User Manual
Tribal Hatchery Reform and Hatchery Funding Needs Database
(THR / HFN)
http://manta.nwifc.wa.gov:7777/pls/htmldb/f?p=106
7-30-07
Database Access- Welcome Screen
1) Upon entering the THR / HFN application the user first needs to decide whether
to a) enter new record, b) review existing records, or c) to develop canned reports
based on the current content of the database. To enter new simply press ‘Create
New Record’. To edit an existing record press ‘Edit Existing Record’. To run
reports press the ‘Run Reports’ button. These buttons are all present on the
Welcome screen which appears upon logging into the system.
2) Upon pressing either ‘Edit Existing Record’ or ‘Run Reports’ button on the
Welcome screen, a criteria selection screen will appear. As a reminder, the
purpose of these criteria is to narrow the number of records you wish to retrieve.
In most instances, tribes should generally start by selecting their tribe and then
other criteria based on the final set of records the user would like to review or
base a report upon. Each criteria is hyperlinked, press the hyperlinked criteria and
a definition will be provided. Once records are retrieved, the user also has the
ability to sort rows by column name. To sort records, simply double click on the
column name. Record sorting can be done in either ascending or descending
order. For reference purposes the criteria /fields are also defined within the user
manual after the Database Processes section.
Database Processes
Creating New Record
To enter a new record the first step is to select ‘Enter new record’ button on the
Welcome page. The next screen to appear allows the user to fill out the primary
information relating to the record (Figure 1.). Primary information are those fields
that will only contain one value. For instance there will only be one tracking number
per record. Certain values are required; these values are viewed as minimum
requirements for a record to be created. Once all the required primary information is
entered then press the ‘Create Project’ button at the bottom of the page. The user will
then be allowed to add additional details pertinent to the record. This additional
“detailed” information can have multiple values. For instance, if an improvement at a
hatchery could impact more than one species of salmon, the user would be allowed to
select more than one species. To enter new detail values press the ‘create record’
button under the each type of data the user chooses to add values to.
Once the user has completed entering all the desired detailed information the ‘Submit
Record’ button needs to be pressed at the top of the page. The newly created record
is then stored in a temporary table. New records that are stored in a temporary table
are reviewed by NWIFC staff to ensure the record additions are complete. Records
are also checked to verify that those proposing to make changes to the database are
tribal representatives that maintain the ownership of the records being added or
changed.
Once a new record has been created or an existing record is edited you will be able to
retrieve the record under the ‘Edit Data’ tab. The ‘Select Submitted Record’ button
will allow the user to access a previously submitted new record or an edited existing
record to make additional changes as necessary. Submitted records will be available
for editing until they have been reviewed for inclusion into the permanent database.
NWIFC plans to routinely check for record new records that have been submitted by
the tribes for inclusion into the permanent database. However, users are encouraged
to contact either Jason Norton or Dietrich Schmitt after making changes to the
database in order to expedite the inclusion of these changes in permanent database.
Once new records and changes to existing records are reviewed by NWIFC, the
records will be available for reports within the web application.
Figure 1. New Record Entry Screen
Editing Existing Record
To edit an existing record the first step is to select the ‘Edit Existing Record’ button
on the Welcome page. Next select criteria that isolate those records that require
editing. Upon retrieving the record to be edited, press the edit icon under the edit
column (far left-hand column). The next screen to appear contains all the information
relating to a record (Figure 2.).
When reviewing records under the ‘Select Record’ option, an ‘Edit’ button may or
may not be present. If the button is present the user will be permitted to edit the
existing record. Select the ‘Edit’ button and proceed to the next paragraph for further
instructions. However if the ‘Edit’ button is not visible, this means that a record is
being held in the temporary table for inclusion into the permanent database. Records
in the temporary table can be edited by selecting the ‘Select Submitted Record’
button. Previously edited records will be available for further editing until the
submitted records are inserted into the permanent database as described earlier in the
create new record section. When reviewing records under the ‘Edit Existing Record’
button, the third column from the right titled ‘Change’ is used to identify records that
have been edited. If there is no value in this column, it can be assumed that the
record has not been submitted for review.
It is important to note that the data entry for editing existing records is similar to
entering data to a new record. First the user will be prompted to enter primary
information relating to the record. Upon entering the necessary primary information,
select the ‘Apply Changes’ button at the top of the screen. At this point you will be
able to enter record details at the right-hand side of the screen. As mentioned before,
the detailed information can have more than one value within a field. To enter new
values press the ‘create record’ button under the field you choose to add values to.
