you try to open BRYOUTH.EXE to access data located in a different directory using the Select Youth Data method. 2. 'different sort order' error message Example: to recreate the indexes on the Youth2u1.db table. 1) Go to Utility|File Utilities and |
Operating System and Hardware Requirements to Run Youth Enrollment after the v2.5 May 2005 Update for FY2005
The following information establishes the minimum hardware and software requirements for all MarTech Systems, Inc. applications as of November 24, 2004. For Windows XP systems.
Keyboard is required Service Pack 1 required. · A 10/100/1000MB network card required for networking more than one device. · A CDRW drive is recommended for backups. · Service Pack 2 is supported, but there may be special installation requirements. · Classic desktop theme required through 1st Qtr 2005 · XP Professional is the preferred operating system. MarTech Systems, Inc. only requires resources as indicated in the above Windows 98 Second Edition specifications. The additional requirements in the Windows XP operating system dictate the additional minimal requirements as indicated for acceptable system performance when implementing Windows XP. For Windows 2000 Professional systems.
· A 10/100/1000MB network card required for networking more than one device. · A CDRW drive is recommended for backups. MarTech Systems, Inc. only requires resources as indicated in the above Windows 98 Second Edition specifications. The additional requirements in the Windows 2000 Professional operating system dictate the additional minimal requirements as indicated for acceptable system performance when implementing Windows 2000 Professional. |
Windows 2000 Professional or Windows XP Professional
are recommended and will give the best performance, NT should also work,
though Microsoft is phasing out support of it MarTech could not
guarantee that slower machines with Microsoft Windows 95/98/ME would be able to
run the update to version 2.5. Windows NT/2000/XP need
"Install" privileges of an Administrator--account and password
would typically be different
from your everyday logon account and password.
The minimums assume that Youth Enrollment is the only program
open on your system and that you don't have a large individual enrollment
(Member/Leader screen entries) Don't expect to be able to access email,
the internet, MS Word, Excel, or Envelope Manager simultaneously on a computer
with only the minimum specs.
A minimum of 500 MB free Hard Disk space (after installation) is needed to run the program The free disk space is required on drive C (local
hard drive), and also on the Server if the program is networked This space is used for
creation of temp files when reports are written A lock-up while previewing a report suggests there
was not enough free hard disk space available
A UPS (Uninterruptible Power Supply) with a minimum of 5 minute protection
costs ~$100 and needs the battery replaced every 2-3 years at ~$40 The
number one cause of data loss/corruption is some kind of power event, often low
voltage (brown out), which can be prevented by having a UPS on all machines used
for Blue Ribbon data entry as well as on the network server Having a UPS
on all Youth Enrollment client machines can prevent problems on the network
server machine in a Client-Server network setup.
An 8 pages per minute inkjet or laser printer is recommended If
printing special forms on cardstock, get one capable of printing 90 lb. paper
with a bypass tray A printer with enough memory to allow user to continue
working while it prints is preferred Almost any printer that supports
Microsoft Windows products will work, if it is loaded with the manufacturer's
current print drivers These drivers are available free from the
individual manufacturer's websites Some suggestions: HP laser 2000 or
4000 series or HP inkjet 900 series.
First Installation and Updates
First Installation -You can install the MarTech Blue Ribbon Youth Enrollment Program on a computer for the first time (ex. new hard drive) using the Full050905.exe (73.7 MB) file from this web page If updates have been released, you usually only need the most recent update. There are no updates beyond May 09, 2005 as of June 13, 2005 Additional information for Network Installation is provided below.
Updates - If you have entered data in an earlier version, it is wise to backup your data files to diskette before applying any update In Youth Enrollment, go to Help|About to see the version and date currently on the computer Determine what update(s) you need to install and install needed update(s), in order.
Florida counties should be updating from ver. 2.4 to May 9, 2005 once any needed computer hardware upgrades have been done If you have not yet started the new 4-H Reporting Year, do the Process Year-End Files step after updating the version of the program.
After running the May 9 2005 update, when you first open Youth Enrollment an Update Data button will display if the program detects that the data files you are using have not been updated to the current version Check the data path displayed at the bottom of the screen and verify that you are accessing the data files in the correct location All other users of the program who share data files over the network must be completely closed out of Youth Enrollment before proceeding (not just minimized to task bar).
- Click on the Update Data button to begin, then OK.
- Click on Update to continue A progress bar displays When finished updating, it will display "You May Now Exit".
- Click on the Exit button to return to the main Youth Enrollment screen.
Updating Networked Computers. All computers accessing your Blue Ribbon data through a network must be using the same date version. You will need to successfully apply any needed Updates separately on each of these computers Close the Youth Enrollment program on all networked computers before installing on a new machine or applying any update.
To Install, you will need:
- The Full071105.exe (75.1 MB) full install from the CD or downloaded from here.
- click desktop icon to open Youth Enrollment, type in access codes, check Help|About version 2.5 with y237r.dll July 11, 2005.
- The MarTech Access Codes Sheet (Save this sheet! page in plastic in the Blue Ribbon Youth Enrollment manual) It has your unit's User Name, User Code, Access Code and Network Access Code This information is stored in the WinYouth.ini file located in the \Youth Enrollment folder (not in the Data folder, not part of routine backups) The rest of the WinYouth.ini file changed drastically with the update to v2.4, but the unique Access codes for your county remain the same.
- Florida Master
Codes FL state version of Project, Activity, Award, & Lit codes in FY06 Activities updated 10/20/05 (35FOC
C-Forestry Day Camp, 35PDC C-Pers.Dev./Manners Day camp are new) and Projects updated 10/21/05 (GC
General Club project dropped)
| If doing a new hard drive Full install -- Copy your existing Data files to your Data folder before copying the FL Master Code files there. |
BEFORE YOU COPY FL Master Project and Activity code files, print reports of Projects and Activities in use. Starting in FY04, counties must use only FL master codes for Projects and Activities. If you added any project or activity codes, you will need to convert them to codes in the FL Master Project file before submitting your final data, the state 4-H office will only see the FL master codes in your reports.
To determine if you have added County codes:
In the program, go to Report|Print Data Files and view and/or print Project, Activity, Award, and Literature files Compare county codes to the state codes (total is given on the last page).To list Codes actually in use in your M/L Project and Activity Data:
1) print a Project Statistical Report - Gender to show your existing Project codes and their meaning:
Report|Statistical Reports|Member/Leader Projects, pick M, C, pick Gender, and Print See Example Report in manual (on white paper)
2) print an Activity Statistical Report - Gender to show your existing Activity codes and their meaning
Report|Statistical Reports|Member/Leader Activities, pick M, C, pick Gender, and Print.
These files can be downloaded from here as their respective .zip files to a Temp location and unzipped there to your Data folder.
