last updated 7/25/06 8:00 pm        

Go to http://4h.ifas.ufl.edu/4hbr/yearend06 to open this document on the internet, which allows you to click and open linked documents.
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Year-End Procedures for Florida 2006 Report Year

Your final Blue Ribbon ES237 reports and data disk(s) will be due in Gainesville on Tuesday, August 15, 2006.  

Your IFAS IT District Computer Support and Help Desk staff (352) 846-4636 can help with many of the year-end tasks.  Call them for assistance with:

IFAS Help Desk, Gainesville  (352) 392-4636  suncom 622-4636
email  ifashelp@ifas.ufl.edu
website http://help.ifas.ufl.edu

You may also call Nancy D. Johnson (352) 392-2941 x231or email her at johnsonn@ufl.edu if you have questions.

I. In the Youth Enrollment program, check that what you have set is correct.

A. The Data Path found at the bottom of the main window tells where your current data files are located. The default location is c:\Program Files\Youth Enrollment\Data when on a single computer.  Write down the date and your exact Data Path--on the Access codes page in your manual (Save this Sheet! page in plastic).

B. Check your IFAS Administrative District number under File|County Information (arabic 1-5, not roman numeral) and edit it if needed.  The program can't accept a name, so we must use the number. County Numbers   5 IFAS Administrative Districts  

4  South Central (formerly  District IV) includes Charlotte, Collier, Lee eff. 9/2/2003 (moved from South - District 5)

C. Check that you have the current Florida Master Codes  (http://4h.ifas.ufl.edu/4hbr/2006docs/FL06codes.zip includes latest Project codes, Activity codes and Custom Reports.  Inside your Data folder--verify dates on these files:  youth2c.db 10/21/05, youth2g.db 10/20/05, and rbItem.db 10/5/05 are "current" as of 7/25/06.

Project files changed FY06 = youth2c.db, youth2c.px, youth2c.xg0, youth2c.yg0, last rev. 10/21/05)
1. Go to File|Project Codes|
2. Click on Find, type in GC to locate GC (General Club project code was removed, if found, you need new project code files).  

New Activity codes were added FY06, files = youth2g.db and youth2g.px, rev. 10/20/05
1. Go to File|Activity Codes
2. Click on Find, type in 35HL2 to locate new Health Day Camp code.  (35FOC C-Forestry Day Camp, 35PDC C-Pers.Dev./Manners Day camp are also new)

Current Year Member Projects must be marked Active to be counted on the ES237.  

Only Project Codes and Activity Codes from the Florida master Codes will be counted in the state total data that is submitted to the National 4-H office.   Do not add any Project or Activity codes in the county. 

D. Check that the Activity/Award year is set to 2006 in Utility|Preferences
If it was not 2006, all activities that were added this year through the Member/Leader Activity tab will have the incorrect year.  Activities added through Member/Query might have 2006, if you manually changed it as you added them.  Under File|Additional Queries|Member Activity Query, you can edit the year, but you may have to go back to paper records to know who did the Activity in 2006.  

E. Verify your correct county number is entered for the County Code in Utility|Preferences  (on Member tab).  

1) Your 3 digit county number falls between 020-097 (100 is not a valid county code).  See FL Supplement (tab in back of your Youth Enrollment manual) or click the link on this website for the list.  Enter the correct 3 digit number and click OK to save your change.  

2) Go to Utility|File Utilities|Utilities|Write County # to Data Files
This will write the county number which is entered on the Member tab of your Preferences to each record in your Member/Leader, Parent, Club and Project files.

F. Remove Duplicate Projects  

1) Backup your Data files before running this utility.  Note where you saved files and what you called the folder if you save it on the hard drive. 

2) Print an ES237|ES237 Statistical Report|Test Member/Leader before and after running this utility and compare the p. 10 #12 Curriculum Total to see any decline in projects.  It should reflect the number of Duplicate Projects the utility reported that it removed.  If not, we may need that backup!

