this page last updated 8/27/08 10:30 am 

 6/12/08 4-H Online Enrollment Alert email to Counties - Fresh Start for All Counties, no preloaded youth, adult leaders, no history could be converted.  Florida will switch to 4-H Online for Enrollment effective 9/1/08, Events Registration will start with state events after Jan. 1, 2009.

Forms & Guides

Forms and guides for the new 2009 4-H Reporting year which runs 9/1/08-8/31/09.
newFill-in Forms can be saved if the person filling it out has Adobe 8 (Reader or Professional) or higher, or saved by printing to Winpdf or to Microsoft Document Writer. 

Youth & Adult   (fill-in markednew)   (not fill-in version)
 Family Enrollment Form 1pg new Family Enrollment Form (1 page, pdf, 7/26/08 Revised for 4-H Online program)
 Participation Form  2 pg + instr.new
Questions will be asked in the 4-H Online program, but a printed copy with Parent/Guardian signature may be required by Hospital Emergency Rooms & Doctors to provide treatment.		 Florida 4-H Participation Form
 Questions will be asked in the 4-H Online program, but a printed copy with Parent/Guardian signature may be required by Hospital Emergency Rooms & Doctors to provide treatment.
 4H Member Individual Project Guide 2006  
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
Volunteer
Adult Volunteer Application (2 pg, initial, then every 3 years) new Adult Volunteer Application
Adult Volunteer Agreement  new(1 pg each year) Adult Volunteer Agreement  
Other Agency Screening Info Release new Other Agency Screening Info Release
Senior Youth Volunteer Application (2 pg.)new Senior Youth Volunteer Application 

FL Volunteer Forms are found at: http://florida4h.org/volunteers/risk_management/volunteer_resource_packet.shtml

Club Charter Request Form (renewal)  http://florida4h.org/clubs/files/Charter_Request_Form.pdf
New Club Charter Application http://florida4h.org/clubs/files/New_club_charter_app.pdf

Final Year-End Data and Reports were due in Gainesville on Friday 8/15/08.

Blue Ribbon "Final" Data was due in Gainesville on Friday 8/15/08.  

The updated instructions yearend08.htm (10 pgs) were emailed to the 4HBR-L and 4H-Agents-L and posted here 7/21/08 requesting the same reports & charts as last year.

The revised Project codes (pdf)  projects103007.zip 10/07 and Activity codes 3/07 were included in your DataGNV07.zip file, and should be correct on your system if your county started the year from the file you were sent from Gainesville last Oct/Nov 2007.  Project codes (pdf) removed the GC General Club project code, and added
GPS Geospatial,
RO Robotics, and
WG WINGS.

11/20/07 added Group Volunteer Enrollment Form and GroupVolunteer Screen (pdfs)
11/02/07 Florida Project codes (pdf) projects103007.zip 10/07 and Activity codes 3/07
 11/01/07 Email (pdf) All Counties sent OK to Start New 4-H Report Year 10/31-11/1/07

Some Training will be provided via Elluminate (web-based videoconferencing software).

4-H Online is an exciting alternative which includes Events registration and a Calendar along with Enrollment, that has the 4-H family create a family profile on-line using a secured web browser and enroll their youth members and adult volunteers. This is a very different approach, where the club leader/county office review and approve member & leader applications and project enrollment instead of doing all the data entry. Similarly, the youth can enroll in events and even pay by credit card, with the county/district/state levels reviewing/approving as appropriate (details to be worked out).

florida.4honline.com
Regional Specialized Agents will arrange Trainings in their District
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

newYear End  for 08/15/08 &  reports to send

Start-up Tips Current Versions Install/Update Computer Requirements

4HBR-L email Listserv

Finish Setup Prefs/ County codes (9/07)

 Error Checks         ex Member Charts  ex Youth Group

Manuals FAQ

 Data folder Names

Network

Help Contacts

 Backup What? 
How to Copy Data files to diskette
How to Zip Data folder 

ES237 --Do your numbers match?  
TestM/L ex.

