Supporting document Antibiotics monitoring Short database instructions for veterinarians

Supporting document Antibiotics monitoring Short database instructions for veterinarians

Content 1 First steps... 3 1.1 How to log in... 3 1.2 Start-screen... 4 1.3. Change language... 4 2 How to display animal owners... 5 3 Entering data... 6 3.1 How to set up a veterinary drug record... 6 3.2 Import veterinary drug records, upload a csv-file... 10 3.3 Tagging of Without AB therapy... 13 4 How to correct veterinary drug reports... 20 5 How to delete duplicates... 21 6 How to change your password... 23 Page 2 of 23

1 First steps This supporting document provides information for veterinarians on how to use the antibiotics database. 1.1 How to log in Log in to the database via www.vetproof.de. Click on Login by entering username and password Page 3 of 23

1.2 Start-screen You see the start screen directly after login. Use the menu on the left side for any actions. menu 1.3. Change language Click on Einstellungen at the very bottom of the menu. Click on Einstellungen Switch language to Englisch Click OK Page 4 of 23

Switch to Englisch Click OK Confirm with OK Confirm with OK 2 How to display animal owners Click on Pig farmer or Poultry farmer and choose Show in the menu on the left side. Page 5 of 23

The following window is displayed: Click on Download to export a list of all farms for which you apply or deliver antibiotics. 3 Entering data 3.1 How to set up a veterinary drug record Click on Veterinary drug record and create Page 6 of 23

The following window is displayed (input fields tagged with * are mandatory fields!): Pick the farm/animal owner for who you applied or delivered antibiotics by clicking on the magnifiersymbol behind Animal owner. Following window opens: Page 7 of 23

Filter options: Pick the animal owner from the list by using double-click Enter the producer ID (in Germany: VVVO number of the animal owner, 15 digits) in the field VVVO number or enter the animal owners name in the field Display name and click on Show. Pick the correct animal owner from the list by using a double-click. Enter document number You enter the number of veterinary drugs delivery and application document into input field Document number. This number of veterinary drugs delivery and application document is a consecutive number per calendar year and veterinarian. Date of delivery The current date is preset. You can change the date in the drop-down-menu next to the input field Date of delivery. Entering a future date is not possible. Production site If there are names of stables and und flocks given for a company (for poultry herds the existence of the coop number and und flock designation is mandatory, for pig herds it is voluntary), you can choose coop and herd in the drop-down-menu. This is obligatory for poultry herds. Livestock species The animal species is preset after choosing the animal owner. By using the drop-down-menu behind this input field the group of animals (e.g. fattening pigs) can be chosen. Number of animals Please enter the number of treated animals. Indication The indication can be entered (voluntary). Diagnosis details Details on diagnose can be entered as a free text (voluntary). Drug Please choose the applied or delivered veterinary drug from the list in drop-down-menu. Either you scroll and click or you search for the veterinary drug by clicking on Search and entering the veterinary drug s name into input field Drug name and clicking Show. Note: You cannot find the requested veterinary drug? Please contact service@qualitype.de. Page 8 of 23

You would like to add a foreign veterinary drug? Please click on Drug and Create in the menu. Amount delivered/administered Enter the amount of delivered/administered veterinary drug into the first field. Enter only the number (e.g. 100) and choose the according unit (e.g. ml, g or kg) from the dropdown-menu in the second field. Dosage The dosage can be stated as amount per animal and day (voluntary). Please enter only the number in this input field, the unit conforms to the unit you entered above. Treatment There are two input fields: 1. Day (date) : Here you can enter the day of first application, but only when this date differs from the date you have already entered above. If both dates are similar, please leave this input field blank. The date you have already entered above is sufficient. 2. Duration with days of effect : Here you enter the days of treatment. Please enter only numbers, no letters. Example 1: The veterinary drug is applicated once a day for three days: the duration with days of effect is 3 days. Example 2: The veterinary drug is applicated two times at an interval of 48 hours: the duration with days of effect is 4 days. Page 9 of 23

Example 3: The veterinary drug is a long-acting compound applicated only once: please enter a duration with days of effect of 7 days. Form of treatment The form of treatment can be chosen in the drop-down-menu (voluntary). Withdrawal period The withdrawal period (days) can be entered (voluntary). Please enter only numbers, no letters. Treatment instructions fort the animal owner Treatment instructions fort the animal owner can be entered as a free text (voluntary). Finishing Clicking on the button Finish you finish entering the veterinary drug record. The window closes and the veterinary drug record is transferred automatically to the antibiotics database. The window does not close if you have not filled in all mandatory fields. Create further drug for this herd By choosing this feature you can add another drug for this herd or farm. Please choose this feature before you click on Finish. Create this drug for other herd By choosing this feature you can add the drug entered above for another herd or farm. Please choose this feature before you click on Finish. 3.2 Import veterinary drug records, upload a csv-file You can also enter the veterinary drug records by uploading a csv-file. Please check beforehand if all basic prerequisites are fulfilled. That means that the farms master data have to be entered correctly and completely. Fill in a few data sets manually (as described in 3.1). Click on Veterinary drug record and Show in the menu. Click on Download. Page 10 of 23

