NLIS Database Quick Start Guide

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NLIS Database Quick Start Guide ABATTOIRS/ PROCESSORS......................1.......... 2................... 7 on or off your property.

1 NLIS Database Quick Start Guide ABATTOIRS/ PROCESSORS on or off your property Viewing your current holdings Viewing your transaction history

2 This Quick Start Guide will help you become familiar with the key functions available to abattoirs and processors. Once you log in to the NLIS Database, clear instructions will guide you through each task. If you require further explanation, or encounter any difficulties, click the Help button on the screen. You can also click the Help tools button to access a tutorial. TIPS If you don t have an NLIS account, click the Create a new account button on the home page. Read the NLIS Terms of Use, fill in the account details form online and follow the prompts to submit your details to the database. Some users access the database via other software packages. If you do this, please consult with your software vendor s guide on how to interact with the database. In the event that your software becomes unavailable, you can use the Quick Start Guide to meet your NLIS requirements. To start using the NLIS Database, go to Enter your user ID and password and click the Login button. You will then be taken to the Abattoir/Processor home page where you can choose what you would like to do. The database may be unavailable on Thursdays between 6.00pm 7.00pm AEST, for scheduled maintenance. 1

3 You have a legislative responsibility to notify the database of any cattle you slaughter. If you have abattoir or EasyCheck software, files containing details of slaughtered cattle may be automatically created by your software. Most abattoir software packages also send these files to the NLIS Database, without you having to log in to the website. However, you can also record these transactions yourself by manually creating and sending a file containing the details to the NLIS Database. TIPS Your NLIS Database session will automatically end if you remain on one screen for more than 10 minutes. This is to ensure the security of your account. It is important to remember this when completing transactions as there is the potential to lose data you have entered if your database session ends. If you are using software that interacts with the database, you should consult with your software vendor s guide to determine if you are automatically logged out after a certain period. After you log in, you can notify the database of slaughtered cattle by choosing from three options: E killed animals (see page 3) E killed animals with PIC of consignment (see page 4) E carcase feedback (see page 7) 2

4 Killed animals The Killed animals option provides the minimum amount of information to the NLIS Database about the slaughtered cattle. All you need To record slaughtered cattle this way, all you need to tell the database is the: E processor ID E NLIS ID or RFID numbers of the slaughtered cattle E kill date E body number First, create a file on your computer containing all the relevant details. The file must be in a specific format. Information on how to create this file, and on accepted file formats, can be found by clicking the Help button on the screen below. Log in to the NLIS Database, select Killed animals from the home page, then click Go. V When would you do this? If there is a problem with your abattoir software, it is useful to know how to record these transactions manually by creating and sending a file to the NLIS Database. Click Browse to find the file on your computer, confirm it is the correct file, then click Continue to send it to the database. 3

Killed animals with PIC of consignment The Killed animals with PIC of consignment option provides more detailed information to the database about the slaughtered cattle, including the last Property

5 Killed animals with PIC of consignment The Killed animals with PIC of consignment option provides more detailed information to the database about the slaughtered cattle, including the last Property Identification Code (PIC) the cattle resided on. This improves traceability. All you need To record slaughtered cattle in this way, all you need to tell the NLIS Database is the: E kill date E processor ID E chain number E operator number E body number E last PIC of residence (not the saleyard or agent PIC they were last transferred from) E NLIS ID or RFID numbers of the slaughtered cattle Ways to do it After you select Killed animals with PIC of consignment from the home page, you ll see a screen giving you two methods to choose from. If you want to use the Type in the details method, see page 5. If you want to use the Upload a file method, see page 6. 4

Killed animals with PIC of consignment type in the details method This method allows you to manually type or paste details into the database fields. Select the date the cattle were killed.

