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BTO USER MANUAL TO IPMR

1. 18 2 3 Recoveries from 19 2 4 First Ringing Details for Control ssccssccsssssssssscssssccsssssssscssssesssscsscessssssesssssessseses 19 3 Checking Correcting and Submitting Ringing Data to the BTO 20 3 3 Checking Data in Input or Sorted order e ee ee een aee taue 22 3 4 Checking Monthly Totalls ccsscssssssssssssssscssssssssssscsssssssssssssscssssecsssccsssssssssssssssscsseses 22 3 5 Consistency Checking eere ertet raso eere a eene Lago rure eo ese n ERE Eevee sisses Vesto 22 3 6 Deleting Records etuer eee eee ritate eoo c o oia ae e nb aere ce eue ae ea e Een eS 22 3 7 No Original Ringing Record report eee eee e eee esee etes s eee ea setate seta eaae 23 3 8 When should data be submitted Leere enne 24 e Every 3 months if there are at least 200 new ringing records to be reported 24 M 24 3 9 Creating Submission Files 5 rero ee eoe eerie oe ta ane retos oae voee eerte se e esta gar sae eee oua ae 24 SAO Totals E
2. M 36 8 4 Place ni ee 37 8 5 Observer ree M 37 8 6 Observer Species Record eere eee ee eee eee ee ee eren ette etta setas etas etna sense ease esee eese a 37 8 7 Initial Ringing Year Totals eee ee scere ee eerte ee enne etta sette setae ee iessen ense eese os sostes aee 37 S S Annual POCAS C 37 8 10 c no sis 37 8 11 Recovery History Imports 4 eere ee eene eren ee etta aset easet etes etas esten aee 37 8 12 Colour Marked siniset e Crete eee e eue Nera S 37 9 Specific Reporting Querying eene 38 S trustee eek Une dn PORE Ce ewe vuelo 38 9 2 b MIFIIEi meses 38 The table can also be exported to a spreadsheet program to produce reports charts etc rise bete see epe be AEE A E eve seules Visto Dwe ve ene V tere A EE EEE 39 9 3 Standard BN STUIC M 39 9 4 Set Submissions Flag 40 10 Reporting from the Ring Series table 41 10 1 41 Ring Series 41 e S a ESA DE T EAE EEEE EE EEE A A A S 41 Unuse
3. Captures Captures Selection Reporting and Processing Select the required data e g all birds ringed in the month of July Report Cross Tabulate Select Create and Report and enter name for report Enter Species in the Row Headings field Enter Year in the Column Headings field Leave Field for Tabulation as Record Type Code Leave Tabulation Function as Count Click Query to produce a spreadsheet or Report to produce a printable report The table can also be exported to a spreadsheet program to produce reports charts etc 9 3 Standard Reports Similar to the standard reports in Section 8 these report on the specific data that you have selected using Captures Selection Reporting and Processing e Captures e Captures Selection Reporting and Processing e Report menu porter 2 2 37 BTONUNRG Select captures to view using one or more of the selection criteria Capture Subsite type V Species V Date v Place y Box P732403 30 12 1899 00 00 5870962 30 12 1899 00 00 508875 14 09 1991 00 00 K145768 03 05 1995 00 00 K267885 31 05 1995 00 00 K267888 22 08 1885 00 00 8853608 16 01 1996 00 00 NUN 8853610 8853814 8845791 8845792 956573 K441418 16 01 1996 00 00 NUN 16 01 1996 00 00 NUN 16 01 1996 0000 NUN 16 01 1896 00 00 NUN 16 01 1996 0000 NUN 16 01 19
4. IPMR Place codes will be validated and held on the BTO HQ database therefore it is no longer necessary to register new sites with using a three letter registered site code However please note that you should continue to use existing registered site codes that have been approved by BTO HQ e Own Place details e Create Places 1km squares Place Usage Jj Help Place code TEST Ringing CES Site Nest recording 1 Place Name ET Grid Reference 9234 Grid Ref Accuracy km County Region EIER County Region E79 Vice County Coastal or Inland Inland E Country Confidential 0 Defaults First Habitat Second Habitat Capture method Owner Place Active Cancel Undo Grid Hel fom code can be up to six characters and should be relevant to actual place name for ease of remembering and inputting data For example The Nunnery could be coded as NUN No two place codes should be the same for one permit number Please DO NOT alter your place codes once created and corresponding data has been loaded at BTO HQ Indicate if the site is a CES and if it is the first year the code should be set to 999 Example Place setup e Place Code NUN e Place Name near Thetford e Grid Reference TL8781 e County Region GBNOR Norfolk e Coastal or Inland I e Vice County West Norfolk e Habitat
5. Open Windows Explorer folder containing submission file Your e mail add Copy filename to clipboard to manually attach to email To edit the Email When you create your email to ringing data bto org select to add an attachment and in the File name box cut and paste ctrl V on keyboard and click the Open button 25 Look in 9199 9199 106 19199 111 My Recent 9199 112 Documents 9199 113 9199 114 9199 115 9199 116 9199 117 9199 121 9199 122 9199 123 9199 124 9199 114 9199 125 9199 115 39199 126 919302 19199 127 E AGE9199 09 9199 096 9199 102 9199 103 9199 104 9199 105 9199 106 9199 113 E E EL EL EL EU EL EU File name KAQUTPUT 9199 91 99 91 99 136 zie My Network Files of type Al Files v L2 TR ULLLLLRLUS SA S4 When you send a submission to BTO you will receive an auto reply to say that the file has arrived and a separate email confirmation of loading one to weeks later Please check you receive these replies as it confirms that we have received your data If you have included your email address in Owner Details under Setup it will be included in your submission file IPMR produces a compressed ZIP file containing the submission records The filename is the IPMR owner s permit number followed by a 3 digit code e g 9034 061 The 3 digit code consists of the last two digit
6. Select the CES location and year Clicking Submission will create a submission file which contains all visit and capture records and the submission summary report This can then be emailed to the BTO or another email address or saved to disk Clicking Summary Report will open the Summary Report in IPMR Please note that this submission is completely separate ie does not replace from your data submissions for these capture records Send to ces bto org 46 12 2 RAS Before details can be entered location s at which the RAS study operates need to be set up as Places Setup Places Own Place Details e Captures Retrapping Adults for Survival Specify the RAS code If this is the first year of a RAS study and you have no code then this should be set to 999 When a RAS code is issued for following years the RAS code value should be updated The breeding season for your RAS study species should be defined in the relevant boxes in order to exclude non breeding season captures Default values are entered for you when a new RAS study is set up Places that have previously set up under Own Place Details can be added to the RAS Study Places list by selecting from the list of your ringing Places and clicking on the Add button They can be removed by clicking on the delete button They can also be defined at Subsite level within a Place Submissions can be made through this section by
7. WT 4 3 2 Editing Captures Once you have located the record you want in Captures Selection Reporting and Processing double click on the required record to open it alternatively you can select the record and click the Edit Capture Record button You can now edit the record If the displayed record has already been submitted a large yellow box will be shown in the right hand corner Clicking on this box will flag the corrected record to be re submitted to when the next submission is created It will also prompt for a comment in the Submission text field to say why the record is being resubmitted im Integrated Population Monitoring Reporter v2 2 23 BLANDM Record ype MEME Scheme inen Bing number 2542 Ring Info Species code SNPE Snipe Aga 2 Pum ative Se Sexingmethod PovSec 2 Condition of bird Finding cond 1 3 Wing length 137 Wing Measurer SFM Steve Moores Weight 1150 Weighing date 23 11 2004 Time 1700 Habitat 1 HT Coona Mare open shore Alula moult score 2 Old greater coverts Wingpoint state Primary feather length RI TT TT Astore 8 DB Airbox ou Microsoft E Ibero Brari vrari
8. Guide to using IPMR v2 for Ringing Updated May 2006 with minor updates 2013 m Integrated Population Monitoring Reporter BTONUNRG USER MANUAL TO IPMR v2 FOR RINGING IMGroduChOn EIER 5 The importance of submitting data in electronic format ecce eese ee ee eee et enaae 5 Backing up your database e 5 Further help anid soatonsssoee 5 SECTION henen n aarti aaah 6 T Setting atu idee Ur 6 12 Creating Database to notan na crea og 6 IKE jd Ira 7 7 udin 7 4 5 8 e Captures Submission Code eerte tnn nete euo re tra ono rennes ro seu Ina tun aas eo ean oir E vnde tsss 8 e Retrap check for new nein 9 1 5 Observer ee 9 1 9 Other Places mm 12 IE lI e 12 1 11 Rings 14 1 12 Others Ring Series 7 eere eren oen reet ener nee e ena aoro eoa oo one es Pe 15 2 nputtmeg ringing data tede eei osi dus 16 2 1 M 16 2 2 hiuriubrictepe 16 e ssseeeseed 17 Recording NIOULC
