**Instructions for Accessing and Using**

**the**

**Bi-State Regional Housing Partnership Database**

**[What is it?]{.underline}**

The Bi-State Regional Housing database was created for the Bi-State
Regional Housing Partnership (BRHP) project. The database is compiled of
hundreds of data tables that pertain to the Portland-Vancouver
metropolitan area. All of the data are derived from the 1990 and 2000
U.S. Census files called Summary Tape Files 1 and 3 (1990), and Summary
Files 1 and 3 (2000).

The tabulated data contained in the BRHP database are housed in a
Microsoft Excel file. A navigation application was developed in Excel
and provides the ability to access and use the data. The database
consists of several spreadsheets that are accessed through a
simple-to-use navigation tool that asks the user to identify which of
the many data tables to view.

The BRHP Database is **'Read Only'** and **protected on a CD ROM** so
that its contents cannot inadvertently be modified or lost. The CD ROM
also includes the **technical documentation** of the methods and sources
that were used to create the database, technical documentation from the
U.S. Census, and a **copy of these instructions** on how to use the
database.

**[Requirements to run the navigator application]{.underline}**

The navigation application **requires that Excel in Microsoft Office
2000 (**with Service Pack 3 installed, if necessary), or **Excel in
Office XP**, be installed on the user's computer. If the user has an
earlier version of Office 2000, Service Pack 3 (an upgrade) may need to
be installed in order for the Navigator to operate properly. The upgrade
is available at:

[www.microsoft.com/office/downloads/top10.asp](http://www.microsoft.com/office/downloads/top10.asp)
.

**[Running the application]{.underline}**

No installation program is required to run this application. The
application, supplied as the Excel file named 'BRHP Database.xls' on the
CD ROM, may be run from the CD ROM, or copied to the user's hard drive.

The application can be **run directly from the CD ROM** by navigating to
the CD ROM drive on the user's computer. From there, an icon for the
directory, named 'OpenThisFolder' on the CD ROM, should appear in the
window. Double click on the icon to expose the BRHP Database and 'Census
Data Documentation' folders, and the 'Instructions for Using the BRHP
Database.doc' file. If the user double-clicks on the icon for the
Database, the files 'BRHP Database.xls' and 'Technical Documentation for
the BRHP Dbase.doc', will be listed. Select the xls file (with a
double-click) to begin the program and view the data.

If the user would rather **copy the application** and **run it from
the** **computer's hard drive**, navigate to the 'OpenThisFolder'
directory as mentioned above, and drag the icon to the hard drive
location (C:\\, D:\\, etc.). After the directory is copied onto the
computer, go to the new location of 'OpenThisFolder' via the computer's
directory listing (e.g. *My Computer* or *Explorer*), or start Microsoft
Excel, and open the BRHP Database sub-directory to retrieve the 'BRHP
Database.xls' file. The file will load by double-clicking on it, and
then the program will begin.

![](media/image1.png){width="3.5in" height="1.6875in"}

As the database program begins, a window appears on the screen that asks
the user's permission to enable Excel Macros (see image to the right).
In order to proceed, the user will need to click 'Enable Macros' button.
*It is assured that this program does not contain a virus.*

It will take a few seconds for the program to fully load. During this
process, it is normal to see the spreadsheet pages of Excel appearing
quickly and briefly on the screen as they are opening up.

After the program has finished loading, a floating pane labeled
"Navigator" will appear at the center of the computer screen, and some
of the data tables will be visible behind it. The *Navigator* may be
moved by dragging it across the screen with the mouse.

![](media/image2.png){width="3.4166666666666665in"
height="2.2708333333333335in"}**[Navigating the data]{.underline}**

Selecting which table(s) to view is accomplished by using the
***Navigator*** pane, as shown to the right.

There are four options to choose from depending on which data the user
would like to view:

-   geographic areas (Places No.1 and 2),

-   the category of tables (Table Set),

-   the specific table within the chosen set (Table), and

-   the type of view itself (the buttons for Universe, Region, and All
    Places).

> There is another feature available - a map of the Portland-Vancouver
> region may be displayed with the additional button (Map).

