SaMP Data Entry Documentation.pdf

Land Management Information System

Survey and Monitoring Protocol Database SaMP Data Entry User Manual Version 2.6 June 2018

Prepared for The Florida Fish and Wildlife Conservation Commission by AECOM 1625 Summit Lake Drive, Suite 200 Tallahassee, Florida 32317

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Table of Contents

1 Introduction .................................................................................................................. 1-1

1.1 Terms Used in This Document ............................................................................. 1-1

2 Installation .................................................................................................................... 2-1

2.1 Installation ............................................................................................................. 2-1

2.2 Upgrading to Newer Versions .............................................................................. 2-1

2.3 Prerequisites........................................................................................................... 2-2

3 Using the SaMP Data Entry Add-In ........................................................................... 3-1

3.1 Opening a Sample Event....................................................................................... 3-1

3.2 Starting Data Entry ................................................................................................ 3-2

3.3 Adding New Sample Records .............................................................................. 3-3

3.3.1 Assigning Geographic Features .................................................................... 3-4

3.3.1.1 Drawing Shapes ..................................................................................... 3-4

3.3.1.2 Importing Geographic Features ............................................................ 3-6

3.3.2 Entering Attributes ........................................................................................ 3-8

3.3.3 Special Note on Importing from Shapefiles.Error! Bookmark not defined.

3.4 Editing existing records ........................................................................................ 3-9

3.5 Sorting .................................................................................................................. 3-11

3.6 Uploading Documents ........................................................................................ 3-12

3.6.1 Uploading Sample Event Documents ........................................................ 3-12

3.6.2 Uploading Sample Documents ................................................................... 3-14

3.7 Importing Records ............................................................................................... 3-15

3.8 Deleting Records ................................................................................................. 3-18

3.9 Adding Related Records ..................................................................................... 3-18

3.10 Ending an Edit Session ................................................................................... 3-19

3.11 Uploading Data to SaMP Central Repository................................................ 3-19

4 Glossary ........................................................................................................................ 4-1

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List of Figures

Figure 2-1: Esri ArcGIS Add-In Installation Utility .......................................................... 2-1 Figure 2-2: Opening the Add-In Manager .......................................................................... 2-2 Figure 2-3: Add-In Manager ................................................................................................ 2-2 Figure 3-1: ArcMap Main Window..................................................................................... 3-1 Figure 3-2: Select Sample Event ......................................................................................... 3-1 Figure 3-3: Open Template Screen ..................................................................................... 3-2 Figure 3-4: Start Data Entry Menu Option ......................................................................... 3-2 Figure 3-5: SaMP Data Entry Select Table Screen ............................................................ 3-3 Figure 3-6: Add New Record .............................................................................................. 3-4 Figure 3-7: Draw Shapes Button ......................................................................................... 3-5 Figure 3-8: Showing Shapes on the Map ............................................................................ 3-6 Figure 3-9: Import Shape Button ......................................................................................... 3-7 Figure 3-10: Select a Layer Dialog ..................................................................................... 3-7 Figure 3-11: Enter Lat/Long Button .................................................................................... 3-8 Figure 3-12: Enter Latitude/Longitude Dialog ................................................................... 3-8 Figure 3-13: Adding Attributes ........................................................................................... 3-9 Figure 3-14: List Rows Form ............................................................................................ 3-10 Figure 3-15: Sorting ........................................................................................................... 3-11 Figure 3-16: Advanced Sorting ......................................................................................... 3-11 Figure 3-17: Uploading Sample Event Documents .......................................................... 3-12 Figure 3-18: Upload Documents Button ........................................................................... 3-13 Figure 3-19: Upload Documents ....................................................................................... 3-14 Figure 3-20: Add Document to Sample Record ............................................................... 3-15 Figure 3-21: Import Button ................................................................................................ 3-16 Figure 3-22: Field Mappings ............................................................................................. 3-17 Figure 3-23: Import Confirmation ..................................................................................... 3-18 Figure 3-24: Navigating to Child Records ........................................................................ 3-19 Figure 3-25: Sync Data Menu Option ............................................................................... 3-20 Figure 3-26: Login for Sync .............................................................................................. 3-20

Introduction

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1 Introduction The Florida Fish and Wildlife Conservation Commission (FWC) has contracted with URS Corporation to design and develop the Survey and Monitoring Protocol (SaMP) system to support the management of data associated with wildlife surveys, monitoring projects, and observations on FWC lands.