Project Codes database (pdf) |
10/21/05 |
FY2006 no County-added Projects, use correct State code. ProjectCodes102105.zip | |
Project Codes index |
10/21/05 |
||
| Youth2c.xg0 | Project Codes index | 10/21/05 | |
| Youth2c.yg0 | Project Codes index | 10/21/05 | |
Youth2e.db |
Award Codes database (pdf) |
6/11/03 |
Codes are up to County, use ex. files or use own awards2_4.zip |
Youth2e.px |
Award Codes index |
6/11/03 |
|
Activity Codes database (pdf) |
10/20/05 |
FY2006 no County-added Activities, use correct State code. ActivityCodes102005.zip | |
Activity Codes index |
10/20/05 |
||
Youth2y.db |
Project Literature database (pdf) |
10/02/01 |
not updated since '99, can use your county version, if you have made edits literature.zip |
Youth2y.px |
Project Literature index |
10/02/01 |
|
Youth2y.xg0 |
Literature .xg0 index |
10/02/01 |
|
Youth2y.yg0 |
Literature .yg0 index |
10/02/01 |
The Florida Master Codes must be copied into your data file (the default location would be in C:\Program Files\Youth Enrollment\Data) The FLmaster.zip file is linked here, you can copy it to your a Temporary location and then use pkunzip.exe or WinZip.exe to expand the files.
If your master code files were copied from a CD, the files are Read-only on your hard drive and won't work until you fix them using Windows Explorer.
To Remove Read-only attribute from files:
After the Florida Master Project Codes files have been copied, open the Youth Enrollment Program.
- Right click on Start button and pick Explore
- go to your Data folder (directory) If on a single computer, look at C:\Program Files\Youth Enrollment\Data.
- double-click on the Data folder to open it, then click on the background of the right pane to select it.
- hold down CTRL while typing A (Ctrl-A) to select all the files,
- Right click on the background of the right pane, and pick Properties,
- Uncheck the mark in the Read-Only box,
- Click on the Apply button, then click OK
- click on Utility Menu at the top
- then click on File Utilities
- click on Select Menu at the top
- pick Select All (files will be highlighted)
- click on File
- click on Recreate Indexes and wait while each index is checked and recreated if necessary A list of the indexes which were recreated is displayed.
- close Utilities window by clicking the x in the upper right corner of the window or pressing ALT+F4
- To test if it worked, click on Projects
- click on Find
- type CD32 in the Project Locator box and Enter
To verify that the Florida master codes have been copied to the correct location and the index files were recreated successfully, Go to File|Project Codes|Find and type in CD32 If the Child Development Unit 2 project is found, you have successfully copied the 10/21/05 FL master Project code files..
Go to File|Activity Codes|Find and type in 35HL2 If C-Health/Fitness Day Camp is found, you have successfully copied the 10/20/05 FL master Activity code files.
You may now add local Award code items to your database.
Network Installation
The Youth Enrollment program data files can be located on a network server (Client-server) or located on one person's local hard drive but shared over the network (Peer-to-Peer) so that more than one user may access the data files at the same time (4 max.).
The computer used for Youth Enrollment data entry should not be a network server.
Peer-to-Peer networking on Windows 95/98/ME is not robust enough to allow data entry on more than one machine, but may be okay if all data entry is done on the machine that holds the data MarTech recommends Client-Server networking (meaning the data files reside on a network file server) when data entry needs to be done on more than one client machine However, the Peer-to-Peer networking in Windows 2000 and XP is robust enough to permit Data entry on more than one machine simultaneously On Windows XP Peer-to-Peer, the data path shouldn't be longer than 60 characters Peer-to-Peer networking between 95/98/ME and Windows 2000 or Windows XP doesn't work well.
Each computer accessing the data files over a network still needs the program files installed on a local hard drive with the final Program Defaults and Preferences setup for that user--see Finish Setup.
MarTech Network Support Policy
The Network Installation section found in Appendix D of the manual is obsolete for version 2.5.
Don't use more than 8 letter characters in a folder name on a server, it caused an EDBEngine Error 9987 Invalid file name.
Example g:\4h\blue ribbon data\data triggered error message
but when changed to g:\4h\youth\data it was fineFor a network installation, you pick Custom Install, specify a shared network location, and then go to BDE Administrator and set the paths correctly there NOTE: map the server machine as the same drive letter for all machines accessing Youth Enrollment data that is stored on the server.
Any new files installed by Updates to the program are placed in the default directory of the local hard drive (usually C:\Program Files\Youth Enrollment\Data) You may need to copy files to your network Data location after installing an update on the local machine.
For assistance with installation on a network, either as Client-server or Peer-to-Peer, contact the IFAS Help Desk or your IFAS District Computer Support Person
Set Program Defaults to Complete the Installation and Update Process
Preferences
The Youth Enrollment program allows you to set defaults that will display on new records To speed data entry, these should be the most commonly occurring values for a particular field As individual records are entered, the displayed default value can be replaced with the correct value, if it is different Most of the field settings can be left blank, which may be better if there is no predominant value for a given field.
Open the Blue Ribbon Youth Enrollment Program.
County Information File
Click on File, then click on County Information
Address, City, State, and Zip
Office Name -extra descriptive field, optional
4-H Age Calculation Date = 4H Year Start Date = 09/01/2006 for Florida FY2007
District code is your IFAS Administrative District (use 1, 2, 3, 4, or 5, not a Roman numeral)
Account number - leave blank
Tax exempt number - leave blank
Click on File, if School Codes doesn't show at the bottom of the list, you must add the menu item
video- Add School Codes entry to File MenuTo Add School Codes entry to File Menu,
1 click on the drop-down arrow at the far right end of the menu bar (File Report Special ES237...)
2. pick Add or Remove Buttons,
3. pick Customize (Main Menu is highlighted)
4. then click the Commands tab at the top
5. click on File in the left pane
6. then on the Right window pane, slide to the bottom. You'll see the School Codes entry.
7. click and hold down the left mouse button on the School Codes entry, drag it up to File (on main Menu), keep holding while the menu list expands, then drag down to the bottom of the list until the horizontal line is below Certification Codes, then release (drag & drop it).
8. click somewhere off of the Customize window to close it.
Add or Edit Schools displayed in Member/Leader screen drop-down.
video-Add/Edit School Codes in M/L Drop-down ListPreferences
Click on Prefs icon (open book) or Utility|Preferences
- Default Member Entry tab
- Sort Order by Name is recommended
- Delivery Mode 4-H Community Clubs, or most common Club in your county
- County Code number = zero + county plan of work code (must be 3 digits, ex. Alachua Co is 060)
- Club Code - leave blank
- City, State, Zip - most common or may leave blank, zip-code lookup fills in City & FL
- Member Code
- x Automatic Entry should be marked.
- assign an initial starting Member ID number If more than one computer is running Blue Ribbon Youth Enrollment, they should have different ranges of member IDs that won't overlap See Florida's Supplemental Programming Guide for suggestions.
- User-Defined check box -for Florida type in "Military Family"- It is to be checked if an immediate family member is either on Active duty or in the Military Reserves (any service).
- Residence - most common
- Ethnic - most common
- Race -most common
- Status - New
- Activity/Award Year - 2007 (FL 4-H year 9/1/06-8/31/07)
- Category - Members
- Grade - most common or none (each member will need a grade entry)
- School - most common or may leave blank
- Gender - pick M or F
Integration Status tab
- Integrated Club or Group - x if most of your clubs and groups are integrated When you mark Integrated, Racially Mixed Community will automatically be marked, as well This is how National 4-H meant it to work.
- Racially Mixed Community - x if your community has more than one race/ethnic group Ethnicity now defined as Hispanic or Not Hispanic.
