Community-Based Monitoring System (CBMS)

Geographic Information System (GIS) Database

Manual/Tutorial

October 2003

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This manual/tutorial has been prepared by the MIMAP-CBMS International Network Project with the financial support of the International Development Research Centre (IDRC), Ottawa, Canada.

Table of Contents 1 Introduction 1.1 About the Database 1.2 Computer Specification 2 Starting the Database 2.1 Installing the Database Program

3 Data Dictionary 3.1 Adding Sectors, Features and Parameters 4 Encoding Data 4.1 Digitizing Data 4.2 Scanning Data 4.3 Editing data 4.4 Global Positioning System (GPS) data 4.5 Manual digitizing 5 Importing Spatial Data (Polylines and Coordinates) 5.1 Importing coordinates from text files 5.2 Importing shapefiles with Single Boundary 5.3 Importing Multiple Boundaries 5.4 Importing Simple Overlays 6 Coordinates 6.1 Coordinate Systems 6.2 Map Projections

7 Importing Data from Files 7.1 Importing from Microsoft Excel 8 Maps 8.1 Displaying Maps 8.2 Map Properties 8.3 Map Layers 8.4 Map View 9 Reports 9.1 Selecting Sectors and Features to be displayed

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9.2 Standard Reports 9.3 Time-Series Reports 9.4 Sectoral Report 9.5 Report Queries 9.6 Report Settings 10 Producing Graphs 10.1 Histograms 10.2 Time-Series Graphs 10.3 Pie Charts 10.4 Graph Queries 11 Queries 11.1 Sub-selection of data 11.2 Parent feature attributes 11.3 Specific dates 11.4 Arithmetic Calculation 11.5 Statistics and Sorting 12 Printing and Exporting of Maps, Reports, Graphs 12.1 Printing 12.2 Exporting Appendix 1: Definition of Terms

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1 Introduction 1.1 About the Database The Community-Based Monitoring System (CBMS) Geographic Information System (GIS) Database was developed to provide a simple-to-use G.I.S.-based database application for storing a wide array of data, particularly, the results of the CBMS Survey in a particular local government unit. The CBMS GIS Database uses the NRDB program, modified from the original Natural Resources Database (NRDB) and NRDB Pro developed by Mr. Richard Alexander for the Bohol Environment Management Office, Provincial Government of Bohol, Philippines through the assistance of Voluntary Service Overseas. The MIMAP-CBMS International Network Project acknowledges his support and generosity in sharing the software and his expertise in whatever help was needed in the preparation of the CBMS GIS Database. More so, our sincerest gratitude to Mr. Dirk Heinrichs (CIM Integrated Expert, Consultant to the province), together with the Research and Evaluation Division and the Geographic Information System Unit of the Provincial Planning & Development Office (PPDO), who developed the database structure for the CBMS results in Palawan and prepared the Natural Resources and Human Development Database and tutorial from which this manual was patterned from. This tutorial was revised from original documents to suit the particular needs of the CBMS GIS Database. This tutorial shows how to set-up, start a new database and how to use the features of the software. The sample database used in this tutorial was taken from the actual CBMS survey results of Labo, Camarines Norte, which implemented CBMS municipal-wide in 2003.

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The Database was designed to serve as a databank for storing a wide range of data generated from the Community based Monitoring System (CBMS) survey. The database will contain CBMS results as well as other relevant data such as Administrative Boundaries (Barangays, Municipalities); Demography; Development Indices (Human Development Index, Human Poverty Index); Education and Literacy; Education Facilities; Employment; Health and Nutrition; Health Facilities; Income and Livelihood; Infrastructure and Utilities; Participation in Community Development; Security and Shelter; Water and Sanitation; Road Network; River Networks and others. The database can be expanded to accommodate other information that may be relevant, which may arise from a need at a particular time. Aside from the conventional way of viewing data in tables and charts, the system makes the information stored in the database viewed in map format. A simple selection of data or a more advanced query of the database will result to outputs in map, report and chart formats. The database system is also compatible with other software that makes it easy to import directly from spreadsheets and from other databases. Moreover, map-based data can be imported from text files or in shapefile format. Meanwhile, outputs can be exported back to spreadsheets or text files. Socioeconomic data, political boundaries and other relevant parameters change over time. All data in the database therefore has a date associated with it. Data in the database is hierarchical, so geographical or political relationships can be used for selecting data e.g. a barangay (village) is part of a municipality, which is part of the entire province. Data can then be associated with the appropriate geographical location.

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The CBMS Database is a stand-alone application. The data is held in a Microsoft Access database file, which can be distributed along with the NRDB Pro software for viewing and editing the data. 1.2 Computer Specification IBM Compatible PC, Pentium Processor III or higher (or equivalent), Minimum 128Mb Memory, Windows NT 4.0 or Windows 95 or above, CD-ROM drive, with Internet Explorer and Adobe Acrobat Reader installed. A desktop printer is necessary for outputting hard copies of maps, graphs and reports. A desktop scanner is necessary for digitizing maps. 2 Starting the Database 2.1 Installing the Database Program The Installation CD contains only several files and the nrdbpro folder. NRDB Pro is the upgraded version of the NRDB software and is used by the CBMS project. NRDB Pro will be installed automatically when the database is installed.

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Installation step 2: Installing the CBMS Database program To install the Program, on the NRDB setup folder, doubleclick on the Setup Icon. By default this will install in the directory c:\program files\database\natural resources database. When the welcome window appear, Click on next.

