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H O Artificial Insemination Database Application User Manual for AIDA Asia
User Manual for AIDA Asia. 2002. 57p. 1st edition
Mario Garcia Podesta, DVM, MSc, PhD Universidad Peruana Cayetano Heredia Facultad de Veterinaria y Zootecnia Av. Honorio Delgado 430, SMP Lima, Peru Tel. +51(1)365-0293 Fax +51 (1) 365-0293, 319-0039 E-mail: qarciam@terra. com, pe
Printed in Peru
This manual and the CD-ROM containing the AIDA Asia database application have been prepared in support of a Technical Co-operation Project on "Improving Animal Productivity and Reproductive Efficiency" (RAS/5/035), under the framework of the Regional Co-operative Agreement for Asia and the Pacific (RCA) of the International Atomic Energy Agency (IAEA), Vienna. The manual and CD-ROM may be reproduced and distributed for non-commerciai use by institutes in IAEA Member States. Al DA Asia ARTIFICIAL INSEMINATION DATABASE APPLICATION Version 2002
Application designed by: Mario Garcia P.
User Manual by: Mario Garcia P.
2002 Introduction 1
Basic Information 5
Main Menu 9
Settings 11 Institution 11 Criteria 12 Location 13 Breeds 15
Ai Centre Farm 17 Inseminator 19 Sire 20 Semen Batch 22 Al Office 24
Al Service 25 Species 25 Al Female 25 Progesterone 31 Calf Monitoring 33
Analysis 35 Verification 35 Reports 39 Evaluation of the Al Service 41 Field Activities 42 Reproductive Evaluation 44 RIA Progesterone 47
Data Management 49 Data Export 49 Data Import 50 Sent to Excel 52 Archives 56 WHAT IS AIDA ASIA?
Artificial Insemination Database Application (ADDA - Asia) is a computer application to store and analyze information from AI Services (farms, females inseminated, semen, estrus characteristics, inseminator and pregnancy diagnosis data). The need for such an application arose during a consultancy undertaken by the author for the International Atomic Energy Agency (IAEA, Vienna) under the framework of its Regional Co-operative Agreement for Asia and the Pacific (RCA) which is implementing a project on "Improving Animal Productivity and Reproductive Efficiency" (RAS/5/035). The detailed specifications for the application were determined through a Task Force Meeting of National Consultants from five RCA Member States, organized by the IAEA and held in Sri Lanka in April 2001.
The application has been developed in MS Access 2000® and Visual Basic for Applications® (VBA) 6.0. However, it can run as a stand- alone application through its own executable files. It is based on screen forms for data entry or editing of information and command buttons. The structure of the data, the design of the application and VBA codes cannot be seen and cannot be modified by users. However, the designated administrator of AID A-Asia in each country can customize it.
Minimum Requirements:
*• Basic knowledge of Windows applications and use of the mouse. »•* Pentium computer 300MHz, 32 MB RAM and 60 MB of free space in the hard disk1. »• CD disk drive (for the installation of the application). »- Windows 95, 98, 2000 or Windows NT. *+ Computer clock
180 MB if Access 2000 is not installed How TO INSTALL AIDA ASIA ?
The installation procedure can vary depending whether MS Access 2000 is installed in the computer. Please carefully read all the installation steps before any attempt of installing the application. Also bear in mind that you will need nearly 180 MB hard disc space if MS Access 2000 is not installed.
INSTALLATION PROCEDURE:
a) Insert the AIDA Asia CD in the computer. b) Close all open applications (and disable your e-mail, Internet and other Microsoft application that are automatically executed when booting the PC). c) Click on "Start" and "Run. In the open window, type: D:\Setup.exe where D is the CD drive, and click OK. d) The installation program copies some files in the hard disc and verifies the system components, and the presence of MS Access 2000 in your computer. In case MS Access 2000 is installed, the installation procedure continues in (j). e) If MS Access 2000 is not installed, AIDA Asia Setup will close and launch the Microsoft Access 2000 Runtime setup program. Click OK. f) The program will initiate the MS Access 2000 Runtime installation. The screen will show two installation options: 'Install Now' and 'Customize'. Please, click on 'Install Now'. The Access 2000 Runtime files, system files, and other files will be installed. This step may take a few minutes. g) A message indicating that the computer has to be restarted is displayed. Click on Yes. h) After Windows has restarted, the System settings are updated and some additional files are copies to the hard disc. i) Depending of your Windows configuration, the computer may need to be restarted once more (please follow the screen instructions). j) The AIDA Asia Setup starts. Click OK.
-2- k) The application path is indicated as C:\Program FilesVAIDAV Please MODIFY the path by changing the directory to: C:\AJDA Asia\ (The application will not run if using a different path or directory!) i) Accept the creation of the new directory, and click on the large Setup button (the one with a computer icon). m) Accept the Program Group (i.e. AIDA Asia) n) The installation procedure is completed.
HOW TO START THE APPLICATION ?
Do at least one of the following tasks to run the program (refer to Help in MS Windows documentation if necessary):
a) Add a button to the MS Office Tool Bar b) Create an icon (shortcut) on the desktop c) Add a shortcut to the Start Menu
AIDA ASIA STRUCTURE
National Al Management: i
Sire Inseminatof Faro) Statistics Action Lists Reproduction Data Import
-3- FILES AND FOLDERS IN AEDA ASIA
ATDA-Asia is composed of the following files and folders:
Folder File Comment
Aida Asia Aida.mdb MS Access file that contains most of the structure (forms, queries, reports, VBA codes) but no data.
Aida Asia\Data Aida_tab.mdb MS Access file that contains tables with all AI data.
Aida_Clf.mdb MS Access file that contains tables with calf data.
Aida_Arc.mdb MS Access file that contains archived information.
Aida Asia\ Up_Level New_Data.mdb MS Access file that contains exported data for transferring to upper levels in the AI system.
Aida AsiaMmport Import.mdb MS Access file that contains data to be imported from lower levels of the AI system
Aida Asia\Stats Up to 9 Excel files containing data for statistical analysis.
-4- Fields A field is any variable in the database. The types of fields are: a) Text. The user has to type the information. b) Combo box. Lists a number of options. The set of options for selection has been pre- defined in some combo boxes, and in others the user may type new information or select data from previous entries. c) Option buttons. Modality of "Yes" (0) and "No" (•) or True and False. d) Memo. The amount of text to be entered is nearly unlimited.
How to Use the Tab key to move forward between fields and navigate? the Shift-Tab key combination to move backwards between fields. Use the Home key to go to the first field of the form and the End key to go the last field. Click in a field with the mouse pointer. Use the Pg Dn I Pg Up keys or the navigation buttons (the symbols • •» in the lower left-hand side of the form) to navigate between records. Use the Ctrl-Home key combination to go to the first record and the Ctrl-End keys to go to the last record.
How to find a Click on the T in the "Find" command (upper part record? of the form) and select an option. Records are listed in alphanumeric order (0 to 9 and then AtoZ).
How to delete a Click on the record selector bar in the left-hand side record? (grey bar) to select the record (the bar will become darker) and press the Delete key. The integrity of relational records is guaranteed. Farms cannot be deleted if exist data of inseminated cows. How to save a • When moving to another record or closing the form, record? the information is automatically saved. » By clicking on the record selector bar. • By using the Ctrl-S key combination.
