VetCheck 5.2 for Windows

Transcription

1 VetCheck 5.2 for Windows

2 Vetcheck 5.2 a management tool for progressive dairy farms Manual produced by the VetCheck Community Vetcheck software helps to manage daily task s in dairy herds - for individual cows, or for the entire herd. Herd performance can be track ed, and comparisons can be made between herds. This manual provides guidance in how to use the software, as well as practical tips for efficient daily use. See the online Help System for additional assistance - by selecting Help from the menu, or pressing <F1> for context sensitive help.

3 VETCHECK HELP All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: October 2014

4 I VETCHECK HELP Table of Contents Part I Welcome 2 Part II Getting Started 4 1 Hardware... Requirements 4 2 Installation First Steps... (Unregistered) 4 4 Registration... 5 Part III Herd 7 1 Switch... to Cows or Heifers 7 2 Herd Information Owner... Information 7 4 Personnel Management Herd Records... 9 Herd Records Sum... m ary 9 Standard Operating... Proedures (SOP) 9 Treatm ent Records... 9 Em ergency and... Corrective Plans 10 Deviation Records Bulk Tank Tem... peratures 10 Equipm ent Sanitation... Records 10 Broken Needles Inspection Records Programs Herd Program... s Sum m ary 10 Reproductive... Program s 11 Pre Calving Program Post Calving Program... s 12 Post Calving... Programs Summary 12 BST Example PreSynch Example Seasonal Program Age Related Body Scoring... Program 19 8 Herd Sires DHIA Processing Groups Part IV Edit-Update 24 1 Edit-Update... Summary 24

5 Contents II 2 New Animal Individual... Update 25 Event updating... general 26 General Anim... al Inform ation 27 Anim al Im ages Add-Edit-Delete... Events 29 Anim al Status Print Individual... History 32 4 Multiple... Animal Updates 33 5 Updating... Worksheets 33 Updating Worksheets... General 33 Reproductive... WorkSheet 33 Daily Tasks Pre Calving WorkSheet Age Related WorkSheet Updating... Production Data 36 Manual Update DHI Im port Updating... Growth Data 37 Part V Reports 40 1 Reports... General 40 2 WorkSheets WorkSheets -... General 41 Reproductive... WorkSheet 41 Daily Tasks WorkSheet Pre Calving WorkSheet Post Calving WorkSheet Age Related WorkSheet Open Cow... Report 46 4 Due Cow... Report 46 5 All Cow... Report 47 6 Histories... Report 47 7 Animal... Directory 47 8 Performance... Reports 48 Reproductive... Perform ance Reports 48 Overall Analysis Pregnancy... Rate Trend 50 Pregnancy... Loss Summary 52 Calving Cohort... Reports 53 Cohorts By Date Multi-Herd Comparison Cohort Trends Graph Cohort Tips and Details Production Perform... ance Reports 59 Production... Summary Analysis 59 Production... Detail Graphs 61 Production... Trend Graphs 64 Production... Statistics Calculations 66 II

6 III VETCHECK HELP Culling Perform... ance 67 Body Score Graphs Grow th Graphs Diagnostic... Report Other... Reports 73 Part VI Tools 76 1 Backup Restore User Options Cow Names Import... Program Criteria 79 6 Export Program Criteria User Protocols Language BioCheck Part VII Help Menu 83 1 Help File Manual Support About Part VIII Tips and Trouble Shooting 86 1 Expanding... the Database 86 2 Using... Protocols and Programs 86 3 Daily Tasks... - Practical Use 87 4 Cow Name... Order 88 5 National... Identification System 89 6 Use with... UltraSound 89 7 Speedy... Data Entry 89 8 Using... "Navigator Buttons" 90 9 Error Messages Getting... Support Un-Install Index 92

7 Part I

8 2 1 VETCHECK HELP Welcome Welcome to the VetCheck Community! VetCheck users have made the VetCheck program what it is today and are involved in the ongoing development. VetCheck is designed for use with Windows XP, Windows Vista, Windows 7, or Windows 8. See more details under Hardware Requirements. VetCheck allows dairy producers and their advisers to track and administer many types of programs to improve the health and production of dairy herds. Action lists and examination lists can be customized for the dairy herd, and progress can be monitored. The basic VetCheck program is free, with the database size limited to 50 cows and 50 heifers. For support or expanding the database size, see the Getting Started chapter of this manual. Up to date information on VetCheck and its features can be found at the web site You may also us, or call (715)

9 Part II

10 4 VETCHECK HELP 2 Getting Started 2.1 Hardware Requirements VetCheck will run in Windows XP, Vista, Windows NT, Windows 7, and Windows 8. The current version is generally not compatible with Windows 98 or earlier. If you have existing data on old Windows versions from previous versions of VetCheck, contact us for assistance. Memory and disk storage requirements for VetCheck are relatively modest and will not normally be an issue if your computer can run other programs under Windows. 2.2 Installation Initial installation will always be the "unregistered" VetCheck. ANY ANIMALS OR DATA ENTERED WILL BE PRESERVED WHEN AND IF YOU REGISTER, OR EXPAND YOUR DATABASE SIZE. You will initially have a database size limited to 50 cows, 50 heifers, AND 50 saved cull records (culls can be heifers or cows). CAUTION: if you have data from a previous installation of VetCheck, a new installation may block your access to the previous data. If previous VetCheck data is present, do NOT install a new copy of VetCheck, but instead you should perform an upgrade your computer. Installation From Internet Download: After a successful download you will have one or more files on your hard drive, stored in the directory or "folder" of your choice. If you downloaded directly to your desktop, normally you will have a file named something like "VCSetupEN.exe", which will appear as an icon on the desktop. Select the icon to install. If the installation file is located in a folder, browse to find the file (e.g. use "My Computer"), and select the installation file and run it. Installation From a CD: Place the installation CD in the CD drive. Locate the installation file (vcsetup.exe) to run it. WINDOWS versions past XP: Right Click on the installation file or its icon, select "Properties" and the Compatibility tab. Make sure that the selection for the setup or install file is compatible with Windows XP. Run as "administrator. IMPORTANT: Once the VetCheck program is installed, the first time you use it, you will AGAIN need to Right Click on the program or its icon, select Properties and the Compatibility tab and select compatibility for Windows XP. This needs to be done only once. You should also run the VetCheck program as an "administrator." (If you are prompted for the administrator permission every time you run VetCheck, you can try setting "Run as Administrator" under properties, but some systems with high security settings will always ask if you are the administrator.) You may Un-Install VetCheck with a provided utility. 2.3 First Steps (Unregistered) 1. Install the unregistered version as described above. 2. Test the menus and reports using the small sample herd included with initial installation. 3. Change the Herd Information, Owner Information, and other settings under the Herd tab to match your own situation. These settings will be preserved after you register or expand your database.

11 Getting Started 4. Similarly, update your User Options, found in the Tools menu. These options set up your treatments, protocols, and other choices that are presented while entering data. 5. Remove all or most of the sample cows, and start your new cows. Practice makes perfect. Soon you will be spending LESS time with record keeping and have MORE useful information at your fingertips! Consider the advantages of registering. 2.4 Registration Registration is required in order to expand the database size beyond 50 cows, 50 young stock and 50 saved cull animal records. However, smaller herds will benefit from paying the low registration fee which makes you eligible for support, phone, support, and software upgrades. You will need to select a Regional Center when you register. This enables you to share and compare information with a group of herds, and will be your main contact for support. Regional Centers are veterinary clinics or other businesses that serve the dairy community. Some of these centers only allow their regular clients or local dairies to register VetCheck under their name, while others such as VC International itself (the main producer of VetCheck) has many members of its center from around the world. Contact VC International for a current list of Regional Centers. Registration fees vary with herd size. You can check out current pricing and submit your registration information via VC International web site,by , or by calling (1) After submitting your registration information, you will receive a registration file and then simply select "Register" under Help-About (no password needed). If you later need to enlarge your database size beyond the size you initially registered for, contact VC International for a release password and instructions at: support@vcidairy.com. 5

12 Part III

13 Herd 3 Herd 3.1 Switch to Cows or Heifers In many parts of the VetCheck program, it is possible to work with both heifers and cows at the same time. However, you will generally want to be working with the heifers or cows separately. Switch from one group to the other by clicking on the words COWS or HEIFERS in the Status Bar at the bottom of the screen. The shortcut function key <F3> can also be used to toggle between heifers and cows. Note that when you select to work with "heifers" you can work with ALL animals in the herd that have lactation number 0, which includes heifer calves, steers, bulls, and free-martins. 3.2 Herd Information Here you can set up the default breed for the herd. You can also set the "type" of herd. Herd "types" can be set up under Tools-User options, and typically refer to herd categories such as Grazing", "Bull Bred", or other designations. In the upper right of this dialog box, a number in bold print shows the computer herd number for the current herd. The Country Code is based on the ISO-3166 standard and is used by some countries as part of the official identification for the premises and animal. Enter the country code for the location of this herd. Some codes are: USA Canada Spain Portugal France The Regional Code and Premise ID may be officially assigned by a government agency and may be part of the official herd and individual animal identification. "Herd Notes" are for convenient reference. For example, a list of reports to be run monthly or other herd information can be stored here and viewed when needed. The "Herd Size / Limits" button provides information on your current herd or "database" size, and the limits in place, along with information on how do reduce your database size or how to arrange for expanding your database limits. Herd information is broken down showing cows, youngstock, bulls, and saved culls. 3.3 Owner Information Under Owner Information, there is both a "farm name" and an "owner name". The "farm name" is used by Regional Centers to distinguish VetCheck farm users. The next entry, "owner name" is displayed at the top of most reports. The address entered here may be used when exchanging or even data with other VetCheck users or a Regional Center. 7

14 8 3.4 VETCHECK HELP Personnel Under Personnel, you can assign the default veterinarian for this herd, as well as other personnel used by the herd. In the "Personnel Type" column, click twice to see the drop down arrow and list of types of personnel. If the personnel type is "inseminator", the person listed will be a selection when breedings are entered in this herd. 3.5 Management "Management Policies" will be reflected in performance reports and other areas. Dry period length is used to recommend dry dates. The desired age at first calving is used as a standard for the heifer breeding program. The "Heifer Breeding" section lists the goal "Age at 1st Calving" (for example 24 months), and the "Age to start breeding". These entries affect reproductive economic analysis. The "Age to start breeding" (for example 13 months) sets the starting point for calculating the Pregnancy Rate Report for heifers. The cow "breeding window" is used to determine success in the breeding program. The breeding window often begins at about 60 days (often called the "Voluntary Waiting Period", or "VWP"). In order to determine breeding success, each herd can set up its own goal for the end of the breeding window. This should be set at a point where the herd suffers significant economic penalty due to a prolonged calving interval. For example, a VWP of 60 days and a goal to end breeding at 186 days calved results in a breeding window length of 127 days, which is at 6 months since calved, or about 6 breeding period opportunities of 21 days each. If you enter a length of breeding window of 126 days and a VWP of 60 days, the end point is calculated for you (185 days). Likewise, you can enter the end of the breeding window and the length will be calculated for you. Dry Periods set here will affect the recommended dry off date on the Due Cow Report. Production graphing scale defaults are set here. For example, a minimum milk value of 20, and a maximum of 120, would result in a milk production graph scale that can show values from 20 to 120 pounds of milk. Under "Economics" you can enter data that will be reflected in some reports. For example, the milk price is used to calculate projected annual gross income on the production summary report. If select "Metric" in Tools-User Options-Misc, the milk price and production reports will be per liter (body weights will use kilograms). Otherwise, milk price is per 100 pounds and animal weights are in pounds. For treatment and protocol defaults you can choose between "Given" or "Recommended". Generally users should select "Recommended" as the default for entering treatments and protocols. Whatever default is selected, the user has either option when entering the treatments or protocols for individual animals. The advantage of "Recommended" is that dates in the future will NOT be recorded in the animal record since they may be skipped for various reasons, but they can be easily updated using the Update Daily Tasks Worksheets. The advantage of "Given" is to save time when not using the Daily Task Report, but tasks skipped should be manually erased from individual cow records. Both "Given" and "Recommended" treatments will appear on the Daily Task List Report, but those already listed as "Given" will be marked "RECORDED" on the task sheet, and they will not appear as available for updating on the task sheet.

15 Herd 3.6 Herd Records Herd Records Summary 9 Herd Records allow each herd to view, edit, create and print many kinds of customizable herd records. Most of these records are for the herd as a whole, except for the Treatment Record, which references individual animal records. While the template SOP's and other herd records are based on the Canadian Quality Milk program, they are easily customized by the VetCheck user and are useful for any region. All of the herd records in VetCheck should be kept on every dairy in some form (paper or electronic), and these records may be required on some farms. Some records, such as the SOP's and the Treatment Record, are especially convenient as VetCheck electronic records. Data entry except for treatments is found under Herd-Herd Records. Modify and add new treatments for the herd under Tools-User Options (regional centers have a single treatment list which applies to all herds). Individual animal treatments are entered in the same way as other animal events in VetCheck. Reports for all the herd records are printed using Reports-Other Reports-REPORTS, and selecting the Herd Reports tab. In the case of SOP's, the entire list of SOP's is printed by the report SOP (all). To print individual SOP's to paper or in a variety of file formats, use the Print SOP button under Herd-Herd Records-Standard Operating Procedures Standard Operating Proedures (SOP) The seven SOP templates provided with VetCheck can easily be customized. For example, SOP #7 for Treating Cattle is very general, and can provide the basis for creating specific SOP's for treating a variety of conditions. There are two grids. The grid at the top lists the Type of the SOP, its number within that type, and the date. These 3 items must be unique. You may edit, delete, and add new SOP's using the navigator buttons at the top of the grid (pause the mouse over them to see their function). To keep a historical record of SOP's that have been used on the farm but will now be modified, make a copy (use the Copy SOP button) and then modify the copy as needed, including the date for the new SOP to go into effect.the default type' for the default SOP's provided for you use is CQM which stands for Canadian Quality Milk. As you review and modify these SOP's for your own use, we recommend that you use a different abbreviation for the type. It is optional to keep the original CQM SOP's since it can be a handy reference. Use the "Copy SOP" button to create a copy for your own modifications. The Title, Name and Footer columns will displayed on the report, as will the SOP steps from the bottom grid. The bottom grid lists the steps that belong to the currently selected SOP in the top grid. Just as with the SOP's themselves, you can edit, delete, and add steps using the navigator buttons. Enter the step detail in the lower right side box. The step number will determine its order on the SOP report. To view the SOP steps together, select the Print SOP button. From here you can print to paper or to a file using formats such as PDF or RTF. Many word processors such as Microsoft Word will allow users to further edit RTF files Treatment Records Treatment records are not entered under the Herd Records menu, but are entered for individuals or groups of animals under Edit-Update-Individual. Modify and add new treatments for the herd under ToolsUser Options. Reports including treatment details and milk and meat holding are found under ReportsOther Reports.

