USER MANUAL

for

ANNA DARPAN
(Quality Module)

Development Object ID : UserManual_AnnaDarpan_Quality_v0.2

Development Object Title : Quality User Manual

Version : 0.2

Document Status : Final/Draft Version

 Quality - User
User Manual Manual

UserManual_AnnaDarpan_
Development Object ID Development Object Title Quality – User Manual
Quality_v0.2

Table of Contents
1 Preface ............................................................................................................... 5
2 How to Use This Guide .......................................................................................... 5
3 User Roles & Responsibilities ................................................................................. 5
3.1 Role Summary Matrix .................................................................................... 5
4 Accessing the System ........................................................................................... 6
5 QC Features ........................................................................................................ 8
5.1 Purpose of the QC Module .............................................................................. 8
5.2 Prophylactic Treatment (Spraying) .................................................................. 8
5.2.1 Quick Reference Table ................................................................................ 8
5.2.2 Step-by-Step Instruction ............................................................................ 9
5.3 Curative Treatment (Fumigation) & Degassing ................................................ 11
5.3.1 Quick Reference Table .............................................................................. 11
5.3.2 Step-by-Step Instruction .......................................................................... 12
5.4 Pre-Monsoon Fumigation Planning ................................................................. 15
5.4.1 Quick Reference Table .............................................................................. 15
5.4.2 Step-by-Step Instruction .......................................................................... 15
5.5 QC Complaint – Movement by Road (Destination Depot) .................................. 17
5.5.1 Quick Reference Table .............................................................................. 17
5.5.2 Step-by-Step Instruction .......................................................................... 18
5.6 QC Inspection – Movement Module (All Modes) ............................................... 26
5.6.1 Quick Reference Table .............................................................................. 26
5.6.2 Step-by-Step Instruction .......................................................................... 27
5.7 QC Inspection – Movement Module (Fortnightly / Monthly / Quarterly) .............. 29
5.7.1 Quick Reference Table .............................................................................. 29
5.7.2 Step-by-Step Instruction by Inspection Type............................................... 30
5.8 Stack Upgradation and Downgrade ............................................................... 36
5.8.1 Stack Upgrade ........................................................................................ 37
5.8.2 Stack Upgrade ........................................................................................ 42
6 Field Validations (Quick Reference)....................................................................... 44
7 Reports & Audit Logs .......................................................................................... 46

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7.1 Types of Reports Available ........................................................................... 47

7.2 Export Formats Supported ........................................................................... 47
8 Troubleshooting / Common Errors ........................................................................ 48
8.1 Error Reference Table .................................................................................. 48
8.2 Error Reference Table .................................................................................. 49
9 Glossary of Terms .............................................................................................. 50
10 Exception Scenarios & Admin Roles .................................................................. 52
11 User Stories (Persona-Based) .......................................................................... 53
11.1 Persona-Based User Stories Table .............................................................. 53

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User Manual Manual

UserManual_AnnaDarpan_
Development Object ID Development Object Title Quality – User Manual
Quality_v0.2

Sign-off & Revision History

Document: Quality – User Manual for Anna Darpan

Internal/Peer Review ☒
Stakeholder Review ☐

User Manual (Quality)

Status: In Progress, Completed, Signed off, Cancelled
Version 0.2

User Manual Signoff

Responsibility Name Signature Date

Record of Release
Version Date of Description of Changes
No. Change
0.1 01-11- Initial Document
2025

0.2 15-11- Added few Scenarios in User Manual

2025

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User Manual Manual

UserManual_AnnaDarpan_
Development Object ID Development Object Title Quality – User Manual
Quality_v0.2

1 Preface
Welcome to Release 1.0 of the ANNA DARPAN User Manual — Quality Control (QC) Module.
This guide assumes familiarity with grain storage and movement operations
(covered/CAP/silo/rail/road), weighbridge basics, and role-based approvals:
i. FCI QC policies, tolerance limits, and BRL handling
ii. (Preferred) Experience using Preservation practices (spraying/fumigation/degassing)
and QC registers.

2 How to Use This Guide

This manual is a practical, role-based handbook for operating the Quality Control Module
within AnnaDarpan. It provides step-by-step instructions, quick references, control
checkpoints, and contextual guidance for prophylactic treatment, curative fumigation with
degassing, BRL lifecycle, inspections, complaints/appeals, and reports. Each section is
organized so you can jump straight to the task at hand.

3 User Roles & Responsibilities

This section defines the key roles and responsibilities involved in the Quality Control (QC)
Module of the AnnaDarpan system. It clarifies who performs which actions, who approves or
verifies data, and how tasks hand off between functional units such as Gate, Weighbridge,
Shed, QC, Gunny, Movement, and MIS.

The purpose is to ensure clear accountability, maintain segregation of duties, and support
compliance with FCI’s quality and audit requirements. Each role—ranging from Technical
Analyst and Manager QC to Depot Manager and Divisional/Regional Officers—has defined
decision rights and control points to keep operations transparent, traceable, and policy-
aligned.

3.1 Role Summary Matrix

Actor Responsibilities (QC Module Context)
Divisional Office Create requests (Hire/Rehire/Modify/Migrate depot); associate Mandi;
Staff initiate intra-division movements; create RO where applicable;
ensure QC checkpoints are enabled on related flows and notify
concerned depots.
Regional Office Create/forward regional-level admin requests
Staff (Hire/Rehire/Modify/Migrate); initiate inter-division/region
movements; manage regional data; verify QC dependencies (priority

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list, complaint status) before approvals/forwards.

