https://4h.ifas.ufl.edu/4hbr/4hbrInstallChecklist.htm
updated 11/3/05  5:15 pm  All need 10/21/05 Upgrade (gives Help|About file y237r.dll dated September 28, 2005)
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Installing Blue Ribbon Youth Enrollment 

The 4-H Blue Ribbon Youth Enrollment program is used in all Florida County Extension offices to collect data on the Youth who are reached by Cooperative Extension programming to produce the required Annual Extension Youth Enrollment Report, the ES-237, for the national 4-H office.  The program files must be installed (and updated) on each client computer, the data files and \Documentation folder can be shared in one network location.  XP peer-to-peer networking and client-server networking are both possible.  The most recent version is the July 11, 2005 version 2.5 upgrade (or full install on new machine).  All PCs sharing the data folder on a server must be at the same Date version (see Help|About).

The Reporting part of the Florida 4-H website:  https://4h.ifas.ufl.edu/4hbr/ includes everything about the program and how Florida uses it.  You'll find the install and update files, FL master code files, rbitem.zip with FL custom reports, the 3-digit county code and how to "Finish setup" on each computer. You'll also find known "Bugs", "Install Problems", and requested support configurations for Windows Explorer, Winzip "Classic",  and NetMeeting.

Assess Where the County Is in the 4-H Reporting Year Data-Entry Process

• All counties updated to v 2.5 prior to submitting FY05 data 8/15/05 and should just need the update from v 2.5 (July 11, 2005) to October 21, 2005 (identifed by Help|About file y237r.dll dated September 28, 2005).  Back up the existing data folder before upgrading!
  
• Florida convention is that the current year Data folder is just "Data", and to add the 2 digits of the report-year-end date to Data for the final revision of a given 4-H Report Year. ex. Data05 (Data05 report year ended 8/31/05, Data04 report year ended 8/31/04, Data03 report year ended 8/31/03).  
  
• Some counties have not begun to enter data for this current FY06 report year.  As of 11/3/05, about half of the counties are still waiting for the OK to start the new 4-H report year, and half have received their DataGNV.zip.
  The DataGNV.zip file, dated ~Oct-Nov '05, contains final revision with corrections made in Gainesville and should be used as the starting point if they have received the OK to start the new 4-H Report year and the files in their "Data" folder haven't been copied to a Data05 folder yet.  Data05 should hold their final FY05 files.

Unfortunately, the person you might ask may not really know if their current data is on the local computer or on a network server, or if any data has been entered for the current reporting year.  If the 4-H secretary or agent is new or has changed, open the Youth Enrollment program on the computer used by the last 4-H secretary or agent to look for the most recent Data path and version.

• The 4-H reporting year runs 9/1-8/31.  
• The final, year-end data files and reports were due to Nancy D. Johnson in the State 4-H Office Monday, August 15, 2005.  Preliminary FY06 Data files with New and updated Returning Members with Active Projects will be due to Nancy D. Johnson in the State 4-H Office on Monday December 19, 2005. 
• It is a good idea to have the 4-H data-entry person check a youth s/he personally knows or can compare to the current 4-H report year enrollment form to verify that Year in 4-H, Grade, and 4-H Age appear to be accurate.  This is especially important when the Data Path points to a folder suggesting a different report year (ex. Data2002, Data01-02).  One goal is to have all counties using \Data as the name of the current reporting year data folder.
  
  [11/9/04 All Counties were given OK to Start New Report Year FY05]
• Only after the State 4-H office notifies the county that their final year-end data is OK  is the county permitted to begin the new report year by running the misleadingly-named Utility|"Process Year End Files", just once.  It sets everyone to Inactive Status, increases the Year in 4-H, increases the Grade,  4-H Age, and also increases the "Year in Project" & sets all Projects to Inactive.  

Verify Current Installation 

1.  Click the "Blue Ribbon" icon or go to Start|Programs|Youth Enrollment to open the existing Blue Ribbon program.  Look at the bottom of the main screen for the Data Path, the default location is C:\Program Files\Youth Enrollment\Data.  If the path is different, write it down exactly.  

• All users need Administrative Access, Full Control permissions on the client computer for the Youth Enrollment folder and all its subfolders, the Borland Shared folder and all its subfolders.  The WinYouth.ini file in c:\Program FilesYouth Enrollment\ holds the Preferences for a given client installation, and the required Access codes.  WinYouth.ini is just a text file that opens with Notepad, you may copy and paste codes from the old one.  Do not copy entire file, v2.5 version is NOT the same as v2.4 WinYouth.ini.  
• All client PCs that share data files on a server must use the same mapped drive letter for the server.  
• All users of the Blue Ribbon Youth Enrollment Program whose data is on a server must have Administrative Access, Full Control permissions on the server from one level higher than the Data folders, down through any subfolders (use a short folder name, \4HBR or \YE or \YOUTH).  

2.  Check the Help|About for the version and date(s).  This will determine what update(s) can be applied--must be at v2.5 July 11, 2005 (y237r.dll dated July 11, 2005) or later.  The Full Install download available on website.  

