C21 Data Entry Guide

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Advanced Dairy Solutions
Micro is dedicated to innovating advanced dairy
solutions that increase the profits of our
industry partners through the use of cutting
edge, technology based dairy management systems.
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ACCU-TRAC Dairy Manager
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Table of Contents

• Setup ACCU-TRAC pgs. 8-10
• Setup ACCU-TRAC password pgs. 10-11
• Setup Multi-Step Protocol pgs. 12-31
• Setup Protocol pgs. 14-21
• Running a multi step protocol pgs. 22-25
• Updating a protocol group pgs. 26-30
• Vaccination Procedure Schedules pgs. 32-48
• Setup Vaccination pgs. 33-38
• Running a Vaccination pgs. 39-43
• Updating a group of Vaccinations pgs. 44-48
• Importing Sire and Linear Info pg. 49
• ACCU-TRAC Shortcuts pg. 50

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Table of Contents

• Individual Animals pgs. 51-68
• General pg 51
• Events and Schedule pgs. 52-58
• Milk Production pgs. 59-60
• Profit and Loss pgs. 61-64
• Treatment Log pgs. 65-66
• Photo Log pgs. 67-68
• Group updates pgs. 69-73
• Inventory Received Goods pgs. 74-76

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Table of Contents

• Inventory pgs. 77-80
• Inventory Reports pgs. 81-82
• Feed Rations 83-84
• Recalculation pgs. 85-86
• Feed Rations Nutrients pgs. 87-88
• Mix Tickets pgs. 89-90
• Feed Usage pgs. 91-94
• Method 1 pgs. 91-92
• Method 2 pgs. 93-94

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Table of Contents

• Reports pgs. 95-111
• Worksheet Reports pgs. 96-97
• Quick Status Report pgs. 98-99
• Production Reports pgs. 100-102
• Management Reports pgs. 103-106
• Financial Reports pgs. 107-108
• User Defined Reports pgs. 109-111

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• ACCU-TRAC A Superior Alternative
• Comprehensive, Unique Software Program
• User Friendly, Windows Format
• Versatile for Each Individual Operation
• Inventory Capability
• Unlimited Data
• Profit and Loss Statement On Individual Level
• Picture Icons, Tabs, and Check Field Boxes
• Friendly for all user levels
• Update fields preloaded with information
• Rapid updates with drop down or short cut inputs

8
Setup

• Complete pre-installation questionnaire.
• Enter data from questionnaire in setup.
• A good setup will make ACCU-TRAC run more
  efficient and data entry easier.

9
Setup

• Identify any daily procedures specific to each
  operation. For example
• Vaccination schedules
• Breeding protocols
• BST Parameters
• Operation parameters for auto entry of events.
• Pen moves related to specific event.
• Drug inputs related to each protocol.
• Short cut entries for rapid data recording.

10
Setup

• Pricing and costing
• Input of actual milk component values.
• Calf values
• Service expenses, Vet check, Breeding, Daily BST
  cost.
• Overhead expense
• Password Protection
• Identify individuals who will do data entry.
• Security levels allow input options, or view only
  options. This will insure integrity of data
  collection.

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SetupPassword Protection
12
Protocol Setup
13
Multi Step Protocol

• Setting up a multi step protocol.
• Running a multi step protocol.
• Updating a protocol group.

14
Setup Multi Step Protocol

• First start by opening ACCU-TRAC program. In the
  top left corner you will select SETUP from tool
  bar.
• Look for Multi-Step Herd Protocol Setups.

15
Setup Multi Step Protocol

• Setup screen will appear. Click on the top Add
  button to create a new protocol.
• Select the Protocol Name field to enter the name
  of your protocol. Example Ovsynch.

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Setup Multi Step Protocol

• Enter a brief description of the protocol.
• Next you will enter the Date Active. It will
  default to today. If you change it to a previous
  day it will go and find all the cows that have
  already fell under your triggers.

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Setup Multi Step Protocol

• After you have decided on the date you will
  select Trigger.
• I want my ovsynch program to start on cows that
  have hit 72 DIM. So I check the box and type 72
  in the box.