How to zip Data folder video

 Add/Edit School Codes video 

How to Do Tips

 BDE Administrator

XP 

Emails Sent

Got OK? Start New Year How to switch Data dir

rbItem.zip rev 3/7/07 how to unzip

Forms

Install/Upgrade Problems

Bugs


Group Youth 		New Year 1

Custom Reports

Glossary

Finish Setup Prefs/Co Info


NetMeeting

Update changes How to Change Codes Club, Project, Activity To Envelope Manager FL Master codes
 Activity & Project codes 10/07new projects103007.zip 		 
Training  SQL Fixes Datafix utility    PastYearData Windows Explorer settings

Florida 4-H 
Blue Ribbon Youth Enrollment

new "Final" FY08 data and reports were due in the state 4-H office by Friday, August 15, 2008.

Please follow the steps in Year-end Procedures for Florida 2008 Report Year
 (yearend08.htm).  How to review the ES237 & reports you should run to detect errors which must be corrected before sending your final data to Gainesville.  Most of the reports are the same as were requested last year.

If you got a new PC, hard disk or had the program re-installed since August, 2007 data was sent, verify that the upgrade was installed after the initial Full Install of the software.  All Florida users should be at v2.5 format with Y237r.dll dated September 28, 2005 before submitting final FY08 data.  How to do upgrade

We expect you to have completed your Group Youth enrollment, and added Volunteer Training in the ES237 Training Log.  

Group Youth entries (project codes only),

1. Overnight camps and Day camps should be entered as both a Group Youth Enrollment using the Project code (start with letters) and 
2. as the corresponding Activity Code (starts with numbers) on youth who are already on the Member/Leader screen.
 
The County Overnight camp project code is  OE = Outdoor Education. (specialty camps HS= Horse camp, ME= Marine camp). 
If any campers were already enrolled on the Member/Leader screen, count them as duplicates on the Group Youth entry.  
Also add the Activity code for the corresponding camp to the individual youth (on Member/Leader screen Activity tab)30GCC=Overnight camp Activity code, 30HSS =state Horse camp, 30MES=state Marine camp Activity codes. Day camp activity codes start with 35
(35HLC Health & Fitness, 35FNC Food and Nutrition).

We expect you to have completed your individual enrollment with: 

1. New members & leaders and their projects added & marked active (members- min. 1 active project, year in 4-H should be 1, if New), 
2. Returning members & leaders 
  a) marked with Return status, 
  b) their current projects marked active, and 
  c) addresses/phone/email information updated.  
  d) year in 4-H should be 2 or more if returning, it should not be blank.
  e) Remove Inactive Members & Parents (see 05/19/06 Email (pdf) 4HBR Cleanup #1 Remove Inactive Members & Parents, verify Family members' links, review Inactive Leaders and Others)
3. New clubs added, clubs with no members set to "Not a Youth Group" type" (DM=12).  

Remember that clubs should have a minimum of 5 members.  
Active youth (Status=New, Return, or Terminate) can't have a primary club that is "Not a Youth Group" type.

Error Checks for Member/Leader data should be run again if Individual data has changed.  The Custom reports MCnoAProject and MCnoProject will help show members who need an active project.  MCRace lists all active members in alphabetical order with their primary club, grade, age, year in 4-H, ethnicity, and race.

Run the Group error checks.  See 05/30/06 Email (pdf) 4-H Group Youth Enrollment Tips and Group Youth for more explanation.
County overnight camp Project code is OE (Outdoor Education) 
Activities should only be added to individual members, no "Activity" or "Other" Group Youth entries are allowed in the FL data.  On individual members, the County overnight camp Activity code is 30GCC.

  • Printed reports and your data files on a diskette or CD must be sent with the data.  

  • Also send your zipped Data folder as an email attachment or copy & paste it at Http://files.ifas.ufl.edu/Public/4H (Gatorlink login required). 

