BUYIGI ESTATES FARM

PROCESS FLOW AND ACTION PLAN FOR THE PROPOSED FARM

MANAGEMENT SYSTEM

OCTOBER 2016
 Table of Contents
LIVESTOCK MANAGEMENT .......................................................................................... 1
PIG MANAGEMENT ............................................................................................................................................ 2
STORAGE .............................................................................................................................................................................. 2
RECORDS ............................................................................................................................................................................. 2
ANIMAL BIO DATA ............................................................................................................................................ 2
MEDICATION ADMINISTRATION ...................................................................................................................... 3
FEED CONSUMPTION ....................................................................................................................................... 3
MOVEMENTS AND TRANSFERS ......................................................................................................................... 3
WEIGHT MONITORING .................................................................................................................................... 4
PIG SALES .......................................................................................................................................................... 4
PIG DEATHS ...................................................................................................................................................... 4

PROCESS FLOW ................................................................................................................................................................. 5

DOCUMENTATION ........................................................................................................................................... 5
SYSTEM IMPUTS ................................................................................................................................................ 5
SYSTEM OUTPUTS ............................................................................................................................................. 5
PROCESS FLOW CHART – PIG MANAGEMENT.................................................................................................. 6

CHICKEN MANAGEMENT ..................................................................................................................................7

STORAGE .............................................................................................................................................................................. 7
RECORDS ............................................................................................................................................................................. 7
CHICKEN POPULATION MONITORING ............................................................................................................ 7
EGG COLLECTION ............................................................................................................................................ 7
CHICKEN FEED CONSUMPTION ....................................................................................................................... 8
CHICKEN TRANSFERS ........................................................................................................................................ 8
CHICKEN MEDICATION .................................................................................................................................... 8
CHICKEN SALES ................................................................................................................................................. 9
EGG DISPATCH ................................................................................................................................................. 9

PROCESS FLOW ............................................................................................................................................................... 10

DOCUMENTATION ......................................................................................................................................... 10
SYSTEM IMPUTS .............................................................................................................................................. 10
SYSTEM OUTPUTS ........................................................................................................................................... 10
PROCESS FLOW CHART – CHICKEN MANAGEMENT ...................................................................................... 11

INVENTORY MANAGEMENT....................................................................................... 12
FEED MANAGEMENT ........................................................................................................................................13
STORAGE ............................................................................................................................................................................ 13

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 PERSONNEL ...................................................................................................................................................................... 13
RECORDS ........................................................................................................................................................................... 13
FEEDS RECEIVED FROM SUPPLIERS ................................................................................................................. 13
FEED REQUISITION BY ATTENDANTS ............................................................................................................. 13
FEED ACQUISITIONS BY ATTENDANTS ........................................................................................................... 14
FEED RETURNED BY ATTENDANTS ................................................................................................................. 14
FEED REPLENISHMENT BY THE STOREKEEPER ................................................................................................ 14

PROCESS FLOW ............................................................................................................................................................... 15

DOCUMENTATION ......................................................................................................................................... 15
SYSTEM IMPUTS .............................................................................................................................................. 15
SYSTEM OUTPUTS ........................................................................................................................................... 15
PROCESS FLOW CHART – INVENTORY MANAGEMENT .................................................................................. 16

SALES MANAGEMENT ................................................................................................. 17

INCOME STREAMS.............................................................................................................................................18
RECORDS ........................................................................................................................................................................... 18
PIG SALES ........................................................................................................................................................ 18
CHICKEN SALES ............................................................................................................................................... 18
EGG SALES ....................................................................................................................................................... 18

PROCESS FLOW ............................................................................................................................................................... 19

DOCUMENTATION ......................................................................................................................................... 19
SYSTEM IMPUTS .............................................................................................................................................. 19
SYSTEM OUTPUTS ........................................................................................................................................... 19

EXPENDITURE MANAGEMENT ................................................................................. 20

EXPENDITURE ITEMS ........................................................................................................................................ 21
RECORDS ........................................................................................................................................................................... 21
EXPENSE VOUCHER ........................................................................................................................................ 21

PROCESS FLOW ............................................................................................................................................................... 21

SYSTEM IMPUTS .............................................................................................................................................. 21
SYSTEM OUTPUTS ........................................................................................................................................... 21

PERSONNEL....................................................................................................................22
OVERALL MANAGEMENT................................................................................................................................ 23
FARM MANAGEMENT ...................................................................................................................................... 23
STOREKEEPER .................................................................................................................................................... 23
ATTENDANTS ...................................................................................................................................................... 23

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 RECORDS .......................................................................................................................................................................... 23
ATTENDANT BIO DATA ................................................................................................................................... 23
DAILY ACTIVITY LOG....................................................................................................................................... 24

PROCESS FLOW .............................................................................................................................................................. 24

SYSTEM IMPUTS .............................................................................................................................................. 24
SYSTEM OUTPUTS ........................................................................................................................................... 24

GLOSSARY OF FORMS ................................................................................................25

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 1
LIVESTOCK MANAGEMENT
The inventory of livestock at the farm consists of pigs and chicken on varying ages. The pigs are reared primarily
for sale while the chicken are reared for egg production and eventual sale when they outgrow their egg
production abilities.