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Setup Multi Step Protocol

• Now I need to set my trigger to stop the
  protocol. I select Trigger. I want to stop my
  ovsynch when a cows status becomes Bred or
  Pregnant.

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Setup Multi Step Protocol

• Once I have created a multi step protocol with
  its start and stops triggers I will now enter all
  the steps for the protocol.
• Click on Add for every step give a description
  and set the days or hours between steps.

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Setup Multi Step Protocol

• Now that all the steps have been entered you will
  now enter the drugs required by each step.
• Make sure you have highlighted the right step
  than click on add next to Medicines/Supplies.
  Select the Item ID or type in the drug. Make a
  brief description, followed by the quantity,
  units and estimated costs.

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Setup Multi Step Protocol

• Now that you have completed the protocol it is a
  good idea to go back and check your work to make
  sure that everything has been entered correctly.
  
• Once youre a sure that everything is correct
  click on Save Close.

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Running a Multi Step Protocol

• There are a couple of ways to run a multi step
  protocol. Click Worksheet Reports select
  protocol by step.
• Select the day you wish to cut off your search
• If you want to select a string/pen check the box
  and select your pen.
• Make sure the box next to create a group file is
  checked. This is critical to updating all the
  animals in this protocol at once.

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Running a Multi Step Protocol
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Running a Multi Step Protocol

• Now we restrict the search.
• Herd Type- cow, heifer or bull.
• Sort report by due date/time? This will sort the
  animals based on their due date for the protocol.
• Select the protocol you are performing.
• Select the step you are performing for that
  protocol.

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Running a Multi Step Protocol
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Updating a Protocol Group

• Once the protocol has been printed and completed
  go to Group Update
• Look for the group file you created by checking
  the box (create a group file).
• It should say the step if selected, protocol
  the date.

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Updating a Protocol Group

• Select the group file you created then click on
  Load Group.
• Make sure select the proper Event Type at the
  bottom of the page.

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Updating a Protocol Group

• Now we need to check the IDs of the animals that
  full filled the protocol step.
• Depending how you decide to check the animals
  select the box that says to Process only checked
  entries?
• Also you can select to have the animals delete
  from the list after processing.

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Updating a Protocol Group

• After you select the process group herd the
  description box will show up.
• Fill in the desired information, same as if you
  were doing a individual animal event update.

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Updating a Protocol Group

• After you have filled in the information,
  un-check the items that will be the same for the
  animals. Example the date.
• The boxes you leave checked will be fill-in for
  every animal.

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Protocol Setup

• Every week the protocol will look for animals in
  specified trigger time.
• If for some reason, an animal is missed one week
  she will not advance through the protocol step
  until that step is satisfied.

32
Vaccination and Procedure Schedule

• Setting up a Vaccination and Procedure Schedule.
• Running a Vaccination and Procedure Schedule in
  Daily Worksheet Reports.
• Updating a Vaccination and Procedure group.

33
Vaccination and Procedure Schedule Setup

• First we need to set up a Vaccination and
  Procedure Schedule.
• Click on Setup, then click on Vaccination/Procedur
  e Schedule.

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Vaccination and Procedure Schedule Setup

• For example I will set up a E. Coli vaccination.
• First we select add on the right side, then we
  need to enter the name of the vaccination.
• Next we will enter the trigger event that will
  look for particular animals that need this
  vaccination.
• Followed by the days after trigger, recurring
  count and recurring days.

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Vaccination and Procedure Schedule Setup
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Vaccination and Procedure Schedule Setup

• After we have entered the vaccination we need to
  enter the drug associated with the vaccination.
  Make sure you have highlighted the vaccination
  you wish to add a drug to, go down to medicine
  and supplies and click add, on the right side of
  the page.

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Vaccination and Procedure Schedule Setup
38
Vaccination and Procedure Schedule Setup

• In the item ID your medicine will appear if you
  have entered it in inventory already. If not you
  will need to enter the information associated
  with that medicine.

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Running a Vaccination

• Once you have setup the Vaccination you are ready
  to run a report pulling all the animals that you
  have set with your triggers.
• Need to click on Daily Worksheet Reports
• Select Vacc/Proc due
• Select the day you wish to cut off your search
• If you want to select a string/pen check the box
  and select your pen.
• Make sure the box next to create a group file is
  checked. This is critical to updating all the
  animals in this protocol at once.

