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Importers and Exporters v6 CLTS User Guide

This information is provided for reference purposes only and was accurate at the time of publication. The Canadian Cattle Identification Agency (CCIA) is not responsible for any reliance on this information. Any distribution, duplication or disclosure of this information is strictly prohibited unless expressly authorized by the CCIA.

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Table of Content Introduction ...................................................................................................................................................................................................... 2 Glossary............................................................................................................................................................................................................ 2 Account Activation .......................................................................................................................................................................................... 3 Layout - Home Page ........................................................................................................................................................................................ 9 Application Headings.................................................................................................................................................................................... 10 Premises Identification ................................................................................................................................................................................. 19 Uploading Information .................................................................................................................................................................................. 20 Submitting an Event Directly Online ............................................................................................................................................................... 21

Event Selection ........................................................................................................................................................................................ 22 Adding Tags to the List ............................................................................................................................................................................ 25 Removing Tags from the List ................................................................................................................................................................... 31 Same for All Tags vs. Not Same for All Tags.......................................................................................................................................... 33 Required Information ............................................................................................................................................................................... 35 Optional Information ................................................................................................................................................................................. 36 Confirmation ............................................................................................................................................................................................. 40 Transaction Details .................................................................................................................................................................................. 41

Submitting an Event by File Upload................................................................................................................................................................ 42 Downloading the Event Template ........................................................................................................................................................... 43 Filling out the Event Template ................................................................................................................................................................. 48 Uploading the Completed File ................................................................................................................................................................. 50

Transaction status......................................................................................................................................................................................... 56



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Introduction This User Guide provides step-by-step instructions on how to use the CLTS. It will help users to quickly and easily understand and use the many functions of the CLTS. It was designed for new users who need to find main points fast and also for CLTS experts who are looking for more in depth troubleshooting methods.

Glossary There are some basic terms used in all CRC documents that CLTS users should become familiar with. Event – In the CLTS, the term ‘event’ refers to a significant event in the lifecycle of a particular livestock (i.e. birth, movement, slaughter etc). CLTS – Canadian Livestock Tracking System. CRC – CCIA Resource Centre, the repository of step-by-step instructions and guidelines designed to help users with the CLTS. Age Verification – the association of animal birth date with an animal identification number (single tag or tag group). Premises – As defined by the Canadian Food Inspection Agency (CFIA) and Agriculture Canada, a premises is a parcel of land defined by a legal land description, or in its absence, by geo-referenced coordinates, on which or any part of which animals, plants or food are grown, kept, assembled, or disposed of. CSR – Client Support Representative



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Account Activation If you have purchased CCIA tags in your name you will already have a CCIA account. The account will be set up with the name, address and phone number that you provided to the Tag Dealer/Distributor at the time of your purchase. The account remains in Placeholder status until it is activated by a CCIA Client Support Representative (CSR). If you have not purchased tags, you will have to have an account created.

1. To activate your account or to have one created, please call 1-877-909-2333 or email [email protected].

2. Provide your business name, contact name (first and last), mailing address, phone number and email address (optional).

3. Once the account has been created or verified by a CSR they will activate it and provide you with your account number, username and a

temporary authorization code to use to set up your password.

4. Once you have your authorization code, please go to www.clia.livestockid.ca and click where it says Need to activate your account with Authorization code.

mailto:[email protected]

http://www.clia.livestockid.ca/



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5. On the User Activation by Authorization Code (Step 1 of 3) screen, enter your Username and Authorization Code, and then click Next. Note: The authorization code will expire two weeks after the generation date; once you have used it to set up your password, it is no longer required.



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6. On the User Activation by Authorization Code (Step 2 of 3) screen:

a. Enter a new password in both the Password and Confirm Password fields.

b. Click the arrow to choose a Recovery Question from the drop down menu.

c. Enter the Recovery Answer into the field provided.

d. Click Submit.

Note: There are a few rules to abide by when creating a password.

a. a.

b.

d. Note:

c.



