Advanced Features of the CVSEEP Entry Tool

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Advanced Features of theCVS-EEP Entry Tool

• version 2.2.6
• by Michael Lee and Forbes Boyle
• June 10, 2009

Don't have a copy of the tool? Get it here
http//cvs.bio.unc.edu/methods.htm
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OBJECTIVES

• This assumes that you have already worked with
  the basic features of the Entry Tool
• Creating a project
• Adding plots
• Basic Entry

• Advanced Features
• Downloading data for monitoring
• Printing monitoring forms
• Resampling Plots
• Error checking
• Level 2 and 3 Data Entry
• Report Generation
• Uploading Data to CVS
• Miscellaneous shortcuts
• A look into the next version (2.2.7)

Want to try version 2.2.7 today as we go?
Download it here http//snipurl.com/cvs227 wirele
ss network SSID workshop
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Download Plots for Monitoring
Main Menu gt Planning gt View / Add Projects gt
Download Projects

• Download list of projects this list updates as
  we receive new data.
• DO NOT CLICK THIS TODAY, as we have no internet
  connection.
• Search in the blue search area or scroll through
  the list.
• Select "import" to download those plots as a
  template for monitoring.
• This downloads plots completed in previous years.
  
• Requires internet connection.
• Then press "Print VMD Datasheets"

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Demonstration of download
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Printing Monitoring Datasheets
Main Menu gt Reports gt Datasheets for Monitoring

• Select the plots you want to print (today, all
  plots)
• configure notes and map size
• press "Print Selected"

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VMD Field Datasheets
Main Menu gt Reports gt Datasheets for Monitoring
gt Print Selected
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Resampling Plots
Main Menu gt Reports gt Datasheets for Monitoring

• Press "Resample Selected" to create a new version
  of the plot for this year's sampling.
• Notes/bugs do not uncheck the "Print" column.
• If you edit year numbers, press "refresh" before
  printing or resampling.

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Print and Resample plots
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Year 1 vs. Year 2
Main Menu gt Reports gt Datasheets for Monitoring
gt Enter Data
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Resampling Planted Stems

• Select the "new" plot from the picklist
• You can configure the picklist to only show new
  plots
• Cursor doesn't stop on prepopulated fields.
• But, fix any updates to taxonomy or X,Y.
• Add header information with button at top.
• Add new stem with button at bottom.

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Switch a planted stem to natural
Main Menu gt Data Entry gt Planted Woody Stem Entry

• 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 or press
  space-bar.
• 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.

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Enter data on resampled plots
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Level 2 Natural Stems Datasheet
web http//cvs.bio.unc.edu/methods.htmdatasheets

• TOTAL WOODY STEM INVENTORY PLOTS Planted woody
  stems natural regeneration.

A stem is considered planted if there is positive
confirmation or strong evidence otherwise it is
considered natural.
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Level 2 Natural Stems Entry
Main Menu gt Data Entry gt Natural Woody Stem Entry

• Don't forget the header info (especially minimum
  stem size sampled cut-off).

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Magic Species Picklist
Main Menu gt Data Entry gt Natural Woody Stem Entry

• 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.

• 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 gt Options gt Advanced
  Features

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Cant Find Your Species?
Main Menu gt Data Entry gt 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.
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Unknown Species
Main Menu gt Data Entry gt Natural Woody Stem Entry

• 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.

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Keyboard shortcuts
Main Menu gt Data Entry gt Natural Woody Stem Entry
TAB / SPACE BAR Move to next field commonly
used (dashed border fields are skipped). CTRL-TAB
Move to next field, even if it has a dashed
border (fields are NOT skipped). UP/DOWN ARROW
Adjacent Row LEFT/RIGHT ARROW Adjacent
Column ENTER Next Species Row,
First Field
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Efficient entry of large stems
Main Menu gt Data Entry gt Natural Woody Stem Entry

• 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
• 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

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Sorting
Main Menu gt Data Entry gt Natural Woody Stem Entry

• 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.

