IPHIS Data Collector (IDC)

Mobile Application

USER GUIDE

Contents Overview.....................................................................................................................................................................2

Access Requirements...............................................................................................................................................3

Install (if needed)......................................................................................................................................................7

Location Services......................................................................................................................................................8

Sign In .........................................................................................................................................................................9

Download Maps (Optional) ....................................................................................................................................9

Locate: Office, Assignment, & Workbook ........................................................................................................ 12

Office Selection.............................................................................................................................................................................................12

Assignment Selection..................................................................................................................................................................................12

Workbook.......................................................................................................................................................................................................13

Field Data Entry: Location, Site, Activity, Samples........................................................................................ 13

Location(s) .....................................................................................................................................................................................................14

Site(s) ..............................................................................................................................................................................................................15

Activities.........................................................................................................................................................................................................16

Samples ..........................................................................................................................................................................................................17

Revisiting Location(s) / Site(s) ..................................................................................................................................................................18

Map View (Optional)....................................................................................................................................................................................20

Edit data .................................................................................................................................................................. 21

Edits: IPHIS Data Collector (Mobile)........................................................................................................................................................21

QA/QC Checks........................................................................................................................................................ 22

Upload Workbook(s) ............................................................................................................................................. 23

Edits: IPHIS Desktop (PC)...........................................................................................................................................................................23

Hard Reset (Optional)........................................................................................................................................... 24

Getting Help............................................................................................................................................................ 25

Appendices ............................................................................................................................................................. 26

Appendix A: IPHIS Application Structure...............................................................................................................................................26

Appendix B: IPHIS User Roles...................................................................................................................................................................27

Appendix C: Troubleshooting Tips ..........................................................................................................................................................28

Appendix D: Glossary (IPHIS Lexicon of Words) ..................................................................................................................................31
 

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Overview Designed for iOS (iPhone) or iPadOS (iPad), the USDA APHIS PPQ's Integrated Plant Health 

Information System (IPHIS) Data Collector, known as IDC, is a survey tool facilitating field data 

collection. This mobile application allows for interfacing with the IPHIS database by both internal 

employees and external cooperators and contractors who have a valid USDA eAuthentication User 

ID and Password. 

Users must have eAuthentication Level 1 and an IPHIS user role granted. Data collection requires 

supervisory approved access to specific data forms.

To work offline, users download an assignment and workbook to their device while connected to a 

reliable Wi-Fi network for offline data entry in the field. Upon return to a reliable Wi-Fi network, 

users upload the workbook data to the IPHIS database.

Before entering field data, the user must select the office, assignment, and workbook under which 

they are entering data (Figure 1: A-C). Next, the user may begin entering field data. 

Field data is organized into four tiers: location, site, activity, and sample. (Figure 1: D-G)

 

 Data Organization Field Data Collection 

For more detail: 

See Appendix C: Troubleshooting Tips

See Appendix D: Glossary (IPHIS Lexicon of Words)

A few icons should help draw attention where needed: 

 

When a step requires a reliable internet connection on a mobile device

Reminders of special note.

Performed using the desktop 

Performed using a mobile device

2022 Disclaimer: Training techniques or workflows held within are designed as basic job aids. Mobile collection tools and 

technology used are constantly being improved upon. End users should consult with management for current workflows 

and standards. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

y pp g y

A B C D E F G

Figure 1 IPHIS database structure
 

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Access Requirements Federal employees and Cooperators

eAuthentication 

You are required to have a USDA eAuthentication (Level 1) account to use IPHIS. 

If you are an employee of USDA, you should already have Level 2 eAuth access for other USDA 

programs such as AgLearn and do not need to request an account.

If you are a cooperator with access to USDA’s PCIT or ePermits, you have a Level 1 eAuth access and 

do not need to request an account. 

If you need eAuth credentials: 

• Register at eAuthentication Account Registration. 

• An e-mail account (work or personal) is required. 

• Approvals typically occur within the hour.

Computer setup 

To access USDA PPQ’s IPHIS system you need, at a minimum, Internet access and a web browser. 

**This includes Microsoft, Linux, or Apple operating systems. IPHIS has been tested with Chrome, 

Microsoft Internet Explorer 10.0, IE 8.0 (in compatibility mode), and Mozilla Firefox 3.6. 

Microsoft Excel is required for managing spreadsheets used to upload data. In testing, many thirdparty Excel imitators do not correctly emulate “.xls/.xlsx” file formats and therefore have not worked 

when uploading data to IPHIS.

 

Mobile Device 

An iOS/iPadOS device is required to collect data using the IDC mobile application. This means either 

an iPhone or iPad.

 

IPHIS Access 

Video training outlining the steps to gain approved access to IPHIS are hosted with public access

allowed on the APHIS YouTube channel: IPHIS Desktop Basics: Access to IPHIS 

 
 

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Steps to gain access to IPHIS 1. Obtain eAuthentication (Level 1) 

Keep track of your eAuthentication User ID and Password! 

To recover a forgotten User ID or Password, choose the Manage Account tab here: 

eAuthentication Account Registration

2. Supervisory information – IPHIS Office name and approved IPHIS user role

See Getting Help for support on identifying these, if needed.

3. From a web browser, locate USDA APHIS | Integrated Plant Health Information System and 

select Access IPHIS. (Figure 2) 

4. The system will direct you to https://www.eauth.usda.gov unless already signed in. (Figure 3) 

Figure 2. IPHIS web landing page
 

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5. Sign in using your Linc Pass (PIV) or manually enter your eAuthentication User ID and 

Password. 

eAuth credentials expire every 60 days. IDC will not notify you of expiration. It will simply 

not allow you to log into the application. 

IPHIS does not allow the use of the + character as part of the eAuthentication password.

