1. Empowering Indian Agriculture – www.eFreshIndia.com Quality Manual for Producer Group

2. Empowering Indian Agriculture – www.eFreshIndia.com This Quality Manual is prepared to comply with the requirements of GLOBAL G.A.P for : Producer Groups(Option 2) and Individual Producer (Option I) with multi sites with QMS. This is released by Global GAP Scheme owner, Food Plus, GmbH based in Germany. Version.4 (Obligatory from 1 st January 2012)

3. Empowering Indian Agriculture – www.eFreshIndia.com Global GAP Ver. 4. E-Fresh noted the requirements of Global GAP & Presented the expectations based on the expert advice received from the experts. It is only a generic opinion about the expectations of the requirements to be useful for the users as a guidance document. Each producer company or option1 with multi sites has to prepare the QMS documentation and maintain the records based on the actual operations of the organization. The purpose of E-Fresh in submitting the producer group manual is only to create awareness amongst the implementers For specific requirements and its updation, user has to visit www.globalgap.org for compliance with the requirements as documented by Global GAP.

4. Empowering Indian Agriculture – www.eFreshIndia.com INDEX: 1. Quality Manual:  Purpose  Introduction about the organization  Scope  Quality Policy  Objectives  Documentation  Management Representative  Roles and Responsibilities

5. Empowering Indian Agriculture – www.eFreshIndia.com Quality Manual (QM) - Purpose  Quality Manual and related documents should be prepared based on the requirements of the Global GAP General Regulations – Part II/ Rules for Option II and Option I Multi sites with QMS (Version -4).  The main purpose of this manual is to set forth the policies and general responsibilities of the producer Group and Option I Multi sites with QMS (Version -4) as applicable. This manual also includes the contracted farmer’s activity of farm produce.

6. Empowering Indian Agriculture – www.eFreshIndia.com Introduction About the Organization Brief Note About the Organization: A brief note about the organization, its year of establishment,its achievements, its promoters, their experience and operational activities to be mentioned here.

7. Empowering Indian Agriculture – www.eFreshIndia.com Quality Manual should broadly cover the following scope of the activities: Legal agreements with contracted growers. Duties and responsibilities of the contracted growers and the producer group. Conducting of internal inspection for the contracted growers Conducting Internal audit of Producer group QMS Providing technical advices covering the usage of fertilizers, plant protection products etc Supply of inputs, if any [continue in next slide] Quality Manual - Scope

8. Empowering Indian Agriculture – www.eFreshIndia.com Quality Manual should cover the following scope of activities: Monitoring of the practices of contracted growers during cultivation and harvesting. Providing training to employees and workers Calibration of the equipments being used in the farm area. Sample collection of the produce and testing of produce for pesticide residues. Engaging suitable sub contractors, if any for various farm operations Facility of cold stores / pack houses / storage area of fresh farm produce, if these facilities are used on the farm. Quality Manual - Scope

9. Empowering Indian Agriculture – www.eFreshIndia.com Quality Manual – Quality Policy  To adopt farming methods based on the Good Agricultural Practices during the production, harvesting, processing and supply of fruits and vegetables to the satisfaction of the customers without harmful residues.  This will be reviewed and updated, if necessary, at every Management Review Meeting.

10. Empowering Indian Agriculture – www.eFreshIndia.com Quality Manual – Quality Policy Good Agriculture Practices Hygienic condition of farm products Reviews in Management review Meetings.

11. Empowering Indian Agriculture – www.eFreshIndia.com QM – Quality Objectives  The quality objectives of the producer group should be present in the quality manual of G.A.P.  The quality objectives should cover the operational as well as financial performance of group. The objectives to be measurable. For Example: 1.Customer Satisfaction: The level of customer satisfactions can be measured through customer feedback forms and the goal shall be to maintain the level of 3 on scale of 4. 2. Financial Sustainability: To ensure surplus of income over expenditure for the activities carried on by the organization which can be measured once in a year through its income and expenditure account/ balance sheet.

12. Empowering Indian Agriculture – www.eFreshIndia.com QM – Quality System Documentation The Quality Manual System should consists of: Quality Manual (Policies)Procedures( refer hyperlinks )Forms / Records (Refer slide 52)Documents (Internal/ External)Work Instructions

13. Empowering Indian Agriculture – www.eFreshIndia.com QM – Management Representative  The management representative for the Global GAP should be selected by top management of the producer group.  He should be representing both the P.G and contracted growers.  He should be qualified with required skills with experience.  His reporting should be directly to the top management.