- Don't set Integrated =marked (True) and Racially Mixed Community= unmarked (False) =>logical ERROR, youth and unit will not be counted on ES237, #13
- Default Project Settings tab
1. Default Year in Project (Ex. 1, 2, 3...), enter 1
2. Mark Need Literature (press spacebar or L click mouse)
3. Mark Active
Do not mark Youth Leader, most youth are not project leaders.
Do not mark Completed--As members turn in their project books, you would mark the particular project as completed for that member
- Default Parent Entry
1. Mark Automatic Entry, can start at 1
2. Sort Order, click drop-down arrow and pick Name- Email Defaults
If you have Microsoft Outlook email, check the box Others will need assistance from their network provider for settings See Appendix G "Email within Youth Enrollment" in your manual.- Master Defaults points to a temp folder (created with full install & update?)
c:\Program Files\Youth Enrollment\Temp- Add the Member Query Button to your Button Bar
To display the Member Query button, click on the drop-down arrow at the far right end of the button bar, pick Add or Remove Buttons, then click the box in front of Member Query.
If Member Query isn't in that list
1. pick Customize,
2. then Button Group,
3. then click the Commands tab at the top
4. click on File and you'll see the Member Query button on the right side
5. click and hold down the left mouse button on the Member Query button, drag it up to the Button Bar and release (drag & drop it).
6. click somewhere off of the Customize window to close it.- Add "Members with Invalid Club Links" report to the Report|Special Reports| menu
Go to Report|Special Reports and check if Members with Invalid Club Links shows there.
If not, click on the drop-down arrow at the far right end of the menu bar (File Report Special ES237...)
1. pick Add or Remove Buttons,
2. pick Customize (Main Menu is highlighted)
3. then click the Commands tab at the top
4. click on Report and then on the Right window pane, slide to the bottom. You'll see the Special Reports and then an entry for Members with Invalid Club Links
5. click and hold down the left mouse button on the Members with Invalid Club Links entry, drag it up to the Report Menu, then over the Special Reports entry to its sub-menu, and release it just below the Invalid Primary Club Code Report (drag & drop it).
6. click somewhere off of the Customize window to close it.
Start-Up Tips
- Clubs must be added to master Club file before Youth or Volunteer Leaders can be associated with them.
- School Codes must be added to master school code file before they will appear in Member/Leader drop-down list.
- Use FL master Project and Activity codes, no adds or edits Award codes can be added to the master files, you must add a code before you can assign it to a member.
- Add Activity codes (start with numbers) to individual 4-H members via Member Query|Add Activity.
- Use the TAB key to move forward through fields, SHIFT+TAB to back-up.
- Members with a status of New or Returning are "current" and should be included in reports, listings, and mailing labels.
- New, Returning, and Terminated Members will be included on the ES-237 reports.
- Terminated status means someone was enrolled but quit or moved away during the report year.
- Inactive status means they have not participated during this report year Everyone is set Inactive by "Process Year-End Files".
- "Other" member/leader category is used for special mailing list groups You still need a primary Club code Those who aren't members or leaders can all be in the same "Unassociated" club, identified as "Not a youth group unit" The club code should be unique for each mailing list group. You must specifically select "Other" to include them on printed lists or mailing labels.
- Group Enrollment is found under the ES237 menu - Group Youth Enrollment, Group Volunteers, and Volunteer Training log.
- a single Group Youth Enrollment entry with a Project code is to be entered for Short-term Special Interest, Day Camp, Overnight Camp, School Enrichment, or TV/Video programs where the same group of youth receive a cumulative 6 hours of educational experience by an Extension Agent, PA, or 4-H or Extension volunteer criterion School teachers count as 4-H volunteers when teaching 4-H curriculum.
- Do not use Group Youth Enrollment for any Club projects (no Club or Independent Study GroupType).
- FL Group Youth Enrollments only use Project codes (start with letters)
- Do not use Group Youth Enrollment for Activities or Other
- "Print Ethnic Statistics" option on many Reports and Mailing Labels provides race by sex breakdown of a group.
- Project must be marked Active to be counted on ES237 for this year
- Projects are identified by Year in the Project (first year =1, second year =2...) Only enter a project code once in a member's record. Example: SW Swine 3 (third year) would be correct
- Activities, and Awards are identified by calendar year (current Activity Year and Award Year= 2005), and stay with a Member's record into future years.
- Member Query filters let you select or change data for groups of members/leaders at once Field values for member Category and Status = first letter only, ex. N = New, R= Returning....
Florida Codes/Use - Tips
Individual Enrollment - Member/Leader
Club codes are all 3 digit numbers 001-999 in Blue Ribbon program.
Everyone must have a primary club The middle segment of the Member ID number is the primary club If it is blank or for the wrong club, you can fix it in Member Query or on the Clubs tab of the Member/Leader screen
In Member Query, click while holding the Ctrl key down to select several who need the same primary club code, pick Action|Change Primary Club and use the drop-down arrow to select the correct Club code from the list (be very careful if you type it in).
In Member/Leader, click on the Clubs tab, click Add Club, pick correct club from drop-down box, then click on "Add as Primary Club" If the member or leader is not affiliated with the original club at all, you can highlight it and click on "Remove Club" to take it off the record.
The Master Club file must have a record for each club, for units and youth to total correctly on the ES-237 report Group Enrollment Youth Groups and Group Volunteer entries now have a pick list for Club which means their club/unit codes must be in entered in the master club file (as Not a Youth Group type) before they can be selected To print your Master Club file, go to Report|Print Data Files|Club Code File/Num (or Alpha).
Before deleting a club code from the master file, remove the club code from any members or leaders that were in it (change active ones to a different Primary club).
To Remove all members and leaders from a Club,
in Member Query, you can filter for the ClubID and Select All,
1) add the new ClubID,
2) delete the old ClubID
3) Ctrl-click to unselect any who shouldn't have the new club as primary
4) Action|Change Primary Club and use the drop-down arrow to select the correct Club code from the list.When Adding Projects on the Member/Leader Projects tab- if youth is active in more than one club, the program automatically fills in the Primary Club code, you must edit it to the correct club code, if different.
The Projects by Club Code report can list a range of Project Codes by Club with subtotals for project and club Report|Statistical Report|Member/Leader Projects, pick Members (& Cloverbuds), enter Project Code start and end (use same code for just one project), and pick Club Code (bottom of Sort Order list).
Group Enrollment -
1. Update Individual entries on Member/Leader screen
When some of your group participants are already enrolled as individuals on the Member/Leader screen, you have add the activity code to their individual record and the group's Club/unit code on their Club tab.
2. On the first Group record, any Individual-entry youth should be counted as Duplicates,
3. On a second or third group record for the same group (on a different project), ALL would be counted as duplicates, whether individual-entry or only group entry.EFNEP - Expanded Food and Nutrition Education Program
All EFNEP youth can be entered in one record as totals under ES237|Group Youth Enrollment. EFNEP volunteers can be entered as totals under ES237|Group Volunteers Take the totals from EFNEP's ERS reporting program and enter them into Blue Ribbon, using the EFNEP project code, FNE.
First, add an EFNEP project code (FNE) in your master Project file Under File|Project Codes, pick Add and fill in the following:
Blue Ribbon Project Code
FNE
Project Description
Foods & Nutrition - EFNEP
ES-237 Project Code
ECA
Program Source
1862 Land Grant University
Check your typing, Save this project code, and Exit.
