Milkweed and Monarch Occurrence Excel Workbook Tool: User Guide

Transcription

1 Milkweed and Monarch Occurrence Excel Workbook Tool: User Guide March 2016 This guide was created as an accompaniment to the USFWS developed Milkweed and Monarch Occurrence Excel Workbook Tool and provides further explanation on the functionality of the Workbook. User Guide Index 1. Brief Introduction on Workbook Content & Set Up 1.1. Data Entry Options- page Tab Information pages 3 2. General Spreadsheet Information & Instructions 2.1. Data Entry pages General Form Information & Instructions 3.1. Form Information page Detailed Form Notes pages Milkweed Data Entry Form 4.1. General Milkweed Form Notes pages Instructions and Options for data entry and manipulation in milkweed form page Monarch Data Entry Form 5.1. General Monarch Form Notes pages Instructions and Options for data entry and manipulation in monarch form pages Appendix A. Data Validation Lists page 15 Photo: Sarina Jepsen, The Xerces Society

2 1. Brief Introduction on Workbook Content & Set Up 1.1. Data Entry Options: There are two options for entering data. The user can enter data directly in the rows of the spreadsheet (see Section 2) or with the Forms (see Sections 3-5). Download the Excel Workbook and save to an appropriate folder on your computer. Please read the welcome tab before using this workbook as it contains additional important information. Upon opening the Excel Workbook, user must enable both editing and content for maximum functionality of Workbook. These will pop up at top of workbook upon opening the file. User will first be prompted to Enable Editing and then prompted to Enable Content. At end of data collection efforts, please return finalized workbook to: Photo: Sarina Jepsen, The Xerces Society 1.2. Tab Information: 1. Welcome Tab see here for introduction and additional important information please read 2. Milkweed Data where user will enter and work with milkweed data 3. Monarch Data where user will enter and work with monarch data 4. Validation Lists 5. Data Dictionary additional information on fields collected 6. Data Dictionary additional information on fields collected 2

3 The highlighted tabs are where the user will primarily work. The data dictionary tabs are there as a reference and for additional information on the data fields. Please DO NOT make any edits in the column ordering (including deletions or additions), data dictionary and validation list tabs. These are directly linked and coded with the form functions and if changed can corrupt the workbook. If new columns are needed by your organization, add them to the end of the column order. 2. Spreadsheet Information & Instructions: 2.1. Data Entry: Data can be entered directly into the spreadsheets, if preferred. Only the yellow fields are required, the rest are optional, however please fill them out if you have the opportunity! If it is preferred to enter only required data, a custom view can be enabled using the Show Only Required Fields button. Likewise all fields can be re-enabled using the Show All Fields button. 3

4 Many columns have data validation which restricts the range of values that can be entered. Those fields will show a dropdown arrow when the user clicks in the cell. In addition a few columns, HabitatAssociation, ManagementActions, Threats, and BehaviorNotes, are multi-select. In these fields more than one value can be selected. To select multiple values, the user should return to the dropdown and make additional selections. The selected items will be added to the cell with a comma between each item. When entering data directly into the MilkweedData tab, it is required that the record have a MilkweedObservation ID. This is should be unique for each observation. If entering the records directly into the spreadsheet, a unique MilkweedObservationID will be assigned automatically by skipping the first two columns (MilkweedObservationID and SiteID) and starting your data entry in a subsequent column (e.g. SiteName). This will automatically 4

5 trigger the new record to be sequentially numbered following the last (largest) ID number used for both the MilkweedObservationID and SiteID. But, If more than one species of Milkweed is found at the site, create two separate records, but code them with the same SiteID value. In this case the user ought to hand enter (or edit) the second column and repeat the value from the first record at that site. Note: When using the forms, MilkweedObservation ID and SiteID are automatically generated except for incidental observations. A Site is a location with defined latitude and longitude coordinates or locality. As such each Site in the workbook should have a unique ID, but more than one observation can share the same Site, so SiteID(s) may repeat throughout the workbook. If Monarchs are observed at the site, the SiteID should be carried over to the MonarchData tab and the subsequent Monarch observation records, essentially linking the Milkweed site to the Monarch observations. 5

6 Table 1. Required Milkweed Data Fields with Cross-reference to Corresponding Form Headings Spreadsheet Column MilkweedObservationID* SiteID* DataType Genus SpeciesSubSpecies ObserverName ObservationDate Latitude Longitude DataProjection Datum CoorDerivation PatchSize_m2 CountType PlantCount Form Headings MilkweedObservationID* SiteID* Data Type Genus Species (Subspecies) Observer Name Date of Observation Latitude Longitude Data Projection Datum Coordinate Derivation Patch Size Count Type Plant Count Table 2. Required Monarch Data Fields with Cross-reference to Corresponding Form Headings Spreadsheet Column MonarchObservationID* SiteID ObserverName ObservationDate Latitude Longitude DataProjection Datum CoorDerivation TotalMonarchCount BehaviorNotes ObservationTime Form Headings Monarch Observation ID* SiteID* Observer Name Date Latitude Longitude Data Projection Datum Coordinate Derivation Total Count Behavior Notes Observation Time (24 hour clock) * These fields may be automatically assigned by the system (although can be edited by the user on the datasheet as needed). When using the form, these fields will be automatically assigned by the system and they are read-only on the form and not editable. They are shaded in a light gray on the forms to indicate they are read-only. 6

