Data Collection and Reporting Tool Training Presentation

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1 Data Collection and Reporting Tool Training Presentation 1

2 Table of Contents Introduction to the tool: Slides 3-9 How to use the tool General Information: Slides Country Coordinator: Slides State Coordinator: Slides Zone Captain: Slides Site Captain: Slides Assigning users to a location: Slides Data Reporting: Slides Contact Information: Slide 84 Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. 2

3 Introduction to the online tool 3

4 What does it do? Allows users to enter both data and summary cards for their cleanup sites Organizes data by zone, state, and country Allows users to run reports at ever data level including site level, zone level, state level, and country level. Download the reports to personal computer in the form of a Microsoft Excel File. Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. Coordinators can login to the tool at enter the data in either the data card format or summary card format. Data is geographical, therefore, we organize it geographically. Each country can be broken down by state (administrative division), then by zone (such as a county in U.S., or city, or region), then by cleanup site. Reports can then be run at ANY of these levels. This means you will be able to look at debris totals for your cleanup site, for the whole zone or county, for the whole state, and for your whole country. We ve decided on some reports that are easy to run with just a click of a button including; debris breakdown, people, pounds, and miles, top ten debris items, items of local concern, entangled items, and most peculiar items. The reports can be downloaded to the user s personal computer using the spreadsheet software Microsoft Excel (or any other spreadsheet software available on your computer). This will allow you to share the data with anyone. Therefore, the sooner you enter your data online into our system, the sooner you will have the data breakdowns that you can share with your volunteers, the press, and your sponsors. The data entered in the tool will be stored in a database hosted by Ocean Conservancy. The 2008 data will be the first data entered, and every year we will be able to add to the database. Our hope is to have historical ICC data (back to around the year 2000) on the site within the next two years. 4

5 Who uses the tool? Country State Coordinators Zone Captains Site Captains Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. The data collection and reporting tool is for ICC country and state coordinators, zone captains, and site captains. Please note many people have different titles for these roles. A country coordinator is the individual who organizes the cleanup within their country. A state coordinator is an individual who organizes (within the U.S.) their state. A state coordinator for a country outside the U.S. is the individual who organizes cleanups within their administrative division. A zone captain organizes cleanups within a certain zone. In the U.S. a zone tends to be a county, therefore a zone captain organizes cleanups with their designated county. A site captain is the individual who is on the beach organizes a cleanup for a particular site. A site captain may be organizing multiple sites but not counties. Site captains are known as beach captains, beach coordinators, etc. and are the individuals who organize the cleanup site on the day of the cleanup and are the people responsible for totaling the data for their site. 5

6 Country Coordinator Will be able to Create states (administrative divisions), zones, and sites within their country Assign state coordinators, zone captains, and site captains permission to use the tool Enter data at any cleanup site within their country Run reports on the site level, zone level, and state level within their country Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. 6

7 State Coordinator Will be able to Create zones and sites within their state Assign zone captains and site captains permission to use the tool Enter data at any cleanup site within their state Run reports on the site level, zone level, and state level Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. 7

8 Zone Captain Will be able to Create cleanup sites within their zone Assign site captains permission to use the tool Enter data at any cleanup site within their zone Run reports at the site and zone level Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. 8

9 Site Captain Will be able to Enter data at their cleanup site Run reports for their site Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. 9

10 How to use the tool 10

11 General use 11

12 Go to: Login: (enter your username) Password: (enter your password) Don t have a password? and we will return your with a username and password. Let us know what country you are the coordinator for. 12

13 Navigation Tree Dashboard Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. When you login you will see a screen similar to this (with your country listed). You will see that is says Current Role: Country Coordinator, Canada (or your country) and then Welcome, your name. The left hand site with a listing of all of the countries is called your Site Tree. It lists all of the countries in the world, and will list your country and everything you enter underneath it. The main part of the screen is what we call your dashboard. To get back to this main screen at any point, click on My Dashboard in the upper left hand corner of the screen underneath Ocean Conservancy s logo. 13

