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Company section

System functionality

1

Farm level

For each farm and each crop:

• Automated budgeting functionality (although customizable)
• Overall Budget over crop cycle > Monthly budget breakdown > Weekly budget breakdown
• Land size under production for each crop

Crop protection calendar:

• Automation of activities required per week (i.e., we should be able    to have a breakdown of planned farm activities per week).
• Checkbox planned activities against actual activities
• Farm health status based on above
• Weekly farm report functionality (spraying, incidents…etc.)
• Line by line budget functionality, (for kgs, liters, bags, etc.). It should include the breakdown per month and per week and then be able totally for the total product
• Reconciliation of farm expenses vs the budgets, show deviationsand percentages and give alerts
• Weekly reconciliations vs what was estimated in the budget, the system would keep track of the budget
• Crop calendar, to be able to accurately give the timelines of when to expect harvesting and when planting has been done, and also provide alerts as to when the production season is coming to an end so that the team knows

Casuals management functionality:

• Planned casuals cost based on activity
• Actual cost paid to casuals and variance functionality to budgeted (above)
• Casuals recording and payment system
• Production plan, keep accurate information on expected production for the all the crops to be able to give an accurate indication

Harvesting records, look at what is actually produced from the farm on a weekly basis so that you are able to see production plan vs the harvesting records. To include the grading for each of the various products

• Inventory management, what is in the Head Office inventory, what has been given to each of the farms. For chemicals, fertilizers, seeds, Personal Protection Equipment (PPE), etc.
• Functionality to be able to plan and create supply plan and target plans based on product demand
• Production budgets per crop, how much does it cost per kg to produce, and based on the reconciliation how much did it really cost per kg to produce

Rotation plan per crops and budget vs actuals, market (we do rotation to maintain the soil proper and sell these crops on local market)

Farm characteristics: organic, non-organic, soil PH, marshland, hillside, 

2

Aggregation level

Out-grower differentiator functionality:

• Names
• Location (Province, district, sector, cell and village)
• Farm code
• Contact person details (normally agronomist at the farm)
• List of crops in his/her portfolio (avocado, green chilies, habanero, passion fruit, etc.)
• Nursery preparation date *source of the seeds (very important as it affects overall quality of produce. Traceability purposes)
• Transplanting date
• Fertilizer and spraying calendar
• Pest (pest used or are currently being used)
• Farm visit functionality and report
• Contract farming (or it can go on contract session)
• Estimated quantity to harvest
• Number of trees (only applicable to avocado)
• Related budget

This software should have capacity to generate report toward the end of season, harvesting quantity per farm, amount we paid, reject quantity so that we can advise a farmer based on evidence of past season performance)

Agent (collectors):

• Company (details of the company and registration process same as out-grower
• Individual (collector)
• Certificate of Fidelity showing that he is an approved aggregator on behalf of AFRI-FOODS. This certificate should be uploaded
• Valid contract with Afri-Foods (uploaded)
• Same registration process as out-grower for traceability purposes (crop types, Farm code, fertilizer and spraying calendar required)
• Quantity aggregated

3

Packhouse level

• Inventory of materials (Eg: boxes, pallets,), what was taken out and what was returned. There should be a breakdown of the various items and what has been removed from inventory and what has been left.
• When inventory is below a certain quantity (i.e., at least enough boxes for 3 weeks of shipments), the system should notify users that more materials need to be purchased.
• Automated budgeting based on weekly export plan, including reconciliation function to track actual vs budgeted
• The export plan performance monitoring, export plan vs what was shipped, do the percentages of the success rates
• General information page and specification page to include information such as dimensions and the boxes, the number of boxes on a pallet.
• Key Performance Indicators (customized by clients) of what the cost of the packing and sorting activity are being achieved, based on the inputs. It would be the cost per produce:
• Controllable cost: Sorting/grading cost per kg
• Uncontrollable costs: Boxes, NAEB Fees, Pallets, Pallet corners, etc.
• Overall cost
• Pack house casual management (check the farm level side)
• Casual payment (The system should be able to calculate based on taxes compliance just in case the casual will be paid more than 60K, the addition taxes should be automatically calculated)
• In the registration, the system should capture all details including gender, persons with disability, family (some of the workers are singles moms so that it would be easy for us to plan social activities)

The Farm Management System should have Pack house management features such as:

• Pack house layout optimization,
• Inventory tracking,
• Order picking,
• Packing, and
• Integration with barcode or
• RFID (Radio Frequency Identification) technologies for efficient inventory management.
• Pack house management systems (PMS), and other external systems, to streamline logistics operations. It should also be scalable to accommodate the growing needs of the business.

4

Management Dashboard

• Inventory at pack house
• Inventory at the farm
• Budget vs Actual summary in terms of how we are according to the target
• Harvest vs Actual data 
• Farm status (based on activity plan vs actual)
• Sales data (include date, client, airline, airwaybill number, invoice number, quantity per box, no of skids, Qty/boc amount in currency client pays in, in USD, amount paid, date received payment, variance, comment/claim)
• Shipment schedule –Delivery Day to airport, cut off time, client, destination, order/kgs, produce type/ condition/requirement, boxes, kgs per box, airline)
• Project (Management of grant activities or special projects can be separated and managed differently)
• Weekly activities where employee has to state what they will do with timeline and status tab
• Delegation of duties/tasks
• Special event (s) and exhibition calendar

5

Supply Chain Management:

The software should have robust supply chain management capabilities, including features such as:

• Demand forecasting,
• Inventory management,
• Order management
• Procurement.

6

Customer Relationship Management (CRM):

The software should have CRM functionalities to manage customer interactions, including:

• Customer inquiries,
• Order tracking,
• Complaints handling, and
• Customer analytics.

7

Reporting and Analytics:

The software should have robust reporting and analytics capabilities, including:

• Customizable dashboards,
• Key performance indicators (KPIs), and
• Data analytics tools to provide insights into logistics operations and performance.

8

Additional features

• Reminders for the team to upload their information
• Sharing option and access option to allow people to be able to share and access various documents
• Audit trail functionality to see who edited what
• Syncing, allow for use offline, and then when connected to the internet it would be able to sync and upload the information on the cloud
• ESG (Environmental, Social and Governance) – analysis, valuation and integration
• Human capital development, Environment sustainability, Gender & youth, job creations (The system to tract this numbers)

9

Other points to consider for this software:

• User-friendly Interface: The ERP should have a user-friendly interface that is easy to navigate and use, with intuitive workflows and features that are designed for logistics operations.
• Security and Compliance: The ERP should have robust security features to protect sensitive logistics data and comply with relevant industry regulations and data privacy laws.
• Mobile Access: The ERP should have mobile access capabilities, such as mobile apps or responsive web design, to enable logistics operations on the go and facilitate remote work.
• Support and Training: The ERP should come with comprehensive support and training resources, including documentation, training materials, and technical support, to help users effectively implement and use the system

Deliverables

Payment percentages (%)

1

Inception report and software requirements specification (all features needed to be implemented after the analysis with AFRIFOODS).

10%

2

Afrifoods acceptance of the testing of the developed system

60%

3

After go live (with user manuals, training report of the team on the system developed)

30%

4

Total

100%