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Running a Vaccination

• There are a couple of ways to run a multi step
  protocol. Click Worksheet Reports select
  protocol by step.
• Select the day you wish to cut off your search
• If you want to select a string/pen check the box
  and select your pen.
• Make sure the box next to create a group file is
  checked. This is critical to updating all the
  animals in this protocol at once.

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Running a Vaccination
42
Running a Vaccination

• Now we restrict the search.
• Herd Type- cow, heifer or bull.
• Sort report by due date/time? This will sort the
  animals based on their due date for the
  vaccination.
• Select the vaccination you are performing.

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Running a Vaccination
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Updating a Vaccination

• Once the vaccination has been printed and
  completed go to Group Update
• Look for the group file you created by checking
  the box (create a group file).
• It should say the VaccWrksht- the date.

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Updating a Vaccination

• Select the group file you created then click on
  Load Group.
• Make sure select the proper Event Type at the
  bottom of the page.

46
Updating a Vaccination

• Now we need to check the IDs of the animals that
  were vaccinated.
• Depending how you decide to check the animals
  select the box that says to Process only checked
  entries?
• Also you can select to have the animals delete
  from the list after processing.

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Updating a Vaccination

• After you select the process group herd the
  description box will show up.
• Fill in the desired information, same as if you
  were doing a individual animal event update.

48
Updating a Vaccination

• After you have filled in the information,
  un-check the items that will be the same for the
  animals. Example the date.
• The boxes you leave checked will be fill-in for
  every animal.

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Importing Sire and Linear Info

• Import sires selection and linear traits from
  your AI companies. To avoid manually entering
  this information.

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Data Entry Shortcuts

• ACCU-TRAC has a number of shortcuts to make data
  entry quick.
• Most of the shortcuts are visual.
• Commands that have shortcuts will have a line
  under a letter. Use Alt(letter).
• Example if you want to save your work type, AltS
• Another short cut is used when entering events.
  At the end of an event if you would like to
  schedule a vet check for the future you type
  ck(number). The number you type is how many
  days you want the event to be scheduled.
• Example vet check in seven days. ck7
• AltCtrl will put your curser in the ID box.
• Tab will go through the boxes.
• TabShift will go through the boxes backwards.
• Use arrow keys to go across the tabs at the top
  of the page.
• Example if you are on Events Schedule and you
  want to go to Milk Production Details, press the
  right arrow once.
• In events there are letters in () just type the
  letter in the () for that event.
• Example, Breeding (B)

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General Cow Information
52
Individual Animal Update

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Individual Animal Update

• Once the animal has been saved, begin entering
  all the events that have taken place.
• In ACCU-TRAC current events are everything since
  the last freshening.
• At the bottom of the page you will add, edit or
  delete an event.
• You can uncheck the box on the bottom of the page
  to display all the past events.

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Individual Animal Unlimited Events
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Individual Animal UpdateCurrent Schedule
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Individual Animal UpdateCurrent Schedule

• On the right side of the page you will schedule
  events for the animal. You will add, edit or
  delete a schedule.
• The schedule is displayed for all upcoming events
  for each animal. Changes in schedules can easily
  be observed from event updates.
• Schedules can be a result of the parameters
  established in the set up, representing daily
  dairy operations.
• Almost all schedule items are automatic as a
  result of the initial setup.

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Individual Animal Update
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Individual Animal Update

• In the event and schedule window you can click on
  () to show the expense.
• In the example there were multiple treatments, so
  the program stores them and reflects the total.
• Notice we are keeping track of each animals use
  of products and not charging herd mates for
  individual consumption. Averages dont give
  specific answers!

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Individual Animal Milk Production
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Individual Animal Milk Production

• Shows ECM (energy corrected milk) values for each
  test date.
• Shows relative value to herd mates, or herd
  goals.
• Shows projected lactation totals past 75 DIM,
  becomes more accurate with each data point.
• Milk production information comes from your milk
  testing company. To enter your milk test go to
  update, select, Process Herd Milk Test Data
  Batch.

