frims user data entry guide · fra 2015 – frims user data entry guide 3 1. how to access frims...

FRA 2015 ndash FRIMS User Data Entry Guide

1

FRIMS User Data Entry Guide

AboUt thIS GUIDE

This guide offers a quick overview of the main features of the Forest Resources Information Management System (FRIMS) It is addressed to the National Correspondents alternates and other contributors to the other Global Forest Resources Assessment (FRA)1 aiming to guide users through the data entry process

This guide explains the main features and operation of the FRIMS The questionnaire contents are an integral part of the FRIMS and are supported by two technical reference documents Terms and Definitions and Guide to FRA 2015 country reporting

Additional instructions on how to use FRIMS are available while browsing on the system (mainly in the form of pop-up windows or other tools designed to facilitate the use)

Clarifications or questions can be sent to the FRIMS Help-Desk account FRIMS-Help-Deskfaoorg

IntRoDUctIon to thE FoRESt RESoURcES InFoRMAtIon MAnAGEMEnt SyStEM (FRIMS)

FRIMS is an online platform designed to collect and manage data on forest resources This system has been developed by the Global Forest Resources Assessment Team and was prepared in cooperation with the FAO contractor Geosolutions

The online reporting portal provides a dynamic and informative way to compile the FRA 2015 country reports presenting the information in a more accessible and manageable format further contributing reducing print runs and putting in place tools that help improve the data quality Countries contributors are highly encouraged to use this system However the use of the system for FRA 2015 data entry is optional A well structured report in MS Word format has remained as an option for those countries which do not feel ready to get started with the online system

Whatever the medium ndash we all want forest data to be reported

1 More information on the Global Forest Resources Assessment (FRA) can be found online at httpwwwfaoorgforestryfraen

Forest


2

contents

FRIMS User Data Entry Guide 1About this guide 1Introduction to the Forest Resources Information Management System (FRIMS) 11 How to access FRIMS ndash browsers and installer application 32 How to login as a country contributor 33 Get started with FRIMS 44 Prefilled report 55 Languages 56 How to log out 57 How to complete the report - Questionnaire section 5

71 Compilation process 672 Topics and Questions 773 How to save save button 874 Multiple country users 975 Questionnaire compilation 976 Tables 977 Text tables 1078 Text boxes 1179 Tables with drop-down menu 13710 Tables with check-boxes 13711 Numerical tables and consistency checks 14712 CFRQ identifier ndash only for CFRQ countries 15713 Question marks 16714 Further references links to detailed documentation and FAQs 16

8 How to check for inconsistencies and submit the report - Check and Submit section 179 How to have a complete overview of the variables requested - Summary section 1810 How to export the report - Export section 1911 How to change the language for email notification ndash Settings Section 20

Annex 21List of rules 21


3

1 how to AccESS FRIMS ndash bRowSERS AnD InStAllER ApplIcAtIon

The system is supported and fully operational in several browsers including Windows Internet Explorer (versions from 7 on) Firefox and Google Chrome If you experience problems with your internet connection an installer application can be provided which will allow you to complete the form offline Once finalized you will be able to submit the report to the FRA secretariat Should you wish to use this off-line option write to the FRIMS-Help-Deskfaoorg

The FRIMS is available online at the following link httpforeststatsorgfra2015

2 how to loGIn AS A coUntRy contRIbUtoR

To login and access the system enter your username and password (figure 1 A) on the start page and click on the Sign in button (figure 1 B)

After 3 hours of inactivity you will receive a message asking if you want to save the changes After 4 hours of inactivity the session will automatically terminate without saving the latest entries You will receive a message when you will be back working on the screen and you will be requested to log in again Remember to save often

FIGURE 1FRIMS start page

B

A


4

FIGURE 2FRIMS components

3 GEt StARtED wIth FRIMS

The FRIMS structure is designed to be simple and functional Here below find a list of the main elements which may find in there once you have logged in

