Data Submission Portal

How to submit data via the Submission Portal

From 10th February Sheep Genetics  clients and service providers will have the option to submit their own data for genetic analysis via the Sheep Genetics website. This new way of submitting data enables clients and service providers to upload data and receive feedback on their data submissions. This is currently optional so you may continue to submit data via email to database@sheepgenetics.org.au. Please note that this submission site is currently undergoing continual updates, multiple times a week by Sheep Genetics staff and developers, Servian. Currently the comparison of counts may contain errors. If you are unsure about your submission please leave a comment attached to it for Sheep Genetics review. 

We are excited to be able to release this new feature to our clients. Detail on how to submit data can be found below or via the links in the green box. 

How to upload your XML for submission to Sheep Genetics

 

Step 1.

Log into your Sheep Genetics account and scroll down to the ‘Your flocks’ box, then click the ‘submissions’ button (Figure 1) to take you through to the submission portal (Figure 2)

imagewv5d.png

Figure 1. ‘Your Flocks’ box and the ‘SUBMISSIONS’ button which will take you to the submission portal

imagexcko5.png

Figure 2. ‘Submission portal’ page

 

Step 2.

Find the location of your XML file you wish to upload on your computer, click the file and drag and drop it into the blue box ‘Drag or select XML file’ (see C of Figure 3). Alternatively, click the blue box ‘Drag or select XML file’ (see C of Figure 3) and click to find the location of your file on your computer, select the file and click open. The ‘Flock Code’ (A of Figure 3) and ‘Drop Year’ (B of Figure 3) will prepopulate as per the file name. Check that the correct flock code and drop year have been prepopulated

image71e3n.png

Figure 3. Submitting your XML into Sheep Genetics

 

Step 3.

Then click upload to begin the submission process. It may take a while to upload, be patient while the file is submitted for upload.

If you have uploaded an incorrect file, click ‘clear’ and re-start the steps with the correct XML.

 

Step 4.

Once the file is uploaded, you will see a green ‘Upload successful: processing on server…” box pop up (Figure 4).

If your file is not uploaded successfully at this stage, it has not passed initial validation. This may be due to an incorrect file type, incorrect file name, or incorrect data (i.e., incorrect IDs,  2021 data included in file but file name says 2022, etc.).

blobid2.png

Figure 4. Uploading XML

 

Step 5.

During the uploading process, your file will undergo several validation and processing steps. These steps include checking the data is correct, flattening the file, comparison of the current submission to a past submission, etc. The file status will be updated accordingly through this process. This process is expected to take up to 10 minutes from submission to review (if the file submission is successful).

Once the upload is successful if the ‘status’ of the submission is ‘Please review your submission’ (Figure 5). Click the ‘Review’ button to check the submission summary.

blobid3.png

Figure 5. Successful upload of an XML submission

 

Step 6.

Overview your submission summary, taking careful note of the following;

Overall Summary (see A in Figure 6) – the year drop uploaded, total number of animals in the XML file, the number of changes, the ratio of male/female. Also take note of the number of exclusions and warning (red highlighted box in top right corner)

Measurements (see B in Figure 6) - the number of measurements for each trait, minimum and maximum values of measurement for each trait

Exclusions (see C in Figure 6) – if there is any data excluded or warning placed on any data you can see which records are being excluded/have a warning placed on them and why

Compare Change (see D in Figure 6) – any changes between the current submission and previous submission for the same year drop

Management Groups (see E in Figure 6) – check the name of management groups, number of groups and number of animals in each group matches to what is occurring on farm

Mating Information (see F in Figure 6) – check mate method, ewe ID, sire ID, mate date, number of records submitted

Sire Usage (see G in Figure 6) – check the sire IDs, stud of breeding, sire of sire details, and progeny ratio male/female is correct

image5i2b.png

Figure 6. review your submission summary

 

Step 7.

After reviewing your submission summary, you may attach a message (see A in Figure 7) to the submission for Sheep Genetics admin (i.e. whether you have removed a number of animals from the submission file). Alternatively, you can either submit the file (see B in Figure 7) or abort the submission (see C in Figure 7).

imagedgsuo.png

Figure 7. Attach a message, submit, or abort the submission

 

Step 8.

If you attach a note, write your message in the ‘add comment’ box (Figure 8) and click the green ‘send’ button – this will be sent to Sheep Genetics admin to read when they review your file submission

imageslrre.png

Figure 8. Send a message to Sheep Genetics admin about your file submission

 

Step 9.

Sheep Genetics admin may reply to this message where relevant. These messages will be logged against the specific file submission. You can read over the messages by clicking into the specific submission, then clicking the message icon.

 

Step 10.

After clicking the submission button, Sheep Genetics will overview your submission before it is sent to analysis. Your submission will show that is it ‘Waiting for MLA to review’ in the submission dashboard (Figure 9).

imageh4fva.png

Figure 9. Your submission is ‘Waiting for MLA to review’ after submission

 

Step 11.

Sheep Genetics admin will then review your submission and accept or reject accordingly. Sheep Genetics admin can also reply to any messages sent with the submission file.

 

Step 12. 

Once Sheep Genetics admin has reviewed and accepted your submission, your submission will read as ‘Active’ (Figure 10) and will be sent for analysis in the next run.

imagefovo.png

Figure 10. Your submission is approved and active for genetic analysis