AZA Application – - PowerPoint Presentation

AZA Application –Using ZIMSto make it easier How ZIMS helps Species360 members complete their AZA Accreditation Application 1

How ZIMS Can HelpSome of the accreditation questions can be answered directly by downloading/printing information from ZIMS in the form of reports or exports.For the majority of the questions, ZIMS helps you easily gather information you will need to answer the questions in the requested format (narrative, provided form, etc.) for your AZA accreditation application. 2

Using This PresentationThe various sections follow the flow in the AZA Application. Specific questions are identified. EXAMPLE: AC-7a How many animals at your institution are in on loan from other institutions?Breadcrumbs show you how to get to the ZIMS screensEXAMPLE: Start > Reports > Loan Report > Loan InScreen shots of the ZIMS Application show you what to look for. EXAMPLE: The blue text boxes provide additional details EXAMPLE: 3 This report will display what animals you physically hold at your facility but do not also have legal o wnership.

General InformationGI-8 Provide your institution’s USDA Exhibitor License # Institution > My Institution > Permit grid 4 All of your permits and licenses can be recorded in ZIMS in the Institution m odule. Here we quickly find the number for our USDA license. When you r ecord a permit/license you have the option to mark it Local or Global. If y ou mark it Global, other institutions can find it using a Global Permit Report. This is very helpful when other institution’s permits need to be r eferenced such as for your annual Captive Bred Wildlife report.

Animal Care, Welfare, & Management AC-3 Submit a copy of your Institutional Collection Plan (ICP)Enclosure icon > Enclosure Search > Details tab > Planned Taxa > Actions > Add New 5 Within the Enclosure module, every enclosure has a grid for recording species planned for it. For this enclosure we are planning to add black swans in 2019, parma wallabies in 2020 and red-necked wallabies in 2021. We had also planned to include red kangaroos but found the area to be inappropriate so we marked it Inactive with a note as to why we changed our minds. This will help later on if someone wants to add red kangaroos we can reference an earlier decision. In the a pplication you will need to justify your decisions and the notes area is a good place to record this information to reference when completing the application.

Animal Care, Welfare & Management AC-3 continuedEnclosure > Search > Planned Taxa 6 To search for your Planned Taxa go to the Enclosure module and Planned Taxa Search. You can filter by specific Taxonomy, Target Year and Active Plans. The results grid will display the enclosure (hyperlinked), species (hyperlinked to taxonomy record), sex ratios, y ear and if Active or not.

Animal Care, Welfare, & Management AC-7 Submit your institution’s most recent animal inventory in taxonomic order, including scientific name and sexStart > Reports > Inventory Detail Report 7 The Inventory Report is one of the most commonly used reports in ZIMS. To answer this question you need to select Inventory Detail Report as it will include all animals you physically hold and own, hold but do not own, and own but d o not hold. You can also export the report to different formats. This report can be submitted directly as produced from ZIMS.

Animal Care, Welfare, & Management AC 7 continued8 Before you select to Run Report you can a lso chose to Export For Raw Excel. This will allow you to further manipulate t he data.

Animal Care, Welfare, & Management AC-7a How many animals at your institution are in on loan from other institutions?AC-7b How many animals at your institution are out on loan to other institutions?Start > Reports > Inventory Report > Check desired boxes 9 Having animals in-on-loan or out-on-loan often indicates a willingness of the institution to cooperate with other facilities. It is very easy to obtain that information by running an inventory report for only those animals. The totals are presented at the bottom.

Animal Care, Welfare, & Management AC-8a What percentage of your institution’s animals are registered with Species360?10 Hopefully you can answer 100%! However, there are two situations where some of your collection is not registered with Species360. One, you may not have recorded t hem into ZIMS. Two, you may have recorded them but they are in a Collection that i s marked as Local scope. To find these animals run a Detailed Inventory Report only for these Local Collections and compare the count with your totals from your Inventory Report for all Collections.

Animal Care, Welfare, & Management AC-8 Which zoological records system does your institution use?ZIMS! AC-8a What percentage of your institution’s animals are registered with that system? If not 100% explain why they are not recorded in ZIMS. Common examples include feeder animals, invertebrates and corals.AC-8c Covered in next slide AC-8d Is your institution currently participating in ARKS or ZIMS Check it! 11

Animal Care, Welfare, & Management AC-8c In which system are your institution’s holdings of CITES I, SSP and studbook species registered (and include a list).Start > Reports > Inventory Detail Report > select CITES 12 You can run an Inventory report for only those species listed by CITES to help answer t his question. See slide 41 (C-6) for how to find your SSP species.

