Electronic traceability initiatives and smallholder integration in Bangladesh : Challenges and opportunities

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1 Electronic traceability initiatives and smallholder integration in Bangladesh : Challenges and opportunities Dr. Md. Kamal, National Expert, BEST-BFQ, UNIDO

2 Shrimp farms

3 Black tiger of Bangladesh

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6 DRESSING THE SHRIMP

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8 What is traceability? Traceability means the ability to trace and follow a food, feed, food-producing animal or substance intended to be, or expected to be incorporated into a food or feed, through all stages of production, processing and distribution (Regulation (EC) N 178/2002). The International Standardization Organization (ISO) considers it to be the ability to trace the history, application or location of that which is under consideration and when considering a product, traceability can relate to the origin of materials and parts, the processing history, and the distribution and location of the product after delivery (Petersen 2004).

9 THE PROBLEM To ensure continuing access to export markets for Bangladesh seafood, and in particular to the EU (EC Regulation N 178/2002), Bangladesh needed a proven traceability system. It is particularly difficult in Bangladesh and other similar shrimp exporting countries, due to the large number of very small suppliers and a complex and irregular system of intermediaries.

10 Many sources for a single product Possibility 1 Many sources 1 product source source source source Process/ product

11 Single source for a single product Possibility 2 1 source 1 product source Process/ product

12 Single source for many products Possibility 3 1 source various products source Process/ product Process/ product Process/ product

13 What should be recommended traceability systems in shrimp value chains in Bangladesh? There is little or no possibility to produce one product or many products from one source of raw materials. In this situation it is difficult to establish traceability system from single pond to single product. Is there any possibility of developing the system through zoning of shrimp area?

14 Is zoning solution? Monirampur (4642) Ovoynagar (6200) Jalalabad processing industry Keya Fishing Dumoria (8775) Rupsa Phultala (2159) (6985) 28,761 farms will be associated

15 Option for recommended traceability systems in shrimp value chains in Bangladesh The only possibility is to develop area coding system for the farms and bring all the farms under registration. This is very similar to the European dairy traceability system

16 Gher Registration with Code. no Depot Record the farm code of collected shrimp (01-10) License no. Record receiving in processing plants Record product information Recommended Traceability System in Shrimp Value Chain

17 Depots Processing Industry(270) Products( S1-270) Tested in value chain of three upazillas

18 Table: Registration of Shrimp and Prawn District Bagda (P. monodon) Galda (M.rosenbergii) No. of gher Area (ha) Avge size (ha) No. of gher Area (ha) Avge size (ha) Khulna Satkhira Bagerhat Jessore Narail Gopalgonj Chittagong Cox,s Bazar Barisal Jhalokati Barguna Firozpur Bhola Patuakhali , ,781 (A) 212, ,240 (B) Total (A+B)=

19 Traceability Training Trainees Total Farmers Depots Industries Ice Factories DoF Officials Processors Workshop/ Meeting Grand Total

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21 Government Role GOB approved the Traceability Framework and ordered for countrywide implementation. About 95% farms were already registered. All the shrimp processing plants started traceability system FVO mission during their last visit acknowledged the traceability system in place.

22 EU food hygiene inspectors

23 Verifying the system

24 Training Trainers

25 Training farmers

26 Success!

27 Reflection Visited most of the industries in Khulna and Chittagong area and evaluated traceability. The result is really very good. Most of industries have their own supply chain and they have records of depot licence and farm s registration number. After receiving shrimp from suppliers/depots industry people prepare traceability documents such as farm and depot information in prescribed forms since they know their farmer s registration numbers and depot licence numbers. Visited many depots and farms in Satkhira, Khulna, Bagerhat and Cox s Bazar region. The farmers and depot owners do not keep traceability documents and they do not feel any obligation of keeping traceability documentation since monitoring from LCAs or FIQC is more or less absent 27

28 Constraint to implement traceability inadequate manpower in SUFO/UFO office and they are also busy with many other activities; poor official control of FIQC and LCAs on farm and depot activities due to shortage of manpower; inadequate logistic support for enforcement in depots/auction centers in case of any violation of law; large number of farms in a upazilla where official control from the LCA is difficult; very long and complicated shrimp value chain and sometimes information obtained are not reliable; majority of shrimp farmers still not yet received traceability training; many depots are still out of licensing system because they are functioning seasonally and their activities are not visible round the year; more than 20-30% farmers do not know how to read and write and they are reluctant to fill up farm information forms and maintain it while selling their raw materials to depots/auction centers and distance of farms areas from depots/auction vcenters and many farmers sell their catch to farias (middlemen) who normally do not keep records of raw materials collected from farmers.

29 Piloting of Computer Based Traceability BEST-BFQ, UNIDO has a plan to start E-traceability in shrimp value chain, initially in pilot scale jointly together with DOF and BFFEA. In the meantime, two workshops on developing models of electronic traceability system for shrimp value chain of Bangladesh were organized by BEST-BFQ, UNIDO. Mr. Reinhard Pichler, International Consultant presented concept note and models of different approaches of electronic traceability with their advantages and disadvantages in shrimp value chain of Bangladesh; A framework for computer based traceability was already developed

30 Goals The project goal is to have a computer based traceability system for the shrimp farms, depots/auction center and the associated processing industry Centralized data storage and online analysis tools by a central data base system Person-independent organizational structures by standardizes processes and applications. Optimization of collection and receiving of shrimps. Better quality monitoring along with complete traceability of the product and data capturing of Quality Management data Paperless Food safety management System in place by digital archiving functions Savings in administration through elimination of double data entries and more flexible labour Reduction of internal and external logistics costs in the areas of product labelling and picking through improved performance and reliability

