12 July 2024
Keeping accurate records to become a top producer
Ciarán Carroll, Head of Knowledge Transfer, Pig Development Department, tells us why one of the major differences between top producers and those who strive for the top is in how they keep and analyse their records.
The Teagasc National Pig Herd Performance Report for 2023 has been published recently, and it is worth having a look at what goes into providing the data, how we can use it to influence our business decisions and what sets the top Irish pig producers apart from the rest.
One of the major differences between top producers and those who strive for the top is in how they keep and analyse their records. This is essential for the long term survival of any pig farm. Not only does it highlight problem areas on the unit, enabling prompt remedial action, but it is critical in assessing the current production and financial situation, and assists with short term, and long term, plans and developments.
While most farmers attempt to keep records, the accuracy of record keeping is where we often fall down. It has to be a case of all or nothing – no information is better than wrong information.
Three categories of record keepers
Those who don’t keep them
These units are invariably disorganised, know little or nothing about their true herd performance and nothing about their production costs. It’s a bad way to run a business. While these producers will survive while pig prices are good, it’s when prices are poor that they really suffer. These units struggle to obtain much needed finance because they haven’t got the knowledge (record analysis) to support their applications to help them weather a storm or get through a crisis.
Those who keep records badly
The areas for error are numerous. There is either insufficient data or inaccurate data available for analysis. The stock counts don’t balance, only some non-feed costs are recorded, hidden costs are omitted and no account is taken of building depreciation. While these units may know their production performance (pigs per sow, litters per sow per year, growth rates, feed efficiency) they still don’t know what their true production costs are. They may weather the storm when prices are poor but will do so with some difficulty and always at a huge cost. When prices are good their returns are poorer than they should be, making it difficult to re-invest prudently or save for the rainy day.
The Premier League recorders
These are real business people. The stock counts balance, production performance is accurate and production costs are thorough and reliable. They know what their true costs are. They record data regularly and analyse it frequently. More importantly, they act immediately on what their analysis tells them.
A study of Teagasc Profit Monitor (PM) records show that most farms can accurately record non-feed costs, but many do not.
Previous analysis of the PM database showed that farms which recorded and analysed regularly (i.e. quarterly) compared with less frequent analysis had better growth rates, reduced feed intakes and more pigs produced per sow per year. Was this because the farms who keep regular records are more likely to do other things right on the farm or was it down to the record keeping itself? I think that a major part of it is down to the record keeping. The regular recording farms get into the routine of keeping the data which leads them into routine of making the necessary changes when a problem arises.
While the number of farms and sows in the Teagasc PM system is substantial (the 2023 analysis is from a total of 91 herds representing over 78,000 sows or 58% of the total Irish sow herd) there is room for improvement.
Question Time
How accurate are your records? The key question that will determine this is “How much does it currently cost you to produce 1kg deadweight?”
The Premier League record keepers will always know the answer.
What can be done for the other leagues? The key is to identify where they fall down.
The following may help:
Stock Counts
Full stock counts should be carried out, ideally every four weeks, but at least every 13 weeks (quarterly). Without accurate stock counts the records are meaningless. Errors will not be detected and problems will go unnoticed. False or inaccurate reports are likely to be generated.
Use recording sheets identifying pen numbers to make counting easier. Keep numbers chalked up over pens. In large groups, walk the pigs past the counter. Record the number once each pen is counted.
Feed Inventory
Record the quantity and value of the different feeds on hand at the start and end of the recording period.
Daily Events
Enter the Daily Events on the computer/record sheet each evening. This minimises the risk of error and saves time later compiling data for analysis. It also eliminates unnecessary duplication and makes calculation of weekly totals and stock numbers easier.
End of Each Week
Add up totals (computer may do this for you), calculate stock numbers, calculate production, update feed costs and enter details of all pig sales and purchases. Enter all non-feed costs. This is where some producers regularly fall down. These should include the following costs: healthcare, energy, artificial insemination, manure, transport, miscellaneous, labour/management, repairs, phone/office, repayments, interest, management, environmental, insurance, housing rent, contract finishing, water, dead pig disposal and building depreciation.
End of Recording Period
Ideally data should be analysed on a quarterly basis.
Short periods are fine but can produce unreliable results due to short-term variations in performance. Longer periods mean that problems are not identified quickly enough.
Full stock counts should be carried out, total all the weekly data (production, feed, sales, non-feed costs) and calculate feed usage. Check the stock balances immediately after the stock count. Try to account for “missing” pigs. These may well be deaths not recorded or could be internal transfers not recorded.
Analysis
Process the data using your on-farm recording system or get your advisor to process the data for you. Interpret the analysis, identify the problem areas and seek advice where the solutions are not immediately obvious. Involve your staff in the analysis review. Use the results to praise staff where a job has been done well. Where problems are identified use the analysis to show them to staff, seek their help in providing the solutions, set targets for the next recording period and use the analysis to see if the targets are met.
Keep accurate records, analyse them regularly and become one of the top producers!