Table of Contents Municipal Street Tree Inventory

Transcription

1 Table of Contents Municipal Street Tree Inventory Municipal Street Tree Inventory 3 Introduction... 3 Setting the Tree Configuration Option... 4 Pre-Defined Street Tree Names... 5 Tree Inventory Browse Table... 6 Tree Code Definitions... 7 Species Codes... 7 Height Codes... 9 DBH Codes Work Activity Codes Define Work Crews Adding/Editing Trees Adding a New Tree Editing an Existing Tree Deleting a Tree Adding/Editing Tree Notes Making Tree Work Activity Inquiries Scheduling Work Activities Scheduling or Requesting Work Activities Specifying the Work Activity Selecting Street and Address Range Selecting Trees Within a Block Boundary Species Selection Selecting Zone DBH Selection Height Selection Completing Work Activities Completing Work Activities Batch Specifying the Work Activity Selecting Street and Address Range Selecting Zone Selecting Trees Within a Block Boundary Species Selection DBH Selection Height Selection Making Work Activity Inquiries Making Additional Inquiries Adding a New Work Activity Adding/Editing Detailed Notes for Work Requests Editing an Existing Work Activity Record Municipal Street Tree Inventory 1

2 Deleting a Work Activity Record Printing Tree Maintenance Work Request Forms Making Work Request Inquiries Deleting Tree Work Records Specifying the Work Activity Selecting Zone Species Selection DBH Selection Height Selection Rename Tree Location Tree Work Schedule Report Species Selection Specifying the Work Activity Selecting Street and Address Range Selecting Zone Tree Work Summary Report Species Selection Specifying the Work Activity Selecting Street and Address Range Selecting Zone Tree Work Request Summary Report Species Selection Specifying the Work Activity Selecting Street and Address Range Selecting Zone Code List Report Tree Statistics Report Selecting Zone Tree Inventory File Listing Report Selecting Zone Species Selection DBH Selection Height Selection Trees On a Block Report Selecting Trees Within a Block Boundary Selecting Zone Species Selection Trees At an Address Report Selecting Street and Address Range Selecting Zone Municipal Street Tree Inventory

3 Municipal Street Tree Inventory Introduction Municipal Street Tree Inventory is an optional Program Function and is not included as a standard part of the system. The Municipal Street Tree Inventory Module provides a complete Municipal Tree Inventory, Care and Work Tracking System. Comprehensive reports provide you with up-to-the-minute information on Trees in any section of the City. The Municipal Street Tree Inventory System also maintains accurate History of Trees, Work Schedules, Work Requests and Completed Work Activities. As you generate Work Requests and Work Schedules, the integrated features of the system provide automatic updating of Tree Maintenance History. Municipal Street Tree Inventory 3

4 Setting the Tree Configuration Option Before entering any information into the Tree Inventory File, it is necessary to decide if you will be using Botanical Tree Species Names or Common Species Names throughout the Tree Inventory System. Setting the Botanical Tree Species Names Configuration Option must be done on the Software Options Tab through System Utilities - Software Registration & Configuration. If a checkmark is placed by Use Botanical Tree Species Names, Botanical Names will appear on all Tree Inventory Reports and Screens, otherwise Common Species Names will be used. 4 Municipal Street Tree Inventory

5 Pre-Defined Street Tree Names A pre-defined Street Name file can be created to prevent spelling errors and confusion of Street Name Formats. Open NOTEPAD and type in a list of Street Names in the Order you would like Names to appear in a dropdown window on many data entry and report screens. Save the file into the data folder with the file name StreetNames.txt. Example: C:\TRIMS2K\StreetNames.txt On many data entry screens you will be able to enter the Street Name or click on the Down Arrow to select a Street. Entering a New Street Name WILL NOT add the Street to the StreetNames.txt file, but it will be added to the TRIMS data base. At anytime you may add additional Street Names by modifying the StreetNames.txt file located in the TRIMS data folder. Municipal Street Tree Inventory 5

6 Tree Inventory Browse Table The Tree Inventory Browse Table displays Street Address, Tree Locations and Tree Species Information contained within the Tree Inventory File. On screen controls permit you to browse through the file by Street Address or City Zone in either ascending or descending sequence. Items within the Tree Inventory File can also be located by Street Address, City Zone or Species using the Auto Locate function. If GPS Coordinates have been entered, use the Maps. tool to display the Incident location on Google Inquiry Icon is available for quick lookup of Maintenance Records (left click) or Work Requests (right click). Menu and Toolbar Functions provide access to the following procedures and reports: PROCEDURES Add Tree Edit Tree Delete Tree Tree Work/Request Inquiry Schedule Work Activities Enter Completed Work Activities Enter Completed Work Activities Batch Tree Code Definitions Define Species Codes Define Height Codes Define DBH Codes Define Work Activity Codes Define Work Crews Employee List Delete Tree Work Records Rename Tree Location REPORTS Tree Work Schedule Tree Work Summary Tree Work Request Summary Code Lists Tree Statistics Tree Inventory File Listing Trees On a Block Trees At an Address 6 Municipal Street Tree Inventory

