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Recording

From the Main Menu screen, select Recording, which displays an input screen where the following fields can be completed:

Group, Item, Site, Position, Recorder, Reference, Date, Days, Count1, Count2, Status, Diary, Notes, User Defined Fields

Group

• Choose the required Group by clicking on one of the items in the Group List (e.g. mammal), or via the icons at the top of the screen



• The Items belonging to that group will be shown in a table above Group



• To view Scientific, or Colloquial instead of Common Names for the current Species List, right click on the current Species List and highlight preferred view



• To change the Sort order, right click on Name or Code and select Ascending or Descending



• You can set default values for View, and sort from the Options screen



• Select the Species you require by clicking on an Item in the Species List or use one of the Find boxes



• Alternatively use Sub List to select from a smaller selection



• When you have entered all the details for a sighting click Next to enter another sighting



• Select File/Multiple Input to enter bulk sightings



• When you have finished entering sightings, select File and Close for Now to return to the Main Menu

Site

• Add a Site for the current record by choosing from the drop-down list



• If it has a default grid reference, this will be displayed in the Position field, and the default Vice County will also be selected

Position

• Grid references can be entered in several formats:



• 1 Figure (SH46)


• 2 Figure (SH4171)


• 3 Figure (SH412612)


• 4 Figure (SH41236123)


• 5 Figure (SH1234565432)


• DINTY (SH46Q)


• Quadrant (SH46NW)


• Raw (Northing and Easting)


• LatLong


• Relative Position (x and y co-ordinates)


• If a map is displayed on the Record Sightings screen, clicking on a spot on the map will automatically fill in the Position field
  
  
• If there is a Default Grid Reference for the current site this will be automatically displayed when selecting the Site



• You can ignore grid references altogether but obviously you will not be able to plot your sightings in a meaningful way



• AditSite automatically enters the grid reference in the Position field, in the program's preferred format (5 Figure), but will be displayed in the user's format on maps and reports

Recorder

• Select Recorder from the drop-down list



• If you do not care who the recorder is, set up a recorder called 'Any' or 'Unknown' (see Maintain Recorders)

Reference

• Type in a Reference if you need some way of identifying a set of records for graphing or reporting



• This could enable the user to select specific sightings when Reporting, Graphing etc.



• Or it could be used to mark Items as 'Sure/Unsure' identification for later Report selection

Date

• Type in the Date in the preferred format, e.g. T = Today, T-1 = Yesterday etc., plus most usual date formats

Days

• If the sighting is to be recorded once but be indicative of the presence of the species for a number of days, record the number of Days



• This will allow accurate graphing of populations over time

Count

• Enter the Count for this sighting in Count 1



• Or enter DAFOR or DOMIN values instead of a count



• Optionally enter a numeric value in Count 1 and a subjective value in Count 2

Status

• The user can optionally select the Status for some species in some group lists or leave Status blank (*)



• The normal distribution is marked by (->) next to the appropriate status, for the user's reference



• The user can add new Status categories by clicking on Item Lists

Diary

• This facility allows the user to make more extensive notes as required, which can be displayed on the Diary Report and via drill-down on other Reports, Maps and Graphs



• The Diary screen supports rich text format (font, colour, etc), and the insertion of pictures (and other objects), to enhance presentation

Notes

• Enter free text notes for this record

User Defined Fields

• If you have set up some User Defined Fields, these will be displayed underneath the Sighting Details screen

Site Maps

• In top menu, select Site Maps/Grid Reference and select the type of Grid Reference to be displayed when moving mouse around Map



• Note: Position and Reports will still display as preferred 5 figure grid reference, but output maps support the same selection



• Select Site Maps/Grid to choose a grid of different dimensions for easier position identification



• Select Site Maps/Zoom to display the Map in different sizes with the use of Zoom

Site Pictures

• In top menu, select Site Pictures and then either Print, Copy or Select Picture (see Images or Sounds)

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Reporting

• This screen allows you to select the Items you want to view in a Report, either on-screen or printed, with the help of the Druid or manually



• Reports can be compiled using the following Filters:



• Group


• Item(s)


• User Defined Report Group


• From Date


• To Date


• Site


• Map Area
• Vice County
• Use Links


• Recorder


• Reference


• Status

Group

• Select the Group or Groups from which records are to be reported



• You can select more than one group using Control or Shift in the usual way

Item

• Select individual species from the Item List (maximum of 16 species)



• To Find a species, type all or part of the name in the box at the base of the list and click Find (press F3 to find and mark the next entry that matches)



