Introduction to theCVS-EEP Entry Tool version 2.2.6 by Michael Lee and Forbes Boyle June 9, 2009 Don't have a copy of the tool? Get it here: http://cvs.bio.unc.edu/methods.htm
OBJECTIVES • We'll go through each part of the Entry Tool for Level 1 Sampling Protocol: Planted Woody Stems • Explanation of the Data Entry Tool • Setting up the Data Entry Tool • Data Entry Steps: • Step 1: Project Planning • Step 2: Level Protocol Choice • Step 3: Data Entry
What is the Entry Tool? • A Microsoft Access* database. • Don't be intimidated! It doesn't feel like a database. • Based on VegBank (www.vegbank.org) data structure. • Modified to fit our needs – we continue modification as the protocol evolves. • 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. • *Designed in Access version 2003, works also in 2007, 2002 (XP) and 2000. Not supported in Access 97 or earlier.
What does the Entry Tool do? • Organizes the entry process with the Main Menu. • Forms that allow efficient data entry – lookup data quickly and avoid redundant typing. • Data validation ensures that problems are flagged and then resolved. • Reports summarize the final data. • Reports also are printed to provide a basis for Monitoring (VMD). • Download template data from CVS - plots, communities. ALL THIS SAVES TIME AND MONEY AND DELIVERS BETTER QUALITY DATA!
Getting the Entry Tool • Download the zipped Entry Tool from the CVS website: • http://cvs.bio.unc.edu/methods.htm • cvs-eep-entrytool-v2.2.6 Unzip the downloaded file with WinZip, Windows Compressed Folders, 7-Zip or whatever other compression utility you like.
Startup Issues - Access 2003 • You may get up to two dialog messages: • Do you want to open a file with Macros? • CLICK "OPEN" • Do you want to block unsafe expressions? • CLICK "NO" • These can be turned off, see Access help on security.
Startup Issues - All Access versions • If Access is new on your computer, it may ask for your name as part of the Office setup. • Confirmation Messages are a part of Access that asks you to be sure you want to edit data in certain ways. • e.g., deleting rows, updating a lot of data at once. • These need to be turned off to use the entry tool. • Click "Yes, turn off confirmation messages" ifprompted. • Messages will be turned back on after closing the entry tool.
Login • The Entry Tool keeps track of when records are added or updated, and by whom. • This can help track down what happened with data that may not make sense. • Select your name if it's inthe list, or enter your initials and name. • You can check the box to log you in automatically next time. • Make sure the date and time are correct.
Main Menu How to find this form The Main Menu • Shows who is logged in • Message Center • Shows Entry Tool version • Links to CVS and EEP Websites • Step 1: Project Planning • Step 2: CVS Level • Step 3: Data Entry • Step 4: Extras • Step 5: Reports • Options
Main Menu Messages on Main Menu • Messages are consolidated at the top of the Main Menu. • Click a message for more information. • Click "x" to delete a message. • Click "xx" if you don't want to see this message again.
Main Menu > Messages Scan through new user tips
Main Menu > Planning > View Existing Projects Step 1: Project Planning • View projects or add project manually • Calculate required number of plots • Delete project or year(s) of project • Download projects and plots to monitor NOT TODAY
Main Menu > Planning > Calculate Required Number of Plots Calculate Required Number of Plots • Fill in data for a single project. • Or use as a calculator. • Enter standard units (ft). • Or use alternate units. • Or specify area. • Press "calculate!" • rules for calculation are available. ****For riparian projects only, wetlands are different.****
Main Menu > Planning > View Existing Projects Add a project in the new row, calculate the number of required plots.
The level chosen will change the appearance of later forms and the Main Menu options. More information about the five levels is available with the link at the bottom of the tab. Choose Level 1 and go to the next tab. Main Menu > CVS Level Step 2: Choose a Plot Level
Main Menu > Data Entry Step 3: Data Entry: Level 1 • Plot Data • Planted Woody Stems • You can also check for and view logical errors on this tab. • The "extras" tab can be used to enter people, projects, references, species, etc. • Click "Plot Data"
Main Menu > Data Entry > Plot Data Entry Entering Plot Data • Click "Make new plot(s)" to add new plots to your project.
Main Menu > Data Entry > Plot Data Entry > Make new plots Adding New Plots • You must specify project, team, plot, plot level, and year number. • Fills in next plot number and current plot level. • Add a few plots.