Divisional Approve divisional requests (RO approval, Dehire); oversee division
Manager operations and QC notifications; enforce SLAs for BRL
approvals/inspections and certify BRL where policy applies.
GM (Region) Approve/reject regional requests (Hire/Rehire/Modify/Migrate/MBR);
review depot lists; manage notifications; ensure QC governance
across depots (inspection coverage, BRL backlog).
GM (Zonal) Provide final approval for inter-region movements by road (where
required); monitor QC compliance for cross-region transfers.
Manager Manage sheds/stacks/bins; mark Receipt/Issue/Blocked; oversee
(Depot/Silo) binning/bagging; approve Second Weighment; declare/complete BRL
replacement; review QC registers and stack status.
Gate In-Charge Create tokens; manage gate entry/exit for receipt/issue/movement,
including BRL replacement inward; ensure QC and weighbridge steps
are sequenced before exit.
Weighbridge In- Capture in-weight / out-weight; update weighment; generate truck
Charge chits; raise Second Weighment requests with remarks; maintain
weighment audit trail.
Shed In-Charge Perform dumping/stacking/loading; execute internal/intra
movements; maintain dunnage; perform gunny actions at shed level;
respect QC states (Receipt/Issue/Blocked/Complaint).
Manager QC Record quality/moisture at receipt and issue; plan/execute
prophylactic & curative treatments; record degassing; participate in
BRL actions and QC complaints/appeals as per policy.
Gunny In-Charge Receive/dispatch/issue gunnies to sheds; upgrade/downgrade grades;
disposal and stock adjustments; maintain gunny ledger linked to
receipt/issue operations.
Technical Analyst Mandi-side operations: token booking, QC sampling/entry, weighment
capture, payment processing, and dispatch chit generation; ensure
data sync with depot QC records.

4 Accessing the System

i. Open browser → Go to AnnaDarpan login page

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ii. Login with valid user credentials entering Username, Password and Captcha.
iii. Navigate using the left-hand menu.
iv. Menus visible depend on role (Manager QC, TA, Depot Manager, Divisional Manager).
v. Key QC menus: Preservation (Prophylactic/Curative/Details/Planning), BRL
(Declaration/Approve/Action/Replacement/Certify), Quality
(Complaints/Appeals/Assign Inspection), Reports (Quality/Preservation)

Action System Behavior

Approve the request
Approve
Request rejected and the status is set to "Rejected"
X Reject

Opens the read-only view

View Details
Request reverted back for review, and set the status to
Revert "Revert"

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5 QC Features
5.1 Purpose of the QC Module
Preservation & Hygiene Standardize, record, and audit preventive & curative treatments.
Quality Assurance Ensure acceptance/issue meet thresholds; log exceptions and actions.
Traceability & Compliance Link QC actions to stacks, movements, and BRL lifecycle with
audit trails.
Decision Support Registers and dashboards aid planning and oversight.

Function Description
Prophylactic Preventive chemical spraying on stock stacks.
Treatment
Curative Treatment Fumigation treatment for infected stock.
Degassing Venting out fumigation gas post-treatment.
BRL Management Handling and replacement of non-conforming stock.
QC Complaints Capturing and resolving quality-related complaints.
Inspections Scheduled hygiene and stack condition checks.
Reports Automated daily and periodical QC summaries.

5.2 Prophylactic Treatment (Spraying)

This process records preventive spraying on stacks/empty floors to deter infestation and
maintain hygiene compliance.

5.2.1 Quick Reference Table

Step Action Role Navigation Validation / Control Expected
No. Path Output /
Record
1 Open TA / Preservation RBAC check; only Form opened
Prophylactic Manager → active depots/stacks
screen QC Prophylactic shown
Treatment
2 Select scope TA / — Shed/Stack must exist Scope
Manager and be active selected
QC
3 Enter TA / — Mandatory: Inputs

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treatment Manager Application Type, validated

details QC Area, Chemical,
Quantity, Date
4 System System — Auto-calculate Dosage
dosage calc dilution/required computed
quantity; warn if
insufficient
5 Submit TA / — Blocks if “Spraying
Manager mandatory/consent done
QC checks missing successfully”
6 Verify Manager Reports → Filters by shed/date Entry visible
register QC / Quality → in register
Depot Spraying
Manager Register

5.2.2 Step-by-Step Instruction

i. Login as TA / Manager (QC)
ii. Open Treatment Form
a. Navigate to Preservation → Prophylactic Treatment.
b. Confirm you have TA/Manager QC access.
iii. Select Scope
a. Choose Shed/Stack (or Empty Floor) for application.
b. Ensure the selected stack is active.
iv. Enter Details
a. Choose Application Type, Surface Area, Chemical, Quantity, Date.
b. Add remarks if required by policy.
v. Validate & Compute
a. Review auto-calculated dosage/required quantity.
b. Resolve any warnings (e.g., missing mandatory fields).

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vi. Submit & Confirm

a. Click Submit.
b. Note the confirmation message.
vii. Verify Output
a. Open Reports → Quality Reports→ Spraying Register Report.
b. Confirm the entry appears for the selected period.

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5.3 Curative Treatment (Fumigation) & Degassing

This process records fumigation for infestation control and subsequent degassing with
pre/post classification

5.3.1 Quick Reference Table

Step Action Role Navigation Validation / Expected
No. Path Control Output /
Record
1 Initiate Manager Preservation → Mandatory: Curative
fumigation QC / TA Curative Reason, Type, record
Treatment Method, Chemical, created
Date
2 Capture Manager — Std dosage auto- Inputs saved
parameters QC / TA calc; blocks
missing fields
3 Record TA / Preservation → Degassing ≥ Degassing
degassing Manager Curative Details fumigation date; saved
QC → Edit post-classification
required
4 View details Manager Preservation → Read-only Full record
QC / Depot Curative Details visible
Manager → View
5 Verify Depot Reports → Valid date range Register
register Manager Quality → updated
Fumigation
Register

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5.3.2 Step-by-Step Instruction

i. Login as TA / Manager (QC)
ii. Start Fumigation
a. Go to Preservation → Curative Treatment.
b. Select Reason (e.g., pre-monsoon/infestation/import-export), Type,
Method, Stack/Compartment.
iii. Enter Treatment Data
a. Provide Chemical, Dosage/Quantity Used, Date.
b. Confirm auto dosage and correct stack selection.

iv. Save & Lock

a. Submit to create the curative record.
b. Note: edits require role privileges.

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v. Record Degassing
a. Open Curative Details → Edit for the same record.
b. Enter Degassing Date and Post-Classification.
c. Save.

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vi. Verify Reports

a. Open Reports → Quality Reports→ Fumigation Register.
vii. Confirm the fumigation-degassing cycle is listed

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5.4 Pre-Monsoon Fumigation Planning

This process plans and executes seasonal fumigation across eligible stacks before
monsoon.

