farmsoft by tenacious systems farm traceability best practice farm

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FarmSoft is a task based farm management system that combines best practice farming methods with cutting edge, easy to use enterprise resource planning for fruit and vegetable farms.

This document was discontinued in 2012, please visit www.farmsoft.com for new specifications.

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Welcome! This document provides a quick introduction to FarmSoft Farm Management ERP solution by walking you through some of the most important screens and reports in the system. Let’s start with the sign in screen, each user has a username and password, and each company has a code. You can sign into the computer or laptop version, or choose to use the smartphone or tablet interface (eg: iPhone, iPad, Android, Blackberry). You can even change your preferred language and color scheme at any time using the icons in the top right corner.



Farm Diary This is where all the action take place, the entire farm can be managed from these screens! From the Farm Diary you can create tasks such as spray, irrigation, planting, and harvesting. Tasks have properties such as materials & inventory, labor & employees, land, documents (photos, maps, DOCX, PDF etc), and observations. Create your own task types and customize what properties are available on them. Tasks record progress (eg: started, 10%, 50% complete, or complete etc) and have estimated and actual values for start and finish, materials, labor, and farm equipment.



Farm Diary > in week view View tasks across an entire week, with a calendar for each area of land that has active crops. The Farm Diary shows tasks and their start and finish times based on the selected date range – similar to the way Outlook shows appointments on the calendar. Tasks can be created in advance or retrospectively, or generated automatically by the Best Practice module. Often tasks are printed for each team or supervisor/contractor, or they are accessed via smartphone, tablet, or netbook.



Farm Diary > in month view View tasks across an entire month, giving a rapid impression of active tasks. Tasks can be moved to different days or times simply by dragging the task to a new time or day on the diary. Tasks that are crossed through have been completed, tasks with a red tail (see Farm Diary day view) have used a chemical with a PHI or Re-entry period. If someone attempts to make a task that breaches the PHI or Re-entry rules, an alert will be shown and the user will not be able to create or save a task if it is in breach of your farms PHI and Re-entry rules.



Farm Diary > Task details Double click on a task to view its details. You can control which properties are shown on each task type, specify your own fields to show, and you can even specify which employees are allowed to manipulate tasks (set permissions for read, edit, create, and delete for each task type for each employee). You can lock a task if it’s critical that no modifications are made to it in the future.



Farm Diary > Inventory Tasks may have estimated & actual inventory. Estimated inventory is created manually as a guide for the task, or generated by the Best Practice module. When inventory is used, batch numbers, actual quantities, and application rates (etc) are recorded on printed task sheets or entered via smartphone. Activate or de-activate inventory substitution, this will stop users from substituting brands of inventory, and force use of the Estimated Inventory. Inventory costs are automatically applied to the area of land where used, and can be reported on at any time.



Farm Diary > Employee Each task tracks estimated labor requirements (created manually, or automatically by the Best Practice module), and actual labor used. The costs of labor are automatically applied to the crop. Labor can include “piece rates” paid for productivity (eg: a $ amount per bucket of harvested product). Employees can be rapidly added to a task using the “Add Via ID” function that requires only the employee ID and the number of units (hours, minutes, or count) worked. Reports provide administration with data used to generate pay in external payroll systems.



Farm Diary > Equipment Track the use of tractors, spray rigs, ploughs etc. A cost per running unit can be configured for each item of equipment and is automatically applied to the area of land when used. Reports provide the current running units, calibration and status of equipment at all times. Activate or deactivate equipment substitution to force the use of correct equipment on tasks.



Farm Diary > Land Each task can be performed on an entire block area or land, or on smaller areas such as selected block areas, bays, and rows. You can configure each area of land to the resolution appropriate for your farming methods.



Farm Diary > Documents Add important documents to tasks, such as maps, photographs, PDF’s (eg: soil analysis), and other important documentation or instructions. The documents system will manage important documents and make them available to other team members that require access. Documents can also be associated with observations. Upload documents (photographs) from mobiles devices when working in the field.



Farm Diary > Properties You can create your own fields that need to be entered on tasks when additional information is required for a farm task.



Farm Diary > Observations Can create categories of farm observations, record observations from your mobile phone, tablet, or PC, report on and analyze observations to detect any historical problems or trends, or user observations to alert other team members of potential problems or maintenance requests.



