Introduction to the
CVS-EEP Entry Tool
version 2.2.7
by Michael Lee
October 7, 2009
Don't have a copy of the tool? Get it here: http://cvs.bio.unc.edu/methods.htm
OBJECTIVES
• We'll go through each part of the Entry Tool for
Level 1 Sampling Protocol: Planted Woody
Stems
– Explanation of the Data Entry Tool
– Setting up the Data Entry Tool
• Data Entry Steps:
– Step 1: Project Planning
– Step 2: Level Protocol Choice
– Step 3: Data Entry
• Brief introduction to Level 2 Data Entry
• Error Checking and Report Generation.
What is the Entry Tool?
• A Microsoft Access* database.
• Don't be intimidated! It doesn't feel like a
database.
• Based on VegBank (www.vegbank.org) data
structure.
• Modified to fit our needs – we continue
modification as the protocol evolves.
• It is a single file on your computer, with the
extension .mdb. This file can be downloaded,
copied as a backup, and sent to others so that
they can see or use your data.
*Designed in Access version 2003, works also in 2007, 2002 (XP) and 2000. Not
supported in Access 97 or earlier.
What does the Entry Tool do?
• Organizes the entry process with the Main Menu.
• Forms that allow efficient data entry – lookup data
quickly and avoid redundant typing.
• Data validation ensures that problems are flagged and
then resolved.
• Reports summarize the final data.
• Reports also are printed to provide a basis for Monitoring
(VMD).
• Download template data from CVS - plots, communities.
ALL THIS SAVES TIME AND MONEY AND DELIVERS
BETTER QUALITY DATA!
Getting the Entry Tool
• Download the zipped Entry Tool from the CVS website:
• http://cvs.bio.unc.edu/methods.htm
– cvs-eep-entrytool-v2.2.7
Unzipping the Downloaded File
• Initially, the file is zipped for faster download.
• Unzip the file with WinZip or 7-Zip if you have it.
• Or, unzip the file with Windows Zipped Folder:
–
–
–
–
–
Double click the .zip file.
Single-click to select the .mdb file within that folder.
DO NOT DOUBLE CLICK.
Copy the file (Press Ctrl-C).
Use the "up" or "back" button to go to the regular folder (not the
zipped folder).
– Press Ctrl-V to paste the database file into that folder.
• Close the zipped folder or WinZip or 7-Zip windows.
Startup Issues - Access 2003
• You may get up to two dialog messages:
• Do you want to open a file with Macros?
– CLICK "OPEN"
• Do you want to block unsafe expressions?
– CLICK "NO"
• These can be turned off, see Access help
on security.
Startup Issues - Access 2007
1) Enable Macros
Startup Issues - Access 2007
2) Minimize the Ribbon (Ctrl-F1)
Startup Issues All Access versions
• If Access is new on your computer, it may ask for your
name as part of the Office setup.
• Confirmation Messages are a
part of Access that asks you to
be sure you want to edit data in
certain ways.
– e.g., deleting rows, updating
a lot of data at once.
• These need to be turned off to
use the entry tool.
• Click "Yes, turn
off confirmation messages" if
prompted.
• Messages will be turned back
on after closing the entry tool.
Login
• The Entry Tool keeps track of when records are added or
updated, and by whom.
• This can help track down what happened with data that
may not make sense.
• Select your name if it's in
the list, or enter your
initials and name.
• You can check the box to
log you in automatically
next time.
• Make sure the date and
time are correct.
Unzip and open the entry tool
Main Menu
How to find this form
The Main Menu
•
•
•
•
Shows who is logged in
Message Center
Shows Entry Tool version
Links to CVS and EEP
Websites
• Step 1: Project
Planning
• Step 2: CVS Level
• Step 3: Data Entry
• Step 4: Extras
• Step 5: Reports
• Options
Main Menu
Messages on Main Menu
•
•
•
•
Messages are consolidated at the top of the Main Menu.
Click a message for more information.
Click "x" to delete a message.
Click "xx" if you don't want to see this message again.
Main Menu > Planning > View Existing Projects
Step 1: Project Planning
• View projects or add project manually
– Calculate required number of plots
• Delete project or year(s) of project
• Download projects and plots to monitor
Main Menu > Planning > Calculate Required Number of Plots
Calculate Required Number of Plots
• Fill in data for a single
project.
– Or use as a calculator.
• Enter standard units
(ft).
– Or use alternate units.
– Or specify area.
• Press "calculate!"
– rules for calculation
are available.
****For riparian projects only, wetlands are different.****
Main Menu > Planning > View Existing Projects
Add a project in the new row,
calculate the number of required
plots.
Main Menu > CVS Level
Step 2: Choose a Plot Level
• The level chosen will
change the appearance
of later forms and the
Main Menu options.
• More information about
the five levels is available
with the link at the bottom
of the tab.
• Choose Level 1 and go to
the next tab.
Main Menu > Data Entry
Step 3: Data Entry: Level 1
• Plot Data
• Planted Woody Stems
• You can also check for and view logical
errors on this tab.
• The "extras" tab can be
used to enter people,
projects, references,
species, etc.
• Click "Plot Data"
Main Menu > Data Entry > Plot Data Entry
Entering Plot Data
• Click "Make new plot(s)" to add new plots to your
project.
