Introduction to the CVS-EEP Entry Tool

1
Introduction to theCVS-EEP Entry Tool

• version 2.2.7
• by Michael Lee
• October 7, 2009

Don't have a copy of the tool? Get it here
http//cvs.bio.unc.edu/methods.htm
2
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
• Brief introduction to Level 2 Data Entry
• Error Checking and Report Generation.

3
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.
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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!

5
Getting the Entry Tool

• Download the zipped Entry Tool from the CVS
  website
• http//cvs.bio.unc.edu/methods.htm
• cvs-eep-entrytool-v2.2.7

6
Unzipping the Downloaded File

• Initially, the file is zipped for faster
  download.
• Unzip the file with WinZip or 7-Zip if you have
  it.
• Or, unzip the file with Windows Zipped Folder
• Double click the .zip file.
• Single-click to select the .mdb file within that
  folder.
• DO NOT DOUBLE CLICK.
• Copy the file (Press Ctrl-C).
• Use the "up" or "back" button to go to the
  regular folder (not the zipped folder).
• Press Ctrl-V to paste the database file into that
  folder.
• Close the zipped folder or WinZip or 7-Zip
  windows.

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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.

8
Startup Issues - Access 20071) Enable Macros
9
Startup Issues - Access 20072) Minimize the
Ribbon (Ctrl-F1)
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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.

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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.

12
Unzip and open the entry tool
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The Main Menu
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

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Messages on Main Menu
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.

15
Step 1 Project Planning
Main Menu gt Planning gt View Existing Projects

• View projects or add project manually
• Calculate required number of plots
• Delete project or year(s) of project
• Download projects and plots to monitor

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Calculate Required Number of Plots
Main Menu gt Planning gt 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.
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Add a project in the new row, calculate the
number of required plots.
Main Menu gt Planning gt View Existing Projects
18
Step 2 Choose a Plot Level
Main Menu gt CVS Level

• 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.

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Step 3 Data Entry Level 1
Main Menu gt Data Entry

• 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"

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Entering Plot Data
Main Menu gt Data Entry gt Plot Data Entry

• Click "Make new plot(s)" to add new plots to your
  project.

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Adding New Plots
Main Menu gt Data Entry gt Plot Data Entry gt Make
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.

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Basic Plot Data Entry Tips
Main Menu gt Data Entry gt Plot Data Entry

• 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.

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Basic Plot Data Entry Tips
Main Menu gt Data Entry gt Plot Data Entry
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Basic Plot Data Entry Tips
Main Menu gt Data Entry gt Plot Data Entry

• 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.

25
Picklists Selecting Multiple Items
Main Menu gt Data Entry gt Plot Data Entry

• 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.

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Help and Errors
Main Menu gt Data Entry gt Plot Data Entry /
Planted Woody Stem Entry

• Turn on help at the bottom of the main forms,
  move mouse over something and youll see more
  information about it (orange box).
• Check for errors (optionally after each plot, see
  Main Menu gt options)

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Fill in plot data for your new plots
Main Menu gt Data Entry gt Plot Data Entry

• Parties
• Places
• Location
• Methods
• Size
• Shape
• Environment
• Advanced
• Multiple values picklist
• Try help feature

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Planted Woody Stems
Main Menu gt Data Entry gt Planted Woody Stem Entry

• There's a link directly from the Plot Data
• Or you can link from the Main Menu (Data Entry
  tab)
• Click "planted stemsgtgt" on the Plot Data form or
  the Main Menu

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Planted Woody Stem Entry Tips
Main Menu gt Data Entry gt Planted Woody Stem Entry

• 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.

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Magic Species Picklist
Main Menu gt Data Entry gt Planted 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, or just type a "?" after (part
of) a name. You can search by common name too.
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Unknown Species
Main Menu gt Data Entry gt Planted 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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A stem isn't planted after all
Main Menu gt Data Entry gt 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.

34
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 green picklist appears with "N" (natural stems)
  or "P" (planted).
• Select N or P as required for a particular row
  (the default is planted).
• 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.

35
Add planted stems
Main Menu gt Data Entry gt Planted Woody Stem Entry

• 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

36
Download Plots for Monitoring
Main Menu gt Planning gt View / Add Projects gt
Download Projects
Requires Internet Connection

• Download list of projects this list updates as
  we receive new data.
• 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.

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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
43
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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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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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
53
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
• Data is checked after you finish each line and
  after each plot.

54
Try error checking (all plots)
55
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

57
New Report for Appendix
Main Menu gt Reports

• A new report has been created that exports data
  for each plot and each year, arranged in columns