6 Killed animals with PIC of consignment type in the details method This method allows you to manually type or paste details into the database fields. Select the date the cattle were killed. Fill in the rest of the information, then click Add to create the record for this animal. Repeat the process of filling in the details for each animal slaughtered, then click 'Continue' when you have recorded details for all slaughtered cattle. 5

7 Killed animals with PIC of consignment upload a file method If you are recording details for a large number of cattle, it may be quicker to upload a file containing the relevant details. If the file is not generated automatically by your abattoir or EasyCheck software, you can create it using Notepad or Excel. After you select upload a file, click Browse to find the file on your computer. Confirm it is the correct file, then click Continue to send it to the database. Information on how to create this file, and on accepted file formats, can be found by clicking the Help button on the screen above. If created using Notepad, a file for two killed animals would look like this example: ,335,1,1,43,NS123456,NS123456VBA ,335,1,1,44,NS123456,NS123456VBA00206 If created using Excel, the file would look like this: NS NS123456VBA NS NS123456VBA00206 The system guides you from start to finish, so you ll always know exactly what to do. 6

8 Normally, carcase feedback information is uploaded to the NLIS Database automatically by abattoir software programs. If you need to record the transaction on the database directly, follow the instructions below. Create a file on your computer containing all the relevant details. A file created in Notepad may look similar to the EasyCheck carcase feedback example below. UNB,1.1,UNOB:1,MLAEzChk,NLIS DB, :1308, ,,335,,,,,,AB,,Smiths Abattoir,Abattoir Road,Sydney,,,,2060,AUS,,,,,,AB UNH, ,CRC,1.1,AM,AUS,,335,,,,NS123456,,AB CM1,1.1,N,C, ,073102,1,2,,,335, CM2,1.0,N,PIC,,,NS CM2,1.0,N,RFD,,, CM3,1.1,N,MI,,,,,,,,U,,,U,,,0,0,U,T,0,0,U,U,0.00,0.00, CM4,1.0,N,B,,0,N,,,,,104.2,0.0,0.0,11 UNT,5, UNZ,1, Log in to NLIS, select from the home page and click Go. V When would you do this? In some States the minimum responsibility is to record that cattle are deceased. In other States, it is also mandatory to record basic carcase feedback. Generally, you might record weight, sex, dentition and carcase grading information, but as a service to producers, you may provide more detailed carcase feedback information. Click Browse and find the file on your computer, confirm it is the correct file then click Continue to send it to the database. 7

9 on or off your property There are requirements under state legislation about who is responsible for recording the movement of cattle. If cattle are sold to an abattoir, the abattoir is responsible for notifying the NLIS Database when cattle are transferred onto their PIC prior to slaughter. V When would you do this? Under tail tag free trading operations, abattoirs must ensure that cattle are transferred onto their PIC prior to slaughter. You may need to record transfers if: the animals were bought or sold privately, or the saleyard did not record the transfer If your abattoir software does not upload this information to NLIS automatically, you can record this on the database yourself. To move cattle onto your property, you can type or paste in the details, or upload a file to the database. To move cattle off, you can also choose from a list of animals to be moved off. If you need more information about this topic, select Cattle moved off my property or Cattle moved onto my property from the home page, then click the Help buttons on the database screens. Alternatively, you can request a Cattle Producers Quick Start Guide from the NLIS Helpdesk. 8

10 Before cattle are slaughtered, you can run reports to facilitate quality assurance, or determine market eligibility. For example, you can retrieve an animal s EU (European Union) eligibility or ERP (Extended Residue Program) status and view your current holdings to monitor cattle transferred to your processing facility. V When would you do this? If you are an EU-accredited facility, Beast enquiries, Eligible animals, or EU PIC status reports allow you to check an animal s EU status and eligibility. You can use the ERP PIC status report to find out whether animals have come from a PIC with an ERP status. This may have an impact on food safety or the markets into which the carcase can be sold. Animals from a PIC with an ERP status may need to undergo tests at slaughter to ensure food safety. All you need To request a report, all you need to tell the NLIS Database is: E what type of report you would like to view E how you want the report to be displayed, and E any other details requested, for example the relevant NLIS ID, PIC or date range you want to view. See pages in this Guide for instructions about specific reports. 9

11 Beast enquiries report This report allows you to retrieve information about an animal, such as its matching RFID or NLIS ID, EU status, and the PIC the animal is currently registered to. Select Beast enquiries from the Reports list on the home page, then click Go. TIPS Once the results are displayed, you can customise the report. To do this, click on the Column Display button, then select only the fields you want to see. Choose the Output type. If you choose to view the report on-screen you will receive it in a few minutes. If you choose an report, you will receive it in about 2 hours. Paging Enabled displays 20 records at a time. If there are more than 20 rows in a report, multiple pages are generated. These can be accessed by clicking the Next page button. Paging Disabled allows a user to view all records within a report. Type or paste in a list of the NLIS IDs or RFIDs of the animals you want to enquire about, then click Go. You can also choose how to sort the information. Clicking on any column heading will sort the report by that field. For example, to sort the report by RFID number, click the RFID column heading. 10

Eligible animals report Select Eligible animals from the Reports list on the home page, then click Go. V When would you do this? To identify all animals with EU eligibility. Choose the Output type.

