last updated 8/18/05
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As your Reports and Data Disks are reviewed in Gainesville, there may be things that you will need to correct in your data at the county level. If you are asked to make corrections and resubmit your final data, please generate a new final ES237 Report (Combined Processing -Final Data Files) and immediately copy those data files to diskette. You will want to make copies of the new "final" FY2005 ES237 Report and Data disk(s) to keep with your County records, as well. Label the new ones as "Final" FY2005 with the date they were made and recycle the earlier version.
| 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.
Do Not "Process Year-End Files" or start entering new data before Nancy Johnson gives you the go-ahead! Notifications are happening now, though slowly. If you have an urgent need to get started, send Nancy an email at 4HRept@ifas.ufl.edu and she will try to get to you sooner. |
These are things you can do NOW while you are waiting for the okay to start the change over:
1. You may update mailing addresses, email addresses and phone numbers in the Member/Leader and Parent Link files. You may add new Parent file links. If an area code has changed in your area, this is a good time to use SQL to make those changes. Making these corrections before the change-over has the advantage of including the fixes in both data files--the copy we will make of last year's data file as well as the one we will Process Year-End files in to use in the new Report Year.
For Member-Club, Member-Project, Member-Activity, & Member-Award links, print Member/Leaders by Club (mark all categories of Member= Member, Cloverbud, Special and all categories of Leader=General/Organizational, Project, Activity, Resource, plus Other), Report Type=Complete, Report Style=Complete Report, for Status= New, Return, Terminate, (Alumni, Inactive). This will list each Member/Leader with associated Club Memberships, Projects (only if marked as Active), and Activities. It also lists the name and phone numbers of any associated Parent/Family records.
The Parent/Family link has phone numbers and the address used if you pick one per family mailing labels (or email), but is not essential for the ES-237 report. If you did not enter a Parent/Family link for each Member/Leader entry, be very careful about using any SQL fix.
For Parent/Family links, print Report|Parent Report|Family Report, Alpha, Club Range, mark "Check to page break club report", give start and end club numbers. This will list each Parent file entry alphabetically with the Member/Leader entries linked to them in the Parent/Family file. A parent should only be entered once, with all of their 4-H member children listed beneath them. A leader would be linked to themselves and their 4-H member children.
2. Review the printed Family Report or Complete Style Member/Leader Report for Member/Parent linking problems and fix them.
3. You may continue to add Awards to Members for the 2005 Award year. Awards do not appear on the ES237 and may have been skipped in counties where the deadline for the final data and report came too quickly.
4. Re-Enrollment forms should be printed (by primary club), if you want them. You can't print Enrollment forms for Inactive Members.
5. If you print mailing labels based on this Youth Enrollment program, you may wish to print several months worth before the change-over. You must estimate how long it will take you to re-enroll & update projects on all the Members and Leaders (once you have been given the go-ahead), as you can't print mailing labels for Inactive Members or Leaders . Typical single computer installations will have no problem, but those who access their data over a network might have problems setting up access to and using last year's data without help from computer network personnel.
6. ES237 must print out correctly before you "Process Year- End Files", which sets all Members and Leaders to Inactive. The number of youth w/o duplicates should be the same in #9, #10, #11, and #13. Wait for the word from the state 4-H office that your final data is okay before proceeding with copying your final data folder.
| 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 |
Master files for Clubs, Projects, Activities, and Awards are not changed by the Process Year End Files utility.
It is desirable to have access to previous years' data as well as the current year data. You must monitor which dataset is actually in use by paying attention to the path to the data directory at the bottom of the Youth Enrollment screen. You do not want to make changes to past year datasets. The current year dataset is called Data, earlier datasets have the 2 digit year corresponding to the end of the 4-H reporting year --Data05 ended 8/31/05 (FY05), Data04 ended 8/31/04 (FY04).
A minimum of 800 x 600 video resolution is needed to see entire Youth Enrollment window on screen, check your video settings if the path is not visible on your screen. Do Not set display to Large Fonts--it scrunches rows on printed reports and makes program screens too big to fit on monitor screen.