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Enter Natural Stems
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Error Checking - 1
Main Menu gt Data Entry

• Check for errors in all plots in Main Menu gt Data
  Entry. Some errors are just warnings that a stem
  is large.
• Fix errors by filling in required fields,
  confirming values, fixing mismatches, etc.
• Ignore errors that are not really errors, or
  nothing can be done about them.
• Ignoring an error once ignores one error on one
  particular row.
• Ignoring an error everywhere will ignore this
  type of error for all the data in the entry tool
  (use caution!).
• Just because you ignore an error doesn't make the
  problem go away. If some systematic error was
  made, it would be good to explain it in the plot
  notes.
• Check for errors again, as fixing one error could
  have created a new one.

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Error Checking - 2
Main Menu gt Data Entry gt Plot Data Entry
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Automatic Error Checking
Main Menu gt Options gt ? Perform error checking

• Errors can be checked as you enter data.
• This is not on by default, but can be turned on
  here
• Main Menu gt Options gt Perform error checking
  after I finish each plot
• The next version of the entry tool will check
  data after you finish each line.

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Try error checking (all plots)
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Using the Data Entry Tool to Generate Simple
Reports
Main Menu gt Reports

• Summary of stems per plot in Excel.
• Can choose a subset of plots in "Configurable
  Stats."
• Can be copied and pasted into a Word document and
  used in larger written reports.

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Using the Data Entry Tool to Generate Simple
Reports
Main Menu gt Reports

• Export to Excel to provide spreadsheets of stem
  data, including
• Plot Metadata (location, level, year, number of
  stems planted and natural, stems per acre.
• Total number of stems per acre by project
• Tally of damage no damage AND vigor categories
  of stems by species and type
• Total number of planted/natural stems by plot

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Plot Metadata
Main Menu gt Reports gt Simple Reports
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Total Number of Stems per Acre by Project
Main Menu gt Reports gt Simple Reports
Vigor by Species
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.or use Customizable Statistics to only look
at a subset of plots
Main Menu gt Reports
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Generate Reports
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Level 3 Data Entry
Main Menu gt Data Entry gt Plot Data Entry

• COMMUNITY OCCURRENCE PLOTS
• Used to document abundance of most common
  species within a plot COVER CLASS VALUES
• Meets standards of Ecological Society of America
  (ESA) AND Federal Geographic Data Committee
  (FGDC) to classify vegetation within US National
  Vegetation Classification (NVC)
• Woody stem tallies from Level 2 may also be used

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Level 3 Plot Data Entry
Main Menu gt Data Entry gt Plot Data Entry

• Similar to the Levels 1 and 2, except these
  fields added
• 1) Community Classification Determination
• 2) Cover By Strata Definition
• 3) Extra Geomorphology and Hydrology values

• Digital Data Entry Form mimics Field Data Entry
  Sheets

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Community Classification
Main Menu gt Data Entry gt Plot Data Entry

• Step 1 Generate List of NVC Associations CEGL
  codes

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Community Classification

• Step 2 Read community descriptions of
  acceptable community types (based on named
  geography, title descriptions, etc.)
• http//www.vegbank.org/

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Community Classification
Main Menu gt Data Entry gt Plot Data Entry

• Step 3 Select acceptable community type(s),
  label degree of fit (Excellent, Good, Fair, Poor,
  Wrong), label confidence of classication (High,
  Medium, Low), and enter Classifier(s).

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Level 3 Cover Data Entry
Main Menu gt Data Entry gt Cover Data Entry

• Similar to the stems forms.
• Magic species picklist or search for species
  (more species are shown, not just the woody
  species).
• After entering a cover value, it moves cursor to
  next field.
• Use arrow keys and enter key
• Header data appears after you start a row.

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Add some level 3 data

• Add new plots as level 3.
• Or upgrade a plot to level 3 from some other
  level.
• Communities are not available today, due to lack
  of internet connection.
• They are not included by default in the entry
  tool due to their not being needed for levels 1
  and 2 and their large size.

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Uploading Data to CVS
Main Menu gt Options

• First check for and resolve any errors.
• Then close the Entry Tool.
• Optimal, though Optional
• To speed upload, zip the Entry Tool File (with
  WinZip or Windows Compressed Folders).
• See Main Menu gt Options
  for how to send your
  data
  file to CVS.

