RecordKeeper is an integrated web and PDA application that allows

RecordKeeper is an integrated web and PDA application that allows an agricultural grower to
keep track of operations such as planting, fertilizer and pesticide applications, irrigation,
tilling, harvesting, and the dates and times when those operations were performed. These
operations are recorded as they are performed in the field via the RecordKeeper PDA
application. The operations data records are collated and distributed via the RecordKeeper
web application, and stored for future reference. Costs of operations in the field and
associated equipment and personnel can be calculated as needed.
Copies of the RecordKeeper PDA application are available from customer support.
To use the PDA features of RecordKeeper, you will also need the following:
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A Compaq iPAQ (3600 or 3800 preferred) or Dell Axium PDA with a
Windows Pocket PC 2000 operating system
Appropriate equipment (including sync cord, cradle, power cord, etc) for synchronizing your
PDA with your desktop computer
Microsoft ActiveSync installed on your desktop, and all appropriate drivers for synchronizing your PDA
with your desktop computer
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Calendar
The main function of the RecordKeeper application is the Calendar module. Action events are
recorded on the day they occur and consist of equipment, personnel, and operational details.
The action events are recorded on a day-by-day basis using the calendar, as shown above.
There are currently six types of events that can be recorded:
Irrigation – Irrigation events.
Application – Fertilizer, manure, pesticides, or similar chemical applications.
Planting – Varieties, equipment, planting characteristics, and all the management choices
associated with planting a crop.
Harvest – The equipment and personnel associated with a harvest, as well as the total yield from
the field.
Tillage – The equipment, personnel, and manner in which a particular tilling operation is
performed.
Miscellaneous – Miscellaneous events used to record field notes.
These events are color-coded and linked by the calendar, with all Grower events shown as the
default. You may also select individual farms or fields, and the calendar will refresh to show the
events for that particular set of fields. Clicking on the Date Summary button brings up a pop up
calendar window which is used to display an action summary for the selected day.
Events can be added into RecordKeeper in three different ways. First, they can be added on a
field-by-field basis using Add Event. Secondly, they can be created using programs in the Event
Wizard. Finally, they can be added in the field using the RecordKeeper PDA application. Refer
to the Calendar – Add Event and Calendar- Event Wizard sections later in this document.
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Setup
The Setup page allows the grower to configure the following elements of their account: Grower
Info, Grower Entry Setup, Groups, Programs, Equipment, Personnel, Field Info and Expenses.
Selecting the Grower Info mode allows you to enter administration information for a particular
grower in the following form. Data to be entered includes contact information such as name,
address, city, state, zip, phone, cell, fax and email. There are also three check boxes to indicate
whether or not the grower will be using zones, personnel, and/or equipment.
Selecting the Grower Entry Setup mode allows you to set which entry categories you will be
recording, and whether or not you will be recording costs for that entry category. Categories are
organized by the following actions: Application, Planting, Irrigation, Tillage, Miscellaneous, and
Harvest. The forms below are for setting up the Planting and Harvest actions.
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The forms below are for setting up the Irrigation and Tillage actions.
Application entry categories are organized by specific category, selected from a select box, as in
the application action forms below.
Individual options for any entry category can be selected specifically by clicking on the provided
Options arrow button to the right of each line, as in the form below:
This form also allows you to set the costing units (i.e. $/ac, $/ton, $/lb, $/Gal, $/oz, total $). If the
costing unit you wish to use is not available, please contact customer support to see about
including a new unit in the application.
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Selecting the Groups mode allows you to create distinct sets of grower profiles, equipment,
programs, or personnel. You select between the different sets via the Group Type select box. A
group name can be added, deleted or renamed for each group type.
Program group types can be added by selecting name, action and program and clicking on Add
to Group. You can remove existing programs from the group by clicking on Remove from Group.
You can save the program group by clicking on Save. See the Programs group form below on
the left.
Profile group types can be added by selecting on a farm, field or zone and clicking on Add to
enter a profile name. You can remove existing farm/field/zones from the group by clicking on
Remove from Group. You can save the profile group by clicking on Save. See the Profile group
form below on the right.
Personnel group types can be added by selecting on Personnel and clicking on Add to enter a
personnel name. You can remove existing personnel from the group by selecting the person and
clicking on Remove from Group. You can save the personnel group by clicking on Save. See the
Personnel group form below on the left.