How to e AID A-Asia has a number of internal commands that minimize control some typing errors (text and dates) that are typing errors? outside a pre-defined range of acceptance. • Review typed data using the "Verification" facility.
How to save a • When moving to another record or closing the form, record? the information is automatically saved. • By clicking on the record selector bar. • By using the Ctrl-S key combination.
GENERAL USE OF THE APPLICATION
How is a) General: explained Brief description of the form. database b) Key fields: components? Those that must be filled-in before a record can be saved. c) Restrictions: Data verification against AIDA-Asia internal settings before saving.
Important o Information related to forms and command buttons Information is displayed when the mouse pointer is positioned over the item.
Content of full-screen forms are hidden until a specific record is requested (using the Find option) or a new record is added (using the D button) The active field (the one with the cursor) gets a yellow background to facilitate its identification by the user. A pencil in the upper part of the record selector bar (located at the left margin) indicates that the active record is being edited; a triangle indicates that the record is saved (or not-modified). Farms, animals, technical staff, etc that have left the AI Service, and semen batches that are depleted are not visible in combo boxes of data entry forms. However, these records are shown when selecting the E command button en the forms.
When a pop-up form (form not displayed in full screen; e.g. Breeds data-entry form) is open, objects in the adjacent form are disabled until the form is closed.
Most forms are read-only when open, in order to avoid involuntary changes. The user has to click on the & command button located on the form header to activate the editing mode if changes are required in a record.
Field labels in red colour indicate that the information must be filled-in
-7- fflg. - Central AI Organization County
Main Menu Bovine I Selling* AI £«nti* Al£ ••/W*.;| Eff/l«P :•••**•'••• Cntwia _'!. iocolion | •••••"' '1 Ariificiat In5amination Database Period of Eualuotion Application Fiomr: C1Jafv93 To: 31-D8C-01 GENERAL * It is composed by a form with 6 tabs, each one relating to a group of AI related events and data processing. Sf Clicking on each tab shows 1 to 5 command buttons in the panel below, to open data entry forms, groups of reports, data management, and for closing the application. * The "Period of Evaluation" in the lower left hand-side of the screen shows the interval that is used for data analysis (not valid for data export or transfer of data). © The name of the AI Organization is displayed at the top centre area of the screen. * The selected Species for data entry is shown at the top right area of the screen. © The menu bar in the upper part includes a number of actions; however, its use is not required as command buttons in forms can be used. * Use the "Open door" icon located in the Exit Tab to close the application. -9- Refers to general information to be used by the Application for data entry, data analysis, and reports. GENERAL * Includes the name of the Central AI organization (max. 50 characters), the level in the AI structure in which the user is (I: Central Administration; II: Provincial, District or Regional Office; and III: Field or Village AI Centre), and the name of the user. . MBA key player* Maim) of Central AI Qccjanizatiort Central AI Organization CourAty. Counliy Level ol Operation: j 1 ]* TargclN'ofAl: 450.000 Authorized Uset Nome: UjetlD The Organization's name will be displayed in the Main Menu and printed in all reports. The User level will limit the availability of reports and functions. The targeted number of AIs will be used to calculate percent achievement. The name of the user will be displayed in the Main Menu's footer. KEY FIELDS: »* Central AI organization »* Country »• Level »• User Name •11 - Optional Variables for Data Entry AI Famale Bully wiaijh* <* calving (kit) Batty condition score ot carving Al Moat signs absolved b; fwmsr W. Non-selected variables iv/Jl not be available in Inletvet from FHst hot* ligns to M P data entry forms Body m*jhl |kg| al Al F- Body comftion ictim *t\ Al Semen Milking stjito atAl P Milk production par day (kg) Typii of mucus dhch^QR Cows for PD Silo ol semen deposition Pcfcont of COM* for PO 100 Samplec colactod lot ptagosloiono HIA w. GENERAL SB Refers to optional fields that can be included / excluded in different data entry forms and to the percentage of inseminated females to be selected for pregnancy diagnosis. e By default, all optional fields are selected. Variables (fields) for which data cannot be obtained or are considered as not relevant can be unmarked. Sf Unmarked fields will not be displayed in data entry forms and will not be printed in reports. Unmarking a field with data will not cause the deletion of the information. * The application will use the value assigned to the percent of cows for PD to randomly select breedable females cows for this purpose. Conception rates and related parameters will only be based on those selected animals. KEY FIELDS: Percent of cows for PD -12- RESTRICTIONS: »• Percent of cows for PD has to be between 0 and 100% GENERAL * AI Offices at Level II (e.g. province, district) and III (e.g. field, village) should be included in this form. y'tocfloon of-AI Offices •• ••• :v' • * . */•:- ^'•''•;.™;.'^JaJ-:V^—J: ,-••"".-,• '.".. .."..' -••-.-•-.,.••,••-.•.',..' .'•.. • j:-'.-:1.-' .i'.:-vi'..:1.Vi''("v'.-'-1 • :'-• Central Al Onjanizaiion ;',•'. Odica Code Location at Level 11! Country 306 Horosaama ';•' 312 Horim 303 Kotgama Location at Level 11 314 Miigana Western Province * Code W Depending of the User Level, two different forms will be displayed. The form for users at levels I and II: o It has two panels. The left-hand side contains AI offices at Level II (names or locations plus office codes), and the right- hand side shows the AI offices at Level HI, which are under the supervision of the selected Level II office. -13- o The Find buttons list all available locations at Level II (upper part of the form) and Level III (upper part of right panel), in alphabetic order by names. Select one from the list to display the record. o Use the tf7 button to activate the editing mode. o Use the D button to add new records. The form for users at level III: o Only one record (i.e. Field AI Centre) can be seen and can be entered. o Use the 4> button to activate the editing mode. mm Ministerio de Agriculture y Gonaden'a del Poru, Limn. yArequipa Manta P«u Level II Locution AI Level II Code II Level III Location AI Level III COIIG III i;3 KEY FIELDS: »* Location (at Levels II and III) ** Code (at Levels II and m) RESTRICTIONS: None -14- General All breeds of sires and breedable females in the AI Service should be included in this form. Breeds I Species Breed mm AFS Bovina u AMZ Bovine M AY Cross Bovine 33 Ayeshire Bovine I Cross Bovine g FR Cross Bovine 13 FRxAMZ Bovine 1 FRxSW Bovine 11 Holstein Friesian Bovine 1 Jersey Bovine 1 JY Cross ^Reoord: Hi Vlf Four species are available: Bovine, bubaline, caprine, and ovine. Breeds can be entered as full names or in abbreviation (maximum number of characters: 30). Use the f button to activate the editing mode. Use the D button to add new breeds. KEY FIELDS: »• Species ** Breed •15- RESTRICTIONS: ** None -16- MI GENERAL Refers to farms covered by the AI Service. Contains general information regarding the owner, location, size, and management of the farm. aS3, go* &» &crr Update Ddln •. I Farm Information j «&tj >C|] • •" •;•.; •:•"•• ••• .. • Fnrm IFnimcr Farm 0*yWorid L : •••• •• """ "•—"-> • ": :••• -.' ;.• Monagement Farm 3iza P,«pnra Total 2Sao Hoot Detection visual ^] PittXuta Crops 30.0 A forags 33.5 Milt: Yitilil un 42LO Call Kcmalo Cow & Hotter 330 Rn«aik>f •,*•. •.•.-"-••. Hmrl [n Cnll Mab 15 Out) 0 '".