4H Blue Ribbon Youth Enrollment Software Training January 2004 on v2.4

1
4-H Blue Ribbon Youth Enrollment Software
Training January 2004 on v2.4

• Tape 2
• Nancy Johnson
• Florida 4-H
• http//4h.ifas.ufl.edu/4hbr/
• 4hrept_at_ifas.ufl.edu
• [phone] x231

2
Installation CD Menu
3
2004 Youth Enrollment Training Tape 2 (1)

• Update Responsibilities IT/4-H Staff
• Member/Query, Selecting, using Filters
• Add/Change a Primary Club
• Add Project
• Add Activity
• FileAdditional QueriesClub Member Query
• FileAdditional QueriesMember Project Queries
• FileAdditional QueriesMember Activity Queries

4
2004 Youth Enrollment Training Tape 2 (2)

• Reports Queries Ways to get Answers
• Report menu built-in reports
• Report Builder custom reports
• Query and Export to Ascii or dBase -gtWord, Excel
• FileCreate and View Query (SQL)
• FileMember/Query (Filter)
• Print Ethnic Statistics for Reports, Mailing
  Labels
• UtilityFile UtilitiesUtilities Recalculate Age

5
2004 Youth Enrollment Training Tape 2 (3)

• CD Contents
• \Documentation\Doc folder.doc -tips
• \Documentation\Create and View\ -sqls
• \Documentation\WinYouth docs\ -manual
• BDE Administrator Levels fix for dBase-gtExcel
• 4hbr Website
• Current Version Install/Update link has links to
  needed instructions and files.
• FY2004 ES237 link highlights changes in v2.4

6
Member/Query (M/Q)

• Spreadsheet icon or FileMember Query
• Only displays Primary Club in ClubID
• Nothing changes unless you select records
• Index first (by club), then filter (?ladder
  button)
• Click first, Shiftclick last to select range
• Ctrlclick to select individual records

7
Add Primary Club ID

• Ex. Add Club 150 to all with no Primary Club
  (ClubID blank)
• Click first record, Shiftclick the last to
  select
• ActionChange Primary Club
• click button, slide down to pick ClubID 150
• Click OK, then OK again

8
Change Primary Club ID

• Ex. Change Club 100 members to Club 250
• Index by Club
• Filter button, pick ClubID, type in 100 click OK
• SelectSelect All
• ActionChange Primary Club, pick 250 click OK,
  then OK again

9
Member/Query- change filter

• Click on Incorrect Field,
• then edit value
• or click on Clear to remove Field from filter
• To Add a Different Field,
• Click on All tab to see all Fields
• Click on Correct Field, type in value
• Click on OK when ready to try filter again

10
Member/Query Filter for Missing Grade

• Filter to find members who are missing grade
• Fields Field value
• Grade -1 has no grade entry
• Category M or C Members or Cloverbuds
• Status N or R or T New, Return or
  Terminate
• Click OK to try filter.
• Then click filter button and its View Summary
  button to see what your filter selects.

11
Member/Query Add Project

• Ex. Add CP project to a few current members
• CtrlClick to select individually
• AddAdd Project
• Your Preferences fill in, click for project,
  pick Project code CP from drop down list (type
  capital letters to jump down list verify)
• Mark use primary club or fill in Club ID

12
Member/Query Add Activity

• Ex. Add 30GCC County Overnight Camp Activity to a
  few current members (required Activity on M/L)
• CtrlClick to select individually
• AddAdd Activity
• Your Preferences fill in, click for activity,
  pick Activity code 30GCC from drop down list
  (type initial numbers to jump down list verify)
• Mark use primary club or fill in Club ID

13
FileAdditional QueriesClub Membership Query

• Ex. Change Club ID for Members whose secondary
  club has changed
• Index by ClubID, Filter for old Club ID (100)
• SelectSelect All
• ActionAdd secondary Club
• While still selected,
• ActionDelete Member Clubs to delete original
  (old) ClubID

14
FileAdditional QueriesMember Project Query

• Ex. Change Project ID for Members whose Project
  code has changed in FL master file
• Index by ProjectID, Filter for old Project ID
  (CE1)
• SelectSelect All
• OptionsEdit Mode
• ActionChange Project ID pick , find MM
• Click OK, Click OK again

15
Ex. Change Activity ID for Members whose Activity
code has changed in FL master file

• 1. FileMember/Query select those who need it
• ActionAdd Activity add new Activity code
• 2. FileAdditional QueriesMember Activity Query
• Index by Activity ID, Filter for old Activity ID
• SelectSelect All
• ActionDelete Member Activities

