What is FarmScope

FarmScope is a management system that provides for compliance and effective management of operations across farms. FarmScope uses mobile and web based technology to form a collaborative environment for farmers, dairy companies, corporate ownership, and workers to formulate and complete SOPS and tasks on farm, for quality farm management.

The system acts as an electronic digital diary solution, and a way to collect information from farms. Through FarmScope templates can be created for different farms to complete and submit as forms, for example monthly plant checks, wash temperatures, monthly dairy surrounds checks etc., and can be set up as recurring or single tasks. Templates for Standard Operating Procedures can also be created and made available to all users working on farms.

The FarmScope website and App work in sync, however each user level (dairy company, farm group, farm admin and farm worker) has different access and abilities, and so use the system slightly differently. A ‘Responsible Person’ is assigned on each farm, who will be the point of contact for the dairy company to the farm. The ‘Responsible Person’ will then make the templates available for users on farm to complete.

Through FarmScope,users are able to view and complete tasks assigned to themselves and other workers– for example monthly plant checks, dairy surrounds checks, and anby other tasks that farmers would like to assignt to themselves or staff.

Users can use both the website and the app to view all tasks completed and not yet completed, manage who they are assigned to, how often different tasks are required to be completed, and view submitted forms and other information. Users who are part of a farm group are also able to assign tasks to workers to complete on other farms operating under the farm group.

The FarmScope System

There are 3 types of entities in FarmScope:

DAIRY COMPANIES
FARM GROUPS
FARMS

Every farm must belong to a Dairy Company, and a farm may or may not be part of a Farm Group.

With each type of entity, there are assoicated user who have different levels of access and rights.

Dairy Company users can assign templates to farm groups and individual farms
Farm Group users can create templates/tasks for all farms in the farm group.
Farm Admins can create template/ tasks for their farm
Farm Users can create tasks for themselves and other users

User Types

There are 3 types of entities in FarmScope:

DAIRY COMPANIES
FARM GROUPS
FARMS

FarmScope Users

There are different levels of users available in FarmScope. They are Diary Company Users, Farm Admin Users, Farm Group Users and Farm Users

Diary Company Users

Users create Digital Dairy Diary templates (SOP’s, plant checks, surrounds etc) and assign to farms and. Diary companies will create a recurring series for each of the tasks.

Users can add farms but have no rights to any day-to-day farm operations, tasks, staff, farm level templates, or any other farm information.

Dairy Companies can add new farms and users, and edit their information, however will have no access to view the actual operations, tasks, farm templates and other information for each farm. Essentially companies can create and assign different templates to farms to be completed, however cannot view the operations, information and actions on any farm outside of these specific templates.

The dairy company assigns templates and SOPs to the ‘Responsible Person’ on each farm. The Responsible Person needs to complete SOPs, and has the option to re-assign other tasks to other users to be actioned. It is important to note that dairy companies are not able to view or access any information regarding other operations and tasks on your farm; they can only assign templates and tasks and see submitted information for those specific templates.

  • Dairy company users can create templates (e.g. digital dairy SOP’s, plant checks, surrounds checks) and assign these templates to different farms and responsible persons. They are able to create recurring series for tasks and add new farms and users.
  • Dairy company users however have no rights to access and view any day-to-day farm operations, tasks, staff, farm templates, or any other farm information.

Farm Admin Users

The Farm Admin is the owner or ‘responsible person. Users can create templates specific to their farm, manage tasks for themselves and others, and create people and tasks  – but all for their farm only.

Farm admins can be part of a farm group, but with the creation tasks only for their farm, but able to action tasks for other farms.

Farm manager use the system to assign tasks to you and others to be completed on farm. Through both the website and the app user can see what needs to be completed, when it is required, submit forms for each task, and reassign tasks to other workers when necessary.

Dairy companies assign templates and SOPs to the Responsible Person, who may then re-assign these as tasks to be completed by other users.