7 Import Tree Inventory - See Bar Code Functions Tree Code Definitions Species Codes Tree Species Codes identify the Botanical and Common Names for the different Species of Trees that will be inventoried. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, click on Tree Code Definitions, then choose Define Species Codes. FIELD Species Code Genus Species Common Name Size Rating DESCRIPTION Up to five characters (numbers and/or letters) used to identify this Tree Species. Genus Name of this Species. Botanical Name of this Species. Common Name of this Species. Size Rating for this Species of S=Small, M=Medium or L=Large. Municipal Street Tree Inventory 7

8 Adding a New Species Code From the Species Codes Browse Table, click on the NEW tool and the Add/Edit Bar will appear. Enter up to five characters (numbers and/or letters) in the Species Code field. Next, enter the Genus, Species and the Common Name of this Tree Species. Enter the Size Rating for this Species of S=Small, M=Medium or L=Large. Click on ACCEPT when entry is complete. Editing an Existing Species Code From the Species Codes Browse Table, position the scroll bar on the Species Code to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Deleting a Species Code From the Species Codes Browse Table, position the scroll bar on the Species Code to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Printing Species Codes From the Species Codes Browse Table, click on the PRINT tool and a Species Code Listing will be printed. Species Codes can also be printed by selecting the Code Lists function from the Reports Toolbar Menu. 8 Municipal Street Tree Inventory

9 Height Codes Tree Height Codes are used to identify the Height Range of each Tree that will be inventoried. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, click on Tree Code Definitions, then choose Define Height Codes. FIELD Code Height Range DESCRIPTION A Single Alphanumeric Character used to identify this Tree Height Range. The Tree Height Range in feet represented by this code. Municipal Street Tree Inventory 9

10 Adding a New Height Code From the Height Codes Browse Table, click on the NEW tool and the Add/Edit Bar will appear. Enter a Single Alphanumeric Character in the Code field. Next, enter the Height Range in feet corresponding to this Height Code. Click on ACCEPT when entry is complete. Editing an Existing Height Code From the Height Codes Browse Table, position the scroll bar on the Height Code to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Deleting a Height Code From the Height Codes Browse Table, position the scroll bar on the Height Code to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Printing Height Codes Height Codes can be printed by selecting the Code Lists function from the Reports Toolbar Menu. 10 Municipal Street Tree Inventory

11 DBH Codes Tree Diameter Codes are used to identify the Diameter Range at Breast Height (DBH) of each Tree that will be inventoried. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, click on Tree Code Definitions, then choose Define DBH Codes. FIELD Code DBH Range DESCRIPTION A Two Character Alphanumeric Code used to identify this Tree DBH Range. The Diameter Range in inches represented by this code. Municipal Street Tree Inventory 11

12 Adding a New DBH Code From the DBH Codes Browse Table, click on the NEW tool and the Add/Edit Bar will appear. Enter a One or Two Character Alphanumeric Code in the Code field. Next, enter the Diameter Range in inches corresponding to this DBH Code. Click on ACCEPT when entry is complete. Editing an Existing DBH Code From the DBH Codes Browse Table, position the scroll bar on the DBH Code to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Deleting a DBH Code From the DBH Codes Browse Table, position the scroll bar on the DBH Code to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Printing DBH Codes DBH Codes can be printed by selecting the Code Lists function from the Reports Toolbar Menu. 12 Municipal Street Tree Inventory

13 Work Activity Codes Tree Work Activity Codes are used to identify the different types of Maintenance Activities to be performed on Trees. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, click on Tree Code Definitions, then choose Define Work Activity Codes. FIELD Code Description DESCRIPTION A number within the range of used to identify this Work Activity. Description of this Activity. Municipal Street Tree Inventory 13

14 Adding a New Work Activity Code From the Work Activity Codes Browse Table, click on the NEW tool and the Add/Edit Bar will appear. Enter a number within the range of in the Code field. Next, enter a Description corresponding to this Work Activity Code. Click on ACCEPT when changes are complete. Editing an Existing Work Activity Code From the Work Activity Codes Browse Table, position the scroll bar on the Work Activity Code to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Deleting a Work Activity Code From the Work Activity Codes Browse Table, position the scroll bar on the Work Activity Code to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Printing Work Activity Codes Work Activity Codes can be printed by selecting the Code Lists function from the Reports Toolbar Menu. 14 Municipal Street Tree Inventory

