User Guide • VSR

One-Page Overview

Roger — Mon, 14 Mar 2022 12:38:31 +0000

Everything you need to know to pique your interest in efficient recording of bull fertility evaluations

The BullApp is currently available in the app stores, and the full system is being used in the field. It is still free of charge during final field testing stages while we gather user feedback.

This is the original novel and bespoke Fertility Evaluation and reporting software system to use when semen testing bulls and rams, comprising a mobile app and secure database with a report generator.

The aspirations of The Veterinary Sperm Reporter and The BullApp are to:

Facilitate recording of all your bull (and eventually ram) evaluation information, incl. media, as simply and intuitively as possible using The BullApp on a mobile device.
Facilitate morphology counting, recording and presentation of results with the original unique touch screen counter, “The Morphology Dashboard“.
Generate a customised Certificate (based around the current BCVA format) incorporating your name, signature, qualifications,,practice details and logo and enable delivery to the client (and practice admin) in a simple and efficient manner.
Professionally record and store data to include an audit trail.
Encourage a standardised reporting format to be adopted within the profession.
Store all of this information in a secure database, providing both you and your client with simple online access to all individual bull evaluation reports via an access portal.
All your data to be available as a CSV download and suitable for analysis and clinical auditing.
Ultimately to use the platform as the basis for a discussion group and develop a CPD process.
To use the data collected for anonymous benchmarking, and thus assess standards and consistency between users within the UK and ultimately other countries.

Overview

While access in the UK is restricted to MRCVS’s, attendance at an approved CPD course is not a requirement to be registered as a user.
The BullApp can be used on Android and iOS platforms on both mobiles and tablets. Data can be recorded while offline and the device will synch to the VSR database when a Wi-Fi connection becomes available.
The VSR Database can be used on mobile devices, but it is designed for a larger screen.
A user can only work on the app using a single device at any one time.
The vet initially inputs or uploads the practice and user details into the VSR databse – including addresses, contact details, logo, URL, qualifications, signatures and equipment etc.
Individual farm info is inputted – incl. name, address, contact details, tag details, etc. This can also be completed within the app while “on the move”.
The vet arrives on farm with details of previous evaluations available within the app. Animal details can be preloaded individually, via a CSV upload or inputted crush-side.
The evaluation is worked through in the usual order. Findings are inputted using sliders, dropdown menus and free text for vet clinical notes and Certificate comments. There will be a number of default parameters which you may be prompted to enter before proceeding to the next stage or animal.
Relevant and/or interesting photos and short videos* can be uploaded at any stage with appropriate tags and freehand comments. Uploaded photos could be used to justify the vet’s opinion if later challenged to demonstrate both good or poor findings. Media might also be used to compare different examinations of the same bull e.g., a motility video clip taken at a previous evaluation. ( *video upload is temporarily unavailable in iOS devices and will be restored as soon the fix is made available)
Morphology can be scored on farm or back in your practice using the Morpho Dashboard touch screen within the BullApp.
- The front screen has buttons representing the most commonly recorded defects that are visible using a good quality bright light microscope and each tap represents one spermatozoa. It is currently not possible to record multiple defects against a single spermatozoa.
- Behind some buttons are further screens with less common defects.
- Buttons are coloured according to type and classification – uncompensable/ compensable & Normal.
- An alert occurs every 10 taps and again when 100 sperm are recorded, at which point the hidden breakdown totals are displayed as figures. Borderline results (set at 68-72% normal) will prompt the vet to count a further 100 sperm.
- A running total count is visible, although to reduce subjective bias, the differential breakdown will be hidden by default unless the total count is >100.
The Certificate is checked, comments amended as necessary and the evaluation is confirmed as correct by the vet.
At this point a customised Certificate (based on the current BCVA format) with an uploaded signature is available.
The evaluation can be signed off within the app*, and the Certificate becomes available to the client. Once closed off the certificate cannot be amended within the app.
The Certificate can be sent to both your client and a practice admin. Alternatively it can directly accessed by the client via a secure portal. A pdf can be downloaded, printed and uploaded into a practice PMS, etc.
Evaluation data can be downloaded as CSV file allowing condensed reports and a full analysis be done.
Support and a user feedback system within the app will be available although the intention is to make the workflow as intuitive as possible. All constructive suggestions will be considered and built in at a later update – if considered to be both useful and feasible.
A CPD process will be developed in time where users will be able to “score” cases within the app and be bench marked against other users.
A User Forum will also be developed where you can seek advice and post interesting cases. Currently this has been superceded by a WhatsApp group dedicated to bull and ram fertility – contact Roger for info.
“The TupApp” – a parallel system is planned for recording ram testing and is to be developed when the bull version is working smoothly. It will be available to existing users as one single package.

