User Manual for Reporting Tools on Article 12 (Birds Directive) & Article 17 (Habitats Directive)

User Manual for Reporting Tools on Article 12 (Birds Directive) & Article 17 (Habitats Directive) Prepared by Brian Mac Sharry and Zelmira Sipkova (MNHN) Version 1 Date: 24 th April 2012 EEA European Topic Centre on Biological Diversity (ETC/BD), Page 1 / 25

The present document aims at providing guidance to users of the Reporting Tools on Article 12 of the Birds Directive and Article 17 of the Habitats Directive. In addition, it includes information on the QA/QC rules (Annex 1) and the data specifications (Annex 2). As a background to this user manual and the corresponding Reporting Tools, the user should be familiar with the Reporting Format and the Explanatory Notes and Guidelines for both Directives. These documents and additional information are available on the Reference Portals for both Directives Article 12: http://bd.eionet.europa.eu/activities/article_12_birds_directive/reference_portal Article 17: http://bd.eionet.europa.eu/article17/reference_portal In addition to the information that currently exists on these sites a FAQ section will be added as well as any additional documentation on the more technical aspects of the tools. Downloading the Tool: The tools can be downloaded from the following site http://bd.eionet.europa.eu/activities/reporting_tool/reporting_tool_software Both Reporting Tools are available as MS Access databases and will work in MS Access versions 2003, 2007 & 2010. The tools consist of 2 databases a frontend (article12 frontend.mdb, article17 frontend.mdb) for entering the data and an associated database where the data is stored (Article12 database.mdb, Article17 database.mdb). These databases are linked so you need to ensure that they are both stored in the same folder. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 2 / 25

How to open the tool Double click the frontend database i.e. article17 frontend.mdb and this opens the first form This opens up the database and the first form you see gives you the option to 1. Set the Role, to do this click Edit then 2. Select the Role Data reporter or Coordinator 3. Set the country code from the drop down list 4. Set the Reporter code (can be a mix of text and numeric) The country code is selected from a drop down list and contains the ISO 2 digit codes. The Reporter Code can be a combination of text and numbers. There are two possible Roles which have different user rights ; Data reporter is the basic user, you can enter data but cannot edit the data of another user Coordinator is the administrative user who has the same rights as the Data reporter but in addition can edit the data of another user. There can be several persons having coordinator rights (but please note that there can be only one official national data coordinator who has the right to submit the national reports to the ReportNET). EEA European Topic Centre on Biological Diversity (ETC/BD), Page 3 / 25

General Report The General report is filled out only once. Fill it out as per the instructions and guidance given in the Reporting Format and the Explanatory Notes and Guidelines... EEA European Topic Centre on Biological Diversity (ETC/BD), Page 4 / 25

You fill out each section and can navigate between tabs by clicking them (1) or by use the arrows (2). What do the buttons do? Print Preview? It gives you an overview of the document. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 5 / 25

Export to XML? Exports the file to XML for upload to CDR. Validate report? Tells you which fields are empty or are incorrectly filled. Some fields are mandatory, other optional. Please refer to the Reporting Format for further details. When you click 'Close' it will tell you that some fields are empty, you can accept or reject this notice but your data is still saved Checklist Note: There is a link between the checklist and report, so if you would like to edit the checklist do so before you start filling out the report. The checklist is already filtered based on your Country but can be modified by you to add records, delete records or edit records (Only the Coordinator role can add and delete). The following example is of the Article 17 Species Check list (though the example is equally valid for the Bird Checklist and Habitats checklist as well) EEA European Topic Centre on Biological Diversity (ETC/BD), Page 6 / 25

To open click Species Checklist. To edit data: When you open the checklist you will see that it is prefilled based on the checklists that were discussed between the ETC/BD and the Member States. You are not able to edit the greyed out fields (species code, species name, Region) except to 'delete them'. You can however change the 'Presence' and add a comment or justification for this. If you do not enter a comment, the tool automatically enters the time stamp. However, it is highly recommended that you add a comment for any changes to avoid problems later on at the EU level assessments. To delete a record: When you select the record you want to delete click 'Delete' button; you will get a message saying "The record is predefined, it cannot be deleted, status will be set to 'Not Present'", and the presence is changed to 'Not Present'. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 7 / 25

To add a new record: Click 'Add New'; you select the 'Code' from the drop down menu this automatically adds the name, you can select the region (filtered for your country), the presence, add a comment and select the Annex II category. You can add any species in the entire check list. Click Close to save this change. This will then appear in the Species Checklist What do the buttons do? Filters: EEA European Topic Centre on Biological Diversity (ETC/BD), Page 8 / 25

They allow you to filter the checklist for a species code, name, region, presence e.g. to select all species codes 5* (that is all species codes beginning with 5), create your filter and then click 'Set Filter', to clear select 'Clear Filters' Export Table: Exports the checklist to an Access database with a table called by default 'data_species_check_list_exp' This can be useful if you need to update a checklist and send it to other user. Import Table: You can import another table (in the same format) but it will overwrite your existing check list this could be useful if you are sending out an updated check list to other users. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 9 / 25

Rest Checklist: The old species checklist will be deleted Export XML: Exports the file to XML. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 10 / 25

Reports Note: There is a link between the checklist and the report, so if you would like to edit the checklist do so before you start filling out the report. Article 17 example from Species report: To start off with click Add New species report, this brings you to the following screen. Note: The time stamp in the bottom left hand corner. Note: 1.1.1 distribution map this is just to indicate that a map will be provided, the resulting spatial dataset will be uploaded separately in ReportNET. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 11 / 25

You can start using the Audit Trail to provide background information on the reasons you choose specific values, this will be discussed later. To get to the next stage click Add region and this brings you to the following tab. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 12 / 25