  • Farm admin users are the farm manager, able manage operations on their farm by creating templates for different tasks and assigning them to staff. They can create and view all tasks, when they need to be completed by, the users who are assigned to different tasks, and see the submitted forms from workers when completed.
  • Each farm has a single selected ‘Responsible Person’, who acts as the contact person for the dairy company. There can be multiple farm admin users on your farm, however only one admin user can be assigned the ‘Responsible Person’ and is the point of contact for the dairy company to the farm.
  • Admin users can create templates, manage tasks for themselves and others, create people and tasks but for their farm only.
  • Farm admins can be part of a farm group, and are able to action tasks for other farms, however are only able to create tasks for their farm. They can also assign workers to complete tasks on other farms under the same farm group.
  • Farm admin users can be assigned templates from their dairy company (e.g. SOPs, plant checks) however the company cannot view any information regarding the farm and other tasks, staff information and operations. Admin users then assign these templates from the dairy company to farm users/workers.
  • Farm admin users can easily create custom templates for different aspects of farm operations (e.g. tractor cleaning, fence repairing), and assigning them as tasks to staff.

Farm Group Users

Farm Group can effectively manage operations across multiple farms in the group. User add and manage tasks and people across all associated farms, can creat templates for different aspects of farm operations and assigning them as tasks to farms. User have access to view and manage across all farms tasks completed and not yet completed, who they are assigned to, how often different tasks are required to be completed, and view submitted forms and other information.Users from any farm can be assigned tasks to other farms in the group.

Farm group users can create templates for all farms in the group, and manage people and tasks across all the associated farms. Farm Group Users have access to all the templates information regarding any of the farms operating under the group. Users from any farm can be assigned tasks to other farms.

  • Farm group users operate across multiple farms
  • Users can add new farms, create farm group templates, tasks, and manage people and tasks across all the associated farms. Users from any farm can be assigned tasks to other farms.

 

Farm Users

Farms users are workers or basic operators. They can action and create tasks for themselves or others, and can be part of a farm group and able to action tasks for other farms.

Farm Users are able to action and create new tasks on farm for themselves and other workers, and view SOP’s from your dairy company assigned to you by your farm manager. Other users see all tasks assigned to you and other users on farm, and any new tasks you create.

  • Farm users are the workers or basic operators on farm, and are able to view tasks assigned to them and other workers on farm, and to action tasks. They can also create new tasks for themselves and other workers on their farm.
  • Farm users can also be a part of a farm group and are able to action tasks for other farms.

FarmScope Website

To access FarmScope, go to https://farmscope.qconz.co.nz

Logging in to FarmScope

  • Enter your username and password, and click ‘Login’.
  • To have the webpage remember your login details, select the box next to ‘Remember me on this computer’ before logging in.

Website menu

The FarmScope website is made up of six main sections, which appear on the menu on the left of the screen. These sections are used by farm admins, your farm group, and all workers to create and manage tasks on the farm.

FarmScope App

The FarmScope App works in sync with the website. The app is comprised of three sections – Tasks, People, and Reports, which operate in the same way as on the website for all users. On the app you can action tasks, create new tasks for the farm, reassign tasks to other users, and view farm SOPs.

Users can download the app from the APPLE APP store or GOOGLE PLAY.

Installing the App

  • Click the FarmScope APK file from the email sent to you on your phone
  • (An ‘Install Blocked’ pop up may appear on your phone prompting you to edit your settings to allow the install. Click Settings. ‘Lock Screen and Security’ page will appear on your phone. Under ‘Unknown sources’ click the allow installation of apps from sources other than the Play Store. An ‘Unknown sources’ pop up will appear, and ensure ‘Allow this installation only’ is ticked. Click ‘OK’
  • This should bring up a list about what the application has access to. Click ‘Next’ to move through the list.
  • Click ‘Install’ to install the app. FarmScope should now appear as an app on your phone

Logging in

  • Enter your username and password, and click ‘Login’.

Action and Create Task

The below sections explains how to create and actions tasks.

Task Scheduler

On the Task Scheduler page you can view all tasks for the farm, action tasks, and create new tasks. Farms can be filtered by your own tasks, all tasks on the farm, or by selected users. Select how tasks are filtered by clicking on the icon next to ‘Filtered By’ on the top of the page. Tick the ‘Show Completed’ box to bring up tasks that have been completed.

Tasks can also be sorted by priority, name, date or user, by clicking on the icon next to ‘Sorted By’ on the top of the page. The coloured dots indicate whether a task is set to ASAP, Specific Date, or When you Can.

