Dairy Integrated Management System - KERKUCS Dairy at Micro Enterprises Support Programme Trust (MESPT)

Overall objective

The overall objective is to procure a Dairy integrated Management System designed to manage the dairy cooperative activities.

Systems features and functions

MESPT seeks to procure an integrated software systems for a dairy cooperative in Nakuru with components to handle the following functions;

1. Member’s registration: Register new members/farmers to the Society or import farmers` details from a previously existing system. Capture member number, full names, National ID, Date of Birth, Gender, Marital Status, Route/Milk Collection Centre, addresses, contacts (phone #), Bank Details, Passport, Signature, next of keen etc…
2. Produce: Collect and analyze data relating to Dairy farmers’ societies. Handle processes starting from Milk collection from farmers to delivery to the Processors and member payment characterized by journal entries, deliveries, payments/deductions/ generate reports etc
3. Debtors/Processors: Handle all the credit transactions from the customer and offer a variety of features, such as customer statements and customer payments checks.
4. Store/Inventory: Track the quantities and costs of inventory items based on the receipts, issues, adjustments, and transfers of these items with accuracy society’s unique requirements
5. Production: Capture procedures involved in production of yoghurt/mala from acquisition of fresh milk to the final product and sales
6. Creditors: Handle credit supplies of stock, deliveries and payments.
7. Finance: Manage cash flow within the Society: both income and expenditure (income from investments, income from dividends, income from loan interests, expenses from Sacco staff salaries, purchase of office equipment etc…)
8. Analytics: Provide graphical representation of data or dashboards necessary for decision making e.g milk production in a given period, sale of farm inputs, active farmers, gender composition in membership, cashflow etc
9. HR and payroll: Handle employees’ salaries, deductions, record keeping and verifying the reliability of pay data. Delivers payroll checks, maintain compliance with tax law, keep employee record, track of statutory deductions: NSSF, NHIF, PAYE etc…
10. Administration: Assign access rights to system users, backup system data, , creates new system users, issuance of passwords, activate or deactivate users, audit etc
11. Bulk SMS: Send SMS messages, alerts and notifications to members/farmers of the Society e.g. annual general meeting
12. User friendliness: Be scalable, customizable to user needs, integrate with other system, reliable, easy to adopt and use, timely client support