Heatime® Pro+ User Manual

01 Introduction

Welcome to this NZ-specific user guide for the Heatime® Pro+ system, designed to simplify basic operations for farmers. The aim is for anyone to be able to perform essential tasks within the system.

The system relies on four key lifecycle rules that must be entered for each animal to ensure reports and alerts are accurate and to monitor animal performance:

1. Calvings: Must be entered daily during calving season. Crucial for accurate health, distress, and reproduction reports. Animals must have a calving event entered before mating to be drafted for AI.
2. Breedings: Should be entered daily to ensure the 'Cows Ready for AI' report is correct for the following day and for retrospective analysis by veterinarians.
3. Pregnancy Diagnosis: Both positive and negative results must be entered after diagnosis to alert for slips and track empty animals. This can be done in bulk using the list function.
4. Dry Off: Entered when animals are dried off, signaling the system to monitor for pre-calving issues. This can also be done in bulk.

Additionally, three other important events should be managed:

• Culling: Removing animals from the database on the day they are no longer present keeps records tidy and accurate.
• Correct Collars Assigned: Ensuring the correct collar is assigned to the correct cow is critical, especially if not using the Allflex Intelligate™ system, to ensure correct drafting.
• Management Number Alignment: If using an external gate system, it's vital that animal management numbers in Heatime® align with other databases (e.g., Minda, Jantec, Milkhub).

Regularly check the 'Tags Maintenance' report (daily during mating, a couple of times a week otherwise) to identify any collar issues. Keeping this information up-to-date will reduce stress and maximize efficiency.

02 Training Checklist

By the end of the training program, users should be comfortable with the following tasks:

Training 1: System Basics

• Understanding server and MSI, including restarts and troubleshooting.
• Understanding collar function and data limitations.
• Navigating the portal, refreshing data, and using 'Tag Maintenance' reports.
• Procedures for replacing tags and handling unassigned tags.
• Understanding inventory and the difference between loaded and assigned collars.
• Using the Real Time folder and separation scheduler.
• Finding cow cards, searching for tags, and locating culled animals.
• Understanding Data Entry and report locations.
• Identifying tags with an exclamation mark and understanding settings.
• Introduction to the HC24 app and distress notifications.
• Accessing the Allflex Facebook page.

Training 2: Data Entry & Reports

• Review of Training 1 topics.
• Data entry for lifecycle events, editing events, and changing collar numbers.
• Distress notification review.
• Understanding and interpreting 'Daily Reports', including:
  • Ready for AI (and optimal insemination times).
  • Cows in heat.
  • Irregular heats.
  • Anestrus animals.
  • Cows not bred.
  • Pregnancy reports.

Training 3: Health & Monitoring

• Fresh cow monitoring.
• Pre-fresh monitoring.
• Health Report analysis.
• Group and whole herd rumination minutes per day.

Training 4: Advanced Features

• Review of tag management.
• Introduction to 'Group Reports' (Group Consistency, Group Heat Stress, Group Routines).
• Custom reporting and portal creation.
• Reviewing when to call the Helpline.

03 Inbuilt Support Functions

The Allflex Academy

Online training resources, including the full user guide, are available directly from the program. Click the Allflex logo in the top left corner and select 'Take me to Academy Page'. For videos, quick guides, and manuals, visit www.learn.allflex.co.nz. Registration is required for NZ-centric resources.

Help Function

A useful help tool is accessible via the ❓ button in the top left corner. It provides direct explanations for what is currently displayed on screen (e.g., a graph) or allows searching through topics for assistance.

04 Lactation Status vs Groups

Lactation Status

The Lactation Status indicates the animal's current stage in the lactation period. It updates automatically when the four main lifecycle events (Calving, Breeding, Pregnancy Test, Dry Off) are entered. Statuses are color-coded for easy identification (e.g., Colostrum = Yellow, Bred = Green, Ready = Purple). Heifer statuses may differ slightly.

The Lactation Status is also displayed on the cow card next to her number.

Groups

Animals are assigned to Groups, which can be customized (e.g., Milkers 1, Dries). Group transfers can be performed via an event. Group monitoring aids in farm management decisions regarding feeding, body condition, and routines.