5.4.1 Quick Reference Table

Step Action Role Navigation Validation / Expected
No. Path Control Output /
Record
1 Initiate Manager Preservation → Prevents duplicate Plan initiated
plan QC Initiate Pre- initiation; only
Monsoon eligible stacks
Curative Plan →
Initiate
2 Review Manager Preservation → Read-only for TA; List displayed
initiated QC Curative editable for Manager
list Planning (Status QC
= Initiated)
3 Assign & Manager Preservation → Mandatory: Status =
schedule QC Curative Stack(s), Date, Planned
Planning → Save Assigned TA
4 Execute TA / Preservation → Loads planned “Fumigation
plan Manager View Curative params; reason = done”
QC Plan → Add PRE_MONSOON
5 Record TA / Preservation → Degassing ≥ Degassing
degassing Manager Curative Details fumigation saved
QC → Edit
6 Verify Manager Reports → Grouped by Register
register QC / Quality → shed/stack updated
Depot Fumigation
Manager Register

5.4.2 Step-by-Step Instruction

i. Login as Manager (QC)
ii. Go to page "Preservation-->Initiate Premonsoon Curative Plan

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iii. Click on Initiate

iv. Login as QC Manager
v. Go to page Preservation-->Curative Planning
vi. select the Shed and Status (Initiated)
vii. Select the Stack to perform fumigation and select date of fumigation and assign TA

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viii. Click on Save

ix. Fumigation Plan Saved Successfully

5.5 QC Complaint – Movement by Road (Destination Depot)

This workflow covers the sequence for recording and resolving a Quality Complaint
raised at the destination depot during Movement by Road (MBRoad) operations.
It ensures transparency and accountability from initial rejection through joint inspection
and closure, maintaining full audit linkage with QC, Movement, and Reporting modules .

5.5.1 Quick Reference Table

Step Action Role Navigation Validation / Control Expected Out-
Path put / Record
1 Record Manager Movement → QC status must be QC rejection
Rejection QC By Road → “Reject”; linked to ac- recorded; com-
Record Qual- tive token plaint eligibility
ity triggered
2 Raise Manager Quality → Only rejected tokens Complaint ID
Complaint QC Raise Com- eligible generated
plaint (Road)
3 Nominate AGM (QC) Quality → Role validation; SLA Inspection team
Inspection Complaint timestamps nominated
Team List → Nomi-
nate
4 Perform Manager Quality → Mandatory remarks, Depot inspec-
Depot In- QC QC Com- moisture/infestation tion record cre-
spection plaint In- parameters ated
spection

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5 Conduct Team Quality → Requires team nomi- Joint inspection

Joint In- Lead (QC) Joint QC nation; both depots result saved
spection Complaint participate
Inspection
6 Record AGM (QC) Quality → Must reference action Complaint
Action Closure taken (Replacement / closed; closure
Taken / Complaint Rejection / Rebag- report gener-
Closure ging) ated
7 Verify Re- Depot Reports → Filter by Date / Com- Complaint clo-
ports Manager Quality → modity / Complaint ID sure visible in
/ QC Complaint register
Manager Register

5.5.2 Step-by-Step Instruction

i. Record Rejection
a. At the destination depot, open Movement → By Road → Record Quality.
b. Enter inspection details and select Status = Rejected with remarks and moisture /
infestation parameters.
c. Save to trigger eligibility for complaint creation.

ii. Raise Complaint

a. Navigate to Quality → Raise Complaint (Road).
b. Select the rejected token; verify linkage with movement ID and depot.
c. System auto-generates Complaint ID and status = Pending Nomination.

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iii. Nominate Inspection Team

a. AGM (QC) opens Quality → Complaint List → Nominate.
b. Assign internal / regional QC members with target inspection date.

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c. System stamps nomination with user, time, and SLA reference.

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iv. Perform Depot Inspection

a. Manager QC executes Quality → QC Complaint Inspection.
b. Capture remarks, photos (if required), infestation type, and affected bags.
c. Save; system updates complaint status = Inspection Done.

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v. Conduct Joint Inspection

a. Team Lead (QC) uses Quality → Joint QC Complaint Inspection.
b. Both origin and destination QC members confirm joint results.
c. Final moisture/grade recorded; joint report auto-stored in system.

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vi. Closure & Action Taken

a. AGM (QC) opens Quality → Closure Complaint.
b. Enter action taken (Replacement / Rebagging / Adjustment) and closure remarks.
c. Submit; complaint status = Closed.

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vii. Verify Output

a. Open Reports → Quality → Complaint Register.
b. Filter by Date / Depot / Complaint ID to verify final closure.

5.6 QC Inspection – Movement Module (All Modes)

This workflow captures the periodic and ad-hoc Quality Control (QC) inspections con-
ducted at depots to assess the condition of food grains during or after movement.
It ensures compliance with hygiene standards, verifies BRL/stack conditions, and maintains
traceable inspection logs for reporting and audit purposes.

5.6.1 Quick Reference Table

Step Action Role Navigation Validation / Control Expected
Path Output /
Record
1 Assign In- AGM / DGM Quality → Prevents duplicate pe- Inspection
spection / HQ QC (as Assign In- riod assignment for schedule
Schedule per ca- spection same depot/stack created
dence)
2 Notify System / Notification Auto notification to as- Depot noti-
Concerned AGM (QC) → QC Alerts signed depot(s) fied
Depot
3 Perform Technical Preservation Stack must be Active / Inspection
Inspection Assistant / → Inspection Receipt status; man- record saved
Manager QC datory fields: Date,
Shed, Stack, Remarks
4 Record Manager QC Preservation Mandatory: Infestation Detailed in-
Observa- / TA → Inspection type, Moisture, Bags spection log
tions Details Checked, Remarks created

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5 Verify In- Manager QC Preservation Valid date range; Verified en-

spection / Depot → Inspection stack exists tries
Data Manager List
6 Generate Depot Man- Reports → Filters by date, shed, Inspection
Inspection ager / QC Quality → stack, or inspection register
Report Manager Inspection type available for
Register audit
7 Review & AGM (QC) / Reports → SLA-based approval; Approved in-
Approve DGM / HQ Review In- remarks mandatory spection
(HQ) QC spections record
8 Archive & System / System → All inspections ap- QC data
Submit to Audit Cell Sync QC Re- proved; no pending synced with
MIS ports records MIS

5.6.2 Step-by-Step Instruction

i. Assign Inspection Schedule

a. AGM / DGM (QC) logs in to Quality → Assign Inspection.

b. Select Inspection Type (Fortnightly / Monthly / Quarterly) and eligible depots.
c. Ensure no duplicate assignment exists for same period; click Submit.
d. System generates Inspection IDs for each depot.

ii. Notify Depot Team

a. Upon assignment, automated alerts are sent to Depot Managers and Manager QC
via dashboard and email.
b. Notification includes schedule date and inspection type.

