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Colorado 4-H Horse and Livestock E-Records Users Guide   arrow

Colorado 4-H Horse and Livestock
E-Records Users Guide

2013-14 4-H Year – Revised 2/2014


INTRODUCTION TO GUIDE:

4-H Project Record Books are called E-Records when they are available on the computer.

This guide has been prepared to assist you in completing the Livestock and Horse E-Records. It provides instructions, tips, suggestions and examples to aid you as you fill out your record. Livestock and Horse E-Records come in three different versions by age group (Junior, Intermediate, Senior); thus some information in this guide may not apply to all records.

Members are expected to complete as much of the record as possible on their own, however younger members will likely need assistance in understanding some of the concepts. We believe that leaders or parents should counsel young members in the preparation of their records. These records are developed for the member to need only a minimal amount of leader assistance. The member is responsible for the actual completion of the record.

While E-Records are statewide there may be differences in how the records are handled from county to county. If you have questions or suggestions concerning issues that may not be covered in this guide, please contact your local Extension Office.

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DOWNLOADING THE E-RECORDs:

Livestock and Horse E-Records can be found at:
colorado4h.org/project_resources/erecords/
    OR
Go to Colorado4H.org, click on Projects & Recordbooks, then Colorado 4-H Project E-Records.

Livestock and Horse E-Records are available in two formats:

  • PDF – For printing and completing by hand (PDF)
  • XLS (Excel) – For completing on the computer

There are three age levels available. Check that you download the one you need.

  • Junior: 8 -10 years old as of December 31 of current 4-H year
  • Intermediate: 11-13 years old as of December 31 of current 4-H year
  • Senior 14 -18 years old as of December 31 of current 4-H year

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PRINTING:

All Horse and Livestock E-Records should be printed in landscape format on normal letter paper.

If you choose to print front to back to save paper, please print so the pages flip over the long edge. This way the records can be read by a leader and judge like a book. You can choose this setting in the printing menu.

See example:


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See Excel Tips for help on printing individual sheets or the whole workbook.


EXCEL TIPS:

Q: I only see one page. How do I get to the others?

A: Excel is set up into sheets within a workbook. The document is the workbook and each record book page is on a different sheet. Different sheets can be accessed by clicking on the tabs at the bottom. This allows for each record to expand over multiple pages when adding lines as explained in the next tip.

See example:


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Q: There is no more room. How do I add more lines?

A: Excel allows for additional rows to be added to a record page that continues the running columns instead of adding in a whole new page. After adding lines you will see that the chart runs onto additional pages which will print as shown.
NOTE: In the example you will see that the second from the last and NOT the last line is selected. You will want to do the same in order to keep the formatting correct for each added line.

See example:


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Q: How do I print my records?

A: You have the option of printing each sheet individually or all the sheets at one time.

In the printing menu, you can choose one of the following:

  • Print Active Sheets – to print just the sheet you are currently on even if it runs onto multiple pages.
  • Print Entire Workbook – to print all the sheets including any that run on to multiple pages.

Check your printing by scanning through the preview in the printing menu.
See example:


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GETTING STARTED:

Members will want to fill out as much of the record as they can, as soon as they get their records. This will make less for them to do later in the year.

Cover

This is the easiest page in the record book! Complete this page soon after you download your record book.

  • Double check that you downloaded the correct book for your age. The title will have one of the following age divisions on it.
  • Junior: 8 -10 years old as of December 31 of current 4-H year
  • Intermediate: 11-13 years old as of December 31 of current 4-H year
  • Senior 14 -18 years old as of December 31 of current 4-H year
  • Mark your projects with an X in all the appropriate boxes that match your species with the project type (market, breeding, egg, etc.). Also fill out the number of years you have taken this project including the current year (first years will put 1). If you have more than one project, you will have more than one box marked. Make sure to mark all the livestock projects that you have sign up for on 4-H Online.
  • Fill in member’s name, club, county, birthdate and age on the cover.
  • Print out just this page (see the Printing section for help).
  • Sign and date the project agreement. Both member and parent must sign the agreement at the beginning of their project in order to take a horse or livestock project.

