Field Service Advisory Committee (FSAC) Meeting. Tuesday, March 12, 2013 Trade Winds Hotel St. Pete Beach, FL 8:00 a.m. 4:30 p.m.

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1 Field Service Advisory Committee (FSAC) Meeting Tuesday, March 12, 2013 Trade Winds Hotel St. Pete Beach, FL 8:00 a.m. 4:30 p.m. 8 a.m. Noon Field Service Management and DRPC Management Only Noon 4:30 p.m. Field Service/DRPC/Presidents & Delegates Welcome 8:00 a.m. Call to Order & Introductions Terry Hopper, Chair, FSAC 8:15 a.m. Agenda Review and Repair Minutes from 2012 FSAC Meeting (attached) 8:30 a.m. QCS Field Service Program Update Steven Sievert 8:50 a.m. QCS Meter Center/Technician Program Update Steven Sievert 9:00 a.m. Carry-Over in Recording Devices Steven Sievert 9:15 a.m. Considerations on Test Day Procedures in Modern Parlors Terry Hopper - moderator 9:45 a.m. Break 10:00 a.m. Discussions on Test Day Procedures in Herds using Automatic Milking Systems (Robots) - Steven Sievert moderator 11:00 a.m. Proposed Changes to Auditing Guidelines 12:00-1:00 p.m. Lunch Other New Business 1:00 p.m. Council on Dairy Cattle Breeding Update 3:15 p.m. Break 3:30 p.m. Update on American ID Neil E. Hammerschmidt, Program Manager, Animal Disease Traceability, USDA/APHIS 4:30 p.m. Adjourn/Close Meeting 2013 FSAC Agenda

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3 Field Service Advisory Committee (FSAC) Meeting March 12, 2013 Trade Winds Island Grand, St. Pete Beach, FL Attendees Terry Hopper, Dairy Lab Services & Chair, FSAC Alfred Duran, California DHIA Bill verboort, AgriTech Analytics Robert Albrecht, Indiana State Dairy Association Bruce Dokkebakken, Minnesota DHIA Brian Winters, DHI Cooperative Inc. Chris Tucker, Rocky Mountain DHIA Daniel Lefebvre, Valacta David Brown, Tulare DHIA Frank Nunes, Tulare DHIA George Cudoc, Dairy One Cooperative, Inc. & Chair, QCS Advisory Committee Jamie Zimmerman, Dairy One Cooperative, Inc. Jere High, Lancaster DHIA Julee O Reilly, DHI Cooperative Inc. Lee Maassen, Past Chair, QCS Advisory Committee Mark Adam, NorthStar Cooperative DHI Services Michael Gallenberger, Gallenberger Dairy Records Steve Frank, United DHIA Susan Lee, Idaho DHIA Tom DeMuth, AgSource Cooperative Services Steven Sievert, National DHIA/QCS Jay Mattison, National DHIA/QCS Invited Guests Andrea Rosati, ICAR (Italy) Daniel Abernathy, ADHIS (Australia) Gordon Doak, NAAB Ole Meland, Chair, Council on Dairy Cattle Breeding Pierre-Louis Gastinel, France Genetique Elevage (France) Uffe Lauritsen, RYK (Denmark) The 2013 FSAC meeting called to order at 8:10 a.m. by Terry Hopper, Chair. The election of the FSAC Chair was added to the agenda. Steven Sievert, QCS, distributed the minutes from the March 6, 2012 FSAC meeting. Minutes were approved as printed. Steven Sievert was appointed to take minutes for the 2013 meeting. Steven Sievert, QCS, presented the following 1. Field Service Report (attached to the minutes). There are no proposed changes to the audit guidelines. 2. Meter Center and Technician Report (attached to the minutes). There are no proposed changes to the audit guidelines March 12 FSAC Minutes

