ONLINE REGISTRY USER GUIDE - Agricultural Business Research...

ONLINE REGISTRY USER GUIDE

Section 11 – Online Registry User Guide 24 August 2007

Introduction The Online Registration facility is provided to AANZ members to facilitate the registration of animals in a quick and secure manner using the internet. With implementing the Online Registration System, there have been a number of changes to the way in which AANZ transactions are processed. This is because all registration transactions are entered via the online registration system, either by you as a member, or by our Administrator. Previously transactions were sent to Advanced Breeding Research Institute (ABRI) for processing, and it is now apparent that they were required to undertake a number of workarounds to ensure transactions were processed. This will no longer be possible, except in extenuating circumstances, regardless of who is entering the transaction (i.e. member or Administrator). It is therefore extremely important that members process their IAR transactions accurately, and as soon as possible to ensure future transactions can be processed without errors.

Herd Code Limitations

The Online System uses each member’s herd code to control the registration process. This means:

� Where a member has multiple herd codes it is not possible for the member or the Administrator to process transactions as if the herd was one entity. This is difficult in the following scenarios:

o Where a cria has been bred from a sire and dam from multiple herd codes but owned by the same member. Despite the fact that Sire and Dam are owned by one member an A4 transaction must be lodged prior to registering the cria.

o Where a cria has been bred from a sire and dam from multiple herd codes (but owned by the same member) the cria must be registered in the herd of the dam.

� Where an alpaca is recorded as being owned by a member in their

personal name, as opposed to being in the member’s herd, the member (and Administrator) will be unable to process registration transactions for that alpaca’s offspring. These registrations will require ABRI’s assistance. If you have alpacas in your personal name, please email the administrator with the IAR numbers, date of transfer and the herd code they should be part of.



Transfer of Ownership

Where the ownership of an alpaca is being transferred from one member to another, it is advisable that:

� The Form A3 (on the back of the pedigree certificate) – Record of Ownership Transfer is sent to the Administrator as soon as possible to ensure the herd records are kept up to date.

� Where a certified male is being transferred, A4 Use of Non-Owned

Sire transactions should be lodged for any stud services undertaken over the previous year before processing the transfer of ownership. Once the ownership has been transferred the old owner may not be able to enter these transactions.

A4 transactions should be lodged for any outside stud services, and also stud services undertaken within the herd, as there have been instances where the Online System will not process cria registration transactions after the ownership of the male has been transferred.

� Where a female is being transferred with a cria at foot, the cria must

be registered (if it is to be registered) before processing the transfer of ownership. The new owner will be unable to register the cria.

Form A4 Transactions

Form A4 Use of Non-Owned Sire may be recorded by the sire’s owner either in paper version or processed electronically. Members must communicate with the sire’s owner to determine which method they are going to use to record the use of their sire. Where a member agrees to record the use of their sire by processing their Form A4’s electronically they must undertake to do so within a reasonable time frame from the mating date. Where a member has received a paper copy of a Form A4 from the sire’s owner, they must send it to the Administrator to process. The forms must be processed at least two working days prior to processing the registration.

Mating Date or Date In

The Online System requires a mating date to be entered for all registration transactions. Please ensure this information is entered accurately as:

� You will be unable to process transactions where you have used a non-owned sire and the date you have entered in the registration transaction does not match up exactly with the date loaded in the Form A4 transaction. Please note that the Administrator is not able to supply details from Form A4’s that have been loaded. You must obtain this information from the owner of the sire.

� It is intended that this field is used in the future for research

purposes, to determine gestation statistics. The information available will only be as accurate as the data you enter.



Entry of Transactions

Transactions are entered to the Online System using a batch process. This means that all transactions must be validated as correct, or deleted, before the batch can be processed. Therefore it is recommended that you ensure you have correct information to hand prior to completing your transactions, to eliminate unnecessary delays. If you anticipate sending registration transactions to the Administrator to process on your behalf please ensure that your day-time contact details are kept current. Our Administrator telephones all members with processing errors, and needs to obtain accurate answers to queries as soon as possible. If you intend loading registration transactions you will need to work through a number of steps if you encounter system errors prior to contacting the Administrator:

� Check the correct Sire and Dam IAR numbers have been entered � For those members with more than one herd code check you are

logged on under the correct herd code � Check that the correct mating date has been loaded (this may need

to be checked with the owner of a non-owned sire) � Where a non-owned sire has been used check with the owner to

ensure an A4 Form has been loaded and processed. � Check the transfer date (or date issued on the registration certificate)

accurately records the date the ownership of the alpaca was transferred.