The SaMP system stores information about survey and monitoring projects, including the sample design, protocol description, data validation rules and data summarization, and also serves as a central repository for the survey and monitoring data. Sample designs are stored in protocols, which define the various types of sample stations and samples recorded at those stations, and can include the documentation about the methodology for collecting and interpreting the data. It can be configured to store a wide range of data, while also sharing common kinds of “lookup” data, such as species names. The key advantage to the SaMP system over other database design tools is that it provides a central repository for both the database design and the data to be collected.

The SaMP system is designed to generate tools to aid in data entry, by creating ESRI geodatabases that follow the data structures defined in the protocol. The SaMP Data Entry ArcMap extension uses the information from the protocol template to automatically generate data entry forms.

This document provides a general guide to the use of the SaMP Data Entry ArcMap Extension. Because the application screens change to match the data design of the SaMP protocol, the screens shown in this document will differ. Refer to SaMP-generated data dictionaries and protocol documentation for information about entering data for a specific protocol.

1.1 Terms Used in This Document

A glossary is included in Section 4 of this document providing definitions of many of the terms used in this document.

Installation

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2 Installation The SaMP Data Entry ArcMap Add-In (SaMPDE) extends the functionality of the ESRI ArcMap desktop GIS application. ArcMap version 10.2 or higher is required for SaMPDE to function.

2.1 Installation

SaMP Data Entry is package as an ESRI Add-In file (.esriAddIn). Simply double-click on the file to start the installation.

The Esri ArcGIS Add-In Installation Utility will open.

Figure 2-1: Esri ArcGIS Add-In Installation Utility

Click the Install Add-In button. When you receive the Installation succeeded message, click OK.

2.2 Upgrading to Newer Versions

Before upgrading to a newer version, if you already have an earlier version installed, you should uninstall the earlier version.

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1. From the ArcMap Customize menu, select Add-In Manager…

Figure 2-2: Opening the Add-In Manager

2. In the Add-In Manager, Add-Ins tab, select SaMP Data Entry Add-in for ArcMap10

3. Click the Delete this Add-In button.

Figure 2-3: Add-In Manager

4. Click Yes when prompted

5. Close down ArcMap.

6. Install the new version following the steps described in Section 2.1.

2.3 Prerequisites

The SaMPDE requires ArcGIS version 10.2 or higher and the Microsoft .Net Framework.

Refer to documentation from ESRI for details on installing ArcGIS. SaMPDE will work with any license level of ArcGIS from Basic to Advanced.

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The .NET Framework is typically included in the Windows 7 and higher operating systems. If not already provided, it can be downloaded from Microsoft at:

https://www.microsoft.com/en-us/download/details.aspx?id=17851

Using the SaMP Data Entry Add-In

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3 Using the SaMP Data Entry Add-In To run SaMPDE, start ArcMap. The functionality of the application is accessed via a custom toolbar added to ArcMap, shown below. Because the toolbars in ArcMap can be dragged and docked anywhere on the screen, the actual position of the SaMP Data Entry menu will vary. If the toolbar is not visible in your main ArcMap screen, it may have been turned off or hidden. To display the toolbar, select CustomizeàToolbarsàSaMP Data Entry Toolbar from the ArcMap main menu.

Figure 3-1: ArcMap Main Window

3.1 Opening a Sample Event

The SaMP Data Entry application is used for editing geodatabases created by the SaMP Desktop for a specific sample event. Refer to SaMP Desktop for more information on the creation of sample events and geodatabases.

To open a sample event for editing, click Select Sample Event to edit from the SaMP Data Entry menu.

Figure 3-2: Select Sample Event

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The application will prompt you to browse to the SaMPDE template. Browse to the folder containing the SaMP Data Entry Template (sdet) file. The template file provides SaMPDE with the information it needs to present the appropriate data entry screens for the protocol the template is based on and where to find the geodatabase file the data are stored in.

