PADRAP Training Manual

2013
American Association of Swine Veterinarians

Production Animal Disease Risk Assessment Program

Table of Contents
Iowa State University Contact Information ................................................................................................ 3 General Overview of PADRAP .......................................................................................................................... 4
Step #1: Setting Up a Production System .................................................................................................................6 Step #2: Setting Up a Site .........................................................................................................................................9 Step #3: Creating a New Survey .............................................................................................................................11

Process of Setting up a Production System, Site, and Survey .............................................................. 6

Completing a Risk Assessment Survey ...................................................................................................... 12 Creating a Duplicate Risk Assessment Survey ........................................................................................ 16 Taking Multiple Surveys .................................................................................................................................. 17 Creating a Copy or Printout of Your Survey ............................................................................................ 20 Creating a Benchmark Report ....................................................................................................................... 22 Interpreting Benchmarking Reports .......................................................................................................... 24 How to Share Benchmarking Reports with Others ............................................................................... 29 NEW FEATURE: Export Raw Data to Spreadsheet............................................................................... 31

Additional Information/Troubleshooting for PADRAP Users .......................................................... 33 Appendix A Canadian NBS Program........................................................................................................ 34

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Iowa State University Contact Information

Derald Holtkamp DVM, MS Iowa State University, 1600 S 16th Street 2233 Lloyd Vet Med Center Ames, IA 50011 Office: 515-294-9611 Cell: 515-520-1040 Fax: 515-294-1072 holtkamp@iastate.edu Chris Mowrer Iowa State University, 1600 S 16th Street 2235 Lloyd Vet Med Center Ames, IA 50011 Office: 515-294-8703 Cell: 515-205-9636 Fax: 515-294-1072 clmowrer@iastate.edu

Live PADRAP Database Link:

www.padrap.org

We recommend using Mozilla Firefox as your web browser when using the PADRAP website (free download at http://www.mozilla.org/en-US/firefox/new/ ) Google Chrome and Internet Explorer are the other options

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General Overview of PADRAP

Definitions Primary Veterinarian = AASV Veterinarians that have completed the training - Access to PADRAP online via username and password - May set up sites, surveys and users - May take surveys and view benchmarking reports - Ability to create users Production System = One or more production sites with common ownership or management Site = A single production site (e.g. breeding herd) - Multiple sites may be associated with single production system Survey = A single assessment done at a point in time - Multiple surveys may be associated with a single site (completed at different times)

Example

Primary Veterinarian

Primary Veterinarian

A word of caution: Anyone else who has Primary Veterinarian access to a Production System can change data thats been entered!

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Benchmarking Universe The benchmarking universe uses the most current survey from each site - Old surveys do not count in the benchmarking universe - Historical surveys can be benchmarked against the current benchmarking universe - For example, 2005 surveys could be in the benchmarking universe if they are the most CURRENT survey for a particular site Example: Site A had a survey completed on January 2010 and August 2010. The survey in August 2010 will be used in the benchmarking universe

Benchmarking Universe

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Process of Setting up a Production System, Site, and Survey

1. Apply for a new Production System if it isnt already set up Call or email ISU if approval is needed immediately 2. Set up a Site Even if there is only 1 site for the Production System 3. Set up a Survey When you come back to complete additional surveys for the same site in subsequent years, the Production System and Site do NOT need to be set up again, only a new Survey needs to be created

Step #1: Setting Up a Production System

Applying for a New Production System Primary Veterinarian (the veterinarian currently providing veterinary services to the Production System) sets up a new Production System in PADRAP Send an email to PADRAP Administrators, especially if approval for the site is needed immediately - Dr. Derald Holtkamp (holtkamp@iastate.edu) - Chris Mowrer (clmowrer@iastate.edu) PADRAP sends an email to the Administrators giving notice that a new Production System has been requested and needs approval Once the PADRAP Administrators approve the Production System, an email confirming approval is sent back to the Primary Veterinarian 1. Once logged in, click on Request Prod. System

Click Request Prod. System

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2. Scroll down to the section Make a new Request and fill out pertinent information, then click on Submit

Production System name (no anachronisms) Contact name for the Production System should be an individual in charge of a production system (an owner, manager, or representative from the Production System). This person will determine appropriate PADRAP access in an event of an individual transitioning to another company.

Phone number of PRODUCTION SYSTEM Email address of Contact Person at Prod. System

Select appropriate statement

Click on Submit

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3. Call or email PADRAP Administrators for approval if in a rush

Newly created Production Systems will show up under Production System Requests (click on Overview on the menu to the left if you arent automatically directed to this page).