9. Others Ring Series Ringers will need to be marked as Supervisor if they are to be recorded as a checker when inputting data e Setup e Observer details e Enter the name initials and permit number of observers 1 6 Finder Details Finder details can be used to hold name and address details for members of the public who have found a ringed bird and passed these details to a ringer This can apply to ring numbers and colour mark sightings The facility to add the address means that if a ringer reports a bird found by member of the public the finder will receive a printout directly from BTO The name and address must have the lines in the address separated by commas with a maximum of 30 characters between the commas There should be no space character after the commas e Setup e Finder details e Joe Bloggs JB 123 Chestnut Avenue Thetford Norfolk IP24 1GH See Section 5 1 for details on how observer names can be imported from another database 10 1 7 Own Places You must set up a Place code for each ringing site before data can be input To set up a Place code you need to know the four figure grid reference the site name and the County Region Please note that the site name must include at least one name that appears on the 1 50 000 scale Ordnance Survey map For example if Jane s Wood does not appear on the 1 50 000 OS map you need to use Jane s Wood Thetford and not just Jane s Wood
10. 27 SECTIONS tiae un each ak NND Rte ENDE NR 28 4 Copying amp Attaching a 28 IbvuDwlitaN annie 29 Setup datas eoa Esuke EEE east 29 5 2 Exporting Ringing Data eere eee cete ette eren ette ette sten seta setas etas eaae eaae tone 29 29 5 3 Importing Ringing Data 4 eee e ee ee eee eee ee eee seta eese 30 5 5 Importing original ringing data from another ringer e eere ceres eren ette 31 6 Inputting Data in 5 32 7 Colour Marks 00 33 7 1 Inputting Colour Mark details of your own birds eee ee eren ee eenue 33 7 2 Observations Colour Mark Only 4 ette sette setas ese en setate seta eaae 34 7 3 Finding Colour Mark ieeee erento eo eo eene nn 34 7 4 Reporting on Colour Marks 4 ee ee ee ee ee ee etes seen sesta sette tease epa tete s eaae es eP aee ea aS 35 8 Standard Reporting mereri nier FO Ee qe t eee eta 36 Si C 36 8 2 Outstanding bao bore enean 36 Xni
11. C7 G2 e Capture Method M mist netting 11 e Place usage Ringing Site amp CES County Region E79 can be used to enter pre 1995 county codes It is not necessary to enter a Vice County but you may wish to use this for data analysis e g county bird reports See Section 11 for confidential sites Capture method refers to the default capture method This can be changed on data entry if you occasionally use a different method e g spring trap 1 8 Other Places Other Places may need to be added in order to input recoveries of your birds or original ringing data for birds you have controlled Using the grid reference for the place code makes them easy to find and use Setup Places Other places Create Example Other Place setup e Place Code TL8188 e Place Name Santon Lodge e Grid Reference TL8188 e County Region GBNOR e Habitat A2 e Capture method M mist netting If you are a permit ringer or ring as part of a group your setup information needs to exactly match the setup information in the master database the group or A permit ringer database You will need to arrange with the group secretary A permit holder to import the setup information from the master database See Sections 5 1 for instructions 1 9 Subsites Ringing Subsites are useful for sites that have a variety of habitats in a small area reed bed sewage works wood They are also used for CES subm
12. Default button sets the list to be the same as the default list and you can then make alterations by clicking the checkboxes Clicking Save amp will save the list you are working on and you will be offered the opportunity to make the list your default for this database Data entry tab e Captures Submission Code Setting a submission code of NOT makes this the default for all the new capture records entered into IPMR This indicates that the record has not been submitted to the BTO There is the option to set this to PND this will hold the records until they have been checked and are ready to submit The flag then needs to be updated to NOT so they are included in the next submission file created see section 3 3 This can be done through Captures Selection Reporting amp Processing Section 9 4 e Retrap check for new bird Clicking YES will prompt an automatic check for ringing details when a recapture is entered e Captures Update Confirm A setting of YES will cause a confirmation window to appear each time you click the Save button after entering a record A setting of NO will stop this prompt appearing e Other Series Record Type Set to Retrap if the Others Ring Series are mainly those used by a ringer sharing the same sites see Others Ring Series Section 1 11 e Change Date Auto Repeat If this field is set to NO the auto repeat function will NOT copy data to the fir
13. PHintegrate ICCBD s06 Using the Next Previous buttons on Captures form allows adjacent records in Captures Selection Reporting and Processing list to be viewed 21 Tip Pulli dying before fledging If pulli die before they fledge the record type of the ringing record should be changed from N to P Do not change the ringing date or create another record If the new record has already been submitted to BTO this record must be edited and re submitted as above with a note in the submission text to say that the previous record should be overwritten 3 3 Checking Data in Input or Sorted order This is the most efficient method of checking data Data can be selected to show mandatory fields only but it is advised to select all fields that you input to make a complete check Captures Captures Selection Reporting and Processing Bring up the records to be checked using the boxes at the top of the screen Report Selected Capture Fields Report Sorted as Data Entered or Report Sorted as Form Print out on paper and check manually You can set up a prompt that will allow you to do this immediately after inputting see Section 1 3 3 4 Checking Monthly Totals A quick scan will highlight any obvious mistakes of birds being ringed in unlikely months e Captures e Standard Reporting e Monthly Totals 3 5 Consistency Checking Any discrepancies for age sex a
14. Setup Options Data Entry tab Select Same to cycle within the current record or Next to move to the next record Some fields can be auto repeated from one record to the next If the field supports auto repeat this function will be enabled when the field is double clicked the background colour will change to yellow If Age is auto repeated and it is a pullus then pulli alive pulli ringed and pullus stage code if present will also be repeated Measurement methods will only be repeated if the associated measurement is entered If you do not want fields to auto repeat from one date to another this can be turned off under Setup Options Data Entry Change Date Auto Repeat IPMR will check the validity of parts of the data that are input but incorrect entries may be accepted if they fall within the permitted ranges categories For example a number of species that take A size rings will have similar biometrics so if an incorrect species or measurement is entered the error may not be recognised e Captures e Enter Capture Details e List Style or Form Style e Select Field Setup e g CES e Input the correct date before inputting any data this will need to be changed for a new date Tips Blue Tit Inputting the species BLUTI shows the species as Bluethroat until all five letters are typed but typing BT produces the Blue Tit five letter code IPMR will sup
15. Delete button will perform the delete operation 42 e Split Ring Series This function effectively creates a new Ring Series You must enter the first ring of the new series to be created By tabbing out of the field or clicking on the Check button a validation is performed This validation checks the ring number entered e Merge Ring Series This function effectively creates a new Ring Series from two or more separate ring series Enter the first ring and the length of the new series Tabbing out of the length field or clicking on the Check button will check whether the new series contains complete ring series and will display the ring series involved If the check is successful then the Merge button is displayed Clicking on the Merge button will perform the merge operation For example if you have a series of 50 rings starting V000001 and a series of 50 rings starting V000051 creating a series with 100 rings that starts V000001 will merge the two series 43 11 Confidential Sites 11 1 Creating a confidential site To create a confidential site set up a site in the normal manner Setup Places Own Place Details Create and click the Confidential box This allows you to enter details for Open and Closed information 11 2 Open ringing data Can be submitted in an electronic format which will be kept on the BTO HQ database The site should have Site Confidential in the place
