[CED/CD/EAT] URGENT: Rollover is happening tonight.

Fri Aug 2 13:29:48 MST 2019

Hello,
My deepest apologies to each of you. I am glad that I scheduled training with 4HOnline today, because our rollover date is AUGUST 3rd! (We would've crashed over the precipice with no return, yikes!). Per my conversations with Celeste:
On August 3 at 00:01 (the midnight transition between August 3 and August 4), CDT, the 4HOnline system will do the annual "Rollover". The system will close the 2018-2019 enrollment, and set things up for enrollment in the 2019-2020 4-H Year. August 9th individuals will be able to enroll.
Today, get anyone that needs to be individually enrolled in the 2018-2019 4-H Year (such as eligibility for a fall Fair) in the system or in a club. Remember to activate anyone that should show active. Group enrollments can be entered until November 15. Per Celeste, active and inactive youths will be able to access FairEntry for Fair Registration if we end up catching youth in this fast process.
Check in the Data tab enrollment issues. Delete those people who have never participated. Once the Rollover occurs, you won't be able to edit club or project enrollment.
Remember that after Rollover everyone that was "active" will now show "inactive". That can be a concern for people that don't understand the Rollover process and suddenly find themselves inactive.
Check animal records for the types of animal records you would like to utilize and make sure they are turned on so you can use them next year.
You must go in and set up your invoice item for your program enrollment fee TODAY. You will go into finances, then invoice items and then quick setup. See the attached information for setting up your fee for 2018-19. The example is setup with a Demo County having a county fee of $20. The state fee is already done for $5, so a member enrolling in the Demo County will pay $25. See attached file. (I can set these changes next week if you are unable to do this today).  - Fees must be set before new enrollments can commence for the whole state.
Access for club leaders and designated project leaders will need to be re-done. Rollover deletes all those designations.
Again, thank you for your patience and attention to this important matter.
Jeremy
____________________________________________________________
Jeremy Elliott-Engel, Ph.D.
Associate Director, 4-H Youth Development Programs
Arizona Cooperative Extension
The University of Arizona
Forbes 301D, P.O. Box 210036
1140 E. South Campus Dr.
Tucson, AZ 85721
Ofc: 520-621-3390

Clean up your data

Data errors can usually be cleaned up easily in the year in which they occur, but it becomes much more difficult, if not impossible, to adjust records that have existed throughout a rollover into the next year.

  1.  Use the Data tab, Enrollment Issues to troubleshoot data errors that can be corrected before rollover. All of the issues listed for "Current Year" will impact your ES237 in some way.
     *   Members - the primary error here is missing primary club designation, and that needs to be fixed.
     *   Groups - unbalanced. It would be rare to find issues here, but they must be corrected.
     *   Groups - delivery mode. These may be correct, but it's worth checking to make sure that a group enrollment was not entered using a non-counting delivery mode.
  2.  Remove families without members. Reports >> Quick Reports >> Family - Without Members. Locate the family on the Families Search screen, and delete it.
  3.  Clean up duplicates. If managers have been diligent about NOT approving duplicate member records, this should not be an issue, but if there are some, they need to be cleaned up in the year in which the duplication occurs. Reports >> Quick Reports >> Potential Duplicates. Some of these are not truly duplicates-2 kids with the same name, a set of twins, etc.-but if there are duplicates, they will be listed on this report and one of the two records should be deleted. If both have existed through a rollover, they may be eligible to be merged into one record (as long as they were not both active in the same year).
  4.  Remove clubs without members.  If the club record existed prior to this year, or if it has had members in a previous year, you will have to archive the club. If the record is new this year and there are no members of the club, it should be able to be deleted.
  5.  Club delivery mode can only be corrected in the year in which the club was created, not after the club has existed with that delivery mode through a rollover.
  6.  Review group enrollments, making sure all have been entered (but only once). Reports >> Quick Exports >> (scroll down) Group Enrollments (by County). This is an Excel file of all the information on each group enrollment. All group enrollments will count on the ES237 except those with a non-applicable delivery mode (not related to a youth group, organizational/admin unit).
  7.  Be sure all member records that should count on the ES237 are Active. Pending and incomplete members do not count on the ES237 and will need to be approved before rollover.
  8.  Counties may only set their own fees for the upcoming program year. If they need to set up enrollment fees for the upcoming year, they should do so before rollover. After rollover, only the State manager will be able to set County enrollment fees.

Reports before rollover

There are some reports that you may wish to print before rollover. You can run most reports after rollover by selecting "Previous Year" on the main reports screen-but it may be simpler and cleaner to do them now. Remember that PRINTING may not always be the best option. You can export to Excel or PDF and have an electronic file that you can refer to or print whenever you want.
Standard Reports (counties)

  1.  Club-Club Directory. You may wish to save this file as PDF for your records.
  2.  ES237-ES237 (All Reports) should NOT be printed/saved until after all of your group enrollments have been entered.
  3.  Health and/or authorization forms. Definitely save as PDF rather than printing. You may prefer to do it on an as-needed basis, using the "Previous 4-H Year" option at the top of the Reports main screen.
Shared/Custom Reports (optional and dependent on each state's settings & reports)

1.             Livestock ID Exports (if your state is using Livestock ID). All the animals (except Active animals that are set to persist across years, such as dairy, dog & horse) will disappear from the screen when at rollover. If you export all of those, you'll have the information in Excel if you need to refer to it for some reason.

2.             Member Lists--including information about the following:

     *   Years in 4-H - very useful when Awards Nights are between rollover and full re-enrollment
Custom statistical reports that answer "how many" questions. Although they are available after rollover (Previous Year), it's sometimes considered easier to print them while all members are active in the current year.

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