1 horizontal navigation bar is the horizontal bar hosting the navigation buttons - Questionnaire check and Submit Summary Export Settings By clicking on them you have access to all sections of the website

bull Questionnaire - here you access the questions to be completedbull check and Submit - here you check mistakes and submit the questionnairebull Summary - here you have a summary of the requested variablesbull Export - here you can export the questionnairebull Settings - here you can set the language for email notifications

2 logout button to select logout

3 Drop-down language menu to choose the language for your report - English French or Spanish

4 login information shows the identity of the user - the name of country In this ex we are logged in as Canada

5 compilation status indicates the status of completion of the report

1 23

4

5


5

4 pREFIllED REpoRt

Once logged in you will have access to the report During 2013 the system will be prefilled with data and information from the FRA 2010 report

5 lAnGUAGES

FRIMS is available in three languages English French and Spanish

You will be able to access the prefilled report in the language that was used for the FRA 2010 report If you wish to change the language or have questions ask the FRIMS help-desk first

6 how to loGoUt

You logout by clicking on the logout button located in the upper right corner of the navigation bar under the header (see figure 2) If you are on the questionnaire section and you have entered data remember to click on the save button before If you have been inactive for more than 3 hours you will get a reminder Note that if you donrsquot save at that point after 4 hours you will be logged out automatically and your latest entries will not be saved

7 how to coMplEtE thE REpoRt - QUEStIonnAIRE SEctIon

The first section which appears when you login is the Questionnaire Section You can move in the website from one section to another by clicking on the buttons located on the horizontal navigation bar

FIGURE 3Questionnaire Section


6

71 compilation process

The compilation process for 2015 has been carefully designed in order to continue improving data quality To this purpose several experts from FRA networks will be involved in the reporting process country contributors external experts and the FRA secretariat at FAO

This process includes different steps

1 The country report is compiled checked and submitted by the country

2 As soon as the country report is submitted external experts will act as reviewers examining and providing comments No entries can be done by the countries at this stage

3 The FRA secretariat will act as a reviewer-editor supervising and compiling the reviews Once done the FRA secretariat will send them to the country to make sure that significant revisions will be incorporated

4 The country will be asked to amend any wrong entry and submit again the report

5 Once submitted this will pass through another revision process

6 Once the report has been finalized it will be sent back to the country for final acceptance

FIGURE 4compilation process


7

These steps are somehow reflected in the compilation status message

bull not compiled no data entered

bull work in progress some data entered

bull compiled submitted by the contributor

bull Under review the reviewers are providing comments (countries cannot enter data)

bull Review completed the review editor is supervising the reviews

bull completed the revision is ok waiting for the final acceptance from the country

bull Accepted the country accepted

72 topics and Questions

The Questionnaire Section contains a menu with 8 Topics and 21 Questions By clicking on a topic in the vertical menu it will expand showing the related questions to be completed nested under the selected topic box To move from one question to another click on the title of the question you want to complete To fill in the questions you do not need to follow the numerical order but you can jump from one question to another according to your preferences In total there are 21 questions to be answered

FIGURE 5topics and Questions


8

73 how to save save button

Remember to click on the save all button to save the content you entered in the current page This button shows up on the right lower corner Always remember to save your entries by pressing on the save all button especially if you quit the computer session for a while move to another website section or logout

FIGURE 7Save all button

FIGURE 6hide and show vertical menu

Click on hide menu if you want to hide the vertical menu to expand the main page while you are working to fill in the questionnaire To move to another question click on show menu and then select the question as explained above


9

FIGURE 8Save reminder

If you havenrsquot saved your entries prior to move to another section of the system you will receive the message in figure 8 Press ldquoCancelrdquo if you need to save or alternatively press ldquoOKrdquo if you donrsquot want to save the latest entries

74 Multiple country users

Your country will receive one credential for NC and one for alternate which can be used simultaneously by different people as long as they are working on different questions or sections of FRIMS

75 Questionnaire compilation

As mentioned this guide is intended to explain the features and operation of the system For the compilation of the questionnaire contents see the two reference documents Terms and Definitions and Guide to FRA 2015 country reporting for additional technical information

