A mobile technology (M-Tech) pilot

for the

Zambian Food Reserve Agency

Emerging innovations

A mobile technology (M-Tech) pilot for the

Zambian Food Reserve Agency

Abstract

This pilot tests an electronic replacement to the paper-based forms used traditionally by the FRA. The pilot

covers information on quantity of maize purchased and stored temporarily at collection points, quantities being

shipped to the district depot, quantity and quality arriving at the depot, and feed-back to collection points. Data

entry is done on customised and automated Excel spreadsheets on Android-powered tablets. The spreadsheets

are synchronised daily with a cloud-based master copy, and a customised dashboard is available at the district

depot and national FRA headquarters. In this pilot, we test the technology, hardware and software, the required

users’ skills and the overall useability of the solution.

• What is the technology being used?

a) Device(s): Samsung Galaxy Tab 7”

b) Service delivery: Web based synchronisation over mobile network

c) Format of content delivery: Customised and automated spreadsheets

d) Platform: Android and MS Excel

• Specific challenge(s) addressed within the field of agriculture and rural development: Purchase and stock

management for a national strategic reserve requires a rapid flow of accurate information that is impossible

to achieve with current paper-based forms. This pilot tests the assumption that real-time (or near-real-time)

flow of data from rural collection points to central depots and back for timely quality feed-back, will allow the

FRA to improve its processes and procedures towards better quality of maize in store, reduced food losses

and improved financial management. This approach would be equally adapted to large private sector

purchases in the commodity sector.

Maize in Zambia

with quantities purchased by the FRA:

Smallholder maize production

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012

Ton

ne

s o

f M

aize

Small Holder Production

FRA Purchase

% purchased by FRA

FRA procures up to1.5 million tonnes of

maize

Losses

30% losses

Pilot project

• How does the FRA lose this much maize?

• What can be done about it?

FRA operations

District Depot

SCP

Province

Lusaka

Farmers bring bags to Satellite • Farmers only (traders directly to depot) • Compulsory sieving • Quick quality checks at purchase • Planned daily intake (raffle?)

Satellite storage • Community ownership • Improved facilities

• Cleaning area • Fence

• Successful fumigation • Improved checks • Improved Stock Taking

Transport to Depot • Timely information (SMS) • Timely movement of bags

Depot storage • Organised deliveries • Improved checks • Successful fumigations • Improved process for

data collection and monitoring

Province Management & Monitoring • Improved

information flow • Decentralised

responsibilities

National Management & Monitoring • Improved

information flow • Decentralised

responsibilities

SCP

SCP

SCP

SCP

Management Information System:

Mobile Stock Management

Maize storage depots

Maize purchase points

Real Time information Query missing stock

Monitor high stock levels

Monitor quality of stock

Feedback issues to buyers

M-Tech at SCP

The data

Technological issues

Lessons Learnt

• Web-based synchronization technology for

rural areas

• Touch-screen tablet technology usage in

rural setting

• Support technologies: battery chargers

• “Real-time” availability of management

information

Human Resources issues

Lessons Learnt

• Skill levels: email, touch-screen

• Motivation to use new technology

• Sustainability of approach

Requirement for continuous, high level support

M-tech Pilot for the Food Reserve Agency

Conclusion

• FRA buys and stores large quantities of maize

• But experiences high levels of losses

• Real-time Stock control, Transport data and Quality

data

• Android Tablets and sync over mobile network

• Cloud based dataset

• Technically successful

• But very demanding in human resources