Guide to the CVS-EEP Data Entry Database

1. Guide to the CVS-EEP Data Entry Database February 5, 2007 Michael Lee CVS-EEP Data Entry Database Author Written for version 2.0.4, though broadly applicable to all versions.

2. How it works CVS-EEP Data Entry Database Getting the Entry Database Unzipping the Database You're Ready to Start Confirmation Messages Who are you? The Main Menu Main Menu: Planning Main Menu: Choose Level Main Menu: Data Entry Plot Data New 2.0.3Picklists: Selecting Multiple Items Intro to Stem / Cover Forms More tips Continued on next slide... Summary Slide

3. Planted Woody Stems (level 1-2) Natural Woody Stems New 2.0.4Faster Natural Stem Entry Cover Data New 2.0.4Faster Cover Data Entry (level 5) Sorting New Species Improved 2.0.4Error Checking Main Menu: Extras Main Menu: Reports New 2.0.4Reports by Project Options New 2.0.4Upgrade your old Entry Database More Stuff Summary Slide (cont.)

4. How it works • Field Work recorded onto paper datasheets • Paper datasheets are used to enter data into similar forms in the data entry database • Data Entry Database gets sent to CVS and/or EEP to have the contents included in the Central Archive Database

5. CVS-EEP Data Entry Database • What is it? • A Microsoft Access database • Based on VegBank (www.vegbank.org) data structure • Modified to fit our needs – we can continue modification • It is a single file on your computer, with the extension .mdb. This file can be downloaded, copied as a backup, and sent to others so that they can see or use your data

6. CVS-EEP Data Entry Database • What does it do? • Menu that guides you through the process • Forms allow data entry efficiently – no redundant keystroking; quick lookups • Data validation ensures that problems are flagged and dealt with • Reports summarize the final data • Reports also are printed to provide a basis for Monitoring (VMD) • Quality Assurance, Advanced Features

7. Getting the Entry Database • It can be downloaded from the website • http://cvs.bio.unc.edu/ • Check to make sure you have the newest version if someone requires a certain version. • The database is named with the version in it, i.e. version 2.0.4 is CVS_EEP_dataEntry_v204.mdb

8. Unzipping the Database • If you know how to unzip files, unzip the database and skip this slide, otherwise, continue... • The database file is zipped. This saves disk space and also provides a backup copy. • Unzip the file with WinZip if you have it ... • OR Unzip the file with Windows Zipped Folder • Double click the .zip file • Select the .mdb file within that folder • DO NOT DOUBLE CLICK the .mdb file • Copy the file, then paste it into a non-compressed folder (a folder without ".zip" at the end of the name) • Make sure the zipped folder or WinZip is closed

9. You're Ready to Start • Double Click the database file icon in Windows Explorer • This opens it in MS-Access • First, in Access 2003, you may get up to two messages: • Do you want to open a file with Macros? • CLICK "OPEN" • Do you want to block unsafe expressions? • CLICK "NO" [this doesn't apply in this lab]

10. Confirmation Messages • Confirmation Messages are part of Access that asks you to be sure you want to edit data in certain ways. • These need to be turned off to use the database • The database can do that for you automatically, click "Yes, turn off confirmation messages" if prompted. • They will be turned back on after closing the database. • You can have it remember this preference.

11. Who are you? • The Entry Database keeps track of when records are added or updated, and by whom. • This may help to track down weird changes by administrators • Thus, you have to tell the system who you are • Select your name if it's on the list, or enter your initials and name (there are no passwords) • You can check the box to have it remember who you are. • Make sure the date and time are correct.