76 tables

In addition to the tables with static contents you may come across different kinds of tablesboxes where you have to fill in text and data related to forests and forestry in your country The main typologies are presented here below


10

77 text tables

In these tables normally the cells to fill in are yellow and they become white when you selecte it If you want to add a row click on the ldquoadd rowrdquo button (figure 9)

Click in a cell and start writing You may also copy and paste the text from other documents but only working within a single cell (not in the entire table)

FIGURE 10text tables - how to write

FIGURE 9text tables - how to add a row


11

FIGURE 11text tables - how to delete a row

If you wish to delete a row use the ldquodelete buttonrdquo and then select ldquookrdquo in the pop-window (figure 11)

78 text boxes

The text boxes allow you to enter text and number and format them Click on the white space and start writing If you wish to make bold or underline the text you entered use the buttons on the toolbar as in MS Word

FIGURE 12text boxes - how to write and format text


12

FIGURE 14text boxes - where to find additional information

For further information and help on these text editor functionalities click on the question mark and follow the link to check the CKEditor Userrsquos Guide (see figure 14)

FIGURE 13text boxes - how to enlarge and reduce the text box size

You may also add images provided that they are online or tables Furthermore you can enlarge the box size to a full-screen view and reduce it pushing on the same button


13

FIGURE 15tables with drop down menu

79 tables with drop-down menu

To complete tables with dropdown menus click on the right arrow and select your choice All the tables for the tiers follow this format

710 tables with check-boxes

There are also tables with ldquoyesrdquo or ldquonordquo check boxes to be alternatively selected

FIGURE 16tables with check boxes


14

711 numerical tables and consistency checks

These are the main tables of the questionnaire Normally the cells to fill in are yellow and they become white when you start editing content in there The totals are calculated automatically and as a consequence the related cells are white and not editable

None of the data cells should be left blank In addition apart from some exceptions most of these tables do not allow entering text but only numbers Such data cells should either be populated with a number or 0 and if no data is available the cell should contain ldquoNArdquo Please use the dot only as decimal separator

FRIMS has been designed with the aim to improve the quality of national data reported and this is also realized by applying a number of checks to these tables Checks concern variables which should not change from one question to another or which are correlated through some mathematical relationsfunctions The online system automatically performs quality checks on data as soon as you enter them and reports the results in the Check and Submit Section While compiling your questionnaire you can always check if your work fulfills the set requirements or not and adjust it by going to the Check and Submit section where these are reported by referring to the variables numbers To verify the variables numbers go to the Summary Section

A detailed list of the checks is available in the Annex to this document

FIGURE 17numerical tables


15

712 cFRQ identifier ndash only for cFRQ countries

If your country is part of the Collaborative Forest Resources Questionnaire (CFRQ) you will find a number of variables identified by this symbol throughout the tables

This symbol indicates that the variable is part of the CFRQ Questionnaire and the reported data will be shared with other international organizations processes The CFRQ has been developed with the aim to reduce the country reporting burden and improve data quality and consistency by ldquocollecting once using many timesrdquo

These organizations processes are the Food and Agriculture Organization of the United Nations (FAO) Forest Europe (FE) International Tropical Timber Organization (ITTO) Observatoire des Forecircts drsquoAfrique Centrale (OFAC) United Nations Economic Commission for Europe (UNECE) and Montreacuteal Process Working Group (MPWG)

FIGURE 18cFRQ variables


16

713 Question marks

A question mark placed close to the text indicates that more information is available on the subject Moving the cursor over it a pop-up window providing more information will appear

FIGURE 19Question marks

714 Further references links to detailed documentation and FAQs

On the top of each question you may also find links to other documents when available Otherwise when no specific documentation is provided for that question you will find the following message ldquoNo documents for this questionrdquo

In particular a link called ldquodetailed documentationrdquo could redirect to the guidelines for the compilation of that specific question

On the other hand a link called FAQ will redirect to the Frequently Asked Questions This kind of document will gather queries from the users and possibly will be posted and updated during 2013