Your ability to create users, sites, and surveys will be nonfunctional until PADRAP Administrators have approved the Production System.

Getting Access to an Existing Production System If the requesting veterinarian is currently providing veterinary services to the Production System, they will be automatically approved to access the Production System If the requesting veterinarian is NOT currently providing veterinary services to the Production System, he/she should obtain permission from the Production System contact - The contact person can simply send an email to clmowrer@iastate.edu or fax to (515294-1072). There is a form you can download just click on PADRAP Consent Form in the Word Documents section on the left-hand menu. - Please be sure their phone number and email address (if available) is included. Here is the verbiage we suggest: I, ____(name)_____, as a representative of ____(Production System name)____ allow ____(name)________ access to data entered in PADRAP. - OR, if any type of written consent or release and hold harmless agreement already exists, please scan and email to clmowrer@iastate.edu or fax to 515-294-1072 PADRAP Administrators (Derald/Chris) will contact requesting veterinarian when the Production System has been Approved and added to his/her profile

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Step #2: Setting Up a Site

1. Choose Prod. Sys./Site Admin

Click on Prod. Sys./Site Admin

2. Select the Production System the Site belongs to

Name of selected Production System will be displayed here 1. Click on the name of the Production System for which you desire to add a new Site from the list

2. Click on Add/Remove Sites tab

3. Click on Add New

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3. Fill in the appropriate Site information and click on Save

Site name

Business information

Address

Optional feature that will verify address entered on Once completed click on Save

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Step #3: Creating a New Survey

1. After youve created the Site, Click on New Survey

Click on New Survey

2. Fill in the appropriate information

Name format should be Site Name (yyyymm-dd). Date should be the date assessment was taken. Actual vs. Hypotheticalif hypothetical is selected, then information from the survey will NOT be benchmarked against other surveys

Select Production System from drop down, next select Site from drop down

Selecting one of these boxes can save time by pre-populating answers from an old survey for the site, or common answers within a production system Once information is entered, click Submit

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Completing a Risk Assessment Survey

There are two ways to open up a survey to fill in answers or change answers: 1. Click on List Surveys, then the name of the survey a. Want to sort your list of surveys? Right click anywhere on the red header line to open a list of more columns you can choose to sort surveys by (i.e. add VERSION column to denote Breeding Herd or Grow-Finish survey). Click & drag the name of the column you want to add.
Right click red bar to add columns to sort by

Click List Surveys

Then click on the name of the survey

2. The other way to open a survey to enter answers or change answers is to click on View/Change Surveys a. Then click Select

Click on View/Change Surveys

Click on Select

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b. A box/window with a list of your existing surveys opens up, click in the box next to each survey you want to open (use the search boxes to narrow down your list of surveys) i. Right click anywhere on the red header line to open a list of more columns you can add to sort surveys by c. Click Done

Click in the box to select survey

Click on Done

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3. Responding to survey questions and saving changes a. Each of the three sections of a survey (Demographics, Internal Risks, and External Risks) are collapsible which means that by clicking on a header for a section or subsection it can be opened or closed
Name of survey

Click here to print or save a copy of the survey

Percentage of questions answered for this subsection

b. Answers are automatically saved when you click anywhere else on the site (including Logout), OR

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Click on +/- and then Save Changes

Click +/-

This is also where you can edit the name and info about the survey

Click Save Changes

4. Risk Assessment surveys are split into three categories or sections a. Demographics This section is not included in the benchmarking reports as the questions help identify characteristics of a Site and the herd i. Breeding Herd survey has 24 questions ii. Growing Pig survey contains 14 questions b. Internal Risks Think in terms of Bio-management or what can be done to manage the current PRRS status i. Breeding Herd survey includes 31 questions ii. Growing Pig survey offers 50 questions c. External Risks Bio-exclusion covers areas that address keeping the virus out of the Site i. Breeding Herd survey has 124 questions ii. Growing Pig survey contains 136 questions

179 TOTAL QUESTIONS IN THE BREEDING HERD SURVEY 200 TOTAL QUESTIONS IN THE GROWING PIG SURVEY

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Creating a Duplicate Risk Assessment Survey

When would I duplicate a survey? You may have completed a risk assessment for Site A in 2012 and you would like to complete an updated risk assessment in 2013 All sites in a production system share the same boar stud and transportation practices, so all of the questions in these sections would be identical. Complete answers for boar stud and transportation sections only (to create a template) and then duplicate it for all sites in the production system. To complete a hypothetical or what if survey to show producers what could happen if a change in management or practices occurred. - if hypothetical is selected, then information from the survey will NOT be benchmarked against other surveys ***Make sure to review each answer within the duplicated survey to ensure accuracy of the reports 1. Click on Copy a Survey

