Field Data Quality

Enhancement Toolkit
Introduction and user guide
Following the increasing demand for deforestation-free products and the emergence of Deforestation
Due Diligence (DDD) regulations, the need for transparent and traceable value chains is growing. This
requires accurate and reliable data at the farm level, which is essential not only for regulatory
compliance but also for better data management within producing organisations. Acquiring this data
requires providing farmers with the right training and tools.

Meridia, one of the leading companies in data verification and quality assurance, has developed this
guidebook to help farmer cooperatives and organisations build their capacity.

How to use this toolkit?

This toolkit provides a guide on digitisation and quality data to help organisations acquire new skills and
knowledge in this area. It offers step-by-step instructions that use a task-based learning approach
through exercises and training. These steps can be used as support during corporate training sessions
and can also be used for internal training. The modules in this toolkit are organised in a way that
progresses from one topic to another, but they can also be used individually to learn more about a
specific topic.

Field Data Quality Enhancement Toolkit

Navigating the training content
The toolkit consists of five modules that come with exercises. At the end of each module, you will find
annexes with additional information that will help you better understand the main themes. The first
three modules also have working documents that serve as templates to fill out when doing an exercise.
These templates can be used as examples of working documents that will assist you through the steps.
You can skip the templates if you already have a working document.

At the end of the training material, there's a mapping guide. This document is designed to guide farmer
cooperatives and organisations on how to map farm boundaries and become EUDR compliant. Please
review the module outline to understand its structure.

1. Module A: Data flow assessment

This module will help you identify data flows and discover processes that can be
improved through digital solutions. The assessment of data flows is presented through
three exercises: mapping out data flows, evaluating the mapped-out data flows, and
formulating recommendations. At the end of the module, you will find an annex
detailing how to formulate recommendations and actions for improvement for your
organisation.

Support document: Template 1 ‘Data Flow Assessment’.

2. Module B: Business plan for digitisation

Module B helps you select the right tool for a digital solution and prepare a financial
plan. To achieve these goals, you will need to complete several exercises. These
exercises will involve selecting a software solution, defining your goals, creating a
budget plan, and preparing a budget. You can refer to Annexe 2 for a list of possible
software solutions, and Annexe 3 will guide you on which budget items to include in
your financial plan.

Support document: Template 2 ‘Functional Requirements and Selection Criteria’.

Field Data Quality Enhancement Toolkit

 3. Module C: Data quality

Module C helps you develop good data quality practices for data collection and storage.
The module focuses on creating effective questionnaires and inspection forms and
includes exercises on formulating questions for data collection and designing
corrective actions. Annexe 4 offers further guidelines for survey development. At the
end of the module, you will find two checklists to ensure data quality throughout the
data collection process.

Support document: Template 3 ‘Questionnaire and Inspection Form’

4. Module D: Data analysis for data-driven decision-making

Module D provides guidance on how to use high-quality data to enhance

decision-making within your cooperative. The module includes a checklist to help you
analyse and sanitise your data. Additionally, it explains how to create graphs and charts
to visualise your data. In Annexe 5, you will find detailed instructions on how to make
Excel graphs and charts. Annexe 6 covers the Data Validation Tool, while Annexe 7
outlines the additional functions in Excel that can assist you in organising your data.

Support document: Template 4 ‘Data Analysis for Data-Driven Decisions’

5. Module E: Data protection and privacy

Module E explains why it is important to protect sensitive data and how you can do this
by using the Risk Assessment Tool for Data Protection. This tool guides you through
the process of evaluating your data management practices and suggests ways in
which you can improve them. The module concludes with instructions for creating an
Informed Consent Form, which can be found in Annexe 7.

6. Mapping guide

This guide is intended for cooperatives with a certain level of digital literacy to help
them adopt good mapping practices to achieve EUDR compliance.

Field Data Quality Enhancement Toolkit

Credits and licensing
Field data Quality Enhancement Toolkit © 2024 by Meridia and Rabo Foundation,
which is licensed under CC BY-ND 4.0

Field Data Quality Enhancement Toolkit

Table of contents
Introduction and user guide 2
How to use this toolkit? 2
Navigating the training content 3
Credits and licensing 5
Table of contents 6
MODULE A: DATA FLOW ASSESSMENT 9
Contents 9
Introduction 10
What is a data flow? 10
Which data flows exist in your cooperative? 11
What can you do with a data flow assessment? 11
How to conduct data flow mapping? 12
Step 1: Identify all staff involved in data processing and data storage 12
Step 2: Map the data flow(s) of each essential operational process in your organisation 12
Step 3: Organise the mapped data flows 14
Step 4: Prepare an action plan for each data flow that can be improved using digitisation 14
Step 5: Write a report with your findings for management to take data-driven decisions
(OPTIONAL) 16
Annexe 1: How to use the SMART formula? 17
MODULE B: BUSINESS PLAN FOR DIGITISATION 18
Contents 18
Why is the digitisation of data management important for your cooperative? 19
How to select the right digital solution? 19
Step 1: Determine which software solution your organisation needs 21
Step 2: Choose other important selection criteria 22
Step 3: Prepare a software and hardware requirements overview 23
Step 4: Conduct a search for suitable IT service providers and/or software solutions available
in the market. 23
Step 5: Request quotes and demonstrations 24
Step 6: Determine the goals and objectives of the financial plan to digitise 25
Step 7: Prepare the budget template 26
Step 8: Gather all the projected expenses and income to complete the budget 26
Step 9: Analyse the budget 27
Step 10: Select software solutions/digital tools that fit your organisation's needs and budget 27
Annexe 2: List of software providers for data collection and data management solutions 29
Annexe 3: Budget items to include in the Financial Plan 34
MODULE C: DATA QUALITY 35
Contents 35
Introduction 36
Dimensions of data quality 36
How to design a good questionnaire or inspection form 39

Field Data Quality Enhancement Toolkit

 Step 1: Create a working document to record your objectives, indicators, questions and
answer options 40
Step 2: Describe the project’s objectives 41
Step 3: Define the project’s targets 42
Step 4: Develop survey or inspection questions 42
Step 5: Assign a score to answer options of internal inspection questions (OPTIONAL) 42
Step 6: Describe a corrective action for each answer option that is a non-conformity
(OPTIONAL) 43
Step 7: Create a survey or internal inspection form 43
Step 8: Check if the questions, answer options and corrective actions comply to the six
dimensions of data quality 43
Data collection and data quality: best practices for field data collection 44
Step 9: Apply checklist 1 to improve data quality during field data collection 44
Annexe 4: How to develop questions and answer options for a survey or inspection form 45
How to formulate good questions 45
How to develop proportional answer choices for your single- and multi-select questions 46
Additional advice for internal inspection forms 47
How to develop an assessment and scoring system for farmer assessments (for internal
inspections only) 47
Checklist 1: Data quality and field data collection 50
Checklist 2: Data collection protocols 51
Data collection protocol field staff/lead farmer 51
Data collection protocol supervisor 51
MODULE D: DATA ANALYSIS FOR DATA-DRIVEN DECISION-MAKING 53
Contents 53
Introduction 54
Step 1: Identify data flows for analysis 54
What is data cleaning? 55
Step 2: Apply checklist 1 to clean your data 57
Step 3: Use the data validation tool in your spreadsheets (OPTIONAL) 58
How to visualise your datasets ? 58
Step 4: Visualise the identified data flows using a graph or a chart 58
Step 5: Interpret the graphs and charts 59
Step 6: Draw conclusions from the graph and develop an action plan 60
Annexe 5: How to create a graph in Excel 61
Types of Excel charts 62
Annexe 6: Data validation tool in Excel 64
Annexe 7: Examples of descriptive functions in Excel 65
MODULE E: RESPONSIBLE USE OF DATA AND DATA PROTECTION 68
Contents 68
Introduction 69
What is data protection and why does it matter for your cooperative? 69
Risk assessment tool for data protection practices: How can your cooperative apply data
protection in practice? 71

Field Data Quality Enhancement Toolkit

 Step 1: Identify data processes that need to be checked for data protection issues 71
Step 2: Assess data collection practices 71
Step 3: Assess data administration practices 72
Step 4: Assess data sharing and storage practices 73
Reflect on data protection measures in your organisation 74
Step 5: Create recommendations for enhanced data protection measures 74
Step 6: Incident Response and Reporting 75
Annexe 7: How to design an informed consent form 76

Field Data Quality Enhancement Toolkit

MODULE A:

DATA FLOW ASSESSMENT

Data management is a crucial aspect for all organisations. This module provides you with an
understanding of what a data flow is, how to identify data flows within your cooperative, and how to
conduct a data flow mapping. By understanding data flows within your organisation, you will be able
to handle your data more efficiently and responsibly.

_________________________________________________________________________________

Contents

MODULE A: DATA FLOW ASSESSMENT 9

Contents 9
Introduction 10
What is a data flow? 10
Which data flows exist in your cooperative? 11
What can you do with a data flow assessment? 11
How to conduct data flow mapping? 12
Step 1: Identify all staff involved in data processing and data storage 12
Step 2: Map the data flow(s) of each essential operational process in your organisation 12
Step 3: Organise the mapped data flows 14
Step 4: Prepare an action plan for each data flow that can be improved using digitisation 14
Step 5: Write a report with your findings for management to take data-driven decisions
(OPTIONAL) 16
Annexe 1: How to use the SMART formula? 17

Field Data Quality Enhancement Toolkit

Introduction
Organisations capture a lot of data every day from various sources like receipts, training reports,
waybills, and inspection forms. It is critical to identify and understand the data flows within your
organisation. Analysing all data sources and their interactions can help you achieve this.

What is a data flow?

A data flow refers to the movement of data through different mediums such as paper, software or
hardware in a specific process. For instance, when a farmer sells cocoa to an agent, the receipts and
waybills generated during the transaction are data flows. Similarly, when a farm is mapped, the
polygons and other information generated during the mapping process in the field constitute the data
flow. The data from these flows end up in a specific location or format, such as a member database,
geospatial mapping software, or a report. A data flow map starts with a process that contains one or
more data flows and ends in a specific location or format. Below is an illustration of a manual and
digital data flow of a farmer registration process.

Image 1: Example data flow with paper-based processes

Image 2: Example data flow with digitised processes

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 Which data flows exist in your cooperative?

It is important to note that your organisation has several data flows.

Certified producer organisations have various processes with one or more
data flows, which are listed below:

● Cocoa purchases (waybills, receipts)

● GPS mapping of farm fields
● Internal inspections (internal inspection forms)
● Shade tree distribution and monitoring (waybills, data collected on
seedling health and GPS locations)

Your cooperative likely has many more data flows. It is recommended

that you focus only on the processes that are most relevant and essential
for your organisation's operations.

What can you do with a data flow assessment?

With a data flow assessment, you can:

I) Assess existing digital or paper-based data flows on their challenges and bottlenecks
When conducting data flow assessments to evaluate existing data flows, you can gain a better
understanding of the current data flow and identify opportunities for improvement. If you gather data
with and for partners, such as buyers of your commodity, you can share suggestions with them.

II) Identify opportunities for digitising data flows

The data flow assessment results can be shared with software developers or IT service providers
responsible for software and hardware implementation.

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How to conduct data flow mapping?
The following steps indicate how to conduct an assessment to identify data flows in your cooperative.
Follow each step and record the information gathered using the provided Template 1: 'Data Flow
Assessment Worksheet' or create a new document.

Step 1: Identify all staff involved in data processing and data storage

Depending on your organisation's size, one or more people may be responsible for data processing
and storage. Kindly schedule a meeting with your colleagues to discuss data flows within their
department or area of expertise. You can use the table below to list information about the contact
persons, or create your own Excel document.

Table 1: List contact persons ‘data flow assessment’

Department Name Position Telephone number Date meeting

Step 2: Map the data flow(s) of each essential operational process in your organisation

Work in groups of at least two people and identify how you will map the data flow(s). You can draw
each data flow on a separate flip sheet (refer to image 3). Follow the steps given below:

1. Identify the process (e.g. internal inspections) that starts the data flow.

2. Indicate the origin of the data, which is usually a form, receipt, or waybill. For example, for the
internal inspection process, the origin of the data is on an internal inspection form.

3. Indicate how the data moves from the origin to the following stages. For example, the original data
can then be exported to Excel, a data management software or a report.

4. Indicate the end of the process or the output, e.g. corrective action report.

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In addition to the movement of the data, also specify the following elements:

● Whether the process is digital or manual

● The software or hardware used (if applicable)
● Challenges with data collection and data entry

Suggestion Use different colours to indicate elements of data flows. For example, use red for
challenges so they are easy to identify during the next step, ‘analysing data flows’.

Image 3: Example of a data flow map on a flip sheet

(actual data flow as opposed to a desirable data flow)

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Step 3: Organise the mapped data flows

Record the identified processes during the data flow mapping using Template 1: 'Data Flow
Assessment Worksheet' or create a customised document. Answer the following questions for each
data flow:

1. How is data collected? 6. How is data analysed?

2. How is data stored? 7. Who manages the data?
3. Who stores the data? 8. Who owns the data?
4. Who cleans the data? 9. What are the main challenges?
5. How is data cleaned?

Image 4: Data flow assessment working document

Step 4: Prepare an action plan for each data flow that can be improved using
digitisation

Complete the table below to identify processes that require improvement. These processes may have
one or more challenges. For each process, provide recommendations and actions. To help you with
this task, you can use the SMART formula. SMART stands for Specific, Measurable, Achievable,
Realistic, and Timebound. By applying SMART, your recommendations and action plans will be of
better quality. Prioritise the challenges from most to least important. This is especially useful when a
limited amount of funds are available to carry out all the required actions. Ensure that the actions are
assigned to a responsible person or department. Also, include a deadline by determining the date by
which the action needs to be implemented.