4 3. Update on the ICAR Sample Carry-Over working group (attached to the minutes). A welcome from ICAR was presented by Andrea Rosati. The ICAR Executive Board met adjacent to the National DHIA Annual Meeting and FSAC meeting. Members of the Executive Board were invited guests at the 2013 FSAC meeting. Jay Mattison distributed an update (attached) on the AM-PM factors project. The 2x factors were completed in It is anticipated that the 3x factors will be completed by Mike Schutz and forwarded to Duane Norman on March 25, The present work plan will include completion of the project by Duane Norman in Terry Hopper moderated an open discussion on the challenges facing DHI service affiliates when testing larger or modern dairies. Steven Sievert moderated an open discussion about concerns associated with test day and sampling procedures in herds using automated milking systems (robots). After an extended discussion on the training needs and requirements of field service managers, it was recommended that the Field Service Auditor (Steven Sievert) document manager training (or lack thereof) during the 2013 audit year and provide a summary to the FSAC at the 2014 meeting. There were no changes in the Auditing Procedures for Field Services or Auditing Procedures for Meter Centers and Technicians brought from the floor. Terry Hopper reported that the NADMA checking account had a balance of approximately $1700. It was moved, seconded, and passed that these funds be used to pay the 2014 FSAC meeting registration fee for those DHI managers that attended the 2013 FSAC meeting. The list of attendees is included in these minutes and is based on the sign-in sheet circulated during the 2013 FSAC meeting. Terry Hopper was unanimously elected FSAC chair for another two year term. FSAC meeting adjourned at 11:32 a.m. Respectfully recorded, Steven Sievert QC Program Manager/Field Service and Meter Center Auditor Quality Certification Services Inc March 12 FSAC Minutes

5 Field Service Advisory Committee (FSAC) Meeting March 6, 2012 Embassy Suites Hotel, Fort Worth TX The 2012 FSAC meeting called to order at 1:12 p.m. by Terry Hopper, Chair. There were no additional agenda items brought from the floor and the agenda was agreed upon as printed. Steven Sievert, QCS, presented the minutes from the March 15, 2011 FSAC meeting. Minutes were approved as presented. Steven Sievert was appointed to take minutes for the 2012 meeting. Current Auditing Schedules for Field Service Providers and Meter Centers were distributed to attendees by Steven Sievert. Steven Sievert, QCS, presented the following 1. Field Service Report (attached to the minutes). There are no proposed changes to the audit guidelines. There was extended discussion on decoupled meters and samplers and the options of coding records collected using non-approved decoupled systems. 2. Meter Center and Technician Report (attached to the minutes). There are no proposed changes to the audit guidelines. Discussion on EID validation was moved to the NADMA (North American DHI Manager s Meeting) on March 6, The FSAC meeting was recessed at 2:50 p.m. The FSAC meeting reconvened at 4:55 p.m. There was no other new business from the floor. During the 2012 NADMA meeting on March 6, 2012, it was moved, seconded and passed by unanimous roll call vote to indefinitely suspend NADMA meetings and to combine both meetings (FSAC and NADMA). Steven Sievert, QCS, and Terry Hopper, current FSAC Chair, will work cooperatively to plan the 2013 meeting. This meeting will most likely be held concurrent to the 2013 National DHIA Annual Meeting in St. Pete Beach, Florida. FSAC meeting adjourned at 5:14 p.m. Recorded by: Steven Sievert QC Program Manager/Field Service and Meter Center Auditor Quality Certification Services Inc March 6 FSAC Minutes

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7 Field Service Advisory Committee March 12, 2013 QCS SIEVERT FSAC

8 Components of Field Service Certification Certified Field Service Affiliate Mandatory Annual Audit Compliance with Code of Ethics & Uniform Operating Procedures Compliance with General and Field Service Auditing Guidelines Payment of Fees QCS SIEVERT FSAC

9 Most affiliates meet the minimum Training documentation is dated No updates to training programs since We need to provide the tools for new technicians to succeed Most likely more training than reported to the auditor QCS recognizes variances between affiliates just document what training you provided What support is needed? Forms? Presentations? Online Training Modules? QCS SIEVERT FSAC

10 Number of Field Service Affiliate Managers do not attend any organized training meetings Increases challenges and increases costs of support Not aware of industry changes Tend to have higher non-compliance issues during field service and meter center audits Concern also exist in the laboratory sector QCS SIEVERT FSAC