Please remember that our Administrator is using exactly the same system that you are using, and is unable to miraculously make errors go away. If you continue to encounter problems, print the screen indicating the errors, prepare an A1 form, and submit them to the Administrator with a letter outlining the circumstances surrounding the transaction. The transaction should then be deleted from your batch. Please do not telephone our Administrator with questions on loading errors.

Registration Certificates

Transactions sent to our Administrator should be processed within two weeks of receipt provided there are no errors. The time frame required to process transactions with errors will largely be dependent on how quickly you supply the necessary information to correct the errors. AANZ registration certificates will be issued. Transactions loaded by members should be processed within two working days of the batch being submitted without error (certificates sent within four working days). It is important to ensure you do receive your registration certificates within this time frame as there have been instances where ABRI have forgotten to process submitted batches. Where this occurs please notify our Administrator by email, clearly stating the batch number and date it was submitted. Our Administrator will then contact ABRI and ensure the batch is processed.



Logon and Password

If you are a new user you will need to request a logon and password from the AANZ Office. Logons issued are active from the working day following the day it was issued, and if you are also an AAA member your logon may take up to ten days to become active. Email [email protected] to request a new logon. The first time you log on to the system you will be asked to change your password. Please keep your password confidential and change it on a regular basis.

Logging On 1. Open the AANZ website www.alpaca.org.nz

2. Click on the link to “IAR Database” under the members Section. Then follow the links to the “Enter the Online Registration Section of the IAR Database” and then to “Online Registration” to open the logon screen.

3. Enter your Herd Code eg ABC. 4. Enter your password. 5. Click on the “Signon” button. The first time you log on you will need to

change your password. 6. Click on “Online Transactions” on the top menu.

7. You will now be at the Batch List page. 8. This lists all batches entered, their status, date created and comments

you have added. 9. You will also be able to see any batches added by the administrator on

your behalf.

View a Batch 1. To view the details of an existing batch click on the batch number link.

2. This will list the records in the batch. 3. To view a record click on the link of the record number. 4. You are unable to edit records once submitted. 5. To return to the batch list screen click on the “List all my batches” link.



Registrations 1. Click on “Create a New Batch”.

2. Select “Cria Registrations” as the Batch Type. 3. Optional: Fill in the comments section with information that will help you

find this batch in the future. 4. Click on the “Create” button to create the batch.

Add a New Cria

5. Click on the “Add” button to enter a registration. This will open the data entry form.

6. Enter the Dam IAR. 7. Enter the Sire IAR.

� It is recommended you only enter the IAR number for the Dam and Sire and leave the Ident No blank.

8. Enter the Mating details. � If you do not own the sire you will need to have the service

agreement (A4) loaded at least 2 days BEFORE you register the cria. � If you own the sire but in a different herd code you will need to have

the service agreement (A4) loaded at least 2 days BEFORE you register the cria.

� You will need to know the Mating date. If it was a hand mating leave the “mating to date” blank.

9. Enter the cria indent no eg C0001. The indent number is made up of a letter for the year of birth “C” (see table) and the drop number. The drop number is 4 digits eg 0001. The Herd code will be automatically filled in from your logon.

2001 - W 2006 – B

2002 – X 2007 – C

2003 – Y 2008 – D

2004 –Z 2009 – E

2005 - A 2010 – F



Add a New 10. Enter the Cria IAR no. Cria 11. The Breeder prefix will automatically fill in from your login information. (continued) 12. Enter the cria name. 13. The microchip no. may be left blank. 14. Enter the Date of Birth. 15. Select the Sex of the cria from the list, male, female or wether. 16. Enter the declaration of castration only if registering a wether. 17. Enter colour type only if cria is a solid colour. Refer to the colour chart

for details on what is solid, non-solid or multiple colour. 18. Enter colour of cria.

� Colour1 is the main colour of the cria. � Colour2 is the next most significant colour otherwise leave blank. � Colour3 if there is a third colour otherwise leave blank.

19. Enter fate of cria – default is Cria born alive. 20. Enter type Huacaya or Suri – Note the default is Huacaya. 21. Enter number in birth – default is One. 22. Register this cria? Default is Yes. 23. Select the “Update Option” – It is recommended to select “Redisplay if

error(s) otherwise move to next record”. 24. Click on “Go”. If there are no errors in the data you will return to the list

of the records in the batch and you can move on to step 28.

Registration Errors

25. Any errors the system finds will show in RED on the form. Errors must be corrected before submitting the registration.

26. See the Troubleshooting section for common errors.

Delete a Record

27. On the edit record screen, under “Update Options” select “Delete Record”. Then click “Go” to return to the record list. The status of the record will be “Deleted”.

28. Records can not be deleted once the batch is submitted. See step 36 on submitting records.

Check Data Entered is Correct

29. It is recommended to edit the record to check that the correct information was entered.

30. Click on the “edit” link under record number. 31. Check the correct Dam and Sire name are displayed. Edit if required. 32. Click on “Go” to return to the record list.

