DHIA SUPERVISORS - KEY TO SUCCESSFUL DAIRY RECORDS

DAIRY HERD IMPROVEMENT
1985

ORTH, R.L., AND HUTCHISON, L.G.
VOLUME: NCDHIP HANDBOOK

The key person to obtain complete, accurate, useful and unbiased
data from each farm is the Dairy Herd Improvement Association
(DHIA) supervisor. The supervisor needs to become part of the dairy
farm management team by helping the dairy producer use the
information available through dairy records. As DHIA services grow
and become more technical, the supervisor will become even more
important to the success of the DHIA organization.

Supervisors also are very important in helping build and maintain
dynamic local and state associations. People with the ability and
desire to become good, enthusiastic and conscientious supervisors
must be recruited and hired. They must be compensated in a way that
will give them the incentive and opportunity to reach their
potential.

Supervisors must be provided with sufficient development
opportunities if dairy producers are going to receive the services
they have the right to expect when they enroll their herd in DHIA.
People responsible for developing Dairy Herd Improvement (DHI)
supervisors must try to provide challenging and innovative programs
that will stimulate the supervisors and make the supervisors
pleased that they were able to attend.

The dairy industry and DHIA organizations vary widely from state to
state. Some states have only a few employees while others have
many. Some states have one management organization while others
have many local associations. No matter what the organizational
structure, there is a need for supervisors throughout the country
to receive at least a minimum amount of information. Quality
certification will assure that this will happen.

Even though certain items must be covered, each state must decide
the most advantageous ways for this to happen. For example, Idaho
has designed a self-administered training program using video tapes
and slide-tape sets to help supervisors become certified without
attending any sessions in person. Wisconsin conducts a 3-day basic
training session every other week as a prerequisite to starting
work as a new supervisor. Although conferences are the most common
development method, other methods also can be efficient and
effective. Newsletters, direct mail, phone and personal contacts,
teleconferences, home study courses and up-to-date printed
materials are all possibilities.

Supervisor development begins before a new supervisor is hired.
Information about the job and the DHIA program can instill interest
in viable candidates, and help eliminate spending time and money
training people who are not interested in this kind of work.

Each candidate should be provided with a position description that
lists the duties and responsibilities of a supervisor, tells what
qualifications are required, and explains how to apply for the
position. In addition, candidates should be provided general
information about DHIA and specific information about the announced
position. Expected time commitments, including early morning and
late evening hours, number of herds served, and expected
compensation should be accurately spelled out.

The application form and personal interview should serve a dual
purpose. The candidate should become more aware of how DHIA
operates, and the hiring committee should find out if the candidate
can help the organization meet its stated objectives.

After a supervisor has been hired, field or on-farm training should
be given before the supervisor is allowed to sample a herd alone.
Training usually is done by area supervisors or training
specialists. Several different herds should be sampled so that the
supervisor will get experience operating each of the different
kinds of metering equipment that he or she will be expected to use.
Herds enrolled in different DHI testing programs also should be
included in the training period. Part of this training will be on
the farm. Other sessions will be held in area offices, labs, homes
or other convenient places.

This training can last from 2 to 7 days and will include
information in the following areas:

   -  Supervisor responsibilities

   -  Public relations

   -  DHI rules and policies

   -  Metering devices and sample taking

   -  Barnsheet input and instruction

   -  Lab procedures and sample shipment or delivery

   -  Equipment inventory and maintenance instructions

Various checklists and evaluation forms should be used by the
training specialist to make sure all items are covered and that all
skills needed can be done at an acceptable level.

More indepth training should be done at a central location after
the supervisor has been on the job. States vary in the frequency of
new supervisor development conferences. In some areas, these
conferences are held on a multistate basis. Although this involves
more travel for participants, there are advantages to having more
supervisors with more variety of experiences. The greater expertise
available among staff members when several states participate.