Background

Since qualifying far too many years ago I have worked in mixed practice and then as a livestock vet, becoming interested in bull work in 2008. The vet practice currently only tests 50 or so bulls per year, so I definitely do not pretend to be an expert although I have slowly built up some experience. During my time on the BCVA Board I also organised several successful “realistic” on farm bull fertility training days locally in Devon.

The idea for The BullApp came from the frustration of mislaying bits of wet dirty paper, filling out numerous repetitive forms, missing deadlines for delivering certificates to farmers, not uploading results to the practice software, forgetting to put the data into a spreadsheet for auditing, etc – you probably know where I am coming from here!

The idea became an interesting theoretical challenge and then progressed, albeit slowly due to Covid and then post-Brexit POAO certification work taking up too much of my life.
Robert and David at Merlin Vets were approached for advice and encouraged me from afar while displaying a great deal of trust and blind faith in the concept! BCVA Congress 2021 was an opportunity to demo a basic working prototype to colleagues and garner feedback, which to my great relief was all extremely positive. The software only managed a single day’s airing at Congress 2022 due to unrelated family issues, but further positive comments were unanimously received.

Spring 2023 saw it actually hit the app stores, a few vets gave it a proper workout and their feedback was incorporated into updates.

Then some more interest and encouraging feedback from abroad was a further incentive to introduce new features and update the original format.

Progress has admittedly been slow due to also working full-time in the practice and having a family life. The finish line always seemed to be just out of reach, but that tiny original stem cell of an idea has now got as far as the cauda epididymis and is raring to go!

The Complete Veterinary Sperm Recorder package

The complete UK/Ireland package of The BullApp, VSR database, secure storage, support; and in time The TupApp, forum and CPD element is priced realistically on an annual practice fee. A small fee per evaluation initiated will be also due, and the evaluations are available as an advance purchase in bundles of varying sizes and discounts. The pricing options are available in this website or on request.

There are options to suit individual vets, practices and larger groups, and these are tailored so as to be attractive to both high and low throughput users.
There is neither a practice nor a user setup fee, and practices can register an unlimited number of users.

The app is a free download, allowing anyone to “try before you buy”. Access to the fully intergrated software package will in time require a practice licence.

The complete package can potentially be “reskinned” or rebranded and function as a separate system if required. Pricing would be agreed on a case by case basis. Other possibilities include merging the mobile app with existing systems although this has extra long term costs.

For more info contact myself in the first instance, or David Taylor at Merlin Vets who have so bravely agreed to join me for the ride!

Roger Cunningham

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PDF Quick Reference

moorSites — Mon, 14 Mar 2022 13:07:53 +0000

PDF Quick Reference Download

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App download and initial steps

Roger — Sun, 19 Feb 2023 20:19:28 +0000

Contact Roger on WhatsApp +44 7887887699 (or info@thebullapp.co.uk) if you encounter a problem.

The BullApp is a free download from The App Store & Googleplay using the links provided at bottom of this site or search using bull evaluation app.
An email address is required. Note that the Microsoft 365 email server is currently very likely to treat password emails from this mail server as Spam (for some obscure reason known only to Microsoft), so do look there after 5 minutes or use a different type of email address if having problems.

Enter your User/email address, then hit “Create/Reset password“, re-enter the email and follow the link that will be sent to set up a new password to access the VSR database website to enter more vet practice details.
These User details allow access to both The BullApp and the VSR Database.

Alternatively, if your practice is already registered, then Vet Admin can add you as a User, Save and send an invite. Follow the instructions and you will then have immediate access to your farms and previous evaluations.

Different User Access permission levels exist – Vet Admin, Vet Group Admin (and Super Admin). In time, a lower “Vet” access level will be available.

Continual access to the complete package will require the practice to pay an annual fee and a small fee per Evaluation.

Alternative pricing options are being considered, which will depend on agreements made with local Cattle Vet Associations for those individual countries.

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Initial Practice and Vet Setup

moorSites — Sun, 06 Mar 2022 17:39:17 +0000

The following is a guide to the set up procedure, and will be adapted following completion and beta testing. Contact Roger in the first instance, or Merlin Vets for support and assistance. Note that although the app is available in the app stores, the software is still in a final beta test stage.

This information is a guide and will be updated as the software is improved.