14 After login, to edit your profile (change username or password) click Edit Profile in the top right hand corner. It will bring up this screen where you can change your username, edit password, and choose the preferred unit of measurement for using the tool (Miles or KM, Pounds or KG). After you are done editing, click submit user changes to save your changes. Look at the tabs below Ocean Conservancy s logo. The tab for My dashboard will always bring you back to your country, state, zone, or site landing page (to be discussed next). The ICC website tab will bring you to the Ocean Conservancy ICC website. The Help tab will bring you to a list of Frequently Asked Questions (FAQ s) as well as a link to the PDF version of the Quick Guide on how to use the ICC data reporting tool. 14

15 COUNTRY COORDINATORS 15

16 Your first step will be to Edit this Country please see next slide. 16

17 Edit this Country Please choose the regions that your country belongs to. If you are not sure, check out a map, or leave it blank. To select more than region, hold down the ctrl key on your keyboard and use your cursor to select more than one region. You can see here that we have selected North America, Pacific Ocean, and Atlantic Ocean. This is because Canada is part of all of these regions. The east coast of Canada touches the Atlantic Ocean, and the west coast touches the Pacific Ocean. The box that says this is placeholder location is for when there is no one at this level to approve data. You are the approver at the country level, so leave it UNCHECKED. All data entered within your country will come to you for approval before you click the approval button and submit it to Ocean Conservancy. If you check it, all data submitted in your country will skip your approval, and it will be submitted directly to Ocean Conservancy. You will still be able to see the data when this happens, but you wont get to review it before it comes to Ocean Conservancy as the final data. Click Submit when you are done editing your country and it will bring you back to your dashboard screen. NEXT SLIDE 17

18 Your next step is to create states within your country. Most countries have administrative divisions within their countries, for the U.S. they are states, for Canada they are Provinces and Territories, for Japan they are Prefectures, etc. To find out what your countries administrative divisions are go to select a country from the dropdown menu, and then look for the section that says Administrative Divisions Click Create new State on your dashboard. (Please Note: we apologize that many of the terms used in the tool are U.S. centric. We are making updates to the tool and hope to be able to change this for future versions.) NEXT SLIDE 18

19 This screen shows up. Title your state, and then again choose what regions it belongs to. This helps us get specific down to the state within a country where they are located. Next step is to choose whether or not you want the state to have zones. Do you have cities within your state that you want to be able to divide your cleanup sites into? If yes, select State has zones. For example, in the U.S., zones are counties. IF you do NOT have zones that you want to divide your state up into, then you can choose, State doesn t have zones, next level starts with sites. This means that you will create sites directly underneath the state level, instead of further dividing them into zones. Is this a placeholder location? If you have someone at the state level that you want to approve the data within their state before it gets sent up to you (the country level) then leave it unselected. If you do NOT have someone at this level, click this button and then the data underneath the state level will get sent directly up to you for approval. Click Submit after you are done and it will bring you back to your country dashboard. NEXT SLIDE. 19

20 Now you will have a state in your sub-location area of your dashboard. As you see here, Canada already has all of their states (which are provinces or territories in Canada) created. Next step is to create a zone. For this example, we are going to assume that the state has zones, and then sites within the zones. If your state does not have zones, then the next step will be create sites (please skip to the creating a site slide). Click on the sub-location state that you want to create a zone for. NEXT SLIDE 20

21 The dashboard for the state will come up. It is a different color than the country dashboard (each level dashboard country, state, zone, and site are a different color so you can remember what level you are working on. Country blue, State green, Zone Purple, Site Red. To create a zone, click on create new zone. NEXT SLIDE 21

22 Simply type in the name of your zone, and choose whether or not it is a placeholder location (is there a person at this level who is going to approve all the sites below it before it gets sent up to the state or country level?) Click submit. NEXT SLIDE 22

23 The zone will now appear in your sub-location area. Your next step is to create cleanup sites within the zone. Click on the zone in your sub location. NEXT SLIDE. 23

