Prepared for Data Managers and Volunteer Project Leadership of

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Kentucky Volunteer Monitoring Internet Based
Database Application Documentation Kentucky Water
Watch Program Version 1.0
Prepared for Data Managers and Volunteer Project
Leadership of Water Watch Program Watershed Watch
Program PRIDE Clean Streams January 2004
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Kentucky Watershed Watch On Line Database
Operations
CONTENTS I) Background 1. Table of
Contents 2. Database Design 3. Database Home
Page II) Volunteer Records 4. Adding a new
volunteer 5. Zeroing in on a volunteer
record 6. Updating/Editing a volunteer
record III) Monitoring Site Records 7. Managing
3 windows 8. Adding a new site 9.
Zeroing in on a site record 10. Updating Site
Information IV) Event Records 11.
Adding and updating a new event V) Sampling Event
Reports 12 Chain of Custody Records, Lists
and Avery 5160 Mailing Lables VI)
Tips, Tricks and Technical support.
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WW Database Design
RESULTS Project LabNumber Sample_ID Collection
Date Collection Time Stream Location County
SamplerLN WHO_ID Flow Rainfall Turbidity Disso
lved Oxygen pH Temperature Conductance Analyte
Result Unit MDL Method Analyst
1. EVENTS Table tracks what we are doing and
when 2. WHO table tracks our volunteers and
contacts 3. SITES table tracks monitoring
locations 4. Sample Results tables (many of
these) hold the data from our monitoring events
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WSW Database
What you can do 1. Add records 2. Edit
records 3. Query records General Rules 1. Dont
publicize address 2. Dont edit other basin
records 3. Register your volunteer first Add
the site they monitor next Things to
remember 1. Designed by NON database
specialists 2. Special meaning codes Basin
Letter Codes B,F,G,I,K,L,P,R,S,T,
Activity Codes !,A,I Numbers are all
yours
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New Volunteer Registration
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Update Volunteer Records

• Pictured Results of a query for LNJohnston as
  UPDATE RECORD FORM
• Select EDIT Button to retrieve volunteer record
  for editing

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Update Volunteer Records
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New Monitoring SITE Registration
1. Be sure you already have the volunteer
registered in the database. 2. Open Register New
Site form 3. Open Volunteer Update Record Form
with list of volunteers in separate window 4.
Open Site List Update Record Form list of ALL
SITES for your basin 5. Position the three
windows where you can see them at the same
time 6. Switch back and forth as necessary using
ltALTgtltTABgt keys or Task Bars at the bottom of
your screen.
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New Monitoring SITE Registration
Tips for identifying site location and finding
Lat-Lon information 1. Visit http//www.topozone.
com 2. Enter nearest city or post office name to
bring up topogrphic map. 3. Click around map
until you find your location 4. Change map units
from UTM to Decimal Degrees DD.DDD 5. Record
Lat-Lon in decimal degrees as found above map.
6. Use minus sign to indicate Latitude (as
opposed to W for WEST)
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Update SITE Records

• Query for Four Rivers Monitoring Sites as UPDATE
  LIST
• Click the EDIT button to make changes to the
  record

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Update SITE Records
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EVENT Registration
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Sampling Event REPORTS
REPORTS UTILITY USE 1. Print Chain of Custody
Records 2. Print List of samplers and their
sites for sample runners 3. Print mailing labels
for sending out sample packets Procedures 1.
Select field to query by in Blue Column. 2.
Enter KEY WORD/Phrase to query by 3. If you
want to refine your search select a second
field. Otherwise you can leave the GREEN
column blank 4. Select the field you want to
sort your list in with the RED
Column. 5. Select your desired output. NOTE
This is not for general mailings. Only
volunteers with a sampling site will be included
in the mailing list. Agency Contacts, Steering
Committee Members and others without sample sites
will be left off. Use the regular VOLUNTEER KEY
to get a list of everyone
The first time you run this on a particular
computer the system will ask for permission to
download three separate Active X controls in
order to prepare the reports for printing on your
computer. You only have to do this once!
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Summary and Tips http//nrepcapps.ky.gov/watch/man
agement/key.htm
1. Remember these codes and reserved letters
AActive IInactive !Steering
Committee Basin Letter Codes BBig Sandy
FFour Rivers GUpper Green IInterbasin
KKentucky LLicking PE-KYPRIDE
RBluegrass PRIDE SSalt
TTradewater-Lower Green Event Codes Basin
Letter Code plus YY-MM-DD (example)
F04-05-15 If you invent a new code, just let us
know! To create a link to a particular query
1. Run the query. 2. Cut and Paste the web
address created into your web page or
document link 3. Remember, do not divulge the
home page or any of the edit pages to anyone
other than Steering Committee Leadership and
Sampling Event Planners
Technical support Call us first, call us as
often as you like! Ken Cooke 502-330-0570
(Cell 24/7) ken.cooke_at_ky.gov Kathy Ward
1-800-928-0045 Ext 407 lindak.ward_at_ky.gov Louise
Cantrell 502-564-5174 louise.cantrell_at_ky.gov Loui
se is the application editor. She should
be called only if you cant reach us. Design
and users group Data managers and sampling
event planners carry on discussions about use
and changes for the database. This is a joint
effort and open system for data management for
volunteer monitoring. It is NOT perfect. Your
suggestions and assistance in improving the
system would be greatly appreciated!