last updated 10/30/07 5:20 pm   

[top of main Blue Ribbon page]

Preparing for the New 4-H Report Year

These Instructions for starting the new year are found at https://4h.ifas.ufl.edu/4hbr/  under Got OK? Start New Year ("Preparing for the New 4-H Report Year", newyear.htm).  

The new web-based 4-H reporting program development has experienced further delays and no delivery date has been set.  Depending on when the new software becomes available, we may finish out the report year using it or still using MarTech Blue Ribbon Youth Enrollment.  

Your FY08 Individual data, will be due in Gainesville March 15, 2008, as usual (Individual data only, no group youth or group volunteer data expected).  
You should "Start the New Year" from the corrected Blue Ribbon data sent back from the state 4-H office (DataGNV07.zip).   Initial blanks in Member/Leader, Parent, and Club names have been removed which affect alphabetic order on Find and printed lists, and reveal multiple entries for the same person or parent.  Clubs with no members have been set to "Not a Youth Group" in the Club file.  Where a Member's Age or Grade was missing, it was estimated from the other, Age = Grade+5.  Primary club errors have been resolved.   

Revised project code files have been included in your DataGNV07.zip. As of 10/30/07, new projects GPS Geospatial, RO Robotics and WG WINGS were added; and the GC General Club project was deleted. 

If you have already started from your own final data, you don't want to replace your files with the ones from the DataGNV07.zip--you would lose all edits and additions.  You will need to get the ProjectCodes103007 files. Error checks for the Individual Test Member/Leader ES237 and alphabetical list reports will help you find any problems

If you skipped the one-time Utility|Process Year End Files which sets Status to Inactive, increments the Grade, Year in 4-H, Age and Year in project; you have a bigger problem and need to contact Nancy before entering any more data.  No projects should be marked Active, however the Completed box is not unchecked automatically by this process.

Please call or email Nancy Johnson at (352) 292-2941 x231, johnsonn@ufl.edu if you need assistance 

Elluminate web-based training will be available by Nov. 5, 2007 to help you get started.

Where are your Data Files Located?

Open the Blue Ribbon Youth Enrollment program.  Either click on the Blue Ribbon icon on your desktop or go to Start|Programs|Youth Enrollment| and pick Youth Enrollment.  The path to the data directory is displayed at the bottom of the Youth Enrollment screen, WRITE IT DOWN on the access codes page in your MarTech Youth Enrollment manual (Save this Page! sheet in plastic in the Blue Ribbon manual).  When the data is on your computer's hard drive, the path to the data files is C:\Program Files\Youth Enrollment\Data.  If the path starts with a different letter, the data is shared over a network.  On some networks, there is no mapped drive (letter followed by a :) and the path starts with two back slashes (ex. \\server\commonfolder\Data).

If you can't see the path displayed in the bottom frame of the main Youth Enrollment screen, click on the middle button in the upper right corner to reduce the screen to fit in a window (single square= in a window, double squares= full screen).  If you still can't see the path, shrink the window by clicking and dragging a corner, and then click in the blue bar at the top and drag the whole window up until you see the bottom window frame with the Data Path.  After you have written down the exact path, click on the middle button in the upper right corner to return the screen to full-size view.

If the path is not visible on your screen,  you should check your video settings (right-click on desktop background and pick Properties, then Settings tab):

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, we will set 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 Data--ex. Data07, C:\Program Files\Youth Enrollment\Data07.  Ways to access past year data can be found at https://4h.ifas.ufl.edu/4hbr/pastyrdata.htm.  "Ways to Access Past Year Data" discusses pros/cons of the "Select Youth Data" and "BDE Administrator" methods and how to set them up.

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

Is Data on Your Computer or a Network?

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, and the Youth Enrollment program was installed on it, the drive letter might be D.  Typical single computer installations should have no problem with the program update or starting the new report year.  If you are a brand new user or on a new PC and have problems, logging-in as the former secretary (who was set up), or on the former PC, can be a work-around until your Network IT staff can help.

