this page last updated 8/18 12:50 pm  

A new web-based reporting program is in development and should be in place 10/1/06 for the FY07 4-H reporting year.  Training on the new program will be held the week before and after 10/1/06.

Nancy D. Johnson  fax (352) 846-0999, voice  (352) 392-2941 x231

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Reports from ES-237 Data      

New 4-H Reporting Program

The new web-based reporting program will be accessible from any internet-connected computer (Internet Explorer preferred browser).  Extension staff at county, district, and state levels can get access, either through a Gatorlink login or a new unique username/password.  There will be no need to install and update software on each office PC to be able to use it.  The server computer in Gainesville will house the current data from all the counties, updated continuously, as data edits are saved.  You will be able to view only your own county data, based on your login permissions, along with District & State totals.  View access to other counties' data would be controlled by security groups, and granted only if needed.  

The details of exactly who will be able to do what are still being worked out.

For the first year, we expect 4-H county agents & staff (Program Assistants & secretarial support) to have full capability to add/edit/delete people, clubs, and groups in the database and to print all reports. Other county agents & staff, CED, DED, District support staff, State office staff and faculty may have needs to view some of the data or print some reports and those "roles" are still being defined.

Future goal - to allow Individually-enrolled Volunteers and Youth some level of access  (discussion/suggestions welcome)
     Volunteers and Youth to view their own data and update address/phone number/email, mb register for events
     Club Leaders - to print their club roster, project and activity reports, mb add activities/awards to club members, 
                            mb email their club members, other leaders, and members of other groups (must be a member of the group)
     Club Officers - to print their club roster, mb email their club members & leaders
     Group Leaders - view & mb update their group profile, mb add/update own group youth project enrollment,
                                mb email their group members,other leaders, and members of other groups (?must be a member of the group)

Reports initially will largely be screen displays of filtered lists, printed from your browser.  You will be able to export the filtered data to MS Access or Excel or Word to format and print reports, similar to the Member Query and Create and View Query features in Blue Ribbon.  Custom Reports will be created and made available to all, as needed ones are identified, using SQL Server 2005 Reporting Services.

Program Organization - Navigation  links or tabs - clicking moves you a different screen

Reports
Enrollments
    Individual Enrollments
        Add New Youth (all Youth are "enrolled")
        Add New Adult (Volunteers are "enrolled" and counted, Parent/Other "Friend of 4-H" Adults don't get counted on national reports)

    Group Enrollments
        Add New Youth Group 
                - only Projects (min. 6 hrs cumulative Educational Experience) - in Camp, Day Camp, Special Interest/Short Term 
                (incl Internet or TV delivery modes),  School Classrooms (not formal Clubs) and  4-H After School 
                (was SACC - School age child care))
                - Unit(s) and youth counted once for reports (duplicates from Individual enrollment can be calculated if corresponding
                Activities have been entered on individual youth - camp, day camp)

        Add New Adult Group - Group Volunteers "enrolled" and counted, duplicates come from Individual enrollment 
                or other Group Volunteer Activities.  

Volunteer Screening is required if a Volunteer works directly with 4-H youth more than 3 times in a year-- usually would be Individually enrolled (Adult - Form A, Youth - Form C) .
Schools and Other Agency Staff -if tracked by individual names and Form D, Group Volunteer enrollment okay if only a single project or all youth do all projects. 

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Screen Organization -has a list of links or tabs you can click, selecting one takes you to that level. 

4-H Clubs (only count unit, if club has youth members with New or Return status)
    Add New Club
    Community Clubs
    After School Clubs
    School Clubs
    Military Clubs

4-H Independent Members (no club, must have an Agent-approved project plan & have a mentor)
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Other Organized 4-H Groups ("unit" not counted for reports)
    Add New Group
     (linked youth are counted as "enrolled" for reports)
    4-H Youth Council (?club officers?, Youth already individually enrolled
    4-H Advisory Board/Committee  (Volunteers Adults &/or Youth already individually enrolled)
    4-H Leaders' Council (Volunteers Adults &/or Youth already individually enrolled)
    4-H Foundation (Volunteers Adults &/or Youth already individually enrolled)
    4-H Alumni (not active Volunteer Leaders or Members, not counted for reports)
    4-H Volunteer Leaders Association
    FAE4-HA
    
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4-H Group Delivery
    Add New Group Profile
    Residential Camp
    Day Camps
    Special Interest Groups
    After School Group (not formal clubs)
    Schools/Classrooms (not formal clubs)

Current concepts:

You will create a Club profile or a Group profile with the volunteer leaders' contact information linked to it that can remain from year to year.  