16 VETCHECK HELP Emergency and Corrective Plans Unfortunately serious deviations from the designed outcomes can occur. Use this section to record the plan of action when things do not go right. For example in case of a fire or other disaster, list who is called and what is done for the safety of humans and animals. Other deviations from a quality milk perspective include planning steps when one discovers improper cooling of milk, sanitation errors, or the accidental shipping of milk or animals with a residue. Who is called and what are the 1st steps? Deviation Records This is a place to document actual events that needed correction. Rec. By refers to the name or initial of the person documenting the event. Two memo fields allow extensive detailing of the problem and its correction Bulk Tank Temperatures These temperatures are generally required and maintained at the farm on paper when milk is picked up. If such a system is not adequate, VetCheck can record and print a virtually unlimited record of bulk tank temperatures Equipment Sanitation Records Sanitation records include inspection notes for all parts of the milk collection and storage equiopement. Such records are usually maintained by equipment inspectors, but can be kept electronically in VetCheck if desired Broken Needles Broken needles could be left inside an animal. While this is fortunately a very rare event on dairy farms, it is important to maintain a written or electronic record of these events to include with the future shipping of animals Inspection Records This is a very flexible and customizable record which can record any type of inspection, the date, inspector name and inspection notes. For example, record general dairy inspections, water wash system inspection, water analysis results, or other records. A generalized inspection report can then be printed from the Other Reports menu. 3.7 Programs Herd Programs Summary Herd Programs are sets of rules for making action lists for the herd. In VetCheck, these action lists are called "worksheets". The worksheets are printed (see Reports - Worksheets), and the work is often recorded on the worksheet as it is performed. The work listed on the worksheets can be updated using special update features under Edit - Update. Selecting Herd - Programs shows the following types of customizable herd programs: Reproductive Programs

17 Herd 11 Pre Calving Programs Post Calving Programs Seasonal Program Age Related Program Body Scoring Program These programs are set up for each individual herd. You can also use a program developed for a different herd by selecting Tools - Import Program Criteria. Here you can import a program from a file generated by a different VetCheck user, or obtained from the VetCheck web site ( You can make a file to transfer any of your herd programs to other VetCheck users by using Tools - Export Reproductive Programs Under Herd - Repriductive programs, set up criteria for reproductive exams listed on the Reproductive Worksheet Report. The entry for "Heifer exams - age in days" will determine when open heifers appear on the Heifer Reproductive Worksheet. You can select a policy for rechecking pregnancies after and entry of "P1" under uterus. Under "Pregnancy Recheck - days bred", enter the minimum number of days bred when the recheck will normally be performed. For individual cows you can over-ride the recheck wait time by entering "recheck" at the time a palpation is entered. If you wish to recheck all cows at the next opportunity, leave this entry at "0". "Anestrus since calved" designates the number of days after calving when a cow will be listed for "no heats". Similarly, "anestrus between heats" designates the number of days after a reported heat or breeding when a cow will be listed for having "no heats". You can set up exams for pregnant cows, based on their due date (listed as "Exam Before Due", and often referred to as a "dry off exam"). Enter a number for the "PG cow exam -days before due", and the exam will be listed when the worksheet date is within that number of days before the cow's due date. After an exam has been recorded, the animal will not repeated for additional "Exams Before Due". EXCEPTION: you can enter the number "999" and pregnant cows will ALWAYS be shown on the worksheet, as soon as they are diagnosed pregnant, and continue to appear even if an exam for a pregnant cow has been entered. To AVOID all "Exams before Due", after a "0" for days here. If you wish to list cows on the worksheet that are recently bred but not yet ready for a pregnancy exam, check the box for "Recently bred cows on worksheet". Cows reported in heat after a breeding will still be called up for a pregnancy exam. This may be the safest option, but you can remove these cows from the next worksheet by checking the box to "skip pregnancy exam if heat reported". TIP: To select all open cows on reproductive worksheets, enter a zero for all selections except "pregnancy exam since bred", and check the box "Recently bred cows on worksheet". You can enter the usual days for a pregnancy exam, because the cows that are bred too recently for a pregnancy exam are listed as "recently bred". The "Palpation Order" selected allows one to designate the order for ovary and uterus to appear

18 12 VETCHECK HELP on worksheets and data input screens for the herd. RO = Right Ovary and LO = Left Ovary. BREEDING CODES BUTTON Use the navigator buttons to add (+) or delete (-) breeding codes to use for each herd. The breeding codes listed here will appear as selections when entering a breeding. Use breeding codes to designate breeding protocols or signs for later analysis of breeding success. For example: "CIDR", "OvSynch", or "Natural". You are limited to 8 characters. Select Reports - Other Reports, and then the folder for reproductive reports in order to view reports that analyze breeding success according to Breeding Codes or other criteria. Until a palpation is recorded, all breedings have an "undetermined" success status (they will not be included in calculations of Pregnancy Rate or in a Breeding Codes Analysis report). Palpations performed on or after the days set up for pregnancy exam will determine the success or failure of a breeding, and a breeding after a previous breeding designates the first breeding as a "failure" Pre Calving Program The Pre-Calving Program allows one to designate when treatments, protocols or other procedures should occur BEFORE calving, such as vaccinations during the dry period. You can enter any procedure or treatments, but in order to maintain consistent treatment information it is recommended to select a treatment from the "drop down list" (click on down arrow) these treatments are set up under Tools - User Options. For procedures that are repeated during every lactation cycle, the box "Initial time only" should be left at its default of "False". Treatments done once in a lifetime, should have "Initial time only" set to "True". As an example, ScourGuard vaccine requires two vaccinations during the dry period in the first year and one vaccination during the dry period in following years. Set up "Annual ScourGuard" at 60 days before calving and leave "Initial time only" set to "False". Then set up "ScourGuard Booster" for 25 days before due and set "Initial time only" to "True". The procedures in the pre-calving program will appear on the Pre-Calving Worksheet or on the Daily Tasks Worksheet with their recommended action date Post Calving Programs Post Calving Programs Summary Use the Post Calving Program to create lists of selected animals, or to define when treatments, protocols and other procedures should occur during a specific time frame after calving. There are many applications for Post Calving Programs, which are used to produce Post Calving Reportss, and can be optionally included on Daily Task Worksheets. See the examples of setting up a BST Program, as well as a PreSynch Program. You can import programs from other herds, or from our web site: To see the programs available for the current herd, select Herd Programs Post calving. The program names ("report names") are displayed in the grid. To add a new post calving program, select the "+" from the "navigator buttons" at the top of the grid. To remove a program, select the "-" from the navigator buttons. The initial "Criteria" dialog specifies how cows are selected for the Post Calving Reports or for the Daily Task Worksheet. As shown on the criteria screen, cows can be selected based on

19 Herd days calved, reproductive status, health status, and production level. Leaving values at zero eliminates a criteria from affecting the selection list. Some programs, such as one to set up a first breeding, may only occur once, but others may need repeated listings for the same animal. If the "number of times" is set to "999", cows will continue to repeat on the future lists as long as the criteria for selection are met (e.g. BST program). Set the desired "administration interval" for programs that are repeated for individual cows. SUMMARY OF SCREENING CRITERIA (used to include/eliminate cows from post calving or daily tasks list) All programs -Days calved (min and/or max) - if PG, remove within "x" days of due date - must NOT be bred - must BE bred - must be CONFIRMED PG - last reported milk test (min and/or max) - last reported SCC test (min and/or max) - meets a minimun body score last scored - under a maximum suggested daily weight gain Programs calling for a reproductive treatment or protocol (e.g. Pre-Synch) - generally these programs should be set for "number of times" = 1, and checked for "Not bred" - in addition, cows marked "To be Culled" or currently already scheduled for a recommended REPRODUCTIVE protocol will automatically be removed from a Post Calving Program which calls for a reproductive treatment. Scheduling tasks for particular days of the week or particular weeks of the month is possible, by using the Criteria Screen and setting up the day of the week to start and/or the week to start. For example, to start a program every two weeks on Mondays, check only the box for Monday, and select "Alternate" for "Week to Start". In the grid listing the program names, enter a date started to coincide with a valid report date, so the correct week is set as a starting point for "every other Monday". You could start groups every 7 days by entering "Every" for week to start, "7" for "days between groups", and still repeat treatments only every 14 days for individual animals by entering "14" for "administration interval". SETTING UP POST CALVING REPORTS When you select the "Reports" button from the criteria screen, the items on the left side refer to the output on Post Calving Reports. Post Calving Reports are run for one Post Calving Program at a time. Using the criteria for each program, it is possible to create lists that are customized versions of the standard reports, such as the Open Cow, Due Cow, and All Cow reports. These lists are compact, listing up to 3 columns of information for each animal and include two animals per line, so many animals fit on a page. Select from many choices the columns you wish to show on the Post Calving Report. TIP: often it is useful to select "Blank Line" for one of the columns to provide a place for checking off cows or entering notes. One could also create lists of cows with various reproductive statuses, mastitis problems, or milk production levels. SETTING UP DAILY TASK REPORTS When you select the "Reports" button from the criteria screen, the items on the right side refer to the output on Daily Task Reports. When the Event Type is a "Treatment" or "Protocol", the Event Detail lists the possible treatments or protocols for potential inclusion. To include the selected treatment or protocol on the Daily Task Report, check the box to "allow on daily tasks". Any programs allowed on Daily Tasks can be reported together with other worksheets and recommendations, or you can print Post Calving Program treatments separate from other 13

20 14 VETCHECK HELP recommendations. Another advantage of including treatments and protocols on Daily Task Reports is that these reports can be updated easily through the Daily Task List update, as in the BST and PreSynch examples. Errors/Troubleshooting on Post Calving reports: Common errors and items to check: 1) Not able to find how to update the treatments or protocols on the worksheets. - If you print a Post Calving worksheet in the reports menu, there will not be a corresponding worksheet under Edit-Update-Worksheets. If you wish to update treatments from Post Calving Programs, you can 1) select multiple animals for protocols or treatments from the Edit-Update animal selection grid, OR 2) Use the Daily Task List (be sure you set "DailyTasks?" to "True" in the Criteria dialogue). You can print or preview a Daily Task Report restricting the output to Post Calving programs or in combination with other recommendations. 2) Program designed for alternate weeks is coming up on the wrong week. - Check to see you have the appropriate scheduling choice in the "Reports" dialogue. Do you want the 1st and 3rd week of the month, or do you want ALTERNATE weeks, which vary when there for example a fifth Monday in the month? If you have selected alternate weeks and wish to change the week, add or subtract 7 days in the "date modified" column of the report grid. 3) Missing cows on the report or for updating in Daily Tasks. - Examine the detailed history of the "missing" animal and compare to the criteria for inclusion - Especially note the reproductive status. Even if the reproduction check boxes in the Criteria dialogue are not used, reproductive protocols or treatments as designated under User Options will be dropped from tasks if an animal is bred or found pregnant. This protects such animals from receiving reproductive treatments, and can prevent the completion of a protocol that has already been started. (For this reason it is wise to update breeding and exam information prior to printing task lists).

21 Herd BST Example This BST WORKSHEET has been customized to start cows on BST 70 days or more after calving, and to stop listing a cow for BST when she is 90 days from calving, to give a little extra time before the dry period. Within this time frame, cows should "continue repeating", so the "Number of times" is set to "999". The interval of administration is 14 days. The "days between groups" will allow cows for a program to be grouped for treatment. In this example, the "days between groups" is 7, so cows will be listed for BST once per week on the same day of the week (every Monday). OTHER OPTIONS: 1)you could set the "days between groups" to "0" or "1", and create reports for each day, Monday thru Friday, to start new cows on each of those days, 2) you could start a group every 14 days by setting "days between groups" to 14 and "Week to Start" to "Alternate" (the first week begins after the "date started" or "date modified" date in the grid). The interval between treatments for each cow could remain at 14 days. The BST WORKSHEET in this example has restricted the selection of cows to those with a body score of 2.5 or higher. If there is no body score within 60 days, this restriction is ignored. Another option, not used here, is to designate the "minimum weight gain required" in place of body score. Based on the entries in Programs - Body Scores, the computer estimates the daily weight gain required. A body score of 2.75 would meet the body score criteria in the example above. However, if the there are only 50 days left until the dry period and the goal body score at dry off has been set to 3.5, the computer would calculate that a body score of 2.75 is too thin to achieve the goal weight, and so remove her from the BST recommendations. Clicking on the "Reports" button allows you to customize the appearance of cows selected for BST on either Post Calving Reports or the Daily Task List. For example: 15

22 16 VETCHECK HELP For this herd, Posilac will be administered to the entire group on Mondays in a process completely separate from reproductive protocols, so the decision has been made to NOT allow cows from this program to be combined with reproductive treatments, and the box for "Allow on Daily Tasks" is NOT checked. A more useful report will be the Post Calving report, where 3 useful columns of information can be selected for display. In addition, the Post Calving Report will show any notes you enter under "usage notes". See the PreSynch example for a program where reproductive treatments are combined on the same daily task Report with other reproductive recommendations PreSynch Example Cows can be prompted as candidates for various breeding programs. In the "Criteria dialog" below, a herd has been set up to start on a "Presynch" program after 30 days calved, but before 44 days calved. Cows must not be bred if they are to start the program, and the number of times a cow can be in the program is just once. Note that the program is set up for administration once every 14 days, on every other Wednesday after 10/23/03 as a starting point..