14. Empowering Indian Agriculture – www.eFreshIndia.com QM – Roles and Responsibilities  Roles and responsibilities along with the reporting authority of all the personnel working within the Producer Group should be defined and explained properly.  This will help in knowing the organizational setup and work responsibilities assigned.. TOP MANAGEMENT MANAGEMENT REPRESENTATIVE INTERNAL AUDITORTECHNICAL ADVISORS INTERNAL INSPECTOR SUB - CONTRACTORS MEMBER GROWERS

15. Empowering Indian Agriculture – www.eFreshIndia.com 2. Quality Management System – Requirements/ Standards This part/ section of the QMS, establishes the requirements and standards of producer groups, which should be implemented and complied by them to achieve the certification. These requirements need to be internally and externally assessed via GLOBAL G.A.P QMS(Relative version) checklist to ensure completeness and effectiveness.

16. Empowering Indian Agriculture – www.eFreshIndia.com INDEX: 2.QMS Requirements - The QMS Documentation shall address the following requirements: 1.Legality 2.Requirements for Producer Groups. 3.Requirements for Multi Sites ( Producers & Production sites ) 4.Producer & Site Internal Register 5.Requirements for Multi sites ( Site Internal Register ) 6.Structure of Management 7.Competency and Training of the Staff 8.Document Control 9.Records 10.Compliant Handling 11.Internal Quality Management System Audit 12.Internal Producer & Production Management Unit Inspections 13.Non-Compliances, Corrective Action & Sanctions. 14.Product Traceability and Segregation 15.Withdrawal of product 16.Sub Contractors 17.Registration of additional producers or PMUs to the certificates 18.Internal Auditor and Inspector Qualifications and Responsibilities 3. LIST OF RECORDS TO MAINTAIN AND THE SAMPLE FORMAT LINKS

17. Empowering Indian Agriculture – www.eFreshIndia.com 1. Legality  The producer group or multi sites with option1 must be established as a legal entity like private limited company, society, partnership form etc..  The objective of legal entity must include right to carry out agriculture production or trading and must be able to sign contracts with the group members and production sites.  Each legal entity must enter agreement with Global GAP through approved certification body of Global GAP. The legal entity must be the holder of the Global GAP Certificate.  It is to be noted that one single entity can operator only one QMS per crop per country. Only legal entity that can be certified under Option1 can join the group for Option2 certification.  In case if a group or multi sites joins another group or multi site the two quality management system shall merge into one to be managed by one single legal entity that will be holding the Global GAP certificate.

18. Empowering Indian Agriculture – www.eFreshIndia.com 2. Requirements for Producer Groups Producer Group must enter written contract between each member producer group. A model copy of the Agreement for Guidance: CLICK.CLICK.

19. Empowering Indian Agriculture – www.eFreshIndia.com 3. Requirements for Multi Sites( Producers & Production Sites) All production management units either to be owned or rented and shall be under the direct control of the legal entity. In case the site is rented there has to be Rental Agreement between the producer group and the site owner. Model copy of the Rental Agreement for Guidance: CLICKCLICK

20. Empowering Indian Agriculture – www.eFreshIndia.com 4. Producer & Site Internal Register  The Producer group must maintain a register incorporating the details of the producer members and of all the applicable sites used for production in accordance with Global GAP Standards.  All producers as mentioned in the internal register must be registered individually on the Global GAP data base according to the requirements of the General Regulation part 1: Annex 1.1  Those producers who do not apply for inclusion in the Global GAP Group Certification to be listed separately and or not required being registered in Global GAP data base. A model copy of the Internal Register: CLICKCLICK

21. Empowering Indian Agriculture – www.eFreshIndia.com 5. Requirements for Multi sites ( Site Internal Register ) Additionally in case of multi sites the register shall contain additional information. A model copy of the internal register: CLICKCLICK

