Database and Tech Tools Updates
October 2019
Spatial Components Added to Quarterly Data Issues Report
- Latitude/Longitude outside state boundary: The coordinate provided is outside of the state that the property is supposedly in.
- Latitude/Longitude outside county boundary: The coordinate provided is outside of the county that the property is supposedly in.
- Invalid Latitude/Longitude coordinates: The coordinate values contain non-numeric characters or are not valid decimal degrees values.
August 2019
New Database Feature Available: Drawing Tree Farm Boundaries
In recent years, the ATFS program has been facilitating collection of spatial data for committees, through grants and creation of tools that facilitate outreach and data updates. Starting in early 2019, adding functionality to the ATFS database to capture and store spatial data began. As of August 17th, this feature is now available. With these new features, active ATFS volunteers will be able to draw boundaries to map out ATFS Tree Farms.
A User's Manual specifically covering this feature is available for download here.
An FAQ around this feature is available for for download here.
Two webinars introducing this feature geared towards Chairs, District Chairs and State administrators will be held. In the future, a webinar for the inspector audience will be held.
Watch the recorded webinar on this topic here.
For more helpful resources visit our ATFS Tech page
June 2019
Tutorial: How to download Tree Farmer's Certificate
All new Tree Farmers enrolled in either the certified or recognition category will receive a welcome packet with a certificate in the mail. This process of mailing welcome packets occurs monthly, but a certificate can be reprinted at any time for a landowner through the ATFS database. This can be helpful if the landowner needs additional copies of the certificate, misplaces their copy, etc.
Download the Full Instructions here
- Go to the “Verify Certifications” menu on the left side
- Search for the property of interest
- Click the hyperlink under the certificate number column and a certificate will begin to automatically download as a PDF. This PDF can be saved, printed, emailed, etc.
May 2019
ATFS Requesting Spatial Data
In recent years, the ATFS program has been facilitating the collection of Tree
Farm spatial data through grants and tools to simplify landowner outreach and
data updates. The ATFS database is gaining spatial capabilities that will allow
users to input Tree Farm boundary data. Nephtali is currently looking to work
with a few committees to import any existing shapefiles into the ATFS database
and for volunteers to test out the new functionalities before it goes live.
We are hoping to have the tool released to everyone this summer. If your
committee is interested in importing existing spatial data or doing some beta
testing, please get in touch with Nephtali Chavez.
If your committee is interested in beginning the process of gathering spatial
boundary data for Tree Farms, AFF can help through our outcome-based grants.
More information about the grants can be found here:https://www.treefarmsystem.org/leadersonly-grants
November 2018
Recent ATFS Database updates
The newest additions to www.atfsdatabase.org include:
- New Requirement to Add Facilitators to Classroom Training: When entering a classroom training to an inspector's training record, the facilitator of that training must also be included. This information will appear in the inspector's report for state committee use. This information will also ensure that facilitators are getting credit for trainings being held.
- Factilitators can have their inspector credentials extended as a training application. In addition, SAF membersand non-members can receive 0.5 Category 1 credits, 3 Category 2 credits for facilitating a training.
- Classroom Refresher Option Added: If a classroom equivalent of the online refresher is held, that may be input in an inspector's training record. The same requirements of the online refresher are enforced.
If you have questions, contact Nephtali Chavez at nchavez@forestfoundation.org.
October 2018
Recent ATFS Database updates
The newest additions to www.atfsdatabase.org include:
Easily Create Co-owners with "duplicate" Button: When creating or updating a Tree Farm, a spouse/co-owner with similar contact information can be tied to the New Tree Farm. After creating the primary owner and linking them to the Tree Farm, you can search for the co-owner in the Search Individuals menu to "duplicate" the record.
A new record, with the same contact information as the person searched for will be created. If the original person is a Tree Farm owner or contact, you can check the box at the bottom of the page. Checking the box will designate this person as a secondary owner/contact for all Tree Farms listed. This feature can also be used to duplicate non-Tree Farm owners that may share similar contact information.- Modified Dates and Modified By Fields Added to Reports: Contact information is regularly updated for landowners without an inspection. To better understand when a landowner's record was last updated information about when the record was last modified has been added to the State Program reports. The intent of these extra details is to help states prioritize the landowners that have not been contacted in the longest time.
