AZA Application – Using ZIMS

AZA Application –Using ZIMS ZIMS can help ISIS Members to complete their AZA Accreditation Application

How ZIMS Can Help Some of the accreditation questions can be answered directly by 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.

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

Animal Care, Welfare, & Management 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 2014, parma wallabies in 2015 and red-necked wallabies in 2016. 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 application 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. • AC-3 Submit a copy of your Institutional Collection Plan (ICP) • Enclosure icon>Enclosure Search>Details tab>Planned Taxa

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

Animal Care, Welfare, & Management 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 do not hold. You can also export the report to different formats. This report can be submitted directly as produced from ZIMS. • AC-7 Submit your institution’s most recent animal inventory in taxonomic order, including scientific name and sex • Start>Reports>Inventory Detail Report

Animal Care, Welfare, & Management Before you select to Run Report you can also chose to Export For Raw Excel. This will allow you to further manipulate the data. AC 7 continued

Animal Care, Welfare, & Management 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. • 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

Animal Care, Welfare, & Management You can run a report for only those species listed by CITES to help answer this question. SSP species will be covered in a later slide. • AC-8b Are all your institution’s holdings of endangered, CITES 1, SSP, and studbook species registered with ISIS? • Start>Reports>Inventory Detail Report>select CITES

Animal Care, Welfare, & Management ZIMS allows you to identify your animals using many types of identifiers. One popular feature is the ability to add images to the animal record. This is very helpful for species that are difficult to add tags or bands to such as these poison dart frogs. You can easily see which frog record you are in. Images are especially useful if keepers are entering their own data as a double check that they are in the correct record. • AC-10 Submit details on your institution’s animal marking system utilized to correspond with animal records. • Animals>Animal Record>Details>Images or Identifiers

Animal Care, Welfare, & Management 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. AC 10 continued

Animal Care, Welfare, & Management ZIMS deploys with seven template Roles that are kept updated as new functionality becomes available. The Local Admin Role has access to manage every aspect of ZIMS and is usually the person designated as being responsible for your institution’s animal records. It is easy to search for anyone assigned this Role. • AC-14 Has someone been designated as being responsible for your institution’s animal record-keeping system? • Institution>My Institution>Staff>Search Form

Animal Care, Welfare, & Management • AC-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. • Keepers • Notes and Observations • Weights & Lengths • Training Information • Curators • Planned Taxa • Management Plans • Veterinarians • Medical Care

Animal Care, Welfare, & Management 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. • AC-24 If your institution maintains elephants, submit a copy of your elephant behavior profiles for the past 24-months • Animal record>Note & Observation to record • Start>Reports>Note Retrieval Report to retrieve

Animal Care, Welfare, & Management By setting up your Enclosure Tree to incorporate these types of enclosure environments you can easily track animals that may spend time in them. This institution has a Children’s Zoo (a petting environment) and a touch tank. • AC-28 Do any animals in your institution spend time in a “touch pool” or “petting” environment? • Enclosure module>Tree View or Add New

Animal Care, Welfare & Management Within each enclosure, selecting the Occupants tab will display what animals are currently being held in the enclosure. • AC 28 continued • Enclosure record>Occupants tab

Animal Care, Welfare & Management If you want to search for animals previously occupying the enclosure you can use the search form and record a date range, or select to Show Historical Records. If the animal has been removed from the enclosure, in addition to the Date Moved In a Date Moved Out column will be displayed. AC 28 continued

Animal Care, Welfare, & Management 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. • AC-30 Does your institution use program 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

Animal Care, Welfare, & Management Although ZIMS does not provide an area to record your overall enrichment and training program, it does help you track how you are following this program. Enrichment is one of the Training Purposes that can be selected. Here we have created a routine of Auditory Variables and selected Enrichment as the Training Purpose. • AC-44 Submit a copy of your institution’s animal enrichment and training program • Animal record>More Details tab>Training Information

Animal Care, Welfare & Management You can search for the various Trainings being given using Animal Training Definition Search. Here we searched for who is getting the Auditory Variables enrichment. We find four animals receiving this enrichment. The numbers are hyperlinked to display a grid of the actual animals involved. And you can go directly into their record from the Animal ID hyperlink. • AC 44 continued • Animal Search>Training Definitions Search