Lactation Status Flow Chart

The flow chart illustrates the progression of lactation status. It emphasizes that lifecycle events are the sole factors influencing status; groups do not determine lactation status. For example, an animal cannot have a "dry lactation status" without a dry-off event. An 'Open' status with 'No heat' indicates a negative pregnancy test, meaning the animal is empty and potentially anestrus or not assigned a collar.

[Description of Lactation Status Flow Chart: The chart shows a progression starting from 'Calving'. After calving, status can be 'Colostrum' (Days 0-3). If bred, it moves to 'Bred'. A positive pregnancy test leads to 'Pregnant'. A negative test leads to 'Open' or 'No heat detected'. Dry off leads to 'Dry'. Abortion or a new lactation can follow a negative pregnancy test. 'Ready' status is for days 21-59 post-breeding, and 'No heat' for days 60+ post-breeding. The chart highlights that key lifecycle events (indicated by red outlines) must be in the correct stage for accurate alerts and drafting.]

05 Search

Searching for a Cow

1. Navigate to the Cow Management folder.
2. Select the Cow card tab.
3. Ensure the drop-down box is set to Book Number.
4. Type the cow number into the search box and press Enter.

Searching for a Collar

1. Navigate to the Cow Management folder.
2. Select the Cow card tab.
3. Change the drop-down box to Allflex tag number.
4. Type the collar number (without letters) into the search box and press Enter to view the assigned cow.

Note: You can also search by Birth ID by changing the drop-down box to Burn Number.

06 Enter Information

All data logged is done via Event Entry. This can be for a single cow, the same event for multiple cows, or the same event with edits for multiple cows.

Single Event

For entering one event for one cow:

1. Navigate to Cow Management folder > Data Entry tab > Events tab.
2. Select the single cow.
3. Find the cow you wish to assign an event to.
4. Available events for the animal will appear. If an event is missing, check the lifecycle rules.
5. Follow the ❗ (exclamation mark) indicators to fill required fields.
6. Once complete, the cow number on the left changes from red to black. Press SAVE.

Batch Events (No Edits)

Used for group transfers, breedings, pregnancy diagnosis, and dry-off events for multiple cows.

1. Access the Event Entry wizard and select Batch event.
2. Ensure the top option on the left is selected.
3. Select the event type.
4. Change the event time and date if necessary.
5. Select animals:
   • Start in the search bar.
   • Type the first cow number.
   • Press the + button on the right-hand side to tick the cow.
   • Double-check the correct cow is ticked.
   • Press Enter.
6. Once all animals are entered, press the tick button.
7. Use the small + button next to the event type to verify the cows in the event.
8. Fill in any required information.
9. Press SAVE.

Batch Entry With Edits (e.g., Calving)

For entering the same event with different details for multiple cows.

1. Access the Event Entry wizard and select Batch event.
2. Select the cows (separated by commas).
3. Choose the event type.
4. Edit the date if required.
5. Select the cows for the event.
6. Press the tick button at the bottom.
7. Fill in required fields (e.g., for calving: Group, Add in calf).
8. For calf details, if not using Heatime® as the primary herd storage, change condition from Live to Dead. Press the tick.
9. Move to the next animal by clicking the pram icon until all are black. Press SAVE.

Note: Saving halfway through will cause an error. Items that disappear are saved. Red items on the left need correction before saving.

07 Edit or Delete an Event

Events can be edited or removed if assigned incorrectly.

1. Locate the animal's cow card (Cow Management > Cow card > Search).
2. Navigate to the animal event tab.
3. Highlight the incorrect event by clicking on it.
4. To edit, select the pencil icon, make changes, and press SAVE.
5. To delete, select the eraser button and follow prompts. (Note: Lifecycle events may not be directly deletable if subsequent events exist).

Reversing an Accidental Cull

1. Locate the animal (Cow Management > Cow card).
2. In the search bar, tick the Display culled cows option.
3. Scroll to the bottom of the list to find the incorrectly culled animal (will be red).
4. Highlight the cull event and press the delete button.
5. Reassign her collar: The collar number is stored as a 'tag replacement' event. No redrafting is needed unless a new collar was assigned since the cull.

08 Create a Cow in Heatime®

For adding fewer than 20 cows. For more than 20, contact your trainer.