Networks - the Youth Enrollment program files are installed on each client computer, but the Data folder is on a single computer and shared over the network.  The server computer doesn't have all the program files found in the \Youth Enrollment folder on each client PC.  It has a common folder (name may be anything) with various Data folders and the Locks folder in it.  Updates to the program, Preference settings, and BDE Administrator configuration must be done on each  computer.  Steps 1-7 below are done just once, while Blue Ribbon Youth Enrollment is closed on all other PCs.  You should have no problem starting the new report year on a network setup, unless you are a brand new user or on a new PC, where permissions may not have been set correctly for you.  If you have problems, logging-in as the former secretary (who was set up), or on the former PC, can be a work-around until your Network IT staff can help.

Keep a list of all computers (location/user) that  have the Youth Enrollment program installed.  You will need to make sure that each computer is updated whenever program updates are released (all must be at same version when sharing Data), and that each is set up to point to the past year data files correctly (if desired).  

Client-Server network:  the drive letter is not C:, it is mapped to the server using some other drive letter (typically P or S).  The path to Data files should be the same from all client machines, but it may be something completely different from Youth Enrollment\Data because folder (directory) names are whatever the network administrator called them when program was set up.  Use the recommended filenames for the data files, Data and Data07, if possible.  

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.  The "host" computer must be turned on for other peer-to-peer network computers to be able to access the 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. 

Recommended Windows Explorer Settings (slight differences in wording between Windows versions, do on C: and also on your mapped 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 when copying or zipping Data.  

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, .zip get 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.

1.  Create \07docs folder, empty Data folder, and save DataGNV07.zip and .pdfs into \07docs

For FY08, counties will receive an email with a zip file named DataGNV07.zip containing corrections, as made in Gainesville, as well as various .pdf reports including the corrected final ES237s (countyname.pdf is the Complete Combined final ES237 report, M = Test Member/Leader, G = Test Group version).  The few counties unable to receive .zip files via email will need to use a Gatorlink account to logon and promptly retrieve their "countyname"07.zip file from a temporary storage location for file transfers http://files.ifas.ufl.edu/public/4H.  Files are deleted from here after ~1 week.  If you successfully log on to the site, but R-click, Save Target As, doesn't work--it may be a restriction your county IT has placed on your browser (call them) or a Gatorlink permissions issue (call IFAS helpdesk (352) 392-4636).  All IFAS Gatorlink accounts should be able to log-on and use File Save Target As to copy files from http://files.ifas.ufl.edu/public/ folders). 

Use the DataGNV07.zip file from the email message to replace the files in your Data folder before you do the year-end processing.  Extensive clean up was done of initial blanks on FirstName, LastName, SpouseName, ClubName fields of Members/Leaders, Parents, and Club files.  

Additional corrections on returning members may be needed where data had to be estimated (ex. when birthdate, age, and grade were all missing).

1. Empty your Data folder and select the \07docs folder (at the same level with your Data folder) 
a) R-click on Start, pick Explore, browse to the Data Path location, by double-clicking the drive letter and each successive folder until the actual Data folder is selected.
b) Ctrl-A to select all the files in Data, then press the Delete key, confirm OK to delete to the Recycle Bin.
c) Use the Backspace key to move up one folder level (c:\Program Files\Youth Enrollment\ or a different name used on your network server folder.
d) If you already have an 07docs folder, dbl-click it to select it, 
otherwise click on File|New Folder type in 07docs and Enter (c:\Program Files\Youth Enrollment\07docs or write down the network path).  
e) click on the upper right corner [-] to shrink down the Explorer window, you'll be using it again soon.

2. Open your email program and save the all the attachments from your OK to start new 4-H Report Year email message to your new 07docs folder (c:\Program Files\Youth Enrollment\07docs).

Outlook 2003 Pick File|Save Attachments to save all attachments at once.  Browse to your new \07docs folder then click on Save.  Close email when finished.
Outlook Web Access  IFAS Webmail Outlook Web Access  http://webmail.ifas.ufl.edu
Once you are logged-on (Gatorlink username & password), the address changes to https://email.ifas.ufl.edu/exchange. The s on https:// means it is a secure site.  Set your Pop-up Blocker to always allow pop-ups from this site. 
 
If you have a button that says Pop-ups Blocked, click it, and choose "Always allow pop-ups from this site".  

If you don't have a button for a pop-up blocker, R-click on empty area, pick "Allow pop-ups from this site", pick secure & non-secure items (safe to do on this secure IFAS site).     

You must save each attachment separately.  R-click on an attachment filename, pick Save Target As, browse to your new \07docs folder, then click on Save.  Close email when finished.