![](media/image3.png){width="3.3715277777777777in"
height="1.9965277777777777in"}

**Selecting *places***: The scroll boxes labeled ***Place No. 1 and
Place No. 2*** allow the user to pick two places for comparison
purposes. Use the mouse to put the cursor on the down arrow to the right
of the box to see a list of places. This list includes the individual
four counties in the Portland-Vancouver metropolitan area, all cities
and unincorporated areas in each of the counties, and the four-county
region as a whole\
(the counties, and unincorporated areas are at the bottom of the list).
After one or two places is selected, the program will take a few seconds
to load the data. When the data selected for these places are ready to
view, they will appear on the screen.

![](media/image4.png){width="3.625in" height="2.1875in"}

**Selecting a *table set***: The rectangular list box under the label
***Table Set*** allows the user to select a general topic of data to
explore. After one of the options (Population, Housing, etc.) is
selected, a list of available tables will appear under *Table* scroll
box. Please note: the table set called 'Income' includes data on

**housing costs** as well as income.

![](media/image5.png){width="3.875in" height="2.5in"}

**Selecting a *table***: Use the mouse and click on the 'down' arrow to
the right of the ***Table*** box. A list of available data tables that
are included in the table set that was previously chosen will appear.
After a selection is made, the *Navigator* will bring the table into
view on the screen. The user is also able to browse through other tables
(in addition to the one selected, by using the scroll bars either on the
right side, or at the bottom of the Excel window. Using the *Navigator*,
however, will quickly take the user to a specific table.

![](media/image6.png){width="3.75in"
height="2.1770833333333335in"}**Selecting a *table view***: The **radio
buttons** (for Universe, Region, All Places) allow the user to view
different presentations of the data by selecting one of the three
options. In addition to displaying the data, ***Universe*** shows counts
and percentages based on the total for the universe for the data (for
example, the share that males represent of the total population is shown
as percent male). The percent change (i.e. the amount of growth between
1990 and 2000)

is also presented in the *Universe* view. The tables displayed in the
*Universe* view have an **'A'** tagged at the end of the table number.

Example of ***Universe*** table view:

![](media/image7.png){width="5.493055555555555in" height="2.6875in"}

![](media/image8.png){width="3.625in" height="1.0in"}***Region*** shows
the counts and percentages of the data values for each place as a share
of the whole four-county region's total. The *Region* table view also
displays the rank that the place holds in the whole region. Tables in
this view are indicated with a **'B'** after the table number.

Example of ***Region*** table view:

![](media/image9.png){width="5.1090277777777775in"
height="2.551388888888889in"}

![](media/image10.png){width="3.625in"
height="0.9166666666666666in"}***All Places*** shows all of the 1990 and
2000 data for all places beginning with the variable that the user has
chosen. The 1990 data are located at the top of the page and the 2000
data are at the bottom. Use the scroll bar on the right in the Excel
window to navigate down the page to see data for all of the places and
the 2000 data. The page can be scrolled up and down depending on which
data the user would like to view. The scroll bar on the bottom of the
window can be used to navigate left and right in order to bring data for
additional variables on the screen.

Data values in the *All Places* view represent counts and do not include
calculations such as those in the other views. The tables in this view
are numbered **without a letter** tagged to the end.

Example of ***All Places*** table view:

![](media/image11.png){width="4.874305555555556in"
height="3.303472222222222in"}

The ***Map*** button shows a map of the study area and a list of all of
the places the data pertain to in the study area. This map is not
interactive.

**[Closing and Restoring the *Navigator* pane]{.underline}**

![](media/image8.png){width="3.625in" height="0.34375in"}The navigator
may be closed by clicking on the 'X' in the upper right corner of the
pane.

When the navigator tool is closed, it may be restored anytime by
simultaneously pressing the **'Shift'** key, the **'Ctrl'** key and the
**'N'** key on the computer's keyboard. Another option would be to
scroll to its permanent location at the top-left-most area of the
*Universe* and *Region* pages.

**[Alternate Ways to Browse the Data]{.underline}**

The user may browse the data tables in each Database spreadsheet (i.e.
in any of the table views) without the *Navigator* by using the **Excel
scroll bar** located on the right side of the window, or the scroll bar
at the bottom to move through the tables up and down, left to right. The
'up' and 'down' arrows on the keyboard will allow the user to scroll
through the data in the same manner as mentioned above. If the bottom
scroll bar is hidden, it may be exposed by "dragging" the mouse's cursor
downward on the bottom task bar.