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iii. Perform Inspection

a. Manager QC / Technical Assistant navigates to Preservation → Inspection.

b. Select Shed / Stack, enter Date, Infestation Details, Moisture, Bags Checked, Re-
marks.
c. Ensure the stack is Active and not blocked; Save record.

iv. Record Observations

a. Under Preservation → Inspection Details, enter further remarks or photographs

(if required).
b. Confirm all mandatory fields are filled; system validates data entry.

v. Verify Inspection Entries

a. Depot Manager or Manager QC reviews inspection logs using Preservation → In-

spection List.
b. Validate that entries are accurate, complete, and submitted within schedule.

vi. Generate Inspection Report

a. Go to Reports → Quality → Inspection Register.

b. Filter by Date Range, Depot, Stack, Inspection Type.
c. Verify all inspections appear correctly; export to PDF/Excel if needed.

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vii. Review and Approve

a. Regional or HQ QC officer opens Reports → Review Inspections.

b. Approve or revert with remarks. Approved records are locked for modification.

viii. Archive and MIS Sync

a. Once all inspections for the period are approved, the system archives data and syncs
it with MIS.
b. Status changes to Completed, visible under Audit → Inspection Log.

5.7 QC Inspection – Movement Module (Fortnightly / Monthly /

Quarterly)
This workflow defines the scheduled quality inspections conducted across depots and
storage locations to ensure consistent hygiene, grain condition, and regulatory compliance.
Each inspection (Fortnightly, Monthly, and Quarterly) follows a similar flow with scope and
reporting depth varying by frequency.
All inspection records feed into the Quality → Inspection Register.

5.7.1 Quick Reference Table

[Link] Overview
Inspection Frequency Scope / Focus Conducted Approved
Type By By
Fortnightly Every 15 Hygiene checks, rodent Technical As- Depot Man-
Inspection days control, moisture trends, sistant / Man- ager / AGM
stack condition ager QC (QC)
Monthly In- Once a Stack rotation, fumigation Manager QC / Regional
spection month verification, BRL stock Depot Man- AGM (QC) /
monitoring ager DGM
Quarterly Once every Comprehensive audit of Regional QC DGM (QC) /
Inspection 3 months depot hygiene, quality de- Officer / HQ HQ Division
viations, and compliance QC

[Link] Core Process Flow – Common Steps

Step Action Role Navigation Validation / Control Expected
Path Output /
Record

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1 Assign AGM (QC) Quality → As- Prevents duplicate pe- Inspection

Schedule / DGM / sign Inspection riod assignment schedule
HQ QC created
2 System System Dashboard → Auto notification to Notification
Notifica- QC Alerts assigned depots sent
tion
3 Perform TA / Man- Preservation → Stack must be Active Inspection
Inspec- ager QC Inspection / “Receipt” type entry rec-
tion orded
4 Record Manager Preservation → Mandatory: Moisture, Data saved
Observa- QC Inspection De- Bags Checked, Infes-
tions tails tation, Remarks
5 Verify En- Depot Preservation → Validates stack, date, Verified in-
tries Manager Inspection List user entries spection
6 Generate Manager Reports → Filters by Date/De- Inspection
Report QC Quality → In- pot/Stack report gen-
spection Regis- erated
ter
7 Approval AGM / Reports → Re- SLA-based review; re- Approved
/ Review DGM / HQ view Inspec- marks mandatory record
QC tions
8 Archive & System System → QC All records approved QC data ar-
Sync Sync Console chived to
MIS

5.7.2 Step-by-Step Instruction by Inspection Type

[Link] Fortnightly Inspection
i. Assign Schedule
a. AGM (QC) opens Quality → Assign Inspection.
b. Select Inspection Type = Fortnightly and eligible depots.
c. System ensures no duplicate assignment for the same fortnight.
d. Save — Schedule created.
ii. Notify Depot
a. System sends automated alerts to Depot Manager and Manager QC.
iii. Perform Inspection
a. TA / Manager QC opens Preservation → Inspection.
b. Record moisture levels, infestation signs, spraying activities, rodent traps,
and hygiene observations.
c. Save record; system timestamps and mark status Completed.
iv. Verify & Approve
a. Depot Manager verifies inspection data and remarks.
b. AGM (QC) approves under Reports → Review Inspections.
c. Approved record visible in Inspection Register.

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[Link] Monthly Inspection

i. Assign Schedule

a. DGM (QC) assigns Monthly Inspection schedule.

b. Coverage includes fumigation cycles, stack turnover, BRL stock, and QC com-
plaint follow-ups.

ii. Perform Inspection

a. Manager QC performs detailed inspection using Preservation → Inspection.

b. Capture fumigation reference numbers, dosage verification, infestation status,
moisture %, and treatment due dates.
c. Save the data; system enforces all mandatory fields.

iii. Review and Report

a. Depot Manager reviews via Preservation → Inspection List.

b. Regional QC compiles Reports → Quality → Inspection Register for
monthly summary.

iv. Approval

a. AGM (QC) reviews and signs off electronically.

b. Record archived under Monthly Inspection Archive.

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[Link] Quarterly Inspection

i. Assign Schedule

a. HQ QC (DGM/AGM) opens Quality → Assign Inspection.

b. Select Inspection Type = Quarterly, define scope (All Depots / Critical De-
pots).
c. Assign Regional QC Officers.

ii. Perform Inspection

a. Regional QC performs field audit through Preservation → Inspection.

b. Cover: structural hygiene, fumigation records, QC complaints resolved, mois-
ture patterns, grain preservation compliance.

iii. Submit Findings

a. Upload detailed report in PDF (≤5MB) via Inspection Details → Upload

Supporting Document.
b. System validates date, depot, and inspection ID.

iv. Approve and Archive

a. HQ QC reviews under Reports → Review Inspections and adds remarks.

b. System archives data to MIS Dashboard → QC Analytics.

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5.8 Stack Upgrade and Downgrade

This use case explains the process of performing a Stack Upgradation within the Quality
Control module of the system. The workflow begins with the Technical Assistant (Depot)
initiating an upgradation request for a specific stack based on the observed grain quality.
The request is then reviewed and approved by the Manager QC (Depot). Finally, the
Manager (Depot) verifies the updated stack category. The process ensures that the stock

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is properly categorized as per current quality conditions and maintained for accurate
inventory records.