23 Herd In the "Reports dialog" shown below, this Presynch Program is set up so on Post Calving reports, here will be a "Days Calved" column and a blank to check off when a cow has been started. The Daily Tasks Report is also allowed for this program. On the right side of the Reports dialog (shown below), a protocol is selected and the check box for "Allow on Daily Tasks?" is checked. When a Daily Task Report is run, you have the option of showing recommendations separately, or together with other treatment recommendations. For example, reproductive treatments and protocols may be recommended at the time of cow examinations, and in addition treatments may be set up by the Post Calving program. The Daily Task report is a "smart" report, eliminating reproductive treatments from the Post Calving programs if specific individual recommendations have been made. 17

24 VETCHECK HELP Seasonal Program Seasonal Programs are set up as reminders on a monthly basis. Select Herd Programs Seasonal. Enter the month number for a reminder (9= September, etc.). These reminders appear at the top of the reproductive worksheet printed in the month of the reminder, as well as the month previous and following. These reminders are typically used for vaccinations, deworming, progress reviews, and other seasonal programs Age Related Age Related Programs are set up to remind that a procedure or treatment needs to be performed within a particular age range. Both heifers and lactating cows can be selected for the Age Related Program, as in the example below.

25 Herd 19 The procedures in the age-related program will appear on the Age-Related Worksheet, or on the Daily Tasks Worksheet for the appropriate time Body Scoring Program The Body Scoring Program is accessed from Herd - Programs - Body scoring. The "weight for a full body score point" reflects the average weight change (e.g. from a 2.5 to a 3.5 body score). Coupled with the "target body score at dry off", this allows the computer to calculate the required daily weight gain for any given cow, based on her scheduled dry off date. The upper and lower limit for body scores on graphs should be set to include the full range of possible body scores that will be used and graphed. 3.8 Herd Sires A current sire inventory is listed under Herd-Sires. Here you can view and edit the sire names as well as Inventory, Date Last Used, and Sire Source. If you include a sire name when a breeding is entered, the inventory will automatically be adjusted. If you breed with a new sire, you will be prompted to add it to the herd list.

26 20 VETCHECK HELP Special buttons for managing the sires in the herd are: Sire Sources. This button allows you to manage the selection choices for sire sources. Sire sources can be used in different ways depending on your breeding program. Typically a farm doing their own A.I. will want to see their inventory in each canister, so sire sources could be Canister 1, Canister 2, etc. A farm using natural service can list information about the farm of origin. Others may wish to record the name of the A.I. service company. The first listed "sire source" will be the default for new sires. The order of sire sources listed in the selection list is determined by the number used on the left side of the sire source list. "Update Last Used Info. Updates the column for last use. Needed initially, but last used" information is recorded automatically when new breedings are entered. "Sort. Sort by sire name or last used date. This is particularly useful to mark several sires not used for a long period so you can purge sires no longer in use by using the Remove Selected Sires button. "Remove Selected Sires. This is to purge discontinued sires from long lists to reduce clutter. Paternity records from early breedings are not affected by purging. Use the mouse or selection keys to mark several sires for removal at once. 3.9 DHIA Processing Here you enter the information needed when importing DHI data. Select the DHI center used by this herd from the drop-down list. Each center has a 2 character code. If the DHI center you are using is not listed, contact us: support@vcidairy.com. We can add new DHI formats, and they will then be available for other users. We need a sample text file for importing, a suggested 2 character code for the center, and as much information as possible about the structure of

27 Herd 21 the text file, particularly: - "Comma delimited" or "Fixed length"? - if fixed length, give lengths and locations of data Number of introductory header lines before the "real data" begins Location and nature of any distinctive text in header lines to help confirm correct file type Location and length of fields we need: FarmID: this is the number entered as the "DHI number" Multiple Dates?: indicate if data from more than one date can occur in a single import file DateLine: line number of first line with DHI testing date and location on the line Farm Name: location if present of farm name Test Date -Year, Month, Day: location on the line Cow ID: location and text of cow name MAX 12 characters, will truncate if over 12 characters Lact number, Milk, Fat, Protein, SCC: location on the line Urea: if present, the location on the line Under DHI number, enter the DHI identifier for this herd this is unique to the herd, and will normally appear in the DHI text file to import if it is in the DHI file, it is used to verify the file. Under DHI Data Path, enter the path where data will normally be found on the computer. For example, enter "A:", if on a diskette, or enter "C:\DHIA" if files are downloaded onto the C: drive and put in the C: \DHIA directory. Under "Enter notes" you can put any information you wish this is a convenient place to enter information useful for importing data it is not used by the program but is stored for your reference.

28 VETCHECK HELP Groups Select Groups from the Herd menu, to add or modify group names for the herd. Groups are useful for larger herds, since reports can be printed for a single group or sorted by group, with each new group starting on a new page. The smaller "sub-reports" can then be handled more easily. In some cases, such as the Diagnostics Report and Culling Summary, data can be summarized by group. Cows are most easily assigned to groups under Edit-Update, Individual Update, where all the cows can be viewed in a grid, and filtered by age and culling status. The "Groups" column has a drop-down arrow offering the selection of groups. The group can also be changed individually at the time of entering a dry date, or when you select a cow for update, status change, or edit Basic Data.

29 Part IV

30 24 VETCHECK HELP 4 Edit-Update 4.1 Edit-Update Summary Under Edit-Update in the menu system, you can enter new animals, as well as enter and edit information for animals in the herd. By default, you will be working with the cows. To work with animals that have never calved, switch to "heifers" or "youngstock" by pressing the <F3> function key or clicking with the mouse on the bottom message bar where the word "Cows" appears. This allows you to work with heifers, steers, bulls, or freemartins. Menu options under Edit-Update allow you to do individual updating, updates of worksheets that were previewed or printed, and updates of production data. 4.2 New Animal Select New Animal to start a new cow or heifer file. Required data include the name, an estimate of age or birth date, the sex, and for cows, the last calving date. Heifer calves, steers, bulls, and free-martins are listed with lactation #0. If the animal was purchased instead of raised on the farm, check the "Purchase date" box, and enter a purchase date. Reproductive data is optional. Note that if you are starting several animals, the changes to lactation number and estimated age become the new default for the next new animal, so entering animals in order by age can save time. If you are entering heifers, note that the lactation number should be set to 0. Heifer files are also automatically started when a calving is recorded with a live heifer calf.

31 Edit-Update 4.3 Individual Update The selection grid for animals can contain 23 columns of data for each cow. All columnns except Barn Name are optional to display. In order to view the data for each animal more easily, check or un-check the items you wish to display, and these selections will be the default the next time you do an individual update. To select a cow, use the mouse, "page-up", "page-down", or arrow keys. You can also type in part of her name in the "Find Cow" edit box and then use up and down arrow keys when you are near the correct name. Cows can be sorted in the order you designate, under "View cows in 25

32 26 VETCHECK HELP order by ". By default, the cows viewed are the "Active" cows, which include all cows currently in the herd, including those marked as "To Be Culled". You can also view only the culled cows, by selecting the radio button to show only culled cows. Select a single cow by double clicking on it, or select the 'Update history' button. Once an animal is selected, the history appears with the record pointer at the bottom of the screen pointing to the most recent event. You can then view and modify data for this cow. For a quick update of events that affects the entire herd, you can select all cows for update with the "Select All" button. You can select or un-select a few exception cows by holding the <CTRL> key and clicking the mouse. To update data for more than one cow ata time, see the topica group of animals, hold down the <CTRL> key and click the mouse on each cow you wish to select. To select a series of cows, select one cow using the <Ctrl> key to "anchor" your selection list, and then hold down the <SHIFT> key while you press the up or down arrow to select several adjacent cows. Note that the selection bar appears all the way across the row for each selected cow. The box for "number selected" gives an approximate number of cows currently selected. To see the exact number selected, select the Update Count button before updating the event histories. The event date and information for several cows is entered in the same manner as for an individual cows. Some events, such as calvings, must be entered separately for each animal. Purging groups of animals to reduce the database size is easily done by selecting several animals and then Update History. Choose "Erase' to remove animals entirely from the database. For example, in the selection grid, specify "Culled Cows" to view, and view them in order by cull date. Then select the cows culled longest ago as a group to erase. Many of the items in the cow selection grid can be edited in the Individual Update grid. It is generally quicker to change cow names, sex, ear tags, list orders, cull dates, and so forth by using the selection grid, rather than updating each cow's history. This is also a convenient place to edit group assignments, or to change the way cows are numerically sorted. This is the only place where the current lactation numbers can be edited, subject to the restriction that it must be equal to or greater than the number of calvings in the cow 's record. "Re-assign list order" can be useful to "freeze" the order of cows so they do not change while changes are being made in other categories of identification. To use this feature, make the selection to view cows in order by using the type of identification you wish to modify. Then select "Re-assign list order". This selection assigns a new list order to every cow. Change to view cows in order by list order, and then modify cow names. When finished, you can view the cows in order by name or any order you wish by selecting the desired button under "View cows in order by.." Event updating- general When a single animal is selected, the history appears with the record pointer at the bottom of the screen pointing to the most recent event, and several options appear to maintain the cow record as shown below:

33 Edit-Update 27 This screen is one of several places where the cow group can be re-assigned. Check marks at the bottom of the dialog box designate which events you wish to view in the history file. These check marks will be recalled the next time this herd is selected. Use the buttons at the right to manipulate the cow's file. For example, under Basic Data you can change the cow's name(s), tags, breed, parents, or group assignment. Under Status, you can designate a cull date and reasons. To un-cull a cow, simply change her status to Active or To-Be-Culled. You can also Erase a cow file (no cull information stored). You can double-click on an event, or for the selected line, press the Edit button either action allows you to edit the event. Select Add Event to add an event, or Delete to remove an event from the history. You can remove delete several events at once by using the CTRL anf left mouse button to mark several rows. Note that keystrokes can be used in place of a mouse, as shown by an underlined letter on many buttons. For example, to add a breeding, press the letter 'A' and then 'B'. You can print an individual cow history by selecting the Print Cow button. Each time a cow record is modified (add, delete, or change information), there is a check of consistency of data. For example, if a calving is entered for a cow that has not been bred, an error will appear. There is a short description of the error. You can continue to modify the data, or cancel the pending change. To examine all cows in the herd for consistent data, use the Biocheck Utility General Animal Information When updating a cow, select the "Basic Data" button to view or edit the information that is unique to each animal, such as name, sex, birth date, and parents. The computer number for the cow is in a bold font in the upper right.

34 VETCHECK HELP Animal Images Each animal can have up to 4 images in their record. Easily add new images, view images, or print them by selecting the Image button after you select an individual animal record. This will bring up the Image screen below.

35 Edit-Update 29 Images can be loaded from any source connected to the computer, such as a connected camera or memory stick or from a stored image file. The "JPG" or "JPEG" format works well, but "BMP" files can also be loaded. Select the "Load Image" button to find and load the image into the cow's record. A separate copy of the image is made associated with the cow's record in the VetCheck data files. The image will be available even if the original image such as a connected camera, is no longer available. The first image (upper left) is the default image for this animal, and will be displayed in small size when the animal history is displayed. You can change the default image by selecting any of the 4 images and then select the "New default" button, moving the selected image to the upper left. To print images, and for other image operations such as rotating or cropping images, select the "Open Image" button and the current image will be loaded by the default image program installed on the computer Add-Edit-Delete Events When you update a cow (or several cows) from the "Update History" button under Edit-UpdateIndividual, or from an event button while updating a reproductive worksheet, you can add or edit the events listed below. Calved Heat Bred Palpation Pregnancy Loss Dry Off Body Score Diagnosis Treatment Protocol Comment Embryo Transfer After adding an event, you can continue adding more events without needing to re-select the

36 30 VETCHECK HELP animal, by selecting the "Ok-Continue" button. Calved: Only the date is required. You are allowed to enter single calves or twins, and designate any calves as heifers, steers, bulls, or free-martins. If you wish to start an animal record for the calf automatically, enter the barn name. Parents and grandparents will be part of the new calf record. As instructed in the dialogue box, you can prevent a new calf file from being started by using "?" for the name. This is useful if you will not be recording histories for animals soon sold such as bull calves or free-martins, as well as for calves born dead. If animals will receive a permanent name later, or bull calves will become steers later, it is easy to change the name or sex in the animals selection grid. In the example below, twins included a free-martin for which a health record will be kept, as well as a bull calf who will not have a health record. However, the fact of twins will be part of the cow's calving record. Bred: Only the date is required, but other information can be useful for various reports. If the sire used is not in the drop-down selection list, you can enter the sire name, and it will automatically be added to the sire inventory. The "sire source" is optional when a sire is entered, and if no source was used in the past for this sire, a default "sire source" will appear. You can use the backspace key to return the "sire source" to blank if you wish. Manage the sire inventory list, sire inventory, and sire sources using the menu option for Herd Sires. Palpation: Only the date is required, but other information is normally entered. If you select "P1" under uterus, there will be a routine pregnancy recheck if the cow is not re-bred. A check mark in the "recheck" box ensures a recheck on the next reproductive worksheet in all cases, even if you specified a 21 day wait for pregnancy rechecks in the Reproductive Program. It is convenient to enter a diagnosis, treatment, or protocol here, or they can be entered with more detail if desired as a separate event. If a cow is found PG, an asterisk before the comment makes the 1st 9 characters of the comment appear on the Due Cow Report. This is useful when