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Uploading Data to CVS
Main Menu gt Options gt Instructions for submitting
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CVS Field Reference
http//cvs.bio.unc.edu/ref/

• Possible field values and definitions are online
  for download to a PDA or smart phone for use in
  the field http//cvs.bio.unc.edu/ref/

• We are working on a more complete version of this
  with all fields so that you can reference
  definitions and possible values

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Advanced Features
Main Menu gt Options gt Advanced features

• You can search through the Advanced Features with
  the blue search box, searching for words in the
  form.
• New Option The Entry Tool can reopen the forms
  that were open the last time you used it.

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Configuring Picklists
Main Menu gt Options gt Advanced features gt
Configure picklists

• Right-click "select plot" picklists to access
  Configure Picklist Form.
• Change settings of magic species picklist
• Edit number of characters for genus, species.
• Turn off.
• Change smart plot picklist
• Show only most recent year for each plot
• Turn off.

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Importing from another entry tool
Main Menu gt Options gt Advanced features gt Import
data

• We continue to update the entry tool as we find
  bugs (so please report any you find!) and make
  improvements.
• But what if your data are already entered in an
  older version? Two options
• 1) Continue using the old version if possible and
  submit data with it. Some problems can be
  patched. Download the new version for next year.
• 2) Import data into the new version.

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Importing from another entry tool - 2
Main Menu gt Options gt Advanced features gt Import
data

• Download the NEW entry tool from
  http//cvs.bio.unc.edu/methods.htm
• Open the NEW entry tool.
• Go to Main Menu gt Options gt Advanced Features gt
  Import data from entry tool.
• Click Yes and OK on the dialogs warning you that
  you are about to delete data.
• Browse for your OLD entry tool.
• You should then compact and repair.

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Compact and Repair Help
Main Menu gt Options gt Advanced features gt Compact
and Repair Information

• Regular compact and repair decreases file size
  and improves performance.
• Configure reminders after
• Lots of data is deleted.
• File size increases significantly.
• Press the "Compact and Repair now!" button to
  start.
• Details of last compact and repairs are shown.

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Compact and Repair Access 2007
Office Orb gt Manage gt Compact and Repair

• Access 2007 changed many things for the
  interface, and now automatic compact and repair
  doesnt work.
• You have to start this manually with the Office
  Orb gt Manage gt Compact and Repair.

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Default Values
Main Menu gt Options gt Advanced features gt Manage
Default Values

• Some fields may have the same value for multiple
  plots.
• e.g., parties sampling plots, plot location, stem
  source, etc.
• To avoid typing the same information over and
  over, default values may be set
• Default values never overwrite existing data.
• You can overwrite the defaults for any plot by
  typing a new value in the field.

Thanks to SS and MM for suggesting default values.
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Setting Default Values
Main Menu gt Data Entry gt (any entry form) gt
right-click field

• Create at least one plot.
• Open the form containing the field(s) for which
  you want to set default values
• plot data form, planted stems form, natural stems
  form, cover form.
• Enter a value into a field that as a default
• e.g., enter "9/1/2007" into the "Start Date"
  field on the plot data form.
• Right-click on the field to see default options

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Default Value Options
Main Menu gt Data Entry gt (any) gt right-click field

• Set as default value
• for new plots/records default value will be used
  only for new plots or new records as you type
  them. This will not affect existing data.
• for new and existing records default values will
  be used on any new plots or records, as well as
  replace all blank values currently in your data.
• The replacement of blank values is not
  reversible, but you can still type over the
  values manually.
• Remove default value the default value will not
  be used for any new plots or records, but this
  will not remove any values used in your existing
  data.
• Manage/edit defaults takes you to a management
  screen to change, remove, disable default values.

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ConfirmDefaultValue
Main Menu gt Data Entry gt (any) gt right-click field

• As an example, click "Set as default for new and
  existing records" on your plot data form's start
  date.
• You will be asked to confirm that you would
  really like to do this.
• Click "Yes" to continue, updating blanks with the
  default. Any plots you add later will also use
  this default, unless you delete or disable it.
• Click "No" or "Cancel" if you don't want to use
  the value as a default.

