Part 1
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Computers on the Farm
Farm Uses for Computers, How to Select Software and Hardware, and Online Information Sources in Agriculture
United States Department of Agriculture
Farmers' Bulletin Number 2277
Cover Photo: Fran and Brian Schnarre, a farm couple from Columbia, Missouri, working at their computer. _Photo by Duane Dailey, University of Missouri_.
Prepared by Office of Information, Office of Governmental and Public Affairs
=Issued March 1984=
Contents
Purpose of This Bulletin 5 What a Computer Can Do for You 5 Recordkeeping 6 Farm Management Analysis 6 Process Controllers 6 Telecommunications 7 Other Uses 7 Computers on the Farm 7 How to Choose a Microcomputer System 8 Strategies for Getting into Computers 9 Alternatives to Buying a Microcomputer 10 Information Available from Your County Extension Agent 10 How to Select Software 11 Checklist for Evaluating Software 11 Where to Look for Good Software 13 Compatibility Counts 13 How to Select Hardware 14 Checklist for Evaluating Hardware 14 Where to Look for Good Hardware 16 Types of Hardware 16 Components of a Microcomputer 17 Try It Out 18 Computers Need an Investment of Time and Money 19 Information Available Online from USDA, State, and Private Sources 20 Other Computer Development at USDA 30 Learning More about Computers on the Farm 32 Glossary of Computer Terms 34
=Computers on the Farm=
=by Deborah Takiff Smith=
=Purpose of This Bulletin=
How can a computer help you operate your farm better?
How do you select useful computer programs (software) and equipment (hardware)?
If you have a computer or plan to get one, what information can you obtain with your computer that will be useful for your farm operation?
This publication will help you answer such questions. It will help you evaluate and select a new system, or get more out of the one you already have.
The key components of computer systems you may want to know about are:
Hardware--the physical equipment itself.
Software--the computer programs on tape or disk, and
Online sources of information--such as current market and weather information and technical reports.
This publication offers guidelines to help farmers select hardware, software, and online information. (See the glossary at the end of this publication for definitions of specialized computer terms.)
=What a Computer Can Do for You=
You can use a microcomputer to help you--
Determine the most economical feed ration for dairy cows and other farm animals.
Schedule irrigation,
Get quick access to records,
Keep machinery inventories and depreciation schedules,
Help with tax records and making out income tax returns,
Keep livestock breeding and production records,
Keep a record of loans and cash flow to meet interest and principal payments,
Determine levels of earnings by working through a profit and loss statement and by calculating a percentage return to capital and a percentage return to equity,
Decide the optimum production choice for a particular farm in a given year, and the optimum combination of inputs to grow the crops or livestock chosen,
Store large amounts of data, and
Get current market and weather information if the microprocessor is connected via the telephone to data bases (see section on online services).
Software programs are also available in such areas as financial management, crop and field records, mailing lists for customers of certified seed and breeding stock, machinery purchase versus custom hiring, investment feasibility of building and livestock facilities, commodity price charts and tables, income taxation, marketing, soil conservation, and integrated pest management.
The computer and its associated software packages can help you do four kinds of work: (1) store and manipulate records, (2) provide analyses for management decisions, (3) control machines or monitor production, and (4) communicate faster with other people through their computers and data bases.
=Recordkeeping=
Many experts recommend that you start on a small scale, computerize one thing at a time, and learn as you go along--rather than trying to put information on your entire farm operation into the computer all at once. A good place to start is with farm records.
You can use microcomputers to keep track of financial records--such as cash flow, bank balances, accounts payable, accounts receivable, net worth statements, costs, and returns--as well as other records--such as livestock breeding and production reports, crop and field records, and mailing lists.
=Farm Management Analysis=
After computerizing the farm records, the next step would be to do simple analyses on the microprocessor. A good place to start is by analyzing data already stored in the computer or available in the files.
For example, you could use the recordkeeping capabilities of the computer to record and depreciate equipment, and to decide whether it is cheaper to lease or buy farm equipment.
General software is available to help you with accounting and bookkeeping, basic business functions.