**[Printing and Copying Data]{.underline}**

**Handling and manipulating the data (**creating new tables or making
charts with the data) **require that the data be copied and pasted into
a new spreadsheet.** No special tools are provided for printing the
tables or saving extracts to another program. All that is required are
available in the menu and toolbar at the top of the Excel window.

To print directly from the Database screen: (1) **select** **and
highlight the area** to print, (2) in **'File'** on the window's menu,
choose **'Print Area'**, then **'Select** Print Area' and (3)
**'Print'**. The ***Navigator*** **can remain open** because it will not
be captured in the 'Print Area' and will not be printed with the data.

To copy data from the Database: (1) **open another Excel spreadsheet**
to which the user wants to copy the data, (2) select and **highlight the
area** to be copied, (3) in **'Edit'** on the window's menu , select
**'Copy'** to copy the data to the clipboard, and then on the
**destination** spreadsheet, click on **'Edit'**, **'Paste**
**Special'**, and then **'Values'**. If the user would like the data to
be in the exact same format as in the database (i.e. the way the table
and data look in the database), with the data in the new destination
still highlighted, again go to **'Edit'**, **'Paste Special'**, and then
choose **'Format'**.

To **exit the Navigator application (the Database)**, click on 'File' on
the menu bar at the top of the Excel window and select 'Exit'.

![](media/image12.png){width="4.5in"
height="3.2840277777777778in"}**[Information about the
data]{.underline}**

*Comments* regarding the data are inserted in the *All Places* data
pages for several of the data tables. These **notes** are provided to
serve as an aid to better understand what the data represent in the
tables that they are attached to. The notes are identified by a **small
red tab in the upper right** corner of a spreadsheet cell. The comments
may be viewed by placing the mouse's cursor directly over a cell that
has a red tab. The comment will pop-up and close as the user moves
cursor on and off the cell.

**For further explanation** of the data in the tables, see the
**'Technical Documentation for BRHP Dbase.doc'** which is located in the
'BRHP Database' folder on the CD. It can be viewed in Microsoft Word.
The document was prepared by PRC to describe the methodology used to
develop the BRHP Database and cite the sources for the data. The
document addresses comparability and other issues of importance to be
aware of when using the data in the Database.

Additional information is provided in the CD's '**Census Data
Documentation'** folder. Included in the folder are four separate files
-- one for each Census data source that was used to create the BRHP
Database. They are called **'1990 STF1.pdf'**, **'1990 STF3.pdf'**,
'**2000 SF1.pdf'**), and '**2000 SF3.pdf'.** The STF1 and SF1 files are
documentation regarding the Census 100% count data; the STF3 and SF3
files pertain to the sample Census data.

The Census Bureau's technical documents provide information regarding
the data, such as definitions for terms used in the data tables; data
collection and accuracy; the difference between the 100% count and
sample data; and contain outlines the contents of the Census tables.

The PDF files are viewed in Acrobat Reader. If Acrobat Reader is not
already installed on the user's computer, it may be downloaded from the
web at: [www.adobe.com/acrobat](http://www.adobe.com/acrobat) .

**[Additional Notes]{.underline}**

Use the Excel **'minimize' button** at the top right of the screen to
move the Database out of view so that you may have access to programs on
the computer's desktop to open the other files on the CD.

The **table numbers** in the BRHP Database were created and assigned to
the Database tables, and **do not correspond** **to the Census table
numbers**.

Some words needed to be abbreviated in the Database due to limitations
of space. A list of abbreviations used and their meaning are in the
table below.

  ------------------- ------------------ ------------------- ------------------
  **Abbreviations**   **Meaning**        **Abbreviations**   **Meaning**

  Alask. Nat.         Alaskan Native     Mo.                 Monthly

  Co.                 County             Nat.Amer            Native American

  Char.               Characteristics    No.                 Number

  Emp\_               Employment         Pac. I.             Pacific Islander

  Eth.                Ethnicity          Pop.                Population

  Haw. I.             Hawaiian Islander  Pop\_               Population

  HH                  Household          Rac\_               Race

  HHLDR               Householder        Sel.                Selected

  Hou\_               Housing            Transp.             Transportation

  Hrs.                Hours              Trvl.               Travel

  Inc.                Income             Uninc.              Unincorporated

  Inc\_               Income             w/out               with out
  ------------------- ------------------ ------------------- ------------------