16. and that these map onto 10 20 40 50 amp 70 the following code conversions should be set up Old Field Name Old Code New Code FAT 1 10 2 20 3 40 FAT 4 50 FAT 5 70 amp User Import Code Conversions For fields selected on this form when importing B Ring CSV files any instances of the 014 code value will be converted to the New code value If the Old code is specified as then all values will be converted IF New code is specified as then the field will be left blank Some Fields e g Subsite can have a Second field selected and a value set for it In this case the New Code is used if both the Field and Second Fields Old Codes including blank are found in the imported record Old New Second Field Old Field name Code Code Field Name Code 5 5 Importing original ringing data from another ringer If you ring less than five km from another ringer recaptures of the other ringer s birds are retraps If you import the original ringing records for these birds IPMR will recognise these birds as retraps and the ringing data will not be submitted to the BTO The ringing data should be exported as a CSV file see Section 5 2 and should be edited in a spreadsheet to change Capture Type to F When the data are imported the submission flag will automatically be set to CTL and the records will not be included in any of your own ringing returns 31 6 Inputting Data in
17. of the same species ringed at the same site Both functions reduce inputting time and keystrokes 2 2 Inputting Data Inputting can be done in a LIST or FORM style The list style is designed to present data in a format similar to field notebooks paper schedules It is very much like a spreadsheet The form style only allows one record at a time to be viewed but does allow more fields to be seen on the screen at any one time When using the tab key to move through the fields in the form style there is no logical movement across the screen which there is when using the list style 16 CEEEEEEEEEEE Felt Setup Colma Moks Ceu Previous Save Save t Egit Record wis T inject meen 41 Generally where codes are required for fields the ones potentially applicable to the record are available via drop down lists The lists have codes and a description Wherever possible the entries in fields are validated as they are completed There are a number of validation errors that can be accepted by the Ringing Unit but a comment of explanation may be required e g confirmation that the values involved have been double checked When this occurs the Submission Text field is displayed The Tab Cycle option controls what happens when tabbing from the last field on the data entry forms see
18. selected for the report 8 7 Initial Ringing Year Totals Shows number of new birds and number of retraps by year of ringing for each species 8 8 Annual Totals A report that shows numbers of full grown and pulli ringed retraps and total by species The year and the observer to whom the associate ring series have been allocated can be selected for the report 8 9 Consistency Checking Shows details of first and subsequent captures where there is an inconsistency The type of consistency being checked for Species Age Sex or Record type can be selected 8 10 Recoveries Ringing Recovery style reports can be created This includes the management of periodic reports e g for ringing group reports This recoveries report format can be created using Captures Selection Reporting and Processing 8 11 BTO Recovery History Imports Not yet available 8 12 Colour Marked Birds Shows colour ringed birds and their colour ring details The species place and subsite can be selected for the report 37 9 Specific Reporting Querying Section 3 1 described how to search for records using Captures Selection Reporting and Processing It is possible to carry out more complex searches using this function and these are described below 9 1 SOL Clicking the Show SQL button in Captures Selection Reporting and Processing replaces the selection fields with a Selection SQL field This can be used to create complex queri
19. 5 2006 RFOO000 RF00099 15 05 2006 1400000 1400039 15 05 2006 1800000 1800093 15 05 2006 5100000 5100099 2 15 05 2006 0 00000 0 00099 2 15 05 2006 95501 95500 16 05 2006 00000 00499 15 05 2006 C All Ring Series Unfinished Ring Series C Unallocated Series Ring costs Record il 4 1 of 23 New Series 14 Once you have allocated rings use tab key to move along line Here a prompt will ask whether you want to split the series into the quantities specified in the Ring Size Information Table This will only work if the length of the new ring series is an exact multiple of the split length e Split the rings into the required quantities e Update in the Allocated field with the relevant information Leave this field blank for unallocated rings 1 12 Others Ring Series It maybe useful to add a ring Series for another ringer where controls are frequently exchanged or where ringers share sites e Setup e Ring Series Other s Ring Series To set up Other s Ring Series the other ringer needs to be set up as an Other Observer see Section 1 4 At this point you can set Other Series Record Type to Retrap or Control depending on how far away the other ringers site is from your own see Section 1 3 Setup Options Data Entry ta
20. 96 00 00 NUN 16 01 1996 0000 NUN 16 01 1996 0000 NUN 16 01 1996 0000 NUN 16 01 1996 0000 NUN 16 01 1996 00 00 NUN 16 01 1986 00 00 NUN 1670171996 00 00 NUN 16 01 1996 0000 NUN 16 01 1936 00 00 NUN 16 01 1996 0000 NUN 16 01 1996 00 00 NUN 16 01 1996 00 00 NUN 15 01 1996 0000 NUN 16 01 1996 0000 NUN 16 01 1996 00 00 NUN 419 K441420 K441421 K441422 441423 K441424 K441425 K441426 K441427 K441428 K441428 K441430 K441432 K441433 Record aaja 1 of 9551 4 e Captures Reports Standard report listing totals by month place observer or grand total for the birds selected in the query e Capture History An individual record can be selected and a report produced of its capture history 39 Recaptures Lists original and recapture details for selected birds There is option to select all recaptures or just recaptures that were ringed or recovered by other ringers Local movements and short durations can be removed using the Minimum Distance and Minimum Direction boxes e Imported Captures Lists details of all birds imported with date and import file e Same Day Captures Lists all birds for which there is more than one capture on the same day e Year to Year Comparison This repo
21. BRING data can be imported into IPMR This is usually used to send a permit group member s data to their trainer group secretary Data cannot be imported back into BRING and ringers are advised to upgrade to IPMR from BRING as soon as possible Please note that there is no longer any support or updates available for BRING Captures Import Import Captures Observations Select the file to be imported You can now specify whether the imported records are to be submitted later to BTO group secretary or not You can also choose whether to review each record as it is imported or allow the import to continue until an error is found Click Start to start the import If you have chosen to review each record the first record to be imported is then displayed On the left are the key import file values and on the right are the key values to be entered into the IPMR database Each record can be Skipped or Imported by clicking on the appropriate button Skipped or rejected records are placed into a new file so that they can be imported when the faults have been corrected This file is held in a folder called Errors in your input folder Warnings will be issued if the capture already exists or if the ringing as opposed to a recapture record exists or if there is no ring sequence or site on the table If you have chosen to allow the import to continue until an error is found the Cancel Skip and Import button
22. Sites e Ringing Sessions The Ringing Sessions facility is used to indicate the dates of CES Visits in each year It also allows standard and additional visits to be distinguished Select the CES Place and the year New years can be added by typing directly into the drop down box A list will be presented of all sessions New session dates can be added and the check box selected to mark if it is a CES Visit The View Captures button can be used to display all non pullus captures for the session The subsite and its additional net or excluded net status are also displayed In order to exclude individual birds from CES submission a check box beside each capture can be clicked If you complete the Visit Details the information will be used for the Visit Details Report Rain R 0 None 1 Drizzle 2 Showers 3 Heavy Wind W 0 Calm 1 Light 2 Breezy 3 Strong Cloud cover 0 Clear 1 Scattered Cloud 2 Broken Cloud 3 Overcast Notes Additional nets give footage and one of following codes a all standard nets only b all standard nets and some additional nets c not all standard nets and some additional nets Create subsites for additional nets and CES nets and ensure that each capture record is marked with the appropriate subsite This allows birds caught in the extra nets to be separated from birds caught in CES nets Annual submissions e Captures e Constant Effort Sites e Annual Submission
