Fall 2015 Calf Data Reporting – is Your Herd in Compliance?

Fall 2015 compliance reporting is now in effect.  What does this mean?  It means that each dam enrolled on your Fall 2015 THE inventory needs to either have a calf reported or a productivity code(reason why she did not calve).  If the reporting requirement has not been met, your account is considered to be in non-compliance and you will not be able to process any registrations/transfers until the data has been turned in.  There are three ways to submit the compliance information: online, spreadsheet or by paper submission.

Online
Log-in to Herdbook Services
Go to Data Entry, select Online
There are four tabs on the left, select the bottom one, Manual Job
Under Job Type, leave it as selected in Animal Data Reporting
Enter in a Job Title, i.e., Last of 2015 calf data
From the right under default groups, select the last one, Dams Not in Compliance
Click the black dot in to As Dams
Select Start New Job
This will start an online job that lists all of the dams lacking data for 2015 calving.  If the dam had a 2015 born calf you will go ahead and enter the information.  If she did not calve, report a productivity code and the productivity year as 2015. To view more information on reporting 2015 calving data, click here.

Screenshot from 2016-04-08 10:13:34

Keep in mind, if you are not reporting a 2015 calf record, you will need to record a productivity code for the female indicating why she did not calve in calendar year 2015.  The productivity columns are located under the BrthDam tab.  Click on the Productivity column header for a help box that displays the 11 different codes you can choose from.  Next you will need to fill in the productivity year, which in this case is 2015.  By reporting a productivity code, you are informing the database that this dam did not have a calf in the year 2015.  There will not be any calf data information listed under the Animal tab for this female, just a productivity code and year under the BrthDam tab. Note: A productivity code should only be used if there is not any calf data to report for the given year and cannot be used in addition to calf data, it’s either a calf is being reported or a productivity code, not both.

Productivity Reporting

Spreadsheet

Log-in to Herdbook Services
Go to Data Entry, select Download
From the left under default groups, select the last one, Dams Not in Compliance
On the right under Animal Entry, select Standard File
Under Download File, select As Dams
Select Document type, i.e., MS Excel
Select Download
This will open a spreadsheet that lists all of the dams lacking data for 2015 calving.  If the dam had a 2015 born calf you will go ahead and enter the information.  If she did not calve, report a productivity code and the productivity year as 2015.  After you have filled in the spreadsheet with the necessary information you can either go back to Herdbook Services and upload your file or email to the@simmgene.com and we can process it for you.

Screenshot from 2016-04-08 10:08:00

Paper Submission

Contact ASA and request a non-compliance packet to be mailed out to you.  You will receive a form containing all of your dams that need data reported for 2015 along with any other years your herd is missing data.

Once the non-compliance information has been entered, your account will immediately be considered to be in compliance with THE reporting requirements and you will be able to submit registration/transfers requests at will.

If you have any questions or concerns about THE and compliance reporting please email the@simmgene.com or contact our office at 406.587.4531 and select option 4 to be connected to THE department.

Fall 2015 Calving Data – How to Report

Have you utilized ASA’s online data entry recently? Reporting/registering cattle on the ASA website has never been easier than it is today. We encourage each member who has internet capability to explore this invaluable resource. If you are new to the website or just need a refresher, go ahead and give us a call and a staff member will gladly guide you through your first entry. Remember, every dam enrolled on your 2015 Fall inventory either needs to have a calf reported or a productivity code (reason why you are not reporting a calf to the dam) to ASA by June 1 to be included in the fall sire summary evaluation or by June 15, 2016 to keep your account in compliance with data reporting requirements.

How to start an Online Job to enter your Fall 2015 Calf Data

Go to Herdbook Services

Select LOGIN from the top right hand corner of your screen

Account # ASA Member Number

Password – *Password assigned by ASA for your member account
*If you have not had a password assigned by ASA you will need to contact our office and ask to speak with someone in member services so they can assign one.

Go to Data Entry, select Online

Make sure Fall is highlighted

Select the button that says Update 2015 – Fall Calves

Screenshot from 2016-03-14 09:09:21

How to start an online job to report 2015 Fall Calf Data

Remember, each dam listed on your online spreadsheet will need to have a calf reported or productivity code(reason why she did not calve in given year).

Below are examples of common questions from members when they are reporting their calf data online.

Example (1) – Dam had twins

Since the dam is only pre-loaded in the spreadsheet once, you will need to enter one calf in the row with the dam pre-listed and after the last dam in your spreadsheet, click in that row and hit your enter key, which adds blank rows to the spreadsheet. Click in to the DamRegNbr column and enter the dam’s ASA registration number (placing her in your spreadsheet twice, once for each calf). Then enter your second calf in this row. You will end up with two rows for this dam, one for each calf. Make sure the MBC code is entered correctly to denote twins. Note: each calf must have a different tattoo, you cannot have two calves within your herd identified the same.

Example (2) – Simmental ET calf

When reporting online, the DamRegNbr column (first column of spreadsheet) is where you would enter the Recipient cow (birth dam) ASA number. If the recipient dam is enrolled on your THE inventory, fill in the ET calf information on her line.  If the recipient dam is not enrolled on your THE, leave those columns blank.  To enter the Donor Dam’s information, select the tab at top of the spreadsheet (above the blue column headers) and enter in the Donor Dam’s ASA Registration number in the DonorRegNbr column and hit your enter key. All of the Donor Dam’s information will automatically fill in. Then select your Animal tab to enter the rest of the calf information. You will need to indicate whether the calf was a Frozen Embryo(6) or Fresh Embryo(9) transfer in the MBC column of your spreadsheet. Note: The donor dam will not appear on the Animal tab of your spreadsheet, so once you click back on Animal you will not see her information, rest assured, it is still there.

