4-H Enrollment Data Update

4-H Enrollment Data Update4-H Enrollment Data UpdateWisconsin Association of FairsJanuary 9, 2008Wisconsin Association of FairsJanuary 9, 2008

Focus of SeminarFocus of Seminar

Relationship of 4-H enrollment database and fair exhibit database

Factors behind 4-H change in database software

Timeline for 4-H database conversion Impact of 4-H database change on fair

exhibit database Response to questions about the change Participant discussion of future directions

Relationship of 4-H enrollment database and fair exhibit database

Factors behind 4-H change in database software

Timeline for 4-H database conversion Impact of 4-H database change on fair

exhibit database Response to questions about the change Participant discussion of future directions

Two Separate ProgramsTwo Separate Programs

4-H has been using the Martech Blue Ribbon Youth Enrollment Program to manage data related to 4-H membership

Many Wisconsin fairs are using the Martech Blue Ribbon Fair Management Program to manage fair exhibit data

Two separate, but compatible programs

4-H has been using the Martech Blue Ribbon Youth Enrollment Program to manage data related to 4-H membership

Many Wisconsin fairs are using the Martech Blue Ribbon Fair Management Program to manage fair exhibit data

Two separate, but compatible programs

Why a Change for 4-H?Why a Change for 4-H?

A team of Wisconsin 4-H Youth Development staff members attended a tri-state meeting focused on strengthening the 4-H Community Club program

The meeting focused on learning from the other states and looking for potential areas to share resources

A team of Wisconsin 4-H Youth Development staff members attended a tri-state meeting focused on strengthening the 4-H Community Club program

The meeting focused on learning from the other states and looking for potential areas to share resources


When a neighboring state shared information about the manner in which they were using their 4-H statistical information in programming, the Wisconsin participants wanted to learn more about the enrollment database programs they were using: 4HPlus and 4H4ME

When a neighboring state shared information about the manner in which they were using their 4-H statistical information in programming, the Wisconsin participants wanted to learn more about the enrollment database programs they were using: 4HPlus and 4H4ME


As a follow-up to the tri-state meeting, the Wisconsin team requested Greg Hutchins, Wisconsin 4-H Youth Development Program Director, set up a demonstration of 4HPlus and 4H4ME in Wisconsin

As a follow-up to the tri-state meeting, the Wisconsin team requested Greg Hutchins, Wisconsin 4-H Youth Development Program Director, set up a demonstration of 4HPlus and 4H4ME in Wisconsin


A two-day demonstration was held in July, with members of this team and additional 4-H Youth Development staff members, county 4-H support staff members, and state technical staff members in attendance

A two-day demonstration was held in July, with members of this team and additional 4-H Youth Development staff members, county 4-H support staff members, and state technical staff members in attendance


Greg Hutchins solicited feedback from all participants prior to making the decision to move forward with a purchase of the 4HPlus and 4H4ME programs

There were cost benefits to making the decision sooner than later

Greg Hutchins solicited feedback from all participants prior to making the decision to move forward with a purchase of the 4HPlus and 4H4ME programs

There were cost benefits to making the decision sooner than later


Staff members are looking for ways to use technology to enhance communication and improve efficiencies

4-H club leaders need timely and convenient access to information about their membership

State Specialists can be more responsive to local needs with direct access to current statewide 4-H enrollment information

Staff members are looking for ways to use technology to enhance communication and improve efficiencies

4-H club leaders need timely and convenient access to information about their membership

State Specialists can be more responsive to local needs with direct access to current statewide 4-H enrollment information


In short .. The decision to move to 4HPlus and 4H4ME was based on meeting the needs of 4-H members, 4-H volunteers, and staff now and into the future.

In short .. The decision to move to 4HPlus and 4H4ME was based on meeting the needs of 4-H members, 4-H volunteers, and staff now and into the future.


The 4HPlus program has a compatible web based program - 4H4ME. The combination of 4HPlus and 4H4ME offers:- Office efficiencies- Staff and volunteer direct access to

4-H enrollment information - Enhanced communication options for

county offices, 4-H clubs and 4-H members

The 4HPlus program has a compatible web based program - 4H4ME. The combination of 4HPlus and 4H4ME offers:- Office efficiencies- Staff and volunteer direct access to

4-H enrollment information - Enhanced communication options for

county offices, 4-H clubs and 4-H members


4HPlus/4H4ME - County office efficiencies

- Option for online member and leader enrollment

- Online registration feature for meetings

- Club level volunteers can directly access club information without going through the county office

4HPlus/4H4ME - County office efficiencies

- Option for online member and leader enrollment

- Online registration feature for meetings

- Club level volunteers can directly access club information without going through the county office


4HPlus/4H4ME - Direct access to 4-H enrollment information

- Club level volunteers will have online access to club enrollment information

- Club level volunteers can print mailing labels

- County and state staff can access current membership information

4HPlus/4H4ME - Direct access to 4-H enrollment information

- Club level volunteers will have online access to club enrollment information

- Club level volunteers can print mailing labels

- County and state staff can access current membership information


4HPlus/4H4ME - Enhanced Communication

- Members and leaders can have 24/7 access to information about the club’s upcoming activities

- Leaders and members can share information on their club webpage

- Members can create and post their own webpage

4HPlus/4H4ME - Enhanced Communication

- Members and leaders can have 24/7 access to information about the club’s upcoming activities

- Leaders and members can share information on their club webpage

- Members can create and post their own webpage

4HPlus Conversion Timeline


4-H Youth Development contract with Martech for Blue Ribbon Youth Enrollment expired in November

