4 Summary

Take Home Message:

IEP should transition to electronic data entry in order to improve efficiency and data quality.

Digital data entry methods facilitate more accurate and rapid reporting of survey data, as compared to paper data sheets, by reducing field entry errors, eliminating manual entry QC checks, and improving overall processing efficiency.

Problem:

IEP still uses paper data sheets for most surveys. Most IEP surveys still use paper datasheets for data collection. Paper datasheets increase transcription and handwriting errors, increase data transfer time, and increase potential for data loss when compared to electronic data sheets.

IEP survey leads have significant questions about electronic data entry methods. Several surveys have considered different data entry software and/or hardware devices for collecting field data, but these tools have not been been broadly adopted due to lack of available information about which tools are most appropriate for survey applications.

Methods:

The DUWG formed a sub-team and carried out the following steps:

1. Polled IEP survey teams to learn what digital data entry tools are currently used within the IEP network;
2. Evaluated the top software tools with interviews/presentations from experienced users and product vendors;
3. Conducted software trials using apps specifically configured for IEP survey data collections;
4. Developed an open-document forum for exchange of technical information on e-devices across IEP;
5. Summarized pros and cons of the top e-device software options.

Solutions:

Two tools were developed to promote the transition to electronic data entry methods:

• Summarized and expanded listings of the specific pros and cons of each of the top data entry software apps (Table 1 below)

• An open-access html document and Github repository for information related to electronic field data entry software/hardware for IEP Survey applications (Link to Github repo and E-device document Introduction)

Takeaway:

Adopting digital data entry protocols will require time to develop the field data entry software, establish procedures to transfer data to central database, and train survey staff to use these new tools. In addition, IEP surveys will have to budget for the purchase and maintenance of mobile field devices, data loggers and/or electronic fish measurement boards. In the long term, the savings in time and effort with the reduction in data entry and post-collection processing will significantly outweigh equipment and training time expenditures.

NOTE: This Executive Summary was shared with IEP Coordinators Team in Sept of 2023.

Download ExecSumm_edevice.pdf

Table 1:

Top software applications used by IEP for field data entry with the most notable* pros and cons for each criteria category. Apps are listed in order reviewed by the DUWG sub-team.

*NOTE: The categories without a specified Pro or Con points listed are those that meet basic requirements for survey data collection; See criteria tables for each app.

Software	Forms	Data Interface	External Devices	HW Platform Compatibility	Security	Business Model/Price
ESRI Survey123	Pros: Geo-referencing of all objects; map layers available	Cons: Difficult to configure desired format to view/edit data ‘on-the-fly’ in the field	Cons: Cannot connect to sensors directly	Pros: Can be run on all platform types: ios, Android, and PC (web only)	Pros: thoroughly vetted in state agencies	Expensive; but well established CA state license agreement
MS Power Apps	Pros: Low-code/ No-code; customizable; Uses Excel-like function; AI support	Pros: Power Platform connection provide easy connectivity to SQL, OneDrive databases Cons: Even though Power Apps can be run on a Windows system (on/off-line), it cannot read in data from local drive	Pros: It is possible to control external devices using PowerApps Cons: An Azure license is required to connect to external devices (not available with Power Apps for Government Plans)	Pros: Can be run on all platform types: ios, Android, and Window (including off-line)	Pros: thoroughly vetted in state agencies	Moderate
Fulcrum	Pros: Intuitive form-building interface; Auto-formating for modern look Cons: Complex design requires coding; Limits to nesting data	Pros: Provides many types of API connections e.g., to SQL, OneDrive	Cons: Even though Power Apps can be run on a Windows system (on/off-line), it cannot read in data from local drive	Pros: Can be run on all platform types: ios, Android, and PC (web only)	Pros: security audits for projects with aerospace company, toyota, verison, telegraph	Moderate
Pendragon	Pros: Provides user-friendly form building GUI that can be expanded/customized with Java coding.	Pros: Data synch as relational tables to a MySQL database on cloud server Cons: Cannot backup to local laptop (when internet not available)	Pros: Provides API potential for custom data interface with external sensors Cons: Cannot read in data from local drive; No built in tool for connecting to sensors directly	Pros: Works on iOS/Android phones Cons: Some custom Java options do not work on iOS devices	Pros: Azure cloud serive is FedRAMP certified Cons: Pendrogon tool does not have security validations available	Moderate
FEED	Pros: Customized form specific to users application; Designed specifically for fish surveys	Pros: Built on local Access db so compatible will all M.S. connectivity Cons: No built-in Cloud connectivity; no built-in API	Pros: Can connect to external sensors; uses local area network	Cons: Only works on Windows	Pros: LAN based system so low security risk	One-time configuration fee (~$2000) Cons: One person company; questions about future company composition
Big Fin	Pros: Designed specifically for fish surveys		Pros: Connects directly to many types of external sensors	Cons: Only works on Android		Moderate
PDF/R-scraping	Cons: Requires very heavey code and advanced R coding skill; no support available; R scrape function only extract text-based data; tablulizer library can be difficult to install;	Pros: R-based PDF scraped data could be further processed in R Cons: All data configuratons must be coded by scratch requiring programming skills	Cons: No photo options; no options to connect to external sensors	Pros: PDF forms are usable on all platform types; PDF forms may be used on mobile apps using Adobe Reader app	Pros: low security risk	Pros: Least expensive approach