table: 1 important dates · and inm) and responsible environmental behavior vrps aug 15th (starting...

Draft for Internal Use Only

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Table: 1

Important Dates

S.No Activity Responsibility Deadline Remarks

1 Notification of Producer Unit (PU) RCI-C with

Director-ASA

Mar 31st

2 Notification of RCI-C Director-ASA Mar 31st

3 Establishment of RCI Quality

Assurance Committee (RQAC)

RCI-C with

Director-ASA

Apr 10th

4 Approval of ICT Material by RQAC RCI-C to initiate Apr 15th

5 Approval of Training Modules and

Location-wise PoP by RQAC

RCI-C to initiate Apr 20th

6 Approval of PVSP design for RCI-PU

by RQAC

RCI-C to initiate Apr 30th

7 PoP Sharing and ToT of RCI-M and

RCI-S

RCI-C Apr 30th

8 ToT of VRPs RCI-M and RCI-S May 05th

9 Starting Awareness Campaign in

Project Villages

RCI-S and VRPs

with RCI-M

May 05th

10 Farmer’s Registration, Data Entry RCI-S and VRPs

with RCI-M

May 25th

11 Formation of RPG, Selection of Lead

Farmer and Distribution of FFB

RCI-S and VRPs

with RCI-M

May 30th

12 ToT of VRPs on Pre-transplanting

Practices and Record Keeping and

Responsible Social Behavior

RCI-S/RCI-M May 30th

13 RCI-PG’s Training on Pre-sowing

Practices, Nursery raising and Record

Keeping and Responsible Social

Behavior

VRPs Jun 07th

14 TOT of VRPs on Sowing to Spike

formation (Weed Management, IPM

and INM) and Responsible

Environmental Behavior

RCI-S/RCI-M Jul 15th (starting

from June

15th)

15 RCI-PG’s Training on Sowing to Spike

formation (Weed Management, IPM

and INM) and Responsible

Environmental Behavior

VRPs Aug 15th (starting

from June

15th)

16 ToT of RCI-M and RCI-S on Internal

Audit and documentation

RCI-C Aug 30th (starting

from July

15th)


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Important Dates

S.No Activity Responsibility Deadline Remarks

17 ToT of VRPs on Internal Audit and

documentation

RCI-M and RCI-S Sept 5th

18 TOT of VRPs on Plant protection to

harvesting, sharing of yield data

RCI-S/RCI-M Aug 30th (starting

from Aug

15th)

19 RCI-PG’s Training on plant protection

to harvesting, sharing of yield data

VRPs Aug 30th (starting

from Aug

15th)

20 2nd Party Assessment and document

completion check

RCI-M with TL (in

consultation with

RCI-C)

Oct 20th

21 3rd Party Assessment RCI-C with

Director-ASA

Oct 30th

22 RCI- Progress Evaluation and Final

Report

RCI-C with

Director-ASA

Nov 30th


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1. Introduction

The climate change debate and the linked issue of global population expansion

have raised the public’s awareness of global warming and the allocation of scarce

resources for food and energy production. Promotion of Good Agricultural Practices

(GAP) or sustainable agriculture is key words and several experiments are going on to

produce food and energy in a safer way, sustainable way. Regulations on food and

environmental safety are being adopted by the Governments, in both developed and

developing countries. The industry, development community are also concerned about

these emerging challenges. The producers too are concerned about the rising cost of

cultivation and declining productivity. The Government of India has initiated several

measures for sustainable agriculture including a National Mission for Sustainable

Agriculture (NMSA), which is one of the eight missions of the Prime Minister’s Council on

Climate Change. An expanding domestic market demanding quality food and diversified

food basket is also driving the element of sustainability in Indian agriculture. More so,

for the very reason to sustain the livelihoods of millions of small and marginal farmers

who depend on agriculture for income and employment, the sustaining agriculture is the

key focus in the agriculture development policies.

ASA, a Non-Governmental Organisation working since 1996 for the promotion of

agriculture based livelihoods for the small and marginal farmers across hundreds of

villages in India. It specifically works on land and water resources development,

sustainable agriculture and integration of farmers with the value chain. ASA strongly

believes in promotion of sustainable agriculture through adoption of responsible

agriculture practices combining with responsible social and environmental practices.

Responsible Crop Initiatives (RCI) is a package of practices of Good Agriculture Practices

(GAP) and socially and environmentally responsible behavior adopted in the production

system. The RCI document is the set of guidelines and standard operating procedures to

facilitate its staff and farmers to achieve these objectives. These guidelines are purely

used for internal purpose of training and evaluate the programme performance against

standards as set out in the document.

2. The Crop – CHILLI

Chilli cultivation originated in South America. The Portuguese introduced the

plant into India in the fifteenth century. The Chilli plant (capsicum annum L) is an

important member of the family Solanaceae. It is a spice crop, valued for its diverse

commercial uses. Only a few perennial Chilli varieties, characterized by small-sized pods

& high pungency, which are rarely cultivated commercially, belong to C. frutescens. India

is a major producer, consumer & exporter of Chilli. India Chilli reaches over 90 countries


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in the World including, Bahrain, Canada, Italy, Israel, Japan, Malaysia, Netherlands,

Philippines, Singapore, Spain, Sri Lanka, Saudi Arabia, USA & UAE.

In India, Chilli is growing in almost all the states. Andhra Pradesh is the largest chilli growing state & accounts for 32 percent of the country’s total chilli cultivation area. Next in importance are Karnataka & Maharashtra. As per statistics of 2002-03, the total area of chilli cultivation was 758000 hectares, annual yield 1287000 tons, i.e., with a productivity of 16.98 quintals/ha. Despite large area under chilli cultivation productivity of the state is low. The most pertinent issues restricting small and marginal farmers is not only lack of awareness on improved & sustainable agricultural practices but also along with absence of appropriate, viable and competitive marketing facilities. Farmers are not aware about the optimum levels of agricultural inputs use and also not conscious about the hazards and side effects of dangerous chemical pesticides & herbicides. Due to absence of agriculture extension delivery systems local money lender/ small traders and agri. - vendors are the main source of agricultural information. Presently most of the farmers are exploited at the both ends. Hence the Responsible Chilli Cultivation initiative is an attempt to guide and support producers to enhance productivity in one hand and ensuring sustainability of agriculture on the other. This guide is essential to use for implementing the Responsible Chilli Production, as it provides the common framework & core activities that must be done for producers to grow Chilli in a responsible way for their livelihoods sustainability.