PIG MANAGEMENT

STORAGE
The farm contains three sties which are designated in the following manner:

 Sty A contains male pigs that are raised from a litter of pigs delivered by one of the soars on the farm.
Since they cannot breed with the other pigs on the farm (their siblings), they are transferred to Sty A
when they are 6 months or older, primarily for sale.
 Sty B contains the majority of the pigs in gazette pens according to their ages and relative stages of
growth. The pens will be numbered and a description of the type of animals held within each pen will
be recorded.
 Sty C is the “birthing wing” where pregnant sows on the verge of giving birth are transferred and kept
for the first few weeks after birth along with her new piglets.

RECORDS
The records on the pig farm will be taken on a duplicate basis. One set of forms (the “a” forms) will be kept by
the attendant for their own personal records and utilized for system input. The “b” forms are kept in the
individual files for each of the pigs. The documents to be used include:
 Form BEF01 – Pig Bio Data
 Form BEF02 – Pig Medication Administration Tracker
 Form BEF03 – Pig Feed Consumption Tracker
 Form BEF04 – Pig Transfer Schedule
 Form BEF05 – Pig Bi-Weekly Weight Tracker
 Form BEF06 – Pig Sales Tracker
 Form BEF07 – Pig Death Tracker

ANIMAL BIO DATA

The bio data of each pig currently on the farm will be recorded using Form BEF01 – Animal Bio Data. The
form will also be filled for animals that are brought in externally as well as newly born piglets. This form will be
a working document as some of the fields in it will be filled in during the course of the animal’s stay on the
farm. Within this document, the farmer will register the following information about the pig:

DATA FIELD DESCRIPTION

Animal ID Each animal will be given a unique identifier. A mother sow will be given a 5-letter
female English name such as “LILLY”. The ID’s of the animals that were born from a
particular sow will bear the name of their mother and a suffix of a three-digit
number e.g. LILLY003. When one of the litter becomes a mother, she is given a
new name that will then identify her respective piglets. A pig will not have more
than 2 ID’s during its lifetime on the farm.
Date of Birth The exact date when the animal was born
Date of Weaning The exact date when the animal began weaning.
Breed The breed of the animal
Location The current sty and pen where the animal is being held. The location will be
denoted using the sty number and the pen number e.g. B05.
Date of Sale The date when the pig was sold

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 DATA FIELD DESCRIPTION
Date of Death The date when the pig died if it occurs before it is sold. The cause of the animal’s
death as determined by the veterinary specialist. A separate form is filled in when a
pig dies while it’s on the farm.

MEDICATION ADMINISTRATION
The medication administered on the farm will be recorded using Form BEF02 – Pig Medication
Administration Tracker. The form will show the details of the medicines administered to each particular pig
and when it occurred. Within Forms BEF02, the attendant, in consultation with the veterinary officer, will
register the following information:

DATA FIELD DESCRIPTION

Location The current sty and pen where the pigs being treated are being held.
Animal IDs The unique identifiers of the animals in the pen where the medication has been
administered.
Date The exact date on which the drug was administered
Time The exact time at which the drug was administered
Medication The name of the medication administered
Dosage / Volume The amount / quantity of the drug that was administered to the animal
Purpose The purpose for which the drug was administered
Location The current sty and pen where the animal is being held.
Administered by The person who administered the medication

FEED CONSUMPTION
The feed and water provided to the animals on the farm will be recorded using Form BEF03 – Pig Feed
Consumption Tracker. The form will capture details of the feed provided to each particular pig. The limitation
with the data captured by these forms is the fact that the attendant will not be able to ascertain the actual
consumption of each pig. However, within Forms BEF03, the attendant will register the following information
about the meals provided:

DATA FIELD DESCRIPTION

Animal ID The unique identifier of the animal which has been fed
Location The current sty and pen where the animal is being held.
Date The date for which the meal consumption is being recorded
Feed Composition The respective proportions of materials used in composing the meal provided e.g.
Coffee Husks (20%) – 5kg
Meal Weight The total weight of the feeds consumed by a particular pig on a given day
Water Consumed The total volume of water consumed by the pig on a given day
Attendant The person who provided the feed to the animals

MOVEMENTS AND TRANSFERS

Whenever animals are moved from one location to another, the movements will be recorded using Form
BEF04 – Pig Transfer Schedule. Each animal’s movements will be noted and updated whenever another
transfer takes place. Within Form BEF04, the attendant will register the following information about the
movements:

DATA FIELD DESCRIPTION

Animal ID The unique identifier of the animal which has been moved
Date The date on which the transfer took place
Original Location The current sty and pen where the animal is being held.