7 3. General Form Information & Instructions 3.1. Form Information: 1. Milkweed Form (Button to access is located on Milkweed Tab of workbook) 2. Monarch Form (Button to access is located on Monarch Tab of workbook) These forms are similar in set up. They do collect different/additional data so please be careful as you work through them. If you close a form and need to open it, click button at top of respective tab: 3.2. Detailed Form Notes: Only the yellow fields are required, the rest are optional, however please fill them out if you have the opportunity! To sort the records appearing in the listbox on the form, simply sort the records on the datasheet first. Records can be sorted based on user preference. Be sure to keep column headings in the top row when sorting! For more information on a certain data field you can either; 1) Select the button and/or if there is no information button, 2) Hover mouse over data entry field. Note: if you are using two screens, when you hover over data entry field the information may appear on separate screen. In addition you can refer to the Data Dictionary tabs as needed. 7

8 Please use the date picker to enter a date of observation. Decimal Degrees coordinates are preferred for Latitude and Longitude; please use the Coordinate Conversion (button will take you to website) or Get Coordinates for an Address (button will take you to website, if at all possible. You must save your workbook after adding after adding data directly to the datasheet or after adding data to the datasheet via the forms. Although the records will show up in tables, the data will not be saved unless the entire workbook is saved before closing! To delete records, the user must use the datasheets. There is no option for deleting rows using the forms. 8

9 4. Milkweed Form 4.1. Milkweed Form Notes: The milkweed form is broken down into three sections: Site Information, Milkweed Observation Information, and Habitat Association and Management. Reporting latitude and longitude in decimal degrees is preferred. Link to coordinate converter: If additional information is needed to identify species of milkweed, we recommend visiting these following resources: o Xerces Society Regional Milkweed Guides: o USDA Plants website: All dropdown enabled fields are controlled using data validation. You must use a value in the dropdown, you will not be able to free type in these fields. Use the Comments field if you need to add any additional information. Reminder - Required Milkweed Fields (yellow): See Table 1 for details. Please carefully read the instructions for creating Milkweed records using the form. 9

10 4.2. Instructions for Creating Milkweed Observation Records Using the Form: Create a New Record Update a Record Create a New Record from an Existing Record Create a New Record (using the form) and requiring a Cleared Form to do so Create a Monarch Observation to be associated with a Milkweed Observation. Creating a New Record: 1. Open Milkweed Observation Form, on open the form is empty and the record is blank 2. Fill in fields as appropriate 3. Click button (C) Save New Record 4. An autonumber for the MilkweedObservationID and SiteID will be assigned on Save and the record will be added to the spreadsheet. 5. The form will close displaying the datasheet. To return to the form, click the Open Milkweed Observation Form button. Note: To immediately update this record, return to the form, select the record from the listbox. You may use button (A) Get Next or (B) Previous, and navigate through all the records, click on the desired record, and then make the updates as needed. (See below on how to update a record) Updating a Record: 1. Open Milkweed Observation Form 2. Select the record from the listbox. You may also use button (A) Get Next button or (B) Get Previous to navigate to the record that needs values changed. 3. Make changes to field values as needed. 4. Click button (D) Update Current Record 5. The form will close displaying the datasheet. To return to the form, click the Open Milkweed Data Entry Form Button. To Create a New Record from an Existing Record: This technique is useful when entering a second species observation at the same site 1. Open Milkweed Observation Form 2. Select the record from the listbox. You may also use button (A) Get Next button or (B) Get Previous to navigate to the record that you would like to use as a starting point. 3. Use button (E) Keep Site Values for Another Milkweed Observation, to clear the milkweed specific values and keep the site values. 4. Add the milkweed values 5. Click button (C) Save New Record 10

11 6. The form will close displaying the datasheet. To return to the form, click the Open Milkweed Data Entry Form Button. To Create a New Record (using the form) and requiring a Cleared Form to do so: 1. Click button (F) Clear Data Fields for a New Record 2. Add all values to the fields 3. Click button (C) Save New Record 4. The form will close displaying the datasheet. To return to the form, click the Open Milkweed Data Entry Form Button. A new unique identifier for the MilkweedObservationID and SiteID will be assigned on the exit. And the record will be added to the spreadsheet. Create a Monarch Observation that you want connected to a Milkweed Observation: 1. Select the record from the listbox. You may also use button (A) Get Next button or (B) Get Previous to navigate to the record that you would like to affiliate with a Monarch Observation; Or at initial Milkweed data entry, save milkweed data (C) Save, return to the form, then go to Step Click button (M) Open Monarch Observation Form. 3. Note: The site values and observer information are already populated; these are the values from the Milkweed Observation Form 4. Enter the Date of Observation, Environmental Conditions, and Monarch Observations 5. Click button (C) Save New Record. 6. The form will close displaying the datasheet. To return to the form, click the Open Monarch Observation Form button. Reminder: You must save your workbook before closing the workbook to save all the data you have added! 11