Actioning Tasks

Open/view a task
  • To open/view a task, click on the open folder icon next to the task under the ‘Open’ column.
  • This will pull up the details for the task.
Action a task
  • To action/submit a task, click on the open folder icon next to the task under the ‘Open’ column.
  • Fill out the required details for the task, and click ‘Submit’ when complete.
Abandon or reschedule a task

If you need to abandon or reschedule a task, for example if the task is no longer required:

  • Click on the open folder icon next to the task under the ‘Open’ column.
  • Click the green ‘Abandon or Reschedule’ button at the bottom of the window
  • Choose to either abandon or reschedule the task, and select the reason why. Enter any relevant details.
  • Click ‘Save’
Re-assign a task
  • To re-assign a task to a colleague click on the edit icon next to the task under the ‘Edit’ column.
  • This will open up a window prompting you to edit the task details.
  • Next to ‘Re-assigned To’ select a person from the drop down
  • Click ‘Save’
Edit a task
  • To edit a task, click on the pen icon next to a task under the ‘Edit’ column. This will open up a window where you can edit the details for the task.

Creating Tasks

  • To create a new task, click on the blue ‘New Task’ box on the top right of the page.
  • This will open up a pop-up window prompting you to fill out the details for the new task.
  • Select the task template from the drop down. If creating a generic task, it is mandatory to fill out the Task Name.
  • Write in any notes, select a date and time the task is to be completed by, and the expected duration, select if it is a single task or recurring task (detailed below), and assign the task to the desired user/users on farm.
  • Click ‘Save’ and the task should now appear on the Task Scheduler page.
Recurring tasks
  • If the task is to be a recurring task (i.e. to be completed on regular occasions) tick the box next to ‘Recurring’, and then click the green ‘Set Recurring Options’ button.
  • Set the Recurrance Pattern – how often the task needs to be completed e.g. daily, weekly, monthly, yearly, every week day, or every X number of days.
  • Set the Range of Reccurance – start date and end date if applicable (or end the recurring task after a set number of occurances).
  • Assign the task to the desired users across the farm – All users, the admin, or select specific users from the drop down.
‘Do Now’ function
  • When creating a task, there is also the option to complete and submit the form immediately.
  • Click the green ‘DO NOW’ button on the bottom left of the window

The task form will then appear. Fill out the required details

Tasks – FARMSCOPE MOBILE APP

The Task tab on the app operates in the same way as the website. On the Task Scheduler page you can view, edit and create new tasks for all users across the farm. Select how farms are filtered and sorted on the page by choosing from the ‘Filter By’ and ‘Sort By’ options.

Open and action a task
  • Click on any task on the table to open and view the task details.
  • To submit/action a task, click on the desired task from the table. Fill out the required details, and click ‘Submit’.
Abandon or reschedule a task
  • To abandon or reschedule a task, click ‘Abandon or Reschedule’, and fill in details.
Re-assign a task
  • Hold down the row of the selected task on the table.
  • Select the user/users to reassign the task to. Click ‘OK’.
Create a task
  • To create a new task, click on ‘New Task.’ Fill out the details for the new task and assign the task to the desired user/users. Click ‘Save’.
Recurring tasks
  • If the task is to be completed on regular occasions, tick the box next to ‘Recurring’, then click ‘Set Recurring Options’. Set the Recurrance Pattern, the Range of Reccurance, and assign the task to the desired users across the farm.
Do Now
  • Click the blue ‘DO NOW’ button to complete and submit the form immediately.

People

On the people’s tab users can view all users across the farm, assign tasks to users, change their availability status, and send users a message.

Assign Task to Colleague

  • To assign a task to a person, click on the green icon under ‘Assign Task’ column next to a person’s name.
  • This will open up a pop-up window prompting you to fill out the details for the task.
  • Select the task template, task name, write in any notes, select a date and time the task is to be completed by, the expected duration, and the current status of the task – either assigned, in progress, submitted or completed.

Click ‘Save’

Change Status of a User

The users’ status is noted next to each user on the People tab, so you can view if they are available or unavailable.

  • To change the status of a person, i.e. make them available or unavailable, click on the red icon under the ‘Change Status’ column next to a person’s name.
  • This will open a pop up checking you want to change the person’s status to either available or unavailable.
  • Click ‘OK’.
  • Users who are set to unavailable can stil be assigned tasks, it is purely informational

Send a Message to User

Send an SMS message via the app. Please note that this uses the standard ‘txting’ function from the mobile phone. Not available on the website.