If you have questions, contact Nephtali Chavez at nchavez@forestfoundation.org.
May 2018
Recent ATFS Database updates
The newest additions to www.atfsdatabase.org include:
- New overdue inspections report: A new Tree Farm Report has been created to list inspections that have not been approved in over 60 days. This report displays inspections that have been in 'draft' or 'submitted' state and it has been more than 60 days since they were last created or modified in the database. This report is intended to highlight inspections that may have been forgotten and to encourage timely completion of inspections.
- Inspectors can now designate their preferred counties to work in. Our inspector training registration sheet was recently updated to include counties that inspectors prefer to work in. When administrators are updating training records, county preference can be updated as well. During assignment of inspectors, inspectors with a preference for the same county that the property is in, will appear higher on the list. By default, inspectors prefer all the counties of the states they inspect in.
If you have questions, contact Nephtali Chavez at nchavez@forestfoundation.org.
April 2018
Brush up on the ATFS Database with these Webinars
Two database webinars were recently held and the recordings have been made available on the ATFS Tech Helpdesk. Feel free to share these videos with your volunteers!
First Webinar: ATFS Database Basics Training
Second Webinar: Streamlining Inspections with the Inspection Uploader
March 2018
Update to ATFS User Manual
The ATFS database user manual has been updated to reflect the various database upgrades that have occurred in recent years. This manual is a great resource for executing the most common database functions. It is available for download directly in the ATFS database as well as on the Technology Helpdesk in Leader's Only.
February 2018
Recent Database Upgrades Summary
Thanks to your feedback additional improvements have been made to www.atfsdatabase.org. These changes include:
- Support for Landscape Management Plan projects and Tree Farms that fall within those plans.
- Added support for "Student Inspector" in the Inspector menu. University Students who receive the inspector training and qualify to become inspectors, upon graduation, can now be entered into the database in advance of their graduation. Entering their graduation date is a requirement and will automatically update the record to active inspector status upon graduation. Upon activation, the new inspector will receive a welcome message as well as certificate.
- Inspectors can now designate their preferred counties to work in. Our inspector training registration sheet was recently updated to include counties that inspectors prefer to work in. When administrators are updating training records, county preference can be updated as well. During assignment of inspectors, inspectors with a preference for the same county that the property is in, will appear higher on the list. By default, inspectors prefer all the counties of the states they inspect in.
September 2017
Continued Database Upgrades for Improved Data Quality
Thanks to your feedback additional improvements have been made to www.atfsdatabase.org. These changes help with long term goals to improve the quality of data housed in the ATFS database:
- Added new Data Issues report under Administrative Reports section. This report will also be emailed Quarterly to state admins, district chairs and chairs. This report looks at common, easily correct data quality issues. The intent of highlighting this report is to have committees focus attention on correcting these issues.
- New inspectors that have joined the system will automatically receive a welcome email with their login and training certificate. This will improve the outreach to inspectors. Inspector will still be receiving certificates in the mail as well and getting CFE credits quarterly.
- Updated No Harassment Policy and removed signature requirement. The revised No Harassment policy does not require a signature for compliance and also addresses other concerns that volunteers had.
- Ability to download a Tree Farm’s certificate for landowner or proof purposes, from the verification menu. This allows committees, inspectors, mill, etc. to see official documentation of a property's certification. It can also be shared with landowners for their personal records.
- Added Regional Approval search filter option to View/Edit/Submit and Review/Approve Inspections menus. This will allow chairs to see which inspections have been regionally approved.
July 2017
Database Upgrades to be Released in July
Thanks to your feedback additional improvements have been made to www.atfsdatabase.org. These changes include:
- Added "Training Application" values to "Inspector" training menu. This allows for certain activities aside from inspections to count towards training credentials.
- Added "Assign Inspection" option to "View/Edit/Submit Inspections" search menu results list for easier inspection assignment.