5.8.1 Stack Upgrade

[Link] Quick Reference Table
Step Action Role Navigation Validation / Expected Output
No. Path Control / Record

1 Raise Stack TA Preservation → Shed, Stack, Success pop-up:

Upgradation (Depot) Upgrade or and Upgrade “The Upgrade
Request Downgrade Category must Request to Quality
Stack be selected Manager has been
raised
successfully.”

2 View Pending Manager Pending Verify stack Request details

Request QC Approval List → details in displayed correctly
(Depot) Stack Upgrade request view
or Downgrade

3 Approve Manager Pending Remarks must Success pop-up:

Stack QC Approval List → be entered “Approval request
Upgradation (Depot) Stack Upgrade before submitted
or Downgrade approval successfully.”

4 Verify Manager Sheds and Stack Updated stack

Updated (Depot) Stacks category must category displayed
Category match the correctly
approved
upgrade

[Link] Step by Step Instructions

Step 1: Raise Stack Upgradation Request (TA - Depot)

i. Login to the system as Technical Assistant (Depot).

ii. Navigate to Preservation → Upgrade or Downgrade Stack.

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iii. Select the Shed and Stack for which upgradation is required.
iv. In the Upgrade or Downgrade dropdown, choose Upgrade.
v. From the Category dropdown, select the new upgraded category.
vi. Enter a valid Reason for Upgradation.
vii. Click on Submit. A pop-up message appears — “The Upgrade Request to Quality
Manager has been raised successfully.”

Step 2: View Stack Upgradation Request (Manager QC - Depot)

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i. Login as Manager QC (Depot).

ii. Go to Pending Approval List → Stack Upgrade or Downgrade.

iii. Locate the newly raised request in the list.

iv. Click the View icon under the Actions column to open request details.

v. Review the details and click Back to List to return.

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vi. Expected Result: The request details are displayed correctly for review.

Step 3: Approve Stack Upgradation (Manager QC - Depot)

i. From the same Pending Approval List → Stack Upgrade or Downgrade, locate
the request.
ii. Click the Approve icon in the Actions column.
iii. In the pop-up window, enter your Remarks.

iv. Click Approve.

v. Expected Result: A success message appears — “Approval request submitted
successfully.”

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Step 4: Verify Updated Stack Category (Manager - Depot)

1. Login as Manager (Depot).

2. Go to Sheds and Stacks.
3. Select the relevant Shed and click on the Stack that was upgraded.
4. Verify that the Stack Category now reflects the upgraded classification.

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5. Expected Result: The stack shows the correct upgraded category.

5.8.2 Stack Upgrade

This use case details the steps to perform a Stack Downgrade operation in the Quality
Control module. The process allows the Technical Assistant (Depot) to raise a downgrade
request when a stack’s quality deteriorates over time. The request passes through approval
by the Manager QC (Depot) and is later verified by the Manager (Depot). This ensures
that all stock quality reclassifications are properly tracked and authorized to maintain data
accuracy.

[Link] Quick Reference Table

Step Action Role Navigation Validation / Expected Output
No. Path Control / Record

1 Raise Stack TA Preservation → Shed, Stack, Success pop-up:

Downgrade (Depot) Upgrade or and “The Downgrade
Request Downgrade Downgrade Request to Quality
Stack Category Manager has been
must be raised
selected successfully.”

2 View Manager Pending Verify stack Request details

Pending QC Approval List → details in displayed correctly
Request (Depot) Stack Upgrade request view
or Downgrade

3 Approve Manager Pending Remarks must Success pop-up:

Stack QC Approval List → be entered “Approval request
Downgrade (Depot) Stack Upgrade before submitted
or Downgrade approval successfully.”

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4 Verify Manager Sheds and Stack Updated stack

Updated (Depot) Stacks category must category displayed
Category match the correctly
approved
downgrade

[Link] Step by Step Instructions

Step 1: Raise Stack Downgrade Request (TA - Depot)

1. Login to the system as TA (Depot).

2. Navigate to Preservation → Upgrade or Downgrade Stack.

3. Select the Shed and Stack for which downgrading is required.

4. In the Upgrade or Downgrade dropdown, choose Downgrade.

5. From the Category dropdown, select the downgraded category.

6. Enter a valid Reason for Downgrade.

7. Click on Submit. A pop-up message appears — “The Downgrade Request to Quality

Manager has been raised successfully.”

Step 2: View Stack Downgrade Request (Manager QC - Depot)

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1. Login as Manager QC (Depot).

2. Go to Pending Approval List → Stack Upgrade or Downgrade.

3. Locate the newly raised downgrade request.

4. Click the View icon under the Actions column to open details.

5. Review the request information and click Back to List to return.

6. Expected Result: The request details are displayed accurately for verification.

Step 3: Approve Stack Downgrade (Manager QC - Depot)

1. In the Pending Approval List, locate the downgrade request.

2. Click the Approve icon in the Actions column.

3. In the approval pop-up, enter Remarks.

4. Click Approve. A success message appears — “Approval request submitted

successfully.”

Step 4: Verify Updated Stack Category (Manager - Depot)

1. Login as Manager (Depot).

2. Navigate to Sheds and Stacks.

3. Select the Shed and click on the Stack that was downgraded.

4. Check that the Stack Category reflects the downgraded level.

5. Expected Result: The stack shows the correct downgraded category.

6 Field Validations (Quick Reference)

This section lists all essential data-entry fields within the Quality Control (QC) module
and their corresponding validation rules, mandatory checks, and automated system
behaviors. These validations ensure uniform quality recording, traceability, and compliance
with FCI standards.