To update eAuthentication username or password, choose the Manage Account tab here: 

eAuthentication Account Registration

6. First time access requires filling out a “New User Role Request” form. (Figure 4) 

Fill in all required fields, as indicated by the *symbol, 

Then click “Request New Role.”

 

Contact IPHIS Technical Support if your office is not listed in the Office drop-down list. 

Figure 3. eAuthentication Login

Figure 4. IPHIS New User Role Request form
 

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7. You’ll receive e-mail notification once the Security Officer (See Appendix B: IPHIS User Roles) 

approves. 

8. Confirm your access was granted. 

To request an additional user role: 

• Access IPHIS and sign in using eAuthentication

• Select your name along the top right ribbon: “Logged in as: <your name>” to open your 

profile information. (Figure 5) 

• Select “Request a New Role”. (Figure 6) 

• Select the desired Office and User Role choices from the drop-down lists and click on the 

Submit button. (Figure 7) 

IPHIS Training The IDC application requires minimal to no use of IPHIS Desktop since supervisors oversee mobile 

data collection from the desktop for field data collectors. However, it could be very helpful for IDC 

users to complete basic IPHIS Desktop Training. 

All training support, including manuals, job aids, and videos, are housed on the Mobile Data 

Collection Tools webpage. 

Figure 5. IPHIS landing page top right ribbon options

Figure 6. Request a New Role button

Figure 7. Choose Office and Role. Submit.
 

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Install (if needed) iOS only

 

 

 

 

Be Prepared 

You will need to confirm the following in place:

• A phone or tablet that runs iOS (Apple)

• A reliable Wi-Fi connection

• eAuthentication username & password (Level 1)

• IPHIS user role 

**If you already have the IDC application, skip to Sign In**

App Store 

IPHIS Data Collector (IDC) is available through the App Store for iOS devices for free. Search by 

name and select “Install” or “Get”.

Apps@Work 

APHIS PPQ devices have automatic installation of the IDC application. If not installed, the app can 

be found within the Apps@Work application.

Open the “Apps@Work” application on your main screen. (Figure 8) 

Locate “IPHIS Data Collector” using the search box or from the list of 

“Featured Apps” or “Uncategorized” folder. 

Select by tapping IPHIS Data Collector from the list and select “Install” to 

install.

If you still need help with the device configuration, open a ticket with CEC IT. 

(CECHelpDesk@usda.gov or 877-873-0783)

 

Figure 8. Apps@Work icon
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Location Services Once the IDC application is installed, location services must be enabled both for the device and for 

the application itself. The Location Services setting allows the device to “locate” you using the 

internal GPS receiver.

Enable for Device: 

Tap the Settings application. (Figure 9) 

Scroll down and tap Privacy. (Figure 10)

Tap Location Services and tap to toggle to “On”. (Figure 11)

 

 

Enable for IDC Application: 

While still in the Location 

Services menu, scroll down and 

tap the IPHIS Data Collector app 

icon.

Under Allow Location Access 

select Always and toggle

Precise Location to “On”.

(Figure 12)

New users may be prompted 

within the IDC application itself 

to enable Location Services. If 

so, tap “Yes”.

Figure 9. Settings application 

Figure 10. Settings application menu

Figure 11. Location Services menu

Figure 12. Location Services; IPHIS Data Collector settings
 

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Sign In 

From your iOS mobile device, tap the IDC icon. 

Enter your eAuthentication Username and Password. Tap Login. (Figure 13) 

Remember: IPHIS does not allow the use of the + character as part of the eAuthentication password.

Download Maps (Optional) 

******WARNING: Potential location and site movement.****** 

Location and site symbols on a downloaded map can be moved using a finger to tap and slide. This 

has caused major data errors by an unintended screen touch. Be VERY CAREFUL using this feature. 

Downloading a map is not required to enter survey data in the IDC application. 

The Download Maps option creates an offline map for an area of interest to use in data collection 

for that area. 

Prior to signing in, click the “Download Maps” button. (Figure 13) 

If you are already signed in, tap the menu button in the upper left. Then tap “Maps”.

 

Figure 13. IDC login screen
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Clear Offline Maps 

Prior to downloading a map, tap the “Clear Offline Maps” button. 

You may have to tap and scroll to locate the button at the bottom of the page. (Figure 14)

A message indicating success or stating that there were no downloaded maps to delete will 

appear. Click “Ok”.

Proceed to download a map 

By default, the map centers on your location (indicated by a yellow triangle on the map). Use your 

fingers to tap to move and zoom to the area of interest desired or search for a specific location using 

the search bar.

The map area shown on the device screen is the area that will be downloaded onto the 

application. 

You can choose to download a map with a Street, Satellite, or Topographic basemap by tapping the 

corresponding option on the upper left ribbon. (Figures 15-17)

Figure 14. Offline Maps options
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The number of tiles in the 

“Download Area” will increase as 

you increase the “Radius” and 

“Zoom.” The download time will 

increase as the number of tiles

increase in the “Download Area.” 

If possible, keep the “Download Area” below 1500 tiles (or lower depending on your 

internet connection). Keep “Radius” under 5 miles and “Zoom” between 14-16.

Once the map area on screen is correct, tap the Download Maps 

button on the bottom right. The download progress will be displayed 

until it is complete. (Figure 18)

If the download is progressing excessively slowly, check 

your Wi-Fi connection or the size (number of tiles) of your 

map. Tap “Cancel” and try again.

Once the map is downloaded, click the “Login” button in the 

upper right (unless you were already signed in). (Figure 19)

To begin using the downloaded map, tap the menu button in the upper left.

Tap Maps from the menu options. (Figure 20)

It may take a few minutes to locate you and open the downloaded 

map.

Choose “Use Offline Maps” at the bottom of the page. (Figure 21)

Figure 15. Street

Figure 16. Satellite

Figure 17. Topographic

Figure 18. Map download progress 

messaging

Figure 19. Login button

Figure 20. IDC Menu
 

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Downloaded maps are only viewable for the same basemap type that is currently selected. 