Figure 3-3: Open Template Screen

Select the SaMP Data Entry Template file to open. On subsequent uses, the tool will return to the last template used and display it in the main menu. To go to another template, just select the Select Sample Event to Edit option from the main menu again and repeat the steps described above.

3.2 Starting Data Entry

Once you have selected a sample event template, the second menu option on the SaMPDE menu will be enabled (Figure 3-4). The label on this menu option will change to display the name of the Sample Event being edited.

Figure 3-4: Start Data Entry Menu Option

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After selecting this menu option, the main SaMPDE screen is displayed, listing the top-level sample types available for editing.

Figure 3-5: SaMP Data Entry Select Table Screen

By default, this screen only shows the top-level sample types (as configured in SaMP Desktop), hiding sub-tables. To display other tables, click the Show All Tables button.

You can access the data in sub-tables by drilling down from the top-level tables (Routes and Stations in this example), or by clicking the Show All Tables button.

3.3 Adding New Sample Records

To add a new record, click the Add button next to the sample type you wish to add a record for. The data entry screen customized for entering data for that sample type is shown. In the example shown in Figure 3-6, the data entry screen for routes is shown.

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Figure 3-6: Add New Record

Because this route is a spatial component, a note reminding you to create the shape is shown in red. On the left side of the screen is an outline of the sample and relationships to other sample types. In the example protocol used in this document, routes are made up of one or more stations. As you add stations, they will appear in the outline on the left side of the screen.

3.3.1 Assigning Geographic Features

You can assign the geographic shape of the sample by drawing it on the ArcMap screen or by importing from external datasets.

3.3.1.1 Drawing Shapes

To draw a shape, click the Draw Shape button (Figure 3-7). This will activate a tool for digitizing features on the map.

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Figure 3-7: Draw Shapes Button

To draw the feature, click on the map.

Depending on the feature type, you will be drawing a point, line, or polygon on the map.

To draw a point, simply click once on the map where you would like to place the point.

To draw a line or polygon, click on the map once to start the line or polygon, and once again for each vertex. Finish drawing by double-clicking on the last point in the shape.

To keep the shape displayed on the map, check the checkbox next to the Draw Shapes button (Figure 3-8). This displays just this specific shape on the map, highlighted in light blue. You can also select the Show Shapes button from the main toolbar to show the shape of the active record and all child records, such as a route and the stations along the route.

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Figure 3-8: Showing Shapes on the Map

3.3.1.2 Importing Geographic Features

You can import geographic data from other geographic layers loaded in the map. Begin by clicking the Import Shape button.

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Figure 3-9: Import Shape Button

The Select a Layer dialog is displayed, with a drop-down list of available geographic layers. Only those with a matching shape type are shown in the list.

Figure 3-10: Select a Layer Dialog

Select a layer and click the OK button. The selected shape of the selected layer will be set as the shape for the record you are editing.

The third way to enter the spatial component of a record, available only for point features, is to enter the latitude and longitude. To do this, first click the Enter Lat/Long button.

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Figure 3-11: Enter Lat/Long Button

The Enter Latitude/Longitude dialog will appear. You can enter the values as decimal degrees (e.g. 26.44261), or as degrees-minutes-seconds (e.g. 26 26 33.4), or as decimal minutes (26 26.513). The tool will automatically convert decimal minutes or degrees-minutes-seconds to decimal degrees.

Figure 3-12: Enter Latitude/Longitude Dialog

3.3.2 Entering Attributes

Required fields are flagged with red exclamation points (Figure 3-13).

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Figure 3-13: Adding Attributes

Hover the mouse cursor over a field to see a detailed description of the field. Depending on the configuration of the protocol, data entry fields will be displayed with a simple text box, drop-down list, date, or date/time field.

The red exclamation points will be displayed if you enter the wrong type of data. For example, if you try to enter “A” in a field defined in this protocol as numeric, an error will be displayed. Move the mouse cursor over the exclamation point to see a tooltip explaining the nature of the error.

When you have finished entering all required data, the Save buttons on the bottom of the form will be enabled. Click Save and Close to save the record and dismiss the form, or Save and Add New to save the record and start adding a new one.

Click the Cancel Changes button to undo any edits to the records you have edited. Note that this will undo any edits to other records that you have made since last saving.