Read the license agreement and click on yes to continue setup.

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Click on browse to select the folder where the database will setup. The default folder is c:\program files\database\natural resources database. Click next to select the default folder or click Browse button to select the directory. Click next to install the database in the folder.

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To complete the setup, click on finish. After the setup is completed, restart the computer. Once installed, the database program can be opened. Move the mouse to the bottom of the screen and click on the Start button. Select the Programs, Natural Resources Database and NRDB Pro buttons.

The Login prompt appears.

You will now specify the source database. Click New, click OK. Note: The NRDB comes with the default database DEMO. This is used as part of the standard tutorial which can be opened by selecting clicking on the Start button and selecting Programs, Natural Resources Database, NRDB Tutorial. The Save As window will open. You can select the directory where you can save your new database. Type the filename for the database, for example NRDBLabo, and click Save.

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The Login prompt will appears again. From the pulldown list, select Labo, click Open to start the database.

Note: The creation of the source database needs to be done only once. Next time, you wish to access the database, you can connect directly. The Setup Process is complete. Note: When you first connect to the database you will be asked if you wish to define a new projection. This can be done simply by clicking on the map for the location of your project. See Chapter 6.2 for more details.

3 Data Dictionary The Data Dictionary allows the definition of new types of features and the addition of new attributes to existing features. 3.1 Adding Sectors, Features and Parameters The structure of the database consists of features and attributes. Features store the names of provinces, municipalities etc. Attributes store information about these e.g. the boundary of a municipality, its location, its population. To add a new type of feature to the database, open the Data Dictionary dialog by selecting Data

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Dictionary from the Data menu in the CBMS Database. The feature will be used to contain information on municipality. Its attributes will include the location (coordinates) and the name of the municipality.

This will display a list of all types of features available in the database. Click on the Add button. The Edit Data Dictionary dialog will open. For the Name type Municipality. For the Parent Feature select <None>.

For the Sector select Geographical. In Description, type ‘Location’. For Type select Polylines/Polygons. Click on Add. The new type of feature will be added to the list of features. Note: You will notice that the Data Dictionary dialog now contains the feature Municipality. To add another feature that will contain information on barangay (village), click on Add button again. The Edit Data Dictionary dialog will open.

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For the Name type Barangay. For the Parent Feature select Municipality. For the Hierarchy, select Many To One. The relationship is Many To One because a municipality may have more than one barangay. For the Sector select Geographical. In Description, type ‘Location’. For Type select Polylines/Polygons. Click on Add. The new type of feature will be added to the list of features. Repeat the process to add other features in the CBMS Database. 4 Encoding Data Data in the CBMS GIS Database may be encoded manually or imported from files or other databases. This chapter concentrates on the manual encoding of data. 4.1 Digitizing Data For digitizing, a computer is required and a digitizing tablet GIS software or graphic design software (e.g. ArcView or AutoCAD). Digitizing consists of clicking on points on the map placed on a digitizing tablet. The map must first be geo-referenced by clicking on known points and entering the corresponding coordinates. Digitizing data is a slow and time-consuming process. Importance should be placed on ensuring the quality of the digitized data. Digitizing should be avoided, if existing quality data already exists. 4.2 Scanning Data An alternative to using a digitizing tablet is to scan maps using a desktop scanner. Scanned maps can then be geo-referenced and the data digitized on-screen. This is a much easier than using a digitizing tablet as mistakes can be seen and corrected immediately. The Natural Resources Database comes with a program Image to Shapefile, for on-screen digitizing.

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First, scan a map using the software supplied with your desktop scanner and save the image as a *.JPG file. From the Start menu, select Programs, Natural Resources Database, Image to Shapefile. The Image to Shapefile program will run.

From the Open dialog, browse and select the file to be digitized, for example, map of Bayan-bayan, a barangay in Labo, Camarines Norte. The map will be displayed on the screen. Left click on points to be geo-referenced and enter their coordinates. This should be done for points where their coordinates can be identified e.g. the corners of the map. At least four points should be selected. The selected points will be displayed on the screen along with their coordinates. Note: When the image file is reloaded, the geo-referenced points will be remembered.

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Right click on the map to start digitizing. The digitize dialog will appear.

Left click on the first point along the line being digitized. To finish a line/polygon, double click on the last point. For our example of Bayan-bayan map, double click on the last point for every purok. The Add Dialog will appear. Enter the name of the feature. Enter a name which can be used to identify the feature e.g. if it is the boundary of a purok (a subdivision of a village), enter the <purok name>. You may digitize additional lines.

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When you finish digitizing all the lines, save the shapefile by selecting Save As from the File menu and enter the name of the shapefile to save the digitized data as, example Bayan-bayan. The shapefile may now be imported into the CBMS GIS Database, see Chapter 5: Importing Spatial Data. Note: You can also digitize data directly in NRDB Pro. To add a scanned map as a map layer, from the Map Layers dialog click on Overlay and select the JPEG image. You will need to georeference this as described above. In the Map Layers dialog add the feature to be digitized, e.g. Barangay, to the map. If you now right click on the map and select Add you can then start digitizing. 4.3 Editing data Each feature in the database may have data stored about it. For example, for the feature Municipality you can enter the names of the municipalities. You can then store information for each of the attributes defined in the data dictionary. To add the names of features, from the Data menu select Edit Data. In the Edit Data dialog select the feature Municipality and click on Add. You can now enter the name of the municipality and click on OK.