Animal Care, Welfare, & Management AC-8c continued In which system are your institution’s holdings of CITES I, SSP and studbook species registered (and include a list).Start > Reports > Inventory Summary Report > Physical > Export for Raw Excel 13 To find the studbook species you can export an Inventory Summary Report to Raw Excel and compare it to the studbook species list on the AZA website. Remove any species that do not have studbooks and adjust your columns to create the list. In addition, in the Basic Info in an animal record you can view any studbooks associated with it.

Animal Care, Welfare, & Management AC-9 Submit details on your institution’s animal marking system utilized to correspond with animal records.Animals > Animal Record > Details > Images or Identifiers 14 ZIMS allows you to identify your a nimals using many types of i dentifiers. One popular feature i s the ability to add images to t he animal record. This is very h elpful for species that are d ifficult to add tags or bands to s uch as these poison dart frogs. You can easily see which frog’s r ecord you are in. Images are especially useful if keepers are entering their own data as a double check that they a re in the correct record.

Animal Care, Welfare, & Management AC-10 continued15 Images are also useful for larger animals. This zebra has a distinctive stripe pattern on its rump. There is also an Identifiers Grid to track logical (intangible) identifiers such as House Name and Studbook Number and Physical identifiers such as artificial tags, bands and transponders or natural color patterns or abnormalities.

Animal Care, Welfare, & Management AC-10 Does the zoological records management system being used by your institution (see AC-8 above) duplicate animal records?Select “No”AC-11 If “no” to AC-10 above (or for animals not registered with your institution’s zoological records management system), are animal records duplicated? Select “No”Explanation for animals in ZIMS – The ZIMS database is hosted at a secure, offsite facility. ZIMS data is backed-up at multiple physical locations and stored on a fault tolerant, expandable storage area network, featuring RAID 5 disk array with hot swappable spare drives. It is backed up on a daily basis with maximum care given to protect the data in case of an emergency. Duplicate is not required. Explanation for animals not in ZIMS – your call! 16

Animal Care, Welfare, & Management AC-14 Has a paid staff member been designated as being responsible for your institution’s animal record-keeping system?Institution > My Institution > Staff > Search Form 17 ZIMS deploys with several template Roles t hat are kept updated as new functionality becomes available. The Local Admin Role h as access to manage every aspect of ZIMS and is usually the person designated as beingr esponsible for your institution’s animalrecords. Using the search form in your Staff grid,it is easy to search for anyone assigned this Role.

Animal Care, Welfare, & ManagementAC-15 Are records current with up-to-date information?An advantage to ZIMS is that as soon as the record is Saved it is instantly viewable by others who have been given access to that information. There is no waiting for data submission.ZIMS is designed to allow multiple staff members to record information so you are not waiting for a single person, such as the Registrar, to get all the data entered. KeepersNotes and Observations Weights & Lengths Training Information Curators Planned Taxa Management Plans Veterinarians Medical Care 18

Animal Care, Welfare, & ManagementAC-15 continued 19 Using Data Entry Monitoring (Start > Security Tools > Data Entry Monitoring) you can easily see what Staff have been in ZIMS and if transactions (any bit of data) have been recorded (top). Looking at Staff Transaction Statistics (Institution > My Institution > Institution Statistics) you have a quick view of ZIMS usage for the last 30 days (bottom).

Animal Care, Welfare, & Management AC-21 Submit a copy of your institution’s process for assessing animal welfare and wellness, including a schedule of how often assessments are done. Start > Animals > Care and Welfare 20 The Care and Welfare module makes answering this easy. You configure the Indicators you want to use from five different categories – Behavior, Environment, Physical Health, Mental Domain and Nutrition.

Animal Care, Welfare, & Management AC-21 continued21 You then assign what Value Type you want that Indicator to have – Numeric Value, Percentage, Numeric Scale or Binary. You define your Values. In this example we have a scale of 1 – 3. Then indicate your desired observation.

Animal Care, Welfare, & Management AC-21 continued22 Then create a Template using the desired Indicators. This is a Template for our penguins.