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Table 2: Action plan based on the data flow assessment

Department Priority (Ranked

Process with Deadline for
Challenge identified Recommendation Linked actions or person from most to least
data flows implementation
responsible important)

Cocoa purchases are not Digitise cocoa purchases from community

Cocoa Purchase a traceability and data
properly recorded on level up to warehouse level before the next Operations 1 Apr-24
purchases management software solution
farmer level crop season

Internal inspections are

paper-based, which is not Digitise internal inspections by implementing Engage a consultant to develop
Internal
in line with the a mobile data collection solution before the a digitised internal inspection Certification 3 Jul-24
inspection
requirement of the next internal audit system
standard for certification

Not all member farms Outsource farm mapping to a service Select a suitable service
Farm mapping Operations 2 Dec-24
mapped provider to map all remaining member farms provider for farm mapping

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Step 5: Write a report with your findings for management to take data-driven decisions
(OPTIONAL)

The report will offer evidence to support the management in making decisions about improving
operational processes within the organisation. It should include the following topics/chapters:
● A brief summary of the data flow assessment activity
● Identification of challenges encountered during the assessment
● Prioritised recommendations
● General findings

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Annexe 1: How to use the SMART formula?
____________________________________________________________________________________________________

The SMART formula is a helpful tool for defining practical and effective goals and objectives. To apply
the SMART formula, you need to ask yourself the following questions:
● Specific: What do you want to achieve, and in which area?
● Measurable: How can you quantify your goal? For example, in percentage or number.
● Achievable: Is your goal realistic? Ensure your team members have the right skills and
resources to carry it out.
● Relevant: Is your goal aligned with your organisation's or project's strategy?
● Time-bound: When do you plan to accomplish your goal? Make sure to set a specific date or
time.
By using the SMART formula, you can plan your goals thoughtfully and increase your chances of
success. This framework helps you create actionable and measurable goals that align with your
organisation's or project's strategy.
____________________________________________________________________________________________________

An example of a SMART recommendation is provided below for your reference. Let's say your
organisation aims to establish a composting program to enhance soil fertility and the yield of cocoa.
To create a SMART recommendation, you can break it down into the following components:

● Specific: Develop a composting program to improve soil fertility using organic waste.
● Measurable: Apply compost to at least 60% of the fields within the next two cocoa planting
seasons.
● Achievable: Discuss appropriate composting techniques with the cooperative members.
● Relevant: Soil fertility is essential for sustainable cocoa production.
● Time-bound: Have at least 60% of the fields utilising compost-enriched soil within two years
from the start of the program.

By utilising these SMART components, you can form the following recommendation: "Create a
composting program to increase soil fertility by utilising organic materials and apply compost to at least
60% of the members' farm fields within the next two years.

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MODULE B:
BUSINESS PLAN FOR DIGITISATION

Module B provides guidance to farm cooperatives in selecting suitable digital tools (such as software
and hardware) for digitising their internal processes. It also provides guidance on how to prepare
financially to invest in the necessary digital solutions.

_________________________________________________________________________________

Contents
MODULE B: BUSINESS PLAN FOR DIGITISATION 18
Contents 18
Why is the digitisation of data management important for your cooperative? 19
How to select the right digital solution? 19
Step 1: Determine which software solution your organisation needs 21
Step 2: Choose other important selection criteria 22
Step 3: Prepare a software and hardware requirements overview 23
Step 4: Conduct a search for suitable IT service providers and/or software solutions available in
the market. 23
Step 5: Request quotes and demonstrations 24
Step 6: Determine the goals and objectives of the financial plan to digitise 25
Step 7: Prepare the budget template 26
Step 8: Gather all the projected expenses and income to complete the budget 26
Step 9: Analyse the budget 27
Step 10: Select software solutions/digital tools that fit your organisation's needs and budget 27
Annexe 2: List of software providers for data collection and data management solutions 29
Annexe 3: Budget items to include in the Financial Plan 34

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Why is the digitisation of data management important for your
cooperative?
Digitisations can significantly benefit your organisation, leading to better agricultural practices, higher
efficiency, and improved performance. Digitisation can help in the following ways:

● Improve internal operations by automating tasks such as contract generation based on farmer
registration forms.
● Reduce costs by eliminating the need to transport paper forms and manually enter data in
Excel.
● Reduce errors by ensuring accurate data capture with digital forms and implementing
automatic error checks.
● Save office space by eliminating the need for paper form storage.
● Ensure data safety on the server or cloud, preventing potential paper form loss.
● Provide automated reports for real-time information.

These are just a few of the benefits of digital data management. Can you think of any other benefits?

How to select the right digital solution?

There are numerous software solutions and hardware products available in the market. This module
aims to guide you through the selection process of identifying the possible solutions that best suit
your organisation's requirements. For farmer cooperatives that support small-scale farmers, some
commonly used or needed software solutions include:

● Farm mapping software

● Mobile data collection software
● Agricultural data management solutions
● Traceability solutions

You can find an overview of the existing solutions in the market in Annexe 1, 'List of software providers
for data collection and data management solutions', which provides a list of software providers for
data collection and data management solutions. Please note that this list is not exhaustive, and new
solutions are continually being developed while existing solutions may change.

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 Farm mapping software

When looking for a software solution to map your members' farm fields, you have a
few options to consider. Free and open-source solutions are available in the market,
but you may need a software developer or GIS expert to help set up a custom
solution. Many agricultural data management software tools now have built-in GIS
mapping features that allow you to map fields using mobile devices. However, keep in
mind that this only works with high-end mobile devices, and the data may not be
suitable for import into more advanced geospatial information systems.

Another option is to outsource farm mapping to organisations that provide geospatial

technologies. These organisations offer mapping solutions that cover various aspects
of a farm's layout, crops, and infrastructure.

Mobile data collection software

In today's market, there are numerous mobile data collection solutions available.
While most of these solutions share many similarities, there are some minor
differences in features and options. For instance, some software may be easy-to-use,
enabling you to create simple data collection forms, while other software may be
more technical, generating intelligent forms for complex processes.

You may also come across free, open-source mobile solutions, but be mindful of their
limitations, such as not being available in certain languages or lacking local technical
support. In most cases, you'll still need to hire a software developer for a
custom-made solution.

Alternatively, some organisations specialise in outsourcing data collection activities,

including survey development, field data collection, and data quality verification.

Agricultural data management solutions

A growing number of agricultural data management solutions are available in the

market, but only a few are suitable for cash crops like cocoa or palm oil. And even
fewer are available in French.

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Nowadays, data management solutions are cloud-based and consist of various modules that manage
different data flows, from traceability data to farm mapping and data collection to financial payments.
To get a good understanding of how these solutions work and the different functionalities they
provide, it is recommended that you request demonstrations from providers of agricultural data
management solutions that have a track record in your sector.

Meridia provides mapping and data collection software called "Meridia Survey". This software
includes advanced automated quality control mechanisms to ensure that mapping and data are
collected at a high level of quality. Visit www.meridia.land for more information and to book a demo.

The final choice of a digital solution will depend on the cost involved in implementing the solution
(software, hardware, staff). Implementing a new digital solution always costs money. However, digital
processes can greatly benefit your organisation. Therefore, it is important to know the cost of the
solution and the benefits that come with it, including cost reductions and increased efficiency in the
long run.

For example, a traceability solution may have high annual subscription fees. However, it can reduce
side-selling, identify theft of beans in some geographical regions, and save considerable money in the
long run. In part 2 of this module, we guide you through the steps to prepare a budget for a new digital
solution.

Step 1: Determine which software solution your organisation needs

Before purchasing any software or hardware, it is vital to determine what digital solution your
organisation requires. Once you have identified the needed software and hardware, you can list them
in a table (Table 1: List the right digital solution type).

If you are unsure about the software and hardware your organisation needs, refer to the
recommendations or action points provided in Module A during step 4, which is aimed at digitising
certain processes.

In case you have many action points, start by working on the top 3 recommendations. Identify the
challenges that have the highest priority and list them below. Indicate which type of software and
hardware is required to address these challenges using digital tools. If you don't know the software
solutions your organisation needs, you can start by requesting demonstrations of mobile data
collection and agricultural data management solutions. This will help you become more familiar with
them. Choose software solutions with a proven track record in the cocoa sector.

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Table 1: List the right digital solution type

Challenge or Budget available

Type of solution/tool Department
recommendation (optional)

1.

2.

3.

Step 2: Choose other important selection criteria

What are the specific software and user requirements that your organisation needs for the future
solution? You will find a list of software characteristics in Template 2A's 'Module B Software
Requirements and Other Selection Criteria'—for instance, the type of licence, specific functionalities, or
availability of local technical support. You can also select the priority level of each characteristic and
decide whether it is a 'hard' criterion. For example, if the software is not in French, it doesn't comply,
regardless of other characteristics.

You may add requirements not yet listed. To do so, select all the requirements in the left section and
tick each solution's available options. Afterwards, answer the questions below and make a
comparison.

Table 2: List the selection criteria for your digital solution

Assessment criteria software solution Answers

Which solution has the highest priority

criteria selected?

Which solution has the highest number of

criteria set?

Which solution(s) do(es) not comply

because they do not meet one or more
‘hard’ criteria? (minimum requirement)

What are the remaining suitable solutions?

(if more than one)

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Step 3: Prepare a software and hardware requirements overview

In this step, you need to outline the specific tasks that the software or hardware should be able to
perform. This includes aspects like the data that needs to be stored, where it should be stored, and
which types of reports the software must generate. You can use Template 2B: ‘Module B Software
requirements and other selection criteria’ to list these requirements. By sharing these software and
hardware requirements with vendors, IT service providers, and software developers, you can ensure
they know exactly what you are looking for. This way, they can let you know if the software
functionalities are already available, can be developed, or cannot be provided.

Image 1: Software requirements and other selection criteria in Template 2B

Step 4: Conduct a search for suitable IT service providers and/or software solutions
available in the market.
After identifying the required functionalities and characteristics for the new digital solution, the next
step is to conduct research to find suitable solutions. This involves requesting information and pricing
from different providers. The internet is a great resource for finding information on potential solutions.
In addition, it is recommended to leverage your professional network by inquiring about the digital
solutions that other cooperatives use and are satisfied with.

Table 3: List the results of your search for suitable solutions below

Type of Provider/Name Name contact Phone number

Website
solution software or hardware person contact person

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Step 5: Request quotes and demonstrations

If you have selected multiple solutions, it is best to obtain quotes from at least two or preferably three
providers. This way, you can compare the features and costs of each solution. For instance, if you
wish to purchase subscriptions for a mobile data collection tool, request a quote from at least two
vendors for both the hardware and software. Once you have received the quotes within your budget,
request a live or online demonstration. Invite your colleagues who will be working with the solution to
join the demo. This will allow them to ask questions about the features and how it will apply to their
work.

Table 4: List the quotation and demonstrations for each solution

Name of the solution/ Persons to be invited

Total amount quotation Date of the demo
Provider to demo

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How to prepare a financial plan to implement new digital solutions?

Next are the steps to prepare a financial plan for implementing the recommended digitised processes
for your organisation. A financial plan is a document that outlines a person's or an organisation's
financial situation. It is like a roadmap that helps plan for future activities such as a new project,
building, or software solution.

To carry out this module, you are expected to have knowledge of financial budgeting, including assets,
liabilities, and cash flow. If you lack the required knowledge, you can seek assistance from a colleague
in the finance department or someone with a solid financial accounting background. We assume that
your organisation has its own budgeting template. Therefore, this module will focus solely on the
elements that need to be included for newly digitised processes or how to include expected
investments in an existing project budget.

Step 6: Determine the goals and objectives of the financial plan to digitise

Budgets are estimates of the cost of a project or activity. They are comprehensive and cover the entire
project or organisation. However, for this particular task, you will focus solely on enhancing data
quality and digitising operational processes for your organisation.

To begin preparing your financial plan, establish specific goals and objectives. You can prioritise what
is most important by using the recommendations or actions from Module A: Data Flow Assessment.
When funds become available, you can begin with the most urgent item on the list. Fill out the table
below with your organisation's recommended actions and the connected goals and objectives.

Table 5: Fill your goals and objectives in the table below.

Recommendation/action Goal Objective

Implement a data Digitise all operations within Select a suitable traceability

management solution the organisation with a focus solution, including a member
on the improvement of database, before the end of 2024
traceability processes

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Step 7: Prepare the budget template

To make a budget, you can either use a template provided by your organisation or create a new one.
Microsoft Office Excel has various templates with tables and graphs that are ready to use for
budgeting purposes. You should create at least three sheets: Expenses, Income, and Overview. Ideally,
you should prepare a budget for the next three years, as the first year will require the highest
investments, with benefits accruing in the following years. Make a list of all possible budget items,
and you can refer to Annexe 2: ‘Budget items to include in the Financial Plan’ for some examples to get
started.

Step 8: Gather all the projected expenses and income to complete the budget

To create the budget, gather internally available data on expenses and income. You can begin by
looking at existing data on staff expenses from other projects to help determine the costs for new
staff. Then, add costs obtained from external providers such as vendors and consultants to the
budget.
To determine how much income is needed to cover the expenses in this budget, consider the
following options:
● Income from member dues
● Income from the Premium
● External funding
● Income from other projects
If your organisation has multiple projects with partners, look for opportunities to allocate costs from
this budget to those projects. For example, suppose a partner is willing to fund activities to eliminate
child labour. In that case, they may also be willing to cover software licensing costs for a mobile
application to collect CLMRS data or purchase mobile devices for internal inspections to collect
traceability data digitally.
Record all figures for expenses and income on the provided template, ensuring that the calculations
are correct and the figures are realistic.

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Field Data Quality Enhancement Toolkit

Step 9: Analyse the budget

Table 6: Analyse the budget by answering the following questions

Question Answer

Which period does the analysis cover? (e.g., a

financial year or a crop season)

What is the expected income? (e.g. membership

dues and premium)

How much money is available from funding or

donations?

How much money is available to invest in new

digital processes?

What is the total sum of expected expenses for the

new digital processes?

When the total expenses exceed the budget, which

expenses can be replaced with cheaper
alternatives, postponed, or allocated to existing
projects?

What is the total sum available after re-evaluation

of expenses?

Are there any unusual expenses that need to be

verified?

What are the main differences between the cost of

data management in the past 3 years and the new
budget?

Step 10: Select software solutions/digital tools that fit your organisation's needs and
budget
After completing steps 6 to 9, you should have a good estimation of how much money is available to
invest in digital solutions to optimise your operational processes. Take a closer look at the software

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Field Data Quality Enhancement Toolkit

and hardware providers that you have shortlisted in step 4. Which of those can your organisation
afford? After considering all the options, make a final decision.

Table 7: List the chosen solutions and tools in the table below.

Name of the Name of the Total estimated Deadline Person

solution/hardware provider cost implementation responsible

Suggestion Gather recommendations from other cooperatives about their experiences with software
providers and vendors. Request a reference from the vendor's customer as well.

