Field Service Advisory Committee (FSAC) Meeting Monday, March 10, 2014 Hilton – St. Louis at the Ballpark St. Louis, MO Salon C 8:00 a.m. – 4:15 p.m. 8:00 a.m. Call to Order – Terry Hopper (Dairy Lab Services), Chair-FSAC Introductions Agenda Review Approval of Minutes from 2013 FSAC Meeting (attached) 8:20 a.m. QCS Field Service Program Update – Steven Sievert (QCS) 8:50 a.m. QCS Meter Center & Technician Program Update – Steven Sievert 9:00 a.m. DHI Supervision Codes – Terry Hopper & Steven Sievert • AMS (Robot) herds • Electronic Meter Herds • Partial or Alternating Supervision • Changing Test Plans Data Collection Concerns and Challenges 9:20 a.m. New Training Resources – Susan Lee (Idaho DHIA) & Steven Sievert • Field Service Affiliate Personnel • Meter Technicians • Laboratory Personnel • ELISA Testing 9:45 a.m. Health Break 10:15 a.m. DeLaval VMS Systems – Nick Kunkel (DeLaval USA) 11:45 a.m. Proposed Changes to Auditing Guidelines – Steven Sievert 12:00-1:00 p.m. Lunch 2014 FSAC Agenda 3.4.2014 1 1:00 p.m. Keeping You on the Frontline – Jay Mattison (National DHIA) • Animal ID • Collection of Health Trait Data • Release and Use of Records 2:00 p.m. Lely AMS Systems – Ben Smink (Lely USA Inc.) 3:15 p.m. Health Break 3:30 p.m. Council on Dairy Cattle Breeding Update – Pat Baier (CDCB Board of Directors) & Duane Norman (CDCB Interim Administrator) 4:15 p.m. Adjourn/Close Meeting 2014 FSAC Agenda 3.4.2014 2 Field Service Advisory Committee (FSAC) Meeting March 10, 2014 Hilton at the Ballpark, St. Louis, MO Attendees Terry Hopper, Dairy Lab Services & Chair, FSAC Bill verBoort, AgriTech Analytics Robert Albrecht, Indiana State Dairy Association Bruce Dokkebakken, Minnesota DHIA Brian Winters, DHI Cooperative Inc. Alfred Duran, DHIA West Chris Tucker, Rocky Mountain DHIA Daniel Lefebvre, Valacta Tony Nunes, Tulare DHIA Kathy Sackman, Washington State DHIA Ray West, Southeast DHIA Jared Means, Southeast 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. Virginia Sheridan, NorthStar Cooperative Services Mark Eisenga, NorthStar Cooperative Services Todd Byrem, AntelBio Systems Steve Frank, United DHIA Anita Quesenberry, United DHIA Susan Lee, Idaho DHIA Tom DeMuth, AgSource Cooperative Services Pat Baier, AgSource Cooperative Services Mark Witherspoon, Mid-South Dairy Records Neil Petreny, CanWest DHI Cathy Myers, DHI-Provo Dennis Marsh, Texas DHIA Steven Smith, DHI-Provo Robin Andrews, Dairy Records Management Systems Phil Dukas, Dairy Records Management Systems Erinn Evangelista, Dairy Records Management Systems Steven Sievert, National DHIA/QCS Jay Mattison, National DHIA/QCS Invited Guests John Cole, USDA-ARS-AIPL Duane Norman, Interim Director, CDCB Dan Sheldon, National DHIA President & CDCB Director Kent Buttars, National DHIA Vice President & CDCB Director Uffe Lauritsen, RYK (Denmark) Jens Chr. Mathiasen, RYK (Denmark) Nick Kunkel, DeLaval USA Ben Smink, Lely North America Neil Hammerschmidt, USDA-APHIS-VS The 2014 FSAC meeting called to order at 8:00 a.m. by Terry Hopper, Chair. Terry Hopper asked for introductions of attendees and invited guests. 2014 March 10 FSAC Minutes 3.12.2014 1 The following two items were added to the agenda. 1. Update on the Uniform Operating Procedures Task Force and approved revisions from Steven Sievert 2. Update on AM/PM Factors from Duane Norman Steven Sievert, QCS, distributed the minutes from the March 12, 2013 FSAC meeting. Minutes were approved as printed. Steven Sievert was appointed to take minutes for the 2014 meeting. Steven Sievert, QCS, presented the following: 1. Field Service Report (attached to the minutes). The auditor did not propose any changes to the audit guidelines for field service providers. 