Jerry Bond, Community Forester

Frances Tucker, Program Assistant

Access 97™ Inventory Template User’s Guide

Note: This guide contains descriptions and examples to assist you in the two aspects of setting up a tree inventory: 1) Field Guide: obtaining inventory and work data efficiently, and 2) Data Entry Guide: using the spreadsheet for this particular application. It does not contain general instructions on using the database itself, for which other electronic and printed resources that are readily available should be consulted. We do not recommend this database for use by persons insufficiently trained in Access 97™.

Overview

The street tree inventory is contained in an electronic file called "dbLocal Inventory", created in Microsoft Access 97. The components to this database are:

1)Field Inventory Form rpt, an Access 97™ report, based on the empty table "Field Inventory Form", used for field inventory data collection as a blank hard copy printout;

2)rptWorkOrder , an Access 97™ report, based on the "Street Tree Inventory" table, used for field work orders in hard copy printout format;

3)frmTreeInventory: the collected field data is entered via this form.

4)frmWorkHistory Subform, work history data, consisting of street tree work orders that have been completed, are entered in this subform, inside the Tree Inventory Form.

5)Other tables, forms, reports, queries and macros: Work History Report, Hazard Report, Species Report, Species (scientific) table, tblCOND, tblInventory, tblWorkCode, tblWorkHistory, qryInventoryWorkHist, WorkHistory Query, Species Query, tblInventoryQuery, Species Macro, OpenForm Macro, and WorkHistory Macroare all components of the database.

In addition, the Appendix to this Guide contains other useful documents such as "cheat sheets" for fieldwork, reference materials, and definitions.

Access 97™ advanced users will be able to build on the basic concepts included here to customize the database.

TABLE OF CONTENTS

Field Guide

Section 1. Field Inventory Form

  • Header descriptions

Section 2. Field Work Order Form

  • Instructions for use

Data Entry Guide

Section 3. frmTree Inventory & frmWork History

  • Header descriptions
  • Sample data sheet

Appendix

Template Guide (Access) 4.010/18/181

Section 4. Definition tables and lists

Condition Rating/Hazard Rating

Hazard Potential Ratings/Codes & Descriptions

  • Species Code List
  • Planting Site Specifications
  • Recommended Underwire Street Trees for New York State
  • Hazard Prune/Hazard Removal Guidelines
  • Standard Protocol for Corner Lots, Multiple Trees, and Vacant Lots

Template Guide (Access) 4.010/18/181

1. Field Guide

Section 1. Field Inventory Form :

A hard copy worksheet (report) printed out for field inventory data collection. In the database, this is located in the Report section as "FieldInventoryForm". Double-click this and print out the form as needed for field use. (The report is based on the table tblFieldInventoryForm, which remains empty). Data collected in the field on this form will then be entered into the main database via the " Tree Inventory” form, and will be contained in the “tblInventory” table.

All reference lists and codes mentioned below are located in the Appendix.

Header descriptions:

House #House or property number where the tree is located.

StreetStreet address of the property where the tree is located. Be sure to write the street extension in a consistent manner; for example, you might specify that all be written out names ("Street, Road, Avenue," etc.), or that only abbreviations be used ("St., Rd., Ave.," etc., including the period). If the tree is not in front of the house, see under "Side?" below.

LocLocation: When more than one tree is present at a street address, define the location of the specific tree relative to the propertyusing approximate compass indicators: N, S, E, W, Center, N-Center, S-Center, E-Center, W-Center. In the event of a high number of trees as may occur on large properties, enter numbers in Loc to distinguish the trees (e.g. 1,2,3,4,…). Refer to the Appendixfor graphic examples. If there are street trees located on a vacant lot, use one of the options described in "Inventory Protocol Details" in the Appendix.

Side?Is tree located to the side of a property whose street address is different than the street the tree is facing? This is the most difficult street tree location problem you will encounter. If the tree is on the side, use one of the two following options (refer to the Appendixfor graphic examples). Whichever option you choose, use it consistently throughout the inventory. If you are unsure which to choose, we recommend option #2.

Option #1:Assign the tree to the street. Enter the actual house number and street address in the section of the inventory for the street the trees are on. Enter "Yes" for Side?. If there are multiple trees, designate each tree using the compass indicators and enter in Loc.

Option #2: Assign the tree to the house. Enter the actual house number and street address in the section of the inventory for the street the house is on. Starting at the corner of the intersection, identify each tree which is located to the side of the house as S1, S2, S3, S4….and enter that number in Side?. In Loc, enter the name of the street the tree (and not the house) is on.

DBHUse a D-tape or Biltmore stick to find the diameter (in inches) of the tree at 4.5’ off the ground. If the tree has a fork below 4.5', measure just below the split. If the tree has multiple stems originating at ground level, measure the DBH of each stem, add the values together, and add a clarifying comment. (ex. The DBH for four multiple stems measuring 10 inches each is entered as "40" and "4 stems" is entered as a comment).