3. Good Agriculture Practices /Responsible practices of Production System:

Good Agricultural Practices are "practices that address environmental, economic

and social sustainability for on-farm processes, and result in safe and quality food and

non-food agricultural products" (FAO COAG 2003 GAP paper).

3.1 Socially Responsible Practices

Meaning that that the producers have the knowledge and they practice the following:

a. Knowledge of existing National, State and local laws related to Land, revenue and

forest

b. Ownership document/ Rental agreement (formal and informal) / Court or Panchayat

order of the land under cultivation

c. Child labour, forced labour, discrimination and harassment are not practiced or

supported and working hours in alignment with the laws of the country. The ILO

standards are given in the (Table -2 below )

d. Children and minor, pregnant woman are not given hazardous work.

e. In case of Family small holding, children may help on their family’s farm provided

that the work is not liable to damage their health, safety, well-being, education or

development (as per law).

f. Minimum legal wage as per law is given and recorded.

g. Workers, sharecroppers, contractors, etc. should have written agreement or

informal agreement as per local custom

h. Before engaging into any task, proper training is imparted


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i. Labourers and farmers have legal right to form association, union or join any such

body of their choice (Right to freedom of Association) and collective bargaining.

j. A safe and healthy workplace is provided for all workers

k. Adequate and appropriate protective measures, equipments and clothing are

provided for potentially hazardous tasks (eg. safe use of Agro-chemicals).

l. Deduction from wages for disciplinary purposes is not made, unless legally

permitted. For instance, if the labour & employer have come to an agreement for

task base payment, in such case, the employer should not deduct wages if the labour

has completed the task as agreed.

m. Salaried workers have all entitlements and protection in national law and practices

with respect to maternity

n. The complaint and grievance mechanism is made known and accessible to

communities and dealt with a timely manner

o. Fair opportunities for employment and provision for goods and services are given to

the local population.

Table -2: The International Labour Organization Standards

Parameters The minimum age at which children can start work

Possible exceptions for developing countries

Hazardous work Any work which is likely to jeopardize children’s physical, mental or moral health, safety or morals should not be done by anyone under the age of 18

18 (16 under strict conditions)

18 (16 under strict conditions)

Basic Minimum Age The minimum age for work should not be below the age for finishing compulsory schooling, which is generally 15.

15 14

Light work Children between the ages of 13 and 15 years old may do light work, as long as it does not threaten their health and safety, or hinder their education or vocational orientation and training.

13-15 12-14

3.2. Responsible Environmental Practices:

a. No burning of crop residues, waste or as a part of vegetation clearance unless in

the case of endemic disease outbreak (as per scientific recommendation)

b. The crop residue to be used as animal feed, preparation of compost or

incorporation in to soil

c. Efforts are made to reduce pollution and emission of Green House Gasses (GHGs)

and increase carbon sequestration on the farm


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d. Consumption record for fossil fuel (viz. Diesel, Kerosene, etc.) is maintained

e. Cultivation is not done in the encroached Government owned Forest or Revenue

or any common land for which the cultivator does not have any Patta (legal

permission).

f. On-farm biodiversity is maintained and safeguarded through the preservation of

native vegetation.

g. Use of safe agro-chemicals (as per Stockholm and Rotterdam Conventions). A list

of banned pesticides is given in Annex -2

Table 3: Shows Compulsory and Optional category of Social and Environmental practices

Responsible Social Practices Responsible Environmental Practices

Optional Mandatory Optional Mandatory

Written agreement

between Labour

and Land Owner

No Child Labour Use of Homemade

pesticide and bio

pesticides

No crop residue

burning

Labour working

hours

Equal Wage for

equal work

Use of Compost

using crop residues

Use of Safe agro

chemicals

No use of Bonded

Labour

Minimum tillage

practices

Use of protection

gears while using

chemicals

Record of labour

days

Chemical use only

after ETL of pest

population

Woman not

engaged in

chemical spray

Proper land

document

Record of fossil

fuel

Proper disposal of

agro-chemical

container

3.3. Good Agricultural Practices (recommended agronomic practices):

a. The quality of surface and ground water is maintained or improved

b. Natural vegetation are maintained or improved

c. Soil quality is maintained or improved and erosion is avoided by good soil

management practices like field bund, across the slope ploughing, etc.

d. Application of agrochemicals is strictly monitored along with safe handling,

storage and disposal of chemical waste and empty container is done as per

scientific recommendation.

e. Inorganic fertilizers are used as per scientific/ professional recommendation and

methods


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f. Practices of Integrated Weed Management (IWM), Integrated Nutrient

Management (INM), and Integrated Pest Management (IPM) as a part of

Integrated Crop management (ICM) are followed and preference is given to

biological and physical measures.

g. Due care is taken to prevent drifting of agrochemicals to neighboring areas,

water bodies, animals and residential areas.

h. Appropriate measures are implemented to allow for coexistence of different

production systems

i. All purchased seeds must have an authentic source.

j. Scientifically appropriate Package of Practices (PoP) adapted as per local socio-

economic conditions is followed (Annex-3).

Note: The PoP’s for crop is understood to be different from location to location. Therefore the RCI Coordinator would have to approve the location specific PoP well in advance to the location/ RCI Manger. See later for specific actions needed for the approval of the location specific PoPs by the RCI Coordinator.