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You will now add Bayanbayan in the feature Barangay to the database. In the Edit Data dialog select the feature Barangay. The name list is still empty. Click Add and the Add Name dialog box will appear. Type the name of the feature, e.g. Bayanbayan in the space under Barangay and select the parent municipality and click OK. Click Close in the Edit Data Dialog Box, save the changes made.

For each name of a feature defined, data may be encoded. Each set of data must be associated with a date. E.g. the population of Labo in 1995 was 77,414 and in 2000 it was 81,388. To edit the features of Barangay Bayanbayan, Highlight Bayanbayan and click on Edit Data. A table appears showing the list of attributes for the feature Barangay.

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Data can be edited by clicking the 'cells' below the attribute name. Doubleclick the 'cells' and encode the information you want to add. For example, for Barangay Bayanbayan, encode 26 Apr 2003 because that is the date that Barangay Bayanbayan was added to the feature Barangay. Also, encode the exact location of the barangay. Click on OK. This will save the data to the database and close the dialog box. Pressing Edit Data again will result in the encoded data being retrieved. Additional data can be added or existing data updated. To add new rows click on the Insert button. Note: Dates may be a full date or just a month and year or year only. E.g. March 1 1995. March 1995, 1995. Numbers are entered as real numbers. E.g. 1024.36. Boolean values are entered as Yes or No. Text values are typed and may be left blank. Links to other features are selected from a drop down list. Location, in this case representing the position of the Barangay Bayanbayan, will be placed on the map (approximate location). It may be entered as longitude/latitude such as that given by a GPS or in Cartesian coordinates. The latitude and longitude coordinates are automatically converted to Cartesian coordinates. Polylines such as those used for the municipal boundary must be imported from file. A blue box indicates that data has been loaded. For information on importing the boundary, see Chapter 5: Importing Maps. The Delete button is used to delete the data from a group of selected cells. The Import and Export buttons are used for importing and exporting polylines. The Import button is also used for selecting a file name when the attribute is of type File. 4.4 Global Positioning System (GPS) data More expensive GPS units such as the Trimble Pathfinder allow GPS data to be imported directly to a computer and converted to shapefile format.

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Even cheaper GPS units can produce an accuracy of 5 to 10m depending on conditions (now that selective availability switched off). The output coordinates can be typed into a text file and imported directly into the NRDB Pro. See Chapter 5: Importing Maps, Polylines and Coordinates on how to import text file. 4.5 Manual digitizing If none of the above are available, digital data can be created by taking grid references from a map and typing them into a text file. See Chapter 5: Importing Maps, Polylines and Coordinates on how to import text file. 5 Importing Spatial Data (Polylines) and Coordinates) Spatial data consists of two types of data – coordinates which represent a single point and Polylines/Polygons which may represent features such as boundaries, roads and rivers. Coordinates are entered either as a latitude, longitude value or as Cartesian coordinates (x,y). Polylines are imported from a file. The CBMS GIS Database supports two basic formats for importing and exporting polylines. This can be either as a text file containing pairs of coordinates (select Help Topics from the Help menu and look-up 'Import Spatial Data' for details) or shapefiles. 5.1 Importing coordinates from text files Coordinates can also be imported using text files. This format consists of a list of x,y coordinates followed by the word ‘end’.

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The following example shows how to import data in latitude/longitude coordinates into the database. The coordinates used are the provincial boundary of Palawan, as defined in Resolution No. 4019-00. Using Notepad, type in the following data and Save it As prbound.

In the CBMS GIS Database, select Edit Data from the Data menu. Select the type of feature Administrative Boundary. If the feature is not available, click Sector and select Overlays. Click on Edit Data. The Edit Data dialog is displayed. In the Date cell, encode 2000. In the Source cell, encode SP Resolution 4019-00. Click on the Polyline cell. The Import button will be enabled.

Click on the Import button.The file Open dialog will be displayed. Select Files of type, Latitude/Longitude. Select the file prbound and click on Open. The data from the file will be imported into the database, using the active projection (See Chapter 6: Coordinates). The cell will be colored blue to indicate that data exist.

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Click on OK to save the data. The administrative boundary of Palawan is now stored in the database and may be plotted on maps. Note: For polygons the first and last coordinates are the same. Note: The official information on the x,y coordinates of a particular area, e.g. municipality, can be taken from the monument data from the Land Management Bureau. 5.2 Importing shapefiles with Single Boundary Where a shapefile corresponds to a single feature e.g. the boundary of one municipality, then it may be imported through the Edit Data dialog. From the Data menu select Edit Data. Select Barangay and click on Edit Data. The Edit Data dialog will be displayed for the barangay. One of the columns had been labeled Barangay Locations. This is the column into which the polyline data will be imported. Doubleclick on the cell in the Barangay Lcoations cell from a row that already contains data. Note that as with other data a date must be associated with polyline data. Click on the Import button and select the file to be imported. Upon completion of import, the cell will be 'colored blue' to indicate that it contains data. 5.3 Importing Multiple Boundaries A shapefile may contain data corresponding to several features. E.g. the boundaries of all puroks in a barangay. In this case, the Import, File... option is used. Note: Before importing data into NRDB Pro you should first define the feature e.g. ‘Purok’ using the Data Dictionary dialog.

