4HPLUS YEAR END:PART 2

History Cards, Backup,Creating New Year,

Initializing Data,Entering Enrollments,

And Beyond

History Cards

History cards are used to give a quick view of the past years participation of the member or leader.

Entire history of member or leader is available without switching dataset years.

Cards are printable at rate of one year per page.

Backups

Backups allow you to restore your 4HPlus database in case of system failure or extreme data corruption.

Easiest backup selection is to state data folder and then copy resulting file to another media.

Creating New Year

This process archives oldest dataset and creates a new dataset for the new year based on the current year data.

During new year creation, the current year dataset is locked and changes can no longer be made.

Oldest dataset is archived into a separate folder and is no longer immediately accessible through 4HPlus.

Initializing Data

Used to advance Grade, Years in Project, and Years in 4H.

Can remove Clubs, Projects, and Achievements from all members or leaders at once.

Clear Local and/or State fields quickly. Selections for members can be different

than selections for leaders, but all members and all leaders are treated the same.

Active Status

Change active status for all members or leaders at once.

State staff recommends selecting “Leave As Is” for active status. If you set all members or leaders to Inactive,

they will no longer appear on any reports. Keep in contact with your members and

leaders. Inactive members or leaders are not available for mailing labels or email.

Saves time by not having to combine this year’s new member/leader list with last year lists.

Behavior Expectations Date

Clearing this date will put all leaders into Pending status for screening.

Pending status will prevent leaders from appearing in reports, mailing lists, emails, etc. This is essentially similar to Inactive Status.

Since all re-enrolling leaders will sign their form, which contains the behavior agreement, all re-enrolling leaders have signed the form.

State staff recommends NOT clearing this date.

Import Project File

Download from the website and import the 2012 Projects file.

Changes to the projects: Aerospace, Geospatial, Robotics, and Science

projects have been renumbered from 50000s to 80000s.

System will auto move the members from old number to new number.

Entering Enrollments

Enter new and re-enrollments as you would normally.

Make sure the Current Year field is 12 for all members and leaders you enter.

When you have completed the re-enrollments, Set Active Status for all non-returning members and leaders.

4H4ME Year Long Use

Members and leaders can check their own record to see their own data and what projects they are enrolled in.

Leaders can print club or project rosters. Leaders can email club or project

members. Note: Any leader with county wide

responsibilities should be categorized as “86 Key Leader” for project functions to operate fully.

4H4ME Online Re-enrollment

Members and Leaders can re-enroll through special process in 4H4ME.

System is not designed for club leaders to enter the enrollments of members or other leaders. Each member or leader enters their own re-enrollment choices.

At the end of online re-enrollment, a page is printed, signed, and returned to the club or county office.

Q & A