37 Edit-Update a condition should be monitored, such as a prediction of twins or sex when using ultrasound. Pregnancy Loss: Only the date is required. If a new lactation should be started, do not use this event, but use the event "Calved" and select "Pregnancy Loss" for the calving type. Dry Off: Cows may be moved to a different group when they are dried off, so you can enter group changes on the same screen as the dry off date. Body Score: Enter the date and a body score that is in the range you set up under HerdsPrograms-Body Scoring. Diagnosis: Only the date and diagnosis are required. You can type in the diagnosis, but it is recommended to select a diagnosis from the drop-down list maintained under Tools-User Options. Creating consistent data will make it easy to summarize that information with the Diagnosis Report. Treatment: The date and treatment are required. Type a treatment name, or for consistency, choose one from the drop-down list. You may select "given" or "recommended" for each treatment - the default depends on your selection under Herd Management. If you select "Given", the treatment will not be listed on the daily task list since it has already been performed. If it is to be performed on the same day, leave the number "0" for the "recommended days". One day AFTER the entered date would be entered as "1" for recommended days, etc. Set up treatment choices under Tools-User Options. The "expiration valid" check box should be checked and is the default. Treatments with an invalid expiration date should not be used. Some treatment reports use this information to indicate if treatments have valid expiration dates. If you enter an asterisk before the treatment comment, the 1st 9 characters of the comment appear on the Due Cow Report. This may be helpful to warn about potential problems, such as Milk Fever. If the abbreviations are short, such as "MF" for milk fever, several notes can appear, subject to the 9 character total limit. Protocol: A "protocol" is a series of treatments which has been set up under Tools-User Options. Enter the date and protocol name. If you type a protocol name, it may not match one already set up, so it is highly recommended to select an established protocol from the dropdown list. As with treatments, a protocol may be "recommended" or "given", and the default depends on the setting under Herd Management. By default, the "started today" box is NOT checked. If you do check this box, the first treatment in the protocol will not be listed on the daily task list since it has already been performed. The number in the "recommended days" box will be the day on which the series of treatments starts (0 days if starting protocol immediately, 2 if starting two days after the entered date, etc.) Embryo Transfer: Enter embryo transfers under the record of the recipient. The due date on the Due Cow Report is based on the breed of the recipient and the transfer date, but you can modify the due date by changing either the gestation period or the "gestation age" of the embryo. When you make changes, a notice reminds you that a new "gestational age" will become the default for future embryo transfers, until modified again. If the recipient delivers a heifer calf the recorded dam is the donor. Tip: after a live heifer birth of an E.T.calf, record the recipient (birth) Dam manually in the calf record - for example under "Basic data" or as a Comment event. Editing and Deleting Events: To edit or delete an event for an individual cow, bring up the cow's history, and be certain that the row pointer on the left side is on the correct row. Then select the "Edit" or "Delete" button. Rows in the cow history without dates can not be edited or deleted separately. For example, a comment entered with a palpation can be edited or removed only by 31

38 32 VETCHECK HELP editing or removing the palpation to which it belongs. As a shortcut for editing, simply double click the currently selected row. To delete multiple events, such as removing an entire protocol, use the CTRK key and left mouse button to select several lines for deletion before using the "Delete" button. If you try to delete a lactation event, you will be warned that all events following the lactation entry will also be removed, as you are removing an entire lactation Animal Status When updating a cow, select the "Status" button to enter culling information, including "to-beculled" status, and culling reasons. You can also un-cull a cow by just selecting "Active". No record is maintained with "Erase". If a cow is "to-be-culled" you need to enter the "decision date", which may precede the actual culling date. An individual cow can be assigned to a different group by selecting the "Move" button. However, it is generally quicker to change groups in the cow selection grid. When moving multiple cows between groups, select multiple cows for update in the cow selection grid Print Individual History Selecting "Print Cow" brings up the "events report" for a single cow, which can be previewed on the screen or sent to a printer. Herd status, breed, age, and parents are listed at the top of the report.

39 Edit-Update 4.4 Multiple Animal Updates To update a group of animals, it is helpful to use the "view in order by" options to group animals together that you need to update. Then to select multiple animals, hold down the <CTRL> key and click the mouse on each cow you wish to select. To select a series of cows, select one cow using the <Ctrl> key to "anchor" your selection list, and then hold down the <SHIFT> key while you press the up or down arrow to select several adjacent cows. Note that the selection bar appears all the way across the row for each selected cow. The box for "number selected" gives an approximate number of cows currently selected. To see the exact number selected, select the Update Count button before updating the event histories. The event date and information for several cows is entered in the same manner as for an individual cows. Some events, such as calvings, must be entered separately for each animal. Purging groups of animals to reduce the database size is easily done by selecting several animals and then Update History. Choose "Erase' to remove animals entirely from the database. For example, in the selection grid, specify "Culled Cows" to view, and view them in order by cull date. Then select the cows culled longest ago as a group to erase. 4.5 Updating Worksheets Updating Worksheets General Updating worksheets from the update menu is quicker and easier than updating individual cow events. Animal names are presented in the same order that they appear on the printed worksheet, and other quick entry features are available. To update cows from a worksheet, select Update Worksheet, and select the appropriate worksheet. If a worksheet is "grayed", it is unavailable for update because a current worksheet is not stored by the computer. To create a worksheet for updating, print the worksheet to paper or to the screen. Worksheets that can be updated include: Daily Tasks Reproductive Pre Calving Age Related Post Calving worksheet reports can be generated, but they can only be updated as a worksheet if they are designated for update through the Daily Task report. See Herd-Programs-Post Calving Programs for a description and example Reproductive WorkSheet For the Reproductive Worksheet Update, the cows are listed to correspond to the last previewed or printed worksheet along with their reason for examination. This makes updating the worksheet quick and easy, as in the example below: 33

40 34 VETCHECK HELP Cows are marked on the screen with a check mark as they are updated, or you can change the check mark by clicking on "Exam Toggle", or simply pressing the "x" key. As you move through the list of cows to update, you can "View" the entire history of a cow, or add an event, or alter the herd status of the cow (cull or to-be-culled). If you need to view a cow's history while updating, You can simply press the <Enter> key while the cow is selected - this will operate the default button which is "View Cow". To edit the details of a cow's record select "Edit Cow". If the reproductive worksheet is not finished, when you return, the worksheet will be displayed with the already updated cows showing a check mark. Only one reproductive worksheet is stored. If you use several worksheets, each for a different group, you can still use the Update Worksheet feature. Simply preview or re-print any worksheet to the screen, using the date of the printed report.this will re-create the worksheet, which can then be updated. TIP: Using letters on the keyboard is often faster than clicking with a mouse. See the tips for "Speedy Data Entry" Daily Tasks When you previewed or printed a Daily Task Report, you have the option of including recommendations or additional programmed actions in that report. For example, recommendations made at a herd exam may be combined with a post calving program like "PreSynch", if you set up the PreSynch program under Herd-Programs with "Update Daily Tasks?" set to True, and if you printed the Daily Task Report with the boxes checked for "recommendations" and for "Post calving Programs".

41 Edit-Update 35 The example below shows an update of a Daily Task List where recommendations have been combined with a Post Calving Program. Double click on an animal name to mark it as not done or done (a check appears in the "Done" column. Edit the date done if it was not done on the recommended date. You may save time by using the "Done to Date" button to update all the tasks up through today's date. Double click a cow marked as "Done" to remove her "Done" check mark. The "Show Individual" button will show all the tasks for the animal in the currently selected row. Select this button again to "show all" animals in the task list. In addition to marking a task as done or not done, you can remove a task from the list entirely, using the "Remove task" button. This reduces any confusion when a task is no longer planned for any reason. Note that newly printed task lists will automatically remove treatments designated as "reproductive" under User Options if the animal was bred, found pregnant or marked "to-be-culled' since the task was set up. You have the option of recording treatments or protocols as completed, even into the future, but use caution in the event plans change. If you select Exit, treatments are not recorded in the animal records, and the green check marks still appear if you return to updating the worksheet later. But if you select Update and Exit, the checked treatments are recorded in the animal record as done, and the task will not appear for updating when you return to work on this task list in the future. Printing or previewing a new Daily task report will refresh the daily task updating screen. See the tips on practical use of Daily Task reports Pre Calving WorkSheet If you have not integrated the pre-calving program into the Daily Action List, you can update it separately here. Each cow's treatment is posted to the data base even if you select to "Return later". If you select "Finished", then the update list is cleared.

42 VETCHECK HELP Age Related WorkSheet If you have not integrated the age-related program into the Daily Action List, you can update it separately here. Each animal's treatment is posted to the data base only after you select "Finished", at which time the list for update is also cleared. If the procedure was performed on the recommended date, you can simply double click anywhere on the line in the grid and the "Date Done" will appear as the "Date Due" if there is no date entered. In case there is already a date entered, double clicking will remove the date. Select "All Cows Done" to mark all cows as done on the due date. 4.6 Updating Production Data You can manually enter milk weights, or import them from a DHI file Manual Update Select Update - Production to enter milk weights and milk test information for a particular testing day: All dates with existing milk production data are listed. Those with an asterisk have already had a production performance summary reported (and stored). You can modify or add to any of the test dates by selecting "Update Selected Test", or you can enter data for a different date by selecting "Start New Test Date". When entering test data in the data entry grid, you can not enter data in the "daily milk" column, because that column is calculated for you, using the test milk you enter, and the "weight multiplier".

43 Edit-Update 37 The weight multiplier should be 1.0 if you will be entering data for the entire day if entering milk weights for one of two milkings per day, enter 2.0 so the multiplier is used to calculate the actual daily total milk weight DHI Import The DHIA information you entered under Herd programs - DHIA is used. File names in the designated directory are displayed. (If a "no file" message is displayed, you may have an invalid directory set up.) Highlight the file name you wish to import, and then go to "Next". The next dialog displays the file information, including: File name, Farm ID number in the file, Date of the file (file last created or modified), Date of Test, and DHI format (2 characters). Verify this information and select "Next". (NOTE: IF YOUR DHI FORMAT IS DESIGNED TO HOLD MORE THAN ONE TEST DATE IN A SINGLE FILE, YOU MAY HAVE THE CHOICE OF WHICH TEST DATE TO IMPORT AT THIS TIME). The DHI data is read from the file. If there is a barn name listed twice in the import file, the data is imported when the first line is read, and when the next line is read for the same cow ID, an error message about duplicating the import information is displayed. The last line found for a given ID is the line that will actually be imported for that animal. After the data has all been read, it appears in a table form. The table includes the barn name, lactation number, and a column to tell you if there was a name match. If the DHI data line name matches a name in the VetCheck program, then the word "True" appears in the Match column, and the data will actually be imported to that animals file in the next step. Animals that show "False" on the match will NOT be imported. The actual integration into the herd data base does not occur until you select the "Finish" button. If you need to correct names that are duplicated or do not match with DHI, you can cancel and avoid the import until later. Finally, there is a column for "Start New". This column provides a way to start a new cow if that cow appears in the DHI im[port file and not in the VetCheck data base. This is especially useful for starting a new herd. Changing the "Start New" column to "True" causes a new cow to be started using the lactation number and name in the DHI file. Birth dates, parents, last bred dates, and dry off dates are also imported if available. If not available, the birth date will be estimated from the lactation number. If you have a problem importing DHI data, or if you have a new DHI center file type you wish to import, contact us. We will support any DHI format, but need a sample text file (fixed length or comma separated), and a description of the type of data and where it is located on each line. DHIA services need an update of your herd with each testing cycle. You can provide a list of all important events, as well as name changes, births, herd additions, removals, etc. using the "MonthlyToDHIA" report. 4.7 Updating Growth Data Growth data can be entered when the heifer or "youngstock" herd is selected. Data entry provides a grid for data entry for a group of animals. From the options shown below, select the type of I.D. you are using for the animals, and select a previous measurement date - or add a new measurement date. When entering the weight and/or height, use the measurement system set up for the herd. If "metric", use Kg and cm, but if "English" use inches and Lbs. VetCheck come with standard growth curves for several breeds in metric and English systems. These can be accessed and edited when you prepare Growth Graphs.

44 38 VETCHECK HELP

45 Part V

46 40 VETCHECK HELP 5 Reports 5.1 Reports General Reports have similar options. The report choices for the Open Cow Report are typical: Particularly for larger herds, it is often convenient to work with one group at a time. To select a particular group in place of the default for 'ALL' groups, select the group from the drop down list. Group names are set up for each herd under Herd Groups, and individual cows are most easily assigned to groups under Individual Edit Identity, but they can be assigned individually when entering a dry date, or when you select a cow for update, status change, or edit Basic Data. The option to show I.D./Breed, will display an additional identification column (the barn name is always shown). The choices may be ear tag, alias, group assignment, breed, etc. On many cow reports, there is an option to show the heifers on the report also. In the event that is a preferred report style for a given herd, the preference is recalled for later uses of the report. If you elect to print the report, you can choose which printer you wish to use (for example, if you have several printers on a network). You may also change printer properties, print to a disk file, or make other typical windows printer choices. After selecting Print, if you check the "Print to File" box, you can select from many file formats, such as: PDF Plain Text Excel Spreadsheet JPEG (Graphic) HTML These reports are saved to the folder listed under "Where". You can also print a "Printer File" directly to a printer port by listing the port (e.g. LPT1) under "Where". This can result in a rapid text version for Dot matrix printers. You can "preview" a report, displaying it on the screen. If you are looking for a particular item in the report, click on the binoculars icon in the task bar above the report. A "Find Text" panel will appear to the left of the report. In place of the words '<Find Text>', enter the text you wish to search for. Buttons are provided to move forward and back through multiple occurrences in the report.