2. Unzip DataGNV07.zip, copy contents into Data folder

1. On the Taskbar (Start bar at bottom of screen), click on the Windows Explorer window you shrunk earlier to reopen your \07docs folder. The Custom Report and upgrade folders may not have been created yet, they are places to download newer files from the website.

2.  Unzip DataGNV07.zip using either Windows XP built in Unzip or WinZip:

Windows XP built-in Unzip = Compressed (zipped) Folders in Windows Explorer

1) DataGNV07.zip appears in the \07docs folder with a zip icon (folder with a clamp) in front of it.  
2) Dbl-click on the zip icon (folder with a clamp) and you'll see a folder with your county name.  If not your county, contact the State 4-H office for the correct zip file.
3) Dbl-click on the county name folder to open it an see it's contents.  There should be no folders inside the county name folder, delete \codes and \ES237, if they exist.
4) Ctrl-A to select all files
5) Ctrl-C to copy them to the Windows clipboard (invisible)
6) Browse up ~3 levels using backspace key and then double-click on your destination Data folder (which should be empty)
7) Ctrl-V to paste all files from the Windows clipboard into your Data folder.

 
Unzip using WinZip
1) Dbl-click on DataGNV07.zip  in the \07docs folder and click I Agree (or Use Evaluation Version) to open it in Winzip.  If given a choice, mark the check box to use Winzip "Classic".
2) confirm that your county name is indicated in the path column.  If not, contact the State 4-H office for the correct zip file.
3) pick Extract button at top, dbl-click drive and folders to browse to your destination Data folder.  Click inside the "Extract To" box and click right arrow key to confirm Data folder is at end of path.
4) All files/folders in archive should be marked.
--mark "Open Explorer window"
--mark "Overwrite existing files"
--uncheck "Use folder names" 
5) Click on Extract button at right
6) close the WinZip window, Windows Explorer window should still be open

3. Verify contents 
a) click on the Windows Explorer window on the Taskbar, then dbl-click on the Data folder and look at the file contents
b) press F5 function key to refresh the screen
c) check the file dates and times on the right side (View|Details)-- ES237P1.db file after 10/1/07 should be correct for revised data sent back in the DataGNV07.zip file.
4.  If the date is ok, open the Youth Enrollment program, click on Member/Leader icon (little guy walking) and see that it opens ok.  Click through a few records and verify that the addresses are really for your county, not some other county's data.
5. Then go to the ES237 menu, pick the ES237 Statistical Report and hit Print to print a new final ES237 Report (Combined Processing -Final Data Files).  This should match the countyname.pdf report sent in the email with your DataGNV07.zip file.

Please call one of the following for assistance with extracting files from DataGNV07.zip.

IFAS Help Desk Gainesville (352) 392-4636 suncom 622-4636 
email ifashelp@ifas.ufl.edu
NW IFAS Admin District - I Louise Ryan, IFAS Computer Support, North Florida REC 
voice (850) 875-7123 suncom 294-7123 
cell    (850) 443-0144
email ryanlo@ufl.edu
NE IFAS Admin District - II Ben Beach, IFAS Computer Support, GNV 
voice: (352) 846-2564 suncom 623-2564 
Cell: 352-258-5735
email  babeach@ifas.ufl.edu  
Central Central IFAS Admin Districts - III & IV Fergie Ferguson, IFAS Computer Support, Lake Co.  (District III except Polk, also covers Indian River & St. Lucie from SC) 
voice (352) 343-4101  
email ff@ifas.ufl.edu
South Central IFAS Admin Districts - III & IV District IV (SC + Polk, not Indian River or St. Lucie) 
Bill (Guillermo) Black, IFAS Computer Support (new 2/06)
Polk Co. Extension Office
1702 Highway 17-98 South
Bartow, FL 33830

mailing address:  
PO Box 9005, Drawer HS03
Bartow, FL 33831-9005
Office Number:  (863)519-8677
Cell:
Fax:: (863)534-0001  Suncom:  569-3700
email grblack@ufl.edu 
S IFAS Admin District - V Kevin Hill, IFAS Computer Support, Southwest Florida REC 
voice (941) 658-3400, suncom 974-3400 
email: kuh@ifas.ufl.edu

3. Copy your Final Data Files to Diskette

The final disk(s) and printed ES237 report are the official record of the previous year, copies should be kept on file in your county indefinitely.  Once you have confirmed that the DataGNV07.zip is correct for your county, you can simply copy the DataGNV07.zip file to a diskette.   Label disk with date copied, "Revised" Final FY2007 Youth Enrollment Data, and County name.  