22. Empowering Indian Agriculture – www.eFreshIndia.com 6. Structure of Management:  The Producer Group must prepare Quality Management System Documentation for Compliance by all its Member Growers in a uniform manner complying with the requirements of Global GAP Standard as mentioned above and also mentioned here in after.  Suitable trained personnel to be available for implementing the requirements by all the producers and at all the Production Units.  An organization chart to be prepared mentioning the Roles and also the responsibilities of all the personnel responsible for implementing the Quality Management System Documentation (QMS).  An individual should be authorized and responsible for managing the implementation of Global GAP, Managing the QMS, Internal Inspection of each Producer Member and / PMU annually, the Internal Audit of the QMS and Verifications of the Internal Inspections Report. There should be a Technical Advisors Responsible for advising the Group & Its Members. Organization Chart - Sample: Given Below

23. Empowering Indian Agriculture – www.eFreshIndia.com Management Structure Pack house In Charge TOP MANAGEMENT MANAGEMENT REPRESENTATIVE INTERNAL AUDITOR TECHNICAL ADVISORS INTERNAL INSPECTOR SUB - CONTRACTORS MEMBER GROWERS

24. Empowering Indian Agriculture – www.eFreshIndia.com 7. Competency and Training of the Staff  The competency requirements, like Education, Training & Experience for all the Key Personnel handling the QMS documentation to be documented. These competency requirements must meet the Global GAP requirements for Example Internal Auditor & Internal Inspectors (Annex II.1 of Part II General Regulations- click here for details.). click here for details  These Key Personnel are adequately trained on the Global GAP requirements and they are aware of the development, issues and legislative changes relevant to the compliance to the Global GAP Standard.  In case the Producer Group does not have the Internal Auditor with Food Safety & GAP Training but has only QMS Training / Experience, then another person with these qualifications can form part of the audit team to perform the approval of the farm inspections. This position must be identified in the QMS documents.

25. Empowering Indian Agriculture – www.eFreshIndia.com 7. Competency and Training of the Staff  Records of qualifications and Training, shall be maintained for all key personnel involved in the Compliance with Global GAP requirements and demonstrated in case of external audit etc..,  Similarly records of completed online training and passing of exam as required by the Global GAP for Internal Inspector / Auditor to be maintained (Annex II.1 of Part II General Regulations).  In case of more than one Internal Auditor / Inspector, all of them shall undergo training and evaluation for ensuring consistency and their approach and interpretation of the standard (Shadow Audits / Inspections to document). Shadow Audit / Inspection means – One Auditor doing the audit under the supervision of another auditor and in another audit the auditor doing supervision in earlier audit will be doing the audit under the supervision of the earlier auditor doing the audit. These audit/ inspection records to be maintained. Competency requirements documents – Sample : CLICKCLICK

26. Training for Farmers / Contractors

27. Training should be provided at regular intervals. Records to be maintained Click here Click here for knowing the sample procedure for training.

28. Competency Matrix The Producer Group shall identify the competency requirements for carrying out the operational activities and shall appoint the personnel who are competent with the requirements. Example: Click Here Click Here for Competency matrix sample format link. Note: The competency requirement for other identified positions to be furnished. Empowering Indian Agriculture – www.eFreshIndia.com Position Compliances Internal Auditor and InspectorAnnexure II.1 of part II of general regulations, version 4. (click for detail)click for detail)

29. Empowering Indian Agriculture – www.eFreshIndia.com 8. Documentation Control 1)All documentation relevant to the operation of the QMS for GLOBALG.A.P Compliance shall be adequately controlled. This documentation shall include, but is not limited to:. Quality ManualGlobal GAP Operating ProceduresWork InstructionRecord Formats Relevant external standards – current global GAP normative documents

30. Empowering Indian Agriculture – www.eFreshIndia.com 8. Documentation Control  QMS documentation prepared for compliance with Global GAP to be adequately controlled.  Minimum documents include, the Quality Manual, Operating Procedures, Work Instructions, Formats / Records and relevant external standards.  The QMS Documentation as relevant to the key personnel shall be available to them and also to the Producer Group Registered Members.  The Contents of the QMS Documentation shall be reviewed by the approved personnel periodically for ensuring the continued compliance and update as per the changes.