••.' •':' •--^- ^T^J The 'Find' search facility (upper part of the form) lists all farmers under the AI scheme, in alphabetic order by their name. Select one from the list to display the record. Use the & button to activate the editing mode. Use the D button to add new animals. Avoid the use of apostrophes in farmer's names (e.g. O'Connor). 'Family Time', 'Family Income' and fields related to land area are optional and will be hidden if they are unmarked in the "Criteria" form. -17- AI offices listed at Level III will depend on the selected AI office at Level II. Unmark the 'Under AI' field in case a farm is removed from the AI Service. That farm will not be listed as an option in the 'Find' search facility and will not be included in some reports. The ©, E) buttons filter the records. ® makes available all farms that are currently supported by the AI Service; 13 makes available all farms that have been removed from the AI Service. If B is selected, the Out (find) search facility is available to list farmers that participated in the past in the AI system. The 'Find' search facility and the D button will be hidden. The "Out" search facility lists all farmers that were part of the AI scheme. Select one from the list to display the record. To re-enter a farm in the AI Service, mark the 'Under AI' check box. That farm will be again listed as an active farm. Each time a record is updated or created, the current date will be recorded. Records of farms cannot be deleted if related records (inseminated females, services, etc.) are recorded. KEY FIELDS: Farm's name Farmer's name Level II Level III RESTRICTIONS: Farm's name has to be entered. If unknown, use Farmer's name as farm's name. Average milk yield/head/day in the farm has to be within 0 and 35 litres. Maximum milk yield/head/day in the farm has to be within 0 and 50 litres. Average milk yield has to be smaller than maximum milk yield. Total land cannot be smaller that the sum of pasture and crops area. -18- GENERAL Refers to inseminators involved in the AI Service. Contains general information regarding the technician, his/her background, location, and professional activities. Edur.otion Eduction Lovd Piofw»onaW)es«o* j] AJWOfk Employer GoveiwwntAI centre +] athnf Hon-Al Woifc |7 Aclivo InseninatM ? R. ReiTMiiiT HanJi*Ofter Iwalill Kwo»(nft * The 'Find' search facility (upper part of the form) lists all available inseminators in alphabetic order by their name. Select one from the list to display the record. * Use the tf7 button to activate the editing mode. © Use the D button to add new inseminators. ® AI offices listed at Level III will depend on the selected AI office at Level II. * 'Age' is a calculated field and shows the age (in years) of the inseminator. The calculation is based on current and birth date, so it is updated every month. This field will be hidden in former inseminator forms. * 'Registration date' corresponds to the starting contract's date of the inseminator. e Unmark the 'Active Inseminator' field in case the inseminator leaves the AI Service. That person will not be listed as an option in the 'Find' search facility. ® The ®, E) buttons filter the records. © makes available all inseminators that are currently supported by the AI Service; E makes available all inseminators that have left the AI Service. -19- If S is selected, the Out (find) search facility is available to list former inseminators. The 'Find' search facility and the D button will be hidden. The "Out" search facility lists all inseminators that were part of the AI scheme. Select one from the list to display the record. To re-enter an inseminator in the AI Service, mark the 'Active Inseminator' check box. That inseminator will be again listed as an active one. Each time a record is updated or created, the current date will be recorded. Records of inseminators cannot be deleted if related records (e.g. services) are recorded. KEY FIELDS: »* Inseminator's name ** Inseminator's code »* Level II «- Level III RESTRICTIONS: Birth date has to be after January 1, 1935. Inseminators have to be older than 14.9 years. Registration date has to be after January 1, 1960. The maximum length of formal training on AI is 12 months. GENERAL Refers to sires (local or foreign) from which semen is used in the AI Service. -20- The 'Find' search facility (upper part of the form) lists all available sires in alphabetic order by their name / code. Select one from the list to display the record. SimenDOnor ''-]f«f C r-::-;H .•''.- •''••'• •••-• • - Spociot Dioid NMO or Code AvulaWo V Updoto Dalo y Bovine ii Jnw a 23S P- 01-Nov-OI Bovina- 3 Jersey a 23? Sf Dl-Nov-OJ .;'; Bcvirw >] jBisey zl 239 9. 01-Nov-Ot -. Bovin* ii Jereey 24G R 01-Hov-OI iij Bovins ij Jereey a 247 R 01-NovOI £ Bovine ^J Hdstein Friesian 21 394 P Ol-Mov-01 Bovine 21 Holt!e»iFiie:«i 31 399 P 01-Nov-Ol Bovins *] HofctsinFiiesian 407 R Ol-Nov-01 Bovine ^j Holslein FiiBswn 2] 403 P OI-Nov-01 Bavins J<] Holcteii Fnetien a 409 P, Ol-Nov-01 <8ig«vx si s Use the & button to activate the editing mode. * Use the D button to add new sires. * Listed sire breeds will depend on the selected species. * Unmark the 'Available?' check box in case semen stock from a sire is depleted and additional semen will not be available in the future. This sire will not be listed as an option for semen batches in the "Semen Batch" form. * The ©, IS) buttons filter the records. © makes available all sires which semen is currently used by the AI field centre; 13 makes available all sires which semen is out of stock. * If E is selected, the Out (find) search facility is available to list sires from which semen is out of stock. The 'Find' search facility and the 0 button will be hidden. * The "Out" search facility lists all sires which semen is out of stock. Select one from the list to display the record. * To re-enter a sire, mark the 'Available?' check box. That sire will be again listed as an active one. * Each time a record is updated or created, the current date will be recorded. * Records of sires cannot be deleted if related records (e.g. semen batches) are recorded. -21- KEY FIELDS: »* Species ** Breed »* Sire name / code RESTRICTIONS: »* None GENERAL * Refers to semen batches that are used in the AI Service. ay. s«<* Semen Batch Foul.- Q m D Soman Bate!) Norao or Coda 238 Brow* Jersey Sim ^vailabln ? 17 S poems Bovine Samon CharncioriBiics Kwmt AI Uot Odoi« piQcesting Typo Stiaw Mulilily [S| •i Allci Vofwno Ml 0-25 Pfiicoisiny Sperm Dose 15 Mltont] The 'Find' search facility (upper part of the form) lists all available semen batches in alphanumeric order. The sire name/code and the species are also shown to facilitate semen batch identification. Select one from the list to display the record. -22- 8 Use the c button to activate the editing mode. ® Use the D button to add new semen batches. * 'Motility before processing' is an optional field and will be hidden if it is unmarked in the "Criteria" form. * When selecting the sire name/code, the 'Breed' and 'Species' fields will automatically be filled-in. * Straws and 0.25 ml are default values for 'Semen type' and 'Volume', respectively. Other options can be selected if needed. ® Unmark the 'Still available?' check box in case semen stock is depleted. That semen batch will not be listed as an option for AI services in the "AI Female" form. s> The ©, E) buttons filter the records. © makes available all semen batches which are currently used by the AI field centre; 11 makes available all semen batches that are out of stock. * If 0 is selected, the Out (find) search facility is available to list out-of- stock semen batches. The 'Find' search facility and the D button will be hidden. e The "Out" search facility lists all out-of-stock semen batches. Select one from the list to display the record. * To re-enter a semen batch, mark the 'Still available?' check box. That semen batch will be again listed as an existing one. * Each time a record is updated or created, the current date