Use EFNEP's ERS program to print a Youth Group List report and a Youth Group Summary report From the Youth Group List, get the total number of EFNEP Youth Groups = Units on your Blue Ribbon ES237|Group Youth Enrollment On the Youth Group Summary, convert Age to Grade by subtracting 5 (Age 5 = Kindergarten, Age 6 = 1st grade, Age 7 = 2nd grade...).
FNP - Family Nutrition Program
FNP youth enrollment records (FL FNF project code) were coded with the federal curriculum code EC in FY02-02, ECA in FY00-FY01 and should be ECF in FY2004. In Florida, we only include FNP youth who were directly taught by 4-H staff or volunteers, using 4-H curricula.
You can use Blue Ribbon for FNP in a separate data directory, if you want to keep it completely separate from your regular 4-H data.
Under File|Project Codes
Blue Ribbon Project Code
FNF
Project Description
Foods & Nutrition - FNP
ES-237 Project Code
ECF
Program Source
1862 Land Grant University
Check your typing, Save this project code, and Exit.
Updates of Youth Enrollment Program
Changes in v2.5 (pdf)
Changes in v2.4 (MS Word doc) FL CD/disk/new manual contents distributed at Jan 2004 Trainings around state.
Changes in v 2.3 compares Nov 13, 2002 v 2.3 to Oct 25, 2002 (or later) v2.2 (MS Word doc)
Changes in Nov 14, 2000 v2.1 compared to Feb 23, 2000 v2.0 in html (same as MS Word .doc) REVISED Manual contents.
Changes in Feb 23, 2000 v2.0 compared to Nov 15, 1999 v2.0, in html format (same as MS Word .doc).
Follow the instructions in Generic How to Update the Blue Ribbon Youth Enrollment Program html format.
FY 2005 Florida data is to be submitted using version 2.5 of the Youth Enrollment Program, dated May 9, 2005 or later.
FY 2004 Florida data was to be submitted using version 2.4 of the Youth Enrollment Program, dated May 4, 2004 or later.
FY 2003 Florida data was to be submitted using version 2.3 of the Youth Enrollment Program, dated November 13, 2002 or later.
FY 2002 Florida data was to be submitted using version 2.2 of the Youth Enrollment Program, dated Oct 25, 2001 or later.
FY 2001 Florida data was to be submitted using the June 4, 2001 update of the Youth Enrollment Program.
FY 2000 Florida units updated to the Feb 23, 2000 version of the Youth Enrollment Program before processing the final ES237 report and sending the data disk to Gainesville 9/15/00 The 2nd Florida Blue Ribbon Update CD was shipped to counties August 30, 2000 with the Feb 23, 2000 update and additional files.
Get/Give Help via email
Forms
Forms and guides for the new 2007 reporting year which runs 9/1/06-8/31/07.
Youth Individual Youth enrollment form 4H Member Individual Project Guide Club Starting 4-HClubs Florida 4H Chartering (.doc) Charter Request form renew existing club charter for the year New Club Charter Application request a new 4-H club charter Back of Re-enrollment 2006 form (.pdf) Residence, Military Family, Disability, Ethnicity/Race, Parent/Caregiver contact information.
Print Re-enrollment forms with past projects from the Youth Enrollment program:
Go to Special|Enrollment Forms,
pick Members, pick Print with Projects,
and print re-enrollment forms (print one club at a time, by primary club).
You'll want to copy the parent contact and military family questions on the back, so that we get that verified as we convert to the new program (Back of Re-enrollment 2006.pdf).
Our goal is to have new enrollment forms for Volunteers and Youth Groups that follow the new program screens will be posted on the website as soon as they are available
If you can't wait, here are existing versions used with Blue Ribbon Youth Enrollment in 2006:
Member or Leader
Enrollment form
Group Youth Enrollment form
Public Speaking (Tropicana) Group Youth Enrollment form
Revised for v 2.4 Ethnic/Race categories, FY 2004, MS Word
Error Checks for Year-end Statistical Report, ES-237
It's time to look for things that need fixing in your current data. Print the basic reports that you will need to work with:
-
Print your ES237 report, Test Member/Leader (don't preview, just click on Test Member/Leader and print).
-
Print the ES237 Verification report for:
a) Members, Cloverbuds, Special in Member ID number Order
b) General/Org, Project Ldr, Activity Ldr, Resource Ldr in Member ID number Order
c) Other in Member ID Order -
Member Charts- Please go to Utility|Member Charts and print the charts Write your County Name and the date printed on each.
1. Members by Category
2. Members by Grade
3. Members by Race
4. Members by Residence
5. Members by Status -
Download the latest rbitem.zip and extract to your Data folder Then print all the Custom Reports.
MCnoProject lists active Members or Cloverbuds with no active Project.
ClubDMID All Clubs by Delivery Mode and Club Number.
* Each active Member or Cloverbud is expected to be enrolled in a Project It may be EX - Exploring 4-H for new members A project must be marked Active to be counted on ES237 (shows on Curriculum pages 5-10).
* Curriculum Grand Total on p. 10 of ES237 should be equal to or greater than number of p. 1 Total Males+Total Females (without duplicates).
* Actual Clubs (with Delivery Modes 1-4: 1 Community Club, 2 In-School Club, 3 After-School Club, 4 Military Club) must be updated at the end of each year to reflect True/False for current report year. Mixed Community, Integrated Club, Community Service Project done, 4-H Charter, Bank Acct, Audit of Bank acct done.
* Not a Youth Group (DM = 12) Active Members or Cloverbuds can't have a Primary Club that is DM=12, the top of ES237 p.1 total youth will miss them.(active Status= N or R or T) The Totals by Grade and by Residence will be higher than line 9 Total (Male+Female) without duplicates No problem for Leader or Other Categories = GPAR, Other, or for Status=Inactive or Alumni, to have a Primary Club with a DM=12.YGIntRace All Youth Group Entries by Location, Leader, Project & Date (Race)
YGMFDup All Youth Group Entries by Location, Leader, Project & Date--Units, Males, Females (Duplicates)
YGBalNH Youth Group Entries--Not Hispanic Races and Balance Fields
Balance entry is not supposed to be the sum of the column above it You would only enter a number in balance if you have members with a combination of races that doesn't have a labeled entry rowYGClubDM Youth Group Entries-- Error DM (GroupType)<5 Club DMs (Delivery Mode = GroupType) may not be entered on the Youth Group Enrollment.
YGUnitErr Youth Group Entries--Error Units= Males+Females (UnitErr) Units means the number of Youth Groups summarized in an entry (ex. 4 classrooms = 4 units) An average classroom might have 30 youth, you can estimate units = the total (Males+Females)/30
- Report|Statistical Reports| Member Project/Activity/Club Statistical
a) Member/Leader Projects, Members & Cloverbuds, Gender (AA-ZZ)
b) Member/Leader Activities, Members & Cloverbuds, Gender (000-999)
c) Member/Leader Club, Members & Cloverbuds, Race (000-999)
d) Member/Leader Primary Club, Members & Cloverbuds, Race (000-999)
- Report|Statistical Reports| Volunteer/Youth Group
Statistical,
a) Youth Group, Youth Group, Project Code, Gender/Delivery Mode, Detail Report (AA-ZZ)
b) Youth Group, Group/Member Combined, Project Code, Gender/Delivery Mode, Detail Report (AA-ZZ)
Basically, the total number of Youth without duplicates and Units without duplicates need to balance in the different sections of the ES237 Work through the "Problems Found" and see what you've got to fix.