23. Spreadsheets You are advised only to do this once you are familiar with all the issues regarding inputting data in a spreadsheet and importing into IPMR Ringers who are familiar with spreadsheets and experienced users with many similar records may find it quicker to input using a spreadsheet although IPMR s data entry field setup customisation makes this increasingly unlikely To do this first export ONE record from IPMR into your spreadsheet program to produce the relevant field headings Captures Captures Selection Reporting and Processing Select record to export using the Query functions see Section 3 1 File Export Importable CSV file This will create a CSV file in the Output Folder specified under Setup Options e Open this file in your spreadsheet program This line of original data can act as a template so that the mandatory codes and data are input in the correct format Once the new data are input remember to delete the first line of original data but keep the headings It is very important that the Date field containing date and time is in exactly the right format DD MM YYYY HH MM SS including two spaces between the date and time If this is not in the correct format you will not be able to load the CSV file back into IPMR 32 7 Colour Marks 7 1 Inputting Colour Mark details of your own birds This is done through the usual inputting of ringing data as the ring numbe
24. Submissions View Submission History 40 10 Reporting from the Ring Series table 10 1 Reports A variety of reports can be produced on ring usage and costs by observer Setup Ring Series e Own Ring Series e Report Menu Incomplete Series weh te last rng akeady used Unused rings m Integrated Population BTONUNRG 19 04 2005 197087205 19 04 2005 08 02 2000 located A a A a x AN Ring Series Recort of 77 0 Ring Series Provides a report on all ring series Series Usage Provides a report of which rings have been used for each set of 50 rings within a series e Unused Rings Reports on the usage of uncompleted ring series for each person to whom rings have been allocated e Gaps in series usage Reports on which rings have not been used for each ring series e Ring Stocks and Ring Stocks by Ringer Provides a summary of the numbers of rings available in opened and un opened ring series either in total or for each person to whom rings have been allocated e Yearly Ring Costs Lists the costs of rings bought used and completed sorted by year and ring size 41 Allocated ring costs Reports on the cost of rings bought and used by year for each person to whom rings have been allocated e Rin
25. b Other Series Record Type 15 2 Inputting ringing data 2 1 Capture Field Setup Fields can be set up according to the type of data to be input Multiple Field Setups can be held and can be used for different types of ringing where different information is gathered For example Catching waders may require a head and bill field and CES ringing may require the use of Subsites For ease of inputting set up the fields on the database as you have recorded them while ringing Captures Field Setup for Captures Data Entry Select Add New Setup Select name e g CES abuse Field z Add New Seta Setup Field Setup Captures Data Fed Th Entry Feld Order 80 repeat unter J J 4 L is ts fis fis ts jis cc Vind J hu Processor iniiae N54 1 Rm JEJ gv yg ae 3 3 3 aod B J g J 2 ule Lje The basic mandatory fields will already appear in the Field Setup Refer to your field data sheet and move the fields around so that they are in the same order Add fields where necessary by clicking on the Add Field button Set a Tab Stop for fields that require an entry for every data record e g wing length Set Auto Repeat for fields that are usually the same as the previous entry e g time date or if you have lots
26. clicking the Create Submission button Please note that this submission is completely separate ie does not replace from your data submissions for these capture records Send to ras bto org 47 14 Electronic Recovery Histories Not yet available 48
27. d 41 Ring Stocks and Ring Stocks by Ringer sssesccesccescossoossooecoosesoecsosesosesoeessesssesssee 41 Allocated ring COSTS 42 Ring Costs DY Observer 42 Field Sheet for Selected Series cssccscscssscssccssccssccssssessscsssecsssssssscesscesesesesesees 42 10 2 Delete Split or Merge a Ring Series c ee eee eee eee ee eese eene seen eee esten aseo cs 42 11 Confidential linee e reto tra Kaba 44 11 1 Creating a confidential Site cccccsssssssssssssssssssesssssssssssssscsssssssssssssssssssessssessssssessoass 44 11 2 Open ringing AACA sscrnscseocacseeccicnsssosasssestescscdesedessoadesesseessdesesesssscesssassooccsonscessasetescesssooe 44 11 3 Confidential ringing data Lee eee esee eter ee esse seen setae s 44 11 4 Prin ng schedules 44 11 5 Schedule 1 submissions report forms eee ecce e eee ee ee enne etta setate s snae etna 44 12 Projets uoto tco detbuu ette Ducks sett cath eda a 46 IA CES ai ceccaitcceisccecedestectecuscevectsnsbedsaeesceseteusetocsessouesteeosesbedensessduapecescespecnedvesstotsaeos asesesecsetessees 46 12 2 M P E 47 14 Electronic Recovery 5 0 1 48 Introduction Please read this introduction tho
28. e selected and opened Select IPMR Database Current Database BTONUNRG Select a Database and Press button for the desired action Select ARDEN BTONUNRG SUETOTS HAYWARD KATETEST Details Rename Detach Reorganise Delete Exit Hl 28 5 Exporting Importing Data 5 1 Setup Data This function can be used to copy over Setup information from one IPMR database to another for example from a group member to the group secretary or vice versa Setup information includes information for Places Ringing Subsites Observers and Ring Series The variables to be exported can be chosen based on the selection boxes available Exporting Setup data Setup e Import Export e Export Setup data The file with the exported data is placed in IPMR s Output Folder filename ctlyyyy ddmmyy exp where is the permit number of the database This file can then be transferred to another PC by email or disk and placed in the Import Folder To find the locations of the Output and Import folders for each PC go to Setup Options File Locations see Section 1 3 Importing Setup data e Setup e Import Export e Import Setup data This will open the Import Folder and the relevant file can be selected Note that IPMR will import the setup data required as part of a ringing data import but this will not include subsite
29. ecords to just show the ones that match your search criteria Clicking on the V shaped down arrows above the selection boxes will sort all the records by the selected column To go back to showing all records delete all search criteria from the boxes and click Run Query 20 w Integrated Population Monitoring Reporter v2 2 37 BTONUNRG File Edt Setup Captures Help 9 Captures Selection Reporting and Processing id VU RAE kaa or asa Of th lic Capture Ring Subsite type V Sees V Species Date E y Bor 30 12 1899 00 00 14 09 1991 00 00 03 05 1995 0000 GORSE 31 05 1995 0000 GORSE 22 08 1995 0000 GORSE 16 01 1996 0000 NUN 16 01 1996 0000 NUN 16 01 1996 0000 NUN 16 01 1995 0000 NUN 8845790 16 01 1986 0000 NUN F956679 16 01 1935 0000 NUN KA41418 16 01 1996 00 00 NUN KA41418 16 01 1995 0000 NUN KA41420 16 01 199 0000 NUN Kanon 16 01 1998 0000 NUN KA41422 16 1 1935 0000 NUN 441423 16701 1998 0000 NUN 16 01 1995 00 00 NUN 441425 16 01 1996 0000 NUN KA41426 16 01 1996 0000 NUN 441427 16 01 1996 0000 NUN K441428 16 01 1995 0000 NUN 441429 16 01 1996 0000 NUN 441430 16 01 1335 0000 NUN 441431 5F 16 1 1335 0000 NUN 441432 5F 16 01 1995 00 00 NUN 441433 5F 16 01 1995 0000 NUN 441434 BLUTI 5 16 01 1995 00 00 NUN m Record set
30. es Clicking the SQL Helper button brings up a form that guides you through creating these queries Example Selecting all records for which Date is AFTER 31 12 2004 but BEFORE 01 02 2005 will bring up details of all birds ringed in January 2005 e Captures e Captures Selection Reporting and Processing e Show SQL e SQL Helper e Set Fieldname to Capture Date e Set Operator to gt more than Set Value to 31 12 2004 e Add Test e Leave AND OR field as AND Set Fieldname to Capture Date e Set Operator to lt less than e Set Value to 01 02 2005 e Add Test e Done e Run Query x Fieldname Operator Value Clear SQL Done Parentheses can be added manually if they are required to create the correct logic but this does require further knowledge of SQL Remember that if the logic is not set correctly your search may be erroneous The fields that can form part of the selection are predominantly limited to those in the Captures table 9 2 Cross Tabulate Once records have been selected using Captures Selection Reporting and Processing the Cross Tabulate function allows you to create customised reports and can be used when the report you 38 require does not exist a standard report The example below shows how to create report showing the total number of birds ringed in the month of July for every year
31. ess BTO Online tab Register or complete the BTO Online Userid to allow access to web information and download your recoveries not yet available The correct permit number is essential At the same time you are strongly advised to join the IPMR forum and IPMR Advisors forum if you are not already a member see Introduction 1 4 Other Setup Options Various other user specifications and options need to be set up e Setup e Options xl Flelccatons System Data Entry Deli Methods Mapsing Customise Auto Backup Option C None S Compers Cunen TE Default Country Owa Species Setup Guio Eu N Apphcation User field aisses File Locations tab Alter Output and Input Folder options if necessary and create a Backup Folder ideally 10 removable media such as floppy disk CD R or USB Flash Drive System tab e Auto Backup Option Set to Compress e Current Year Set to current year this can be changed to make the inputting of archive data easier e Move After Enter Here you can choose whether the Enter key is used to move between records Next Record or between fields in a record Next Field e Own Species Setup To create a new species list overtype the Own Species List field The new list will initially have no species selected and you can add species by clicking on the checkboxes against each species Clicking the
