Making the move from paper or notebook records to computer-based cattle software can seem daunting, but it doesn’t need to be. There are so many benefits to software that can make a tremendously positive impact for your ranch. From records being easier to access in a central location to generating reports more easily and streamlining data entry, the technology behind many cattle software solutions has continued to develop and adapt over the years.
Evaluating and selecting the right cattle software program for your needs is a critical step in improving your record-keeping system. Here are seven tips to consider when evaluating software solutions for your ranch.
- The system fits your current needs as well as anticipated future needs. When starting a new system, it’s important to focus on getting your records organized and up and running soon. This is a great way to build momentum while taking steps to implement the solution into your daily ranching operations. Starting with your current, active cattle details is a good beginning point and enables you to develop a process for entering new information and tracking ongoing details.
- The system is updating as new and improved technologies are available. As with any system or process, it is important that the solution adapts to additional features and structures as they become available. Enhancements in computer hardware, online hosting services and other technologies can bring additional benefits to your record-keeping efforts and improve your ranch operating procedures.
- The system works with companies and technologies which are key to your ranching operations. A goal of computer-based record-keeping software is to minimize duplicate data entry. Many ranch-oriented technologies make data collection and sharing much easier, including some that have automated processes. Determine whether the software solution has connections or data exchanges with industry companies and technologies on which your ranch depends. Examples of ranch technologies may include importing genomics test results, monitoring water levels with a monitoring service, capturing weights with cattle scales, downloading a list of scanned electronic ID (e-ID) tags and more. Even if you do not use many of these types of services today, it’s important that your chosen record-keeping solution offers interfaces with equipment and technologies you are using now and/or may be using in the future.
- For seedstock/registered cattle ranches, the system should have a data exchange with your breed association. Some computer-based software programs offer ways to connect data with various breed associations. Options may include submitting calf registration data via spreadsheet, downloading an electronic copy of assigned registration numbers, current expected progeny differences (EPDs) and more. In addition, many breed associations offer an electronic, downloadable file of your currently registered active cattle, including their identification information and three-generation pedigrees. Processes such as these make recordkeeping even easier and eliminate the need for double-entry, thereby reducing the risk of errors and increasing the speed at which data-related processes can be completed.
- With the growing collaboration of family members, ranch owners, employees and others in various locations, the record-keeping system should enable you to allow others access to the records. Many software programs have role or permission-based settings per person, so you can choose the level of access and input for each person. There may be some folks you want to grant full access to the records, such as the ability to add and edit records. There may be others who you want to grant limited access, such as just viewing records or generating reports. Using an online-based record-keeping solution helps others be involved in the ranch activities, including team members who may not be at the actual ranch location. Other people involved in the ranch, including children, grandchildren, parents, grandparents, consultants and advisers can use the unique login you generate and provide to them to be involved to the extent you want.
- Speaking of reports, inventory lists and worksheets should be available for printing and generating into other formats. Whether you need a quick list of cows that are due to calve soon or you are generating very detailed reports that you will work with outside of the system, the record-keeping system should be helpful for you to get the most out of your record-keeping efforts, rather than being simply an “electronic filing cabinet.”
- There should be a process for moving your current records to the system. Whether you are using paper records, spreadsheets or another software program, having your current records incorporated into the system makes the transition a bit easier. Some programs provide an easy way to import records from spreadsheets. If you currently have paper-based records, typing the information into a spreadsheet and then importing it into the system may be a quicker way to at least get your current inventory details into the new system.
Many software programs offer a free trial period so you can use the system for your own records and see how everything works. Some offer online demos and support teams to connect with specialists who know the software and can offer guidance and recommendations for your specific needs. Whatever you choose, take the time and effort to thoroughly evaluate your current situation and what you want to improve, and invite others involved in ranch recordkeeping to evaluate with you.