From the File menu select Import, File. Select the shapefile containing the purok data. The shapefile should contain the corresponding names of the puroks so that they may be identified. The Import File... dialog is then displayed. Select the feature Purok that the data will be imported into.

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Click Select. A list of the attributes in the shapefile will be displayed along with Shapefile polylines. Click on the attribute NAME in the From: list and select Purok [name] in the To: list to associate the two. Click on Shapefile[polylines] in the From: list and click on the attribute Location (Polylines/polygons). The remaining attributes in the From: list may be associated with <Do not import>. Click on the Import button to start the import.

A date will be requested to be associated with the data being imported.

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For each purok name found in the shapefile being imported that does not match one already defined in the database the Select Feature Name dialog box is displayed.

The options are: Create – create a new purok. The Add Name will prompt you to type the name of the purok. The default name of the purok is the name that you used and save that polygon while digitizing. Create All– automatically create for all puroks, using the default names, do not prompt. Select - if the spelling is different then the NRDB Pro will display the closest match. Click on the Select button to accept the match or select one from the list. Skip – Do not import this feature.

Note: The NRDB Pro import does not merge imported attributes with existing attributes of the same date. Therefore it may be preferable to import spatial data BEFORE encoding the corresponding data. 5.4 Importing Simple Overlays Spatial data such as coastlines, roads and rivers will typically be stored under the Municipality feature. They may be imported through the Edit Data dialog in the same way coordinates are imported from simple or multiple boundaries. See Chapter 5.2 and 5.3.

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6 Coordinates 6.1 Coordinate Systems When drawing maps, a projection is used to convert latitude and longitude coordinates, which define a spherical world, into X and Y coordinates, which define the flat world seen on printed maps and computer screens. The transformation used by a map should be displayed on the legend.

The CBMS GIS Database supports Cartesian coordinate systems based on the trans-mercator projections including the Universal Trans-Mercator projection (UTM). Data in the database is stored in Cartesian coordinates (x,y). Data may however be imported from or exported to latitude/longitude coordinates (lat/long). The CBMS GIS Database (NRDB) supports both Cartesian/(UTM) coordinates and latitude/longitude(LatLong) coordinates. All data is stored in the database in Cartesian coordinates. The program contains routines for converting between Cartesian coordinates and latitude/longitude coordinates. Before importing data that are in latitude/longitude coordinates it is important to check that the correct transformation is active. 6.2 Map Projections Before importing map based data, the projection used to store the spatial data should be set. The active projection is used for converting between latitude and longitude and Cartesian coordinates. From the Map menu select Projections.

The Projections dialog is displayed. The active projection is displayed in the list at the top. The Parameters controls display a definition of the active projection.

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The Default Extent values define the extent of the default zoom region for maps, i.e. the area displayed when a map is first opened and when the Zoom Normal button is pressed. Several projections may be defined for the database by entering their parameters in the Parameters controls and clicking on Add. Click on Close to maintain the active projection.

Note: The selected projection MUST match that of the polyline and coordinate data in the database. If not, conversion to latitude/longitude will be incorrect. i) Trans-mercator Projections For example, if we have digital data in PTM format, zone 3, then we must set the default projection to this. If the projection is not already defined then we must define it. If the parameters for the projection are not available, try looking on the Internet. Enter the following parameters into the Projection dialog: Map Projection: Philippine Trans-Mercator Zone 3 Ellipsoid: Clark 1866 Latitude at Origin: 0 Longitude at Origin: 0 False Easting: 50,000 False Northing: 0 Scale Factor at Origin: 0.9999500000 The Semi-major and Semi-minor axis parameters are completed automatically when the ellipsoid is selected. The Default Extent parameters may be left blank and will be filled automatically. In the Add button to add the new projection. This will now be the default projection.

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ii) Universal Transverse Mercator (UTM) If the data you are using is in UTM format, or alternatively if your data is in latitude/longitude format and you wish to convert it to UTM then you need to define a new projection. If no projection is defined you can select a UTM Zone by clicking on the map.

Only one parameter is required for UTM, the longitude origin. For Zone 50 this is 117. Note: The default projection MUST match the data stored in the database. If not the any latitude/longitude values output or exported will be incorrect. 7 Importing Data from Files Data can be imported from Excel, text files and other Access databases. It can also be imported from shapefiles (see: chapter 5 Importing maps) and dBase files. Additional data sources can be imported provided there is a suitable ODBC driver. 7.1 Importing from Microsoft Excel The Computerized Processing that will be done at the municipal and barangay levels will yield a sheet that is ready for importing into the CBMS GIS Database.

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Note: The headings must appear in the first row of the Excel spreadsheet. Note: Before importing data into NRDB Pro you should first define the feature e.g. ‘Water and Sanitation’ using the Data Dictionary dialog. In the NRDB Pro, select Import, File... from the File menu.

The Open dialog is displayed. Select the Excel file created above and click on Open. The Import dialog will be displayed. A list of the sheets inside the Excel file is shown.

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Ensure that only Sheet1$ is ticked. By default all tables (or sheets) in the data source is selected for import. In this case, press the De/Select All button first. Click on the specific sheet, in this case, PUROK 6$ and press Define.

