Wildlife Management Information System WMIS DATA SUBMISSION GUIDE June 2008 Wildlife Management Division Environment and Natural Resources Government of the Northwest Territories Yellowknife, NT Table of Contents WMIS Data Input Steps.....................................................................................3 Step 1: Select an appropriate WMIS loadform based on survey methodology..4 BEFORE YOU BEGIN TO ENTER YOUR DATA ..........................................6 Step 2: Enter Collected Data in the “Survey” Worksheet Tab ...........................6 SURVEY WORKSHEET LAYOUT.................................................................6 SURVEY TYPE AND SURVEY CREW SECTIONS ......................................7 PROJECT LOCATION SECTION..................................................................8 COUNT SAMPLE SECTION AND INDIVIDUAL SAMPLE SECTION............9 HABITAT SAMPLE SECTION .....................................................................10 FEATURE SAMPLE SECTION....................................................................11 READY TO ENTER YOUR DATA ...............................................................11 STEP 3: Email the completed loadform as an attachment to the WMIS Team. ........................................................................................................................12 APPENDIX 1 ...................................................................................................13 TELEMETRY SURVEY DATA .....................................................................13 WMIS Data Input Steps The Wildlife Management Information System (WMIS) is the Government of NWT's online, geo- referenced Wildlife database. WMIS provides a central repository for which government staff, industry, and public can store and access extensive standardized and reliable data to support the conservation and management of Northwest Territories’ wild species and their habitat. WMIS is designed to capture and report data on all species, regardless of their conservation status. Please submit all your wildlife, insect and plant observations, regardless of species abundance or commonality. Note: if your survey is unique and does not fit one the available loadforms, please contact the WMIS team for the appropriate load form. This document will: • explain the three-step data entry and submission process, and • provide tips and examples to help correctly fill in the WMIS loadforms. The loadforms are WMIS system-generated EXCEL spreadsheets. There are two tabbed worksheets within the spreadsheet: Survey and Codes. The Survey worksheet is where the data is entered and is the only one you will use. The Code worksheet holds all of the drop-down menu codes and can be ignored. There are helpful comments for most fields located by rolling your mouse over a column heading with a small red triangle in it. Three steps are required for successful data submission to WMIS: 1. Select an appropriate WMIS loadform based on your sampling methodology. The WMIS Microsoft Excel loadforms can be downloaded from the WMIS website at: http://enrwildlifetest/WMIS/Default.htm 2. Enter the collected data into the “Survey” worksheet. 3. Email the completed loadform for submission to the WMIS Team. Doug_Hartt@gov.nt.ca Bonnie_Fournier@gov.nt.ca 867-920-6361 867-920-3146 Data Coordinator Data Analyst Wildlife Division Wildlife Division Environment and Natural Resources Environment and Natural Resources Government of the Northwest Territories Government of the Northwest Territories Step 1: Select an appropriate WMIS loadform based on survey methodology. All collected wildlife data can be entered into the appropriate WMIS loadform (Microsoft Excel workbooks) according to the type of surveys as found in the table below. Loadform Description Template The Aerial loadform accommodates survey data collected from both fixed-wing and/or rotary aircrafts such as systematic reconnaissance surveys, composition or Aerial Survey classification surveys and population surveys. Observations of multiple species may Loadform be included (incidental or secondary observations in association with the survey’s target species). This loadform can also accommodate habitat observations as well as feature observations such as den or nest sites. The Marking loadform collects data involving physical tags (bands, collars, etc.) Capture/Marking being attached to an individual of a wildlife population. Capture and marking of Survey individuals can include collection of animal measurements and should include Loadform capture location. New columns for measurement fields can be added to this loadform. Telemetry The Telemetry loadform accommodates movement data collected by GPS/Satellite Survey and/or radio telemetry relocation devices that are attached to individuals of a wildlife Loadform population. Specimen This loadform should fulfill the needs of researchers collecting species samples for Survey anatomical studies such as necropsies. New columns can be added to