Prior to v 2.5, Help|About displayed a single date (of several possible in each version).  After v2.5, drop-down arrow click shows all program files in alphabetical order, and file date changes only if the program file changed. 

• All clients that share data files must be at the same version and revision date.  Damage to database files can occur if accessed by different versions/dates.
  Counties submitted FY05 final data using the 7/11/05 Upgrade, the Y237r.dll date was most recent, July 11, 2005. 
  

With the October 21,2005 Upgrade, the Y237r.dll date should be September 28, 2005. 

3.  Go to Utility|Member charts|Status to see if there are active Members or Leaders in the dataset (Status of New, Return or Terminate count as active for the ES237 report to national 4-H).  

If everyone is Inactive, the county may have run the misleadingly-named Utility|"Process Year End Files" but not yet gone through each of the members and leaders in the Member/Leader file to change Status to Return and to add or mark Active the current year projects.  Check against several current Enrollment sheets to see if Year in 4-H, Grade,  4-H Age, and Year in Project are already incremented by 1.

4.  Go to Utility|File Utilities| double-click on Youth2i.db, and look at the version (205 is v2.5, 204 is v2.4, 203 is v 2.3).

5.  If county has gotten the OK to start the FY06 4-H Report year, most received a DataGNV.zip file with FY06 Florida Master Codes for Activities (10/20/05), Projects (10/21/05), and the latest Custom Reports (rbitem.db file10/05/05).

1. Go to File|Activity Codes|
2. Click on Find, type in 35HL2 and Enter. If C-Health/Fitness Day Camp is found, you have successfully copied the 10/20/05 FL master Activity code files.  If it isn't found, you will need to install the FL master codes.

1. Go to File|Project Codes|
2. Click on Find, type in CD32 and Enter.  If the Child Development Unit 2 project is found, you have successfully copied the 10/21/05 FL master Project code files

1. Go to Utility|Run Custom Report Writer
2. Click on All Folders to view available custom report templates.  If the MCnoAProject report is found, you have the most recent FL Custom Reports (10/5/05).  If it isn't found, you will need to extract the contents from the most recent rbitem.zip into your Data folder
 
The newest Custom report is MCnoAProject which lists each active member who only has Inactive Projects (one line for each Inactive Project).  MCnoProject lists active members who have no project at all.  Use both reports to identify the members who need to have a project added or marked Active once you have completed the re-enrollment process.

• If the file date of rbitem.db is 8/5/05 the county has successfully extracted the FY05 year-end version of the Florida Custom Reports from rbitem.zip.
• If the rbitem.db file is earlier than 8/5/05, the Florida Custom reports in rbitem.zip have not been successfully unzipped into the Data folder.
• If there are no rb___ files at all, the Data folder is from version 2.3 or earlier.  

Install/Update Checklist - Blue Ribbon Youth Enrollment to v2.5

 1. ____All users must be closed out of Blue Ribbon Youth Enrollment, while an Administrator installs the program on a new machine and/or updates network Data files.
 2. ____Copy the current Data folder to another location on the PC, the network, or diskettes before updating the program.

NEW = Full Install, use if Blue Ribbon Youth Enrollment program is not currently installed on the local hard drive.  You need to create the network folders \4HBR\Data and grant full-access permissions (at "4HBR" level, one level above "Data" folder)  before the Full install can put empty data files into the network \Data folder. 
v2.5 Full Install choice:  
v2.5 UPGRADE October 21, 2005 = use if Blue Ribbon Youth Enrollment program, v2.4 May 4, 2004 (or later) is already installed on the local hard drive. You must browse to the actual Data file location, if the update prompts for it incorrectly. 

 3. If you don't have an Install CD (v2.5 files available on website), 
_____download the appropriate .exe file from https://4h.ifas.ufl.edu/4hbr/ (under Current Versions Install/Update).  Double-click on the filename
Upgrade102105v25.exe  to start the upgrade
Full071105v25.exe for first install on a new hard drive
 
 4.____ Data update to current Data folder (C:\Program Files\Youth Enrollment\Data or network location.  
 5.____Program update to each client computer in C:\Program Files\Youth Enrollment\.  Click Finish and restart your computer.
 6. ____ if this is the first Blue Ribbon install on a new computer (or hard drive), and Data is to be on local C: drive, copy Data files from backup location into C:\Program Files\Youth Enrollment\Data.  Real county data files from a backup will be overwriting empty ones that come with the Full Install. 
 
