Flock Manager

Flock Manager

v1.65

Download

Windows 7, Windows 8 and Windows 10 operating systems only

Before you start the installation process

  1. Check your licence is up to date
  2. Take a backup of your data
  3. Close the program
  4. Have your Farmplan customer number to hand

Summary of changes

  • Simplified animal categories
  • Simplified opening numbers screen
  • Home Page – overview of animal numbers by category/holding/year
  • Home Page – lamb details by year
  • Flock Inspector – view running totals of each category by year
  • Movement options – redesigned to allow multiple entries in the same movement
  • Stick Reader – allocate breed and category to a tag for future use
  • Stick Reader – read and summarise slaughter tags by flock mark
  • Animal Summary Report – total number of animals on any date by holding/year/breed
  • Animal Movements Report – all movements from a particular date
  • Reassign Breeds – to tidy up breeds
  • Active/Default – breeds and locations
  • Treatments – ability to copy an existing treatment
  • ARAMS (England) – notify movements electronically

A full list of enhancements can be found in the Help files in the program and during the download process

If you have a hand held device please also update your Virtual Stick Module

This must be updated at the same time as the main program. Please ensure all information is read from the device before you update.

Handheld device update

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Getting started guides

Enhancement guides

Animal numbers

How can I easily see how many animals I have of each category and breed at each of my Holdings?

New Totals Reports

There are now 2 new reports that will also help identify the number of animals of each category and breed at individual holdings. Go to Report LibraryHolding Register

Animal Summary Report

This report shows the number of animals on any specific date by holding and/or breed.

Animal Movements Report

The Animal Movements report can be filtered by Holding and Breed to show the detail of all movements to or from any location and a running total since a specified date.

The combination of these 2 new reports will provide you with an accurate and up to date record of all sheep owned by you according to your data.  It is similar to the existing Holding Audit but will also show all movements to and from other people’s holdings to monitor all sales/purchases with other traders.

Backup

How do I back up and restore using the web server?

This is the ability to back up your data to a remote web server across the Internet. The web server is maintained by our parent company, RBI, and provides a secure location for backups away from your own office environment.

The backup can be restored to any computer with Internet access regardless of its location, providing it has been registered with your licence details and web access code – subject to your Farmplan licence agreement.

There are 3 tabs in the backup option:

Local backups – to be made, for example, on your hard disk or memory stick. This option has not changed and should still be used for all of your routine backups.

Private web backups – this is a backup to the remote server. This enables you to keep a secure backup away from your own office environment which is only accessible by a computer using your customer licence/web access code.

For additional security you can password protect your backup which means that even if someone has your licence details, they cannot restore your data without entering the password.

NB – Farmplan cannot tell what the password is. It is therefore very important that you keep a record of the password that you have used.

We have given you ten free Private slots which will remain available providing your support contract is up to date. More are available on request.

See a demo of making a private web backup.

Other web backups – to make server backups available to Farmplan support staff or outside consultants.

We have given you ONE free Support slot which can only be accessed by yourself or a member of Farmplan. Again, if you have used a password, we cannot download your data unless you supply it to us.

If you contact us with a query, we may ask you to backup a copy of your data to this slot so that we can restore it immediately – a much quicker and more straightforward method than attaching it to an email.

web_back_up_496x285

In addition we can also supply you with 3rd party slots – these can be used to provide a backup of your data to an outside consultant who also uses the Flock Manager program.

You would provide the 3rd party user with your customer number and a 3rd party access code – supplied by us. The 3rd party user enters these when restoring your data in order to access it. Again you can password protect individual backups in order to provide additional protection.

Additional backup slots – if you would like to have additional slots – either private or for 3rd party users, they are available for a nominal annual charge. Please contact the Adviceline for more details.

If you have more than one operator accessing the slots take care that you do not use the same one simultaneously. We recommend that each operator is allocated their own slots.

Backup instructions – for full backup instructions please refer to the help notes within the program.

How often should I back up my Flock Manager data?

When to Backup will depend on the volume of data that is being entered and individual circumstances. However it is recommended that a portable copy is made frequently and kept away from the computer.

Additional copying will depend on the user – perhaps make a hard disk copy every hour and a portable copy at the end of the day. But do not overwrite these copies immediately; rotate a series of 3 backups always overwriting the most out of date copy.

It is extremely important to label each copy clearly with the exact details of what is on it – the dataset name, date/time and, for example, some details that remind you of the last entry made.

EID

I’ve got a Tru-Test Stick Reader. I can’t read multiple/individual tags?

Go into Settings on your stick reader.  Scroll down to Option 10 and change it to Standard.

