Oklahoma 4-H has developed a new and improved, Windows based enrollment tracking system -- OK4H. The system was initially released in July 1999 but is being updated to correct problems and add functionality. A listing of the changes can be found on our version history page. For the folks who have upgraded to Access 2000, we have posted a version of the enrollment system created for use with this new version of the Microsoft database software.
All-In-One had been in service with the Oklahoma 4-H program since 1992 and was showing its age. Running the DOS based software under Windows led to problems and the system itself didn't do as complete a job of tracking information as its name implies. A new system was developed using Microsoft's Windows database program, Access97. This system collects all of the information required for the annual ES237 data collection effort as well as allow you to maintain contact with the individuals in your 4-H program.
This version of Access requires the Windows95 (or newer) operating system. The Access program is required for you to be able to access the tables, forms and reports that make up the system. Previous versions of Access will not work because we have used features that were first available in the 97 version and the files are not backwardly compatible. The newest version, Access2000, will work, but you will need to download the special version of the software in order for the program to run.
For this project, we have purchased a developer's edition of Office that includes a runtime version of Access97 for distribution to counties that do not have the Office 97 Professional Edition or a copy of the Access 97 program. Distribution of the runtime software greatly increases the size of the files being transported, making downloading from the internet impractical. A compact disk (CD) has been created that contains all of the necessary files. That CD is now available for pickup from your district 4-H specialist.
Another utility from the developer's edition is a setup wizard that will build a set of distribution files which use the familiar Windows interface to install all of the files which comprise the system. The initial distribution package appears to have a problem with two dynamic link library (dll) files (wininet and urlmon) but if you press the "Ignore" button and continue the installation process, it does not appear to create a problem.
We have gotten several instances where the installation says it failed to install properly because the file comcat.dll could not register. In these cases we have been able to successfully open the main database file (C:\OK4H\OK4H.MDB) from within Windows Explorer or Access and been able to create a shortcut for the database files. So far we have only had one instance where the system would not install.
Recently, we received our second report of a county installing the full Access97 program after installing the runtime version and being unable to open the full program -- it will still try to run in the runtime mode. In both cases, we've had to install the Developer's Edition toolkit disk from the State Office to be able to use the full program properly. The first county had been running Access95 with the runtime version of Access97 without any problem, but they installed the full copy of Access97 and would not run until we installed the toolkit.
The second instance was running with the runtime version of Access97 and installed Access97 in order to run the FCE database when they became unable to run the full version, even after uninstalling both versions. They too were able to run the full working copy after installing the toolkit, but we hope to avoid installing extraneous software by avoiding future instances of this situation. I am also attempting to contact the folks who developed the FCE database so that we can consolidate our software requirements.
The OK4H database system consists of two distinct database files:
- ok4h-mdb.exe - user interface portion; compressed self-extracting database
- ok4hdata.mdb - the data portion of the system (356K);
The files can be downloaded separately by clicking on each of the links above and saving the files to your computer. The files need to be stored in the c:\ok4h directory. They are linked together so that the user interface module (ok4h) can be replaced/upgraded without disturbing the data module (ok4hdata) -- a major hindrance in the ongoing development and maintenance of All-In-One.
If you store them in another location, you will have to re-link the tables in ok4hdata to the ok4h database individually. I had planned on adding code that will allow you to go through the setup option of the program and press the "ReLink Data Files" button to reconnect them, but found that Access provides a means of doing that for us. The utility is the Linked Table Manager on the Add-Ins item of the Tools menu.
Initially, an easier method of acquiring the entire database system might be to download the single, self extracting executable file ok4h.exe (599K) and store it in the root or top level directory of your hard drive, usually C:\, and then expand the files by typing ok4h -d at the DOS prompt. This will create the directory c:\ok4h if necessary and inflate the two files into the expected location. You will then want to go to the version history page to download the most recent version of the interface database.
Once both files have been copied to your computer, you need to open the OK4H database using the Microsoft program Access97. You can start Access97 and then open the file using the File/Open command or you can use Windows Explorer and double click on the icon for the file ok4h and Windows95 will open Access and then the database file for you. This will place the ok4h file on the list of recently used files for Access and the Documents menu of the Start button.
You could also create a shortcut on your desktop to open the file ok4h, the
user interface portion of the system. This can be done several ways, the easiest
(imho) is to open Windows Explorer and then drag, using the right mouse button,
the icon for the ok4h file onto the desktop and select "Create Shortcut(s)
Here" from the shortcut menu that appears when you release the mouse button.
Renaming the shortcut (right-click on the icon and choose Rename) would be
a good idea because the name "Shortcut to ok4h.mdb" doesn't mean much to most
people.
Contact Information
Carl Hamby Computer Systems Administrator
Agricultural Education, Communications, 4-H Youth Development
Oklahoma State University carlh@okstate.edu
205 4-H Youth Development \|/ voice (405)744-7961
Stillwater OK 74078-6063 @ @ FAX (405)744-6522
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