will be recorded. * Records of semen batches cannot be deleted if related records (e.g. AI services) are recorded. KEY FIELDS: »• Sire name / code »• Semen batch code RESTRICTIONS: »* Semen dose cannot be more than 50 million sperms »• Motility before processing has to be between 35 and 100% »• Motility after processing has to be between 30 and 100% -23- GENERAL * Refers to the Office address including telephone, fax, and e-mail. Aibimce Update Data r p. .''''' pT" p, • " i . Office* Name Homagama Diiectm Abeysunawardena, A. MaU Address Kenslgton Road 453 Tax 456-8474 Telephone 456-6677 i E-mail [email protected] The 'Find' search facility (upper part of the form) lists all available AI offices semen in alphanumeric order. The Director's name is also shown to facilitate office identify-cation. Select one from the list to display the record. Use the D button to add office addresses. Each time a record is updated or created, the current date will be recorded. KEY FIELDS: »• Office name *• Director RESTRICTIONS: »*• None -24- Indicates the species that will be Select an Species (p» I used to enter information relating inseminated females and Special, Bovine progesterone sampling. B•"» :E* »w £•»* it*'• Updale Data Female 12-Jan-aZ | Bovine Ins emltjated Fttmate Parturition HeceiptN' 88573611 Paiily H- * il TluoN'? P : : Fernet Mario Garcia 3 i ' ••'•' l* Date OlFebW Ttuo DaAc? 17 FenalaH' 354 !-..•. :• -.-. Tpno Noimal il Breed" Hofstth Frisian Si ; • • nw 532 DCS 4.M HiltB. Dat» 244pr-93 A|)B 7.B 1 •;''.-'"-' Rcmeiki Problem Dicifdct? [7 UrrielAI? 17 j :•:>:•:•.;• ::•••- .1 SQrvicos I : SHVM* 3 -| Heat la Al (h| 12.0 Timo AN *1 Heat S>sn> Stendne >J Mk YieW 214 AlDjto htucui Clear ^l 521 Seaien Sita Utaus ^} 8CS Semen Coda 407 om? r. Pregnant JitA »an&lo? /7. SravH« | 2 rl Ftnlutn? H«allnAI(h) 14.0 Loctattoit xM Tlnw ^) Heal Bignx Standng MftfioW 27.0 Al UQto OMi^OI Intuivof 153 Mucui Cle« OW 501 InstifrariMoi Alapalhlhu.MX jj Sofflnn Site Uletus OCS 3.5 >j SBMoCodo 1736-1/12/02-JU *J Synchro tm«? niAt»mti!o? Update 12-oan-02 -25- GENERAL Refers to breedable females, parturition information, services conducted during a breeding period (parity), the results of pregnancy diagnosis, and the registration of newborn calves. The form has two sections: the upper part is referred to the animal ID and parturition characteristics, while the lower part is referred to the services. Part A: The Animal lidalo Hold Female ISMnn'02 fa j 0>\ | Bovint* InsaminalQrt rnmnln ilcoipt N" Paiily N- Tluo N' ? 17 F Inseminated animals to be entered depend of the animal species previously selected in the "Species" form. The 'Find' search facility available in other data-entry forms is presented in two modalities: o The 'Receipt' search facility lists all inseminated animals sorted by the receipt number (farmer's name, animal number and parturition date are also shown to facilitate animal identification). o The 'Farmer' search facility lists all inseminated animals sorted by farmer (animal number, parity, parturition date and receipt number are also shown to facilitate animal identification). Use the e button to activate the editing mode. Use the D button to add new inseminated animals. 'Body weight' and 'BCS' at calving are optional fields. They will be hidden if they are unmarked in the "Criteria" form. The proportion of animals selected for pregnancy diagnosis depends of the frequency stated in the "Criteria" form. The application will use that value to randomly select animals for PD after the Female N° is entered (a PD button will appear in the central part of the form if the animal was selected). -26- * If doubt exist regarding parity number or parturition date, the AI field worker should present his/her best guess and the 'True NT or 'True Date?' check boxes will be left unmarked. * Mark the 'Problem Breeder' check box for females with history of poor reproductive performance. © Unmark the 'Under AI?' check box in case the animal has been culled, sold or has died. That animal will not be listed as an option in the "AI Female" form next time. © The ©, GO) buttons filter the records. © makes available all inseminated females which are currently monitored by the AI field centre; 13 makes available all inseminated females that have left the farms under the AI Service. * If SI is selected, the Out (find) search facility is available to list culled, sold and dead inseminated females. The 'Receipt' and 'Farmer' search facilities and the D button will be hidden. © To re-enter an inseminated female, mark the 'Under AI?' check box. That animal will be again listed as an existing one. © Each time a record is updated or created, the current date will be recorded. © Records of inseminated females cannot be deleted if related records (e.g. services) are recorded. © When recording a new animal that already has a Receipt N° (in the same parity period), an error message will be shown and then, a window displaying the duplicate values (Receipt N°, Farmer's name, Cow N°, Calving Date and Parity) will open. The record will be saved and it will depend upon the VS to delete/amend/leave the record. Part B: The Service © This is a sub-form that contains all inseminations carried out to an animal in a parity period. © Use the e button to activate the editing mode. © Use the D button to add new services. © Records are sorted in descending order according to Service N°. © 'Interval' is a calculated field and shows the interval (in days) between the date of parturition and the date of service. © Mark the 'Return' check box if an animal return in estrus. © "Heat to AI (h)", "Heat signs", "Mucus", "Semen Site" and "Lactation State" are optional fields. These optional fields will be hidden if they are unmarked in the "Criteria" form. -27- * Depending of which optional fields are unselected, other fields will be displayed in different areas of the form to balance the distribution of them. | Scirviajo ' j 3 ^J R«lum? r H«« to M (h| 12.0 Lactation 3tOA= Miinaor* vj- firae AM ij Hcjt Sign* Standnfi H«k YieW 2S4 Al Oa\n 02-Oec-OI Inlntvd 3EH Mucus Oear HW 521 AdaiMsjtLA. 5 Sorv N> [ 2 _j nrtum? r Heat In Al (h) 14.0 •OT tactstion s .«. Mikhgorty *] Trmo ^1 Heat Sinn* SUndng Mil Yiakl 27.0 AlDalu 153 Nucua •cat il HW 501 Inimiutrwtoi *f Sionan Sito Ulaus «l 8CS 13 al SwncnCodo 1736-1/12/02-JJ il Synchro )KI.I1? r RIA>«plo ^ P UpdMO 12'J9n-02 * Mark the 'RIA Sample?' check box if a sample has been collected for progesterone determination. * A red label Pregnant or Aborted will be shown in the service record if the PD results indicate so. * Each time a record is updated or created, the current date will be recorded. Note: The record will also be updated if progesterone data is added in the "Progesterone"form. Part C: Pregnancy Diagnosis * This is a related form to record data regarding the results of pregnancy diagnosis and conception. It is available only for those randomly selected animals based on the proportion indicated in the "Criteria" form. 'r«gnincy Diagnosis Annul N* Maro Garcia 354 Snrvico N' Inisnitvttar Maradoi&A Somali Cetlu 407 PD Test Dale Conr.Aption On Rmu! Piesnari Rarw -28- Records are sorted in descending order according to Service N°. To view data from previous services, use the -4 button located in the form header. The upper part of the form contains read-only information regarding the animal and the service. Abortions should be entered in the "Results" field. Conception date will be automatically filled-in if Pregnant (or Aborted) is the result of PD. Part D: Newborn Calf * This is a related form that provides part of the information required for the registration of a newborn and allows data entry for other necessary information. : : 12J*i-02 ". \./:: .S;f. :.•"•.:•,.' V- ::- . . ; ' . ' • .:'. ••" •• •"" '-••• '•';. : • : ':-V•'•-'.-J-\ t'ovfi n • '..•.'