Club Profile.
The primary Organizational leader's address/phone/email would be the contact information for a club profile (convert G-General category to primary club leader, if there were more than 1 for club designated as G, the county will have to link to identify which is the primary leader, and which is secondary leader, a click on name opens their volunteer record.).
Do clubs have more than 2 Organizational leaders?
Club officers names display on the club profile (would have to be updated each year), a click on a name opens their youth record. 

Group Profile - School
By School entry -ok  if only 1 project done by all the classrooms counted as units, 
                            (ex. Tropicana Public speaking in grades 4,5,6 is the only project.)
                           -ok if all the same classrooms do the same additional project(s) (ex. Moneywise)
By Grade entry  -ok if only 1 project done in that grade  (ex. 3rd grade does Embryology, 5th does Water Wise Guys)
                            -ok if all the same classrooms in a grade do all the same projects
It is helpful to know if all of the classrooms in a grade are reached by a single project, because then in any subset of the classrooms for that grade doing any additional project(s), both the unit(s) and all the youth in the class are duplicates.
By Teacher and Classroom entry- usually needed if teachers do more than one 4-H project with different subsets of the classes in a grade.  

A Group profile for a particular school would list all teachers that have Group Youth Enrollment records entered (click to sort by grade or sort by teacher name) with a click to jump to the particular teacher's linked class profiles (inactive teacher different color until an updated/active class enrollment is linked).  The school and teacher profile would be kept, but the composition of the class, the project(s), # sessions, # contact hours a youth received in the project would have to be updated for the next school year (use a different color to indicate a class profile has been updated/is active for the current year). 

School
       Grade   Teacher      Classroom    Project   #youth  #unit (1) #unduplicated units (units 0 if 2nd project...) School Total #unduplicated youth 

Multiple classrooms in a grade? ex. Tropicana Public Speaking 1 unit = 1 classroom, allowed only if they do not do any other project 
Multiple grades in a school? ex. Tropicana Public Speaking project in 4th-6th grades, 1 unit = 1 classroom, (count each classroom), allowed only if they do not do any other project.

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Collaborators = Agencies that are partners with 4-H in providing 4-H educational experiences--

Other Agency Staff as Direct 4-H Volunteers
(Teachers, paid staff of collaborator/partner agencies like YMCA, Boys & Girls Clubs)
Form D - Request for Volunteer Screening Information from Another Agency 
Preferred approach- Classroom teachers and Other Agency Staff would be entered Individually as Direct Volunteers, using the agency mailing address. 

Documentation that they have been screened as Volunteers (by the school system or their agency) with an Effective date and Renewal due date would be kept on file in the extension office.

Will Group Volunteer entries be allowed for School Teachers/Other Agency Staff?  
Allowed only if teachers do just one 4-H project with their class or if the same youth do all the 4-H projects.

Category changes
We will stop using the "Cloverbud" (C) member category, all youth will be "Members".  The new Age groupings will be readily available on reports as "Select" for & "Subtotal by" Age Divisions, Cloverbud 5-7, Jr 8-10, Intermediate 11-13, Sr 14-18.

"Other" (O) category.   
People who are not Youth or Volunteers, can be entered on the Individual "Other" enrollment, associated with one or more "Other Groups", typically for roster of contact information phone, fax, email, mailing labels.
**Extension faculty and staff may need their own tab to better define their security role for access to the database and links to Gatorlink account and  Unifas.

"General/Organizational Leaders" (G) will be now be designated as Primary or Secondary Organizational Leaders - a particular Club or Group has one Primary Leader and one Secondary Leader..

An individual volunteer will only be identified as one volunteer category (#1-5), you will pick the highest level that applies, then also indicate if the person is a Direct, Indirect, and/or Middle Manager (can be all 3 Types of volunteer).

Direct volunteer categories/roles
1. Organizational Leader-primary  
2. Organizational Leader-secondary
3. Project Leader (project _____) [if a Classroom Teacher mark grade ____, projects linked to Class profile]
4. Activity Leader  (could be Indirect volunteer, ex. judge clothing (not face-to-face with youth)

Indirect volunteer roles:
5. Resource Leader, 
    Advisory Board/Committee member
    Foundation member

Middle Manager volunteer role is a special type of Resource Leader -one who coordinates other volunteers.

