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FULL EXPLANATION

CONTENTS

INTRODUCTION

Help

Vaccination Table

Graphs

VACCINATION TABLE

Create row for a new horse

Negotiate the Table

Enter data in the Table

Read the Table

Print the Table

EDITABLE GRAPH

Purpose of the Graph

Edit the Graph

Print the Graph

AUTO GRAPH

Purpose of the Auto Graph

Print the Auto Graph

KEYBOARD SHORTCUTS

FIGURES USED FOR CALCULATIONS


INTRODUCTION

Help

The help sheet contains pertinent information and advice with limited explanation.

If you have any problems, concerns or confusion please contact me and I will either advise you over the phone or ask you to e-mail me your spreadsheet so I can rectify the problem.

It is possible to modify the vaccination regimes utilised, these are quoted in the table at the end of this guide.

It is also possible to create vaccination regimes specific to individual horses, with different timings or vaccines.

Before contacting me please do the following:

Do not attempt to access locked or hidden cells, columns, rows, worksheets or macros. The formulas and macros used in this spreadsheet are remarkably complex and the security barriers have been erected to ensure the reliable and smooth running of your spreadsheet is not harmed by tampering of these controls.

Vaccination Table

The Vaccination Table is the foundation of the spreadsheet from which the graphs are produced.

The names of the horses and the dates of flu, tetanus or herpes inoculations are entered.

The impressive aspect of this software is that automatic calculations are performed and the dates for the next vaccination due are displayed with colour-coded warnings.

Summaries of the number of horses currently due for vaccination and the number of days before the earliest deadline are prominently displayed.

Graphs

The Auto Graph is displayed automatically in a predefined format and cannot be modified, it provides a secure visual representation of the periods the horses are due for vaccination.

The Editable Graph can be manipulated by the end-user (you) to optimise the display of appropriate horses and dates. Both allow future planning of efficient vaccination regimes and ensure all horses will be fully protected.

The graphs represent the periods a horse is due to be vaccinated by bars with time along the horizontal (x) axis.

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VACCINATION TABLE

Create row for a new horse

When a new row is required either click on New Horse, the medium blue box in the top-right corner of the table or press Ctrl + n. The automatic procedure (macro) creates a new row and connects it to the graphs.

New Horse: Ctrl + n

Negotiate the Vaccination Table

The easiest method of moving about in the table is by pressing the Tab key or Shift + Tab to return to a previous cell.

This method will only take you to cells that you are authorised to enter text or dates into or amend existing data.

Enter data in the Vaccination Table

The name is entered in the left-most column, it can be any length but only approximately the first 22 characters will be visible or printed.

Enter only y or Y in the next column if herpes vaccines are to be administered to this horse. Correct entry will result in blue-coloured lettersand indicates the calculations take account of herpes vaccination regimes. Multiple letters including Yes, any other letters, spaces or no entry at all will result in calculations being carried out for flu alone. In this case the entry will be coloured black.

The standard version of the spreadsheet assumes that a horse requiring flu and herpes vaccination receives both in every vaccination. Please contact me if you occasionally or always vaccinate for flu and herpes separately. The calculations when flu and herpes vaccines are being administered together satisfies both the requirements of the FEI and the data sheets for herpes.

The last five columns are for entering actual dates the horse was vaccinated. It is important the date is entered in the appropriate column (1st/2nd of the primary course or 1st/2nd/3rd Booster) as the next period a vaccination is due is calculated differently according to which column the dates are entered into.

The date can be entered in any format:

DAY: 1/01
MONTH: March/Mar/3/03
YEAR: 2014/14

All dates will then automatically be converted to a standard format of 01 Mar 14 (dd mmm yy).

Be careful the correct year is entered, particularly when providing the historical vaccination histories as calculations are performed on the most recent date, not necessarily the right-most date. An indication of such a problem will be red or brown coloured dates in that row.

The spreadsheet analyses whether each date is within the prescribed period of the previous vaccination. If there is no problem the data is coloured black, if the vaccine was administered too early it is . In this way the vaccination histories of all the horses are thoroughly checked and earlier mistakes are visually apparent.