=Process Controllers=
Besides analyzing farm management problems and storing data, computers have another key use--as process controllers. They can control such devices as pumps and gates, record milk output per cow, and control grain drying.
To save water and energy, some farmers have switched to sophisticated irrigation scheduling by programing their computers to read the moisture in the soil, the weather, and the humidity, and to provide information on a plant's age and irrigation needs. The computer then tells the farmer when to water a crop and for how long--and can even turn the water on and off.
=Telecommunications=
You can also use a computer as an up-to-date source for communication, linking you to banks of information that are available almost instantaneously from public and private online information sources. With the computer hooked up to the telephone, you can get information quickly, receive it visually, and record it in detail if you wish.
Some key information sources are listed on page 20 of this bulletin.
=Other Uses=
Farm families can use microcomputers the same way other families do--to plan the family budget, keep an inventory of household furnishings, keep track of recipes, keep mailing lists, turn lights and heat on and off, type homework and other documents, learn new skills, and play games.
=Computers on the Farm=
Most of the computers farmers are getting are microcomputers, also called home computers or personal computers. They are the basis of the "computer revolution" that has been occurring since the late 1970's and they are the focus of this publication.
Many farmers, especially the owners of the larger farms, already have computers. But you don't have to be a large farmer to afford a microcomputer. Computers can be useful in almost all areas of a farming operation--helping you decide what, when, and how to plant; how to sell; and how to arrange the farm business to be more efficient and more profitable.
The computer can supplement the calculator, typewriter, and file cabinet. And it can send and receive written or graphic messages by telephone (in most areas of the country) that might be too long or complex to do verbally.
A computer can be very useful when repetitive analyses are needed or when data storage is important, as with financial records or daily milk output per cow.
More and more, farming requires sophisticated management decisions and management of basic resources, including land, water, labor, production inputs, and capital. These are the kinds of decisions the computer can help you make faster and more cost-effectively.
Although a computer program for your farm operation could make recordkeeping and analysis easier and improve your ability to manage, it might be hard to measure these improvements in dollars. But the dollars you save by having better information on when to sell a crop, how to monitor the business, and how to diagnose a problem before it gets out of control might pay for the computer. Farmers and ranchers with large feedlot or other livestock operations might find that a feed formulation program could cut costs enough to pay for the computer system within a few months.
=How to Choose a Microcomputer System=
Should you buy a microcomputer? How do you decide on a system that's best for you? Here are some factors to consider in making these decisions.
The first step is to think about your needs. What would you do with your computer system? How would you actually use it to help you run your operation better? List your primary needs, the important things you want to do right away with your computer. Then, think of secondary needs--things you might do in the future once you have a computer.
Once you've identified your needs, the next step is to shop around--to find some software that fulfills your needs and to see some systems in operation. Go to computer stores or get in touch with the salespeople in your area. You could decide to have custom programs written for your operation, but they will be significantly more expensive than programs that have already been developed.
Talk to other farmers, ranchers, extension and university specialists, and business people who are using microcomputers. Find out what software they are using. Do some research (by reading books or magazines, taking a course or seminar, or visiting a trade show) so you'll be an informed customer when you shop seriously.
Many computer experts strongly recommend against buying a computer first and then shopping for the software packages. So identify your needs and select the software packages or materials that will help you do what you want to with your computer. Then find the hardware to run the programs.
=The Computer Revolution=
"The advent of computers to farm management ... is already underway and seems likely to have a powerful influence," said USDA historian Wayne Rasmussen in 1982. "The computer should lead to more efficient management of machines and energy and should help in other farming operations such as cost accounting, mixing feed rations and applying fertilizers and other resources efficiently. Some farmers now have computers of their own, and many others have access to computer systems through their county agricultural agents," Rasmussen pointed out.
The computer can be seen as the "third revolution" in American farming. The first revolution was the use of the horse, which added animal power to human power. The second was the switch from the horse to the tractor, which again expanded the power an individual could wield. But the computer is a different kind of technological advance because it adds to the farmer's power to manage.