3.4 Editing existing records

To edit an existing record, click one of the List buttons on the main form (Figure 3-5) to see a table of existing records. If this form is not shown, dismiss the editing form by clicking Save and Close or the red X in the upper right corner of the form.

When you click the List button, a table of rows for the selected sample type are displayed (Figure 3-14). Click the View/Edit button to view one of the rows. You can also add new records from this form by clicking the Add New button. Click the Back button to return to the main form.

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Figure 3-14: List Rows Form

When you click the View/Edit button, the same editing form used for adding a new record is displayed, populated with the data previously entered for this record.

The Editing form starts off in read-only mode to prevent inadvertent changes. To start an editing session, click the Start Editing button on the toolbar at the top of the form. When the editing form is in edit mode, you can edit any records displayed in the outline. You do not have to click one of the Save buttons at the bottom of the form before navigating to other records, but you do have to click either Save Changes to save changes and stop editing or Cancel Changes to stop editing without saving changes. Note that clicking Cancel Changes undoes all changes since you started the edit session, not just those of the current record. You can also add new records while in edit mode.

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3.5 Sorting

You can sort the rows in the table of records by clicking any of the column headers. Click a column header to sort the table by the values in that column. A small “up” arrow icon will appear on the sorted column. Click again to reverse the sort.

Figure 3-15: Sorting

To sort on multiple fields, click the button (in the left-most column header above the View/Edit buttons).

Figure 3-16: Advanced Sorting

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This will open the advanced sorting dialog, allowing you to sort on up to four fields.

3.6 Uploading Documents

Documents can be added to the SaMP database in two ways, either as attachments to a specific samples (only if the protocol has been configured to store documents), or as attachments to the sample event.

3.6.1 Uploading Sample Event Documents

For any protocol, you can attach documents to a sample event. These documents are associated with the sample event in its entirety, not specific sample records (see the next section for more information).

To upload a document, select Upload Documents from the SaMP Data Entry Menu (Figure 3-17), or click the Upload Documents button on the main data entry screen (Figure 3-18).

Figure 3-17: Uploading Sample Event Documents

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Figure 3-18: Upload Documents Button

In the Upload Documents form, browse for the document you want to attach, and provide a description, and then press the Upload button.

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Figure 3-19: Upload Documents

3.6.2 Uploading Sample Documents

Depending on the configuration of the protocol you are using, you may be prompted to add documents to individual station or sample records. Similar screens are provided for attaching files to sample records as those provided for uploading documents to sample events. Refer to protocol documentation to see which sample types have been configured to allow attaching files.

In the example shown below in Figure 3-20, the protocol has been configured to store a photo for a station visit record. Click the Add Document button, browse to the file to attach, enter a description and click Upload.

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Figure 3-20: Add Document to Sample Record

3.7 Importing Records

You can import data from external data sources already loaded in your map. To import data, click the Import button for the table or feature class you want to import to (Figure 3-21).

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Figure 3-21: Import Button

On the Import Records form, select the layer you would like to import records from, and choose whether you want to import selected records or all records. (It is possible to import data from stand-alone tables or Excel spreadsheets, but note that any table that lacks an ESRI-defined ObjectID (OID) field cannot be selected, as ESRI only supports selections on data that has an OID field. When importing from such tables, you can only import all records in the source table.)

The form will then display the field mappings (Figure 3-22). Any fields that have the same data type and name will automatically be matched. Establish any additional mappings that need to be made, and click the Finish button. (Any fields that aren’t mapped will be left blank.).

If you are importing data in ESRI Shapefile format (*.shp and associated files) you may receive a warning if the table you are importing to contains numeric fields that accept nulls. Shapefiles do not support nullable numeric fields, and instead store “0”. Because

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SaMP cannot determine whether a “0” should be interpreted literally as 0, or as null, it will import the values as they exist in the source data. Using other data storage formats, such as the personal or file geodatabase format, is recommended in this situation.

Similarly, date fields in the shapefile format only contain the date value, and not time. If you are importing into a SaMP field defined as date/time, the time value will be set to midnight.

Figure 3-22: Field Mappings

A confirmation screen will appear showing the rows that were imported, prompting you to fill in any missing required data (Figure 3-23).