Equipment group types can be added by selecting on Equipment and clicking on Add to enter an
equipment name. You can remove existing equipment from the group by selecting the equipment
and clicking on Remove from Group. You can save the equipment group by clicking on Save.
See the Equipment group form below on the right.
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Selecting the Programs mode allows you to create specific programs for individual categories
and events. A program is simply the name designated (i.e. Grasshopper Treatment) to describe
an action type (i.e. Application, Harvest, Irrigation, Planting or Tillage) and the details and costs
associated with that action. The first step is to select an Action Type and category if the
Application action type is chosen. Next, the details for a particular action type may be selected
and entered accordingly including any associated costs. Finally, a program name and comments
may be entered. You may save the program by clicking on Save Program. In the frame to the
left, each created program is listed. You may display or modify an existing program by clicking on
the program name. Programs can be renamed, saved or deleted by clicking on the
corresponding buttons (Rename Program, Save Program, Delete Program). Each program may
be set to active or inactive by clicking on the active check box. Only active programs will be
downloaded to the PDA application for recording in the field.
Selecting the Equipment mode allows you to set up specific pieces of equipment for use in the
various events. You may select a type and enter the make, model, the VIN/Serial #, equipment
width, number of rows for planters or harvesters, equipment capacity, year, cost rate and
comments. If available, cost rate is automatically estimated based off of location. Equipment
setup names can be added, renamed or deleted by clicking on the corresponding button (Add,
Rename, Delete). You can save the equipment setup by clicking on Save. In the frame to the left
each created equipment setup is listed. You may display or modify an existing equipment setup
by clicking on the name. See the form below on the left.
Selecting the Personnel mode allows you to record personnel usage in the RecordKeeper
application. You may enter personnel contact information including address, city, state, zip,
phone, pay rate, cell, fax, email, applicator #, drivers license and comments. Personnel setup
names can be added, renamed or deleted by clicking on the corresponding button (Add, Rename,
Delete). You can save the personnel setup by clicking on Save. In the frame to the left each
created personnel setup is listed. You may display or modify an existing personnel setup by
clicking on the name. See the form below on the right.
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Selecting the Field Info mode allows you to record administrative information about a particular
field within a profile. You may select a group, farm and field and enter the following information:
FSA Field Number, Insurance Number, Tract Number, County, Section, Township, Range,
Landlord, and Crop Split. You can save the field information by clicking on Save.
Selecting the Field Expenses mode allows you to record expenses in the field not directly related
to the basic actions such as tillage, application, planting, irrigation or harvest. The indirect
expenses are as follows: Administrative Fees, Bollweevil Eradication, Consulting, Crop
Insurance, Miscellaneous, Rent, Scouting, Services and Soil Sampling.
The first step is to select a farm and field and create a profile by clicking on Add Profile. Next,
build the expense list by clicking on Add New Expense. Select the expense type and season and
enter the cost with associated units. Click on View to enter any comments. Field expenses can
now be saved by clicking on Save Field Expenses. In the frame to the left, each created field
expense is listed. You may display or modify an existing field expense by clicking on the name.
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Calendar - Add Event
The first step of adding an Event is to select a farm and field and create a profile by clicking on
Add Profile. The second step is to select a date for the event by clicking on a calendar date, or
selecting the date using the drop-down boxes. The third step is to create an action list by
selecting an action type (Application, Irrigation, Planting, Harvest or Tillage). Once you’ve
selected an action type, you will also need to work your way through additional steps, depending
on the specific action. You may also enter what percentage of the field the action was applied,
and select a beginning time and ending time. The fourth step is to select the personnel and
equipment groups associated with this event. The fifth and final step is to select the company
name and enter any comments. With the completion of this step, you can save the event by
clicking on Save.
The details of creating an action list based on action type are as follows:
Selecting the Application action type allows you to select a category, such as Fertilizer.
Fertilizer method and type may be selected and amount may be entered with units selected.
Fertilizer cost may be entered and cost units selected. The Application action may be added to
the action list by clicking on Add Action to List.
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Selecting the Harvest action type allows you to select the harvest type, the type of harvester, the
number of harvester heads and head spacing. Total and component yields may be entered with
units selected (LB, BU, Tons, KG, CWT, BBL). Market value may be entered in dollars per unit
selected. Costs may be entered for each item in dollars per unit selected. The Harvest action
may be added to the action list by clicking on Add Action to List.
Selecting the Irrigation action type allows you to select a method and type and enter an amount
with units selected in inches (in), millimeters (mm) or centimeters (cm). Irrigation costs may be
entered and cost units selected. The Irrigation action may be added to the action list by clicking
on Add Action to List. See the form below on the left.
