A CBBO supporting several FPOs needs a steady way to check that each FPO's Internal Control System records are complete before the Certification Body arrives. This episode sets out a checklist, a way to find and correct gaps, and a yearly calendar.
The short version
- One checklist of ICS records for every FPO.
- Two internal inspection rounds a year for every farmer, before the CB inspects.
- Check land, diaries and decisions against each other.
- Plan the year on a calendar for each FPO.
The ICS Records Checklist
The same list of records for every FPO, based on NPOP chapter 5.
| Record | What to check |
|---|---|
| ICS manual and internal standards | Current; standards in the local language |
| Farmer list | Displayed at the ICS office; all NPOP details present |
| Farm diaries | With every farmer, up to date |
| Internal inspection reports | Two per farmer for the year |
| Approval decisions and sanctions | Recorded for every finding |
| Training records | Farmers and inspectors, with dates, content, participants and photographs |
| Yield estimates and purchase receipts | Per crop per farmer; signed receipts |
Finding and Correcting Gaps
Compare records with each other; send each FPO a clear list of gaps with dates.
- Check completeness.Every form present, filled, signed and dated.
- Cross-check.Farmer list against land records; diaries against inspection reports.
- Compare with last year.Changes in crops, area or inputs need an explanation.
- Send a gap list.To each FPO, with what is missing and by when.
Illustrative workload. At 2 to 3 minutes per farmer, reviewing 15 FPOs of 100 farmers takes 50 to 75 hours a year.
A Yearly Calendar
Two inspection rounds, trainings and a mock review, all before the CB's inspection.
| When | Activity |
|---|---|
| Early in the season | First internal inspection round |
| Mid-year | Farmer and inspector training |
| Before harvest | Second internal inspection round, with yield estimates |
| Before the CB visit | Mock review against the checklist; close open findings |
The Certification Body inspects a grower group only after the ICS has inspected every farmer twice in the year.
Check yourself
Tap an answer to see whether you are right, and why.
When does the Certification Body inspect a grower group?
- Any time
- After the ICS has inspected every farmer twice in the year
- Only after a complaint
NPOP 5.18 sets this condition.
What should a mock review check?
- Only the manual
- The full records checklist, with open findings closed
- Only the bank account
Mimic the CB's inspection.
Remember these things
- One checklist for all FPOs.
- Two inspection rounds per farmer.
- Send FPOs dated gap lists.
- Hold a mock review before the CB.
A steady yearly routine keeps every FPO ready for the Certification Body. KrushiFlow validates these fields and submits farmer records to the portal in bulk.