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4. IMPLEMENTATION STRATEGY : STEP BY STEP

RCI CYCLE

1. ToT of RCI-M/-S

2. Awareness Campaign 3. Farmer’s

Application

4. Farmer’s Registration &

Data entry

5. RPG Formation

& LF Selection

6. TOT of VRP,

RCI-S, RCI-M

7. On field demo. & training to VRPs

8. Training & CB of RPGs

9. Exposure visits of RPG, VRPs on FLD & PVSP10. Monthly Meeting

of RCI-M, RCI-S & TL

11. Self Assessment of RCI Unit

12. Training on

Internal Audit

13. Internal Audit (2nd Party)

14. Finalization of Certification Agency

15. 3rd Party Visit and Assessment

16. Certification of the

Process and Produce

17. Market Linkage for Produce and Certificate

18. Submission of Final

Report

PLATE-1: RCI Cycle of key activities

4.1. Key Functionaries in RCI System

Original Designation in Organization Functional Designation in RCI

1. Project Coordinator Responsible Crop Initiative- Coordinator (RCI-C)

2. Project Executives/ DMTs Responsible Crop Initiative- Manager (RCI-M)

3. Development Assistants Responsible Crop Initiative- Supervisor (RCI-S)

4. Village Resource Person Village Resource Person (VRP)

4.1.1. Prototype Coverage of Farmer households by each functionary

(May differ by crops & experience)

Functionary Coverage of Farmer Households

1. VRP 100 Farmer Households

2. RCI-S 500 Farmer Households

3. RCI-M 1000 Farmer Households

4. RCI-C 2000 Farmer Households Note: Household coverage per RCI staff (Prototype), will vary from crop to crop due to intensity


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4.1.2 Operational Area/ Number of Farmers

Crop with a coverage of less than 10% of the area coverage in the ASA’s project

area will not be taken under RCI program.

It is desirable that for each Producer unit a minimum of 2000 farmers should be

ready to join the programme for the operational ease and cost efficiency.

4.2. Selection of Village: 4.2.1. The criteria are:

a. It should be a village within ASA’s current operational area OR a village which

ASA has decided to take up under its programme from the current year.

b. Villages with majority of small and marginal farmers / tribal / SC

c. Villages selected should be in a Cluster. Minimum five villages and maximum of

20 villages in a cluster. This is required for operational convenience.

d. There should be a minimum of fifty (50) farmers per village willing to join the

programme. In case, there is less than 50 farmers/ village in such case 100

farmers in two adjacent villages may be considered.

e. Neighbouring villages within min. of 5-10 km radius should also be paddy

growing villages to ensure dissemination effect and expansion of the programme

f. Villagers are ready to work in Groups and follow the participatory method of

working

g. Communal harmony in the village

4.2.2. Responsibility for Village selection

The RCI Manager (RCI-M) following the above criteria shall identify the villages

and give a list to the TL

The TL in consultation with the RCI-M & other team members shall finalize the

villages. The villages shall be plotted on the Mazbuli Map.

The list with information as per format (Annex –4) to be sent to the RCI

Coordinator (RCI-C). The RCI-C is the final authority for the approval of the

villages & will send approval through a letter to the RCI-M and TL as per Annex –

5. Once finalised the villages cannot be changed without written approval by the

RCI Coordinator. The justification of change needs to be duly mentioned.

4.2.3. Awareness Generation (Preparation) :

a. Concept Seeding and Mass Awareness Campaign shall be done by the RCI-M &

his/her team.

b. Standard ICT Materials as approved in the programme such as leaflets, posters,

wall writing, videos, local folk shall be used for the awareness campaign. All the

ICT materials should be in “Ready to Use” form by mid of April for Kharif Chilli

(Responsibility – RCI-C).


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c. Approval of the ICT materials shall be given by the RCI Quality Assurance

Committee (RQAC) comprising of all RCI-C, all TMs and the Director. The

Concerned crop RCI-C shall be the Member Secretary of the RQAC. The Member

Secretary shall circulate the agenda one week before the meeting of the RQAC

and present all ICT materials including videos for review and approval. The

minutes shall be written in a Register maintained by the concerned RCI-C. The

RQAC will be formed through a notification by the Director by 10th April. The RCI-

C will take initiative for the formation of RQAC.

Table – 4: Training Calendar for use of ICT Materials

Type of

Training

Subject Trainee Main

Trainer

Co-Trainer When

ToT Use of ICT

Materials

RCI-M

RCI-S

RCI-C Communication

Expert

Before Apr

30

ToT -do- VRP RCI-S RCI-M Before

May 05

4.2.4. Awareness Generation in the villages

a. What is the objective of the awareness generation?

The awareness generation is required to inform the prospective producers about

every details of RCI of Chilli, their obligations, responsibility of the programme staff,

etc. so the producers can take informed decision to join or decline to join the RCI

Chilli programme.

b. How the awareness campaign will be conducted in the villages?

In meetings of all SHGs and ABGs with the help of ICT materials.

The village / hamlet level meeting shall be conducted to explain RCI of Chilli

4.2.4.1. Responsibility:

The VRP shall be primarily responsible for the awareness programme

The VRP shall have written action plan approved by the RCI-S for the awareness

programme. The plan must include the place, target group, date and time of

meeting, etc. so that the VRPs progress can be monitored

All VRPs must have a Daily Diary (Annex-6) where he should note his daily

activity in the prescribed format with all required details as mentioned

The RCI-S shall provide support and monitor VRPs in conducting awareness

programme on a day to day basis. He/she must visit at least 70% of the villages

during the awareness programme and write in his/her Daily Diary (Annex-7)


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The RCI-M must visit at least 40% of the villages during the conduct of awareness

programme and write in his/her Daily Diary (Annex-8)

4.2.5. Producer Unit (PU):

A group of 2000 farmers of a cluster of 20-25 villages registered for a crop in a

district can be called as a Producer Unit. The head of the PU will be the Team

Leader.

In one district, there can be more than one producer unit but in some cases, farmers

of two adjoining districts can also form one producer unit and in such cases, the TL,

whose jurisdiction the PU falls, will head the PU.

4.2.6. Approval Committee (PU Level):

a. This body will have TL, RCI-M and 2 Representatives Farmers from SHG/ABG

b. This body will have all rights for approval/rejection of the Farmers/RPGs

c. This body will meet at the time of Farmer’s Registration/RPG formation, for

approval of all the assessment results.

d. RCI-M shall be the Member Secretary of the Committee.