If the horse has received more than five inoculations the date in the final column (3rd Booster) can be replaced with the new date from each booster. However, this may result in the data being red-coloured because the table cannot guarantee it is within vaccination rules.

If you did want to check the validity of two consecutive boosters, enter the earlier date in the fourth column and the later date in the fifth and last column, if the final date remains black the rules have been adhered to.

Read the Vaccination Table

Apart from the core data of names, requirement for herpes vaccination and dates of vaccinations the remainder of the table displays results from robust but hidden calculations.

The dates in the Next Due Between columns are the result of adding on the appropriate number of days or months to the most recent vaccination. The vaccine may be administered from the first date to the last date inclusively.

These columns can be read to plan future vaccination visits from your veterinary surgeon although the graphs are designed to provide this same information in a clearer visual form.

The Vaccination Status column displays a text message relating the period when vaccination is due with the current (automatically updated) date:

At the top left of the table are two summaries for the entire table. One relates to tetanus and the other to flu and herpes, the number (if any) of horses being vaccinated for herpes is not specifically calculated.

Just glancing at these four cells indicates whether the veterinary surgeon needs to be called, when by and how many vaccines are required. The top cell is a sum of the number of vaccinations currently due against that disease (including those which are late as these also need to be acted upon).

The lower cell displays the most urgent vaccination status in the table to that disease according to the sequence:

Print the Vaccination Table

Four options exist for printing the table.

Use Ctrl + f or click on Print Summary, the light blue box to print the columns for the horse names, herpes requirement and vaccination status.

Print Summary: Ctrl + f

Use Ctrl + q or click on Print Summary & Graph, the medium blue box to print the columns for the horse names, herpes requirement and vaccination status in the Vaccination Table and the Editable Graph.

Print Summary & Graph: Ctrl + q

Use Ctrl + e or click on Print Entire Table, the light blue box to print all the columns and rows that can be seen on screen apart from the control buttons in the top right corner.

Print Entire Table: Ctrl + e

Alternatively select the cells or columns you wish to print, select File, Print and then click on Print What:- Selection to print that area.

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EDITABLE GRAPH

Purpose of the Editable Graph

The two columns of dates in the table indicating the next period of time that a vaccination is due for that horse are not easy to use when a large number of horses are involved.

This Next Due Between data is illustrated visually in the two graphs. The limit of the bar to the left is the first date that horse can be vaccinated against that disease. The limit to the right is the final acceptable date.

If the entire vaccination period is beyond the extent of the graph a black mark is present at the left table border if the correct period was earlier than the dates shown on the horizontal axis or at the right border if later.

Planning vaccination visits by your veterinary surgeon is assisted by the graphs. Simply looking at the earliest right hand limit provides the deadline for the current batch of vaccinations. The next deadline can be seen as the earliest right hand limit of a bar not dealt with in the first batch.

The most sophisticated use of this software is by looking for where a vertical line would intersect the most bars, i.e. the date when most horses could be vaccinated in one visit. If this technique is continued over time, efficiency of veterinary visits will improve substantially.

By simply counting the number of bars for each disease intersected by the vertical line the precise number of vaccines required on that date is determined.

Edit the Editable Graph

Avoid clicking near or selecting the graph, which is located in cells D3 to E26. Unintentional modifications are possible when the graph is selected. The guidelines below prevent mistakes when editing this graph.

Time runs along the horizontal (x) axis with minor tick marks every day and major tick marks every 7 days, along with the date (in dd mmm yy format) and gridlines. Horses are stacked on the vertical (y) axis with labels for the name and disease. Each horse is represented by two horizontal bars, one bar for flu (and herpes) which is above the one for tetanus.

If the bars become too crowded on the vertical axis increase the height of rows 27 or 28. Highlight one of the rows by clicking in the grey row headers on the left of the worksheet, use the Format, Row Height menus and then type a figure of 20-100 in the box and click OK.

A more simple method involves moving the cursor over the lower border of the row that is to be heightened, wait for a vertical double-headed arrow, click and hold the left mouse button then move down the screen and release the mouse button when satisfied with the new height.

If the page breaks are occurring between the flu and the tetanus bars for the same horse, it may be more convenient to force the page break to occur between separate horses. Choose the appropriate view by selecting View, Page Break Preview then expand or contract rows 8, 14 or 20 until the dashed blue line depicting the page break lies between two different horses.