Field Name Type / Validation Rule Mandatory System Behavior /

Input Comments
Method

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Sample ID Auto- Unique per token or Yes System assigns unique

generated truck ID for traceability
Token No. Dropdown / Must be active and Yes Cross-verifies with
Auto valid Weighbridge / Gate
module
Stack / Bin ID Dropdown Must be marked for Yes Prevents selection of
Receipt or Issue blocked or killed
stacks
Commodity Dropdown Must match RO / Yes Auto-loaded from
Type Receipt type transaction data
Variety Dropdown Selected as per Yes Validates against
commodity master list
Moisture (%) Numeric Within permissible Yes System alerts if limit
FCI range (≤ exceeded
threshold)
Foreign Matter Numeric ≤ defined tolerance Optional Warning if exceeds
(%) threshold
Damaged / Numeric ≤ policy tolerance Optional Captured for quality
Discoloured (%) grading
Infestation Dropdown Options: None / Yes Blocks issue if “Heavy”
(Live/Dead) Light / Heavy selected
Bag Count Numeric Positive integer only Yes Must match
weighment data
Sample Grade Dropdown A / B / C / Below C Yes Drives acceptance or
quarantine logic
QC Status Dropdown Accepted / Yes System applies next
Quarantine / action automatically
Rejected
Remarks Text Minimum 10 Conditional Mandatory for
characters Quarantine or
Rejection
QC Officer Auto / Must be valid user Yes Verified via RBAC
Name Dropdown
Test Date / Auto / Cannot be future- Yes System auto-captures
Time Calendar dated timestamp
File Upload (Lab File PDF only ≤ 5MB Optional Attached for
Report) inspection reference
Quarantine Text Required only for Conditional Prevents blank release
Release Reason release actions submission
Fumigation Text Required for Conditional Triggers fumigation
Details infested lots record entry
Approval Flag Checkbox Must be selected by Yes Ensures maker-
authorized user checker validation

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7 Reports & Audit Logs

This section outlines the key reports and audit logs available in the Quality Control (QC)
module. These reports provide traceability of quality operations—sampling, testing,
grading, fumigation, and release actions—and serve as the primary source for compliance,
verification, and decision-making.

Report / Log Purpose / Key Data Fields Access Export

Name Description Role(s) Formats
Quality Summarizes all QC Token No., Stack Manager QC, PDF, CSV
Inspection tests conducted for ID, Sample ID, Depot Manager
Register receipts and issues by Moisture %,
date, stack, and officer. Infestation, QC
Status
Moisture Lists moisture readings Date, Stack, Manager QC, PDF, Excel
Report for all transactions to Moisture %, QC Regional QC
monitor quality trends Officer, Status
and threshold
breaches.
Rejection / Tracks samples or lots Sample ID, Manager QC, PDF, CSV
Quarantine rejected or quarantined Reason, Remarks, Depot
Log for non-compliance. Release Date Manager,
Compliance
Fumigation & Records prophylactic Stack ID, Type of Manager QC, PDF, Excel
Treatment and curative treatment Treatment, Date, Depot Manager
Register activities for stacks. Contractor, Result
BRL (Below Captures BRL-approved Stack ID, Date, Regional QC, PDF, XML
Rejection lots and actions taken Approval GM (Region)
Limit) post-inspection. Authority,
Register Remarks
QC Sample Links sample data to Sample ID, Token QC Officer, CSV, PDF
Trace Log corresponding No., RO No., Stack System Admin
weighment and No., QC Result
receipt/issue
transactions.
QC Approval Logs maker-checker Action Type, User, Manager QC, PDF, CSV
Trail actions for all QC Timestamp, System Admin
entries and releases. Remarks
QC Exception Captures validation or Field Name, Error System Admin, CSV
Log rule breaches (e.g., Code, Description, Compliance
moisture > limit, User
missing approval).
QC Dashboard Real-time visual Accepted / Depot On-screen,
(Summary summary of active QC Rejected / Manager, PDF
View) activities, statuses, and Quarantined Regional QC snapshot
pending actions. counts, Moisture
averages

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7.1 Types of Reports Available

Report / Log Purpose / Description Key Data Fields Access Export
Name Role(s) Formats
Quality Summarizes all QC tests Token No., Stack Manager QC, PDF, CSV
Inspection conducted for receipts ID, Sample ID, Depot Manager
Register and issues by date, Moisture %,
stack, and officer. Infestation, QC
Status
Moisture Lists moisture readings Date, Stack, Manager QC, PDF, Excel
Report for all transactions to Moisture %, QC Regional QC
monitor quality trends Officer, Status
and threshold breaches.
Rejection / Tracks samples or lots Sample ID, Manager QC, PDF, CSV
Quarantine rejected or quarantined Reason, Remarks, Depot
Log for non-compliance. Release Date Manager,
Compliance
Fumigation & Records prophylactic Stack ID, Type of Manager QC, PDF, Excel
Treatment and curative treatment Treatment, Date, Depot Manager
Register activities for stacks. Contractor, Result
BRL (Below Captures BRL-approved Stack ID, Date, Regional QC, PDF, XML
Rejection lots and actions taken Approval Authority, GM (Region)
Limit) post-inspection. Remarks
Register
QC Sample Links sample data to Sample ID, Token QC Officer, CSV, PDF
Trace Log corresponding No., RO No., Stack System Admin
weighment and No., QC Result
receipt/issue
transactions.
QC Approval Logs maker-checker Action Type, User, Manager QC, PDF, CSV
Trail actions for all QC Timestamp, System Admin
entries and releases. Remarks
QC Exception Captures validation or Field Name, Error System Admin, CSV
Log rule breaches (e.g., Code, Description, Compliance
moisture > limit, User
missing approval).
QC Dashboard Real-time visual Accepted / Depot On-screen,
(Summary summary of active QC Rejected / Manager, PDF
View) activities, statuses, and Quarantined Regional QC snapshot
pending actions. counts, Moisture
averages

7.2 Export Formats Supported

i. CSV – For Excel analysis
ii. PDF – For printed documentation
iii. XML – For integrations with FCI/DFPD/FAP systems

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8 Troubleshooting / Common Errors

This section lists common issues users may encounter during QC operations and provides
the corresponding system messages and recommended actions to resolve them.
These controls ensure data integrity, compliance, and smooth execution of QC workflows.