For example, if you download a map with a “Satellite” basemap, you will not be able to 

view this map while the “Satellite” or “Topographic” basemap option are selected. 

Locate: Office, Assignment, & Workbook 

See Appendix A: IPHIS Application Structure for a visual understanding of the IPHIS database.

Office > Assignment > Workbook > Location > Site > Activity > Sample

Once signed in, there are a few more steps before heading to the field. 

Office Selection 

If you are not sure which office to choose, you should contact your supervisor. 

Select the appropriate office. 

Scroll through the list presented or use the search bar to locate the appropriate office.

Tap to select the correct office.

Assignment Selection 

1. If not presented with Assignments, tap the menu icon. 

Tap “Assignments” to connect to the IPHIS database and refresh 

the assignments list. (Figure 22) 

Always refresh your assignments just prior to leaving for 

the field to ensure you have the most up-to-date list. 

Assignments are created and assigned by supervisors and 

contain workbooks, which have associated locations. 

2. Locate the Assignment that corresponds to your field survey.

a. Refresh: Tap and slide the assignment left. Tap the refresh 

icon that is revealed on the right. (Figure 23) 

Figure 21. Offline Maps options
 

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b. Download: Tap anywhere on the title line for the assignment and tap 

Yes to confirm “Are you sure you want to download...?” (Figure 

24)

Workbook 

After downloading the Assignment, you will be taken to the 

“Workbook” page. (Figure 25) 

Locate and tap the appropriate “Workbook” for the survey. 

The field data you collect will be stored under the “Office,” 

“Assignment,” and “Workbook” you chose in the first menus.

For field data entry details see the next section on Field Data 

Entry. 

 

Field Data Entry: Location, Site, Activity, Samples Wi-Fi connection not required.

Sign In

After traveling to the field, sign into the IDC app following the steps in the Sign In section. If you 

are automatically signed in, log out and sign in again.

Select: 

• Office

• Assignment - previously refreshed and downloaded

• Workbook 

 

Figure 22. IDC Menu

Figure 24. Confirm Assignment 

download messaging

Figure 23. Assignment example refresh icon

Figure 25. Sample Workbooks list
 

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Location(s) 

An IPHIS location is defined as a contiguous piece of land and recorded as a single point (usually at 

the driveway or access point to the area). See Appendix D: Glossary (IPHIS Lexicon of Words). 

For details specific to your program, refer to your supervisor. 

Details on revisits to an existing location are found in the Revisiting Location(s)/Site(s) section.

Detailed information on editing a previous activity can be found in the Edit Data section.

No more than 200-250 locations are recommended per workbook. Increasing locations 

assigned to a workbook will decrease the speed of the IDC application in the field.

To create a new “Location”, tap the “New +” button in the upper right corner. (Red box in Figure 

26) 

1. Complete the data form with the location’s information. 

2. Verify all data entries and tap “Save” at the bottom right.

You will not be able to save the location data until you have completed the fields

indicated as required by a red asterisk *. 

The back button will take you back to the previous screen, but data entered must be saved 

or it will be lost. 

 

Special Considerations for Location Data 

Template 

Make sure the “template” or data form matches the type of survey you are performing. Different 

templates will generate different required fields.

GPS Coordinates 

The GPS latitude and longitude coordinates will automatically fill in based on your current location, 

as long as the location services are turned on for the IDC application. 

To enter a location in a different area, you can type in the GPS coordinates manually instead. Refer 

to your supervisor for the proper understanding of how to acquire GPS coordinates properly.

Geo Method 

For the “Geo Method” field, always select “Recreational Grade –Field Collection.” If you are not sure 

what to enter in any field, reach out to your supervisor. 

 

Figure 26. Sample workbook with no locations listed
 

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Site(s) 

Every location should have at least one site. See Appendix D: Glossary (IPHIS Lexicon of Words). 

For details specific to your program, refer to your supervisor.

Details on revisits to an existing location are found in the Revisiting Location(s)/Site(s) section.

Detailed information on editing a previous site can be found in the Edit Data section.

To create a new “Site”, tap the “Sites” button at the bottom right corner of the location page. Then 

tap the “New +” button in the upper right corner. (Red box in Figure 27) 

 

1. Complete the data form with the site’s information. 

2. Verify all data entries and tap “Save” at the bottom right.

You will not be able to save the site data until you have completed the fields indicated as 

required by a red asterisk *. 

The back button will take you back to the previous screen, but data entered must be saved 

or it will be lost. 

Special Considerations for Site Data 

Template 

Make sure the “template” matches the type of survey you are performing. 

Targeted 

A survey is considered “targeted” if you are trapping with a lure or performing visual inspections for 

specific species.

GPS Coordinates

The GPS latitude and longitude coordinates will automatically fill in based on your current location, 

as long as the location services are turned on for the IDC application (GPS Instructions). 

To enter a location in a different area, you can type in the GPS coordinates manually instead.

Geo Method 

For the “Geo Method” field, always select “Recreational Grade –Field Collection.” If you are not sure 

what to enter in any field, reach out to your supervisor. 

 

Figure 27. Sample location with no sites listed
 

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Activities 

“Activities” are the survey actions you perform when visiting a site and are time stamped when the 

data is entered. You should have at least one activity listed for each site. If you revisit a site 

throughout the season, you will have multiple activities listed for that one site. Otherwise, if you 

only perform a single survey at a site, you will only enter one activity. See Appendix D: Glossary 

(IPHIS Lexicon of Words). 

For details specific to your program, refer to your supervisor.

Detailed information on editing a previous activity can be found in the Edit Data section.

To enter an activity, click the “Activities” button at the bottom right corner of the site page. 

You will not be able to click the “Activities” button until after you have clicked “save” on 

the site page. 

