TEMPLATE 1: BUSINESS PARTNER INFORMATION

Transcription

1 PART IV Templates

2 TEMPLATE 1: BUSINESS PARTNER INFORMATION This template supports the auditee to collect information about the auditee s own business partners. The auditee collects this information on every company that it does business with. The auditor shall review this information. COMPANY CONTACT DETAILS Company name: Legal status: Founding date: Adress: Street number ZIP code City Province Country GPS coordinates Company website (if applicable): Does it have production units? Yes No Local currency: Exchange rate to Euros: Exchange rate date: Day Month Year

3 CONTACT PERSON DATA Contact person: Job title First name Last name Phone (including country code & area code) Primary language: Official language for written communication Secondary language: Other relevant language for communication (if applicable) PRODUCTION DATA Production volume Production cost calculation Yes No Lost time injury calculation cost (part of the accident records) Yes No PRODUCTION CALENDAR In the table below, indicate the level of production activity for each month (low, medium, high). January February March April

4 May June July August September October November December CERTIFICATION OVERVIEW Social and Environmental Certificates Name of the scheme: Certificate or audit validity date: Day Month Year Link to online version: Name of the scheme: Certificate or audit validity date: Day Month Year Link to online version: Name of the scheme: Certificate or audit validity date: Day Month Year Link to online version: Name of the scheme: Certificate or audit validity date: Day Month Year Link to online version:

5 Name of the scheme: Certificate or audit validity date: Day Month Year Link to online version: Name of the scheme: Certificate or audit validity date: Day Month Year Link to online version: WORKING ENVIRONMENT Workers organisation or Trade union: Workers organisation contact person, or workers representative: Title (Mr./Mrs./Ms.) First Name Last Name Position Year of Election Relevant trade union (if any): Valid collective bargaining agreement (if any): Legal regular working hours: Hours / Week Legal regulation for overtime (if any):

6 Specific overtime premium rate for standard day off (if any): Legal regulation of shifts (if any): Standard day off in the country: Select relevant days REMUNERATION PRACTICE IN THE COMPANY Legal minimum wage which applies: Select the relevant unit Monday Tuesday Wednesday Thursday (in local currency) Friday Saturday Sunday per hour per day per week per month Calculated living wage: Select the relevant unit (See also amfori BSCI Template 5: Fair Remuneration Quick scan) (in local currency) per hour per day per week per month Specific industry-based remuneration (if any): Description of legally granted social benefits: Total minimum remuneration for a full-time worker (wages + social benefits):

7 Lowest wage for regular working time in the company: (in local currency) per hour per day per week per month How long does it take the auditee to pay its workers after the working period is completed (e.g. daily, monthly, piece-rate)? SITUATIONAL DESCRIPTIONS Description of any specific situation that led to overtime in the past six months (if no situation, answer NONE): Description of any accident that occurred in the past six months (if no accident, answer NONE): Description of a strike, walkout, and/or protest during the past 12 months (If not, answer NONE): Description of a highly risky production technique that could harm workers health (e.g. sandblasting) or a less harmful replacement technique, if any (If not, answer NONE): Description of any voluntary procedure meant to decrease the company s adverse impact on the environment (If not, answer NONE):

8 TEMPLATE 2: SUPPLY CHAIN MAPPING This template supports the auditee to collect information about the auditee s own business partners. The auditee collects this information on every company that it does business with. The auditor shall review this information. Business Partner Name: Identification code assigned by the auditee (if any): Contact Person: First Name Last Name Full Adress: Street ZIP Code City Region Province Country Type of Business Partner (e.g. subcontractor, farm): Business relation since: Year Number of workers:

9 Distance to Auditee s head office (Km): Kilometres Significance of this business partner for the auditee? For farms only - size in hectares: Low Medium High Hectares Is it part of the internal social management system? Yes No Is it internally audited? Yes No Does it have a social certificate? Yes No Validity of social certificate (if any): Day Month Year Has it signed the amfori BSCI Code and relevant Terms of Implementation? Mandatory for farms Yes No Additional comments about the business partner (if any):