4.2.7. Selection of Producers:

4.2.7.1. Criteria for selection:

All chilli producing farmers meet the following criteria are eligible for the

registration in RCI Chilli Programme.

a. Member of any community institutions promoted by ASA viz.SHG, ABG, FPC.

b. Preferably small & marginal farmers. Tenant farmers, sharecroppers are also

eligible.

c. Preferably woman farmer

d. Agreed to practice the Principle & Criteria of Responsible Crop Production

system of RCI.

e. Ready to give token contribution

f. Clear/fair track record in ASA’s programme

g. Should not have registered for the same programme with another agency for

the same year.

h. One member per family (Chullah/ Kitchen)

4.2.7.2. Application by Producers:

a. Applications are invited by the interested producers in the prescribed format

(Annex-10). Small and Marginal farmers (SMF) must be encouraged to apply

b. All the applications must be received by May 1

c. Responsibility: VRP shall be responsible to help Producers to fill the Application

Form and its Collection under the overall supervision by the RCI-S and RCI-M.


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4.2.7.3. Membership Approval Process :

a. A committee shall be formed in each village comprising of the concerned VRP &

four members from the ASA promoted SHGs, ABGs and FPCs.

b. This committee shall be formed by the VRP under the supervision of RCI-S,

before 25th May

c. The committee will scrutinize the application forms, complete data in case of

incomplete application & recommend / reject application & forward the

applications to the concerned RCI-S.

d. The farmers who have been rejected shall be informed by the concerned VRP

verbally & the rejected form shall be returned to the producer.

e. However, the producer rejected may choose to appeal to the RCI Approval

Committee (RAC) for reconsideration. The VRP will facilitate this process of

appeal.

f. The RCI-S shall scrutinize the forms further, rectify information if needed, sign

the application forms & submit to the RCI-M.

g. The RCI-M shall do a compliance check and put up a list of qualified producers to

the RCI Approval Committee (RAC) comprising of the Team Leader, one of the

BODs of the concerned FPC & two farmers’ representatives of that RCI Producer

Unit for approval. The RCI-M shall be the Member Secretary of the committee.

The Team Leader shall be the Chairperson of the RMAC and shall select two

representative farmers in consultation with the team members.

h. The RMAC shall be the final authority for approval or rejection & which shall be

binding to all.

i. The cases of appeal shall be disposed off by the RMAC and the concerned

Producer/s shall be informed through proper channel of RCI-M to RCI-S to VRP

within seven days of the RMAC meeting. The village committee shall also be

informed simultaneously.

j. There shall be a meeting register duly certified by the TL maintained at the RCI-M

level for the recordings of all meeting of the RMAC (Format of the Register in

Annex-11)

4.2.8. Registration of Producers:

a. The RCI-M shall ensure entry of each of the approved list of producers in the RCI

Software maintained at the Team level / RCI Producer Unit Level1 (see footnote

for the definition of Producer Unit).

1 Producer Unit is the field implementation unit of the RCI programme of about 2000 producers. It could be

more or less as decided before the beginning of the season. In most cases this will be identical with the Team’s

Head quarter, but there could be exceptions also. In any case this will fall within the jurisdiction in one of the

Team’s and the respective Team Leader will be the administrative head of the PU. Before each cropping

season begins the location of PU will be officially notified.


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b. Thereafter, computerized code shall be generated for each Responsible

Producers Group (RPG) & Producers

c. Farmer Field Book (FFB) shall be issued to the Producer in the first meeting of the

RPG

d. The RCI-M shall certify the completion of computerised registration process &

inform RCI-C by 30th May (Format in Annex-12).

4.2.9. Formation of Responsible Producer Groups (RPG’s), Size, Meeting, Training, etc.

a. RPG is a group of average 20 (min.15 & max.25) registered Producers from a

village. This will be a common platform to organise all activities related to the

crop under RCI in that village. RPG is an ABG as per ASA definition.

b. They are grouped for activities which are knowledge based / technical support

related to adoption of GAP and practices which are Socially and Environmentally

responsible for the production system; & integration with other services such as

agriculture inputs, storage , marketing, credit, etc.

c. Every RPG can demand training for its members and facilitate its group for

proper documentation

d. There will be a Lead Farmer (LF) selected from every RPG by the group. This

should be done in the first meeting of the RPG itself by the members facilitated

by the VRP.

e. RPG will maintain Training Register, Meeting register, etc. (Table-6 )

f. The RPG shall be conducting fortnightly meeting to discuss about the recent

activities, learning, further action plan, etc. The meeting will be led by the Lead

Farmer. The concerned VRP shall facilitate the meeting & fulfil all

documentations as per Annexe-13. Every meeting of the RPG must be clubbed

with the visit of few farms including the Demonstration Farms at the beginning

of the meeting. The discussion in the meeting shall be around the learning of the

visit of the farms.

4.2.10. The RPG and SHG relationship

a. The RPGs and SHGs are one and the same body. All SHGs will therefore be

automatically be called RPG as in most cases all the members of the SHGs do the

same cropping for a particular season.

b. Those families which are not part of any SHGs but would like to join the RCI shall

be formed into SHGs and RPG simultaneously.

c. While forming the SHGs/RPGs, care has to be taken that at least 50% of the RPGs

are women and rest 50% or less are men.

d. Both male & female household head shall be eligible to become member of the

RPG. However, the RPG shall be of either male or female group not as mixed

group.


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e. In cases of BCI and SOYPSI where the RPG are already formed mostly with men

and continuing there we face the constraints of including women in the RPG

(LG/PG) as the same members need to continue. It will be also difficult to start

saving activity with the men LGs/PGs as their wives have been or being included

in the SHGs. The decisions are therefore: (a) for new members under Soypsi and

BCI form RPG with women members only; and (b) all these new RPGs have to be

SHGs also as mentioned above.

