Coffee Society Management Information System

Introduction

Coffee production in Kenya is carried out by small-scale coffee farmers located in rural areas, often with moderate levels of literacy and very few technology skills. For most Kenyan coffee farmers, their only source of income comes from selling coffee. But over the years, many small-scale producers have pooled their resources and built up strong Coffee Farmers` Cooperative Societies that collect the coffee and then sell it to bulk millers. Some cooperatives belong to even bigger unions that also process coffee from its members before selling the final product in retail markets.

And for Coffee Cooperatives to survive they have to streamline their operations and improve their management processes through acquisition of Computers and Management Information Systems to automate their activities and manage data digitally.

Problem Statement

Keeping farmers’ records and processing payments by hand every seasom is time-consuming especially for cooperatives with many members. Paper transactions can be difficult to trace, leading to complaints from farmers and, in some cases, a feeling of being cheated. An erosion of trust, questions of accountability and an accounting system that is open to abuse can all cause the collapse of a cooperative.

Proposed Solution

Coffee Cooperatives could increase efficiency by increasing their use of computers. Computers can remove the duplication of efforts often seen in the manual accounting systems and transaction recording.

To combat these issues and improve the efficiency of Agricultural Cooperatives, we have worked to develop CoffeeWorks (Coffee Cooperatives Management Information System). We have designed the system specifically as a farmers’ information management system to help agricultural cooperatives manage their accounts, membership details and production records.

Objectives and Expected Results of the Consultancy

The overall objective of this project will be to install and implement a Coffee Cooperative Management Information Software Solution. The SOFTWARE will be instrumental in assisting Cooperatives to achieve the overall goal of Digitizing Record Keeping and Management.

  • Facilitate societies to capture and maintain accurate farmers’ information as well as correctly identify and verify farmers.

The resulting software will allow authorized personnel to capture, store and manage farmers’ biodata in a fast, secure and reliable manner.

  • Assist Societies in Management and distribution of services to farmers:

The resulting software will have several modules which will allow for management of farmers’ information department-wise. Each module will represent a department and will ensure accurate records management and keeping track of services disbursed through the application.

  • Generate accurate and timely reports on farmers.

The resulting System will provide a dashboard with relevant statistics and will generate specific reports in predefined formats for the farmers registered, identified and verified, items and inventory disbursed etc. Such reports will help Society Managers in planning and also in decision making.

The expected result of this project is therefore to build a robust yet light weight Management System that fulfills the aforementioned objectives and is built on tested and supported technology while taking cognizance of the harsh and remote locations of application use. The software will be developed to be modern, attractive, and intuitive while ensuring compatibility with popular web browsers. The used technology stack will focus on both reliability and easy scalability while taking into account the acquisition and running cost of such technology to allow for reasonable and manageable costs.

Advantages of Information Systems for Coffee Societies

  1. Simplified decision making 

Obtaining one complete view by integrating your software systems simplifies the decision making process. It removes the need to move between different files to get to data that may influence your decisions.

2. Increased productivity

With one point of data entry and no need to switch between different files and journals, processing is simpler and quicker. This is particularly relevant where the same data is entered multiple times into different software systems.

3. More reliable data  

Unifying your data entry points reduces the risk of using inaccurate data. A single point of view will allow your business to work from one perspective and eliminate conflicting data values. 

4. Enhanced analysis 

Related data is more meaningful & powerful when it is pulled together in one application. Analysis of multiple data sources is better handled by bringing the data together where trends and conclusions can be drawn much sooner. 

5. Improved data security 

Managing the security of your data within one unified system application is much easier than managing multiple files of data. By integrating the management, backup and administration, tasks are simplified.

6. Better customer service 

The ability to access customer information quickly and easily is vital for maintaining good relationships, integrating your CRM software will enable you to assist customers more effectively.

7. Increased sales potential 

Integrating systems that streamline any element of your end to end sales process and improve your order fulfilment rate will have a positive impact on your overall sales potential.

Our Clients (Coffee Cooperative Societies)

  1. Ayoro Coffee FCS – Oyugis
  2. Boma Coffee FCS – Kericho
  3. Kabondo Coffee FCS – Oyugis
  4. Kamacharia Coffee FCS – Murang`a
  5. Kamiwa Coffee FCS – Kericho
  6. Kanyenya – ini Coffee FCS – Murang`a
  7. Kapkisio Coffee FCS – Bungoma
  8. Kapkurongo Coffee FCS – Bungoma
  9. Khachonge Coffee FCS – Bungoma
  10. Kibisi Coffee FCS – Bungoma
  11. Kimabole Coffee FCS – Bungoma
  12. Mutira Coffee FCS – Kagumo, Kirinyaga
  13. New Gikaru Coffee Society – Nyeri
  14. New Ngariama FCS – Kirinyaga
  15. Ogera Coffee FCS – Oyugis
  16. Orinde Coffee FCS – Oyugis
  17. Thirikwa FCS – Kirinyaga
  18. Thiririka FCS - Gatundu

About Us

Fonscom Systems Ltd, formerly ICEBET Ventures, is a software development company, founded in 2015, that has specialized in development of software solutions that address the needs of small, medium and large scale Companies in Kenya, which need an integrated/convergent ICT infrastructure in their operations.

Our Systems (MIS)

  • Dairy Farmers Cooperative Societies MIS
  • Coffee Farmers Cooperative Societies MIS
  • Welfare Groups / Micro-Finance MIS
  • Real Estate MIS
  • Matatu SACCOs MIS
  • HR & Payroll Systems
  • Bulk SMS Systems

Get In Touch

P: +254 723 464 163 / +254 728 916 275
E: fonscomsystems@gmail.com
L: 3rd Floor, RM 309, South Haven Palace Uhuru Street, Thika