last updated 4/8/08 4:12 pm        
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Go to http://4h.ifas.ufl.edu/4hbr/yearend0308 to open this document on the internet, which allows you to click links to open or download files and documents.     

Procedures for Florida 2008 Report Year
"Final" Individual Data now due 4/25/08

Your Individual Blue Ribbon ES237 reports and data disk(s) are due in Gainesville on Friday April 25, 2008.  

Call your IFAS IT District Computer Support or IFAS Help Desk staff for general Windows computer tasks.

IFAS Help Desk, Gainesville  (352) 392-4636  suncom 622-4636
email  ifashelp@ifas.ufl.edu
website http://help.ifas.ufl.edu
 submit on-line form for help at:  http://support.ifas.ufl.edu/  (new Remedy System)

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

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

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

B. Under File|County Information
1. Check that 4-H Age Recalculation Date is 9/1/2007.
2. Check your IFAS Administrative District (AdminDist#)  (arabic 1-5, not roman numeral) and edit it if needed.  The program can't accept a name, so we must use the number.  Effective 10/1/06, the counties in IFAS Administrative Districts were revised, reversing most of the 9/1/2002 shifts: 

Although the 12 4-H Administrative Districts aren't entered in Blue Ribbon, Polk & Pasco moved from 4-H District 7 to 9 as of 9/1/07.

C. Check that the Activity/Award year is set to 2008 on Utility|Preferences|Default Member Entry tab
If it was not 2008, all activities that were added this year through the Member/Leader Activity tab will have the incorrect year.  Activities added through Member/Query might have 2008, if you manually changed it as you added them.  Under File|Additional Queries|Member Activity Query, you can edit the year, but you may have to go back to paper records to know who did the Activity in 2008  

D. Verify your correct County ID number is entered for the County Code on Utility|Preferences  (on Default Member Entry tab).  

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

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

E. Remove Duplicate Projects  

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

"Zip" file contents must be "Unzipped"  or "Copy & pasted" to the correct location in order to work.

If you use Winzip "classic", click on Extract, verify that the destination points to the folder you want the contents unzipped to, mark "Overwrite files", uncheck "Use folder names", then click on Extract button on the right.  Leaving "Use folder names" checked will create a folder with the name of the zip file inside your destination location (XP unzip does that too).
Unzipping and Windows XP Note:  Unlike Winzip, the Windows XP's built-in unzip utility will always create a folder with the zip filename at the destination, so don't ever point it to Data (Youth Enrollment or Custom Reports are ok).  For rbitem.zip,  you will still have to cut the files from inside the folder and paste them inside your current Data folder (Ctrl-A selects all, Ctrl-X cuts and copies to Windows clipboard, go to Data and dbl-click to open and select it as the destination, then Ctrl-V to paste).  You will then want to delete the empty folder-- R-click and pick Delete.

F. Verify you have the current Project and Activity codes-They were included in your DataGNV07.zip, if you started the report year from the final 2007 data file that was sent back from Gainesville.

1. Go to File|Project Codes|
2. Click on Find, type in GPS to locate GPS Geospatial,project code was added if not found, you need new project code files).  

Activity codes files = youth2g.db and youth2g.px, 3/7/07 added 35WC=Water Day Camp)
1. Go to File|Activity Codes
2. Click on Find, type in 35WC to locate the Water Day Camp code.

If not found, download http://4h.ifas.ufl.edu/4hbr/2008docs/FL08codes.zip includes Project, Activity codes and Custom Report files.  Unzip contents inside your Data folder-- youth2c.db, youth2g.db, rbItem.db and associated index files.

Project files = youth2c.db, youth2c.px, youth2c.xg0, youth2c.yg0, rev. 10/07 (added GPS Geospatial, RO Robotics, & WG WINGS.   The GC General Club project was removed.)

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

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

Custom Report files (if needed separate from Project & Activity code files of FL07codes.zip above)
Download rbitem.zip (http://4h.ifas.ufl.edu/4hbr/2007docs/rbitem.zip) and extract the contents to your current Data folder. 
Or you can copy  the 5 revised 3/7/07 Custom Report files into your Data folder: 
 rbItem.DB   rbItem.MB  rbItem.PX   rbItem.XG0   rbItem.YG0

Newer reports MCnoProject and MCnoAProject list current members with no project at all, or no project marked Active. MCRaceS lists Members and Cloverbuds with New, Return, or Terminate Status, showing  Sex, Ethnic/Race.  
AffirmAction is a landscape version of MCRaceS, adding Address on a second line for each member.  