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 DATA FIELD DESCRIPTION
New Location The new sty and pen where the animal is being transferred.
Purpose of Transfer The reason why the particular animal is being moved from one location to another

WEIGHT MONITORING
All pigs shall be weighed at least once every two weeks on a specified day and the details of the weigh-in will
be recorded using Form BEF05 – Pig Bi-Weekly Weight Tracker. The results of each pig’s weekly weight-in
will be recorded and updated after every weigh-in. Within Form BEF05, the attendant will register the
following information about the weight of each pig:

DATA FIELD DESCRIPTION

Animal ID The unique identifier of the animal weighed
Date The date on which the weigh-in took place
Time The time at which the weigh-in took place
Current Location The current sty and pen where the animal is being held.
Current Weight The current weight of the animal at the respective date and time

PIG SALES
Whenever a pig is sold, the details of the sale will be recorded using Form BEF06 – Pig Sales Tracker and a
sales receipt is then issued to the buyer. Within Form BEF06, the attendant will register the following
information about the sale:

DATA FIELD DESCRIPTION

Animal ID The unique identifier of the animal being sold
Current Location The current sty and pen where the animal is being held.
Date of Sale The date on which the sale took place
Customer The name of the person / organization purchasing the chicken
Total Amount The total amount paid by the buyer for the pig being purchased

PIG DEATHS
Whenever a pig dies, the details of the death will be recorded using Form BEF07 – Pig Death Tracker. Within
Form BEF07, the attendant will register the following information about the sale:

DATA FIELD DESCRIPTION

Animal ID The unique identifier of the animal which has been moved
Location The current sty and pen where the animal is being held.
Date of Death The date on which the animal died
Weight at Death The weight of the animal at the time of death
Cause of death The circumstances that led to the death of the animal

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PROCESS FLOW
The process flow will involve the recording of information on the designated forms and the input of the date
into the system using the filled forms.

DOCUMENTATION

PROCESS DESCRIPTION FREQUENCY

At the commencement of system
Compile all the information for all the pigs on use and every time new pigs are
Animal Registration
the farm using form BEF01 born or brought into the farm from
external locations
Using Form BEF03, the attendant should
Monitoring of Feed
indicate how much feed they have been Daily
Consumption
provided to the pigs on a given day
Perform weekly weigh-ins of all the pigs on
Monitoring of Animal
the farm and fill in the results using Form Weekly
Weight
BEF05.
Indicate which medicines have been
Monitoring of
administered to the animals using Form As and when it occurs
Medication
BEF02.
Monitoring of Pig Record the movement of pigs between sties
As and when it occurs
movement and pens using Form BEF04.
Make a record of any pig on the farm that
Processing sale of Pig As and when it occurs
has been sold off using Form BEF06.
Make a record of any pig on the farm that
Death Registration As and when it occurs
has been declared dead using Form BEF07

SYSTEM IMPUTS
The system will contain a primary database record for each pig on the firm. There will also be secondary
databases for Medication administered, Feeds Provided, Transfers, Sales, Weigh-ins and Deaths. The system
user will gather all newly filled BEF01’s, BEF06’s and BEF07’s as well as all “a” forms from BEF02a to BEF05a
on a daily basis. The user will then enter details of all the daily activities undertaken (feeding data) and any
occurrences of medication, movement, weigh-ins, sales, deaths and new pig additions.

SYSTEM OUTPUTS
Using the unique identifier (Animal ID), a user can then search through the records within these secondary
databases to find the records that pertain to each particular pig. A report can be generated for each of the
variables e.g. Weigh-in report, medication report, etc. or for each pig showing how much it has been fed, how
much medicine has been administered to it, how it has moved, how its weight has been fluctuating over time,
etc. The user can also generate graphs to show the various trends according to each of the variables.

Using the information collected from the forms, the system will also be able to calculate the following:
 Average weight per animal / per age group
 Average feed consumption per animal / pen
 Average cost of feed per animal

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PROCESS FLOW CHART – PIG MANAGEMENT

STY A STY B STY C

BEF01

Record details of all

pigs on the farm

DAILY TASKS BEF03 Record details of all food given to the pigs daily

BI-WEEKLY
BEF05 Record details of all pigs weight every two weeks
TASKS

Record details of medication administered to any

BEF02 pig every time it occurs

Record details of pig transfers between the sties

BEF04 whenever they occur
ON-DEMAND
TASKS Record details of any pig sales every time they
BEF06 occur

Record details of any pig deaths every time they

BEF07 occur

SYSTEM

Record details from the above forms

into the system on a daily basis

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CHICKEN MANAGEMENT
The farm is also home to chicken that are reared primarily for egg production. The chickens are kept in
designated cages, each with an attendant. Each attendant records daily collections from their cages and stores
the collected eggs in trays in designated storage units. Once the eggs in storage reach a certain quantity, they
are collected from the farm and dispatched for sale.

STORAGE
The chickens are stored in 4 cages will be marked as C1, C2, C3 and C4. At all times, the attendant will need
to know how many chickens are in each cage. Transfers of chicken between cages should also be recorded.