Click on Copy a Survey

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2. Select survey to copy

1. Select info from the survey you want to copy

2. Name the survey you are about to create (REQUIRED)

3. Select the site for which you are creating the new survey

4. Click Duplicate

Taking Multiple Surveys

When would I use the multiple survey option? If youre completing an assessment for multiple sites within the same Production System - Many of the questions will have the same response for all the Sites in the Production System so it may be faster to complete several simultaneously Use a duplicated (template) survey (refer to section Creating a Duplicate Risk Assessment Survey page 16). Use the duplicated survey as a template on the left hand side and create up to four blank surveys on the right

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1. Create each of your new surveys by clicking on New Survey 2. After creating all the surveys, click on View/Change Surveys 3. Click on Select button

Create a New Survey then Click on View/Change Surveys

Next click on Select

4. A box/window with a list of your existing surveys opens up. Click in the checkbox beside each survey you want to open (use the search boxes to narrow down your list of surveys if needed) a. Right click anywhere on the red header line to open a list of more columns you can add to sort surveys by b. Click Done

Click checkbox to select survey Do not select any more than five surveys!

Click on Done

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5. It may take a minute or two for the surveys to open, so please be patient. Once open, each survey will be coded with a different color

Note the five sets of answers and the color coded background

For answers requiring a value to be entered, there is a box for each survey

Percentage of survey section completed for each of the five surveys

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Creating a Copy or Printout of Your Survey

When would I need a blank copy or printout? To take with you to go over questions with farm personnel To complete then have assistants, office staff, or students enter survey answers online To have the previous years answers in front of you to help fill out assessments for subsequent years

1. A copy in Word is available to print by clicking on Breeding Herd Survey or Growing Pig Survey on the left hand menu

Click on Breeding Herd Survey or Growing Pig Survey

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2. To print a copy of a survey with the Site name, Survey name, and answers (if its a previously completed or copied survey), follow the steps for selecting and opening a survey in the section Completing a Risk Assessment Survey on page 12 of this manual. Once the survey is open on your screen, click on the gray Save to .PDF button ***you may have to scroll down the screen a few inches then back up to see the gray Save to .PDF button***

Click Save to .PDF button

Depending on which browser youre using (Firefox, Internet Explorer or Chrome), an option will appear for you to Save Click on Open (or Save if you want to save a copy).

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a. Questions that have answers completed show up like this:

Completed answers

Creating a Benchmark Report

1. Click on PADRAP Benchmark on the left

Click PADRAP Benchmark

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2. From the drop down menus, select the Production System, Site, and Survey to benchmark. Once Survey Title has been selected allow a minute or so for the reports to appear under the tabs below

Select Production System first, then Site, then Survey Type, then finally Survey Title

3. Click on tabs to see the reports

Report tabs

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Interpreting Benchmarking Reports

Risk Quadrant Report the high level or 5000 meter view Risk Profile Summary the tree-top or 1000 meter view Percentile Table another perspective in the tree-tops or 1000 meter view Individual Risk Factors in the trees or 100 meter view Risk Pareto Chart a closeup

Questions answered with N/A as the response are NOT included in the numerator or denominator.

1. Risk Quadrant Report

Y axis is the aggregated risk score average of all external risks

All other sites in assessment database

Green dot represents median internal and external risk scores for all sites in the database X axis is the aggregated risk score average of all internal risks

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2. Risk Profile Summary a. Popular report think of the percentiles in terms of how basic skills tests are reported (little bars = good, big bars = bad) NOTE: click + to expand a category or subcategory before exporting if desired (information will be exported exactly as seen on the website) Aggregated risk score average of all risks in each category

Percentile rank of the aggregated risk score (see interpreting percentile rank below for interpretation)

Bar chart of percentile rank. Big bar implies higher risk relative to other sites assessed, little bar implies lower risk relative to other sites assessed.

b. Interpreting percentile rank i. A percentile rank is defined as the proportion of scores in a distribution that a specific score is greater than or equal to ii. For instance, if you received a score of 95 on a math test and this score was greater than or equal to the scores of 88% of the students taking the test, then your percentile rank would be 88. You would be in the 88th percentile

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3. Percentile Table a. Not as widely used b. Basically the same information as whats in the Risk Profile Summary but in a different format NOTE: click + to expand a category or subcategory before exporting if desired (information will be exported exactly as seen on the website) Minimum aggregated risk score in database Maximum aggregated risk score in database
Rank

Decile rank of the aggregated risk score (percentile lumped in groups of ten). Example, Internal Site risk is th in the 20 decile. The value in each cell represents the lower cutoff value for that decile rank.

