Annual 4HPlus! and 4h4me.com Enrollment Tasks
For counties not offering the online option
updated November 7, 2009

The following processes should only be done by the Regional Center

Upgrade 4HPlus!

Background

The following steps are specifically for counties who will not be offering online enrollment or re-enrollment online. These steps do however support the maintenance of 4h4me.com data so that members and leaders can access current information. These steps will also support the eventual offering of online enrollment and re-enrollment.

Create the New 4HPlus! dataset year - quick method

New this year, we are moving ahead with the new year in 4HPlus! before doing the full year-end processing (including My Programs and ES-237 reporting). The following "quick" new year process will be completed, and then later you'll go back and enter the year-end reporting data from My Programs and complete the ES-237.

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
  
  
  • October passwords - www.fourh.umn.edu/mgtsoftware/october.pdf
  • November passwords - www.fourh.umn.edu/mgtsoftware/november.pdf
  • December passwords - www.fourh.umn.edu/mgtsoftware/december.pdf
    
    
• 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).

• 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

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

In years past, many counties removed all Projects and Achievements. Earlier this fall, staff were directed to NOT remove Projects, Achievements (and/or change the Active status for Members or Leaders). This has been somewhat problematic with tracking online enrollments, so it is now optional (to remove Projects and Achievements). However, please leave all existing Members and Leaders Active status unchanged.

To proceed:

• Make the desired selections on the Init Data screen (your options may differ from those depicted above)
• Click on [Process]

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

Next Steps

Following the completion of these steps, enrollment and re-enrollment data for this coming year can be entered into 4HPlus!.

In coming days, information will be posted about year end processing, including accessing My Programs reports, reviewing data and submitting a final ES-237.