How to Enter Data

Entering data on the PDA

Each time you download data from the PDA into the computer, you will begin a new session of data collection that will have its own folder. You will have a blank database stored on the CF/Storage card, and to begin a new session, you will copy this blank database from the storage card and paste it into the working drive of the PDA unit. All your data for the current session will then be entered into this folder.

A. Beginning a new data session

1. From the start menu, go to File Explorer, then select CF(Axim) or Storage Card(iPAQ), then the RADB_Backup folder.

2. In RADB_Backup, copy the folder RADB_restore. To do this, press and hold the pointer on top of the folder until you get a list of options. Select 'copy'.

3. Using the drop down in the up left corner Return to My Device, and select My Documents.

4. Paste the copy of RADB_restore into My Documents by pressing the pointer in an area of the screen that is blank. From the list of options that appears, select paste.

5. Now delete the RADB folder.

6. Rename the restore folder to RADB

B. Entering data

For each visit to a site (general area of survey), you will want to complete a new record in the Observation form. This Observation form (a.k.a. Main) will have a unique Point ID number, it is determined by the GPS waypoint number taken upon arriving at the site. The following steps describe the process.

1. Upon arriving a site take a GPS reading (this can be from your vehicle or somewhere within the survey area). This waypoint number will be the Point ID number assigned to this site for this session, and will be used on all forms completed for this visit.

2. Open the Visual CE form, on the Start Menu there should be an icon with your project acronym(ex: GGOW) or RADB .

3. On the first page, make sure that the time, date and your Unit ID are correct before proceeding. Unit ID should be located on a sticker on each device and should also be the name of the device in the Owner information and Device ID. This ID should match your camera, GPS and other data recording equipment.

4. In the Observation(Main) form assign the Point ID corresponding to the Waypoint number taken as described above.
   ***If the date and time are incorrect, change them. After changing the Date/Time be sure to press the 'Set PUID'  button to correct the PUID to reflect the correct information.

5. After completing the Main form, select the appropriate data form for your survey (e.g. GGOW for a Great Gray Owl survey)

6. At this point in most protocols the next form will require a SurvID (Survey ID) This number is again provided to you by the GPS when you mark the start point or center point of your survey. If that point is identical in location to your PointID go ahead and use the same number. (In the event that you are using a summary form to summarize data for a whole site, there will not be a SurvID only a PointID.) *Note this SurvID can not be repeated within the same form, however if you were are in the middle of a survey and mark an Incidental Observation at the same location, you may use the same SurvID for the Incidental Form as they are physically the same location but stored in different forms & tables. Just remember that every PointID and SurvID must have a matching waypoint in the GPS unit and must be unique for a given Form. If you are unsure if you have already used a number in your current Form use a new one and mark it with the GPS.

7. Upon completion of data entry use the navigation buttons provided in the form to move to other forms. If done for the day use Record -->Close (lower left menu). There is no need to close the program or to turn off the PDA between survey points with the basic power configurations the PDA will Dim or turn off for you at specified times. If you want to turn it off between stops press the power button.

For further information on specifics of each Form please see the relevant documentation.

C. Review & Edit Data

Review:

Warnings! Remember that each Form is a different table, so changes do not automatically cascade into other forms. It is advised that you do not alter the PointID or SurvID unless instructed to do so. In most cases err on the side of caution as data can also be fixed once it is transferred to the desktop computer. Take notes on what changes need to be made to ensure their completion. It is also advised that you backup your data before doing any edits (See HowToBackup&Restore).

2. Locate the Record you would like to Edit using the Scroll tool (Switch on left side of Dell X5.) Or using the Record-->Next or Previous.
2a. Option --> List will open a tabular representation of the data. Use the scroll bars to located your data. (If you don't see all your data you skipped step 1)

3. Make edits to your data.
3a. If you are in list view you may highlight and delete files in this view, to edit data double click on the record you wish to edit.

A window will popup, the first 2 lines should be filled in automatically by the PDA. If they are press ok in the upper right of the box. If there are no values, close the box with the X in the upper right and then close the program.

Common Edit Commands

Deletion: To delete the current record or highlighted record(s) Record --> Delete

*There is no undo for deletions!

Edit: 'Edit' Button or Option -->Filter --> Off

Stop Edit: 'Stop Edit' Button or Option -->Filter -->Custom + OK the next box.

D. On a weekly basis Download the following

1.GPS Waypoints - using the vbgarmin software provided by Fish & Game (Garmin to Serial Cable Required).  http://www.dfg.ca.gov/itbweb/gis/help_vb_garmin.htm

2.Handheld Database - using ActiveSync(Cradle or sync cable required).

3.Digital Photos - Using a CF card reader or Nikon View Software(Camera to USB cable required).