To delete values, determine the row to be deleted then press the icon to the left-hand
side of the value. Whether entering new values or deleting existing values the user
will need to press the ‘Apply Changes’ once the detail edits are complete.
Figure 2. Individual Record Information
Run Reports
The true value of the THR / HFN database is its ability to run canned reports that
provide useful information. These reports provide an accounting of tribal projects
that have been completed and also provide a quick means of developing cost
estimates for the purpose of soliciting funds.
To run reports press ‘Run Reports’ button on the Welcome page. Once the ‘Run
Reports’ is selected, a screen appears allowing the user to select specific criteria
which the report will be based on. These criteria are identical to those used to
retrieve existing records. Consult the criteria descriptions at the end of the user
manual should any questions arise about the interpretation of these criteria. Once the
criteria are selected then press ‘Retrieve’. The ‘Retrieve’ button will retrieve the
records used in the report. Once the records have been retrieved, the report type can
be selected.
Reports types:
Report with Cost: Report is a tabular report that provides basic details pertaining to
the record.
Report without Cost: Report is a tabular report that provides basic details pertaining
to the record. This report differs from Report with Cost report in that it contains any
comments that were associated with the project or recommendation.
Money Needed Report: Report is a tabular report that provides a listing of projects
where funding is needed. The report includes those records where the ‘Fully
Funded?’ field is No.
Money Spent Report: Report is a tabular report that provides a listing of projects
where projects have a status of ‘complete’ and have a ‘Yes’ in the ‘Fully Funded?’
field.
Ongoing Projects Report: Report is a tabular report that provides a listing of projects
that have the same Ongoing ID and includes a total cost associated over the number
of years the project has been ongoing.
Project Type Report: Report is a tabular report that provides a listing of projects that
fall into the same project type.
Full Detail Report: Report is the only one that displays all the information pertaining
to a single record. This report is accessed differently than the previous reports. In the
report criteria selection window for each record that is listed, there is an icon in the
far left-hand column titled ‘Full Detail Report’. Press this icon and a printer friendly
report will be generated. In printer set-up, be sure to select landscape mode so that all
information will be visible on a standard 8x11 page.
Criteria / Field Definitions
Track id: The Track ID is the unique identifier that is used to differentiate individual
records within the database. This value is automatically assigned by the database.
Tribe: The Tribe field is used to relate each record to the primary tribe responsible
for maintaining the record, or the tribe promoting the project, or the tribe to which a
recommendation applies.
General Category: General Category is used to broadly categorize individual records
into three basic types: Facility, Monitoring, and Program Change. Each database
record can only belong to one of these categories.
Facility: These are projects that involve physical improvements to hatcheries.
These include maintenance and rehabilitation, implementation of new technology,
and capital equipment purchases used in hatchery operations.
Monitoring: These are projects that are used to monitor and evaluate hatchery
practices.
Program Change: These are hatchery actions that involve either changes to
program size or a change in a hatchery practice.
Project Type: Project Type is used to more precisely categorize individual database
records. Project types fall under a specific General Category (see previous
definition). Database records have the potential to meet the intent of more than one
project type. Therefore a user can select more than one project type for each record.
Project type is restricted to a General Category. That is, once a General Category is
selected the user can only select those project types that fall under that category. The
project types are defined as follows:
Facility Project Types (F):
Hatchery Maintenance: Projects developed to repair of facilities, repair or replace
existing equipment or vehicles.
Facility Effectiveness Improvement: Projects that result in efficiency /
effectiveness improvements which include facility modifications or the addition
of new technology (i.e. equipment purchases) that reduce operational costs or
increase survival of fish reared.
Genetic / Biological Facility Improvement: Projects that result in facility
modifications implemented to provide genetic/biological benefits for the species
reared (e.g. installation of a weir for broodstock management or converting
conventional ponds to Natures rearing ponds). This selection is also appropriate
to use to indicate facility projects that will have a positive effect on fish health.
Construction to Increase Rearing Capacity: Projects involve the construction of
additional rearing containers and/or expanding existing containers to increase
rearing capacity.
Environmental Compliance Modifications: Projects that involve upgrading or
modifying existing facilities to comply with environmental regulations (e.g.
NPDES requirements).
New Facility Construction: Projects involve constructing an entirely new facility
at a place where one did not previously exist.
Monitoring Project Types (M):
Broodstock Management: Projects include operation of weirs or other methods
used to control the proportions of hatchery origin fish on the spawning grounds or
projects to control optimum ratio of HORs / NORs in hatchery broodstock.
Monitoring of Natural Spawning Populations: Projects designed to ascertain the
contribution of hatchery origin adults to naturally spawning populations.