In Blue Ribbon, check your Datapath for the correct folder, then zip your Data folder and email it as an attachment to Nancy D. Johnson at johnsonn@ufl.edu  or 4hrept@ifas.ufl.edu 

Emails sent about Florida's Blue Ribbon program use:

1. 11/01/07 Email (pdf) All Counties sent OK to Start New 4-H Report Year 10/31-11/1/07
2. 03/11/08 Email (pdf) Final Individual Data now due 4/15/08
3. 04/08/08 Email (pdf) Final Individual Data now due 4/25/08
4. 07/21/08 Email (pdf) Final Blue Ribbon Data due 8/15/08, Revised Enrollment & Participation Forms, 4-H Training docs
-----------------------

1. 9/26/06 Email (pdf) New Reporting Program has been delayed, expect training in early Jan. 2007, interim choices.
2. 11/13/06 Email (pdf) All 4-H counties OK to start new report year from DataGNV06.zip
3. 11/30/06 Email (pdf) Update 4-H Individual data in Blue Ribbon Now - due 3/15/07 (FY07, started 9/1/06).
4. 03/08/07 Email (pdf) 4-H Final FY07 Individual data due 3/15/07, w/attachments "Year End"  for 03/15/07 , Error Checks , ES237, County codes (rev. 10/06), &  05/19/06 Email (pdf)
5. 06/20/07 Email (pdf) FY07 Individual Data needed now, Add Group Youth Enrollments to Blue Ribbon
6. 07/30/07 email1 (pdf) Year-end final 4-H reports & data due by Wednesday August 15, 2007 yearend07.htm  .pdf / Back of Re-enrollment 2006 form (.pdf) 
7. 07/30/07 email2 (pdf) Get a UF Gatorlink account if you will use the new 4-H web-based reporting program/ Update UF Directory Info by 9/1/07
8. 07/31/07 Email (pdf) The new Water Day camp activity code is 35WC, not 35WCC.
9. 08/08/07 Email (pdf) Year-end final reports & data were due Wednesday 8/15/07.

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 (affected counties) 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.
------------------------
9/24/05 added How to zip Data folder video  
10/21/05 added FL06codes.zip (unzip contents into Data folder to replace Activity &  Project codes, and Custom Report files) Activities102005.pdf  Projects102105.pdf   
 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.
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) 

1. 12/08/05 Email (pdf) All Co OK to start from DataGNV.zip, OK2005.pdf  Activities102005.pdf  Projects102105.pdf
2. 03/08/06 Email (pdf) Preliminary FY06 data due 3/28/06, Final FY06 data due 8/15/06.
3. 03/09/06 Email (pdf) Preliminary FY06 data request details, w/ attachments:

  HowToUpgrade.pdf
  ErrorChecks030906.pdf
  es237_030906.pdf
  yearend06_030906.pdf

4/17/06 IFAS computer network Multipurpose servers (MPS) are in these counties.  
IFAS MPS server names (gatorlink login required) 
IFAS added a "Data" folder above the 'Public, Unit, Private, User' level that broke the Mapped Drive Letter path pointing to the Blue Ribbon "Data" folder.  It's best to map the drive letter (ex. S:) to server\Data\ level and then in BDEADMIN the path becomes the drive letter:\Unit\4hbr\Data, and the Net Dir becomes the drive letter:\Unit\4hbr\Locks.  Fix in Windows Explorer under Tools|Map Drive Letter.  BDEAdmin Databases|Path & Configuration|Drivers|Native|Paradox|Net Dir are affected.   

4. 05/19/06 Email (pdf) 4HBR Cleanup #1 Remove Inactive Members & Parents, verify Family members' links, review Inactive Leaders and Others
InactiveGPAR_Otherlist.pdf   
ParentsLinked to Members.pdf  
An IFAS Extension Gatorlink login is required to view these pdfs 
When prompted, type in UFAD\gatorlinkusername for User Name: 
or if Domain: is a separate box, type UFAD there instead of as UFAD\ on User Name:)
 
