1 Rev 2: 3/4/2014 LWAF Plant Database - AKA “Accession Database” - Please note that this presentation has note pages using PowerPoint notes capabilities

2 Rev 2: 3/4/2014 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 Rev 2: 3/4/2014 Operational Overview Add records Add docent notes Query database Add/Update records Volunteer Docent PMD Chair Internet user Add/Update records Project Mgr LWAF Plants

4 Rev 2: 3/4/2014 User Interaction Overview List of plants Plant Database Update this plant record 1) 2) 3) User Request for Plant List

5 Rev 2: 3/4/2014 Standard Online Report Generation Plant Update Form Show Pictures/More Info Blooming Other Perrenials Shrubs Non-Conifers Conifers By Garden Plants By Name Update 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 Home Page Available Standard Reports Report Request

6 Rev 2: 3/4/2014 Custom Report Generation 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 Plant Update Form Update Show Pictures/More Info Accession Records Update List By Accession Condensed By Accession Details By Garden Name List Custom Reports Custom Selection Page Home Page

7 Rev 2: 3/4/2014 Accession Home Page Explanatory text Click here to run report Select Report

8 Rev 2: 3/4/2014 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 Rev 2: 3/4/2014 This shows your authorization level Enter password here to change authority Set numbers to indicate sort order Click here to list plants once you have set your selection and sort criteria Select report format Requesting a Custom Report

10 Rev 2: 3/4/2014 Creating a Custom Report - Example Select only maples Enter update password Sort by Accession # Select all maples in the Smith Mossman Use “By Garden” Format Order by accession number Enter password for update Smith Mossman Garden only Current authority is “view only” Use “By Garden” format Click here to run report

11 Rev 2: 3/4/2014 Sample Custom Report - All Acers in the Smith/Mossman Garden - Click here to get paginated report Click on question mark to get update form Click here to get Google pictures Click here to print labels

12 Rev 2: 3/4/2014 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. 3. Click on the “Revise” button. 2. Update made to docent notes 1. This message line provides status to the user.

13 Rev 2: 3/4/2014 Example – Record Revised Record now contains updated note. Message indicates that record has been revised. Revision date and time have been updated automatically.

14 Rev 2: 3/4/2014 Example – Add a Record You got here by clicking on this record listed on a report. Click “Clear” button to get blank screen for adding a new record. Status line.

15 Rev 2: 3/4/2014 Example: Adding a New Record Status information 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 Rev 2: 3/4/2014 Delete Example Status information is shown here. You arrived here by clicking on this record on a report To delete this record, click here.

17 Rev 2: 3/4/2014 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. Delete Example - The record shown has been deleted -

18 Rev 2: 3/4/2014 Navigation from Plant Update Page Return to Accession Home Produces report using your last query. Update Lookup Tables. Return to report menu.

19 Rev 2: 3/4/2014 Updating a Lookup Table 1. Select this 2. Enter password 4. Select the table you want to update 5. Click here 3. Click here

20 Rev 2: 3/4/2014 Updating a Lookup Table To change a record, modify data and click here. After making all revision, add, and delete entries, click here To add a record, overwrite an existing record and click here. To delete a record, click here.

21 Rev 2: 3/4/2014 Accession Forms – Input and Output This is the input form – available via the help menuThis is the output form – available via the custom report menu

22 Rev 2: 3/4/2014 To get a blank accession from, click here. Accession Forms To print accession records in the same format as the accession form, use this report format.