Instructions

Below are instructions on using Project Tracker. You can also download these instructions. Questions? Contact us at ptrackadmin@sfei.org.

Get Started & FAQs

Get Started

  1. Register for an account
  2. Check EcoAtlas to determine if project exists
  3. Gather project information and site map(s)
  4. The instructions below provide guidance:
  • To create a new project, refer to "Create New Project"
  • To edit an existing project, refer to "Edit Existing Project"

Frequently Asked Questions

  • How do I add a map for my project?

  • You must first add a Project Site. Then you can draw or upload a map file from the Map tab.

  • How do I add a funding source?

  • You must first add a Project Site and an Activity. The funding form is available at the bottom of the Activity form.

  • I've entered information. Why is my project not appearing on EcoAtlas?

  • For a Project to be displayed on EcoAtlas, it must have at least one Project Site with a valid polygon or boundary, a Public Status code of Public, and a Display Status of Approved.

  • Where do I upload files for my Project?

  • You can upload a file or link to a Project’s document library available on EcoAtlas.

  • Is there a comprehensive list of all the fields used in Project Tracker?

  • Yes, we invite you to review the Data Dictionary.

If you have further questions or need assistance, please contact ptrackadmin@sfei.org.

Create New Project

  1. To get started:
  • Click on Create New Project. Information stored at the project-level includes: sites, events, contacts, alternate project identifiers, performance criteria, and species.
  • Click on Add New Project Site and populate Site Details. Each project must have at least one site. Information stored at the site-level includes: site status, location, activities, habitat types, funding, site events, and site boundary map.
  • Figure 1 below illustrates the levels of information and hierarchy for storing data associated with a habitat restoration project.

Figure 1. Levels of Information

  • If monitoring is required for your project and you have selected “yes” for the Monitoring required field, you can include more details in the Activities form under the Activity Type of “Monitoring & Evaluation”.

2. To add or edit Activities and Habitat Types for a project site:

The Activities form is flexible in its design to store both habitat type and amount details for an activity, as well as informational activities where such detailed information is not available or applicable.

  • To add new activities, click on the Activities form and then on the Add Activity button. Generally, activities represent physical changes in habitat that the project's proponents intend to carry out.
  • Select the Activity Type and Habitat Type associated with the activity. You may select multiple Subactivity Type values, but it is not a required field. The Subhabitat Type field is required and you may only choose one value.
  • If the Habitat or Activity Size is known, enter this value. If you would prefer to enter length and width values instead, and have the acres automatically calculated, selected “Yes” under Calculate Habitat size? 
  • A project site may consist of multiple activities and habitat types. The total project size should equal the sum of its activities as recorded in the Habitat or Activity Size field. Note: Only acres are displayed on EcoAtlas.
  • To add additional habitat types for an activity, click on Add Activity, select the same Activity Type, and select the additional Habitat Type. Enter the Habitat Size in the dominant Habitat Type.
  • Other activities are informational, such as Monitoring and Evaluation, Environmental Education/Outreach, and Demonstration. In these cases, select the Habitat Type of “Unknown/Unspecified”.
  • To edit activity information, click on the Edit Activity button next to the Activity you want to update. If there is only one activity for a site, it will already be in edit mode.

3. To add or edit Funding information for an activity:

  • To add new funding information, click on the Activities form and then on the Add Funding button. You may add multiple funding entities/programs for a given site activity.
  • To edit funding information, click on the Edit button next to the Funding Entity/Program you want to update.  If there is only one funding entry for a site, it will already be in edit mode.

4. To add or edit Location or Map information for a project site:

Project site boundaries are displayed as a data layer in EcoAtlas and can be viewed within the larger landscape context. If you do not submit a map, your project cannot be displayed on EcoAtlas (ecoatlas.org).

  • Click on the Location form to add or edit Latitude and Longitude values, in decimal degrees, for a project site.

    Note: User-supplied Latitude and Longitude values are not used in mapping functionality, so it is optimal to provide a map through the Map form.
  • From the Map form, several different options are available to add or edit your site polygon or boundary. Note: Currently, the mapper functionality is only available using the Chrome browser.
  • To add a site polygon, select (1) Draw your site polygon to draw a polygon or circle, or (2) Upload Map File to upload a KML file or an Esri Shapefile.
  • To edit an existing site polygon, select (1) Edit your site polygon to drag the polygon edges to edit the shape, (2) Redraw your site polygon as a new polygon or circle , or (3) Upload Map File to upload a new KML file or an Esri Shapefile.

    When you select Redraw your site polygon, the original polygon or circle will also appear on the map while you are drawing a new one, but it will be deleted once you have saved your project.
  • Note: Habitat size is summarized by the data entered in the Activities form and is not determined by the spatial data provided.