1. Navigate to Cow Management folder > Data Entry tab > Cow Entry tab.
2. Input information from your herd storage database. Fields marked with ❗ are required:
   • Book number: Management number (required, must match external gate systems exactly).
   • Burn number: Birth ID.
   • Tag number: Allflex collar number (without letters).
   • RFID: EID number (remove space between prefix and number).
   • Group: Select the animal's current group.
   • Entry date: Set 24 hours prior if the cow is wearing a collar to capture data, or default to the season start.
   • Birth date: From records.
   • Lactation status:
     • If last event was calving: NOT BRED. Enter calving date and lactation number. For maiden heifers: NOT BRED HEIFER.
     • If last event was mating: BRED. Fill in calving info and last breeding. For heifers: BRED HEIFER.
     • If last event was positive pregnancy test: PREGNANT. Fill in calving, last breeding, and pregnancy diagnosis date. For heifers: PREGNANT HEIFER.
     • If dried off: Dry. Fill in all four lifecycle dates for the season.

09 Change a Collar or EID Number

Collar or EID changes are made via an event.

1. Choose the Cow Management folder.
2. Select either a Single event or Batch with edit.
3. Enter the cow number(s).
4. Choose the Event Type: Tag Replacement.
5. Ensure the Tag Type is SCR.
6. Enter the new collar number in the Tag number box (without letters or spaces after numbers).
7. Double-check the tag number and cow number assignment.
8. Press SAVE.

If a ❗ appears next to the tag number, the collar is already assigned to another animal. Use the search function to find it. To update EIDs, change the Tag Type to RFID and enter the EID number (remove space).

10 Change Cow Information

Changes to animal details are made via an event. It is critical that the management number aligns with external drafting databases if not using Allflex Intelligate™.

1. Choose the Cow Management folder > Data entry > Events.
2. Select either a Single event or Batch with edit.
3. Enter the cow number(s) to edit.
4. Choose the Event Type: Edit animal details.
5. Make the desired changes (e.g., Book number – ensure no space is added after it).
6. Press SAVE.

11 Set a Draft

You can set a one-off draft or a recurring draft.

Setting a Once-Off Draft

1. Select the Real Time portal, then the Separation Gate tab.
2. Double-click on the desired shift to open the Separation wizard.
3. Select the cow(s), report, or list to draft and click the + button.
4. Choose the draft direction, enter a reason if desired, and press SAVE. The draft will not be set if not saved here.

Note: The scheduler runs from Sunday to Saturday, with dates cycling a week in advance.

Setting a Recurring Draft

1. Navigate back to the Separation Gate and click the Cycle Plan tab.
2. Select the report from the left folders and press the + button.
3. Select the shifts for the report to draft in and press SAVE when the option becomes available.

12 Mating

Pre-mating Checklist

1. Check tags: All tags must be on cows, assigned, and working at least 10 days before mating starts. Check the 'Tags Maintenance' report. Consider a herd audit if unsure about collar assignments.
2. Check all animals calved: Verify herd inventory by lactation status graph.
3. Start drafting three weeks out: Set the 'Cows Ready for AI ID only' report to draft three weeks prior to mating to test the gate and familiarize staff with the process.

Understanding the Cows Ready for AI Report

This report lists cows eligible for breeding on a given day.

The Breeding Window

The Breeding Window indicates the optimal time for mating, counting down hours from peak activity (hour 26) relative to ovulation (hour 0). The report shows the cow's current hour in her cycle and is color-coded:

• 26-23 Hours (Early breeding): May result in lower conception rates.
• 23-8 Hours (Optimal Breeding time): Highest conception rates expected.
• 8-1 Hours (Late Breeding): May result in lower conception rates.
• 1-(-4) Hours: Lowest conception rates expected.
• 16-0 Hours (For Sexed Semen): Optimum time for sexed semen; consult semen supplier.

Pairing the Breeding Window with a higher Heat Index score increases conception chances.

The Heat Index

The Heat Index is a score out of 100 indicating the certainty of a genuine heat event suitable for conception. It considers factors like regular cycling, heat behavior significance, and activity changes.

What to Do

Check the system before milking and enter breedings after each AI session. Refer to 'Entering Batch Events' and the pre-mating checklist.

