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Digitising the Approved Farmer List for Transparent Yield Estimation

For agricultural businesses working with large networks of farmers, maintaining an accurate Approved Farmer List (AFL) is essential for planning procurement, field inspections and expected production. Organic India uses TraceX to digitise the AFL process, enabling its field team to inspect farmer fields during the transplanting stage, capture field activities and share structured farmer information with a third-party field team for verification and yield estimation.

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Approved Farmer List, Digitising the Approved Farmer List

About the Company

Organic India is a multi-national company which produces certified organic herbal and ayurvedic health products. The company is known for their line of organically grown Tulsi infusions which are sold in India, US, Canada and UK. The company works with thousands of smallholder farmers to cultivate acres of sustainable organic farmland.

Industry

Agribusiness – Dairy

Region

India

Use Case

Digitization of Farm practices, crop management, streamline procurement and validate product quality

Features Used

  • Farmer Profiling 
  • Farm and Crop Management 
  • Input Distribution 
  • Approved Farmer Lists 
  • Procurement and GRN 
  • Weighing Scale Integration

The Problem

Organic India’s field operations involve multiple stakeholders and require timely validation of farmer and field information. 

Previously, managing the Approved Farmer List required coordination between the Organic India field team and a third-party field team. The process needed to ensure that: 

  • Farmers were inspected when saplings were transplanted from the nursery to the main field. 
  • Field activities were updated accurately. 
  • Farmer details were made available to the third-party field team. 
  • The third-party team could verify farmer information. 
  • Estimated yield could be finalised based on field-level verification. 
  • Differences between internal and third-party estimates could be identified. 
  • The final AFL report could be easily downloaded from the application. 

The process therefore required a structured way to capture field information and make the same data available to multiple teams for verification and planning.

Solution

TraceX provides a digital Approved Farmer List workflow that enables Organic India’s field team to capture and maintain farmer and field information directly through the application. 

Approved Farmer List, Digitising the Approved Farmer List
  1. Field Inspection During Transplanting

The Organic India field team inspects the farmer’s field when saplings are transplanted from the nursery to the main field. 

Relevant field activities and farmer information are updated in the TraceX application, creating a digital record of the farmer’s cultivation status. 

  1. Digital AFL Creation

The captured farmer and field information is consolidated into an Approved Farmer List within the application. 

This provides a structured view of farmers who have been inspected and approved for further verification and production planning. 

  1. Third-Party Verification

The AFL is provided to the third-party field team, which uses the information to verify farmer details and assess the expected production. 

The third-party team can use the farmer and field information to finalise the estimated yield. 

  1. Yield Validation

The estimated yield from the third-party field team can be compared against the estimate prepared by the Organic India team. 

According to the process described, differences between the two estimates occur very rarely, providing confidence in the field-level assessment and estimation process. 

  1. AFL Report Download

Organic India can download the AFL report directly from the TraceX application, providing a structured report that can be used for internal planning, verification and downstream processes. 

Explore TraceX Farm Digitization Solutions

Results

The digital AFL workflow helps bring greater structure and visibility to farmer approval and yield estimation.

Key Outcomes

Digitised farmer-field records 

Farmer details and field activities are captured within the TraceX application rather than relying on disconnected records. 

Better coordination between field teams 

The AFL provides a common information base for Organic India’s field team and the third-party verification team. 

Improved yield estimation 

The third-party team can verify farmer details and finalise estimated yield based on the field information. 

Greater consistency in estimates 

Differences between Organic India’s estimates and third-party estimates are reported to be very rare. 

Easy report generation 

Organic India can download the AFL report directly from the application for further use. 

Key Takeaways

  • Digitise the Approved Farmer List: Maintain farmer and field information in a structured digital system. 
  • Capture field activities at the right stage: Record activities when saplings are transplanted into the main field. 
  • Enable independent verification: Provide the AFL to third-party field teams for farmer verification and yield estimation. 
  • Improve yield planning: Use field-level information to support reliable production estimates. 
  • Simplify reporting: Download the completed AFL report directly from TraceX.

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