Animal Care, Welfare, & Management Simply taking water quality measurements is not enough to keep your aquatic animals healthy. These measurements need to be within certain minimum and maximum ranges. You can create a Measurement Range Template where you record the desired measurement range. 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. • AC-46. If your institution is an aquarium or has significant aquarium facilities, 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 system • Start>Tools>Measurement Range Template

Animal Care, Welfare & Management If a measurement is recorded that is outside this desired range you are given a message that notes what the minimum and maximum measurement is. 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. • AC-46 continued • Enclosure record>Details tab>Water Quality Measurements

Animal Care, Welfare, & Management In the ZIMS Transaction report, using Advanced Filters, you can select 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). • AC-49. 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

Veterinary Care 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 indicate that it is a controlled substance. • VC-3 Are the specific controlled narcotic drugs Carfentanil, M99, or M50-50 utilized by your institution? • VC-4 Are other controlled substances utilized by your institution? • VC-7Is chemical capture equipment kept on the premises? • VC-8Is there a program for regular disposal (or removal and separate storage) of outdated animal drugs? • Medical>Pharmacy Inventory>Add New

Veterinary Care 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 such as the Expiration Date, the Remaining amount and the drug Status. • VC-3,VC-4,VC-7 and VC-8 continued • Medical>Pharmacy Inventory>Search

Veterinary Care With the deployment of ZIMS for Medical in April of 2014 the complete medical history can now be captured along with the Animal Inventory and Husbandry information that was available in the initial release of ZIMS. VC-5 Does your institution maintain complete medical records on all animals in the institution?

Conservation Within each animal record there is a grid to record appropriate Management Plans. This giant anteater had been managed under a PMP program. It then became an SSP species. Finally it is determined to be surplus to the SSP. • C-4 List your institution’s involvement in all Species Survival Plans (SSPs), Taxon Advisory Groups (TAGs), Science Advisory Groups (SAGs), Conservation Action Partnerships (CAPs), Field Conservation Committees (FCCs), and other cooperative programs with similar institutions • Animal record>More Details tab>Management Plan

Conservation Opening up the record allows you to view why the changes occurred. The PMP was moved up to an SSP. Later the animal was determined to be surplus to the SSP program due to its genetics, specifically its Mean Kinship. Mean Kinship is an indicator of how related you are to the rest of the population. A high Mean Kinship means that you have many relatives already so you should not continue to breed. • C-4 continued • Animal record>More Details tab>Management Plan

Conservation Using the Advanced Animal Search you can find all the animals that have been recorded as being in a Management Plan. This grid can be exported to Excel or pdf for further manipulation, printing or emailing. • C-4 continued • Animal module>Advanced Animal Search

Staff You can record and track your staff from the Staff grid in My Institution. Adding someone as a Staff member does not automatically give them access to ZIMS. It does mean that they can be assigned to a Team or Department, used as a Responsible Party or entered as an Observer. If they are marked as a Public Contact, their information will be visible to other institutions. • S-1 Submit a list of all staff members and their titles • Institution>My Institution>Staff

Staff You can export this Staff grid to Excel or pdf where it can be manipulated as desired, printed or emailed. • S-1 continued • Institution>My Institution>Staff>Export icon

Physical Facilities 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 information 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. • PF-4 Submit a description of your institution’s maintenance program for exhibits, buildings, grounds, and equipment. • Enclosure Record>Details>Maintenance>Add New

Physical Facilities You can search for Maintenance performed using 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. • PF-4 continued • Enclosure module>Maintenance Search

Physical Facilities 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. • PF-17 Is your institution equipped with emergency life support systems for the animals? • Life Support module>Add New or Search

Physical Facilities As detailed in the previous slide, you can record and track your Life Supports in ZIMS. In addition, when adding a new aquatic enclosure there is a field for Water Type (ie source of the water). This is a searchable field, so you can find all enclosures with a specific water supply. The results grid can be exported for printing or emailing. • PF-18 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

Safety/Security Another part of the enclosure record 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 viewing 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. • SS-21 Are all animal exhibits and holding areas sufficiently secured to prevent unintentional animal egress? • Enclosure module>More Details>Barriers or Dimensions

Safety/Security You can also record details on the barriers such as the strength of the weldmesh or glass. This can help when there are specific enclosure requirements for housing the species as it makes it easy to check that you are meeting these requirements. • SS-21 continued • Enclosure record>More Details>Barrier>View/Edit

Preparing your AZA Accreditation Application ZIMS can help!

AZA Application – Using ZIMS