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Field Data Quality Enhancement Toolkit

Annexe 2: List of software providers for data collection and data
management solutions

____________________________________________________________________________________________________

List of software solutions for data management of agriculture and farmer cooperatives:

Software Country of
Vendor Type of solution Vendor Website
solutions origin

Management information
system, mobile data
collection solution, weather
Farmlogics Farmlogics India https://farmlogics.com/
information system,
customised software
development

Data management
solutions, including mobile
Mergdata FarmerLine Ghana https://mergdata.com/
data collection for
agricultural organisations

Data Management solution,

Farmforce Farmforce Switzerland including mobile data https://farmforce.com/
collection for traceability

Management information
system, mobile data
The collection solution,
Chainpoint ChainPoint https://www.chainpoint.com/
Netherlands customised software
development, ERP for
supply chains

Akvo flow,
The Mobile data collection and
Akvo Lumen, Akvo https://akvo.org/
Netherlands data analysis solution
Akvo RSR

Mobile data collection

Pajat
Poimapper Finland solution, customised https://www.poimapper.com/
Solutions
software development

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Field Data Quality Enhancement Toolkit

 Management information
system, mobile data
SourceTrace SourceTrace US & India collection solution, https://sourcetrace.com/
geographical information
system

Generation Commodity management

Gen 10 UK https://gen10.net/
10 software

PCR PCR Cloud software solutions

UK https://pcrconnected.co.uk/
connected connected and accounting softwares

Mobile data collection

solution, geographical
Esoko &
Esoko Ghana information system, https://esoko.com/
Insyt
weather information
system

Geographical information
system, satellite imaging,
customised software
The development. Solutions
Satelligence Satelligence https://satelligence.com/
Netherlands allow for processing of
satellite imageries from
USGS (Landsat) and
European space agency

SAP Rural
https://www.sap.com/products/
Sourcing Supply chain management
SAP US scm/agriculture-supply-chain-m
Management (SCM) software
gmt.html
Solution

Management information
system, mobile data
collection solution,
Smallholdr Smallholdr UK https://smallholdr.com/about/
customised software
development, web based
system

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Field Data Quality Enhancement Toolkit

 Mobile data collection
solution, geographical
The
information system,
Meridia Meridia Netherlands https://www.meridia.land/
satellite imaging, drones,
and Ghana
customised software
development

Mobile data solution (open

Kobo Collect KoBoToolbox USA https://www.kobotoolbox.org/
source)

Mobile data collection

solution, geographical
USA and
Ona Ona information system, https://ona.io/home/
Kenya
customised software
development

USA, India
Mobile data collection https://www.dimagi.com/comm
Commcare Dimagi and South
solution care/
Africa

Mobile data collection

solution with available
Survey CTO Dobility USA plugins. They can be used https://www.surveycto.com/
to employ drone
technologies

Management information
system, mobile data
collection solution,
Cropin
Cropin India geographical information https://www.cropin.com/
Technology
system, satellite imaging,
weather information
system

Solutions for enhanced

supply chain integrity, the
administration of (internal)
Organic control systems for
Organic Services smallholder groups and https://www.organic-services.co
Germany
Services (Group companies with contract m/
Integrity) production and for the
management of the audit/
certification process for
local certifiers

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Field Data Quality Enhancement Toolkit

 Management information
system, mobile data
collection solution,
geographical information
system. A
Farm ERP Farm ERP India https://www.farmerp.com/
platform/software which
has a number of modules
such as a module for GIS,
mobile app and a
dashboard for viewing data

Mobile data collection

solution, geographical
QGIS Faunalia Italy information system, https://qgis.org/en/site/
customised software
development

Mobile data collection

Ghana (but solution. IVR (Vocal
VIAMO VIAMO present on all technology) SMS can be https://viamo.io/
continents) sent out as well as
generating USSD codes

Manobi Manobi Mobile-based agricultural

Mauritius https://www.manobi.com/
Africa Africa market information system

Mobile data collection

ODK ODK USA https://getodk.org/
solution (open source)

Software management of
Côte d'Ivoire,
Agrix Direct Soft agricultural cooperatives www.directsoft.ci
Cameroon
and traceability

Management information
system, mobile data
Capture Capture Côte d'Ivoire, collection solution, https://www.capturesolutions.c
solutions Solutions Kenya geographical information om/
system, weather
information system

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Field Data Quality Enhancement Toolkit

 Management information
system, mobile data
collection solution,
IBM (Soprov https://www.soprovservices.co
IBM Côte d'Ivoire geographical information
Services) m/
system, satellite imaging,
weather information
system

Web applications, mobile

Akil Akil Côte d'Ivoire, https://www.akiltechnologies.co
applications, enterprise
Technologies Technologies USA, France m/
applications

Nsia Nsia
Côte d'Ivoire Customised solutions https://www.groupensia.com/fr
Technologies Technologies

N-SOCITECH N-SOCITECH Côte d'Ivoire Customised solutions https://n-socitech.com/

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Field Data Quality Enhancement Toolkit

Annexe 3: Budget items to include in the Financial Plan

____________________________________________________________________________________________________

A 3-year budget for purchasing a new digital solution typically includes these items:

Initial investment Recurring expenses Income

Professional fees (consultants, Salaries staff to hire (e.g. data Cocoa sales
service providers, software clerk, IT officer)
developers)

Training (implementation) Pension Sales of inputs

Server Insurance Member dues

PCs Training (refresher) Premium

Smart phones/tablets Software licences Funding

Power banks Software development Existing projects

Mobile printers Software/ hardware

maintenance & technical
support

Handheld GPS devices Internet data

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Field Data Quality Enhancement Toolkit

MODULE C:
DATA QUALITY
In this module, we will explain the concept of data quality and why it is important. We aim to provide a
clear understanding of data quality in various dimensions that will help you implement and monitor it
effectively.

To ensure data quality, two activities can be a good start for producer organisations, including
developing good questionnaires and inspection forms and establishing protocols for data
governance.
____________________________________________________________________________________________________

Contents
MODULE C: DATA QUALITY 35
Contents 35
Introduction 36
Dimensions of data quality 36
How to design a good questionnaire or inspection form 39
Step 1: Create a working document to record your objectives, indicators, questions and
answer options 40
Step 2: Describe the project’s objectives 41
Step 3: Define the project’s targets 42
Step 4: Develop survey or inspection questions 42
Step 5: Assign a score to answer options of internal inspection questions (OPTIONAL) 42
Step 6: Describe a corrective action for each answer option that is a non-conformity
(OPTIONAL) 43
Step 7: Create a survey or internal inspection form 43
Step 8: Check if the questions, answer options and corrective actions comply to the six
dimensions of data quality 44
Data collection and data quality: best practices for field data collection 44
Step 9: Apply checklist 1 to improve data quality during field data collection 44
Annexe 4: How to develop questions and answer options for a survey or inspection form 45
How to formulate good questions 45
How to develop proportional answer choices for your single- and multi-select questions 46
Additional advice for internal inspection forms 47
How to develop an assessment and scoring system for farmer assessments (for internal
inspections only) 47
Checklist 1: Data quality and field data collection 51
Checklist 2: Data collection protocols 52
Data collection protocol field staff/lead farmer 52
Data collection protocol supervisor 52

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Field Data Quality Enhancement Toolkit

Introduction
Data quality is a crucial aspect of your daily tasks. For instance, you must ensure traceability when
purchasing cocoa beans from members or while conducting internal inspections to verify if members
adhere to the certification standards. Similarly, data quality is essential while collecting information
for CLMRS activities to identify child labour.

But what exactly is data quality, and how can you ensure it during data collection and processing?
What does it encompass?

We rely on data to make significant decisions and comply with certification standards. These
decisions may lead to cost reductions, capital investments, or the hiring of new staff. In the case of
farmer cooperatives, data quality can help identify locations where products are lost during
transportation or discrepancies between the farm sizes of farmers and the amount of products they
sell to the cooperative (side-selling).

However, if there are issues with the data quality, it can have negative consequences. For instance, if
significant non-compliances are not identified during internal inspections due to incomplete or
incorrect questions, the certificate holder may lose its certificate after the main audit.

Dimensions of data quality

Data quality can be challenging to determine. Typically, several dimensions are used to assess data
quality. If data complies with all these dimensions, it usually means the data is high quality. When
developing questionnaires and cleaning data, you can apply these dimensions. The dimensions are
explained below. Firstly, there is the official meaning of the word, and secondly, the explanation of the
term in relation to data quality. Remember that there is much overlap between the dimensions, and
the data set must comply with all data quality dimensions. If one of the dimensions is not being met,
the data will not be of good quality.

Accuracy - "the quality or state of being correct or precise". In the context of data quality, accuracy
means whether the data is a correct reflection of reality.
Example: When an internal inspector visits a member at their farm and asks if any children are
working on the farm, and the farmer says no, while there is a child on the farm carrying a full basket
with cocoa pods, then if the inspector selects No, it is not a true reflection of reality.

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Field Data Quality Enhancement Toolkit

Completeness - "the fact of including all the parts that are necessary; the fact of being whole". Does
the information gathered cover all the information required to use the data?
Example: The internal inspector needs to know whether the farmer's pesticide storage is safe and out
of reach for children. The answer options are ‘yes’ and ‘no’. However, the farmer in question does not
store their pesticides themselves, but at a communal storage. So, the inspector does not have all the
information available to mark the completeness as ‘yes’.

Relevance - "a close connection with the subject you are discussing or the situation you are in". Is the
data relevant, and does it match the project's objectives?
Example: During the CLMRS household survey, children are asked if they have hobbies. However, the
question is not relevant to the project. Therefore, including this question in the survey may not be
necessary.

Validity - "the state of being legally or officially acceptable". In the context of data quality, validity can
be recognised by checking if the data is usable and in the correct format.
Example 1: Does the farmer's date of birth need to be collected in the standard format
Day/Month/Year, or is the birth year more accurate? Generally, the first option is correct, but because
many old farmers do not know the day they were born, only the birth year would yield more accurate
information. If the first option is used, most data would be missing or incorrect and thus invalid.
Example 2: As part of a CLMRS household survey, data is collected on chores in the household and on
the farm, the work the farmer's children carry out, and how much time they spend on each task.
Responses to these questions were given in whole numbers instead of decimal numbers. If children
spend 30 minutes on a chore, the enumerator would fill in 30 (of 30 minutes), and if it were 1 hour,
they would fill in 1 (of one hour). As a result, the data collected is incorrect and thus invalid.

Timeliness - "the quality of happening at exactly the right time". For data quality, this means that data
needs to be available at the right time.
Example: Is the latest internal inspection data available when the certification body conducts the
external inspection?

Uniqueness - "the fact of being the only one of its kind". Is the data specific and fits its purpose?
Example: Your cooperative needs to know the details of all children of the member up to the age of
18. In the household survey, however, the age limit is not specified, and data from children of all ages
are collected and processed. This may affect the outcomes of the data for your CLMRS activities.

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Field Data Quality Enhancement Toolkit

These dimensions can be checked during the following activities:
● Development of forms (e.g., questionnaires and inspection forms)
● Monitoring the collection of data
● Data cleaning
Next, we incorporate the quality dimensions in the development of questionnaires and inspection
forms with properly formulated questions and relevant and proportionally balanced answer options.

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How to design a good questionnaire or inspection form
Some cooperatives develop their own questionnaires and internal inspection forms, while others use
forms designed by partners or consultants. Because data collection is a recurring activity throughout
the year, cooperatives must have the internal skills to develop a survey or inspection form with good
question and answer options, regardless of whether data collection is digital or paper-based. Why are
these questions and answer options important, and what are the parameters for a good form design?
The basis of any questionnaire is the objectives and goals of a specific project or activity. Specific
questions can be defined with the help of objectives and goals to provide the needed information.
Without clear objectives and goals, we would not know the required information, and questionnaires
may become lengthy. This can result in lower data quality because incorrect information can be
collected. For example, the interviewer or respondent may not have enough time for a lengthy
interview and rush to finalise the survey. To avoid these situations, you can use the SMART formula.
SMART is an acronym for Specific, Measurable, Achievable, Realistic, and Timebound. When applying
SMART, your goals and objectives will be of good quality (see Annexe 1 of Module A for more
information on the SMART formula).

Another vital ingredient for a good questionnaire is the questions. Well-formulated questions result in
quality data. There are two main types of questions:

1. Open-ended questions are used when we want to know someone's opinion on a certain topic. There
is much room for the respondent to share their opinion. For example, "What do you think of the use of
illegal agrochemicals in your community?" An open-ended question cannot be answered with a 'yes' or
'no'.

2. Closed questions have defined answer options and are usually referred to as single-select or
multi-select questions. These questions are used when we want to know specific information. By
limiting the answer options, we guide the respondent in providing the necessary information.
There is often a tendency to use open-ended questions to ensure that all possible information is
collected. However, when data is compiled from more respondents, closed questions are the most
reliable and efficient option. They produce structured data that can be aggregated and analysed
digitally. Open-ended questions need to be reviewed individually, which is time-consuming and
error-prone.

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Field Data Quality Enhancement Toolkit

Another essential component of good questions is the answer options (for multi and single-select
questions). There are several criteria the answer options must comply with. Answer options should
be:
● As concise as possible
● In clear language (avoid ambiguous options)
● With clear-cut categories/options without overlap
● Providing an answer to the given question

In Annexe 4: 'How to Formulate Questions and Answer Options for Surveys or Internal Inspection
Form,' you can find more information and suggestions on how to formulate questions, answer options,
and corrective actions.

In this module, there is a specific focus on how to develop an excellent internal inspection form. Good
inspection questions will explain why a member is not complying with the criteria of a sustainability
standard. This will help assign specific and adapted corrective actions. Also, when analysing the
non-compliance of all members, a cooperative gets more insights into the main issues resulting in
non-compliance. They can then take action, for example, modifying training content on these topics or
taking other corrective measures to ensure compliance with all criteria.

The main benefits of an internal inspection form with optimised internal inspection questions include:
● Obtained detailed information about non-compliance
● Obtained valuable data that can be used for decision-making
● Implemented scoring and sanctioning system for automated assessments of inspection
forms

Carry out the following seven steps to improve your current surveys or internal inspection form or
create new data collection forms.

Step 1: Create a working document to record your objectives, indicators, questions and
answer options
Create a working document to record your objectives, indicators, questions, and answer options. You
can use the provided template, i.e., 'Module C Questionnaire and Inspection Form Design,' or make
your own document in Word or Excel. Creating an Excel document is recommended, as it helps you
develop surveys or inspection forms in a structured way and makes it easy to share with others.
Moreover, it serves as documentation for future projects.

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Field Data Quality Enhancement Toolkit

Using the same question and answer options for the same topic or indicator ensures data quality
when collecting information for multiple projects. Additionally, some software solutions require an
Excel format to upload a questionnaire, which can save time.

Create the following columns in your document:

● Indicators
● Criteria
● Questions
● Answer options
● Scores (for internal inspections only)
● Corrective actions (for internal inspections only)

Image 1: Proposed Working Sheet on Questionnaire and Inspection Form Design (Template 3)

Step 2: Describe the project’s objectives

Formulate one or more objectives using the SMART formula, which is available in Annexe 1 of Module
A. Here are a few examples:
● Inspect all member farms based on the Rainforest Alliance cocoa standard criteria by 2023.
● Timely identify instances of child labour and implement remediation activities to eradicate it
from all member farms by 2027.
You may use the provided working document or create your own version to record these objectives.