By 1990, the computer will probably be as important a part of a commercial farmer's operation as the pickup truck. Farmers may flip on their computers first thing in the morning--instead of their radios--to get the latest market prices. They can get a rundown on weather and growing conditions for major worldwide production areas; pertinent data on prices, market conditions, credit terms, transportation and storage rates, and related forecasts; and finally a list of priorities each day to take advantage of these conditions.
Getting the right system--the combination of hardware (the physical equipment) and software (the computer programs)--is the problem farmers must solve before they can make the most of the computer revolution.
=Strategies for Getting Into Computers=
If you're interested in getting your farm's operations computerized, and you're just starting, you could choose various strategies for doing so. One way is to first buy the basic hardware and components you think you need, and then add memory and other components later. If you do that, be sure you can add additional disk drives, memory, and a printer to your computer, all at a reasonable cost.
What can you do with a small computer once you outgrow it, and you want to get a bigger one? You might want to use your older computer in a small, specialized farm operation, or keep it to retrieve and analyze records that you stored on the old equipment. Other alternatives would be to trade it in on a larger computer, advertise to sell it through the local want-ads, trade or sell it to a friend or neighbor, keep the small computer for someone else in the family (perhaps a game-playing youngster), or donate it to a local school or religious or charitable group and take a tax write-off.
The farm of the future may have many computers, some for specific functions such as irrigation scheduling or dairy operations, and one for financial records. Having several computers would help farmers deal with the problem of malfunctioning computers, so that the whole farm would not be shut down if one computer goes down.
=Alternatives to Buying a Microcomputer=
You might consider alternatives to buying a computer. You may be able to lease one to see what it will do for you, and use it until your needs make it worthwhile to buy one. Prices keep coming down. The best time to buy is when you find you can profitably make use of a computer. Even though it becomes technically obsolete, it will still do for you what you purchased it for.
A programmable calculator may be an appropriate tool that is much less costly then a microcomputer.
If you like what a computer can do for your operation but aren't ready to buy one or to use it yourself, you might hire a consultant to help you select an appropriate system. Or you might retain an accountant or computer consultant to run the financial analysis programs you need. This kind of service gives quick results, and relieves you of having to do it yourself.
=Information available From Your County Extension Agent=
State Cooperative Extension Services are helping States provide computers for county offices. Many State Extension Services already have computers in nearly every county Extension office.
If you are considering buying or leasing a computer system, or want software or timesharing services to make the most of the system you have, a good place to go is to your State or county Extension office. In many States, county Extension offices have terminals connecting them to mainframe computers; some have microcomputers which give them access to information on crop management, animal production, and marketing.
The county Extension staff can tell you what is available online in your area that is tailored to your kind of farming and your region. The Extension staff will also be able to tell you the software programs applicable in your State. Many State Extension offices have publications on computers, and others have or are developing online information networks linking farmers and other users to the State university mainframe computer and its data base.
State Extension specialists are a logical place to start when looking for software that is appropriate to your needs. Many State Extension computer and agricultural experts have produced software materials that are available, and the county agent will know about them.
In some cases the county Extension office can lend you software. If you don't have a computer, the Extension office may be able to run programs for you, choosing the appropriate software available and plugging in the precise conditions and problems on your farming or ranching operation. Or they may be able to use the computer to search for information you need, perhaps communicating with a large State, regional, or national data base.
As lower cost computers with improved software have become available, an increasing number of people are turning to their State Cooperative Extension Services for training in computer fundamentals, equipment selection, and software evaluation. County agents can help people find what is available, but they probably will not be preparing software programs themselves.
=How to Select Software=
The key criteria for selecting good software are the following: Does it meet your needs? Does it do what it says it will do? And does it have good support documentation?
=Checklist for Evaluating Software=
Here are some factors to consider when evaluating and comparing software:
=Documentation.= Look at the "documentation" or the written (paper) materials that come with your program. These should explain clearly what the program does and what you have to do to use it.
=Ease of Use.= Is the program fairly easy to use? Does it guide you through the program?
=Instructions.= Another factor you should consider in evaluating software is the instructions. Are there instructions in the program or in the written documentation? Are they readable? You should be sure you understand how to operate the program.