Loadform accommodate unique measurements collected. Random Wildlife observations that are not collected under structured methodology can be Observation submitted using this form. Such observations can be described as an observation of Survey ‘chance’ and are not collected in association with any other survey. The ‘target Loadform species’ cell may be left blank. If your survey is unique and does not fit one of the above methodologies, contact Bonnie_Fournier@gov.nt.ca or Doug_Hartt@gov.nt.ca for an appropriate WMIS loadform. BEFORE YOU BEGIN TO ENTER YOUR DATA Once you’ve downloaded the appropriate loadform, there are a few things to keep in mind. The Wildlife Management Information System (WMIS) ‘reads’ the EXCEL loadforms directly. Because of this, the input must conform to certain database rules: • When you copy your data to the excel loadform, make sure to use COPY, PASTE SPECIAL so that the format of the loadform is not altered. • It is important not to manipulate these loadforms (eg. Delete columns, change headings, change formats, etc.) as changes to the loadforms could create problems when we attempt to load the spreadsheet into WMIS. • It is important not to have empty rows in the loadforms. WMIS only reads up to the first blank row. If there is an empty row in the middle of a completed loadform, only half of the data will be loaded. • Drop-down menus are indicated by a small arrow on the side of the cell to which the drop-down applies. Only the available words or phrases in the drop-downs can be used as these are coded into the loading program. Step 2: Enter Collected Data in the “Survey” Worksheet Tab SURVEY WORKSHEET LAYOUT There are seven main sections available for data input in the various WMIS loadforms. The figure below shows the main headings of these sections in row 1. Depending on the survey methodology, different loadforms will be comprised of different fields and not all sections need to be used in all loadforms. All sections include a comment field. Mandatory fields are highlighted in blue. Only the main headings are displayed – other fields are hidden to demonstrate sections. Survey Project, Survey Crew and Project Locations are mandatory for all surveys: Survey Project – Contains fields to record information regarding the entire survey such as survey type, weather conditions, data sensitivity, start date and target species. The Survey type cell has a drop down code which corresponds to the loadform type. You must provide the start date, but the other fields are optional. A comment field is provided for special notes about the data collected. Survey Crew – Enter the name and position of the project manager and include the names of all surveyors involved in the data collection. Project Location – Locations of the observations are recorded in decimal degrees (lat/long). Mandatory fields include location type (site or transect), GIS measurement source, lat and long. Count, Individual, Habitat, and Feature Sample Sections are survey type dependent: Count Sample – Used when doing counts of populations. Individual Sample – Used when detailing information related to an individual (capture, marking, telemetry locations, necropsies, biological samples) Habitat Sample – Contains fields to record information regarding habitat Feature Sample - Contains fields to record information regarding observed features such as burrows, scat, tracks, and nest sites. Comment fields are available for each section. Please feel free to add any pertinent comments that will provide context and additional information. SURVEY TYPE AND SURVEY CREW SECTIONS The Survey Type and Survey Crew sections contain information related to the entire survey and comprise what is call the “parent line”. The parent line is the first row of information for the survey. The parent line occurs only once for a single survey and does not need to be repeated. The yellow row in the figure below is the parent line. WMIS associates all the data in the rows following the parent line with the information in the parent line. Multiple parent lines/surveys can be entered on a single survey sheet as long as they pertain to the same project. Survey Type - The Survey type cell has a drop down code which corresponds to the loadform type. Dates – There is more than one date to be recorded: the Project “Start Date”, Project “End Date” and the “Sample Start Date”. The Project “Start Date” and “End Date” in the Survey Project section within the parent line should encompass the duration of the entire survey. The “End Date” is optional. The “Sample Start Date” – a field in the Count Sample, Individual Sample, Habitat Sample and Feature Sample Sections – is recorded for an individual observation and must fall within the Survey Project “Start Date” and “End Date”. The Sample Start Dates must fall within the Start Date and End Date of the Survey Project. These three dates would be the same if the entire survey occurred on a single day. NOTE: the date format is YYYY/MM/DD. Sensitivity – indicate