• - •• ',. ' Identification V: Growth Peffonnanco RscelptH 38573611 01-Hw-OI a^ - MarioOarch Both Date 2Wtov-OT Sex 380 8 remJ HolsteinFrmsidn jrj tTW,«tltrth NtfbcilD 354 GcttAtian Longth 272 Falbw (0 238 Once a newborn calf is identified and data is collected, look for the Cow record (cow mother) and the service from which the animal got pregnant (i.e. last service). Then, double click on the date of the 'AI Date' field to open the form. The "Newborn Calf' form is partially filled-in when opens (Receipt N°, Farmer, Mother ID, Father ID, Conception date). These values are retrieved from the parent's form and cannot be edited. Fill-in the requested information. 'Gestation length' is a calculated field and shows the interval (in days) between the date of (mother) conception and the date of calf birth. After the record is created, the current date will be recorded. -29- If gestation length is too short or too long, the record cannot be saved. Warning! Once the form is closed, any further editing should be done through the "Offspring" data entry form. Note: Opening the "Calf form by double clicking will always display a blank form, even if the offspring has already been recorded. KEY FIELDS: Female »-* Receipt N° Farmer Female N° Parity Parturition Date (if Parity > 0) Service »•+ Service N° •»-¥ AIDate •>-¥ Inseminator »-+ Semen Batch Pregnancy Diagnosis Date of PD »-• Result Calf Calf ID Sex Birth date RESTRICTIONS: Female The receipt number has to be unique -X- ** Parity has to be entered. Select '0' for nulliparous animals »• If Parity > 0, Calving Date has to be entered. If Parity = 0, Calving date is left blank *• Female age has to be between 1.5 and 20 years »• Body weight at parturition should be between 150 and 800 kg in large ruminants. Service »• Date of AI cannot be earlier than calving date ** The interval from detection of heat to AI has to be between 0 and 36 hours. »- Milk yield has to be between 0 and 50 litres/day »* Body weight at service should be between 150 and 800 kg in large ruminants Pregnancy Diagnosis ** Date of PD hast to be later than 21 days of the date of AI Calf ** Gestation length has to be between 240 and 285 days GENERAL * Refers to milk/blood sampling dates and progesterone values. The form will be available if the check box "Samples collected for Progesterone RIA" is marked in the Criteria form. SB Laboratory data and clinical information may assist veterinarians in identifying AI constraints and monitor problem solving interventions. -31 - Progesterone | Gavin 2 1 Fwnwc Q . . •'HiT . •::jd'-: FiMtdtlt Aninni) N Pinilv Mono Qac • Sampling rfntoa R PrngoRtarciha Vnlu*is - Sotv. N" AI Data DapU Prog I)VH>-1! Prop Day 2224 Plot Pl> Dole Hlog Update * 2 QWuHJI 04JJ-01 an 1SJJ-01 $.? 27\luHH 0.3 12%l«n-02 3 02-Dec-Ol CG-Dec-Ol 0.5 7 2 25^ec-Dl 80 0SJmO2 12J^fl2 •. "• "• ' ;. • • 1. /' : . . •: . iMoivalu to Samplinij Outey - Sciv. M" IuSo»utol I u siunplc 2 Tg> 2 0 11 23 3 0 11 23 X 8 Available records depend of the animal species previously selected in the "Species" form. a The 'Find' search facility available in other data-entry forms is presented in two modalities: o The 'Receipt' search facility lists all RIA sampled animals sorted by the receipt number (farmer's name, animal number and parturition date are also shown to facilitate animal identification). o The 'Farmer' search facility lists all RIA sampled animals sorted by farmer (animal number, parity, parturition date and receipt number are also shown to facilitate animal identification). » Data is entered in the middle part of the form. * Service N° and AI Date are read-only fields. * The interval from date of AI to each sampling is indicated in the lower panel. * The ©, ®) buttons filter the records. © makes available all inseminated females in the AI scheme and of which milk/blood samples for progesterone determination has been collected; S makes available all inseminated females that have left the farms under the AI Service but samples have been collected for progesterone assay. -32- If S is selected, the Out (find) search facility is available to list culled, sold and dead inseminated females. The 'Receipt' and 'Farmer' search facilities will be hidden. Each time a record is updated or created, the current date will be recorded. The update date will also affect the date in the "Service" sub- form of the "AI Female" form. * Records cannot be deleted. Warning! The form is ready for editing when open. KEY FIELDS: None RESTRICTIONS: None, but warning messages will appear is sampling dates are too far from the expected ones (Note: When evaluating, reports will only include records in which dates of sample collection are appropriated, i.e. 1st sample: between 0 to 2 days after AI; 2 sample: between 8 to 15 days after AI; 3rd sample: between 20 to 25 days after AI) GENERAL ® Refers to newborn calves from AI (identification and growth performance). * The 'Calf search facility (upper part of the form) lists all available calves (including farmer's name, birth date, sex and mother ID) in alphanumeric order. Select one from the list to display the record. * Use the C button to activate the editing mode. -33- Records show ID data and birth body weight (read-only information). Weaning and dead/culling data can be entered. Body weights at different intervals can be entered in the BW subform. t* B«crdt calf Update Drttn Identification Growth Performance H««pt H" 86S7KI1 8tith BW 28.0 Cull ID S-A Unto r-'armci MorloCorcfci Whining S,< Fomalo Breed Hoffleti Frfesfcn j Rooson Ronr*dciiSng Mnlhw 10 354 F'dhoi ID 238 UpUato Q Body Weight Fields for Body weight al weaning and Culling / Death reason will became visible when dates are entered. New records cannot be created here (they are created through the Cow Service data entry form). Available records depend of the animal species previously selected in the "Species" form. Each time a record is updated, the current date will be recorded. KEY FIELDS: None RESTRICTIONS: •* None -34- GENERAL Data that has been typed (not selected from option lists) may need to be further reviewed before any attempt for statistic analysis is conducted, even if data has been scrutinized in data entry forms. Typing errors that can be found are referred to totally contrasting values. ;• : _.;•••;. ;••... -'•--;':;•,:•.•• -\\\- '•••;•. • 1 : V •',-"'• •', v "••'•'"!; •'•^"/.•.•.-.•• -•;..;•••' * .-•••"• • -fijinw'v"'-11 •' •;,V "'•"•-•:•.;"•.:• •-'"' :••. i ; ••.•..;••.'•. . •/ . • -•': . ' .'..:.'-.- • .".-'" ••' '•;•'•.• -"•" -.• ;'• • • -' • ••.-•• '•'.. Whonthssefectadopaonbdfpteywdj • ; '; V ckkonaecortfc, Sort Ascending (or :•-"'' ; ;' Dftsoonding), . . -' '-'•}•• Records wC be sorted aocordng to tha . ..'. able -. • ^ . .;•.: ;V.-.-'i.i:.-: •.:•:•••. •-'••.- - •• ' • •. .. ';•.. ..".•• _ .-•• •.-.••.. ••.-- ..--,;. There are 8 sets of data which can be verified: AI Locations - AI Units Farms Breedable Females AI Technicians Semen Batches Services Progesterone -35- * To review a set of data click on a dataset name and then, click on the Li* icon. * The variables displayed in these forms are mainly referred to dates and numbers. To verify the information do the following: Place the cursor in a field of interest, On the Menu Bar, click on 'Records', and on 'Sort Ascending' (or 'Sort Descending'). All records will be sorted {text variables in alphanumeric order, numbers in numerical order, and dates in chronological order). Erroneous numbers and dates, if any can be observed at both ends of the sorted list. Erroneous text can be observed along the list. * All datasets are read-only. Spotted errors should be corrected in the respective data-entry forms. • .