Go to Utility|File Utilities|Utilities|Remove Duplicate Projects.  Watch the screen for how many duplicate projects were removed.

II. Download the latest versions,  if you don't have them yet.

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).

Unzipping and Windows XP Note:  Unlike Winzip, the Windows XP's built-in unzip utility will always create a folder with the zip filename at the destination, so don't ever point it to Data (Youth Enrollment or Custom Reports are ok).  For rbitem.zip,  you will still have to cut the files from inside the folder and paste them inside your current Data folder (Ctrl-A selects all, Ctrl-X cuts and copies to Windows clipboard, go to Data and dbl-click to open and select it as the destination, then Ctrl-V to paste).  You will still want to delete the empty folder-- R-click and pick Delete.

A. Update to the latest version of the Youth Enrollment Program before printing your final ES-237 and copying data disk for Nancy.  Help|About should be version 2.5, click drop-down arrow to verify that yES237r.dll is dated September 28, 2005.  PC definitely needs to meet minimum hardware specs to run it.

B. Get the latest version of the Custom Report files to use in error-checking your data.  
Look in your current Data folder, if the rbItem.db file is dated 10/5/05, you have the current Custom Report files.
If your rbItem.db is dated before 10/5/05, download rbitem.zip (http://4h.ifas.ufl.edu/4hbr/2006docs/rbitem.zip) and extract the contents to your current Data folder.  

Three custom reports you are asked to print and send in: ClubDMID, YGIntRace, and YGMFDup, haven't changed since the 8/4/04.  MCRace lists Members and Cloverbuds with New, Return, or Terminate Status, showing Ethnic/Race.  MCnoProject and MCnoAProject list current members with no project at all, or no project marked Active.

C. Get the latest version of the Florida Master Code files (should have already done this in part I C)

D. Run Datafix Utility, check Errors tab, and note any index problems 
1) Close Youth Enrollment program.  
2) Go to Start|Programs|Youth Enrollment|Datafix
3) pick "By alias" (shows WinYouth), pick "Rebuild corrupted tables", pick "Pack tables", and pick "Log to File", click Start to run.
4) When finished, look above Start button for the message:
    a)  if it says "All tables successfully packed", all is OK, close Datafix.
    b) if it says "There were errors", click on Errors tab (at top) 
5) note the .db name for any entries with index problems.
 (ex. in one county, Youth2a, Youth2L, Youth2m, Youth2n,  andYouth2xl all said "maintained index missing .y* file or "index ___ out of date" Table cannot be repaired: OS error-- means they need to have indexes recreated inside Youth Enrollment)  Close Datafix.

6) When indexes need to be fixed inside Youth Enrollment, open Youth Enrollment 
7) Go to Utility|File Utilities| 
8) Ctrl+click to select only the files with index problems, (Never select All files)
9) then go to to File|Recreate Indexes.

III. Use these linked Web documents, ES237 Verification Reports, ES237 Report, & Custom Reports to find Errors and Fix them.

Check https://4h.ifas.ufl.edu/4hbr/ for the most current version, print documents #2 and #3, and refer to them.  It is your responsibility to use the suggested reports and techniques to look for problems in your data and to correct them before you generate the final ES237 Report and data disk(s) for your county.

1. Main Blue Ribbon web page = Index.htm "Florida 4-H Blue Ribbon Youth Enrollment" (Don't Print ~45 pages, 7/25/06)
    The "ES237" section (~p.8) "Preparing Year-End Statistical Report, ES237" suggests basic reports to print for error-checking, including specific ES237 Verification reports and the Utility|Member Charts.

2. "ES237 Annual Extension Youth Enrollment Report" (es237.htm 7/25/06, print) = ES237, ES237 What to Look For.  Work through these checks to verify that your ES237 balances.

3. "How to Error Check Blue Ribbon Data, What to Look For" (ErrorChecks.htm 7/25/06, print) (was Problems Found in ...)