People - FarmScope App

The People tab on the app operates in the same way as the website. On the People page all users across the farm are listed. Users can be sorted by first name, surname or their status, by selecting the sort order from the dropdown box on the top of the page.

Assigning tasks, sending a message & changing status

  • Hold down the row of a selected user to assign a task to them, send a message, or change their status (available/unavailable).

Calendar

On the Calendar tab you can view all tasks on a calendar, which can be viewed by day, week, month or on a timeline by selecting the option on the top right of the page.

Click on the next and back arrows to change months/weeks/days.

The tasks you have selected to view will appear on the calendar and are colour coded. Tasks showing in green are completed, red tasks are overdue, and tasks in blue are yet to be completed.

Double click on a task to bring up the information.

You can also create a new task on the calendar window by clicking on any date on the calendar. This will pull up the ‘add task’ window prompting you to enter the task details.

Managing Tasks

  • On the top left of the page you can select which tasks you wish to view on the calendar.
  • Check the box/circle by each text to view either overdue tasks only, your tasks, all tasks for the farm, or tick ‘User Tasks’ and select the specific users on farm you wish to view tasks assigned to. You can also specify the date range to view tasks, or select tasks to view from the form template drop down. Click ‘Apply’ to update the calendar.

Reports and Other Functions

Pesticide Application

The pesticide application is an easy to manage system for recording via task and chemical application to paddocks.

The report shows all information for pesticides sprayed on farm, including the date of application, product used, the paddock where the product has been applied, the withholding period, and the date the paddock will be clear for grazing.

Standard Operating Procedures (SOPs) – Website

Farm Standard Operating Procedures are initially assigned to you as a task by your farm manager, and will appear on your Task Scheduler to complete. Once you have actioned/read the task, the SOP will then be saved to the SOP tab, available anytime until it expires.

To open/view an SOP once it has been actioned on your Task Scheduler, click on the open folder icon next to the selected SOP under the ‘Open’ column.

Standard Operating Procedures (SOPs) – App

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Reset and Clear Data

To reset and clear all data on the app, click on ‘Reports’ on the bottom right of the screen, and then click ‘RESET AND CLEAR DATA’.

Sycning and Offline / Online

The FarmScope app can be used both online and offline – i.e. with or without internet connection. On the app there is a circle at the top right of the screen that shows if you are online (green) or offline (red), and the time the app was last synced/updated.

Syncing

The app will sync automatically every 5 minutes if you are connected to the internet, or you can manually sync by clicking on the SYNC circle.

Tasks actioned/submitted offline will not show up as completed until the app has been synced by connecting to the internet.

Training

Virtual Coach Online Demonstration

The ‘My Training’ menu allows access to example Virtual Coach training modules to work through.

  • Click on the My Training tab from the menu on the left.
  • This will open the ‘My Training’ page, where all Virtual Coach e-Learning modules will appear.
  • Open any module to work through.

For now there are several free QCONZ Virtual Coach modules available for use by users.

Adding Users

On the ‘Users/Staffs’ tab you can add new users, edit user details and archive users. Users will be listed on the table which can be sorted by supply number, first or last name, user type or farm name by clicking on each respective heading.

Once new users are added, you will be able to assign them tasks to complete on farm. As the farm admin, you are able to create general ‘farm users’ and also other ‘farm admin’ users.

Farm Users – The workers or basic operator on a single farm. Farm users can action and create tasks for themselves or others. Farm users can also be a part of a farm group and are able to action tasks for other farms. Users do not have access to the Admin section on FarmScope.

Farm admin users – Have the same abilities on FarmScope as you (i.e. manage farm operations through the Admin section), however there can only be one designated ‘Responsible Person’ on farm. The Responsible Person on farm is the point of contact for the dairy company, and is assigned templates by the company to assign as tasks for the rest of the farm.

How to add a User

  • To create a new user, click on the ‘Users/Staff’ from the menu.
  • Click on the green ‘Add New User’ button on the top right of the page.
  • This will open up a window prompting you to enter the details for the user.
  • Enter the person’s name, the user type, enter a username and password, email address, and mobile number
  • Tick the box under ‘Notify’ if you wish to notify them by email or phone.
  • Hit ‘Save’.
  • The user will now appear on the Users/Staffs page.