15 Define Work Crews Work Crews can be created to significantly reduce the amount of time needed for recording Tree Activities. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, click on Tree Code Definitions, then choose Define Work Crews. Municipal Street Tree Inventory 15

16 Adding New Work Crews From the Work Crews - Add/Delete Screen, click on all Hourly Employees that will belong to a specific Work Crew. Next, click on the NEW tool and a Crew Name field will appear on screen. Enter the Crew Name and click on the SAVE tool. Deleting Work Crews From the Work Crews - Add/Delete Screen, select the Work Crew Name or Work Crew Member on the right side of the screen to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. 16 Municipal Street Tree Inventory

17 Adding/Editing Trees Adding a New Tree From the Tree Inventory Browse Table, click on the NEW tool and Tree Inventory - Add/Edit/Delete Screen will appear. Tree Records may be established for all Trees, Shrubbery and Plant Materials. Municipal Street Tree Inventory 17

18 Enter the Street Name or click on the Down Arrow to select a Pre-Defined Street (see page 5). Next, enter the House Number followed by the Location of the Tree on the property. Locations of Trees at this Address are specified by single letter codes: F=Front, S=Side, R=Rear, M=Median, W=R.O.W., P=P.W., B=Boulevard, or X=Xtra. A Site Number must also be assigned indicating the Tree Number at this Location. The Zone field may be used to indicate a particular city section such as East, West, etc. where the Tree is located. The On field is used to indicate the Street Name on which the Tree is located. The On field may be different than the Street Address if the house is located on a corner lot and the Tree is on a side street. The From and To fields indicate the boundary streets of the block in which the Tree is located. Next, enter the optional GPS Coordinates for this Tree location. Enter a valid Species Code. If the Species Code is not known, click on the Species Code field and click on the LOOK-UP tool to select the correct Species Code. Next, select a DBH Code and a Height Code by clicking on the Down Arrow. If the Tree is a Multi-Headed Tree, an optional Multi-Head Designator such as M2 or M3 may be entered at this time. Click on the Down Arrows to select Height Code, Size Rating and Relative Age. Enter a brief comment about the Tree Condition, select a Status Rating and indicate the presence of Hardscape Damage. See System Utilities - Configuration Editor for defining Tree Status Ratings. The remaining fields contain optional information that may be needed when caring for this Tree. Click on the SAVE tool when all required fields are complete. Once the information has been saved, you will notice that most fields remain displayed on the screen to eliminate the time consuming re-entry of common data for Trees on the same block, only the fields most likely to change are cleared. Click on the HOLD tool to disable holding data on screen. To enter successive Trees of the same species and size, on the same block, it is only necessary to enter the House Number, Tree Location, Site Number and click on the SAVE tool. 18 Municipal Street Tree Inventory

19 Tree Detail Tab FIELD Street House No. Location Site No. Zone On From To X-Coordinate Y-Coordinate Species DBH Height DESCRIPTION Name of Street where House Number is located (required). Number of House nearest to Tree (required). Location of Tree at Address (required). F=Front, S=Side, R=Rear, M=Median, W=R.O.W., P=P.W., B=Boulevard, X=Xtra Number of Tree at this Location (required). City Section or Zone (Optional). Name of Street where Tree is physically located. Block Boundary Street. Block Boundary Street. Longitude where Tree is located. Latitude where Tree is located. Five character Species Code. (The Botanical Name and Common Name are displayed from the Species Code File). A two character code used to define Diameter Range at Breast height. Actual DBH in inches is displayed automatically from DBH Code File. An additional two character field is available to indicate that the Tree is a multi-headed Tree. (M3, M2, Etc.) Single letter code used to define Tree Height Range. (Height in feet is displayed automatically from the Height Code File). Size Rating Relative Age Condition Status Utilities Growspace Irrig. Other Comments Rating of this Tree S=Small, M=Medium or L=Large. Relative Age of Tree. Genel comments on health and vigor of the Tree. User-defined Status of Tree. Overhead Phone/Power Line information. Width of Growspace. Irrigation requirements. Other information. One line of general comments regarding this Tree. Municipal Street Tree Inventory 19