24 You are now on the zone level (purple). To create a cleanup site click, Create New Site. NEXT SLIDE. 24

25 This is the information you will need to create a cleanup site. 1. Write in the name of the cleanup site. 2. Choose whether or not the cleanup was on the coast (this is on an ocean) or inland (a river, stream, tributary, lake, etc). 3. The total distance cleaned for the site. This will automatically populate on the data card when you fill them out. 4. Select the unit of measurement, miles or kilometers. 5. If you have the latitude and longitude (GPS global positioning system coordinates) for your cleanup site, please enter them in decimal degree format here. Don t know the GPS for your site? It is easy to find out. Please refer to the ICC Quick Guide GPS Coordinates for a how-to on finding GPS coordinates using Google Earth. 6. If you are in the U.S. you can find your watershed coordinates by clicking on the link at the bottom of the page. 7. After you ve entered all of your site information, click SUMBIT. NEXT SLIDE. 25

26 You now have a cleanup site created! Click on the cleanup site in the sub-location area to start entering data! NEXT SLIDE. 26

27 You are now at the site level. Now the dashboard says datasheets. This section will be blank until you start entering data. Here there is one summary card entered for this site already. To create a new data card, click new data card, and a new summary card, click new summary card. Please note, you can either enter all your data cards here OR create a summary card. If you enter all your data using data cards and then enter a summary card, it will add it all together. For this example, we are going to create a summary card. Click on New Summary Card underneath the image of a summary card. NEXT SLIDE. 27

28 The electronic summary card (what you see here) looks almost identical to the physical summary card. In the section where it says card name this is where you can title the card, and this will appear on the dashboard for you site under Datasheets. Fill out the front of the summary card just as you would the physical summary card. Please note, the distance cleaned was what you filled out when creating the cleanup site, therefore if you edit this section your changes will not be made in the database. NEXT SLIDE. 28

29 When you get to the bottom of the front of the summary card, click Go to Page 2 of 2. What you filled out on the front of the card will automatically be saved. NEXT SLIDE. 29

30 Fill out the back of the summary card. You can use your tab key to tab from item to item. NEXT SLIDE. 30

31 You can either save and return to the dashboard, or save and start a new data card. In this case, since it is a summary card you probably don t need to start a new one. Click save and return to dashboard. NEXT SLIDE. 31

32 You will now have a summary card (named whatever you titled it on the front of the summary card) on your dashboard. If you were entering data cards, you can continue creating new data cards. 32

33 Submitting data: Data submission starts at the site level. After ALL DATA CARDS have been entered for a site, you can send them up to the next level of approval (zone, state, or country depending on the set up). NEXT SLIDE 33

34 When you click verify and submit data, a screen like this will appear, showing you the people pounds and miles for the site. If this looks correct, then press submit to zone captain. If it does not, go back to the site and look at the data cards to see where the error is occurring. 34

35 After a site is approved, it moves on to the next level (zone level if you have zones, state if you have states and no zones). The zone captain has the next approval, and when the zone captain has received data from ALL OF THE SITES WITHIN THEIR ZONE, they click verify and submit zone and it moves up to the next level. If you don t have a coordinator at a certain level (whether it be zone or state), you can opt to have it skip that approval process and move on up to the next person on the chain. To do this go to your dashboard, click on edit this zone or edit this state and check the box that says This is a placeholder location. If the box is unchecked, data will sit at that level waiting for approval. If the box is checked it will skip up to the next level of approval. The final step for a country coordinator, is after ALL of the data has been submitted. Then, click Verify and submit data at the country level to submit it to Ocean Conservancy. OC will then review the data and accept it as the complete data for that country. SEE REPORT SECTION NEXT. 35

36 STATE COORDINATORS 36

37 The dashboard for the state will come up. Each level dashboard country, state, zone, and site are a different color so you can remember what level you are working on. Country blue, State green, Zone Purple, Site Red. To create a zone, click on create new zone. NEXT SLIDE 37

38 Simply type in the name of your zone, and choose whether or not it is a placeholder location (is there a person at this level who is going to approve all the sites below it before it gets sent up to the state or country level?) Click submit. NEXT SLIDE 38