Tap “New +” at the top right of the Activities page to add a new activity to a site. (Red box in Figure 

28) 

1. Complete the data form with the activity’s information. 

2. Verify all data entries and tap “Save” at the bottom right.

You will not be able to save the activity data until you have completed the fields 

indicated as required by a red asterisk *. 

The back button will take you back to the previous screen, but data entered must be saved 

or it will be lost. 

Special Considerations for Activities Data 

Template and Program 

Make sure the “template” and “Program” match the type of survey you are performing.

Target Pest 

Select the species for which the data is being surveyed. 

Date 

The date may automatically fill in as the current day. If the date does not auto-populate, you will 

need to tap on the field to select the correct day.

Comments 

Type in any relevant information pertaining to the activity. If you are not sure what to put for a field, 

reach out to your supervisor. 

Figure 28. Sample site with no activities listed
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Samples 

If you find specimens of the target pest species while surveying, you will need to enter “sample” 

information under the survey activity. Not every activity will have a sample and multiple samples can 

be recorded on a single Activity data entry.

To enter a sample, tap the “Samples” button at the bottom right corner of the activities page. Then 

tap the “New +” at the top right. (Red box in Figure 29)

1. Complete the data form with the sample information. 

2. Verify all data entries and tap “Save” at the bottom right.

You will not be able to save the sample data until you have completed the fields 

indicated as required by a red asterisk *.

The back button will take you back to the previous screen, but data entered must be saved 

or it will be lost.

Special Considerations for Sample Data 

Tapping on “Field ID” and “Chain of Custody” opens more fields. Refer to survey 

protocol and your supervisor regarding data entry on these fields.

Field ID 

You will select “Field ID” if you have tentatively identified the pest sample in the field. Click “Field 

ID” to open more fields.

Chain of Custody (rarely used) 

You will select “Chain of Custody” if you are sending the sample to a diagnostic lab for identification. 

Click “Chain of Custody” to open more fields. 

Date 

The date may automatically fill in as the current day. If the date does not auto-populate, you will 

need to click on it to select the correct day. 

Remarks 

Type in any relevant information pertaining to the sample here.

 

Figure 29. Sample activity with no samples recorded
 

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Revisiting Location(s) / Site(s) 

If you are returning to the same location to survey throughout the season, you will need to select an 

existing location to enter new sites and activities. (See Appendix D: Glossary (IPHIS Lexicon of 

Words)) Activities need to be entered every time a site is visited to keep track of what action was 

performed and when it was done. 

Prepare for Field Data Entry 

 

 

 

 

Confirm Data Submission 

Existing locations or sites will not be visible within the IDC application until they have been submitted 

to the IPHIS database and the assignment is refreshed in the application. Before heading to the 

field, confirm that the workbook data you uploaded to IPHIS has been submitted successfully by 

either you or your supervisor. You can view the status of your uploads on the Spreadsheet Upload 

Status Page in IPHIS (see QA/QC Checks section). 

If you are still logged into the IDC app, logout and close the app. Next, re-open the IDC app and 

sign back in while connected to Wi-Fi. 

 

Locate: Office, Assignment, & Workbook 

Follow the steps outlined in the Locate: Office, Assignment, & Workbook section. 

Field Data Entry 

IDC Sign In 

After traveling to the field, sign into the IDC app following the steps in the sign in section. 

If automatically signed in, log out and sign in again. This can be done without Wi-Fi 

connection. 

Select the appropriate office, previously downloaded assignment, and workbook for the field 

survey.

Locations 

From the locations page, select the location you are revisiting. If you have many existing locations, 

you can find the location by typing the location’s address into the “Search” bar. You can also click 

the “Map” button to view the location point on the map. The map will center on your current GPS 

location, but you move around the map to find the correct location. 

If you do not see a previously entered location listed, do not create a new location! 

If a location you previously entered in the IDC app and uploaded to IPHIS is not listed on the locations 

page, view possible reasons why in the Troubleshooting section. Uploading duplicate locations to 

IPHIS flag the data as an error in the Spreadsheet Upload Status Page (viewed by the Data Manager 

or Data Supervisor (Data Validator) from the IPHIS Desktop application) and make it challenging to 

manage IPHIS data.

After selecting an existing location, tap the “Sites” button in the bottom right. 
 

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Sites 

You will have two options for sites when re-visiting a location: 

1. Enter a New Site 

If you are surveying in a new area of the location, you will need to create a new site. Tap the 

“New+” button and see the Field Data Entry – Sites section for further instructions. 

2. Select an Existing Site 

If you are revisiting the same site, click on the existing site on the sites page. If you have many 

sites, you can type the site name in the “Search” bar or click the “Map” button in the upper 

right to locate it on the map.

If you do not see a previously entered site listed, do not create a new site! 

 

If a site you previously entered in the IDC app and submitted to the IPHIS database is not listed on 

the sites page, view possible reasons why in the Troubleshooting section. Uploading duplicate sites 

to IPHIS will flag the data as an error in the Spreadsheet Upload Status Page and make it challenging 

to manage IPHIS data. 

After creating/selecting a site, click the “Activities” button in the bottom right. 

Activities 

A new activity is recorded, and time stamped, every time you visit/revisit a site, both for visual and 

trapping surveys, even if the site is inaccessible. Activities allow you to keep track of when a site 

was surveyed and what action was performed. 

Tap the “New+” button and see the Field Data Entry – Activities section for further instructions. 

Samples 

If you find specimens of the target pest species while revisiting a location or site, you will need to 

enter “sample” information under the survey activity. Not every activity will have a sample. 

To enter a sample, tap the “Samples” button at the bottom right corner of the activities page. Tap 

the “New+” button and see the Field Data Entry – Samples section for further instructions.

Upload 

Follow the instructions in the Upload Workbook section to upload the IDC data from the workbook 

to the IPHIS database. 

