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AZA Application –Using ZIMS

ZIMS can help ISIS Members to complete their

AZA Accreditation Application

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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.

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Using This Presentation• The 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 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: This report will display what animals you physically

have at your facility but do not also have legalownership.

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Animal Care, Welfare, & Management• AC-3 Submit a copy of your Institutional Collection Plan (ICP)

– Enclosure icon>Enclosure Search>Details tab>Planned Taxa

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.

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Animal Care, Welfare & Management• AC-3 continued– Enclosure>Search>Planned Taxa

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.

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Animal Care, Welfare, & Management• AC-7 Submit your institution’s most recent animal inventory in

taxonomic order, including scientific name and sex– Start>Reports>Inventory Detail Report

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.

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Animal Care, Welfare, & Management• AC 7 continued

Before you select toRun Report you canalso chose to Export For Raw Excel. This will allow you to further manipulate the data.

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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

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.

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Animal Care, Welfare, & Management• 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

You can run a report for only those specieslisted by CITES to help answer thisquestion. SSP species will be covered in alater slide.

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Animal Care, Welfare, & Management• AC-10 Submit details on your institution’s animal marking

system utilized to correspond with animal records.– Animals>Animal Record>Details>Images or Identifiers

ZIMS allows you to identify youranimals using many types ofidentifiers. One popular featureis the ability to add images tothe animal record. This is veryhelpful for species that aredifficult to add tags or bands tosuch as these poison dart frogs.You can easily see which frogrecord you are in. Images are especially useful if keepers are entering their own data as a double check that theyare in the correct record.

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Animal Care, Welfare, & Management• AC 10 continuedImages 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.

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Animal Care, Welfare, & Management• AC-14 Has someone been designated as being responsible for

your institution’s animal record-keeping system?– Institution>My Institution>Staff>Search Form

ZIMS deploys with seven template Rolesthat are kept updated as new functionalitybecomes available. The Local Admin Rolehas access to manage every aspect of ZIMSand is usually the person designated as beingresponsible for your institution’s animalrecords. It is easy to search for anyone assigned this Role.

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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

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Animal Care, Welfare, & Management• 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

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.

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Animal Care, Welfare, & Management• AC-28 Do any animals in your institution spend time in a

“touch pool” or “petting” environment?– Enclosure module>Tree View or Add New

By setting up your Enclosure Treeto incorporate these types of enclosureenvironments you can easily trackanimals that may spend time in them.This institution has a Children’s Zoo(a petting environment) and a touch tank.

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Animal Care, Welfare & Management• AC 28 continued– Enclosure record>Occupants tab

Within each enclosure, selecting the Occupants tab will display what animals are currently being held in the enclosure.

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Animal Care, Welfare & Management• AC 28 continued

If you want to search for animalspreviously occupying the enclosureyou can use the search form andrecord a date range, or select toShow Historical Records. If theanimal has been removed from theenclosure, in addition to the Date Moved In a Date Moved Out column will be displayed.

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Animal Care, Welfare, & Management• 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

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.

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Animal Care, Welfare, & Management• AC-44 Submit a copy of your institution’s animal enrichment

and training program– Animal record>More Details tab>Training Information

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.

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Animal Care, Welfare & Management• AC 44 continued– Animal Search>Training Definitions Search

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.

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Animal Care, Welfare, & Management• 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

Simply taking water quality measurements is not enoughto keep your aquatic animals healthy. These measurementsneed 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 aluminummeasurements to be no lower than 0.07 and no higher than .32.

We have assigned this range to both Tank Three andTank Four.

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Animal Care, Welfare & Management• AC-46 continued– Enclosure record>Details tab>Water Quality Measurements

If a measurement is recorded thatis outside this desired range you aregiven a message that notes what theminimum and maximum measurementis. You can accept this if it is correct orgo back and correct it if you made amistake.

In the enclosure record the out of range measurement is displayed in red.

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Animal Care, Welfare, & Management• 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

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).

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Veterinary Care• 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-7 Is chemical capture equipment kept on the premises?• VC-8 Is there a program for regular disposal (or removal and separate storage) of

outdated animal drugs?– Medical>Pharmacy Inventory>Add New

The Medical module allows institutionsto record their drugs in an inventoryand track their usage and expirationdates. Whenever a drug is recorded asbeing used in an animal record, thatamount is automatically deducted fromthe remaining amount. If the drug isregulated there is a checkbox to indicate that it is a controlled substance.

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Veterinary Care• VC-3,VC-4,VC-7 and VC-8 continued– Medical>Pharmacy Inventory>Search

You can search for your drugs using many different filters.Of special importance is the ability to search for drugsthat may be approaching their expiration date. The searchresults grid will provide important information at a glancesuch as the Expiration Date, the Remaining amount andthe drug Status.

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Veterinary Care

• VC-5 Does your institution maintain complete medical records on all animals in the institution?

With the deployment of ZIMS forMedical in April of 2014 the completemedical history can now be capturedalong with the Animal Inventory andHusbandry information that wasavailable in the initial release of ZIMS.

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Conservation• 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

Within each animal record there is a grid to record appropriate Management Plans. This giant anteater had been managed under a PMP program. It thenbecame an SSP species. Finally it is determined to be surplus to the SSP.

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Conservation• C-4 continued– Animal record>More Details tab>Management Plan

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.

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Conservation• C-4 continued– Animal module>Advanced Animal Search

Using the Advanced AnimalSearch you can find all the animalsthat have been recorded as beingin a Management Plan. This grid can be exported to Excel or pdffor further manipulation, printingor emailing.

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Staff• S-1 Submit a list of all staff members and their titles

– Institution>My Institution>StaffYou can record and trackyour staff from the Staff grid in My Institution.Adding someone as aStaff member does notautomatically give themaccess to ZIMS. It doesmean that they can beassigned to a Team orDepartment, used as a Responsible Party or entered as an Observer. If they are marked as aPublic Contact, their information will bevisible to other institutions.

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Staff• S-1 continued– Institution>My Institution>Staff>Export icon

You can export this Staff grid to Excel or pdf where it can be manipulatedas desired, printed or emailed.

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Physical Facilities• PF-4 Submit a description of your institution’s maintenance

program for exhibits, buildings, grounds, and equipment.– Enclosure Record>Details>Maintenance>Add New

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 thisinformation 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.

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Physical Facilities• PF-4 continued– Enclosure module>Maintenance Search

You can search for Maintenance performedusing 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.

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Physical Facilities• PF-17 Is your institution equipped with emergency life

support systems for the animals?– Life Support module>Add New or Search

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 LifeSupport 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.

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Physical Facilities• 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

As detailed in the previous slide,you can record and track your Life Supports in ZIMS. In addition, whenadding a new aquatic enclosurethere is a field for Water Type (iesource of the water). This is asearchable field, so you can find allenclosures with a specific watersupply. The results grid can beexported for printing or emailing.

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Safety/Security• SS-21 Are all animal exhibits and holding areas sufficiently

secured to prevent unintentional animal egress?– Enclosure module>More Details>Barriers or Dimensions

Another part of the enclosurerecord 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 theviewing 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.

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Safety/Security• SS-21 continued– Enclosure record>More Details>Barrier>View/Edit

You can also record details onthe barriers such as the strengthof the weldmesh or glass. Thiscan help when there are specificenclosure requirements for housing the species as it makes it easy to check that you are meeting these requirements.

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ZIMS CAN HELP!Preparing your AZA Accreditation Application