Choose Drug record data in format of import as Format of download and click OK. Click on Download. An Excel-file with the data you entered is produced. You can delete these data and use the document as a template for entering new data. You can find an explanation of the input fields on our website www.q-s.de (data key pig / data key poultry). Save the file as a csv-file. Upload the csv-file clicking on Veterinary drug record and Import. Page 11 of 23

Click on choose and pick the data you want to upload by clicking on Browse. The data are imported after clicking on OK. Following window opens: Click on Import reports to get an import-report. Reports & Files, Import reports Every single uploaded csv-file is checked. Non-reasonable data files are rejected. You can identify these defective data files clicking on Import reports. Choose the desired time frame in Create date and click on show. Choose the desired data file and click on Import report. Page 12 of 23

Please choose Data set and report in the drop-down-menu and click on Download. You receive an Excel-file with defective data files. After correcting these defective data a new import of data is necessary. 3.3 Tagging of Without AB therapy Herds without AB therapy poultry Click on Poultry farmers without monitoring data in the menu Herds without AB therapy Click on Poultry farmers without monitoring data The window Herds without AB therapy Poultry farmers without monitoring data opens. Filter options: Select the quarter (for turkey companies it is recommended to keep the checkmark in the previous quarter to get data for 6 months) Page 13 of 23

Select the production scope Click on All companies without treatment documents and without AB therapy are displayed For submitting a without AB therapy report, select the appropriate company by double-click The window "Production sites" opens Select the production site, all existing herds are displayed Click on the appropriate herd (select several herds via Ctrl + mouse click) Then click on A window opens Enter the submitting person and then click on All herds of the selected company for which you have made a without AB therapy report are displayed by clicking on Page 14 of 23

you can revise your entries by using the buttons in the top line: Refreshes the view Opens the selected report in the window. You can change the details of the submitting person and save the changed report again Deletes the entire marked report Downloads the selected reports (Excel file) All search entries are reset to the default setting The search disappears Alternative Click on Denote poultry herds in the menu Herds without AB therapy Click on Denote poultry herds The window Poultry farmer opens. Please choose the animal owner. Page 15 of 23

Filter options: Select the animal owner from the list via double-click Enter the VVVO number or the animal owners name in the search field, click via double-click and select Select production site and herd Click on and specify the submitting person Then click on Quarters without AB therapy pig, cattle Click on Pig farmers without monitoring data or Cattle farmers without monitoring data in the menu Quarters without AB therapy Click on Pig farmers without monitoring data Page 16 of 23

The window Herds without AB therapy Pig farmer without monitoring data opens Filter options: Select the quarter Select the production scope Click on All companies without treatment documents and without AB therapy are displayed For submitting a report without AB therapy, select the appropriate company (select several companies via Ctrl + mouse click or all herds via ) Then click on A window opens specify the submitting person and click on Page 17 of 23

All herds of the selected company for which you have made a without AB therapy report are displayed by clicking on you can revise your entries by using the buttons in the top line: Refreshes the view Opens the selected report in the window. You can change the details of the submitting person and save the changed report again Deletes the entire marked report Downloads the selected reports (Excel file) All search entries are reset to the default setting The search disappears Alternative Click on Denote for pig farms in the menu Quarters without AB therapy Click on Denote for pig farms The window Pig farmer opens Page 18 of 23

Filter options: Select animal owners from the list of hits by double-click, enter VVVO numbers or names in the search field, click and select Mandatory fields: Calendar quarter Submitting person Production scope Then click on Page 19 of 23

4 How to correct veterinary drug reports Click on Veterinary drug report and show Click on Veterinary drug report and show A window with all of your accumulated veterinary drug reports opens: Please click on one of these veterinary drug reports to mark it. Afterwards you can revise it by using the buttons at the top on the right: Updating image Downloads the desired veterinary drug reports (Excel-file) Opens an new window to set up a veterinary drug record Page 20 of 23

Opens the marked veterinary drug report. You can correct all details in that veterinary drug report and save it Deletes the entire marked veterinary drug report Retraction of drugs. Please enter the amount of retracted drug. 5 How to delete duplicates Click on Veterinary drug report and show Click on Veterinary drug report and show A window with all of your accumulated veterinary drug reports opens. Please place a checkmark next to Mark duplicates and click show in the filter options above. Please be patient for a moment. The duplicates are identified and marked (yellow). Page 21 of 23

Delete all duplicates: Please click on Duplicates to select all duplicates. Selected duplicates are no longer shaded in yellow, but in grey. Please click on delete to delete all duplicates. Page 22 of 23

6 How to change your password Click on Change password Click on Change password Enter your old and new passwords and confirm your modification with OK. QS Qualität und Sicherheit GmbH Schedestraße 1-3, 53113 Bonn Tel +49 228 35068-0, info@q-s.de Managing Director: Dr. H.-J. Nienhoff Page 23 of 23