I’m interested in getting a Stick Reader. What makes are compatible with Flock Manager?

If you purchase a Stick Reader to use with Flock Manager, you need to tell the program which make you are using.

To do this:

  • Go from the Tools Menu to Options
  • Select the Stick Reader Options Tab at the top of the window that opens
  • From the drop down list select or view the makes of compatible Stick Readers.

I can’t get my details to import into the program from my stick reader

Check that you have selected the correct model of stick reader within the option Tools – Options.

Movements

How do I set up my Locations if I intend to use the ARAMS electronic movement notifications?

Locations – setting up ARAMS

In Setup – Locations, mark your home location as being in the region ‘England’ and tick ‘Notify Sheep Movements’.

Check that the Holding number (CPH) and post code of the location are correct.

locations_500x393

Select the holding type of either:

Primary Holding – enter the User Name and password that were created when you registered with ARAMS. Each primary holding should have its own unique name and password.

Or

Secondary Holding – if a holding that you are responsible for notifying movements is linked to a primary location, then mark it here and select the primary holding.  Note that the terms ‘primary’ and ‘secondary’ holdings are ARAMS definitions and if you are in doubt which to use please contact ARAMS.

Other Traders – check any other locations that you move animals between, both for sales, purchases and temporary movements.  Make sure that they have the correct type selected i.e. farmer/market etc. and that you have recorded their CPH number and post code for use with electronic notifications or it will be rejected.  If you do not know this information you will need to send the ARAMS paper form to SouthWestern in the normal way.

NOTE – Any movements entered after the ‘Notify sheep movements’ box has been ticked will be available for submission.  If you have any outstanding movements that you wish to notify electronically, edit the movement to force it to be resaved.

How does this link to my data in Flock Manager?

ARAMS – Electronic movement submissions (England only)

In April 2014,  the Animal Reporting and Movement Service (ARAMS) took over the processing of all sheep movements from each local authority in England.

It is not yet mandatory for farmers to record movements electronically, although it is for markets.

Paper ARAMS1 form

When moving animals, it is the recipient of the animals who is responsible for notifying ARAMS by sending the white paper copy of the form to them.  The seller keeps one copy (yellow) but the other copies go with the animals – ARAMS (white), destination copy (pink)  and the haulier (blue).  The ARAMS printout is available fromReports – Movement Documents within the program.

Electronic Notifications

The option has now been added to send movement details to ARAMS electronically via the Flock Manager program.

As a farmer you may either be sending the ‘on’ and ‘off’ movements,  for example, when animals are moved from your holding to another farmer’s OR you may just be confirming someone else’s movement onto your holding – providing they have done an off movement – for example buying animals via a market.

How do I register with ARAMS?

In order to use the electronic movement option within Flock Manager, you should first register with the ARAMS service by going to:

http://www.arams.co.uk/Portals.aspx

You will create an account which will include your user name (usually your email address) which will generate apassword which will be emailed to you.  This may take up to 48 hours.  Make sure you take a note of these as you will need to enter them into the Flock Manager program.

Make sure that you select the option to be a Package User.

Please note that ARAMS will either allow farmers to register as an ‘ARAMS Portal User’ i.e. movements are entered directly to their website or as a ‘Package User’ to use a 3rd party package such as Flock Manager to submit movements with read only access to their website.  You currently cannot use both options.  If you have already registered as a Portal User then you should contact ARAMS so that they can change your registration details.

You will need the CPH number and postcode of the main (primary) holding.  Additional (secondary) holdings may be linked to your primary holding once you have registered successfully.  This must be done within the ARAMS website before they are linked within the Flock Manager program.

Reports

Where do I find my Annual inventory report for my number of sheep?

Run the current Holding Register Report.

  • Go to the Report Library
  • Select this by clicking on the Reports button on the Homepage main toolbar at the top of the screen
  • When the Library opens, select Holding Register under the Report Categories on the left of the window
  • Double click on the appropriate Holding Register to run the report This will display English/Welsh/Scottish depending on the Holding location selection.

I only want to print one page of a particular report/I want to email a report to someone else.

You can download a PDF printer driver from the Internet onto your computer.  Just use a search engine to find a  ‘Free PDF printer driver’. When you are downloading it keep answering ‘Run’ if asked.  Go to the report and select the option to ‘Print’.  You will see that this PDF driver is now an option under the available printers.  Select this one instead of your normal printer and the report will be created in the format of a PDF file.  This will allow you to use the normal pdf functionalities of being able to select a page or attach this file to an email.

How do I change the flock record to Welsh or Scottish format?