Animal Care, Welfare, & Management AC-21 continued23 A printable and downloadable Chart is created for each animal. There is also a List View available. For both the Chart and the List View you can filter by specified Indicators. If the Global Indicators do not have what you need you can create Local Indicators.

Animal Care, Welfare, & Management AC-28 If your institution maintains elephants, submit a copy of your elephant behavior profiles for the past 24-monthsAnimal record > Note & Observation to recordStart > Reports > Note Retrieval Report to retrieve 24 Tracking behaviors can be easily done using Notes and Observations. You can then search by all Individual Behaviors, or even very specific ones, and create a report on what has been noted for each animal. This makes retrieving behavior profiles over a time period very easy. The left shows the recording screen. The right shows the search screen with the various filters. The Care and Welfare module will also help you capture this information.

Animal Care, Welfare, & Management AC-32 Submit a description of how cetaceans that participate (in a guest interaction program) are trainedAnimal Search > Animal Training Definitions Search> Add New 25 The ZIMS Training grid allows you to capture all the training sessions and the animal’s response. You first create a definition for the behavior you are teaching.

Animal Care, Welfare, & Management AC-32 continued Animal Record > More Details > Training Information > Actions > Add NewTraining Information > Sessions > Add New 26 You then assign the behavior to the animal, including the purpose, the status and the start date (top). You will then add sessions for training the behavior (bottom). The desired behavior and the sessions can be exported to Excel or pdf.

Animal Care, Welfare, & Management AC-37a Do any animals in your institution spend time in a “touch pool” or “petting” environment ? If Yes, list all areas in which this occurs.Enclosure module>Tree View or Add New 27 By setting up your Enclosure Tree t o incorporate these types of enclosure e nvironments you can easily track a nimals that may spend time in them. This institution has a Children’s Zoo (a petting environment) and a touch tank.

Animal Care, Welfare & ManagementAC-37a continuedEnclosure record>Occupants tab 28 Within each enclosure, selecting the Occupants tab will display what animals are currently being held in the enclosure.

Animal Care, Welfare & Management AC-37 continued29 If you want to search for animals p reviously occupying the enclosure y ou can use the search form and r ecord a date range, or select to Show Historical Records. You can search by a parent enclosure andcheck the Include Sub Enclosurecheckbox to include occupants of a ll of the child enclosures.

Animal Care, Welfare, & Management AC-40 Does your institution use ambassador animals (animals that are used outside their normal exhibit or holding areas or are intended to have regular, physical contact with the public within their normal exhibits, e.g., contact area with domestic animals, browse feeding program for giraffes, lorikeet feeding, etc.)?Animals module>Animal Simple Search 30 ZIMS allows you to put your animals into various Collections. Collections identify the main reason for having the animal at your facility. We have created a Collection for our Program Animals and placed the appropriate animals into this Collection. We can search for what animals have been assigned to a specific Collection.

Animal Care, Welfare, & Management AC-59 Submit a copy of your institution’s animal enrichment programAnimal record>More Details tab>Enrichment 31 Although ZIMS does not provide an area to record your overall enrichment program, it does help you track how you are following this program within the animal r ecord. This may be something to s how the Inspection Team.

Animal Care, Welfare & Management AC-61 Submit a copy of your institution’s animal training program Animal Search>Training Definitions Search 32 ZIMS also does not have a place to record your overall training program. But, as for enrichment, you can track how you are following this program. You can search for the various Trainings being given using Animal Training Definition Search. Here we searched for who is getting the Auditory Variables training. We find four animals receiving this training. The numbers are hyperlinked to display a grid of the actual animals involved so you can go directly into their record from the Animal ID hyperlink. This may also be something to show the Inspectors.

Animal Care, Welfare, & Management AC-62 If your institution’s animal inventory includes marine mammals, aquatic or semi-aquatic species, submit a detailed description of the water quality monitoring program that outlines parameters tested, allowable tolerances, frequency of testing, methods of testing, and data interpretation protocol for each major aquatic systemStart>Tools>Measurement Range Template 33 Simply taking water quality measurements is not enough t o keep your aquatic animals healthy. These measurements n eed to be within certain minimum and maximum ranges. You can create a Measurement Range Template where you r ecord the desired measurement ranges for specific enclosures/ tanks. We want our aluminum measurements to be no lower than 0.07 and no higher than .32. We have assigned this range to both Tank Three and Tank Four. These templates can help you answer the majority of this question.