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Removing Default Values
Main Menu gt Data Entry gt (any) gt right-click field

• Once your default value is set, you can remove it
  by right-clicking the field with a default value
  and selecting "Remove default value."
• This does not undo any default values that were
  already written to your plots.
• Or, right-click any field and select "Manage/edit
  defaults" and delete the default from the
  management form.

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Rows of Default Values
Main Menu gt Data Entry gt Plot Data Entry

• If you want to set default Parties, Strata, Place
  Names, etc., you can do so in a similar manner.
  Here, you specify an entire row as a default
  instead of just one value.
• Right-click on the field and select one of the
  "set default" options (left illustration below).
• If right-clicking doesn't show the "set default"
  options, use the adjacent "defaults" picklist
  (right illustration below).
• A new form will open that allows you to fill in
  rows that will be added to new plots or all plots
  (that is, new plots and existing plots),
  depending on which option you chose.

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Setting Default Rows
Main Menu gt Data Entry gt Plot Data Entry

• An instruction screen will tell you to fill in
  any rows you would like as default.
• Then you should enter one or more rows that will
  be used for each plot. In the case of parties,
  you must also specify a ROLE.

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Removing Default Rows
Main Menu gt Data Entry gt Plot Data Entry

• If you enter a row, you can delete it if you
  change your mind.
• Right-click on the grey box next to the row
  (where the black triangle is or a pencil if you
  are editing that row). Note that this is not the
  same as right-clicking on the name.
• Then select "Cut" (or press the Delete key on
  your keyboard) and the row will be deleted.

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Finishing Default Rows
Main Menu gt Data Entry gt Plot Data Entry

• After you have entered all the default rows (in
  this case, parties) you wish, close the form with
  the "x" in the upper right of the form.
• See previous illustrations, but your computer may
  look different depending your version of Windows.
• If you specified "set default for ALL plots,"
  you'll get a chance to confirm that you want to
  add the default parties to all the plots in the
  database. Click "Yes" if you do.

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Managing Defaults - 1
Main Menu gt Data Entry gt (any) gt right-click
field gt Manage

• To see the defaults currently set in the entry
  tool, manage, or edit them, right-click any field
  and select "Manage/edit defaults."
• Or access the same form through the Main Menu
  Options Advanced.

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Managing Defaults - 2
Main Menu gt Data Entry gt (any) gt right-click
field gt Manage

• For each row you may
• Change whether the default applies to new plots
  only or all plots
• Temporarily disable the single value (or row).
  This retains the default value so you can use it
  later, if you re-enable it.
• Change whether or not you are asked to confirm
  default values when you add new plots.
• Change the minimum plot level that the default
  applies to. Some defaults (e.g., strata) only
  apply to higher level plots.
• Edit the default value or delete it completely
  (same as remove) .

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Managing Defaults - 3
Main Menu gt Data Entry gt (any) gt right-click
field gt Manage

• "Global Options" allows disabling defaults.
• Default values will not be used on new plots.
• You can also prevent edits of defaults.
• May help prevent inadvertent edits.
• If you want to re-enable editing defaults, you
  must use Main Menu Options Advanced.
  Right-click managing of default values will be
  blocked.

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Adding new plots with defaults
Main Menu gt Data Entry gt (any) gt Make new plots

• When you add new plots, a message in the lower
  right of the screen (outlined in red in the above
  illustration) tells you if default values will be
  added to the new plots.
• A separate confirmation box may ask you to
  confirm default values. If you check "Skip
  confirmation messages" for a default value on the
  management form, this box will ignore that
  default value (they will still be added, you just
  won't see the confirmation box about them).
• This means that two different numbers of defaults
  may be reported.
• You are encouraged to click the "view/edit
  defaults" button if you aren't sure if your new
  plots should have the defaults.

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The next entry tool version (2.2.7, to be
released this month)

• Auto-error check after each LINE (instead of each
  plot).
• Error checking all plots will not show errors
  about plots you downloaded.
• These errors are not your errors!
• Option to reverse orientation of X and Y axes as
  sometimes happens.

is unreadable. the stem map Without this,
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Choose / design a different theme
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What else would you like to see added?

• Send us an email at cvs_at_unc.edu and tell us!