20 Condition Codes Tab To add flexibility to your Tree Inventory System, TRIMS has added 10 additional Condition Code fields that can be user-defined. See System Utilities - Configuration Editor for defining Tree Condition Codes (TREELBL.TXT) Names of the Condition Codes can be anything but User Code 9 values 0-6 will be converted to colors on the main Tree Inventory Browse Table which can be used as quick Tree Identifiers. [UC9=Grid Colors:] 0,Black 1,Blue 2,Red 3,Green 4,Yellow 5,Magenta 6,Cyan FOR EXAMPLE: 0,Black 1,REMOVED (THIS WOULD BE BLUE ON BROWSE TABLE) 2,REPLACE (THIS WOULD BE RED ON BROWSE TABLE) 3,Green 4,Yellow 5,Magenta 6,Cyan Contact TRIMS Technical Support at (800) ext 1 if you would like assistance with setting up and defining Tree Condition Codes. 20 Municipal Street Tree Inventory

21 Editing an Existing Tree From the Tree Inventory Browse Table, position the scroll bar on the Tree to be changed and click on the EDIT tool. The Tree Inventory - Add/Edit/Delete Screen will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on the SAVE tool when changes are complete. Deleting a Tree From the Tree Inventory Browse Table, position the scroll bar on the Tree to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. If the Tree to be deleted has Maintenance Activities and/or Note Records, the following message will appear: If you click on YES, a Deleted Tree History Report will be printed showing the complete Maintenance History and Notes on that Tree, and the Tree will then be deleted from the Tree Inventory File. If you click on NO, no report will be printed when deleting the Tree from the Tree Inventory File. Adding/Editing Tree Notes A multi-page Note File for each Tree can be accessed from either the Tree Inventory Browse Table or the Tree Inventory - Add/Edit/Delete Screen. From the Tree Inventory Browse Table, position the scroll bar on the Tree and click on the NOTE tool. From the Tree Inventory - Add/Edit/Delete Screen, click on the NOTE tool at any time while a Tree is being displayed. Click on the SAVE tool when notes are complete. Making Tree Work Activity Inquiries Up to the minute Work Activity Records and Status of each Tree can be examined using this function. From the Trees - Add/Edit/Delete Screen, click on the INQUIRY tool to display the Status - Inquiry/Edit Screen. Municipal Street Tree Inventory 21

22 Scheduling Work Activities The Work Activities Schedule/Request Screen permits the operator to schedule or request a single Maintenance Event to be performed on all or specific Trees within the city. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Schedule Work Activities. Selection criteria may be used to direct the Maintenance Activity to Trees with Addresses located on a specific street within an address range or Trees on a block within cross street boundaries. Selections can be further refined by Tree Species, Tree Diameter and Height. Scheduling or Requesting Work Activities Enter the Event Date. Next, click on either Schedule Activity or Request Activity. 22 Municipal Street Tree Inventory

23 Specifying the Work Activity Enter the Work Activity Code for the Work Activity to be scheduled and an optional Comment on the work to be performed. If the Work Activity Code is not known, click on the Work Activity Code field and click on the LOOK-UP tool. Selecting Street and Address Range If a Work Activity at a specific Street or within an Address Range on a Street is to be scheduled, click on Include Only Trees Within An Address Range and click on the LOOK-UP tool to select a Street Name. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). Once selected enter the Address Range for that Street. If all Trees on that Street are to be scheduled or requested, leave the Address Range fields blank. Selecting Trees Within a Block Boundary Enter the Street Name to be scheduled and the From/To boundaries of the block. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). If all Trees on the street are to be scheduled, leave the From/To boundaries blank. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). Species Selection If a Work Activity for Trees of a specific Species is to be scheduled, click on Select Specific Species click on the LOOK-UP tool to select a Species Code. Select if all Tress of the same Genus are to be scheduled or requested. Selecting Zone If a Work Activity for Trees in a specific Zone are to be schedules, click on Select Zone and enter the Zone = East, West, etc. DBH Selection If a Work Activity for Trees of a specific Diameter Range is to be scheduled, click on Select DBH Range and click on the down arrows to select the DBH Range Codes indicating both the low and high limits. Height Selection If a Work Activity for Trees of a specific Height Range is to be scheduled, click on Select Height Range and click on the down arrows to select the Height Range Codes indicating both the low and high limits. Click on the SAVE tool and the Work Activity will be scheduled without further operator action. There are no reports printed when Scheduling Work Activities. Municipal Street Tree Inventory 23

24 Completing Work Activities From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Enter Completed Work Activities. The Enter Completed Work Activities Screen allows you to quickly change the status of individual Work Activity Records to Completed. By using the Work Activity Numbers printed on the Tree Work Schedule Report (see Sample Reports - Appendix A-79) you may recall the Work Activity to the screen. This program function will change the Work Activity Status to "C" (Completed). Completed Work Activities can be recalled and edited. Enter the Work Activity Number (taken from the Work Schedule Report) or click on the FIND, NEXT or PREVIOUS tool to locate the Work Activity. Once located, the screen will display the Location of the Tree and information on that Work Activity. The system date will be entered in the Date Completed field automatically. You can change the Date Completed for this Work Activity if desired. 24 Municipal Street Tree Inventory