31. Empowering Indian Agriculture – www.eFreshIndia.com 1.3 Documentation Control The documents should be approved by authorized personnel inclusive of reviews and changes required. Control of Document Procedures – Sample: ClickClick

32. Empowering Indian Agriculture – www.eFreshIndia.com 9. Records  Records shall be maintained for demonstrating effective control and implementation of the QMS and the Global GAP requirements.  These records shall be kept for a minimum period of 2 years.  These records can be kept online electronically or manually.  These records must be available during the inspections and audits. Control of Records Procedures – Sample: CLICKCLICK

33. Empowering Indian Agriculture – www.eFreshIndia.com 10. Complain Handling  Producer Group shall have an effective system for managing the customer complaints and relevant part of the complaint system shall be available to the Producer Group Members.  A procedure to be documented indicating how complaints are received, registered, identified, investigated, followed up and reviewed.  And the procedure shall be available to the customers and shall cover both complaints to the Producer Group and against individual producers or the sites. Compliant handling Procedures – Sample : CLICKCLICK

34. Empowering Indian Agriculture – www.eFreshIndia.com

36. 11. Internal Quality Management System Audit The internal Audit system clause explains the following requirements:  The QMS Document to be audited minimum once in a year. The Auditor shall meet the requirements of Annex II.1 of part II General Regulations. To avoid conflict of interest the Internal Auditors shall be independent of the areas being audited. The Person responsible for the day today ongoing management of the QMS is not allowed to undertake the QMS Internal Audit.Annex II.1 of part II General Regulations  Records of the Internal Audit, Non-Conformances if any and follow up corrective actions as a result of internal audit shall be maintained.  The Internal Auditor completed QMS Check List with his remarks shall be available on site for review during the external audit. Internal Audit Procedure – Sample: CLICKCLICK

38. Empowering Indian Agriculture – www.eFreshIndia.com 12. Internal Producer and Production Management Unit (PMUs) Inspection  Internal inspection of the Producer Group Members / Production Management Units (PMU) shall be carried out one per year against the Global GAP control points and compliance criteria. The competency requirements of the Internal Inspector are documented in Annex II.1 of Part II of General Regulations. Internal Inspectors cannot inspect their own daily work and shall be independent for the areas being audited.  New Members of the Group and New PMUs shall always be internal inspected and approved prior to entering into the internal Global GAP register.  The Inspection Reports & Notes shall be maintained and available during external inspection. Internal inspection Report format - Click here

39. Internal Producer and Production Management Unit (PMUs)Inspection  The Internal Auditor shall review inspection reports of the Internal Inspectors for making a decision whether the producer or site is compliant with the Global GAP requirements.  In case there is only one internal auditor who also perform the internal inspections, another person like Management Representative identified in the QMS must approve the Internal Inspections Reports.  In case the Internal Inspections are continuous over a 12 month period, then per-defined schedule shall be in place.

40. Empowering Indian Agriculture – www.eFreshIndia.com 13. Non- Compliances, Corrective Action and Sanctions A Procedure to be documented to handle Non-Compliances and Corrective Actions which are resulted as a result of Internal / External Audits / Inspections, Customer Complaints etc., Corrective Actions and Sanctions - Sample: ClickClick

42. Empowering Indian Agriculture – www.eFreshIndia.com 14. Product Traceability and Segregation  There must be a system in place for tracing the Global GAP and Non Global GAP Products.  A documented procedure to establish for the identification of registered product and to enable traceability of all products both confirming and non-confirming to be applicable production sites.  If a member of the group registers for parallel production, the traceability and segregation control points (AF12) shall be applicable for that member.  In case of certification for Fruit & Vegetables, the Produce Handling sites shall operate procedures which enable registered product to be indefinable and traceable from receipt, through handling, storage and dispatch  An exercise to be made for demonstrating the compliance with the above system & record to be maintained and to be shown during the Internal / External Inspections. Click Here Click Here for sample procedure on product traceability and segregation

43. Food Chain

44. Traceability system – Practical Approach Empowering Indian Agriculture – www.eFreshIndia.com Member farmers Producer Groups

45. Empowering Indian Agriculture – www.eFreshIndia.com 15. Product Withdrawal A system to be put in place for managing the withdrawal of registered products. Click Here Click Here for sample procedure on product withdrawal