SpeciesUsing the Species Code reference sheet, enter the code corresponding to the tree species. If you do not know the species of the tree you are looking at, enter "unknown." You may want to collect a leaf and twig sample, so that it can be identified later. Any good tree guide that includes street trees will be useful in correct identification, or there is a useful tree ID key ("What tree is that?") on the web at

If there is no tree but the location is a good planting site (see Appendix for criteria), enter the appropriate planting site code from the Species Code list. If there are multiple planting sites at the location (keeping minimum separation of 20' for small trees, 30' for medium trees, and 40' for large trees), record each planting site separately.

Stumps should also be indicated with the code in the Species Code list.

CondCondition: Use the Condition Rating reference sheet and codes to indicate the condition of the tree. Be sure to carefully evaluate each tree for root, main stem, and crown problems. Note that the crucial aspect of condition is whether a major defect is present (see Appendix).

HazardHazard (Rating) = Failure + Part Size + Target. Use the Hazard Rating reference sheet and codes to determine the most likely failure occurrence of the tree during the period before the next field survey. In the field, values for Failure, Part Size, and Target are recorded. Upon data entry, the value for Hazard is calculated automatically in the spreadsheet. A rating of “3” is the lowest possible, and indicates current low hazard potential. A rating of “12” is the highest possible, and indicates a need for immediate action.

Work1First Priority: e.g. Hazard Removals: see Hazard Definitions and Work Codes in the Appendix.

Work2Second Priority: e.g. Hazard Prune: see Hazard Prune and Work Codes in the Appendix.

Work3Third Priority: Other work codes as indicated.

CommentsAdd comments which will assist you in locating, identifying, or performing necessary maintenance on any given tree.

Section 2. Field Work Order Form

Instructions for use:

The Work Order Form is an Access 97™ report based on the " Tree Inventory" table containing the Inventory data. Sorted by Work1, Work2, and Work3, the report can be printed as a whole document, or by selected pages pertinent to scheduled work orders. Check your Access 97™ manual or Help files for details.

Sample Work Order Form report:

Work Order Form

Date: ______Initials: ______Man-Hours: ______

Work1 Work2 Work3 House# Street Side? Loc Species DBH Comments Tree ID

HZPR CRRE 24 Old Canton Rd N S ACPL 22 wires 1

HZPR 131 Elm Street Y W GLTR 28 15

HZPE 56 S. Main Street Y S ACPL 16 cracked branch 17

The Work Order Form is used in the field. Fill in the Date, Initials, and Man-hours. Circle or check off the appropriate work codes as they are completed during the day.

2. Data Entry Guide

Section 3. frmTree Inventory

Unless otherwise noted, enter all data as it appears on the Field Inventory Form. In addition to entering data, there are four control buttons added: 1) Find Record at upper left of form, used to search for a specific record. 2) Species Report at upper right, runs a print preview of a report sorting all inventory records by species, 3) Hazard Report, right, runs a print preview of the hazard evaluations totaling 8 or more points. 3) Close Form (a little door icon) closes and saves the form at the end of the data entry session. Note: Remember to back-up your files per standard office procedure.

Header descriptions:

Tree #Primary key and tree ID number. Deleting record will permanently delete tree ID number: i.e., if you delete record #1, you also delete the tree number permanently.

DateDate of inventory (if required).

House #House # where tree is located.

StreetStreet address.

LocLocation: When more than one tree is present at a street address, Loc defines the location of the specific tree using approximate compass (N,S,E,W) indicators. "C" = "center".

Side?Reference for trees located to the side of a building.

DBHDBH (diameter-at-breast height of 4.5’ from ground).

SpeciesSpecies Code: See Appendix for list of Species Codes.

Species (common)Common name of the tree, automatically visible when selecting Species Code from menu.

Species (scientific)Scientific name of the tree, automatically visible when selecting Species Code from menu.

CondCondition: see Appendix for Condition definitions.

FailFailure Rating: see Appendix for Failure definitions.

Part SizePart Size most likely to fail: see Appendix for Part Size definitions.

TargetTarget Rating: see Appendix for Target definitions.

HazardHazard Rating: Automatically calculatedbased on the values entered for Fail, Part Size, and Target. A Hazard Rating of “3” (1+1+1) is the lowest, and indicates absence of a hazardous situation. A rating of “12” is the highest, and indicates an urgent need for action.

Work1First Priority: e.g. Hazard Removals: see Hazard Definitions and Work Codes in the Appendix.

Work2Second Priority: e.g. Hazard Prune: see Hazard Prune and Work Codes in the Appendix.

Work3Third Priority: Other work codes as needed.

CommentsEnter all Comments that may be recorded. You may have to edit for clarity or brevity.

Size ClassEach DBH is assigned to one of 4 standard size classes, often useful in determining relativesize/age of the urban forest. A Size Class report is included in the database in the Report section. It is not visible on the data entry form.

Section 4. frmWork History Subform

Enter field data of work carried out into the Work History Subform. If accessed through the Tree Inventory form, use the Find Record button to locate the tree by Tree #. Queries and reports based on the Work History table can be generated as needed. There is a control button included within the sub-form, "Report by date", which runs a print preview of a report showing all work history records by date.