Editing User Details

  • Edit the details of a user by clicking on the pen icon on next to the user on the right.
  • This will open up the window above prompting you to edit the current details.
  • Click ‘Save’ when done.

Archive User

  • Archive a user by clicking the ‘X’ icon next to the user on the right. This will remove them from the list of users on the Users/Staff tab.
  • You can view archived users by ticking the ‘Show Archived Users’ box on the top right of the page.

Creating Templates

Templates are the forms you create and assign to users to complete as tasks. Templates could be for example forms for fence repairs, tractor greasing, employee information etc. Templates can either be for both single tasks (completed on one occasion only), or recurring tasks (completed on multiple/regular occasions). SOPs can also be configured as forms that farm users can read.

On the Task & SOP Template tab you are able to create, edit and assign templates to users on the farm. Under the ‘General’ tab from the top of the page you can manage and create templates, and under the ‘Assign Templates’ tab you are able to assign these templates to different farms.

How to Create a Template

  • To create a template, click on the Task & SOP Template tab from the menu on the left.
  • Select the ‘General’ tab from the top of the page
  • Click the green ‘Add New Form’ button on the top right of the screen
  • This will open up a pop-up window with five tabs – General, Field Settings, Assign To Farm, Recurring Options, Notifications and Escalations
General Template Settings
  • Enter the General Template Settings under the ‘General’ Tab
  • Enter a form name, form type (whether it is a form, pesticide application or standard operating procedure), and a description for the form.
  • Select the template security level – e.g. admin, dairy company, farm group, or farms level
  • Select the applicable farm group/farm from the drop down list.
  • Click the green ‘Save Template’ button on the top right of the window.
General Template Settings

Next you need to design the form by selecting and configuring the field settings. All available fields are displayed on the right side of the window. Each field you select will be something that the users can view and fill out on the form – for example if a ‘Date’ field is added users can then fill in a date on the form, with a ‘Dropdown’ users can select options from a dropdown box, etc.

  • Drag each desired field for the form into the blue area on the left e.g. Heading, Text, Email, multi checkbox, send text.
  • Double click on each field to configure the settings. Set the Control Name, Label Name, Default Values, and any other information for the field e.g. dropdown box options.
    • Control Name: The name that you give to each field (this does not appear on the form). E.g. for a textbox where you want users to enter their phone number, the control name could be ‘Number’.
    • Control Label: The name/label that users will see on the form. E.g. the control label could be ‘Contact phone number’ so users know to fill in their phone number.
    • Default Value: set the field to a certain value if required
    • Check the ‘Required Field’ box if you want the field to be compulsory for users to fill in.
  • Click ‘OK’ to save
  • To remove any fields from the form, click on the ‘X’ next to the field
  • To preview your form template, click on the green ‘Preview Template’ button on the top right of the window
  • To save your form template, click on the green ‘Save Template’ button on the top right of the window.
Assign to Farm
  • Assign the form to selected farms by checking the box next to the farm name.
  • Click ‘Update’ on the top right of the window.
Create Task

To set up the template as a task to users on farm, turn on ‘Create task’.

  • Fill out the details for the task – Enter a task name, write in any notes, select a date and time the task is to be completed by, and the expected duration, select if it is a single task or recurring task (detailed below), and assign the task to the desired user/users on farm.
  • Click ‘Save Task’ on the top of the window.

Recurring tasks

  • If the task is to be a recurring task (i.e. to be completed on regular occasions) tick the box next to ‘Recurring’, and then click the green ‘Set Recurring Options’ button.
  • Set the Recurrance Pattern – how often the task needs to be completed e.g. daily, weekly, monthly, yearly, every week day, or every X number of days.
  • Set the Range of Reccurance – start date and end date if applicable (or end the recurring task after a set number of occurances).
  • Assign the task to the desired users across the farm – All users, the admin, or select specific users from the drop down.

Single task

  • Single tasks are a task which can be assigned to multiple users but that only needs to be completed a single time. As soon as it is completed by one person it will then disappear off other users task scheduler.
Notifications and Escalations

**Coming soon**

Example template

Below shows an example for how a ‘Fence Repair’ template could be formatted.