Troubleshooting High Numbers on 'Cows Ready for AI'

If too many animals appear, a false heat event may have occurred. Run the 'Group Activity Masked Heat' report from the fertility folder. Contact support if needed.

13 Health

The Health Report and Distress Notifications provide different insights, both relying on accurate lifecycle event entry.

The Health Report

The 'Health ID' only Report is an early warning system for declining activity or rumination, indicating potential illness. The Health Index Score (HIS), out of 100, reflects the animal's health based on the last 10 days of activity and rumination, compared to system expectations for her lactation stage. Animals with a HIS of 86.0 or below are listed, with the unhealthiest at the top. Reasons for listing (e.g., decreased activity, rumination changes) are highlighted.

Key rumination metrics to monitor:

• Daily Rumination: 450-550 minutes is typical for NZ pastoral diets. This can vary with feed quality (higher fibre = more rumination). Significant drops can occur with new grass or second round grazing.
• Rumination Variation: A swing of over 50 minutes per day across the herd indicates the rumen is adjusting and may reduce feed efficiency. It takes at least three days for the rumen to adapt to feed changes.
• Minimum Rumination: Less than 200 minutes in 24 hours is unhealthy, even if caused by management factors like trucking. Recovery should be monitored.

Limitations: The report is less effective if the database is not up-to-date. If an animal's activity/rumination stabilizes at a lower level, it becomes her new normal and she may exit the report. Diagnosis requires farmer/vet input (e.g., checking temperatures, feet, signs of acidosis).

Distress Notifications

These relate to flashing lights and 3 am notifications, indicating extended periods of little to no rumination or eating. The system's sensitivity adjusts based on proximity to calving (closer to calving = more sensitive). Alerts are extended for the first three days post-calving. Push notifications are only sent for 'Springers' or 'Fresh cows'.

If missing down cows at calving, discuss sensitivity adjustments with your trainer. The system aids in finding subclinical issues; it complements, but does not replace, good animal husbandry.

14 Import Lists

Heatime® Pro+ allows importing data, such as Pregnancy Scanning results, from systems like MindaLive.

Steps for Importing MindaLive Results:

1. Log into MindaLive > Reporting (under Services) > Create a custom report.
2. Select Numbered Animals from the Group drop-down and ensure the correct season date range is selected.
3. Under Mating, select Pregnancy Diagnosis and Pregnancy Diagnosis Date.
4. Click Print/Export > Export as CSV. Open the file in Excel.
5. Create separate spreadsheets for each testing date and result type (e.g., Pregnant cows 2nd Feb, Empty cows 3rd March).
6. Remove the 'Pregnancy Diagnosis' and 'Diagnosis Date' columns. Rename the 'Animal ID' header to Book Number.
7. Save each file as a CSV (e.g., via OneDrive). Delete any 'Doubtful' cows.
8. Email files to yourself or use TeamViewer to copy them to the shed screen. OneDrive access at the shed is also an option if set up.

Importing Lists into Heatime® Pro+

1. Go to Cow management > Data Entry > Farm's Lists. Use the 'Farm's Lists' icon and the import button.
2. Select a CSV file and click Open. It should appear in Farm Lists. Press SAVE. Repeat for all files.
3. Go to the Events tab and select Batch Event. Choose the event type (e.g., Positive Pregnancy Test) and enter the diagnosis date.
4. Click the Import List icon, select the correct list, and tick all cows. Click OK, then SAVE.
5. Repeat for other lists, changing the Event Type to Negative for empty cows.

15 Create Veterinary Treatment Protocols

Heatime® Pro+ allows pre-loading treatment protocols for specific illnesses.

1. Save any current work. Click the Settings button, accept the prompt, go to the Events and Effects tab, and select Veterinary.
2. Fill in Diagnoses, Treatments, and Medicines before creating protocols.
3. Diagnoses: Use the + button to name diagnoses (e.g., Metabolic Issue, Down Cow, Ketosis). Dataflow clients can add milking effects. Press SAVE.
4. Treatments: Use the + button to add general treatments (e.g., IM injection, intramammary, oral drench). Press SAVE.
5. Medicines: Add specific products (e.g., Leptospirosis vaccines, injectable penicillin). Press SAVE after adding all desired medicines.
6. Protocols: Click the + sign in the Protocol section. Enter the name, diagnosis, and duration (number of days). Press SAVE.
7. Click the + in the bottom half to add treatments and medicines to the protocol. Error signs will disappear when balanced. Press SAVE and exit.
8. To Assign: Go to Event > Veterinary. Enter the date, select the Diagnosis and Protocol. The Treatment section will auto-populate. Press SAVE.