11 Meters need to be calibrated at least once every 12 months Best Service Provider Poorest Service Provider Weighted Mean Not Calibrated 0% 8.7% 0.28% % <365 days 100% 0% 47.86% % days 0% 0% 40.54% >425 days 0% 91.3% 5.65% QCS SIEVERT FSAC

12 Electronic meters need to be calibrated at least once every 12 months Water Test Calibration Parlor Report/EMMR/Manufacturer s Software Report demonstrating that meters are accurately weighing milk Growing number of dairy-owned meters used for DHI Don t forget to update make, model and number of meters as parlors expand or refurbish Myths about electronic meters Meters will always be in calibration A 10-day average takes care of all individual cow errors QCS SIEVERT FSAC

13 Common Problem Blocked Meter Missing one or more milkings QCS SIEVERT FSAC

14 Identified Meters out of tolerance Float not working properly QCS SIEVERT FSAC

15 Identified Meters out of tolerance Three stall with malfunctioning displays One stall with air leak One with bad wire One stall with bad valve Three stalls needed electrodes cleaned QCS SIEVERT FSAC

16 Approved Models Afiflo 2000 Afiflo 9000 Full Flow (MM 85/MM95) Afilite (Germania s Essential) Afi 155 & 155i (Sheep & Goat) Low-Line Installation Only Must Use Afikim Sampler There is no meter performance report available in the current version of the Afifarm software QCS SIEVERT FSAC

17 Approved Models Precision (Model M/M+) Perfection SmartControl (BouMetrix) Low-Line Installation Only Must Use Boumatic Sampler Provantage and Boumetrix software package offers meter performance report QCS SIEVERT FSAC

18 Now approved! Smart Control (Boumetrix) Did not pass 1 st ICAR test in 2011, passed 2 nd test in 2012 Four steps required by dairy Software upgrade Install new deflector plate Water test calibration Apply sticker Must be completed in 2013 QCS SIEVERT FSAC

19 Approved Models Weighall Both high line and low-line installations are approved No meter performance report in current Dairymaster Milk Manager software Calibration is easy with standard weight Dairymaster recently changed the dump cycle in software affects accuracy of meter ICAR retest planned in 2013 QCS SIEVERT FSAC

20 Approved Models Flomaster MM15 (Flomaster Pro) MM25/MM25W/MM27 SG (Sheep & Goat) Delpro MU480 Must use proper DeLaval sampler for each model All meters are low-line except for Delpro MU480 QCS is working on EMM report in Alpro Windows release anticipated in 2013 QCS SIEVERT FSAC

21 Metatron Meter Approved Controllers Metatron 12 S21/P21 Dematron 70 Dematron 75 Low-Line Installation Only Must Use GEA/Westfalia Sampler Reports of Sampler Flooding with Higher Milk Flow Rates Metatron performance report meets QC requirements QCS SIEVERT FSAC

22 Approved Models Dairy Manager Low-Line Installation Only No direct meter performance report in Surge software must interface with DC305 or PCDart Operational manual and calibration instructions are available from QCS QCS SIEVERT FSAC

23 Required for all herds All test plans are included even 40 s and 70 s Data is used for genetic and management research Good business practice, even for non-processed herds Herds may convert from non-processed to processed Record of herd code assignment Release and use of records Common Problems Never obtained agreement for new herd Missing signature(s) Herd restarts DHI but member agreement is missing QCS SIEVERT FSAC

24 A simple, yet vital mission. Providing a reliable source of information to people interested in the U.S. dairy records industry. Thank you for your cooperation, support and commitment to the quality certification process! QCS SIEVERT FSAC

