Data Entry Assistant (DEA) Procedures - Revision history

Jcora at 17:44, 13 November 2014

2014-11-13T17:44:42Z

Jcora at 21:01, 29 October 2014

2014-10-29T21:01:37Z

Jcora at 21:01, 29 October 2014

2014-10-29T21:01:12Z

Jcora at 17:38, 17 September 2014

2014-09-17T17:38:25Z

Jcora at 20:24, 24 October 2013

2013-10-24T20:24:26Z

Jcora at 14:37, 17 April 2013

2013-04-17T14:37:06Z

Jcora: /* Latitude & Longitude (columns: lat, lat_dir, long & long_dir) */

2012-05-09T18:46:20Z

‎Latitude & Longitude (columns: lat, lat_dir, long & long_dir)

Jcora at 21:52, 12 November 2010

2010-11-12T21:52:13Z

Jcora at 21:31, 12 November 2010

2010-11-12T21:31:34Z

Jcora: /* Setting Localities */

2010-11-12T21:05:50Z

‎Setting Localities

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 '''Introduction'''
 This section contains information on the practices for preparing occurrence records for entry into the xBio:D database using the [http://osuc.osu.edu/DEA2 Data Entry Assistant (DEA) 2.0]. The DEA web program requires that occurrence records be present in a properly formatted data entry template ([[File:Data_Entry_Template_28-Aug-2014.xls]]) file according to the [[Data Transcription Procedures]] protocol.
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 The [[#DEA Preparation|DEA Preparation]] steps do not have to follow the order defined in this document, but all of the parts specified do need to be completed.

← Older revision		Revision as of 21:01, 29 October 2014
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	The [[#DEA Preparation\|DEA Preparation]] steps do not have to follow the order defined in this document, but all of the parts specified do need to be completed.		The [[#DEA Preparation\|DEA Preparation]] steps do not have to follow the order defined in this document, but all of the parts specified do need to be completed.
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	Working: [[Data Entry Assistant (DEA) 2.0 Procedures]]		Working: [[Data Entry Assistant (DEA) 2.0 Procedures]]

← Older revision		Revision as of 21:01, 29 October 2014
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	The [[#DEA Preparation\|DEA Preparation]] steps do not have to follow the order defined in this document, but all of the parts specified do need to be completed.		The [[#DEA Preparation\|DEA Preparation]] steps do not have to follow the order defined in this document, but all of the parts specified do need to be completed.
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		+	Working: [[Data Entry Assistant (DEA) 2.0 Procedures]]

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 '''Introduction'''
-This section contains information on the practices for preparing occurrence records for entry into the xBio:D database using the [http://osuc.osu.edu/DEA2 Data Entry Assistant (DEA) 2.0]. The DEA web program requires that occurrence records be present in a properly formatted data entry template ([[File:Data Entry Template 08-Mar-2013.xls]]) file according to the [[Data Transcription Procedures]] protocol.
+This section contains information on the practices for preparing occurrence records for entry into the xBio:D database using the [http://osuc.osu.edu/DEA2 Data Entry Assistant (DEA) 2.0]. The DEA web program requires that occurrence records be present in a properly formatted data entry template ([[File:Data_Entry_Template_28-Aug-2014.xls]]) file according to the [[Data Transcription Procedures]] protocol.
 The [[#DEA Preparation|DEA Preparation]] steps do not have to follow the order defined in this document, but all of the parts specified do need to be completed.

