Download InnovativeDataEntryProposaltoPNAMP

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
$