Animal Care, Welfare & Management AC-62 continuedEnclosure record>Details tab>Water Quality Measurements 34 If a measurement is recorded that i s outside this desired range you are g iven a message that notes the m inimum and maximum measurement y ou desire. You can accept this if it is correct or go back and correct it if you made a mistake. In the enclosure record the out of range measurement is displayed in red. In addition, you can select to have a n Email message sent to the desired staff m ember if a measurement is out of the d esired range.

Animal Care, Welfare & Management AC-62 continuedStart > Tools > Environmental Quality Graph 35 You can print or download graphs of your measurements. If one measurement and one enclosure is selected the graph lets you know if any measurements are outside your desired range. You can also compare multiple measurements on multiple enclosures.

Animal Care, Welfare, & Management AC-65 In the last five years, have any animals being shipped to or from your institution died or been seriously injured in transport?Start>Reports>Transaction Report>Advanced Filter 36 In the ZIMS Transaction report, using Advanced Filters, you can select the appropriate date range and Death in Transit. A Death in Transit means the animal left your facility, but for some reason, not caused by you, it died before reaching its destination. These deaths are not counted as a death against your institution. In reports the transaction will display as it was originally intended (such as Donation To or Loan Out To below) followed by (Death in Transit).

Animal Care, Welfare, & Management AC-65a If yes, submit a detailed explanation of each event, actions taken during/after each event, changes made in procedure and/or policy as a result of each event.Start>Reports>Transaction Report>Advanced Filter 37 For all animals that Died in Transit y ou should record details in Notes, using keywords of “Death in Transit”. You can quickly retrieve thisinformation using a Note Retrieval report, selecting the appropriatedate range and Keyword of “Death In Transit”. This will help you answer t his question.

Veterinary CareVC-6 Are the specific controlled narcotic drugs Carfentanil, M99, or M50-50 utilized by your institution?VC-7 Are other controlled substances utilized by your institution?VC-8 Is there a program for regular disposal (or removal and separate storage) of outdated animal drugs? VC-11 Is chemical capture equipment kept on the premises ? Medical>Pharmacy Inventory>Add New 38 The Medical module allows institutions to record their drugs in an inventory and track their usage and expiration dates. Whenever a drug is recorded as being used in an animal record, that amount is automatically deducted from the remaining amount. If the drug is regulated there is a checkbox to i ndicate that it is a controlled substance.

Veterinary CareVC-6,VC-7,VC-8 and VC-11 continuedMedical>Pharmacy Inventory>Search39 You can search for your drugs using many different filters. Of special importance is the ability to search for drugs that may be approaching their expiration date. The search results grid will provide important information at a glance s uch as the Expiration Date, the Remaining amount and t he drug Status.

Veterinary CareVC-9 Does your institution maintain complete medical records on all animals in the institution?VC-14 Is a post-mortem (necropsy) performed on every individual animal mortality? The ZIMS Medical module allows you to capture all the medical care that your animals receive. It is easy to search by animal or by specific records such as Clinical Notes, Samples, Test Results andNecropsies.

ConservationC-6 List your institution’s involvement in all SSPs, TAGs, SAGs, Conservation Action Partnerships (CAPs), Field Conservation Committees (FCCs), and other cooperative programs with similar institutionsAnimal record>More Details tab>Management Plan 41 Within each animal record there is a grid to record appropriate Management Plans and the status of the specific animal within the Plan. Using the Animal Advanced Search we are searching for all the animals we have in our collection that are listed as “red” SSPs. You can record a Management Plan for any of these cooperative programs and easily find the records for the animals involved.

StaffS-2 Submit a list of all paid staff members and their titlesInstitution>My Institution>Staff 42 You can record and track y our staff from the Staff g rid in My Institution. Adding someone as a Staff member does notautomatically give them access to ZIMS. It doesmean that they can bea ssigned to a Team or Department, used as a Responsible Party or e ntered as an Observer. If they are marked as a Public Contact, their i nformation will be v isible to other institutions.

StaffS-2 continuedInstitution>My Institution>Staff>Export icon43 You can export this Staff grid to Excel or pdf where it can be manipulated as desired, printed or emailed.