17

FIGURE 20check and Submit Section

8 how to chEck FoR InconSIStEncIES AnD SUbMIt thE REpoRt - chEck AnD SUbMIt SEctIon

You can access the Check and Submit section by clicking on the related button on the navigation bar (see red arrow figure 20)

As explained a number of variables in the questionnaire section are cross-checked for consistency to each other and the reported numbers are subject to some constraints

As soon as you enter data in the questions they will be automatically checked and a report will appear in Check and Submit section

The list of the violated constraints appears in the pink box while the constraints met are specified in the green box

FIGURE 21Error messages


18

FIGURE 22Submit

If there are no violated constraints you can press on the submit button If you have violated constraints please go back to the relevant section and correct the entries until no pink box with error messages appear

Nevertheless if after a through revision of all your entries the questionnaire does not meet one or few requirements you may decide to submit the report anyway explaining your reasons in the blank space Remember to save on your computer a copy of the comment as if you donrsquot submit the report it will not be saved when you drop the section

Prior to submit the report go to the Settings section to check and eventually modify the language set for email notification See more information below at How to change the language for email notification ndash Settings Section

9 how to hAvE A coMplEtE ovERvIEw oF thE vARIAblES REQUEStED - SUMMARy SEctIon

You can access the Summary section by clicking on the related button on the navigation bar (see red arrow figure 23)


19

The summary section presents a complete and synthetic overview of the variables investigated in this questionnaire The variables are clustered under the related topics and questions The left column connects the numbering of the tables included in the report to the variables requested The columns on the right include unit and years of the inquired variables when applicable

10 how to ExpoRt thE REpoRt - ExpoRt SEctIon

You can access the Export Section by clicking on the related button on the navigation bar (see red arrow figure 24)

FIGURE 23Summary Section

FIGURE 24Export Section


20

FIGURE 25Settings Section

The data and information entered in this online system may be presented in a more compact format Depending on the foreseen use you might choose to export a pdf or an xml by clicking on the buttons indicated by the blue arrow in figure 24

The standard output is a PDF (Portable Document Format) which is easily and effectively representing the contents included For a more advanced management of data and information reported the XML file (Extensible Markup Language) file is also available If you are using the application installer on your computer rather than the online version you will be asked to send to the FRA secretariat the final output of your questionnaire in xml format that will be afterwards imported in the global online system

11 how to chAnGE thE lAnGUAGE FoR EMAIl notIFIcAtIon ndash SEttInGS SEctIon

Once the report is submitted the revision process will start Note than you can no longer edit the report During this period you will receive email notification on the status of the process

The language for email notification is by default the language of the 2010 report submitted by your country Remember to check and eventually update it according to your requirements You can do it by accessing the Settings section Select the language you prefer from the drop-down menu and then click on the save button


21

Annex

lISt oF RUlES

Here below there is a list of the main rules which apply to your questionnaire

First of all and this is a general rule applying to more than one question all ldquohellipof whichrdquo sub-categories should not be greater than the main category This means that as an example human induced deforestation (variable 171) should not be greater than deforestation in general (represented by variable 17)

Some variables have to be equivalent to official data This applies both to land area - which is the sum of forest area (variable 11) other wooded land (12) and other land (13) - and country area (variable 15)

Some constraints also apply to change rates among the years Forest area (variable 11) change rate2 and primary forest (variable 21) change rate should normally be between +300 and -300

The sum of primary forest other naturally regenerated forest and planted forest should be equal to forest area (21 + 22 + 23 = 11)

Forest area primarily designated for protection of soil and water (variable 51) should be less than or equal to forest area (variable 11) The same applies to forest area primarily designated for ecosystem services cultural or spiritual values (variable 52) forest area designated for conservation of biodiversity (61) forest area within protected areas (62) forest area intended to be in permanent forest land use (121) and forest area with management plan (141)

Also the sum of publicly and privately owned forest as well as forest of unknown ownership should be equal to forest area (181+182+183=11)

The result of forest growing stock divided by forest area (3111) is usually within a range between 20 and 300 m3ha