Many items are essential to get the ES237 report to print out correctly, and to allow your county data to be combined successfully into a state report. These are the primary focus of the ES237 error checks and fixes. Beyond the ES237, errors in items such as Parent or Club file linking, Activities, and Awards which will affect the usefulness of your data for mailing labels and list reports.
1. Preparing Year-end Statistical Report, ES-237 [ES237]
ES237 What to Look For (*Details*, for Florida)
2. Report Builder Reports [Custom Reports]
a)ClubDMID All Clubs-check Mixed Community/Integrated, Charter, Acct, Audit, Community Service Project
b)YGIntRace All Group Entries-check Integrated/Race
c)YGMFDup All Group Entries-check Duplicates, only 1 record per group on a given project.
d)YGUniterr if Males+Females=Units it is usually an error
3. How to Error Check Blue Ribbon
Data, What to Look For
4. SQL Fixes for Problems in the Data Files [SQL Fixes]
[Other approaches to ES237 checking, not v2.4 or 2.5 yet]
-
ES237 in a Nutshell! (from MarTech, rev 8/23/00, MS Word)
-
Statistical manual (from Iowa, MS Word 97)
Custom Reports -
Florida's Custom Reports (go to FLreports.htm for details)(in rbitem.zip or individual .rtm files, click link to see descriptions and intended use) |
|
| Club | |
| ClubDMID | Lists Clubs by Delivery Mode and Club Number |
| Lists all Club codes in Club Number order | |
| Member/Leader | |
| MCclubErr | Lists active Members or Cloverbuds whose Primary Club at the top of the M/L screen is missing from their Club tab list |
| MCnoProject | Lists active Members or Cloverbuds with no Project at all |
| MCnoAProject | Lists active Members or Cloverbuds with no active Project |
| MCRace | Lists all active Members or Cloverbuds, shows Ethnic, Race |
| Group Youth | |
| YGMFDup | Youth Group Entries by Location, Leader, and Date--Units, Males, Females (scan for Duplicates on same leader, same project Err) |
| YGMFDupLdr | Youth Group Entries by Leader, and Date--Units, Males, Females (scan for Duplicates on same leader, same project Err) |
| YGIntRace | Youth Group Entries by Location, Leader, and Date--Race |
| YGIntRaceLdr | Youth Group Entries by Leader, and Date--Race |
| YGBal | Youth Group Entries--Races and Balance Fields (Balance not supposed to be total of column), means entries where Race mix didn't have it's own row. |
| YGBalNH | Youth Group Entries by Location, Leader, and Date--Not Hispanic Races and Balance Fields |
| YGBalNHLdr | Youth Group Entries--by Leader& Date- Not Hispanic Races and Balance Fields |
| YGClubDM | Youth Group Entries by Location, Leader, and Date-- Error DM (GroupType)<5. |
| YGnot6Hrs | Youth Group Entries by Location, Leader, and Date-- Error-Contact Hours less than 6 |
| YGnotProjCode | Youth Group Entries by Location, Leader, and Date-- Error-Project Codes start with letters |
| YGnotProjP | Youth Group Entries by Location, Leader, and Date-- Error- no Activity or Other in FL Youth Group data |
| YGUnitErr | Youth Group Entries by Location, Leader, and Date--Error Units= Males+Females (Unit=Classrooms or # groups of youth combined on one entry) |
| Group Volunteers | |
| GVolType | All Group Volunteer Adults--Volunteer Type and Gender (Vol Type) |
| GVolNH | All Group Volunteer Adults--Not Hispanic Races and Balance Fields (RaceNH) |
-
Old Version 2.3 or earlier Custom Reports Report Designer Reports for Clubs, Group Enrollment, Group Volunteers, Parent/Contact Phone list, All by Category & Club. [Print, (don't Preview) in Windows 2000, Windows XP Pro or Windows NT]
-
Data Files Structures- Tables, field names, & relationships (doc) --a reference for building your own custom reports, (reflects v2.4 changes, from manual Appendix)
The Florida Supplement (rev. 1/9/04) -Florida codes & definitions
MarTech Manuals are included on your November 2003 CD
Youth Enrollment Manual v2.4 16.5 MB .pdf
The CD contains additional Information files that were not printed for the FL manual.
Some of the recent information released by MarTech about Youth Enrollment is in Adobe Acrobat .pdf format, some of it is in MS Word format These are different documents, not just different formats of the same contents Be sure to get both the .pdfs and the .docs.
Iowa's Training Manuals for Blue Ribbon Youth Enrollment
Iowa Manuals are included on your November 2003 CD (courtesy of Becky Nibe, ISU Extension) Forms and many procedures are specific to Iowa's use of the program, but there is a great deal of general information that we can use.
Iowa has a very helpful FAQ (Frequently Asked Questions) about the Youth Enrollment Program.
Backups
Open Windows Explorer and browse to your Data location- Right click on Start and pick Explore to open an Explore window
You should see 2 window panes with the folders on the left. (if not, go to View|Explorer Bar| Folders & mark it) On the left pane, use the slider and dbl-click on folders in Data Path until you get the Data folder containing your current data open
Click the + in front of a folder to list the contents of that folder on the
left side Double click on your Data folder to select and open it, the
files inside your Data folder will appear on the right side window pane
- Pick View|Details from the menu at the top of the window, then click in the right window pane containing the data files Most of the files start with " Youth." Youth2a (Member/Leader) and Youth2n.db (Youth Group) files should have recent dates reflecting when you last added or edited information in them The column headings (Name, Type, Modified) can be clicked to sort the files by filename, extension, or date/time (click alternates A-Z, then Z-A) Click on the "Modified" header to sort the files by date, if the most recent dates aren't at the top, move the right window slider all the way up, and click "Modified" header again.
- If you have any filenames starting with "Copy of ...", it means a copy was pasted into same directory as the original file instead of where you thought it went to "Copy of" files come from accidental drag & drops--Don't wiggle the mouse when selecting/unselecting files with Ctrl-click, use up- or down-arrow key to move in the file list Delete any "Copy of..." files.
- Select all the "Copy of ..." files by clicking on the first, then holding the SHIFT key while clicking the last in the group of "Copy of ..." files.
- Make sure you have only selected "Copy of" files, then press the Delete key to delete them (to the Recycle bin).
- There should be no folders inside of your Data folder (folders have little icons in
front of the filename that look like manila paper file folders, in Windows
XP, View|Details) Instead of just putting the
unzipped files inside the destination folder (\Data), the built-in Windows
XP unzip adds a folder named like the zip file into \Data and unzips
the files into it. Any empty sub-folder can be deleted.
\docs, \codes, \ES237 -- just delete them
\rbitem..., \projects..., and \activities.., contents should have been copied (or cut & pasted) into \Data in order for Blue Ribbon Youth Enrollment to use them If the dates on the same files in \Data are identical or newer, the sub-folder can be deleted.
\rbitem contents are the custom report files for error-checking Before deleting the \rbitem folder, you need to copy (or cut & paste) these files into \Data, and when prompted, pick Yes to overwrite All files. The files in Rbitem.zip file replace some (but not all) of the existing "rb" files with newer versions, each time the state office releases a new one.