Residential Camp (overnight), and Day Camps would be entered under 4-H Group Delivery with an appropriate Project.  Enter the Activities on Individual Enrollment to link particular youth or volunteers to particular camps.

Each Individual Youth member will be linked to a primary club (or group) and may also have a secondary club (or group).  Projects, Activities, and Awards will be picked from drop-down lists set by the state office.  Similarly, Individual Volunteers will be linked to a primary club (or group) and may also have a secondary club (or group). 

Group Volunteer entries are generally for a particular Activity.  Allowed for short-term Indirect, Resource Volunteers and Middle Managers.  
Direct Volunteers who work with 4-H youth 3 times or more in a year must be screened, which is best tracked by the Individual Volunteer.
??Short Term volunteers
??Teachers  -

School profile    - lists all participating teachers by grade & by name (user can sort either way), click jumps to either:
 a) list of teacher profiles by grade picked (must select teacher profile & then click on a classroom Youth Group to view its data) or b) list of associated classroom Youth Group entries for the teacher picked (could be different grades)
??or c) if school only has a single project, jump to the single Youth Group entry  (tab for Adult Group should jump to record associated with the same school profile)

Teacher & single classroom profile - needed when a class does more than one project, Teacher is a Primary Organizational leader, link projects to the classroom profile.

Volunteer Screening

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Schools

School drop-down pick list (FL_Schools.xls, 852 kb) - so far, it only has Public schools, listed by name and level

Schools FAQ (SchoolConvFAQ.doc ) What happens if you don't return your edits for the schools list.  

School Addresses 5.7 MB (MSID_Mailing_List 0506 07-17-06.xls, public schools only)

School drop down will show 3 categories and let you click one to limit the display.
Elementary    Middle    High School 

Possibly,  you could then click Private to just see Private Schools (Private schools have to be added to the master list)

The list would only show schools for your county, in name order, for the level selected.  If you click on Elementary, you see all schools that have K-5 grades whether they are categorized as Elementary, Elementary/Middle, or as Elementary/Middle/High School. 

Clay & Indian River counties have notified us that they typically have some members who attend schools in neighboring counties which wouldn't show on a schools list if we filter for the county as planned.  If you also have this problem in your county, please let Nancy Johnson know and if it is just a few members or about how many are affected (johnsonn@ufl.edu).  We'll work with the programmer to find a solution. 

The School pick list would be available on the Member screen, the Volunteer screen (Teachers can pick school and enter a grade), and on Club or Group Profile screens when a School might be the location (School club, Afterschool club, School group, Afterschool group).

Activities and Recognition/Awards  (chart pdf)

Who can do What & How to you get access

Different types of users e.g., 4H headquarters staff, 4H agents, district directors, youth, parents, volunteers, teachers, etc.  What functionality do we want them to be able to access?

Groups with needs to access the program,  
Paid staff could go under Individual entry - Other" w/ office address/phone/fax emails, Roles defined by job title, duties, committees), but may need a separate tab.  
    County Extension 4-H staff - incl Agent, Secretarial support, Program Assistant [link to County office profile]
    Other County agents, County Extension Director CED [link to County office profile]
    District Extension faculty District Extension Director DED, new District 4-H person, support staff [Extension Administration District profile?]
    State Extension faculty/staff with 4-H responsibilities [a UF profile with department, person name, job title, contest/event responsibilities...?]
            mb add state level Group Volunteers, Individuals- Volunteer or  "Other", new Group
            for state contests, could add Awards to individuals at the county level, 
            for an event or training session, could access roster/labels/email of registered participants (import/link from IFAS training registration,  
               ( in future generate groups from 4-H event registration
                 in future- schedule rooms/sessions/assign persons to rooms/sessions w/start time for presenters or competitors)

    PDC, Focus Teams - view other counties' detail data? more/different reports?

1. Life Skills Developed In Youth Through Subject Matter Experiences
2. Organizational Strategies and Learning Environments to Support Youth Programs
3. Volunteer Development and Systems to Support Youth

Forms & Guides

Forms and guides for the new 2007 reporting year which runs 9/1/06-8/31/07.