25 Next, enter Crew Hours (not man hours) and the Work Crew Name. If the Work Crew Name is not known, position the cursor to the Work Crew field and click on the LOOK-UP tool to select the Work Crew. If you have not purchased the Personnel & Labor Module, the Work Crew field will not be shown. If Crew Hours or Equipment Hours are entered, the Hours are allocated to all qualifying trees. For example: if 4.00 Crew Hours entered for a two man crew (8 man hours) and 8 trees qualify, 1 man hour will be allocated to each tree. Enter the Equipment "Usage" Hours that it took to complete this Work Activity and the Equipment ID. If the Equipment ID is not known, position the cursor to the Equip ID field and click on the LOOK-UP tool to select a piece of Equipment. Enter any Comments pertaining to this Work Activity and click on the SAVE tool to record your changes. If you would like to IMPORT Completed Work Activities, please refer to Bar Code Functions Tree Inventory. There are no reports printed when completing Work Activities. Municipal Street Tree Inventory 25

26 Completing Work Activities Batch The Complete Work Activities Scheduled or Requested Screen allows you to quickly change the status of a batch of Work Activity Records within a specified time period to Completed. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Enter Completed Work Activities Batch. This program function will change the Work Activity Status to "C" (Completed). Completed Work Activities can be recalled and edited. First, select if Work Activities are to be marked as completed By Schedule Date or By Request Date and enter a date range for the Work Activities. Next, enter the Work Completion Date. Specifying the Work Activity Enter the Work Code or click on the Work Activity and click on the LOOK-UP tool to select a Work Activity Code. Next, enter any needed Comments and enter Crew Hours, Work Crew Name, Equipment Hours and Equipment ID. If you have not purchased the Personnel & Labor Module, the Work Crew field will not be shown. If Crew Hours or Equipment Hours are entered, the Hours are allocated to all qualifying trees. 26 Municipal Street Tree Inventory

27 For example: if 4.00 Crew Hours entered for a two man crew (8 man hours) and 8 trees qualify, 1 man hour will be allocated to each tree. Selecting Street and Address Range If Work Activities at a specific Street or within an Address Range on a Street is to be marked completed, click on Include Only Trees Within An Address Range and click on the LOOK-UP tool to select a Street Name. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). Once selected enter the Address Range for that Street. If all Trees on that Street are to be marked completed, leave the Address Range fields blank. Selecting Zone If a Work Activities for Trees in a specific Zone are to be marked completed, click on Select Zone and enter the Zone = East, West, etc. Selecting Trees Within a Block Boundary If Work Activities for Trees of a specific Block are to be marked completed, click on Select Specific Block and enter the Street Name and the From/To boundaries of the block. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). If all Trees on the street are to be marked completed, leave the From/To boundaries blank. Species Selection If Work Activities for Trees of a specific Species are to be marked completed, click on Select Specific Species and click on the LOOK-UP tool to select a Species Code. Select if Work Activities for all Trees of the same Genus are to be marked completed. DBH Selection If Work Activities for Trees of a specific Diameter Range are to be marked completed, click on Select DBH Range and click on the down arrows to select the DBH Range Codes indicating both the low and high range limits. Height Selection If Work Activities for Trees of a specific Height Range are to be marked completed, click on Select Height Range and click on the down arrows to select the Height Range Codes indicating both the low and high range limits Click on the SAVE tool to mark Work Activities completed. There are no reports printed when completing Work Activities. Municipal Street Tree Inventory 27

28 Making Work Activity Inquiries Up-to-the-minute Work Activity Records and Status of each Tree can be examined using this function. From the Tree Inventory Browse Table, position the scroll bar on the Tree to be examined and click on the INQUIRY tool, then select Tree Work Records. The Status Inquiry/Edit Screen displays Work Activity History on the selected Tree. Work Activities show when a task was Completed, Requested or Scheduled. Work Activities can be displayed on screen in either ascending or descending Date Order. FIELD DESCRIPTION Date Completed Date Activity was Completed (not required if activity not completed). Date Scheduled Date Activity was Scheduled (not required if activity not scheduled). Date Requested Date Activity was Requested (not required if activity not requested). CSR C=Completed, S=Scheduled, R=Requested (determines date to be used). Work Code Work Activity Code (1-9999). Description Work Description. Man Hours Total Labor Hours to complete this Activity. Equip Hours Total Equipment Hours of Usage to complete this Activity. Equip ID Equipment or Property ID. Activity Number Computer assigned Activity Number (NO ENTRY PERMITTED). 28 Municipal Street Tree Inventory

