From Mindset to Action for Green Export – Part 4: Start with Data: Simple Tools to Unlock ESG & VSS

In the practical implementation of GEVA, we found that the biggest bottleneck does not lie in “which standard to choose,” but in foundational data capability: land plot location, cultivation logbooks, input materials, post-harvest segregation and traceability, test results (MRL/microbiology), and governance evidence.
Without these very basic elements, any VSS (Voluntary Sustainability Standards) or technical requirements (EU/EUDR, MRL) become burdensome and costly.
In fact, the EUDR requires traceability down to the plot level with geographic coordinates: “The Regulation requires that Operators collect and provide… geographic coordinates of the plots of land…” (excerpt). This is a clear reminder: before thinking about certification, design a small, solid data system first.
At the same time, the EU’s MRL (Maximum Residue Limit) barrier remains: “A general default MRL of 0.01 mg/kg applies where a pesticide is not specifically mentioned.” (excerpt). In other words, if you can’t manage field logs and dosage records, you risk failure from the start.
“Must-have” and “should-have” data to join the supply chain
Before investing in expensive software, enterprises or cooperatives should first agree on a minimum dataset of six groups, stored in simple formats (Sheets/Excel, photos–videos with timestamps/geotags):
- Location & production timeline: plot point or polygon (coordinates), crop/season, harvest date. EUDR requires plot-level data and may require polygons for lots >4 ha (Green Forum).
- Cultivation log & inputs: date–location–dosage of fertilizers/pesticides; invoices for inputs.
- Post-harvest & transport: sanitation, drying, packaging, shipping (with time markers).
- Segregation & lot codes: separate labels/lots, separate temporary storage, handover logs.
- Testing: MRL/microbiology/heavy metals for representative lots; according to target market criteria (Food Safety).
- Social & governance evidence: PPE usage, labor contracts, group meetings, training sessions.
Principle: Start small but accurate (a 5–10% “micro-lot”) to capture real data, learn quickly, and then scale up.
Choosing tools: start simple (Sheets/Excel) before upgrading
The best starting point is Google Sheets or Microsoft Excel, as they’re familiar, low-cost (even free), and sufficient for the six minimum data groups.
- Real-time collaboration: Google states: “Up to 100 people… work on a Google Docs, Sheets, or Slides file at the same time.” (excerpt) — ideal for production, procurement, and QA teams to update one shared log.
- Excel co-authoring: Microsoft states: “You and your colleagues can open and work on the same Excel workbook. This is called co-authoring.” (excerpt). Upload to OneDrive/SharePoint for near real-time edits.
Cost & basic setup (minimal):
- Google Sheets: software cost ≈ 0 (free) to low (Workspace); requires internet; 2–3 hours of training on sharing, permissions, filters, basic formulas; 1 part-time “data coordinator” per 30–50 households/hectares.
- Excel + OneDrive/SharePoint: licensed under Microsoft 365; suitable for strong offline use; 3–4 hours of training (cloud sync, co-authoring, versioning).
- Scaling up: when lots and partners exceed ~100, consider a specialized traceability/documentation platform (see below).
Golden rule: the simpler the tool, the shorter the training and the higher the adoption rate. Prioritize data discipline and consistency over “fancy features.”
Vietnamese tools: when to use them
Once your data runs smoothly on Sheets/Excel for 1–2 seasons, consider Vietnamese tools for QR traceability, digital logbooks, and government integration:
- iTrace247 (VIETRADE): a blockchain-based traceability system supporting multilingual QR labels — “The Vietnam Trade Promotion Agency has launched a blockchain-based origin tracing system, iTrace247…” (excerpt). Piloted for Thanh Ha lychee and northern fruits. Ideal when you need QR codes for exports and storytelling. (VnEconomy)
- National Product Traceability Portal: aims to “connect and share traceability data across sectors and provinces.” “The system allows lookup of agricultural product origin information.” (excerpt, DSMQ). Useful to overcome data fragmentation. (truyxuatnguongoc.gov.vn)
- VNPT Check, iCheck/CheckVN, Agri360: provide QR tags, digital logbooks, lot management, multilingual support. “CheckVN… record the diary of agricultural production… together with activating traceability stamps.” (excerpt). Suitable for cooperatives or farmer groups needing integrated label–log–traceability functions.
Typical costs & training (based on field projects):
- QR labels & anti-counterfeit tags: priced per label; cheaper in bulk; 1–2 hours of training for tagging/warehouse staff.
- Digital logbooks (mobile apps): requires smartphones; 3–4 hours of hands-on training (uploading invoices, field photos, geotagging).
- System administration: 1 part-time data coordinator (cooperative/business) to verify completeness and synchronization.
For EU markets, platforms that support geolocation fields and lot segregation are highly useful, aligning with EUDR (plot coordinates, polygons > 4 ha, 5-year record retention). (Green Forum)
Using Zalo, Facebook, and YouTube appropriately
Vietnam’s social media coverage is extremely wide: “Vietnam was home to 76.2 million social media user identities in January 2025.” (excerpt).
