private cannabis club management system

Just like any business or operation, a Private Cannabis Club (PCC) also needs a Management System. Quality Management Systems for Cannabis Cultivation Facilities include standards such as GlobalG.A.P. and Good Manufacturing Practices. Although a Private Cannabis Club wouldn’t be obtaining any licenses (currently, in anyway), there are helpful components in these Quality Management Systems (QMS). Other standards with components relevant to the operations of Private Cannabis Clubs include:

During the writing of the Private Cannabis Club: Framework Manual for Set-Up & Management, we’ve carefully selected and incorporated these components to design the Private Cannabis Club Management System (PCCMS). Additionally, the following legislation was used to shape the construct of the PCCMS:

Modules in the PCCMS

Following the same steps as one would in the design of an ISO9001 QMS, the PCCMS is divided into relevant modules that address operational aspects the PCC would undertake. Although the PCCMS is most powerful when all modules are incorporated, the PCC should decide which modules are most relevant to its daily activities and only incorporate those modules. It’s advised that the PCC should complete the Risk Assessment Procedure to determine where its greatest problems may lie, when deciding which modules to implement.

The Modules that make up the Private Cannabis Club Management System.

Personal / Private Model Management Module

To review the difference between the Personal / Private Model (PPM) and the Shared / Collective Model (SCM), read our blog about the two models for Private Cannabis Clubs. Briefly, in the PPM, the Club acts as a service provider by contracting its space and horticultural services to its members or subscribers. This module is considered as the foundation of the PCCMS, as it serves as both planning for the PCC’s processes and the process of engaging and managing their subscribers, based on the model’s specifications.

Shared / Collective Model Management Module

In the SCM, the PCC first and foremost focuses on its right to associate as Cannabis enthusiasts, meaning there is less of an imperative to prove the line of ownership. Accordingly, this module serves to plan the PCC’s operations and interaction with its members. Members join the PCC and contribute to the PCC to collectively cultivate, consume and possess Cannabis for personal use. The SCM Management Module addresses processes like financial planning, operational activities, member sign-up and Club Rules and Regulations.

Cultivation Management Module

Regardless of the PCC’s chosen model, it needs to plan and manage its cultivation operation carefully. The main difference between the cultivation operations of the SCM and PPM is that the PPM would require strict tracking and tracing of its subscriber’s plants. In the SCM, the PCC grows in a collective capacity on behalf of its members, placing less emphasis on the need for such a system. The rest of the module focuses on managing the life cycle stages of the plant, feeding, pest management, harvesting, drying, etc.

Environmental Management Module

Drawing from GlobalG.A.P processes, the environmental management module ensures that the PCC considers its environmental impact in its cultivation operation. The processes in this module assists the PCC in assessing its environmental aspects, take accountability for any pollution it may cause and manage its waste responsibly.

Employee Management

This module ensures that the PCC treats its employees fairly and within legal limitations, while enabling them to operate efficiently by creating a healthy work environment and clear working instructions. The module includes the employee recruitment and sign-up procedure, the creation of job descriptions, interviews, training, leave management, and grievances and disciplinary measures, all compliant to the Basic Conditions of Employment Act 75 of 1997 and the Labour Relations Act 66 of 1995.

Information Management

The PCC will collect and manage sensitive and private information of its members or subscribers, therefore its important that it takes responsibility and accountability of safeguarding that information. The PCCMS requires compliance to the POPI and PAIA Acts in line with national legislation. Additionally the PCCMS requires the implementation of a Document Control system, adopted from the ISO standards. Document Control means that each document is numbered, named and controlled in terms of its accessibility and storage.

Risk Management

The pure existence of the PCC is a risk that needs to be managed. Therefore, the risk management module is recommended as an integral part of the PCCMS. The process assists the PCC in identifying, assessing and mitigating or accepting its risk. Furthermore, it implements procedures to prevent and correct nonconformances and analyse the root cause if it did occur. Finally, it enables emergency preparedness to allow the PCC to be prepared for any unexpected events that may take place.

Social Responsibility Management

It’s recommended that the PCC adopt a social responsibility cause to donate any possible profits it may record. This module assists the PCC to plan and manage its donations and allows members to contribute their time or resources to partake in the cause. The PCC may plan activities for members to provide labour or contributions to its social cause.

The Private Cannabis Club Management System is designed to enable the PCC to efficiently plan its operations and every step of every process that form part of its activities. It is meant to be shaped around each PCC’s processes and evolve along with the PCC. Implementing the PCCMS will allow the PCC to easily adapt its operations according to upcoming changes in legislation.

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