=Help.= What help can you get if you run into problems? Does the program have a "help" function? When you don't know how to answer a question or need help, can you turn to a separate part of the computer program or to a part of the accompanying documentation to answer your question? Is there a company phone-in service you can call if you need help?
Some software programs may come to you with bugs (errors) in them. Find out what backup services are available. Is there a hotline you can call for help if the program has a problem you can't solve? Does the company provide updated versions periodically? Are they free or at nominal cost?
=Compatibility with Hardware.= Is the software compatible with hardware you already have, or does it run on an operating system you can use with your hardware?
Some computers use tape cassettes, like audio tape you use on a tape recorder. The most standard storage medium for programs and data is the floppy diskette, which looks like a soft phonograph record. The diskette comes in several sizes--the most common are 8 inches and 5ΒΌ inches. A newer possibility is the 8-inch hard disk. The hard disk may be used for storage, but you buy the software on a floppy disk and transfer it.
=Memory.= Does your computer have enough memory to run the program?
=Recommendation.= Does the program come from a reputable source, or does it come with a recommendation from someone you trust?
=Effectiveness.= Does the program do what you want it to do correctly and consistently?
=Where to Look for Good Software=
Where do you find good software? Some farmers and ranchers write their own programs or pay a programmer to write a custom program. But most get existing programs either from State Extension sources or from commercial outlets.
Many operations farmers need to perform on a computer can be done by using generalized software packages readily available through commercial sources.
Check with your County Extension Agent. He or she may know of the programs that have been tailored for your operation. The Extension Service has published a directory of agricultural software programs produced by State Extension Services, entitled "Updated Inventory of Agricultural Computer Programs."[A]
[Footnote A: To order a copy, send $3.50, payable to the University of Florida, to
Administrative Services Institute of Food and Agricultural Sciences (IFAS) Bldg. 664 University of Florida Gainesville, FL ]
There are also various private directories of software that is compatible for particular equipment. You can get these programs at computer stores or through mail-order sources. Many trade journals carry ads of agricultural software vendors.
The land-grant university in your State may have computer programs available for farmers at nominal cost. Many States have produced extensive computer software. There are also many commercial software houses that produce computer programs in the field of agriculture. The best programs are written by people who combine strong expertise in the agricultural subject matter with the ability to write good computer programs that are relatively "friendly" or easy to use.
The 1980's have seen a big jump in the number, quality, and friendliness of agricultural software. But you still need to evaluate carefully the programs you are considering. Remember that software selection and evaluation are important factors to consider when planning a computer system for your farm.
=Compatibility Counts=
Computers and marriages should share one thing in common: Compatibility. If it's not there, the system won't work.
Not all hardware and software are compatible. In fact, hundreds of producers of computer equipment and computer programs are in the market, and there are few across-the-board standards. So it's important to get hardware and software that are compatible.
Software, or the computer programs themselves, are not like records that can be played on any record player. They have to be compatible with the hardware in terms of the programing language used, operating system, size, format, and other factors.
Try to find a store in your area where you will get the expertise you need to obtain the right combination of software and hardware to meet your needs.
When you buy a computer, find out whether it comes with a standard operating language that will allow you to use a wide variety of programs written in different languages on your computer. Even then, you may find that a disk that supposedly works with that operating language will not work on your machine.
=How to Select Hardware=
=Checklist for Evaluating Hardware=
Here are some factors to consider when evaluating and comparing hardware:
=Software.= The first questions to ask are, "What software do you plan to use?" and "Which computer will run that program?"
Does the computer come with a standard operating system so that it will be compatible with a range of software programs?
=Memory.= How much memory, or information storage capacity, do you need? The computer's memory is measured in kilobytes (abbreviated K), and most computers come in sizes ranging from 2K up to 256K. (A kilobyte is equal to roughly 1,000 characters.) You need to know the software program you will use and your recordkeeping requirements to accurately estimate the capacity of the equipment you need.
Some agricultural programs use 48K or 64K of memory. User friendly programs, which require little training to use and which guide you through the program, may be easier; but they may require more memory for the program itself, leaving you less storage space or memory for the data.
=Computation.= What kind of computational ability do you want your computer to have? Will it serve the computing needs you have identified for now and later?