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Field Data Quality Enhancement Toolkit

Step 3: Define the project’s targets

Indicators are particular targets that help to measure progress towards achieving an objective.
Identify the indicators for the project and add them to the working document.

For instance:

● 100% of all member fields must be mapped by the end of 2024.

● Zero child labour cases should be recorded by the end of 2025.

You can use the criteria from the certification standards as an indicator for an internal inspection
form. To develop indicators, you can also use the SMART approach.

Step 4: Develop survey or inspection questions

It is important to develop questions that provide the required information to evaluate the progress on
each indicator or criterion. Ideally, for internal inspections, you should set one question per criterion of
the certification standards. However, sometimes it is not possible to do so, in which case you should
keep the questions per criterion to a minimum. If the number of questions per criterion varies, it will
not be possible to assess the scores and results per farmer properly.

The answer options should cover all possible scenarios of the question topic to ensure complete and
accurate data. For instance, if you ask, "Which crops do you cultivate on your farm?" you should list all
the options that apply. If you forget to include an answer option such as "plantain", your data will not
be comprehensive.

Step 5: Assign a score to answer options of internal inspection questions (OPTIONAL)

When conducting an inspection, it is important to assign a score to each answer option. For instance,
conformity answer options are worth 2 points, while non-conformity answer options are worth 0
points. In case of significant non-conformities, the score is -50. Additionally, 'not applicable' answer
options are always given the same score as the conformity answer options, typically 2.

The total sum of the values of all questions in the inspection form adds up to 100%. Therefore, if a
member meets all the criteria, they will score 100%. However, if non-conformities are identified on the
member's farm or household, they will receive fewer points.

If a member scores 75%, it means they have not met all the criteria. Certification scales can be used
to determine the member's status based on their score. Annexe 4, titled "How to Formulate Good

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Field Data Quality Enhancement Toolkit

Questions and Answer Options," provides detailed information on assessing and scoring internal
inspection forms.

An IMS software application can automatically assess internal inspection forms in bulk when a
scoring system is linked to the inspection form. This software can replace the approval committee or
board that previously verified and approved the forms. Instead of approving individual inspection
forms, the approval committee can approve the scoring and sanctioning system, which will apply
equally to all cooperative members.

Step 6: Describe a corrective action for each answer option that is a non-conformity
(OPTIONAL)

It is not advisable to let internal inspectors decide on the corrective action a member gets during an
internal inspection. This is because internal inspectors, especially lead farmers, are not trained on
data quality, and most corrective actions will not meet the criteria when considering the six
dimensions of data quality. As a result, corrective actions may be incomplete, inconsistent or
untimely. It will also be challenging to analyse individual corrective actions that were assigned.
Therefore, developing a single corrective action for each non-conformity answer option in the
inspection form is recommended. You can use the working document to document the correct
actions. If software is being used, corrective actions can be shared with the member during or after an
inspection as a report or letter.

Step 7: Create a survey or internal inspection form

When you gather data using paper, transcribe the questions and answer choices onto a separate
document in either a word processor or spreadsheet (Microsoft Word or Excel/Google Docs or
Sheets). This will allow you to format and structure the form in accordance with your internal
template. On the other hand, if you collect data using a mobile application, you must create an
electronic version of the form within the software or hire a survey scripting service provider to do it for
you.

Step 8: Check if the questions, answer options and corrective actions comply to the six
dimensions of data quality
Review the questions and answer options considering the six dimensions of data quality. Evaluate
whether all questions meet the criteria for good quality. If any questions and answer options fall short
of the six data quality dimensions, please modify them accordingly.

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Field Data Quality Enhancement Toolkit

Data collection and data quality: best practices for field data collection
Now that you have designed your data collection forms effectively, it is vital to ensure that quality data
is collected by enumerators and field staff during the data collection process. To achieve this, you
must focus on good planning, providing adequate training to field staff, and monitoring and
supporting them throughout the data collection period. These are the key areas that must be
emphasised to ensure that high-quality data is collected.

Step 9: Apply checklist 1 to improve data quality during field data collection

Cooperatives devote substantial time and financial resources to field data collection. However, there
are often ways to enhance these activities without the need for additional investment. Such
improvements can have a significant impact on reducing costs or enhancing data quality. To ensure
optimal data quality and field data collection, it is recommended to use Checklist 1: ‘Data quality and
field data collection’ when initiating a data collection exercise.

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Field Data Quality Enhancement Toolkit

Annexe 4: How to develop questions and answer options for a survey or
inspection form
____________________________________________________________________________________________________

How to formulate good questions

A good question is easy to understand and can only be interpreted in one way. To do this, try to
formulate short questions and use consistent writing. To fill out Template 3, 'Module C Questionnaire
and Inspection form Design', make sure you provide answers to all the necessary fields.
Use closed questions. When creating questions, it is best to use closed questions. These are
questions that are answered by a limited number of options. Open questions can be challenging to
analyse, as grouping and interpreting them will be difficult. Instead, open questions are used to ask for
an opinion. In most data collection exercises, you will not be asking for opinions but rather for facts.
There are different types of closed questions that you can use, such as:
● Numeric questions require a number as an answer, such as: "How many children do you
have?"
● Single-select questions allow only one answer, for example, "Were you present during the
meeting on the Fairtrade Development Plan (yes/no)?"
● Multi-select questions allow multiple answers, such as "How do you dispose of empty
pesticide containers (return to the dealer/return to the SPO/burn/bury)?"

Example 1:
Open question: What are your thoughts on safely disposing empty pesticide containers?
Closed question: How do you dispose of your empty pesticide containers?

Example 2:
General closed question: How do you typically handle empty pesticide containers?
Specific closed question: What is your process for disposing of empty pesticide
containers?

Example 3:
General closed question: What do you know about pesticide application?
Specific closed question: Why do you apply pesticides in your farm?

It is important to determine whether information can be observed or needs to be asked. When

someone is asked a question, they may give an answer they think is desirable instead of the truth.

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Field Data Quality Enhancement Toolkit

This means they'll answer that they believe the person asking the question wants to hear or what is
considered the correct answer.

For instance, if you ask someone if pesticides are stored safely, they'll likely answer 'yes', even if it isn't
true. In this case, instead of asking this question, it is better to observe what is happening. This is
what we call an inspection question. Here are two examples that show the difference between the two
types of questions.

Example 1:
Survey question: How do you maintain records of fertiliser application?
Inspection question: Does the member keep accurate records of fertiliser application?

Example 2:
Survey question: Do you use fire to clear land?
Inspection question: Does the member avoid burning while preparing new land?

How to develop proportional answer choices for your single- and multi-select questions

For every single and multi-select question, you need to offer a set of answer options that can be ticked
by the enumerator. Make sure:

● The answer choices should provide a complete answer to the question.

● The answer choices should cover all aspects of the question. For instance, if you want to
know what activities the children under 16 help with on a farm, you need to list all possible
activities under the answer options to get accurate information.
● The length of answer choices should be balanced, and repetition of words and phrases
should be avoided.
● When necessary, you can include an "other" option for answers not captured in the specified
options.
● However, you should not provide an option for respondents to specify "other" as this may
skew the results towards exceptions rather than the majority.

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Field Data Quality Enhancement Toolkit

Additional advice for internal inspection forms
Regarding internal inspection queries, two essential guidelines must be followed.
● Ensure that the answer choices cover all the possible scenarios one may encounter in the
field, whether on the farm or in the community.
● Compliance answer options should begin with the word ‘yes’ to indicate compliance, while
non-compliance answer options should start with “no”. This is to help the inspector
differentiate between compliance and non-compliance answer options.

Example:

"When children under the age of 18 work on the farm, they are only allowed to perform light
work outside of school hours, and the working hours should not exceed 14 hours per
week."

1. Yes, when a member's children aged between 15 and 18 work on the farm, they may
only do light work outside of school hours and for no more than 14 hours per week.
2. No, the member's children aged 15 to 18 work on the farm during school hours.
3. No, the member has children between 15 and 18 years old working on the farm in
hazardous conditions and/or during nighttime.
4. No, the member's children between the ages of 15 and 18 work on the farm for over
14 hours per week.
5. Not applicable, the member does not employ children under the age of 18.
6. Not applicable, the member does not have any children.

How to develop an assessment and scoring system for farmer assessments (for internal
inspections only)
Fill in the ‘Scoring’ and ‘Corrective actions’ section in the working document.

A scoring system is an optional step that can be used to automate farmer assessments. It is a proven
method and is very easy to apply. A corrective action should be described for each question or
criterion in case of non-compliance. This will allow a software system to automatically assign the
required corrective action in the event of non-compliance.

Describing corrective actions: A corrective action is given to a farmer when they are not complying
with a criterion of a certification standard. The corrective action is used to communicate to the farmer
what they need to do to be in compliance with certification standards and within what timeframe the
corrective action needs to be carried out.

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 For example:

Non-conformity: Member does not store agrochemicals properly.

Corrective action: It is mandatory to store all agrochemicals in proper agrochemical

storage, which should be located away from living areas, have adequate ventilation, and
be kept locked at all times.

Non-conformity: Member’s farm is situated in a protected forest reserve,

Corrective action: Expanding your farm into a protected forest reserve is strictly
prohibited. Violating this rule would lead to de-certification and removal from the
certification program.

When formulating a corrective action, including instructions for compliance will serve as training.

Assigning a score: Below is an example of how to assign scores to questions. Although other scoring
systems are also possible, we recommend using the one below as it is simple and easy to apply.

2 = Compliance major criterium

1 = Compliance minor criterium
0 = Non-compliance
-50 = Critical non-compliance

Total/sum of all questions (1 + 2 points) = 100% compliance

Note: The scoring system you use internally can be different from the scoring system of the
certification schemes for which you are seeking certification. This internal system helps you ensure
that your members comply with each criterion in the Standard. It is also a vital part of the assessment
process for farmers. Non-compliant farmers will receive corrective action or advice on improving
within a specific time period.

Example 1: Standard compliance question

Question 1: Does the member keep accurate records of organic pesticide applications?
● Answer option 1: Yes, the member keeps accurate records of organic pesticide
application (2 points)
● Answer option 2: No, the member doesn’t keep records of organic pesticide
application (0 points)

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 ● Answer Option 3: No, the member keeps some records; but not all application files (1

point)
● Answer option 4: Not applicable, the member does not apply pesticides (2 points)

Example 2: Critical compliance question

Question 2: There was no form of forced labour recognised on the farm and labourers
are treated respectfully.
● Answer option 1: Yes, there was no forced labour on the farm (2 points)
● Answer option 2: No, forced labour was recognised on the farm (-50 points)
● Answer option 3: Not applicable, the farmer does not employ labourers (2 points)

Assigning certification statuses: Below is an example of how to assign a certification status to

members. Design your organisation’s own certification status overview.

Certification status* Certification scale Farmer score**

Certified 75%-100% 90-120

Certified with corrective actions 50%-74% 60-89
Not certified 25%-49% 30-59
Disqualified 0%-24% 0-29

* Cooperatives can determine their own ‘labels’ for certification statuses. This is merely an example.
** This score is the total of all scores the farmer had received during the internal inspection on their
farm(s)

Example: how to determine a farmer’s score and assign a certification status

Farmer Coulibaly Kouassi received a total score of 65 points during the yearly internal
inspection. This score is the sum of all the points he earned during the inspection. Based
on the table provided, he falls under category 2, 'Certified with corrective actions'. As a
result, he will receive a report outlining his non-compliance and corrective actions that
need to be taken before a specified date.

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 Checklist 1:
Data quality and field data collection

Prepare a field data collection plan

To ensure that all staff members are on the same page when it comes to activities and deadlines, it is
important to plan ahead with clear dates. You can use WhatsApp or a mobile data collection tool to
schedule and communicate activities with field agents and supervisors. For instance, you can decide
which members they will be interviewing for that day. It is crucial to consider respondents' availability
when selecting the activity period. For example, plan a CLRMS household survey during the holiday
period so that field agents can have a better chance of meeting with the children of the families. This is
because some children may be away from the village during school weeks. Additionally, it is important to
consider if there are any data collection activities that can be combined or merged.

Budget sufficient compensation for field staff/enumerators

Make sure the targets for interviews are feasible for each field agent and pay them enough compensation.
If the workload is too high, or the benefits too low, they may fill in forms without meeting respondents just
to meet their targets. Or they will leave and you’ll have to find and train another field staff.

Prepare in-depth training of field staff

Training for field staff is usually focused on how to use the mobile app, data collection protocols and
filling out the form. However, it is recommended to include questioning and observation skills in the
training program. If field agents are trained in asking good questions and observing and reporting, it will
enhance the quality of the data they collect. It is also advisable to organise a refresher training session
when field staff last used the mobile app or the questionnaire a while ago. Additionally, it is best to train
more field agents than needed so that they can be called upon to replace someone who is sick or
underperforming.

Carry out a pilot to test forms and software

To ensure smooth data collection, it is recommended to test the collection forms or software with a
smaller group of field agents or in specific operational areas before the full activity begins. It is important
to incorporate the feedback of field agents and supervisors and re-test the forms and software until they
are functioning as expected.

Develop data collection protocols for supervisors and field agents separately, describing all
processes

A protocol for field agents should include instructions on how to introduce themselves, collect and share
data, and report any issues, as well as guidelines on data protection and the contact details of their
supervisors and respondents. On the other hand, a protocol for supervisors should detail how frequently
they need to perform data checks, how to provide feedback to field staff, and how to resolve and report
any issues that arise.

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Checklist 2:
Data collection protocols
It is crucial to provide a comprehensive description of all the processes and responsibilities of the
field staff and supervisors in the data collection protocol. This ensures that everyone involved is
informed about the procedures and timelines required to meet the targets set for the data collection
project or activity. The protocol should cover all necessary topics, and separate protocols should be
created for both field staff and supervisors. Additional topics can be added or irrelevant ones
removed as needed.

Data collection protocol field staff/lead farmer

● Purpose of the survey and who it is intended for

● Planning of the interviews and their deadlines
● How to sample and select respondents (if applicable)
● Amount of per diem to be spent and what type of transportation to use
● Explanation of the software and hardware that will be used, including how to log in, (if
applicable)
● How to take care of the mobile device or other hardware (if applicable)
● Introduction to the interview
● Important rules, such as the times of day when respondents can be approached or the
requirement to wear a face mask
● Explanation of informed consent and an example of the informed consent form
● How to capture and record the data
● How to send or upload the data
● How to ensure data security
● How to report to the supervisor
● Contact details of the supervisor and office staff

Data collection protocol supervisor

● Purpose of the survey and intended participants

● Contact details of the assigned field staff
● Planning details for each field staff and/or geographical area
● Important deadlines to meet
● Explanation of the software and hardware to be used, and instructions on how to log in (if
applicable)

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 ● Guidelines on how to take care of the mobile device or other hardware (if applicable)
● Instructions on how to capture and upload data
● Instructions on how to monitor the field staff
● Instructions on how to report to the office
● Guidelines on how to ensure data security
● Contact details of the office staff

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MODULE D:
DATA ANALYSIS FOR DATA-DRIVEN
DECISION-MAKING

Cooperatives rely heavily on data to manage their operations. If data is well-organised and effectively
managed, it can help share knowledge and build new skills within the cooperative. When data quality
is improved, decision-making processes can be enhanced, new growth opportunities can be identified,
and members' needs can be better understood. In module D, you will learn how to manage data using
data cleaning and analysis techniques.

