SCDC
Data Entry Instructions
This Set of instructions is a guide on how to provide data for the SCDC protected
lands database. This step is one of the most critical in developing a reliable and error free
database. Without the proper data, the database will not be useful to anyone.
How To Provide Data using your computer.
Requires: Microsoft Word 6.0 or later
File: Dataentry.doc (contains a macro, do not disable the macro)
A Microsoft Word form has been created to guide you in the data entry process.
This form looks like a normal Word document, except when you open it you will notice
that you can only enter information in certain locations of the page. You can either click
on a location with your cursor (mouse) or you can navigate through using the TAB key.
For clarification on an entry, you can refer to the Data dictionary (on the last page of
these instructions) that describes each entry. Some entries have a list of selections from a
drop down window. This window will become active when you click on the entry box for
that item, and then click on the down arrow.
Enter the form as best as you can. If there are comments that you want included in
the database for future users include this in the “Memo”. A good example of a memo
might be an in house reference number that you use to identify the project. If you have
comments to send to the data master, include these in the “Data entry Memo”. These
comments will be archived, but not necessarily included in the data set. The “Data entry
Memo” is also the place where you can add an entry that may not have been a possible
choice in a pull down window. An example of this might be a Group Name that is not
currently on the list. Use the Entry # to indicate which entry you want to modify (ex. Item
#13 - The Nature Conservancy).
Saving the Data
Once the form is filled out for one project, you will need to save the data.. Choose
“save as” and for each entry use a file name with: initials, month , day, and temporary
project number. For example;
JG1_23_4
for Josh Greenberg, January 23, Project Temporary Number 4.
2
The naming of the file is not critical, but will make it easier to trace files, and store the
originals. Each project or P-number entry needs to be saved individually. Also be aware
that you are only saving the data you entered to the form, not the entire form.
(Therefore do not re-save the original entry form if prompted.)
How To Provide Data using Paper sheets
Requires: A paper copy of the data form
If using a computer is not possible, you can enter the data on the paper form,
cross referencing the Look-Up tables for entries that have specified entry options. This
method makes more work for you and the data master, but otherwise is the same as using
the computer. The computer form is suggested because it saves time and helps make sure
the data are in the proper format, reducing errors.
Submitting the data
The paper formats will need to be mailed or handed in. The Electronic forms can
be submitted on disk, or emailed either as attachments, or if there are only a couple of
entries they can be embedded in the text. Each project that is submitted will be assigned a
permanent Project number, and this will be returned to you for your own records.
How can you view the data?
There are several ways that people can get access to the data. To see the data
entries and the linked data (1 and 3 components mentioned in the intro.), a copy can be
provided to you in several formats including Access, MS -Excel, or MS -Word.
To be able to view the spatial data as well you will need to be running one of
ESRI’s Arc products. At the moment support is provided to Arc/Info and Arc/View 3.2.
However there is also a free product produced by ESRI called Arc/Explorer and there is a
possibility that in the future this would be supported as well.
Thank you for participating in this data collection effort!
Questions?
Contact:
Joshua Greenberg
SCDC Program Coordinator
360-336-9368
joshg@co.skagit.wa.us
Skagit County GIS
124 West Gates St.
Mount Vernon, WA. 98273
DATA DICTIONARY
Protected Lands Database
Item# Item Name
Field Name
Linked Table
1
Parcel Number
ParcelID
Parcels
2*
Project Number
3*
4*
5*
6
7
8
9
10
11 *
12 *
13 *
14 *
15
16
Item Description
Data Type
Assessor property I.D. number. A unique number assigned to each
parcel or tax division. This number is generated by the Skagit
County Assessor system.
Char
A completed contract or physical alteration under single ownership
with contiguous Pnumber that is completed at a single point in time.
Commonly agreed name (alias) of project established by the project
lead.
Project Alias
ProjName
Projects
Category of ownership (Tribal, Private...etc.)
Ownership Type
Owner TypeID
Owner Types
Donor Name
ProtDonarName
Protection Projects Name of land owner(s) or at time of project completion
Date of project completion (example...date easement was
recorded)
Project Start Date
ProtStartDate
Project expiration date (if one exists)
Project End date
ProtEndDate
Permanent restriction on property title
Perpetual Easement ProtEndDate(Null)
Total project specific funds provided by a public agency
Public Fund Costs ProjCostToPublic
Total value of project specific costs including "in-kind" match money
but excluding indirect costs
Total Costs
ProjTotalCost
Major resource target to benefits from the project activity. (see table
for options)
Resource Target
ResTargName
Resource Targets
Legally binding document or policy providing for resource
conservation
Protection Type
ProtTypeName
Protection Types
Lead Group ID; Organization or Agency responsible for project
completion
Lead Group
OrgName
Organizations
Lead Program ID Program within the Lead Group responsible for
Program in Group
OrgProgName
Organization Programsproject completion
Notes about Project and additional information
Memo
Memo
List of all groups (ID's) involved in the project. This data will be used
in an adjoining table.
All groups
ProjID
* Refers to table with ID links
Project - Org Links
Sample Data
P122234
Int
3
Char
Char ID
Char ID
Date
Date
Logical
Currency
Samish Farm
PR
JS2
4/24/98
6/15/99
Y/N
$123,314
Currency
$300,002
Char -choice Fish
Char -choice Easement
Char ID
CF
Char ID
Char
FL
Notes
Char
DU,SLT
File: datadic.xls
Rev:
5/1/00
File: entryhelp.doc
Rev. 3/7/16