Aggregated risk score-average of all risks in each category

Programmers to add Rank columnPercentile rank of the aggregated risk score (see interpreting percentile rank on previous page for interpretation)

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4. Individual Risk Factors a. Great info even though its a very long report b. Provides total transparency-all responses with risk scores associated are shown and color-coded c. Each response is assigned a risk score of 1.0, 2.2, 4.6, 10, 21.5, 46.4 or 100

Risk Index Score for response given this site Relative risk of each possible response is color coded

Response entered for this site is blue

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5. Risk Pareto Chart a. Another popular report to help visualize results of an assessment b. Questions with the most risky answers appear at the top c. Useful to identify and focus on key areas to improve on

Risk score for response given to this site (refer to Individual Risk Factor report for response given)

Bar chart of risk score for this site big bar implies higher risk, little bar implies lower risk

NOTE: Demographic information appears at the bottom and is not benchmarked

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How to Share Benchmarking Reports with Others

Print or save to PDF Save as picture files (PNG) Export benchmarking reports to Excel

1. Print or save to PDF all reports can be printed/saved at once, or one at a time a. Click on either Adobe PDF file icon

Depending on which browser youre using (Firefox, Internet Explorer or Chrome), an option will appear for you to Save or Open the file.

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2. Save reports as picture files (PNG) this file can be inserted into Word documents or PowerPoint presentations a. Right click on the chart b. Select Save Image As c. Chose where to save the file d. Name the file

Right click anywhere on the chart, then select Save Image As

3. Exporting benchmarking reports into Excel there are four reports that can be exported to Excel Risk Profile Summary Percentile Table Individual Risk Factors Risk Pareto Chart

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a. Click on the tab of the report you wish to export, then click on the Excel icon

Depending on which browser youre using (Firefox, Internet Explorer or Chrome), an option will appear for you to Save or Open the file. Quick Tips: - You may need to modify column width for proper display - Color from the web will automatically be transferred into Excel - You may have to select trust publisher if given the option. Contact Chris Mowrer (clmowrer@iastate.edu) if you have trouble exporting files

NEW FEATURE: Export Raw Data to Spreadsheet

PADRAP users can now easily export the raw data for Breeding Herd surveys as well as Growing Pig surveys into a spreadsheet format. PLEASE NOTE: The raw data is updated every 3 hours, so if you just entered answers in a survey it may take up to 3 hours for them to be available for export. You will see an estimate on how long the wait may be.

1. Click on Raw Data on the left navigation menu

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Click Raw Data

2. Two tabs will appear, one will have all Breeding Herd surveys for all sites you have access to and the other tab will have all Growing Pig surveys for all sites you have access to click on the tab you wish to export (in this case well select Breeding Herd)

3. Next click on either Export to Xls, Export to Xlsx or Export to Csv a. Next your browser (Firefox, Chrome or Internet Explorer) will ask if you want to Save the file or Open it, choose accordingly and now you have your surveys in a raw data format thats easy to work with for data and statistical analysis

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Additional Information/Troubleshooting for PADRAP Users

Whats the difference between an Actual and a Hypothetical survey? o Hypothetical can be used to demonstrate a potential change: Example: Site A is making changes to their transportation practices and would like to know how this would change their risk index score Benchmarking Reports can be generated Survey does not count in the benchmarked universe Will display in Survey list o Actual is a real survey: Will likely be used 99% of the time

How to clear the cache (temporary internet files): o Internet Explorer 7 Tools tabInternet Options An Internet Options dialogue box will open Select the General tab and click Delete under Browsing history A Delete Browsing History dialogue box will open Check the box beside Temporary Internet files and choose Delete Close the Internet Options dialogue box Firefox (on Windows XP) Tools tabOptions An Options dialogue box will open Click Advanced and choose the Network tab Click the Clear Now button in the Cache section Other browsers: Google search empty cache (insert browser name and version here) for directions

FYI..If you are in the Overview and click on the name of a Production System, it will take you directly into the most recent survey

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Refresh Button: o You may have to click the PADRAP refresh button (see screenshot below) after editing a Production System or Site in order to update the new changes

Appendix A Canadian NBS Program

The Canadian Swine Health Board (CSHB) has developed a National Swine Farm-Level Biosecurity Standard and a new section of PADRAP is available to Canadian veterinarians already registered to use PADRAP. The additional survey questions and reports will help provide a standardized template to develop a farm plans that will improve biosecurity on-farm associated with the program. Appendix A is a supplement to the PADRAP Training Manual and can be found on www.padrap.org on the left-hand menu under the PADRAP Resources section.

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