RECORDS
The records on the chicken farm will be captured using the following forms:
 Form BEF08 – Chicken Population Tracker
 Form BEF09 – Egg Collection Tracker
 Form BEF10 – Chicken Feeding Tracker
 Form BEF11 – Chicken Transfer Schedule
 Form BEF12 – Chicken Medication Schedule
 Form BEF13 – Chicken Sales Schedule
 Form BEF14 – Egg Dispatch Tracker

CHICKEN POPULATION MONITORING

The number of chicken being reared on the farm in the respective cages will be recorded using Form BEF08 –
Chicken Population Tracker. Each attendant will have their own BEF08 which they initially fill after carrying
out a census in their respective cages and update daily in the case of deaths or transfers. Within this document,
the attendant will register the following information daily:

DATA FIELD DESCRIPTION

Date The date on which the records were taken
Cage Number The unique identifier of the cage where the chickens are being held
Transfers In The number of male and female chicken that have been transferred into a
particular cage
Transfers Out The number of male and female chicken that have been transferred out of a
particular cage
Deaths The number of male and female chicken that have been died in a particular cage
Attendant The person assigned to the particular cage

EGG COLLECTION
The quantity of eggs collected form each chicken cage on the farm will be recorded using Form BEF09 – Egg
Collection Tracker. Each attendant will have their own BEF09 which they will update each day. Within this
document, the attendants will register the following information daily:

DATA FIELD DESCRIPTION

Date of Collection The date on which the collection took place
Cage Number The unique identifier of the cage from which the eggs have been collected
Number of Females The number of egg laying chicken (hens) that are present in the cage
(Hens)
Number of Males The number of cocks within the cage
(Cocks)
Attendant The person assigned to the particular cage where the collections where done
Number of Trays The total number of egg trays (30’s) that have been collected on a given day from a
particular cage

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 DATA FIELD DESCRIPTION
Number of Singles The number of eggs remaining from the collections that could not fill a complete
tray of 30 eggs
Damages The number of eggs damaged in the process of collection
Verified By The person who verified that the quantity of eggs recorded is actually the number
of eggs collected

CHICKEN FEED CONSUMPTION

The quantity and composition of feed being provided to the chicken in the respective cages will be recorded
using Form BEF10 – Chicken Feeding Tracker. Each attendant will have their own BEF10 which they will
update daily with the details of the feed given to the chicken in their cages. Within this document, the
attendant will register the following information daily:

DATA FIELD DESCRIPTION

Date The date on which the records were taken
Cage Number The unique identifier of the cage where the feed has been provided
Composition of Feed The respective proportions of materials used in composing the meal provided e.g.
Maize Grain (40%) – 10kg
Total Weight The total weight of the feeds delivered to a particular cage on a given day
Water Provided The total volume of water delivered to a particular cage on a given day
Attendant The person assigned to the particular cage

CHICKEN TRANSFERS
The movement of chicken between cages will be recorded using Form BEF11 – Chicken Transfer Schedule.
The attendant of the chickens’ original cage will sign out the specified number of chicken and the attendant of
the receiving cage will record the new entrants. If there is an exchange of chicken between two cages, they will
be recorded as two separate transfers in opposite directions. Within this document, the following information
will be recorded:

DATA FIELD DESCRIPTION

Date of Transfer The date on which the transfer took place
Original Cage The cage where the chicken are currently located
Number of Females The number of egg laying chicken (hens) that are being transferred
(Hens) transferred
Number of Males The number of cocks that are being transferred
(Cocks) transferred
Attendant of Original The person assigned to the particular cage where the chicken are currently located
Cage
Receiving Cage The cage where the chicken are being transferred
Attendant of The person assigned to the particular cage where the chicken are being transferred
Receiving Cage

CHICKEN MEDICATION
The nature of medication administered to the chicken on the farm will be recorded using Form BEF12 –
Chicken Medication Tracker. Each attendant will have their own BEF12 which they will update whenever the
chicken within their cages have been treated. Within this document, the attendants will register the following
information daily:

DATA FIELD DESCRIPTION

Date of The date on which the medication was administered
Administration

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 DATA FIELD DESCRIPTION
Cage Number The cage within which the chicken which were treated are located
Number of Females The number of egg laying chicken (hens) that were treated
(Hens)
Number of Males The number of cocks that were treated
(Cocks)
Attendant The person assigned to the particular cage where the treatments where done
Medication The type of drug administered to the chickens
Administered
Dosage The quantity / volume of medication administered to the chickens
Purpose The reason for which the drugs were administered
Administered By The person who performed the treatments

CHICKEN SALES
The sale of chicken will be recorded using Form BEF13 – Chicken Sales Schedule. The attendant of the cage
from which the chickens are being sold will sign out the specified number of chicken as sales. A sales receipt is
then issued to the buyer Within Form BEF13, the following information will be recorded:

DATA FIELD DESCRIPTION

Date of Sale The date on which the sale took place
Cage The cage where the chicken being sold are currently located
Number of Females The number of egg laying chicken (hens) that are being sold
(Hens) sold
Number of Males The number of cocks that are being sold
(Cocks) sold
Attendant of Cage The person assigned to the particular cage where the chicken being sold are
currently located
Customer The name of the person / organization purchasing the chicken
Total Amount The total amount paid by the buyer for the chicken being purchased

EGG DISPATCH
Once the eggs collected on the farm reach a certain quantity, they are dispatched for external sale and this will
be recorded using Form BEF14 – Egg Dispatch Tracker. Each attendant will have their own BEF14’s which
they will update whenever they have handed over their respective egg trays to the dispatcher. Within Form
BEF14, the attendants will register the following information:

DATA FIELD DESCRIPTION

Date of Dispatch The date on which the dispatch took place
Cage Number The unique identifier of the cage from which the eggs have been collected
Attendant The person assigned to the particular cage where the collections where done
Number of Trays The total number of egg trays (30’s) that have been dispatched on a given day from
a particular cage
Verified By The person who verified that the quantity of eggs recorded is actually the number
of eggs dispatched

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PROCESS FLOW
The process flow will involve the recording of information on the designated forms and the input of the date
into the system using the filled forms.