25 Service Bulletin September 21, 2012 Bulletin # BGM-176 All BouMatic Dealers ICAR compliance for existing SmartControl Meter installations Existing installations of the SmartControl Meter*, which are part of BouMatic SmartDairy TouchPoint and ViewPoint milk stall installations, can now be brought into ICAR compliance. ICAR compliance requires: 1. Upgrade of the SmartDairy software to version or newer. 2. Replacement of the original Wash Deflector with a new Wash Deflector, PN: Completing the Water Test and Calibration of the meter(s) following the Water Test Instructions. A copy of these instructions, Attachment A, is included with this bulletin. 4. Application of the ICAR decal, PN: A diagram of the decal and the location to affix the decal, Attachment B, is included with this bulletin. NOTE: The ICAR decal may only be applied after compliance steps 1-3 are completed successfully. By applying the ICAR decal to the meter the Dealer is certifying that all steps were completed successfully. Without these changes the meters will not be ICAR compliant. The Wash Deflector and ICAR decal will be offered free-of-charge** for existing BouMatic PerfectionMetrix 3000 and SmartControl Meter installations. BouMatic Dealers can order the necessary quantities through the regular parts ordering process. Dealers may not order this part in quantities greater than the number of installations installed or serviced. BouMatic Dealers are encouraged to make current stock and existing installations compliant during the next meter service, or sooner if the customer desires. At the latest the deflector and software replacement in the field should be completed within a year. BouMatic Dealers are asked to keep an account of the total number of meters brought into compliance. Your BouMatic Account Manager will periodically ask for this information. Newer installations of ICAR compliant SmartControl Meters are identified by the ICAR decal on the meter. SmartControl Meters with the ICAR decal require no changes. Notes: * Early SmartDairy TouchPoint and ViewPoint installations may have meters labeled PerfectionMetrix The SmartControl and PerfectionMetrix 3000 meters are identical. PerfectionMetrix 3000 Meter installations require the same procedures noted in this bulletin to be brought into ICAR compliance. ** Labor will not be covered.

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29 Centering Period Months for Meter Centers Even Years Meter Centers are subject to mandatory biennial, on-site audits. Below is a schedule of target months for the on-site audits scheduled to occur during even numbered years. January... February...Puerto Rico DHIA March... Texas DHIA Stephenville April... May... San Joaquin DHIA June... July... Mini-Cassia Calibration Center... Vanden Bosch Calibration Center August... September... Dairy One Cooperative Inc. Ithaca Portable... Dairy One Cooperative Inc. Ithaca Stationary October... November...Heart of America DHIA... Mid-South Dairy Records...Rocky Mountain DHIA... Tillamook DHIA... Washington State DHIA... Willamette DHIA December... Asociación Holstein de México Meter Center & Meter Technicians Procedures - Version 12.3 Page 3 of 21

30 Centering Period Months for Meter Centers Odd Years Meter Centers are subject to mandatory biennial, on-site audits. Below is a schedule of target months for the on-site audits scheduled to occur during odd numbered years. January... Minnesota DHIA February... Arizona DHIA... Southeast DHIA Portable... The Udder Tester March... April... DHI Cooperative Inc. Stationary... DHI Cooperative Inc. Portable May... Eastern New Mexico DHIA Dexter... Eastern New Mexico DHIA Clovis... Integrated DHI...Texas DHIA Canyon... Circle H Headquarters LLC June... NorthStar Cooperative Inc. DHI Services Michigan July... August... Lancaster DHIA... California DHIA Portable... Kings County DHIA...Central Counties DHIA... Southern Counties DHIA... Fresno DHIA... Tulare DHIA... Dairy Lab Services September... October... AgSource Cooperative Services/CRI Portable - Dorchester... AgSource Cooperative Services/CRI Mega Test Rig and Calibration Rig - Menomonie November... NorthStar Cooperative Inc. DHI Services Wisconsin December... United Federation of DHIAs Portable Meter Center & Meter Technicians Procedures - Version 12.3 Page 4 of 21

31 Field Service Advisory Committee March 12, 2013 QCS SIEVERT FSAC

32 Service providers are required to notify the auditor of: Changes in business name, address, phone, , contacts Changes in authorized personnel i.e. meter technicians Changes in equipment/instrumentation Notification within 30 days of change Send changes to QCS Program Manager Steven Sievert Assures accuracy in billing, website listings, and monitoring instrument performance Allows for cost-efficient scheduling of on-site discretionary audits QCS SIEVERT FSAC

33 No proposed changes in guidelines No new ICAR-approved manual meters to add to the list of approved models Still significant number of older Tru-Test standard bore (yellow) & FOSS Milko-Scope meters in service QCS SIEVERT FSAC