4.2.11. Coordination of SHG work:

a. The VRP, RCI-S, RCI-M are responsible to do the SHG work as the RPG and SHG

are same entity. So, the SHG formation, training, bank linkage, internal loaning,

book maintenance, etc. are done as part of the RCI work

b. Data Entry in SHE: The data entry in SHE is an established process. The VRP will

collect all documents from SHGs after meeting and send it to the RCI-M through

proper channel. RCI-M will give this document to the DEO who will enter and file

it in the SHG file as per the present system.

c. In some locations, an exclusive DA or PE is provided to coordinate the SHG

formation. He/She will work in coordination with RCI-VRPs.

4.2.11.1. Responsibility

a. Responsibility of RPG/SHG formation shall be with the RCI-M who shall carry this

function with the support of RCI-S and VRPs. The formation of RPGs/SHG shall be

completed by 30th May and be certified by the RCI-M to the RCI-C by generating

list of RPG/ SHG from the RCI Software which shall clearly mention the details of :

o Dist., Block, Panchayats, Village, etc.

o RPG code, Members’ name & Code, date of formation

b. The SHG saving and credit information will be maintained in SHE software which

is done after the first grading as per SHG guideline

c. The RCI-C shall visit the RCI Producer Unit and do sample verification and review

the RCI implementation progress. He/she must note this verification in the Daily

diary

4.2.12. Producers’ Contribution – collection, deposit and expenditure:

A producer needs to give a token contribution of Rs.100 for each crop that

he/she has chosen to take part in the RCI for that season. Normally, to train a

producer under RCI approximately Rs.2000/- is incurred as cost annually. The

producer’s contribution is actually for the purpose of inculcating ownership of the

training given to him/her and also to bring dignity in him/her realising that he/she is

not receiving training completely free. .


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4.2.12.1. How the contribution will be collected and spent?

a. In the first meeting of the RPG/ SHG, each producer needs to pay the

contribution to the VRP

b. This will be noted down member wise in the Meeting register of the RPG

c. The VRP shall have a Software generated list of Selected Producers, their code

and RPG code. He/she will write the contribution amount in this Chart, total the

amount below, and give it to the RCI-S. The RCI-S Supervisor must give a

temporary receipt to the VRPs after receiving the money. The RCI-S shall give this

to the RCI-M who in turn deposit with the concerned FPC. The FPC shall issue

RPG wise receipt which is then passed on to the RPG/ SHG through proper

channel.

d. The FPC shall account for this contribution in a separate Ledger head.

e. At the same time this information should be entered in the RCI software

(photocopy of the list which was provided by the VRP). RCI-M is responsible for

the entry.

f. The amount shall be spent by the FPC for the part honorarium of the VRPs as per

decision taken by the RCI-M and TL and communicated the same to the FPC.

g. Places where FPC is not formed yet the contribution shall be kept with the RPG/

SHG and be deposited to the FPC when formed

h. Immediately after the first meeting of the RPG/ SHG the RCI-M shall inform the

RCI-C about the status of the contribution collection by sending the Software

generated report clearly showing that contribution against each RPG/ SHG.

5. Recommended Package of Practices of the Crop Note : The PoP mentioned below is generic applied for Chilli cultivation. However, the PoP may vary from location to location due to variations in the Agro-climatic and cultural conditions. Hence, a location specific PoPs shall be developed by the RCI Coordinator and share with each location by April every year. This PoPs should be first approved by the RCI Quality Assurance Committee (RQAC) and then officially notified by the RCI Coordinator.

This practice is based on six principles which are as follows:

1. Healthy & quality seedlings should be raised with the help of Plug trays.

2. Transplanting of the seedlings within 20-25 days after seed germination.

3. Transplanting should be done on raised beds.

4. Plant to Plant & Row to Row spacing will be 90 cm x 30 cm.

5. Balance Nutrient management.

6. Use of Organic manures or Vermi-compost.

7. Periodic use of Bio-pesticides and Handmade Bio-pesticides.

5.1. POP of the Crop: An approved (by RCI-C) document of Package of Practices (PoP) is attached as an

Annexure 3 in this document


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6. Skill development of producers/VRPs/ RCI Supervisors/ RCI Managers :

Training is an integral part of the RCI system. For the effective understanding of RCI

and active participation in the programme, training to the producers is important. The

training should include all aspects of responsible farming practices.

The RCI-C holds the responsibility to plan and organize the trainings for the entire

programme. He / she is the main trainer in the RCI system. He/she will train RCI-M and

RCI-S on all aspects of RCI. For the RPG Level training VRP is responsible for the capacity

building of the producers and the RPG with the help and guidance of the RCI-S & RCI-M.

The following Table -5 describes the training content, target group, timeline, main

trainer, Co-trainer and responsibility of conduction.

7. Documentation of Training records and Agronomic data

Table below describes the recording systems of Training conducted for the RCI staff

Table-5: Recording systems of Training conducted for RCI staff

Training

Target Group

Training

Responsibility

Training documentation

Training to be recorded in By whom By When

RCI Manager &

RCI Supervisor

RCI

Coordinator

Training Register

(Annex-13)

RCI-C Immediate

VRPs RCI-S & RCI-M Training Register

(Annex-13)

RCI

Manager

Immediate


The documents to be maintained at each level are presented in the following table

Table: 6 System of Maintaining RCI Documents in a PU

Level Document name Particulars of documents Type of

document

Who will

maintain

Who will supervise Kept

with

Reference

(Specimen)

Producer Farmer Field Book All info. related to land,

resources, inputs use, etc. .

Booklet Producer

with help

of VRP

RCI-S to

check 100%

FFB in all

stages

RCI-M to

check

25% FFB

in all

stages

Producer

-do- Land Patta, Labour

agreement (in case

of permanent

Labour); Wage and

working hour record,

etc.