DOCUMENTATION

PROCESS DESCRIPTION FREQUENCY

Each attendant must monitor the population of chicken
Monitoring of
within their respective cages and take note when there are Daily
Chicken population
transfers or deaths using Form BEF08.
Recording of Daily Each attendant records the number of eggs collected from
Daily
Egg Collections their respective cages using form BEF09.
Each attendant records the amount of chicken feed they
Monitoring of
have fed to the chicken in their respective cages using form Daily
Chicken Feeding
BEF10.
Monitoring of Using Form BEF11, a record shall be made of any As and when it
Chicken Movements movements of chicken between cages occurs
Using Form BEF12, a record shall be made of any
Monitoring of As and when it
medication administered to chicken in their respective
Chicken Medication occurs
cages,
Recording of Chicken Using Form BEF13, a record shall be made of any chicken As and when it
Sales that were sold. occurs
Recording of Egg Using Form BEF14, a record shall be made of any dispatches As and when it
dispatches of eggs. occurs

SYSTEM IMPUTS
The system will contain a primary database record for each of the four (4) chicken cages. There will also be
secondary databases for medication administered, feeds provided, transfers, sales as well as eggs collected and
dispatched. The system user will gather all BEF08’s, BEF09’s and BEF10’s on a daily basis from each of the
attendants and enter all the information relating to that particular day. The User will also collect forms BEF11 –
BEF14 at the end of day if any events have taken place that affect the information to be captured on those
forms. The user will then enter details of all the daily activities according to each attendant.

SYSTEM OUTPUTS
Using the identifier (Cage Number), a user can then search through the records within these secondary
databases to find the records that pertain to each particular cage. A report can be generated for each of the
variables such as chicken population report, medication report, feed consumption report etc. for each cage.
The user can also generate graphs to show the various trends according to each of the variables.

Using the information collected from the forms, the system will also be able to calculate the following:
 Average egg production per hen / per cage (daily, weekly, monthly, etc.)
 Average egg collection per Attendant
 Average egg damage per Attendant
 Average feed / water consumption per chicken
 Average cost of feed per chicken

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PROCESS FLOW CHART – CHICKEN MANAGEMENT

CAGE C1 CAGE C2 CAGE C3 CAGE C4

BEF08

Record details of the chicken population on the

farm and update daily if need arises

Record details of all food given to the chickens

BEF09 on a daily basis

DAILY TASKS
Record details of all eggs collected from each of
BEF10 the cages on a daily basis

Record details of medication administered to any

BEF11 pig every time it occurs

Record details of medication administered to any

BEF12 chicken every time it occurs
ON-DEMAND
TASKS Record details of any chicken sales every time
BEF13 they occur

Record details of any egg dispatches every time

BEF14 they occur

SYSTEM

Record details from the above forms

into the system on a daily basis

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 2
INVENTORY MANAGEMENT
FEED MANAGEMENT

STORAGE
The farm primarily stores inventory of food that is stored before it is consumed by the animals on the farm. The
food is kept in a store in packed bags. Each attendant submits a requisition for feeds after which the desired
proportions are received and transferred to a grinding room. After the feeds are ground, the attendant moves it
to a mixing room where it is combined in the proportions desired by the attendant and stored until it is fed to
the pigs and chicken. In some cases, readily consumable feed is purchased and this will not require any
grinding or mixing.

PERSONNEL
The Inventory store will be managed by a Storekeeper whose role will be to:
 Monitor the levels of stock of each item within the store and make orders for replenishment
 Receive and record all new stock of feeds from suppliers
 Approve requests for feeds made by attendants
 Prepare the proportions of feeds requested by attendants in the designated weights
 Process any stock returns

RECORDS
The inventory records will be captured using the following forms:
 Form BEF15 – Feeds Received Note
 Form BEF16 – Feed Requisition Form
 Form BEF17 – Feed Receipt
 Form BEF18 – Feed Return Form
 Form BEF19 – Feed Purchase Order

FEEDS RECEIVED FROM SUPPLIERS

When feeds are received from a supplier, the respective type and quantities must be recorded before they are
placed in the store using Form BEF15 – Feeds Received Note. The store keeper should record the following
information relating to the consignment received:

DATA FIELD DESCRIPTION

Date The date on which the feed was received
Item The items that have been delivered
Supplier(s) The suppliers from which each of the respective items delivered have been
acquired from
Quantity The quantity / weight of items received
Verified By The person who verified the consignment

FEED REQUISITION BY ATTENDANTS

When an attendant requires a certain quantity of various feeds, he/she will submit Form BEF15 – Feeds
Received Note to the storekeeper. The storekeeper will then approve, prepare and weigh the requested items
(if they are in stock) and avail them to the attendant. Within Form BEF15, the attendant should record the
following information relating to the items requested:

DATA FIELD DESCRIPTION

Date The date on which the request is sent in
Attendant The name of attendant requesting for the feeds
Item(s) The items that are required by the attendant
Quantity The quantity / weight of items requested by the attendant

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 DATA FIELD DESCRIPTION
Purpose The purpose for which the feeds are being requested (where possible, state Sty,
Pen or Cage Numbers)

FEED ACQUISITIONS BY ATTENDANTS

When an attendant’s request for feeds has been approved and prepared, the storekeeper will issue him/her
with Form BEF16 – Feed Receipt which will confirm that the attendant has received the feeds that he/she
requested for in the designated quantities. Once the receipt has been signed by the attendant, the feeds may
leave the store. Within Form BEF16, the following information will be recorded:

DATA FIELD DESCRIPTION

Date The date on which the feeds are received
Attendant The name of attendant receiving the feeds
Item(s) The items that are being received by the attendant
Quantity The quantity / weight of items received by the attendant
Quantity After The quantity / weight of items possessed by the attendant after the raw materials
Grinding have been ground
Total Quantity after The quantity / weight of items possessed by the attendant after the ground food has
Mixing been mixed.

FEED RETURNED BY ATTENDANTS

In the event that an attendant has to return some feed to the store, the storekeeper will issue him/her with
Form BEF17 – Feed Return Form which will confirm that the attendant the items and their respective
quantities that have been returned. Attendants can only make returns before the feeds have been ground or
mixed. Within Form BEF17, the following information will be recorded:

DATA FIELD DESCRIPTION

Date The date on which the feeds were returned
Attendant The name of attendant returning the feeds
Item(s) The items that are being retuned by the attendant
Quantity The quantity / weight of items returned by the attendant
Reason The reason for which the feeds are being returned by the attendant

FEED REPLENISHMENT BY THE STOREKEEPER

When the storekeeper observes that certain items are low in quantity, he/she should submit Form BEF18 –
Feed Purchase Order requesting management to procure particular items in the designated quantities. Within
Form BEF18, the following information will be recorded:

DATA FIELD DESCRIPTION

Date The date on which the purchase order is made
Item(s) The items that are in need of replenishment
Quantity The quantity / weight of the above items that are required

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PROCESS FLOW
The process flow will involve the recording of information on the designated forms and the input of the data
into the system using the filled forms.

DOCUMENTATION

PROCESS DESCRIPTION FREQUENCY

Record feeds received Using Form BEF15, a record should be made of any incoming As and when it
from suppliers food items occurs
Record feeds requested Using Form BEF16, a record should be made of any requests As and when it
by attendants for feed made by the farm’s attendants occurs
Record feeds given to Using Form BEF17, a record should be made of any feed As and when it
attendants acquired by attendants from the store occurs
Record feeds returned Using Form BEF18, a record should be made of any feed that As and when it
to attendants is returned by attendants to the store occurs
Feeds due for Using Form BEF19, a record should be made of any feed that As and when it
replenishment re due for replacement as a result of low quantities in stock occurs

SYSTEM IMPUTS
The system will contain a primary database for the store. There will also be secondary databases for feeds
received, feeds given out and feeds returned. The system user will enter the data contained in forms BEF15,
BEF17 and BEF18 when the events relating to those forms take place. The system will then make the necessary
adjustments to the inventory quantities.

SYSTEM OUTPUTS
A user can generate an inventory status report instantly to show the quantities of each item that are currently in
stock. A user can also search for a specific item to see its movements relating to when it was last replenished,
which attendants have been requesting for it, etc. The user can also generate graphs to show the various trends
according to each of the inventory variables.

Using the information collected from the forms, the system will also be able to calculate the following:
 Average stock per inventory item
 Average consumption time per kilogram of feed item
 Average request per Attendant
 Average supplier delivery time

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PROCESS FLOW CHART – INVENTORY MANAGEMENT

DELIVERY FROM SUPPLIER TRANSFER TO STORE

Record details of the feed Record details of the feed

BEF23 received from the supplier BEF15 that has been received in
the store

ORDER FOR REPLEINSHMENT REQUEST FOR FEEDS BY

OF LOW INVENTORY ATTENDANT

Record details of the feed Record details of the feed

that requires replenishment BEF16 requested by the
BEF19
in the store attendant

RETURNS OF FEED BY ACQUISITION / PROCESSING

ATTENDANTS OF FEEDS BY ATTENDANT

Record details of any feed Record details of the feed

BEF18 that has been returned by BEF17 received by the attendant
the attendant from the store

SYSTEM

Record details from the above forms

whenever any of the above events take
place

NB: Only forms whose processes have a green line will require input into the system

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 3
SALES MANAGEMENT
INCOME STREAMS
The farm will primarily generate income from the following streams:

 Pig sales
 Chicken Sales
 Egg Sales

RECORDS
The sales records will be captured using the following forms:
 Form BEF20 – Pig Sales Receipt
 Form BEF21 – Chicken Sales Receipt
 Form BEF22 – Egg Sales Receipt