4. "Reports you run from Report Builder"  = Custom Reports, Report Builder Reports [3/6/06]  (should have already done in IIb above) Download and unzip rbitem.zip contents, copy files into your Data folder.  Newer rb___ files replace earlier versions of Custom Reports.  Click on the FLReports.htm link for details.  Individual custom report template files have .rtm  extension.  

In Youth Enrollment, click the Report Builder icon (hand with pencil writing list) or Utility|Run Custom Report Writer.  Click on the name of the report file you want to run, then printer icon to just print report.  If you want to preview first, double-click on on the name of the report to open a template, click the Preview tab at the top to see the data,  then print (upper left printer icon).  

5. "SQL Fixes for Problems in the Data Files"  (sqlfixes.htm 7/24/06) = "SQL Fixes"  for missing Ethnic entry on Youth Group, on Group Volunteers, or Member/Leaders1.  Custom Report Totals miss entries where Ethnic was blank, numbers lower than actual on ES237 too.  7/06 addition- sql to list schools on active members (in youth2a.db).

IV. Print Final Supporting Reports:

A. Please run and send these Custom Reports.  

  1. ClubDMID All Clubs entries by Delivery Mode, Club Number
  2. YGIntRace All Youth Group Entries by Location, Leader, Date (Race)
  3. YGMFDup All Youth Group Entries by Location, Leader, Date (Duplicates)

B. Statistical Reports –  by Gender, or by Race/Ethnic 
1. Go to Report|Statistical Reports|MemberProject/Activity/Club Statistical  Report 
[example is  c) Member/Leader Club, Members & Cloverbuds, Race/Ethnic (000-999) which is used to check Club Integration with ClubDMID custom report]

pick Member Leader/Club,
pick Members, Cloverbuds,
pick Race/Ethnic
pick New, Return, & Terminated,
click on Print button
enter Club Codes Begin 000 and End 999 

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/Ethnic (000-999)
d) Member/Leader Primary Club, Members & Cloverbuds, Race/Ethnic (000-999)

2. Go to Report|Statistical Reports| Volunteer/Youth Group Statistical,

a) Youth Group, Youth Group, Project Code, Gender/Delivery Mode, Detail Report (AA-ZZ) = Group only
b) Youth Group, Group/Member Combined, Project Code, Gender/Delivery Mode, Detail Report (AA-ZZ) = Group + Individual M/L combined

C. Member Charts
Please go to Utility|Member Charts and print the charts.  V2.5 adds your County Name and the date printed on the report.

1. Members by Category
2. Members by Grade
3. Members by Race
4. Members by Residence
5. Members by Status

The Members (incl Cloverbuds) and Leaders are from the Member/Leader data only, and correspond to the Test Member/Leader version of the ES237.  

If the Print Form button doesn't work with your printer, click on the chart window, press ALT+PrintScreen to copy it to the windows clipboard, then open a blank Word or Word Perfect document, type in your county name and date, then paste it into the document (Edit|Paste or Ctrl-V).  Repeat Alt+PrintScreen and paste into Word doc for each chart.   Save the document as Memcharts2006, then print a copy  and include the charts with your other reports.

V. Print the Final ES237 Reports 

Once you have fixed any problems with the ES237 figures, go to ES237|ES237 Statistical Report.   Leave the "Group by"-Complete file, and "Report Type"-Complete Combined p1-10 as prompted.  Click on the "Testing Report" button for each version, in turn, to print these 3 versions of your ES237 report:

  1. Test-Member Leader File Data  
  2. Test-Group Data (includes Volunteer Training info)
  3. Combined Processing - Final Report

The contents of the ES237 files change as you preview or print the different versions of the ES237 for individual data only, for group data only, or the combined report.  

After printing the 3rd. choice, with the header:
"Annual Extension Youth Enrollment Report
Combined Processing - Final Report"

DO NOT PREVIEW OR PRINT ANYTHING ELSE BEFORE COPYING YOUR FINAL DATA FILES TO DISKETTE!  