ET Calf Reporting

Example (3) – Calf was grafted to another dam, how do I report?

Record the calf data to the genetic dam that physically gave birth to the calf, not the foster dam who the calf was grafted on to. The foster dam does not receive credit for raising the grafted calf. To indicate the calf was raised by a foster dam, under the weaning tab in the MC column you will enter a 4, thus ensuring it will not be included in a contemporary group.

Example (4) – Dam left the herd prior to calving(sold, died, disappeared, etc.)

You will need to record a productivity code for this female indicating why you’re not reporting a calf to her for 2015.  The productivity columns are located under the BrthDam tab.  Click on the Productivity column header for a help box that displays the 11 different codes you can choose from.  Next you will need to fill in the productivity year, which in this case is 2015.  By reporting a productivity code, you are informing the database that this dam did not have a calf in the year 2015.  There will not be any calf data information listed under the Animal tab for this female, just a productivity code and year under the BrthDam tab. Note: A productivity code should only be used if there is not any calf data to report for the given year and cannot be used in addition to calf data, it’s either a calf is being reported or a productivity code, not both.

Productivity Reporting

Example (5) – Cow/Calf pair was sold without papers, how do I indicate the calf is no longer a part of the herd and left prior to weaning?

You will record all the required calf information: tattoo, sire, sex, tattoo location, date of birth, MBC, AI, HPS and color.  Then you will fill in the appropriate calf removal code.  For a list of calf removal codes, click on the column header and all will be displayed in a help box(you may have to scroll down to see the complete list).  A calf removal code should be assigned to an animal prior to 18 months of age, indentifying the animal was not kept as a replacement.

Screenshot from 2016-03-14 09:26:01

Example (6) – Dam calved the first part of January instead of in December. How do I report the calf so it’s part of the fall contemporary group?

If you scroll over to the far right of the online job there is a column labeled CalfYear.  Type in 2015.  This tells the computer to contribute this record to 2015 instead of 2016 for this female and will contemporary the calf with the rest of the 2015 born animals.

Screenshot from 2016-03-14 09:39:46

If you have any questions while entering calving data, please contact our office at 406.587.4531 or email the@simmgene.com.

Fall THE Inventory Deadline is Today – June 15

If you have dams that will be calving to July 1 to December 31, 2015, the deadline to submit/postmark a Fall calving inventory is Monday, June 15, 2015.

  • Click here to view the online enrollment instructions.
  • Click here to view the enrollment/removal codes.

Frequently Asked Questions (FAQs)

Q: There is a dam(s) listed on my Fall 2015 inventory that calved in the Spring of 2015. How do I code her?

A: Go ahead and assign a primary code of 0, enrollment type the same as your other dams(either A,B or C).  Submit your inventory through completion.  After completing your enrollment, either email the@simmgene.com or call our office with the dam(s) registration numbers that need to be moved to Spring 2015 and we will move them for you.

Q: I don’t have a Fall calving herd, why am I receiving Fall 2015 enrollment notifications?

A: It is a possibility that when your Spring 2015 inventory was turned in, a dam might have received a primary code 2 or 3, therefore moving them to a Fall preliminary inventory.  If the dam needs to be moved back to Spring 2015, see question/answer above for instructions on how to take care of getting the dam moved back to Spring 2015.  If the dam needs to be moved forward to Spring 2016, fill out the inventory and assign the dam a primary code 2 or 3, effectively moving them forward to Spring 2016.
The other possibility is that you purchased a female that was previously listed on a Fall calving schedule.  If this is the case, contact ASA for assistance in moving the dam to where she needs to be.

Q: I have an error that says the dam is loaded in another job.  The job number it gives me is not in my incomplete jobs list.  How do I fix the error?

A: Typically this occurs in cases where you have either purchased an animal or sold an animal.  If you purchased the animal, it is more than likely loaded in the seller’s inventory.  Delete the row from your job, submit the rest of your inventory through completion.  Send an email to the@simmgene.com or call the office to let us know that dam needs to be added to your enrollment. If you sold the animal, call ASA for assistance since we will need to work with you to get the error cleared up.

Q: When I hit submit data, the following message comes up on my screen. What does it mean?

Pending Dams

A: This error message comes up when dam(s) have been removed from your online job that we show on your preliminary inventory.  You cannot simply delete the row with your dam on it from your online job. Each dam listed on your preliminary inventory needs to be assigned an enrollment/removal code.  In the picture above, this member needs to add these 9 dams back to the inventory job and assign them the appropriate codes.  Once they have been updated as enrolled/removed in the online job, you should be able to hit submit data and proceed to billing.

Q: When I hit submit data, the following message comes up asking me for calf data to be reported.  How do I take care of that?

Spring 2014

A: First and foremost, note down what year/season the system is asking for the calf data from.  Currently, all data from Spring 2014 calving season and prior should already be submitted.  If there are a few dams missing calf data/productivity codes, they will be listed on your screen.  Click here to view instructions on how to start an online job and get this taken care of.  Once the data has been submitted through completion you will be able to resume your enrollment job and complete it.

If you have more questions not covered above or just need assistance with your enrollment please contact our office at 406.587.4531 or the@simmgene.com.