2. Meter Center and Technician Report (attached to the minutes). The auditor did not propose any changes to the audit guidelines for meter centers or meter technicians. Steven Sievert discussed the importance of accurate test-day characteristics and use of supervision codes at the AIPL/CDCB level (attached to the minutes). Susan Lee discussed the National DHIA strategic planning process and shared with attendees that the Quality Certification Services is one the three key focus areas. A survey of QC program participants will be conducted within the next six months. The need for development of training materials for DHI field technicians and the need for a unified ‘release and use’ of records document was also discussed. Nick Kunkel, DeLaval USA provided DHI managers and DRPC personnel updates on the DeLaval VMS and sampling shuttles. Terry Hopper and Steven Sievert reviewed the process for changes to the auditing guidelines and called for proposals from the floor. There were no changes in the Auditing Procedures for Field Services or Auditing Procedures for Meter Centers and Technicians brought from the floor. Steven Sievert presented the report of the Uniform Operating Procedures Task Force and highlighted key changes in the document. The UOP, as approved by the National DHIA Board of Directors on March 9, 2014, were distributed to all attendees (copy attached to the minutes) Jay Mattison highlighted frontline topics facing the DHI providers with discussion on: 1. Animal ID (with additional comments from Neil Hammerschmidt, USDA-APHIS-VS) a. Review of current ADT rule from USDA-APHIS-VS b. Comments from USDA-ARS-AIPL on acceptability of ID for genetic evaluations c. Discussion on DHI program adopting the 840 AIN as the number for DHI programs 2. Release and Use of Records a. Update nomenclature b. Importance as data handling transfers from AIPL to CDCB c. Target completion within 120 days 3. Collection of Health Trait Data Ben Smink, Lely North America provided DHI managers and DRPC personnel updates on the Lely AMS automatic milking systems and sampling shuttles. 2014 March 10 FSAC Minutes 3.12.2014 2 Duane Norman, Interim CDCB Administrator, and Pat Baier, CDCB Director, presented an updated on CDCB activities to attendees related to overall CDCB role and activities to data. Jay Mattison, CDCB Vice-Chair, provided an update on operational points specific to the Dairy Records Provider sector. It is anticipated that the CDCB will reimburse National DHIA/QCS for discovery costs of $18,500 and this will be refunded to paid participants at a rate approximating 0.5 cents per cow. Duane Norman provided an update on the AM/PM factors research. FSAC meeting adjourned at 4:30 p.m. Respectfully recorded, Steven Sievert QC Program Manager/Field Service and Meter Center Auditor Quality Certification Services Inc. 2014 March 10 FSAC Minutes 3.12.2014 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. 2013 March 12 FSAC Minutes 3.18.2013 1 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 2012. It is anticipated that the 3x factors will be completed by Mike Schutz and forwarded to Duane Norman on March 25, 2013. The present work plan will include completion of the project by Duane Norman in 2013. 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. 2013 March 12 FSAC Minutes 3.18.2013 2 Field Service Advisory Committee March 10, 2014 QCS SIEVERT FSAC 03.10.2014 Components of Field Service Certification Certified Field Service Affiliate Payment of Mandatory Fees Compliance Annual Compliance with General Audit with Code and Field of Ethics & Service Uniform Auditing Operating Guidelines Procedures QCS SIEVERT FSAC 03.10.2014 2