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7. The User Activation by Authorization Code (Step 3 of 3) screen will appear informing you that you have now successfully activated your account. Click to login with your new password.



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8. Enter your Username and newly created Password, and then click Login.



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9. The first time you login to your account, the CLTS Site Usage and Privacy Policy will appear, you must agree to the policy before you can access the CLTS. Please take a few minutes to review and then click Agree at the bottom of the screen.



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Layout - Home Page

Click here to access the CRC

Click here to access the dial-up friendly site.

Click here for instructions on viewing the CLTS in French.

Click here to send feedback

This shows you which user is logged in Click here to log out

See Application Headings on page 10 of this document for more

information

Direct links to the options under the Events heading

Direct links to the options under the Certificate/Manifest heading

Click here for the CLTS site usage and privacy policy

Click here for a list of internet browser requirements to use the CLTS

Click here to access the CCIA information website

The five latest Transactions submitted will appear here.



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Application Headings

1. You can return to the Home screen at any time while in the CLTS by clicking the Home heading.



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2. The My Account heading will take you to your account information.

a. There are 4 sub-tabs for your account information: General, Users, Premises, and Inventory. If you are part of a protocol there will be a Protocol tab as well.



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b. The General tab shows your account information such as account ID, business name, account status, account type, operation type, contact information and your account preferences. For instructions on how to change or add information, click here.

http://support.canadaid.ca/?p=646



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c. The Users tab lists your account users as well as any authorized external accounts. For instructions on how to change or add information, click here.




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d. The Premises tab lists your registered account premises. For instructions on registering your premises click here.

http://support.canadaid.ca/wp-content/uploads/03.-Acquiring-a-Premises-ID.pdf



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e. The Inventory tab allows you to view your Animal and Tag inventories. For instructions on how to view or download your tag and animal inventories, click here.




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3. The Events heading provides two options for uploading information to the CLTS. For instructions on how to submit tag events click here, for instructions on how to submit animal events, click here.





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4. The Search heading provides all of the search options for the CLTS. For instructions on how to use the search options, click here.




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5. The Certificate/Manifest heading provides the certificate and manifest options for the CLTS. For instructions on how to create a certificate or manifest click here.




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Premises Identification To acquire a premises ID is to register a parcel of land defined by a legal land description, or in its absence, by geo-referenced coordinates, on which or any part of which animals, plants or food are grown, kept, assembled, or disposed of. The Premises number is required to complete movement events in the CLTS. Each Canadian Province and Territory has specific guidelines for creating a premises identification number, please click here (or visit http://support.canadaid.ca/?p=1949) to see the information regarding premises registration in your province/territory. Once you have registered your legal land information with your provincial registrar you can add the provincially assigned premises number to your CLTS account. Click here for instructions on how to register your provincial PID to your CLTS account.






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Uploading Information In the CLTS, there are two options to enter data: Directly Online- entering information directly on the website or File Upload- uploading information using spreadsheet templates. The chart below can be used to determine which method you should use to submit your information. Click the heading of the method you would like to use to be taken to the instructions.

Directly Online File Upload

You would prefer not to use a spreadsheet program. You would like to use a spreadsheet program.

You have a reliable internet connection that will not disconnect.

You have a slow internet connection that often disconnects.

You have enough time to finish your transaction in one sitting.

You do not have enough time to finish your transaction in one sitting.

You have less than ten non-consecutive tags. You have more than ten non-consecutive tags

You need to give less than 10 tags/animals different descriptions regarding event attributes (e.g. event date, account number or comments) or animal attributes (e.g. colour, sex…).

You need to give more than 10 tags/animals different descriptions regarding event attributes (e.g. event date, account number or comments) or animal attributes (e.g. colour, sex…).

You have less than 10 ranges of tag/animal numbers and you want to submit them all with the same description regarding event attributes (e.g. event date, account number or comments) or animal attributes (e.g. colour, sex…).

You have more than 10 ranges of tag/animal numbers and you want to submit them all with the same description regarding event attributes (e.g. event date, account number or comments) or animal attributes (e.g. colour, sex…).



