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Guide to the Partner Exchange Tool

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Guide to the Partner Exchange Tool American Gelbvieh Association Interface Document No: NGPG_007 Revised Date: 05/11/2020 Product: Cow Sense® Discussion: The purpose of this NxGen Guide is to outline and discuss Partner Exchange Tool NxGen functionality and interface for the American Gelbvieh Association (AGA). This functionality provides you PET Version: 1.2.57.0427 the capability of packaging data you have recorded in Cow Sense NxGen to submit to AGA, as well as Page: 1 of 16 importing data from AGA into your Cow Sense herd. Table of Contents: Process 1. Update Cow Sense NxGen………………….……….…………….………………… 1 Process 2. Enable the PET AGA Interface….……………….….………………….…………… 1 Process 3. Prepare data for submission to the AGA.…………..…………………….…....…….. 5 Process 4. PET submission of data to the AGA.....…………………….…...………………..… 11 Process 5. Download data from the AGA……………….….………………..….……...……… 11 Process 6. PET update from the AGA data.……………..…………..……….....……………… 13 Process 7. Review your updated AGA data.………………………….………………………... 14 Process 8. Using the PET Reference Tables………………………….…………………………16 Reference Tables Appendix A. PET-AGA Import Herd File Reference.………………..…………..………...….. A-i Appendix B. PET-AGA Export Registration File…….…………………………..…….…........ B-i Appendix C. PET-AGA Export Weaning File.…………………………………...…….…........ C-i Appendix D. PET-AGA Export Yearling File……………………………..……….….…..…... D-i Appendix E. PET-AGA Export Breeding Data………………….…………………………...… E-i Appendix F. Import Custom Report………………………...………………...……..…......….. F-i Appendix G. Import EPD Report…………………………….………………...……..….....….. G-i Appendix H. Breed Codes……………………………………………………...……..…...….... H-i Appendix I. Association Codes……………………………………………....……..…....…….. I-i Getting Started: 1. Are you currently at the most recent version of NxGen? • As discussed in the Tutorial Videos, the Auto Update function in Cow Sense will check for updates on a schedule you determine. However, you can perform this check manually from the Top Menu by selecting Help > Check for Update and follow the prompts to update NxGen. 2. Enable the AGA Interface • From the Tools section on the Task Pane on the left, select Tools > Partner > Setup. • The Interface Options window will open. Scroll down the list and find Gelbvieh Association. NGPG_007 - Page: 2 of 16 Place a check mark in the “On/Off” column to turn ON the Gelbvieh Association interface. Click OK when finished. • You will now have a Gelbvieh tab in the Individual Animal form (Manage > Individual). When data is received and imported from the AGA, these fields will be populated. 3. Import Herd File from AGA Registry • In the event you are new to Cow Sense and wish to create your initial herd file from data recorded in the AGA Registry or wish to add animal records from the AGA Registry that do not exist in your Cow Sense Herd file, the Import Herdfile function of the Partner Exchange Tool meets both needs. This function will search the Cow Sense herd file and add any records not found. • If your Cow Sense Herd File already includes this data then please proceed to section “4 Prepare data for submission to the AGA”. • The first step to add data from the AGA Registry is to retrieve your data. NGPG_007 - Page: 3 of 16 o Log in to your Online Registry account from the AGA website https://gelbvieh.digitalbeef.com/index.php o From the Menu on the left choose Tools > Integration > Download • Select Cow Sense from the list of 3rd Party Vendors. • Then follow the 3 steps to Select, Compile and build the downloadable spreadsheet of the animal records you wish to add/update in Cow Sense • Save the file named “cowsense_herdfile.csv” where it will be easy to find. Dependent upon the Internet browser used it may automatically save to your Downloads folder. • Launch the Partner Exchange Tool from the Task Menu on the left choose Tools > Partner > Run. • From the PET Step 1 window, select Gelbvieh Association from the Partnership drop-down. NGPG_005 - Page: 4 of 16 Click Next. • The PET Step 2 Window allows you to select the Partner Function you wish to perform. In this case choose “Import - Herd File”. Click “Next.” • The PET Step 3 Window allows you to select the partnership file which you had saved earlier when downloaded from the AGA Registry by selecting the Browse Button. Navigate to the file named “cowsense_herdfile.csv” and click “Open”. Then click the “Import” button. • The PET Step 4 Window NGPG_005 - Page: 5 of 16 provides a summary of the Import Process and details the number of records read, updated and added. To prevent duplicates when adding records PET first checks for the Registration Number on the Gelbvieh Tab, then for any matching Registration Number on the Identity Tab. If no match is found it then checks for a matching Tattoo in combination with Birth Date. Click the “Diskette” icon at the bottom to