If not using DataGNV07.zip, see https://4h.ifas.ufl.edu/4hbr/copybkup.htm for detailed instructions on how to copy your data files to diskette. 

4. Copy your ES237 Final Data folder to a new folder (Data07). 

Do this on the computer where the actual Data is located. If the data resides locally on your hard drive, the default path to the data file is C:\Program Files\Youth Enrollment\Data.  View|Details to check dates last edited.  Verify that there have been recent edits--file dates in August or later for Youth2a.db (Member/Leader file) and Youth2n.db (Youth Group file).

If your data is on a network server machine (if the data path on all machines point to a drive letter other than C:), you may need to have privileges set by your network administrator to create a new directory, map users to it, and have access to use it.  Use the recommended filenames for the data files, if possible

  1. Right click on the Start button and pick Explore to open Windows Explorer.
  2. Go to the location of your data files and click to select that folder.  If the Youth Enrollment Program is only on one computer, the default location was C:\Program Files\Youth Enrollment\Data.  If you access files located on another computer over the network, browse to the network location and click on that folder.
  3. With the Data folder from FY2007 selected on the left side, pick Edit|Copy, then press the backspace key to move up to the next higher folder level (Youth Enrollment on a typical installation).
  4. Edit|Paste and a "copy of Data" folder will appear in the file list.
  5. Right click on the "copy of Data" folder and pick Rename.  Type DATA07 to edit the filename to DATA07, and press Enter.
  6. Click on the minus sign - in the upper right corner of the window to shrink the Explorer window to the taskbar.

No further changes should be made to the former year's dataset (Data07).  All Adds, Edits, and Deletes should be occurring in the current report year dataset (Data).  The Data Path displays at the bottom of the Youth Enrollment main screen, in the bottom border (frame).

5. Change Status of 12th graders to Alumni

Open Blue Ribbon Youth Enrollment on this PC only.  In File|Member Query, filter for Grade = 12, then Select All, Action, Change Status-pick Alumni (usually prompts marked).

6. Delete Terminated & Unlinked Parents, then Pack

To reduce the size of  the files and speed up the program, you should delete Terminated Members and possibly Inactive Members before running the utility to Process Year End Files.  Terminated will change to Inactive and remain in the data file if not deleted.  You should also delete Unlinked Parents, and then pack the youth2a.db and youth2b.db table files.

Utility|File Utilities|Utilities| Delete Terminated Members would remove all with Terminated Status (used for those who start out the year in 4-H, then dropout or move away). DELETE TERMINATED JUST BEFORE Processing Year-End Files ONLY, Terminated are supposed to be counted on the ES237.

Utility|File Utilities|Utilities| Delete Inactive Members would remove all with Inactive Status (Alumni status are kept).  After you Process Year-End files, Members and Leaders are ALL INACTIVE until you go through each one and set them to Return status.

Utility|File Utilities|Utilities| Delete Unlinked Parents.  This removes any Parent file entries that remain if all linked Members have been deleted.  It can be done at any time.  When you delete a Member, the program does not actually remove the Parent entry from the Parent file because there may be other children linked to the Parent entry.  Use this utility to remove them.

Utility|File Utilities|Utilities| Delete Unlinked Activity, Award, Club, and Project Files.  This cleans up bad links.

Utility|File Utilities 
1. Click on Youth2a.db to select it, then go to File|Pack Table to reduce the Member/Leader file size after records have been deleted. 

2. Click on Youth2b.db to select it, then go to File|Pack Table to reduce the Parent file size after records have been deleted.

3. Click on Youth2bl.db to select it, then go to File|Pack Table to reduce the Member-Parent Link file size after records have been deleted.