As mentioned Papers in a

file

-do- -do- -do- -do- -do-

-do- Purchase Receipts Purchase receipts of

agriculture related inputs

Papers -do- VRP (all) RCI-S

(25%)

RCI-M

(10%)

-do-

-do- Fossil Fuel

consumption record

Entry of date and quantity

of fuel consumption

information

Register -do- VRP (all) RCI-S

(25%)

RCI-M

(10%)

-do-

-do- Labour and Wage

Record

Information of labour hired,

wage paid, record of

working hours

Register -do- VRP (all) RCI-S

(25%)

RCI-M

(10%)

-do-

RPG Training Register,

Meeting Register

All info. about the capacity

building activities, Meeting

at RPG level

Register Lead

farmer

VRP (all) RCI-S

(25%)

RCI-M

(10%)

Lead

Farmer


Level Document name Particulars of documents Type of

document

Who will

maintain

Who will

supervise

Kept

with

Reference

(Specimen)

RPG Complaint Register All the Producer, group and

program related complaint

and their redressal

statements

Register Lead

farmer

VRP (all) RCI-S

(25%)

RCI-M

(10%)

-do-

VRP Daily Diary Daily task calendar

including famer’s list and

tasks accomplished

Register VRP RCI-S

(100%)

RCI-M

(25%)

TL (10%)

RCI-S Daily Diary Daily task calendar

including VRP’s list and

tasks accomplished

Register RCI-S RCI-M

(100%)

TL (25%) RCI-C

(10%)

RCI-M Basic Documents Framer’s Information (RPG

wise), Training Calendar,

Cluster map, Training

Register (of RCI-M and RCI-

S), Complete RCI SOP with

all annexure, Fortnight

progress report

In File RCI-M TL (100%) RCI-C

(75%)

Daily Diary Daily task calendar

including RCI-S and VRP list

and tasks accomplished

Register TL (100%) RCI-C

(100%)

Complaint Register Any complaint related to

program, conflict with in

RPG, etc

Register


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7.1. RCI Software and the Data entry, Report Generation:

a. There will be a Data Entry Operator at every PU level or this work can be

designated to the existing staff

b. In the following table 7 the protocol of Data entry is given which should be

followed

c. For the entry of the GAP the Farmers’ Field Book is the main source of data.

Hence each farmer’s FFB needs to be brought once in a month to the PU level for

the entry of data and verification. The PU may plan in different manner to ensure

that all FFBs are entered during the month. This can be done by VRP wise or RCI-

S wise (viz. each RCI-S & his VRPs are given a particular days in a month to bring

the FFBs for entry). See the table below for the routing of the FFB and return.

d. The DEO should accept the FFBs through the entry in the Inward Register of the

Team/Location office. The number of FFBs, from whom, etc. must be mentioned

in the Inward Register. Similarly while returning it should be mentioned in the

Outward Register of the Team/Location and the concerned VRP/RCI-S should

sign in the Register.


Table: 7 Showing Data, its source, timeline of Data Entry in the software and responsibility

Data type Source When How it will

reach to the

Operator

Who will

authorize

entry

Who will

verify &

when

Reports to

be

generated

Where to keep

the hard copy

after entry

Remarks

1 2 3 4 5 6 7 8 9

Producer’s

Baseline

Application Form During

Registrati

on

VRP-RCIS-RCIM-

DEO

RCI-M TL when

complete

d the data

entry

All details of

Producers

RPG file duly

stamped by DEO

as “ENTERED”

Akhilesh/Atul –chk

registration form is

alignment with

Software-baseline data

Data of control

Producers (50

farmers per RCI

PU)

Random selection

of farmers other

than registered

one

During

Registrati

on

VRP-RCIS-RCIM-

DEO

RCI-M TL when

complete

d the data

entry

All details of

Producers

Check software has such

provision or not

Producer

contribution

Form in which

contributions

confirmed

Within 10

days of

1st. RPG

meeting

VRP-RCIS-RCIM-

DEO

RCI-M -do- Details of

contribution

RPG file duly

stamped by DEO

as “ENTERED”

Please mention the

Annex-no. for column -2

RPG Training

(all Modules)

RPG Training

Register

(duplicate copy)

Within

three

days of

RPG

training

VRP-RCIS-RCIM-

DEO

RCI-M -do- Details of

training

RPG file duly

stamped by DEO

as “ENTERED”

Please ensure that RPG

Trng. Register is made

with a duplicate copy

Use of GAP FFB Monthly VRP-RCIS-RCIM-

DEO

RCI-M -do- All reports Not required

Self Assessment

Report

Monthly Meeting

Report

In the

month of

August

RCI-M – TL –

RCI-C

RCI-C RCI-C Self

Assessment

report

At RCI-Unit level

(with RCI-M)


Data type Source When How it will

reach to the

Operator

Who will

authorize

entry

Who will

verify &

when

Reports to

be

generated

Where to keep

the hard copy

after entry

Remarks

1 2 3 4 5 6 7 8 9

2nd Party

Assessment

Report

Internal Audit

Report

In the

month of

Sept.

VRP-RCIS-RCIM-

TL-RCI-C

RCI-C RCI-C Internal

Audit Report

At RCI-Unit level

(with RCI-M)

3rd. Party

Assessment

Report

Approved

Farmer’s list

based on 2nd

party

First week

of Oct

RCI-C and

Director

RCI-C Director-

ASA

List of

Famers

certified (3rd.

Party

Assessment

Report)

At HO Level

with RCI-C

Crop Cutting

data

List of FLD Last week

of Sept

RCI-M in

presence of

some

authorized/Govt

official

RCI-M RCI-C Yield

Certificate

At RCI Unit level

with RCI-M

PVSP data List of PVSP Field Last week

of Sept

RCI-M in

presence of

some

authorized/Govt

official

RCI-M RCI-C Yield and

Preference

report of

RPGS

At RCI Unit level

with RCI-M

Social Audit Training and

meeting Register

In the

month of

Nov

RCI-S and RCI-M RCI-M TL Social Audit

Report

At RCI Unit level

with RCI-M


Pag

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Note: Since RPG and SHG are same body, the documents related to RPG and SHG shall be kept in one

file at the Team office/ PU level. The file shall have plastic Jacket and for each of the type of

document each Jacket can be used. For example, one Jacket for Registration Forms, one for

Contribution of Producers etc. Each section should be titled with a Separator or by Flag by the side of

the Jacket. This is exactly how the SHG file is maintained.

8. Role and Responsibilities of the Project Professional

8.1. RCI Coordinator:

He/she is the overall in-charge of the programme and fully accountable for the

success and failure of the programme.

