Overview

The Orchid CTS Wizard uses the "CTS Web Services" system to submit your passport applications and movement notifications to the CTS in a fast and secure manner. You should make sure that you get into the habit of submitting your information as soon as possible and then checking the submission results soon after so that you know the information has been accepted by the BCMS. The data is submitted to the CTS Web Services via an Internet connection.  A receipt number is returned and stored in the Orchid database.   After the batch submission is made, you must log into the CTS Web Services again in order to obtain the submission results.  When this action is performed, the receipt number is transmitted back to the CTS Web Services, which then responds with the results.  The results will tell you how many of the records have been accepted and how many (if any) have been rejected.  Any rejected information will be highlighted in red so that the errors can be corrected before re-submission.  The overall system is outlined in the diagram below.

Using the CTS Wizard

The Wizard is accessed from the Data Entry > CTS Wizard > Open Wizard menu.  Each task is broken into several steps that are clearly explained.

Your Herd Today

The program can show the following events on the Your Herd Today screen; "New Births", "Movements not Registered" and "CTS Submissions that require checking". If these events are not showing, they can be switched on by going to the "Your Herd Today" Settings screen > Your Herd Today Events > Birth and Movements tabbed page and ticking the appropriate check boxes.

You can perform the following tasks with the Wizard:

Select & Submit Passport Applications

Use this task to select the animals that you wish to receive a passport.

1. Go to Data Entry > CTS Wizard > Open Wizard
2. Click on the Wizard option to Select and Submit Passport Applications
3. The wizard will show you a list of animals born on the holding that are eligible for a passport. Please note that any calves that have been bought in will not appear in this list. For these animals you must continue to apply for the passport using the temporary passport form. To select animals simply double-click on the line in question and the program will put a tick in the Selected box.  When you have selected all the animals, click on the Next button and the program will show you a summary of your choices. If there are any identity numbers that are incorrect then program will stop you from proceeding.
4. Click the Finish button and the data will be sent to the CTS Web Services via the Internet.
5. If you wish, you can now go to the Data Entry > CTS Wizard > CTS Submissions and check the batch is marked in blue (Pending status) and has a BCMS receipt number against it.

Submit Outstanding Movements

1. Go to Data Entry > CTS Wizard > Open Wizard
2. Select Submit Outstanding Movements in the task options.Then click on the Next button
3. The program will look for all movements that have not already been sent and display them. If a required movement does not show on the list, it may be that the animal does not have a passport received date filled in.  To check this, bring the animal up in the Animal Details window, right-click and select "Passport Status".  If the Passport Received date is blank, select a notional date which is after the animal's date of birth but before the date of the movement.
4. Click on the Next button and you will be shown a summary of the movements that you are about to submit
5. Finally click on the Finish button and the program will transmit the data to the CTS. Before sending movements the program will validate all the records and make sure that their Identity Number meets approved formats. If any record does not meet the approved formats, then the program will not send the data until you have corrected the problem.
6. Again, if you wish you can go to the Data Entry > CTS Wizard > CTS Submissions and check the batch is marked in blue (Pending status) and has a BCMS receipt number against it.

Check Submission Results

This step is important as it will confirm whether the information sent has been fully validated and accepted by the BCMS.  The amount of time that needs to elapse before you can successfully obtain the submission results is variable, but the BCMS advise a minimum of 15 - 30 minutes after submission.  It is certainly advisable to obtain the results as soon as possible, especially if any passport applications are close to the deadline.  The number of pending passport or movement batches will display on the Your Herd Today main screen ("CTS Submissions that require checking").

1. Go to Data Entry > CTS Wizard > CTS Submissions
2. Click through and click "Finish". The program will now request the submission results for all pending batches
3. The CTS Submissions window should open automatically after the results have been obtained.  Any batches containing errors will be highlighted in red, otherwise their colour will change from blue (pending) to black (complete)

Submitted Batches

The "CTS Submissions" menu item (access via Data Entry > CTS Wizard) lets you view all movement and passport applications that have been submitted to the CTS via the Web Services.  The window is split into two grids. The top grid shows the batches, along with their status, that have been submitted to the CTS.  Each one will have its own unique Receipt Number, which was returned by the CTS Web Services at the point of submission. The colour of each batch denotes its status. To see all the records within a batch, click on the relevant line in the top grid, and all the records within it will be shown in the bottom grid.

Batches shown in blue have been submitted to the BCMS but the submission results have not yet been obtained.  Batches shown in black have been submitted to the BCMS and all records in the batch have been successfully validated. 

Batches shown in red contain one or more records with errors.  To view these records, click on the required batch and then look at the bottom grid.  The erroneous records will be marked in red and the error message returned from the CTS Web Services will be displayed in the text box on the right (see example below). The accepted records will be marked in black.

Use the returned error message to help correct the data before submitting again.   Notice that any rejected records will automatically show on the Wizard listing.

Passports applied for but not received

This step is the completion of the passport application process. The program keeps track of the passports you applied for, and will present a screen with a list of these animals. By completing the passport received date, the program will now store the details for later verification. Information about the passport application date and received date may be very useful if you have an inspection. 

Proceed as follows:

1. Click the menu item Data Entry > Passports & Historical Premiums > Passports but not received.  The following window now displays containing the list of animals:

2. When a passport is received via the post, click in the Date Received box and then click on the downward-pointing arrow to select a date from the calendar or type the date in the "dd/mm/yyyy" format.  This is a batch-processed screen, and none of the changes will be committed until you click the Apply Batch button on the toolbar.

When this has been done, the Passport Received Date will be recorded in the Data Entry > Animal Details > (right click) Passport Status window for each animal.