5. 05/30/06 Email (pdf) 4-H Group Youth Enrollment Tips
6. 06/12/06 Email (pdf) 4-H labels -how do you use them now?
7. 06/22/06 Email (pdf) 4-H Labels & Envelope Manager Imports?
 8. 08/08/06 EFNEP Email (pdf) EFNEP Project code FNE needed Duval, Escambia, Hillsborough & Dade
9. 08/08/06 Email (pdf) Deadline 8/15/06 reminder, Gatorlink info update too

** We will request your current Data several times during this report year.  We expect you will have done the Year-end Processing, set returning Members and Leaders' Status to Return and reactivated projects that are being done again this year. Add the new Leaders and Youth with their primary club, and the projects they have signed up to do. Be sure you have updated the mailing addresses for youth and parent screens. Send a zip file of your data folder, via email to johnsonn@ufl.edu, no printed reports.

As of November 13, 2006, all counties had the go-ahead to start the new FY07 4-H Report Year, from a DataGNV06.zip file. 
8/15/06 Final FY06 Data files were due
3/31/06 Preliminary FY06 Data was due 

Things you can do while you are waiting for the okay to go-ahead.

How to Start the New Report Year (once you get the OK from GNV)

Reports from ES-237 Data  

FY2003 Florida ES237 Totals as Adobe Acrobat posted 11/17/03

FY2002 Florida ES237 Totals as Adobe Acrobat posted 11/13/02

Other Reports from your ES-237 Data 

Final FY2000 Florida ES237 Totals were posted here 11/5/2000.

ES237 p. 1, Delivery Modes, Grades, Residence
ES237 p. 2, Race by Integrated/Mixed Community 
ES237 p. 3, Volunteers- Adult, Youth, Training
ES237 p.4-7, Curriculum (code order)
ES237 p.4-7, Curriculum (by 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 2008, FL Reporting year 9/1/2007-8/31/2008

Data07= Fiscal Year 2007, FL Reporting year 9/1/2006-8/31/2007
Data06= 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
Data04 = Fiscal Year 2004, FL Reporting year 9/1/2003-8/31/2004
Data03= Fiscal Year 2003, FL Reporting year 9/1/2002-8/31/2003
Data02= Fiscal Year 2002, FL Reporting year 9/1/2001-8/31/2002
Data01= Fiscal Year 2001, FL Reporting year 9/1/2000-8/31/2001
Data00 = Fiscal Year 2000, FL Reporting year 9/1/1999-8/31/2000

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.  On 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.

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
And if data is on a shared network drive (ex. S:), also to the folder one level above the "Data" folder.  If the path to your data folder "Data" is S:\4hbr\Data, you need Full control permissions to S:\4hbr and all its subfolders.
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.  

  If you need assistance, please call or email Nancy Johnson at (352) 292-2941 x 231  johnsonn@ufl.edu

Update (use if Youth Enrollment is on hard drive) Full Install (use on a new hard drive)
10/21/05 Upgrade posted here on 11/3/05.

Help|About  click on drop-down arrow & verify y237r.dll September 28, 2005 in alphabetical list of program files 

Upgrade102105v25.exe (10.5 MB) R-click, Save Target As, point to Desktop.  If .exe downloads are blocked, edit .exe to .doc before clicking Save, then edit .doc back to .exe once file is on your desktop.

 How to do upgrade

FL07codes.zip   rev 3/7/07 FL Custom Reports, Project and Activity codes Activities102005.pdf  Projects102105.pdf (GC "General Club" project was removed).
Add School Codes to File Menu (video)

  7/11/05 Upgrade/Full install files were posted here on 7/13/05. 
 		July 11, 2005 Upgrade/Full Install Help|About makes it easier to verify installed version by showing all program files and dates alphabetically in the drop-down box.  Group Youth enrollments are easier to enter (single column Race/Ethnic) and to verify as Mixed Community, and Integrated or not.  Used for final FY05 data submitted to Gainesville 8/15/05.
Use on any  Help|About  v 2.4 or later.  Help|About will be v2.5 after install, click drop-down arrow shows alphabetical list of program files y237r.dll July 11, 2005 Upgrade071105v25.exe (74.9 MB) R-click, Save Target As, point to Desktop.  If .exe downloads are blocked, edit .exe to .doc before clicking Save, then edit .doc back to .exe once file is on your desktop.

