Manage farm data

Applies to: Farmer Registry

This guide is for users (Registry officers, Managers or Admin ) who record and update agricultural data for farms registered in OpenSPP.

What you will do

View and update the farmer-registry-specific tabs on a farm record: farm classification details, agricultural activities, land parcels, and farm assets.

Before you start

• You need Registry Officer or Administrator access

• The spp_farmer_registry module must be installed — contact your administrator if you do not see the tabs described in this guide

• For land parcel maps, spp_gis and a MapTiler API key are required (see View maps and generate reports), Please note that spp_gis is auto installed when installing spp_farmer_registry

Note

Farms are registered as Groups in OpenSPP. The farmer registry module adds extra tabs to the standard group form. If you have not yet created a farm record, see Register a group first.

Steps

Step 1. Open a farm record

Go to Registry > Groups and open an existing farm record, or create a new group as described in Register a group.

Step 2. Fill in the Farm Details tab

Click the Farm Details tab to enter farm classification and size information.

Farm classification

Field	What to enter
Farm Type	Select from vocabulary: Crop, Livestock, Aquaculture, or Mixed
Land Tenure	Ownership or use rights classification (FAO-aligned)
Holder Type	Individual, joint, or institutional holder (FAO WCA 2020)
Data Source	How the data was collected: Census, Self-registration, or Field visit

Farm size

Enter the farm area in the Total Farm Size field. You can also record a breakdown by land use:

Field	Description
Total Farm Size	Total area of the farm
Crops	Area under crop cultivation
Livestock	Area under livestock use
Aquaculture	Area under aquaculture use
Leased Out	Area leased to others
Fallow	Area currently not in use

Computed indicators

OpenSPP automatically calculates these indicators from the farm size fields:

Indicator	Description
Farm size (hectares)	Alias for total farm size used in eligibility rules
Smallholder	Yes if total size is 5 hectares or less (configurable threshold)
Has productive land	Yes if any land is under crops, livestock, or aquaculture
Total livestock heads	Sum of all livestock activity quantities

Step 3. Record agricultural activities

Click the Agricultural Activities tab to record what the farm produces.

Activities are grouped by type. Click Add a line under the relevant section to add a new activity.

Activity type	Species vocabulary	Example
Crop cultivation	FAO ICC Crop Classification	Maize, Rice, Wheat
Livestock rearing	FAO Livestock Classification	Cattle, Goats, Poultry
Aquaculture	FAO ASFIS Species List	Tilapia, Catfish, Shrimp

For each activity, fill in:

Field	Description
Activity type	Crop cultivation, Livestock rearing, or Aquaculture
Species	Select from the vocabulary for that activity type
Quantity	Number of animals or area planted
Area planted	Land area used for this activity
Expected yield	Projected harvest or production
Actual yield	Recorded harvest or production (after the season)
Purpose	Subsistence, commercial, or both
Cultivation method	Irrigation, rainfed, or other method
Season	Link to the agricultural season this activity belongs to
Land parcel	Link to the specific parcel used for this activity

Step 4. Manage land parcels

Click the Land Parcels tab to view and manage the farm's land parcel records.

Click Add a line to create a new parcel, or click an existing parcel to open it.

Parcel details

Field	Description
Parcel Name/ID	Unique name or identifier for this parcel
Farm	The farm this parcel belongs to (auto-filled)
Acreage	Area measurement of the parcel
Land Use	Classification from standard vocabulary (e.g., Cropland, Pasture, Forest)

Ownership and lease

Field	Description
Owner	The person or organization who owns the parcel
Lessee	The person or organization currently leasing the parcel
Lease start	Start date of the lease agreement
Lease end	End date of the lease (must be after the start date)

Parcel coordinates and boundaries

Each parcel can store a GPS point and a polygon boundary for use in map views. To add or edit coordinates, open the parcel record and use the map drawing tools.

Note

See View maps and generate reports for instructions on configuring the map viewer, adding GPS coordinates, and drawing polygon boundaries.

Step 5. Record farm assets

Click the Assets tab to record farm equipment and machinery associated with this farm.

Click Add a line to add a new asset record for tractors, irrigation equipment, storage facilities, or other farm infrastructure.

Manage agricultural seasons

Agricultural seasons control which time period is active for recording farm activities. Seasons are managed system-wide by administrators or managers.

Status	Meaning
Draft	Season is being set up; activities cannot be linked to it yet
Active	Season is open; field officers can record activities
Closed	Season is finished; activities can no longer be modified

Only managers can move a season between statuses. Only one season can be active at a time (overlap prevention is enforced).

To check or manage seasons, go to Registry > Configuration > Seasons.

View farm location on the map

Farms can store GPS coordinates as a location point or a polygon, which appears as a pin on the interactive map.

To add or update a farm's location, open the farm record, click the Land Parcels smart button, then use the drawing tool to pin the location on the map. Note that Land Parcels smart button might not appear if there are no existing Land parcel record yet.

For full instructions on configuring the map viewer, setting the MapTiler API key, and drawing polygon boundaries, see View maps and generate reports.

Form tabs overview

Tab	Contents
Profile	Name, registration date, area, contact information
Farm Details	Farm type, tenure, holder type, acreage breakdown, computed indicators
Agricultural Activities	Crop, livestock, and aquaculture activity records
Land Parcels	Parcel records with ownership, lease, and GIS boundaries
Assets	Farm equipment and machinery
Identity	ID documents linked to the farm
Participation	Program enrollments

Are you stuck?

The Farm Details, Agricultural Activities, or Land Parcels tabs are not visible.

• The spp_farmer_registry module may not be installed. Ask your administrator to install it from the Apps menu.

Vocabulary fields (Farm Type, Land Tenure, etc.) show no options.

• The farmer registry vocabularies have not been set up. Ask your administrator to install spp_farmer_registry_vocabularies and load the standard vocabularies.

I cannot add activities — the Add a line button is missing or grayed out.

• Check that an Active agricultural season exists. Go to Registry > Agricultural Seasons and confirm one season has the Active status.

• If no active season exists, ask a manager or administrator to activate one.

The land parcel map is blank or shows no tiles.

• The MapTiler API key may not be configured. See View maps and generate reports — Step 1.

• The raster layer may not be set up. Follow Step 2 in that same guide.

Lease end date shows a validation error.

• The lease end date must be after the lease start date. Correct the dates and save again.

Computed indicators (Smallholder, Has productive land) are not updating.

• Make sure you have saved the record after changing acreage or activity fields. Indicators recalculate on save.

Next steps

• Register a group — Create a new farm group from scratch

• View maps and generate reports — Configure maps and view farm and parcel locations

• Change Requests — Submit farm data changes through the approval workflow