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Submitting an Event Directly Online

Entering an event directly online uses online forms to submit information to the CLTS. Unlike the file upload method, you do not need to use a spreadsheet program. However, if you lose your internet connection or turn off your computer before receiving a transaction ID the information you have entered will not be saved. If you are using dial up internet we recommend limiting your submission to ten entries.

Hint: One tag range with one event date is one entry and can be easily done with the directly online method.

There are eight steps to submitting information directly online to the CLTS. To start at the beginning click step 1 or you can skip to any step by clicking the link below.

Step 1- Event Selection Step 2- Adding Tags to the List Step 3- Removing Tags from the List Step 4- Same for all Tags vs. Not same for all tags Step 5- Required Information Step 6- Optional Information Step 7- Confirmation Step 8- Transaction Details



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Event Selection

1. Please go to www.clia.livestockid.ca, enter your Username and Password, and then click Login.




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2. On the home screen there are two ways to access the Directly Online option.

a. Go the heading Events and click Submit Events – Directly Online from the drop down menu. b. Click Option 1: Directly Online under the Submit Tag/Animal Event Information heading.

a. a.

b.



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3. On the Submit Events: Select Event Type screen, select the event you want to submit and then click Next. For this example we will select the Imported event.



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Adding Tags to the List

1. There are four options to choose from to add tags to your list. All of the options can be used to create your list, but only one option can be used at a time. Note: Do not put spaces, dashes or slashes between the numbers.



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a. Single Tag - Enter the last 9 digits of the CCIA tag number in the field provided and then click Add Tags to List.

b. Tag Range- Enter the lowest number of the tag range in the field beside Range Start. Enter the highest number of the tag range in the field beside Range End and then click Add Tags to List.

c. Tag Range with Quantity- Enter the lowest number of the tag range in the field beside Range Start. Enter the quantity of tags used in the with Quantity field and then click Add Tags to List.



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d. Spreadsheet File- to use this option you must create a spreadsheet using Microsoft Office, OpenOffice or NeoOffice. You can download the latest versions of Open Office or Neo Office for free from the internet. Click here to visit the System Setup tab on the CCIA Resource Centre to access links to the software websites.

i. Open a blank spreadsheet; enter the heading Tag_Start in column A row 1, and then enter your tag list in the cells below.

http://support.canadaid.ca/?page_id=46



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ii. Save the worksheet.

Note: It is recommended to change the file name to something familiar such as “Tag List 2014”.

Note: Be sure to use only alphanumeric characters (the letters of the alphabet A to Z or numbers 0 to 9); do not use punctuation or symbols (e.g. @!$?).

iii. Return to the Submit Events: Animal/Tag Selection screen and click Browse to find the file you created.



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iv. When the pop-up window appears, find and select the file you created so that it shows in the File name text box and then click Open.

v. Once the file appears in the text box, click Add Tags to List.



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2. The tag number(s) will appear at the bottom of the screen under the heading List of Tags Associated with the Event, with the word Add in front of it/them. Continue to add tags using the methods in step 1 until your list is complete.



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Removing Tags from the List

1. To remove an unwanted tag from the list, type the tag number in the first blank field and then click Remove Tags from List.

2. The tag number will now appear at the bottom of the screen with the word Remove in front of it. Note: To remove a tag range, use the second option and follow the same instructions.



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3. Continue to add or remove tags until the list is complete and then click Next.



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Same for All Tags vs. Not Same for All Tags

1. If you have only entered one tag, you will be taken directly to the event details page, click here to proceed to the steps for Required Information on page 35.

2. If you have more than one tag entered, you will be asked if you want to apply the same details to each tag.

a. Same for All Tags will apply the same details to all the animals. For example one import date or common animal attributes (e.g. Colour, Sex…). If you click this, click here to proceed to the steps for Required Information on page 35.

b. Not Same for All Tags will allow you to enter different details for each animal. For example multiple import dates or different animal

attributes (e.g. Colour, Sex…). If you click this proceed to step 3.