Selecting the Tillage action type allows you to select the type of tillage and enter a percent of
field and beginning and ending time. The Tillage action may be added to the action list by
clicking on Add Action to List. See the form below on the right.
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Selecting the Planting action type allows you to select a planting type, crop and variety. Planting
direction and associated costs may be entered in dollars per unit selected. Planting type may be
added by clicking on Add. You may also select planter type and rows, row spacing, cover crop
method and type, previous crop, residue amount, saved seed, seed depth, seed size, seed
spacing and seed treatment. Emergence and seed population with units selected may be
entered. Costs may be entered for each item in dollars per unit selected. Planting and seed
details may be added by clicking on Add. Seed type may be selected and associated cost may
be entered in dollars per unit selected. The Planting action may be added to the action list by
clicking on Add Action to List.
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Calendar - Event Wizard
The Event Wizard is a linear record-generating function that allows you to quickly record events
for one or more fields or zones. It is a six step set of forms that allows you to select a profile, an
event date, a program, personnel, equipment, and enter comments. The following forms show an
example of each step of the Event Wizard.
The first step of creating an Event is to select a Group, Farm, Field and/or Zone and create a
profile by clicking on Add Profile. See the form below on the left.
The second step is to select a date for the event by clicking on a calendar date, or selecting the
date using the drop-down boxes. See the form below on the right.
The third step is to select a program by choosing a program group via the Program Group select
box, or choosing an individual program via the Action Type and Program select boxes. Once
you’ve selected an program or group of programs, you may add them to the program list by
clicking on Add Program to List. You may also enter what percentage of the field the action was
applied, and select a beginning time and ending time. See the form below on the right.
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The fourth step is to add Personnel by choosing a group in the Personnel Group select box, or by
choosing individual personnel in the Personnel select box. Once you’ve selected individual
personnel or a group of personnel, you may add them to the personnel list by clicking on Add
Personnel to List. You may also enter personnel hours in the edit boxes. See the form on the
left.
The fifth step is to add Equipment by choosing a group in the Equipment Group select box, or by
choosing individual equipment in the Equipment select box. Once you’ve selected individual
equipment or a group of equipment, you may add them to the equipment list by clicking on Add
Equipment to List. You may also enter equipment hours in the edit boxes. See the form on the
right.
The sixth and final step is to select the company name and enter any comments. With the
completion of this step, you may save the event by clicking on Finish.
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You can also select fields in the Event Wizard by geographical representation. Clicking on the
MAP icon next to the group/profile or farm select boxes will generate a window showing the
boundaries of all fields within that group/profile or farm.
Fields can be added to the action in progress by clicking on the relevant boundary in this new
window. Fields can be unselected by re-clicking the boundary in question. This function allows
the user to be able to identify fields by location and size when uncertain as to their identity.
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Tools
This page is a collection of various tools that have been added to RecordKeeper for customer
convenience. The tools include Program, Cost, Personnel and Equipment edit tools. There is
also a field worksheet that may be printed out and used in the field in place of the hand held PDA
application.
Selecting the Program Edit Tool mode allows for the modification of an existing program across
a wide array of farms and fields over a specified period of time. This tool has four sections:
Select Program, Make Modifications, Select Group/Farm to Apply To, and Select Date Range and
Options. The first step is to select a program by choosing an action type, category and program
name. The next step is to make modifications to the program by clicking on the check boxes
where modifications are needed and making the necessary modification. The next step is to
select the group or farm to apply the program modifications. The final step is to choose the date
range and options by selecting the begin and end dates from the drop-down select boxes and
clicking on the desired options. Clicking on Finish applies the program modifications to the
selected group or farm. Clicking on Undo Mass Edit restores the program to what it was before
the modifications were applied. One advantage of the program edit tool is providing the ability to
delete individual entries from multiple entry groupings like chemicals, seed treatments, and so on.
Selecting the Cost Edit Tool mode allows for the modification of costs across a wide array of
farms and fields over a specified period of time. This tool has four sections: Select Entry, Select
Group/Farm to Apply To, and Select Date Range and Options. The first step is to select an
action type, category, entry type and option and enter the cost in the units selected. The next
step is to select the group or farm to apply the cost of the entry option. The final step is to choose
the date range and options by selecting the begin and end dates from the drop-down select
boxes and clicking on the desired options. Clicking on Finish applies the cost of the entry option
to the selected group or farm. Clicking on Undo Mass Edit restores the cost of the entry option to
what it was before the modification was applied. One advantage of the cost edit tool is to allow a
customer to add costs of entry options to a set of events after they were recorded.
