Studbook Pending Updates

ZIMS Updates! This PowerPoint is up-to-date as of: 17 January 2019 ZIMS is developed using an “agile” method This means that new ZIMS updates are delivered every two weeks. Use the link below to check if there have been any updates to this topic since the date above: http://training.species360.org/updates/

Pending Updates Pending Updates: Updates that populate in studbook animal records for animals that are linked to a Husbandry animal. Users can choose to accept or reject this information in their studbook. Accepted data is fully editable and changes made do not impact husbandry records. If a Husbandry animal is deleted or unlinked the accepted data will remain in the studbook. On migration, ZIMS will search for husbandry data not currently reflected in the linked studbook animals and create pending updates. Need to get updated numbers from Dev team

Pending Updates After Migration System Links animals based on the following: Mnemonic/local ID pairings in transactions in Husbandry and the Studbook Studbook ID/taxonomy matching in Husbandry and the Studbook Transponder/taxonomy matching in Husbandry and the Studbook At this time, if the Studbook record and the Husbandry record do not have at least one of these record types that match, the system will not suggest a match

Pending Updates After Migration Only studbook animals that are linked to Husbandry animals will have pending updates. These updates populate as records change in the animal’s record in Husbandry. However, during migration all animals in the studbook that are linked to Husbandry animals will have pending updates calculated based on the differences between the Husbandry and Studbook records. After migration, the number of pending updates reflects all of the differences between the studbook and linked Husbandry animals. The system calculates pending updates for all animals of any status (living, dead, LTF, etc.)

Animal Record Types - Pending Updates Pending Updates Do populate for the following record types: Transactions Parent Taxonomy Sex Contraception Rearing Pending Updates Do Not populate for the following record types: Identifiers UDFs Animal Notes Need to get updated numbers from Dev team

Pending Updates Navigation The Pending Updates List can be accessed from the dashboard or left hand navigation

Pending Update List Total count of pending update count will display for each animal in the list. The total count is followed by a breakdown of each update by record type. User can navigate to animal detail to see more information about the pending update and take action (accept/reject) the record (select Studbook ID).

Pending Update List User can filter the list just like the animal list and also toggle buttons that allow the user to search for specific pending update types User can select one or more of these toggle buttons

Pending Update List The total number of updates for the animal will display in the basic animal details This number will be updated as the user accepts/rejects pending updates Orange notifications in the grids indicate the number of updates per grid.

Pending Update List The top left corner of each record box will display the number of pending updates per record type This number will be updated as the user accepts/rejects pending updates Sometimes these numbers are overinflated from multiple institutions reporting the same data – often resolved once one is accepted.

Pending Update List Boxes with pending updates will expand automatically when user navigates from Pending update list. Default tab will display all Husbandry institutional records If multiple institutions have reported, subsequent tabs break down records by institution. Select tabs to view only that institution’s records

Accepting/Rejecting Parent Updates Clicking on the “?” will display the options available. For Parent updates you have the options to Accept Update (the single record), Accept All (all parent records will be accepted), or Reject Update (the record will not become a part of the studbook but will remain in the right side institution records box in red). You can chose to Accept a record that you initially Rejected.

Accepting/Rejecting Records For all other fields you have the options to Accept Update, Accept with Edit, or Reject Update.

Accept with Edits vs. Accept Selecting “Accept with Edits” creates a pop-up screen where the user can edit or add information to the record. Example: adding a note to the record. Selecting “Accept” automatically populates the record into the studbook. If the Husbandry record is missing any information required in the studbook record, the pop-up will open and user must enter required fields prior to saving.

Accept/Reject Institutional Record If you accept an Institutional record the “?” will change into a checkmark and the information will be displayed on the left side Studbook Data (top). If you Reject Update the “?” icon will change and the record will NOT display in the Studbook Data.

Reject Institutional Record A record that has been Rejected will display with a circle and cross hatch icon. You do have the option to later Accept that update. It is important to note that any transactions on the Institution side that are Ownership Only transactions cannot be Accepted or Rejected into the Studbook record.

Match Conflicts Sometimes Husbandry and Studbook data is very close, but not an exact match. In an effort to reduce your work, we have created match conflicts. Match conflicts only require data type to match. Transactions – Date, holder, owner and local ID can be conflicts. Taxonomy – Date and Taxonomy Determination can be conflict. Sex/Rearing – Date can be conflict.

