Non-Commercial Use (Preliminary, for review) - Click Here

NOTE: The following text should be regarded as "preliminary"; it has not been formally reviewed for accuracy nor has it been agreed to by all FWIS participants.

The Flowing Water Information System (FWIS) has been developed to help Ontario's flowing water practitioners to access and manage information on flowing waters. This tool offers a one window approach for identifying where and what data has been collected, by whom and using which techniques/protocols. Data are organized by projects and descriptions are provided to assist users in understanding why data were collected, how site locations were selected and any specific biases that might be associated with the data. This information will facilitate better science development, state of resource reporting, monitoring and data sharing. The intention in Ontario is to move towards freer access to information while still protecting sensitive data and the rights of researcher to first publication. For data managers, this system helps you locate and edit site locations and keep track of changes and unique identifiers to ensure duplicate records are not created. Historical codes are still maintained to ensure linkages to original field shields and local files. FWIS will work by linking the site location and key identifiers to a number of existing databases operated by a variety of agencies. FWIS will be updated as new information is received and access to new records is achieved. Anyone can access the system, but access to data will be tiered depending on the sensitivity of the information being accessed and the willingness of practitioners to co-share their information. The success of FWIS depends on you, please fill in the comments box with suggestions for improvements, known sources of data and contact us if you think your organization might be able to support this initiative in some capacity.

What data types are available?

The long term goal is to capture all types of Ontario's flowing water data, from small intermittent streams to large systems like the Moose River and both single observation and continual records. This lofty goal will be achieved in stages. A leadership team has been established that will begin the process of identifying available datasets and prioritizing efforts to make this information available. Priorities will be given to those datasets that follow standard protocols and frankly are easiest to access first. The first phase (2008) is focusing on incorporating data from the existing HabProgs database, which includes information collected using the OSAP protocols and the LowFlow study design.

Site location:

In FWIS, a site is defined as a location on a flowing water arc (the OMNR base water layer) that is at least 40 m from another site. Only in special circumstances can more than one site be located within a 40 m length of river. These circumstances exist where a feature exists (such as a barrier or tributary) that causes different stream conditions up and downstream of the feature, such that surveyors felt the need to use this feature as one of the boundary determinants. Another instance occurs when the upstream boundary of one site is the downstream boundary of another site. In many of these instances the straight line distance recorded in the GIS will be less than 40 m, even though the bottom of each site is greater than 40 m river length apart. Where these exceptions apply, users will be asked to provide the rationale via drop down windows for the exceptions.

Two types of information are collected to describe a site's location. The first is the corrected site location. This location is used to illustrate the location of each site geospatially using FWIS, or any other GIS. This site location is intended to provide an approximate location for the site that links with the existing provincial water layer. These coordinates could then be used to run geospatial queries to define watershed boundaries and catchment characteristics. These locations should be corrected to within 20 m of the existing stream layer. These coordinates are used to identify a location on the GIS for this site.

The second set of site location is referred to as a sample location. These coordinates are collected by field crews using either GPS (preferred) or maps and represent the recorded location of where data was collected. In this way crews may sample at different geocoordinates on different dates, but all of the data is associated with the same corrected site location.

Project design:

Each project manager is asked to provide a title and a code for a project that they lead which is associated with new field data. The name of the project lead and the organization responsible is also provided. By responsible, we refer to the group who initiated and is responsible for the quality of the study design. This may or may not be the same group who carried out the project. For historic studies, the database custodian has provided brief descriptions of datasets and we ask project managers of more recent studies to update information as appropriate, following the guidelines provided below. Forms are available to assist with this process and to guide the recording of this information.

Provide a brief description of the project. The intention here is to describe the project objectives, the type of study (parameter estimation or impact assessment) and what guiding principles were used to define the study. List the parameters if any, used to determine the number of sites sampled or other factors that influenced the decision (for example limited resources). If you conducted power analysis to determine your study design, provide the level of precision you desired in the results. Finally a description of any modifying factors used to stratify the study is provided.

Record a name that best describes the "geographic boundaries" for the study. This field is intended to provide future users of the data with a guide to available data sets. In most areas, this level will be the county or municipality. For studies which occur over extensive political boundaries, list all of the areas included in the study area (i.e., Durham, Peel, York, and Metro Toronto). Alternatively, describe an ecological or hydrological unit, for example the Oak Ridge Moraine, or Credit River watershed. In unorganized areas, record the Ministry of Natural Resources district.

Record the final location of the Project Description Forms and field data sheets in the box titled "location of data sheets/etc". As manuscripts, data summaries, or technical reports are written which utilize these data, record this information in the box titled "References associated with this project".

Track changes:

FWIS tracks all editorial changes that are made to a dataset, including what was changed and who made it (based on the log in information), why changes were made and whether these changes have been accepted by the database custodian. This is particularly important for site geocoordinates and for this reason, historic records are also maintained, in the “unlikely” scenario that there is a discrepancy between people about exactly where a site was located.

Data sharing and proprietary rights:

As data is either entered into the FWIS base data system or is accessed from other systems a key field will be assigned to each piece of information identifying the level of access available for sharing of that information. The levels of sharing are as follows:

Open

Information can be accessed by all interested parties without any notification of a data custodian.

Proprietary

Access is restricted for a five year window to enable publication of findings. Users can request access through the project lead.

Prior Notification

Custodians have requested that permission be obtained from the data custodian prior to release of data.

Agreement Required

Access to some or all of the data requires a data sharing agreement with the project lead organization.