32. every 6 months even if fewer than 200 birds have been ringed OR The number of newly ringed birds not yet reported reaches 1 000 irrespective of the time elapsed since the last file was submitted OR e By the end of February at the very latest for birds ringed the previous year OR e If there is a specific need to submit a submission file at a particular time e g to report a newly controlled bird or respond to a Blue Card OR e If you have ringed a large number of species that are liable to move quickly and have a tendency to quickly produce recoveries e g Storm Petrel Siskin in winter 3 9 Creating Submission Files e Captures e Submissions e Create Submission File Select submission type M outstanding captures and observations C All outstanding captures for Year Bing number There are 1 captures and 1 observations ready to be submitted Submission sequence jie Submission file to be created c documents and settings kate my docurnents ipmn outpul KATETEST 5293 061 Your email address any kate nsely bto 00g When this function is run any capture records that are due for submission submission flag NOT or RES will be selected from the IPMR database When creating a submission there are three options e Submit all outstanding captures e Submit all outstanding captures for a given year Submit a single ringing record in response to blue card re
33. g Costs by Observer As Yearly Ring Costs report but by observer e Field Sheet for Selected Series A report that allows the recording of ringing information in the field for fifty rings per page 10 2 Delete Split or Merge a Ring Series Once a ring has been used from a series the series information can only be updated by using the Split Merge or Delete functions under the Tools menu Setup Ring Series Own Ring Series Tools Menu Ri Allocated sees series sizeV recevedy Date V 15 079100 19 04 2005 100 07900 12 02 2004 20 154500 19 04 2005 100 2 0100 56 07 2000 100 200200 5 07 2000 100 270300 06 07 2000 45 788850 19 00 2005 57 83550 19 04 2005 500 8 500 100 AB13000 19 04 2005 pa pa bs pa ps pa e pe pea pn TEE c a All Ring Series e Delete Parts of Ring Series This function allows part of a Ring Series to be removed from an IPMR database for example when part of a ring series is transferred to another ringer By tabbing out of the number field or clicking on the Check button a validation is performed This validation checks that there are no captures in the database for the set of rings to be deleted and whether your set forms part of a single existing series If the check is successful then the Delete button is displayed Clicking on the
34. g one record will update all the records for that bird This is useful if many sightings have been made for the same bird and saves inputting the ring number for every record Captures Colour Mark Only Observations Double click on relevant capture Select Create Capture Add the ring number The record is updated and removed from observations It can be seen in Captures Selection Reporting and Processing 7 3 Finding a Colour Mark This facility allows you to search your database for a bird with a specified colour mark Captures Find Colour Mark Click on the relevant boxes or input code Click Find 34 7 4 Reporting on Colour Marks A standard report is available that lists the birds and their colour ring details panel is presented from which the species place and subsite can be selected for the report e Captures e Standard Reporting e Colour Ringed Birds NB colour ring details cannot be imported from another ringer via a CSV file This can only be done via a submission file see Section 3 7 35 8 Standard Reporting There are a number of reports available for ringing captures information Those containing counts of information are described here e Captures e Standard Reporting a Integrated Population Monitoring Reporter 2 2 37 KATETEST Setup for Captures Data Entry Enter Recovery details from Control First Ringi
35. g wing a ane pue V Viole MauVe Pur H E with Broad striped Light Pink Mark Identifier C Dark Pink Carmirn N Black Niger White Note Neck collars Wing tags and leg flags are unconventional maks and need special licencing Cancel Save amp Exit gt 33 7 2 Observations Colour Mark Only Inputting This is for sightings of colour rings wing tags or neck collars where no metal ring number is known Before recording the finding information Place Codes and Finder Details need to be input under Setup The correct record type is 5 but the circumstance code must be input according to whether the person who sighted the bird was a ringer or a non ringer printout of the outstanding observation can be made This is NOT done through the normal inputting of ringing data e Captures e Colour Mark Only Observations e New e Complete details of sighting Submitting Submissions for all observations will be automatically included in your submission for ringing records Merging Observations can be merged if two or more records are of the same bird When this button is clicked a list of birds of the same species with the same colour mark will be displayed and the matching records can be selected All these records will be submitted to BTO as usual Corresponding metal ring number If the metal ring number can be traced this can be added to the record Editin
36. he electronic file has been created for Annual or Age Specific totals the user is presented with the option to email the file or copy it to disk in order to send it to BTO If you tick the box marked Also create submission report two windows will open in IPMR one for Annual totals and one for Age Specific totals The email function will only work if you have Microsoft Outlook 97 or later or a compliant email package e g Outlook express installed and operational To edit the Email Application field go to Setup Options and click on the System tab Send to ringing totals bto org 27 2 4 Copying amp Attaching a database This function is used to copy a database from one PC to another where both PCs have IPMR set up already To set up IPMR on a new PC for example when replacing your PC please refer to the Guide to Installing IPMR see Section 1 1 e Copy the database eg BTONUNRG mdb from the data folder on the PC hard drive to a disk or other removable media To find the location of the data folder go to Setup Options and File Locations e Insert the disk into PC to which you wish to transfer the database Copy the database from the disk to the data folder on the hard drive of the PC To find the location of the data folder go to Setup Options and File Locations File Select Database Attach The database can now b
37. issions where they can differentiate between extra nets additional nets and individual nets on the CES They are used when entering capture details and for reports Setup Ringing Subsites Select the place which will include the Subsites Enter the code and name of the Subsite e g code X name Extra CES net Click on Subsite details You can now include details of the habitat codes and the CES status note that you can only set the CES status if the Place is marked as a CES site The rules of CES allow extra and additional nets on CES sites to be used at times other than a standard CES session The CES section of IPMR will separate these captures through the date of the CES session It is important to include habitat with the subsite details as this information is 12 submitted to and may play an important part in analyses Ringing subsites cannot used as Nest Records subsites and vice versa They will need to be set up separately 13 1 10 Ring Costs Ring size information must be kept up to date if you want IPMR to keep track of the costs ring usage or the value of ring stocks This must be done before any information about ring issue and usage is input as this will affect all further reports e Setup e Ring Series e Ring Size Information e Split the rings into the quantities in which they will be allocated e g 100s or 500s e Manually update the cost per quantity according
38. ites can be created see Section 11 4 Once a submission has been created go to Captures Submissions View Submission History and tick the box marked Sent to this also applies when the submission has been sent to a group secretary permit holder When your submission is received at BTO HQ you will receive a confirmation email and you will receive another once your submission is loaded into the main BTO database Once you have received BOTH these notifications you should update the Accepted by BTO tick box If submitting to an A permit holder or group secretary please make a note when the data have been imported into your main group database 3 10 Totals Annual totals and Age Specific totals must be submitted electronically These are separate to ringing data and are automatically sent to a different address by IPMR The BTO database does not automatically calculate totals from ringing data You only need to create totals files if you are an A permit holder or ringing group partnership secretary If you are a C permit holder or ring with a group partnership you just need to make sure you have sent in all your year s data as submission files to your trainer group partnership secretary To create Annual and Age Specific totals e Captures e Submissions e Year End amp Age Specific Totals Submission e Select the year Click box Also create submission report Once t