Zalo alone reached about 77–78 million MAUs in 2024–2025 (DataReportal, VNG 2024 Report).
Use each channel for the right purpose:
- Zalo: group chats for production teams to send reminders, geotagged photos, short field videos, and collection notices; Zalo OA/Mini App can serve as a quick lookup window. (VietNamNet News)
- Facebook (private groups/forums): peer learning, FAQs, finding logistics/support partners — but not for official records (posts are transient and hard to standardize).
- YouTube: short 3–5 minute SOP videos (PPE use, biological pesticide mixing, sampling, packaging); ideal for asynchronous seasonal training.
Always comply with platform and legal requirements. These are support tools for operations/training, not official record systems.
Preparing personnel & training for the value chain (30–60 day sample plan)
Goal: achieve one micro-lot at “pre-certification” level to test the market.
Minimum staffing
- 01 Data coordinator (cooperative/business, part-time): manages Sheets/Excel, validates photos/locations, ensures logs are complete (0.3–0.5 FTE for 30–50 households).
- 01 Field technician: assists farmers with data entry, moisture checks, PPE compliance (0.5 FTE for 30 households).
- Core farmer group: 10–20 pilot farmers committed to micro-lot trials.
Four-step plan
- Weeks 1–2: create sample Sheets/Excel (6 data groups), train on Zalo “photo + location,” test with 1–2 farmers.
- Weeks 3–4: expand to 10–20 farmers; review data gaps; choose a Vietnamese app (if using digital tags/logs) and print pilot labels.
- Weeks 5–6: conduct 1–2 technical tests (MRL/microbiology) for pilot lots; adjust SOPs accordingly.
- Weeks 7–8: compile “pre-certification” dossier (logs, coordinates, segregation, testing) and present to buyers for price benchmarking.
Estimated costs (excluding lab tests):
- Lowest-cost option (Sheets/Excel + Zalo): ~ 0–2 million VND/month (mobile data + printing).
- Digital tag/log app: pay per label/user package; 3–4 hour farmer training session.
- Testing: depends on indicators and lab; sample pilot lot first before scaling up.
Linking ESG–VSS through a “data ladder”
Well-managed operational data transforms EUDR (plot coordinates, production timeline, 5-year record retention) and MRL requirements into routine management metrics instead of last-minute hurdles. From there, you can choose the appropriate VSS certification (e.g., focusing on soil–water–labor), since photos, coordinates, lot codes, and test results are already available.
ESG is the architecture; VSS is the “OK button” confirming that the architecture runs smoothly.
© Copyright KisStartup. Any reproduction or quotation must cite the source KisStartup.
References
European Commission. (n.d.). EU legislation on MRLs. Food Safety.
https://food.ec.europa.eu/plants/pesticides/maximum-residue-levels/eu-le... (Food Safety)
European Commission. (n.d.). Traceability and geolocation of commodities subject to EUDR. Green Forum.
https://green-forum.ec.europa.eu/nature-and-biodiversity/deforestation-r... (Green Forum)
DataReportal. (2025). Digital 2025: Vietnam.
https://datareportal.com/reports/digital-2025-vietnam (DataReportal – Global Digital Insights)
Google Support. (n.d.). Share & collaborate on a spreadsheet.
https://support.google.com/a/users/answer/13309904 (Google Help)
Microsoft Support. (n.d.). Collaborate on Excel workbooks at the same time with co-authoring.
https://support.microsoft.com/en-us/office/collaborate-on-excel-workbook... (Microsoft Support)
Vũ, K. (2023, March 24). Blockchain-based origin tracing system launched. VnEconomy (English).
https://en.vneconomy.vn/blockchain-based-origin-tracing-system-launched.htm (VnEconomy)
VNG Corporation. (2025). Annual report 2024 (Zalo section).
https://bctn2024.vng.com.vn/about/zalo (bctn2024.vng.com.vn)
General Department of Standards, Metrology and Quality (DSMQ). (2024, March 22). National portal on product traceability to make debut in Q2. Government Newspaper (English).
https://en.baochinhphu.vn/national-portal-on-product-traceability-to-mak... (en.baochinhphu.vn)
Agricultural traceability (n.d.). Traceability portal.
https://truyxuatnguongoc.gov.vn/ (truyxuatnguongoc.gov.vn)
CheckVN. (2024, May 2). CheckVN – Agricultural Diary (App page). Google Play.
https://play.google.com/store/apps/details?id=com.checkvnmanage (Google Play)
iCheck. (2025, April 21). iCheck Trace – Traceability (App page). Google Play.
https://play.google.com/store/apps/details?id=vn.icheck.trace (Google Play)
Agri360. (2018). Agri360 – Agricultural Diary (App page). App Store.
https://apps.apple.com/vn/app/agri360-nh%E1%BA%ADt-k%C3%BD-n%C3%B4ng-ngh... (Apple)