You can navigate the sub forms either through the arrows or by clicking the tabs themselves. When filling in an area the tool allows you to enter up to 5 decimal places. The dates/periods are in the format YYYY YYYY, the tool will flag up as an error any other variation. Note: When using your mouse be careful using the 'roller' on your mouse as when you roll this it brings you to a new record you can use this to navigate through records. The rest of the forms have a similar structure. There are a series of drop down menus for you to select your predefined value; there are numeric fields for numbers, tick boxes and free text fields. When you go to make your assessment, the tool shows you the relevant values from the preceding sub forms and as you select an assessment it colour codes it for you. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 13 / 25

When you have finished filling in the report click Validate Region to generate a QA/QC report for the region or go back to the Species report window and click Validate to run a QA/QC report on the entire report. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 14 / 25

Article 12 example from Birds report: You start off by selecting the Birds report. You then Add a new report. This gives you a blank form from which you select the species from the Species Checklist item drop down menu. This automatically pre fills a number of fields. You can navigate the sub forms either through the arrows or by clicking the tabs themselves. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 15 / 25

Note: The time stamp in the bottom left hand corner. Note: 1.1.1 distribution map this is just to indicate that a map will be provided, the resulting spatial dataset will be uploaded separately in ReportNET. Note: When using your mouse be careful using the 'roller' on your mouse as when you roll this it brings you to a new record you can use this to navigate through records. The rest of the forms have a similar structure. There are a series of drop down menus for you to select your predefined value; there are numeric fields for numbers, tick boxes and free text fields. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 16 / 25

Species report Window (Example from Article 17) In the Species report window you are able to manage your reports, edit your reports, add reports, check who created a report etc. Where you have 2 reports for the same feature they are highlighted. Through this window you can perform a number of functions.. Edit coordinator only Allows you to edit a report created by you or any other actor. Delete coordinator only Allows you to delete a report either one created by you or by another. Diff coordinator only This allows you to compare the difference between 2 reports for the same feature. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 17 / 25

This shows you the values entered by two actors. As a Coordinator you can use this to help you compile an updated version of a report for this feature. You can email this report, print it out, or export it or save it to a variety of formats. Copy coordinator only Allows you to copy a report. All reports show the Creator and the date of creation. The reports are listed by Species Code & Species Name & Region Audit trail Click on the button on the bottom left that resembles an open book, this opens the Audit trail. This is a function that has been added in order for you to add contextual information on the data you are entering. You select the field you want to enter information on and then enter the text. This is stored and linked to the user name. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 18 / 25

You can view the comments in either the Audit trail window or you can create a print preview of this by using the Notes reports button. All the data for the audit trail is stored in the table data_notes. What do the buttons do? Import: Import another database (in the same data structure). Export XML: Exports the file to XML for upload to CDR. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 19 / 25

Validate: Run the QA/QC for the report. Once you have your data entered use this function to evaluate the quality of the data. Notes report: View the audit trail notes that have entered. Import The tool allows you to Import another database (in the same data structure). This is a useful function for a Coordinator who may be getting different datasets from different actors. You import the front end database Import front end, >>Navigate to the database<<once you select it you get a pop up message telling you Click OK This leads to a 2 nd Pop up EEA European Topic Centre on Biological Diversity (ETC/BD), Page 20 / 25

In cases where the reporter has been left blank you are asked to enter a reporter code for this imported data e.g. I enter IceCream If the database you are importing already contains a record for a feature by a reporter and this is already contained in your database you will get a warning message You can choose to allow this duplicate value to overwrite your current record or to delete the duplicate record from the imported database. When you import the records into the current database you see the duplicate files (i.e. 1102 is here twice once by IceCream and once by Brian4 ) EEA European Topic Centre on Biological Diversity (ETC/BD), Page 21 / 25

Export You can export the reports to xml. Export the Species report, Habitats report and General Report to Xml (3 separate reports). Click Export and navigate to the folder you want to the xml file to be saved in. You need to first select files for export by clicking the + sign under the Export field. Where there are duplicate records you can choose which records you would like to select for exporting. (Only those marked as Yes are highlighted for export, the other records are greyed out). You can edit the view to show only those records ready for export by clicking the Show only chosen for export. This can help you manage multiple records. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 22 / 25

Once you have selected all those relevant records for exporting, click the Export button, you are asked to navigate to where the xml file will be and then it will generate an xml file for you. EEA European Topic Centre on Biological Diversity (ETC/BD), Page 23 / 25

Follow up Software: Updates of software wll be available to download from http://bd.eionet.europa.eu/activities/reporting_tool/reporting_tool_software Article 12: For additional information on Article 12 including FAQs consult the Article 12 reference portal http://bd.eionet.europa.eu/activities/article_12_birds_directive/reference_portal Article 17: For additional information on Article 17 including FAQs consult the Article 12 reference portal http://bd.eionet.europa.eu/article17/reference_portal Contact us reportingart12art17@mnhn.fr EEA European Topic Centre on Biological Diversity (ETC/BD), Page 24 / 25

Annex 1 Validation rules inbuilt in the reporting tools http://bd.eionet.europa.eu/activities/reporting_tool/documents/art12_validate_fields 2.xls http://bd.eionet.europa.eu/activities/reporting_tool/documents/art17_validate_fields 2.xls Annex 2 Data specification for the Article 17 reporting tool Detailed data specifications of the tools are available here. http://bd.eionet.europa.eu/activities/reporting_tool/documents/annex2_dataspecific ations_user_manual.pdf EEA European Topic Centre on Biological Diversity (ETC/BD), Page 25 / 25