12 Eligible animals report Select Eligible animals from the Reports list on the home page, then click Go. V When would you do this? To identify all animals with EU eligibility. Choose the Output type. If you choose to view the report on-screen you will receive it in a few minutes. If you choose an report, you will receive it in about 2 hours. Paging Enabled displays 20 records at a time. If there are more than 20 rows in a report, multiple pages are generated. These can be accessed by clicking the Next page button. Paging Disabled allows a user to view all records within a report. Type in the PIC you want to view, then click Go. For each device, the report will return: E PIC E RFID and NLIS ID E EU status 11

13 European Union (EU) PIC status report There are two ways to find out if a PIC is EU eligible: 1. you can run the EU PIC status report, or 2. create a file containing the relevant details, then use the EU enquiry option to upload this to the NLIS Database (see page 13). To run the report, choose EU PIC status from the Reports list on the home page, then click Go. V When would you do this? If you are an EUaccredited facility, you will need to check the EU status of animals moving onto your property. Choose the Output type. If you choose to view the report on-screen you will receive it in a few minutes. If you choose an report, you will receive it in about 2 hours. Paging Enabled displays 20 records at a time. If there are more than 20 rows in a report, multiple pages are generated. These can be accessed by clicking the Next page button. Paging Disabled allows a user to view all records within a report. Type or paste in one or more PICs, then click Go. The database will return the EU eligibility status for each PIC as Yes or No. 12

14 European Union (EU) PIC enquiry To obtain the report using the EU enquiry option, first create a file on your computer containing all the PICs you are enquiring about. The file must be in a specific format. Information on how to create this file, and on accepted file formats, can be found by clicking the Help button on the screen below. Once you have created the file, log in to the NLIS Database. Select EU enquiry from the home page, then click Go. Click Browse and find the file on your computer, confirm it is the correct file then click Continue to send it to the database. The database will you a file showing the EU status of the PICs you listed. 13

Extended Residue Program (ERP) report for a single PIC There are two ways to find out the ERP status of a particular PIC or device: 1. you can run the ERP PIC status report for a single PIC, or 2.

15 Extended Residue Program (ERP) report for a single PIC There are two ways to find out the ERP status of a particular PIC or device: 1. you can run the ERP PIC status report for a single PIC, or 2. for multiple PICs, create a file containing the relevant details, then use the ERP enquiry option to upload this to the NLIS Database (see page 15). To run the report, choose ERP PIC status from the Reports list on the home page, then click Go. V When would you do this? To identify animals that require testing at slaughter. Choose the Output type. If you choose to view the report on-screen you will receive it in a few minutes. If you choose an report, you will receive it in about 2 hours. Paging Enabled displays 20 records at a time. If there are more than 20 rows in a report, multiple pages are generated. These can be accessed by clicking the Next page button. Paging Disabled allows a user to view all records within a report. Type in the PIC you want to enquire about, then click Go. 14

ERP enquiry for multiple PICs If you want to check the ERP status of more than one PIC, it may be quicker to send a file to the database containing a list of PICs you want to enquire about.

16 ERP enquiry for multiple PICs If you want to check the ERP status of more than one PIC, it may be quicker to send a file to the database containing a list of PICs you want to enquire about. First, create a file on your computer containing all the relevant details. The file must be in a specific format. Information on how to create this file, and on accepted file formats, can be found by clicking the Help button on the screen below. Once you have created the file, log in to the NLIS Database. Select ERP Enquiry from the home page, then click Go. Click Browse and find the file on your computer, confirm it is the correct file then click Continue to send it to the database. The database will you a file showing the ERP status of the PICs you listed. 15

Viewing your current holdings This report can be used to monitor cattle transferred to your facility but not yet recorded as deceased, or to ensure that all slaughtered cattle have been moved off