47 Reports 5.2 WorkSheets WorkSheets - General Worksheet reports can be printed on 2-copy paper, so tasks and events can be recorded, and one copy left in the barn while the other copy is used for updating at the computer station. While the Reproductive Worksheet specifies a particular date for the herd examinations, other worksheets specify a "start date" and the "days ahead" to present a range of dates when the work is due. Worksheets include a designation for the herd group (select "ALL" to include all groups), and usually offer an option to include heifers on the worksheet Reproductive WorkSheet If the primary ID is not the barn name, the identification you select will be on the left side of the report, but in addition the barn name will appear on the right side by the comments. At the top of the work sheet, a seasonal reminder will appear if it is on or near the designated month. To prompt up-to-date records, cows that are "overdue" are listed on the report and calving information can be entered here. Similarly, "to-be-culled" cows are listed with a prompt to record culling information. If you checked the box in Reproductive Programs labeled "Recently bred cows on worksheet", cows that are bred, but too early for a pregnancy check, are included. Use the worksheet to record calvings, breedings, palpations, and changes in herd status. Pregnant cows will appear on the worksheet if the option for "PG cow exams" is used under Reproductive Programs. You can print separate worksheets for different groups of cows. The group name appears at the top of the worksheet. 41

48 42 VETCHECK HELP The worksheet for heifers is similar, with the age in months replacing the days since calved. Reasons for exam in heifers includes an exam based on age - generally set up when heifers are old enough to be bred Daily Tasks WorkSheet The Daily Tasks Report eliminates the need to manage many types of worksheets by integrating many worksheets into one convenient place. You will be prompted for a start date and a span of time to include for the daily tasks (days ahead for tasks):

49 Reports Print this report after updating breeding and examination information. Under "Start date" and "Days ahead for tasks", your entries should span the time until the next scheduled tasks would be entered. Generally that will be the span from a veterinary exam and recommendations until the next scheduled veterinary exams. See the tips on practical use of Daily Task reports. For a given herd, the selections on this report will be recorded as the default for its next use. You may use any or all of the four types of tasks: Recommendations: Treatments or protocols recommended at the time of reproductive examinations. Pre-calving programs, age-related programs, or post calving programs: as set up under HerdPrograms. Update the execution of Daily Tasks on the worksheet using the Update Daily Tasks feature. DAILY TASK REPORT - EXAMPLE 43

50 VETCHECK HELP Pre Calving WorkSheet The Pre-Calving Worksheet is designed as a barn worksheet with cow names and recommended action dates for treatments and procedures, such as vaccinations during the dry period. The date of the task is based on the time before the cow's due date. A blank is provided to check off procedures as they are done, or the user can enter the actual date the treatment is done. These procedures are set up in the Pre-Calving Program. One can combine the pre-calving program tasks with other tasks on the Daily Task Report, or use this report by itself.

51 Reports Post Calving WorkSheet Post-Calving Worksheets list cows along with up to 3 selected data items, based on the time after a cow calves and other criteria set up under Herd-Programs-Post Calving. Post calving programs can be used as a simple management list, or they can be a barn worksheet for administering treatments and procedures. Several post calving programs may be set up for the herd. Select the post calving report to view or print from the drop down list. Programs printed from this menu will not create a worksheet for updating, but cows can be updated under Edit-Individual. An alternative to printing post calving worksheets here is to include post calving programs in the Daily Task Worksheet. To do this, make sure the program is designated "True" for "Daily Tasks" where it is set up under Herd-Programs. Post Calving worksheets for administering protocols and treatments can be updated in the order found on the worksheet, if they are printed through the Daily Task Worksheet Age Related WorkSheet The Age Related Worksheet is designed as a barn worksheet with cow names and recommended action dates for treatments and procedures based on the age of each animal. A blank is provided to check off procedures as they are done, or the user can enter the actual date the treatment is done. These procedures are set up in the Age-Related Program. One can combine the pre-calving program tasks with other tasks on the Daily Task Report, or use this report by itself. 45

52 VETCHECK HELP Open Cow Report The Open Cow Report lists cows in order by days open, and has columns that show lactation number, days bred, times bred, days calved, group, and last used service sire. A designation for problem breeders, based on the herd goal for calving interval is noted. SAMPLE OPEN COW REPORT 5.4 Due Cow Report The Due Cow Report lists cows in order by due date, with columns that show information such as lactation number, due date, dry off date, and last used service sire. Under status, cows overdue as-of the report date are noted. A summary of cows due to calve and dry off in each month is found at the bottom of the report. The word "dry" appears in lower case showing the recommended dry off date. The recommended dry off date is determined by the dry off period set under Management Policies. If the word "DRY" appears in upper case, the date given is the actual recorded dry off date for that cow. Special comments made when a pregnancy is diagnosed will appear in the comments column of the report. These comments appear when entered with a preceding asterisk on the palpation exam, and may be especially useful with ultrasound examinations. Only the last comment entered during palpations will be shown. If an asterisk appears before the comment when entering a treatment, the 1st 9 characters of the comment appear on the Due Cow Report. This may be helpful to warn about potential problems, such as Milk Fever. If the abbreviations are short, such as "MF" for milk fever, several notes can appear, subject to the 9 character total limit.

53 Reports 5.5 All Cow Report The All Cow report is a useful reference to look up any cow in the herd in alphabetical order. This report combines most of the information on the Due Cow and Open Cow report. At the top of the All Cow report, the Average Days in Milk appear. The Average Days in Milk includes only milking cows. So in the Days in Milk calculations, cows reported with a status of "Overdue", or "dry" (scheduled to be dry), or as "DRY" (a dry date has been reported) are not included in the calculation. As a result, Average Days in Milk is more closely related to the current milk production potential of the herd, than it is to reproductive success. The All Heifer report is similar, with the age listed in months. 5.6 Histories Report The Histories Report shows complete individual histories, and includes identification by name, AIN (official "Animal Identification Number"), ear tag, DHIA name, list order, and group. Select a "Primary Sort" for the primary identification, which is used to sort the list. If desired, check the box to "Limit to last lactation only". With the History report, you can also show active animals only, culled animals, or both. To see a single animal's history, select Individual - Select - Update - Print. Because this can be a long report with a lot of information, it may be useful, especially on a farm computer, to display the report as a "preview" to the screen. You can then look for a particular item in the report, such as when a particular sire was used. Click on the binoculars icon in the task bar above the report. A "Find Text" panel appears to the left of the report, and you can type the sire name to search for in the area marked <Find Text>. Buttons are provided to move forward and back through multiple occurrences in the report. 5.7 Animal Directory Select Individual - Directory to see or print a list of all cows in the herd. A dialog box appears which allows you to choose the sort order, the method of identifying cows, and a "characteristic" to display below the cow name. If the herd has assigned groups, you can restrict the directory to a group of your choice by changing the Group selection (default shows all groups). Using different variations can produce several useful management lists. For example: As a cull summary: Select the "Culled" radio button for the group of animals to view, and select "Cull Date" for the secondary characteristic. Sort by the secondary characteristic to list cows by date order when they were culled. Print a second report to show the first reason why each cow was culled. Note that this is a brief summary, and a more complete cull summary is available. Note that the "to-be-culled" animals can be sorted by the decision date for "to be culled" these animals come from the "Active" sub-group since they are still in the herd and not culled. As a heat watch list: Select "Return date" for the secondary characteristic, and sort by the secondary characteristic. This specialized example restricts the cows on the report due to the secondary characteristic. If a cow was not bred or in heat during the 24 days before the 47

54 48 VETCHECK HELP report, she will not be shown in this directory of cows returning to heat. As a genealogy report: Select Dam for a secondary characteristic and sort by the secondary characteristic to see the animals out of the same damn grouped together. You can do the same to see which animals are from each sire. 5.8 Performance Reports Reproductive Performance Reports Overall Analysis In the Reproductive Performance Reports section, the Overall Analysis report tracks many items relating to herd reproduction. The item "penalty days" is also known as "JMR", which is a French acronym for Average Days Late, or days past the VWP and still open. Most VetCheck users will see the descriptive term "penalty days" in the menu and reports, but Japanese users will see the term "JMR" as it is a popular reproductive statistic with our Japanese VetCheck users. Many items are tracked in addition to the "penalty days", as shown below: There are two distribution tables of cows. The "milking cows" distribution includes all cows by days calved with a separate category for dry cows. The "days open" distribution includes only the open cows.

55 Reports 49 Options selected in the report screen will become the default selections for the herd the next time the Overall Analysis is run. The selections here affect only the report you view or print. No matter which selections are made, all the details are calculated for every animal and every statistic, including for example both methods of calculating heat detection rate. This allows you to later view a table or graph of trends for up to 4 years, using any of the statistics to feature in the report. The "heat detection rate" option will show this statistic with each cow's 21-day heat periods beginning at the herd Voluntary Waiting Period, or starting for each individual cow with her first breeding. While using the VWP has become standard in the U.S., smaller herds that plan to start breeding at different times for individual cows will have a more meaningful heat detection rate if they look at each cow following the first breeding, although this removes cows from the analysis that conceive on the first breeding. Since Pregnancy Rate depends on heat detection rate (PR = HDR x ConcRate), it is also affected by the method chosen for calculating heat detection. In the "Show trend for" drop down box, select the statistic you wish to feature in the table and graph at the end of the report. Again, all the statistics will be calculated, displayed displayed in the summary, and stored for later long-term reports. Only the selected statistic will be displayed in the long term table and graph in this particular running of the report. The long term summary example below features pregnancy rate:

56 50 VETCHECK HELP Older dates for reports can be chosen to complete the historical trend record. Unlike many software programs, VetCheck is capable of "re-creating" the historical herd for analysis purposes if you have not "erased" the culled cows. For older report dates, animals not yet part of the herd are excluded, while animals currently culled are included if they were active on the report date. Details for individual cows are optional and will be shown if you do NOT check the box for "Show summary only". The detailed report includes much of the information found on other reports sorted into a single list. The cows are sorted by reproductive status and progress, with cows not bred coming first, followed by cows bred but not yet found pregnant. Finally the due cows are listed in order by due date. The detailed report includes comments entered during the current lactation. If comments are long or important to view, select Landscape Orientation to prevent the comments from being cut short. A column for the date to check body scores at 150 days calved is optional ("Show BC check 150"). When the heifer herd is selected, items tracked include months till 1st service, months till PG, projected age at 1st calving, conception rate at 1st service, and services per conception Pregnancy Rate Trend As shown in the report sample, breeding in this report is analyzed over day breeding periods. This makes nearly one full year, with results summarized in "quarters" or blocks of 4 breeding periods (84 days). The number of cows eligible to be bred during each 21 day period is shown, along with the number of those cows that were bred and became pregnant. This information is used to show the percent bred (% of those eligible), the conception rate (% of those bred that conceived), and percent pregnant (% of those eligible that became pregnant).

57 Reports 51 Select "Show details" before printing the report to see the calculations for each animal contributing to this report. In the list below, taken from a real herd, the details report shows for example, cow #264 became eligible for breeding on 5/10/2011, and ended eligibility on 9/15/2011 apparently when she conceived. She was eligible for breeding in periods 9,10,11,12,13,14 and 15. She was actually bred in periods 10,12 and 15 (3 of the 7 eligible), and conceived in period 15 (with 3 breeding attempts). Cow #305 has no breeding period listed for "conception", so her eligibility ended because of being culled, or marked "to-be-culled" VWP 285--VWP 285--VWP 287--VWP 289--VWP 293--VWP 294--VWP 295--VWP 5/10/2011 End 9/15/2011 Elig:9,10,11,12,13,14,15, Bred:10,12,15, Conc:15, 11/17/2010 End 11/17/2010 Elig:1, Bred:1, Conc:1, 10/11/2011 End 10/18/2011 Elig: Bred: Conc: 5/7/2011 End 6/7/2011 Elig:9,10, Bred: Conc: 11/17/2010 End 3/5/2011 Elig:1,2,3,4,5, Bred:5, Conc: 11/17/2010 End 12/20/2010 Elig:1,2, Bred:2, Conc:2, 8/11/2011 End 8/31/2011 Elig:14, Bred: 15 Conc: 15 11/17/2010 End 11/20/2010 Elig:1, Bred:1, Conc:1,

58 52 VETCHECK HELP 301--VWP 304--VWP 305--VWP 310--VWP 312--VWP 319--VWP /9/2011 End 3/12/2011 Elig:5,6, Bred:6, Conc:6, 12/21/2010 End 1/10/2011 Elig:3, Bred: Conc: 2/22/2011 End 5/9/2011 Elig:6,7,8,9, Bred:6,8,9, Conc: 10/12/2011 End 10/17/2011 Elig:16, Bred:16, Conc:16, 3/8/2011 End 4/17/2011 Elig:6,7,8, Bred:7,8, Conc:8, 6/7/2011 End 7/26/2011 Elig:11,12, Bred: Conc: Pregnancy Loss Summary The Pregnancy Loss Summary breaks down pregnancy losses in multiple ways. This is useful when a significant number of pregnancy losses are recorded, and one is looking for a pattern. As shown in the sample report below, the losses are broken down to show losses in: - cows versus spring heifers - current year vs. previous year - time of year - stage of gestation - lactation #

59 Reports Calving Cohort Reports The concept of cohorts is to follow a group of cows from calving until at least a period of time that allows each individual animal to be successfully bred or not. If for example, the Voluntary Waiting Period is 60 days, cows still open 147 days after the breeding period begins will likely be culled open or they will be reduced in economic value because they will have a calving interval of over 16 months. Following an entire cohort allows for a very accurate evaluation of the overall success of the breeding program, even if breeding is seasonal or delayed for any other reason. Because the entire "breeding season" for each cow is considered, this measure will always reflect back over a longer period of time, especially in small herds. As described below, the usual cohort is set up to include 53