 

 
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Map View (Optional) 

The currently selected workbook and assignment data can be viewed on a map, but data cannot be 

edited in the map view.

Navigate to the locations or sites page and then tap the map icon in the upper right. (Red box in 

Figure 30)

 

Map Layout & Options 

The map will open to your current GPS location, indicated by a 

yellow triangle symbol. Location and site data points will also be 

present on the map, indicated by the green circle and orange 

diamond. (Figure 31) 

You can move around the map by tapping and dragging your 

finger across the map view. 

Be VERY CAREFUL with unintended screen touch. Location and site 

symbols can be moved using a finger to tap and slide. 

Zoom-In / Zoom-Out 

Zoom by tapping the “+” or “-“in the upper left corner of the map 

or pinching/spreading the map view with two fingers. 

Basemap Options 

The map layer defaults to “Satellite” view but can be changed to “Street” or “Topographic”, if you 

prefer.

Icon Options 

The icon size or opacity can be altered by tapping the “Icon 

Options” button in the top right.

Locations / Sites Search 

To view a specific point on the map, click the “Locations” or 

“Sites” button in the top right and select the data of interest (Red 

box in Figure 32). The map will zoom-in on the selected 

location/site. 

You can also search for a specific site/location by typing 

its address or name into the “Search” bar. (Figure 32)

GPS Details 

Tap the symbol on the map to reveal the latitude, longitude, and 

associated data for it. 

Figure 30. Map button to view sites on a map

Figure 31. Sample map view

Figure 32. Map Locations/Sites Search
 

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Edit data 

Edits: IPHIS Data Collector (Mobile) 

IDC data cannot be edited if it has already been uploaded and committed to IPHIS! 

Location, site, activity, and sample data can be edited within the IDC app before you upload the 

workbook to IPHIS if it has not previously been committed by a supervisor. 

1. Locate the data requiring edits (Office, Assignment, Workbook: Location, Site, or Sample)

2. Make changes to any of the data listed for location, or select the location’s sites, activities, 

or samples needed. 

3. Make sure to tap “save” after editing any data.

Deleting Data 

Best practice: Do not delete any data. Instead write a comment indicating that the data 

should be removed. Communicate with your supervisor to delete data in IPHIS.

Do not delete IDC data if it has already been uploaded to IPHIS! 

Data should only be deleted if determined as absolutely necessary. You can delete a location, site, 

activity, or sample in the IDC app before you upload the workbook to IPHIS. 

Follow the “last in first out idea”. Deleting a location will not delete the location’s sites, 

activities, or samples. You will need to click on every site, activity, and sample associated 

with that location first. Then delete the location. 

1. Locate the data requiring deletion (Office, Assignment, Workbook: Location, Site, or 

Sample). 

2. Tap the red delete button in the bottom left of the screen.

 
 

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QA/QC Checks 

Check all data entries before uploading the workbook. 

Once data is approved by the Data Manager or Data Supervisor (Data Validator) then a 

Location and Site cannot be modified in IDC. Only the Site status can be modified. 

Navigate to Locations and Sites visited and review the data entries performed with care.

 

New Locations or modified Locations are highlighted in yellow. (Figure 33) 

New Sites or modified Sites are highlighted in green. (Figure 34) 

 

 

 

 

 

 

 

 

 

Selecting Retired or Inactive in the Site status field (Figure 35) will 

cause the lettering of the site ID to turn red. (See example Figure 34 

Site ID: 11N)

This will notify your Data Manager or Data Supervisor (Data Validator)

of a potential removal or inactive site. 

See the Edit Data section for details on making changes to data 

entered in IDC.

Once data is confirmed, proceed to the Upload Workbook(s) section.

Figure 33. Sample list of Locations with yellow highlight

Figure 34. Sample list of Sites with green highlight

Figure 35. Status option menu
 

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Upload Workbook(s) 

 

After data collection is complete for the day, all data is stored on the device and must be uploaded 

to update the IPHIS database online. This is a critical process. Without this successful upload, the 

data is not visible to anyone but yourself! 

Follow the steps below to submit data collected: 

1. Tap the Menu icon. 

2. Tap Workbooks (IDC will display the list of workbooks assigned to your office)

3. Slide your workbook to the left and select the upload icon.

4. IDC displays a confirmation message: 

5. You will need to refresh your assignment or sign out of the IDC application and log 

back in.

After uploading has been confirmed, your data will no longer be available in the IDC 

application. 

Data can still be edited using the Archive function IF the uploaded data has not been 

committed. 

Data will be made available after it has been reviewed, modified, and committed on the Spreadsheet 

Upload Status Page in IPHIS. 

Edits: IPHIS Desktop (PC) 

(after Upload Workbook is complete) 

Each assigned Data Manager or Data Supervisor (Data Validator) will review, modify (if needed) and 

commit all data in your uploads within IPHIS web. 

This is not a function within IDC. Detailed training on these processes within the IPHIS Desktop 

application are in progress. Check for additional training support on the Mobile Data Collection 

Tools webpage. 

 
Last Updated: 14 April 2022 16:06 24

Hard Reset (Optional) 

Refer to your supervisor for guidance on using this feature. 

IDC holds onto data (occupying RAM), even after an assignment is completed and deleted from view. 

The Hard Reset function removes any cache being held by the application and is most commonly 

used as a troubleshooting tool when the application begins to slow or shutdown unexpectedly.

To complete a Hard Reset:

1. Select the Menu icon on IDC. (Figure 36)

2. Select Hard Reset

3. Confirm by tapping “Yes”. (Figure 37)

4. The Hard Reset will close the IDC application. Reopen the IDC application and log back in. 

Figure 36. IDC Menu Figure 37. Confirm Reset warning message
 

Last Updated: 14 April 2022 16:06 25

Getting Help 

Contact hierarchy 1. Direct Supervisor

2. IPHIS Security Officer

3. MRP-IT Technical Assistance Center (MTAC)

NOTE: There is no longer a need to contact the Client Experience Center (CEC) Help Desk. This 

means that federal and state cooperators can go directly to MTAC as the first stop with IPHIS technical 

issues. This is where an intake ticket will be generated and submitted to the internal IPHIS Help 

Desk or other appropriate staff, depending on the issue. 