Transaction Updates There are some transaction terms that are available in husbandry but not studbooks. We have mapped these accordingly when user accepts them: Appeared in Husbandry  Maps to Transfer when accepted into the studbook. Rescued in Husbandry  Maps to Transfer when accepted into the studbook. Retrieval of Missing in Husbandry  Maps to Return from LTF when accepted into the studbook. Missing in Husbandry Maps to Go LTF when accepted into the studbook. Some transactions are not applicable to studbooks, the records in Husbandry do not populate as pending updates in the studbook: From Lay OFF SPECIES360 Merged into group

Pending Update Rules – Taxonomy A taxonomy that is not managed in the studbook, but entered by the institution will display in the grid but the user cannot accept it into the studbook. User can only reject this record If this taxonomy is managed by studbook, contact your regional association to have it added to your studbook. Once it is added the taxonomy record can be added to your studbook.

Pending Update Rules – Sex Pending updates are populated when the sex record does not match The system does not look at the date of the sexing event to populate an update The dates cannot match but as long as the sex record matches then no pending update will be populated. If the dates do not match then the system will display a match conflict (this does not mean the data is incorrect but the conflict displays to let the user knows that there is a difference in the data between the studbook and Husbandry record).

Identifiers Auto Populate Pending updates do not populate for Identifiers. Instead, for linked animals, any identifiers that have been entered in the Husbandry module will automatically be visible in the studbook, the user does not need to re-enter them.

Update Rules - Parents Parents reported in Husbandry are tricky to map because there are many ways to enter parents for an animal in Husbandry. How ZIMS predicts pending updates for parents depends on how they were entered in Husbandry. ZIMS provides suggestions to help inform the user about who the parents are and how they were entered in Husbandry. There are 9 different types of parents that can be accepted into the studbook.

1.Some Rules: System Predicts Link to Studbook Animal ZIMS Predicts Parents are Linked to a Studbook Animal: This is the easiest scenario Recorded parents in Husbandry match the parents defined by the studbook Actions Available: None, records match and you are good to go!

2. System Predicts Wild Parent ZIMS Predicts Parents are Wild: WILD selected from Husbandry screen button Non-ZIMS parent entered, example: WILD/123, India/Wild Actions Available: Accept/Reject

3. System Predicts UND Parent ZIMS Predicts the Parents are UND: UNDETERMINED/INDETERMINATE selected from Husbandry screen button Non-ZIMS parent entered, example: UNKNOWN/123, UNK/123, UNDETERMINED/123, INDETERMINATE/123 Actions Available: Accept/Reject

4. System Predicts Linked Parent ZIMS Predicts the Parent is Linked to a Studbook Animal: The parent the institution has recorded as the parent has been linked to a studbook animal These records will always shown as matched, if entered correctly in studbook during migration or when linking an animal. Actions Available: Accept/Reject (Accept opens the parent edit screen and adds this parent)

5. Non-ZIMS Animal – No Match ZIMS Cannot Predict Match: Non-ZIMS parent entered in Husbandry does not match the studbook animal Mnemonic/Local ID pairs. Non-ZIMS animal means that the institution indicated that the animal was not in ZIMS. Actions Available: None

6. Non-ZIMS Animal – Match ZIMS Predicts Match: Non-ZIMS parent entered in Husbandry has a Mnemonic/Local ID pair matches that matches with single studbook animal Mnemonic/Local ID pair in the studbook Actions Available: Accept/Reject

7. System Predicts Animal on Suggested Animal List ZIMS Predicts the Parent is on the Suggested List with Suggested Link Husbandry parent with valid taxonomy is on the Suggested list and has a suggested match to an animal in the studbook Actions Available: Accept/Reject (Accept opens suggested animal list first, then user takes action)

More Parent Update Rules 8. Animal on Non-SB List without Suggested Link: Husbandry parent with valid taxonomy and no suggested studbook match Actions Available: Accept/Reject (Accept creates draft) 9. Invalid Taxon: Husbandry reported taxonomy is not defined in Studbook taxonomies. No Action Available (if already linked via migration or mismatched taxonomy by animal taxonomy changes, it could be accepted already)

Animals Not Getting Updates There are two situations where pending updates for animals in the studbook will not populate. First, the last holder may not be a ZIMS institution and therefore no updates are available. Second, the animal may be managed as a group in the Husbandry module of ZIMS. Currently studbooks do not handle group records so no updates from groups will be displayed. In both these scenarios a warning message will display in the Basic Information screen in the Animal Detail.

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