Software to Manage EEP Vegetation Plot Data A design proposal Michael Lee January 31, 2011

Major Software System Goals Receive databases sent by monitoring firms Inspect the databases and check for errors Fix errors that can be easily fixed Fill in and standardize data (e.g., lat/long) Return data to firms if substantial fixes are required, and document problems Migrate (copy) data to the central archive Document the status of databases received

The Dashboard and Main Menu

List of Databases The top portion of the dashboard shows databases that have been sent to EEP and manually moved to a specific folder for the purpose of storing EEP Entry Tools. The tool automatically detects new entry tools added to this folder and will be capable of unzipping files that are sent in the preferred zipped format. Databases can be split into batches to help manage files more easily and notes can be added to mark irregularities for reference.

Status of Databases The status of each database is listed so that the EEP data manager can easily see what has happened for each database and whether further action is required. A field also shows whether the database has been sent back to the data submitter for further edits and fixes.

Single Database Detail The details of a single database are displayed at the bottom of the window. Here, further information about Axiom-2011-A (mock data) is shown, including who sent the database and its overall status.

Database Contents: Projects Databases may contain more than one project, and/or more than one year per project. The details about a project-year are displayed for the current database, including project name, whether the project is already part of the archive database, dates, and how many new items need to be added.

Project Details

Project code, name, and year. Sometimes these are incorrect and need fixing. Plots and projects already in the database are recognized to avoid redundancy. Dates of sampling are listed to help resolve errant year numbers. New observations of plots, people, and taxa are marked as a preview of what will be added to the central archive database.

Completing Database Tasks Each database requires a series of steps to be completed. When a step is completed, it is marked as finished with the date.

Database Task: Receiving Files A database is received from a firm An acknowledging receipt of the database file is sent so that firms know the file was successfully sent. A button allows the acknowledgement to be sent effortlessly to the person who sent the database. ( s are sent through the client installed on the database user’s computer.)

Database Task: Error Checking The data are imported to the newest entry tool, which ensures the most robust error checking, and reduces exposure to viruses. Buttons allow quick importing, error checking, and reporting errors to users with just a few clicks. The data are checked for errors, and details of errors are displayed. Simple errors are fixed in the entry tool. More complex errors can be ed to the firm that sent the data, optionally requiring that they resubmit the database.

Database Task: Geocoordinates Using an external free program (Corpscon) State Plane and UTM Coordinates are converted to standard lat/long. Plot locations can be checked with a button that maps the plots onto a map on the web. If some errors have been corrected by the EEP data manager, this is marked. The date a user is ed is also noted. This helps track down people who haven’t replied to requests to fix data.

Database Task: Final Fixes, Migration If errors are not significant, a user can send a few pieces of missing or corrected information (one plot’s coordinates or date). The new data in the database is migrated (copied) into the central archive database. Entry files are backed up. The EEP data manager corrects simple errors that are easy to fix. If the firm is required to resubmit their data, this database is discarded and a new version is processed when it is received. 2/17/11 2/18/11

Tasks are repeated for each database received Database statuses: New Errors checked Some errors fixed Ready to migrate Migrated successfully If problems are encountered (red highlighting): Returned to firm to fix errors No data to migrate Migration failed