All IPHIS-related issues should be reported to MTAC by calling 1-877-944-8457, or by sending 

email to help@usda.gov. 

Online Support USDA, Animal and Plant Health Inspection Service’s (APHIS) Integrated Plant Health Information 

Access IPHIS (Requires eAuthentication Sign In)

IPHIS Support

IPHIS Resources

Mobile Data Collection Tools

IPHIS User Guides, Jobs Aids, Videos, Training Calendar, and more.

 
Last Updated: 14 April 2022 16:06 26

Appendices 

Appendix A: IPHIS Application Structure 

The flow chart below depicts how the IPHIS application interface is organized for user data entry 

with examples listed in parentheses. 

 
Last Updated: 14 April 2022 16:06 27

Appendix B: IPHIS User Roles 

Once you receive e‐mail that your role has been approved, log in to IPHIS and review your account. 

If this is an additional role request, you may need to log out and return to apply the role change.

**Users should consult survey protocol and management direction for proper user role 

assignment.

IPHIS User Role Description 

Data Collector Allows the user to collect and enter data for surveys and 

compliance agreements/inspections. This user can only 

access screens that are related to data entry, such as the 

Location, Activity, and Compliance Agreement Inspection 

pages. 

This role cannot access anything related to management of 

the system.

Data Manager Has access to management components of the system as 

well as the same access as a Data Collector (i.e. Survey 

Template, Compliance Templates, etc.).

Data Supervisor (Data Validator) This is the only role that can validate data (i.e. New 

Locations, Activity data, etc.).

HQ Approver This is only role that can review and approve or deny 

survey supply orders at the headquarters level. It is also 

one of two roles that can access the Orders tab.

Quality Assurance This role is assigned to those who will identify and address 

data quality. 

Read Only Every IPHIS user should have this role. This role can 

generally view all data within the system but cannot change 

any data.

Regional Approver This is the only role that can review and approve or deny 

survey supply orders at the regional level.

Security Officer Approves role changes (one per designated group). This is 

the only role that can manage user access.

SPHD (State) Approver The only role that can review and approve or deny survey 

supply orders at the state level.

Warehouse User This role can only access Home, Survey Supplies, Orders, 

and Reporting tabs. Users with this role

will primarily interact with the system through the Orders 

tab (manage shipments, orders, and inventory).

 
 

Last Updated: 14 April 2022 16:06 28

Appendix C: Troubleshooting Tips 

Login Error 

eAuthentication login error messages. (Figure AppxC-1)

Possible causes/solutions:

• Lack of or poor internet connection:

Check to make sure you have an internet connection.

Check that your device is not in airplane mode

Review this explainer video for tips on iPad Wi-Fi 

connections. 

• User ID, password, or both were entered incorrectly

• Expired eAuthentication password

After a certain number of unsuccessful attempts, eAuthentication will require that you 

reset your password.

IPHIS does not allow the use of the + character as 

part of the eAuthentication password.

Navigate to: 

eAuthentication Account Registration

Click the Manage Account tab and the appropriate option in the dropdown menu.

(Figure AppxC-2) 

Getting the Offices (hanging message) 

This messaging hangs up or fails to progress to the office 

selected. (Figure AppxC-3) Consider this an error if the 

message does not go away after two minutes. 

Possible causes/solutions:

If you are experiencing a “Getting the offices” progress message that seems to hang on too long, 

make sure your role has been added by the IPHIS security officer with the authority to grant you 

access to that IPHIS office. 

Each state can have multiple IPHIS offices, and access is limited to certain users. 

 

AppxC-1: Authentication Failed 

AppxC-3: Getting the offices...

AppxC-2: eAuthentication - Manage Account
 

Last Updated: 14 April 2022 16:06 29

Appendix C: Troubleshooting Tips (continued...)

Downloading the Assignment 

Fetching workbook error 

When downloading an Assignment, this message is displayed.

(Figure AppxC-4) 

 

Possible causes/solutions:

• An error with one of the location data fields 

• An image attachment

Sketches and images that are attached to the location cannot be downloaded to IDC must 

be removed using the IPHIS desktop application.

Uploading the Workbook 

Hanging message 

This messaging hangs up or fails to progress to upload the 

workbook selected. (Figure AppxC-5) Consider this an error 

if the message does not go away after two minutes. 

Once you have collected data using the app, you will need to upload that information through the 

“Workbooks” screen. 

Possible causes/solutions:

• Lack of or poor internet connection

• Check that you have an internet connection enabled

• Consider trying the workbook upload when a reliable Wi-Fi connection is possible. 

• Review this explainer video for tips on iPad Wi-Fi connections. 

Issue uploading the data error message: “null is not an object” 

A workbook upload fails to complete, and this error 

message is displayed. (Figure AppxC-6) 

Possible causes/solutions: 

• Check for and correct an error in one of the location 

data fields

• A data field is missing or was entered incorrectly

For example: A letter in the Lat/Long or exceeding character limits in a field

Location and sites downloaded to the iPad after approval in IPHIS cannot be modified. Incorrect 

data entry on site, activity, and sample data can corrupt an entire workbook causing this error. 

Issue uploading the data error message: “Check your internet connection...” 

A workbook upload fails to complete, and this error 

message is displayed. (Figure AppxC-7) 

Possible causes/solutions:

• Internet connection was lost (unstable)

Sign out of IDC and reestablish your internet 

connection.

Open Safari and navigate to www.speedtest.net to confirm the network connection.