See an example (PDF)

 

Jamie Jones was 14 on December 31 so she needs a Senior Record. She is taking market beef, breeding beef and breeding rabbits again, and this is her first year in geese.

 

Goals

Members are encouraged to develop goals that are focus on life skills and are related to their project. Examples of life skills include decision making, record keeping, working with different types of people, respecting animals and people, using a computer, completing a project successful, responsibility, and work ethic.

Juniors have a list of questions relating to their project. Answer the questions.

Intermediate and Seniors are asked to develop SMART goals and To Do’s.

Tips for goal writing:

  • Choose goals that fit your interest or plans that you already have for your project.
  • Thoughtfully develop your action plan (To Do’s) to help you meet your goal.
  • Display your goals some where you will see them regularly. Reflect on your progress regularly and check to see if you are completing your To Do’s.

 

SMART GOALS: Don’t know how to write a SMART goal?

Follow the worksheet on the next page or answer the following questions for help.

  • Specific: Is this goal detailed enough so someone who doesn’t know the club would understand what the goal is about?
  • Measureable: How will you know the club has reached this goal? Is there a clear way to measure success?
  • Attainable: Do you have complete control over accomplishing this goal?
  • Realistic: Does the club have the resource they need to meet this goal?
  • Timely: When do you want to have your goal accomplished?

SMART Goal Worksheet (PDF)

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PROJECT/HORSE COLUMNS

Juniors do not have project or horse columns. All expenses, income, purchases, etc. are to be recorded all together and not separated by project or horse.

Intermediates and Seniors must use project and horse columns. This allows for all livestock projects or horses to be recorded in the same book but still allows the member to see how much each project/horse is costing or profiting separately.

  1. Fill in the project or horse name at the top of each column. Each horse or project gets its own column. Be consistent in the order that you name the columns so it is easier to follow and transfer information to your summary.
  2. Break up each total cost under the appropriate project column. For example, if feed is purchased for animals from multiple projects or for multiple horses, divide the cost between the projects/horses according to how much each project/horse will use. If the feed is only for one project/horse, record the full total cost in that project/horse column.
  3. Check that each row adds up to the total cost (shown in red). Along each row, add up the cost under each project column and make sure it equals the total cost in that row. In the example below, the Grass Hay row has $200 under market beef + $98 under breeding beef + $2 under market sheep = $300 under total cost. Do the same for any other columns carried under projects (shown in blue).

See an Example (PDF)

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COMPARISON OF MARKET VS FAIR PRICE

 

For Livestock E-Records Only. This is not in the Junior E-Records. Only Intermediates and Seniors.

This section is to help members evaluate their project realistically without the advantages of the Jr Livestock sale at the county/state fair. It helps to realize the contribution of the buyers at these sales.

Only fill this out for projects from which you sold an animal at a fair market sale. Record N/A under other projects that did not sale at the fair market sale.

If you do not have a market animal that is sold through a fair, you do not need to fill out this section. Please indicate this by placing "N/A" in the first column.

  1. Complete this comparison for each project by following the questions:
  2. How much did you sell your animal for at fair? Record what price you received for your animal at the fair market sale.
  3. What is the floor-price/market-price per lb for your project species? Record the market value or cash price paid for your animal species at the time of the sale. This should be a price per pound. (i.e. $0.85/lb for beef).
  4. How much does your animal weight? Record the weight of the animal that was sold. Use the weigh recorded during fair check-in.
  5. What is the market value of your project? Multiply the market-price per pound (B) by the weight of the animal (C) to get the price of the animal if it was sold in the industry market.
  6. What is the difference between the market value of your project and the price received at fair? Subtract the market value (D) from the actual price received at the market fair sale (A) to get the difference for use in the Financial Summary.
  7. Add across rows A, D and E to complete the Total All Projects Column.

See an Example (PDF)

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