46. Empowering Indian Agriculture – www.eFreshIndia.com 16. Sub-Contractors  A Procedure to be documented in case any service are sub contracted to third parties and to ensure the activities carried on in accordance with requirements of the Global GAP Standard ( All Farm – AF3.6.1).  Sub Contractors must work in accordance with the Produce Group QMS and relevant procedures and same to be documented in the service agreements entered with the sub contractors. Click Here Click Here for sample procedure on subcontractors

47. 16. Sub-Contractors farmers contractors

48. Empowering Indian Agriculture – www.eFreshIndia.com 17. Registration of Additional Producers or PMUs for Certifications  Any new Producers and sites may be added to the certificate, subject to the internal approval procedures.  The Producer Group or Multi Site holder has to update the Certification Body (CB) for any addition / deletion of sites from the list of Registered Producers.  Up to 10% of new Producers sites can be added in one year to the approved list by registering the producer’s sites with the Global GAP approved CB without further verification by the CB.  In case number of approved registered producers sites increase by more than 10% in one year, external sample inspections of the newly added producer sites will be required during that year before additional producers added to the approved list ( Minimum is the Square root of new producers / Sites ).

49. 17. Registration of Additional Producers or PMUs to the Certificate. (continue..)  Optionally an audit of the QMS can also be conducted by the Certification Body during that year.  Without regard to the percentage by which the number of approved registered producers sites increases in one year, in case the newly register farms increases the area approved registered products by more than 10% in one year or there is a 10% change of producers, further external sample inspection of the newly added farms or producers to be conducted during the year before additional farms or producers added to the approved list ( Minimum is square root of the new producers / farms) optionally QMS also can be added. Empowering Indian Agriculture – www.eFreshIndia.com

50. 18. Internal Auditor and Inspector Qualifications and Responsibilities – Click for DetailClick for Detail

51. List of Records to be Maintained Empowering Indian Agriculture – www.eFreshIndia.com Serial NumberName of RecordLink for the Sample Format 1Records of Farmer Registered Click here for sample formatClick here 2Training RecordsClick here Click here for sample format 3Training Attendance RecordClick here Click here for sample format 4Supplier Contractor RecordClick here Click here for sample format 5Audit Plan FormClick here Click here for sample format 6Audit Summary ReportClick here Click here for sample format 7Corrective Action RecordClick here Click here for sample format 8Complain RecordsClick here Click here for sample format 9 Records Master list ReportClick here Click here for sample format 10 Document Master List ReportClick hereClick here for sample format

52. GLOBALGAP IMPLEMENTATION PROCESS – PRODUCER GROUP Implementation of GLOBALGAP control point Requirements by each member of the PG External Inspection by CB minimum : Square root of the total member farmers Submission of Corrective Actions on NC’s by the Member Farmer Implementation of GLOBALGAP Producers Group Quality Management System Requirement Producer Group External QMS Audit by Certification Body ( CB ) C/A’s by PG for NC’s, if any Internal Inspection of 100 % Member Farmers by Internal Inspector of Producer Group Conducting of Internal Audit by Producer Group Corrective Actions on Internal Inspection Reports Corrective Actions on Internal Audit Reports Producer Group Compliance Member Farmer Compliance Monitoring of the Member Farmers Compliance by the Producer Group Successful Compliance - Grant of Certificate in the name of the Producer Group with the list of Member Farmers

53. GLOBALGAP CERTIFICATION PROCESS - PRODUCER GROUP Application from Producer Group Signing of contract Positive Recommendation Granting of Certificate to PG Letter to Client Yes NO Implementation of Requirements by each member farmer and internal inspection of all the members by the PG Inspection by CB minimum : Square root of the total member farmers Submission of C/A’s actions on NC’s by the farmer Implementation of Producers Group Requirements Conducting of Producer Group QMS Audit by CB C/A’s by PG for NC’s Review and approval by CB

54. THANK YOU AND SEE YOU AGAIN!! Empowering Indian Agriculture – www.eFreshIndia.com

55. Disclaimer: This Manual is only generic. The Producer Groups or any other user of this manual has to consider the requirements as may be applicable to him for the crops cultivated and has to appropriately modify it to suite his own requirements. This is only a guidance document. For the requirements of GlobalGAP and its up-dation, visit - www.globalgap.orgwww.globalgap.org “E-fresh India” shall not be responsible for any consequences arising out of the use of this manual.