1. Advanced Features of the CVS-EEP Entry Tool version 2.2.6 by Michael Lee and Forbes Boyle June 10, 2009 Don't have a copy of the tool? Get it here: http://cvs.bio.unc.edu/methods.htm

2. OBJECTIVES This assumes that you have already worked with the basic features of the Entry Tool: –Creating a project –Adding plots –Basic Entry Advanced Features: –Downloading data for monitoring –Printing monitoring forms –Resampling Plots –Error checking –Level 2 and 3 Data Entry –Report Generation –Uploading Data to CVS –Miscellaneous shortcuts –A look into the next version (2.2.7) Want to try version 2.2.7 today as we go? Download it here: http://snipurl.com/cvs227http://snipurl.com/cvs227 wireless network SSID: workshop

3. Download Plots for Monitoring Download list of projects: this list updates as we receive new data. –DO NOT CLICK THIS TODAY, as we have no internet connection. 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" Main Menu > Planning > View / Add Projects > Download Projects How to find this form

4. Demonstration of download

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

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

7. Resampling Plots Press "Resample Selected" to create a new version of the plot for this year's sampling. –Notes/bugs: do not uncheck the "Print" column. –If you edit year numbers, press "refresh" before printing or resampling. Main Menu > Reports > Datasheets for Monitoring…

8. Print and Resample plots

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

10. 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.

11. Switch a planted stem to natural 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 or press space-bar. 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

12. Enter data on resampled plots

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

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

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

16. Can’t Find Your Species? 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. Main Menu > Data Entry > Natural Woody Stem Entry

17. 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 > Natural Woody Stem Entry

18. Keyboard shortcuts 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 Main Menu > Data Entry > Natural Woody Stem Entry

19. Efficient entry of large stems 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 Main Menu > Data Entry > Natural Woody Stem Entry

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

21. Enter Natural Stems

22. Error Checking - 1 Check for errors in all plots in Main Menu > Data Entry. Some errors are just warnings that a stem is large. Fix errors by filling in required fields, confirming values, fixing mismatches, etc. Ignore errors that are not really errors, or nothing can be done about them. –Ignoring an error once ignores one error on one particular row. –Ignoring an error everywhere will ignore this type of error for all the data in the entry tool (use caution!). –Just because you ignore an error doesn't make the problem go away. If some systematic error was made, it would be good to explain it in the plot notes. Check for errors again, as fixing one error could have created a new one. Main Menu > Data Entry

23. Error Checking - 2 Main Menu > Data Entry > Plot Data Entry

24. Automatic Error Checking Errors can be checked as you enter data. –This is not on by default, but can be turned on here: –Main Menu > Options > Perform error checking after I finish each plot The next version of the entry tool will check data after you finish each line. Main Menu > Options >  Perform error checking

25. Try error checking (all plots)

26. Using the Data Entry Tool to Generate Simple Reports Summary of stems per plot in Excel. – Can choose a subset of plots in "Configurable Stats." Can be copied and pasted into a Word document and used in larger written reports. Main Menu > Reports

27. Using the Data Entry Tool to Generate Simple Reports Export to Excel to provide spreadsheets of stem data, including: 1)Plot Metadata (location, level, year, number of stems [planted and natural], stems per acre. 2)Total number of stems per acre by project 3)Tally of damage – no damage AND vigor categories of stems by species and type 4)Total number of planted/natural stems by plot Main Menu > Reports

28. Plot Metadata Main Menu > Reports > Simple Reports

29. Total Number of Stems per Acre by Project Vigor by Species Main Menu > Reports > Simple Reports

30. ….or use “Customizable Statistics” to only look at a subset of plots Main Menu > Reports

31. Generate Reports

32. Level 3 Data Entry COMMUNITY OCCURRENCE PLOTS:  Used to document abundance of most common species within a plot: COVER CLASS VALUES  Meets standards of Ecological Society of America (ESA) AND Federal Geographic Data Committee (FGDC) to classify vegetation within US National Vegetation Classification (NVC)  Woody stem tallies from Level 2 may also be used Main Menu > Data Entry > Plot Data Entry

33. Level 3: Plot Data Entry Similar to the Levels 1 and 2, except these fields added: 1) Community Classification Determination 2) Cover By Strata Definition 3) Extra Geomorphology and Hydrology values Digital Data Entry Form mimics Field Data Entry Sheets Main Menu > Data Entry > Plot Data Entry