39. m of the record and detailed moult information can be entered Codes for the scoring can be obtained from the help facility It is advisable that ringers familiarise themselves with the scoring system before recording the details in the field The field of Primary Moult Score can also be included in the Field Setup in the list and form style to allow basic primary moult information of one wing to be included 18 2 3 Recoveries from Recoveries received from can be input onto the database Remember Others Place Names will need to be included to input the finding sites The easiest method will be direct import via the web using Electronic Recovery Histories not yet available e Captures e Enter Recovery Details from BTO 2 4 First Ringing Details for a Control Original ringing data of birds controlled can be input onto the database e Captures Control first ringing details from Section 9 3 gives details of producing a Recapture History Report Original ringing data for birds reported as a colour mark sighting can also be input see Section 7 2 19 3 Checking Correcting and Submitting Ringing Data to the Ringing and recovery data are used for analyses so need to be credible There is no point collecting valuable ringing information if it is then submitted incorrectly It is also important to check data that you are submitting on behalf of others e g gr
40. name e g Site Confidential near Thetford Thus if a bird is actually nesting at TL8683 a grid reference of TL8081 25 could be given TL8081 is 10 km from TL8683 the accuracy indicates that the bird was ringed within 25 km of TL8081 Give the correct county code for the grid reference used this may not necessarily be the county in which the bird was ringed The accuracy given should be between five and 25 km 11 3 Confidential ringing data Can only be submitted on paper by printing Confidential Schedules The grid references and accuracies of open and secure sites must be compatible i e the secure grid reference must be within the secure county The secure details can be held within the database in encrypted form It is encrypted with the use of a Secure Place Password This can be specified by going to Setup Places Set Secure Place Password Note that the encryption is not uncrackable so care of your database file is still important Ringers ringing species at sites they wish to remain confidential should submit both an electronic submission and a printed schedule for all such birds When you first use a feature that involves a confidential place you will be prompted for the password This will not be required again unless you exit and re enter the database 11 4 Printing schedules Capture records from confidential sites must have hard copy schedules containing secure site details sent to the Recoverie
41. nd species can be investigated and changed accordingly see Section 8 e Captures e Standard Reporting e Consistency checking Note that this will only bring up inconsistent records if there are none a box to say no records selected will appear Group ringing secretaries should perform this function regularly if several group members ring on the same site 3 6 Deleting Records Individual captures are deleted by selecting the appropriate record in Captures Selection Reporting and Processing and then clicking the Delete key or using the Edit Delete menu item It is possible to delete all selected records by using Edit Delete All Records in Query be very careful 22 3 7 No Original Ringing Record report This lists all selected records for which there is no first ringing record Captures Captures Selection Reporting and Processing Report No Original Ringing Record Check if ring numbers are correct for retrap birds to avoid incorrect submission Section 10 1 covers reports on ring usage e g to check for unused rings in a ring sequence 23 3 8 When should data be submitted Data should be submitted frequently but not necessarily as soon as they have been input A ringing data submission file should be prepared and submitted to the Ringing Unit Every 3 months if there are at least 200 new ringing records to be reported OR least
42. ng Detais From BTO Captures Selection Reporting and Processing Integrated opulation er e Moll Totals ccs Validate Externally produced Submission files Observer Species Record Initial Ringing Yes Totals Database sos Consistency Cheding 8 1 Submissions Shows submission files for a given year sorted by type of record e g New and Retrap 8 2 Outstanding Controls Shows the controls entered on the database for which there is no first ringing record 8 3 Monthly Totals Shows number of each species caught in each month The type of capture New Retrap age code year place and or observer can be selected for the report amp j Monthly Capture Totals x Select the parameters that you want for the report Leave a field blank to select all records Report Tile New Retrap Age class Year Place Subsite Project bserver 36 8 4 Place Totals Shows numbers of full grown and pulli ringed retraps and total birds by place The year place and or observer can be selected for the report 8 5 Observer Totals Shows numbers of full grown and pulli ringed retraps and total birds by observer and year The year place and or observer can be selected for the report 8 6 Observer Species Record Shows numbers of full grown and pulli ringed retraps and total birds by species The year place and or observer can be
43. ng up your database It is extremely important to make regular backups of your IPMR database s to protect your data against software or hardware failure Having a recent backup will help to reduce the impact of such a failure and it is highly recommended that you have multiple backups You should also consider keeping a backup of your database at a physical distance from your computer e g on a disk kept in a separate building See Section 1 4 for details on how to set up a backup folder Further help and advice The IPMR Advisors team is made up of Ringing and Nest Recording Unit staff experienced IPMR users plus those involved with the programming and testing of new IPMR releases It is highly recommended that you join the IPMR Advisors email forum in order to communicate with the IPMR Advisors team You can also join the IPMR forum where general IPMR help and advice is available To join IPMR Advisors forum send a blank email to ipmradvisors subscribe yahoogroups com To join the general IPMR forum send a blank email to IPMRForum subscribe yahoogroups com For additions or changes to this or other IPMR manuals please send all comments to the IPMR Advisors forum SECTION 1 1 Setting up 1 1 Installing IPMR Guides on installing and transferring IPMR are available on the BTO web pages e http www bto org volunteer surveys ringing ipmr e Click on Download Guide to Installing Upgrading and Transferring IPMR 1 2 C
44. or observer names 5 2 Exporting Ringing Data This is usually used to send a C permit group member s data to their A permit group secretary or anyone inputting group data and should be done as a data submission file see Section 3 7 Using this method means that both the ringer submitting the data and the recipient has a history of the submissions that have been made It also ensures that all fields are exported from their IPMR database CSV Files It is strongly recommended that submission files be used to transfer data from one database to another to ensure all data are transferred but specific subsets of data can be transferred as a CSV file For example a ringer may wish to transfer all of their Greenfinch data to another ringer for analysis The records selected must be exported in a CSV format so that they can be imported into another database Captures Captures Selection Reporting and Processing Select the required data see Section 3 1 File Export Importable CSV file 20 Exporting selected fields gives option to specify which fields are exported in a CSV file Note that this option does not include all fields for example colour mark details will not be exported as a CSV The CSV file with the exported data is placed in IPMR s Output Folder specified under Setup Options File Locations see Section 1 3 5 3 Importing Ringing Data IPMR and
45. oup members as incorrect data will affect the integrity of the whole database It is recommended that you print out a report of all data that you have input to check against your field notes Under the Setup menu Section 1 4 you have the option to set the field Show checking report to PROMPT it will then prompt you to generate a printable report immediately after you have finished entering your data It is also possible to set the default submission flag to PND Section 1 4 so that the records are not included in any submission file created until the data has been checked and verified also see Section 9 4 This section describes how to e Find and correct records that have been input e Check for incorrect data Submit your data and totals to the 3 1 Captures Selection Reporting and Processing This facility can be used to find and correct capture records It allows you to specify search criteria and selects all records that match your selected criteria For example you can search for all records for which Species is CHIFF or all records for which Date is 17 05 2006 Captures Captures Selection Reporting and Processing All the records in your database will be shown one per line Enter your search criteria in the boxes at the top of the screen You can either type in the boxes or use the drop down menus to select from a list of options for each box Click Run Query This will filter your r