16
Reports Queries Ways to get Answers

• Report menu built-in reports
• Lists give names, include each record
• Statistical gives totals, counts for each case
• Report Builder
• Build custom report yourself
• FileCreate and View Query
• SQL query and Export to Ascii or dBase -gtWord,
  Excel
• FileMember/Query
• Filter, Select All, and FileExport to Ascii or
  dBase

17
Report menu

• ReportPrint Data Files for master code lists
• ReportParent ListFamily Report for links to M/L
• Fix broken parent-member links
• UtilityFile UtilititesUtilitiesDelete Unlinked
  Parents

18
Report Lists w/Ethnic Statistics

• ReportMember/Leader List or
• Member/Leader by Club for name lists
• Category -Members, Cloverbuds (for youth)
• Type -Complete
• Status -New, Return, Terminate
• Style -Parent Info line
• Clubs 000 999 (for all clubs)
• Print Ethnic Statistics is OK in your data, bug
  was in demodata.zip, not the program

19
Q Needs a report that gives number of Adult
Volunteers by Age and Race.

• For Age, Volunteers must have Birthdate on
  Member/Leader screen
• no age is available for Group Volunteers.

20
1. Statistical Report

• ReportStatistical Report Member/Leader
• pick GPAR, Age/Race, NewReturn
• - Age range 19 doesnt work for Adults
• See Docfolder.doc on CD under \Documentation\ for
  CD contents --some tips documents were not printed

21
2. Report Builder Build a Custom Report

• nwrptbldsimple.doc on CD in \Documentation folder
  has intro tips
• LearnReportBuilder.pdf the manual, is on hard
  drive in \Youth Enrollment folder
• UtilityRun Custom Report Writer

22
FileCreate and View Query (1)

• Use example SQLs from CD \Create View folder
• Copy and Paste into FileCreate and View Query
• Edit to fit Florida codes/values
• Do Not use in HelpTroubleshootingSQL area
• Bug wont save as dBase file if any selected
  fieldname is more than 10 characters long. (can
  gtgt then lt to unselect)

23
3. FileCreate and View Query (2)

• Create View folder on CD has example SQLs but
  none gives Volunteer Age/Race
• FileCreate and View Query
• Select wildcard
  for all fields
• From Youth2a
• Where Agegt19 and Statusgt'N' and Category IN
  ('G','P','A','R')
• Run Query
• Can export to Ascii or dBase and open in Excel

24
Using Exported dbf or txt file

• Examples in files on CD
• Create_View.ppt dbf /txt into Excel
• Query Tips.ppt dbf /txt into Excel from M/Q
• ythprojactmember.doc dbf into Excel
• In Appendix of Manual
• Ascii txt into Excel Chart Email (H-2)
• Export.doc paste email addresses (G-7)
• Access.doc dbf into Access (H-8)

25
Actual Age, Print M/L List for Age

• UtilityFile UtilitiesUtilitiesRecalculate Age
  for todays date to get actual Ages.
• ReportMember/Leader List
• Category G,P,A,R (for adult vols)
• Type Age (range 19 tab 99)
• Status -New, Return, Terminate
• Style -Parent Info line
• Then run Recalculate Age with x Reset 4-H Age to
  reset everyone to 4-H age as of 9/1.

26
4. FileMember Query Filter for Volunteers by
Age

• FileMember Query
• Category G or P or A or R
• Status N or R
• Age 19-99
• SelectSelect All
• Export to dBase or Ascii - pick fields or gtgt for
  all, give filename

27
Florida 4-H Reporting Website

• Refer to website for latest info., links
• http//4h.ifas.ufl.edu/4hbr/
• Current Versions Install/Update
• Needed files, instructions, how to install
• BDE Administrator Configuration
• FY2004 ES237 info. changes in v 2.4 

28
BDE Administrator Levels for Export to Dbase
-fixes unrecognized format in Excel problem

• StartProgramsYouth EnrollmentBDEAdmin
• Click on Configuration tab
• Click on in front of Drivers
• Click on in front of Native
• Click on Paradox
• Change Level 7 to 5
• Click on DBase
• Change Level 7 to 5
• Click on ObjectExit Save changes? click Yes

29
End of January 2004 Youth Enrollment Videotape
Training (only 2 tapes edited copied, not 3)

• See website http//4h.ifas.ufl.edu/4hbr/ for
  PowerPoint slides used here and on Youth Group
  Enrollment