-. •• .:. •', • ' . Progesterone Verification Inter v 1 ow,. M Plug 10 Qjy.ll imam 1 KrogU esews 30-Mor-Ol a 3.0 IO-Apr-01 1 10J) WS73811 0 0.5 13-Ooc-OI 1 72 2SOec-01 23 8.0 E&TOKT avsofMJf 1 00 Ift-Sep-01 0 7fl l2-0ctO1 23 0.4 CU-W-01 0 oo ISJuMM 1 S.7 !7.JLWH 23 03 a OS 1 45 23 Q.C BTO4S9 21-SejXJI 0 0.0 03-Oot-OI 1 0J) 13-OcJ-OI 21 0.0 95S6670 OaMly-01 0 00 3«toy-01 s Datasets are non-dependent of the selected species and period of evaluation, and only display farms and animals that are active in the AI system. In the "Progesterone" verification dataset, if further information is needed Farm and Female Details $M to identify the sample (e.g. Farmer, Cow H Sp(XtO9 Bovine ID), double click on the correspondent H RDr.oipt 970468 H Farmer HartsarvH,P date of Day 0. A small window with B CUVJ U 19 such information will be displayed. "Duplicated Animal". It shows an additional dataset which list animals with two or more Receipt N°. These animals may have been allocated a second Receipt N° due to misplacement/loss of the first one in a given parity period. -36- Same Animals with Different Receipt N° Swedes Lerek Receipt Ti° Farmer A Parity Cahi«s Date Bovine WeaternProTjincr; Kocgama 9566i5 Kwuaada3&.H.P 2 0 3 0 Mirigamft 1 D 1 0 970446 DharmasenAAD 1 0 366845 Dharmawna.AD 1 0 -37- GENERAL Reports Evaluation of the AI Service Reproductive Evaluation f~ Monthly Reports r Age at 1st Calving l~ Number of Insemlnotlons l~ Corrponents of the AI Service l~ Inter Calving Interval r Inter Service Interval Field Activities r Interval to 1st Service r & to Conception Calf Monitoring r Action Lists l~ Services per Ckwiceptlon I" Conception Rate RIA Progesterone 1" Progesterone & Clinical Diagnosis There are four sets of reports: o Evaluation of the AI Service - Monthly reports - Number of Inseminations - Components of the AI service o Field Activities Calf monitoring Action lists o Reproductive Evaluation Age at first calving Inter calving interval - Inter service interval Interval to first service and to conception Services per conception Conception rate o RIA Progesterone Progesterone & clinical diagnosis -39- Data for each of these reports can be filtered by a number of options (e.g. period of evaluation, AI centres or farms) and based on a specific variable (e.g. female breed, sire ID). Filter Bv MM Period of Evaluatlo Level II Ftonx: D1 -Jan level III To: 31-Dec•01 Month [j~ZHYear 1im?-1 Pei'tocl To set up the period of evaluation use the "Period" facility. Period of Evaluation Initial Date: 01-Jan-99 Evaluation Period Last Date: 31-Dec-01 To get the report, click on a variable and then, click on the Lai icon. Reports have been designed on A4 size, some in portrait and others in landscape orientation, with the following margins: Top and bottom: 10 mm Left and right: 15 mm Depending on printer defaults, the above S Microsoft Aceuss • [Reports]! page settings can be altered by the M printer settings. If needed, print preview the report, click on File, Page Setup, and R'EQ][ do the changes. — 12; PrintPreyjew Note: The application uses the MS Windows computer clock when calculating intervals to the current day. -40- MONTHLY REPORTS • Monthly summary report (portrait) that shows: o N° of inseminated females (nulliparous and total) o N° of services (first and overall) o N° of pregnancy diagnosis (done and positive pregnancies) o Inseminator performance (services and pregnancies per inseminator). o Sire performance (services and pregnancies per sire) • To get the report, click on the respective user level (other two levels are dimmed and locked), select the AI Centre's name if needed, and the respective month and year. o Users at Level I can optionally filter by AI centres located in levels II and III. • Additional detailed information can be obtained through the following reports: - List of AIs - List of PDs - AIs per Inseminator o To get the report, click on the respective option, select a AI Centre of Level III, and the respective month and year. NUMBER OF INSEMINATIONS • The report (landscape) shows monthly number of AIs through the year, according to the following variables: - Level II (available for Level I users) - Level III (available for Level II users) - Female breed Sire breed Inseminator Semen batch - Sire - Service N° -41 - • It is recommended to fix the evaluation period for one year (Monthly data will overlap if longer periods are chosen). • Data can be filtered by AI centres at different levels (depending of the user level) and by farms. • Additional reports (portrait) can be obtained: - Targeted AI Percent achievement of AIs based on done vs. expected AIs in the year AIs per Sire List of sires indicating the number of services in the selected period 25% Top Sires List the 25% most used sires in the selected period (Note: additional sires can be listed if have same number of services than the sire in the 25% position). COMPONENTS OF THE AI SERVICE • Stratified lists of a number of subjects involved in the AI Service. They are: - Field AI Centres Farms Inseminators (active and/or former) Sires (active and/or former) Cull/Dead animals • Records in most of the reports are grouped by offices at Level II and Level III and contain summary statistics. • These reports cannot be filtered by a period of evaluation. • Data can be filtered by AI centres at different levels (depending of the user level) and in some cases, by farms. CALF MONITORING -42- Group of reports that provides lists (portrait) and frequency distribution (landscape) of calves born from AI. They are: Newborns in a month Dead / Culled in a month - Birth distribution Birth distribution shows monthly number of births grouped by sex through the year (It is recommended to fix the evaluation period for one year, otherwise if longer periods are chosen monthly data will overlap). The AI centre at Level ITT has to be selected for the first two reports. ACTION LISTS Group of reports that provides lists of animals requiring some sort of immediate action by the veterinary in charge. They are: - Due for PD (females with > 45 and < 240 days of non-return service) Due for calving (females with > 240 and < 290 days of gestation) - Delayed calving? (females with > 285 and < 330 days of gestation) - Due to return in heat (between 17 to 21 days of service) - Non-pregnant repeat breeders (non-pregnant females with > 3 services) The "Action Lists" option is not available for Level I users. These reports cannot be filtered by a period of evaluation. Data can be filtered by AI centres at different levels (depending of the user level) and by farms. Printed reports include a blank space in the left-hand side of each record to facilitate hand-written notes taken in the field. Records are grouped by AI Centres, and sorted by farmer and then, by Female ED. Note: Lists will be incorrect if records are not kept up-to-date (e.g. cows due for calving will not be listed if PD data was not recorded). -43- • Users at levels I and II can optionally filter by AI centres located in lower levels and by farms. Users at level III can do it by farms. Filter selections, if any, are displayed at the bottom of the reports. • Some option variables may not be visible depending of the user criteria selection. • Intervals and standard deviations are given in days unless something else is indicated. • Overall means are shown in the lower part of the reports. • When analyzing by Body Weight at Parturition or at AI, data has been grouped in 50-kg intervals, being the heaviest group > 700 and the lightest group < 250kg. • When analyzing by Age, data has been grouped in 1-year intervals. AGE AT FIRST CALVING • Set of reports that show the mean ± standard deviation of age at first calving of calved females within the evaluation period. • Age is given in years. • The option variables are: Levels of Field AI Centres - Breed INTER CALVING INTERVAL • Set of reports that show the mean ± standard deviation of the first five inter calving intervals of calved females and within the evaluation period (only includes records in which dates of first parturitions -Parity 1- coincide within the evaluation period). • Note: Considering that the date of first parturition should coincide within the evaluation period, please choose a 6-9year range to make sure to have data for the 4th - 5th, and 5th - 6th interval. -44- • The option variables are: Levels of Field AI Centres - Breed INTER SERVICE INTERVAL • Set of reports that show the mean ± standard deviation of the first three inter service intervals of calved females within the evaluation period (includes records in which dates of services coincide within the evaluation period). • Datasets must have recorded the first service to be included in the analysis. • The option variables are: Levels of Field AI Centres - Parity - Age (at calving) Breed - Body weight at calving - Body condition at calving - Problem breeder INTERVAL FROM CALVING TO FIRST SERVICE AND TO CONCEPTION • Set of reports that show the mean ± standard deviation of the interval from calving to first service and the interval from calving to conception of inseminated females within the evaluation period (includes records in which dates of services coincide within the evaluation period). • The option variables are: - Levels of Field AI Centres Parity - Age (at calving) - Breed Calving month Calving type Body weight at calving - Body condition at calving Problem breeder -45- SERVICES PER CONCEPTION Set of reports that show the number of services per conception required by inseminated females within the evaluation period. These cows have had to be selected for PD and services should meet at least one of the basic requirements2. Note: If PDs are not done, the value will be erroneously high. The option variables are: Levels of Field AI Centres - Parity Age (at calving) Breed Body condition at calving Inseminator Calving month - Sire Problem breeder CONCEPTION RATE • Set of reports that show conception rate of females that have been inseminated within the evaluation period. • These cows have had to be selected for PD and services should meet at least one of the basic requirements2. Only services that meet at least one of the criteria below are used to calculate conception rate and services per conception: Criteria How is it calculated? a) if >90 days have elapsed Calculated in relation to the computer's after a service clock date. b) if the cow returned to oestrus The Return? field is marked ® (Yes) c) if pregnancy diagnosis has The PD Result field has been filled in been done -46- The option variables are: - Levels of Field AI Centres -Parity - Age (at calving) - Service N° - Female breed - Inseminator - BW at calving and at AI - BCS at calving and at AI - Calving month -Sire - Semen code - AI time - Heat signs - Induced vs natural heat - Problem breeder - Semen site - Mucous discharge - Milking status • This facility will be hidden if the check box "Samples collected for Progesterone RIA" in the "Criteria" form is unmarked. PROGESTERONE AND CLINICAL DIAGNOSIS • Set of reports that provide interpretation of progesterone values based on one-to-three milk / blood samples taken in conjunction with clinical examination (rectal pregnancy diagnosis). • The report includes samples from inseminations performed within the evaluation period. • Samples are collected on the day of AI (0), 10-12 days after AI, and 22-24 days after AI. Samples are collected on the day of AI (0), 10-12 days after AI, and 22-24 days after AI. • Reports include records in which dates of sample collection are appropriated (i.e. 1st sample: between 0 to 2 days after AI; 2nd sample: between 8 to 15 days after AI; 3rd sample: between 20 to 25 days after AI) -47- Interpretation of RIA Progesterone Data Alone Or In Combination With Clinical Information (High: >3 nmol/L; Low <1 nmol/L) N° of Day of collection PD Interpretation samples 0 10-12 22-24 Three Low High High Pos Pregnancy Low High Low Neg Non-fertilization, early embryonic mortality, post Al-anoestrus Low High High Neg Late embryonic mortality (>day 16), luteal cyst, persistent CL High High High Pos AI on pregnant animal Two Low High Ovulatory cycle Low Low Anoestrus, anovulation, short luteal phase High High AI on pregnant animal, luteal cyst High Low AI during the luteal phase One Low AI at a time other than the luteal phase High AI during the luteal phase • The reports are: Clinical diagnosis based on one sample (0) Clinical diagnosis based on two samples (0 and 10-12) Clinical diagnosis based on two samples (0 and 22-24) andPD Clinical diagnosis based on three samples (0, 10-12, and 22-24) and PD Overall view of the efficiency of the AJ Service • Detailed (list of cows with progesterone values) and summarized (number of observations per group) can be obtained for the first 4 reports. • Users at levels I and II can optionally filter by AI centres located in lower levels and by farms. Users at level III can do it by farms. Filter selections, if any, are displayed at the upper right section of the report. -48- • Users at Levels II and III may require submitting updated datasets to upper levels (i.e. I and II, respectively) from time to time. Note: Users at Level I do not have access .'o this facility. ra E» s>» is".' •:•••••> ' •••••...... • . : Transferring of Data to an Upper Level Transfor Ported Data Transfer From: 07Jan4)2 To: 0dJanJ)2 Initiate Data Transfer Select a Potlod Important t!l! Select the Transfer Period Individual records contain the creation date or the updated date (last time the record was modified). The tiansfer procedure (data export) selects records by the 'Update 'Date'. To create a dataset for transferring to un upper level follow these procedures: o Select the transfer period by clicking on the clock icon (e.g. 1 March 2002 - 31 March 2002 to include new and updated records in March 2002) o Click on the "Go" button. The process may take a few seconds / minutes depending of the number of records to be transferred. -49- o All records included in the transfer period are copied to a file named "New_Data.mdb", which is located in C:\AIDA Asia\Up_Level. DO NOT Delete, Move, or Change the name of this file or its folder, otherwise the data export process cannot take place. Transfer of data does not affect the integrity of the data in the donor computer (e.g. data is not deleted). Receiving data (in the recipient computer) that is already in does not affect the integrity of the recipient database. Tip: In case of doubt relating to a previous transfer period, select a broader period (e.g. two months instead of just one). The "New_Data.mdb" can be copied to a diskette or sent by e-mail as an attachment {Note: The .mdb extension may not be visible if the option "Hide file extensions for known file types " in your Windows Explorer, View, Folder Options is marked). The initial date for a transfer period should be one day after of the final date of the previous transfer period (e.g. previous transfer period: 1-31 March 2002; current transfer period: 1-30 April 2002). • Users at Levels I and II may receive updated datasets from lower levels (i.e. II and III, respectively) from time to time. Note: Users at Level III do not have access to this facility. • New and updated records within a given period (i.e. 