12. The Main Menu • The Tabs show the order in which steps should be taken • The Help boxes are by default turned on to the right. • Can be turned off with the "X" icon. • You can change who is logged in, view tips on using the database, hide the Main Menu, and quit the database

13. Main Menu: Planning • All plot data is associated with a Project • You should receive a project code or number from EEP or CVS • You will probably need to add this project to the database (click "add a project") • If you want to calculate the required number of plots for your project based on its size, there is a link to calculate this • Go to the next tab

14. Main Menu: Choose Level • There are 5 levels of plots. • The project director should specify the level • The level chosen will change the appearance of later forms and the Main Menu options • More information is available with the link at the bottom of the tab • Go to the next tab

15. Main Menu: Data Entry • Plot Data • This is information about the whole plot, i.e. who sampled, its location, date sampled • Planted Woody Stems (Level 1 and 2) • Individual planted stems are recorded with location • Natural Woody Stems (if Level 2) • Stems tallied by size classes • Cover Data (for Levels 3 and higher) • Cover values estimated by species • Some options may be hidden depending on the plot level chosen.

16. Plot Data • You can make new plots • You must specify project, team, and plot, and CVS sampling level for all new plots • Or view/edit existing ones (choose from the picklist) • The Plot Form matches the Plot Data Sheets closely • Use the tab button on your keyboard to move between boxes (Use Ctrl-Tab out of sub-forms like Party and Place Names) • "Add Value" lists in Party, Place Name • Just start typing a new name in these boxes and it will be added to the database • Party Names can be typed "LastName, first" or "first lastName" (without quotes)

17. New 2.0.3Picklists:Selecting Multiple Items • For some picklists in the Plot Data form, you can select more than one option. • Soil Drainage, Plot Placement, Salinity, Topography, Hydrology, Homogeneity, Stand Size, Season, Physiognomy • Initially, double click in the picklist or select [multiple]. • Then in a pop-up white box, use ctrl on your keyboard and click any number of values. • Press Escape on your keyboard to cancel. • Press Enter, Tab, or click another field to save selected values. • The field will show [multiple] after you are finished entering, but if you double click that field again, it will show you which values are selected.

18. Intro to Stem / Cover Forms • Species picklists are "magic" • By this I mean that you can enter the first two letters of genus (configurable) and the first two letters of the species and the first 1 letter of variety/subspecies (or space if no var/ssp) and the list alters to show you all available species that match what you entered • Use CAPS to disable this, and enter an asterisk (*) if the list is not resetting and you want it to. • e.g. for the genus Carex, you can enter "Carex" instead of "carex" which would look for genus starting with "ca" and species with "re" and variety with "x".

19. More tips • Typically, use the tab button to move between fields on a form. Use shift tab to move backwards • Use Ctrl-Tab to get out of a subform, which is a box with more fields in it (Plot Data) • Use arrow keys on stems/cover forms to get around after doing some entry* • Use the enter key on stems/cover to move to the beginning of the next line* *Enter and arrow keys don't work in picklists because up and down and enter can be used to move around in the list

20. Planted Woody Stems (level 1-2) • There's a link directly from the Plot Data • Or you can link from the Main Menu (2nd tab) • You can add new stems on the blank bottom line • You can edit species and other information • Magic Species List • Species Lookup • You can edit plot header information (date) • Notes are available for uncertainty and internal comments • Ctrl-' (like the ditto mark: " ) copies from the field above • Arrow keys work, as does "Enter" key* • Can adjust order of plants with blue up/down buttons • Help is available. You have to turn it on, though *Enter and arrow keys don't work in picklists because up and down and enter can be used to move around in the list

21. Natural Woody Stems • Level 2 and higher. It isn't an option at level 1. • Very similar in function to the Planted Woody Stems Form, but matches the Natural Woody Stems Form • Magic Species List, Species List Lookup, Arrow Keys, Help • Using Tab to move to the next field is helpful, and hit Enter on your keyboard to go to the beginning of the next line* • "Sp." field for unknowns *Enter and arrow keys don't work in picklists because up and down and enter can be used to move around in the list

22. New 2.0.4 Faster Natural Stem Entry • Space bar moves to next field (easier than tab) • Often, there is just one size category, or the smaller categories are absent • To jump to a particular size: • Press and hold ctrl, then enter the size of the stem class (lower bound, e.g. 30 or 45), then release ctrl • Or, press + or =, then the size, then + or = • If you enter a size less than 40cm, the default of 1 stem is filled in (you can change the number if not 1) • If you enter a size of 40cm or greater, that size is entered in the first box for stems at least 40cm