Physical FacilitiesPF-6 Submit a description of your institution’s maintenance program for exhibits, buildings, grounds, and equipment.Enclosure Record>Details>Maintenance>Add New 44 Every enclosure record has a maintenance grid where routine and non-routine Maintenance can be tracked. Here we are recording some pest control that has been performed on an exhibit. The checkbox “Apply to All Occupants” means that this i nformation will go into the record of any animals that were occupying the exhibit at that time. Especially for pest control, this is important to have in an animal record should any medical issues occur after treatment.

Physical FacilitiesPF-6 continuedEnclosure module>Maintenance Search45 You can search for Maintenance performed u sing many filters. In the grid below we have searched for all our pest management and see that the Children’s Zoo was treated twice and Exhibit 1 has had one treatment. You can use the hyperlinks to the Enclosure record to view additional details recorded there.

Physical FacilitiesPF-19 Is your institution equipped with emergency life support systems for the animals?Life Support module>Add New or Search 46 The Life Support module allows for creating life supports by attaching components and then attaching the Life Support to one or more enclosures. On the left we have an emergency life support that is attached to two tanks. The Life Support is comprised of a filter, an air pump and a heater. You can search for your Life Supports by many filters as shown on the right.

Physical FacilitiesPF-20 If your institution is an aquarium or has significant aquarium facilities, submit a detailed description of the operation of the water circulation system, life support systems, and water supply.Enclosure module>Add New or Search 47 As detailed in the previous slide, y ou can record and track your Life Supports in ZIMS. In addition, when a dding a new aquatic enclosure t here is a field for Water Type ( ie s ource of the water). This is a s earchable field, so you can find all enclosures with a specific water s upply. The results grid can be e xported for printing or emailing.

Safety/SecuritySS-24 Are all animal exhibits and holding areas sufficiently secured to prevent unintentional animal egress?Enclosure module>More Details>Barriers or Dimensions 48 Another part of the enclosure r ecord is the ability to record information about the enclosures such as the barriers and their dimensions. The top is the barrier grid and we can see that the front viewing is a solid glass barrier, the back wall is weldmesh , and there is also a dry moat in the v iewing area. The bottom grid displays the dimensions. The front viewing glass is 10 feet high by 20 feet long. The moat is 25 feet wide.

Safety/SecuritySS-24 continued Enclosure record>More Details>Barrier>View/Edit49 You can also record details on t he barriers such as the strength o f the weldmesh or glass. This c an help when there are specificenclosure requirements for housing the species as it makes it easy to check that you are meeting t hese requirements.

The On-Site Visit The AZA Inspector’s Handbook h elps to guide the Visiting Team t hrough their inspection by n oting things to look for and a dditional information that may n ot be answered in the a pplication. ZIMS has many f eatures that can help you d uring the inspection process.

Determine if conservation is a key element to the institution’s mission51 There are several AnimalCharts in ZIMS that give a visual overview of youranimal collection. Go toAnimals>Animal Charts. This charts displays the c urrent n umber of animals that are listed as IUCN at Risk. This chart can also be runfor the number of species.The white dots display theIUCN Class Average.

Conservation involvement continued 52This chart displays then umber of animals (or species if Count Species is selected) by the various IUCN Red List Statuses. The chart indicates both current and historicalholdings. Both of thesec harts would be good to s how the Inspection Team.

Review studbooks published by the institution53 It is easy to find all the studbooks managed by a facility by going to Studbooks> Studbook Keeper List and searching by Institution.

Animal Welfare If you are using the Care and Welfare module be sureto pull up some configured Indicators, Templates and specific animal charts to show how you are tracking the welfare of your collection.

Example of a Commonly Found Major Concern – Duplication of Records 55 One commonly found area of major concern noted in the Inspector Handbook was the lack of duplication of records o r failure to store the duplicate set in a separate location. Institutions using ZIMS are not required to duplicate their r ecords, so ZIMS has you covered on this one!

Record Keeping56 The Inspector’s Handbook also states “The institution’s animal record-keeping system is of primary concern to the Accreditation Commission and will be carefully reviewed by the Visiting Committee”. Using ZIMS will take the stress out of this part of your inspection!

ZIMS can help!Preparing your AZA Accreditation Application 57