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 '''Introduction'''
-This section contains information on the practices for preparing specimens for entry into the Ohio State University Insect Collecting (OSUC) specimen database using the [http://osuc.osu.edu/DEA2 Data Entry Assistant (DEA) 2.0]. The DEA web program requires that specimen records be present in a properly formatted data entry template ([[File:Data Entry Template 08-Mar-2013.xls]]) file according to the [[Data Transcription Procedures]] protocol.
+This section contains information on the practices for preparing occurrence records for entry into the xBio:D database using the [http://osuc.osu.edu/DEA2 Data Entry Assistant (DEA) 2.0]. The DEA web program requires that occurrence records be present in a properly formatted data entry template ([[File:Data Entry Template 08-Mar-2013.xls]]) file according to the [[Data Transcription Procedures]] protocol.
 The [[#DEA Preparation|DEA Preparation]] steps do not have to follow the order defined in this document, but all of the parts specified do need to be completed.
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 == Initial Preparation ==
 === Copy Labels / Comments Formula ===
-Since the OSUC specimen database does not support storing label information in a discrete manner, the transcription of the labels must be merged with the ''comments'' column of the data entry template to form a new amalgamated column known as ''new_comments''.
+Since the xBio:D database does not support storing label information in a discrete manner, the transcription of the labels must be merged with the ''comments'' column of the data entry template to form a new amalgamated column known as ''new_comments''.
 Open up the Excel spreadsheet that is to be entered into the database. Copy the formula in the first cell under the ''new_comments (formula)'' column down through the rest of the rows so all of the label data is merged into a single cell. Multiple cells can be selected in Excel by dragging from the start cell to the destination cell; or by clicking on the start cell, holding down the shift key, and clicking the destination cell. After the selection of the cells is made, right click and select ''paste''. The ''new_comments (formula)'' column is the extreme-right column within the Raw Data worksheet.
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 === File Upload ===
-After logging in, the Excel file must be loaded into DEA. Go to ''File -> Load File'' from the DEA menu, click on the ''Browse'' button, and select the Excel file to upload. Click the ''Add File'' button and the Excel file will be uploaded and standardized in DEA. Standardization involves created two additional worksheets (''Main'' and ''Localities'') and copying the specimen records from the ''Raw_Data'' worksheet to the ''Main'' worksheet. The ''Main'' worksheet will contain the DEA-formatted information necessary for specimen entry into the OSUC specimen database. File upload and processing is extremely variable and may take many minutes to complete.
+After logging in, the Excel file must be loaded into DEA. Go to ''File -> Load File'' from the DEA menu, click on the ''Browse'' button, and select the Excel file to upload. Click the ''Add File'' button and the Excel file will be uploaded and standardized in DEA. Standardization involves created two additional worksheets (''Main'' and ''Localities'') and copying the specimen records from the ''Raw_Data'' worksheet to the ''Main'' worksheet. The ''Main'' worksheet will contain the DEA-formatted information necessary for occurrence entry into the xBio:D database. File upload and processing is extremely variable and may take many minutes to complete.
 While the file is loading, click on the ''Check Status'' link to open up a file upload status window. This window will list the current number of records in each worksheet that has been processed. Be sure that the number of records loaded matches the number of records in a worksheet. If the numbers do not match, duplicate specimen IDs are probably present in the ''Raw_Data'' worksheet. Correct this problem before proceeding!

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 ==== Latitude & Longitude (columns: ''lat'', ''lat_dir'', ''long'' & ''long_dir'') ====
-The latitude and longitude for the locality can come from the label, a geographic gazetteer, the internet, literature, personal communication with collector, or ''Google Earth''. A coordinate column must be in the format ''DD MM SS'' where ''DD'' are the degrees, ''MM'' are the minutes, and ''SS'' are the seconds. All of the coordinate parts must be a number which may include decimals. Thus, the coordinate, ''16°37.341'N 102°34.467'E'', would have the ''lat'' column as ''16 27.341'', the ''lat_dir'' column as ''N'', long column as ''102 34.467'', and the ''long_dir'' column as ''E''. The directional columns, ''lat_dir'' and ''long_dir'', specify the direction of the coordinates, which can only be ''N'', ''S'' or ''E'', ''W'', respectively. Negative values within a coordinate column are forbidden.
+The latitude and longitude for the locality can come from the label, a geographic gazetteer, the internet, literature, personal communication with collector, or ''Google Earth''. A coordinate column must be in the format ''DD MM SS'' where ''DD'' are the degrees, ''MM'' are the minutes, and ''SS'' are the seconds. All of the coordinate parts must be a number which may include decimals. Thus, the coordinate, ''16°37.341'N 102°34.467'E'', would have the ''lat'' column as ''16 37.341'', the ''lat_dir'' column as ''N'', long column as ''102 34.467'', and the ''long_dir'' column as ''E''. The directional columns, ''lat_dir'' and ''long_dir'', specify the direction of the coordinates, which can only be ''N'', ''S'' or ''E'', ''W'', respectively. Negative values within a coordinate column are forbidden.
 ==== Locality Precision (column: ''loc_prec'') ====