Note: If the number of tags noted does not match your records, click Back to return to the add/remove tags page to correct it.

a. b.

Note: Note:



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3. On the Submit Events: Event Details for Specific Tags screen, if you have entered a range of tags, click the plus sign (+) to view each tag in the range. Note: Only one range can be opened at a time.

4. Click the box beside a tag to select it and click Apply Event Details to Selected Tags to enter the event details for the selected tag(s). Note: For a shortcut select all of the tag(s) that have the same details at once.



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Required Information On the Submit Events: Event Details screen the required information is marked with red asterisks (*).

1. Event Date: Enter the date the animals were imported, with four digits for the year, two digits for the month and two digits for the day.

2. Destination Account: Your account name and number will automatically appear.

Hint: If you cannot remember the tag number(s) you selected click the number from “Apply to all # tags”.

Hint

2.

1.



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Optional Information The remaining fields on this screen are optional. You do not need to fill them out; but it is recommended to enter as much information as possible. The optional information may be different for each event.

1. Source Account and Source Premises: If you know the details for the source account and source premises click Search to retrieve the

account and premises ID numbers from the CLTS. If the information is not in the CLTS, leave the options blank.

2. Destination premises: Select the premises of where the animals now reside from the drop down menu. All of your active registered premises will appear here. Click here for information regarding premises registration. Note: If your provincial PID is not registered to your CLTS account, select 'Not Registered' to enter it manually.

3. Sex, Species, Breed and Colour: Each can be selected using the corresponding drop down menu.

4. Comment: Enter any other data about the event such as the reason for import.

1.

2.

3.

1.

4.

Note:

3.

3.

3.




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5. Once all your information has been filled out, click Apply to All. Note: If you are entering information for one tag only, the button will say Next instead of Apply to all and you will be taken directly to the

confirmation screen on page 40.



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6. You will return to the tag list and the tags you applied the event information to will have a Complete status.



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7. Repeat the process until all tags/tag ranges show Complete in the status column, and then click Next.



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Confirmation

On the Submit Events: Confirmation screen, the information you have entered will appear under the Event Details heading. Be sure to review the information to confirm it is correct.

a. If you need to make any changes click Back and you will return to the previous screen where you can edit the event details.

b. If the information is correct click Confirm and Submit.

a.

b.



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Transaction Details A transaction ID has been assigned to your submission. It is recommended that you make note of the transaction ID in your records and that you check your transaction status to ensure the information processed successfully.

Click here for the steps to check your transaction status.

This concludes Submitting an Event Directly Online, to return to the main menu click here.



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Submitting an Event by File Upload In order to use the file upload method of entering events you must have Microsoft Office, OpenOffice or NeoOffice installed on your computer. You can download the latest versions of Open Office or Neo Office for free from the internet. Click here to visit the System Setup tab on the CCIA Resource Centre to access links to the software websites.

There are three steps to submitting information by file upload to the CLTS. To start at the beginning click step 1 or you can skip to any step by clicking the link below.

Step 1- Downloading the Event Template – how to download the CLTS compatible template. Step 2- Filling out the Event Template – how to enter your information correctly in the CLTS template. Step 3- Uploading the Completed File – how to upload your completed file to the CLTS.




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Downloading the Event Template

1. Please go to http://support.canadaid.ca. Alternatively there are links to the CCIA Resource Centre on the CLTS login and home pages. CLTS Login screen

CLTS Home screen

http://support.canadaid.ca/



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2. A new page/tab will open to the CCIA Resource Centre. Click the Events heading.

3. Click the Importer/Exporters link to be taken to the list of events chart.



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4. On the Importers/Exporters chart, a list of event will appear. Click Download in the Templates column in the event row of the template you want to download. For this example we will download the Exported template.



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5. The following box will appear with three options: i. Open- will immediately open the spreadsheet but will not automatically save the template to your computer.

ii. Save- will save the template in your "Downloads" folder. iii. Save as- will allow you to choose the location to save the template.