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Individual Animal Production, PL
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Individual Animal Production, PL

• Milk production comes from your milk meters and
  is converted into the program though our parlor
  program.
• The values and costs at the bottom of the page
  are entered under setup.
• Clicking on Individual PL Statement in the lower
  right corner will give you the selected cows
  PL.

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Individual Cows PL
64
Individual Cows PL

• Total of milk production for completed lactation
  and projected lactation.
• Includes production average over total days in
  production.
• Totals compared on a 305 day standard.
• Total expenses for every animal are shown in each
  category.
• Total expenses generated from event updates.
• Expenses auto charged from pricing and costing
  set up (Overhead)
• Completed total of all generated expenses related
  to this specific animal verses its income.
• P L statement allows for individual animal
  choices, based on an economic benefit to the
  dairy.
• Identifies the best animals by not by
  appearance.

65
Individual Animal Treatment Log
66
Individual Animal Treatment Log

• Use a Treatment Log for an event that has
  multiple treatments. If you are doing a event
  with only one treatment enter that under Events.
  
• Place of update for individual treatments
  treatment protocols.
• Each drug is expensed after the treatment the
  animal.
• The treatment log establishes consistent
  treatment names.
• Multiple treatment categories can be active at
  one time. Example mastitis, foot rot, stomach
  problems.
• You can add, edit or delete an animals
  treatment.
• You can also look at past treatments on a
  particular animal.
• If a animal has an open treatment log it will be
  displayed in red under the cows ID .

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Individual Animal Photo Log
68
Individual Animal Photo Log

• Another identification tool.
• Photo log is a good idea for producers who send
  their calves to be raised elsewhere. You can put
  a picture of the calf to ensure the same calf
  comes back after being raised.

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Group Event Update
70
Group Event Update

• Group update is used to save the user time when
  updating a large group of animals that all had
  the same procedure.
• Later on when the user creates a worksheet
  report, there is a box they can check to have the
  program automatically save a group file.
• Once you have a group file saved you can go to
  group update, select the first choice, and update
  all the animals at once, or you can chose which
  animals to update.

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Group Event Update

• The second choice can be used a couple of ways,
  you can first select a group file, and add
  individual cows to the list, or you can create a
  new list by entering the animals ID Tag.

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Group Event Update

• The third choice can be used to select a
  particular string/pen of animals, then the user
  can pick and chose which animals they want.

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Group Event Update

• The user will process the desired group. Here
  the user can check which items they would like to
  displayed in the events category on each
  individual animal. This step is going to be
  similar to individual event update.

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Inventory Received Goods Processing
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Inventory Received Goods Processing

• Enter all your received, feed, drugs, and semen.
  
• Select date and supplier.
• Select item type and work your way down the row.
  
• Click on Update Inventory , then click
  on Save Exit .

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Inventory Received Goods Processing

• Feed
• Feed items to make rations.
• Premixes or micro ingredients.
• Any other feed item used in your TMR.
• Semen
• Input the NAAB number of any semen used for
  breeding.
• Flexible to include herd bull numbers.
• Medicine
• All drugs used for treatments.
• Allows the user to identify any milk or beef hold
  dates related to a particular drug.
• Flexible for non drug items, example labor or
  surgeries.

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Inventory
78
Inventory

• After entering inventory received goods your
  supply can be viewed in inventory.
• You can enter restriction on certain drugs days
  hold for milk and/or beef.
• You can add, edit or delete items.
• You can view the items activities.
• You can also enter your purchase contracts to
  keep track of your contracts.

79
Inventory

• When setting up inventory the user will input
  low stock supply.
• ACCU-TRAC will monitor the supplies. When an
  item gets low the program will warn the user to
  order more supplies.

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Inventory

• When it comes time to physically count your
  inventory you can manually change the on-hand
  amount.
• This will ensure your inventory is on a checks
  and balance system. Preventing theft or missed
  use of products.