II. If you have a New PC or had Blue Ribbon reinstalled since August 2007, Verify that you have the latest version upgrade, or get it.

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

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

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

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

Check http://4h.ifas.ufl.edu/4hbr/ for the most current version, print documents #2 and p. 1-15 of #3, and refer to them.  It is your responsibility to use the suggested reports and techniques to look for problems in your data and to correct them before you generate the final ES237 Report and data disk(s) for your county.

1. Main Blue Ribbon web page = Index.htm "Florida 4-H Blue Ribbon Youth Enrollment" (Don't Print ~50 pages, 3/7/07)
    The "ES237" section (~p.8) "Preparing Year-End Statistical Report, ES237" suggests basic reports to print for error-checking, including specific ES237 Verification reports and the Utility|Member Charts.

2. "ES237 Annual Extension Youth Enrollment Report" (es237.htm 3/7/07, print) = ES237, ES237 What to Look For.  Work through these checks to verify that your ES237 balances.

3. "How to Error Check Blue Ribbon Data, What to Look For" (ErrorChecks.htm 3/7/07, print ~p. 1-12 for just Member and Leader/Volunteer error checks) 

4. "Reports you run from Report Builder"  = Custom Reports, Report Builder Reports [3/7/07]   Download and unzip rbitem.zip contents, copy files into your Data folder.  Newer rb___ files replace earlier versions of Custom Reports.  Click on the FLReports.htm link for details.  Individual custom report template files have .rtm  extension.  

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

5. "SQL Fixes for Problems in the Data Files"  (sqlfixes.htm 3/7/07) = "SQL Fixes"  for various problems. 
Schools - List of School entries on active Members with count (from youth2a Member/Leader screen)
An Affirmative Action List sql was added 3/7/07.

IV. Print Final Supporting Reports:

A. Please run and send these Custom Reports.  

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

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

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

b) Member/Leader Primary Club, Members & Cloverbuds, Race/Ethnic (000-999)
c) Member/Leader Projects, Members & Cloverbuds, Gender (AA-ZZ)
d) Member/Leader Activities, Members & Cloverbuds, Gender (000-999)

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

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

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

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

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

If the Print Form button doesn't work with your printer, click on the chart window, press ALT+PrintScreen to copy it to the windows clipboard, then open a blank Word or Word Perfect document, type in your county name and date, then paste it into the document (Edit|Paste or Ctrl-V).  Repeat Alt+PrintScreen and paste into Word doc for each chart.   Save the document as Memcharts2007, then print a copy  and include the charts with your other reports.

V. Print the Final ES237 Reports 

Once you have fixed any problems with the ES237 figures, go to ES237|ES237 Statistical Report.   Leave the "Group by"-Complete file, and "Report Type"-Complete Combined p1-10 as prompted.  Click on the "Testing Report" button  to print these Test Member Leader version of your ES237 report.  If you have entered some Group Youth, it is good to do the Group Error checks, but only the Individual data reports are requested for 3/15/07. 

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

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

DO NOT PREVIEW OR PRINT ANYTHING ELSE BEFORE Zipping your FINAL DATA FILE!

VI. Data Folder - Clean out, then Zip Data folder, Rename zip file,  copy to Diskette or burn to CD-R, & Email or copy to Public 4H folder

  1. In the Youth Enrollment program, look at the Data Path at the bottom of the window to determine where your data files are located. The default location is c:\Program Files\Youth Enrollment\Data when on a single computer.  The last folder is your data folder (whatever it is named) and contains your current data files.  Write down your Data Path exactly, then close the Youth Enrollment program.  These steps will assume your data files are in a folder called Data.  
  2. Put a blank floppy disk in drive A:.
    or Put a blank CD-R in CD burner drive.  
  3. All users must be completely closed out of Youth Enrollment program for Data files to zip or copy successfully.
  4. Right click on Start and pick Explore to open an Explorer window.  You should see 2 panes with the folders on the left.  Use the slider and click on folders in Data Path until you get the Data folder containing your current data open.  Click the + in front of a folder to list the contents of that folder on the left side.  Double click on your Data folder to select and open it, the files inside your Data folder will appear on the right side. 
  5. Pick View|Details from the menu at the top of the window, then click in the right window pane containing the data files.  Most of the files start with " Youth."  Youth2a (Member/Leader) and Youth2n.db (Youth Group) files should have recent dates reflecting when you last added or edited information in them.  The column headings (Name, Type, Modified) can be clicked to sort the files by filename, extension, or date/time (click alternates A-Z, then Z-A).  Click on the "Modified" header to sort the files by date, if the most recent dates aren't at the top, move the right window slider all the way up, and click "Modified" header again.
Recommended Windows Explorer Settings (slight differences in wording between Windows versions, do on C: and also network drive if your data folder is on the network)