- Added "District" field to Tree Farm location record for more filtering by location options.
- Added "Tree Farm District" option to Tree Farm and Inspection search menus.
- Added 3 generic text fields to Tree Farms and Tree Farm reports for committee ad hoc use.
- Added 3 generic text fields to Individuals and Tree Farmer reports for committee ad hoc use.
Join Nephtali as she demonstrates the most recent changes to the ATFS database.
June 2017
Don’t Get Left Behind! Inspector Refresher Training Available Online
Many inspectors were trained in 2015, to coincide with the release of the 2015-2020 Standards of Sustainability. According to the Inspector Training Policy, credentials for these inspectors will expire this year, unless you have either completed at least 1 inspection or taken the Online Refresher since your training date. Renew your credentials for another 2 years by either completing an inspection or by taking the Online Refresher.
A special note if you have already taken the online refresher once: You need to reset your training, prior to retaking it, in order for the latest training to be recorded. Instructions for doing this can be found on the training page of the ATFS Database. If you have taken the online refresher more than once, but your expiration date did not update, please contact Nephtali Chavez.
April 2017
Learn How to Upload Signed NH Policies
To help support committees in collecting signatures a new feature has been added to the ATFS Database for those with state administrative access. Those with this level of access, will see a new menu item where you can upload a signed copy of the policy for any ATFS volunteer.
Join Nephtali in a short webinar to demonstrate how to use this tool, this webinar will be recorded and posted online. If you cannot join, detailed instructions available here.
March 2017
Database Upgrade Allows for Uploading of Signed NH Policies
Thank you to those of you who have already logged in to the ATFS Database to submit your signature for the No Harassment Policy. As a result of feedback, to help support committees in collecting signatures a new feature has been added to the ATFS Database for those with state administrative access.
Those with this level of access, will see a new section titled “No Harassment Policy”, under the Administrative menu, where you can upload a signed copy of the policy for any ATFS volunteer. You can also see who has signed and download the signed polices from this page. Detailed instructions available here.
Important points:
- Only state admins can do this, so they would have to do it on behalf of any volunteer that has given a scan or paper copy
- It is up to your state committee to determine whether you will use this new feature of the database or continue to encourage volunteers to log in to the database and sign the policy themselves. National office will only promote the online signing.
- The uploaded form must be a PDF
- Must be done on the ATFS database
- You can upload 1 PDF file per person
February 2017
No Harassment Policy in Effect, Action Required
The American Tree Farm System (ATFS) is committed to listening and responding to our community of volunteers and inspectors. In last week’s Leadership Update eNewsletter, we introduced a suite of policies to better support the work you do as an inspector for the American Tree Farm System.
One of these new policies, the ATFS Volunteer No Harassment Policy, requires action by ALL ATFS volunteers, including all ATFS Inspectors. All ATFS inspectors must provide an electronic signature to signify that you understand and will abide by the ATFS Volunteer No Harassment Policy.
As a volunteer for your state’s Tree Farm Program, you must provide your drawn signature to this document by March 15. To do so, visit www.atfsdatabase.org and login. On the "no Harassment Policy" page you will see a gray box where you draw your signature. If you have issues logging in contact nchavez@forestfoundation.org.
January 2017
Inspectors 004 Form Course Available
The Inspection (004) Form Course is an optional module, separate from the inspector training refresher module, which inspectors can use to refresh their credentials. There is 1 CFE credit available for completing this course and the first 100 inspectors to complete the course will get a thank you amazon gift card at the end of the first quarter.
For questions about the new Inspection (004) Form Course, the online inspector training refresher, or the ATFS Database, please contact Nephtali Chavez.
December 2016
Introducing the New Inspection (004) Form Course
In addition to the online inspector training refresher available online in the ATFS Database, Inspectors can now access the newest learning module of the inspector training – the Inspection (004) Form. Lessons in this module cover proper use of the inspection (004) form and how to submit the form properly. There are 2 lessons that take approximately 20 minutes each. The Inspection (004) Form Course is an optional module, separate from the inspector training refresher module, which inspectors can use to refresh their credentials. For questions about the new Inspection (004) Form Course, the online inspector training refresher, or the ATFS Database, please contact Nephtali Chavez.