____________________________________________________________________________________________________

Contents
MODULE D: DATA ANALYSIS FOR DATA-DRIVEN DECISION-MAKING 53
Contents 53
Introduction 54
Step 1: Identify data flows for analysis 54
What is data cleaning? 55
Step 2: Apply checklist 1 to clean your data 57
Step 3: Use the data validation tool in your spreadsheets (OPTIONAL) 58
How to visualise your datasets ? 58
Step 4: Visualise the identified data flows using a graph or a chart 58
Step 5: Interpret the graphs and charts 59
Step 6: Draw conclusions from the graph and develop an action plan 60
Annexe 5: How to create a graph in Excel 61
Types of Excel charts 63
Annexe 6: Data validation tool in Excel 64
Annexe 7: Examples of descriptive functions in Excel 66

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Introduction
Data analysis involves examining and interpreting data continuously collected within an organisation,
such as spray applications, fertiliser usage, scoutings, crop counts, and daily labour. By analysing this
data, patterns and trends can be identified, which help in making better decisions. For instance, by
analysing spray records, you can determine the most effective chemicals against certain pests and
diseases and adjust your spraying practices accordingly. Similarly, tracking soil erosion rates can
assist in prioritising shade tree planting in areas with high soil erosion rates to prevent further soil
degradation. Data analysis is essential in revealing insights that can inform better practices and
management.

To analyse data, the following steps are involved:

1. Organising and arranging the collected data in a structured manner,

2. Cleaning the data to correct errors, remove duplicates, and ensure accuracy,
3. Identifying patterns using graphs, charts, or calculations to see the bigger picture
4. Drawing conclusions from the identified patterns
5. Making decisions based on the conclusions derived from the analysis

Now, how can you analyse data to make better decisions?

Step 1: Identify data flows for analysis

Start by identifying data flows that you want to analyse. If you're unsure about the data flows you're
interested in, you can start by analysing the ones you worked on in the previous module, Module A,
Step 4. Depending on the size of your organisation, one or more people may be responsible for the
identified data flows. You can use a table to list the processes to which the data flows belong. Once
you've identified the relevant data flows, reach out to your colleagues responsible for organising and
managing them. You can use the same table or create a spreadsheet to list their contact details.

Some staff members may already have practical data analysis skills that can be applied. Once you
have identified these individuals, conduct a survey or informal discussions to determine who has the
skills or is interested in learning more about data analysis. Based on these meetings, you can
distribute simple and practical tasks that involve basic data entry and organising data using Excel,
which you will learn about in the following steps of this module.

In the long run, you may also consider offering more advanced training sessions that introduce the
concept of data cleaning and analysis. Training office staff on Excel usage can also be instrumental in

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the long run. These skills can eventually lead to improved decision-making, enhanced operational
efficiency, and increased collaboration within the cooperative.

Table 1: List contact persons for ‘data flow assessment’

Data flows for Phone

Process Department Name Position
analysis number

What is data cleaning?

It is essential to check the condition of your collected data before conducting a data analysis. Often,
data collection includes errors like typos, missing information, or incorrectly registered data. That is
why you need to clean and validate your datasets before the analysis. You must ensure that your data
is accurate, complete, relevant, valid, time-bound, and unique for your analysis.
For instance, consider members' birth dates stored as text in a dataset instead of date values. This is
an example of inaccurate entry, which can be caused by typos, data entry errors, incorrectly captured
member codes, or misinterpretations of a question.

Sometimes, datasets may include inconsistent formatting, e.g., date formats and units, and
inconsistent use of capitalisation. Inconsistent formattings are variations in data that were collected
from different sources. If you store cocoa bags in kilograms and grams in the same registry, it will be
confusing to analyse the dataset. That is why you need to standardise it.

Data cleaning also involves identifying missing and incomplete entries. In questionnaires, answers to
some questions may be missing. For example, the enumerator may have forgotten to enter the data,

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or there was a bug in the software, and the data is not showing correctly. You need to identify why the
data is incomplete and, if possible, gather missing data to complement the dataset.

Additionally, datasets often contain duplicates. Duplicates are two or more identical or very similar
entries in a dataset, which can lead to inaccurate results and redundant information. For example, in a
farmer registration list, certain farmers were registered twice. This can happen if a participant fills out
a questionnaire and submits it twice. Therefore, it is essential to check datasets for duplicates and
delete them.

Finally, imagine you have collected data on the size of farm fields in your organisation. Most of them
have an area of around 1 to 10 hectares. However, one data entry shows a registered farm of 100
hectares. This is very different from the rest of the data entries. A value significantly different from the
rest of the dataset is called an outlier, which can represent an actual value, but in most cases, it can
be an error that needs to be removed. You can often identify outliers by creating a line chart. The
highest and lowest peaks of that chart will represent the outliers of your dataset. You can see Annexe
5 to learn more about how to create a chart.

Image 1: Example of an outlier in a farm fields size dataset

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Step 2: Apply checklist 1 to clean your data

It is essential to remove any errors or inconsistencies to improve the accuracy of your data. Failing to
do so can lead to incorrect or invalid conclusions. To clean your data, follow the checklist for the data
flows identified in step 1 and complete all the necessary tasks.

Table 1: Checklist for data cleaning

Task Action Responsible staff Contact Info

1. Correct - Manually review each column for

inaccurate entries, typos and invalid entries and correct
such as typos and them directly in the cells.
invalid data entries. - Use Excel's Find and Replace
feature to search for specific typos
or invalid entries and replace them
with the correct values.
- Use Excel's Data Validation tool to
create dropdown lists for specific
columns, ensuring that only valid
entries are accepted (Annexe 6).

2. Fix structural - Use Excel's Data Validation tool to

mistakes, such as create dropdown lists for specific
units and data columns, ensuring that only valid
formats. entries are accepted (Annexe 6).

3. Check if your - Select the needed columns

data has duplicates containing your data, go to the "Data"
and remove them. tab, click on "Remove Duplicates,"
and Excel will remove duplicate
rows, leaving only unique entries.

4. Ensure that all - In Excel, use the formula

the required data =COUNTBLANK(A2:A100) to count
has been collected the number of blank cells in the
and verify if there is range.
any missing
information.

5. Identify and - Use Excel's charts to visualise

delete outliers of potential outliers and decide
your dataset. whether to remove them (Annex 5).

To view more examples of data cleaning and validation, refer to the example sheet of Template 4A:
‘Data Analysis Examples’. This provides an instance of a cleaned dataset.

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Step 3: Use the data validation tool in your spreadsheets (OPTIONAL)

It is crucial to ensure that the data you collect is standardised, following a consistent format and
structure. For example, if your data pertains to the number of hours a child spends performing simple
tasks on a farm, ensure that all values are in the same unit (hours or minutes). This will prevent
confusion and make the data easier to read and compare.

To achieve consistency, you can use the data validation tool in Excel. This tool allows you to set rules
for what kind of data can be entered into specific cells. For instance, you can define that only numbers
within a certain range or specific text values can be entered. For more information on how to use the
'Data Validation tools' in Excel, please refer to Annexe 7.

How to visualise your datasets ?

Visualising data is important to comprehend patterns and trends within your data. The most
commonly used tool for visualising data is a graph. A graph usually contains two axes, an x-axis
(horizontal) and a y-axis (vertical), that provide a coordinate system for values. It displays a
relationship between two variables, with a data point on the graph corresponding to the value of the
plotted variables. You can find some examples of data visualisation in Annexe 5. For more advanced
examples of analysing data, refer to Annexe 7, which summarises basic functions to start within
Excel.

Interpreting a graph involves:

● Understanding the information presented
● Identifying patterns or trends
● Drawing meaningful insights from the visual representation of data

By observing the visualised data, you can derive valuable information and communicate the message
in the graph.

Step 4: Visualise the identified data flows using a graph or a chart

In step 1, identify the data flows relevant to your dataset. Once you have identified them, create a
graph or chart to visualise your data. If you are unfamiliar with graphing tools or cannot access a
partner software that extracts graphs, you can export your dataset to Excel. Refer to Annexe 5, 'How to
create a graph in Excel', for' step-by-step instructions on creating a graph using your selected dataset.

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Step 5: Interpret the graphs and charts

The following guidelines help you draw recommendations based on a graph or chart:

1. Examine the axes: Take a look at the labels on the x and y-axes to understand which variables or
categories are being represented. Note the scale or units used on each axis, as it can affect the
interpretation of the data.

2. Read the title and labels: Pay attention to the graph's title and any additional labels or captions
provided. These often provide important context or information about the data being presented.

3. Analyse the data points: Examine the data points or markers plotted on the graph. Consider their
position, shape, colour, or size, as they can provide new information or represent specific categories
or groups.

4. Look for patterns and trends: Identify any patterns, trends, or relationships within the data. Look for
upward or downward trends, clusters of data points, or any consistent patterns emerging from the
graph. Note if the data increases, decreases, fluctuates, or remains stable.

5. Compare data sets or categories: If the graph includes multiple data sets or categories, compare
their values and relationships. Look for differences or similarities, identify the largest or smallest
values, and assess variations or patterns across different groups.

By following these steps, you will be able to draw conclusions about the data. Consider whether they
are significant and relevant to you.

For more examples of data visualisation, please refer to the example sheet of Template 4B: 'Data
Analysis Examples'. You can also complete the exercise directly in the working document or copy the
information on your working document.

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Step 6: Draw conclusions from the graph and develop an action plan

Present your conclusions based on the interpretation of the graph. You can use the table below or
create your own document to summarise the areas that need improvement. Remember to link the
actions to the recommendations derived from the findings.

Table 2: Action plan

Findings Recommendations Linked actions

Example: A high-cost fertiliser Example: Consider exploring Example: Search for alternative
is used in small quantities by different types of fertilisers to fertilisers, including information on
farmers. minimise the expenses. their costs and efficiency.

… … …

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Annexe 5: How to create a graph in Excel
____________________________________________________________________________________________________

You can create a graph or chart to visualise your data in Microsoft Excel. It is a quick and easy
process, and you can customise the graph to look precisely how you want. Follow the steps below,
illustrated by an example, to create a graph in Excel, supposing you want to visualise the average yield
of cocoa beans per year to see how significant the variations are.

1. Open your data with Excel. Ensure your data is validated and clean, and verify if there are
headers for your data columns. If not, add headers for clarity purposes.
2. Select your data by clicking and dragging your mouse from the top-left corner of the data
group to the bottom-right corner, making sure to select the headers and labels as well. Then,
click the 'Insert' tab in the toolbar.

3. Choose the graph type. In the 'Charts' section of the 'Insert' toolbar, click the visual
representation of the preferred graph.

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 If you are visualising cocoa yields per year, you can use the line chart, which is best for
showing growth or decline. Alternatively, you can use the bar chart to accentuate the
differences in yield quantities. To help you with data visualisation, Excel has a function called
'Recommended Chart' to explore your options. Once you have chosen the graph type, Excel
will automatically generate the graph for you.

Examples of two types of data visualisations with line chart (on the left) and bar chart (on the right).

4. Add a title to your graph by double-clicking the 'Chart Title' text located at the top of the chart.
Delete the current text and replace it with your own. Once you are done, click on a blank space
on the graph. Remember to save the graph at the end of your work.

Types of Excel charts:

A. Line charts are an effective way to present

continuous data and trends over time. Each
data point is connected by a line, which
makes it easy to observe patterns and
changes. The chart's horizontal axis shows
the progression and changes, while the
vertical axis displays the metric across that
change. Line charts are ideal for visualising
the relationship between two variables and observing their relationship. Using this type of
graph, you can easily see whether the trend is growing or declining. For instance, you can plot
the relationship between temperature and yield.

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 B. Pie charts visually represent the composition and
distribution of a whole. Each category is represented by a
slice of the pie, and the size of the slice represents the
proportion or percentage. Pie charts are a great way to
show the relationship of a variable to the whole. For
instance, you can use a pie chart to figure out what
percentage of plantains there are compared to other types
of crops.

C. Bar charts are a helpful visual tool for comparing

categories or data points with discrete values, such as
whole numbers. In a bar chart, each category is
represented by a bar, with the height of the bar indicating
its corresponding value. This type of chart is commonly
used to compare the performance of different categories
against each other.

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Annexe 6: Data validation tool in Excel
____________________________________________________________________________________________________

If you are using Excel to collect and organise your data, the data validation function in Excel is helpful.
The data validation tool in Excel enables you to set rules for data entries. These rules can be concrete
restrictions for data inputs (such as numerical data not exceeding a certain threshold) or preselected
custom answers. If a cell value does not meet your validation criteria, the tool will alert you of the
mistake. By enforcing validation restrictions and constraints, you can enhance the quality of your data,
ensuring that your dataset contains fewer errors and inconsistencies.

Here are the steps to set up data validation in Excel:

1. Select the cells for which you want to create a rule.

2. Click on the 'Data' tab and select 'Data Validation'.
3. On the 'Settings' tab, under the 'Allow' option, select an appropriate option based on your needs.
4. Under the 'Data' option, choose a condition depending on what the value represents.
5. Set the other required values based on what you chose for 'Allow' and 'Data'.
6. Select the 'Show input message when the cell is selected' checkbox to display the message
when the user selects or hovers over the selected cell(s).
7. Select the 'Error Alert' tab to customise the error message and choose a style.

By following these steps, you can easily set up the data validation tool in Excel and ensure your data is
accurate and error-free.

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Annexe 7: Examples of descriptive functions in Excel
____________________________________________________________________________________________________

Sorting data is an essential step in data analysis, which involves arranging the data in a meaningful
order to make it easier to read and understand. Imagine your contact list displayed in a random order.
Searching for specific information would be more cumbersome without sorting the data. Sorting data
makes searching visually and via code easier, as only the necessary rows are displayed, and the
others are hidden. Some sorting and filtering techniques include:

● By text: Arrange data alphabetically from A to Z.

● By numbers: Arrange data from smallest to largest or largest to smallest.
● By dates and times: Arrange data from oldest to newest or newest to oldest.
● Use filters: Hide unnecessary data temporarily by creating filters based on row results or
adding custom filters that display values greater than, less than, or equal to a reference value.
You can find the Sort and Filter functions in the Home tab of the Excel toolbar.

