Introduction to the CVSEEP Entry Tool

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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
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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

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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!

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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.
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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.

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Startup Issues - Access 20071) Enable Macros
8
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.

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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.

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Scan through new user tips
Main Menu gt Messages
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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

NOT TODAY
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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
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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.

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

• Parties
• Places
• Location
• Methods
• Size
• Shape
• Environment
• 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. 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 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.

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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.
• 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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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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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