Note: Protocols or medicines used cannot be deleted from settings. Ensure correct setup initially.

16 In the Settings

Edit a Shift

In the Real Time Tab, shifts (milkings) are set. AM milking should start before the scheduled time. PM milking should be set before the scheduled time but far enough from AM milking end to avoid overlap if AM runs late. If a shift time is reached during another shift, drafting will stop. Contact your Training Specialist to reset shift times if changing to 16-hour milkings.

Add a Herd/Group

1. Go to the Farm Tab > Herds.
2. Create new herd names (e.g., 'Carryovers'). Press +.
3. Add herd name, select Branch (e.g., Milking, Dry), and assign a Group Number.
4. Press SAVE. Exit Settings via the door icon.

Rest Periods

Heatime® has an automatic stand-down period (default 20 days) preventing AI eligibility after calving. This cannot be reduced below 20 days. To increase it, go to Settings > Events and Effects Tab > Milestone Configuration. Increase days beside 'End of Rest Period' and press SAVE.

17 Reports Glossary

A glossary of common reports found in each folder:

Fertility

• Anestrus Cows: Cows with no recorded system heat in 30 days, 50+ days post-calving.
• Conception Rate per breeder/sire: Tracks conception success rates based on breeder or sire.
• Cow in Heat ID Only: Lists all cows with current system heat.
• Cows not Bred ID only: Cows 90+ days post-calving without being bred.
• Cows Ready for AI / ID Only: Cows within the correct breeding window, eligible for drafting.
• Cows with Irregular Heat: Cows with 3+ system heats in 30 days.
• Expected Dry Offs and Calving List: Predicts dry-off and calving dates for pregnant cows.
• Expected Pregnancy Checks: Tracks cows eligible for pregnancy scanning (36+ days post-insemination).
• Fertility Summary: Insemination and pregnancy percentages for first lactation vs. others.
• Group Activity Masked Heat / ID Only: Helps select cows for AI during false heat events by showing cows with higher activity than the group average.
• Heifers Ready for AI: Maiden heifers ready for AI.
• Pregnancy Probability: System confidence level (NP, Low, Medium, High) for pregnancy.
• Repeat Breeders: Cows bred 4+ times since last calving.
• Suspect for Abortion: Pregnant cows showing heat-like behavior in the last 30 days.

Health

• Distress Monitoring: Cows with significantly low rumination/eating for extended periods.
• Fresh Cow Monitoring ID Only: Cows within the first 30 days of lactation.
• Health – ID Only: Cows with a health score of 86 or below (monitor 80-86, draft <80).
• Pre-Fresh Cow Monitoring: Dry-off cows close to calving.

Herd

• Events: List of all events logged in the last 30 days.
• Expected Dry-off and Calvings: Monthly projections for dry-offs and calvings.
• Inventory: Herd statistics (number of cows registered).
• Inventory Change: Farm statistics.
• No ID: Cows not identified by the system and last seen time.
• Tag Numbers: Details Cow Management Tag, Allflex Tag Number, and RFID.

Maintenance

• Tags Maintenance Report: Lists collars of concern. Check daily during mating, weekly otherwise.
• Inventory: Total cows in the system. Use 'Tag Numbers' for collar details. A custom report can list cows without collar numbers.

Warnings

• Unassigned (on cow): Activity detected but collar not assigned to a cow. Fix by assigning the collar.
• Tag not on cow: Collar removed or fallen off. Reattach or reassign. Cull if removed from a culled cow.
• Outdated Data: Collar not seen by readers in 24 hours. Check RF coverage or replace collar if it has failed.
• Tag Position: Collar not in optimal position for data collection. Adjust collar tightness.

Sorting (Intelligate™ Only)

• Current Separation List: Cows set to draft in the current shift.
• Separation Gate Worthiness: Percentage of cows identified in the previous shift. Aim for >95%. Clean sensors and check beam alignment if targets aren't met.
• Sorting Summary: Details of cows set to draft and whether they drafted. Use the calendar to view past shifts.