with the drop-down menu whether the data set is sensitive to external use. Survey Crew – Surveyors are listed as part of the parent line and are associated with all observations linked to that survey/parent line. The surveyor(s) need only be listed once per survey and not for each observation. PROJECT LOCATION SECTION WMIS is “location-based”, therefore accurate locations are a fundamental and mandatory element. Locations are entered before the observation data and all observations (species and features) associated with that location are then recorded in subsequent rows. Location Type – Specify the location as a SITE (single point) or a TRANSECT (start and end points). A drop-down list becomes available when this cell is clicked to offer the SITE or TRANSECT choice. If TRANSECT is selected then TRANSECT LENGTH (km) must be entered. GIS Measurement Source – Specify the location source as either GPS, DERIVED or UNKNOWN. DERIVED locations are usually taken from sources other than electronic GPS devices such as a map or an approximate location (ie. South end of Black Lake). A drop-down list becomes available when this cell is clicked. Datum (NAD83 or NAD27) – Use NAD83 when possible. We can convert from NAD27 to NAD83 for use in WMIS. A drop-down list becomes available when this cell is clicked. This field will default to NAD83 and is optional. Latitude/Longitude – Latitude and Longitude should be in decimal degrees (to 6 decimal places). If your data is collected in degrees-minutes-seconds, the formula for converting is as follows: Degrees + (minutes/60) + (seconds/3600) = decimal degrees. Longitude is always entered as negative. COUNT SAMPLE SECTION AND INDIVIDUAL SAMPLE SECTION The Count Sample section is used when doing counts of populations. The Individual Sample section is used when detailing information related to individuals. Most of the fields for these two sections are similar. *There are helpful comments for most fields located by rolling your mouse over a column heading with a small red triangle in it. Sample # - Optional field for surveyor assigned sample numbers, e.g. from field notes. Sample Start Date - The date of the observation must be the same as or between the project’s Start Date and the project End Date. Species Code - Designate the species heard or observed by the 4-letter Species Code. This field has a drop-down menu. The species are listed alphabetically. Count - The number of species heard or observed, strictly a numeric field. Please place estimated ranges in the Abundance Code field. This field is not in the Individual Sample Section. Or Abundance Code - A numerical range of the number of species heard or observed, select from drop-down menu. Either the Count or the Abundance Code is entered but not both. This field is not in the Individual Sample Section. Age Code - The age category of the species, select from drop-down menu. Gender Code - Specify ‘M’ for male, ‘F’ for female, or ‘U’ for Unknown, select from drop-down menu. Off Transect (Y/N) – This field can be used to designate counts of wildlife on or off transects. Select Y or N from the drop-down list. This field is optional. Health Code - ‘Alive and Well’, ‘Dead’, ‘Diseased’, or ‘Injured’, select from drop-down menu. Will default to ‘Alive and Well’ if nothing is entered and is left blank. Cause of Death Code - If the Health Code is ‘Dead’, specify cause of death, select from drop- down menu. Confidence Level Code - Characterizes the quality of the observation as ‘Confirmed’, ‘Probable’, or ‘Possible Occurrence’, select from drop-down menu. This field is optional. Count Sample Comments - Enter any supplemental information regarding the species observation. This field is optional. The INDIVIDUAL SAMPLE SECTION has similar fields to the COUNT SAMPLE SECTION but also includes columns for species markings (collars, ear tags, etc). This section is used for TELEMETRY relocation data as well as capture and collaring, and biological sample data, HABITAT SAMPLE SECTION The habitat section is for recording information regarding the habitat where the wildlife observation was made. This section is optional. Habitat details should be recorded along the same line as a species observation. Site # - A mandatory field if habitat data is being recorded. This allows for a user-specific site number. If site numbers do not exist, they can be added randomly. Sample Start Date – The date must be the same as the observation date and be between the project start date and end date. Depth – This field is associated with aquatic habitat assessment (measured in metres). Habitat Sample Comments – This field allows you to provide greater clarification of your habitat assessment FEATURE SAMPLE SECTION Features such as burrows, tracks, signs of feeding or catering, scat, leks, nests, etc. can be entered into the loadform and are in association with the location which is on the same row. Features do NOT have to be associated with the species entered on the same row in the Count or Individual