8.1 Error Reference Table

Scenario System Message / Action Required
Behavior
Missing required fields “Please fill in all Verify all required data fields (Moisture
during QC entry mandatory fields.” %, QC Status, Remarks) are entered
before submission.
Invalid or expired token “Invalid token or token Reconfirm token status in Weighbridge
number not active.” or Gate module before QC entry.
Selecting blocked or “Stack is blocked or Choose an active stack or coordinate
inactive stack inactive for QC entry.” with Depot Manager to unblock.
Moisture value exceeds “Moisture exceeds FCI Verify measurement; if accurate, mark
permissible limit threshold.” lot as BRL or Quarantine.
Infestation level set as “Issue not allowed — Initiate fumigation and mark stack as
‘Heavy’ infestation above Quarantined.
tolerance.”
Attempting to release “Release reason Provide a valid justification in the
quarantined lot without mandatory.” Remarks/Reason field.
reason
File upload failure (lab “Only PDF format under Re-upload report in correct format and
report exceeds 5MB is allowed.” size.
size/format limit)
Missing QC approval “QC approval required Ensure Manager QC approval is
before release before dispatch.” completed prior to issue.
Attempt to submit “Test date cannot be in Correct the date to current or past valid
future-dated test results the future.” entry.
Duplicate sample ID “Sample ID already Verify the entry; use the existing record
detected exists for this token.” or generate a new token.
User without QC role “Access denied — QC Contact Administrator to assign the
trying to record results role required.” correct user role.
Missing remarks for “Remarks mandatory for Enter a valid reason in the Remarks
rejected sample rejected or quarantined field before saving.
lots.”
Data not visible in QC “No active records Confirm correct date filters and user
Dashboard found.” role access.
BRL approval pending “Pending BRL approval Follow up with Regional QC or GM
beyond SLA — escalation triggered.” (Region) for timely review.

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8.2 Error Reference Table

This table provides a concise reference to common Quality Control (QC) errors, their likely
causes, and corrective actions. It helps users quickly identify and resolve issues during QC
entry, inspection, or approval workflows.

Error Message / Module / Possible Cause Corrective Action

Description Screen
“Please fill in all QC Entry One or more required Ensure all mandatory
mandatory fields.” Form fields (e.g., Moisture %, inputs are filled before
QC Status, Remarks) submission.
not entered
“Invalid or expired QC Sampling / Token not generated, Verify token status in
token.” Receipt inactive, or already Gate or Weighbridge
closed module before QC entry.
“Stack not eligible for QC Entry / Stack is blocked, killed, Select an active stack or
QC entry.” Stack or inactive contact Depot Manager
Selection to unblock.
“Moisture exceeds QC Entry Moisture % higher than Confirm reading; if
permissible limit.” threshold correct, mark lot as BRL
or Quarantined.
“Infestation exceeds QC Entry Infestation level marked Initiate fumigation;
tolerance.” as Heavy update QC status to
Quarantined.
“Release reason QC Release Quarantined lot being Enter a valid release
mandatory.” Screen released without reason before submitting.
remarks
“Only PDF format File Upload Incorrect file format or Re-upload the file in PDF
under 5MB is (Lab Report) size format ≤ 5MB.
allowed.”
“QC approval Issue / QC approval step not Obtain Manager QC
pending.” Dispatch yet completed approval before
proceeding.
“Test date cannot be QC Entry Future date entered Update to a valid current
future dated.” accidentally or past date.
“Duplicate sample ID QC Entry Sample already Review existing records
found.” recorded for the same to avoid duplication.
token
“Access denied — QC Any QC User not assigned QC Contact System
role required.” Screen role Administrator to assign
the correct role.
“Remarks mandatory QC Entry Remarks left blank for Enter remarks or
for Rejected / non-accepted lots justification before
Quarantined lots.” submission.
“No active records QC Dashboard Incorrect filters or no Check filters and data
found.” data synced synchronization.
“Pending BRL approval QC Dashboard BRL case pending Follow up with Regional
— escalation / BRL Register beyond allowed QC or GM (Region) for

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triggered.” timeframe review.

“Sample-Stack QC Entry / Wrong stack or token Select correct stack ID
mismatch.” Sampling mapped linked with token.
“Invalid numeric QC Entry Non-numeric data Enter valid numeric input
value.” Fields entered in numeric only.
fields
“Data synchronization QC Network timeout or Retry submission or
error.” Submission system lag contact IT support.
“Action not allowed — QC Entry / Attempt to use killed Choose another active
Stack marked as Stack Mapping stack for new QC stack.
killed.”
“BRL approval record BRL Register Missing or deleted Recreate or reapprove
not found.” approval record through Regional QC
panel.
“Inconsistent weight QC Entry / Mismatch with Verify weighment entry
or bag count.” Sampling weighbridge data before submission.

9 Glossary of Terms
This glossary defines the key terms and abbreviations used in the Quality Control (QC)
module of AnnaDarpan.
It helps users understand technical and operational terminology related to grain quality,
inspection, and reporting.

Term Definition / Description

QC (Quality Control) A set of procedures ensuring that the food grains meet
prescribed standards for moisture, purity, and overall quality.
Sample ID A unique identifier assigned to each grain sample tested in
the QC process for traceability and audit purposes.
Moisture (%) The percentage of water content in the grain, measured to
determine suitability for storage or issue.
Foreign Matter (%) Impurities such as dust, straw, stones, or other unwanted
materials present in the sample.
Damaged / Grains that are broken, insect-damaged, or discoloured
Discoloured Grains beyond acceptable limits.
(%)
Infestation Presence of live or dead insects in the grain; a critical
(Live/Dead) parameter for determining treatment or rejection.
BRL (Below Rejection A classification for lots that slightly exceed acceptable limits

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Limit) but can be conditionally accepted with approval.

Fumigation A process of treating stored grains with approved chemicals
to eliminate insects or pests.
Prophylactic Preventive chemical treatment applied to grains to avoid
Treatment infestation or spoilage.
Curative Treatment Corrective treatment given to already infested grains to
restore safe storage conditions.
Quarantine Temporary isolation of grain lots that do not meet quality
parameters, pending further inspection or treatment.
QC Status The final result of inspection — Accepted, Rejected, or
Quarantined — recorded for each transaction.
QC Officer / Manager The designated officer responsible for conducting inspections,
QC recording results, and maintaining quality records.
Depot Manager The officer overseeing all depot operations, including QC,
stacking, and issue processes.
Sample Traceability The ability to link a QC sample to its corresponding token,
weighment, and storage stack.
Stack Card A record card maintaining details of stock quantity, quality,
and treatment for each stack.
DSR / DSI / DDR Daily Stock Reports — system-generated summaries of
receipts, issues, and balances.
Weighbridge Data Electronic weighment records (in-weight and out-weight)
linked to QC results for verification.
QC Dashboard A live interface displaying active QC activities, pending
approvals, and alerts for exceptions.
QC Exception Log A report capturing all QC-related validation or process errors
for monitoring and correction.
QC Approval Trail A record of all maker-checker approvals and remarks
associated with QC actions.