The Import: PUROK 6$’ dialog will open. Select Water and Sanitation from the list of types of features and click on Select. This selects where in the CBMS GIS Database that the data will be imported into. The second half of the dialog will now be displayed. The From list contains the names of the columns found in the Excel sheet. The To list contains the attributes belonging to Water and Sanitation. For each entry in the From list click on it then select the corresponding entry in the To list. Make sure, that the match is as follows: brgy to 'Barangay (name)' purok to 'Purok name' hwsws to ‘Household access to safe water supply’ hwstf to ‘Household access to sanitary toilet facilities’

Click on OK to close the Import PUROK 6$ dialog. Click on Import to start importing the Excel file. The CBMS GIS Database will now attempt to Import the file. Since all data in the NRDB Pro must be associated with a date, you will be required to supply one. Type 26 Apr 2003 for Date.

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Upon completion, the Import Status dialog is displayed. This indicates any errors that occurred while importing. At the bottom of the page the number of records imported is displayed. Click on Save. This will result in the imported data being saved to the database. To view the data import, select the edit data function from the Data menu and follow the steps described in 4.3 editing data. You can observe that the record has been added to the existing one. This is because a different date was selected. You can now delete the '1st record'. Click into the field number at the left and then press Delete.

Click OK to close the dialogue. 8 Maps The CBMS GIS Database enables the production of maps for the visualization of data. Clicking the Map menu can produce maps. Data may also be selected from the map icon in the tool bar.

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Maps consist of layers. Each layer is a result of a selection or query of the database similar to that for reports and graphs. For maps, each layer MUST contain one attribute of either type coordinates or of type polylines. 8.1 Displaying Maps In the following steps, you will produce an administrative map of all Bayanbayan puroks and display the Purok names. All editing of map layers is achieved through the Map Layers dialog. Press the Map Menu and select Map Layer. When a map contains no layers the default logo is displayed. To display the administrative map of Bayanbayan, click the Add... button. From the feature dialog box, select Purok to add the purok data layers.

Note: If it is not available in the Feature list, click the Sector button and Geographical from the Sector list. Click Ok. Now the feature Purok can be selected. From the name dialog box, click Select all to ensure that all puroks will be displayed. The Display list shows Purok Location (Polylines/polygons) which is what you want to display. The Label list shows available labels or <None>. Click the 'pull-down arrow' in the right corner and select Purok (name). Before displaying the map, choose a 'light color' as background for the labels. Click the Colour button and select a light yellow from the basic color display.

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Click OK. To display the map, click OK again and then Close to view the map.

Note: Only the purok names where there is space will be displayed. By default text is only displayed if it will not overlap existing text. You will now add a layer to your map with information on which households have access to sanitary toilet facilities. Open the Map Layers dialog by selecting Map Layers from the Map menu or clicking on its 'toolbar' button.

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Click on the Add button to add a new layer to the map. The Add Layer dialog will be displayed.

From the Feature list select Water and Sanitation from the Sector CBMS Socioeconomic Indicators. Click OK. From the Name list, select Purok 6. From the Label display, select Household access to sanitary toilet facilities. Click on OK. Click on the Close button to display the new map layer. As you can observe in the Map Layers dialog, the name of the layer will be added to the list of layers. The numbers displayed show the Households with access to sanitary toilet facilities. You can now edit the map, change the appearance by using the Map Property dialog. 8.2 Map Properties The Map Properties dialog enables the appearance of layers of the map to be changed. The symbols, color, line style, font and other properties can be changed. Each layer has its own map properties. The Map Properties available are different for layers containing Polylines and for those containing Coordinates. In the Map Layers dialog, select the Households with access to sanitary toilet facilities layer.

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Click on the Properties button to display the properties of the layer. The dialog displayed allows the changing of the layer name, the appearance of the symbol and the appearance of the text. From the Auto Style list, select Legend Values.

Click OK and then close the Map Layer dialog. We will now differentiate households with access to sanitary toilet facilities from the households without as red-colored dots (representing households) have no access while green-colored dots have access to sanitary toilet facilities. In the Map Layers dialog, select the Households with access to sanitary toilet facilities layer.

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Open the Map Layer dialog from Map menu, select the Households with access to sanitary toilet facilities and press the properties button. Select Color Range from the Auto Style list. The Min and Max controls will be displayed. The default maximum and minimum values are shown. Click on 0 to 1. In the Min box encode 0. in the Max box encode 0.01. Click Add. You can observe that the range values have changed. Click on the next range (0.01 to 1). Set the Min at Click the Add button. To change the colors, doubleclick the box at the left side of the 0 to 0.01 range. The 'color palette' appears. Select 'red' from the basic colors palette. Click the Define Custom Colors>> button. Move the pointer arrow at the right side up and down. You can observe that the color will change from light to dark. Do the same for the 0.01 to 1 range using the color ‘green’.

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Repeat the process for the other ranges. Click on OK and then Close to display the map.

The green-colored dots shows households with access to sanitary toilet facilities while the red-colored dots represents households who do not have access.

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Other Map Properties include: Style: For shapes that form polygons you can select the fill style. This may be solid, patterned or empty. This can be combined with Auto Color. Text: The Scale Text / Symbols option causes the size of symbols and text to change relatively when the view is zoomed in or out. With Scale Text / Symbols switched off, zooming in will cause more place names to be displayed. This is useful when all place names cannot be displayed on the map. The Position control allows placing of text at different locations within their respective polygon. Labels: The Label control is used to change the title of the map. 8.3 Map Layers The Map Layers dialog is used for manipulating map layers. There are eight buttons on the right side of the Map Layers dialog.