Header descriptions:

Tree #Automatic

DateEnter the date the work was done.

Work1First Priority Work. Select each code as needed from the drop-down menus.

Work2Second Priority Work. Select each code as needed from the drop-down menus.

Work3Third Priority Work. Select each code as needed from the drop-down menus.

CommentsEnter all Comments that may be recorded. You may have to edit for clarity or brevity.

Man-hoursIf required, the Man-hours spent per assignment can be recorded in the footer of the Field Work Order Form. Enter the hours as noted.

InitialsEnter the Initials of the worker if needed.

Sample Street Tree Inventory & Work History Form

Appendix

Template Guide (Access) 4.010/18/181

Condition Rating

5 = Excellent: Young thrifty tree

4 = Good: Healthy tree with minor defects such as:

  • Small girdling roots
  • Small trunk wounds
  • Minor basal wound from weed whacker or

lawn mower

  • Restricted soil volume
  • Co-dominant stems without evidence of decay
  • Small pruning wounds

3 = Fair: Tree with one major defect:

  • Severed roots close to trunk
  • Girdling root (>1/3 circumference with evidence of root death)
  • Evidence of butt rot
  • Young tree with large (>1/3 circumference)

basal wound

  • Large bole wound (>1/3 circumference) with

evidence of decay

  • Co-dominant stems with evidence of decay
  • Main stems topped
  • Low vigor (<2” shoot extension per year)
  • Small or disfigured leaves throughout crown

2 = Poor: Declining tree with at least two of the above

major defects

1 = Dead: dead tree

Condition Rating Source: Jerry Bond, Cornell Cooperative Extension.

Hazard Rating = Failure Potential + Size of Part + Target Rating

Failure Potential (4 points):Failure potential identifies the most likely failure and rates the likelihood that the structural defect(s) will result in failure before reinspection. Examples of ratings are:

1 – low: defects are minor (e.g. dieback of twigs, small wounds with good woundwood development)

2 – medium: defects are present and obvious (e.g. cavity encompassing 10–25% of the circumference of the trunk, codominant stems without included bark)

3 – high: numerous and/or significant defects present (e.g. cavity encompassing 30-50% of the circumference of the trunk, multiple pruning wounds with decay along a branch)

4 – severe: defects are very severe (e.g. heartrot decay conks along main stem, cavity encompassing more than 50% of the trunk.

Size of defective part (4 points):Size of defective part rates the size of the part most likely to fail. The larger the part is, the greater the potential for damage. Therefore, the size of the failure affects the hazard potential. Examples are:

1 – most likely failure less than 6 inches (15 cm) in diameter

2 – most likely failure 6 –18 inches (15-45 cm) in diameter

3 – most likely failure 18-30 inches (45-75 cm) in diameter

4 – most likely failure greater than 30 inches (75 cm) in diameter

Target rating (4 points) Target rating rates the use and occupancy of the area that would be struck by the defective part.

1 – occasional use: (e.g. jogging/cycling trail, sidewalk, driveway entrance, street)

2 – intermittent use: (e.g. picnic area, day-use parking, main road)

3 – frequent use, secondary structure (e.g. seasonal camping area, storage facilities, busy intersection)

4 – constant use, structures: (e.g. year-round use for a number of hours each day, residences)

Hazard Rating Source: Matheny/Clark, 1994. A Photographic Guide to the Evaluation of Hazard Trees in Urban Areas. 2nd ed. Savoy, IL: ISA.

Codes & Descriptions

Template Guide (Access) 4.010/18/181

Template Guide (Access) 4.010/18/181

Section 5. Codes & Descriptions

Species Code List

Species not listed here may be defined under "Other" when using the spreadsheet.


PLANTING SITE SPECIFICATIONS

How to Identify Potential Planting Sites along Municipal Streets

General Planting Site Specification

The following specifications will be used to assign a planting site. Planting sites will not be located closer than 10 feet from observable underground utilities. All planting sites will be at least 35 feet back from street intersections and at least 10 feet from fire hydrants, driveways, utility poles and street lights. Where multiple planting sites may be possible at one location, the largest planting site classification will be used to determine the number of trees that the site can hold. Competing trees on private property will be considered in assigning of planting locations. No planting sites will be assigned where adjacent trees on private property may invade the spacing requirements defined for each planting site size outlined below.

Planting Site Size

Large Size Planting Site

  • Large-sized planting sites will be used for tree species that at maturity will be large in size or will fill the available growing space
  • Tree lawn (the actual space where the tree will be planted, usually between the sidewalk and the curb) greater than 8 feet in width
  • A minimum of 40 feet between adjacent trees
  • No overhead high voltage utility wires present

Medium Size Planting Site

  • Medium-sized planting sites will be used for tree species that at maturity will be medium-sized or will fit the available growing space
  • Tree lawn between 5-8 feet in width
  • A minimum of 30 feet between trees
  • No overhead high voltage utility wires present

Small Size Planting Site