Sections. Features could be observed on a different date than the species recorded at this location therefore have their own date field. Feature Description Code – Identify the type of feature observed, select from drop-down menu. Feature Observation Date – Must be within the project start and end dates. Species Code – Identify species that the feature is associated with, select from drop-down menu. Feature Comments – Can enter any other pertinent or descriptive information. READY TO ENTER YOUR DATA • Help comments can be found embedded within the loadforms by rolling your cursor over the red triangles in the upper right corner of the field names. • If there are fields that do not apply to your survey, they do not have to be filled in. If there are fields that you require that you do not see on the loadform, contact Bonnie Fournier or Doug Hartt and a loadform with suitable fields and parameters can be provided. • Feel free to send us a small sample of your data prior to submitting your entire project data, and we can identify any potential problems and verify if it is in the correct WMIS format. Load forms with example data can be found at http://enrwildlifetest/WMIS/loadforms.htm STEP 3: Email the completed loadform as an attachment to the WMIS Team. Include a brief description of the research study design and purpose in your email and send the loadform as an attachment. If you have indicated that the data set is ‘sensitive’, please write a short description of how and why. The WMIS team will complete the ‘load’ of the Excel loadform into WMIS. WMIS has the capability of storing images and documents along with data. Feel free to also submit, via email, any images or reports (in digital format, e.g. PDF) that resulted from the collection of the data for storage in WMIS. Details, images, and results in a supplemental report provides context and enhances the data collected. If you have further questions or comments regarding WMIS, please contact Doug or Bonnie: Doug_Hartt@gov.nt.ca Bonnie_Fournier@gov.nt.ca 867-920-6361 867-920-3146 Data Coordinator Data Analyst Wildlife Division Wildlife Division Environment and Natural Resources Environment and Natural Resources Government of the Northwest Territories Government of the Northwest Territories APPENDIX 1 Many of the data fields in the loadforms are common to different survey types, such as location and date fields. There are surveys that do require specialized fields which are unique to that methodology. Biological Specimen collections are often unique to each study so these load forms will be individually generated upon request. Telemetry survey data is being collected more frequently and will be described here. TELEMETRY SURVEY DATA The telemetry loadform accommodates wildlife movement data collected utilizing GPS, Satellite and/or VHF (radio) relocation devices. The location, date, species, gender and age fields must be filled in for all telemetry data. The following fields are also used: Initial Captured (Y/N) - This field is row specific, it determines whether the relocation event on the particular row can be described as the original capture event resulting in an individual being physically marked with a unique ID number, or a row indicating the location of an already marked animal. Original capture events are described with a “Y”, all other relocation events can be described as a “N”, as selected from a dropdown menu. Internal (Y/N) – Indicates whether the marker has been surgically implanted internally or externally attached, select from a dropdown menu. Tag Type Code – Indicates the type of marker, select from a dropdown menu (Telemetry-GPS, Telemetry-Radio, Telemetry-Satellite). The tag type can be GPS or Satellite and also include a VHF radio frequency. Tag Color Code – Optional field. ID Number – Corresponds to a physically visual number affixed to a marker or the animal’s id number for the study. Radio Freq. (KHz) – The frequency of the radio transmitter in KHz. Radio Channel – An additional radio telemetry variable describing a specific frequency. Radio Code - An additional radio telemetry variable describing a specific frequency. Individual Sample Parameters: (Help comments describing the fields are found by rolling your mouse over the red triangles in the upper right corner of the field names.) Collar Type – Similar to Tag type but can be typed in to specify the collar type used in the telemetry study (i.e. GPS, SAT, etc.). PTT – Argos collar id number. Class Code – Location quality for satellite collar data can be selected from a drop-down list Herd – if the species is caribou, specify the caribou herd name if known. Best Code – Indicate from the drop-down list whether the location is ‘best per day’ (TRUE/FALSE). Distance (km) – Distance traveled from last location for the same animal. Program No. – Argos program number. Other parameters that may or may not be included are temperature and activity codes for the telemetry collars.
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