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4HPlusEnd of Year Processing

August 2008

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Today’s Program

• Group Enrollment Review• ES-237

– Data Verification– Creating the ES-237 Report– Transmitting the ES-237 Report

• Creating and Completing History Cards• Creating a Backup• Question and Answer Time

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End of Year Processing Steps Must be Completed in Order!

1. All 2008 data must be entered into 4HPlus, including all group enrollments

2. Use the County ES-237 Data Verification utility to identify and correct all errors

3. Create the ES-237 Report4. Transmit the ES-237 Report5. Create History Cards6. Create a backup of 2008 data

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Group Enrollment

• Used in situations where address and parent information is not collected from participants.

• Primarily used when group events involve youth not currently enrolled in a 4-H community club.

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Group Enrollment

• All youth group educational experiences conducted by UW-Extension staff members should be recorded, not just those conducted by 4-H Youth Development Staff.

• Report group events that are considered a significant learning experience.

• The numbers recorded under group enrollment are included in the ES-237 report.

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Group Enrollment

• For delivery methods other than 4-H community clubs:– 102 4-H After-school Club– 103 Military 4-H Club– 200 4-H Special Interest/Short term– 300 4-H Overnight Camping– 301 4-H Day Camp– 400 4-H School Enrichment

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Group Enrollment

• Examples of events that might be added under group enrollment:– Safety or Environmental Education Days– Tractor Safety Courses– Babysitting Clinics– Day Camps

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Group Enrollment

• Do not enter WNEP youth group educational experiences in 4HPlus as these events are merged at the state level from reports submitted through the WNEP program.

• Volunteer orientation should not be entered as a group enrollment since the volunteers will be individually entered in 4HPlus.

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Group Enrollment

• One or more projects must be selected for each group. Select the projects that most closely relate to the educational experience.

• Achievement codes cannot be assigned to groups.

• Group activity codes are not required, but can be added locally if the information is useful.

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Group Enrollment

• Refer to the Group Enrollment document posted on the 4HPlus On-line Manual for step-by-step instructions.

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ES-237 Data Verification

• This utility identifies records with invalid or missing data.

• The identified errors can be corrected by selecting the error to navigate to the record. Use the Save/Exit button to return to the list of errors.

• All errors must be corrected before creating the ES-237 Report.

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Creating and Transmitting the ES-237 Report

• Refer to the Creating and Transmitting ES-237 Reports document posted on the 4HPlus On-line Manual for step-by-step instructions.

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Creating History Cards

• Must be completed prior to creating the new year.• Can be created with one action.• Notes can be added to individual records. History

cards are accessed from the individual member or leader record.

• From this point forward, up to 20 years of history can be maintained for members and leaders.

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Create a Backup

• Create a backup of 2008 data before creating the new year.

• Refer to the Creating a Backup document posted on the 4HPlus On-line Manual for step-by-step instructions.

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End of Year Processing Steps Must be Completed in Order!

1. All 2008 data must be entered into 4HPlus, including all group enrollments

2. Use the County ES-237 Data Verification utility to identify and correct all errors

3. Create the ES-237 Report4. Transmit the ES-237 Report5. Create History Cards6. Create a backup of 2008 data

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Preparing for 2009 Enrollments

• An additional Wisline Web has tentatively been scheduled for October 1, 10:00 – 11:30 to cover preparing for 2009 enrollments. Watch for a confirmation.

• Refer to the Preparing for 2009 Enrollments document posted on the 4HPlus On-line Manual for step-by-step instructions if the information is needed before the October 1 Wisline Web.

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Preparing for 2009 Enrollments

• Three steps are required– Creating the New Year– Initializing the Data Set– Processing the 2009 Project File

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New 4HPlus Resources

• New resources have been added to the 4HPlus webpage: http://www.uwex.edu/ces/4h/resources/mgt/4hplus.cfm

– Posted under Wisline Web Trainings• Archive of this Wisline Web • 4HPlus – End of Year Processing PowerPoint

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New 4HPlus Resources

• New resources have been added to the 4HPlus webpage: http://www.uwex.edu/ces/4h/resources/mgt/4hplus.cfm

– Posted under 4HPlus On-line Manual • Creating and Transmitting ES-237 Reports• Creating and Completing History Cards• Creating a Backup• Preparing for 2009 Enrollments

– Creating the New Year– Initializing the Data Set– Processing the 2009 Project File

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4HPlus Training Sessions to be Offered

• Watch e-mail for announcement of face-to-face 4HPlus training sessions offered in five locations around the state in October, November and February.

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For Assistance …

• State 4HPlus Support Team– Jane Marquardt, Office Manager,

jane.marquardt@ces.uwex.edu, 608.262.2391– Donna Menart, Associate State Program Director,

donna.menart@ces.uwex.edu, 920.565.4638

Continue to send e-mail messages to both State 4HPlus Support Team members for fastest response.