Genetic Baseline Studies: Investigations of population relationships or genetic
health.
Fish Health: Projects include fish health investigations, treatment evaluations and
disease monitoring.
Environmental Monitoring: Projects involve monitoring and evaluation as
required by environmental regulations (e.g. effluent monitoring).
Evaluation of Rearing Practices: Projects involve evaluations of different rearing
strategies (e.g. natures rearing or size and time of release studies).
Evaluation of Program Size: Projects that involve evaluations of program size to
see whether current objectives are being met.
Juvenile Post Release Monitoring: Projects include juvenile outmigration rates
and timing, hatchery-wild interactions and habitat preferences (e.g. smolt traps).
Harvest Contribution Monitoring: Projects primarily designed to ascertain the
contribution level of hatchery origin fish to specific fisheries.
Program Change Project Types (P):
Change in Hatchery Program Intent: Selection indicates a change in program
intent (e.g. the program has changed from integrated to segregated or program
objective changed from harvest to conservation or vice versa).
Change in Stock Used: Selection would be used if hatchery program switches
stocks for any number of reasons (e.g. program switches to a more ‘locallyadapted’ stock).
Change in Broodstock Acquisition Method: Selection indicates that the method
for collecting broodstock has changed. This might include switching from
receiving progeny from other facilities to establishing own broodstock collection
facilities. Could also include a change in capture methods of adults (e.g. changing
to hatchery volunteers from in-river net captures).
Change in Spawning Protocol: Selection indicates that spawning protocol has
changed (e.g. mating scheme change, change in fertilization method or change in
broodstock holding procedure has occurred).
Change in Fish Health Practice: Selection indicates that change has occurred that
results in a benefit to fish health.
Change in Incubation / Rearing Strategy: Selection indicates that some facet of
rearing has changed (e.g. program has changed from conventional to natures
rearing or program has changed from a yearling to fingerling release strategy).
Change in Release Practice: Selection indicates that a release practice has
change. This might entail changing a release site or size at which fish are
released.
Reduction in Production: Selection indicates an existing program has reduced its
production goal.
Increase in Production: Selection indicates an existing program has increased its
production goal.
Continue Current Practice: Selection is used to indicate that outside entity (e.g.
HSRG) has reviewed a certain hatchery practice and has indicated that the
practice should continue.
Initiate New Hatchery Program: Selection indicates that program is new.
Recommendation Source: Recommendation Source is used to quickly isolate those
records that pertain to recommendations developed by a specific entity or document
(e.g. HSRG or Co-managers Hatchery Resource Management Plan).
Facility: Facility identifies the specific hatchery to which the record applies to.
Fund Source: Fund Source is used to identify the specific source of funds that either
a project would meet the intent for, has been proposed for funding under, or has been
funded by.
Year Proposed: Year Proposed is the fiscal year in which the project was proposed.
Year Completed: Year Complete is the year in which the project was completed.
Status: The status of individual records can fall under one of the following
categories.
Abandoned: These are projects that were initially proposed or funded but for
whatever reason were terminated.
Complete: These are projects that have been completed.
In-Progress: These are projects that have received funding and are actively
moving towards completion.
Disagree with Rec: This status relates to recommendations that the
tribes have no plan to implement and disagree with the general premise of the
recommendation.
Ongoing: These projects that can be characterized as long term, for which funding
would be needed to span multiple fiscal years. Ongoing projects will be
considered ongoing until the long term monitoring has ceased. A new record
should be created for each time a specific amount of funds is requested to
continue the ongoing project.
Proposed: These are projects that have been proposed but have not yet received
funding.
No Longer Applicable: This status applies primarily to recommendation records.
The selection indicates that the record is no longer applicable (e.g. a
recommendation may suggest changing a specific rearing practice for a particular
program that has been discontinued).
Unable to Implement: This selection indicates for whatever reason that a
recommendation can not be implemented at this time. This selection should also
be accompanied with language in the comments field that describes the
limitations for choosing this selection.
Unknown: These are projects where the person performing data entry is
unfamiliar with the actual status of the project.
Ongoing ID: This is a unique identifier used to link records that comprise a single
long-term monitoring project. This field recognizes that often long-term monitoring
projects are often funded in smaller time increments (e.g. on an annual basis). Note
that this value is added by the system administrator. The user should identify records
that they would like to have the same Ongoing ID in the comments field.
Fully Funded: This field is used to document whether a project has received the
total amount of funds needed to complete the project. Projects that are categorized as
ongoing should be considered fully funded for those years that have received it.