Backup Data Files first! 

Print ES237, Project, Activity reports before and after.
Screenshots print & follow this! note-must click No 3 times when asked to Uninstall 
v25 Install Instructions
v25Network_Permissions_Locks
Install Tips
*Checklist*

 

newHelp|About will be v2.5 after install, click drop-down arrow shows alphabetical list of program files y237r.dll July 11, 2005 Full071105v25.exe (75.1 MB)
R-click, Save Target As, point to Desktop.  If .exe downloads are blocked, edit .exe to .doc before clicking Save, then edit .doc back to .exe once file is on your desktop.

Backup Data Files first!

v25 Install Instructions
v25Network_Permissions_Locks
Install Tips
*Checklist*

FL07codes.zip   rev 3/7/07 FL FL Custom Reports, Project and Activity codes   Projects102105.pdf
 Activities102005.pdf
Add School Codes to File Menu (video)

 July 11,2005 v2.5 above required for 2005 Data files due in GNV Monday 8/15/2005
replaced by July 11, 2005 update

June 2, 2005 incremental update.  Help|About  must be at version 2.5 before installing this. 

 Update060205.exe (3.5) MB
This is an incremental update for the Youth Enrollment system, version 2.50.0510 which replaces 2 program files in the C:\Program Files\Youth Enrollment folder (yreport.dll 5/24/05 and Wyext1.dll 5/18/05).  If Youth Enrollment program is not installed on C:, edit unzip path to a temporary location, then copy the files after they are unzipped.  Installing this update over the 2004 version 2.4 program will make your system unusable.  

To verify, go to Help|About, click drop-down arrow and check that the file dates are correct:    yreport.dll  May 24, 2005 and Wyext1.dll May 18, 2005. 
replaced by July 11, 2005 update

May 9, 2005, v2.5 Upgrade from v2.4 to v2.5
Help|About must be v2.4 before installing this.

 replaced by July 11, 2005 update Upgrade050905.exe (73.5 MB)
screenshots -must click No 3 times when asked to Uninstall 
v25 Install Instructions
v25Network_Permissions_Locks
Install Tips
*Checklist*

How to Backup Data Files 

 May 9, 2005, v2.5 Help|About will be v2.5 after install with Wyext1.dll May 2, 2005.  replaced by July 11, 2005 update Full050905.exe (73.7 MB)
v25 Install Instructions
v25Network_Permissions_Locks
Install Tips
*Checklist*

How to Backup Data Files
December 9, 2004, v2.4 update. (Help|About Date = November 9, 2004) May not run on Win 95/98/ME systems or those that don't meet the min. hardware specifications. This is a fix for XP SP2 Upgrade120904.zip (58.1 MB)

rbItem.zip Custom Reports

December 9, 2004, v2.4  (Help|About Date = November 9, 2004) May not run on Win 95/98/ME systems or those that don't meet the min. hardware specifications.  This is a fix for XP SP2 Full120904.zip (58.3 MB)

Florida Master Codes 

rbItem.zip Custom Reports

July 12, 2004, v2.4 update. Used a new Delphi 7 compiler & may not run on Win 95/98/ME systems or those that don't meet the min. hardware specifications. Upgrade071204.zip (72.3 MB) Will distribute copies to IFAS District Computer Support people during their 7/20-21/04 Gainesville Blue Ribbon Training. July 12, 2004, v2.4  Used a new Delphi 7 compiler & may not run on Win 95/98/ME systems or those that don't meet the min. hardware specifications. Full071204.zip (74.6 MB)

Florida Master Codes 

rbItem.zip

May 04, 2004 v2.4 (for v2.4 Nov 25, 2003 or later) WY24050404.exe (74.3 MB)  n/a n/a
  March 18, 2004 v 2.4 (skip to May 04) WY240325.exe (73.3 MB) fixes bugs in Nov 2003 version 2.4 n/a n/a
November 25, 2003 v 2.4 (on CD, needed before May 04, 2004 to fix "Demonstration Co." bug)  WY24exe.exe fix to display county name in blue title box at top of window n/a n/a

Update to Version 2.4 converts data files!  First backup data files, print Project, Activity, Mixed Race, ES237, Club Custom Reports from version 2.3

Read Update Responsibilities for IT Installer & for 4-H Staff

Keep copies of past year Data files on a machine with version 2.3 that will not be used for v 2.4 at all
Check path to data files at bottom of main screen.
Check Help|About is at version 2.3 before updating to v 2.4.