Growing stock should be equal to the sum of its subcategories (coniferous and broadleaved) both in the case of forest growing (311+312=31) than of other wooded land growing stock (321+322=32)

Moreover the other wooded land growing stock divided by the value of other wooded land area (3212) is usually within a range between 5 and 100 m3ha

The total volume of growing stock top ten species (33) should be equal to the total forest growing stock (31)

2 See Guide to FRA 2015 country reporting for the formula to calculate compound change rate in


22

For biomass below ground biomass divided by above ground biomass (3635) should be within a range of 01 and 05 (root shoot ratio) On the other hand the result of dead wood biomass divided by the sum of above-ground plus below-ground biomass [37 (35+36)] should be within a range of 0 and 02

Carbon is usually around 05 of the biomass estimates and should be similar over the years Carbon in above ground biomass should be equal to above ground biomass multiplied by 047 (38=35047) The same applies to carbon in below ground biomass and below ground biomass (39=36047) as well as to carbon in dead wood and dead wood (310=37047)

The sum of carbon in above ground biomass and carbon in below ground biomass divided by the total of forest growing stock [(38+39)31] should be a number comprised in a range between 04 and 10

Soil carbon divided by forest area (31211) usually is included within a range of 30 to 100 tonnesha

The sum of production forest and multiple use forest should be less than or equal to forest area value (41+42 = 11)

Total land area burned (variable 81) should be less than the land area of the country that is the sum of forest area other wooded land and other land (11+12+13)

The sum of forest area with management plan for production and forest area with management plan for conservation should be equal to the variable representing forest area with management plan (1411+1412=141)

The percentage of area under forest management plan that is monitored annually (variable 143) should be less than or equal to 100

The sum of the subcategories of table 18b namely the holders of management rights of public forests should be equal to the variable reported for publicly owned forest (181=184+185+186+187+188)


2

contents

FRIMS User Data Entry Guide 1About this guide 1Introduction to the Forest Resources Information Management System (FRIMS) 11 How to access FRIMS ndash browsers and installer application 32 How to login as a country contributor 33 Get started with FRIMS 44 Prefilled report 55 Languages 56 How to log out 57 How to complete the report - Questionnaire section 5

71 Compilation process 672 Topics and Questions 773 How to save save button 874 Multiple country users 975 Questionnaire compilation 976 Tables 977 Text tables 1078 Text boxes 1179 Tables with drop-down menu 13710 Tables with check-boxes 13711 Numerical tables and consistency checks 14712 CFRQ identifier ndash only for CFRQ countries 15713 Question marks 16714 Further references links to detailed documentation and FAQs 16

8 How to check for inconsistencies and submit the report - Check and Submit section 179 How to have a complete overview of the variables requested - Summary section 1810 How to export the report - Export section 1911 How to change the language for email notification ndash Settings Section 20

Annex 21List of rules 21


3








B

A


4










1 23

4

5


5

4 pREFIllED REpoRt


5 lAnGUAGES



6 how to loGoUt






6












7













8







9







76 tables



10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











3








B

A


4










1 23

4

5


5

4 pREFIllED REpoRt


5 lAnGUAGES



6 how to loGoUt






6












7













8







9







76 tables



10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











4










1 23

4

5


5

4 pREFIllED REpoRt


5 lAnGUAGES



6 how to loGoUt






6












7













8







9







76 tables



10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











5

4 pREFIllED REpoRt


5 lAnGUAGES



6 how to loGoUt






6












7













8







9







76 tables



10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











6












7













8







9







76 tables



10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











7













8







9







76 tables



10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











8







9







76 tables



10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











9







76 tables



10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











10

77 text tables






11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











11



78 text boxes




12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











12






13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











13








14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











14








15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











15







16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











16

713 Question marks








17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











17









18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











18

FIGURE 22Submit







19







20








21

Annex

lISt oF RUlES














22











19







20








21

Annex

lISt oF RUlES














22











20








21

Annex

lISt oF RUlES














22











21

Annex

lISt oF RUlES














22











22










frims user data entry guide · fra 2015 – frims user data entry guide 3 1. how to access frims...

Documents