'Transfer period') are included in the dataset "New_Data.mdb" that can be received in diskette or as an attachment by e-mail from subordinated AI centres. • To import the received dataset into the database follow these procedures: o Rename the received file (use Windows Explorer) 'New_Data.mdb' to 'Importmdb' (or 'New_Data' to 'Import') -50- Note: The .rndb extension is not visible if the option "Hide file extensions for Icnown file types" in your Windows Explorer, View, Folder Options is marked. Copy the renamed file "Import.mdb" (or "import") into the folder C:\AIDA Asia\Import\ (by overwriting the existing file if any). Click on the 'Import' button. A warning message will be displayed. Click on Yes to continue; Click on No to cancel the operation. The importing process may take a few seconds / minutes depending of the number of records to be imported. Data Import Important !!!! Data Transferred Make sure that the file to be imported from AI Centres (NewJ3ata.mdb) has been: a) Renamed to 'Import jndb' (or 'import') b) Copied to "C:\AIDA Asla\Import" by OVERWRITING the previous file. Duplicated records will not be imported. Tip: In case of doubt, you may repeat the import process. Warning!!! Data has to be transferred without time gaps (e.g. do not import April data without having March data); otherwise, some records may not be successfully transferred. How to know if data from a specific field AI Centre has already been transferred? Click on the "Data transferred from AI Centres" button. If data exists from at least one -51 - insemination in a particular month, the word "Yes" will be displayed in the report. Tip: Always Export/ Import data from full months (e.g. 1-31 July 2002). Please note that only data from the last six months will be shown in the report. Nine datasets can be exported as Excel files (Excel 95 format). They are listed in the right-hand side of the Data Export form. Data Export to Excel r Field AI Centres :;£?;•[ r Farms : 13 Animals r Sires r. Insemtnators r- Services ' r All r Progesterqna : C Newborn Caluas -52- Exported files are located in C:\Aida Asia\Stats\ under the following names: Field AI Centres x-Centre.xls Farms x-Farm.xls Animals x-Female.xls Sires x-Sire.xls Inseminators x-Inseminator.xls Services x-Service.xls All x-All-Data.xls Progesterone x-Progesterone. xls Newborn calves x-Calf.xls Data filtering and transferring to the Excel file may take a few seconds / minutes depending of the computer characteristics and the number of records. Large datasets (depending of the computer quality) may 'hang' the application so it is advisable to divide them in batches (through 'period of evaluation'). The exported file will overwrite a previous file if any. Already exported files should be renamed if still relevant, before attempting to export new ones. Open the exported file using MS Excel or import it using any major computer statistical package. Column headings refer to the variable names. • Field AI Centres: o Exports names and codes of AI centres at levels II and III. o Available only at levels I and II. o Level I users can filter the dataset by centres at Level II. o The dataset cannot be filtered by a period of evaluation. • Farms: o Exports data related to farms. o Farms under the supervision of specific AI centres at levels Level II and III can be filtered if needed by selecting the respective centres. -53- o Data from just one farm can be exported if the farmer's name is selected, o The dataset cannot be filtered by a period of evaluation. • Animals: o Exports data related to inseminated females (but does not include data related to the service). o Data from inseminated females in the area of influence of specific AI centres at levels Level II and III can be filtered if needed by selecting the respective centres. o Data from females belonging to just one farm can be exported if the farmer's name is selected. o Only data from parturitions that have occurred within the specified period of evaluation will be exported. • Sires: o Exports data related to sires used in the AI Service. o The dataset cannot be filtered by AI centres, farms or evaluation period. • Inseminators: o Exports data related to AI technicians. o Data from AI staff that are part of specific AI centres at levels Level II and III can be filtered if needed by selecting the respective centres, o If a farm is selected, the filter will be ignored by the application, o The dataset cannot be filtered by AI centres, farms or evaluation period. • Services: o Exports data related to inseminated females and to the service. o Data from inseminated females in the area of influence of specific AI centres at levels Level II and III can be filtered if needed by selecting the respective centres, o Data from females belonging to just one farm can be exported if the farmer's name is selected. -54- o Only data from services that has been conducted within the specified period of evaluation will be exported. • All: o Exports a large dataset containing all of the above related information in the database, o Data from inseminated females in the area of influence of specific AI centres at levels Level II and III can be filtered if needed by selecting the respective centres, o Data from females belonging to just one farm can be exported if the farmer's name is selected, o Only data from services that has been conducted within the specified period of evaluation will be exported. • Progesterone: o Exports data related to progesterone analyses in samples collected from inseminated females, o Progesterone data from inseminated females in the area of influence of specific AI centres at levels Level II and III can be filtered if needed by selecting the respective centres. o Progesterone data from females belonging to just one farm can be exported if the farmer's name is selected, o Only progesterone data from services that has been conducted within the specified period of evaluation will be exported. • Newborn Calves: o Exports data related to female offspring resulting from AI. o Calf data from newboras in the area of influence of specific AI centres at levels Level II and III can be filtered if needed by selecting the respective centres, o Calf data from animals belonging to just one farm can be exported if the farmer's name is selected, o Only calf date data from births that have occurred within the specified period of evaluation will be exported. -55- Old records not longer needed in the active database can be removed from the application and transferred to Archives. Records that can be archived are: Set A: Cows with their services Semen batches related to those services Set B: Calves born from AI Archived records will not be involved in any further analysis and reports (unless they are retrieved to the active database). Records that cannot be archived are AI Locations, Farms, Sires, and Technicians. However, these records should not be deleted if they have links with cows and services, even if data from the latter has been archived. s»'•»» e? •'•- •';• • ••..:•;."•':.• Archives MO*la calf Data > | • .' •.- : •' •"• .•':'. •'•_.- Archive Poriod . '!•• : •; ; • Data Mar-iagement From: OI-Nov-01 I To: 30-Hov-OI ; i * Aixhive Retrieve '/':'":''y'-':\ ,• •'. ":::\ • Select fl Ptiriod ;' Important till This section should be used by an experienced and authorized user % -56- • Archived records can be retrieved to the main application and used in analysis and reports provided that related records have not been deleted (AI Locations, Farms, Sires, and Technicians). • For Set A records, the archive period is related to the dateof AIs Note: It is enough to have one service within the archive period to archive the animal and all services under the correspondent Receipt Number. Note: Female records without services and records of unused semen batches cannot be archived). • For Set B records, the archive period is related to the date of birth. Note: All data related to the animal's body weight measurements will also be archived. • To archive Set A records: Select a period (beginning and end date) in the Archive form. Click on the 'Archive' button. A warning message will be displayed. Click on Yes to continue; Click on No to cancel the operation. The archive process may take a few seconds / minutes depending of the number of records sent to archives. • To retrieve Set A records from Archives: Select a period (beginning and end date) in the Archive form. Click in the 'Retrieve" button. A warning message will be displayed. Click on Yes to continue; Click on No to cancel the operation. The retrieve process may take a few seconds / minutes depending of the number of archived records. -57- • If the "Archive Calf Data" button is clicked, the form gets a white background color and new information and command buttons appear (to return to the Archive form AI data is necessary to close the form and re-enter from the Main Menu). Archive Calf Data To archive or retrieve Set B records: - Click on the "Archive Calf Data" button located in the upper section of the form. - Follow the same procedure as for Set A records. -58-