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.

4. 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.

7. 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)

10. 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.

11. 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

13. 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

14. 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.

15. 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

16. 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.****

17. Main Menu > Planning > View Existing Projects Add a project in the new row, calculate the number of required plots.

18. 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

19. 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"

20. Main Menu > Data Entry > Plot Data Entry Entering Plot Data • Click "Make new plot(s)" to add new plots to your project.

21. 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.

22. 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.

23. 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

24. 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.

25. 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.

26. 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

27. Main Menu > Data Entry > Plot Data Entry Fill in plot data for your new plots • Parties • Places • Location • Methods • Size • Shape • Environment • Advanced: • Multiple values picklist • Try help feature

28. 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

29. 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.

30. 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

31. 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, or just type a "?" after (part of) a name. You can search by common name too.

32. 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

33. 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….

34. Switch a planted stem to natural 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. Main Menu > Data Entry > Planted Woody Stem Entry

35. 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

36. Main Menu > Planning > View / Add Projects > Download Projects How to find this form Download Plots for Monitoring 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"

37. Demonstration of download

38. Main Menu > Reports > Datasheets for Monitoring… Printing Monitoring Datasheets • Select the plots you want to print (today, all plots) • configure notes and map size • press "Print Selected"

39. VMD Field Datasheets Main Menu > Reports > Datasheets for Monitoring… > Print Selected

40. Main Menu > Reports > Datasheets for Monitoring… Resampling Plots • Press "Resample Selected" to create a new version of the plot for this year's sampling.

41. Print and Resample plots

42. Main Menu > Reports > Datasheets for Monitoring… > Enter Data Year 1 vs. Year 2

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.

44. Enter data on resampled plots

45. Level 2 Natural Stems Datasheet web: http://cvs.bio.unc.edu/methods.htm#datasheets • 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.

46. Level 2 Natural Stems Entry Main Menu > Data Entry > Natural Woody Stem Entry • Don't forget the header info (especially minimum stem size sampled = cut-off).

47. Keyboard shortcuts Main Menu > Data Entry > 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

48. Efficient entry of large stems Main Menu > Data Entry > 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

49. Main Menu > Data Entry > Natural Woody Stem Entry 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.

50. Enter Natural Stems