Note: The pop-up box may look different depending on which internet browser you are using. For this example we will choose c. Save as.

a.

b.

c.



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6. Select a location on your computer of where you would like to save the template, change the File Name and then click Save. Once saved you are ready to fill out the template. Note: It is recommended to change the file name to something familiar such as “Event Name and Date”. Note: Be sure to use only alphanumeric characters (the letters of the alphabet A to Z or numbers 0 to 9); do not use punctuation or symbols (e.g. @!$?).

Change to example: Exported August 2014



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Filling out the Event Template

1. Open the template from where you saved it in the previous steps. Columns with RED headings are mandatory fields which must have information in them. Columns with BLACK headings are optional, but it is recommended to provide as much information as possible.

2. Information in the template needs to be entered in a specific format which is described in a comment within each header. This information is displayed when you run the mouse cursor over a heading cell.



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3. The cells for Event_Type, Tag_Type, Sex, Species and Colour have drop down menus to assist you while filling out the spreadsheet. Go to the cell under the heading and click on the arrow to view the options, select the option you want and it will appear in the cell. Continue this process for all rows used.

4. Fill out all of the required cells and enter as much information as possible in the optional cells. Once complete you are ready to upload the

file to the CLTS. Remember: Save the file regularly and save it again when it is complete.



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Uploading the Completed File

1. Please go to www.clia.livestockid.ca. Enter your Username and Password, and then click Login.




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2. On the home page, there are two ways to access the File Upload option.

a. Go the heading Events and click Submit Events – File Upload from the drop down menu. b. Click Option 2: File Upload under the Submit Tag/Animal Event Information heading.

a. a.

b.



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3. On the Submit a Data File screen click Browse.

4. When the pop-up window appears, find and select the file that you created so that it shows in the File name text box and then click Open.



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5. The file information will now appear in the text box. Click Upload File. If you receive an error, open your original file to correct the information, and then submit the file again.

Click here for a list of common upload errors and their solutions.




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6. On the Confirmation screen read the sentence that appears. It should display the correct account name and account ID number.

a. If the information is correct click Submit.

b. If the information is not correct, click cancel, re-open the file and correct it before submitting.

a. b.



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7. A transaction ID has been assigned to your submission. It is recommended that you make note of the transaction ID in your records and that you check your transaction status to ensure the information processed successfully. Click here for the steps to check your transaction status.

This concludes Submitting an Event through File Upload, to return to the main menu click here.



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Transaction status

After successfully submitting your information to the CLTS you will receive a transaction ID. You will want to check the status of your transaction to make sure the information processed without errors. There are three ways to retrieve the details of your transaction. You can immediately view after your submission; click a link on the home screen; or you can search using the transaction ID or transaction details. The following instructions will show you how to check your transaction status immediately after submission. Click here for instructions on the other two options.

1. Immediately after submitting your information, click the Transaction ID from the completion screen.

Directly Online completion screen:

File Upload completion screen:

http://support.canadaid.ca/wp-content/uploads/06.-Transaction-Status.pdf



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2. If your transaction has not been submitted for processing yet, the Processing Status will show as Pending, which means your transaction is waiting in the queue. Alternatively, if it has been submitted for processing but not yet complete, you will see the Processing Status as Processing.



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3. Once your transaction has finished processing, the Processing Status will be Completed and the Request Record Details section will appear.



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4. In the Request Record Details section:

If there are no errors on your transaction, a 0 will appear under the Record Count. Which means your transaction was successful and no further action is required.

If there is a count for the error records, click Display Record(s) to view the error message. Note: Error records are not recorded into the database. Once the error is corrected you will need to re-submit the information.



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5. The error code and message will appear in red.

a. If you are unsure of what an error message means or how to correct it, click HERE for a list of common error messages and their solutions, or contact CCIA.

b. To view more information, move the scroll bar to the right. c. Click to return to the Request Details screen.

This concludes Transaction Status, to return to the main menu click here.

For more CCIA user guides, please click here or visit http://support.canadaid.ca.

a.

b.

c.




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