31 Existing Situation Pure paper based documentation and lot of papers need to keep Reluctant of farmers in documenting farm information Poor official control on the supply chain Data manipulation is possible Poor on time information

32 Pros & Cons of Systems Paper based Digital advantages - cheap - fast in implementation - no hard ware required - continuous control - fast information (information got by pressing a button) - link to LIMS possible (Laboratory information system export certificates can be printed automatically) - Manipulation not possible - simple handling - good control at any time - continuous information on quantity statistics possible Disadvantages - Not good control - very slow system - paper can be lost - paper can be changed after filling - much paper after some years - expensive - complex installation - annual maintenance cost

33 Possibilities Approach Computer based integration Advantages Disadvantages 1: Chip- or barcode cards to all farmers and hand hold devices for auction centers; for depots desktop computers. Farm Auction Center Depot Industry No Yes Yes yes Maximum number of computer based data capturing. Possibility checks on the traceability system possible (to evaluate potential miss-use). Reliable IT infrastructure at the depots necessary Very cost intense solution 2: paper based recording and electronically registration only at industry level 3: Business card on farm level, hand hold devices for the depots No No No yes No No Yes Yes Very simple and low cost solution. Reduces number of computer based data capturing. Not reliable and not online information available. Information gap on the auction center level. 4: Business cards on the farmer level and mobile devices for Auction Centers, Depots and the Industry No Yes Yes Yes Highest degree of flexibility Two applications on a single device needed (collect and supply).

34 Process steps Farmer Shrimp Farming (no System integration) Farmer Registration Depot Auction Centre At the depot the operator scans the source tag and the target bin where he puts the shrimps in. He can scan multiple bins. He can select the quantity per bin if needed. The Ice-Lot Numbers can be captured as well. At the auction center the operator scans the source tag and the target bin where he puts the shrimps in. He can scan multiple bins. He can select the quantity per bin if needed. The Ice-Lot Numbers can be captured as well. Bin# Quantity of Shrimps Supplier# (= Farmer#) Depot# Ice-Lot# Bin# Quantity of Shrimps Supplier# (= Farmer#) Auction Center # Ice-Lot#

35 Receiving Process steps The Product will be received by scanning the external label or if this is not possible by creating a new label with an EAN128 barcode. This Product will store into the dry inventory. Supplier Lot# item information delivery information Shrimp Receiving and Sorting As the shrimps are already merged into Lots and labels are printed, the shrimp receiving can be done by scanning. OPTION: if needed, the lot information can be sent from the depot before the delivery arrives at the factory. Therewith the factory knows the expected delivery and can adjust the production base on the planning figures even more just in time. In the case where the farmer delivers the shrimps directly to the factory, the process will be the same as for the depots and the auction centers. While receiving a shrimp sorting according grade and size happens at the same time. Shrimp Lot number per item per delivery (barcoded on label for scanning)

36 Process steps Grading The shrimp grading process needs to be discussed in more detail. Shop floor integration capabilities can be provided at any level of detail. Grading equipment could be integrated directly into the system. In a first step a simple grading module can be used so the grading information can be attached to the lot. Batch number/lot number (barcoded on label for scanning and grading information Panning No system integration n/a Freezing For product costing purposes the freezing process can be integrated into the system based process. n/a

37 Production Exit Process steps Once the lot exits production a production lot can be created. This production lot is directly linked to all shrimp lots and dry lots that where be used. Production Batch number/lot number (barcoded on label for scanning) Order Entry The order entry process is based on the planning figures and/or manual order entry/modification. Specific Production Lot Numbers could be preassigned if needed (e.g. for export). n/a Shipping The shipping process ensured, that a certain lot, that is pre-assigned to an order is scanned to this order. Production Lots could be merged to shipping/export Lots. Shipping/export Lots Customer#

38 Ice producers Only official ice producers are allowed to deliver ice to the depots or auction centers ice receiver needs to communicate the ice lots they have been used R.Pichler / 2012 digital traceability - final 38

39 Maintenance Soft- and Hardware Software & Hardware Maintenance for the mobile devices can only be done at the registration points. Online Software updates on the devices is not recommend due to technical knowledge of device users. System Maintenance on the central computer system can be done remotely or on site by trained personnel. R.Pichler / 2012 digital traceability - final 39

40 Traceability Reporting Traceability reporting needs to be the result of the data capturing. Any entry point for the traceability information needs to be possible. The Track and Trace reporting will be implemented on the central computer system. It will be possible to search and select by any parameter such as: Date Farmer Depot Auction Center Factory Cargo Customer

41 Duration # Phase Duration in weeks Dependeces Time Delay 1 Detailed Concept 8 2 Partner Determination 12 3 System Design Mobile SW Design Networking and Server Design Lab Set Up and Tests 12 3, 4, Change Management Local Set Up an Tests Training and Documentation Live Run Total: approximately 45 weeks Detailed Concept Partner Determination System Design Mobile SW Design Networking and Server Design Lab Set Up and Tests Change Management Local Set Up an Tests Training and Documentation Live Run R.Pichler / 2012 digital traceability - final

42 Consequences of timing It is absolutely important, that the paper based traceability system needs to be fully implemented up to the moment, when a switch to a digital system on nation-wide basis can be done Current system with controls must go on R.Pichler / 2012 digital traceability - final 42

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