In addition, you can use descriptive analysis functions to obtain the key characteristics of a dataset.
Excel provides a variety of functions that can aid you in your calculations. To begin using these
analysis tools, type the function in an empty cell using the = symbol. Alternatively, you can look for the
required function in the toolbar (which is shown in the picture below) by searching for its description.

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Descriptive analysis is a simple method of data analysis, which is particularly useful when working
with large datasets. It provides an overview of the main characteristics of the dataset, such as
variability, distribution, and comparison of values. This method is used to summarise and describe the
key features of the dataset. Examples of descriptive analysis include calculating the following:

● Sum: For example, if you have a dataset containing the daily collected harvest during the
harvesting season, you can analyse the total collected yield by adding up these values.
● Average: For instance, if you want to analyse the average age of workers on a farm parcel,
calculating the average is a good option.
● Range: This involves finding the difference between the maximum and minimum values in a
range of values.
● Minimum: This refers to finding the smallest value in a range of values.
● Maximum: This refers to finding the largest value in a range of values.
● Frequencies and counts: Suppose you want to count how many pest events were observed
across all fields over a given period. If a pest event has been observed, the registered value
was 1. If the pest event has not been observed, the value was 0. By counting how many zeros
and ones were recorded over a given period, you can gain insights into the frequency and
severity of pest infestations.

Function Description

VLOOKUP() When using a table, you can search for a value in a column and retrieve a
corresponding value from another column in the same row. This process is
called a lookup.

SMALL() Retrieves the smallest value from a range of data, considering the rank or
position.

LARGE() Useful when you have a dataset and need to find specific values ranked by
their magnitude. It works similarly to the ‘SMALL’ function but instead finds the
largest values. You can use it to determine the largest value or extract a
particular value based on rank.

SUBSTITUTE() Replaces all occurrences of a specific text within a text string with new text,
either for a specified occurrence or all occurrences

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 LEFT() Extracts a specified number of characters from the left side of a text string.

MID() Extracts a specified number of characters from a text string, starting from a
specified position

RIGHT() Extracts a specified number of characters from the right side of a text string

COUNT() Gets the number of entries in a number field that is in a range or array of
numbers.

CONCATENATE() Used to join different pieces of text together or combine values from several
cells into one cell.

COUNTERBLANC() Counts the number of cells without a data entry within a selected range.

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MODULE E:
RESPONSIBLE USE OF DATA AND DATA
PROTECTION

Your organisation collects and stores a large amount of data on a regular basis. A significant portion
of this data is sensitive, including financial records, member information, agricultural data, and other
similar data types. It is crucial to keep this information confidential and respect the privacy of
individuals. This module provides detailed information on data protection and how it can be
effectively applied within your organisation.

____________________________________________________________________________________________________

Contents
MODULE E: RESPONSIBLE USE OF DATA AND DATA PROTECTION 68
Contents 68
Introduction 69
What is data protection and why does it matter for your cooperative? 69
Risk assessment tool for data protection practices: How can your cooperative apply data
protection in practice? 71
Step 1: Identify data processes that need to be checked for data protection issues 71
Step 2: Assess data collection practices 71
Step 3: Assess data administration practices 72
Step 4: Assess data sharing and storage practices 73
Reflect on data protection measures in your organisation 74
Step 5: Create recommendations for enhanced data protection measures 74
Step 6: Incident Response and Reporting 75
Annexe 7: How to design an informed consent form 76

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Introduction
This module discusses the responsible use of data. Data is a valuable tool that can be used to benefit
individuals, but it should never be used to harm them. Unfortunately, data is sometimes misused or
stolen, either intentionally or accidentally. To prevent this, it is essential to comply with data protection
laws.

In Côte d'Ivoire, the Autorité de Régulation des Télécommunications/TIC de Côte d’Ivoire (ARTCI) is
responsible for data protection. All organisations that handle the personal data of Ivorian citizens
must adhere to the regulations set by ARTCI. It is also essential that your business partners comply
with the laws of Côte d'Ivoire and the EU's data protection regulations. If your business partners sell
cocoa to the European Union, they must also comply with their regulations. By using data responsibly,
you can meet the requirements of ARTCI and the EU's data protection laws. Understanding what you
must do to comply with these regulations is crucial. We recommend that you educate yourself on how
to comply with the regulations and how you can support your business partners.

For more information on regulations in Cote d'Ivoire, please visit https://www.autoritedeprotection.ci/.

However, using data responsibly is not only about following data privacy and security laws. It is also
about maintaining your reputation and trust. You need to reassure your business partners that their
information is safe with you.

What is data protection and why does it matter for your cooperative?
Data protection and privacy are essential for organisations to mitigate risks associated with personal
data. These measures should be applied to all data processes, whether collecting data on paper or
using digital tools. With the rise of digitisation, data breaches and misuse have become more
prevalent and can lead to sensitive information leakage, causing reputational damage and loss of
business partnerships. Hence, prioritising data protection is necessary. Digital solutions can be used
safely without risks by taking preventive steps. To achieve this, organisations must apply Data
Protection Rights, which outlines how personal data should be collected, processed, and used.

1. Right to privacy

Cooperative members and their family members have the right to privacy regarding their personal
data collected by the cooperative. This means that the data should be kept securely, and only
authorised individuals should have access to it. It should not be used for any other purpose beyond
what is stated in the agreement between the member and the cooperative. The cooperative should

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also exercise caution when sharing member data with partners. The member's consent is required
before sharing their data with third parties, and any data transfer should comply with the region's data
protection laws.

2. Right to security

Member data should be stored securely to prevent unauthorised access as it may jeopardise their
security.

3. Right to consent

When collecting personal data from members, it is important to provide them with the opportunity to
indicate whether they approve of their personal data being collected and used for a specific purpose.
Nowadays, informed consent forms have become the standard in every data collection project. Before
the data collection process begins, individuals sharing their data must sign the form and be informed
about the project's purpose, why their personal data is being collected, and how their data will be kept
safe.

4. Right to withdraw

At any point in time, members have the right to withdraw their data. It is important to inform them of
the procedure for doing so when collecting their data. This can be done through a written statement
addressed to the cooperative.

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Risk assessment tool for data protection practices: How can your
cooperative apply data protection in practice?

Step 1: Identify data processes that need to be checked for data protection issues

To assess risks, you can use the processes that were identified during the data flow evaluation. You
should consider the risks for each process by using the checklist in Annexe 8 and list the results in the
table below or create your own. A risk assessment is a helpful tool that enables you to become a
responsible data user. Using this tool, you can identify data protection risks in your organisation and
come up with measures to mitigate these risks. It also shows you how your responsible use and
storage of farmers' data looks in practice. It is crucial to remember why you have data protection and
to integrate these reasons into your practices to maintain good practices. To assess how well
protected your data practices are conduct a data flow evaluation and risk assessment on your data
collection methods as well as your datastorage, and administration.

Identify the data processes you want to audit for data protection issues. Use the data processes
analyzed in previous modules. Follow the three steps to assess how secure your data practices are
when collecting, storing, and administering data.

Step 2: Assess data collection practices

Start by reevaluating your practices during data collection. Have you ever heard of the informed
consent form? It is an excellent example of good data protection practices.

Informed consent is a legal concept that requires individuals to provide their consent for the collection
and use of their data. For instance, if you are collecting data from a farmer about the crop yield in a
particular area, informed consent forms can help your cooperative communicate the purpose of data
collection. It lets you be transparent about how the data is used and protected.

It is important to note that informed consent forms must comply with regional legislation on data
protection. Consider training your cooperative members to handle data effectively and ethically. For
more information on designing Informed Consent Forms, please check Annexe 7: How to design
informed consent forms?

Use the checklist below to evaluate your data collection practices and identify areas for improvement.

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☐ Check if your measures adhere to legal requirements. If this is not the case, then:

● Educate your cooperative on the current data protection regulations of the region.
● Find out the potential consequences of non-compliance and the cooperative’s responsibility.
● Identify non-compliant practices and think of ways to change them.
● Collect only the data that is necessary for the intended purpose. Only collect necessary
information to minimise the risk of storing and managing large volumes of data.

☐ Check if you use informed consent forms. If this is not the case, then:

● Educate your cooperative on the importance of obtaining informed consent from farmers
before collecting data.
● Communicate the purpose of data collection, how it will be used, and with whom it may be
shared, using simple and concise language that everyone can understand.
● Develop guidelines for creating informed consent forms that are easy to comprehend and do
not use technical jargon or complex language.
● Establish procedures for farmers to revoke their consent at any time and ensure that the
process for revocation is clear and straightforward.

An informed consent form is not the only process that needs to be assessed for data protection,
privacy, and data collection.

Step 3: Assess data administration practices

Data administration involves the management of access to sensitive information within an

organisation. Implementing robust data protection measures is essential to ensure that only
authorised personnel can access, modify, delete or share data. These measures prevent unauthorised
individuals from gaining access to sensitive data, tampering with important information, or
accidentally deleting data files. Good data administration practices are crucial to reduce the risk of
data breaches or misuse. Use the table below to evaluate your data administration practices regarding
data protection.

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Field Data Quality Enhancement Toolkit

 Is it already
Examples How feasible is it to adopt?
in place?

Password management: Have a strong and

unique password for accessing systems.
Yes or No
Regularly update passwords and don’t reuse
the same passwords.

Access control: Implement strict access

controls to ensure that only authorised Yes or No
personnel can access, modify, or delete data.

Employee training: Do your employees know

security protocols, and their responsibilities
in handling sensitive data? Regularly update Yes or No
training to address emerging threats and
technologies.

Step 4: Assess data sharing and storage practices

Data security measures exist to protect sensitive information. Examples of data security measures
include the use of passwords and data backups. Below, you will find a table containing proposed
examples of data security measures. Check if your cooperative has already adopted these measures.
If not, consider whether it would be feasible for your organisation to adopt them.

Is it already in
Examples How feasible is it to adopt?
place?

Encryption: Encrypt databases, files, and

backups to protect data at rest from
Yes or No
unauthorised access due to physical theft
or unauthorised access to storage devices.

Data backup or recovery: In the event of a

mishap or system failure, critical data may
be lost forever without backup strategies in Yes or No
place. Have you implemented regular
backups for your critical data?

Vulnerability management: Do you use

antivirus software or perform vulnerability Yes or No
scans to update storage system security?

Data segmentation: Separate sensitive

data into segments or partitions to limit
Yes or No
access to specific authorised individuals or
groups.

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Field Data Quality Enhancement Toolkit

Finally, let's discuss data sharing. It refers to the process of providing information to multiple users or
organisations. This can be done to collaborate or improve agricultural practices. However, data
sharing can be risky for your organisation. Therefore, it is essential to discuss data-sharing
agreements between the parties involved. Guidelines should be established that include rules for how
data is viewed, whether it can be modified, and the permitted uses of the data.

Reflect on data protection measures in your organisation

Consider the measures introduced in steps 2 and 3 to enforce data protection within your
organisation. Some of these measures may already be applied in your cooperatives, while others may
be new. Take a moment to reflect on how well your data is protected against misuse, theft, and
breaches. This can help you identify areas where modifications can be made to enhance data
protection in your organisation.

Step 5: Create recommendations for enhanced data protection measures

Based on the outcomes of previous steps, what steps can be taken to improve data protection?
Prepare recommendations using the checklist in the table below to enhance the current data
collection, administration, and storage practices with more robust data protection measures. Be
mindful of any challenges that may arise, such as financial resources, knowledge, or authority to
implement certain practices. Indicate any relevant challenges along with your recommendations.

Table 1: List of recommendations in regards to data protection

Recommendations Challenges

1.

Data
2.
collection

3.

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Field Data Quality Enhancement Toolkit

 1.

Data
2.
administration

3.

1.

Data storage 2.

3.

Step 6: Incident Response and Reporting

As a final step, consider the measures implemented if there is a data protection breach. Explain to
your team the steps to take when reporting and dealing with security incidents or breaches.
Emphasise the significance of taking prompt action and containing security incidents, notifying
relevant parties, and initiating incident response plans promptly to minimise potential damages.

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Field Data Quality Enhancement Toolkit

Annexe 7: How to design an informed consent form
____________________________________________________________________________________________________

● Header: Begin the form with a clear and descriptive header, such as "Informed Consent Form"
or "Participant Consent Form." Include the name of your cooperative and the date.
● Introduction: Provide a brief introduction that explains why the information is being collected.
Describe its significance, potential benefits, and any risks or inconveniences involved. Use
clear and plain language to ensure understanding.
● Explain procedures: Clearly explain the specific procedures, tasks, or activities involved in the
study or project. Provide a step-by-step overview, including potential risks, discomforts, or
benefits of each procedure. Use clear and concise language, avoiding technical jargon.
● Data collection and usage: Clearly explain the type of data that will be collected, the methods
used for data collection, and how the data will be stored, managed, and analysed. Mention
any data protection measures in place to ensure confidentiality and anonymity. If applicable,
specify whether identifiable information will be used or shared and explain any privacy
safeguards in detail.
● Risks and benefits: Outline the potential risks, discomforts, or side effects of participating in
the study or project. Also, highlight the potential benefits or contributions that may arise from
the research, either to the participants or society.
● Voluntary participation statement: Clearly state that participation in the study or project is
voluntary and that individuals can withdraw their consent at any time without any negative
consequences. Clearly state the rights of the participants, such as the right to refuse or
withdraw consent, the right to ask questions or seek further information, and the right to
request access to their data or request its deletion.
● Participant information: Include a section that provides essential information about the
participants, such as their names (if necessary), age range, gender, and other relevant
demographic details. This helps identify the participants and facilitates record-keeping.
● Contact information: Provide contact details of the researchers or project coordinators who
can address any questions, concerns, or complaints from the participants. Include phone
numbers, email addresses, and office locations. Encourage participants to reach out for
clarification or assistance.
● Signature and date: Include a section for participants to sign and date the consent form,
indicating their participation agreement. If the participants are minors or have limited
capacity to provide consent, include a section for the signature of a parent, guardian, or
authorised representative.

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Example of an informed consent form

Project name and project description

Make sure that the participant understands which projects they are giving consent to.

Explanation data collection process and background project

Describe the following details. Contact your software provider for additional details.

● Kind of software used (optional)

● How data will be used
● If the data will be shared
● Where data will be stored
● How data security will be ensured
● Applicable data protection law

Standard statements

Modify according to your project and add your organisation’s name

I confirm that I was informed about the project and that I understand its purpose.