Data sensitivity:

Some information within FWIS will be deemed sensitive and will be buffered from the general public. Examples include the location of species listed under the endangered species act or the location of highly vulnerable fish populations that might be exploited, should the data be precisely shown. Any partner can ask the database custodian to add sensitivity ratings to FWIS data that once assigned will in effect block users from obtaining precise locations about field data within the system. Sensitivity codes and the influence they have on illustrated data are as follows:

No sensitivity

Data deemed to be not sensitive. Site locations are plotted as stored in the original database.

Moderately sensitive

Site location deemed sensitive to the effects of additional visits by surveys or the general public. This rating is generally associated with either high abundance fishable populations, critical habitats or long term monitoring stations. Geocoordinates and site descriptions are only available upon approval by the project manager. Site locations on maps may be inaccurate to protect site location.

Highly Sensitive

Specific location of a site is deemed highly sensitive to protect the location of a rare species or very rare habitat. Location of sites will be somewhere within the watershed, but will be offset and not on a stream layer.

Data export:

FWIS has a built in tool for exporting data. This tool will evolve as data accessibility increases. Users simply identify the sites or watersheds for which data is desired and follow the drop down menu to select the format and conditions that describe the data to be exported.

Data updates:

FWIS accesses data from the central repository that is considered to be the master dataset for each type of data. In this way, users are always provided with the most up to date information for a site. In many instances, the central repository is populated by network collected data and this requires diligence by the community of practice to ensure that data is routinely uploaded to these master datasets.

Unique identifiers:

FWIS assigns a unique code to every corrected site location provided to the system. This code ensures that all data associated with a location on the stream is linked to the right location, regardless of when or who collected it. FWIS assumes that any data collected within a 40 m distance of the corrected site location by other surveyors or in other years, was actually part of the same sample location (see site location for exceptions). In this way, regardless of how many different site codes are assigned to a location on a stream, they will all be identified as being at the same location (site). Additionally, FWIS will maintain historic unique identifiers within the table structure to enable extraction from databases and historic linkages to field data sheets. Perhaps over time, FWIS will facilitate the acceptance of a single site code for each location on a stream.

How to edit site locations:

Over the years the ability to obtain accurate geocoordinates of a site location has improved. However, there is still a legacy of data that requires correction. This means that the actual geocoordinates inaccurately reflect where the actual data was collected. In many instances project managers have maps with locations marked, sketches, photographs or written descriptions that can be used to correct the location.

To correct a site location:

When you have logged onto FWIS you can click on "Review map site locations" from the navigational area on the left side of the page. The page begins with a form that can be used to reduce the list using up to four search (sometimes called "filtering") criteria. Initially this list shows the first fifty of all sites that are currently available for viewing and the status of the map site location. You can reduce the length of the list by selecting a value in one or more of the drop-down lists of the form and then pressing the "Search" button at the bottom of the form. To show more sites on each page you can click on the "OPTIONS" link in the top right of the page and change the value for "Results per page." You must also click "Update" on that page to save your new option setting, and then use the navigation area link "Review map site locations" to return to the site location listing.

You can view data for your area of interest by either searching for individual stream codes, site codes or stream names. To change a site location, click on the "Edit" icon on the left end of the site code record that is to be edited. You will be presented with a "Edit Map Site Location" form for the site location. The form will also show a map and if coordinates had previously been provided for the site, a circle icon will be shown on the map at the recorded location. If no location has been provided, you can use the "Zoom in" and panning controls on the map to locate the area where the site should be located. When the map resolution is as clear as possible, click on the "Mark point" map control and then click on the spot on the map where the site should be located. If you want to move the circle after it has been placed on the map, press your left mouse button down over top of the circle and drag it to the preferred location. You must click on the "Update" button at the bottom of the page to save the new coordinates.

Add a site location to the map:

Once a site code has been entered into FWIS, the tool can be used to generate geocoordinates for the site. This is accomplished by, returning to the main list of sites and scrolling or searching for the appropriate stream and site code. Sites without coordinates are identified by not having a globe in the “map” field. The user then opens (clicks) on the edit screen and the site description information will open along with a map of the province. Zoom to the area where the sampling was conducted and click on the 4th box from the left (the one with the o in it) and “drop it” in the approximate area of sampling. This will automatically "zoom" the map to the sample area. Click on the dot and drag it to the appropriate sampling location described by the field crews and any supporting documents you may have. Once completed a window will guide you to fill out the rationale for making the changes you did. If appropriate, you may choose one of the drop down options, otherwise record your rationale as other and fill in the comments field, describing what you based your decision on. Once completed return to the main menu and repeat.

Comments box:

In many locations within FWIS, comments boxes are provided to facilitate communication between users of FWIS and between the users and the database custodian.

Whenever a user chooses an "other" category the user will be expected to provide a description of what the other conditions are.

Site location confidence codings:

FWIS codes the corrected site location information to enable users to make decisions about how reliable data is and which information they wish to include in analysis. Codes vary depending on the confidence in the location and are iterative. See coding definitions and colours below:

C1 - Corrected

Fully Corrected and verified

C2 - Corrected Pending

Corrected in HabProgs but not verified in FWIS

C3 - Uncorrected

Uncorrected in HabProgs and Complete (Site ID, coordinates) and appears to be in correct location

C4 - Unknown

Incomplete missing Site ID or any part of coordinates OR site coordinates taken from OBM map OR site coordinates taken from historical data

C5 - Contested

Represents a temporary designation that is triggered by either the domain expert or an agency representative indicating that they disagree with the current location of this site. This designation triggers action of both representatives to attempt to resolve the location of this site.