Title: C21 Data Entry Guide
1Advanced 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.
2ACCU-TRAC Dairy Manager
3Table 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
4Table 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
5Table 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
6Table 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
7- 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
8Setup
- Complete pre-installation questionnaire.
- Enter data from questionnaire in setup.
- A good setup will make ACCU-TRAC run more
efficient and data entry easier.
9Setup
- 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.
10Setup
- 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.
11SetupPassword Protection
12Protocol Setup
13Multi Step Protocol
- Setting up a multi step protocol.
- Running a multi step protocol.
- Updating a protocol group.
14Setup 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.
15Setup 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.
16Setup 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.
17Setup 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.
18Setup 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.
19Setup 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.
20Setup 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.
21Setup 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.
22Running 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.
23Running a Multi Step Protocol
24Running 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.
25Running a Multi Step Protocol
26Updating 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.
27Updating 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.
28Updating 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.
29Updating 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.
30Updating 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.
31Protocol 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.
32Vaccination 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.
33Vaccination 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.
34Vaccination 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.
35Vaccination and Procedure Schedule Setup
36Vaccination 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.
37Vaccination and Procedure Schedule Setup
38Vaccination 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.
39Running 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.
40Running 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.
41Running a Vaccination
42Running 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.
43Running a Vaccination
44Updating 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.
45Updating 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.
46Updating 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.
47Updating 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.
48Updating 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.
49Importing Sire and Linear Info
- Import sires selection and linear traits from
your AI companies. To avoid manually entering
this information.
50Data 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)
51General Cow Information
52Individual Animal Update
53Individual 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.
54Individual Animal Unlimited Events
55Individual Animal UpdateCurrent Schedule
56Individual 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.
57Individual Animal Update
58Individual 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!
59Individual Animal Milk Production
60Individual 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.
61Individual Animal Production, PL
62Individual 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.
63Individual Cows PL
64Individual 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.
65Individual Animal Treatment Log
66Individual 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 .
67Individual Animal Photo Log
68Individual 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.
69Group Event Update
70Group 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.
71Group 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.
72Group 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.
73Group 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.
74Inventory Received Goods Processing
75Inventory 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 .
76Inventory 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.
77Inventory
78Inventory
- 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.
79Inventory
- 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.
80Inventory
- 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.
81Inventory Report
82Inventory 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
83Feed Ration
84Feed 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.
85Ration 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.
86Ration 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.
87Feed RationRecalculation
88Recalculate Mode 1
- You will need to enter information in column 5
and the Total Dry Weight. - The program will calculate or Recalculate
everything else.
89Recalculate Mode 2
- You will need to enter information in column 4.
- The program will calculate or Recalculate
everything else.
90Recalculate Mode 3
- You will need to enter information in column 7
and total as fed weight. - The program will calculate or Recalculate
everything else.
91Recalculate Mode 4
- You will need to enter information in column 6.
- The program will calculate or Recalculate
everything else.
92Recalculate 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.
93Feed RationRecalculation
- After modifying a feed ration you have to
recalculate the ration. There are five different
ways to recalculate the ration.
94Feed RationNutrients
95Feed 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.
96Mix TicketsHere you will select the mix ticket
and print it.
97Mix Tickets
98Feed Usage Update
99Feed 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.
100Feed Usage Update
101Feed 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.
102Reports
- 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.
103Worksheet Reports
104Worksheet 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.
105Quick Status Reports
106Quick 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.
107Production Report and Charts
108Production Report and Charts
109Production 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
111Management 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.
112Management Analysis Reports and Charts
113Management 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.
114Financial Analysis Report
115Financial 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.
116User Defined Reports
117User 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
118User 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
119User 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
121User Friendly, Windows Format
- Tabs, and Checked Field Boxes
- Update fields preloaded with information
- Rapid updates with drop down or short cut inputs
122Versatile 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
123Inventory Capability
- Expense to Individual Cows
- Allocated to individual cow use
- Supply Management
- Organize inventory
- Usage history
- Re-order reports
124Inventory Capability
- Monitoring Inventory
- Shrinkage
- Theft
- Excessive/Abuse of products
- Tracking
- Price history
- Purchase contracts
125Unlimited 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
126Profit and Loss Statement
- Per Cow Profit
- Managing daily revenues per cow
- Individualizing decisions per cow
- Keep or Cull
- Per Hundred Weight
- Cost of production
127Advanced 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.
128Contact Info
- Marcus Dorsey
- 435-994-1143 Cell Phone
- 806-372-2369 Office