Virginia Save Our Streams Data Entry Interface Instructions Any comments, clarification, or help with the data entry should be directed to Stacey Brown at 804-615-5036 or [email protected] (e-mail is preferred). If you should have any error or see something that should be changed, please let Stacey know! LOGGING IN AND GENERAL INFORMATION 1. To use this online data entry system, you must first register (see figure #1). This will allow you to keep track of data you submit and make any changes to the data you submit. To register please provide: a. E-mail Address (this is necessary to provide you with your password in case you forget). b. User Name – you choose this c. Password – you choose this – it must be at least 5 characters in length Figure 1 2. Once you have registered, you can immediately log in 3. After you log in, you will go to the “Home” page (see figure #2). This page has a menu at the top as well as a list of frequently selected choices. The list of frequently selected choices is as follows: a. Add Data i. Modified Method (Rocky Bottom) Data Entry Form ii. Eastern Muddy Bottom Method Data Entry Form iii. VA SOS Pebble Count and Riffle Stability Index b. View Data i. Submission Reports Figure 2 4. The menu at the top will appear in every page throughout the VA SOS online data entry interface. The menu at the top is as follows: a. Home – takes you back to the main page b. My Profile – takes you to the page with your e-mail and user id. You may edit your e-mail or user id here, or reset your password. c. Add Data – this is where you add your VA SOS data from the Field Data Sheet. More details on this page are below. d. View Data – this is where you can view all VA SOS data entered into this system. Please note, at this time, old data cannot be accessed through this interface (we do hope to make this happen by Summer). More details on this page are below. e. Manage – this is where you can look at the VA SOS Monitoring Sites and add new sites. More details on this page are below. f. Logout – this will log you out of the system ADD DATA To add data into the new VA SOS Data Entry system, select the “Add Data” heading from the header links or the appropriate link under “Add Data” on the data entry “Home” page. 1. For most monitoring, select the Modified Method (Rocky Bottom) Data Entry Form. 2. Once this is selected, a familiar data entry screen is loaded (see figure 3#). It is in similar order to your field data sheet, except you must select your monitoring site first. Figure 3 Selecting a Monitoring Site from the List: 3. Select a monitoring site from the given list by either a. clicking the down arrow and scrolling through the streams and sites until you find your site OR b. Typing the first 2 letters of the name of the stream and selecting the appropriate site 4. If you do not know the site name for your stream either a. Refer to appendix A of this manual to see a list of current sites associated with each stream b. Select a site (that you think is right). Once you select a site, information about the site will be shown just below it (the watershed, county, location, and latitude and longitude). If this is not the right site, just select another site. c. Go to the “Manage” header menu button to look for the correct site. 5. If your site is not listed, you may add a site through the link on the data entry page. Please be sure that your site is not on this list. If you are monitoring at an old site (the site is not new) – your site should be listed in the system. If you are having trouble with your site, it may be listed different than you expect – check Appendix A or go by these general guidelines. If a stream is the South Fork (or another fork) – it may be listed as “Roanoke River, South Fork”, rather than South Fork Roanoke River. Please note, we will be attempting to change all the sites to this nomenclature. Also, if the site is an unnamed tributary, it will likely be written as Named Stream, Unnamed Tributary. For example, Goose Creek, Unnamed Tributary. There are still a few lingering sites that are listed as Unnamed Tributary to Named Stream. Again, we will be changing the nomenclature of these streams in the future. 6. Once you select a site, you will see information about the site show up below the selected site. This information will include Watershed, County, Location, Latitude and Longitude (see figure #4). Figure 4 Filling in the rest of the page: 7. Use the tab key to page through the data entry fields. 8. For the fields: average stream width, depth, water temperature, collection time, please just put the number and not the units (you will get an error if you try to use units). If you feel that you need to put units somewhere, use the first page comments field! 9. When you put in the counts for the macroinvertebrates, the total field, the metric calculation fields, and the final score will be calculated automatically. (Please contact me if it calculates something wrong). 10. For the remainder of the data entry form (habitat assessment), please type in the correct selection for each field. 11. Once you have completely filled in the online data sheet, select submit (or hit the enter key). 12. Once you have selected submit, you will be taken back to the data entry “Home” page, with one change, the following sentence will appear: “The form has been submitted. You may view your submission here.” If you click the here button on the page, you will be taken back to your submission where you can then edit the submission as needed. 13. Once your data is submitted, you can further review it, but it will not be made available to other users until it is “approved” by either your regional coordinator or VA SOS. VIEW DATA 1. To view data that has been entered into the VA SOS database, select “View Data” from the “Home Page” or from the header menu selections. 2. Once you select this, the Submissions page is generated (see figure #5). 3. Basically this page will filter the entire VA SOS Database based upon the criteria you give it. Here are the filters: a. Form – the default is Modified Method (Rocky Bottom) Data Entry Form You must select a form b. View – You must select a view i. Approved ii. My Submissions iii. Unapproved * only for users with administrative rights iv. All Submissions – only for users with administrative rights c. Watershed – Large watershed. You do not have to select a watershed d. County – You do not have to select a county (the county is not tied to the watershed – in other words, if you select a watershed like the Potomac, the counties will not be limited to only those in the Potomac drainage). e. Stream – You do not have to select a stream. Select a stream if you want to see data from all monitoring sites on the stream. If you just want to see the data collected from a single site, use the next filter (Site). f. Site – You do not have to select a site. g. Date – It automatically gives you a one-month window. You will need to change this filter to see data for a longer period. h. Results per page – the default choice is to show 10 records on the page at a time (and you can page through each additional page of records). Figure 5 4. Once you have put in your filters, hit the search button to return the records that meet the parameters of your filter. 5. The data you select will show up below your filter box. The first column gives you options for each record. 6. Select “View” to see the data in the data entry view form. 7. If the data is “yours” (i.e., you submitted the data), the first column will also allow you to edit or delete the record. 8. If you are an administrator, you may also approve the data via the button in the first column 9. Once the data shows up, you may then download the data so that you can analyze the data in an excel spreadsheet. Hit the excel spreadsheet icon and another dialogue box will open to ask if you want to open the document or save it. Make the appropriate choice for your use. MANAGE Selecting the “Manage” button from the header menu will take you to the screen to manage your monitoring sites. When you select sites from the manage screen, it will take you to a list of all the sites with the site information. 1. You can add new sites here, but you cannot edit sites. 2. If you have administrative rights you will be able to edit sites. 3. If you do not have administrative rights, but you need to edit a site, please contact Stacey Brown with your edits. 4. To view information about a site, click on its station identifier 5. You can either use the scroll buttons on the bottom of the stream to scroll through the site list, or you can jump to your site by clicking on the first letter of the stream name in the header of the site list.