Management of Internal Control Systems (ICS) using “Ecert · Internal Control Systems (ICS) using ... – farm code – standards – valid until – photo of farmer – date of

1 www.organic-services.com

Management of Internal Control Systems (ICS)

using “Ecert® Grower Group Certification”

Frank Gerriets, Director Organic Services GmbH [email protected]

Mareike Brandt, Project assistant Organic Services GmbH [email protected]

www.organic-services.com

mailto:[email protected]�


http://www.organic-services.com/�


Starting point: solving the main challenges of ICS systems

The systematic application and documentation of internal control and certification 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 preparation for external inspection and many more


Ecert® Grower Group Certification – background information

developed from 2009-2012 with support of the German Development Bank (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 started with Naturland, IBD, IMO and groups in Latin America, East Africa, India and South-East Asia


Ecert -> Ecert® Grower Group Certification

Ecert has already been operational for years and is a reliable, professional IT system for audit management

adaptation to ICS requirements – downsizing – change of wording e.g. external to internal audits

presetting of standards – private and public regulations (organic, fair trade,

sustainable) development of a combined checklist

– management tool which generates checklists dynamically per operator depending on standard and production

presetting of pdf reports and data exports for external certification audit

central updates in case of future changes in standards


www.youtube.com: searching for „Ecert grower group certification“


IT infrastructure, security and support


Organic Services

Third-party

certification body

Non-governmental organisation

Processing or

trading company

Consultancy

Grower group organisation

Grower Group organisation*

Implementation partner

Distribution and operating system

* Under certain circumstances, small farmer groups themselves can be the implementation partner.


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 will continue to work paper based or using mobile devices (notebook, tablet)


Reports and exports

Reports in English, Spanish and other languages – farmer lists per standard, crops, last inspection,

inspector etc. – farmer membership card (ID-card) – inspectors list

Excel data: – non-conformities and corrective actions


Two parts are included

Farm inspections ICS management


Login via internet

no hardware maintenance on your side no installation daily backup and on-going maintenance updates in case of changing of standards full support


Documentation of farm production and internal inspections

All contacts in the system – farmer – inspector – ICS manager – others



Farm data – contact data – crops and yields – livestock (if applicable) – standards applied – inspections conducted – file upload (maps, documents etc.) – results

• certification status per standard and crop • non-conformities and due dates


Most important information available at main page of a contact

1

1. 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

4 3

2 5


Tabs available for farmers: Numbers

Numbers: – relevant for internal administration

(membership number, local ID number etc.) and for data exchange with third party systems


Tabs available for farmers: Functions/characteristics

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


Tabs available for farmers: Crops

Crops: – list of all fields

• crops and yields • last application • GPS Data • start of organic production


Tabs available for farmers: Standards

Standards: – fair, organic, GLOBALG.A.P. etc.

• starting date, end date • inspection body (the group or

sub-divisions)


Tabs available for farmers: Inspection

Inspection: – all inspections are listed

• inspection date • inspector • open inspection workflow and

data with double click


Tabs available for farmers: Certification

Certification: – all certification results are listed

• incl. inspector’s results • per standard • historical data


Tabs available for farmers: Corrective actions

Lists of: – non-conformities – corrective actions – due dates – assigned inspector

Export to Excel possible


Reports for printing 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


Reports for printing or mailing

Reports can be printed or saved as pdf Available in multiple languages


Reports for printing or mailing: farmer list, all standards

List displaying farmers and key data including to which standard the farmer is in compliance with, contact data, total ha, commercial use, last inspector and date of last inspection


Reports for printing or mailing: farmer list EU organic

List displaying farmers who are producing in compliance with EU organic standard; per year, with surface commercial use/subsistence; list per standard available


Reports for printing or mailing: crop list last 3 years

List of fields/plots/paddocks with – surface – crop – certification status per standard – estimated yield of current crop – date of last chemical input


Reports for printing or mailing: Identity 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



Inspector’s data – contact data – trainings and accreditations – conflicts of interest – regional scope – languages


Tabs available for inspectors

Inspector’s data – inspection body – trainings – conflicts of interest



Inspection checklists available per farmer with data from last inspection – non-conformities – dynamic generation of questions according to

production

Inspection results documented on paper (and are entered by administration staff after inspection) or on mobile devices

Approval by ICS manager


Inspection checklist documents findings and allows follow up


Non-conformities and corrective actions per farmer

Each non-conformity is saved and easily traced


Non-conformities and corrective actions for all farmers

Exportable to Excel Enables follow up



ICS manager – crosschecking of findings from internal inspection – final approval – follow-up of non-conformities – conflicts of interest – preparation for external certification visit



Others – Administration

• member lists • buyers • and other relevant contact data

– Documentation and planning • volumes per standard


Two parts are included

Farm inspections ICS management


ICS management

ICS management checklist assures completeness and availability of required documentation for external certification visit – list of inspectors – training and accreditation of inspectors and staff,

conflicts of interest – certification status, non-conformities and corrective

actions of farmers – impact on marketing


Checklist for internal requirements of the ICS


Checklist for internal requirements of the ICS


Control points of the checklists with additional notes per CP


To be added in future

ERP system for tracking volumes traceability features internet browser technology local installation with update service


Contact the integrity and certification experts:

Frank Gerriets [email protected], cell +49 163 869 1843 Mareike Brandt [email protected], phone +49 89 820 759-03

Organic Services is the Global Sales Partner of Intact Consult

www.organic-services.com www.intact.at






http://www.intact.at/�


Organic Services – www.organic-services.com

Organic Services offers: Strategies, policies and business development; Project development and management includes application and reporting; Market studies address specific interests and realistic analyses; Support to companies in global sourcing; Consultancy in sustainability, CSR, Fair Trade and long-term value chain

commitments; Intact Consult GmbH software based management solutions along the

supply chain; Ecert® cloud services; implementation, consulting, training; Support and establishment of quality management systems, standard

setting, certification and accreditation systems; Event organization (e.g. BioFach Congress), own conferences, study tours,

and consults fairs; Communication management for efficient internal and external positioning; Support for Natural and Organic Cosmetics’ companies in sourcing and

market access; Consultancy in Organic Aquaculture and Sustainable Seafood throughout

the supply chain; Snow Leopard Projects GmbH biogas plants for fiber rich biomass; and other services on request.

Documents

Management of Internal Control Systems (ICS) using “Ecert · Internal Control Systems (ICS) using ... – farm code – standards – valid until – photo of farmer – date of