5. To add or edit Events related to a project or site:

Events are any kind of noteworthy event or important date related to a project or site.

  • To add new event information for a project, click on the Events form and then on the Add Project Event button. You may add multiple events for a project.
  • To add new event information for a site within a project, click on the Site Events form and then on the Add Site Event button. You may add multiple events for a site.
  • For both Project and Site Events, the Event Date is required in the format “mm/dd/yyyy”. If the exact month and day are unknown, use January 1st.
  • To edit event information, click on the Edit button next to the Event you want to update.  If there is only one event for a project or site, it will already be in edit mode.

6. To add or edit Contacts for a project:

Contacts have a relationship to the project. Each contact is assigned a role that defines this relationship.

  • To add a new contact, click on the Contacts form and then (1) click on the Add New Contact button to enter a new contact into the database, or (2) use the Search Contacts feature to find an existing contact. Then click on the Add button next to the contact you want to add, and select the appropriate Contact Role from the list provided. You may associate multiple contacts with a project.
  • To edit contact information, click on the Edit button next to the Contact you want to update. If there is only one contact for a site, it will already be in edit mode.

7. To add or edit Alternate Projects related to a project:

A project may be tracked by a number of governmental and non-governmental entities. Typically, each entity assigns its own internal identification number or code to the project.

  • To add a new alternate project identifier, click on the Alternate Project IDs form and then on the Add Alternate Project Identifier button. You may add multiple alternate project identifiers for a project.
  • To edit alternate project information, click on the Edit button next to the Alternate Project ID you want to update.  If there is only one Alternate Project ID for a project, it will already be in edit mode.
  • The Date Issued field requires the date format “mm/dd/yyyy”. If the exact month and day are unknown, use January 1st.

8. To add or edit Performance Criteria related to a project:

Performance criteria typically describe the required environmental goals of the project, how to measure them, and what to do if they are not met. Original criteria are defined at the beginning of a project, and progress towards achieving those criteria are tracked.

  • To add new performance criteria, click on the Performance Criteria form and then on the Add Performance Criteria button. You may add multiple performance criteria for a project.
  • To edit performance criteria, click on the Edit button next to the Performance Criteria Description you want to update.  If there is only one Performance Criteria for a project, it will already be in edit mode.
  • The Evaluation Date is required in the format “mm/dd/yyyy”. If the exact month and day are unknown, use January 1st.

9. To add or edit Species for a project:

Species are either the main focus or tangentially affected, depending on the project's objective to benefit or eradicate the species.

  • To add new species information, click on the Species form and then on the Add Species button. You may add multiple species to a project.
  • To edit species information, click on the Edit button next to the Species Name you want to update.  If there is only one Species for a project, it will already be in edit mode.

Edit Existing Project

  1. Select a project from your Project List. The list is ordered by the Last Updated field, and also includes information on the public status and create date.
  1. Click on the appropriate form for updating the information. Click on the Save button when you have completed your updates.

Delete Project

At this time, you cannot delete project information. If you need to have information deleted for your project, please contact ptrackadmin@sfei.org.


Approve Projects

Note: Administrative fields are only visible by regional managers.

  1. Select a project from the Project List. Administrative fields are located at the bottom of the Project Information form.
  1. Update the administrative fields as needed. These include:
  • Administrative Status indicates if a project is approved, active, or pending review. “Pending” is assigned as the default value when a project is first created.
  • Display Status indicates if a project is approved for public display on EcoAtlas (ecoatlas.org). “Not approved” is assigned as the default value when a project is first created.
  • Administrative Comments describe any relevant notes to the approval of a project. If applicable, use this field to store the “Private Owner Name”. A separate field will be added in a future phase.
  1. In order for a project to be displayed on EcoAtlas, the following criteria must be met:
  • Public Status is “Public” (see Project Information).
  • Display Status is “Approved(see Project Information).
  • Project Type is not “Impact” (see Project Information).
  • There is at least one Project Site (see Site Details) with a valid polygon or boundary (see Map).

View and Download Projects

All projects marked for public display can be viewed and downloaded from EcoAtlas (ecoatlas.org).

  1. To view projects on the map, select Habitat Projects from the Layers list. Click on a project polygon for a link to the Project Details.
  1. To filter the display of habitat projects on the map, select Tools - Habitat Projects. You can filter the display by Region, Site Status, Organization, or Project Type.
  1. To download project data, click on the Download Habitat Projects Data button. You may download data in multiple formats (Excel, CSV, KML, shapefile).
  1. To view a list of all projects, click on Projects from the home page. Click on an individual project link to view the project’s information page and access Files & Links uploaded to the project’s file repository.