VI. Copy Data Files to Diskette

 (DO NOT use Microsoft BACKUP, Florida 4-H wants your actual .db, .px, .xg0, .xg1, .yg0, .yg1 files)

  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 when on a single computer.  Write down your Data Path exactly, then close the Youth Enrollment program.   (Network) All other users should be closed out of the Youth Enrollment program or the data files will not copy successfully.
  2. Put a blank floppy disk in drive A:., you will probably need 2-3 blank disks.
  3. All users must be completely closed out of Youth Enrollment program for Data files to copy successfully.
  4. Right click on Start and pick Explore to open an Explorer window.  You should see 2 panes with the folders on the left.  Use the slider and 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. 
  5. 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.
Recommended Windows Explorer Settings (slight differences in wording between Windows versions, do on C: and also network drive if your data folder is on the network)

View| Details should be marked
View| Status Bar should be marked
View|Explorer Bar| Folders should be marked.

Tools|Folder Options|View  
        no mark Hide Protected operating system folders (Program File Youth Enrollment and Data folder get hidden)
        no mark Hide Common File extensions [known file types] (.exe gets hidden)
        mark      Display Full Path in the Address bar
        mark      Display Full Path in the Title bar
        mark      Launch folder windows in a separate process
        no mark  Remember each folder's view settings    

Click on Apply to see the changes in your Data folder.

Click the "Like Current Folder" button at the top to apply these settings to all folders on your local computer, (Yes, then OK).  Note:  if your data is on a server, you need to do same steps for your network drive.
 

Clean out the contents of your Data folder:

  1. If you have any filenames starting with "Copy of ...", it means a copy was pasted into same directory as the original file instead of to the diskette you thought it went to. We want to remove any "Copy of..." files.  
  1. 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.  
  2. Make sure you have only selected "Copy of" files, then press the Delete key to delete them (to the Recycle bin).
  1. There should be no folders inside of Data.  If you have folders called \docs, \codes,  \ES237, or one with your county name inside of your Data folder, please delete them.  
  2. 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 or .EXE file extensions in your Data folder.  Hold down the CTRL key while clicking on each to select them, then press Delete key to Delete them.   

          _ISREG32.DLL is the only .DLL file that should be in your v2.5 data folder, delete any others.

No files with the extensions .pdf, .zip,  or .doc should be in your Data folder.  Move them or delete them if they are no longer needed. 

Select and copy files to your floppy disk:

  1. Hold down the CTRL key while pressing A to select All files in the data folder. Continue to hold down CTRL while clicking to unselect BRWYNet1.NAF and all the rb____ files near the top.  Then move slider to bottom and CTRL-click to unselect the 2 Z5lite files.  All files with extensions .db, .px, .xg0, .xg1, yg0, and yg1  should still be highlighted (except the z5lite and rb____ ones), approximately 120 files.
  2. Pick Edit|Copy, this copies them to the Windows clipboard (invisible).
  3. Right click on Start and pick Explore to open a 2nd Explorer window.  Use slider in left pane to move up to Floppy Drive A: and dbl-click to open it.  The 3 1/2 Floppy A: should be highlighted, and there should be no files displayed in the right pane (if floppy disk is blank).
  4. Pick Edit|Paste to write files onto the diskette in A:.  You should see flying folders as the files are copied to the diskette, with filenames appearing on the right pane.  If more than one disk is needed, it should prompt you to insert the next disk and click ok to continue copying files.
  5. Label disks with Youth Enrollment files, County, Date, and name of person who did the backup.  If more than one disk was needed, please include disk 1 of 2, disk 2 of 2 ....
  6. At this point you can make a second copy of the backup files by just inserting another blank diskette and selecting Edit|Paste again.  You will want to make a backup copy for yourself, identical to the disks you send to the Florida 4-H office and keep it as an archive copy.