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Figure 3-23: Import Confirmation

3.8 Deleting Records

To delete a record, you must also be in edit mode, enabling the Delete button at the bottom of the form. If you are deleting a record that has related records in sub-tables, the child records will be deleted as well.

3.9 Adding Related Records

You can drill down from top-level tables to sub-tables using the outline on the left side of the screen. In the example shown in Figure 3-24, you can navigate to the Stations Visit table by clicking on the Station Visit item listed in the outline. This will display a list of the stations associated with the route and a button for adding a new record.

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Figure 3-24: Navigating to Child Records

Add a new record by clicking the Add New button. A form, similar those shown in Section 3.3, will be displayed. In the example protocol used for this document, you can drill down from a top-level Route record through associated Station records, Station Visit records, and finally individual Observation records recorded during a station visit.

3.10 Ending an Edit Session

The editing screen displays two buttons at the top of the form that will end the editing session. Click the Save Changes button to save changes and stop editing. Click the Cancel Changes to stop editing without saving changes. Note that clicking the Cancel Changes button will undo all changes since the edit session started, not just the changes to the current record.

3.11 Uploading Data to SaMP Central Repository

Data entered via the SaMPDE are stored in a local or network geodatabase file. When you have finished entering all data for the sample event, you sync the data to the SaMP repository using the Sync Data menu option.

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1. Select Sync Data from the SaMP Data Entry Menu.

Figure 3-25: Sync Data Menu Option

2. Enter your LMIS Username and Password, and click Next

Figure 3-26: Login for Sync

3. The system will check for changes, perform the sync, and present you with a summary of the records uploaded and downloaded.

Glossary

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4 Glossary Attribute: Defines a property of an individual data element of a sample type, and thus a column or field of a table or feature class derived from the sample type definition. An attribute is stored in a field or column in a data table which contains a set of data values of a particular type, one for each row of the table or feature in a feature class.

Data Group: A collection of sample events defined by the same protocol containing data collected at a specific area (WMA, region, or statewide). Data stored for a sample event may reference the data stored for other sample events of the same data group.

Database: A collection of one or more related tables with no spatial representation.

Domain: Defines a range of valid values (range domain) or a list of valid values (coded value domain) for a given attribute. The use of a domain constrains an attribute to a range or set of valid values for that attribute. Coded-value domains become a drop-down (“pick”) list in the SaMP Data Entry editing screens. Examples include:

· Range Domain o 1 to 100 o Greater than 0

· Coded-value Examples o Yes/No Domain

§ Y: Yes

§ N: No o Sex Domain

§ M: Male

§ F: Female

§ I: Indeterminate

§ U: Unknown Feature Class: A set of data with a geographic representation. Also commonly referred to as a shapefile, spatial table, or layer.

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Field: See Attribute

Geodatabase: a collection of one or more feature classes with spatial representation; may also include tables related to the feature classes

Primary Key: See Unique Key

Protocol: Defines the data to be collected and the methods by which the data are collected (sample methodology) for any type of wildlife or vegetation survey, monitoring project, or observation. A protocol defines the tables and feature classes, their attributes and the relationships between them.

Relationship: A method of linking data between tables or feature classes using key attributes.

Sample Event: A database or geodatabase defined by a protocol containing data collected at a specific area (WMA, region, or statewide) for a specific time period.

Sample Type: A protocol is made up of a user-defined set of stations and samples, collectively referred to as sample types. A sample type defines a physical table or feature class in a database or geodatabase derived from the protocol data definition. For example a sample type may represent a collection of any of the following:

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· Station (a fixed geographic location, such as a trap, tree, blind, study area, transect, or observation point)

· Sub-station (part of a larger station design, such as a trap within an array of traps)

· Visit to or inspection of that station (such as an inspection of an RCW nesting cavity)

· Sub-record of a sample (such as a record of the individual birds observed during the inspection of a cavity)

· Observation (a “one-off” observation at a fixed location at a particular time, but not something regular returned to)

Table: A set of data organized into vertical columns and horizontal rows.

Unique Key: Identifies an attribute or set of attributes that uniquely identify a record in a table derived from the sample type. You must enter unique values for any field identified as a unique key.