34. Community Classification Step 1: Generate List of NVC Associations: CEGL codes Main Menu > Data Entry > Plot Data Entry

35. Community Classification Step 2: Read community descriptions of acceptable community types (based on named geography, title descriptions, etc.): http://www.vegbank.org/

36. Community Classification Step 3: Select acceptable community type(s), label degree of fit (Excellent, Good, Fair, Poor, Wrong), label confidence of classication (High, Medium, Low), and enter Classifier(s). Main Menu > Data Entry > Plot Data Entry

37. Level 3 Cover Data Entry Similar to the stems forms. Magic species picklist or search for species (more species are shown, not just the woody species). After entering a cover value, it moves cursor to next field. Use arrow keys and enter key Header data appears after you start a row. Main Menu > Data Entry > Cover Data Entry

38. Add some level 3 data Add new plots as level 3. Or upgrade a plot to level 3 from some other level. Communities are not available today, due to lack of internet connection. –They are not included by default in the entry tool due to their not being needed for levels 1 and 2 and their large size.

39. Uploading Data to CVS First check for and resolve any errors. Then close the Entry Tool. Optimal, though Optional –To speed upload, zip the Entry Tool File (with WinZip or Windows Compressed Folders). See Main Menu > Options for how to send your data file to CVS. Main Menu > Options

40. Uploading Data to CVS Main Menu > Options > Instructions for submitting…

41. CVS Field Reference We are working on a more complete version of this with all fields so that you can reference definitions and possible values Possible field values and definitions are online for download to a PDA or smart phone for use in the field: http://cvs.bio.unc.edu/ref/ http://cvs.bio.unc.edu/ref/

42. Advanced Features You can search through the Advanced Features with the blue search box, searching for words in the form. New Option: The Entry Tool can reopen the forms that were open the last time you used it. Main Menu > Options > Advanced features

43. Configuring Picklists Right-click "select plot" picklists to access Configure Picklist Form. Change settings of magic species picklist: –Edit number of characters for genus, species. –Turn off. Change smart plot picklist: –Show only most recent year for each plot –Turn off. Main Menu > Options > Advanced features > Configure picklists

44. Importing from another entry tool We continue to update the entry tool as we find bugs (so please report any you find!) and make improvements. But what if your data are already entered in an older version? Two options: –1) Continue using the old version if possible and submit data with it. Some problems can be patched. Download the new version for next year. –2) Import data into the new version. Main Menu > Options > Advanced features > Import data…

45. Importing from another entry tool - 2 Download the NEW entry tool from http://cvs.bio.unc.edu/methods.htm Open the NEW entry tool. Go to Main Menu > Options > Advanced Features > Import data from entry tool. Click Yes and OK on the dialogs warning you that you are about to delete data. Browse for your OLD entry tool. You should then compact and repair. Main Menu > Options > Advanced features > Import data…

46. Compact and Repair Help Regular compact and repair decreases file size and improves performance. Configure reminders after –Lots of data is deleted. –File size increases significantly. Press the "Compact and Repair now!" button to start. Details of last compact and repairs are shown. Main Menu > Options > Advanced features > Compact and Repair Information

47. Compact and Repair Access 2007 Access 2007 changed many things for the interface, and now automatic compact and repair doesn’t work. You have to start this manually with the Office Orb > Manage > Compact and Repair. Office Orb > Manage > Compact and Repair

48. Default Values Some fields may have the same value for multiple plots. –e.g., parties sampling plots, plot location, stem source, etc. To avoid typing the same information over and over, default values may be set: –Default values never overwrite existing data. –You can overwrite the defaults for any plot by typing a new value in the field. Thanks to SS and MM for suggesting default values. Main Menu > Options > Advanced features > Manage Default Values

49. Setting Default Values Create at least one plot. Open the form containing the field(s) for which you want to set default values: –plot data form, planted stems form, natural stems form, cover form. Enter a value into a field that as a default –e.g., enter " 9/1/2007 " into the "Start Date" field on the plot data form. Right-click on the field to see default options… Main Menu > Data Entry > (any entry form) > right-click field