39 The zone will now appear in your sub-location area. Your next step is to create cleanup sites within the zone. Click on the zone in your sub location. NEXT SLIDE. 39

40 You are now on the zone level (purple). To create a cleanup site click, Create New Site. NEXT SLIDE. 40

41 This is the information you will need to create a cleanup site. 1. Write in the name of the cleanup site. 2. Choose whether or not the cleanup was on the coast (this is on an ocean) or inland (a river, stream, tributary, lake, etc). 3. The total distance cleaned for the site. This will automatically populate on the data card when you fill them out. 4. Select the unit of measurement, miles or kilometers. 5. If you have the latitude and longitude (GPS global positioning system coordinates) for your cleanup site, please enter them in decimal degree format here. Don t know the GPS for your site? It is easy to find out. Please refer to the ICC Quick Guide GPS Coordinates for a how-to on finding GPS coordinates using Google Earth. 6. If you are in the U.S. you can find your watershed coordinates by clicking on the link at the bottom of the page. 7. After you ve entered all of your site information, click SUMBIT. NEXT SLIDE. 41

42 You now have a cleanup site created! Click on the cleanup site in the sub-location area to start entering data! NEXT SLIDE. 42

43 You are now at the site level. Now the dashboard says datasheets. This section will be blank until you start entering data. Here there is one summary card entered for this site already. To create a new data card, click new data card, and a new summary card, click new summary card. Please note, you can either enter all your data cards here OR create a summary card. If you enter all your data using data cards and then enter a summary card, it will add it all together. For this example, we are going to create a summary card. Click on New Summary Card underneath the image of a summary card. NEXT SLIDE. 43

44 The electronic summary card (what you see here) looks almost identical to the physical summary card. In the section where it says card name this is where you can title the card, and this will appear on the dashboard for you site under Datasheets. Fill out the front of the summary card just as you would the physical summary card. Please note, the distance cleaned was what you filled out when creating the cleanup site, therefore if you edit this section your changes will not be made in the database. NEXT SLIDE. 44

45 When you get to the bottom of the front of the summary card, click Go to Page 2 of 2. What you filled out on the front of the card will automatically be saved. NEXT SLIDE. 45

46 Fill out the back of the summary card. You can use your tab key to tab from item to item. NEXT SLIDE. 46

47 You can either save and return to the dashboard, or save and start a new data card. In this case, since it is a summary card you probably don t need to start a new one. Click save and return to dashboard. NEXT SLIDE. 47

48 You will now have a summary card (named whatever you titled it on the front of the summary card) on your dashboard. If you were entering data cards, you can continue creating new data cards. 48

49 Submitting data: Data submission starts at the site level. After ALL DATA CARDS have been entered for a site, you can send them up to the next level of approval (zone, state, or country depending on the set up). NEXT SLIDE 49

50 When you click verify and submit data, a screen like this will appear, showing you the people pounds and miles for the site. If this looks correct, then press submit to zone captain. If it does not, go back to the site and look at the data cards to see where the error is occurring. 50

51 After a site is approved, it moves on to the next level (zone level if you have zones, state if you have states and no zones). The zone captain has the next approval, and when the zone captain has received data from ALL OF THE SITES WITHIN THEIR ZONE, they click verify and submit zone and it moves up to the next level. If you don t have a coordinator at a certain level (at the zone level), you can opt to have it skip that approval process and move on up to the next person on the chain. To do this go to your dashboard, click on edit this zone or edit this state and check the box that says This is a placeholder location. If the box is unchecked, data will sit at that level waiting for approval. If the box is checked it will skip up to the next level of approval. The final step for a state coordinator, is after ALL of the data has been submitted. Then, click Verify and submit data at the state level to submit it to the country coordinator (for U.S., there is no U.S. coordinator so state data will go directly to OC). Ocean Conservancy will then review the data and accept it as the complete data for that state. SEE REPORT SECTION NEXT. 51