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 === Identifying the Geopolitical Hierarchy ===
 When the locality information is gathered for a locality, the geopolitical hierarchy also must be obtained for the locality. The reference used for political divisions is a web site named [http://www.statoids.com Statoids] or type the parent division (i.e. country) into [http://hol.osu.edu Hymenoptera Online] and browse the subordinate divisions for the accepted spelling. Regardless of the spelling of the geographic division in ''GEOnet'' or on the label, use the spelling used in ''Statoids'' or ''Hymenoptera Online''. The political division type is the English interpretation of the type unless the division type is in a Romance (French, Spanish, etc.) language (e.g. Indonesian ''Propinsi'' -> ''Province'', Ecuadorian ''Provincia'' -> ''Provincia''). The ''Statoids'' site also provides information on the history of the divisions and alternate divisions which aids in deciphering the current political division for the locality. If a locality is not unequivocally located within a given division, do not use the uncertain division in the geopolitical hierarchy. After obtaining the locality coordinates, the coordinates may be entered into ''Google Earth'' to discover the current political division for the point (available for some countries). Only towns or equivalent can be used in the ''place'' column, thus townships and similar 3rd level divisions should not be part of the geographic hierarchy.
 === Locality Name Creation ===
 The format for newly created locality names is [[#Setting Localities|given above], so follow this convention when creating a locality name. If a feature or place has an English equivalent, use the English equivalent as long as the qualifier is not part of the formal name (e.g. ''Parque Nacional Henri Pittier'' -> ''Henri Pittier National Park'', ''Cerro de la Equis'' -> ''Equis Hill'', ''Wadi Saluki'' -> ''Wadi Saluki'' (no English equivalent for ''wadi'')). Place names with qualifiers that do not occur as the first element of a locality name may have their qualifier name abbreviated (e.g. ''Kruger National Park, South Africa''; ''Skukuza, Kruger N.P., Mpumalanga Prov., South Africa''). Also, if the 1st level geographic divisions for a country have standardized abbreviations as defined in [[State / Province Codes for Countries]], use the state-level abbreviations. In the case of United States localities, omit United States from the locality name and leave the state code at the end. Political division types should be abbreviated if an appropriate abbreviation is available (e.g. ''Province'' -> ''Prov.'', ''State'' -> ''St.'', ''Município'' -> ''Mpio.'', etc.) If the specimen data includes coordinates, include those coordinates in the locality name. As a general rule, always consult locality names that are already in DEA to use as a template for a new locality name. Many new locality names are merely slight derivations of existing localities present in DEA.
 [[Category:Data Entry Assistant]]

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 New locality names are created using the following format:
 :''[Town / National Park / Reserve], [coordinates on label], [elevation], [field code], [habitat], [generalized locality term], [further locality information], [political hierarchy]''
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 If a locality name match is found within the database, set it to the current specimen by clicking the green button ([[File:Check_icon.gif|frameless|Green button]]) next to the locality name; otherwise if it is not found, click on the red button ([[File:Cancel_icon.gif|frameless|Red button]]) and DEA will advance to the next specimen record. When a locality is not found, DEA will also add that specimen to the ''Localities'' worksheet for new locality name creation and georeferencing. DEA will automatically set the chosen locality name from the previous specimen to all subsequent specimens that have the same specimen data within the ''new_comments'' field. Once all of the localities have been set, a message at the top is shown stating that all of the localities have been set.
 [[File:Locality.png|none|frame|Set locality]]
 === Extracting / Saving File ===