PIG SALES
Whenever pigs are sold, the details of the sale will be recorded in Form BEF20 – Pig Sales Receipt. The form
will be filled in triplicate with Copy A given to the customer, Copy B given to the accountant / data entrant and
Copy C remains in the receipt book which is forwarded to management. Within the form, the following
information will be captured:

DATA FIELD DESCRIPTION

Date of Sale The date on which the sale was made
Customer The name of the person / organization purchasing the animals
Animal ID The Identifiers of all the animals sold
Price The price charged for each of the animals
Quantity The number of animals sold
Total Amount The total amount paid by the customer for all the animals purchased

CHICKEN SALES
Whenever chickens are sold, the details of the sale will be recorded in Form BEF21 – Chicken Sales Receipt.
The form will be filled in triplicate with Copy A given to the customer, Copy B given to the accountant / data
entrant and Copy C remains in the receipt book which is forwarded to management. Within the form, the
following information will be captured:

DATA FIELD DESCRIPTION

Date of Sale The date on which the sale was made
Customer The name of the person / organization purchasing the chickens
No. of Females The number of egg laying chicken (hens) that are being sold
No. of Males The number of cocks that are being sold
Price The price charged for each of the chicken
Total Amount The total amount paid by the customer for all the chickens purchased

EGG SALES
Whenever chickens are sold, the details of the sale will be recorded in Form BEF22 – Egg Sales Receipt. The
form will be filled in triplicate with Copy A given to the customer, Copy B given to the accountant / data
entrant and Copy C remains in the receipt book which is forwarded to management. This receipt book will be
held by the person who makes the sales to the external customers and the records of the sales should be
returned to the farm for logging into the system. Within the form, the following information will be captured:

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 DATA FIELD DESCRIPTION
Date of Sale The date on which the sale was made
Customer The name of the person / organization purchasing the eggs
No. of Trays The number of trays (30 eggs) that are being sold
No. of Singles The number of single eggs that are being sold
Price per Tray The price charged for each tray (30 eggs)
Price per Single The price charged for each egg
Total Amount The total amount paid by the customer for all the eggs purchased

PROCESS FLOW
The process flow will involve the recording of information on the designated forms and the input of the data
into the system using the filled forms.

DOCUMENTATION

PROCESS DESCRIPTION FREQUENCY

Using Form BEF20, a record should be made of any pigs that As and when it
Record pig sales
have been sold occurs
Using Form BEF21, a record should be made of any chickens As and when it
Record chicken sales
that have been sold occurs
Using Form BEF22, a record should be made of any eggs that As and when it
Record egg sales
have been sold occurs

SYSTEM IMPUTS
The system will contain a primary database for the all farm sales. There will also be secondary databases for pig
sales, chicken sales and egg sales. The system user will enter the data contained in forms BEF20, BEF21 and
BEF22 when the events relating to those forms take place.

SYSTEM OUTPUTS
A user can generate a sales report instantly to show the sales that have been made over a specified period. The
user can also generate graphs to show the various trends according to sales from each of the revenue streams.

Using the information collected from the forms, the system will also be able to calculate the following:
 Average pig / chicken / egg sales per period (daily, weekly, monthly, quarterly, etc.)
 Average selling price per pig / chicken / egg tray

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 4
EXPENDITURE MANAGEMENT
EXPENDITURE ITEMS
The farm will primarily incur expenses from the following areas:

 Animal Feed
 Wages and Salaries
 Utilities
 Medication
 Repairs and Maintenance
 Fuel
 Miscellaneous

RECORDS
The sales records will be captured using the following forms:
 Form BEF23 – Expense Voucher

EXPENSE VOUCHER
Whenever expenses are incurred on the farm, the details of the expense will be recorded in Form BEF23 –
Expense Voucher. The form will be filled in duplicate with Copy A given to the accountant / data entrant and
Copy B remains in the receipt book which is forwarded to management. Supporting documentation in the form
of a receipt should be attached to the voucher. Within the form, the following information will be captured:

DATA FIELD DESCRIPTION

Date of Sale The date on which the expense was incurred
Supplier / Provider The consultant / organization who will be paid
Description The description of the expense that has been incurred
Total Amount The total amount paid in settlement of the expense

PROCESS FLOW
The process flow will involve the recording of information on the expense voucher and the input of the data
into the system using the filled form.

SYSTEM IMPUTS
The system will contain a primary database for the all farm expenditures. There will also be secondary
databases for each of the separate expense areas. The system user will enter the data contained in form BEF23
when the events relating to this form take place.

SYSTEM OUTPUTS
A user can generate an expenditure report instantly to show the expenses that have been incurred over a
specified period. The user can also generate graphs to show the various trends according to expenditure from
each of the respective items.

Using the information collected from the forms, the system will also be able to calculate the following:
 Average expenditure per period (daily, weekly, monthly, quarterly, etc.)
 Expenditure per supplier / provider

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 5
PERSONNEL
OVERALL MANAGEMENT
The owners of Buyigi Estate Farms will be responsible for the strategic direction of the farm as well as making
the decisions that influence its operations. The functions will include:

 Arranging for the supply of feeds promptly

FARM MANAGEMENT
The management of the day to day operations of the farm will be handled by a Farm Manager. His / her role
will include, but not limited to:

 Hiring and training new attendants

 Confirming the legitimacy and accuracy of record keeping
 Arranging for the medication of the animals
 Monitoring and Controlling farm expenditure

STOREKEEPER
The storekeeper will be in charge of all activities relating to the management of animal feeds as well as the
machinery used in this area. The storekeeper must ensure that the inventory records in the system are a direct
reflection of that which is physically in stock. The Farm Manager together with the storekeeper will conduct
random stock counts to verify this.