November 4, 2003 v 2.4 (on CD, skip to Mar 18 web update) Update.zip 62.4 MB

FormatFiles.zip 665 k

FLInstallv2.4

November 7, 2003 v 2.4 (CD) Full.zip 62.8 MB

FormatFiles.zip 665 k

dbsetup.zip (1k) unzip to C:\Program Files\Youth Erollment\ to addWinYouth entry in BDEAdmin 

FLInstallv2.4

Update to Version 2.4 converts data files!  First backup data files, print Project, Activity, and Mixed Race, ES237, Club Custom Reports from version 2.3

Check path to data files at bottom of main screen.
Check Help|About is at version 2.3 before updating to v 2.4.

October 14, 2003 (fixes Volunteer Training bug on ES237, includes July 21 changes to enrollment form) WY231014.exe (21 MB) n/a n/a

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

  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:\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
  7. Change Level 7 to 5
  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 = 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) 
  12. 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.
If you click  Ok,  it then opens up Blue Ribbon, but when you try open the Member/Leader screen, it gives another error message:  "error creating cursor handle".

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
Sometimes the Update to version 2.4 appears to be successful for the Individual Member/Leader data but you can't open the Group Youth and Group Volunteers to add any.  

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
Files copied from a CD (even a CD/RW) to the computer hard drive using Edit|Copy, Edit|Paste become Read-only. 

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.
  
Files replaced by the Update to version 2.4 (can't be read-only)

Youth2al.*

 Youth2nl.*

Youth2cl.*

 Youth2ul.*

Youth2c2.*

 Youth2u2.*

Youth2c3.*

 Youth2u3.*

Youth2m.*

 Youth2u4.*

Youth2ml.*

 Youth2u5.*

Youth2n.*

  

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
November 13, 2002 Update ver 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
There is an annoying little error that could pop up depending on your Preference settings.  It seems that if you have a Club code defaulted in your Member defaults, or your automatic entry is turned off you could get an error that says 'Field "CountyID" not found'.  If you say ok and keep on working it doesn't effect anything at all -- other than being annoying.  A copy of Yfile.dll dated 12/14/01 or later in the Youth Enrollment directory should fix this.

Help|About Date may change to the date you downloaded and copied the newer version of yfile.dll (date 12/14/01 or later) into c:\Program Files\Youth Enrollment\ rather than October 25, 2001.  

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.  
The Target box should have "C:\Program Files\Youth Enrollment\Winyouth.exe", the Start In box  should have C:\Program Files\Youth Enrollment\

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.

If you have a Windows 2000 or WINNT operating system copy and paste other.bpl into your C:\WinNT\System32 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
If you get the error about 'different sort order', write down what db it is complaining about and recreate the index for that file.  If you can't get into the program at all call Nancy Johnson for assistance.  

Example: to recreate the indexes on the Youth2u1.db table.  

1) Go to Utility|File Utilities and
2) highlight the Youth2u1.db; then 
3) pick File|Recreate Indexes.

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.

 

Pentium III 800MHz processor or better

512 megabytes (MB) of RAM or better

Minimum 2 GB hard-disk with 500MB of free hard-disk space

CD-ROM or DVD-ROM drive

3.5-inch high-density floppy disk drive

Microsoft Mouse or compatible pointing device

Video adapter and monitor that support VGA or higher graphic resolution of 800 x 600 with greater than 256 colors

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.