10 TEMPLATE 3: SMALLHOLDERS SELF-ASSESSMENT This template helps the auditee to collect information about business partners when they are farms which hire less than 5 workers. For farms with more than 5 hired workers, the auditee should use Part III and amfori BSCI Template 1: Business Partner Information. For family farms with no hired workers, only Performance Area or questions marked with «*» apply. This template can be used by the main auditee for two purposes: To evaluate the social performance of smallholders from which it sources fresh produce To conduct internal assessments of those smallholders who may be selected as part of the amfori BSCI Audit farm sample The main auditee uses one profile per smallholder. Name of the Farm: Legal status: Name of Internal Assessor: (if applicable) Job title of Internal Assessor: Product(s): Total number of workers / family members

11 Checklist questions per Performance Area Not started In progress Performance area 1: Social Management System and Cascade Effect This performance area does not apply to smallholders. Performance area 2: Workers Involvement and Protection The auditee involves workers and exchanges information with them on working conditions issues. The auditee takes specific steps to make workers aware of their rights and responsibilities. Already in practice Performance area 3: The rights of Freedom of Association and Collective Bargaining The auditee respects the right of workers to form unions in a free and democratic way. * Performance area 4: No Discrimination The auditee takes the necessary measures to avoid or eradicate discrimination at the farm. The auditee takes the necessary preventative and/or remedial measures so workers and family members are not harassed or disciplined on grounds of discrimination as defined in the amfori BSCI Code. Performance area 5: Fair Remuneration The auditee pays its workers at least the legal minimum wage or a higher wage approved through collective bargaining. The auditee pays wages on time, regularly and fully in legal tender. Auditee deductions to workers remuneration are only taken according to conditions prescribed by law. * Performance area 6: Decent Working Hours The auditee does not require workers to work more than 48 regular working hours per week, unless exceptional cases are prescribed by law. The auditee does not require workers to work overtime but may do so in exceptional cases by always paying a premium rate. * The auditee grants workers and family members the right to resting breaks in every working day. * The auditee grants workers and family members the right to at least one day off in every seven days.

12 * Performance area 7: Occupational Health and Safety The auditee cooperates with workers when developing and implementing systems to ensure a healthy and safe work environment. *The auditee enforces the use of personal protective equipment with other safety systems and procedures, relevant for farm work. * The auditee respects workers and family members the right to remove themselves from imminent danger without seeking permission. The auditee provides workers and family members with potable water at all times. * Performance area 8: No Child Labour The auditee does not engage in illegal child labour directly or indirectly. * Performance area 9: Special protection for young workers «*» The auditee ensures that young workers and young family members do not work at night and that they are protected against working conditions which are harmful to their health, safety, morals and development. «*» The auditee ensures that young workers and young family members working hours do not lower or affect their attendance at school, or any other training or instruction programmes. «*» The auditee seeks to ensure that young workers and young family members are properly trained on occupational health and safety. «*» The auditee has a good overview of all young workers engaged in its production site(s). The overview the auditee s family members (if applicable). Performance area 10: No Precarious Employment The auditee does not provide employment relationships that cause insecurity for the workers. The auditee employs workers based on recognised employment relationships and keeps records of the contracts. The auditee provides workers with understandable information on their rights and obligations before they start working.

13 * Performance area 11: No Bonded Labour * The auditee does not engage under any form of servitude or forced, bonded, indentured, trafficked or non-voluntary labour. The auditee acts carefully and remains vigilant when recruiting and engaging migrant workers either directly or indirectly. * The auditee does not treat workers or family members in an inhumane or degrading manner. Corporal punishment, mental or physical coercion and/or verbal abuse are forbidden. * Performance area 12: Protection of the Environment The auditee manages waste in a way that does not lead to the pollution of the environment. The auditee manages water in a way that respects the environment, particularly with respect to preserving local water sources. Performance area 13: Ethical Business Behaviour The auditee actively opposes corruption, extortion or in any form of bribery in its activities. The auditee keeps accurate information regarding its own activities and organisational structure.