Main Menu > Data Entry > Plot Data Entry > Make new plots
Adding New Plots
• You must specify project, team, plot, plot
level, and year number.
– Fills in next plot number and current plot level.
– Add a few plots.
Main Menu > Data Entry > Plot Data Entry
Basic Plot Data Entry Tips
• The Plot Form matches
the Plot Data Sheets
closely.
• Tab between boxes
(Ctrl-Tab out of big
ones).
• Use Alt-Down Arrow on
your keyboard to see
the contents of a picklist
without the mouse.
Main Menu > Data Entry > Plot Data Entry
Basic Plot Data Entry Tips
Any
keystroke
Black
arrow:
Picklist:
Pencil:
Just
Record
start
Asterick:
New
Record
is edited
ready
typing
is being
and
pick the
record
for editing, and is
character.
being saved
while
Alt-down
arrow
entered.
Main Menu > Data Entry > Plot Data Entry
Basic Plot Data Entry Tips
• Press escape once to cancel editing one
field.
• Press escape twice to cancel editing the
full row or plot.
• Help is available at the bottom of most
forms.
• Add a party or place name just by typing
the new name -- the entry tool does the
rest.
Main Menu > Data Entry > Plot Data Entry
Picklists: Selecting Multiple Items
• For some picklists in the Plot Data form, you can select
more than one option.
– Soil Drainage, Plot Placement, Salinity, Topography, Hydrology,
Homogeneity, Stand Size, Season, Physiognomy
• Initially, double-click in the picklist or select [multiple].
• Then in a pop-up white box, use ctrl on your keyboard
and click any number of values.
• Press Escape on your keyboard to cancel.
• Press Enter, Tab, or click another field to save selected
values.
• The field will show [multiple] after you
are finished entering, but if you
double click that field again, it will
show you which values are selected.
Main Menu > Data Entry > Plot Data Entry / Planted Woody Stem Entry
Help and Errors
• Turn on help at the bottom of the main forms,
move mouse over something and you’ll see
more information about it (orange box).
• Check for errors (optionally after each plot, see
Main Menu > options)
Main Menu > Data Entry > Plot Data Entry
Fill in plot data for your new plots
•
•
•
•
•
•
•
•
Parties
Places
Location
Methods
Size
Shape
Environment
Advanced:
– Multiple values picklist
– Try help feature
Main Menu > Data Entry > Planted Woody Stem Entry
Planted Woody Stems
• There's a link directly
from the Plot Data
– Or you can link from
the Main Menu (Data
Entry tab)
• Click "planted
stems>>" on the Plot
Data form or the Main
Menu
Main Menu > Data Entry > Planted Woody Stem Entry
Planted Woody Stem Entry Tips
• You can add new stems on the blank bottom line
• Fields are truncated to correct number of digits.
• Notes are available for uncertainty and internal
comments
• Use keyboard arrow keys, and the "Enter" key.
• Help is available at the bottom of the form.
Main Menu > Data Entry > Planted Woody Stem Entry
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
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,
or just type a "?" after
(part of) a name.
You can search by
common name too.
Main Menu > Data Entry > Planted Woody Stem Entry
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 > Planted Woody Stem Entry
A stem isn't planted after all
• Sometimes stems are added in the
Planted Stems Form, but later someone
determines that it should be included as a
natural stem instead.
• Previously, you had to delete this stem
and add it in the Natural Stems Form.
• Now, you can change a stem to "natural"
with a couple of clicks….
Main Menu > Data Entry > Planted Woody Stem Entry
Switch a planted stem to natural
• Bottom of the Planted Stems Form, click: Change stems to
"natural"…
• A green picklist appears with "N" (natural stems) or "P" (planted).
• Select N or P as required for a particular row (the default is planted).
• 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
Add planted stems
•
•
•
•
Select a species
Magic species picklist
Search for species
Fill in source, X, Y, ddh, Height, DBH
– Vigor, Damage, Notes
• Mark stems "natural"
– toggle back to planted, switch entire plot
• Check for errors
– fix errors, ignore errors, check for errors again
Main Menu > Planning > View / Add Projects > Download Projects
How to find this form
Download Plots for Monitoring
Requires
Internet
Connection
• Download list of projects: this list updates as we receive new data.
• 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"
Demonstration of download
Main Menu > Reports > Datasheets for Monitoring…
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… > Print Selected
VMD Field Datasheets
Main Menu > Reports > Datasheets for Monitoring…
Resampling Plots
• Press "Resample Selected" to create a new
version of the plot for this year's sampling.
Print and Resample plots
Main Menu > Reports > Datasheets for Monitoring… > Enter Data
Year 1 vs. Year 2
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.
Enter data on resampled plots
web: http://cvs.bio.unc.edu/methods.htm#datasheets
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.
Main Menu > Data Entry > Natural Woody Stem Entry
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
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
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
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.
Enter Natural Stems
Main Menu > Data Entry
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 > Plot Data Entry
Error Checking - 2
Main Menu > Options >  Perform error checking
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
• Data is checked after you finish each line
and after each plot.
Try error checking (all plots)
Main Menu > Reports
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
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
New Report for Appendix
• A new report has been created that exports data
for each plot and each year, arranged in
columns