If a large blank area appears at the top of the printed Editable Graph row 3 needs to be increased in height.

If the top bars are not printed row 3 needs to be decreased in height.

If a large blank area appears at the bottom of the printed graph row 26 can be increased in height.

If the bottom bars or time axis are not printed row 26 needs to be decreased in height.

To change the period on the time axis click on the Change Dates button in the lower left corner and then use Ctrl + 1 (one). Alternatively use Ctrl + a and then Ctrl + 1 (one). Now select the Scale tab and enter the dates required in the Min and Max boxes. The date can be entered in any format:

DAY: 1/01
MONTH: March/Mar/3/03
YEAR: 2014/14

All dates will then automatically be converted to a standard format of 01 Mar 14 (dd mmm yy).

The year does not need to be entered if you wish the axis to show the current year.

Select Time Axis: Ctrl + a
Format Time Axis: Ctrl + 1 (one)

Print the Editable Graph

Ensure the layout of the printed graph will be satisfactory by File, Print Preview or clicking on the icon of a magnifying glass over a page.

To print the Editable Graph alone click on the light blue button in the top left corner labelled Print Graph. Alternatively use the shortcut Ctrl + g.

Print Editable Graph: Ctrl + g

To print the Editable Graph and the Summary Vaccination Table click on the medium blue button second from the top labelled Print Summary Table and Graph. Alternatively use Ctrl + q.

Print Summary Table & Graph: Ctrl + q

To print the Editable Graph and the Entire Vaccination Table, click on the light blue button third from the top labelled Print Entire Table & Graph. Alternatively use Ctrl + p.

Print Entire Table & Graph: Ctrl + p

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AUTO GRAPH

Purpose of the Auto Graph

The reason for an automatically produced and controlled graph, protected from end-user formatting is to ensure that at all times a visual representation of all horses and all dates is available.

With a large number of horses or a large range of dates individual detail will be hard to see therefore the Editable Graph is necessary but it is possible that modification of the Editable Graph will result in specific bars not being printed or vaccination periods in the distant past or future not being visible.

By opening the Auto Graph these horses and dates can be visualised. By being aware where the missing records are located the unprotected graph can be edited as necessary.

If you have problems with displaying your tables as graphs feel free to contact me.

web@equivax.net

Print the Auto Graph

Use the File, Print, OK command or click the printer picture (icon) on the Standard toolbar in order to print the Auto Graph. You cannot use the keyboard shortcut Ctrl + p as usual as it has been used in this spreadsheet to print the entire Vaccination Table and Editable Graph.

It will normally be better to print the Editable Graph you have optimised for the number of horses involved.

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KEYBOARD SHORTCUTS

New Horse: Ctrl + n
Print Summary Table: Ctrl + f
Print Entire Table: Ctrl + e
Print Editable Graph: Ctrl + g
Print Summary Table & Editable Graph: Ctrl + q
Print Entire Table & Editable Graph: Ctrl + p
Select Time Axis: Ctrl + a
Format Time Axis: Ctrl + 1 (one)

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FIGURES USED FOR CALCULATIONS

FLU

(FEI and Jockey Club/British Horseracing Authority compliant)

1st primary injection - 2nd primary injection: 21 - 92 days
2nd primary injection - 1st booster injection: 5 months - 6 months and 21 days
1st booster injection - 2nd booster injection: 11 - 12 months
Between booster injections: 11 - 12 months

FLU & HERPES

(FEI and Jockey Club/British Horseracing Authority compliant)

(Calculations assume both are given at each vaccination)

1st primary injection - 2nd primary injection: 35 - 49 days
2nd primary injection - 1st booster injection: 5 - 6 months
1st booster injection - 2nd booster injection: 5 - 6 months
Between booster injections: 5 - 6 months

TETANUS

1st primary injection - 2nd primary injection: 28 - 42 days
2nd primary injection - 1st booster injection: 11 - 12 months
1st booster injection - 2nd booster injection: 22 - 24 months
Between booster injections: 22 - 24 months

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Feel free to contact me.

web@equivax.net

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