Open the Apple AppStore or Google PlayStore using the link on this website footer, or search using bull evaluation app wording to narrow the search.
Alternatively follow the “Invite” link if a colleague or BullApp admin has sent one.
Download your app.
Enter your email details as the login User name when prompted.
Tap “Create/Reset Password”, and use the subsequent emailed link to set up a password. This will enable access to both app and the VSR Database – the cloud database site where all the admin is completed.
Open the VSR website https://dashboard.thebullapp.co.uk/login
Input your practice details on the Add or Edit Practice screen.
- The contact details are required, as is a logo and information (address or URL maybe) for the footer.
- The equipment fields are optional, alhtough may be useful in the future if benchmarking against other practices.
- Uploading a practice logo and a footer. The logo will appear in the top right of the certificate header.
  Note that this is merely a very simple means of customising a certificate pdf, and not meant to be overly complicated. You will not be able to view the result and judge what alterations are needed until a farm is set up, a trial evaluation inputted and the certificate subsequently generated.
- A simple way to complete the upload is to copy a logo off a website or headed document (windows key + shift + S) and “Save As” this screen shot. Open the Edit Practice screen and upload this file to the logo tab. It may take several attempts to have a final result of appropriate size.
- Similarly for the footer – copy or type what is desired, screen shot and save, then upload. Spaces may be needed to centralise the information within the footer, but a little trial and error will soon get a result.
Add vets. Select Users in top left corner of VSR dashboard.
- Select Add new user, and complete all fields.
- The email used as the “User name” will need to be agreed with the vet concerned. If a Microsoft 365 address is used, then be aware that their server will often direct mail to Spam.
- Add your vet practice to the user, enable as “Active” and assign a role – usually Vet Admin. A lower Vet level will be in a future update. Vet Admin users will be able to manage practice details and their users.
- Each vet can download the app and log in using the previously inputted email/user name. The simplest way to add practice members is to “Send Invite” from within an Edit User screen.
Individuals will need to upload a specimen signature. Using a good quality pen & white paper scan a specimen signature (on a desktop machine rather than a phone or camera). Screen shot the signature as above, save the file and upload within the Edit User screen. Adjust the final size on the cert using the “Signature scale %” tab (suggest 150%).
Save Changes and close.

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Setting up an Evaluation

moorSites — Sun, 06 Mar 2022 16:54:46 +0000

New farms can be inputted from within the app or via the VSR database. The app must then be synch’ed before an evaluation is started.
Alternatively it is possible to upload much of the individual farm information via a CSV file downloaded from your PMS. Contact support for assistance as this is currently still being tested, but it is planned for incorporation in a future update. Obviously the details would then have to be verified with the client at the first opportunity.

Contact details, addresses, tag prefix are required fields if inputting on VSR. Optional fields include farm website, Health Schemes and CPHH. Future updates may include a default breed, age and the pedigree prefix name, which would carry forward to any new animals to reduce finger miles.

Only basic details can be entered within the app – sufficient to allow an evaluation to start.

Inputting new animals can be completed in advance or on farm using the app. Breed, tag details and an age are required. Optional fields include name (which will appear on the Evaluation certificate), and sire/dam (VSR)

If you are doing a large number of animals, and have access to their details in a CSV format, then contact support. We have very successfully uploaded this information on several occasions, using both farm and CTS/Scoteid data, and was very much appreciated by the vet on the day. An upload button with a template will be provided for this facility.

Where an internet connection is available, the app may automatically upload historical data for that specific farm on arrival, using GPS location. Alternatively this download might be completed in advance.

“Evaluations” are pre-purchased in bundles via the VSR site. By prior agreement a limited number of credits can be made available in case a vet runs out unexpectedly. Note – evaluations are currently not being charged for during this final field testing stage.

The “Add Evaluation” Screen

Evaluations are best recorded within the app rather than VSR database.

Select to start from scratch.
Alternatively select a previous unfinished case to add morphology, amend notes, sign off, or refer back.

The number of available pre-purchased evaluations is shown.

Open and closed cases are colour coded and can be filtered.

A search facilty is also available.

Closed cases shoud not be amended.

Note that recalling previous data will require an internet connection

If starting a “New Evaluation”, then either choose or select a bull that has been inputted into the database previously.

“Add New Bull” – Inputting bull identity details.

For a new animal, add breed, tag details, (name) and DOB (d/m/y)

Previously selected breeds will be at the top of the drop-down list.
Tag prefix carries over from the farm details information, but can be edited.