If you have a folder with your county name inside of your Data folder, if probably was created when unzipping a DataGNV.zip file sent back to you from the state 4-H office.- If it is empty, or only contains \docs, \codes, \ES237 folders, you can safely delete it without calling.
- If your Data Path (checked in step 1 above) points to the county-name
folder inside of Data or if the county-name folder contains files, call
Nancy Johnson (352) 392-2941 x231 for assistance in evaluating the situation
before deleting the folder. You may want to save a backup on
disks, or move and rename the folder, (Data02, Data03, Data04, Data05) if it
represents your final year-end data, sent back from the state office in
a DataGNV.zip file.
- There should be no .pdf, .zip, .doc, or .exe files inside of
\Data You need to move them (if you want to keep them) or delete
them It's ok to create a \docs06 folder under \Youth
Enrollment to keep documents or an \Updates folder to keep update
files you have downloaded Those files just don't belong inside of
\Data.
- Click on Type at the top of the column to sort the files by file
type If you have any Application or Application Extension type files
with .BPL, .DLL, or .EXE file extensions in your Data folder, hold
down the CTRL key while clicking on each to unselect them All files
with extensions .db, .px, .xg0, .xg1, yg0, and yg1 should still be
highlighted (except the "rb", z5lite ones), approximately 130 files.
Do a backup whenever the amount of work you have entered/edited in the program is more than you would like to have to do over It could be after a couple of hours, daily, or weekly--depending on your volume of data entry.
1. In the Youth Enrollment program, look at the Data Path at the bottom of the window to determine where your data files are located The default location is
C:\Program Files\Youth Enrollment\Data
2. Write down your Data Path exactly, then close the Youth Enrollment program. The Data folder on a network will have a different drive letter or the path will start with \\ and it might not be called "Data")
3. All other users should be closed out of the Youth Enrollment program or the data files will not copy successfully.
Clean up contents of your Data folder:
Copy Files
Copy all files except z5lite.db & .px [zip codes] and the 12 rb___ files [Custom Reports] from your Data directory to a floppy disk in drive A:, label it with Youth Enrollment files, and add the date Step-by-step How to Copy Data Files to Diskette Instructions
Zip Data Folder (a .zip file can be renamed to .doc and sent as email attachment)
| Windows XP built-in | Send to | Compressed (zipped) Folder | Data.zip is created one level up |
| Winzip classic -trial version | Add to Data.zip | use Evaluation version | Data.zip is created one level up |
Windows XP has a built-in zip/unzip utility but if Data.zip already exists one folder level up, instead of suggesting you delete the old copy of Data.zip first, it tells you to rename your Data folder Don't rename your data folder, delete the old Data.zip.
Winzip80 install files are found at http://4h.ifas.ufl.edu/4hbr/winzip80.exe or on past Youth Enrollment install CDs Winzip (Classic, not Wizard) is preferred (mark "Use Winzip Classic" box on install screen or as you open Winzip). Winzip is a trial version and you will have to click on "I Agree" each time you open it.
How to Zip Data folder
(click to
see How to Zip video)
Check in the folder one level higher than the Data folder (c:\Program Files\Youth Enrollment if Data is on the local hard drive, in the default location.) and delete any old Data.zip files before attempting to zip your Data folder.
1. Right-click on Start then click on Explore then browse to the location of your current Data files and double-click it to select it and the file information The youth2a.db (Member/Leader) should have a recent date, indicating that records have been edited or added (click View menu at top and pick Details to see dates) At the end of the reporting year, and youth2n.db (Group Youth) should also have a recent date.
2. Right-click on the folder (Data is the default, but it may be different on a network server).
3. Pick "Add to Data.zip" Winzip will open, you will have to click on "Use Evaluation version" and/or "I Agree" button to continue Winzip will close itself, leaving you back at the Explorer screen
If "Add to Data.zip" choice is not found, pick "Use Winzip" choice or "Send To" for "Compressed (zipped) Folder (Windows XP built in zip utility) Browse to change the destination where the zip file (also called "archive") is being created to the folder one level higher than the Data folder If on the local hard drive, it is c:\Program Files\Youth Enrollment If different, write down the your network path so you can find it again.
4. The zip file "Data.zip" is created in the folder that contained the Data folder that you zipped (c:\Program Files\Youth Enrollment if Data is on the local hard drive, in the default location.)
5. Rename your "Data.zip" to your countynamedate.doc (ex. Citrus030806.doc) This identifies the date the zip file was created plus the county. Click ok to the warning that changing the file extension may change the behavior of the file.
Many networks are blocking all zip files from being received as email attachments or downloaded from the internet because of virus attacks using .zip files. To send a zip of your Data files as an email attachment to Nancy, you'll need to rename the Data.zip Use your county name and date, and .doc for the extension (ex Citrus030806.doc ) Send a 2nd email with no attachment stating that you tried to send a .zip file as a .doc and the date and time sent--that way Nancy will know she should have received it and can let you know if it didn't come through.
6. Check the size of your zip file (View| mark Details to see) A typical county Data folder will be between 500-900 k.
If size is more than 1 MB, you're email system may not let you send it as an attachment Look inside the Data folder and make sure you don't have other folders nested inside it, "Copy of" files, or .exe files that should be deleted Once the extra files/folders are removed start again from #2 Right-click on data folder and pick Add to Data.zip.
How to Unzip
1) First, download or copy the .zip file to a temporary location on your hard disk.
2) If you had to rename a .zip extension to .doc to download it, you will need to rename it to .zip before attempting to unzip it R-click on filename and pick Rename, make edit and then Enter to save new filename.
3) Double-click on the zip filename to open your unzipping
program.
Winzip "Classic"
If Winzip opens a trial version and you will have to click on "I Agree"
or "Use Evaluation Version" each time you
open it. and select the "Use Winzip
Classic" box if you are given the option Do not pick the Winzip
wizard If you use Winzip "Classic", click on Extract, verify that the
destination points to the folder you want the contents unzipped to, mark "Overwrite files", uncheck "Use folder names", then click on Extract button on the right. Leaving
"Use folder names" checked will create a folder with the name of the
zip file inside your destination location (XP unzip does that too).
Windows XP unzip utility (or the Winzip Wizard)
The unzip utility built into Windows XP and the Winzip Wizard will always create a folder with the zip
filename at the destination, so don't ever point it to Data (Custom Reports is ok).
a) At the "Unzip files to", Browse to c:\Program Files\Youth Enrollment\Custom Reports folder
If no Custom Reports folder exists, create it Browse to Youth Enrollment and double-click on the Youth Enrollment folder to select it, click on File|New pick Folder, type the name Custom Reports in the box and hit Enter to save it Then double-click on the Custom Reports folder in the list to open it as the destination location.
b) Dbl-click the "Unzip" button and a folder with the zip filename is created and the files you want are unzipped in it For rbitem.zip or FL06codes.zip, you will still have to copy the files from inside the new folder and paste them inside your current Data folder.
c) Dbl-click to open the folder, View|Details to see the dates on the files, confirm that the revision date is on at least some of the unzipped files in the folder1) Ctrl-A selects all files in the folder,
2) Ctrl-C copies to Windows clipboard (invisible to you),
3) R-click on Start, pick Explore to open a second Explorer window
4) go to your current Data and dbl-click to open and select it as the destination,
5) then Ctrl-V to paste.
