Compliance Checklists

Fonterra QCONZ Annual Audit

Farm Dairy Record: Methods and Sources

  • Cow numbers: use the same method to report stock numbers for the same dates using Minda Live or the Dairy Diary.

    • Select all animals including historic.

    • Recommended: for each month use the first milking of the month. This might be milking cycle one or two depending on if it is TAD, OAD, 16H or 10 in 7 so note which milking and what date the recorded number is for in July when filling out the Farm Dairy Record so you can verify it at the audit.

  • Young Stock Mortality: record using a method that can be looked up at the audit.

Documents and evidence

  • Complete the Co-operative Difference dashboard on the Farm Source website.

  • Check the shortcomings noted at previous visits. Download the last two Farm Dairy Assessments to check.

  • Review FDA and verification checklists to ensure everything is covered:

  • Check Farm Dairy Record (N Pages) correlate with evidence:

    • Farm Dairy Records 2020-21

    • Farm Dairy Records 2021-22

  • Check shed is clean and tidy:

    • Concrete waterblasted or cleaned.

    • No algae.

    • No dust on roof

    • Minimal bird lime.

    • Sweep dry floors (plant room etc)

    • Remove items not essential to operation of dairy shed.

    • Remove any birds nests and plug any holes they may nest in.

    • Clean windows and mop office floor.

    • Clean toilet.

    • Hose tanker pad.

    • Remove unnecessary equipment from near the shed - especially spray equipment or bales of feed.

    • Check feed is not stored near the shed.

    • Check rubbish bins have lids.

    • Check wash tubs have lids.

    • Check soaps and any other substances are MPI approved.

    • Mow lawns, weed or spray gardens.

    • Check for cracked concrete - plan for repairs.

    • Check milk purge not above 45psi.

    • Check calf milk vat has a sticker.

    • Check vat locks.

    • Check thermometer is not glass.

  • Review Farm Practices (Red Pages) - download from Farmsource and send a copy to staff to ensure they know what the practices are.

    • Are pest control pages detailed?

    • How many milkings for colostrum cows before they enter supply? Heifers?

    • How do you MRS-T?

    • How do you clean a dirty teat?

    • How do you dispose of needles?

    • How do you dispose of contaminated milk? What is the ratio of milk to water?

    • Check distances as in red pages.

    • When were liners and seals replaced?

    • Are agrichemicals locked? Is the water source away from the shed and does it have backflow preventer?

  • Check drug expiry is filled out four times a year and check none of the drugs are expired - check cabinet, metabolics and all other cow treatments in the dairy shed.

  • Ensure antibiotics are locked away.

  • Check you have a sharps container.

  • Check no treatment is left at the crush or cups on.

  • Check broach dates are on all injectables and none are opened longer than their label allows - often 28 days from opening.

  • Check all drugs are on the RVM and that RVM is signed by the vet, and by the farm owner.

  • Check MINDA records for presence of:

    • Non-drug lameness treatments (hoof trimming).

    • Dry cow therapy treatments.

    • Non-RVM treatments are recorded - such as teat emollient, drench, and Metabolic treatments. Make a blanket recording for teat spray.

    • Correct witholding times - back to mob one day after end of withold.

  • Save to Compliance Folder before audit:

    • Spray Records - take a photo of the spray signs on the gates.

    • Grazing Records

    • Effluent Records

  • Check Fertiliser Records on Hawkeye/Ballance correlate with N Pages.

  • Check all dairy diary monthly plant inspections are filled out:

    • Refrigeration peak pages.

    • Temperatures for Plant Wash and Milk Cooling.

    • N/A written where a result is not applicable - don't leave empty boxes.

  • Check for current milking machine test: certificate sticker on machine, and report.

  • Check for Feed Declarations for all supplementary feed and check the wording includes "fit for lactating dairy cows":

    • DDG?

    • PK?

    • Straw/Baleage or Hay?

    • Other?

  • Check farm dairy chemicals are labelled including those decanted into smaller bottles.

  • Check only substances necessary to the dairy shed are stored in the shed and that they are all labelled and not expired, including decanted substances, metabolics etc.

Verification

  • DairyNZ 360 Workplace Assessment

    • Workplace Assessment 2021-22

    • Workplace Assessment 2022-23

    • Roster

    • Health and Safety system

    • Training records

    • Animal Wellbeing Plan - no less than 12 months old.

    • Animal Health Plan and records of treatments:

      • Lameness

      • Mastitis

      • Debudding

      • Mortality

  • Farm Environment Plan

    • Winter Grazing map and photos.

  • MINDA or dairy diary records to show herd numbers - use same report as when reporting cow numbers in the Farm Dairy Record pages (N pages).

  • Fertiliser information - cross reference totals in Hawkeye/Ballance to N pages (Farm Dairy Record) to make sure it's similar.

  • Invoices for bought in feed to be made available for auditor to check against stated totals in Farm Dairy Records. Summary may be available from the company. Use N Pages to split between farms.

  • Product Stewardship evidence:

    • Receipts (AgRecovery, Plasback)

    • Order acknowledgements.

    • Bins for baleage wrap.


Otago Regional Council

  • Effluent application records.

  • Effluent training record.

  • Silage pits.

  • Bores.

  • Culverts, crossing by fords.

  • Offal/compost.

  • Effluent storage and application consents in progress.

  • Effluent Management Plan to be reviewed to comply with Schedule 21 of the Otago Plan for Water.

  • Monitoring for certified farm environment plans.

  • Winter grazing consent application in progress.

  • Annual N Report in progress.