34 Equipment is aging in many meter centers Vacuum pumps/gauges are failing (7 in 2011, 8 in 2012) Receiver jars showing some age air leaks, buildup Unapproved meter modification Modification of parts so the meter samples faster resulting in inaccurate samples. Glues, cement, etc. weakens the meter and is not approved for Grade A dairies Cutting corners on meter service Failure to replace annual service kits Failure to replace hoses QCS SIEVERT FSAC

35 Meters need to be calibrated at least every 12 months Many affiliates calibrate more often QCS can handle multiple calibration dates Use the latest two dates for the interval Helpful hints Don t forget to record meter center and technician Don t forget second calibration checks when required No alphanumeric numbers if possible Use the manufacturer s serial number for QCS reporting whenever possible QCS SIEVERT FSAC

36 Model Model Percent FOSS Milko-Scope % TeSa Milk-O-Meter *Decertified 12/31/ *0 *0 Tru-Test Auto Sampler (SB & WB Models) 25,114 21,478 20, % Tru-Test Economy (SB) 2,934 2,048 1, % Tru-Test Electronic Milk Meter % Tru-Test Ezi-Test (SB & WB Models) 8,123 8,224 8, % Tru-Test Farmer (SB) 6,845 4,517 4, % Tru-Test Pullout (SB & WB Models) 51,136 46,748 43, % Waikato MK V 12,013 7,897 8, % Waikato SpeedSampler % Total 107,369 92,289 87,586 *not for distribution QCS SIEVERT FSAC

37 2013 Hosted by Minnesota DHIA August 13-15, 2013 Buffalo, MN Registration now open 2014 Hosted by Tulare DHIA April 2014 Auto Sampler Training only QCS SIEVERT FSAC

38 A simple, yet vital mission. Providing a reliable source of information to people interested in the U.S. dairy records industry. Thank you for your cooperation, support and commitment to the quality certification process! QCS SIEVERT FSAC

39 Field Service Advisory Committee Meeting March 12, 2013 QCS SIEVERT FSAC

40 Recording and sampling devices were tested to ensure compliance ICAR yield and fat guidelines DHI milk sample is used for more than component testing SCC ELISA Johne s, BVD, Pregnancy PCR MUN, Free Fatty Acids, Ketones New tests on the horizon? Carry-over is really contamination of the sample and test results may be compromised QCS SIEVERT FSAC

41 Establish guidelines which outline: Method of carry-over measurement Acceptable limits for milk recording and sampling devices Work with milking equipment manufacturers so that both current and future devices meet carry-over limits Establish a Best Practices guide for milk sampling by herd recording organizations QCS SIEVERT FSAC

42 Working Group reports to the ICAR Subcommittee for Recording Devices Martin Burke, Ireland (Chair) Clement Allain, France Steven Sievert, United States Kees de Koning, Netherlands Peter Lovendahl, Denmark Uffe Lauritsen, President, ICAR and Sponsor Additional members may be added as expertise is needed QCS SIEVERT FSAC

43 Define Carry-Over (complete) Define standard method(s) for measurement (in process) Establish existing carry-over in approved devices Portable (manual) meters In-place (electronic) meters Automated milking systems Establish appropriate limits for carry-over Testing and validation trials Redefine limits and/guidelines based on trial results QCS SIEVERT FSAC

44 Meter Flasks Sampler tube Hose from milking cluster to meter External contamination Sampler Incomplete emptying Tubes Automated Milking Systems Mixing Pump Tubes System adjustments and settings Sample Vial QCS SIEVERT FSAC

45 Equipment Volume CO% AY73 CO% 4MeU Ave CO% AMS Standard (A) AMS Standard (A) AMS Standard (B) AMS Unadjusted AMS Unadjusted AMS Well Adjusted AMS Well Adjusted AMS Modified AMS Modified Electronic Meter + Sampler Lovendahl, et.al., Aarhus Universitet QCS SIEVERT FSAC

46 Creation of a Best Practices guide for milk sampling Provide accurate samples with minimal carry-over for additional testing Support our affiliates who have invested in technology and offer additional tests (ELISA, PCR, etc.) on milk samples Provide our customers will a reasonable assurance of accuracy in results from these tests Caution We may find that certain DHI recording devices are not suitable for collection of milk samples for specific tests. QCS SIEVERT FSAC