As well as adding new map layers, existing layers can be deleted by selecting the name of the layer and clicking on the Delete button. New maps can also be made or digitized by clicking the New button. The Overlay function is used to add map layers from existing shapefiles in the default directory of your computer. Enter the text to be displayed on the Legend. This is also used for the layer name. Note: Not all Auto Style options display a legend name. See chapter 8.2. on Map Properties. Queries allow specific data to be retrieved from the database and the calculation of statistics. It also has other sections that can be used to specify the Conditions and Sorting of a specific feature of the map.

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A new layer can be added to a map using a query. Click on the Query button from the Map Layers dialog. Note: As for layers created using Add Layer, queries must also include an attribute of type Coordinates or Polylines/Polygons. For more information about queries, see Chapter 12: Queries.

Layers at the bottom of the list are drawn first and so appear underneath. However, the text for layers lower down will only be drawn if there is space. The property Overlap Text can be used to override this. Map layout can be saved for later retrieval: From the File menu, select Save As... and enter a file name to describe the map e.g. Access to safe water. Delete the existing map layers by selecting them in the Map Layers dialog and clicking on Delete. Reload the Map Layers by selecting File, Open from the menu and selecting the file name. The map data will be reloaded. Note: The new layers are added to the existing layers. If the data in the database has been updated, the new data will be that used for the map. If the attributes of a feature are changed in the Data Dictonary it may not be possible to reload a file.

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8.4 Map View The map below shows the road network in Barangay Bayanbayan.

The Map View consists of two windows. On the left is a map made up of the constituent layers. On the right is a key defining the layers, the projection and comments. Zooming and Panning The four icons at the bottom of the File Menu is used for zooming and panning. Hold down the 'left mouse button' on a point on the map and drag a rectangle. This will result in the map zooming to the selected area.

Click on the button on the toolbar. This will result in the map returning to its default area.

Try the buttons for zooming in and out. These will result in the map being zoomed in and zoomed out by a fixed amount. Try moving the map around using the scroll bars.

Lastly, the hand icon is for panning.

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Editing Data In the Map Layers dialog select the layer Purok and click on Close. A rectangle will appear around the layer name on the key. Right click on one of the area on the map representing a purok. A popup menu will appear with the options Data, Map and Report. Beside each of these, another sub-menu will appear with options. You can select Edit Name and Edit Data in the Data pop menu. Under Map, you can Add another map, edit points or lines in the map. Lastly, in the Report menu, you can produce a Sectoral Report or from features with File attributes you can view the file.

Coordinates Display Move the mouse around the map and observe the coordinates at the bottom of the screen. Coordinates for the current mouse position are displayed both in latitude/longitude and Cartesian coordinates. See Chapter 6, Coordinates. 9 Reports Reports produce a tabular output of data contained in the database. The standard report contains data for one type of feature e.g. households with access to safe water facilities, etc. It is also possible to produce a report using a query, which provides more powerful selection of data. Reports may be viewed, saved to file, printed or copied to the clipboard. Data to be displayed in a report (or map and graph) is selected from the Feature control. Each feature is grouped under a sector. For example, the CBMS Socioeconomic Indicators sector comprises of several features like water and sanitation and others. 9.1 Selecting Sectors and Features to be displayed From the Report menu, select Standard Report. The Standard Report dialog is displayed.

The select Sector dialog can be opened by clicking on the Sector button found on the Features dialog. This allows the features to be selected by sector. Select the Sector Geographical.

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Note: Sometimes, all sectors are selected (highlighted in blue color). Then, click the Deselect All button first before selecting the sector of your interest. After selecting, click OK.

The Features control will now only display features belonging to the selected sector. Click the 'black arrow' to view the available features in geographical.

Select Purok in the Features dialog. You can now select for which you want to display information on Puroks. In the attribute list at the bottom of the dialog box, you can also select the parameters to be displayed.

You will not finish the operation at this point. Press Cancel.

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9.2 Standard Reports The Standard Report will display a report based on the selected features and attributes. It will display data for all dates within the database.

You will now produce a list of puroks in the municipality of Bayanbayan. From the Report menu, select Standard. The Standard Report dialog is displayed. Click on Sector. Select CBMS Socioeconomic Indicators and press OK. Select the feature Water and Sanitation from the pull-down menu (activated by clicking the 'black arrow').

Click the Select button in the Standard Report dialog. The Select Feature dialog appears. From the Parent feature list, select Purok 6. From the feature list, click the Select All button. This ensures that data for all households in Purok 6 will be displayed. Click OK.

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Select the Attributes Household (name), Date and Household access to sanitary toilet facilities. Click OK.

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The report is displayed.

The header of the report displays the name of the organization and its logo. A table follows this. The columns of the table consist of the selected attributes Houseolds, Date and Households access to sanitary toilet facilities (with access:1, without access: 0). At the bottom of the report are the contact details of the organization. See 9.4 Report Settings. 9.3 Time-Series Reports The time series report allows the selection of features and attributes for displaying as a table with rows for each feature and columns for each date. Click the Report menu and select Time-Series Reports. The Time-Series Report dialog appears.