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

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

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

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

Clean out the contents of your Data folder:

  1. If you have any filenames starting with "Copy of ...", it means a copy was pasted into same directory as the original file instead of to the diskette you thought it went to. We want to remove any "Copy of..." files.  
  1. Select all the "Copy of ..." files by clicking on the first, then holding the SHIFT key while clicking the last in the group of "Copy of ..." files.  
  2. Make sure you have only selected "Copy of" files, then press the Delete key to delete them (to the Recycle bin).
  1. There should be no folders inside of Data.  If you have folders called \docs, \codes,  \ES237, or an empty folder with your county name inside of your Data folder, please delete them, they aren't needed.  

    At the same level as Data (not inside it) you should have an 
    \07docs folder     final FY07 report pdfs and the DataGNV07.zip file. and a 
    \Data07 folder     should have the extra .xls files and .db files containing your countyname that were sent back in the DataGNV07.zip file you started the year from 

  2. Click on Type at the top of the column to sort the files by file type.  
    If you have any Application or Application Extension type files with .BPL or .EXE file extensions in your Data folder.  Hold down the CTRL key while clicking on each to select them, then press Delete key to Delete them.   

         If you have .DLL files in the Data folder, only keep _ISREG32.DLL, delete others.

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

Zip Data Folder 

Windows XP built-in  Send to  Compressed (zipped) Folder Data.zip is created one level up
       
Winzip classic -trial version Add to Data.zip  use Evaluation version Data.zip is created one level up

Winzip can be installed using the Winzip80 install files found at http://4h.ifas.ufl.edu/4hbr/winzip80.exe or on past Youth Enrollment install CDs.  Pick Winzip Classic (not Wizard)  (mark "Use Winzip Classic" box on install screen or as you open Winzip).  Winzip is a trial version and you will have to click on "I Agree" each time you open it.

How to Zip Data folder 
http://4h.ifas.ufl.edu/4hbr/video/ZipData.htm (video shows winzip)

9. If currently in your Data folder, Backspace to move up one level. Or R-click on Start, pick Explore and Browse.

Look in the folder one level higher than the Data folder  (C:\Program Files\Youth Enrollment 
if  your Data path was c:\Program Files\Youth Enrollment\Data 
(View|Details to see Dates/times on right side files).
10. Delete any old Data.zip file before attempting to zip your Data folder.

11. On the left side, double-click on the folder with your current Data files to select it and the file information.  

The youth2a.db (Member/Leader) should have a recent date, indicating that records have been edited or added (click View menu at top and pick Details to see dates).  ES237p1.db should have a recent date indicating that the Annual Youth Enrollment (ES237) report was recently run.  At the end of the reporting year, (August 15) youth2n.db (Group Youth) should also have a recent date, indicating recent changes.

12. Right-click on the folder (Data is the default, but it may be different on a network server (your data folder = last part of Data Path you wrote down in Blue Ribbon).  

13. If Winzip is installed, Pick "Add to Data.zip".  Winzip will open, you will have to click on "Use Evaluation version" and/or "I Agree" button to continue. Winzip will close itself, leaving you back at the Explorer screen. 

Or if "Add to Data.zip" choice is not found, pick "Send To" for "Compressed (zipped) Folder (Windows XP built in zip utility).  Browse to change the destination where the zip file (also called "archive") is being created to the folder one level higher than the Data folder.  If on the local hard drive, it is c:\Program Files\Youth Enrollment.  If on the network, it is one folder before the last in the Data path you wrote down in Blue Ribbon.  

14. The zip file "Data.zip" is created in the folder  that contained the Data folder that you zipped, Backspace to move up one level = (c:\Program Files\Youth Enrollment if Data is on the local hard drive, in the default location.) 

View Details to verify that Data.zip has today's date and time.