12 5. Monarch Form: The Monarch Form can be used to: 1) Link a Monarch Observation directly to a Milkweed Observation; 2) Create and link multiple Monarch Observations through the season to a previously entered milkweed stand; 3) Create a record for monarch observations that are not sighted at a milkweed location (Incidental Observation); 4) Update/edit a previously entered Monarch Observation Monarch Form Notes: For more information on milkweeds and monarchs in the West, such as comparisons between monarchs and other lookalike butterflies, see the Xerces guide: Reminder - Required Monarch Fields (yellow): See Table 2 for details. 12

13 Please carefully read the instructions for creating Monarch records using the form Instructions for Creating Monarch Observation Records Using the Form: Create a Monarch Observation that you want connected to a Milkweed Observation Create a Monarch Observation from an Existing Monarch Observation Record Create an Incidental Monarch Observation Not tied to a Milkweed Observation Update a Record Create a Monarch Observation that you want connected to a Milkweed Observation: 1. On the Milkweed Form, Select the record from the listbox. You may also use button (A) Get Next button or (B) Get Previous to navigate to the record that you would like to affiliate with a Monarch Observation, then go to Step Click button (M) Open Monarch Observation Form. Note: The site values and observer information are already populated; these are the values from the Milkweed Observation Form 3. Enter the Environmental Conditions, Date of (Monarch) Observation and Monarch Observations, and any Habitat Association and Management information that is specific to the Monarch observation. 4. Click button (C) Save New Record. 5. The form will close displaying the datasheet. To return to the form, click the Open Monarch Observation Form Button. Create a new Monarch Observation from an Existing Monarch Observation Record: This is useful if you are using the workbook to track the phenology of monarchs at a site (e.g. date of observed nectaring, date of observed mating, date of observed egg laying). You can use this form for tracking monarch occurrence throughout the survey season. To do this, you must create a new record for each site visit, thus giving each visit a unique Date of Observation and new Monarch Observations data. We suggest utilizing the None Present box, under Behavior Notes if this form will be used to note the arrival of Monarchs. None Present can be used to track when the site was visited, and the absence (or pre-arrival) of Monarchs noted. Monarch behavior may vary throughout the season. This provides the opportunity to track site use and phenology of monarchs. 1. Select a record from the listbox that you would like to use as a starting point. You may also use button (A) Get Next button or (B) Get Previous to navigate to the record you would like to use as a starting point. 2. Use button (E) Keep Site Values for Another Monarch Observation, to clear the Monarch specific values and keep the site values. 3. Add the new Environmental Conditions, Date of (Monarch) Observation and Monarch Observations, and any Habitat Association and Management information that is specific to the new Monarch observation. 13

14 4. Click button (C) Save New Record. 5. The form will close displaying the datasheet. To return to the form, click the Open Monarch Observation Form Button. Create an Incidental Monarch Observation Not tied to a Milkweed Observation: OR 1. If already in the Monarch Observation Form and not a blank form, Click button (F) Clear Data Fields for A New Record. 2. Add all the values, including a zero in the Incidental Observation field. The zero indicates that the record is not tied to any milkweed record in your workbook. Note: You will be able to add a Site Name but not a SiteID using the form. You may go into the datasheet and add the SiteID, if needed. 3. Click button (C) Save New Record. 4. The form will close displaying the datasheet. To return to the form, click the Open Monarch Observation Form Button. 1. Open the Monarch Observation Form, on open, the form will be blank. 2. Type a 0 in the Incidental Observation field. The zero indicates that the record is not tied to any milkweed record in your workbook Note: You will be able to add a Site Name but not a SiteID using the form. You may go into the datasheet and add the SiteID, if needed. 3. Fill in the rest of the fields as appropriate. 4. Click button (C) Save New Record. 5. The form will close displaying the datasheet. To return to the form, click the Open Monarch Observation Form Button. To Update A Record: 1. Select the record from the listbox. You may also use button (A) Get Next button or (B) Get Previous to navigate to the record that needs values changed. 2. Change the fields as needed 3. Click (D) Update Current Record 4. The form will close displaying the datasheet. To return to the form, click the Open Monarch Observation Form Button. Reminder: You must save your workbook before closing the workbook to save all the data you have added! 14

15 Appendix A. Data Validation Lists 15