Quality & Compliance — Africa Coffee Park ERP

CEO: Nelson Tugume | Quality Assurance Overseer: Kubariho Venture (Project Manager) — kubariho@africacoffeepark.com

QC Check Register

Check ID	Date	Type	Product/Zone	Batch/Run Ref	Inspector	Score %	Result	Status	Corrective Action	Attachments	Actions

QC Checklist Templates

Template Name	Type	Check Points	Last Used	Actions

QC Calendar

Cupping Sessions

Session#	Date	Batch/Lot	Coffee Type	Origin	Cupper	Samples	Avg SCA	Grade	Status	Attachments	Actions

SCA Score Comparison

Session A

Session B

Session#	Date	Batch	Type	Frag	Flav	After	Acid	Body	Bal	Unif	Clean	Sweet	Overall	Defects	Total SCA	Grade

Grade Distribution Analysis

Open Non-Conformance Reports

NCR#	Date	Area/Dept	Category	Description	Severity	Assigned To	Target Close	Days Open	Status	Attachments	Actions

Closed NCRs

NCR#	Date	Area/Dept	Category	Description	Severity	Corrective Action	Close Date	Verified By	Effectiveness	Actions

NCR Trend Analysis

Green Bean Grading Records

Grading#	Date	GRN Ref	Supplier	Type	Weight (kg)	Moisture %	Defects/300g	Screen Size	Colour	Grade	Graded By	Attachments	Actions

Grade Summary by Supplier

Supplier Quality Trend

Pre-export Inspection Checklists

Check#	Date	Consignment Ref	Destination	Inspector	Items Checked	Result	UCDA Permit#	Status	Attachments	Actions

Inspection Register

Check#	Date	Consignment	Destination	Inspector	Result	UCDA Permit#	Status

Phytosanitary Certificates

Cert#	Issuing Authority	Issue Date	Expiry	Consignment Ref	Status	Actions

Certificates & Licences

Cert ID	Certificate Name	Type	Issuing Body	Issue Date	Expiry Date	Status	Days to Expiry	Contact	Renewal Lead (days)	Attachments	Actions

Compliance Calendar

Regulatory Requirements Register

Regulation	Authority	Requirement	Compliance Status	Last Review	Next Review	Actions

Preventive Maintenance Schedule

Maint#	Asset ID	Asset Name	Task	Frequency	Last Done	Next Due	Assigned To	Status	Est. Duration	Attachments	Actions

Corrective Work Orders

WO#	Date Raised	Asset	Zone	Description	Priority	Assigned Technician	Status	Date Closed	Attachments	Actions

Calibration Register

Instrument	Serial#	Location	Standard Used	Last Calibrated	Interval	Next Due	Result	Calibrated By	Cert#	Attachments	Actions

Quick Reports

📋 QC Summary Report

Monthly pass/fail by product/process

☕ Cupping Lab Report

SCA scores and grades

⚠ NCR Status Report

Open items by severity

🎉 Certificate Status

Valid / expiring / expired

🔧 Maintenance Report

Upcoming and overdue tasks

🌿 Green Bean Grading

Grade results by supplier

🛴 Export Inspection

Compliance by consignment

🏢 Supplier Quality

Supplier grade performance

Quality Analytics Charts

Generate Custom Report

Report Type

Date From

Date To

Dept / Product Filter

How to Use — Quality & Compliance

Step-by-step guidance for QC Inspectors, Lab Technicians, and Compliance Officers

📋 QC Checklists ▼

Use the QC Checklists tab to log all quality checks performed on incoming raw materials, in-process batches, and finished goods.

Tip: Always assign a batch ID when logging a QC check. This links the result back to a specific production run for traceability.

Click + Add QC Check to open the entry form.
Select the check type: Product QC, Process QC, Incoming QC, or Environmental.
Enter the batch/product reference, date, inspector name, and result (Pass / Fail / Conditional).
Attach any lab notes or deviations in the remarks field.
Failed checks automatically raise an alert — proceed to the NCR tab to log the non-conformance report.

☕ Cupping Lab ▼

The Cupping Lab tab records sensory evaluation scores for roasted coffee samples prior to export approval.

Tip: SCA specialty grade requires a cupping score of 80+. Any batch below 75 must be flagged for re-processing before export.

Select the batch to be cupped from the dropdown — batches must have a completed roast record.
Enter scores for: Fragrance, Aroma, Flavour, Aftertaste, Acidity, Body, Balance, Overall.
The system calculates the total SCA score automatically.
Add cupper names and session date, then submit the form.
Scores feed directly into the Export Inspection panel for export readiness assessment.

⚠ Non-Conformance Reports (NCR) ▼

The NCR tab manages all non-conformance events — quality failures, contamination incidents, or regulatory deviations.

Tip: Every NCR must have a corrective action assigned and a target close date. Overdue NCRs appear in the Overview KPIs in red.

Click + Raise NCR and link to the originating QC check if applicable.
Describe the non-conformance, severity (Minor / Major / Critical), and affected quantity.
Assign a responsible person for the corrective action and set a target date.
Update status as the corrective action progresses: Open → In Progress → Closed.
Critical NCRs must be reported to Kubariho Venture (Project Manager) within 24 hours.

🌿 Green Bean Grading & Export Inspection ▼

Use Green Bean Grading to record UCDA-standard defect counts and moisture content for each lot. The Export Inspection tab consolidates all pre-shipment checks for UCDA certification.

Tip: Uganda's UCDA standard requires green bean moisture content between 12–13%. Lots outside this range cannot be exported.

In Green Bean Grading, enter lot ID, origin, weight, moisture reading, and defect counts per 350g sample.
The system computes Grade 1 / Grade 2 / Grade 3 classification automatically.
In Export Inspection, select a lot and confirm cupping score, grade classification, and packaging compliance.
Generate the pre-shipment inspection certificate from the Export Inspection panel for UCDA submission.

🎉 Certifications & Reports ▼

The Certifications tab tracks the status of all active quality certifications (UTZ, Rainforest Alliance, Organic, Halal, etc.) and their renewal schedules.

Tip: Set renewal reminders at least 90 days before expiry — audit preparation takes time.

Add each certification with its body, scope, certificate number, issue date, and expiry date.
Attach the certificate document reference or URL.
The Overview panel shows a certification expiry countdown for the next 90 days.
Use the Reports tab to generate compliance summaries for monthly management reviews or audit submissions.

Item	Pass/Fail	Notes
UCDA Phytosanitary Certificate attached
Weight verified (actual vs invoice ±0.5%)
Moisture content ≤12.5% (green beans)
Container seal applied and number recorded
Temperature at packing recorded
Labelling compliance verified
Invoice and packing list match
Fumigation certificate attached (if required)