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Innovative Data Entry Proposal to PNAMP Prepared by Bruce Schmidt, PSMFC and StreamNet Steering Committee Background and Purpose The flow of data from collection in the field to their ultimate use in making management decisions and assessing population viability can be greatly enhanced by automating the various steps in the data flow pathway. Key points where significant improvements to efficiency can be achieved include the electronic capture of data in the field and utilization of agency wide database systems. This proposal is intended to deploy and test new approaches to capturing data in the field electronically, without the need to enter data from field forms. Such an approach will eliminate the need to reenter data one or more times after collection, eliminating time consuming steps and the potential to insert data entry errors in the data set. Once in electronic format, the data can be used locally for analysis, electronically transferred to agency databases, converted quickly to regional data formats, and made available for sharing with broader programs such as TRTs, BiOp reporting, or uploading to status reports like SOTR and High Level Indicators. There are several potential technologies developed around Character Recognition (CR) software that hold promise for greatly simplifying and speeding electronic data capture. These and potentially other approaches will be evaluated, and the most promising two will be tested in the field during routine sampling activities. One technology that holds significant promise is a digital pen that both writes on paper and at the same time captures the data in an electronic spreadsheet format in MS Excel. This dual creation of data provides an immediate paper backup to the electronic data, eliminating concerns over the fate of data should the electronic data capture device fail. The system uses CR to convert written data (as text, numeric, date currency or image) and insert it into the correct cells in the spreadsheet. The pen is water resistant and functions in rain using forms printed on waterproof paper. Cells in the spreadsheet can be formatted so that the software can use the appropriate characters when interpreting the handwriting. Preliminary tests by PSMFC indicate that the character recognition is good, although not perfect, but the software maintains an image of the handwritten entries (in addition to the paper copy) so that the writing and entered data can be compared during QA of the data. Entry can be constrained to a list of designated values using a function equivalent to a drop down box in a spreadsheet cell. A second approach using CR technology involves scanning written field forms into spreadsheets in an office setting after data collection or through scanning services. This involves no new equipment in the field, but is dependent on clean field sheets to be scanned accurately. There may also be additional technologies that can meet the objective of simplifying and speeding electronic data entry, which will be investigated during this project. These technologies address and eliminate all of the primary concerns often expressed by biologists when considering adoption of electronic data capture in the field. There is no bulky or fragile computer equipment to carry, no display screens that can be hard to see in some light conditions, no clumsy keyboards to use, and they are less expensive than most ruggedized computers or PDAs. Most importantly, they require no training to use in the field and create a hard copy of the data during initial data capture. They function with Excel spreadsheets or forms created in ArcGIS. We expect good acceptance because spreadsheets are the preferred means of managing data for many biologists. Project Description This project will include two basic work elements, an evaluation of available approaches for simple electronic capture of field data to select the most promising for testing, and test deployment of the two most promising approaches. For the field testing phase, this project proposes to support two field technicians in each of the participating state fish and wildlife agencies and four tribal fisheries programs to assist the agencies with field sampling and data capture for approximately three months. The technicians will be considered as integral to the sampling crews and will perform both sampling and data recording duties under supervision by the agency crew leader. Following the sampling season, the technicians will prepare reports detailing the utility of the test technologies in their real world sampling experience. StreamNet staff will use these field reports and develop an overall evaluation of the technologies and make recommendations for agency use in future sampling efforts. Factors to be addressed in the report will include durability, functionality in the field, effectiveness of character recognition, ease of data interpretation and QA, cost, and an estimate of time saved. Any problems encountered will be described. If this proposal is approved in conjunction with the Protocol Development proposal, both proposals can be combined and the field staff in the Innovative Data Entry project can be used to also describe field protocols and methods. Work Plan Work Element Details A: ???. Get appropriate WE and title Title: Evaluate available electronic data input technologies and select most promising for field testing. Description: PSMFC staff, with input from Steering Committee members, will survey the literature and other fisheries agencies to identify promising technological approaches for capturing field fisheries data in electronic format. The two most promising in terms of utility, cost, simplicity, security and acceptance by biologists will be selected for testing in the field. Deliverable Specification: Identification of the two most promising data capture technologies. Primary Focal Species: Chinook salmon, coho salmon, other? Milestone Title A.1. PSMFC evaluate data Start Date 2009/10/01 End Date 2010/08/31 Status Proposed Milestone Description PSMFC, using existing staff time, will take the lead in investigating new data capture technologies, with capture methods and select two most promising A.7. Deliverable 2009/10/01 