4h4me - annual enrollment tasks

4h4me.com Online Re-enrollment - Annual Enrollment Tasks
Setup and Processing
updated October 7, 2009

updated October 19 to add steps to allow club/project/achievement selection
click to go directly there

The following processes should only be done by the Regional Center

Upgrade 4HPlus!

NOTE:

BEFORE proceeding with any steps on this page, 4HPlus! must be in version 09-273 or higher. Access current upgrade from the main 4-H Software page.

Enrollment Tasks

The steps on this page apply to both enrolling and re-enrolling members. When completed, these steps will ensure that members will be able to review and update the following data online:

Mailing and e-mail addresses
Cell phone numbers and texting preferences
Additional parent contact information
Club, Project and Achievement selections
Health and Emergency Contact information

Create the New 4HPlus! dataset year - quick method

In order for the online enrollment process to begin, but not affect year-end data process, it will be necessary to follow a "quick" new year process, and then later go back and enter the year-end reporting data from My Programs.

First, 4HPlus! requires that all data be "verified":

Click on [Goto] [Federal] [County ES237 Data Verification]
Click on the [Verify] button

4HPlus! will then review all data entered to date, generating a list of any errors found.

Click on any listed error to be taken to the area of 4HPlus! that will most likely be the place to fix the error
Address the errors as needed

The next step will be to create an ES-237 report (even though we'll be redoing the "final/real" one later on).

Click on [Goto] [Federal]
Click on [ES237 Rpt]

You can ignore the "check boxes" - they are for your reference only

Click the desired radio button to simply Process (no need to print) the ES237 report
Click [Continue]

The next step is to create (and pretend to send) the file that will transfer all the data to the Center for 4-H Youth Development.

Click on [Goto] [Archive] [Send] [Send Data]

Click the [Select All] to place a check mark in all the boxes (if necessary)
Click the radio button for [All Records in Selected Files] (if necessary)
Click [Build Now....]
You may get a warning message that the file already exists - click [OK] to continue

At this point you can quit following the "send" process, and continue as follows

Click on [Goto] [Archive] [Create New Year]
Enter the daily password
Hit the [Tab] key on your keyboard

Entering the correct password displays a button that allows you to verify the new data shells:

Click on [Verify New Data Shell Compatibility]

After the computer completes the verification process, click on the [Archive Oldest Dataset (2007)] button (which appears at the end of successful verification).

NOTE:

The Archive Process will take some time. Please be patient and allow your computer to work. Be sure to note the explanatory note in the box located on the right-hand side of the screen. If for some reason the Copy Process fails, simply repeat a second or third time (some computers are unable to copy files as fast as Windows is complying with the 4HPlus! copy request).

After the computer completes the archiving process, the [Continue] button will appear
Click on [Continue]

You will then get a series of three warning/reminder messages, read the message on each box as one final "check"

Click on [OK] for each box
Click on [Exit]

You have now created the 2010 data set, however, you must now switch to it, as follows:

Click on the [Select Year] (at the top of the screen)
Click on the radio button for [2010]
Click [OK] on the confirmation box

NOTE:

Although not strictly necessary, it is recommended that you now exit out of 4HPlus!, then start it up again (or do an [Update Disk] before proceeding.

You must now increment data as follows

Click on [Goto] [Archive] [Initialize Data Set]
Click [OK] on the warning box
Click on the radio buttons to increase Member's Grades and both Member and Leader 4-H Years

Data Intialization Options

At this point, in years past, counties followed different processes - but in order to facilitate online enrollment and re-enrollment DO NOT remove Projects, Achievements and/or change the Active status for Members or Leaders.

At this point - a Full County Data Upload needed to send all these data changes to 4h4me this process is outlined in the Full County Upload page - accessible from the 4-H Software Support page: www.fourh.umn.edu/mgtsoftware

IMPORTANT NOTE:

In order for county offices to continue receiving updates they must follow the "ultra-quick" new year process for county offices, as described here the link to refer them to is: www.fourh.umn.edu/mgtsoftware/topics/4hplus/county_newyear09-quick.html

Load the Member Information Form

Click here for a video demonstration of loading and simple editing of this form

This step will make the Member Information form (health and emergency contact info) available to members so they can complete it online.

