Roles & Responsibilities

This guide explains the core operational roles involved in using AgriOS, what each role is responsible for, and how responsibilities should be distributed to ensure data quality, accountability, and trust.

It is intended for implementers and program owners who are setting up AgriOS for real-world use.

AgriOS is designed to support multiple stakeholders across the agricultural ecosystem, but not all stakeholders are system users. Clear role definition is essential for successful deployment.

1. Why Roles Matter in AgriOS

AgriOS is a single source of truth ERP and traceability system. This means:

  • data entered once is reused everywhere

  • errors propagate if roles are unclear

  • trust depends on governance, not just software

Poor role design is one of the most common causes of failed ERP deployments.

AgriOS deliberately separates: - data entry - data approval - data use - system governance

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2. Overview of Core Roles

AgriOS distinguishes between operational roles (people who use the system) and ecosystem stakeholders (people who benefit from the data).

Core operational roles:

  • System Administrator

  • Program Manager

  • Field Agent

  • Trade Operator

  • Analyst / Reporting User

Other stakeholders (farmers, buyers, lenders, governments) are not direct system users, but are affected by how these roles perform.

3. System Administrator

Primary responsibility: System integrity and configuration.

Typical profile: - IT staff - implementation partner - local service provider

Responsibilities: - initial system setup - user creation and role assignment - module installation - configuration decisions (IDs, workflows, permissions) - upgrades and backups

What this role should NOT do: - enter operational data regularly - override business rules for convenience - act as a substitute for program management

Key principle: > Administrators enable the system — they do not run the program.

4. Program Manager

Primary responsibility: Data quality and operational governance.

Typical profile: - cooperative manager - SME operations lead - NGO program lead

Responsibilities: - defining workflows (what gets recorded, when) - approving or reviewing records - archiving incorrect or obsolete data - monitoring completeness and coverage - ensuring staff follow agreed processes

Program Managers are accountable for the credibility of the data.

What this role should NOT do: - bulk data entry - technical configuration changes - manual data manipulation outside the system

Key principle: > If the data is questioned by a buyer or lender, the Program Manager owns the explanation.

5. Field Agent

Primary responsibility: Primary data collection.

Typical profile: - extension officer - enumerator - cooperative field staff

Responsibilities: - registering farmers - registering plots - recording training participation - capturing field-level observations - correcting errors through approved processes

What this role should NOT do: - delete records - edit historical trade data - approve their own work - bypass validation rules

Field Agents are the front line of data quality.

Key principle: > Field Agents capture facts — they do not decide policy.

6. Trade Operator

Primary responsibility: Commercial record accuracy.

Typical profile: - procurement officer - warehouse manager - buying clerk

Responsibilities: - creating draft trades or purchase records - recording deliveries and quantities - confirming trades when conditions are met - ensuring trade states reflect reality

What this role should NOT do: - change farmer or plot data - alter settled trades - override pricing rules without approval

Trade Operators work with high-risk, high-sensitivity data.

Key principle: > Trade data must be auditable, not convenient.

7. Analyst / Reporting User

Primary responsibility: Interpretation, not creation, of data.

Typical profile: - M&E staff - finance staff - donor reporting staff - compliance teams

Responsibilities: - running reports - exporting data - interpreting trends - answering stakeholder questions

What this role should NOT do: - modify source records - “fix” data by editing reports - create parallel spreadsheets as system replacements

Key principle: > Reports explain the system — they do not correct it.

8. Farmers (Important Clarification)

Farmers are not system users in AgriOS.

They are: - data subjects - value chain participants - beneficiaries

Their data: - must be accurate - must be explainable - must be handled responsibly

Any errors affecting farmers are the responsibility of: - Field Agents (entry) - Program Managers (oversight)

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9. External Stakeholders (Read-Only)

The following stakeholders may consume AgriOS outputs but do not operate the system:

  • commercial buyers

  • lenders and investors

  • governments

  • auditors

  • certification bodies

They rely on: - role separation - audit trails - consistent processes

AgriOS is designed to generate investor-grade and compliance-ready data only if roles are respected.

10. Common Role Assignment Mistakes

Avoid these patterns:

  • one person holding all roles

  • administrators entering business data

  • field agents approving their own records

  • analysts “fixing” data in Excel

  • unclear accountability for errors

Most data failures are organizational, not technical.

12. Summary

AgriOS works best when:

  • roles are explicit

  • authority is separated

  • accountability is clear

  • convenience does not override governance

Good role design is the foundation for: - trusted data - access to finance - regulatory compliance - scalable growth