46. port all BTO standard two letter species codes Updating the Own Species list can define a list of commonly caught species see Section 1 3 17 Re rings Entering captures where rings have been replaced requires the second ring number field and the second scheme code This can be done by creating a separate Field Setup to include the Second Ring Number field and second scheme field perhaps called re rings However even if neither is included in the current setup a prompt at the point of inputting these details gives the option of updating Running report will show the old ring number when the new one has been selected For re ringed birds enter the appropriate record type 1 Retrap ring replaced 4 Control ring replaced and enter the new ring in the ring number field and original replaced ring in the Second Ring Number field A second ring should not normally be fitted to a bird but can happen in error This error may not be picked up until the bird 15 subsequently retrapped and both the rings involved may have already been submitted as new birds Once the error is realized then the new data for the second ring needs to be resubmitted with the correct record type 2 Retrap ring added 5 Control ring added and include details of the original ring in the same way as for a normal re ring record If on recapture the additional ring is removed this needs to be noted in the submission text of this re
47. quest 24 Under normal circumstances first of these options should be taken Once the submission file has been created the user is presented with the option to email the file or copy it to disk in order to send it to their Ringing Secretary or BTO The email function will only work if you have Microsoft Outlook 97 v8 or later or a MAPI compliant email package e g Outlook express installed and operational Application field go to Setup Options and click on the System tab Please note that Webmail is not supported by IPMR If you use Webmail then you will need to attach your submission files manually to an email To do this when you have clicked OK to create your submission select the 4 Processing option Copy filename to clipboard to manually attach to email See screen shot below 3 Create Submission file Select submission type outstanding captures and observations C All outstanding captures for Year C Ring number F amp Submission File Processing There are 28 284 records have been processed into file K SOUTPLIT 319953199531933 136 and compressed into file 1995919959199 136 27 which should be sent to the BTO Submission seq Processing Option Create e mail to send to at tinging data bto org C Create e mail to send to address e g Group Sec greg conway bto org
48. r is known When colour rings are added Ensure the Ring Info field is present in the Field Setup Input the record as usual Enter the appropriate type of colour mark in Ring Info field Types of colour mark include I unique colour ring combination and not unique colour ring combination among others e Click on the Colour Marks button e Using the buttons specify the positions of the rings the type of rings and the colours These will be saved as a code e Save and Exit To input colour rings present on controlled birds follow the same procedure but do not input anything in the Ring Info field The Ring Info field should only be completed for the capture during which the colour rings were added Field sightings of your own colour ringed birds should be input in the same way as controls or retraps Retrap sightings should be entered as record type control sightings should be entered as record type S Enter details of the colour marks using the Colour Marks button but do not enter anything in the Ring Info field amp Colour Marks for V000002 x Colour Ring Codes Ring M BTOMetalRing a Neck cola C Flag 7 Y Yellow Tall Ring L LightGreen C Wasp Ring G Green P Pale Blue Lef Righ Single colour only B Blue Dark en ight a il Orange win
49. reating a Database All the data in one database should be submitted under a single permit number Therefore if you hold your individual ringing data submitted under your permit number AND group partnership data submitted under the group or partnership permit number these should be kept in different databases However please note that a database can contain data originating from different permit numbers as long as all the records are submitted to the BTO under the same permit number For example members of a group submit data to the group under their individual permit numbers but the group secretary can hold all these records in the same database as they are all to be submitted to the BTO under the same group permit number It is recommended that data for each permit number should NOT be split over several databases as management becomes difficult and leads to mistakes Modern PCs are fast enough to handle over 200 000 records in a database To set up a new database e File Select database Add New button Type name of database e g BTONUNRG Highlight the name and click Select Indicate whether the database is for ringing and or nest recording Enter name of group ringer and permit number The name and permit number must be your own If you ring as part of a group or partnership you should use your own permit number so that the group secretary knows who has sent him her the submission file The group secretar
50. roughly This manual covers the fundamentals of using IPMR for ringing data The first section covers the most important areas those that allow you to set up a database input data and report and submit data in the correct manner to the BTO The second section goes into more detail about running reports and querying the database to allow simple analyses The manual is aimed at getting you started and it is advised that you set up a dummy database to experiment and practice The manual does not cover all the features of the program the more complex functions should only be used by an experienced user or by first obtaining advice from the IPMR Advisors team IPMR will inform you if you could be making irrevocable changes to your database that could result in data loss IPMR has an online help facility which you can view at any time by clicking on Help or by pressing F1 For nest records data please see the Guide to using IPMR v2 for Nest Recording available from the Nest Records Unit at the BTO The importance of submitting data in electronic format Ringing data and ring recovery data that are submitted electronically can be used for analysis Over 90 of data are submitted to electronically Additional data such as biometrics can be used when analysing the data Ringers and nest recorders are in a privileged position and if you record additional data in the field then you should take the time to submit the data via IPMR Backi
51. rt provides species totals for two years and displays the difference as a percentage change The start month of the year can be selected if a calendar year is not required 9 4 Set Submissions Flag Clicking Captures Set Submission Flag while in Captures Selection Reporting and Processing allows some submission code values to be reset for specific records For example this can be used to make records OLD if they have already been submitted by another group member or PND Pending for recaptures that need further checking before being submitted For example you may wish to check with local ringers whether a bird you have recovered is a control or a retrap If the submission code is set to PND it will have to be changed back to NOT when the record is ready for submission It will then be automatically included in the next submission file created Individual records that are to be re submitted should be done by viewing each record and clicking on the re submission box This gives the option of providing a re submission comment to the BTO It is recommended that this be filled in with the appropriate comment as this information is used during data loading process If an entire submission file needs to be recreated due to a lost or corrupted file the submitted records should have their submission re created or cancelled using the View Submissions facility This is accessed from the main screen Captures menu