17 Viewing your current holdings This report can be used to monitor cattle transferred to your facility but not yet recorded as deceased, or to ensure that all slaughtered cattle have been moved off your current holdings and recorded as deceased. Select View my current holdings from the Reports list on the home page, then click Go. Choose the Output type. If you choose to view the report on-screen you will receive it in a few minutes. If you choose an report, you will receive it in about 2 hours. TIPS Once the results are displayed, you can customise the report. To do this, click on the Column Display button, then select only the fields you want to see. You can also choose how to sort the information. Clicking on any column heading will sort the report by that field. For example, to sort the report by RFID number, click the RFID column heading. Select the PIC you want to view holdings for, then click Go. 16

Viewing your transaction history After you log in, you can view a list of all transactions you sent to the NLIS Database and check whether your files were processed successfully.

18 Viewing your transaction history After you log in, you can view a list of all transactions you sent to the NLIS Database and check whether your files were processed successfully. To do this, select View my transaction history from the Reports list on the home page, then click Go. V When would you do this? To check the details of a transaction you sent to the NLIS Database. For example you may want to check: which file you sent, and when you sent it if a transaction was processed successfully if there are any problems within the file you have sent Choose the date range for the transactions you wish to view, then click Continue. A list of your transactions will be displayed. You can view the contents of files you sent to the database, find out about any problems with your transactions, or sort the data to find the information you need quickly. the Upload ID of a transaction, so you can follow it up with MLA. See Viewing files on the next page for more information. 17

19 Viewing files View the contents of a file by clicking on the file name or entering an Upload ID. Finding out about problems The list clearly shows the status of each NLIS Database transaction, and it s easy to find out about any problems by clicking on the status. Sorting information You can sort and control the amount of information that is displayed on-screen, to find what you need quickly. If you want more information about sorting report information, click the Help button. 18

Contact Information NLIS Database Helpdesk The NLIS Database Helpdesk is provided by Meat & Livestock Australia (MLA) and is open 8am 6pm AEST, Monday Friday.

by: Phone on 1800 654 743 Email nlis.support@mla.com.

20 Contact Information NLIS Database Helpdesk The NLIS Database Helpdesk is provided by Meat & Livestock Australia (MLA) and is open 8am 6pm AEST, Monday Friday. If you are having trouble with any aspect of the database and can t solve the problem by using the Help buttons on the website, make a note of the Upload ID and your User ID then contact the Helpdesk by: Phone on nlis.support@mla.com.au NLIS State Co-ordinators For information regarding the rules governing NLIS, contact your local State Department: New South Wales Department of Primary Industries NSW Hotline: enquiries.nlis@dpi.nsw.gov.au Northern Territory Department of Primary Industry, Fisheries and Mines Phone: ntnlis@nt.gov.au Queensland Department of Primary Industries DPI Call centre: NLIS_admin@dpi.qld.gov.au South Australia Primary Industries & Resources of South Australia NLIS Hotline: pirsa.nlisdatabase@saugov.sa.gov.au Tasmania Department of Primary Industries, Water & Environment Phone: John.Cameron@dpiwe.tas.gov.au Victoria Department of Primary Industries Helpline: nlis.victoria@dpi.vic.gov.au Western Australia Department of Agriculture Phone: nlis@agric.wa.gov.au NVD/Waybills and LPA Hotline For information on National Vendor Declarations, contact the NVD/LPA Hotline below: Phone: Fax: lpa@mla.com.au NLIS is an initiative of SAFEMEAT, the partnership between the Australian meat and livestock industry and State and Federal governments. Meat & Livestock Australia manages the NLIS Database on behalf of SAFEMEAT. Funding partners of the NLIS Database include: Due to continued enhancements to the NLIS, information contained in this document may become out of date. To obtain the most recent version, contact the NLIS Helpdesk on or go to the NLIS website: This publication is published by Meat & Livestock Australia Limited ABN Where possible, care has been taken to ensure the accuracy of information contained in this document, but MLA cannot accept responsibility for errors in the accuracy or completeness of the information. Reproduction of this material is permitted with due acknowledgement of MLA. Level 1, 165 Walker Street North Sydney, NSW Version 1.0 First published May 2006 ISBN Meat & Livestock Australia ABN

NLIS Database Quick Start Guide

NLIS Database Quick Start Guide STATE DEPARTMENTS OF AGRICULTURE (LIGHT USER)......................1.................. 2 This Quick Start Guide will help you become familiar with the key functions available