Right-click the link below and click on [Save As...] or [Save Target As...]
Save the file to [C:\CKV\Dataxfer] - this does NOT need to be repeated for each county
- [FormRLNMN4HMemberInformation.txt]
Start up 4HPlus!
Click on [Goto] [Web (4h4me.com) Interactions] [Web Forms] [Web Form Creation]
Click on [Import Selected Form]
In the [Selected Form Name] box, click on the form [FormRLNMN4HMemberInformation]
Click on [Create or Modify Form]
Click on [FormXXXMN4HMemberInformation.txt] (XXX will be your county's abbreviation)

This will display the form - which can be edited if desired:

NOTE:

Because there is a variety of ways that this form will be displayed, extra space between elements is highly advised. In other words, the screen presentation on the form creation screen is not an exact representation of this form in other locations.

NOTE:

For more detailed information about using the Web Forms, refer to this user's guide.

NOTE:

As of this writing, a 4HPlus! bug prevents the addition of a graphic (the graphic will not work online). When that changes, a notice will be sent out, so that the MN clover can be added to this form.

When finished with changes to the form and upload the form, making it available online:

Click on the button [Build 4h4me Records]
Click on [Exit] to leave the Web Forms Creation utility
- If you click on [Exit] without first clicking on [Build 4h4me Records], you will be prompted to build 4h4me records. You only need to build 4h4me records when you are ready to upload the form to 4h4me

Complete the data update process as outlined in Data update process (day to day data maintenance)

To test the form, the next sections need to be completed.

Attaching the Member Information Form to the Enrollment Tasks Screen

As part of the re-enrollment (annual enrollment) tasks, you can have members complete up to 4 web forms.

One form, the Member Information Form, is required, and can be designated as follows:

In 4HPlus!, click on [Goto] [Web (4h4me.com) Interactions] [4h4me Direct Access] [County Options Direct Access]

This will take you to the website [County Functions] screen

Click on the menu item [Required Re-Enrollment Forms Access]

Menu item

In the list box, click on the form [XXXMN4HMemberInformation Page 1] (XXX will be your county's abbreviation)
Click on the button [Add Form to Required Member Re-Enrollment Form List]
Click on [Goodbye] to leave the screen

Required Form Selection

To test the above steps, the next sections need to be completed.

Enabling Online Enrollment and Re-enrollment

It is necesary to "turn on" both online enrollment AND re-enrollment for the process to work at it's best. These next steps are repeated in the Enrollment instructions, but only need to be completed once.

In 4HPlus!, click on [Goto] [Web (4h4me.com) Interactions] [4h4me Direct Access] [County Options Direct Access]

This will take you to the website [County Functions] screen

Click on [County Level Parameters]

This will take you to the County Parameters screen (as pictured in part to the right)

Click on the checkbox for [Allow New Member Registration]
Click on the checkbox for [Allow Member Re-Enrollments] (this is required for new members as well)
Increment the "system" Current Year one year, by entering [10] in the appropriate field
It is recommended to [Accept Leader Registration Changes at this time, but not to Allow Leader Registration or Re-enrollment
Click on [Save Above Parameter Settings / Changes]

Save Button

To test the above steps, the next section needs to be completed.

Enabling Online Club, Project and Achievement Selection

NEW - ADDED 10/19/2009

It is necessary to "turn on" the ability for Members and Leaders to both Add and Delete Clubs, Projects and Achievements.

In 4HPlus!, click on [Goto] [Web (4h4me.com) Interactions] [4h4me Direct Access] [County Options Direct Access]

This will take you to the website [County Functions] screen

Click on [Club / Project / Achievement Access Parameters]

This will take you to the County County Set Access Parameters screen (as pictured in part to the right)

Click on the checkboxes to allow Members to Add and Remove Clubs, Projects and Achievements
BE SURE to click on the [Submit Changes] button for each section
Also note that you can restrict Leader's access to reports containing members in their club only (must also have the same projects).

Project Parameters

To test the above steps, the next section needs to be completed.

Testing Online Re-Enrollment and Forms

Once the above steps are completed, the Member Information form can be tested as follows:

Go into 4HPlus! and make a note of the user ID and Password for any member (for testing logon purposes)
Follow the re-enrollment instructions for members as posted on the public online enrollment resource page.

Advertising Online Re-Enrollment and Followup Enrollment Tasks

Members who need to complete the online "Annual Enrollment Tasks" can be directed to the public online enrollment resource page.

Processing Online Re-Enrollment Data

As youth complete their online enrollment data entry and updating, their data will be collected to your local 4HPlus! as part of the normal data update process: Data update process (day to day data maintenance)

Re-enrollments will be determined by their "Current Year" field being updated to the current year, which is part of the data download process.

After data is downloaded, you will be able to access their updated and submitted data. The information form will indicate the date that it was completed online:

Form Printing