In the ranching business, accurate inventory tracking
and business planning can mean life or death -- literally. Carefully planned and
managed grazing patterns, pesticide use, inoculations, and windmill information
are all "lifeline" data for the ranch owner. By using Microsoft® Windows®
95 and Office for Windows 95, SKML Ranch has gained a competitive advantage and
improved bottom-line business results by:
- Developing a comprehensive ranch management system
- Maintaining a running inventory of all aspects of the ranch
- Reducing redundant processing of data and paper waste
- Systematically analyzing data and planning for the future
Fending for yourself in the computer age
SKML Ranch is an 11,840 acre ranch in San Angelo, Texas. The ranch raises angora
goats (raised for mohair), meat goats, and commercial cattle. There are well over
1,000 animals on the ranch. Judie Clark, SKML Ranch Manager, is a fourth
generation rancher -- her family roots in this business go back to the early
1900s. About four years ago, the death of Judie’s brother left the ranch without
a seasoned manager. After a series of unsuccessful hires and poor business
results, Judie took over as manager in February, 1995.
At the time, the business was losing money and in dire need of an effective
management system. The existing paper and pencil systems simply could not handle
the complex and changing conditions of the ranch. Judie invested in a computer
and printer and decided her next step would be to purchase cattle tracking
software. However, at $600, she couldn’t afford the specialized program. So she
decided instead to build her own tracking system.
Judie started with a relatively small test -- to use the tools in Microsoft Works
(which came pre-installed on her computer along with Windows 95) to develop a
system to track the maintenance and service needs of the 12 windmills on the
ranch. After the test proved successful, she purchased the of Microsoft Office
suite for Windows 95 programs and developed a complete ranch management database
from scratch.
When asked how she developed the database, Judie laughs and says, "trial and
error!" She simply set her mind to it and set aside two to three hours each night
to make it happen. She experimented with Microsoft Works until she could figured
out how to make it work for her needs, turning occasionally to the on-line help
when she couldn’t find the solution on her own. It took her approximately one
week to put together her tracking systems.
Keeping the wolves at bay
Today, SKML Ranch utilizes many Microsoft technologies to manage the business. A
comprehensive spreadsheet Judie created in Microsoft Excel tracks key data about
the pastures, the number of animals in each pasture, grazing patterns, pesticide
use, births and weights of calves and goats, number of animals killed by
predators, animals sold, and the like. Judie enters information into the
spreadsheet as events occur and then generates valuable monthly reports. Judie
explained, "This was the first time that my mother and our accountant had seen
any kind of business report for the ranch." Reports of past performance help
Judie plan efficiently and economically for the future.
Judie also is conscientious about the health of the animals and the environmental
impact of ranching on the land. For example, she carefully monitors grazing and
pesticide use. In the past, the system was subjective and prone to human error.
With Microsoft Office-based tracking system Judie accurately monitors existing
conditions and plans for the future by analyzing these records.
She also uses Microsoft Excel to keep expense records. She modified the existing
templates to meet her business needs and records items such as feed, supplies,
medical expenses, veterinarian bills, and equipment expenses. Plus, she scans all
of her receipts and records, such as mohair shearing records, into the computer.
This alleviates paper clutter and provides instant access to information.
SKML Ranch is also connected to the Internet. Judie relies on MSN®, The
Microsoft Network, for instant access to information and other ranchers across
the world. For example, she recently corresponded with a rancher in Australia to
share tips. She also reads online ranch and agricultural magazines and checks the
weather daily. Weather is an important factor for her business. Judie explained,
"It’s not very cost effective to schedule six cowboys to work and then have them
rained out."
Raising a healthy profit
Judie has been able to track a number of benefits to the bottom-line as a result
of her "do-it-yourself" tracking system. For example, the system correctly
differentiates between the depreciation of purchased cattle and raised cattle, so
that Judie can now identify and monitor these differences and develop appropriate
financial schedules.
Microsoft software also greatly assists Judie in meeting immediate and future
business goals. Instant access to information allows her to make wise business
decisions. She plans to continue to modify her spreadsheets and develop new ones
as her business grows and changes. In fact, one of the features she likes best
about Microsoft Excel is the ability to easily add new data and modify existing
spreadsheets.
"In the ranching business," explained Judie, "it is a big deal to break even and
it is a stellar year if you actually make a profit." When asked about the
benefits SKML Ranch has realized since creating and implementing its ranch
management system, Judie simply states, "This is the first year the ranch will
make a profit."
Enough said.
SKML Ranch uses the following Microsoft products:
Microsoft Windows 95
Microsoft Office for Windows 95
Microsoft Works
MSN, The Microsoft Network