 

Pentium III 600MHz processor or better

256 megabytes (MB) of RAM or better

Minimum 2 GB hard-disk with 500MB of free hard-disk space

CD-ROM or DVD-ROM drive

3.5-inch high-density floppy disk drive

Microsoft Mouse or compatible pointing device

Video adapter and monitor that support VGA or higher graphic resolution of 800 x 600 with greater than 256 colors resolution

Keyboard is required

Service Pack 4 required.

 

·        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 Full071105v25.exe (75.1 MB) file from this web page.  If updates have been  released, you usually only need the most recent update.   Florida has no updates beyond  Upgrade102105v25.exe (10.5 MB) as of March 7, 2007.  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.  

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:

  1. The Full071105.exe (75.1 MB)  full install from the CD or downloaded from here.

  2. 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.

  3. Florida Master Codes FL state version of Project, Activity, Award,  & Lit codes.  Activity codes 3/07 (35WC C-Water Day camp was new 3/07) and Project codes (pdf)  projects103007.zip 10/07  updated  (added GPS Geospatial, RO Robotics, & WG WINGS.   The GC General Club project was removed.)

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.  

    Florida Master Codes Files 

    FL08codes.zip   rev 10/30/07 FL (unzip contents into Data folder to replace Activity &  Project codes, and Custom Report files) Activity codes 3/07
      Project codes 10/30/07 added GPS Geospatial, RO Robotics, & WG WINGS.   The GC General Club project was removed.

    Custom reports added for List of active Members [rbItem.zip rev 3/7/07] :
    MCRaceS (portrait w/Sex, ~41/pg)  Lists all active Members or Cloverbuds in alphabetical order, shows MemberID, Primary Club, Category, Sex, Status, Age, Grade, Year4H, Ethnic, & Race
    AffirmAction (landscape version of MCRaceS with addresses, ~11 members/pg, 2 lines each)  

    MCnoAProject  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.

    Award and Literature codes were not updated for FY08

    Youth2c.db

    Project Codes database (pdf)

    10/30/07

    		FY2008 no County-added Projects, use correct State code.  
    FL08codes.zip   rev 10/30/07

    Youth2c.px

    Project Codes index

    10/30/07
    Youth2c.xg0 Project Codes index 10/30/07
    Youth2c.yg0 Project Codes index 10/30/07

    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

    Youth2g.db

    Activity Codes database  (pdf)

    3/7/07

    		 FY2008 no County-added Activities, use correct State code.  
    FL08codes.zip   rev 10/30/07

    Youth2g.px

    Activity Codes index

    3/7/07

    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 FL08codes.zip   rev 10/30/07 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:

  1. Right click on Start button and pick Explore

  2. go to your Data folder (directory).  If on a single computer, look at C:\Program Files\Youth Enrollment\Data.

  3. double-click on the Data folder to open it, then click on the background of the right pane to select it.

  4. hold down CTRL while typing A (Ctrl-A) to select all the files, 

  5. Right click on the background of the right pane, and pick Properties,

  6. Uncheck the mark in the Read-Only box, 

  7. Click on the Apply button, then click OK

After the Florida Master Project Codes files have been copied, open the Youth Enrollment Program.

  1. click on Utility Menu at the top

  2. then click on File Utilities

  3. click on Select Menu at the top

  4. pick Select All (files will be highlighted)

  5. click on File

  6. 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.

  7. close Utilities window by clicking the x in the upper right corner of the window or pressing ALT+F4

  8. To test if it worked, click on Projects

  9. click on Find

  10. type GPS 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 WG  If the WINGS project is found, you have successfully copied the 10/30/07 FL master Project code files..  

Go to File|Activity Codes|Find and type in 35WC.  If C-Water Day Camp is found, you have successfully copied the 3/7/07 FL master Activity code files (unchanged for FY08).

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.  

v25Network_Permissions_Locks  

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:\Unit\4h\blue ribbon data\data  triggered error message
     but when changed to g:\Unit\4h\youth\data it was fine

For 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

4/17/06 IFAS computer network Multipurpose servers (MPS) are in these counties.  
IFAS MPS server names (gatorlink login required)