60 54 VETCHECK HELP at least 21 cows calved over a period of time in order to give enough data for analysis Cohorts By Date The Reproductive Cohort Summary displays statistics for a cohort of cows for which statistics have been "prepared" for a specific date. A cohort can be selected, or a new one set up when you select this report: The most current data available for analysis can be set up by selecting "Add Recent Cohort". A group of at least 21 cows will be selected, unless there are fewer than 21 eligible cows in the past year. In order to assess success or failure in the entire breeding window, cows in the cohort must have calved long enough to have had the opportunity for breeding as well as examination. These dates are calculated so the most recent cohort possible is presented. Other cohorts can be set up manually for any date or group size. To add new cohorts or remove cohorts, use the navigator buttons at the top of the grid. If you leave the start date for a new cohort blank, but enter the group size, a start date will be calculated for you. Likewise, you can set up the end date and the group size, and the start date for the cohort will be calculated. In order to calculate a cohort you have set up manually, select the button "Calculate Selected Cohort". The value for "Calculated On" will be today's date. If past data is edited, it may be wise to re-calculate cohorts for other stored cohorts. Simply highlight the cohort row, and select "Calculate Selected Cohort". A new "Calculated On" date will appear, and updated statistics are stored for reports. Each cohort has a column for "In Pool" which can be set to True or False. The default value for new cohorts is the same as the last calculated cohort. If the "In Pool" value is set to True, the cohort statistics will be used to compare historical progress on this herd, and for comparisons between herds. See the Multi-Herd Comparison report. REPRODUCTIVE PERFORMANCE - EXAMPLE STATISTICS

61 Reports In this example, there were 23 cows that calved in the last 8 months of Although the first breeding period had a low pregnancy rate (9% compared to 19% for other herds), the breeding program picked up steadily, with a respectable 70% success rate for pregnancy during the breeding window for the herd. The "breeding rates" are the percent of eligible cows bred during a 21 day period. Thus the "breeding rate" is similar to a "heat detection rate". Although the data is calculated independently from the cohort information, normally the conception rate times the breeding rate will equal the pregnancy rate. The "pregnancies lost" statistic is included here. Unless such cows are re-bred very quickly, they often are not in the successful group of the cohort. Note that early pregnancy diagnosis enables the observation of more pregnancy losses, so the loss rate may appear higher, but earlier detection allows some of these animals to join the successful part of the cohort Multi-Herd Comparison VetCheck users can obtain multi-herd data from their regional center for comparison purposes. Herds are ranked on the report with the usual ranking is by "Over-all Success". Herds other than your own will be "anonymous", not showing owner or farm names. 55

62 56 VETCHECK HELP Cohort Trends Graph The trend for reproductive chorts can be graphed. Select the first and last cohort dates to include in the trend graph. If there are few cohorts to select from, you can create additional points on the trend graph by running more "Cohort By Date" reports, selecting various dates for the cohorts to start. Then select up to 4 items per graph on two graphs to display the trend in a color graph. The asterisk (*) for graph items is available for use only by regional Centers, which can produce comparison graphs for users of their Regional Center.

63 Reports A typical graph: 57

64 58 VETCHECK HELP Cohort Tips and Details TIPS See Herd - Management Policies to set the length of the herd breeding window, which starts with the VWP. For example, with a VWP of 60 and a herd breeding window of 150 days, the breeding window ends at =210 days calved, or about 16 months. Therefore cows must become pregnant by 16 months calved to be included in the "PG Success" group. Create non-overlapping cohorts to best follow herd progress. Select which cohorts should appear in herd trend analysis by marking the column for "In Pool" in the cohort grid as TRUE or FALSE (just enter the letter <F> or <T> and "True" or "False" will appear). Add a cohort using the "+" navigator button, or edit an existing cohort to change the period of time or number of calved cows. You can also delete cohorts ("-" navigator button at the top of the grid). The program recalls the setting for "In Pool" that you last made, so watch this setting to be sure it is behaving as expected. CALCULATION DETAILS To see the details of how each cow is included in each cohort, select "See Cohort detail". All cows calving in the time frame listed will be included, unless they were removed from the herd during the "breeding window", or were marked as "to-be-culled" while still less than 165 days calved. Such cows represent problems such as injury, removal from the for disease control, and death. As such, they are not included as success or failures for the breeding program. The herd problems they represent will be apparent on other reports. The 21 day breeding periods begin with the start of each individual cow's "breeding window", based on her calved date. Any breedings or conceptions that occur before the start of the 1st breeding window are considered to have occurred during the first breeding window. Pregnancy Rate is the percentage that become pregnant within a given 21 day breeding period. The Breeding Rate times the Conception Rate will equal the Pregnancy Rate. If an animal is diagnosed pregnant, and later loses the pregnancy, her conception is NOT removed from the pregnancy rate calculations. The Pregnancy Rate Trend Report provides another way of looking at pregnancy rates that is more current. It calculates pregnancies for all cows eligible for breeding during a given 21 day period, without regard to the calving cohort. Breeding Rate is the percentage bred during a given 21 day period. A cow is either bred or not bred during a given 21 day period. If a cow is bred more than once, she is counted as simply having been bred during that breeding period. Conception Rate the percentage of those cows included in the breeding rate above, that actually were diagnosed pregnant. 2nd-5th Breeding Periods for Calved Cohorts Percentages are calculated in the same manner as for the first breeding period, but the total number of opportunities for breeding and the total number of opportunities for conception, are used for the denominator to calculate the percentage that are bred or conceive. Those cows that already have become pregnant are removed from those available for breeding. Cumulative Pregnancy Rates for Calved Cohorts The total number conceived after one, three and five breeding periods shows the pattern of progress.

65 Reports 59 PG Success Rate The total percent conceived during the entire "breeding window", as defined for each herd in Herd Information- Management Policies. The breeding window defaults to days, but may be set as desired for the herd. For example, herds breeding for pure-bred genetics or using BST may have a longer economic breeding window of days. On the other hand, herds on a strict seasonal calving program may have a short breeding window from only 50 to 113 days. Reproductive Culls (Annual) This percentage is annualized for the herd (the summary below the Calved Cohort report is NOT restricted to cows in the cohort on the report). The percentage reported reflects those cows that were culled during the past year with "Reproduction" recorded as one of the two reasons. Complete culling records with reasons given will, of course make this statistic more accurate. However, on the Calved Cohort report a cow can be counted as a reproductive cull even if there are no culling reasons given: she will be counted as a reproductive cull provided she: 1) failed to conceive during the breeding window, 2) was culled or marked as "to-be-culled" AFTER the end of the breeding window. The denominator is the current herd size. Pregnancy Losses (Annual) This percentage is "annual" for the herd (the summary below the Calved Cohort report is NOT restricted to cows in the cohort on the report). The percentage reported reflects those cows with conceptions during the past year that were later recorded as having a pregnancy loss. The denominator is the current herd size Production Performance Reports Production Summary Analysis The Production Performance Report shows production statistics for a given milk test date for which production data has been entered. All dates with available data are displayed. Those dates for which a summary has already been recorded are marked with an asterisk. Only dates marked with the * have been recorded and can be used by reports to follow trends.

66 60 VETCHECK HELP Historic averages over the past two years and the average for all herds are displayed. Other versions show only the current data column. Below is an example, with four test dates on record for a herd: Sample sizes for the calculations are noted on the report. The upper case "N" designates the number of groups used for an average, so N=4 under "Annual Avg." indicates four test dates were used, all occurring in the last 365 days. Reports generated from regional Centers can include the averages from several herds under the column for "Practice Avg.", where N shows the number of herds included. The lower case "n" designates the number of individual used to calculate an average, so only 4 cows in their first lactation met the criteria to calculate peak milk in the above example, but there were 33 older cows that could be used for this calculation. For many other statistics, the number of individuals used is the same as the "number milking" at the top of the report, so the "n" sample size is not listed separately. The methods of calculation for production statistics are described.

67 Reports Production Detail Graphs Graphs can be made for individual trends, a group on a test date, or trends in herd production parameters. Initially, all the production data for the herd is displayed in a grid: However, the rows displayed and graphed can be "filtered" by selecting the desired "data filters": 61

68 62 VETCHECK HELP If you select the "Individual Graph" button, the graph will show the trend for the currently selected cow in the grid for the currently selected lactation. The "Test Day Graph" button is initially gray, but if you select to show data from the selected test day only, the "Test Day Graph" button becomes active, and selecting it will graph all cows tested on the currently selected test day. Selecting "Production List" shows a non-graphic report listing the production data currently displayed in the grid. You can select from many types of production parameters to graph on two graphs, with up to four lines per graph:

69 Reports A typical graph: 63

70 VETCHECK HELP Production Trend Graphs Production trend graphs capture the production parameters shown in the production summary analysis over a period of time. First choose the first and last production summary to include in the graph: Next, select up to 4 items to graph on each of two graphs:

71 Reports For regional Centers, items preceded by an asterisk will display the trend for all herds if there is more than one herd with production data for the given time frame. A typical graph: 65

72 VETCHECK HELP Production Statistics Calculations Milk, Fat, Protein, SCC The simple average of the reported values for each item are used. The sample size "n" may be different for each of these. The sample size for average milk is the "number milking" at the top of the report. Fat corrected milk Fat correction is to an "equivalence" of 4.0%, using the formula: FCM = (.4 * Milk) + (15 * Fat% *.01 * Milk) Adjusted corrected milk Adjusted corrected milk, or ACM, can be used to compare production historically or between herds, where an attempt is made to eliminate the variables of fat test, days in milk, and number of heifers in the herd. Similar formulas are sometimes referred to as "management level milk", and allow one to focus more on other production variables, such as cow comfort and nutrition. Because it is not possible to project the normal production potential of a cow based on a test at the beginning of lactation or near the end, only cows from 63 to 270 days in milk on the current test date are used to calculate the ACM - the group size used is listed on the report. ACM = X * (Y + Z) where: X adjusts for % heifers in the group, assuming that the usual population of milking cows will have 35% 1st lactation animals, and they will average 85% of the production of an older cow. The formula for X is: X = 1 + (1 - ( (%cows + (.85 * %hefs) *.01) ) /.93) Y adjusts for days in milk so cows milking less than 150 days have their production adjusted downward to where it is projected to be at 150 days, and those milking longer than 150 days have their milk adjusted up to its 150 day level. For this adjustment, there is an estimated normal decline in milk production of.29% daily. But only 40% of this result is used due to the fat correction step: Y =.4 * (Milk + ( (DIM-150) *.0029 ) * Milk) Z makes the final fat test correction: Z = 15 * (Y/.4 * Fat% *.01) Projected annual avg Uses milk from cows in production on test day: Proj. annual = Avg daily milk on test day * 305 Linear score

73 Reports A logarithmic scale is used to "dampen" the effect of a few individual animals with very high SCC: Raw SCC = SCC / 10,0000 LS = (NatLog(RawSCC) / ) + 3 Peak milk For each cow, the highest daily milk weight found in the past 6 test dates (including the current test date) for each cow is used. But for a given test date, only cows currently between 63 and 150 days calved are used to calculate peak milk. Ratio 1st: > 1st This is the ratio of peak milk in 1st lactation animals to that of older animals. Typically 1st lactation animals peak at about 75% of the mature cows. Projected annual income (Projected annual avg) * (milk price/100) * (current number cows in herd) where milk price is usually expressed per 100 lbs unless your system is set up as metric Culling Performance Herd culling and mortality analysis is a very valuable herd management tool. With VetCheck it is easy to record culling and mortality reasons, and they are grouped into meaningful categories. Obtaining an accurate diagnosis, which may require a detailed postmortem exam, is worthwhile. The Culling Performance Report provides a detailed list for the past year (up to your selected report date), as well as a summary by category. In order to capture more useful information, VetCheck allows two reasons for each culling decision. If one of the reasons is "Died", the removal from the herd is also included in the "mortality" statistic. Generally, use "Died" as one of the reasons when an animal can not be sold or used for meat. Below is an example report, followed by discussion on how to use this kind of information to improve herd performance. CULLING DETAILS 67

74 68 VETCHECK HELP CULLING SUMMARY

75 Reports 69 Putting this kind of information to work for herd improvement obviously requires recording accurate information and reviewing it. This does not need to be time consuming or difficult, and computer records can be a big help. However, in addition to computer records, it is helpful to maintain a written log of possible herd management changes that are discussed near the time of culls, mortality losses, or the reporting of laboratory results. These suggestions or possible changes could be grouped into areas such as changes in housing, vaccinations, treatment protocols, herd monitoring, and other SOP's. When considering actual management changes, review these suggestions, as well as the overall culling and mortality report. A few things to keep in mind when viewing the culling summary are: - Are there many removals with "no reason given"? If so, the summary may be less meaningful. review the records of culled cows and add reasons if available. Make it a policy to record at least one reason for each removal. - Is the mortality high? Unfortunately mortality rates above 5% are much too common in the dairy industry. A rate of 2% or less should be possible. If high, what are the postmortem results? Are cows not being sent for slaughter that are low producing or lame, so they become downers before shipping? - What are the leading causes of culling? It is common to have about 11% of the herd removed each year due to mastitis or SCC, another 11% due to reproductive failure, and another 11% due to lameness or injury. Are you culling a significant number for disease control, such as control of Staph aureus, or Johne's? Does the control of this disease pay for the culling loss, or are there other alternatives? -Is the overall culling high, but much of this is "voluntary"? Use the culling reasons of "Dairy"when a cow is sold to another farm, and "Production"when a cow is culled for production reasons and NOT for having high SCC or being a reproductive failure. -What is high culling in modern dairies? It depends on your breed, housing, production level and other factors. A good heifer replacement program may allow for a higher culling rate. Overall involuntary culling of 35-40% is common. VetCheck Regional Centers can supply you with the culling average summary for many regional herds. Your herd will be one of those herds if you share data with your Tegional Center Body Score Graphs Body scores displayed in the initial grid can be "filtered" to display selected rows of data. The data filters used are:

76 70 VETCHECK HELP The body score goal at dry off and the weight units represented by a full body score are used, but their entry is under Programs- Body Scoring. You can graph the body scores, or graph the weight gain required. This can be done as a trend for an individual, or for a group of animals scored on a particular date Growth Graphs Growth graphs can be printed for a group measured on the same date, or for an individual measured on different days. Select a row in the grid. This will determine the individual graphed, or if you graph all the measurements from a single measurement date, the date will be based on the date in the selected row. Select the breed for showing the standard growth curve, being careful to use the metric option if you have done metric measurements (kgs and cms).