• Alternatively, if no selection of species is made, all sightings will be chosen by default from the group(s) selected



• Alternatively, the user can build a Report based on User-defined Report Groups, which are displayed below the standard Group List



• Report groups automatically select the required items for the report

From Date

• Type in the Date (T = Today, T-1 = Yesterday etc., plus most usual date formats)



• Only sightings made on or after this date will be shown



• The default date span is one year

To Date

• Type in the Date (T = Today, T-1 = Yesterday etc., plus most usual date formats)



• Only sightings made on or before this date will be shown



• The default date is today

Recorder

• Select Recorder from list or All

Status

• Select Status as preferred for Reporting purposes

Vice County

• Select Vice County as preferred for Reporting purposes

Site

• Only Records at this Site will be shown or select All

Reference

• Only sightings matching this user reference will be shown

Map Area

• This is only included on the Report Screen for compatibility with earlier versions of AditSite



• Only sightings made in this hectad (10km square, a 2 figure grid reference) will be shown

Use Links

• Click this box to include all those sightings Linked to this Site

Report Format

Reports can be displayed in a number of different ways:

• Data List - Full report of all fields



• Item List - Short report showing group, name and count



• Items per Site - For single Item, report Sites where Item can be found, with count and date



• Item Range - Short report showing locality and number of sightings



• Diary - Report all diary text for the chosen records



• Query - Construct user's own SQL-based report



• Export - Report Items that have been exported



• Full/Part Item List - List of Items from master list



• Full Site List - List of all Sites displaying all fields related to each Site



• Monthly Maximums - Maximum Count for each Item per month



• Items at Site - Measure of biodiversity at chosen Site



• Full Recorder List



• Full Landowner List



• Item Range in 1km Squares



• Item Range in 10km Squares



• Item Range in 100km Squares



• Earliest/Latest Date



• Recorder Activity



• Earliest/Latest Appearance



• Compare Vice Counties



• Absence (No Record)



• All 10km Squares



• Not Seen Since



• Compare Sites



• Compare Dates



• Comparitive Absence



• How Often Seen



• Data Audit



• Item Range in 2km Squares



• Item Name Audit



• Item Range in 5km Squares



• Annual Report



• Users can also Design Reports to suit their own reporting needs. When this Report has been created, it will automatically be displayed at the bottom of the list of Report options

Displaying Reports on Screen

• Once all filters have been selected, including the Report Format, click Report to display the chosen Report on-screen



• The user can adjust widths of columns (or delete a column) by selecting and dragging column boundaries



• A list of all results in a particular column can be viewed by highlighting the column and right clicking on the column



• To view a particular record, click on the name in the list of results

Quick Graph

• To produce a quick graph of a particular column in the Report on screen, click Quick Graph in top Menu and select column to be graphed

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Mapping

• Having selected records (see Reporting ) the results can now be plotted on a map, provided the chosen site has an associated map



• There are three categories of mapping:



• Plot - normal plot


• Query Plot - plot data based on user query


• Pre and Post Plot - Allows user to plot sightings with different symbols according to date (enter the number of cut-off dates and then select start and end dates or allow the default which is half-way between From and To dates). This plot format supports standard use of filled and unfilled circles

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Displaying Plotted Sightings on Screen

• Click on Plot or its associated Icon to display a base map, overlaid with the chosen data



• The mapping screen has many features that affect what is displayed on screen, what can be output to a printer or another package, and other features of particular interest: Dragging, View, Measure

Dragging onscreen

• Drag (hold left mouse button down, and move mouse) a box around a plot or number of plots, and then release the mouse button



• A list of records will be displayed



• Double-click on any line to drill-down to the underlying data



• Choose File/Print on the Selected Data screen for a quick report



• Alternatively choose File/Print Data with Map to create a composite document

View (select one of the following from the top menu)

• Grid References - select a required format, with the actual position being displayed top right of screen



• Grid - overlay the map with a standard grid at chosen spacing



• Zoom - enlarge or contract the map by a standard percentage



• Change Plot - alter the size and appearance of the plot



• Plot On 1km/10km Centres - for distribution mapping, the option moves all plots to the centre of their bounding 1km/10km square



• Annotate - when selected, the mouse pointer changes to a text insertion pointer; click anywhere on the map and insert your own text (with full control of font)

Measure (select from the top menu)

• The cursor changes to an arrow



• Click on the first point and drag to a second point to measure distance, which is then displayed on menu



• Click again to deselect or press escape