• eAuthentication time out due to inactivity uploading or downloading.

AppxC-5: Uploading the workbook...

AppxC-6: Issue uploading the data!

AppxC-7: Issue uploading the data!

AppxC-4: Issue fetching the workbooks! 
 

Last Updated: 14 April 2022 16:06 30

Appendix C: Troubleshooting Tips (continued...)

Location previously entered in the IDC app and uploaded to IPHIS is not listed on the 

locations page 

This occurs when the Location was not marked “Approved” by the Data Manager or Data Supervisor 

(Data Validator). Until the Location is marked “Approved” and assigned to a Workbook under an 

Assignment, the location will not be visible for download within the IDC application. 

Previously entered data may be stored as archived data in the IDC app. To see archived data, select 

your office, assignment, and workbook. On the workbook page, click the blue “Archives” button in 

the upper right corner of the screen. If records appear here, you can click “Restore Archived Data” 

to add the data back to the workbook.

Application is very slow or frozen 

The application may begin to slow in processes that should not take long. An example may be 

moving between screens or saving data entries. In more extreme cases, the application may freeze 

on a screen with no error displayed. In these situations, you will need to close the IDC app.

The IDC app will continue to run in the background of your device if you press the “Home” button 

or open a new application. You can fully close the app following the directions below.

As a first step, sign out, if possible, and close the application (including background processes).

To close the application:

1. On an iPad, double tap the home button. 

All applications open and running in the background are shown in miniature view. (Figure 

AppxC-8 & 9) 

2. Tap and slide the miniature application view up and away.

If using an iPhone without a home button, slowly swipe up from the bottom of your screen to see 

the miniature application view, then proceed to Step 2.

For many, IDC begins to slow when memory cache builds up. Some perform a Hard Reset to 

remove all data and restart the application.

AppxC-9. iPad view after tapping the Home button twice

AppxC-8. Mobile Device -

Home button 
 

Last Updated: 14 April 2022 16:06 31

Appendix D: Glossary (IPHIS Lexicon of Words) 

Term Definition

Activity The task performed on a particular site during a visit on a specific day. 

Activities performed in IPHIS are: Surveys, Compliance Agreement, 

Compliance Agreement Inspection, EAN (Emergency Action Notice), Call 

Log, and Treatment & Control.

Area Open Entry Alpha Numeric Field. Offices determine what data is entered 

in the field.

Cellular Data Cellular data involves a monthly cost and a specific plan with possible 

limits. These plans are not typical of PPQ iPads but common for 

federally issued iPhones. A cellular data plan uses network cell towers 

to connect computers and other mobile devices to the internet. See “WiFi”.

Compliance Agreement A formal arrangement between a regulatory entity and an establishment 

to adhere to a specific set of regulations.

Compliance Inspection A review, conducted by a regulatory entity, of an establishment’s 

practices ensuring adherence to a specified set of regulations.

DOP The dilution of precision (DOP) is used for measuring the UNI-GR1’s 

position precision. DOP values describe the current strength of the 

satellite configuration (geometry), and the uncertainty of the data that 

the UNI-GR1 can collect at that moment.

EAN Emergency Action Notice (EAN) records the finding of an undeclared 

regulatory article. (i.e.) plant, seed, soil, animal violating regulations

Existing Location or Site A location or site that was previously entered into the IDC application 

and successfully uploaded and submitted to the IPHIS Database.

Filter The reduction of a grouping of information using key words, portion of 

key words, and/or calculations. 

Folder A grouping of Workbooks. Workbooks can be assigned to only one 

folder. See “Workbooks”.

Example: 

“Inspector #1 Folder” is associated with Route 1, Route 3, Route 15, 

and Solano County Groves.

Geo Accuracy Level Geocoding is the process by which the street address is converted into 

geographic coordinates (latitude and longitude). Most entries will be 

User Entered Location. 

Examples: 

US Street Address - Uploaded locations with addresses with no latitude / 

longitude or zip code to determine latitude or longitude.

US Zip Code - Uploaded locations with addresses and zip code with no 

latitude / longitude or zip code.

Geo Method The method used to capture geographic coordinates (latitude and 

longitude). 

Examples: 

Digitized / Manual Entry - Obtained from the internet or other sources. 

Mapping Grade – Obtained using a high-end professional device.

Recreational Grade – Obtained using a lower end GPS device (purchased 

from a recreational store). 
Last Updated: 14 April 2022 16:06 32

Term Definition

Web Service – The user enters location addressing into a web-based 

system to obtain GPS coordinates.

GPS Global Positioning System. An accurate worldwide navigational and 

surveying facility based on the reception of signals from an array of 

orbiting satellites. In short, the GPS tells you where you are on Earth.

Grid A network of lines crossing each other forming a series of squares or 

rectangles overlayed on a map. Each square or rectangle is identified 

with a unique identifier. The area identified by the squares or rectangle 

may be measured in square miles or square meters

HDOP The effect of the DOP on the horizontal position value. The higher the 

number of visible satellites low in the sky, the better the HDOP and the 

horizontal position (Latitude and Longitude) are. See “DOP”.

IPHIS IPHIS (Integrated Plant Health Information System) is a web-based 

application accessible from the desktop or mobile device that provides a 

single, standardized, and comprehensive data management system 

capable of supporting activities associated with domestic or emergency 

pest programs.

Latitude The angular distance of a place north or south of the earth's equator 

usually expressed in degrees, minutes, and seconds or decimal degrees.

Location A contiguous piece of land; (i.e.) a land parcel. Locations should not be 

moved as they are associated with a GPS grid coordinate. Locations 

should not be confused with a Trap Identifier Number. Trap Identifier 

Number is stored in the Tool ID field in Surveys.

The location point is generally the GPS point of entry into the property.

