Software module for the certification of smallholder groups

Transcription

1 Software module for the certification of smallholder groups

2 Definition: What is an ICS? Internal Control System (ICS): ICS is a procedure for managing groups of smallholders, for internally controlling their adherence to public or private standards* and for certifying them by an external auditor - as opposed to certifying each farmer individually * organic (public and private), fair, Utz etc. 2

3 Principles of an Internal Control System The responsibility for the regular inspection of each member of the smallholder group is transferred from the external certification body to the group The organisation of the group s internal control and certification procedure is carried out by the group itself The external certification body confines itself to reviewing the implementation and operation of the ICS and to conduct a predefined number of external spot checks 3

4 Advantages of the ICS It permits the certifiaction of smallholders as a group according to the applicable standards and thus reduces costs Smallholder groups obtain a structured and at the same time safe quality assurance system The group certification allows smallholders to access international markets at competitive prices 4

5 Challenges for smallholders The systematic application and documentation of internal control and certification procedures is complex: Number of members Question of reading and writing skills, education Risk of loosing or retrieving data Timeliness of data Completeness and comprehensibility of the documentation Risk of loosing expertise Multi-certification (organic, fair, Utz, etc.): Different standard requirements for production, processing and certification procedures, duplication of data collection And others 5

6 PPP-Project: Group Integrity Sponsor/investor: Deutsche Investitions- und Entwicklungsgesellschaft mbh, DEG Project partners: CERES - Certification of Environmental Standards GmbH Intact Consult GmbH Organic Services GmbH In collacoration with: IBD - Instituto Biodinâmico IMO - Institute for Marketecology Naturland - Verband für ökologischen Landbau e.v. Ecocert 6

7 PPP Projects 1 & 2 Project 1 / Development of a web-based administration and internal control program for certified small farmer organizations Partner countries (Bolivia, Ecuador, Colombia) Project 2 / International launch of Group Integrity with implementation partners (IP) and smallholder groups (KBG) Global approach with focus on selected countries in Africa, Asia and Latin America 7

8 Objectives of the PPP project (I) Development of a software-based management and documentation system Facilitates the internal administration of smallholder groups through a database, checklists, reports, and data export Supports smallholder organizations worldwide in the compliance with / implementation of various standard requirements Supports smallholder groups in the organization of the inspection and certification process Helps to minimize problems with the external control and certification 8

9 Objectives of the PPP project (II) Adaptation of Ecert * to the requirements of smallholder groups: Preparation of the contract specifications Development of a trial version Trial with two pilot groups in Latin America Fine-tuning of software components: Administration, internal control and certification Performing an external certification: Practical application in nine additional smallholder groups *ECERT is a database-driven audit management and CRM software, online and offline, developed by Intact Consult GmbH, Austria 9

10 Selected grower groups in Latin America Producer Groups in November 2011: Ecuador and Colombia April May 2012: Nine additional organizations in Ecuador, Colombia, Bolivia and Paraguay Internal testing of the system Further development of the software: checklists, certificates and ICS Management Practical application 10

11 Group Integrity Default settings and special features: Slimmer version of Ecert Limitation of modules to those that are relevant for internal use Change of wording For a better understanding on the part of the user Pre-set PDF reports and data export For less complicated external certification audits Selection of standards Includes private and public guidelines 11

12 Group Integrity combined checklist Combined checklist merging different standards Management tool for the creation of specific checklists depending on the standards package of the group 12

13 Group Integrity Distribution and operating system Organic Services Implementation partner Consultancy Third-party Governmental Processing or certification /Nongovernmental trading body company organisation Grower Group organisation* Grower Group organisation * Under certain circumstances, grower groups themselves can be the implementation partner. 13

14 Group Integrity Services and benefits Professional software based on Ecert Used internationally by reputable certifiers No installation required, access via internet Multilingual interface Annual update of the software, including the latest version of the standards User Manual in English, Spanish and Portuguese (other languages to follow) Video tutorials for using the software 14

15 Group Integrity Training and support Training and support of the implementation partner by Organic Services, on-site and / or through video conferences Training and support of ICS officers in the smallholder group through the implementation partner Training of internal inspectors by the implementation partner in case of on-line data entry Data migration by Organic Services 15

16 Group Integrity Distribution and operating system Organic Services Implementation partner Consultancy Third-party Governmental Processing or certification /Nongovernmental trading body company organisation Grower Group organisation* Grower Group organisation * Under certain circumstances, grower groups themselves can be the implementation partner. 16

17 Benefits of the cooperation on site with global backup Implementation partner is located in the same region or even in the same country Can be on site quickly Works with the same time zone Can provide support in local languages Pays local wages and other operating costs Can offer services cheaper than Organic Services Backup in case of problems is provided by Organic Services 17

18 Benefits of Group Integrity Reliability in the administration and documentation of the ICS, even when personnel changes Comprehensibility of the inspection and certification process across all stages of the ICS Structured cooperation with the external certification body Security of stored data (no risk of loss) Easy, centrally initiated updating of the system Improved competitiveness of smallholder groups as against big structures in markets Lower costs 18

19 Organic Services Implementation Partner Consultancy Third-party certification body Nongovernmental organisation Processing or trading company Smallholder organisation* Smallholder organisation * Under certain circumstances, small farmer groups themselves can be the implementation partner. 19

20 Benefits of Group Integrity for certification bodies Comprehensive and transparent documentation of the ICS Data is based on the latest information available in real time Comprehensibility of the internal control with tracking of conditions and sanctions Significantly increased certification integrity Less rework for the certification body Less risk Lower costs 20

21 Organic Services Implementation Partners Consultancy Third-party certification body Nongovernmental organisation Processing or trading company Smallholder organisation* Smallholder organisation * Under certain circumstances, small farmer groups themselves can be the implementation partner. 21

22 Benefits of Group Integrity for processors/retailers Daily updated lists of suppliers Speediness at increased product safety and quality Less time and effort for data collection, reworking, self- audits, sample taking and laboratory analyses Lower risk Growing reputation in the market through transparency and integrity Better market opportunities 22

23 Group Integrity Technical aspects Access through a computer with an online connection Hosted by a professional data processing center with reliable access and 24/7-availibility The central structure ensures optimal support and ongoing software updates Guaranteed data separation and security through multiclient system technology Data from other implementation partner or grower groups are safe and can not be viewed by other users 23

24 Group Integrity Technical aspects The multi-client system allows for the classification of people from different sectors and for the assignment of individual user rights to them Different data can be viewed and edited by different users Implementation partner and grower groups work with the same software, but can only access specific, preset data sets The system offers flexibility and individual control 24

25 IT infrastructure, security and support 25

26 Group Integrity Financial conditions One-time setup fee (one suer per organization included) An annual fee for support and training One-time setup fee for each grower group An annual fee depending on the number of members of the group, see schedule below Additional suers can be added anytime 26

27 Group Integrity Financial conditions Initial fee I. Initial fee / Implementation Partner II. Initial fee / grower group 990 Annual user fee I. Annual fee / Implementation Partner II. Annual user fee per group (depending on group size, see schedule) <100 members members members members members > miemmembersbros

28 Further Information on Group Integrity Group Integrity Website Website of Organic Services on the PPP Project Website of CERES on the PPP Project Website of IFOAM on Internal Control Systems 28