Multiple Registrations

33. To add another registration repeat steps 5 to 29.



Submit Registration Batch

34. When you have finished adding registrations to the batch, click on the “View Batch Summary and Batch Submission Screen” link.

35. Check that there are no records with errors or warnings. 36. To submit the batch for registration, click on the “Submit this batch to

New Zealand Alpaca” link. Once the batch has been submitted you can’t edit the data.

37. Click on the “List all Batches” link to return to the batch list. Congratulations! You have now completed a registration.

Registration Certificates

38. Your registration certificate will be posted to you. 39. If you have not received a copy of the registration certificate within one

week please log back on and check the status of the batch, it should read “Submitted”. If it does not, you will need to correct the errors and resubmit.

40. If it does read “Submitted” contact the AANZ administrator by e-mail [email protected]



Enter an A4 1. Click on “Create a New Batch”.

2. Select “A4 Forms”. 3. Optional: Fill in the comments section with information that will help you

find this batch in the future. 4. Click on the “Create” button to create the batch.

Add a new A4

5. Click on the “Add” button to enter an A4. This will open the data entry form.

6. Enter the Sire IAR. You must be the owner of the sire and be logged in

under the herd code the sire is registered in. 7. Enter the Dam IAR and Dam owners herd code and prefix. 8. Select the mating type. Hand mating or Paddock Mating. 9. Enter the mating date(s). For hand mating only enter the mating from

date. For paddock mating enter both the mating from and to dates. 10. Select the “Update Option” – It is recommended to select “Redisplay if

error(s) otherwise move to next record”. 11. Click on “Go”. If there are no errors in the data you will return to the list of

the records in the batch and you can move on to another A4.

A4 Errors 12. Any errors the system finds will show in RED on the form. Errors must be

corrected before submitting the A4. 13. See the Troubleshooting section for common errors.



Delete a Record

14. On the edit record screen, under “Update Options” select “Delete Record”, then click “Go” to return to the record list. The status of the record will be “Deleted”.

15. Records can not be deleted once the batch is submitted.

Check Data Entered is Correct

16. It is recommended to edit the record to check that the correct information was entered.

17. Click on the “edit” link under record number. 18. Check the correct Dam and Sire name are displayed. Edit if required. 19. Click on “Go” to return to the record list.

Multiple A4’s

20. To add another A4 repeat steps 5 to 16.

Submit A4 Batch

21. When you have completed adding A4’s. Click on the “View Batch Summary and Batch Submission Screen” link.

22. Check there are no records with errors or warnings.

23. To submit the A4 batch click on the “Submit this batch to New Zealand Alpaca” link.

24. Click on the “List all Batches” link to return to the batch list. Congratulations! You have completed online A4’s.



Status Each batch and record will have a status.

Status Explanation

Initialised When a new batch is created

Validated There are no errors in the batch or record.

Sending The batch has been submitted but not received by the ABRI database

Submitted The batch has been received

Deleted The batch or record has been deleted

Fatal errors There are errors in a record or records within a batch that will stop it from being processed.

Errors If there are any errors in the data then these will displayed on the form with a

brief explanation.

Errors must be resolved before submitting the batch. Otherwise the batch will be rejected.

Trouble-shooting

If you intend loading registration transactions you will need to work through a number of steps if you encounter system errors prior to contacting the Administrator:

� Check the correct Sire and Dam IAR numbers have been entered � Check you are logged on under the correct herd code (for those

members with more than one herd code) � Check that the correct mating date has been loaded (this may need to

be checked with the owner of a non-owned sire) � Where a non-owned sire has been used check with the owner to

ensure an A4 Form has been loaded and processed. � Check the transfer date (or date issued on the registration certificate)

accurately records the date the ownership of the alpaca was transferred.



Known Problems

The following are problems encountered during the testing and initial use of the Online System. AANZ does not have the administrative privileges to get these system bugs fixed, therefore we must work around the issues.

Alpacas not Correctly Transferred to a Herd Code

Ownership of the Dam must have been transferred into a Herd Code before the cria is born. This is a problem with new members who don’t have a herd code when purchasing their first alpacas and the alpacas get transferred to their name only. If you encounter this problem please fill in a hard copy A1 form and post to the AANZ office. Do not try to register these cria on line. Include a letter detailing the Dam IAR number and the herd code it needs to be registered against and the date of transfer.

Sire Owned by Member With Multiple Herd Codes.

The system will only recognise herd codes and there is no link between members and Herd Codes. If you own the sire but in a different herd code to the dam, you will need to have the A4 service agreement loaded at least 2 days BEFORE you register the cria.

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