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10 Exception Scenarios & Admin Roles

This section lists special or exception cases in the Quality Control (QC) module that
require administrative intervention or elevated access. These exceptions typically occur due
to data integrity issues, missed workflow steps, or operational overrides. Each case
identifies the system behavior, authorized role(s), and the corrective action required.

Exception Scenario System Behavior / Authorized Action Required /

Error Message Role(s) Resolution
Attempt to record QC “Invalid or expired Manager QC / Validate the token in
without a valid token token.” Administrator Weighbridge module and
retry QC entry.
Stack not available or “Stack not eligible for Depot Manager / Unblock or reactivate
blocked for QC QC entry.” Admin stack after verifying
stock and QC history.
Moisture or infestation “Value exceeds Manager QC / Record under BRL
exceeds threshold permissible limit.” Regional QC category or move to
quarantine workflow.
Attempt to release “Release reason Manager QC Enter valid release
quarantined stock mandatory.” remarks before
without remarks confirmation.
QC report missing for “QC record not Depot Manager / Recreate or re-link QC
dispatched lot found.” Admin record to the correct
token.
Duplicate QC sample “Sample ID already System Deactivate duplicate
created for same exists.” Administrator entry and retain valid
token record.
File upload (lab “Only PDF format Manager QC / Re-upload report in
report) failure under 5MB is Admin correct format or attach
allowed.” via backend.
BRL approval pending “Pending BRL Regional QC / GM Review BRL case and
beyond allowed time approval — escalation (Region) approve/reject within
triggered.” SLA.
Quarantine lot “Stack mismatch — Depot Manager / Cross-check stack
showing incorrect verification required.” Admin mapping and update QC
stack reference record.
QC entry submitted “Approval required.” Manager QC / Approve pending QC
without maker- System Admin entry in checker queue.
checker verification
Attempt to delete QC “Record linked to System Admin / Disallow deletion;
record linked to issued/received Compliance archive record via audit
transaction stock.” process.

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User without QC “Access denied — QC Administrator Assign proper user role

privileges accessing role required.” and retry operation.
QC screens
Missing BRL approval “BRL approval record Regional QC / Recreate approval entry
record not found.” Admin and attach to
corresponding stack.
Incorrect moisture or “Inconsistent weight Manager QC / Validate with
bag count data synced or bag count.” Admin Weighbridge record;
from weighbridge correct through Admin
console.
Fumigation record “Mandatory fields Manager QC Re-enter all required
incomplete or not missing.” fumigation details and
saved resubmit.
Attempt to update “QC record locked — System Unlock record for edit
expired QC record period closed.” Administrator with justification and re-
approve.
Stack killed but linked “Action not allowed — Administrator Close or archive QC
QC record still open stack marked as record manually via
killed.” backend.
Failure in auto-sync “Data synchronization System Re-run sync job or re-
between QC and error.” Administrator / import data manually.
Weighbridge modules IT Support
QC dashboard not “No active records Admin / MIS Check date filters and
updating live data found.” Officer ensure backend data
refresh.

11 User Stories (Persona-Based)

This section summarizes what each QC-related role needs to accomplish in AnnaDarpan and
where they do it. Each row maps a persona to a practical goal, how often it occurs, and the
exact navigation path. Use it as a quick, role-first index: find your role, open the listed
menu, and follow the corresponding workflow in the manual.

11.1 Persona-Based User Stories Table

I Persona User Story Frequency Key
D of Use Navigation
Path(s)
1 Manager QC As a QC Manager, I want to record Daily QC → Record
and approve grain quality parameters Quality /
(moisture, infestation, foreign matter) Update
during receipts and issues to ensure Moisture
compliance with standards.
2 Depot As a Depot Manager, I want to review Daily QC →

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Manager and monitor QC inspection results and Dashboard /

quarantined lots to ensure timely Reports
treatment and release.
3 QC Officer As a QC Officer, I want to capture Daily QC → Record
moisture and sample data at the time Quality
of receipt or issue for traceability.
4 Manager QC As a QC Manager, I want to classify As Needed QC → Manage
infested lots as Quarantined or BRL to Quarantine /
prevent non-compliant dispatches. BRL Register
5 Regional QC As a Regional QC Officer, I want to Weekly QC → BRL
Officer review BRL approvals and monitor Register /
pending inspections for all depots in Approvals
the region.
6 Depot As a Depot Manager, I want to view Weekly QC →
Manager fumigation and treatment records for Fumigation
each stack to track pest management Register
actions.
7 Compliance As a Compliance Officer, I want to Monthly Reports → QC
Officer audit QC approval trails and treatment Approval Trail /
logs for adherence to policy. Fumigation Log
8 Weighbridge As a Weighbridge In-Charge, I want to Daily Weighbridge →
In-Charge link weighment data with QC sample QC Link /
records to ensure consistency. Token
9 System As a System Administrator, I want to Monthly Admin → User
Administrator manage QC role assignments and Roles / Master
thresholds (e.g., moisture limits) to Data
maintain governance.
10 GM (Region) As a Regional GM, I want to review Monthly QC → BRL
BRL and quarantine approvals to Approvals /
maintain quality oversight across Exception Log
depots.
11 Gunny In- As a Gunny In-Charge, I want to As Needed Gunny →
Charge ensure that rejected lots or BRL grains Manage
use proper gunny segregation for Disposal
reuse or disposal.
12 Technical As a Technical Analyst, I want to Daily Procurement →
Analyst capture QC sampling and test results QC Sampling /
(Procurement at mandi level for data synchronization Upload Results
Side) with depot records.
13 MIS Officer As an MIS Officer, I want to generate Weekly Reports → QC
reports summarizing accepted, Dashboard /
quarantined, and rejected lots to Summary
support decision-making. Report
14 Regional As a Regional Manager, I want to track Monthly QC → Regional
Manager QC performance metrics and pending Dashboard
BRL approvals across all depots.
15 Administrator As an Administrator, I want to monitor As Needed Admin →
/ IT Support QC data sync between modules and System Logs /
resolve validation errors to ensure Exception

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User Manual Manual

UserManual_AnnaDarpan_
Development Object ID Development Object Title Quality – User Manual
Quality_v0.2

accuracy. Reports

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