I agree that my personal data collected by [name organisation] will be used for the purpose of this
project as described above and that data may be shared with partners involved in the project, provided
that it serves the overall purpose of the project and that the data is treated with respect to the Data
Protection Act [indicate which Data Protection Act is applicable].
I understand that I am free to withdraw from the project and to ask [name organisation] to stop using
my personal data. Shall this be the case, then I shall inform the above-mentioned organisation for their
necessary action.

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Field Data Quality Enhancement Toolkit

Date and signature participant/member

------------------------------------------

Date and signature person assisting the participant/member

-------------------------------------------

Date and signature representative PO

-------------------------------------------

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Field Data Quality Enhancement Toolkit

Field Data Quality
Enhancement Toolkit
Trainer Instruction Manual
__________________________________________________________________________________

This instruction manual offers guidance to trainers for the training of farmer cooperatives on the first
three core modules of the Field Data Quality Enhancement Toolkit by Meridia and Rabo Foundation
(2023).

Structure

This manual is divided into two parts. The first part contains general instructions and preparations for
trainers to follow before and during the training. The second part consists of exercises designed for
participants.

To ensure that the participants learn by doing, each module starts with a brief introduction to the
relevant concepts, followed by practical steps cooperatives can take to digitise their operations and
improve their data quality. Participants can fill in the results of the steps in the module or use the
accompanying working documents in Excel.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

Exercises help participants understand the topics and apply the proposed steps in practice. These
exercises also allow participants to share their real-life experiences with others.

Participatory approach

As per our learning-by-doing approach, we suggest minimising the use of PowerPoint and maximising
the use of flip chart sheets and coloured cards. The toolkit modules consist of various topics and
steps, where trainers can explain the theory and steps by pasting the topics and accompanying steps
on the wall using flip sheets and coloured cards. These should stay on the wall throughout the
training, allowing participants to study them and refer to them as needed. When working with
PowerPoint, information disappears when moving to the next page, making it difficult for participants
to remember everything. Therefore, we encourage trainers to paste the content on the wall to help
participants remember it better.

To increase participation, trainers can ask participants to explain the keywords or present the steps of
the module in front of the group rather than explaining everything themselves. Trainers can also ask
questions to encourage discussion and reflection on the topic. For instance, trainers can ask
participants to brainstorm examples of processes and data flows to help them understand abstract
concepts. By doing so, participants will pay more attention, participate more, and remember the
training content better.

Minimum requirements

Advised number of days training per module: 2 days, with a minimum of 1 day

Preferably around 6 participants per session,

Advised number of participants per session:
with a maximum of 12 participants

Should be well-versed with farmer cooperatives,

Training skills trainer: familiarity with sustainability topics in the sector,
surveys and inspections

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

General preparations
● Share the training modules with the participants in advance, either in hard or soft copy.
● Ask the participants to read the modules before the training to ensure they understand the
topics.
● Print each module for every participant to hand out during the training for those who have not
received or read them beforehand.
● Prepare a training program with allocated time for each topic/step, including breaks.
● Ensure to have the following items available during the training:
o Laptop
o Projector
o Flip chart and flip sheets
o Coloured markers for each group
o Gum or tape
o Coloured cards with the key concepts and steps of each module (preferably
laminated)

General instructions
● Use a training attendance sheet to record participant names, roles, phone numbers, and
gender during each training session.
● Limit the use of PowerPoint (or other presentation software) and instead use coloured cards
and flip sheets whenever possible.
● Cut the coloured cards into equal sizes and write keywords and sentences related to the topic
(see Annex 1). If possible, laminate them for reuse.
● Write each exercise on a flip sheet before the session begins and ensure enough flip sheets
and markers are available during the training.
● Start each module with a short presentation of the content, including theory and steps. Use
keywords and steps from the coloured cards and post them on the wall.
● Conclude each module with a summary of the content, main discussion points, and
conclusions.
● Stick to the allocated time for each topic in the training program.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

● Take pictures of participants and training materials throughout the training, with permission
from participants.
● Record exercise results via pictures or by keeping the flip sheets/materials that participants
write on. Digitise the results when possible.
● After the training, ask participants to fill out the feedback questionnaire and fill in the trainer
feedback questionnaire.
● Inform participants about follow-up sessions that may occur a few weeks after the training.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

Exercises
The goal of the toolkit is to enhance the skills and knowledge of cooperatives through practical
means. Each module comprises a series of steps supported by exercises to understand the
discussed topics. These exercises should be completed in teams or during plenary sessions, as
indicated per exercise.

Introduction exercise

On the first day of the training, you can conduct an exercise with the participants to help them
understand the significance of the topic being covered. Some participants may believe they do not
need to improve their digital skills or data quality, as they might already use Excel or have an internal
inspection form. This exercise aims to convince all participants of the benefits of the training and
ensure that everyone is on the same page.

1. Identification of challenges and desired outcomes (30 minutes)

For this exercise, the trainer will write down the following questions on a flip sheet and have each
cooperative work out the answers:

● How do you collect data?

● What are the current challenges with data collection?
● How do you store data?
● What are the current challenges with data storage?
● How do you analyse data?
● What are your current challenges with data analysis?

Participants will then be given 15 minutes to brainstorm and write down their responses. After that,
each cooperative will get 5 minutes to present their results. The trainer will then ask the participants
the following questions:

● Can their challenges be solved?

● How can their challenges be solved?
● Who should be responsible?

Finally, the exercise will end with a short summary of the main discussion points that were brought up
during the exercise.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

Exercises Module A

2. Mapping of the data flows (1 hour)

● Divide the participants into groups of at least two and a maximum of five persons.
● Ask each group to identify one process within their organisation (e.g. member registration,
cocoa evacuation or internal inspections) and draw the movement of data of that process.
They can use different colours to differentiate the steps.
● Use red to indicate manual data collection and entry. This step should take at most 20
minutes.
● Ask the groups to present their work, explain why they chose that process, and indicate the
areas for improvement.

3. Assessing data flows with partners (30 minutes)

To facilitate a discussion on data coops, here are some possible inputs for discussion:

● Ask a cooperative to draw a data flow in front of the group, for example, for farm mapping.
● Discuss the type of data they share or collect with partners and how often they do it.
● Explore the benefits and challenges of collecting data with partners.
● Discuss who should be responsible for data collection and management with partners and
how to reach the ideal situation. Should it be the cooperative, the partner, or both?

Challenges to expect: The word data flow is misinterpreted.

Suggested action: To ensure everyone has understood the concept of data flow, you can ask some
participants to explain it in front of the group while others respond to their interpretation. Your goal
should be facilitating a discussion that helps all participants understand the concept and its
elements. Before the training session, write the keywords of the concept on coloured cards and
display them on the wall during the discussion.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

Exercises Module B

4. Plenary session on formulating SMART objectives and goals (30 – 45 minutes)

To ensure successful activities and projects, it is important to have well-defined objectives and goals.
For instance, having clear objectives and goals can help formulate good questions when creating a
questionnaire. Without objectives, it may be challenging to determine which questions are relevant.
Therefore, using the SMART formula and practising with the participants on how to formulate
objectives using this formula is recommended.

SMART formula

Specific Measurable Achievable Relevant Time-bound

For the upcoming session, participants can choose from the following topics when formulating
objectives and goals. The purpose is for each team to develop at least two and a maximum of five
objectives or goals within 15 minutes. The topics to choose from are:
● Child labour remediation program
● Internal inspections
● Shade trees project
After formulating objectives and goals, each group will present the outcomes on a flip sheet. This
presentation will take around 10 to 20 minutes.

To conclude the session, the results will be reviewed by assessing:

● If the participants could apply the SMART concept successfully.
● How easy or difficult it was for them to formulate objectives and goals.
● If they know the difference between an objective and a goal.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

5. Current vs. future digital solutions (30 minutes)

Divide the participants into groups per cooperative. Write down each step of the exercise on a flip
sheet:

1. Participants should list the software and hardware solutions they currently use, along with how
these solutions are helping them solve their problems. They can also mention the solutions used
by their partners.

2. Participants should list the paper-based/manual processes from the data flow assessment that
need to be digitised with software (Module A). They should also explain why these processes are
still paper-based and how implementing software or hardware can solve the related problems.

3. Each group will present their work. They should be able to understand the different types of
software for data management, how this software can benefit them, and what is required for
implementation.

4. Finally, participants should focus on software and hardware solutions for data management (data
collection, data processing, and data storage) in line with the theory from Module B.

6. Plenary session with a brainstorm on which items should be part of a budget for digitisation (15
minutes)
— One participant can be chosen to write the outcomes of the brainstorm on a flip sheet.
— The software that was discussed during the previous exercise 5 of Module B can be the example
for the budget, or they chose another process or software to digitise (e.g. from the goals they had
formulated)
— Expenses and income are separated from each other on the sheets
— Together they decide which items should come in the budget (which expenses do they expect, how
can these expenses be paid for)

7. Plenary session on how to create a budget for digitisation

Participants need to prepare a budget for the software solution selected in exercise 5. The budget
should include expenses and income using the budget items from exercise 6. It should include:

● The main financial challenges.

● Which expenses may be divided over several years, which should be taken into
consideration while preparing the budget.

● Possible resources to allocate funding for digital tools.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

Challenges to expect:
● Some cooperatives use a trader's tool without investing in software or hardware themselves.
Suggested action: If dealing with such cooperatives, ask them what they plan to do if the trader ends
their business relationship. Will they still be able to use the software? What if a new partner does not
offer a software solution?

● Some participants have no experience in preparing budgets.

Suggested action: Focus only on the expected expenses and income and advise them to consult an
accountant for budget preparation.

Exercises Module C

8. Good and bad questions/answer options – plenary session (1 hour)

Participants will be asked to evaluate several internal inspection questions with answer options and
determine whether they are good.

The group will then be divided into teams and given several topics or criteria from the Rainforest
Alliance (RA) standard, such as deforestation, unapproved agrochemical usage, and buffer zones.
Each team will be tasked with formulating an internal inspection question with answer options
according to the method proposed in Module C.
—

9. How to describe corrective actions – plenary session (45 minutes)

The groups must develop two corrective actions based on the previously formulated questions. To
ensure effectiveness, the corrective actions should:

● Be related to a criterium (e.g., non-conformity)

● Provide clear instructions or advice.
● Have a time limit.
● Be formulated in the imperative.

Do the participating cooperatives currently prepare corrective actions, or does the internal inspector
determine these during the inspection? What are the challenges and benefits of both approaches?

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

Challenges to expect:
● Cooperative uses questionnaires from partners and does not have any influence on the type
of questions or answer choices.
Suggested action: It is important to explain that when the cooperative collects quality data on all levels
of operations, it will gain the partner's trust to develop their own forms and collect their own data.
● Cooperatives have no experience formulating corrective actions and do not see the need for
it.
Suggested action: It is important to explain that corrective actions have an essential training function.
Non-compliant individual members can get guidance on how to comply, and statistics on
non-compliance can be generated for the entire group rather than just for individual farmers. This
process is a powerful method to improve compliance for the whole group by focusing on the main
areas of non-compliance.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

Annexe 1:
Keywords and sentences
per module

Module A: Data flow assessment

Keywords: Data flow, Data flow map, Operational processes

Steps:

Step 1: Identify all staff involved in data processing and storage.

Step 2: Map out the data flow for every essential operational process in your organisation.
Step 3: Organise the mapped data flows.
Step 4: Prepare an action plan for each data flow that digitisation can improve.
Step 5: Write a report highlighting your findings that can help management make data-driven
decisions. (OPTIONAL)

Module B: Business plan for digitisation

Keywords: Mobile data collection software, Farm management software, Farm mapping software,
Financial planning

SMART formula: Specific, Measurable, Achievable, Realistic, Time-bound

Steps:

Step 1: Determine which software solution your organisation requires.

Step 2: Establish the critical selection criteria for your organisation's needs.
Step 3: Compile an overview of the hardware and software requirements.
Step 4: Conduct a market search for appropriate software solutions and IT service providers.
Step 5: Request quotes and demonstrations from potential vendors.
Step 6: Define the objectives and goals of the digital transformation financial plan.
Step 7: Create a budget template.
Step 8: Collect all estimated costs and income to finalise the budget.
Step 9: Analyse the budget to ensure it meets the organisation's objectives and goals.
Step 10: Select software solutions/digital tools that meet your organisation's needs and budget.

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Field Data Quality Enhancement Toolkit Trainer Instruction Manual

Module C: Digitisation and data quality

Keywords: Data quality dimensions (Accuracy, Completeness, Relevance, Validity, Timeliness,

Uniqueness)

Good questionnaire and inspection form design, Open questions, Closed questions, Proportional answer
options, Data collection plan, Data collection protocols

Steps:

Step 1: Create a working document to record your objectives, indicators, questions, and answer
options.
Step 2: Describe the goals of the project.
Step 3: Define the project's targets.
Step 4: Develop survey or inspection questions.
Step 5: Assign a score to answer options of internal inspection questions. (OPTIONAL)
Step 6: Describe a corrective action for each answer option that is a non-conformity. (OPTIONAL)
Step 7: Create a survey or internal inspection form.
Step 8: Check if the questions, answer options, and corrective actions comply with the six dimensions
of data quality.
Step 9: Apply checklist 1 to improve data quality during field data collection.

12
Meridia farm
mapping guide
Introduction
Meridia is an agricultural technology (agtech) company that provides precise and dependable solutions
for collecting and analysing field data for smallholder supply chains. Through years of experience,
Meridia has developed unique technology and expertise in ensuring field data accuracy, reliability, and
verification. These best practices and our approach to mapping can assist producer organisations and
farmers in reaching EUDR compliance.

EU Regulation on Deforestation-Free Products (EUDR)

As of December 2024, the European Union Deforestation Regulation (EUDR) will take effect. As part of
this regulation, the European Union prohibits the importation of commodities linked to deforestation.
The commodities included in this regulation are cocoa, coffee, soy, palm oil, cattle, timber, and rubber.
From December onwards, these commodities can only be imported into the EU when paired with a Due
Diligence Statement. The statement must meet specific requirements, including traceability of the
commodity to the plot level. This geo-data is critical in determining if deforestation has occurred;
ensuring the validity and reliability of this data is of critical importance. This begins with accurate farm
mapping procedures to establish a source of field reality that can be used in the EU Due Diligence
statements.

This mapping guide will help you map farm boundaries to understand and establish digital first-mile
traceability. It covers a theoretical and practical basis mapping agents can use to execute high-quality
data collection and achieve EUDR compliance by following the steps outlined below.