November 2016
Database Improvements Released
Improvements based on feedback received from the ATFS network and in collaboration with our Database Taskforce have been released. Improvements and their explanations include:
- State Administrators can now disable (and re-enable) a user’s access to the database. If access has expired, then national office will still need to extend the expiration date for a user.
- Added "Archive" status for inspectors that have “retired” from the program but have historical inspections in the database.Archive status is a more permanent form of the inactive status.
- Automated emails will be sent to inspectors and database users when their training or access is going to expire. At 6 and 1 months in advance, users will receive an email letting them know that their credentials are going to expire so they can take action.
- Automated list of prospect Tree Farms will be sent to State administrators on a monthly basis. This will help committees better track their prospective Tree Farmers and enroll those prospects quicker.
- New duplicate records reports have been added to better identify potential duplicates in the system.
- Contact status filters have been added to Tree Farmer reports. This will allow user to filter out invalid addresses or deceased landowners.
- Permanent link to Leader’s only added to the menu. Keep in mind that your Leader’s only login differs from your database login.
- Added "Due Date" column to "Assigned Inspections" report. Encourage inspectors to submit inspections by the given due date for faster completion of inspections.
- Added ability to export the search results list to a CSV file. You can now export your search results into an excel-ready format for easy sharing.
- New filtering options added to the Inspector Activity Report. You can now narrow down results to a certain date range or certain inspector in the Inspector Activity Report. This report tells you how many inspections have been completed by inspectors.
More updates are forthcoming, so stay tuned.
A webinar on these changes was held. The recording is below:
October 2016
Need to Break Out Tree Farms?
Having accurate data on all Tree Farms is a crucial and ongoing requirement for the credibility of ATFS. Did you know that in cases where more than one parcel has been identified as a single Tree Farm, the record in the ATFS Database can be easily broken out into multiple Tree Farms using our Scattered Parcel Template?
This simple excel sheet, which can be imported directly into the database, allows you to identify each parcel and copy past inspections to the new Tree Farms. Visit our database helpdesk for more information or contact Nephtali Chavez.
August 2016
New ATFS Inspection App in Need of Testers!
Nephtali Chavez has begun working with Pulsion Technologies, the creators of the ATFS Inspection app, to give this tool a major facelift. During the upgrades, users of the app will not experience any interruptions during this transition, but it is expected that by the end of this year we will be rolling out a more sleek and intuitive app for all inspectors.
More information will be released in the coming months. In the meantime, we are in need of volunteers to beta test the new platform. If you love new tools and would like a sneak preview of the new platform let Nephtali Chavez know.
Improvements include:
- Refreshed, sleek, user friendly interface
- Faster, more responsive mobile app
- Branded versions of the app on the iTunes stores and Google Play store and eventually Windows App store
If you have any questions get in touch with Nephtali Chavez, ATFS Coordinator.
July 2016
ATFS Tech Tools Continue to Improve
Based on feedback received from ATFS state committees, features of the ATFS have been improved upon. A demonstration webinar of these changes is available. These changes include:
- Ability to search for individuals by Nickname. Now when searching for an individual, the database will look for nicknames that match in an effort to reduce duplication.
- Added notes field for individuals which will appear on tree farmer reports. These “person notes” are useful when entering added information about an individual or organization.
- Improved visibility of current landowner contact information when entering inspections. On the first page of entering an inspection, you will now see added landowner information and determine if it is outdated.
- Display additional owners when entering inspections. Any secondary owners will now appear on the first page of the inspections page and can be edited as needed.
- Improved visibility of editing options while entering inspections.
- Improved location of zip code field to encourage using pre-population feature. Entering the zip code for an address will pre-populate the city, county, and state information, thus saving time and increasing accuracy.