"Process Year End Files" utility changes your data in the following ways:

Individual Enrollment Member/Leader records: 

Status Before Status After Year in 4-H Grade Age Year in Project* Literature Ord/Needed
New Inactive +1 +1 +1 +1 reset blank
Return Inactive +1 +1 +1 +1 reset blank
Terminated Inactive same +1 +1 +1 reset blank
Alumni Alumni same +1 +1 +1 reset blank
Inactive Inactive same +1 +1 +1 reset blank

* Note that in earlier versions the Year in Project increased even though the project was listed as Completed and you said Yes to "Set All Member Projects to Inactive?"  This may still be happening.  If you used the calendar year by mistake instead of 1, 2, 3 to indicate the Year in Project, your 2007 may become 2008.  If the Year in Project was blank, it remains blank after the Process Year End Files utility has been run.

Under the Member/Leader Individual Enrollment, associated Clubs, Activities and Awards remain linked to the Individual and will print on reports once the record Status is changed from Inactive to Return.  Only Active Projects are included on the ES-237.  Inactive projects can be viewed on the Projects tab of the Member/Leader screen and can be printed in the Member/Leader Lists.

Group Youth Enrollment - all records are deleted

Group Volunteer Enrollment - all records are deleted

Master files for Clubs, Projects, Activities, and Awards are not changed by the Process Year End Files utility.  If you created Club codes in the master Club file for use with Youth Group records on the ES237 menu, those Club codes will still exist.  Youth Group club codes need to be entered in the master club file as "Not a Youth Group" type (DM = 12).

All Members and Leaders are set to Inactive by "Process Year-End Files" in the data directory where this utility is run.  It does not affect the Member and Leaders in other data directories, so you can keep a copy of your past year final data files (untouched and active), by copying them to a different directory.

7. Process Year-End Files Utility

Once you have replaced your Data folder contents with the DataGNV07.zip file contents  made the corrections specified by the state office, you may proceed with Year-End processing.  The few counties unable to receive .zip files via email will need to use Gatorlink account to logon and retrieve their county07.zip file from http://files.ifas.ufl.edu/public/4H, a temporary storage location for file transfers.  Files are deleted from here after ~1 week.

PROCESS YEAR-END FILES ONLY ONCE (from computer hosting actual Data files, if on a Peer-to-Peer network)!  If something goes wrong, you will need to restore your final FY2007 files from the diskette or folder you just copied, before you can try it again.

  1. Open the Youth Enrollment Program, to the Data directory you have been accessing all along.  Check that the path at the bottom of the screen points to the correct location for your FY2007 data, which would have been C:\Program Files\Youth Enrollment\Data if it was installed on your local hard drive.
  2. Go to Utility|Process Year End Files and click on OK
  3. You will be asked "Do You Wish to Set All Member Projects to INACTIVE?" Yes or No.  

    Pick Yes    , you will have to re-activate any Projects that are continuing for another year.  Reports can't list just the Inactive projects, they list both Active and Inactive projects together, or only Active Projects.

    Picking No would keep all projects Active and have them counted on the next year's ES237.  This would be bad because it would inflate the numbers.

#8-11 must be set on each PC that accesses the data.

8.  Set 4-H Age Calculation Date to 9/1/2007 

  1. Go to File|County Information.
  2. Edit 4-H Age Calculation Date to 9/1/2007 and Save.

9. Set Activity/Award Year to 2008

  1. Go to Utilities|Preferences  (Prefs icon), and pick Default Member Entry tab
  2. Edit the Activity/Award Year from 2007 to 2008.
  3. click OK to save

10.  School Codes List 

School Codes should have been added under your File menu in FY2006, but may be missing on some PCs.  Before you can add a school to a new Member, the school (usually a shorter abbreviation or "code") must appear in the youth2xx.db file (see B to print a list, and C to add new schools).

Click on File, look at bottom for School Codes--if it doesn't show at the bottom of the list, you must add the menu item.

With v2.5, there is now a master School Codes file, youth2xx.db, which was created from your existing school codes.  In order to add or edit schools in the drop-down list, you must first add the School Codes entry under File in the Youth Enrollment program. Watch the video at https://4h.ifas.ufl.edu/4hbr/video/AddSchoolCodestoFileMenu.htm

A. Add the School Codes entry to File Menu: 
1. click on the drop-down arrow at the far right end of the menu bar (File Report Special ES237...) 2. pick Add or Remove Buttons, 
3. pick Customize (Main Menu is highlighted) 
4. then click the Commands tab at the top 
5. click on File in the left pane 
6. then on the Right window pane, slide to the bottom. You'll see the School Codes entry. 
7. click and hold down the left mouse button on the School Codes entry, drag it up to File (on main Menu), keep holding while the menu list expands, then drag down to the bottom of the list until the horizontal line is below Certification Codes, then release (drag & drop it). 
8. click somewhere off of the Customize window to close it.