52. s and Licensing Team Leader This function creates printed schedules of all records for places with the confidential check box selected This is done by selecting Captures Submissions Confidential submissions Enter the year for which the confidential schedules are required on the displayed form Schedules are created for all ring series for which at least one new bird was ringed at a confidential place The schedules only contain the birds ringed at confidential places If you have secured your secure place details using a password you will be prompted for it before the electronic submission or paper schedules are produced 11 5 Schedule 1 submissions report forms Schedule 1 information can only be produced in IPMR if the nest record details for the ringing records have been completed The submission is created from the Nest Records menu The form will need to be output into an rtf file and edited accordingly with the correct permit number of the principal Schedule 1 holder and any other required information so it is in the correct 44 format This can then be printed out or preferably sent electronically to Recoveries and Licensing team leader at licensing bto org 45 12 Projects 12 1 CES Before details can be entered you must have the CES Site box ticked for your ringing Place Setup Places Own Place Details select CES ringing site e Captures e Constant Effort
53. s are disabled and a Stop button is displayed Pressing the Stop button will turn off the Continue function and allow you to review each record individually Before records can be imported the supporting information for Place and Ring Series should exist within IPMR However this information can be added part way through the Import when IPMR displays an error If there is a value for Ring Allocation Split in Ring Size Information for the ring size then IPMR will offer to set up the ring series If Initials or Subsite code values in the import files are not set up in the database then they will be automatically created with a name of unknown and should be updated later 5 4 User Code Conversions When importing BRING or CSV files a number of Standard code conversions take place These are generally used where new codes have superseded old BRING or Ringers Manual codes There is also a facility to set up customised code conversions This is available for certain fields and can be used to change any non standard coding systems to standard codes For fields selected on this form any instances of the old code value will be converted to the new code value e Captures Import User Code Conversions 30 Example If you use non ESF fat scores then they can be converted to the ESF values First you should find the equivalent ESF fat score for each fat score code currently in use Assuming your codes are 1 2 3 4 amp 5
54. s of the year and a file sequence number 1 through 9 then A through Z It has a file type of Compressed zipped file Send to ringing data 9 bto org or your ringing group secretary permit ringer The file is put into a sub directory of the Output directory specified under Setup Options File Location Output Folder see 1 3 The sub directory is the name of the current Database in use This is to cope with the circumstance where a ringer uses their own rings and also the rings of a ringing group and both databases have their own permit number in the Owner Details A validation check is performed on the data during processing An error should not occur if IPMR has been used to enter the data Never attempt to manually edit submission files or alter the submission filename changes should be made in IPMR and a new submission file created If a submission file is lost or corrupted before reaching the database it can usually be re emailed or copied to a disk and re sent If it has been lost or corrupted on the PC on which IPMR 26 is installed then Re create button on Submission History should be used Captures Submissions View Submission History If a submission contains captures at places with the confidential flag set a message will be displayed when the electronic submission file is created A printed schedule for captures at confidential s
55. st line of a new sheet when a date change is made This only applies when using the List Style data entry form e Tab cycle Controls what happens when tabbing from the last field on the Captures Style data entry form Select Same to cycle within the current record or Next to move to the next record e Show checking report It is recommended that you print out a report of all data that you have input to check against your field notes If you set this field to PROMPT it will prompt you to generate a printable report immediately after you have finished entering your data Default methods tab Update default measurement methods if required This is important if you are taking additional biometrics as there is variation in the methods that can be used 1 5 Observer Details Include your own name so you can issue rings to yourself Include the names of the ringers who operate under your permit number name or group or those that have been on a ringing session at your site Including these names is useful for producing end of year reports and totals for each person helps with their training and reduces their paperwork This is also useful for ringing secretaries in order to allocate ring series to group members to keep track of ring strings issued and for general stock control It is also useful to include the names of other ringers i e not part of the group marked as Other Observer in order to set up their ring sequences under
56. to the quantity in which the rings are purchased remember this will change with time Example ring cost prices e A size purchase 500 76 25 split into 100 e size purchase 500 65 50 split into 100 e size purchase in 500 91 75 split into 100 e size purchase in 100 16 25 split into 10 e size purchase in 100 68 75 split into 10 1 11 Allocating Rings It is highly recommended that you allocate rings to group members permit ringers or to your own name Note that all names need to be set up in Observer Details before rings can allocated It is good data management to do this soon as the rings are received To allocate rings to group members or permit ringers e Setup e Ring series e Own ring series e Allocate the rings but leave the name field blank at this stage if you intend to split this ring series Ring Series Start 4 No of of tings End of Date Date Date Date ting in ting Ring series Allocated last series rings senes V seres seres sizeV receivedV To V Date V started usedV finished used Notes 000000 000499 15 05 2006 3 000001 000010 16 05 2006 000100 000199 15 05 2006 15 05 2006 000200 000499 15 05 2006 E 15 05 2006 2600000 2600048 15 05 2006 2600050 2600033 15 05 2006 1200000 1900099 15 05 2006 1 00100 1900499 15 05 2006 71 00000 1 00099 15 05 2006 8100000 BT00099 15 0
57. trap record so that we can code the capture correctly at BTO HQ Retraps Use record type R for birds that are local to the place of original ringing where known This record type should also be used for subsequent captures of a bird at the same site or within 5km of the initial capture if in the same season For example you may catch a Wren that carries a ring which is not from one of the ringers who ring local to you You then retrap this bird the following week at the same site The initial capture will be a control record type and the subsequent capture will go in as a retrap record type Foreign ringed birds When entering captures of birds ringed abroad you will need to have the Ringing Scheme field selected in your Field Setup As with re rings creating a Field Setup for foreign birds only might be appropriate or just add in the field while inputting The drop down list will have all of the foreign scheme codes listed Archive data Birds can be entered as retraps even if the original ringing details are not held in IPMR This allows for old retraps during the initial stages of using IPMR Recording Moult Detailed moult information for wings tail body and coverts can be included for each record Make sure the Moult Code field is included in the Field Setup Captures Field Setup for Captures Data Entry Once a value has been entered in this field the Moult Card button will appear at the botto
58. y will use the group number as this is required by BTO for the data submission DO NOT send data direct to BTO if you are a C permit ringer or operate under another ringer or group That is the responsibility of your A permit holder or Ringing Group secretary Tf setting up a nest recording database indicate nest recorder code or apply for one by emailing nest records bto org e It is recommended that you take regular backup to removable media such as floppy disk CD R or USB Flash Drives e Select a country GB amp NI or Eire 1 3 Owner Details Basic information about the owner of the database is essential for the group secretary or the ringer in charge Some of this information will be necessary for BTO correspondence e Setup e Owner Details On each tab check existing details and update where necessary Owner tab It is recommended that you complete the Schedule 1 details if you have a Schedule 1 licence Schedule 1 license numbers are not applicable to permits issued in England End of year reports can be submitted electronically to the Licensing Officer Nest record data must be completed before details of Schedule 1 activity can be submitted Address tab Complete the email address and click Email Application Setup Set Email Application Setup to the relevant application this must be correct in order to send data automatically by email Most users will have Outlook Expr

BTO USER MANUAL TO IPMR

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