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Selecting the Personnel Edit Tool mode allows for the modification of personnel work rates
across a wide array of farms and fields over a specified period of time. This tool has four
sections: Select Personnel, Select Group/Farm to Apply To, and Select Date Range and
Options. The first step is to select personnel and enter a work rate in the units selected. The
next step is to select the group or farm to apply the personnel work rate. The final step is to
choose the date range and options by selecting the begin and end dates from the drop-down
select boxes and clicking on the desired options. Clicking on Finish applies the personnel work
rate to the selected group or farm. Clicking on Undo Mass Edit restores the personnel work rate
to what it was before the change was applied. One advantage of the personnel edit tool is to
allow a customer to add personnel work rates to a set of events after they were recorded.
Selecting the Equipment Edit Tool mode allows for the modification of equipment work rates
across a wide array of farms and fields over a specified period of time. This tool has four
sections: Select Equipment, Select Group/Farm to Apply To, and Select Date Range and
Options. The first step is to select equipment and enter a work rate in the units selected. The
next step is to select the group or farm to apply the equipment work rate. The final step is to
choose the date range and options by selecting the begin and end dates from the drop-down
select boxes and clicking on the desired options. Clicking on Finish applies the equipment work
rate to the selected group or farm. Clicking on Undo Mass Edit restores the equipment work rate
to what it was before the change was applied. One advantage of the equipment edit tool is to
allow a customer to add equipment work rates to a set of events after they were recorded.
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Products
The end product of the RecordKeeper application is the generation of various reports displaying
the information recorded in useful formats. Reports are listed in the Mode selection box and are
added as they become available. The following reports are currently available: Action Summary,
Cost Summary, Planting Summary, Chemical Summary, Fertilizer Summary, Irrigation Summary,
Tillage Summary and Product Matrix.
The Action Summary report provides a summary of events performed in a specified time frame
on a group, farm or field selected. The first step of generating this report is to select a farm and
field and create a profile by clicking on Add Profile. The second step is to select a time frame for
the event by clicking either Year-to-Date or Date Range buttons. If Date Range is selected then
use the drop-down boxes to choose a start and end date. The third step is select one or more
action types by clicking on the designated check boxes. You may click on the Check All button to
select all action types. The Application action type also lists check boxes for each associated
category. The fourth step is to select the report options associated with this event such as Entry,
Personnel and Equipment detail, Cost, Comments and Field Expenses. The fifth and final step is
to select an output format such as PDF. With the completion of this step, you can create the
Action Summary report by clicking on Create Report.
The Cost Summary report provides a summary of cost events performed in a specified time
frame on a group, farm or field selected. The same steps are followed to generate this report as
in the Action Summary report. The only difference is that report options are limited to Field
Expenses.
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The Planting Summary report provides a summary of planting events performed in a specified
time frame on a group, farm or field selected. The same steps are followed to generate this
report as in the Action Summary report. The only difference is that there are no report options to
select.
The Chemical Summary report provides a summary of chemicals application events performed
in a specified time frame on a group, farm or field selected. The same steps are followed to
generate this report as in the Action Summary report. The only difference is that the report
options are the selection of chemical type and brand.
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The Fertilizer Summary by Nutrient report provides a summary of fertilizer application events
performed in a specified time frame on a group, farm or field selected. The same steps are
followed to generate this report as in the Action Summary report. The only difference is that there
are no report options to select. See the form on the left.
The Irrigation Summary report provides a summary of irrigation events performed in a specified
time frame on a group, farm or field selected. The same steps are followed to generate this
report as in the Action Summary report. The only difference is that there are no report options to
select. See the form on the right.
The Tillage Summary report provides a summary of tillage events performed in a specified time
frame on a group, farm or field selected. The same steps are followed to generate this report as
in the Action Summary report. The only difference is that there are no report options to select.
See the form on the left.
The Product Matrix report provides a matrix report including the selection of showing all
chemical options. See the form on the right.
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The Field Map Summary report provides a map and summary of events performed for the
selected fields. Many of the same steps are followed to generate this report as in the Action
Summary report. In this report, image backgrounds may be selected for the map along with field
fill and outline colors, which display the selected action types. See the image below on the right
for an example of setting the fill type.
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