Touch Start Evaluation. At this point, an Evaluation unit will be deducted from the practice’s available prepurchased pool.

An evaluation can be saved at any stage to return to later.

Clinical Notes can be added anywhere within the app and are visible just to the vet. Certificate Notes will be visible on the Certificate itself. Both are fully editable.

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Recording Sections 1 & 3 – Physical Examination & Libido

moorSites — Sun, 06 Mar 2022 15:55:13 +0000

Once you have selected or inputted the animal details ( set up the evaluation ) you can progress to recording your clinical findings.

Recording the Physical Examination

The recording screen follows the generally accepted examination workflow utilising sliders and drop down menus which list the most common findings.

The app will not make any clinical decisions (with a current exception of Section 3) and you are thus required to exercise your own judgment throughout.

Tap .
The Date and Time are added automatically, although they can be edited.

Media can be uploaded and tagged from within the app at any time by tapping a button in the footer. Photographs may be useful as supporting evidence if there is a difference of opinion, or simply be of clinical interest to vets. Motility video clips might also be useful evidence or be compared to previous clips. This feature is temporarily unavailable in iOS and will be restored as soon as possible.

There are several fields which you ought to complete before an evaluation can be signed off. However it is not practical to include compulsory fields as a bull may be failed at an early stage.

Select the Reason for Test and BCS (these may be preset as default values in App User Preferences in future update).

The option will allocate a pass to all of those parameters, whilst still allowing individual ones to be amended.

Note that if a defect is selected, then this will override NAD

“Genitalia Testes Palpation/texture” – the default is currently “Normal” – select one or more defects if required.
Record the Scrotal Circumference in cm using the slider.

If the all of Genetalia epididymides, Internal Accessory Sexual Glands and Penis/prepuce are nad, then tap or edit as needed.

Penis / Prepuce

The default for “Appearance/ defect” is Normal, and for “Extended & Visualised” is “Complete“. Drop-down lists allow for editing.

“Other physical anomalies” – free text entry field. This box is used to capture unlisted findings, and may result in extra drop-down options being made available in updates.

Select your clinical decision on Physical Result as Satisfactory or otherwise.

Section 3 – Libido & Mating Ability

The default for “Libido & Mating Ability” is Not witnessed, otherwise make the appropriate selection from the dropdown menu. Take care to only select Pass OR Not Witnessed, and an anomaly will overide these two selections.

Any option other than “Not witnessed” and “Pass” will result in a final classification of Unsatisfactory.

Tap the button (in the initial screen on opening the app) to submit feedback by email. Alternatively use WhatsApp +44 7887887699. Constructive comments and ideas are always welcomed and all will be considered for incorporation in updates.

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Section 2 – Recording Semen collection and motility

moorSites — Sun, 06 Mar 2022 14:55:48 +0000

The Semen screen uses a series of sliders and dropdown menus to support quick and easy recording.

Recording Semen Observations

“Volume “is optional and default is Not recorded.

“Collection method” – default is EEJ.

“Sample collection / Purity” and “Semen Appearance/density” – drop-down lists.

Yellow / Riboflavin pigment – tick if present.

“Gross Motility 0-5” and “Progressive Motility %” are recorded using sliders.

If subsequent samples are required, select “<+>” button in top right header and record the results as before.
Select the “Preferred sample” to be copied to the final Certificate using the green tick box. This will default to the last sample recorded.

Sample sets can be binned.

The video upload facility for Gross and Progressive Motility is temporarily unavailable in iOS, and will be restored as soon as it becomes available again

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Section 2 – The “Morphology Dashboard”

moorSites — Sun, 06 Mar 2022 13:56:13 +0000

The BullApp’s unique and revolutionary touchscreen “Morpho Dashboard” brings a new level of simplicity, accuracy and consistency to morphology counting.

Or as one vet has described it – “The morphology counter is a particularly useful bit of kit.’

Note that the original layout is currently under review in response to feedback.

Morphology Counting

The most common defects, which are colour coded, are on the front screen. A single tap will record one individual sperm.

A single tap on Head, Midpiece or Tail reveals a second screen with further options. Tail includes extra miscellaneous items. To toggle back to the front screen, either tap Back or allow 3 seconds of inactivity.

Nuclear vacuoles & Acrosome defects – a short tap records an unspecified defect, and a longer touch will open a second screen offering some more specific options.

Currently only one defect per spermatozoa can be recorded, and it is suggested that the more severe or uncompensated defect is noted. Although this function will be under review, the coding is complex so may not be warranted for vets in clinical practice.