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Select a feature from the list. Names displays a list of the names associated with the selected feature above. Select the names of the features to be contained in the report. Sector enables the selection of a feature type by sector. See Select Sectors. The Select button enables the selection of features by parent feature. Select All selects or deselects all names of features. For Plot select the numeric attributes to be displayed on the report. Label is disabled for time-series reports as Date is the default label. 9.4 Sectoral Report The Sectoral Report produces a report of all data in the database for the selected names of feature, belonging to the currently selected sectors, and their child-features. This feature is best for answering the sort of question "What data is available for the barangay of Bayanbayan?" etc. The report output is similar to the Standard Report but contains a series of tables. For each table all attributes are displayed. Note: As the Time-Series Report searches the entire database, the more features that are selected, the slower the retrieval.

Select the type of feature for which data is to be displayed. Select the names of feature(s) to be displayed (this will include their child-features) in the report.

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Example: If the feature ‘Purok’ is selected and the name of a purok is selected, example, Purok 6, then all data for that Purok will be displayed. The Sectoral Report will only retrieve data for the currently selected features in the Select Sectors dialog. 9.5 Report Queries Reports can be produced using queries. Queries allow specific data to be retrieved from the database and for the calculation of statistics. The queries dialog is accessed by selecting Report, Standard, then clicking on the Query button. For more information about queries, see the Chapter 11: Queries 9.6 Report Settings The Report Settings dialog allows the setting of properties which affect how reports are displayed.

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To access the Report Settings dialog, select Settings from the Report menu. The dialog displays the information that is used for the header and footer information in reports. This includes the name, address and contact information for the organization. Update the fields to reflect the contact information of your organization. The Logo File is the full path of a graphics file containing the logo of your organization. This should be a JPEG or PNG image. On the Map menu, Coordinates as Latitude/Longitude when checked will result in coordinates in reports being output as latitude/longitude coordinates. 10 Producing Graphs Graphs enable the graphical output of numerical data. There are three types of graphs available in the CBMS GIS Database – Histograms, Time-Series and Pie Charts. 10.1 Histograms Histograms are used for comparison of data values. Numerical attributes are plotted on the axis whilst non-numerical values, including text, dates etc. are used for labels.

Open the Histogram Graph dialog by selecting Histogram Graph from the Graph menu. Select Barangay for the feature. If Barangay is not available in the Feature list, click the Sector button and select Geographical from the Sector list. Click Ok. Now the feature Barangay can be selected. The name of the barangay, a list of numerical attributes and possible labels will be displayed. Select Bayanbayan.

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From the list Plot select Population. From the list Label select Barangay (Name) and Date. The Population value will be plotted whilst the barangay name and dates will be used as labels. Click on OK to produce the graph.

10.2 Time-Series Graphs The Time-Series Graph allows numeric values to be plotted against dates. Open the Time-Series Graph dialog by selecting Time-Series Graph from the Graph Menu. The dialog is the same as for the Histogram Graphs. Select Municipality for the feature. The name of the province, a list of numerical attributes and possible labels will be displayed. Select Palawan. From the list Plot select Population. In the Label list, Date is set by default for time-series graphs. The population value will be plotted whilst the province name and dates will be used as labels. Click on OK to produce the graph.

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10.3 Pie Charts The Pie Chart allows for the display of data in pie chart. Open the Pie Chart dialog by selecting Pie Chart from the Graph Menu. The dialog is the also the same as for the Histogram and Time-Series Graphs. 10.4 Graph Queries Queries allow specific data to be retrieved from the database and the calculation of statistics. All Histogram, Time-Series and Pie Charts in the Graph Menu can be produced using Queries. Click on the Query button from the Histogram Graph, Time-Series Graph and Pie Chart Graph dialogs. Queries are useful for graphs because they can be used to retrieve data for specific dates. For more information about queries, see Chapter 11: Queries. 11 Queries Queries allow specific data to be retrieved from the database and the calculation of statistics. They can be used in the production of reports, histogram and time-series graphs and map layers. 11.1 Sub-selection of data Queries allow the sub-selection of data according to the values of attributes of type Boolean or Link. From the Report menu, select Standard Report... The Standard Report dialog appears. Click on the Query button. This will open the Query dialog. Select the feature Purok data .If it is not available in the Feature list, click the Sector button and select Geographical from the Sector list. Click Ok. Now the feature Purok data can be selected. After selecting it, a list of attributes for Purok data will be displayed.

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Select the attributes Purok (name), Date, With CBMS survey. These attributes will be displayed in the report. Expand the With CBMS Survey attribute by clicking on the 'small square' to the left and click the Yes option off. This will result in only Puroks that did not participate in the CBMS survey being selected. Click on OK.

This will produce a report of all the name of the puroks, date and with CBMS survey.

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To output this information as map, select the Query button from the Map Layer dialog.

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Select Purok data from the feature list. Select date and With CBMS survey. Expand the With CBMS survey attribute and check that only No is highlighted. This dialog box is the same as in the Query section in the Standard Report of the Report Menu. Expand/Select the Purok (name) parameter and select Purok Location (Polylines/polygons). Click OK. A map appears showing the boundaries of the puroks that did not participate in the CBMS.

11.2 Parent feature attributes Unlike standard data selection, queries allow the selection of attributes of parent features. The following example shows the plotting of elementary schools for the Barangay Bayanbayan. First, create a base map of barangay boundaries. From the Map menu, select Map Layer. This should be blank. In case the Map Layer dialog contains any layers, press Delete to remove them. Click the Add button.Click the Sector button. Select Geographical. Click OK. From the feature list, select Barangay, From the Name list, select Bayanbayan. In the Display list, Barangay Location [Polylines/polygons] is selected automatically. From the Label list, select Barangay (name). Click on OK. The Map Layers dialog appears again. Click on the Query button. This will display the Query dialog. Select the feature Elementary School. If it is not available in the Feature list, click the Sector button and select Geographical from the Sector list. Click Ok. The Feature list will now show available geographical features, one of them Elementary school. After selecting the Feature, the attributes for Elementary school will be displayed. Select the name of the school that we want to display, in this case, Bayanbayan Elementary School.

