[PCA] Tools for Managing Native Plant Propagation Data - Summary of Findings

[rtaylor at refugeassociation.org]

A few weeks back I posted a query on this ListServe regarding data management solutions aimed at managing a native plant propagation effort (included here at the bottom of this message). I received many helpful replies and am summarizing them here with the hope that this information will be useful to others.
 
First, no one seemed to be aware of an off the shelf product that would meet the need of a non-commercial native plant propagation enterprise.  And because the needs of different operations vary, there was some skepticism that something like that would be feasible. One respondent had tried using software called  CompuPlants ([ http://compuplants.com/ ]( http://compuplants.com/ )) but was not satisfied with it. Several respondents had created their own spreadsheet or database solutions to meet their data management challenges but this ended up being time consuming and there were worries about being able to maintain them long-term.  Here are a few of the more useful replies I received on this topic.
 
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“I don't think one tool could work for all of these types of records, but we are moving more and more into relational databases (MS Access, filemaker, etc.) as it allows better communication and updating across the many spreadsheets.  I have not found an off the shelf product that works for our needs although there are many directed towards retail nurseries.  We currently have a dozen or so main excel spreadsheets and a custom built Filemaker database for seed inventory.  I am in the process of building an Access database to replace the filemaker and incorporate as many of the Excel sheets as possible. The challenge with these databases is that someone has to support them and if that person leaves your ability to improve or change the database is diminished.  My recommendation is to use whichever program can be supported by your staff into the future.  If you plan on continuing to build this database for many years, it would probably be worth learning/hiring abilities in one of the relational database programs. “ – Conservation Nursery Program Manager, Center for Natural Lands Management
 
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 “We built an Access database to address our data management needs for our plant materials program. One portion of the database houses our population location/seed collection data and another portion houses our Inventory and Farming data. Within the database there are fields within select tables to attach datasheets, word documents, and images.  Our data is structured in tables from wildland locations through initial seed increase. Once we get to field trials we simply attach reports in word or excel format to associate data with specific lots. Our field trials vary enough in design this seemed to be the easiest solution. In our case we needed the ability to tie all records back to an initial  collection site and /or seed collection lot number.  We now have the ability to track seed from any collection through our development process.”  - Botanist, US Forest Service
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I use a custom-built Access database for controlling flow through the lab (tissue culture lab for plant species). A "flat" database such as Excel is *good* but quickly runs out of power with challenges such as trying to find every container of plants put down on a Thursday, for example. A relational database (Access or whatever) is much better. The main problem is figuring out data flow. Map it out, write it down, think of anything you want it to do, think of the things you *need* it to do. For example, I wanted to implement barcode scanning- which as it turns out is not that tough. What I *needed* it to do was print barcode labels, and that aspect (primarily finding the right labels- ones that wouldn't fade or get corrupted by solvents or disinfectants) was the tough part- not the software at all. Once you figure out the data flow, then you need to find a competent database designer, unless you want to learn Access and VBA. Access is a compromise- same as any database. It's cheap, easy to get, and easy to find programmers.– Anonymous
 
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Sometimes there are great resources out there that you just can’t find by “Googling”. Thanks to a graduate student at the University of Idaho, I learned of the “Tropical nursery manual: a guide to starting and operating a nursery for native and traditional plants” (Wilkinson et al, 2014) and the associated “National Reforestation, Nurseries, and Genetic Resources (RNGR) Program” ([ npn.rngr.net ]( http://npn.rngr.net/ )).   These are excellent resources and helped me understand all the variables involved and has a lot of advice about the kinds of data to track.  Information regarding development of propagation protocols were especially helpful as was the discovery that the program maintains a  searchable online database ([ npn.rngr.net/propagation ]( http://npn.rngr.net/propagation )) for finding established native plant propagation protocols and cataloging your own.
 
So rather than creating our own database for documenting protocols, I am looking into using this online database for anything that’s pretty well worked out (and there are already protocols there for some of the species we work with!).  For plants where we are in more of a trial and error mode, if possible, I would like to use a local version of the database to document those “beta” protocols and then once they are worked out upload them to the site. In any case, every batch of plants will be tied to either an established or a trial protocol and that information will be carried forward to the restoration site.
 
While I still am not sure how I will solve our data management challenges entirely and would love a simple, easy to use inventory system to simply track how many plants are at what stage and where, I have a much better idea now of the kinds of information we will need to track both short- and long-term and I am optimistic that we’ll be able to put something together, perhaps with the help of a good MS/Access programmer.
 
Finally, one respondent directed me to a website called FarmLogs ([ https://farmlogs.com/ ]( https://farmlogs.com/ )) which is designed to help farmers map out their fields and track inputs and production of crops. The site has some really interesting features and although intended more for farming than native plant propagation, it seemed that with some tweaking, it could be useful for tracking management activities at restoration areas. Any restoration ecologist/programmers out there want to give that a shot?
 
A Big Island sized Mahalo (thank you) to all the Native Plants ListServe members out there who took the time to share their valuable knowledge and experience!
 
~ Rob
 
Robert V. Taylor, Ph.D.
Restoration Ecologist / Monitoring and Data Specialist
National Wildlife Refuge Association
Midway Atoll National Wildlife Refuge
rtaylor at refugeassociation.org


 
References
Wilkinson, K. M., T. D. Landis, et al. (2014). Tropical nursery manual: a guide to starting and operating a nursery for native and traditional plants, US Forest Service.  Available on the web at [ http://www.treesearch.fs.fed.us/pubs/46345 ]( http://www.treesearch.fs.fed.us/pubs/46345 )
 
The original ListServe post
I am working with the US Fish and Wildlife Service on a project aimed at restoring native plant communities at Midway Atoll National Wildlife Refuge. This restoration work requires propagation of a approximately 25 species of native plants -- involving seed collection and storage, grow out of seeds and cuttings in greenhouses, etc -- prior to out-planting at restoration sites. Managing the data associated with this process is a significant challenge, especially as we are interested not only in understanding our current greenhouse inventory, but also in tracking the success of various seed sources, propagation techniques, and out-planting methods over time. I am guessing that others in the restoration community have faced similar challenges and may have discovered good solutions (software, databases, spreadsheets, etc.) and I am very interested in hearing about them. Thank you very much for sharing your knowledge and experience!
 
 
 
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