How To Manage An Organic Production System

Transcription

1 Management of Internal Control Systems (ICS) using the Group Certification Management Tool Mareike Brandt, Organic Services GmbH 1

2 Today s agenda Short overview Video / Screen shot presentation Frequently asked questions Requirements for groups Next steps 2

3 Star.ng point: Solving the main challenges of ICS The systematic application and documentation of internal control procedures is complex: number of members tracking of crops and volumes tracking of internal inspections tracking of non-conformities tracking of conflicts of interest documentation of trainings managing multiple standards and many more 3

4 Development of Group Cer.fica.on Management Tool Developed from with support of the DEG Implemented by CERES, Organic Services and Intact with expertise of IMO, IBD, Ecocert, Naturland and others Pilot tests in Latin America Global launch at BioFach 2013 Commercial use starts with Naturland, IBD, IMO and groups in Latin America, East Africa, India and South-East Asia 4

5 Our solu.on: Group Cer.fica.on Management Tool Based on Ecert - professional IT system for audit management Adaptation to ICS requirements Presetting of standards Development of a combined checklist Presetting of pdf reports and data exports for external certification audit Central updates in case of future changes in standards 5

6 Our solu.on: Group Cer.fica.on Management Tool Database to enter An infinite number of members All crops grown, potential and actual yields All standards applied All internal inspections conducted All non-conformities discovered, with due dates All conflicts of interest All trainings completed Combined checklist to manage multiple standards Reports and data export to prepare a trouble-free external inspection 6

7 Login via internet no hardware maintenance on your side no installation daily backup and on-going maintenance updates in case of change in standards full support 7

8 Two parts: Farm inspec.ons and ICS management Part 1: Farm inspections Farm data: contact data crops and yields standards applied inspections conducted Results, including non-conformities file upload (maps, documents etc.) Inspection and certification workflow 8

9 Most important informa.on available at main page Sidebar with functions and characteristics 2. Contact data, including GPS data and GEO codes 3. Functions and characteristics Impact on what data are available Easy to find contacts with same functions 4. Additional functions and characteristics 5. Standards 9

10 Tabs available for farmers: Numbers Numbers: relevant for internal administration (membership number, local ID number etc.) and for data exchange with third party systems 10

11 Tabs available for farmers: Func.ons/characteris.cs Functions/characteristics type of contact such as farmer, inspector etc. entries have an impact on the tabs shown at the toolbar each contact can have several functions/ characteristics 11

12 Tabs available for farmers: Crops Crops: list of all fields crops and yields last application of inputs GPS Data start of organic production 12

13 Tabs available for farmers: Standards Standards: fair, organic, GLOBALG.A.P. etc. starting date contract status 13

14 Tabs available for farmers: Inspec.on Inspection: all inspections are listed inspection date inspector open inspection workflow and data with double click 14

15 Tabs available for farmers: Cer.fica.on Certification: all certification results are listed incl. inspector s results per standard and per crop historical data 15

16 Tabs available for farmers: Correc.ve ac.ons Lists of: non-conformities corrective actions due dates assigned inspector Export to Excel possible 16

17 Documenta.on of internal inspec.ons: Checklist Combined checklist - dynamic generation of questions according to production standards applied Tracking of non-conformities and measures/ sanctions Adding of memos and documents Available per farmer with data from last inspection Inspection results documented on paper (and are entered by administration staff after inspection) or on mobile devices Approval by ICS manager 17

18 Checklist documents findings and allows follow- up 18

19 Non- conformi.es and correc.ve ac.ons per farmer Each non-conformity is saved and easily traced 19

20 Non- conformi.es and correc.ve ac.ons for all farmers Exportable to Excel Enables follow-up 20

21 Tabs available for inspectors/ics managers Inspector s data contact data numbers functions (roles, password) 21

22 Tabs available for inspectors/ics managers Inspector s data conflicts of interest training standards inspections types 22

23 Reports for prin.ng or mailing Reports on mouse click farmer list per year per standard all standards crop list per year contact list ID card with certification status 23

24 Reports for prin.ng or mailing Reports can be printed or saved as pdf Available in multiple languages 24

25 Reports for prin.ng or mailing: farmer list, all standards List displaying farmers and key data including standards the farmer is in compliance with, contact data, total ha, commercial use, last inspector and date of last inspection 25

26 Reports for prin.ng or mailing: farmer list EU organic List displaying farmers who are producing in compliance with EU organic standard; per year 26

27 Reports for prin.ng or mailing: crop list last 3 years List of fields/plots/paddocks with size crop certification status per standard estimated yield of current crop date of last chemical input 27

28 Reports for prin.ng or mailing: Iden.ty card ID card displaying contact data farm code standards valid until photo of farmer date of birth of farmer ID card can be used as supply record by having it available at the warehouse. Every supply is noted and therefore traceable ID card facilitates supply and storage according to standards 28

29 Two parts are included ü Farm inspections ICS management 29

30 ICS management ICS management checklist assures completeness and availability of required documentation for external certification visit ICS Management documents Information on training and accreditation of inspectors and staff, conflicts of interest certification status, non-conformities and corrective actions of farmers 30

31 Checklist for internal requirements of the ICS 31

32 Checklist for internal requirements of the ICS 32

33 Control points of the checklists with addi.onal notes per CP 33

34 Frequently asked ques.ons Languages Data security Cost 34

35 FAQ - Languages Currently available in English and Spanish Will be translated into French and Portuguese Can be adapted to any other language, for example Kiswahili 35

36 FAQ - Data security 36

37 FAQ - Costs For the implementation partner One-time setup fee (one user per organization included) An annual fee for support and training One-time setup fee for each grower group An annual fee depending on the size of the group Depending on structure and size of business, individual contracts can be negotiated Fee schedule Setup fee in Annual fee in Implementation partner Grower group < 100 members < < < >

38 Distribu.on and opera.ng system Organic Services Implementation partner Consultancy Third-party certification body Nongovernmental organisation Processing or trading company Grower Group organisation* Grower group organisation * Under certain circumstances, small farmer groups themselves can be the implementation partner. 38

39 Requirements for grower groups to use the system Local implementation partner initial training for the grower group ongoing support Reliable IT equipment in the office power, internet, printer etc. Internal inspectors can work paper-based or using mobile devices (notebook, tablet) 39

40 To be added in future ERP system for tracking volumes traceability features local installation with update service 40

41 Next steps Speak to us Find further information and video presentation on our website: /groupcertification.html 41

42 Contact Mr Frank Gerriets cell Ms Mareike Brandt phone cell Organic Services is the Global Sales Partner of Intact Consult 42