Credits and licensing

Field data Quality Enhancement Toolkits © 2024 by Meridia, which is licensed
under CC BY-ND 4.0

*Meridia advocates for polygons over points as they allow greater insight into the farm boundaries and more accurate and reliable
deforestation checks.

www.meridia.land
Introduction 2
EU Regulation on Deforestation-Free Products (EUDR) 2
Credits and licensing 2
Setting the stage 2
The multiple benefits of good mapping practices 2
Mapping methods and theory 3
Methods 3
Geometry types (points and polygons) 3
Mapping accuracy and precision 4
Farmer sensitisation 5
Planning 5
Farmer preparation 5
Farmer introductions 5
Farmer consent for use of data 6
Mapping practice 7
Preventing errors 7
Common topology errors 8
Farm overlaps 8
Farm duplication 8
Self-intersecting boundary line 9
Spikes 9
Challenges 9
How to deal with obstructions like roads, fallen trees, and water bodies 9
Use of software and hardware 10
Software 10
Hardware 10
Best practices for successful mapping agents 11
Farms with mixed cultivation and land use 11
Data quality verification 12
Land rights 13
Annexe 1: EUDR compliance checklist 14
Setting the stage
Farm polygon data, also known as the farm’s boundaries, is a crucial source of information to help
understand the location, size, and deforestation-free status of a farmer’s plots. Farm polygons are
particularly useful in assessing deforestation risks, detecting overlaps with protected areas, and
predicting the expected production volumes, as they allow a more accurate indication of farm size and
its layout.

The multiple benefits of good mapping practices

It is crucial to ensure reliable data quality in the field for risk assessment and
compliance with regulations. Therefore, the mapping agent is responsible for ensuring
that the collected data meets the requirements for data quality and compliance
approval. Accurate geolocation data can also be an advantage for compliance with
other certification standards, such as the Rainforest Alliance or Fairtrade.
Implementing good mapping practices to gather high-quality data can benefit various
stakeholders.

Benefits for companies include improved:

● Yield planning
● Deforestation risk assessment and monitoring
● Suppliers’ engagement and action on the ground
● Support for farmers to improve livelihoods, farm productivity and agroforestry investments
● Supply chain traceability, transparency and sustainability

Benefits for cooperatives include improved:

● Development and implementation of deforestation-free agricultural practices, also important
for EUDR compliance
● Decision-making and support for farmers based on their individual situation and farm profile
● Farmer well-being and potential improvement in income

Benefits for farmers include improved:

● Knowledge and understanding of the farm’s internal data flows
● Farmers’ plot and yield data for tailored support programs by companies and cooperatives
● Farm management and estimate of input of materials
● Certification opportunities for farmers and access to premiums
● Opportunities for the acquisition of land rights
Mapping methods and theory

Methods
A farm map is a representation of selected characteristics of a particular area on the earth’s surface,
usually depicted on a flat surface. This process is known as cartography- a field of study concerned
with the creation of maps and plans. Maps can be created through direct observation or based on
existing documentation.

Satellite or terrestrial mapping methods can be used to create these maps. Farm drawing is a data
collection method that requires high quality satellite maps and allows farmers to draw their farms
directly. It relies on waypoints and markers to accurately identify positions. Another farm mapping
method is terrestrial mapping or farm surveying, meaning data can be collected using ground-based
surveying tools such as the Theodolite, Total Station, or GNSS.

Geometry types (points and polygons)

Within farm geodata, there are broadly two categories: points and polygons. Points are a single
coordinate position that indicates the location of a farm. Farm polygons consist of three or more
connected points that form a closed surface, the farm’s boundaries, as seen in Figure 1.

For EUDR compliance, farms smaller than 4 hectares can be

marked with a point, whereas larger farms must be
represented by a farm polygon*. Understanding the
implications and specifics of these geometry types is
important to comply with the regulation.

When using GPS for surveying, the resulting data is typically

in the form of coordinates, including latitude, longitude, and
elevation, or easting, northing, and height, also known as X,
Y, and Z. These coordinates are obtained through surveying
techniques and are used as the foundation for creating
maps.
Mapping accuracy and precision
Accuracy refers to how close a measurement, observation or
mapped point is to its true or original value. Precision refers to
how close the measurements, observations, or mapped points
are to each other in recurrent recordings. It is important to
note that precise measurements or mapped points can still be
inaccurate because the values may not be closely related to
Figure 2. The difference between accuracy
the actual or expected value, as illustrated in Figure 2. and precision.
Farmer sensitisation
At the beginning of the mapping process, it is crucial to conduct reconnaissance and meet the
stakeholders of the local community. This may involve making introductions to the traditional and
non-traditional local authorities. With help from the cooperative executives, meetings with farmers can
be organised to sensitise them on the mapping activities and provide room to answer any questions
they may have.

Planning
Farmers should be scheduled for mapping on different
days based on the number of farmers and the size of their
farms. This will ensure that they are attended to on their
respective day and avoid any waiting time. To maximise the
number of mappings, mapping agents can be sent to
different communities. Efficient mapping can be ensured by
planning so that the previous farm mapping is adjacent to
the next. In case of unforeseen circumstances when
mapping cannot be done, it is important to reach out to
farmers in advance and reschedule.

Farmer preparation
To successfully map their farm, the farmer should be aware of the necessary preparations:
● Farm boundary clearing to facilitate the mappers’ movements and identification of boundaries
● Looking up the cooperative’s membership card to present it upon arrival of the mappers
● Arranging for an additional witness to attest to farm boundaries (e.g. a plot neighbour or
cooperative administrative)

Farmer introductions
Before starting data collection, mapping agents should introduce themselves and explain the
significance of mapping for farmers. This introduction should cover:
● The importance of farm mapping to better understand farmer plots
● How the data will be collected and used
● What data will be collected
● What the data is used for and how farmers could benefit from it in the future
Farmer consent for use of data
Before the mapping starts, the mapping agent must clarify the program’s purpose to the farmers and
obtain their consent to collect all relevant data. This process should be accompanied by getting the
farmer’s name, signature, a copy of their identity card, and their photograph.
 Mapping practice

The accuracy of Global Navigation Satellite Systems (GNSS) used for

farm mapping varies depending on factors such as the number of
available satellites in a constellation compatible with the GNSS device
and sky view obstruction. The precision of the data collected depends
on the time lag in transmitting the satellite signal to the GNSS receiver
on the ground. To collect farm boundary data, the mapping agent must
walk along the farm boundary and record the position every ten steps
and on each corner of the farm before changing direction. At each
point, the mapping agent should wait 10-20 seconds to establish a
stable position and avoid spikes or outlier positions in the data. The
mapping agent must walk in an orderly direction and not jump from
one point to another, as this can affect the generated polygon data.

Figure 3. Examples of farm polygons.

Figure 3 shows an example of an orderly mapped farm on the left and a
The left polygon is executed correctly; randomly mapped farm on the right.
the right one is executed incorrectly.

Preventing errors

The two most common errors when using GPS coordinates are canopy cover- and systematic errors.

Thick canopy cover can be problematic as it prevents the GPS from tracking satellites, leading to
low-accuracy data. Systematic errors are random and typically occur when mapping agents fail to
check the accuracy level of the GPS before selecting a point in the field. This can result in low-accuracy
geo data, which can impact the size of the parcel.

Errors in surveys and mapping cannot be completely avoided, but can still be minimised. To achieve
this, you must ensure the following before picking a point:

1. Stay at a point for some time to capture a stable GPS signal

2. Ensure that the cursor is stable before mapping
3. Avoid standing under a thick canopy whenever possible, as it can interfere with the GPS signal
4. When using an external GPS, raise it above the canopy first and wait for a few seconds to get a
stable signal

Map the boundary in a clockwise direction and in an orderly manner. Make sure that you do not skip any
points and map them in chronological order. Avoid mapping in a random order, as it may lead to
topology errors and bad data quality. The most common topology errors are described below.
 Common topology errors
Farm overlaps

A farm overlap is a topology error that occurs during farm

mapping when two farms have similar boundaries or share a
common area. To prevent this issue, the following steps can be
taken in the field:

● Synchronise data from previous mappings to avoid

duplication.
● Ensure the cursor is stable and wait for at least 20
seconds before picking a point to prevent inaccuracies.
● Allow the mapping agent to assist the farmer in identifying
Figure 4. A farm overlap. the farm's boundaries for precise mapping.

When mapping, it is important to note that parcels that overlap with more than 5% need to be flagged
and potentially remapped, depending on the issue's complexity. A parcel with more than 80% overlap will
need to be remapped.

To better understand the concept of farm overlap, refer to Figure 4 for an example.

Farm duplication

When the polygons of two farms almost overlap

entirely, a farm duplication occurs, resulting in a
full overlap or duplication. This situation is
illustrated in Figure 5. Farm duplication can
happen when a mapping agent maps a farm twice
without realising it has already been mapped.

To prevent duplication of farm mapping, it is

important to engage with the farmer and ask the
following questions: Figure 5. A farm duplication.

● How many farms do you own?

● Has this particular farm been mapped before?
● Who are the family members registered at the cooperative, and do they cultivate in the same
plot?
If another family member of the farmer is registered, it is wise to verify in the database whether a map
of their farm has already been saved.

Self-intersecting boundary line

When mapping an area, it is key to do so in an orderly manner to

avoid errors like a farm intersection. To prevent this, the mapping
agent should walk in one direction, such as clockwise, and check
the data gradually as they go. It is important not to jump
randomly from one boundary juncture to another during the
mapping process. For instance, Figure 6 shows an example of a
Figure 6. A polygon with a self-intersecting polygon with a self-intersecting boundary line.
boundary.

Spikes

If one or more points are located outside the correct

position and cause a sharp angle between two points, it is
referred to as a spike, as shown in Figure 7. This can occur
when the device does not receive sufficient signal or
satellite data to determine the location accurately. To fix
this, the mapping agent should delete and re-record the
spike point, this time standing at the point for a little longer.
Figure 7. A polygon containing a spike.

Challenges
How to deal with obstructions like roads, fallen trees, and water bodies

When mapping a farm, it is important to include any obstructions. When confronted with an
obstruction, leave a comment explaining why a particular farm area was not mapped. The comment
can be made more detailed by providing information on where the obstruction crosses the land using
point numbers or boundary points. For example: "Path [name of the path] runs through the North side of
the farm from boundary point X to East side boundary point Y".
Use of software and hardware
There are a number of different software and hardware solutions available to effectively carry out
mapping activities. These are used in tandem with each other.

Software

When selecting the appropriate software for your needs, several factors
must be considered. Here are some essential features to look out for:

● Support for polygons, not just GPS points

● Offline capabilities
● Synchronisation in both directions
● Ability to snap on neighbouring parcels
● Display of background layers, such as protected areas, roads, and
buildings.

If you require a more advanced solution with all the above features, you
may also be interested in Meridia Survey. It is a comprehensive software
service that meets all your survey needs.

Hardware

When it comes to farm mapping or surveying, hardware tools play an

equally important role. It is ideal to have high accuracy to avoid any
errors, but this should be balanced with the available budget. One
common practice is to use internal GPS systems of tablets/phones that
can support the software. However, Meridia always recommends higher
accuracy, as internal systems may cause problems in the future.
Therefore, it is better to consider GPS systems provided by Garmin or
Navilock.
Best practices for successful mapping
agents
These good practices make great mapping agents:

Technical

● Be well-trained in the mapping process and understand how to operate the device and app
● Have an understanding of your rural surroundings as well as GIS
● Ability to mobilise and adapt with the terrain
● Make an activity plan with the cooperative, the delegate and the guide
● Have the list of farmers and check that it is consistent with that of the tablet
● Map the true shape and size of the farm
● Be mindful of mapping data quality
● Do not neglect any step of the mapping process
● Report any issues immediately to the cooperative or mapping lead
● Report weekly to the cooperative
● Add comments to the polygon when encountering a rare condition (e.g irregular farm shape)

● Maintain device performance and handling care

Social

● Speak the local language

● Make an appointment with the producer at least one day before mapping
● Get consent from the producer before mapping
● Be on your best behaviour in the field - polite, respectful, friendly, helpful, courteous, and curious

Farms with mixed cultivation and land use

When collecting data, it is recommended to use specific mapping practices for farms with mixed
cultivation systems or fallows.

● Situation: A mixed cultivation farm where the commodity is cultivated in a separate area.
Practice: Map the farm as one single plot. Add in the comments the percentage of the polygon
dedicated to the commodity’s cultivation and the percentage covered by other crops.
● Situation: A farm with a fallow inside of a cultivated area.
Practice: If the fallow is in the middle of the cultivated area, map the farm as one single plot and
map the fallow land to indicate the area.

● Situation: A farm on which one commodity is cultivated, but a part is not productive anymore.
Practice: Map the farm as one single plot. Map the area to be excluded and validate it. Do not save
this area, as it will overwrite the data of the first mapping (the total plot).

● Situation: A farm on which one commodity is cultivated, but some of them are young trees.
Practice: Map the farm as one single plot. Indicate the percentages of young trees according to
the farmer.

● Situation: A farm with a road passing through.

Practice: Map the farm in separate polygons. Inform the ADG and request them to enable the
creation of two separate polygon mappings for one farmer. This is necessary because if one
polygon is mapped after the other, the second will overwrite the first.

Data quality verification

Data verification is done with a script to check whether the collected data meets the quality and
compliance approval. Data with bad quality will be flagged and addressed to the mapping agent.
Land rights
Collecting data on farms opens up valuable opportunities, including land
entitlement. When farmers own their land, they are more likely to intensify
their agricultural practices instead of expanding their farms. This motivates
farmers to use their land more efficiently and increase yields without
increasing their farm size. Land ownership also incentivises farmers to adopt
good agricultural practices to maintain long-term production. This can include
practices such as timely replacing old cocoa trees, appropriate plant spacing,
and using other perennial species that maintain soil fertility. These practices
are not only beneficial to the environment but also to the farmer. Meridia is a
social venture that helps farmers acquire affordable land documentation and
obtain land titling at scale.
Annexe 1: EUDR compliance checklist
Now that the farms belonging to your cooperative have been mapped, you can share this information
with the trader who buys your produce. To ensure that the trader continues to purchase your product,
the commodity produced must comply with the EUDR. This means that how it is produced must meet
specific criteria. To ensure that you meet these criteria, you can follow this checklist:

Criterium Practice

Avoid converting forests into farmland and cutting

1. Commodity needs to be deforestation-free trees for commodity production. Increase farm
yield through good agricultural practices.

Ensure that your data includes the following

details:
● The geolocation coordinates of the farm plots,
represented by latitude and longitude
coordinates with at least six decimal digits. For
2. Ensure the data obtained is complete and plots larger than four hectares, polygons
accurate should be used, with enough latitude and
longitude points to describe the perimeter of
each plot.
● The name, photo, identity card, and preferably
the contact information of the farmer who
owns the plot.

It is important to ensure that the farmers who

belong to your cooperative have secure land
rights. You can do this by examining the provision
3. (optional) Ensure land rights for farmers of land entitlement. This will provide greater
security to farmers and may motivate them to
intensify their agricultural practices instead of
extending them.