Location Category Is the labeling of a location determining the type of location: Commercial, 

Governmental, Industrial, Other, Private, Residential or Tribal Land

Location Class The labeling of a location determining its chain classification. This data 

is entered as the business name followed by the location class.

Examples:

Home Depot, Lowes – Large Chain, Mary’s Vineyard #1 – Small Chain 

with 10 local locations 

Location Name An alpha-numeric field used to record the name of a location. The best 

practice is to use some type of descriptor of the property. Location 

Name is searchable throughout the IPHIS application

Examples: 

Commercial - Home Depot #1234, Lowes #1234, Joe’s Vineyard, Curtis 

Orchard, Excel Grove - Johnsonville

Residential – 123 Main Street, this is a repeat of the address field. 

Remember the Location Name field is searchable throughout the 

application.

Remote – Junction of State Route 34 and Road 51 – SR34 & RD 51

Remote – State Route 34 Mile Marker 51 – SR34 MM 51

Remote – Mary Vineyard Leased in Fairfield

Parcel numbers can be used as well or any other coding method

Location Type The labeling of a location to classify further. 

Examples: 

Camp Ground, Cut Flower Producer, Farmer’s Market, Field, Golf Course, 

Orchard, Range Land, Vineyard
 

Last Updated: 14 April 2022 16:06 33

Term Definition

Longitude The angular distance of a place east or west of the meridian at 

Greenwich, England, or west of the standard meridian of a celestial 

object, usually expressed in degrees, minutes, and seconds or decimal 

degrees.

Office IPHIS uses a branching hierarchy to define relationships between 

organizations and offices, which in turn define security rights and the 

visibility of data. 

Offices under one hierarchy cannot edit or view data within an office 

under a different hierarchy unless permitted by contract or granted by 

the office. 

USDA/APHIS/PPQ offices fall under one hierarchy and state and local 

cooperators under a separate hierarchy.

PDOP This value describes how many satellites are spread evenly throughout 

the sky. The more the satellites directly above you and the less on the 

horizon, the lower the PDOP value is. See “DOP”.

Range Assigned to a township by measuring east or west of a Principal 

Meridian. See “PLSS”.

PLSS The United States Public Land Survey System (PLSS). The PLSS is 

the surveying method developed and used in the United States to plat, or 

divide, real property for sale and settling. See “Range”, “Section”, 

“Township”.

Section The basic unit of the Public Land Survey System (PLSS),, a square piece 

of land one mile by one mile containing 640 acres. See “PLSS”.

Site A place within the “Location” where the survey activity takes place. 

Locations can have many Sites. All sites have a GPS coordinate. Sites 

should not be moved. Sites may have a radius, determined by the office, 

rather than a pinpoint place on the ground. For example, a host such as 

a citrus tree may have a diameter of 20 feet. It is not necessary to 

create a secondary site on a tree because the trap placement moves on 

the host or multiple traps are placed on the host.

Sites do not disappear because the host is removed.

Site Name An alpha-numeric field to record the name of a site. Site name may be a 

sequential number or a place descriptor by the establishment. 

Examples: 

Site 1, Site 2, 

Row 1 Post 4

Establishments may use their own mapping system:

Woodward Grove Row A Post 5

Elle’s Vineyard Fairfield Row AB Stake 6

Site Number A 50-character alpha numeric field. Any type of words or character 

combinations can be used.

It is recommended to use some type of descriptor for the Site Name.

Examples: 

Below Fire Extinguisher Column 45

Tree East of Telephone Pole #30

First Tree on First Row Right of Gate

Survey Field data collection method.
 

Last Updated: 14 April 2022 16:06 34

Term Definition

Targeted Always select NO.

Originally used to target a site for a specific program. When the site is 

used in many programs and it is targeted for one program then it is 

targeted for all programs.

Township Within the PLSS, 36 sections are arranged in a 6 by 6 square, measuring 

6 miles by 6 miles. Sections are numbered beginning with the northeastmost section (#1), proceeding west to 6, then south along the west edge 

of the township and to the east (#36 is in the SE corner). See “PLSS”.

Template A preset format for an entry form in a pest management program. 

Templates contain the required formatted fields, so program managers or 

users do not need to recreate the form each time it is used. After the 

required fields are filled templates can be further customized by adding 

custom data entry fields to meet accept data for National, State, or County 

programs. 

Tool Identifier Tool Identifier (ID) is the trap being tracked. Tool ID is not to be 

confused with the unique trap number bar coded on the trap.

Example: 

Tool Identifier (ID) GH245 – N – ACP1 is the trap being tracked. The 

unique bar code number 1234567890-987654321 on the “Yellow 

Sticky Panel” trap is the unique number scanned in for tracking at the 

laboratory. Meanwhile, a new “Yellow Sticky Panel” trap replaces the 

previous trap.

Trap Number Unique Identification number labeled on the trap itself; typically, a 

barcode.

VDOP The effect of the DOP on the vertical position value. The higher the 

number of visible satellites low in the sky, the better the VDOP and the 

vertical position (Altitude) are. Also see DOP.

Wi-Fi An abbreviation for wireless fidelity. Wi-Fi uses a wireless router to 

connect computers and other mobile devices to the internet. You need

to be to be in the range of a router and connect to the network in order 

to access the Internet. See “Cellular Data”.

Workbook A filtered list used to organize / group Locations. Workbooks are not 

physical workbooks they are more like sticky labels placed on piece of 

paper so you can identify the paper in a particular manner. 

Workbooks can be grouped together into folders Workbooks can be 

assigned to only one folder. 

Locations can be in multiple Workbooks. 

Examples:

Workbook – Route 1 – contains all the locations used on a specific route

Workbook – Orchards north of Smithville – contains all the Orchards 

north of Smithville. Some of the orchard locations could also be on 

Route 1.

Workbook – Screenhouses Cook County

Workbook – Screenhouses Lake County