29 Making Additional Inquiries When you have completed your inquiry click on the CLEAR SCREEN tool. Enter all or part of the Location, Site and Tree Number to be viewed and click on the FIND, NEXT or PREVIOUS tool to locate and display the desired Tree and its Work Activity Records. Adding a New Work Activity Click on the NEW tool and the Add/Edit Bar will appear. Enter the Date Completed, Scheduled or Requested and the code C, S, or R will appear in the CSR column indicating the last status of the Work Activity on this item. You can change the CSR code as needed to reflect current status of this Work Activity. If the CSR Icon is yellow then a Work Request Form is attached to this Activity. Next, enter the Work Activity Code and the Work Activity Description will appear. You can overwrite this description with your own comment if desired. If the Work Activity Code is not known, position the cursor on the Work Code field and click on the LOOK-UP tool to select a Work Activity Code. If this is a Completed Work Activity, enter the Man Hours and Equip Hours spent to complete the task or enter zero in the Man Hours or Equip Hours field. If you want to record Usage Hours for a specific piece of Equipment, if the Equip ID is not known, position the cursor on the Equip ID field and click on the LOOK-UP tool to select a piece of Equipment. Click on ACCEPT when entry is complete. Municipal Street Tree Inventory 29

30 Adding/Editing Detailed Notes for Work Requests Work Requested, Scheduled or Completed can have detailed notes added for each Activity. Position the scroll bar on the Activity and click on the REQUESTS tool. Enter detailed Notes/Comments about this Request along with the Name, Address, etc. of the Requestor. To Save & Print, click on the PRINT tool. To Save Without Printing, click on the SAVE tool. See Sample Reports - Appendix A Municipal Street Tree Inventory

31 Editing an Existing Work Activity Record Position the scroll bar on the Work Activity Record to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Deleting a Work Activity Record Position the scroll bar on the Work Activity Record to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Printing Tree Maintenance Work Request Forms Tree Maintenance Work Request Forms may be printed for Requested Work Activities. Position the scroll bar on a Requested Activity displaying a yellow icon in the CSR column and click on the PRINT tool to print the Tree Maintenance Work Request Form for distribution to your Tree Maintenance Crew. Municipal Street Tree Inventory 31

32 Making Work Request Inquiries From the Tree Inventory Browse Table, click on the INQUIRY tool then choose Tree Work Requests. The Tree Work Request Browse Table will appear with the selected Tree's Work Requests appearing at the top of the table. You can Edit, Delete or Print Tree Work Requests. 32 Municipal Street Tree Inventory

33 Deleting Tree Work Records The Delete Tree Work Records Screen provides you with complete control over the deletion of Work Activity Records. Selection criteria permits deletion of Work Activity Records within a Date Range by Activity Status, Work Activity Code, Zone, Tree Species, Tree DBH Range and Tree Height Range. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Delete Tree Work Records. Enter the Date Range of the Work Activities to be deleted. Next, click on which Work Activities are to be deleted. Any combination of Work Activities Completed, Requested or Scheduled can be deleted. Municipal Street Tree Inventory 33

34 Specifying the Work Activity If a specific Work Activity is to be deleted, click on Delete Specific Work Activity and click on the LOOK-UP tool to select a Work Activity Code. Selecting Zone If Work Activities for Trees in a specific Zone are to be deleted, click on Delete Only Work Activities in a Specific Zone and enter the Zone = East, West, etc. If all Trees within that Zone are to be deleted, leave the field blank. Species Selection If Work Activities for Trees of a specific Species are to be deleted, click on Delete Work Activities for Specific Species and click on the LOOK-UP tool to select a Species Code. Select if Work Activities for all Trees of the same Genus are to be deleted. DBH Selection If Work Activities for Trees of a specific Diameter Range are to be deleted, click on Delete Within DBH Range and click on the down arrows to select the DBH Range Codes indicating both the low and high range limits. Height Selection If Work Activities for Trees of a specific Height Range are to be deleted, click on Delete Within Height Range and click on the down arrows to select the Height Range Codes indicating both the low and high range limits Click on the DELETE tool and confirm. Work Activities will be deleted without further operator action. There are no reports printed by the Delete Tree Work Records function. 34 Municipal Street Tree Inventory