Editing Templates

  • To edit or modify an existing form template, click on the pen icon next to the desired form under the ‘Edit’ column.
  • This will open up the window to configure the template settings as above.
  • Note: You can only edit and assign templates that you or other farm admin users have created.

Previewing Templates

  • To preview a template to see how it will appear on a mobile phone, click on the eye icon next to the form under the ‘Preview’ column.

Archiving Templates

  • To archive a form template, click on the X icon next to the form under the ‘Archive’ column. This will remove the template from the list.
  • To view all archived templates, tick the ‘Show Archived Templates’ box on the top right of the page.
  • Note: You can only archive templates that you or other farm admin users have created.

Fields and descriptions

Below is the list of all available field options for a form and their description.

FIELD Description
audiorecord Users can click to record audio
calculate Perform a simple calculation in the form
checkbox Checkbox users can tick/not tick
colour Users ‘choose a colour’ from colour options
country Users select a country from a dropdown box
currentdate The current date is written on the form
date Users fill out a date in day/month/year
datetime Users enter a date and time
dropdown Dropdown box where users can select an option i.e. male/female, yes/no
email Users enter email address into box
formattedtext Text box which allows for formatting i.e. font style, bullet points, spell check, copy/paste options
GPS points Track the current location. Options to show or hide on the form, and whether to capture the GPS location when the form is created or submitted
heading A bold heading. Good for showing section differences.
imageviewer Add an image to the form for users to view
instructions Instructions/details to appear on form
month Users select month and year
multicheckbox Checkbox where users can tick multiple options e.g. NCEA Level 3, University, Work experience
multioption Multi option field where users can only select one option e.g. yes/no/maybe/I don’t know
multiline text Textbox for users to write in i.e. filling out details, making comments
number Textbox where users can enter number values only
password Textbox for users to enter a password
percentage Number box for users to enter a percentage value
phonecall Button for users to click to call a selected recipient i.e. Call the manager
photo Include and embed a photo in the form
photoandcaption Include and embed a photo in the form with a caption
selfie Include and embed a photo with the self facing camera
sendemail Button for users to click to email a selected recipient
sendtext Button for users to click to send a text message to a selected recipient
separator Separates fields on the form by adding in a blank line (i.e. create space between fields)
signature Area for users to physically sign the form on screen
tel Show a phone number which can use the phone dialer to call
text Single line text box for users to enter info e.g. ‘Name’, ‘Occupation’
time Users select a time
url Show a website URL which the user can open a website from
videoplayer Add a video to the form for users to view

Assigning Templates and SOPs to Farms

Dairy Company & Farm Group interaction

Dairy companies will assign templates/SOPs to the selected ‘Responsible Person’ on farm (either yourself or another admin user on the farm). If you are the Responsible Person you will then need to assign these templates/SOPs to the farm so they can be actioned by farm users.

It is important to know that your dairy company will not be able to view or access any information regarding other operations and tasks on your farm; they can only assign templates to you and see the submitted information for those specific templates.

If you operate under a farm group/corporate ownership, that farm group can also create templates for all farms in the group. Users from the group/corporate ownership will have access to view all the templates and information regarding tasks and users on your farm, however other farms operating under the group will not.

For farm users, SOPs will initially be assigned as a task and will appear on their Task Scheduler to complete. Once they have actioned/read the task, the SOP will then be saved to the SOP tab, available for them any time until it expires.

Assigning Templates/SOPs

  • To assign a template to the farm click on the Task & SOP Template tab from the menu.
  • Select the ‘Assign Templates’ tab from the top of the page
  • Select a template/form from the drop down list
  • Select the box next to the farm to assign the form.
  • Click ‘Update’.

Editing Farm Information

On the ‘Farm Information’ tab you can view and edit details of your farm, for example the address and contact details, the milking frequency and milking times on farm.

To view or edit the farm information, click on the pen icon under the ‘Edit’ column. This will open up a window prompting you to edit the current details. Click ‘Save’.

Archiving farms

To archive the farm, click on the ‘X’ icon under the ‘Archive’ column next to the farm.

You can view the archived farms by ticking the ‘Show Archived Dairy Farm’ box on the top right of the page

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