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Inventory Report
82
Inventory Report

• Current inventory
• Print the recommended re-order list for items you
  would need.
• Helps prevent running out of supplies.
• Monitor usage
• Inventory work sheets
• View individual usages

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Feed Ration
84
Feed Ration

• Make sure first that all ration ingredients have
  been added in, inventory.
• On the left side you will add a new ration,
  (start with a pre-mix ration) and give it a brief
  description.
• After adding a new ration, highlight the ration
  and then begin adding ingredients.
• After entering ingredients you will need to
  recalculate.

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Ration Direction

• Enter your ration items in the inventory tab.
• Click on Add New Ration.
• Name your new ration. (start with pre-mix ration)
• Add items to your ration.
• Select item from drop down.
• will automatically from your inventory.
• Enter ingredients weight (as fed) from your
  nutritionist.
• After you enter all your items you will want to
  recalculate using 4.

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Ration Directions Pre-Mix

• Enter Pre-Mix ingredients in inventory.
• Create Pre-Mix in rations like you would a normal
  rations.
• Go back to Inventory enter Pre-Mix as an
  Inventory Item. Select New Item and name it.
• On the bottom of the page in the middle select
  Create Pre-Mix select pre-mix name. This will
  take away inventory from your pre-mix ingredients
  and add inventory for your pre-mix.
• If you have a Micro Weigh Machine you will treat
  the micro rations like a pre-mix ration.

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Feed RationRecalculation
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Recalculate Mode 1

• You will need to enter information in column 5
  and the Total Dry Weight.
• The program will calculate or Recalculate
  everything else.

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Recalculate Mode 2

• You will need to enter information in column 4.
• The program will calculate or Recalculate
  everything else.

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Recalculate Mode 3

• You will need to enter information in column 7
  and total as fed weight.
• The program will calculate or Recalculate
  everything else.

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Recalculate Mode 4

• You will need to enter information in column 6.
• The program will calculate or Recalculate
  everything else.

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Recalculate Mode 5

• For new rations. This will keep column 4 and
  column 6 consistent.
• Everything else will be adjusted accordingly.
• Make sure you select the new item before
  recalculating.

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Feed RationRecalculation

• After modifying a feed ration you have to
  recalculate the ration. There are five different
  ways to recalculate the ration.

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Feed RationNutrients
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Feed RationNutrients

• Each ration has different ingredients with
  different nutrients. The user can look at the
  nutrients of every ingredient in the highlighted
  ration, to ensure they are feeding the right
  ingredients.

96
Mix TicketsHere you will select the mix ticket
and print it.
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Mix Tickets
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Feed Usage Update
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Feed Usage UpdateMethod 1

• At the end of the day the feeder has fed the
  animals it is time to expense each animal for
  exactly what they ate.
• Method 1 is the actual cost of feed for the exact
  number of animals in the pen.
• Based on their body size or body weight if
  activated.
• If body size is not activated it will put out an
  average over the string/pen.

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Feed Usage Update
101
Feed Usage UpdateMethod 2

• Method 2 is the average daily value of
  consumption for the number of animals in the pen.
  
• This method would be used if you do not keep
  track of body size, or you do not keep track of
  an exact feed inventory.
• Either method will produce an expense for each
  animal.

102
Reports

• ACCU-TRAC offers many options when it comes to
  reports.
• ACCU-TRAC can be easy as clicking a few buttons
  to get a freshening report.
• ACCU-TRAC can also be sophisticated, letting the
  user create their own reports in user defined
  reports.
• The reports section is what makes data collecting
  meaningful. The user has worked so hard to
  collect the data, and now the program computes
  the data for the user.

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Worksheet Reports
104
Worksheet Reports

• A quick and easy way to print your daily reports.
• Select your desired report.
• Select the cut off date.
• Select preferred restrictions to narrow your
  search.

105
Quick Status Reports
106
Quick Status Reports

• Create reports without having to spend much time.
  
• Take a moment and think about exactly what youre
  looking for.
• Gather as many details as possible.
• Begin selecting parameters for your desired
  search.

107
Production Report and Charts
108
Production Report and Charts
109
Production Report and Charts

• The production report is where ACCU-TRAC deposits
  all the milk test data into usable reports and/or
  graphs.
• Look for any changes in production that have
  happened to the herd over a course of time.
• Micro manages the animals by looking at the herd
  as a whole and picking out the extreme cases.
• Create reports based upon any component value.
  