35 Rename Tree Location The Rename Tree Location procedure allows you to rename a batch of Trees within a Specific Zone. From the Tree Inventory Browse Table, click on the Procedures Toolbar Menu, then choose Rename Tree Location. Enter the Tree Street Name, if the Street Name is not known, position the cursor to the Street Name field and click on the LOOK-UP tool to select the Street. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). Enter the Starting and Ending House Number that you wish to be Renamed. Enter the New Name of the Street. (New Street Name WILL NOT update the pre-defined StreetNames.txt file). Select if you wish to change the Zone Code of existing trees and enter the New Zone Code. Select if you wish to Include Only Trees in a Specific Zone and enter the Zone. Click on the SAVE tool to Rename Trees. Municipal Street Tree Inventory 35

36 Tree Work Schedule Report The Tree Work Schedule Report shows Work Activities Requested, Scheduled or Completed within a specified time period. From the Tree Inventory Browse Table, click on the Reports Toolbar Menu, then choose Tree Work Schedule. Enter the Date Range of the Work Activities to be reported. Next, select the type of Work Activity to be reported. Select Run in Version 9 Compatibility Mode (Slow) if you would like to display Work Activities on a Tree by Date. If NOT selected, report will display Work Activities on a Date by Tree. If you have several thousand trees, this report will run faster. Please generate the report both ways to determine which format best fits your needs. 36 Municipal Street Tree Inventory

37 Species Selection If a Work Activity for Trees of a specific Species is to be reported, click on Select Specific Species and then click on the LOOK-UP tool to select a Species Code. Select if all Trees of the same Genus are to be reported. Specifying the Work Activity If a specific Work Activity is to be reported, click on Select Specific Work Activity and click on the Down Arrow to select a Work Activity from the Work Activity Code List. Selecting Street and Address Range If a Work Activity at a specific Street or within an Address Range on a Street is to be reported, click on Include Only Trees Within An Address Range and click on the LOOK-UP tool to select a Street Name. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). Once selected enter the Address Range for that Street. If all Trees on that Street are to be scheduled or requested, leave the Address Range fields blank. Selecting Zone If Work Activities for Trees in a specific Zone are to be reported, click on Include Only Trees in a Specific Zone and enter the Zone = East, West, etc. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-79 Municipal Street Tree Inventory 37

38 Tree Work Summary Report The Tree Work Summary Report lists the total number of Work Activities of each Work Type occurring within a specified time period. From the Tree Inventory Browse Table, click on the Reports Toolbar Menu, then choose Tree Work Summary. Enter the Date Range of the Work Activities to be reported. Next, select the type of Work Activity to be reported. Select Run in Version 9 Compatibility Mode (Slow) if you would like to display Work Activities on a Tree by Date. If NOT selected, report will display Work Activities on a Date by Tree. If you have several thousand trees, this report will run faster. Please generate the report both ways to determine which format best fits your needs. 38 Municipal Street Tree Inventory

39 Species Selection If a Work Activity for Trees of a specific Species is to be reported, click on Select Specific Species and then click on the LOOK-UP tool to select a Species Code. Select if all Trees of the same Genus are to be reported. Specifying the Work Activity If a specific Work Activity is to be reported, click on Select Specific Work Activity and click on the Down Arrow to select a Work Activity from the Work Activity Code List. Selecting Street and Address Range If a Work Activity at a specific Street or within an Address Range on a Street is to be reported, click on Include Only Trees Within An Address Range and click on the LOOK-UP tool to select a Street Name. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). Once selected enter the Address Range for that Street. If all Trees on that Street are to be report, leave the Address Range fields blank. Selecting Zone If Work Activities for Trees in a specific Zone are to be reported, click on Include Only Trees in a Specific Zone and enter the Zone = East, West, etc. Click on the PRINT tool to begin printing. Municipal Street Tree Inventory 39

40 Tree Work Request Summary Report The Tree Work Request Summary Report details how long it took to complete requested Work Activities for Trees within a specified time period. From the Tree Inventory Browse Table, click on the Reports Toolbar Menu, then choose Tree Work Request Summary. Enter the Date Range of the Work Requests to be reported. Select Run in Version 9 Compatibility Mode (Slow) if you would like to display Work Activities on a Tree by Date. If NOT selected, report will display Work Activities on a Date by Tree. If you have several thousand trees, this report will run faster. Please generate the report both ways to determine which format best fits your needs. 40 Municipal Street Tree Inventory

