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

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@ifas.ufl.edu (352) 392-2941 x231. Installation CD Menu. 2004 Youth Enrollment Training Tape 2 (1). Update Responsibilities IT/4-H Staff

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

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  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@ifas.ufl.edu (352) 392-2941 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 • File|Additional Queries|Club Member Query • File|Additional Queries|Member Project Queries • File|Additional Queries|Member 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 ->Word, Excel • File|Create and View Query (SQL) • File|Member/Query (Filter) Print Ethnic Statistics for Reports, Mailing Labels Utility|File Utilities|Utilities| 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->Excel • 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 File|Member Query • Only displays Primary Club in ClubID • Nothing changes unless you select records • Index first (by club), then filter (?ladder button) • Click first, Shift+click last to select range • Ctrl+click to select individual records

  7. Add Primary Club ID Ex. Add Club 150 to all with no Primary Club (ClubID blank): • Click first record, Shift+click the last to select • Action|Change 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 • Select|Select All • Action|Change 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 TNew, 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 • Ctrl+Click to select individually • Add|Add 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) • Ctrl+Click to select individually • Add|Add 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. File|Additional Queries|Club Membership Query Ex. Change Club ID for Members whose secondary club has changed Index by ClubID, Filter for old Club ID (100) Select|Select All Action|Add secondary Club While still selected, Action|Delete Member Clubs to delete original (old) ClubID

  14. File|Additional Queries|Member 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) • Select|Select All • Options|Edit Mode • Action|Change 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. File|Member/Query select those who need it Action|Add Activity add new Activity code 2. File|Additional Queries|Member Activity Query Index by Activity ID, Filter for old Activity ID Select|Select All Action|Delete 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 • File|Create and View Query • SQL query and Export to Ascii or dBase ->Word, Excel • File|Member/Query • Filter, Select All, and File|Export to Ascii or dBase

  17. Report menu • Report|Print Data Files| for master code lists • Report|Parent List|Family Report for links to M/L Fix broken parent-member links: Utility|File Utilitites|Utilities|Delete Unlinked Parents

  18. Report Lists w/Ethnic Statistics • Report|Member/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 Report|Statistical Report| Member/Leader pick GPAR, Age/Race, New&Return - Age range 19+ doesn’t 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 Utility|Run Custom Report Writer|

  22. File|Create and View Query (1) Use example SQLs from CD \Create & View folder • Copy and Paste into File|Create and View Query • Edit to fit Florida codes/values Do Not use in Help|Troubleshooting|SQL area *Bug* won’t save as dBase file if any selected fieldname is more than 10 characters long. (can >> then < to unselect)

  23. 3. File|Create and View Query (2) Create & View folder on CD has example SQLs but none gives Volunteer Age/Race File|Create and View Query Select * * = wildcard for all fields From Youth2a Where Age>=19 and Status>='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 Utility|File Utilities|Utilities|Recalculate Age for today’s date to get actual Ages. • Report|Member/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. File|Member Query – Filter for Volunteers by Age File|Member Query Category = G or P or A or R Status = N or R Age 19-99 Select|Select All Export to dBase or Ascii - pick fields or >> 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 AdministratorConfiguration • FY2004 ES237 info. & changes in v 2.4 

  28. BDE Administrator Levels for Export to Dbase -fixes “unrecognized format in Excel” problem • Start|Programs|Youth Enrollment|BDEAdmin • 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 Object|Exit| 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

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