2010/08/31 Proposed emphasis on character recognition based approaches, evaluate those technologies for their potential use in the field for capturing fisheries data, and select the two most promising for field testing Two technologies for electronic capture of field fisheries data are selected for field testing B: 160. Create/Manage/Maintain Database Title: Develop field level automated data capture database Description: Technicians will be deployed in partner agencies to Deploy the most promising approaches for electronic data capture and evaluate their effectiveness, accuracy, ease of use, cost and acceptance by field biologists. Data structures will be coordinated among the technicians and agency biologists so that the approaches are consistent within the agency. Deliverable Specification: Excel data structures populated with field sampling data captured from the test technologies are developed for each participating agency. Primary Focal Species: Chinook salmon, coho salmon, other? Milestone Title B.1. IDFG develop data structure and populate using test approaches B.2. MFWP develop data structure and populate using test approaches B.3. ODFW develop data structure and populate using test approaches B.4, WDFW develop data structure and populate using test approaches B.5. CRITFC develop data structure and populate using test approaches B.7. Deliverable Start Date 2009/10/01 End Date 2010/08/31 Status Proposed 2009/10/01 2010/08/31 Proposed 2009/10/01 2010/08/31 Proposed 2009/10/01 2010/08/31 Proposed 2009/10/01 2010/08/31 Proposed 2009/10/01 2010/08/31 Proposed Milestone Description IDFG will purchase one digital pen and software, plus a supply of waterproof paper. Existing database and development staff will experiment with the digital pen to see if it can be made compatible with existing IDFG databases through an Excel interface. MFWP field technicians will assist two field crews with sampling and data entry using the test technologies and evaluate their effectiveness in real world application ODFW field technicians, in cooperation with field staff during routine sampling operations, will assist two field crews with sampling and data entry using the test technologies and evaluate their effectiveness in real world application. WDFW field technicians will assist two field crews with sampling and data entry using the test technologies and evaluate their effectiveness in real world application. CRITFC, in conjunction with each of the four member tribes, will assist four field crews with sampling and data entry using the test technologies and evaluate their effectiveness in real world application. Agency specific Excel databases populated with field sampling data collected using the digital pen and character recognition software, validated by comparison with the handwritten data as part of QA/QC. C. 132. Produce technical report Title: Report on the evaluation of functionality and utility of the tested approaches to electronic capture of field fisheries data Description: The accuracy and effectiveness of the test technologies will be evaluated based on the experience gained using the systems in the field and in validating the data during QA/QC. The effectiveness, utility, accuracy, cost and suitability, and any problems or shortcomings encountered, will be described in a technical report. Note: should we consider having double data entry and compare error rate and time requirement with digital pen or other technology compared with hand entry from data sheets. Good idea or not? Digital pen cuts out data entry step, but does require comparison to check CR (although hand data entry should be QA’d also). Doing double entry would increase costs slightly for added time to enter data. Deliverable Specification: A technical report evaluating the effectiveness of the digital pen and character recognition software for fisheries data capture in the field. Primary Focal Species: Chinook salmon, coho salmon, other? Milestone Title C.1. PSMFC identify and evaluate new data input technologies C.2. Deliverable Start Date 2009/10/01 End Date 2010/08/31 Status Proposed 2009/10/01 2010/08/31 Proposed Milestone Description PSMFC, using existing staff time, will take the lead in summarizing the results from the test deployment of innovative data capture technologies in the field and prepare a technical report evaluating the results of the tests. Technical report evaluating the performance of the innovative electronic data capture technologies. Note: We need to discuss timing of sampling during the PNAMP review. Some primary sampling such as spawning ground surveys is already underway, removing the ability to test thse approaches early in FY10. However, since much of this sampling takes place in late summer or early fall, the next opportunity might lap into FY-11. Some winter or spring sampling might be suitable, but likely only in some locations. Project Budget Cost, by Work Element A. Evaluate data entry technologies Person months needed Supplies/services Estimated subtotal cost PSMFC 1 (0 new) 0 $0 CRITFC IDFG MFWP ODFW WDFW B. Design and populate Excel data structure with digital pen and CR software. Person months needed Personnel costs Supplies/services (pen & software =~$1,400, other possible test technology (unsupported estimate) $1,600) For planning purposes, use $3,000 per deployment of each test pair of technologies Estimated subtotal cost C. Evaluate and report on effectiveness and utility of the digital pen and CR software for electronic capture of fisheries data Person months needed Personnel costs Supplies/services (if any) Travel expense (if any) Estimated subtotal cost Total cost Personnel Milestone # Months 0 12 0 new 6 6 6 0 $6,000 $0 $3,000 $3,000 $3,000 1 (0 new) #months #months #months #months #months 0 0 0 $0 $0 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Monthly Salary Monthly Benefits Amount $ $ $ Total Total personnel $ Supplies/Services $0 Travel $0 Capital $0 Equipment Total Direct Indirect Total, PSMFC $ Subcontracts to PSMFC admin cost Total Subcontracts $ $ 2% $ Total Project $ Subcontract budget with xxxx Personnel Milestone # Months Monthly Salary Monthly Benefits Amount $ Total Total personnel $ Supplies/Services $0 Travel $0 Capital Equipment $0 Total Direct Indirect Total $