Age Verification - Registering Calves Using the CCIA Excel Spreadsheet

A "Source Account Number" is required as part of the data in the CCIA (Canadian Cattle Identification Agency) Excel spreadsheets. The account number is needed to locate your file in the CCIA database, when you upload your completed information. If you do not have this number, refer to the "Obtaining your Source Account Number" document in this series before proceeding.

1)

Click on the link: Birth date Spreadsheet to access the Excel file. The "Excel spreadsheet" screen appears. Left click on the “File” box in the top left corner of the screen. A drop down menu appears. Left click on "Save As" If a gray box titled "Enter Network Password" screen appears left click on "cancel" A “Save As” screen appears. In the white box titled "Save in" at the top of the box, there is a location indicated where the file will be stored. Write this location down. (i.e.: My documents) If you wish to change the location, do it now and record where the file is stored. Under the large white box, there is a File name box. It indicates the name of the file. If you wish to change the file name before saving the file (i.e.: to Calf crop 2006) do so now. Write down the file name used. Left click on the "Save" box to the right of where you changed the file name. The grid spreadsheet should remain open on the screen. At the very bottom of the screen, a gray box on the same level as the Start button, will have the “CTLS Resource C…” text. Right click on the “CTLS box. A pop up menu with the option “Close” appears. Right click on the “Close” button to exit from the CCIA connection.

The spreadsheet should remain open on the screen. Proceed to step 4 below.

If you cannot get the file to open, start the Internet explorer (click on the blue "e" icon near the "Start" button at the bottom left corner of the screen). In the address bar (the white box near the top of the page starting with http://), remove all the text and

Type: www.canadaid.com/info to access the CCIA (Canadian Cattle Identification Agency) template website.

1)	The "CLTS RESOURCE CENTRE:" screen appears. Scroll down the "Templates and Instructions" table. In the first row titled "BIRTHDATE" place the mouse on the second column in the first row, "left click" on the blue "CLICK HERE" button in the "Template" column. A file download screen appears for a few seconds. A grey box appears. Left click on "save target as" text. A second box titled "Save As" appears. In the big white area in the box, right click on the choices until you are comfortable with where the file will be stored. Write down the location indicated in the small white box at the top of the save as screen. (Hint: My documents is a good choice) In the small "File name" box located below the big white area, Left click in the area, delete the CLT_ title in the box, and rename the file to a name you will remember (i.e.: Calf crop 2006). Write down the file name. Left click on the "Save" box to the right of where you changed the file name.
2)	The CCIA "Templates and Instructions" table needs to be closed before proceeding. Under the blue "e" in the upper left corner of the screen, select "File" from the upper left menu bar, and select "Close" from the drop down menu. .
3)	Adding information to the excel spreadsheet can be done from your local computer when you are not on the Internet. Start the Excel program, to open the spreadsheet, select "file" from the menu bar in the upper left corner of the screen (beside the green "x"). From the drop down menu select "Open." A dialogue box overlays the grid. Select the file by left clicking on the title. CLTS_BIRTHDATE_Template_v1_6.xls from the box or the file name created in #2 above. Select "Open" from the bottom left corner of the box. The file should open. If the file name is not present in the box, select the folder where the file was saved (from #2). Then go through the steps mentioned in #5.
4)	In the file that opens, there are columns across the top of the spreadsheet that contains red text. Each box with red text is mandatory information and must be filled in. "EVENT TYPE" box in column A indicates which type of event being registered. In this case, birth date information is being supplied. Enter "birthdate" (one word with no spaces) in each row that information is being added. "SOURCE ACCOUNT" number in column B is the "A" number obtained as the first step in the process. Enter this in each line that data is entered. "DOB" in column C requires the animals' calendar date of birth. If you are entering individual animals, actual calving date is needed. If you are entering animals as a group, enter the age of the oldest animal in the group. When entering the date, use no spaces or commas, enter as YYYYMMDD "DOB METHOD" in column D indicates by code whether it is recorded as an actual birth date - "AB" or Calving Start date - "CS" when entering a group of animals. "TAG START" in column E is requesting the last 9-digits of the tag number for the specific animal being registered or the starting number for a group of animals being registered. If you are entering groups of calves, there must be no breaks or unused tags in the sequence. Use no spaces or other punctuation when entering tag numbers. "TAG END" in column F is used when entering groups of calves. Enter the last tag number of the group being registered.
5)	When all information has been entered, In the upper left corner of the file, left select "File" in the menu bar, and left click "Save As" from the drop down menu. A box will appear in the screen. At the bottom of the text box in the insert there is a descriptor "Save as Type" and a white box with a down arrow on the right hand side. Left click on the down arrow on the right, and a second box appears Left click on the down arrow within this second box to show more selections. When "CSV (Comma delimited)(*csv)" appears, left click on the CSV line. This transfers to the information back to the first box. Left click on the "Save" to the right of the white box. The name of the file is the same as what was created in #5 above. A warning box appears indicating that some of the features of the file you are saving are not compatible with the .csv format. It asks if you want to keep the workbook in the CSV format. Left click "Yes". This completes the process of saving the information to the hard drive. To close the Excel Program - in the upper left corner of the spreadsheet select "File" and "Exit" from the drop down menu.

Once all the information is saved, the file needs to be transferred to the CCIA website and into their database. Start the Internet explorer. In the address bar (the white box near the top of the page starting with http://, remove all the text and

Type: www.clia.livestockid.ca to access the CCIA website.

1)	The Welcome to the CCIA Website screen appears. Select Option 1, "Already have an account" option and click on the blue text.
2)	The User login screen appears. Enter your "User name" and "Password" Left click on the "Login" button in the box.
3)	The Welcome Back screen appears. Left click on the "Option 2" blue text "File upload" - Submit animal and tag information, including birth dates through a file (i.e.: Excel spreadsheet)"
4)	The Submit a Data File page appears. Left click on the "Browse" button. A screen titled "My documents" appears. Find the file that you created (i.e.: CLTS_BIRTHDATE_Template_v1_6.xls) that was saved in step #7 above. Left click twice on the file. The title will be transferred to the data file dialog box beside the browse button.
5)	When the title is in the box, left click on the Upload file button to the right. .
6)	A Conformation page appears and asks "are you sure you want to submit the file for "A12344567". Left click on the Submit box. .
7)	A Submit events: Done page appears. Record the transaction number (TR333- -) for future use when you want to create a birth certificate, or to verify that the data was accepted onto the CCIA database.

This completes the process to register calves using the Excel spreadsheet.

You should confirm that the data was accepted onto the CCIA database. This is the next document in this series.

If you have questions or problems, contact CCIA at 877-909-2333. If in Alberta, call 310-3276 and ask for Sarah.


Prepared by Barry Yaremcio, Beef/Forage Specialists, Ag-Info Centre, Agriculture and Rural Development

Other Documents in the Series