47 Field Service Advisory Committee March 12, 2013 QCS SIEVERT FSAC

48 DeLaval VMS System Must use the DeLaval Shuttle for DHI sampling Provide a dealer calibration report annually Each robot has 4 DeLaval MM25W meters each need to be calibrated QCS SIEVERT FSAC

49 MIone AMS System Must use the MIone sampler Provide a dealer calibration report annually There is no meter performance report available in the current software for the MIone QCS SIEVERT FSAC

50 Approved AMS Models Astronaut/Astronaut A2 Astronaut A3/A3 Next Astronaut A4 Must be dealer calibrated on an annual basis Milk weight measuring uses a weigh jar on a load cell Lely Shuttle A for DHI sampling ICAR approved Shuttle A Shuttle B QCS SIEVERT FSAC

51 Milk recording is supervised similar to herds with EMM All milkings are weighed Sampling supervised or partially supervised? QCS SIEVERT FSAC

52 Each herd is different Physical/location concerns? Software? Specifically trained personnel? Handling cows not milked by the robot? QCS SIEVERT FSAC

53 Analyze the first sample for each cow or all samples? AP factoring on components? System (Shuttle) settings for DHI testing? Are all cows milked sampled? QCS SIEVERT FSAC

54 Single 24-hr weight or multi-day average? ID issues/concerns? Software settings? Version control? QCS SIEVERT FSAC

55 Field Service Advisory Committee March 12, 2013 QCS HOPPER SIEVERT FSAC

56 No place for brackets Location of meter is inconvenient for reading weight and/or sampling Excessive hose lengths, use of adapters Mounting ahead or behind the dairyman s electronic meter if we are using portable meters Reducing damage/breakage QCS HOPPER SIEVERT FSAC

57 Larger diameter hoses, fittings, etc. Vented inflations Claw design affects meter readings High milk flow rates dictate WB meters only in some parlors? Vacuum adjustments (or lack thereof) QCS HOPPER SIEVERT FSAC

58 Staffing needed for different configurations Multi-pit parlors Basement parlors Rotary parlors Safety and work environment concerns ID verification either electronic or visual ID QCS HOPPER SIEVERT FSAC

59 Software updates/version control Missed samples CIP and sanitizing meters QCS HOPPER SIEVERT FSAC

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61 Official Identification Defined by species States/Tribes must accept all methods of official ID Receiving State can t require specific method of ID Shipping/receiving States/Tribes may accept other ID methods if both agree Safeguarding Animal Health 1

62 Official Eartags Tamper evident Imprinted with Official identification number Official eartag shield Currently required on 840 eartags All tags manufactured after March 11, 2014 All tags applied after March 11, 2015 Safeguarding Animal Health 2

63 Official Identification Numbers National Uniform Eartagging System (NUES) - 9 characters for cattle - Prefix: State numeric code or postal abbreviation - 35ABC4275 or WIXYZ1234 Safeguarding Animal Health 3

64 Official Identification Numbers Animal Identification Number (AIN) - 15 characters (e.g., ) - 3 prefix formats: 840, USA and Mfr code (900 series) - Transition to 840 prefix only by March 11, 2015 USA and Mfr. codes recognized for tags applied before March 11, 2015 (for life of animal) Location or Flock based numbering system Scrapie tags Safeguarding Animal Health 4

65 Which Tags are Official Today? Safeguarding Animal Health 5

66 Which Tags are Official Today? Safeguarding Animal Health 6

67 Which tags will be Official if applied after March 11, 2015? Safeguarding Animal Health 7

68 Which tags will be Official if applied after March 11, 2015? Safeguarding Animal Health 8

69 Which Tags are Official Today? Applied before March 11, 2015 Safeguarding Animal Health 9

70 Pending APHIS Administrator Approval USA prefix with truncated format (no zeros following USA) - Not official in code of federal regulation (CFR) - Consideration to accept as official for tags applied before March 11, 2015 Safeguarding Animal Health 11