50. Default Value Options Set as default value… –for new plots/records: default value will be used only for new plots or new records as you type them. This will not affect existing data. –for new and existing records: default values will be used on any new plots or records, as well as replace all blank values currently in your data. The replacement of blank values is not reversible, but you can still type over the values manually. Remove default value: the default value will not be used for any new plots or records, but this will not remove any values used in your existing data. Manage/edit defaults: takes you to a management screen to change, remove, disable default values. Main Menu > Data Entry > (any) > right-click field

51. Confirm Default Value As an example, click "Set as default for new and existing records" on your plot data form's start date. You will be asked to confirm that you would really like to do this. Click "Yes" to continue, updating blanks with the default. Any plots you add later will also use this default, unless you delete or disable it. Click "No" or "Cancel" if you don't want to use the value as a default. Main Menu > Data Entry > (any) > right-click field

52. Removing Default Values Once your default value is set, you can remove it by right-clicking the field with a default value and selecting "Remove default value." –This does not undo any default values that were already written to your plots. Or, right-click any field and select "Manage/edit defaults" and delete the default from the management form. Main Menu > Data Entry > (any) > right-click field

53. Rows of Default Values If you want to set default Parties, Strata, Place Names, etc., you can do so in a similar manner. Here, you specify an entire row as a default instead of just one value. Right-click on the field and select one of the "set default" options (left illustration below). –If right-clicking doesn't show the "set default" options, use the adjacent "defaults…" picklist (right illustration below). A new form will open that allows you to fill in rows that will be added to new plots or all plots (that is, new plots and existing plots), depending on which option you chose. Main Menu > Data Entry > Plot Data Entry

54. Setting Default Rows An instruction screen will tell you to fill in any rows you would like as default. Then you should enter one or more rows that will be used for each plot. In the case of parties, you must also specify a ROLE. Main Menu > Data Entry > Plot Data Entry

55. Removing Default Rows If you enter a row, you can delete it if you change your mind. Right-click on the grey box next to the row (where the black triangle is or a pencil if you are editing that row). Note that this is not the same as right-clicking on the name. Then select "Cut" (or press the Delete key on your keyboard) and the row will be deleted. Main Menu > Data Entry > Plot Data Entry

56. Finishing Default Rows After you have entered all the default rows (in this case, parties) you wish, close the form with the "x" in the upper right of the form. See previous illustrations, but your computer may look different depending your version of Windows. If you specified "set default for ALL plots," you'll get a chance to confirm that you want to add the default parties to all the plots in the database. Click "Yes" if you do. Main Menu > Data Entry > Plot Data Entry

57. Managing Defaults - 1 To see the defaults currently set in the entry tool, manage, or edit them, right-click any field and select "Manage/edit defaults." Or access the same form through the Main Menu | Options | Advanced. Main Menu > Data Entry > (any) > right-click field > Manage

58. Managing Defaults - 2 For each row you may… Change whether the default applies to new plots only or all plots Temporarily disable the single value (or row). This retains the default value so you can use it later, if you re-enable it. Change whether or not you are asked to confirm default values when you add new plots. Change the minimum plot level that the default applies to. Some defaults (e.g., strata) only apply to higher level plots. Edit the default value or delete it completely (same as remove). Main Menu > Data Entry > (any) > right-click field > Manage

59. Managing Defaults - 3 "Global Options" allows disabling defaults. –Default values will not be used on new plots. You can also prevent edits of defaults. –May help prevent inadvertent edits. –If you want to re-enable editing defaults, you must use Main Menu | Options | Advanced. Right-click managing of default values will be blocked. Main Menu > Data Entry > (any) > right-click field > Manage

60. Adding new plots with defaults When you add new plots, a message in the lower right of the screen (outlined in red in the above illustration) tells you if default values will be added to the new plots. A separate confirmation box may ask you to confirm default values. If you check "Skip confirmation messages" for a default value on the management form, this box will ignore that default value (they will still be added, you just won't see the confirmation box about them). –This means that two different numbers of defaults may be reported. You are encouraged to click the "view/edit defaults" button if you aren't sure if your new plots should have the defaults. Main Menu > Data Entry > (any) > Make new plots

62. The next entry tool version (2.2.7, to be released this month) Auto-error check after each LINE (instead of each plot). Error checking all plots will not show errors about plots you downloaded. –These errors are not your errors! Option to reverse orientation of X and Y axes as sometimes happens. Y X is unreadable. the stem map Without this,

63. Choose / design a different theme

64. What else would you like to see added? Send us an email at cvs@unc.edu and tell us!cvs@unc.edu