Version: 1.0
Effective Date: 02/01/2026
 Review Cycle: Annual or upon regulatory change (EUDR, CSRD, ISO)

1. Purpose

This policy defines the methodology for farm verification, sampling procedures, and data validation processes to ensure audit-ready, EU/UK-compliant outputs. It provides a defensible framework for statistical accuracy, regulatory compliance, and operational efficiency while ensuring responsiveness to client needs and a 15-day SLA.

2. Scope

This policy applies to all Plotpass Africa verification activities, including:

  • VERIFY-FULL™
  • VERIFY-SURE™
  • Verified Origin Assurance™
  • Regulatory Readiness Pack™
  • Continuous Compliance Monitoring (CCM)

All clusters, field teams, and partner inputs are subject to this methodology.

3. Cluster Definition & Logic

Definition: A cluster is the unit of field verification used to organize farm data collection efficiently.

Size: 500 farm units (FUs) per cluster
 1 FU = 1 farm, 1 farmer, 1 crop, 1 season

Enumerators: 6 per cluster, each managing 83–85 FUs

SLA: 15 days for completion of a verified cluster

Scalability: Clusters operate independently and aggregate for multi-country projects

Illustration:

Cluster of 500 FUs ├─ Enumerator 1 → 83 FUs ├─ Enumerator 2 → 83 FUs ├─ Enumerator 3 → 83 FUs ├─ Enumerator 4 → 83 FUs ├─ Enumerator 5 → 83 FUs └─ Enumerator 6 → 85 FUs

Logic:

  • Ensures efficient labor allocation and timely completion
  • Balances costs, regulatory compliance, and client responsiveness
  • Provides statistically valid datasets for EU/UK reporting

4. Verification Depth / Sampling

VERIFY-FULL™
  • 100% verification of all farm units in the cluster
  • Mandatory for high-risk clients or regulatory requests
VERIFY-SURE™
  • Optional sampling range: 25–75% of farm units per cluster (default 50%)
  • Sampling percentage adjusted based on:
    • Country Complexity Modifier (CCM)
    • Regulatory requirements
    • Client risk profile

Sampling logic:

  • Randomized selection per cluster
  • Stratified by farm size, crop type, and geographic distribution
  • Ensures statistical validity for EU/UK compliance

5. Field Operations Strategy

  • Cluster-Based Optimization: GIS mapping to dynamically assign enumerators based on terrain, accessibility, and density
  • Real-Time Reporting: Mobile apps for instant data upload and anomaly flagging
  • Flexible Resourcing: Maintain a pool of backup enumerators for high-risk clusters
  • Training Focus: Modular refresher courses before each cycle
  • Client Benefit: Faster, reliable data collection meeting 15-day SLA

6. Assurance & Compliance Strategy

  • Daily Hub Check-Ins: Early detection of errors in partial cluster data
  • Standardized QA Protocols: Rules for data validation including CCM adjustments
  • Early-Warning System: Integration with tech analytics for anomalies
  • Client Communication: Interim dashboards on progress
  • Client Benefit: Predictable, audit-ready data, reduced compliance risk

7. Technology & Intelligence Inputs

  • Satellite Imagery & Remote Sensing: Monitor farm existence, crop status, and anomalies
  • Predictive Analysis: Detect likely data gaps or inconsistencies before field deployment
  • Integration with CCM: Automated early-warning risk flags
  • Client Benefit: Proactive risk detection, enhanced confidence in verification

8. Country Complexity Modifier (CCM)

  • Adjusts sampling intensity and verification effort based on country-specific conditions
  • Ratings:
    • 🟢 Good (0% cost adjustment)
    • 🟡 Manageable (+5–10%)
    • 🟠 Risky (+10–20%)
    • 🔴 Tough (+20%)
  • Ensures operational efficiency, profitability, and SLA adherence

9. Reporting & Client Outcomes

  • Audit-Ready Deliverables: Cluster-level data cleaned, validated, and ready for client review
  • Early-Warning Flags: CCM alerts on emerging risks
  • SLA: 15-day delivery per cluster
  • Flexible Verification Depth: Clients select coverage while maintaining SLA
  • Optional Add-Ons: Social & labor audits, chemical & water audits, rapid verification, remote coverage
  • Client Benefit: Reduced supply chain risk, traceability, ESG compliance, faster market access

10. Roles & Responsibilities

  • Assurance Lead: Approves methodology and verifies sampling validity
  • QA & Risk Officer: Confirms statistical integrity, escalates anomalies
  • Enumerators / Field Teams: Collect and submit primary data per SOP
  • Technology Partners: Provide satellite/analytical inputs only, no compliance determination

11. Review & Updates

  • Reviewed annually or when regulatory or operational changes occur
  • Updates communicated to all layers and documented