15. R-click on filename and Rename your "Data.zip" to your countynamedate.zip  (ex. Citrus030808.zip).  This identifies the date the zip file was created plus the county.  

Many county networks are blocking all zip files from being sent or received as email attachments or downloaded from the internet because of virus attacks using .zip files.  Send a 2nd email with no attachment stating that you tried to send a .zip file and the date and time sent--that way Nancy will know she should have received it and can let you know if it didn't come through.  If you get a failure message after sending a zip of your Data files as an email attachment to Nancy that suggests a dangerous attachment was blocked, contact your county IT department for assistance. 

16. Check the size of your zip file (View| mark Details to see).  A typical county Data folder will be between 500-900 k.  

If size is more than 1 MB, you're email system may not let you send it as an attachment.  Look inside the Data folder and make sure you don't have other folders nested inside it, "Copy of" files, .exe , or .xls files that should be deleted.  Once the extra files/folders are removed start again from #1 Deleting the oversized Data.zip.

17.  a) Send your zipped Data file as an email attachment to 4HRept@ifas.ufl.edu  Send a second email with no attachment to 4HRept@ifas.ufl.edu telling Nancy that you have attempted to send a .zip file with the date and time sent.  If your county uses IFAS as it's computer network, .zip attachments will go through fine (see list at http://4h.ifas.ufl.edu/4hbr/2006docs/IFASIT_Co.xls).  

Use method b) instead if you know you have problems sending zip files.

If your county has its own IT staff running your network, you may have problems sending or receiving a .zip file.  If your message with the attached zip file is blocked, the second message should get through and alert Nancy there was a problem.  If you get a failure message suggesting a dangerous attachment, you should check with your County IT for help sending the .zip.  

OR b) Copy your countynamedate.zip file to the IFAS shared folder location
1. go to http://files.ifas.ufl.edu/ (University of Florida gatorlink logon required)
2. browse to the https://files.ifas.ufl.edu/PUBLIC/4H/ folder by double-clicking on PUBLIC, then on 4H (you should see hurricane9_04.pdf)
3. paste your uniquely-named zip file into the folder (don't overwrite existing files, countynamedate identifies county & date)
4. send an email to 4HRept@ifas.ufl.edu telling Nancy that you have put your zip file there.

18. Copy & paste the zip file TO DISKETTE or CD-R (and send with printed reports).  
To Burn files to your CD-R:

1. You will have to use the software provided on your computer for creating CDs.  Roxio Easy Media Creator, is one program.  
- Use a CD-R disk, don't use a CD-RW disk. 
- Look for a setting to keep the original file dates (preferred).  Some software changes all files to the date and time the CD-R was created, which we don't want in Blue Ribbon.
- Title the CD with your "County_408"
- Select Option  to "Finalize" it and make it universally readable on other CD drives.

2. Label CD-R with "Youth Enrollment files", County, Date, and name of person who did the backup.

3. Put the CD-R in another computer (CD drive letter may be D: or E:), open it in My Computer, pick View Details to see dates and times, and see if the zip file shows today's date & time.    

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

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

  1. your final ES237 (Test-Member/Leader Data = Individual data only).  Your county name should be printed at the top left, check that the date it was printed shows at the bottom.  Please write in the date it was printed if your printer cuts it off.  
  2. Custom Report ClubDMID  All Clubs by Delivery Mode and Club Number.
  3. Report|Statistical Reports| Member Project/Activity/Club Statistical

a) Member/Leader Club, Members & Cloverbuds, Race/Ethnic (000-999)
b) Member/Leader Primary Club, Members & Cloverbuds, Race/Ethnic (000-999)
c) Member/Leader Projects, Members & Cloverbuds, Gender (AA-ZZ)
d) Member/Leader Activities, Members & Cloverbuds, Gender (000-999)

  1. Print your Utility|Member Charts
   Utility|Member Charts
1  Members by Category
2  Members by Grade
3  Members by Race
4  Members by Residence
5  Members by Status

5.  Send a copy of your final data  (as zip file on CD-R or diskette).  

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

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

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 data, please generate a new final Test Member/Leader ES237 Report and immediately zip the Data file.  Email it as an attachment to 4HRept@ifas.ufl.edu, if you succeeded  the first time, or copy it to the IFAS shared folder location, or copy it to diskette or CD and mail it in a well-padded mailer.   

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