The Holding Register can be viewed/printed in English, Welsh or Scottish formats. You can change the region of your data to change the layout of the Holding register as necessary by going to Setup – Business Details.

On installing the program it will default the report layout to English but you will be given the opportunity to select the main region when you create your own data. If you have holdings in more than one region you should normally select England at this point.  This will default your opening date to 1 December for each holding.

The opening numbers for the Welsh/Scottish holding can either be entered on 1 December or 1 January but the Holding Register will run from 1 January of the new year.

Can I see entries made against individual sheep?

You won’t be able to call up a record card for an individual sheep, but you can go from the Tools menu to Find an Animal … Enter the ear tag number of the sheep and click on the Find button to view and select the tag and see what has been recorded against this particular tag number.  This record can be printed.

Can I produce copies of all pages in a Movement Document to take to market with my sheep?

Yes.

  • Enter a Sale record prior to the sale, so that date and full details of sheep to be sold are entered.  This record will appear as a Planned Sale
  • Go to Reports and select the Movement Documents category
  • Select and run the ARAMS Movement Document for Sales to preview and print a pre-populated Movement Document and FCI Statement
  • Planned Movements can also be entered in order to produce the appropriate Movement Documents.

Setup

How do I know what version of Flock Manager I have on my computer?

To establish which version of Flock Manager is in use:

  • click the ‘Help’ menu
  • then click on ‘About Flock Manager’

The program version and your Farmplan customer number will be displayed.

Tagging

I have some store animals that I originally tagged with slaughter tags but I now want to identify them individually.

The exact procedure will depend on the region in which you live.  Go to the option called Upgrading from theActions section of the list bar. Enter the details of the new tags first on the left hand side of the screen, followed by the previous tag details on the right.

I’ve retagged some sheep. How can I record this?

The retagging of animals, either with replacement or additional tags, has to be recorded:

  • from the Entries drop down menu select Retagging
  • click the New button on the main Toolbar at the top of the Flock Manager screen to open
    the data entry window
  • alternatively, click on Actions on the List Bar on the left of the main screen, then select
    Retagging
  • click on New on the Toolbar at the top of the entry window that opens
  • enter details as required
  • click on Save
  • click on the Copy button at the bottom left of the data entry window to allow the selected
    Retagging record to act as a template for a new entry – edit the record and click on Save
    to create a new record.

To report on Replacement Tags:

There are different layouts for the report depending on the country selected in the ‘Tools’ menu. If you need to change the flock record to Welsh or Scottish format you can find it here.

The Holding Register can be viewed/printed in English, Welsh or Scottish formats. You can change the region of your data to change the layout of the Holding register as necessary by going to Setup – Business Details.

On installing the program it will default the report layout to English but you will be given the opportunity to select the main region when you create your own data. If you have holdings in more than one region you should normally select England at this point.  This will default your opening date to 1 December for each holding.

The opening numbers for the Welsh/Scottish holding can either be entered on 1 December or 1 January but the Holding Register will run from 1 January of the new year.

From the Reports drop down menu select Holding Register.  The year and the holding can be selected.

How can I record that I have identified some animals?

Lambs born on your holding must be identified:

  • within six months of birth if the animals are housed overnight;
  • within nine months of birth if the animals are not housed overnight; OR
  • before the animal moves from its holding of birth, if earlier.

(Detailed rules regarding tagging vary between regions and you should consult documentation relating to your area of the UK.)

It is also a requirement that the tagging of animals must be recorded on the Holding Register.  The program will display the number of each year’s lamb crop on the Home Page that have been born, tagged, sold etc so that you are reminded to enter all the tagging records.

If you are recording slaughter tags use the ‘Batch identifier’ option and enter the total number tagged at each holding.

identification tagging_500x324

If you have used individual identification numbers pick that option and go to Get identification numberswhich will take you to a similar screen to the Movements option.

NB – If you have to retag animals – for example, if they lose a tag go to the option Retagging. If upgrading slaughter tags to individual tags use the option Upgrading.

Treatments

Can I tell if any of my animals are under a withdrawal period when I want to sell them?

  • Click on the Reports button on the Homepage main toolbar at the top of the screen then Report Library
  • When the Library opens, select Treatments under the Report Categories on the left of the window
  • Double click on Animals in Withdrawal periods to run the report

Repeating Drug Treatments

It is now possible to copy an existing Drug Treatment to create a new treatment record. For example you may be repeating an existing treatment on a different date, treat the same group of animals with a different drug or treat 2 different groups of animals with the same drug.

Click on the Copy button of an existing treatment screen to bring up the new entry.

You can then change any details as appropriate for example a different date and time, the identities of the animals or the batch number of the drug.