B. To list the existing school codes:

1. go to File|Create and View Query
2. Edit box contents to:  
    Select *
    From youth2xx
    Order by code

3. then click on Run Query - you can view results on screen, but in order to print the list, you need to export query results to Word, and then print from Word.
4. click on Export Query Results, pick Word, edit the filename and path to a meaningful name and a known location, and Save.  The default save prompts a non-existent path C:\Program Files\Windows Fair Management\Temp\ with filename SMExport.

Outside of Youth Enrollment, you have to open the program you picked to save the file as (Word .doc, Excel .xls, or Text .txt), navigate to the folder where you saved the file, and view and print the School Codes list.

C.  To add or Edit Schools that are displayed in Member/Leader screen drop-down:

1. go to File|School Codes
2. click Find to find an existing school code to edit, or click on Add to add a new School code. 

video demonstration is at https://4h.ifas.ufl.edu/4hbr/video/AddSchoolCodestoDropDownList.htm

11. Upgrade each PC with Youth Enrollment to latest version.

This upgrade should have been done last year (FY2007), but may have been overlooked on some PCs.  When several PCs in a county access the same data, all must have the same version and file dates.

A. Verify that  the Upgrade is installed:

1. Open Youth Enrollment
2. click on Help|About
3.  click on drop-down arrow & verify y237r.dll September 28, 2005

B. Download the Upgrade:

Go to https://4h.ifas.ufl.edu/4hbr/, click on  the Current Version Install/Update link and slide down until you see the yellow bar all the way across the page.

Find 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.

C. Install the Upgrade:

1. Check that the Blue Ribbon Youth Enrollment program is closed,
2. Double-click on Upgrade102105v25.exe (icon on desktop if that is where you saved it) to run it. 
A window opens and says it will unzip to C:\  -- Don't change it!  This doesn't affect your data files, which may be on a network drive.  It actually unzips the files into your C:\Program Files\Youth Enrollment folder, replacing older versions.
3. Click on the unzip button at the top right side.
4. When it tells you 7 files were unzipped successfully, Click OK to close the window.

Once step 11 is completed, the Data folder is ready for you to start returning Members and Leaders, and adding new ones.  

  1. Set returning Members and Leaders to Return status, 
  2. Update address, fill-in missing Date of Birth, Year in 4-H, or Grade information (all required for Members/Cloverbuds, but  no Grade is needed for leaders).  Date of Birth is required for Direct Volunteer screening = volunteers working directly with youth 4 times or more during the year. Mark "Military Family" if a family member is on active duty or in the military reserve of any military service.
  3. On the Ethnic tab, verify Ethnic/Race fields.
  4. On the Clubs tab, add or update clubs.  A club that had no active members last year, would be set to "Not a Youth Group" in the Clubs file.  If a minimum of  5 members enroll in the club this year, be sure to change the Delivery Mode back to the appropriate Club setting (Community Club, In-School Club, After-School Club or Military Club).
  5. On the Projects tab,  mark the Active box for any projects that are continuing (uncheck Completed) and add any new projects.  Projects are all marked Inactive by Year-End Processing Utility but the Completed field is not changed. 

If your county has a policy that says that a Project is not Completed until a project book is turned in for the year,  you will want to uncheck Completed at the beginning of the year and manually mark it as project books are received at the end of the year.  Your Preferences|Project tab Completed box should be left blank.

If your county doesn't require a Project book be turned in to count a project as Completed, you don't need to uncheck the Completed box.  In addition, mark your Preferences|Project tab Completed box, so all new Projects will go in as "Completed".

  1. Update Parent screen phone numbers, addresses, email, and other information as needed.  If you have already changed the Member screen address,  a "Get" on the Parent screen should bring in the member screen address.  A family should only have one "parent" entry for a given address.  All members and leaders in a family should link to the same parent record at the same address.  If you choose "One per Family" mailing labels the Parent screen email or mailing address is used.

go back to main page