110
Management Analysis Reports and Charts
111
Management Analysis Reports and Charts

• Month by month comparison of dairy performance.
• Identify weaknesses that need attention.
• Recognize seasonal trends not related to employee
  or service industry control.
• Provides information for consultants.
• ACCU-TRAC uses industry standards to provide
  criticism for improvement.
• Breaks down the expenses of each animal.

112
Management Analysis Reports and Charts
113
Management Analysis Reports and Charts

• Breeding performance
• Analyze breeding performance by percentage and
  pregnancy rate.
• Compare individual technician (by name) and AI
  companies (who has the most fertile bulls)
• Herd Removal Reports
• Track primary reasons for removal, identify areas
  of improvement.
• Long range planning
• Know where future herd numbers will be based on
  current performance.

114
Financial Analysis Report
115
Financial Analysis Report

• Know your actual cost of production and profit
  per cwt.
• Contract milk knowing an accurate margin.
• Make future decisions based on known
  performances.
• Financial report turns the ordinary family farm
  into a business looking to succeed, giving a huge
  advantage over other producers.

116
User Defined Reports
117
User Defined ReportsReport Type

• The user will need to select the proper report he
  or she will be creating.
• Cow Report-is a general cow report.
• Herd Test Average
• Milk Production Averages Tests
• Milk Test Components
• Lactation Summary Income/Expense
• Lactation Summary Production Totals
• Events Detail-any report dealing with Events
• Event Cost Detail
• Inventory
• Inventory Activity

118
User Defined Reports

• When creating a new report the user has to select
  the data they are looking for. This information
  will show up on the report. Example
• Milk Production Test Data
• After the data has been collected the user will
  pick the conditions of the data. This is the
  filter by which the user is looking for. Example
  it will only show animals Milk Production Test
  Data for animals in string/pen 4.
• String/Pen 4

119
User Defined Reports

• The user can create any report they desire.
• Recreate reports that have been used in the past
  by other programs. You can even change the lay
  out of the report to get exactly what youre
  looking for.
• User defined, gives the power to the user to
  extract any data they have in the program.
• Once the report has been created it can be saved,
  and used again on this program, or other
  ACCU-TRAC programs.

120

• ACCU-TRAC A Superior Alternative
• User Friendly, Windows Format
• Versatile for Each Individual Operation
• Inventory Capability
• Unlimited Data
• Profit and Loss Statement
• Picture Icons, Tabs, and Check Field Boxes
• Friendly for all user levels
• Update fields preloaded with information
• Rapid updates with drop down or short cut inputs

121
User Friendly, Windows Format

• Tabs, and Checked Field Boxes
• Update fields preloaded with information
• Rapid updates with drop down or short cut inputs

122
Versatile for Each Individual Operation

• All Management Styles
• Cow card system
• Basic status events
• Treatment History
• Tracking of all past procedures
• Implement protocol treatments
• Feed Rations and Mix Tickets
• Monitor daily dry matter intake
• Easy access to adjustment to users ration
• Inventory of Feed, Semen and Drugs.
• Tracking expenses to individual animals
• Monitoring inventory supplies

123
Inventory Capability

• Expense to Individual Cows
• Allocated to individual cow use
• Supply Management
• Organize inventory
• Usage history
• Re-order reports

124
Inventory Capability

• Monitoring Inventory
• Shrinkage
• Theft
• Excessive/Abuse of products
• Tracking
• Price history
• Purchase contracts

125
Unlimited Data

• Capacity of your computer
• Computer minimum requirements
• No Limits on Events
• Track day to day events
• Treatment History
• Product performance
• Looking for trends or cycles
• Research

126
Profit and Loss Statement

• Per Cow Profit
• Managing daily revenues per cow
• Individualizing decisions per cow
• Keep or Cull
• Per Hundred Weight
• Cost of production

127
Advanced Dairy Solutions
Micro is dedicated to innovating advanced dairy
solutions that increase the profits of our
industry partners through the use of cutting
edge, technology based dairy management systems.
128
Contact Info

• Marcus Dorsey
• 435-994-1143 Cell Phone
• 806-372-2369 Office