52 ZONE CAPTAINS 52

53 You are now on the zone level (purple). To create a cleanup site click, Create New Site. NEXT SLIDE. 53

54 This is the information you will need to create a cleanup site. 1. Write in the name of the cleanup site. 2. Choose whether or not the cleanup was on the coast (this is on an ocean) or inland (a river, stream, tributary, lake, etc). 3. The total distance cleaned for the site. This will automatically populate on the data card when you fill them out. 4. Select the unit of measurement, miles or kilometers. 5. If you have the latitude and longitude (GPS global positioning system coordinates) for your cleanup site, please enter them in decimal degree format here. Don t know the GPS for your site? It is easy to find out. Please refer to the ICC Quick Guide GPS Coordinates for a how-to on finding GPS coordinates using Google Earth. 6. If you are in the U.S. you can find your watershed coordinates by clicking on the link at the bottom of the page. 7. After you ve entered all of your site information, click SUMBIT. NEXT SLIDE. 54

55 You now have a cleanup site created! Click on the cleanup site in the sub-location area to start entering data! NEXT SLIDE. 55

56 You are now at the site level. Now the dashboard says datasheets. This section will be blank until you start entering data. Here there is one summary card entered for this site already. To create a new data card, click new data card, and a new summary card, click new summary card. Please note, you can either enter all your data cards here OR create a summary card. If you enter all your data using data cards and then enter a summary card, it will add it all together. For this example, we are going to create a summary card. Click on New Summary Card underneath the image of a summary card. NEXT SLIDE. 56

57 The electronic summary card (what you see here) looks almost identical to the physical summary card. In the section where it says card name this is where you can title the card, and this will appear on the dashboard for you site under Datasheets. Fill out the front of the summary card just as you would the physical summary card. Please note, the distance cleaned was what you filled out when creating the cleanup site, therefore if you edit this section your changes will not be made in the database. NEXT SLIDE. 57

58 When you get to the bottom of the front of the summary card, click Go to Page 2 of 2. What you filled out on the front of the card will automatically be saved. NEXT SLIDE. 58

59 Fill out the back of the summary card. You can use your tab key to tab from item to item. NEXT SLIDE. 59

60 You can either save and return to the dashboard, or save and start a new data card. In this case, since it is a summary card you probably don t need to start a new one. Click save and return to dashboard. NEXT SLIDE. 60

61 You will now have a summary card (named whatever you titled it on the front of the summary card) on your dashboard. If you were entering data cards, you can continue creating new data cards. 61

62 Submitting data: Data submission starts at the site level. After ALL DATA CARDS have been entered for a site, you can send them up to the next level of approval (zone, state, or country depending on the set up). NEXT SLIDE 62

63 When you click verify and submit data, a screen like this will appear, showing you the people pounds and miles for the site. If this looks correct, then press submit to zone captain. If it does not, go back to the site and look at the data cards to see where the error is occuring. 63

64 After a site is approved, it moves on to the next level (zone level if you have zones, state if you have states and no zones). The zone captain has the next approval, and when the zone captain has received data from ALL OF THE SITES WITHIN THEIR ZONE, they click verify and submit zone and it moves up to the next level. The final step for a zone captain, is after ALL of the site data within the zone has been submitted.. Then, click Verify and submit data at the zone level to submit it to the state coordinator (or country coordinator if there are no states). The state or country coordinator will then review the data and call the zone captains with any questions. SEE REPORTING SECTION NEXT. 64

65 SITE CAPTAINS 65

66 You are now at the site level. Now the dashboard says datasheets. This section will be blank until you start entering data. Here there is one summary card entered for this site already. To create a new data card, click new data card, and a new summary card, click new summary card. Please note, you can either enter all your data cards here OR create a summary card. If you enter all your data using data cards and then enter a summary card, it will add it all together. For this example, we are going to create a summary card. Click on New Summary Card underneath the image of a summary card. NEXT SLIDE. 66

67 The electronic summary card (what you see here) looks almost identical to the physical summary card. In the section where it says card name this is where you can title the card, and this will appear on the dashboard for you site under Datasheets. Fill out the front of the summary card just as you would the physical summary card. Please note, the distance cleaned was what you filled out when creating the cleanup site, therefore if you edit this section your changes will not be made in the database. NEXT SLIDE. 67