Programme management is his/her one of the key responsibility and to ensure

that plans executed with logical conclusion. He/she will coordinate with RCI

Manager and Team Leaders and take every steps for the success of the

programme

All reporting to the donor, 3rd. party evaluator, etc.

Linkage with Training & Resource Organizations like Zonal Agriculture Research

Station (ZARS), KVKs and NRCI-S for RCI level trainings of Staff and RPGs

To communicate, coordinate with the Third Party Certification body for timely

and smooth external audit and certification.

Managing budget for the programme

To prepare reports and participate in meetings, share experiences with

stakeholders in Government and non-government bodies/ platforms.

Communication with stakeholders like market players for linkage with the supply

chain through the route of FPC.

Any other functions that deem necessary for the success of the programme and

required in the interest of the organisation.

He / She review the performance of the RCI Manager including annual appraisal

jointly with the TL

He/she will report to the Director

8.2. RCI Manager (RCI-M): (Project Executive would be ICS Manager)

The role and responsibilities of RCI Manager would be as under:

He/she is fully responsible for the RCI Program implementation, quality and

results of the RCI Program of that location

He/she will directly supervise the function of RCI-Supervisor and VRPs engaged in

that RCI Program. RCI-Supervisor will be directly controlled administratively and

functionally by the RCI

Manager. In other words, for the RCI Supervisor the RCI Manager will be the

reporting Officer & all administrative related matters such as leave application,

movement outside the project area, monthly attendance, program & tour


Pag

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advances shall be routed thru’ him/her to the Team Leader. To clarify further

that the RCI Manager therefore have the authority to recommend or otherwise

of all the above mentioned requests.

He/she will prepare all progress report & any other report as required, shall

consult with the TL & send to RCI –C thru’ TL.

H/she will participate in the weekly, fortnightly, monthly or any other review

meeting/s as decided by the TL & shall update the TL about the progress in

his/her RCI Program.

H/she will organise 2nd. & 3rd. Party evaluation of his/her RCI Program in

consultation & with coordination support of the TL and RCI Coordinator.

H/she will always in written communication with the RCI-C & mark a copy to the

TL.

H/she will in his/her verbal communication with RCI-C shall update about the

same to the TL formally or informally.

H/she will always for administrative purposes such as reporting to duty, leave,

movement in the project area and outside, seeking approval of budget and any

other such administrative functions shall be responsible to the TL.

For all programmatic purposes he/she will be responsible to the RCI Coordinator

H/she will review the performance of the RCI-Supervisor & VRPs jointly with the

TL. Review also includes the yearly performance appraisal of the RC Supervisors

and the VRPs

8.3. Team Leader:

Specific roles in the RCI programme are:

He/she is the Admin. & finance Head of the Team, hence shall have the

responsibility to ensure smooth operation of the RCI programme.

He/she shall play a bridge role between the RCI Manager and the RCI

Coordinator, for better communication & smooth operation.

He will have administrative control over the RCI Manager, RCI Supervisor and

staff under the RCI programme. However, for the functioning of the RCI

programme, the RCI Manager shall be the responsible person. The TL shall :

o Sanction PDOs of the RCI Manager, Tour and programme advance, leave,

movement, mileage, performance appraisal (jointly with RCI-Coordinator)

and any other matter comes under the purview of administrative control.

o Will have role in selection of programme village, beneficiaries, participate

in the Membership Approval Committee meetings, and review progress in

periodic manner as per Team’s systems and procedures.

o Help RCI Manager in planning and implementation of visit of external

evaluators, donors, visitors, etc.

o Will maintain liaison with the District officials to facilitate effective

implementation of programme.


Pag

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o Will be actively involved in the selection of VRPs – short listing, scrutiny,

selection, etc.

o The Software which will be maintained for the RCI programme shall be

meant for all RCI programmes and programmes which are not within the

RCI viz. LWRD. This will be also meant for administrative purposes

gradually. Hence, the TL shall be responsible for the overall security of the

data and maintenance of the system. The Data Entry Operator shall be

under his/her direct control. The RCI Manager shall be responsible for the

entry and maintaining quality of the data for his/her programme.

8.3.1. The TL will be obliged for:

o Not to withdraw RCI Supervisor and VRPs and engage them in other

programme without consulting the RCI Manager and Coordinator

o Not to sanction leave or sanction official tour of staff under the RCI

Programme or sanction tour or programme advance without the

recommendation of the RCI Manager

o Not to approve the claims of RCI Supervisor and VRPs under the RCI

programme without the recommendations of the RCI manager

o Not to sanction leave for RCI Manager without consulting the RCI Coordinator

for the leave upto three days. For more than three days the existing rule will

remain.

8.4. RCI Supervisor (RCI-S):

He/she is responsible for planning with VRPs, Supervise implementation of VRP’s

progress and reporting progress as per systems to the RCI Manager.

He/she is responsible for all results – positives and negatives for the RCI

programme under his / her jurisdiction

Specifically he / she will :

o Ensure awareness generation

o Selection of village and producers

o training of VRPs and Lead farmers

o Ensure that all trainings meant for producers are conducted as per

calendar

o Ensure all documentations are completed as per RCI requirement

o Ensure that self assessment, 2nd. & 3rd. evaluation is done timely and

appropriately

o Play role of internal inspector for the cluster, not comes under his/her

purview/ responsibility

o Insures conduction of all demonstrations & trainings on Seed

Germination Test, Seed Treatment, IMP, INM, safe use of agrochemicals,

etc with help of Senior VRPs/ VRPs.

o Any other as prescribed by the RCI-M


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8.4.1 Administrative Role of RCI-S

o Prepare timesheets of VRPs and submit to the RCI-M

o Plan and Monitoring field movement of the VRPs

o He/she will recommend the leave for VRPs to the RCI-M

o He/she will appraise the performance of the VRP jointly with the RCI-M. The

RCI-M will initiate this task.

o Attend min. 60 % of the RPG training

o He/she will at least visit 50 Farms & Check 50 Farmer’s Field Book per week,

and record observations in his/her Field Diary (Annex-6 should have

duplicate, second copy to RCI-M)

o He/she will ensure collect all data thru. VRP and send to the RCI-M for the

computer entry

8.5. VRPs:

The VRPs are responsible for all RCI compliance for the number of Producers

and RPGs he/she has been assigned.