Many of the same topics that were covered briefly in field training
are reviewed again at conferences. Conference planners must keep
the information from being repetitious by building on the concepts
and skills learned by supervisors earlier. Conferences vary from 3
to 5 days, and the agenda will vary as dictated by needs within the
area. However, most conferences will be similar in nature. One
multistate conference uses these topics as its agenda.
-  Introduction to DHIA and conference

-  The DHI service system

-  DHI policy

-  Filling out barnsheets

-  VIP

-  Option letter

-  Meters, milkers and monitors

-  State breakfast (for unique items for that state)

-  Feeding the dairy cow

-  Figuring feed rations

-  Reporting feed information

-  Heifer identification program

-  Rules

-  Auditing barnsheets

-  Lab tour

-  Handling rules violations

-  Animal transfers

-  Sire summaries

-  Cow evaluation (USDA and processing center system)

-  Explanation of Record Form 1

-  Somatic cell count

-  Protein testing

-  Developing relationships

-  Working with the organization

-  Working with boards of directors

-  Working with Extension

-  Testing plans

-  Sampling

-  Expansion

-  Final exam

After this field training is held, the training specialist should
again visit, observe and evaluate the new supervisor before permits
are given. Requirements for state permits vary. This does not mean
that the supervisor's education is complete. Education must be a
lifelong learning process.

DHIA has been and must continue to be a rapidly changing
organization if it is to keep pace with technological developments.
When supervisors have mastered all competencies needed to fulfill
the basic testing program, they can become more proficient in
helping producers use the records to make decisions in areas such
as management, feeding, breeding and udder health.

To accomplish those developmental needs, states have continuing
education programs. These programs may be on an area, state or
multistate basis. Some states have area or district conferences and
a statewide conference each year, with attendance required at both.

   Subjects include:

   -  Review of area or state situation

   -  Update in policy

   -  Revisions in programs

   -  Changes in equipment and procedures

   -  Additions to programs or services

   -  General discussion or input from supervisors

   -  Indepth subject matter training on using the records

Supervisors in some states have the opportunity to attend
multistate or national seminars. These programs usually go beyond
day-to-day maintenance situations and are planned to help
supervisors expand their horizons by providing opportunities for
personal growth and development. The biennial Mid-states DHIA
Supervisor's Conference is one such event. About 500 people from 9
states attended the last conference. This conference gives
supervisors the opportunity to exchange ideas with supervisors from
other states, see how the processing center operates, take part in
high quality programs, and learn about new services that may
benefit their producers. The processing center pays for this
conference.

The supervisor evaluation procedure is another important part of
supervisor development. Supervisors should know what the evaluation
procedure will be, how it is going to be conducted, and when the
evaluation will take place. All evaluations should contribute to
the goals of the organization and the continued development of the
supervisor.

Successful and dedicated supervisors will make or find other
opportunities for continued education. University events and
materials are good sources for new information.  Many Extension
meetings are held on a local or area basis on a variety of
subjects. Commercial meetings, newspapers and magazines are other
good sources. DAIRY magazine is the source for many new DHIA
developments.

If the supervisor is to continue to be the key to good DHIA
records, and it the DHIA program is to continue to grow in cow
numbers and services, the development of supervisors will continue
to be as important in the future as it is today. Supervisors, board
members, managers and Extension educators must all take
responsibility so DHIA can be all that it should be.
a



תתתתתתתתתתתתתתתתתתתתThe National Dairy Database (1992)תתתתתתתתתתתתתתתתתתתת
תתתתתתתתתתתתתתתתתתתתתתת\NDB\DAIRY\TEXT\DA101900.TXTתתתתתתתתתתתתתתתתתתתתתתת


%f TITLE;DHIA SUPERVISORS - KEY TO SUCCESSFUL DAIRY RECORDS
%f COLLECTION;DAIRY HERD IMPROVEMENT
%f ORIGIN;Iowa
%f DATE_INCLUDED;June 1992