77 Reports For group growth curves, you will have the option to add labels to each data point. In the sample graph below, the label selected was for the animal I.D. 5.9 Diagnostic Report In order to have data for the Diagnostic Report, information must be entered for animals with the event "Diagnosis". You should set up standard diagnoses for the herd. The diagnostic report will include only cows lactation #1 and over if the cow herd is selected, but will include all other animals (lactation #=0) if the "Heifer" or "Youngstock" herd is selected. This includes not only 71

78 72 VETCHECK HELP heifer calves, but steers, bulls and free-martins if present. There are several options on the report such as whether to include the veterinarian and lab that made the diagnosis, and how to sort the report. Most of these options are retained as defaults for the next use of the diagnostic report. On the left side of the report, the status at diagnosis time is listed. This helps identify factors associated with the diagnosis, and is used to summarize the diagnostic trends at the bottom of the report. On the right side is the current status of the cow as-of the report date. This helps when making decisions, such as whether to treat or cull. In the center, the "diagnostic comment" appears, and is based on any comment entered with the diagnostic event. The default is always to report diagnoses for a one year period, but this can be easily changed for a given report. You can include all types of diagnoses in a single report, or those for a given diagnostic category, such as mastitis. Only when a single diagnosis is asked for will you get a summary which breaks down the trends by age, lactation number, stage of lactation, and month of year. The two diagnostic reports shown below have a detailed summary, because the user selected a "single diagnosis" rather than including all the "diagnostic groups". The first group summarizes "Johne's Positive' for the cow herd, and the second report summarizes "Scours" for animals lactation#=0. JOHNE'S POS REPORT FOR COWS SCOURS REPORT FOR CALVES

79 Reports Other Reports Regional Centers and other contributors have provided pre-installed, additional reports that will be added to from time to time. You may receive notices about new reports, but you can also check our web site to see if there is an updated report set available for download. For information on how you might design and contribute reports for the VetCheck community, contact us: Selecting the "Reports" button will bring up the "Report Explorer" where you will see folders on the left side (expand to see sub-folders), and specific reports to select on the right side. You may be prompted to answer a question in order to properly "filter" the data for some reports. First select the desired report (click once with a mouse to highlight the report name.) Registered users will from time to time have the opportunity to expand their VetCheck reports when they receive a reports "replacement file (see how to "upgrade your report set' below"). Events Report One of the more specialized reports records all changes, new animals, removals and events entered over a given date range. This report can be used for many purposes, but it was designed to be submitted monthly to DHIA as an event list since the previous DHIA submission. Access the report in the DHIA folder under the report name "MonthlyToDHIA". You can select start and stop dates any time in the past year. In some cases, you may wish to look at all the data entries in previous years, and this can be done also. Contact VC International for instructions. Preview reports to the screen by any ONE of 4 methods: 1) selecting the "Preview icon" in the tool bar above the list of reports. 2) selecting File in the upper left, and then "Open". 3) right clicking on the report and then select "Open".

80 74 VETCHECK HELP 4) double clicking on the report itself. Print reports with any ONE of these methods: 1) selecting the printer icon in the tool bar above the list of reports. 2) selecting File in the upper left, and then "Print". 3) previewing the report as above, and then select the printer icon above the report. Reorganize your reports by: You can organize your reports by renaming them, as well as by adding and renaming report folders, and dragging reports between folders. Generally it is easiest to these tasks by right clicking with a mouse or dragging reports and folders with a mouse. Upgrade your report set by: First obtain a *.vrp file from VC International or your regional center. It is recommended that you backup your User Options under the Tools menu, since you can recover your previous report set from User Options if there are any problems. Then in the Other Reports screen, simply select "Replace report set" and locate the new report file. NOTE: the new report set may be organized or named differently than your previous set.

81 Part VI

82 76 VETCHECK HELP 6 Tools 6.1 Backup When you select Tools - Backup, you have a choice to back up "THIS Herd Data" (event histories for all current animals, as well as saved cull animals), or "User Options" (lists used while running VetCheck, such as veterinarians, treatments, and protocols). It is important to save the backup file with a name and location so you can locate and retrieve it later. To save the file to a diskette, memory stick, or writable CD, be sure to use the appropriate "drive letter". You can change the device in the "Save As" dialog box. Use a descriptive name to help identify the file, such as "SmithHerdOctober", or "UserOptions". The file extension, "CMP" is automatically added if you do not add it, and marks the file as a special compressed VetCheck data file. 6.2 Restore The Restore tool uses backups created by the VetCheck Backup tool. You need to know the location of the backup file, but using Restore, you can "browse" the drives and folders on the computer, and when a file with the "CMP" extension is located, its name will appear in the file selection area. When using backup and restore between two computers running VetCheck, there must be a match between the regional center numbers and herd numbers on the two systems. In addition the "herd name" must match, but you will be allowed to re-name the receiving herd to make a correct match. 6.3 User Options Select a tab to view each set of options. In the example below, the tab displaying treatments is displayed. Tabs include selections for: Veterinarians, Treatments, Protocols, Diagnoses, Laboratories, Herd Types, Ovaries, Uterus, Comments,and Misc. The "navigator buttons" at the top of the grids allow you to move between different items of data, and to change, delete, or add new items. Data entry is similar for each of the tabs.

83 Tools 77 Veterinarians The "Veterinarians" tab allows one to enter veterinarian names in the practice. When you enter treatments, protocols, or diagnoses, you have the option of selecting a veterinarian from a list of the available veterinarians that you entered here. In addition, each herd can be assigned its own "default" veterinarian (under Herd-Personnel). Treatments The "Treatments" tab shown above is where treatments are entered that will appear in a selection list when entering treatments for individual animals. The route of administration and withholding times are optional. Check the box labeled "Reproductive" for reproductive treatments and procedures. Such treatments will appear as an option in the treatment list when you enter a reproductive exam, and scheduled reproductive treatments will be dropped from Daily Tasks if an animal is bred, found pregnant, or marked "to be culled". Details entered here are important because they are linked to other areas such as: 1) treatment inventory lists which may be needed for dairy inspectors, 2) milk and meat withholding reports, 3) default entries as you enter treatments for animals, and 4) the treatment steps scheduled by protocols. Milk hold should be entered in hours, and meat hold in days. Entering a zero (0) allows treatments to show on the Meat and Milk Hold report, while leaving both meat and milk hold blank (use a back space to create a blank), will eliminate such treatments from the meat and milk hold report. The column "Appr. Dairy" indicates if the treatment has a label for dairy use in the manner it is used on the farm. In some cases, veterinarians will write instructions or a "prescription" which goes beyond the usual drug label. In such cases and for all veterinarian prescribed treatments, mark the column "Vet Instr." as True. Finally the column for "Stored-Label" should always be True, since drugs not stored according to their label need to be discarded - but this column is provided as a cross check on record keeping and storage. Note that on adding a new treatment (+ in the navigator buttons), all columns default to True. Protocols A Protocol is a scheduled series of treatments. A protocol can be recommended for an individual animal, such as when the animal is examined by a veterinarian. Or a protocol can be scheduled as part of a herd "program", usually a Post Calving Program. The initial treatment in a protocol is set for day "0", with up to 5 additional treatments scheduled on later days (see the protocol example above). Edit the treatments on the right side to be sure protocols are using treatments that exist under the Treatments tab. Use the "+" to create new protocols and the "-" to

84 78 VETCHECK HELP remove unused ones. Select the button in the upper right to "Use External Protocol" in order to use protocols developed by a regional center or another VetCheck user and then saved to an external file ending with the "prt" file extension. In all cases, when creating or importing a new protocol, the treatments used in the protocol must first be entered under the Treatments tab. Diagnoses The "Diagnoses" tab is used to set up the list of diagnoses to choose from. Each diagnosis can be assigned a diagnostic type, such as "Digestive". This will aid summary data analysis in the Diagnostic Summary Report. Laboratories The laboratories entered here will appear in a selection list when a diagnosis is entered for individual animals, and the laboratory can be optionally listed on the Diagnostic Report. The Laboratories tab is a convenient place to list laboratory addresses and phone numbers for easy reference. Herd Types The "Herd Types" tab can be used to set up any type of herd categories. The herd type for your herd is entered under Herd-Herd Information. When data is shared with a Regional Center, it may be summarized by herd type, so work with your regional center to assign an appropriate herd type for your herd, such as an A.I. herd, Bull bred herd, pasture herd, confinement herd, etc. Ovaries Under the ovaries tab, enter the most common entries for ovary data. This will improve data consistency (helpful for later analysis) and speed data entry. Selections entered here will appear in a selection list when ovary data is entered, and provide for "auto-completion". For example an entry here such as "CYST" will create that entry as a default when you begin to enter ovary data with the first 2 letters "CY". Uterus Under the uterus tab, enter the most common entries for uterine data. This will improve data consistency (helpful for later analysis) and speed data entry. Selections entered here will appear in a selection list when uterus data is entered, and provide for "auto-completion". For example an entry here such as "Normal" will create that entry as a default when you begin to enter uterus data with the first letter "N". Comments The comments tab is where the most common entries for comments can be entered. This will improve data consistency (helpful for later analysis) and speed data entry. Selections entered here will appear in a selection list when a comment is entered, and provide for "auto-completion". For example a comment entered here such as "Just Past Heat" will create that comment as a default when you begin to enter comment data with the first 2 letters "Ju". Misc The misc tab provides some miscellaneous user options, such as whether to express milk weights, calf weights and milk price in the English or metric system. The option to have a "warning on deletion of a protocol" is provided so experienced users can avoid being slowed down by warnings they do not need. Contact VC International if you would like to see additional warnings be optional. 6.4 Cow Names Barn Number Sorting All names in the herd can be moved or altered with this tool. Because the entire herd may be affected, it is recommended to do a herd Backup first. Names starting with numbers need leading spaces in order to

85 Tools 79 be sorted in numerical order, and this tool does this for the entire herd automatically. For example, if you designate '3 digits' for your numeric range, spaces are added to cow names under 100, so all cow names in lists will be sorted in numeric order. Selecting the "Numeric Sort" button processes all the names. In the future, when you start new animals, they will automatically have the correct leading spaces based on the numeric range chosen here. NOTE: Only Barn Names will be affected. Strip Leading Characters This selection will strip leading characters from the type of identification specified. Note that this is automatically done for leading spaces on Barn Names if you select "Barn Number Sorting " as described above, but here you have the option of stripping leading "0"'s or other characters from any of the types of identification. Copy Identities This selection allows the copying of all cow names from one type of identity to another. For example, if no DHI names are entered, you could copy the barn names to all of the DHI names, and then use the grid under Edit Update- Individual to modify the DHI names that need changing to match DHI records. 6.5 Import Program Criteria With the Import tool, you can import herd programs from a file provided by your Regional Center or from VC International. Importing Programs - external file Herd programs files are created by VetCheck users using the export tool. Sample program files are available for your use on the web site. In the Import utility, select "External file...", and browse to find the program file you are looking for. Program files have a "PRG" file extension, and are usually named to reflect the type of program they contain. WARNINGS: 1. Import a program designed in the language you are using. In particular, if you are using VetCheck in the Spanish version, do not import post-calving programs designed in English. 2. Pre- and post-calving programs can not be imported if they refer to treatments or protocols not installed on your computer. Check with the supplier of the program file for a list of the required treatments. 3. Post calving programs can not be imported if there is an existing program named "New Report". You will receive a warning if this is the case, and you can re-name the pre-existing report before importing. 6.6 Export Program Criteria Select which of 6 program types you wish to export, and select a file name and location. The file extension ("PRG") is automatically assigned to program export files. Choose a file name that reflects the type of program you are exporting (e.g. PostCalve.prg). These files can be copied to media such as disks or memory sticks, or attached to an . Other VetCheck users can then use the Import Program Criteria feature under Tools to obtain add these programs to their own installation.

86 VETCHECK HELP User Protocols This tool exports all the protocols currently in your installation of VetCheck. The file will have a "PRT" extension and can be shared with other VetCheck users. Other VetCheck users select the protocols they wish to use from this file by selecting User Options, and then under the Protocols tab, selecting the button in the upper right to "Use External Protocol". As with any protocol, the treatments used must appear with the exact same spelling under the Treatments tab. 6.7 Language Beginning with VetCheck version 5, there are no longer separate versions of VetCheck for English, French, and German. As explained in the language selection dialog box below, data is stored in a language independent manor. You may switch between languages and back at any time you wish, with no changes to the underlying data. The language of menu items when using VetCheck are stored in a separate language table, independent of the VetCheck software program. VetCheck is developed first in English, and members of the VetCheck community participate in translating the language tables. Contact us if you would like to participate in translation projects for menus or documentation. VC International will supply the translation tools at no fee, and can discount user fees or supply compensation for translation services. When you select most reports, you have a choice of three languages, as shown below, no matter which language you are using to run VetCheck. This allows you to print reports in any of these languages without changing the language for using VetCheck. The last used language for each report becomes the new default when you run that report again. As with the menu languages, we invite members of the VetCheck Community to assist with language changes for reports.