41 Species Selection If Trees of a specific Species are to be reported, click on Select Specific Species and click on the LOOK-UP tool to select a Species Code. Select if all Trees of the same Genus are to be reported. Specifying the Work Activity If a specific Work Activity is to be reported, click on Select Specific Work Activity and click on the Down Arrow to select a Work Activity from the Work Activity Code List. Selecting Street and Address Range If Work Activities for a specific Street or within an Address Range on a Street is to be reported, click on Include Only Trees Within An Address Range and click on the LOOK-UP tool to select a Street Name. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). Once selected enter the House Number Range for that Street. If all Trees on that Street are to be scheduled or requested, leave the Address Range fields blank. Selecting Zone If Work Activities for Trees in a specific Zone are to be reported, click on Include Only Trees in a Specific Zone and enter the Zone = East, West, etc. Click on the PRINT tool to begin printing. Municipal Street Tree Inventory 41

42 Code List Report This function is used to print a hard copy of the codes you have defined for your Tree Inventory. From the Tree Inventory Browse Table, click on the Reports Toolbar Menu, then choose Code Lists. By default, all four Code Lists are selected. Click on the Codes to UNSELECT if necessary. Click on the PRINT tool to begin printing. 42 Municipal Street Tree Inventory

43 Tree Statistics Report The Tree Statistics Report presents a population summary listing the total number of Trees in each DBH (Diameter) Size Range, Height Range and Species. This report can be printed to show Trees in all Zones or within one specific Zone. From the Tree Inventory Browse Table, click on the Reports Toolbar Menu, then choose Tree Statistics. Selecting Zone If Trees for specific Zone are to be reported, click on Include Only Trees in a Specific Zone and enter the Zone = East, West, etc. Click on the PRINT tool to print the Tree Statistics Report or click on the GRAPH tool to display in Pie Chart form. See Sample Reports - Appendix A-81, A-82, A-83 Municipal Street Tree Inventory 43

44 Tree Inventory File Listing Report The Tree Inventory File Listing Report is used to print a list of all Trees of a Species, Stump Lists and Replacement Lists. This report provides the user with complete flexibility in printing lists of Trees within the city. Selection criteria permits the reporting of Trees by Status, City Zone, Species, DBH Range and Height Range. From the Tree Inventory Browse Table, click on the Reports Toolbar Menu, then choose Tree Inventory File Listing. 44 Municipal Street Tree Inventory

45 Selecting Zone If Trees in a specific Zone are to be reported, click on Include Only Trees in a Specific Zone and enter the Zone = East, West, etc. Make Tree Status selection if necessary and select if you wish to report only those Trees that have Hardscape Damage. Species Selection If Trees of a specific Species are to be reported, click on Select Specific Species and click on the LOOK-UP tool to select a Species Code. Select if all Trees of the same Genus are to be reported. DBH Selection If Trees of a specific Diameter Range are to be reported, click on Select DBH Range and click on the down arrows to select the DBH Range Codes indicating both the low and high range limits. Height Selection If Trees of a specific Height Range are to be reported, click on Select Height Range and click on the down arrows to select the Height Range Codes indicating both the low and high range limits. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-78 Municipal Street Tree Inventory 45

46 Trees On a Block Report The Trees On a Block Report lists Trees located on a specific Street or within Block Boundaries. Selection criteria permits the reporting of Trees by Zone and Species. From the Tree Inventory Browse Table, click on the Reports Toolbar Menu, then choose Trees On a Block. Selecting Trees Within a Block Boundary Enter the Street Name to be reported and the From/To boundaries of the block. If all Trees on the street are to be reported, leave the From/To boundaries blank. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). Selecting Zone If Trees in a specific Zone are to be reported, click on Include Only Trees in a Specific Zone and enter the Zone = East, West, etc. Species Selection If Trees of a specific Species are to be reported, click on Select Specific Species and click on the LOOK-UP tool to select a Species Code. Select if all Trees of the same Genus are to be reported. Click on the PRINT tool to begin printing. 46 Municipal Street Tree Inventory

47 Trees At an Address Report The Trees At an Address Report lists Trees located on a specific Street and within a specified Address Range. Selection criteria permits the reporting of Trees by House Number Range and Zone. From the Tree Inventory Browse Table, click on the Reports Toolbar Menu, then choose Trees At an Address. Selecting Street and Address Range If Trees on a specific Street are to be reported, click on Report Specific Address Range and click on the LOOK- UP tool or enter the Street Name. If a pre-defined StreetNames.txt file exists, click on the Down Arrow to select a Street (see page 5). If Trees within an Address Range are to be reported, enter the Address Range for that Street. If all Trees with Addresses on that Street are to be reported, leave the Address fields blank. Selecting Zone If Trees in a specific Zone are to be reported, click on Include Only Trees in a Specific Zone and enter the Zone = East, West, etc. Click on the PRINT tool to begin printing. Municipal Street Tree Inventory 47

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