-
Make sure that someone is making regular backups of your Data directory, and know how you would recover your data from that backup, if you should need to.
-
If on client-server network, check with network support to be sure your Data directory is included in their regular backups.
-
If your data is on your local hard disk, you are responsible for copying your files to a tape, to a zip drive, or to floppies (using a zip utility like WinZip).
-
It is good practice to alternate backup media--don't count on just one tape, zip disk, or set of floppies to save you.
- [back to Current Install/Update]
All counties should have updated to version 2.5 before generating their final FY06 reports and submitting data files In the Youth Enrollment program, check Help|About for installed version and click the down-arrow to check program file dates.
Step-by-Step How to Zip Data Files with Winzip
Upcoming Training--
Watch for essential communications via the 4HBR Listserv email and this website.
District Trainings January 2004
Nancy Johnson plans to offer a one-day training within each of the 5 Administrative Districts for support staff and interested agents on changes in the Youth Enrollment Program during the first 2 weeks of January 2004. Counties would need to pay travel expenses for support staff, agents can request travel funds (in advance) from their District Director New users are asked to obtain and view the training videotapes before attending the update training
If your county would like to host a District Blue Ribbon training, please check dates when your facility (seats/table space for ~15-20) and equipment are available, check dates that Nancy Johnson is available, and poll your colleagues to see what can be arranged. Plan to have the training from 9 am - 4 pm and have lunch brought in (everyone contributes to cost).
Training
One-day training for 4-H support staff and agents is being offered by Nancy Johnson of the State 4-H Office during the first 2 weeks of January 2004 at various Extension offices around the state Sessions run 9am-4pm local time, with an on-site lunch (everyone pays a share) Gainesville UF session will be videotaped and runs 10am-4:30pm, with lunch on your own at the Reitz Union food court.
Nancy will bring 15-25 laptops with Windows 2000, pre-loaded with the
program
One revised manual "contents" and an installation CD for version 2.4 will
be distributed to each county and each IFAS District Computer Support person Bring an empty 2" 3 ring binder notebook to the training. Keep your
county Access Codes--the "Save this Sheet" page in the plastic sleeve
from your old manual, the rest is new New users should view the training
videotapes before this session.
Please confirm your
attendance, if you haven't done so yet--email johnsonn@ufl.edu with
your
County name,
1) the names of persons who need training (and role--who does data
input?),
2) which training session they will attend location/date (can go to any
location)
Questions? email Nancy Johnson at johnsonn@ufl.edu
Expected Attendance - Counties by IFAS District (pdf, xls 1/2/04)
Training Locations and Dates
(click link for pdf of counties and persons expected at each session)
Week 1
Broward on Mon. Jan 5th, (South, V)
Collier on Tues. Jan 6th (South or South Central)
DeSoto on Wed. Jan 7th (South Central, IV)
Lake on Thursday Jan 8th (Central, III)
Week 2
Okaloosa on Mon Jan 12th (NorthWest, I) 9am-4pm
Leon on Tues. Jan 13th (NorthWest, I) 9am-4pm (instead of
Jackson Tues or Leon Wed)
Gainesville-on the Univesity of Florida campus, Thursday Jan. 15th (NorthEast, II) in
Room G001 McCarty Hall
D, 10am-4:30pm Session will be videotaped.
The room is being used by a class until 9:45 am, we don't have the option to start earlier Parking will be a problem. Orange area parking passes will be mailed to participants in advance, but you'll have to
really hunt for any nearby space at that time of the morning An Orange
area pass is good in Commuter and All Decal lots too Map
of UF Parking areas.
The Park & Ride Lot # 2 off Hull Rd, west of SW 34th St. may have spaces. It is behind the DoubleTree hotel and the new construction for the Orthopedic center and requires a UF parking pass The campus shuttle bus would cost $1.00 (free if you show a Gator One ID card) and runs every 15 minutes from 7:00 am - 5:30 pm and every 30 minutes from 5:30 pm - 7:30 pm, Monday - Friday This bus will drop you off on Newell Dr. right across the street from McCarty Hall D.
The new parking garage at the Reitz Union charges a daily fee of $5.00 It's at Museum Road and Reitz Union Drive, "under" the new addition (pay stations located at the stair towers and elevators in the garage). Our group is too small to reserve spaces, and availability at 9:30-10:00am is not known, but you could get lucky.
Your best bet may be parking near the Butler Plaza Publix (WalMart) bus stop (off Archer Rd ~SW corner of SW 35 Blvd & WindMeadows Blvd. and paying $1.00 to ride the bus in (free if you show a Gator One ID card) Bus #1 comes every 15 min. and will drop you off at just before the intersection of Museum Rd. and Newell Dr (underground building on R) You'll have to cross the street and walk a block North up Newell Dr. to McCarty Hall (D wing is closest to Newell Dr.).
Room G001 is located at the (Newell Dr.) East end of the McCarty D and has a back entrance from the McCarty parking area, with a handicap sign To get to the usual entrance, you walk up the ramp or steps along the East end of the bldg, turn left into the McCarty D entrance, and then go down a half-flight of steps to the Ground floor G001 will be down some more steps on your left. From the Reitz Union (vending machine/service drive) end of McCarty D, the entrance is on the Ground level. Just head to the far end of the building and down the steps to G001.
We will break an hour for lunch, the Reitz Union food court is close by and offers many choices--Wendy's, Subway, Italian, Gourmet coffee...
We can borrow Windows 2000 laptops from the IFAS Computer network with the most current update to the Youth Enrollment program already installed, if they are available on dates we need them.
Equipment needed:
TV monitor/VCR to play videotape
Heavy duty extension cords and power strips
Training Videotapes
Basic Use of the Youth Enrollment Program
Florida ordered 10 sets of Blue Ribbon Youth Enrollment Videotapes that provide Basic Training on the use of the program These were made in August 2000 by Judy Martens, MarTech's founder and lead trainer The 3 tapes range from 1 1/2 hrs to 45 min each and cover the screens and features available in the Feb. 23, 2000 version of Youth Enrollment Each of the IFAS District Computer Support Specialists has a set to loan within their District and 4 additional sets are available for loan, through the IFAS Media Library IFAS Faculty should borrow materials in their name for use by county support staff.
VT-894 4-H Blue Ribbon Recording - Introduction to Data Entry, Vol
1 (1hr 23 min) BASICS STILL USEFUL
VT-895 4-H Blue Ribbon Recording - Query-Reports-Special, Vol
2 (58 min)
VT-896 4-H Blue Ribbon Recording - ES 237-Utilities-Help, Vol
3 (40 min)
January 2004 Update to Version 2.4 Training Videotapes
The January 2004 Blue Ribbon Youth Enrollment Training conducted by Nancy Johnson is now available as a set of 2 videotapes that can be borrowed Tape sets were first distributed at the Gainesville 4-H Administration Conference on 3/31/04 to counties with new support staff or staff who weren't able to attend the original training sessions Please contact Nancy Johnson if you have an immediate need for these videos Eventually, the tapes will be available through your IFAS District Computer Support person and the IFAS District Directors office.