VII. Keep copies for your county records and send the following items to the State 4-H Office:

Note that "Final" means a copy printed after all corrections have been made.  You should expect to have to print most reports several times as you find errors and fix them.  

  1. your final ES237 "Annual Extension Youth Enrollment Report"  (Combined Processing -Final Report).  Your county name should be printed at the top left, check that the date it was printed shows at the bottom.  Please write in the date it was printed if your printer cuts it off.  
  2. your final ES237 (Test-Member/Leader Data = Individual data only)
  3. your final ES237 (Test-Group Data = Group Enrollment data only)
  4. Custom Report ClubDMID  All Clubs by Delivery Mode and Club Number.
  5. Custom Report YGIntRace  All Youth Group Entries by Location, Leader, Project & Date (Race)
  6. Custom Report YGMFDup All Youth Group Entries by Location, Leader, Project & Date--Units, Males, Females (Duplicates)
  7. 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/Ethnic (000-999)
d) Member/Leader Primary Club, Members & Cloverbuds, Race/Ethnic (000-999)

  1. Report|Statistical Reports| Volunteer/Youth Group Statistical,
    a) Youth Group, Youth Group, Project Code, Gender/Delivery Mode, Detail Report     (AA-ZZ) = Group only
    b) Youth Group, Group/Member Combined, Project Code, Gender/Delivery Mode, Detail Report     (AA-ZZ) = Group + Individual M/L combined
  2. Print your Utility|Member Charts
   Utility|Member Charts
1  Members by Category
2  Members by Grade
3  Members by Race
4  Members by Residence
5  Members by Status
10.  Send an electronic copy of your final data  (diskettes preferred, CD is ok if you don't have diskette drive).  USE THE INSTRUCTIONS ABOVE to copy your files to a floppy, Florida needs everything in your cleaned-up Data folder except the BRWYNet1.NAF, rb___, and  z5lite files.   

Protect the diskettes in bubble wrap or thick cardboard.  The thin cardboard mailers aren't enough to keep automated mail sorters from squishing the metal slider clip and damaging files unless disks are inserted in the middle of the reports.  Mail packet to:  

Nancy Johnson
4-H Youth Development
University of Florida
PO Box 110225
3103 McCarty Hall D
Gainesville, FL 32611-0225

11. Zip up your Data folder and send it as an email attachment to 4HRept@ifas.ufl.edu   No renaming to .doc is needed if your county uses IFAS as it's computer network (see list at http://4h.ifas.ufl.edu/4hbr/2006docs/IFASIT_Co.xls).  If your county has its own IT staff running your network, you may have problems sending or receiving a .zip file.  First try renaming the Data.zip  using your county name and date, and .doc  for the extension (edit the . zip to .doc, ex StJohns080106.doc).  Send a second email with no attachment to 4HRept@ifas.ufl.edu telling Nancy that you have attempted to send a .zip file as a .doc type with the date and time sent.  If your message with the attached zip file (disguised as a .doc) is blocked, the second message should get through and alert Nancy there was a problem.  

Please be sure to also include the diskette or CD with your data files with the mailed reports.

As your Reports and Data Disks are reviewed in Gainesville, there may be things that you will need to correct in your data at the county level.  If you are asked to make corrections and resubmit your final data, please generate a new final ES237 Report (Combined Processing -Final Data Files) and immediately zip the Data file.  Email it as an attachment to 4HRept@ifas.ufl.edu, if you succeeded  the first time, or copy it to diskette or CD and mail it in a well-padded mailer.   

If you submit revised files, make copies of the new "final" FY2006 ES237 Report and Data disk(s) to keep with your County records.  Label the new ones as "Final" FY2006 with the date they were made and recycle the earlier version.

Sometime after September 1, 2006, you will be notified by Nancy Johnson of the Florida State 4-H office that your FY2006 data is correct.   

Florida will be switching to a new web-based reporting program this fall and you will have training on it before you begin to enter new members.  The anticipated start date is 10/1/06, with training offered the week before and after, details to be determined.

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