9.____Extract the contents of the most recent rbItem.zip to the current Data folder if MCnoAProject was not found (rbitem.db earlier than 10/05/05). (C:\Program Files\Youth Enrollment\Data or network location.  In Winzip, if "Use foldernames" was marked (default) or you used the XP built-in unzip, you'll have to clean up.  You get an rbitem folder inside of Data and have to cut the files from it and paste them into Data (yes to All to overwrite), then delete the empty rbitem folder.
10. ____Florida Master Project and Activity files should be extracted or copied to the current Data folder (if Project CD32 and Activity 35HL2 weren't in the Project and Activity code lists when checked above)

11. BDE Administrator settings (set/review on each PC): 
        Databases|WinYouth
        ____Path points to actual current Data location (local install or network)
        Configuration|Drivers|Native|Paradox
        ____Net Dir  local install= C:\Program Files\Youth Enrollment\Locks
                               or network= same mapped drive\youth\Locks on network
                (in v2.4, Net Dir local was set to C:\ or to one level higher than Data folder(s) on network location)
        ____Set Level from 7 to 5  for Paradox 
        ____Set Level from 7 to 5  for Dbase
        Configuration|System|Init| 
        ____If Win 2000 or XP Peer-to-Peer, set Local Share =True

12. Each user needs "Full Control" permissions for c:\Program Files\Youth Enrollment\ and its subfolders on any PC they will use to access the Blue Ribbon Youth Enrollment program and ...\Borland Shared\  and its subfolders.  This allows user to Read, Write, Edit, or Delete files or folders in Youth Enrollment folder and below, and to use the BDE Administrator to change the data folder.  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.

If the Data files are stored on a network server or accessed over the network from a different PC, each user will need  "Full Control" permissions for the folder one level higher than the Data folders.

Permissions

1) If Data is on the local hard drive, each User needs Administrative Access, Full Control, to WinYouth and all sub-folders as well as …\Program Files\Common Files\Borland Shared\ and sub-folders on the local drive.

2) If Data is on a peer-to-peer network, each User needs Administrative Access, Full Control, to WinYouth and all sub-folders as well as …\Common Files\Borland Shared\ and sub-folders on the source drive.

3) If Data is on the network server, all users also need Administrative Access, Full Control, to the folder one level above the data folders (S:\4HBR\ )and all its sub-folders (S:\4HBR\Data, S:\4HBR\LOCKS…).

13.____Start|Programs|Youth Enrollment pick Datafix 
        x By alias, type in alias name WinYouth, 
        x Rebuild Corrupted Tables, 
        x Pack tables, 
        x Log to file, 
    then click on Start to run it  

Message appears above "Ready" either "There were errors", or "All tables successfully packed" if no errors were found.  If you got "there were errors" the first time, it doesn't hurt to run it again, so you can confirm that "All tables successfully packed".  Datafix rebuilds index files, and repairs files, fixing problems like "index out of date", and "error creating cursor handle".

14.  ___ Go to https://4h.ifas.ufl.edu/#Setup Finish Setup Prefs/ County Codes, set a default temp folder, set up email from within Blue Ribbon, add Member Query button

1. 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.

2. Master Defaults verify it points to an existing temp folder (created by full install & update)
    c:\Program Files\Youth Enrollment\Temp

3. Add the Member Query button to your Button Bar (looks like spreadsheet with pencil in upper R corner)
   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.
   

4. 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.
   

15.____ Windows XP theme needs to be Windows Classic 
Right-click on your Desktop and click on Properties.   Click on the Themes tab. Choose Windows Classic and click on Apply.  Then click OK.  

16. Setup WinZip as "Classic" or teach 4-H staff to zip and unzip files using built-in Windows XP zip utility.  If sending zipped data as an email attachment to 4HRept@ifas.ufl.edu, rename Data.zip to Countyname000000.zi (replace zeros with date created and drop p from zip).  We've been having problems with various county email systems blocking zip files as dangerous attachments when they only contain the Data files, using .zi instead of .zip allows the attachment to go through.

17. Setup NetMeeting to ils.ifas.ufl.edu and teach 4-H staff to connect and display their desktop, so that IFAS IT or Nancy Johnson can see (or even control) the PC remotely.  Remote Desktop Control is the preferred method for program support, where possible.

18. send an email to Nancy Johnson in the state 4-H office at  4HRept@ifas.ufl.edu 
a) User - current email address,  name, county, job (secretary, agent, program assistant) so that the state office is alerted when someone new is using Blue Ribbon and can add them to the 4HBR-L listserve or update an existing user's email address if it has changed. 
b) Operating System only Windows NT, 2000, and XP are supported by MarTech.  Windows 98 or ME might still run the program, but are no longer supported.

c) Equipment - PC processor & speed,  operating system, MB of RAM, and network connection method/speed. 
  analog Telephone modem & speed, 
  Cable modem, 
  DSL, 
  County-controlled server
  IFAS-controlled server 

d) NetMeeting is setup to ils.ifas.ufl.edu, and if Remote Desktop Administration by Nancy Johnson or IFAS IT support people is allowed.  Does User have a microphone or just speakers?

e) what software is installed for Zipping/Unzipping files (WinZip Classic preferred).

f) which email program the User uses.  Are zip files blocked?  If blocked, how can the user receive compressed DataGNV.zip files back from Gainesville 4-H?

Nancy Johnson                                voice (352) 392-2941 ext 231
4-H Youth Development Program      fax  (352) 846-0999
University of Florida
PO Box 110225, Rm 3121 McCarty B
Gainesville, FL 32611-0225
https://4h.ifas.ufl.edu/4hbr/
4HRept@ifas.ufl.edu Reporting Questions to Nancy only
4HBR-L@Lists.ifas.ufl.edu  Reporting Questions to all 4HBR-L list subscribers

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