68 When you get to the bottom of the front of the summary card, click Go to Page 2 of 2. What you filled out on the front of the card will automatically be saved. NEXT SLIDE. 68

69 Fill out the back of the summary card. You can use your tab key to tab from item to item. NEXT SLIDE. 69

70 You can either save and return to the dashboard, or save and start a new data card. In this case, since it is a summary card you probably don t need to start a new one. Click save and return to dashboard. NEXT SLIDE. 70

71 You will now have a summary card (named whatever you titled it on the front of the summary card) on your dashboard. If you were entering data cards, you can continue creating new data cards. 71

72 Submitting data: Data submission starts at the site level. After ALL DATA CARDS have been entered for a site, you can send them up to the next level of approval (zone, state, or country depending on the set up). NEXT SLIDE 72

73 When you click verify and submit data, a screen like this will appear, showing you the people pounds and miles for the site. If this looks correct, then press submit to zone captain. If it does not, go back to the site and look at the data cards to see where the error is occurring. After data is submitted, no other data can be entered for the site. If you receive a data card for a site after the site has been submitted, call your state coordinator and they can take it. SEE REPORTING SECTION NEXT 73

74 Assigning Users to a Location (For Country, State, and Zone Cpatains Only) 74

75 You will want to assign users to locations so other people can add data. Adding a user is the same for every level. The most important thing to remember is that when you are adding a user to a certain location, that location HAS TO BE SELECTED IN THE LEFT NAVIGATION TREE before you attach the user to a location. For example, I am going to add a user to the Canada level so they can access all of Canada. I ve made sure that I have Canada selected on the left hand navigation tree. (If I were going to assign a user to a cleanup site, I would want to make sure to select the cleanup site in the left hand navigation tree). After you have made sure the location is selected in the left hand tree, click on Manage Country Coordinators, or Manage State Coordinators, or Manage Zone Captains, or Manage Site Captains, depending on what level you are at. 75

76 This is what the screen will look like. The lower section lists all the people who have access to that level. To add a user, click locate or add user. NEXT SLIDE 76

77 This screen will appear. You want to go to the tab that says add. NEXT SLIDE 77

78 This will appear. Please enter the fields appropriately. Please note the username will automatically be generated after the address is entered. We think it is a good idea to keep usernames as addresses to make it easier for everyone to remember. Enter a general password and then select the unites for that persons distances preferences. Click Create User You will have to either , call, or somehow let the person you just created know what their username and password is, they will NOT get an automatic from our system. NEXT SLIDE. 78

79 After you click create user this screen will appear. THIS IS A VERY IMPORTANT PART OF THE PROCESS. Confirm by looking at the left hand tree that you are about to attached this new user to the appropriate location. Once you have confirmed that it is correct, click Attach User to Current Location 79

80 This screen will appear, with the person you just entered on the upper section of information. You can add as many people to a certain location as you want. However, there will only be ONE person with the primary user selected. This means that the person with this selection is the individual who will make the final submission of the data. The person you added now has the ability to enter data! 80

81 REPORTING 81

82 Reporting can be done at any level; site, zone, state, and country. Whatever access you have (site captain vs. zone captain) determines the level of reports you can run. To select a report click on the report you want to run in the reports section on your dashboard. Available reports include: Summary Sources Of Debris Top Ten Debris Items People, Pounds and Miles (PPM) Items of Local Concern* Entangled Animals* Peculiar Items * Debris By Location* Reports with an asterisk (*) are only available for states, zones and sites. NEXT SLIDE 82

83 A report, such as this will appear. You can review it, or you can download it to your computer. To download to your computer, click the button that says Download as CSV. A CSV file is a comma separated value file (which is what makes a basic spreadsheet in Microsoft excel). Save the file to a desired location (may be helpful to save file with the location of the report in the title for future reference). The spreadsheet of the report can be sent to other people, and used for data analysis if desired. 83

84 ICC Contact Information For questions please contact: For general information for ICC coordinators: Start a Sea Change: A Day at the Beach becomes a Year-Round Movement. 84

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