Graphs

• Culling Summary: Bar graph showing monthly culling numbers.
• Expected Dry Offs & Calving: Bar graph of expected dry-offs and calvings.
• Expected Monthly Calving: Breakdown of expected calvings per month.
• Herd Inventory by Group: Cow numbers broken down by group.
• Herd Inventory by Lactation Status: Cow numbers by lactation status. Useful before mating to check calving eligibility. Clicking sections opens cow lists.
• Identifications at Base Unit Over Past 7 days: Breakdown of identifications per base unit over 2-hour periods.
• Weighted Activity and Rumination Change: View cow graphs beyond the 3-month cow card period. Use the calendar to adjust date ranges (e.g., from -90 to -200 days).

18 Customise Reports

Reports can be customized by tweaking existing ones or building from scratch.

Tweak Parameters of an Existing Report

1. Find a similar report, click the Copy icon.
2. Rename the report and select its destination folder (or create a new one).
3. Go to the Report fields tab to view or add fields (e.g., lactation numbers) using the search bar. Double-click to add.
4. Edit report parameters: Change existing filters (e.g., days in lactation from 50 to 40) or add new ones using the add filter button.
5. For ranges, add the upper limit first, then the lower value. Press SAVE, then the play button.
6. If the report meets requirements, you are done. Otherwise, use the pencil icon to tweak further. Delete reports by right-clicking.

Building a Report from Scratch

1. Click New report, name and save it. Example: Report for cows not assigned a collar.
2. Select the report key (usually 'Cows').
3. In Fields, double-click to select required information for display.
4. In Filters, build parameters. For the example, add a filter for collar status set to = Null or empty value.
5. Sort fields: Use the + button to define sorting order.
6. Group fields: Display results by group if desired.
7. Summary fields: Add totals, averages, etc.
8. Alert fields: Add color coding.
9. Report columns: Decide which fields to display.
10. Active fields: Create shortcuts to other program areas (e.g., linking to Cow Card from Book Number).
11. Timing: Set timing as Comparative (relative to current date/time) or Calendar (fixed date/time).
12. Press SAVE and play; edit as needed.

19 Troubleshooting & FAQs

• Cannot complete Tag Replacement: If an ❗ appears, the collar is assigned elsewhere. Cull the other animal or remove her collar. If it persists, close and reopen Heatime®.
• Cannot assign a lifecycle event:
  • Animal not eligible per lifecycle rules (e.g., missing dry-off before calving, missing breeding before pregnancy test).
  • Attempting to record an event before an existing one (e.g., missed calving date, need to remove group transfer event first).
  • To dry off a cow with a negative pregnancy test: Assign a Veterinary Treatment, create a 'Carryovers' group, do a group transfer, and optionally use 'Tag Replacement' leaving tag number blank to remove the collar.
  • A cow needs a POSITIVE pregnancy test to be eligible for a dry-off date.
• Cannot enter a cow: If a management number, EID, or collar number already exists, cull the old animal or remove her collar first.
• Illegal values error when saving: Either a blank data entry line exists (remove with the - button) or a required field is still red (needs more information).
• Frozen Screen: Press Ctrl+Alt+Delete, select Task Manager, close Heatime®. Reopen via the Data Flow Client icon.
• Server Icon not Green: Restart the computer. If still not green, double-click the server icon. If the issue persists, call 0800 ALLFLEX (option 2).

20 Teamviewer

Teamviewer allows remote access to the dairy shed system for updates and support. Vets can also be given access.

Setting Up Teamviewer

1. Download Teamviewer from www.teamviewer.com (free version available).
2. Create an account via Computers and Contacts > Sign Up.
3. Save your shed computer by clicking the indicated icon and selecting Add Remote Computer.
4. Obtain the Teamviewer ID from the shed computer (under Remote Control menu).
5. Contact your trainer for a permanent password.
6. Enter the shed name under Alias.
7. Press OK and test the connection. Teamviewer requires internet access at the shed. Close the connection when finished.

Your App: HC24

The HC24 app is available for Android and iPhone. Login details are in a Notepad file on your Desktop named 'HC24 Login'. It is your responsibility to manage these logins.