Farm Diary > Printing tasks as instructions There are many reports that can print task information in useful formats. Use the filters to generate printed reports of tasks that can be used as instruction sheets.



Best Practice > Production Tasks The Best Practice module is used to automatically create of budgets, generate tasks, enforce your chosen best practices, and minimize data entry. Configure each individual task that is performed on the farm, and record the normal quantities of labor, materials, and commonly used equipment. Enter the common quantities used (eg: 3 pounds of Fertilizer X per hectare), when the Best Practice is implemented, the estimated quantities of materials, labor, and equipment will be generated based on the area of land that is being cultivated.



Best Practice > Production Method A Production Method is your preferred plan for producing a selected variety of fruit, vegetable, or grain. The Production Method groups together Production Tasks and sets the day on which tasks will be performed and the normal duration per unit of area (eg: 10 minutes per acre). This allows automatic generation of tasks, budgets, and ensures your preferred best practice is enforced by adding tasks to the farm diary automatically.



Best Practice > Implement Best Practice Choose an area of land and the Production Method you wish to implement. Tasks will be generated automatically in your farm diary. Automatically generated tasks can be changed at any time to match changes in weather and other farming variables. All tasks created automatically are clearly labeled as automatic tasks and can be edited to suit availability of materials and other variables. Easily move tasks for an entire crop using the Move Task feature on the farm diary.



Alerts Alerts can be created that draw attention to a selected task, inventory, part, crop, block, or document. Automatically generated alerts can inform selected employees of important incidents in the farm, for example, when a selected inventory part reaches a pre-determined balance, and alert can be generated.



Yield > Profile Configure the normal yield profile for each variety of produce. This information will later be used to project what yields will be generated based on your suggestion of planting/cultivation area. Specify the harvest productivity by pinpointing a percentage of total harvest ability on a daily or weekly basis.



Yield > Estimates Create Estimates to project future yield, specify your demand (ie: if you receive orders in advance) and view the required planting area, suggest hypothetical planting areas to see the potential yield and more….



Cost Reporting Dozens of reports and charts keep you up to date on the current and historical production costs and KPI’s in real time.



Yield Monitoring Easy to access reports provide real time analysis of yield and productivity.



Budget Projections Budgets are created automatically by the Best Practices module, and allow monitoring of farm wide budgets, with budget analysis that can details individual crops and areas of land under cultivation. Great for cash flow planning and planning materials acquisition.



Budget Overrun Analysis Easily identify areas of land that are going over budget, in real time.



Crop Budget Summary Chart Visually compare multiple farming areas actual and estimated costs.



Detailed Budget Analysis When a potential budget issue has been identified, use detailed analysis reports to uncover exact activities that cause budget overruns.



Farm Budget Summary Summarize the budget across all farms and areas of land (with optional filters to show selected farms or areas of land).



Traceability During the farming process, all traceability information is being constantly recorded, allowing recalls based on inputted materials and labor.



Traceability – Pesticide Application Report (USDA) Easily represent applications over a selected date range for a selected areas of land. USDA compliant as a Pesticide Application Report.



Inventory FarmSoft provides comprehensive management of inventory with feature including purchase order, multi-site and multi-location stock take, category and sub category based stock takes, expiring inventory management, inventory re-order alerts, inventory re-order analysis, instant reporting of cash value of stock on hand, inventory re-order level management, and stock take approval processes.



Inventory Rules Configure PHI and Re-entry periods to suit your farms best practices. Set standard application rates, and water mix ratios. These configurations can be applied to individually branded parts used during the farming process, and can even be tailored to each variety of produce.



Employee Reporting Monitor employee performance, and export data required to pay employees.



Stay connected! The FarmSoft mobile farm management solution is the only of its type in the world, and works on all smartphones and tablet devices. Use the smartphone and tablet (iPhone, iPad, Android, Blackberry) interfaces to give more mobility to employees and increase management information access at all times. Create new tasks, lookup existing tasks, enter task completion data such as actual quantities, batch numbers, start and finish times.



FarmSoft Mobile Farm Management Record observations, insert photographs, retrieve documents, record equipment use – and more…..