- Updated and easier to read user manual
- Improved display of an individuals unique ID
- Changed Acreage field to read "Forested Acres" to avoid confusion
- Expanded Facilitators access role to provide access to crucial reports. Facilitators now have access to the following reports:
- Active and inactive Inspectors roster for training invitations
- Facilitators roster for collaboration opportunities
- Inspector Activity report for mentoring opportunities
The ATFS Inspector’s App has also received updates:
- Pioneer inspections no longer require the standards checklist to be filled out, this applies to the PDF uploader as well.
- Easier to create new accounts for new users
- Improvements in troubleshooting inspections with errors
- Easier to remove unneeded inspections
In the coming months, additional upgrades will be implemented into the ATFS database as well as the ATFS Inspector’s app. Stay tuned for more.
A recording of the webinar covering these items is available here. Questions can be directed to Nephtali Chavez.
June 2016
ATFS Database Taskforce Holds First Meeting
In an effort improve the ATFS database, a crucial tool for the program, an ATFS database taskforce to represent committee members from across the country has been formed. This group met, via phone, for the first time on June 2nd.
Through regular quarterly meetings and e-mail communications, this group will discuss proposed upgrades, while also having a chance to express additional database related needs. Additionally, they will test functionalities before they are publically released to ensure changes that are made work effectively.
During the first meeting, the group discussed their thoughts on various proposed projects and some ideas rose to the top of the list. The group will prioritize the remaining projects and this will guide what database upgrades will be implemented in the foreseeable future.
A big thank you to our 12 volunteer taskforce members: Elizabeth Ide (WA), Gretchen Heldmann (ME), Guy Sabin (SC), Jennifer Lambert Johnson (AR), Jesse Randall (IA), Joe Puperi (OH), Kathleen Wanner (VT), Leslie McCormick (NC), Rob Felt (MD), Shannon McCabe (VA), Shirley Bargander (WI), Stephen Lloyd (FL).
May 2016
Have you visited our ATFS Technology Helpdesk yet?
The Leader’s Only section of treefarmsystem.org is full of excellent resources for your committee. The most recent addition is the ATFS Technology Helpdesk where you can find the answers to all of your database and app questions, download tutorials and watch webinars.
Resources in this area include:
- Database Frequently Asked Questions
- The most up-to-date Database User Manual
- Database Training PowerPoints with plenty of visuals
- Database Clean-up project Help and templates
- App Help and PowerPoints
- How to Upload 004 PDF tutorials
- Past tutorial webinars
When is the next technology webinar? On May 25 & 27 at 3 PM EST, Nephtali will be hosting a webinar demonstrating the most effective way to track your assigned Required and Priority samples for 2016. The deadline for completion of the required sample is December 9, 2016 for all states.
Tracking Completion of Annual Samples
April 2016
CHECK OUT IMPROVEMENTS TO ATFS DATABASE, MORE IMPROVEMENTS COMING SOON
As a part of the ongoing support to foster committee success, the ATFS Team has begun implementing additional database updates in response to feedback from you all. Vicki, Kristina and Nephtali have compiled the feedback received over time, through emails, calls, surveys, NLC, etc. about the way volunteers use the database and the functionalities needed to continue supporting the program.
As part of this effort, we will be working with a database task group, consisting of members from all regions to get feedback on planned projects and remaining database needs.
Work towards improving the database has always been ongoing and the most recent update occurred at the end of March. The follow features were added:
- Easier to assign and enter inspections for
priority pioneer sample. In the same way that you can filter for required
inspections to easily assign or enter inspections for them, you can do for the
pioneer sample now.
- As a reminder, the priority pioneer sample is similar to the required sample that we do annually, but this sample focuses on pioneer status properties.
- Added full Tree Farm location information to Tree Farm report. Prior to this, the report only showed partial location information.
- Added information about landowner’s program involvement from 004 forms into Reports. This included the information about how a landowner learned about the program and what conservation organizations they are enrolled in.
- Added a column with Last inspection date added to Tree Farmers Report. This report is used mainly in communications to landowners and now users can tailor messages based on the last inspection date.
April 2016 Database Upgrades Recorded webinar
If you have any questions get in touch with Nephtali Chavez, ATFS Coordinator at nchavez@forestfoundation.org.