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Select the coordinates (coordinates) in the Display and Elementary School name in the Label by clicking on the 'small square' to the left of these attributes. Click Select. The parent features (a list of barangays) appear. Select Bayanbayan. From the Feature list (the names of all elementary schools in Bayanbayan), Select all. Click on OK. Again, click OK. Click on Close to review the map.

Note: The appearance of the results can be changed by using Map Properties. 11.3 Specific dates The Conditions tab enables the sub-selection of data by date e.g. latest data, data within a specified range. The following example retrieves the latest population data for all municipalities. Open the Histogram Graph dialog and click on the Query button. This will open the query dialog. The query dialog consists of a series of pages Query, Conditions, Calculate, Statistics and Sort. In the Query page, select the feature Barangay. This will result in a list of attributes for barangay to be displayed. Select the attributes Barangay and Population. Two attributes are displayed for Barangay. Only one needs to be selected. Click on the tab Conditions. Under Dates, select All Data in range and specify the time period by typing 1989 to 2000. Click on OK to create the graph. 11.4 Arithmetic Calculation It is possible to perform arithmetic calculations between the attributes using the Calculate tab. From the menu select Report, Standard and click on the Query button. This will display the Query dialog for reports.

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Select the feature Barangay. Check the box next to Barangay (name) and Date. Now click on the Calculate tab. The Calculate page will appear. This allows multiple calculations based on attributes to be performed. For Attribute 1 select Barangay-Population. For Operator select Divide. For Attribute 2 select Number of Households. For Name type Average HH size. Click on the Add button. The new calculation will be added to the list.

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Click on OK to produce the report. This will produce a report with a list of barangay names, dates, and their respective Average HH size.

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11.5 Statistics and Sorting

The Statistics part of the query dialog allows the grouping and calculation of statistics based on selected attributes. Attributes are first grouped by the selected attribute. A statistic is then calculated on the selected attribute for each of these groupings. You will now count how many households in all puroks. From the Menu select Report, Standard and click on the Query button. Select Households. Ensure that clicking in the 'square box' activates Household (name) and Purok (name). Click on the Statistics tab. The Statistics page enables you to Select the statistic that is to be applied to the data. This may be Count, Maximum, Minimum, Mean or Total. Select the attribute that will be used to group the data before calculating a statistic. If this is <None> then the statistic will be applied to all the data. e.g. To find the total population for coastal and non-coastal municipalities group by coastal.

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To sort to results click on the Sort tab. To sort by purok name select Purok [name] and click on Add.

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Click on OK. A report appears listing all purok and households and a summary of how many households are there in every purok (scroll down to view the whole report).

Note: For graphs and maps, applying a statistic to an attribute only the results of the statistic is displayed. For standard reports all data is displayed with the statistics are appended to the bottom of the report. The attributes used in the Statistics page must first be selected in the Query page of the dialog. 12 Printing and Exporting of Maps, Reports, Graphs 12.1 Printing Output data (maps, reports, graphs) can be printed from the File menu.

The Print setup dialog allows to define the printer, paper size, source, orientation and properties. The Print Preview permits to view the output prior to printing. The example below shows a preview of a municipal map with school participation rates. Note: the coordinates defining the map extent, a north arrow and a scale bar are displayed automatically. Printing is done using the Print dialog.

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12.2 Exporting There are various ways in which reports, graphs and maps can be exported to other formats. They can either be copied to other programs (like Microsoft Word) using the Copy command from the Edit menu. This is useful if database output will be used in the preparation of studies and documentation.

After copying the map, graph or report, open the file where you which to insert and click paste.

Note: For maps, the map content and the legend have to be copied and pasted to the new document separately. Before using the Edit Copy command for copying the legend, it has to be selected by clicking the mouse anywhere inside the legend window. Map layers can be exported back to shapefile using the Export shapefile... function from the File menu. They can be saved either in geodetic (Lat/Long) or cartesian (e.g. UTM) coordinate system.

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Appendix 1: Definition of Terms Attributes – characteristics of features e.g. area, population, boundary Cartesian Coordinates – x and y mapping coordinates, usually measured in meters. E.g. UTM Zone 51 1020020, 695200. CSV – Comma Separated Values– Text file format where columns are separated by commas Coordinates – a pair of x,y coordinates representing a single point on a map. Data Types – the type of an attribute e.g. text, number, coordinate. Features – entities that data is stored about e.g. towns, coral reefs, name. GPS – Global Positioning System – System of receiving spatial positions using a hand-held receiver from satellites. Latitude/Longitude Coordinates – real world coordinates, defined in degrees north or south of equator and east or west of the Greenwich Meridian. E.g. 9’22’33.2 N 123’34’54.2 E. Polylines – a type of attribute that can be displayed on maps e.g. coastlines, roads. Projection - Conversion between latitude/longitude and Cartesian coordinates PTM – Philippine Transverse Mercator Projection Shapefile – ESRI spatial data file format UTM – Universal Transverse Mercator Projection