Videotapetime.pdf is a list of the contents of each videotape with times-allows you to skip to a particular section of interest if your VCR can display elapsed time These videos are meant to be viewed where you can also be looking at the Blue Ribbon Youth Enrollment computer screens Unfortunately, the videotape screens are very fuzzy and you will want to follow the cursor movements and read the text on your own computer monitor The PowerPoint slides
Tape 1 MS Powerpoint slides (as powerpoint, screens as pdf)
Tape 2 MS Powerpoint slides (as powerpoint, screens as pdf)
Delete Unlinked Parents
Reports & Queries – Ways to get
Answers
Report Lists with Ethnic Statistics (totals ok, no bug)
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
Request Training
If you are new to using the Blue Ribbon Youth Enrollment Program, first get the training videotapes and watch them. Please call or email Nancy Johnson (352) 392-2941 x231 johnsonn@ufl.edu to arrange additional training. Please indicate if:
-
you are a person who will be doing data-entry
-
your needs are more what information needs to be provided to the data-entry person and how the program reports can help you manage your data.
Who to Call for Help
Nancy Johnson, 4-H Youth Development, Gainesville,
Direct line to Nancy (352) 392-2941 x231 = suncom 622-2941
If Nancy's direct line is busy, you will be sent to (352) 846-1001, our automated attendant line Enter extension 231 for Nancy's voicemail.
4-H Main Office (352) 846-0996 Nancy=x231 = suncom 623-0996
4-H fax line is (352) 846-0999
Primary contact for the Installation and Use of Blue Ribbon Youth Enrollment in Florida.
email johnsonn@ufl.edu (only
goes to Nancy)
email 4hbr_L@lists.ifas.ufl.edu Reporting questions to everyone on the Blue Ribbon email listserv
The Blue Ribbon listserv (4HBR) should include someone in each county that works with the MarTech 4-H Blue Ribbon Youth Enrollment program It is the primary means through which the Florida State 4-H Office will notify Counties of reporting requirements and changes in the Youth Enrollment Program Click here for information on how to subscribe to 4HBR
University of Florida
4-H Youth Development
3103 McCarty Hall
PO Box 110225
Gainesville, FL 32611-0225
IFAS Help Desk, Gainesville (352) 392-4636 suncom 622-4636
email ifashelp@ifas.ufl.edu
website http://help.ifas.ufl.edu
-
Provide technical assistance with computer hardware and software, including Windows, Microsoft Office, Corel Word Perfect Suite, and Anti-Virus applications.
Other IFAS District Computer Support Staff
(each has a set of the training videos to loan):
District I (NW) Louise C. Ryan, IFAS Computer Support (new hire
6/21/06)
North Florida REC
30 Research Rd.
Quincy, FL 32351-5684
voice (850) 875-7123 suncom 294-7123
cell (850) 443-0144
fax (850) 875-7148
email ryanlo@ufl.edu
District II (NE). Ben Beach, IFAS Computer Support,
IFAS IT, PO Box 110350, Rm 213 Bldg 120 (Network Services)
Gainesville FL 32611
Office Number: 352-846-2564 Suncom: 623-2619
Cell: (352) 258-5735
Fax: (352) 392-5757 Suncom: 622-5757
E-mail: BABeach@ifas.ufl.edu
III (C) David Ayers retired ~8/05
IV (SC) Valerie Carter resigned ~6/05
District III (C + Indian River & St. Lucie now, not Polk)
Fergie (Francis) Ferguson, IFAS Computer Support,
Lake Co. Extension Office
30205 SR 19
Tavares, FL 32778-4502
Office Number: (352) 343-4101
Cell:
Fax:: (352) 343-2767
email ff@ifas.ufl.edu
District IV (SC + Polk, not Indian River or St. Lucie)
Bill (Guillermo) Black, IFAS Computer Support (new 2/06)
Polk Co. Extension Office
1702 Highway 17-98 South
Bartow, FL 33830
mailing address:
PO Box 9005, Drawer HS03
Bartow, FL 33831-9005
Office Number: (863)519-8677
Cell:
Fax:: (863)534-0001 Suncom: 569-3700
email grblack@ufl.edu
District V (S). Kevin Hill, IFAS Computer Support,
Southwest Florida REC
2686 SR 29 N.
Immokalee, FL 34142
voice (941) 658-3400, suncom 974-3400
fax (941) 658-3469
email: kuh@ifas.ufl.edu
Joy Jordan, 4-H Curriculum Specialist, FYCS Department
3014 McCarty Hall
PO Box 110310
Gainesville, FL 32611-0310
voice (352) 846-1000 ext 259, Suncom 623-1000 ext 259
fax (352) 392-1869
email jcjordan@ifas.ufl.edu or mjca@ifas.ufl.edu
-
Provides liaison support for creating/implementing/use of coding for curriculum/Faculty Accomplishment FAS reports.
Gary Kinser, UF Mail Services (352) 392-0629 suncom 622-0629
IFAS mail services merged with UF mail services 10/19/01 New location is
in Bldg. 715 on Radio Rd (near 34th St.) with UF Printing and Graphics Services.
email GWKinser@ifas.ufl.edu
website http://ifasmail.ifas.ufl.edu/index.htm
-
Provide Training and Support for the Envelope Manager software
Exporting from Blue Ribbon Youth Enrollment to Envelope
Manager
1. How to Export from Blue Ribbon Youth Enrollment to Envelope Manager for Bulk
mailing Bulk Mail BR instructionst.doc (MS Word)
2. How to do an Envelope Manager Mailing Bulk_em3.wpd (WordPerfect)
*Training Videos in IFAS Media Library*
Intermediate Training The January 2004 Training done by Nancy Johnson was recorded as a 2 tape set Member Query, Additional Queries, using a Filter in queries, and built-in Reports were covered. These are not in the IFAS Media library, but may be borrowed through your IFAS District Computer Support person or Nancy Johnson.
The BASICS are still Useful
The original 3 Youth Enrollment training videos were made in
August 2000 and featured Judy Martens, founder of MarTech They cover
basic Data Entry--how to add a Club, a Member, a Parent, or a
Volunteer. The IFAS Media Library lists them individually in their catalog as:
VT894 4-H Blue Ribbon Recording, Vol 1, -
Introduction to Data Entry (1 hr 23 min)
VT895 4-H Blue Ribbon Recording, Vol 2, - Query - Reports - Special
(58 min)
VT896 4-H Blue Ribbon Recording, Vol 3, - ES237 - Utilities - Help
(40 min )
Request a tape through the website http://edmedia.ifas.ufl.edu/ (hint: 4-H sorts after letter F in the catalog) Wade Clayton at least 7 days before you need to view it, and plan to return it promptly (they would like it returned by 7 days after the view date).
Shipping Videos to/from IFAS Media Library
Wade Clayton, ICS Senior Stores/Receiving Clerk
Receives and warehouses all products and supplies, fills video orders. Assists
customers with product selection and ordering
Bldg 440 - Mowry Rd
PO Box 110011
Gainesville, FL 32611-0011
email wclay@ifas.ufl.edu
voice (352)392-1764 or suncom 622-1764
fax (352) 392-2628
Ann Hanson, IFAS Media Library, G005 McCarty Hal
(352) 392-3893 suncom 622-3893
fax (352) 392-3896
email newmedia@ifas.ufl.edu
website http://edmedia.ifas.ufl.edu/ (hint: 4-H sorts after letter F in the catalog)
PO Box 110145
Gainesville, FL 32611-0145
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