LWAF Plant Database

1. LWAF Plant Database - AKA “Accession Database” - Please note that this presentation has note pages using PowerPoint notes capabilities

2. Plant Database Usage • “Accession” (catalog) plants • PMD personnel • Project managers • Any volunteer • Provide lists of plants for: • Docents • PMD personnel • Potential visitors to the Arboretum • Any other interested parties • Standard reports available • User-controlled reports available • Update plant information • Add missing information • Correct erroneous data • Revise location data • Online/Multi-user/Multi-tasking

3. Volunteer Internet user Internet Add records Query database LWAF Plants PMD Chair Docent Project Mgr Add/Update records Add docent notes Add/Update records Operational Overview

4. User Plant Database User Interaction Overview 1) Request for Plant List 2) List of plants 3) Update this plant record

5. Show Pictures/More Info Other Perrenials Shrubs Non-Conifers Blooming Conifers By Garden Plants By Name Plant Update Form Standard Online Report Generation Available Standard Reports Update Home Page Report Request • Standard record selection and sorting • One click for viewing pictures/more info • One click for print format • One click for labels • One click to retrieve update form

6. Custom Report Generation Custom Selection Page Home Page Plant Update Form Update Custom Reports Show Pictures/More Info Update List By Accession Condensed By Accession Details Accession Records Details Name List By Garden Condensed • User-specified selection, sorting, report format • One click for viewing pictures/more info • One click for print format • One click for labels • One-click to retrieve update form • Update list available for multi-record update

7. Accession Home Page Select Report Click here to run report Explanatory text

8. Sample Standard Report Click the highlighted name to get Google results for the plant . Click on the question mark to get update form for the record.

9. Requesting a Custom Report Set numbers to indicate sort order Select report format This shows your authorization level Click here to list plants once you have set your selection and sort criteria Enter password here to change authority

10. Creating a Custom Report - Example • Select all maples in the Smith Mossman • Use “By Garden” Format • Order by accession number • Enter password for update Use “By Garden” format Select only maples Smith Mossman Garden only Current authority is “view only” Sort by Accession # Enter update password Click here to run report

11. Sample Custom Report- All Acers in the Smith/Mossman Garden - Click here to print labels Click here to get paginated report Click on question mark to get update form Click here to get Google pictures

12. Plant Update Page- Example - • We got to this page from the report page. • Our objective is to make a simple update the plant record’s notes field for the Arboretum’s docents. 1. This message line provides status to the user. 2. Update made to docent notes 3. Click on the “Revise” button.

13. Example – Record Revised Message indicates that record has been revised. Revision date and time have been updated automatically. Record now contains updated note.

14. Example – Add a Record You got here by clicking on this record listed on a report. Status line. Click “Clear” button to get blank screen for adding a new record.

15. Status information Example: Adding a New Record Will be computed, if left blank All fields are automatically assigned a default value if you do not enter anything in the field. Press this button once all data has been typed in. Note that default values are assigned to fields left blank.

16. Delete Example You arrived here by clicking on this record on a report Status information is shown here. To delete this record, click here.

17. Delete Example- The record shown has been deleted - Status shows that record has just been deleted. If you deleted the record in error, click on the “Add” button to add the record back.

18. Navigation from Plant Update Page Produces report using your last query. Return to report menu. Return to Accession Home Update Lookup Tables.

19. Updating a Lookup Table 1. Select this 2. Enter password 3. Click here 4. Select the table you want to update 5. Click here

20. Updating a Lookup Table To change a record, modify data and click here. To delete a record, click here. To add a record, overwrite an existing record and click here. After making all revision, add, and delete entries, click here

21. Accession Forms – Input and Output This is the input form – available via the help menu This is the output form – available via the custom report menu

22. Accession Forms To get a blank accession from, click here. To print accession records in the same format as the accession form, use this report format.