87 Tools 6.8 BioCheck The Bio Check tool will prepare a report summarizing unusual data in cow files. This includes errors such as a calving for a cow not diagnosed pregnant, and warnings. The errors reported are the same errors shown when individual cow records are accessed, but all errors in the herd will be summarized on the Biocheck Report. In addition, running the BioCheck utility will repair the most common data corruptions problems that occur in VetCheck. Herds have hundreds of data files and index files which can occasionally become corrupt. Users can send backups of the herd to VC International for repair, but often running BioCheck will automatically repair many of the corrupt index files, as well as problems from blank data like a missing birth date or lactation number. 81

88 Part VII

89 Help Menu 7 Help Menu 7.1 Help File Select Help File under to see help topics in a format familiar to most Windows users. Topics, chapters and sub-topics are arranged like the menu system. The underlined and colored words in the help text are links to related topics. You can use the Index tab to look for topics, or you can use the Search tab to search for particular words or phrases in the Help system. Printing topics and other features are available. In addition, context sensitive help allows the user to use the <F1> function key when using a feature of the program to display the relevant portion of the Help System. 7.2 Manual To print the help information as an organized manual, select Help-Manual. You will need Adobe Acrobat Reader to view or print the manual. 7.3 Support The Support option lists the ways to get support, including phone, , and web site contacts. In addition, some important information that you may need to provide is listed here for your convenience. When contacting support, please provide: - your Regional Center number - user herd number - your version number - your "user type" We may need to know your Program Directory and Data Directory (also shown in the support windows), as well as your Window's version. 7.4 About Under Help-About, some basic information about your version number and user type appears, as well as the current capacity of your data base. Unregistered users will see the screen below, with user type "Unregistered" and a database limit of 50 cows. 83

90 84 VETCHECK HELP Unregistered users will have a "Register" button. Registration fees vary with herd size. You can check out current pricing and submit your registration information via the VC International web site, by , or by calling After submitting your registration information, you will receive a registration file and then simply select "Register" under Help-About (no password needed). Registered users will see a screen like the one below, with user type "Expanded" and showing the "database limit". If you are already registered, but need to expand your data base capacity, you will need to obtain a password from VC International, and then select "Expand database".

91 Part VIII

92 86 VETCHECK HELP 8 Tips and Trouble Shooting 8.1 Expanding the Database For users already registered that need to further expand their database size, they will need to obtain a password from VC International, and then select "Expand data base" under Help-About. 8.2 Using Protocols and Programs A "Protocol" is a series of treatments, such as the "Ovsynch" protocol, which consists of a GnRH on the start day, a prostaglandin 7 days later, a final GnRH 2 days later and then a breeding. A "Program" is a set of criteria for animals in the herd, which determines which animals will be scheduled for examinations, treatments or protocols at a given time. There are 6 types of programs: 1) Reproductive - based on calving, breeding and palpation data and customized criteria 2) Pre-calving - based on days before the due date 3) Post-calving - based on days after calving and many other user-defined criteria 4) Seasonal - general herd tasks based on month of year 5) Age - based on age 6) Body scoring - a variation based of a post calving program Following is a series of practical tips for setting up programs, as well as printing and updating worksheets which use the programs. 1.) Set up protocols and treatments under Tools - User Options. Data entry screens allow you to type in a new treatmen or protocol at the time of updating data for an individual animal. However, you will have more complete and consistent reports if you enter predefined treatments and protocols under Tools - User Options, and then use the "drop-down" list when you enter data. Mark the treatments and protocols you set up as "reproductive" if that is their use. If a cow is bred while scheduled for a reproductive treatment or protocol, that treatment or protocol will automatically be eliminated from future printed daily tasks. 2.) Keep it simple. There are many options for programs, but if you try to use too many programs and worksheets on a single herd, you could create a paper-work nightmare! If a worksheet is not being used, remove it. As an example, if a post-calving worksheet is set up for the full "Pre-Synch" breeding program, there will be 5 injections for every cow. But if cows are regularly examined or monitored for heat signs, exceptions to such a program can be common. VetCheck will automatically pull cows off the Post Calving Program for many customizable reasons. See the Post Calving Program topic for more information on the screening criteria. If it is uncommon to have cows automatically assigned to a program such as Pre-Synch, you could skip use of this "Post Calving Program", and simply assign individuals or small groups of cows to a "Pre-Synch Protocol", based on examination or days in milk without a breeding (see the Open Cow Report). 3.) Use the Daily Task List. See the tips for practical use. 4.) Avoid critical errors such as injecting prostaglandins into an already bred cow. Ensure that reproductive treatments are designated as "reproductive" under User Options. Enter breeding

93 Tips and Trouble Shooting dates and reproductive examinations before administering reproductive treatments. Doing this will remove cows from a newly printed Daily Task List. You can also reduce confusion by naming treatments after their purpose. For example, rather than call all the prostaglandin treatments "Lutalyse" in one popular breeding program that uses up to 3 injections of Lutalyse, create several names for the Lutalyse treatment. The first shot can be called "Setup" where no breeding will occur. The second Lutalyse is called "B1" where breeding is optional, and the third is called "B2" where breeding is scheduled. 8.3 Daily Tasks - Practical Use The Daily Tasks Report is flexible and can be used successfully in a way that fits your needs best. The recommendations below are made to assist you in getting started using this powerful tool. The Daily Task List will put tasks from different programs together on one worksheet, but start simply. There are 4 types of tasks that can be integrated into the Task List, and one or more can be selected for each Daily Task List printed. Recommendations Pre Calving Program tasks Post Calving Program tasks (can be several post calving programs) Age Related tasks The simplest and most widely used category is "Recommendations", and can be used without any set up. These treatments are usually scheduled when the veterinarian examines cows. Treatments recommended at examination time should be entered as "Given" or "Started" only if they were given that day. Protocols should usually be entered as "recommended" at examination time. If you enter protocols as "given", you will be warned that treatments scheduled later in the future will be automatically as "given". This prevents automatic discontinuing of protocols such as when a cow is bred. However, the treatments scheduled in the future will appear on daily Task List reports as "given" and they can later be removed for individual cows. Change the default for "given" or "recommended" under Herd Management. You can always change between Given or Recommended when you enter individual cow data, so you only need to select the most common choice for your herd. Generally the option Given is simpler to manage IF there is only one person administering treatments, AND it is uncommon to skip the treatments that are recommended. Setting up a Herd for Automated Treatments, Protocols and Programs Simplify, first by removing unused or not needed options, starting with Programs, found under Herd-Programs. Each of the programs should be reviewed. The programs that can appear on the Daily Task List are the Pre-Calving, Post- Calving, and Age Related programs. The other Programs have their own reports, such as the Reproductive Worksheet. After removing unnecessary Programs, go to Tools-User Options and remove unused Protocols, and finally remove unused Treatments. When you remove treatments you may get a message that the treatment is in use by a protocol. If that is the case, review the protocols and if necessary remove the protocol and re-enter it with the correct treatments. Again starting with Programs, edit the criteria and names for Programs, Protocols, and Treatments to be sure they are up to date. If necessary, remove and re-enter the criteria. If it 87

94 88 VETCHECK HELP desired to have a Post-Calving Program appear on the Daily Task Report, go to Herd-ProgramsPost Calving-Reports, and on the line for the selected program, set Daily Tasks? to True, and from the drop down list select an Update Type to appear on the Daily Task Report. If you selected a treatment or a protocol to appear, go to Update Detail and from the drop down list, select the Treatment or Protocol. It is important to use the drop-down lists, because the entry must be an EXACT match to one in your treatment or protocol list. Because pre-scheduled programs starting after calving are often not completed for all individuals, they will always be set up as "recommended" even if the management default is "given". Update the Daily Task Report to record these kinds of treatments as given on individual cow records. Using and Updating the Daily Tasks Report Worksheets can be printed separately for specific programs (Reports-Worksheets), or they can be combined on the Daily Task Report. Choose Reports- Worksheets- Daily Tasks for a list of Daily Tasks due for a range of dates. The date range should be at least as long as the date until the next herd updates and printing of the Daily Task List. The report will show if the the treatment in the task list has already been recorded as RECORDED", or if it is Recommended. We highly recommend entering breeding dates, pregnancy testing results, and changes in "to-be-culled" status promptly and then re-printing the Daily Task Report, in order to automatically remove animals from new Daily Task reports. Choose Edit-Update- Worksheets- Daily Tasks to update recommended tasks on the printed worksheet ( given tasks will not appear for updating). Procedures can be marked as given here or in the cows record and the worksheet re-printed or re-updated. After a treatment has been checked as Given in the update worksheet, the treatment will be recorded in the cow file and will no longer be shown when the user again runs the option to Update Daily Tasks. (However, as mentioned above, the Given task will still appear on a newly printed Daily Task Report, marked as RECORDED ). Selecting the box to Done To Date will record all tasks as done through the as-of date of the computer. Tasks skipped can then be clicked on to remove the given check mark. In some cases, you may prefer to run a separate worksheet for a program. For example, many herds will prefer to have a separate BST worksheet, but may wish to have Ovsynch pr Presynch Program injections on the Daily Task List. You may have several Post-Calving Programs, and include only certain ones in the Daily Task List. 8.4 Cow Name Order SORTING NUMBERED COWS: Cow names that start with numbers must all have the same number of numeric characters in order to be sorted in numerical order. This is done automatically for you, but you need to enter the maximum number of digits used for each herd, using the Naming Utility. Use the Edit-Update, Individual grid for quick and easy re-naming of several animals in the herd.

95 Tips and Trouble Shooting 8.5 National Identification System In order to rapidly trace animals, governments may assign a national identification to animals. This may consist of three parts: 1) National ID 2) Premise ID 3) Animal Identification Number Enter the National ID and the Premise ID under Herd Information. The Animal Identification Number is entered for each animal under Edit-Individual-Basic Data, or for more rapid data entry to several animals, use the grid under Edit-Individual. 8.6 Use with UltraSound It may be desirable to list the method of diagnosis, the predicted sex of the fetus, or the fact of twins When a palpation is entered, enter a comment with the first character an asterisk, such as: *HEIF for a heifer, or *TW for twins. Up to 9 characters following the asterisk will appear in the comments column on the Due Cow Report, and in the detail animal list available with the Reproduction-Overall Analysis Report. If the abbreviations are short, such as "TW", there will be space for additional diagnostic notes, subject to the 9 character total limit. Comments are not carried over to later lactations, and the last palpation entry is given priority. If the pregnancy is re-confirmed, such as in a dry-off exam, you do not need to re-enter the asterisk comment. 8.7 Speedy Data Entry Many "shortcut keys" are labeled in the menus, such as <F3> to switch between cows and heifers. Updating is quickest when using the "updating worksheets" option because the update information is presented in the same order as the physical worksheet, you do not need to search for or enter animal ID's, and default dates are provided. Special buttons allow you to enter a task as done for all cows on some worksheets such as when updating Daily Tasks. Experimentation is sometimes the best way to find new shortcuts. Here are a couple of examples. Date entry Much of the data entry in VetCheck is date entry. Most date entries have a standard quick date entry routine. The arrow keys are convenient. For example, if a default date of "07/12/2002" is displayed and you wish to enter a date of "07/10/2002", you can use the right arrow to move to the number "12" and then use the down arrow twice to change the date to "07/10/2002". You can also use the down arrow to display a calendar and then click on the desired date. In the calendar, page down and page up move a month at a time, and the arrow keys can be used to move around in the calendar. You can also scroll the year with the mouse and find many other shortcuts. If you enter a date in the future, a warning will usually be presented. Date entries in the future are allowed - correct the date as needed or continue with a future date. Reducing mouse clicking Not using the mouse can save time with experience. For example, to add a breeding for 4/15 89

96 90 VETCHECK HELP to the currently selected cow, press the keys: <A> (for add), <B> (for bred), <4> (for month), arrow to right and <15> (for the day), and <Enter> (for OK). In many cases the computer is looking for the characters you may be typing in a field, so to select a button or field without using the mouse, you need to let the program know your that you are pressing the letter assigned to a button rather than making an entry in the data field. For example, when entering data for a palpation, you can jump to a treatment entry at any time by holding down the <ALT> key while pressing the letter <T>. In the example below, not using the mouse, enter a palpation of a cow that has a Pyometra and treated with Lutalyse from the reproductive worksheet: - you will be in Update-Worksheets-Reproduction. The date on all palpations will be automatic so no date entry is needed. - arrow down to the cow - hit <P> for palpation - down arrow twice to select CL on the ovary - <TAB> to get to uterus - down arrow to get to "Pyometra" - <ALT-T> to go to treatment field - type <L> and then down arrow to jump to the treatments that start with the letter "L". With lutalyse selected press <Enter>. 8.8 Using "Navigator Buttons" NAVIGATOR BUTTONS: "Navigator buttons" at the top many of the data entry grids or forms, allow the user to move forward and backward in a list, or to modify the rows in the grid. If you pause the mouse over the top of a navigator button, a short summary of its function may appear. The typical choices are in the example above, and they will perform the following functions: left arrow with vertical line: move to first item in list left arrow: move to prior item right arrow: move to next item right arrow with vertical line: move to last item in list plus sign: add new item minus sign: delete current item in list 8.9 Error Messages Many error messages describe the problem and may even describe likely remedies:

97 Tips and Trouble Shooting If unexplained error messages are consistent and persistent, please record the exact error message(s) and contact user support. Describe the situation that precedes the error. If possible, attach a copy of the herd backup to an Getting Support Select Help from the menu system in VetCheck. If unable to run VetCheck, find the help file in the VetCheck program directory. It is called VetCheck.chm. is a convenient option. Turn-around time is usually within 24 hours. support@vcidairy.com Web site: (select VetCheck) (The web site support contact goes to the same as above). Voice: Un-Install An Un-Install program named VCUnInstall is supplied with VetCheck, and is found in the program directory (see Help-About to locate the Program Directory). Normally the Un-Install program is also found in the Start Menu under the VetCheck 5.2 folder. If you wish to save some or all of the VetCheck data or program files, copy them to a safe place (for example, a different folder name on the same computer) before you un-install. VetCheck uses "data aliases" managed by a data driver (the "BDE") and these data aliases will be removed also.the data driver itself will not be removed, so if a new install of VetCheck is run on this same computer, it will not be necessary to run the "Data Driver" program again. 91