ATTENDANTS
The farm will primarily be operated by attendants who will perform the daily tasks and act as the main
collectors of data that is entered into the system. The attendants will be split into those responsible for the pigs
and those responsible for chicken:

RECORDS
The records pertaining to attendants will be captured using the following forms:
 Form BEF24 – Attendant Bio Data
 Form BEF25 – Attendant Daily Activity Log

ATTENDANT BIO DATA

The primary information about each attendant employed on the farm will be recorded in Form BEF24 –
Attendant Bio Data. This will enable the farm to always maintain information regarding the attendants that
would be helpful in, among other things, assessing their capabilities and determining their specific roles. Within
the form, the following information will be captured:

DATA FIELD DESCRIPTION

Date Joined The date on which the attendant was hired
Full Names The full registered names of the attendant according their identity documents
ID Number The official identification number of the attendant. This could either be from a
National ID, Driving Permit, Passport, NSSF Card or Voters Card.
Residence The area where the attendant lives
Telephone Number The attendants telephone number(s)
Next of Kin (Name) The name of the person who can be contacted on matters concerning the
attendant
Next of Kin (Contact) The telephone number or email address of the attendant’s next of kin.
Primary Role(s) The main role(s) which the attendant will carry out on a daily basis
Secondary Role(s) Any other role(s) which the attendant will be expected to carry out as part of their
job on the farm
Qualifications The academic qualifications that the attendant has acquired to date

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 DATA FIELD DESCRIPTION
Additional Training Any special training that the attendant in relation to their job
Current Salary The monthly salary that Buyigi Estates Farm will pay the attendant

DAILY ACTIVITY LOG

The activities carried out by each of the attendants at specific times on a daily basis will be recorded in Form
BEF24 – Attendant Bio Data. This will enable the farm to assess whether the attendant is performing their
required tasks in the correct manner. Within the form, the following information will be captured:

DATA FIELD DESCRIPTION

Date The date for which the activities being recorded took place
Name of Attendant The name of the attendant who performed the activities
Time of Activity The time when a specific activity took place
Description of Activity A detailed description of the activity that was conducted by the attendant
Verified by The person who verified that this activity actually took place at the stated time.

PROCESS FLOW
The process flow will involve the recording of information on the expense voucher and the input of the data
into the system using the filled form.

SYSTEM IMPUTS
The system will contain a primary database for the all attendants. There will also be secondary databases for
activities that took place on the farm from all the attendants. The system will automatically assign a unique
Attendant Number to each attendant which will be entered along with all the activities that pertain to that
particular attendant.

SYSTEM OUTPUTS
A user can generate an daily activity report instantly to show the activities that took place on the farm on a
given day. The system can also filter these results to show activities conducted by particular attendants over a
specified period of time.

Using the information collected from the forms, the system will also be able to calculate the following:
 Average time per activity / per attendant

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 GLOSSARY OF FORMS
FREQUENCY OF USED FOR
FORM NO. FORM DESCRIPTION PRIMARY USER
USE SYSTEM INPUT
BEF01 Pig Bio Data When need arises YES Farm Manager
BEF02 Pig Medication Administration Tracker When need arises YES Farm Manager / Veterinary Officer
BEF03 Pig Feed Consumption Tracker Daily YES Attendant
BEF04 Pig Transfer Schedule When need arises YES Attendant
BEF05 Pig Bi-Weekly Weight Tracker Bi-Weekly YES Attendant
BEF06 Pig Sales Tracker When need arises YES Farm Manager
BEF07 Pig Death Tracker When need arises YES Farm Manager
BEF08 Chicken Population Tracker Daily NO Attendant
BEF09 Egg Collection Tracker Daily YES Attendant
BEF10 Chicken Feed Consumption Tracker Daily YES Attendant
BEF11 Chicken Transfer Schedule When need arises YES Attendant
BEF12 Chicken Medication Schedule When need arises YES Attendant
BEF13 Chicken Sales Schedule When need arises YES Attendant
BEF14 Egg Dispatch Tracker When need arises YES Farm Manager
BEF15 Feeds Received Note When need arises YES Storekeeper
BEF16 Feed Requisition Form When need arises NO Storekeeper
BEF17 Feed Receipt When need arises YES Storekeeper
BEF18 Feed Return Form When need arises YES Storekeeper
BEF19 Feed Purchase Order When need arises YES Storekeeper
BEF20 Pig Sales Receipt When need arises YES Farm Manager
BEF21 Chicken Sales Receipt When need arises YES Farm Manager
BEF22 Egg Sales Receipt When need arises YES Farm Manager
BEF23 Expense Voucher When need arises YES Farm Manager
BEF24 Attendant Bio Data When need arises YES Farm Manager
BEF25 Attendant Daily Activity Log Daily YES Attendant
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