Specific roles are :

o Training Producers, Lead Farmers as per Training module and calendar

o Help Producers and RPG to maintain all documents viz. FFB, RPG

Training Registers

o Ensure that the producers/ RPGs follow the RCI manual

o Check the fields and documentation of the producers frequently to

verify the crop conditions and document maintenance.

o Inform and provide support to the producers, if found any non

compliance during the inspections and help the producer to rectify

the same

o SHG related functions as per SHG guidelines

8.6. Who can be the Lead farmer?

a) Acceptable to the RPG

b) Ready to give time to promote acquired knowledge to fellow farmers,

mobilising farmers for RPG meeting, visit to other locations for exposure

c) Knowledgeable for that particular crop and producers accept him/her as

knowledgeable (Jankar)

d) He/she will actively participate in the RPG meeting and also is expected that

he/she will take lead in the evaluation and representing RPG in different

forum.

e) He/she will be holding the Demonstration plot. But, the same farmer cannot

be the Lead Farmer in the next season, some other person should be given

chance.


Pag

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9. The Complaint Redressal mechanism:

Any complaint related to labour and producer (Producer related issues) will have to

be noted in the Complaint Register (Annex-1) maintained at the RPG Level. The Lead

farmer should take this matter to discuss at the RPG meeting and resolve them in

the presence of VRP. Final decision should be mentioned in the register against

complaint. Within 15 working days this should be resolved.

Any compliant related to programme (viz. efficiency, insincerity of programme staff,

etc.), the complainant may register his/ her complaint at the RPG Complaint

Register. The VRP should bring this into the notice of RCI-S. In the immediate

following meeting or in a special meeting the RCI-S and RCI-M should attend the RPG

meeting and resolve the matter. This must be mentioned in the Complaint Register

against the complaint.

10. Monitoring and Program Assessment

Besides routine monitoring there will be three types of Structured Assessment of the

RCI programme in each location. They are:

Self Assessment by the RPG

2nd. Party Assessment

3rd. Party Assessment


Table - 8: Calendar of Assessment of the RCI Producer Unit

Activity Paddy Cotton Soy Pigeon Pea

Maize Minor millet

Kh. Chilli Wheat Gram Rb. Veg Rb. Chilli

Int. Assessment

Mid Sep

July-Aug (rri.) Agu-Sep (rain-fed)

Mid Sep End Oct Mid Aug

End Aug Mid Sep Mid Jan End Dec End Jan Mar

2nd Party Sept August & Sept.

Sept Nov End of Aug

Sept Mid Oct End Jan. Jan Mid of Feb

Apr

3rd Party 1st week Oct

Oct 1st week Oct

Jan. Sept End Sept.

End Oct Feb Feb End of Feb

Apr

RCI-S & RCI-M to document observation in the Field diary as mentioned before


Pag

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10.1. Self Assessment:

Based on the data up-dation in FFB, and data collection at VRP/RCI-S level, RCI-M

shall prepare fortnightly report and share the same with RCI-C. The data shared in

the report should be verified 25% by RCI-S, 10 % by RCI-M and 5 % by RCI-C. Based

on the fortnightly report and verification, RCI-M shall draft a Self Assessment Report

and share the same with RAC and RCI-C. This should be done just before crop

maturation stage (15th Sept). RAC shall approve the report and recommend for 2nd

Assessment.

10.2. 2nd Party Assessment:

This is a basic requirement of this initiative & all producers have to qualify in 2nd

Party Assessment and then only, qualified producers are eligible for 3rd Party

Assessment. This process should follow steps:

Every Producer will have to be inspected by the internal inspectors for the

assessment.

VRP of the one cluster will be Internal Inspector for the other Cluster

Internal Inspector verifies all the document and field during inspection

according to Annexure 17.

Results of Cluster must be evaluated and summarized by the Approval

Committee RAC and then committee shall prepare the approval farmer list.

Responsibility of the designating Internal Inspector and the cluster along with

dates of 2nd party Assessment lies with RCI-M

This activity should end by 15th October.

10.3. 3rd Party Verification (External Audit):

This is a process of verification for PU under Responsible Crop Initiative (RCI) on the

basis of SOP. This must be done by independent and authorized Certification Agency.

The main objective of the external inspection is certification of process and product,

and get certificate for selling the produce.

External Inspector will inspect RCI PU office and verify all necessary

document available at RCI PU office, verify the process on the basis of RCI

SOP

External inspector will inspect the Producers/ PGs on random basis (Square

root) and inspect Responsible Producer’s field & house using Annexure 17.

External Inspector will prepare the duly signed approved producers list.

External inspection should be done by 30th October.

Certificates are issued by the Certification agency only when they are

satisfied by the compliance of the laid principles of RCI as per SOP

The responsibility of facilitation with RCI-M with consultation of RCI-C


Pag

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11. Review of the programme

11.1. PU-wise Review:

The TL, RCI-M, RCI-S and VRP shall have routine weekly review of the

progress and update in the respective Daily Diary (Annexure 6,7,8)

RCI-C will have routine review of the programme (Annexure 9)

11.2. Mid Season Progress Review and Report

a. The RCI-C shall organize a mid season review workshop with the

participation of RCI-M, RCI-S and TL of all PU locations for cross learning

and feedback for further improvement

b. He/She will prepare a Mid Season Progress Report-PU Wise, for this

review.

c. The progress report format is given in the Annexure 20

11.3. End Season Review and Report (+ RIR):

This review report should cover following aspect with detail information and

explanation

Number of Producer Trained (Planned Vs. Target)

Planned area for registration under ICS ( in hectares) Target Vs.

Achievement

Activity wise information (Planned Vs. Target) on aspect covered in different

trainings

Impact on Cost of Cultivation

Impact on Production (per Ha.)

Number of Certified farmers (Planned Vs. Target)

Information of Backward and forward linkages established and benefit drawn

out of it

Planning for the next season and expected outcomes