The total running count is displayed below the main dashboard.

By default the breakdown of normal and defects is initially hidden to reduce bias while counting. Breakdown becomes visible only when the total count is 100+ sperm

Morphology Count Hidden

Head Defects

Midpiece Defects

Tail Defects & other anomalies

Nuclear Vacuole Defects

Acrosome Defects

An audible alert will occur for every 10 sperm counted, and again when 100 sperm have been recorded.

If the result is a borderline Pass/Fail (68-72% normal) there will be a prompt to optionally increase the count by a further 100.

To amend an error, simply tap the running total for that specific defect. Note that as the breakdown is always hidden for counts below 100 sperm, it is necessary to count beyond this and then remove the incorrect individual defects.

The dashboard includes a facility to repeat a count. The default preferred count will be the latest count recorded, although the vet can edit this using the green tick box. Vet / clinical notes ought to be included to clarify the results.

Morphology photos taken down the scope itself can be uploaded directly via the app, whilst photos and screen shots from digital scopes can be uploaded via the VSR database.

There are facilities to record notes within The BullApp. Clinical Notes are visible only to the vet, while Certificate Notes will be visible on the Certificate itself. Both can be edited within the app and VSR database up to the point at which the evaluation is “closed”.

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Sign off & Issuing Bull Evaluation Certificates

moorSites — Mon, 14 Mar 2022 12:35:05 +0000

This feature is in final stages of development.

Users can close or “sign off” an evaluation from within the app and while still on farm.

The vet selects which “preferred” semen sample and morphology results are to be reported and checks all the fields are completed , esp. the Physical and Semen Result options. Edits the Certificate comments field, confirms the results as correct and “sign off” the certificate from the Morpho screen.

This process may also be completed later, typically after morphology counting at the practice.

After closure the Certificate Info screen and the Evaluation Certificate itself are uneditable. However, there will inevitably be some amendments required, and therefore Vet Admin will be able to “unlock” and “lock” an evaluation from within the VSR database,

Clinical Notes added anywhere within the app are only visible to the vet. The editable Certificate Notes will appear on the Certificate.

The Certificate pdf is downloaded and delivered to the client via email or other means. Certs and customised reports may also be accessed via the farmer’s unique secure portal. All previous evaluations and reports are available to be viewed, downloaded and forwarded as needed. This is still in the latter stages of developement.

A pdf can also be cc’ed to the chosen practice mail account, and admin instructed to upload to the PMS client history.

Future updates may include a digital certificate utilising QR barcodes linking any photos/videos uploaded against that individual bull. A QR code linking back to the original Cert could also assist in preventing certs being fraudulently altered after leaving the vet’s control.

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After Completing the Evaluation – easy data handling

moorSites — Sun, 06 Mar 2022 12:57:30 +0000

This stage is in development. Further details will be published as the database is updated.

During and after the completion of an evaluation, the data is saved to the VSR cloud database.

Both the vet and clients can access all of their evaluations via secure portals, and download certificates as pdf files.

Results are also available to the vet as a downloadable CSV file, enabling analysis and customised reports to be provided for both the client and the vet’s interest. As the database grows , then internal benchmarking and auditing can be carried out within your practice or group of practices.

With permission, the VSR Administrators will be able to benchmark all of “The BullApp” users against each other and present this in an anonymous form.

This data would potentially be useful for clinical audits at all levels and for evidence based medicine research.

Regular backups on to a different server should always be made of your practice data.

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Accessing the VSR Database, evaluation results and Certificates

moorSites — Mon, 07 Mar 2022 15:52:05 +0000

This part of the system is in final development.

Users will need a practice account to access the full potential of the software.

The VSR database, containing the data from all of your evaluations, is accessed in a web browser via a secure vet or client portal. Data can also be synched from the database directly to the mobile app whenever an internet connection is available.

The Certificate can be delivered to the client via an alert, email or other means. Results can be accessed by both the vet practice and client via their own unique secure portal. All previous evaluations and customised reports will be available to be viewed, downloaded and forwarded as required.

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Support & Feedback

moorSites — Mon, 14 Mar 2022 12:43:45 +0000

I appreciate that the best way to ensure this software is working at it’s most efficient is to encourage, listen to and then incorporate user feedback whenever it is practical to do so. This philosophy can turn a good system into an excellent one.

Feedback and support requests can be emailed directly from a link on the front screen of the app to the developers, or via email, WhatsApp or just ring and ask.

All feedback will be considered and those with merit may lead to new features or adaptations being included in a future upgrade.

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