Main Menu > Data Entry > Plot Data Entry Basic Plot Data Entry Tips • The Plot Form matches the Plot Data Sheets closely. • Tab between boxes (Ctrl-Tab out of big ones). • Use Alt-Down Arrow on your keyboard to see the contents of a picklist without the mouse.
Main Menu > Data Entry > Plot Data Entry Basic Plot Data Entry Tips Black arrow: Record is ready for editing, and is being saved while entered. Pencil: Record is being edited Any keystroke Picklist: Just start typing and pick the character. Alt-down arrow Asterick: New record
Main Menu > Data Entry > Plot Data Entry Basic Plot Data Entry Tips • Press escape once to cancel editing one field. • Press escape twice to cancel editing the full row or plot. • Help is available at the bottom of most forms. • Add a party or place name just by typing the new name -- the entry tool does the rest.
Main Menu > Data Entry > Plot Data Entry Picklists: 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.
Main Menu > Data Entry > Plot Data Entry Fill in plot data for your new plots • Parties • Places • Location • Methods • Size • Shape • Environment • Multiple values picklist • Try help feature
Main Menu > Data Entry > Planted Woody Stem Entry Planted Woody Stems • There's a link directly from the Plot Data • Or you can link from the Main Menu (Data Entry tab) • Click "planted stems>>" on the Plot Data form or the Main Menu
Main Menu > Data Entry > Planted Woody Stem Entry Planted Woody Stem Entry Tips • You can add new stems on the blank bottom line • Fields are truncated to correct number of digits. • Notes are available for uncertainty and internal comments • Use keyboard arrow keys, and the "Enter" key. • Help is available at the bottom of the form.
Magic Species Picklist Species names are difficult in picklists: Many species names. The names are often quite similar (e.g., same genus). The entry tool uses "Magic Species Picklists" which limit the species based on the first two letters of genus and 2 letters of species (and one letter variety, if applicable). Enter 2 letters of the genus name and 2 letters of the species name and then arrow keys or mouse to select your species. Main Menu > Data Entry > Planted Woody Stem Entry • If only one species matches, it is selected for you. • Use CAPITAL LETTERS to disable this feature. • Enter "*" to reset the list. • Configurable in Main Menu > Options > Advanced Features
Can’t Find Your Species? Main Menu > Data Entry > Natural Woody Stem Entry • What if S. alba was recorded in the field? Genus? Press "Search for species" and search the full list of species. The next version of the entry tool will allow search by common name too.
Unknown Species There are three "unknown species" scenarios: 1) Genus or family is known, but not the species. Fill in "sp." "sp. #2" or "sp. #3" etc. in the "unknown species" column. This separates distinct unknown species within the same genus (e.g. "Carya sp." "Carya sp. #2") 2) The data enterer can't understand what's written on the form (e.g., common name or unreadable) Use the species "DONTKNOW" which is a flag for a project director to make a determination later. Use notes field. 3) The species was not known in the field. Use the "unknown" species. Applies to all forms where you enter species. Main Menu > Data Entry > Planted Woody Stem Entry
A stem isn't planted after all Main Menu > Data Entry > Planted Woody Stem Entry • Sometimes stems are added in the Planted Stems Form, but later someone determines that it should be included as a natural stem instead. • Previously, you had to delete this stem and add it in the Natural Stems Form. • Now, you can change a stem to "natural" with a couple of clicks….
Switch a planted stem to natural Bottom of the Planted Stems Form, click: Change stems to "natural"… A new green box appears with "N" (natural stems) or "P" (planted). Double-click to toggle current state. Click the button again to change all stems on the plot to natural or planted. Natural stems will be flagged "Natural STEM: NOT PLANTED" and will not be included in planted stem density in Excel reports, when printing monitoring reports, or in next year's resampling data. Main Menu > Data Entry > Planted Woody Stem Entry
Help and Errors Turn on help at the bottom of the main forms, move mouse over something and you’ll see more information about it (orange box). Check for errors (optionally after each plot, see Main Menu > options) Main Menu > Data Entry > Plot Data Entry / Planted Woody Stem Entry
Main Menu > Data Entry > Planted Woody Stem Entry Add planted stems • Select a species • Magic species picklist • Search for species • Fill in source, X, Y, ddh, Height, DBH • Vigor, Damage, Notes • Mark stems "natural" • toggle back to planted, switch entire plot • Check for errors • fix errors, ignore errors, check for errors again