23. Cover Data • Also known as "Herb Data" • For levels 3 and 4, you enter cover-by-strata, species, and cover for each module • For level 5, you enter cover-by-strata, species, and presence/cover values under module/corner headings. • "Auto-tab" is on, meaning that entering a cover value moves the cursor to the next box. • The Form attempts to figure out what you are doing and skips unneeded columns. • Use Enter to go to the beginning of the next line* *Enter and arrow keys don't work in picklists because up and down and enter can be used to move around in the list

24. New 2.0.4 Faster Cover Data Entry (level 5) • Space bar moves to next field (easier than tab) • Often, you want to skip to the next module: • Ctrl-Space or Ctrl-(right arrow) or Ctrl-tab move to next MODULE • Ctrl-(left arrow) or Ctrl-Shift-Tab move to previous MODULE

25. Sorting • To move a record in stem or cover entry, use the blue up and down arrows in the header section • This moves the current row up or down relative to the others • If you sort manually using access functions, you can restore the normal order by pressing the (A-Z sort) button next to the up and down arrows.

26. New Species • You can search for species in the cover and stem forms using the "Search for species" button. • Then you can search for a species by entering some part of the name and searching in the new form. • When you find the one you want, press "Get Species" at the bottom. • Press cancel if you don't find what you want, or add a new species with the button at the bottom. (You can also add new species from the Extras tab on the Main Menu.)

27. Improved 2.0.4 Error Checking • You can check a plot for errors after entering data (plot data form, cover form, stems forms) by pressing the "(Re)Check for Errors" button in the upper right • You can check all plots for errors by pressing the "Check For Errors" button on the Data Entry Tab of the Main Menu.

28. Main Menu: Extras • The extras tab is used to view or add new data that isn't routine, such as party (people), reference, species, or projects. • Some of the data in the linked forms is "locked" meaning that these were already in the database when you got it and you can't edit the information there. Instead, add a new item in the bottom row of the form, or press the ">*" button at the bottom.

29. Main Menu: Reports • Simple Reports exports directly to Excel as a new Excel file. This gives you all you will normally need for level 1 sampling. • Advanced Customizable Stats also available • Can be copied and pasted into a Word document and used in larger written reports • Resampling plots for monitoring (VMD) • Select plots to resample and print datasheets • Add these plots to the database as templates to fill out in VMD • Enter update info for VMD

30. New 2.0.4 Reports by Project • In earlier versions of this database, you could only get quick reports based on all plots. • Now, you can get a report based on a project, or whichever plots you like. • Start at the Main Menu, Reports Tab • Then select Customizable Statistics... • Then select plots you want in step 1 • Then push the button in step 2b (skipping 2a)

31. Options • Messages (do you want a few questions that may help you enter data better?) • Error checking as you finish plots • Error checking can also be done on all plots by an administrator • Advanced Options (Database Admin) • Protect Page with Password • Configure "Magic" Species Picklists • Plot Deletions • Compact/Backup the database (automatically)

32. New 2.0.4 Upgrade your old Entry DB • You can upgrade your old CVS-EEP Entry Database by importing data into a new database (version 2.0.4 or later) • Useful if you have data in an older format and want to use the new functionality • Start at the Main Menu | Options Tab • Then press "Advanced Features" • Scroll down to "Import data into this db..." • Browse for the old file (put it in the same folder as the new one for ease of finding it) • This will DELETE everything in the new database and replace it with the data in your old database!

33. More Stuff • Use Alt-Down Arrow on your keyboard to see the contents of a picklist without using the mouse. • Just start typing in a picklist to zoom to a letter (i.e. a quadrangle starting with "R" is way down the list). • As soon as you see the triangle next to a field, the record is saved. Power outage won’t erase it. • If you don’t know the species name, filling “DONTKNOW” as the species name (using caps disabled magic picklist). • Someone will have to come back and look at this species again to try and fill in the name. If it is completely unknown, use the "Unknown" species name.