save this information to a text file. When complete choose the “Exit” button to leave the Partner Exchange Tool and review your data in Cow Sense. • In the event of Animals that are registered with more than AGA, PET will fill the GV Registration field on the Gelbvieh tab with the AMGV prefixed Registration Number. The Registration Primary field on the Identity Tab will be filled with the Registration number of the original association to which the animal was registered (with no prefix). Then PET will fill the Association code for the original recording association in the Association Primary field on the Identity Tab. 4. Prepare data for submission to the AGA • Animal records being submitted to the American Gelbvieh Association through the Partner Exchange Tool will be required to have data in certain fields in Cow Sense. You can view the specific fields and their validation requirements in Appendices A through H in the AGA Partner Exchange Reference Tables. It is VERY IMPORTANT that all records to be submitted to AGA meet their requirements, or the submission will be returned. • Different export types (i.e. initial Registration submission versus a Yearling performance submission) will have different required fields. o NOTE: You may need to turn these required fields on in Options > Data Field Settings > Standard Fields. ▪ If you need further guidance to enable these fields, please see the Video Tutorial “Getting Started”. You can find this video tutorial, and many others from the Cow Sense Top Menu choose Help > Tutorial. • Required data can be entered in the Individual Animal Form in Manage > Individual as well as through any of the Process Functions (Calving, Weaning or Yearling). You can also create a review of animal records in the Animal List View (Animal List - Manage > List). Set up and Save a Report Layout containing the fields of data required for your submission to AGA. Review, add, or edit data in List View as well. (See the Animal List Tutorial for additional information). o Tips. If the missing required data is available in another electronic format such as Excel, it can be imported into NxGen by using the Import Tool (see the Import Tool Video Tutorials). Another useful tool for adding required data which is repetitive for many animal records is the Global Edit function. From the Tools Menu choose > Global Edit. The NxGen Guide 6 is an excellent resource for using this function: http://www.cowsense.com/ng/docs/guides/ngg_006.pdf o When you execute any of the AGA PET Export functions, PET will generate an export file that complies with association requirements. When the export displays, review the data for completeness and accuracy before sending to the association. • Once data entry is complete, animals to be submitted to the AGA should be Marked. NGPG_005 - Page: 6 of 16 o This can be done in the Individual Animal Form by checking the box on the Identity Marker field, or by marking animals in the Animal List (Manage > List). For more information on sorting and marking animals in the List View, refer to the Animal List Tutorial. 5. Exporting data to the AGA • Launch the Partner Exchange Tool from the Task Menu on the left choose Tools > Partner > Run . • In the PET Step 1 window, make sure Gelbvieh Association is selected in the Partnership drop-down. Click Next. • The PET Step 2 Window allows you to select the Partner Function you wish to perform. In this example, we will Export - Registration (for submitting records for Registration with calving and weaning data). Other export options procedures are similar and include: o Weaning (for submitting weaning data to be updated for records previously submitted with only calving information), see appendix C o Yearling (for submitting yearling data to update records previously submitted), see appendix D and o Breeding (for submitting optional breeding data for cows), see appendix E Note that each export type has its own list of required fields for records to be exported, as listed in each Appendix. In this example refer to Appendix B. Export Registration File. • In PET Step 3, Enter/Verify your Gelbvieh Association member information. Click Next. NGPG_005 - Page: 7 of 16 • PET Step 4 allows you to verify the records you have identified (Marked) for export. Click Next if this list looks correct. o Note: A list of Breeding cows that are not accounted for in the data submission (their progeny are NOT included) will be displayed on the right. This is a useful “check and balance” for your review to ensure you have identified all records you wish to submit. In addition, this can be useful to identify the Cow Records that should be included in the Cow Data Submission. • In PET Step 5 is a results log of the records to be exported. Data is verified to meet the NGPG_005 - Page: 8 of 16 requirements and the log will display any successes or failures. • In PET Step 6, choose where you would like the file to be saved on your computer.
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