County offices are entering 2007-08 4-H enrollment data in the Blue Ribbon Youth Enrollment Program

4HPlus software is being installed during the month of January

4-H Youth Development contract with Martech for Blue Ribbon Youth Enrollment expired in November

County offices are entering 2007-08 4-H enrollment data in the Blue Ribbon Youth Enrollment Program

4HPlus software is being installed during the month of January



Data conversion from Blue Ribbon Youth Enrollment to 4HPlus will begin in February

First 4HPlus submission of county 4-H data to the state will take place by May 1

Data conversion from Blue Ribbon Youth Enrollment to 4HPlus will begin in February

First 4HPlus submission of county 4-H data to the state will take place by May 1



As of May 1, use of Blue Ribbon Youth Enrollment will be discontinued other than to access historical information

4H4ME will be piloted this year and implemented in the fall in all counties interested in using the web based feature

As of May 1, use of Blue Ribbon Youth Enrollment will be discontinued other than to access historical information

4H4ME will be piloted this year and implemented in the fall in all counties interested in using the web based feature



Note: County offices have been encouraged to keep the Blue Ribbon Youth Enrollment data current up until the cut-off date for fair entry (date varies by county). This will enable transfer of data to fairs using the Blue Ribbon program this year.

Note: County offices have been encouraged to keep the Blue Ribbon Youth Enrollment data current up until the cut-off date for fair entry (date varies by county). This will enable transfer of data to fairs using the Blue Ribbon program this year.

Impact of 4-H Change to 4HPlus


Martech has offered to add a feature to the Blue Ribbon Fair Management Program so data from the 4HPlus program can be imported

The feature is being added by Martech at no cost to Blue Ribbon Fair Management customers

4-H Youth Development delivered a sample 4HPlus export file to Martech in November

Martech has offered to add a feature to the Blue Ribbon Fair Management Program so data from the 4HPlus program can be imported

The feature is being added by Martech at no cost to Blue Ribbon Fair Management customers

4-H Youth Development delivered a sample 4HPlus export file to Martech in November



No change is required on the part of fairs wanting to continue using the Blue Ribbon Fair Management program

No change is required on the part of fairs wanting to continue using the Blue Ribbon Fair Management program

What Will be Different about the Data Transferred from

4HPlus?

What Will be Different about the Data Transferred from

4HPlus?Social Security Numbers are no

longer being collected for 4-H membership (per University policy)

Member ID and project code numbers will change

Social Security Numbers are no longer being collected for 4-H membership (per University policy)

Member ID and project code numbers will change

Questions Related to 4HPlus Companion Fair Program


Is there a fair program companion for 4HPlus? - Yes, FairPlus- Group purchase would be required- Set-up decisions apply to all in state- State supporters provide assistance

and training in state

Is there a fair program companion for 4HPlus? - Yes, FairPlus- Group purchase would be required- Set-up decisions apply to all in state- State supporters provide assistance

and training in state



Would FairPlus reports meet state requirements?- Not all fairs currently use the same

program- May be slight differences in

terminology- Bob Williams is reviewing materials

shared by the vendor and State of Minnesota

- Needs further investigation

Would FairPlus reports meet state requirements?- Not all fairs currently use the same

program- May be slight differences in

terminology- Bob Williams is reviewing materials

shared by the vendor and State of Minnesota

- Needs further investigation

Options for Fairs for the Future


Option #1

No need to change from Blue Ribbon Fair Management or other current database program!

Changes should only be considered to meet locally identified needs

Option #1

No need to change from Blue Ribbon Fair Management or other current database program!

Changes should only be considered to meet locally identified needs



Option #2

If some fairs have a desire to consider FairPlus, encourage the Association of Fairs to form a committee to investigate if this is an appropriate option for Wisconsin Fairs

Option #2

If some fairs have a desire to consider FairPlus, encourage the Association of Fairs to form a committee to investigate if this is an appropriate option for Wisconsin Fairs



Option #3

If some fairs have a desire to consider an alternate fair database program, encourage the Association of Fairs to form a committee to identify alternatives and investigate if they are appropriate options for Wisconsin Fairs

Option #3

If some fairs have a desire to consider an alternate fair database program, encourage the Association of Fairs to form a committee to identify alternatives and investigate if they are appropriate options for Wisconsin Fairs

For More …For More …

4HPlus- Nancy Eisele, Information Processing

Consultant, [email protected], 715.362.5655

- Jane Marquardt, Office Manager, [email protected], 608.262.2391

- Donna Menart, Associate State Program Director, [email protected], 920.565.4638

4HPlus- Nancy Eisele, Information Processing

Consultant, [email protected], 715.362.5655

- Jane Marquardt, Office Manager, [email protected], 608.262.2391

- Donna Menart, Associate State Program Director, [email protected], 920.565.4638

For More …For More …

Blue Ribbon Fair Management- Martech as a part of your annual Blue

Ribbon Fair Management contractFairPlus

- Chuck Nash, C&K Ventures, [email protected], www.4HPlus.com, 307.742.3033

Blue Ribbon Fair Management- Martech as a part of your annual Blue

Ribbon Fair Management contractFairPlus

- Chuck Nash, C&K Ventures, [email protected], www.4HPlus.com, 307.742.3033

Small Group Discussion Topic

Small Group Discussion Topic

Discuss your future data management needs for junior fair exhibits – identify action steps needed

Each group should be prepared to report out one area of discussion with a possible action step

Discuss your future data management needs for junior fair exhibits – identify action steps needed

Each group should be prepared to report out one area of discussion with a possible action step

4-H Enrollment Data Update

Documents

Transcript of 4-H Enrollment Data Update