last updated 1/4/04  10:37 am 
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Ways to Access Past Year Data

"Select Youth Data"  and the "BDE Administrator" are the two primary approaches to accessing Blue Ribbon Youth Enrollment data in more than one directory.  You will have to decide which approach will work best for your situation, but you can wait to set this up until you need it.     

Note:  FY 2004 release of Version 2.4 of the Youth Enrollment Program can not accurately reproduce reports from earlier versions of the program due to loss of all Group data in the conversion process.  It is best to maintain a version 2.3 installation of Youth Enrollment with previous year data folders (Data03, Data02, Data01, Data00) on a computer that will not be used for current year version 2.4, at all.

Select Youth Data vs. BDE Administrator

Once a directory has been set up in Select Youth Data, you just click on its entry and then click the Run button to open the Youth Enrollment program using that data.  This Select Youth Data approach makes it easy to switch between data directories, if you need to do it frequently or aren't comfortable editing the path.  It works fine on a "typical" single computer installation and on the main computer with the data files on the local hard drive in a  "peer-to peer" network.  Other states have reported problems using this approach with computers that access the data over a network and prefer the BDE Administrator approach.

The BDE Administrator approach requires you to edit the path to the data directory you want to use, each time you want to change between them.  However, it allows you to continue using the familiar Youth Enrollment icon to access whichever has been set as the current data directory within the BDE Administrator.  This approach is thought to be more reliable, particularly when accessing over a network and is preferred by other states.

A third approach which gives "illegal operation" messages fairly often is to double-click on the path in the status bar at the bottom of the Youth Enrollment main window and browse to locate the directory you want to change to.  You must close Blue Ribbon and re-open it after picking a different folder.  Limit use to stand-alone typical installations.   If you get an illegal operation, use one of the other approaches to open up Youth Enrollment with data from a different data directory.

I.   How to Set up the "Select Youth Data" BRWYOUTH.EXE Approach 

One way to access to separate directories (folders) containing Blue Ribbon Youth Enrollment Data on the same computer is through "Select Youth Data".  You can get to it by clicking on Start|Programs|Youth Enrollment and then picking Select Youth Data (or MultiYouth Data).  An easier way is to create a new icon for it on your Windows Desktop.

  A. Create an Arrow Icon on your Desktop for "Select Youth Data" 

1. Click on the taskbar button at the bottom to reselect Windows Explorer.
2. Find and open the Youth Enrollment directory under Program Files on C: 
3. Right click on the BRWYOUTH.EXE file (has an arrow icon) and pick Create Shortcut and a "Shortcut to BRWYOUTH.EXE" entry will be added to the bottom of the file list.  
4. Left click once to select "Shortcut to BRWYOUTH.EXE", and pick Edit|Copy.
5. 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.
6. 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 diagonal arrow pointing to the upper right, with the label "Shortcut to BRWYOUTH.EXE".
7. Right click on the label portion, pick Rename, type in 4HBR, and press Enter.

B. Add entry to the 4HBR icon screen to Access Current Year Data

1. Click the new 4HBR icon you created for "Select Youth Data".
2. Right click on window, and pick Advanced.
3. Pick Add. 
4. Enter DATA for the alias.
5. Browse and find the new directory.  If installed on local hard disk, the default path would be: C:\Program Files\Youth Enrollment\DATA.  If on a network server, you will have a different drive letter and path.
6. Double-click on DATA (or network directory name) to select it.
7. Click on Save and you will see DATA listed on screen with a circle in front of it (radio button).
8. Click in the circle to mark it, then click Run, and the Youth Enrollment program will open using your current year data..

 C. Add Entries on the 4HBR icon screen for Past Reporting Years

1. Pick Add again.
2. Browse to find your Data03 directory in C:\Program Files\Youth Enrollment\Data03 (or network path). 
3. Give it the name DATA03, to indicate it is your FY2003 data.
4. Click on Save and you will see DATA03 listed on screen with a circle in front of it.
5. Repeat steps 1- 4 for Data02, Data01, and Data00.

In order to view the Data00 data (FY2000) in the newer version of the program, you will need to run the Z5lite.exe program (from October 25, 2001 Update on website) and browse to the location of the Data00 data files when it prompts for the path.  Then, first time you open the older Data00, it will prompt you to Update it, this is okay and necessary to convert some files to the newer format.

July 2003 - 

If you use both the Arrow icon to open BRWYouth.exe and the original Blue Ribbon icon, be sure to look at the bottom of the main Blue Ribbon Youth Enrollment screen for the path to the current data folder being used by the program. The Blue ribbon icon opens the data folder that you used last when you clicked on the BRWYouth.exe Arrow icon.  No changes should be made to past year data, all edits should be done in the current year = Data folder.

Unless your data is on a network, your current year data is in C:\Program Files\Youth Enrollment\Data.

You will need to click on the BRWYouth.exe Arrow icon, do a Right click on the background and pick Advanced to get the Add button to show.

Create a new radio button for Data -- enter alias Data and browse to the location of your data folder (default is C:\Program Files\Youth Enrollment\Data) to open and then save the path.

Use the new Data radio button to get into your Blue Ribbon current year data, confirm by looking at the bottom of the main screen.

Also create radio button entries for past year Data folders--Data00, Data01, Data02, Data03.

II. How to set up the "BDE Administrator" Approach

Another way to access separate directories containing Blue Ribbon Youth Enrollment Data on the same computer is through "BDE Administrator".  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

1. Right click on the Start button and pick Explore to open Windows Explorer.
2. 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.
3. 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.  
4. Left click once to select "Shortcut to BDEADMIN.EXE", and pick Edit|Copy.
5. 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.
6. 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".
7. Right click on the label portion, pick Rename, type in BDE to 4H Data, and press Enter.
8. 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.
9. The PATH should point to your Data directory.  

B.  BDE Administrator Configuration settings

1. Click on Help|About, if not 5.01 or higher, must upgrade BDEADMIN --see  www.borland.com website under Delphi.
2. Click on Configuration tab
3. Click on + in front of Drivers
4. Click on + in front of Native
5. Click on Paradox
6. set Net Dir to C:\ if data is on local computer's drive C:,  or to a network path level just above Data folders ex H:\Youth\ where the Data is located in H:\Youth\Data
7. Change Level 7 to 4
8. Click on DBase
9. Change Level 7 to 5
10. Click on System (same level as Drivers, click - in front of Drivers to see easier)
11. Click on INIT.  Set Local Share = False 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) 
12. Click on Object|Exit| Save changes? click Yes

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