14 TEMPLATE 4: WORKING HOURS FORM This template supports the auditee to collect information on the working hours per worker. This allows the auditee to identify the trend in working hour peaks within three month periods. The data collection allows the auditee to identify potential risks to workers health and safety due to the amount of working hours Date of Birth: Day Month Year Working in the facility since: Day Month Year Department: Working in shifts?: Yes No if Yes, indicate the time schedule: Describe resting breaks: Working Hours Table Quarter 1 (JANUARY - MARCH) Working hours in every week Average Quarter 2 (APRIL - JUNE) Working hours in every week Average Quarter 3 (JULY - SEPTEMBER) Working hours in every week Average Quarter 4 (OCTOBER - DECEMBER) Working hours in every week Average

15 TEMPLATE 5: FAIR REMUNERATION QUICK SCAN This template supports the auditee to understand the living costs in its region and among its workforce. It creates an opportunity for constructive dialogue between management and the workers about fair remuneration. REGIONAL CONTEXT INFORMATION Local currency: Average number of adult wage earners in a family: Average number of children in a family: Average number of adult dependents in a family: Average number of adults in a family following an education course after work: Most common source of energy at home: (e.g. gas, electricity, charcoal) Most common mode of transportation: Average distance between work and worker s home (in km): Average distance between worker s home and closest place for shopping (in km): Average distance between worker s home and closest school (in km): Average distance between worker s home and closest medical facility (in km): Most common access to potable water at home: (e.g. public access, bottled water):

16 AVERAGE FAMILY EXPENSES INFORMATION Category Education: Transportation: Food: Clothing: Energy and water consumption: Housing: Cost in local currency X X X X Number of individuals Total Unexpected events: Savings: Total family basket: To calculate the percentage of the family s expenses spent on food, please divide the total costs of the category food by the total family basket, and multiply the number obtained by 100: Percentage of costs related to food: CALCULATION FORMULA Living wage estimation for an adult who is working full time (48 hours per week or the local maximum regular working hours per week). To estimate the living wage, please divide the total family basket (calculated using the table above) by the number of wage earners in a family, and multiply the number obtained by 110% (discretionary income): Total family basket: Number of wage earners per family: x 110% =

17 TEMPLATE 6: STAKEHOLDER MAPPING This template supports the auditee to identify the potential allies for its continuous improvement. The auditee shall pay particular attention to identify the institutions or NGOs that could provide it with support to reintegrate children into society. The auditee may use one sheet per stakeholder. Stakeholder name: Relation since (e.g. year): Contact Person: First Name Last Name Adress: Street Number ZIP Code City Region Province Country Stakeholder type: Specify stakeholder type (e.g. local NGO): Internal (e.g. worker) External (e.g. trade union, client)

18 Topic related Anti-corruption Stop Child labour Freedom of association Grievance mechanism Occupational health and safety Special protection for vulnerable workers Training Other Relevant for child labour remediation? Yes No Additional comments about stakeholder (if any):

19 TEMPLATE 7: YOUNG WORKERS DATA This template supports the auditee to keep accurate information on any worker who is younger than 18 years old. The auditee shall use one sheet per worker. This information shall be verified by the auditor. First and Last name: Date of Birth: Day Month Year Working in the facility since: Day Month Year Department: Type of worker: Permanent Temporary Seasonal Recruited via: Agency /Broker Directly Attending school or vocational training: if Yes, indicate the schooling time or training schedule: Yes No Working time schedule: Training on access to grievance mechanisms: Yes No Year Training on OHS (Occupational Health and Safety): Day: Topics: Frequency:

20 Housing provided by auditee? Yes No Additional comments about young worker (if any):

21 TEMPLATE 8: GRIEVANCE MECHANISM This template supports the auditee to keep accurate information of any grievance lodged and its investigation. This information shall be verified by the auditor. Identification number given to the grievance: Grievance lodged: Day Month Year The auditee duplicates the table below as many times as there are grievances lodged. GRIEVANCE STEPS Hearing of the parties Yes No Comments: Further investigation needed Yes No Comments: Conclusion reached and accepted Yes No Comments: Has a workers representative been involved? Yes No Comments:

22 Has the grievance escalated to a higher level? Yes No Comments: Has the grievance led to a legal case? Yes No Comments:

23 TEMPLATE 9: REMEDIATION PLAN This template supports the auditee to identify the root causes of its difficulties in any Performance Area. Please upload this Remediation Plan on the amfori BSCI Platform within 60 days after the audit See more information in amfori BSCI System Manual Part III: How to draft a Remediation Plan Company name: DBID: Audit date to which this Remediation Plan refers: Day Month Year The auditee duplicates the below table as many times as there are Performance Areas with findings identified by the auditor (e.g. if there are findings in 5 Performance Areas, the auditee fills in the table below 5 times accordingly). PERFORMANCE AREA: Planned actions deadline date Day Month Year Identified needs Policy/ Procedure Documentation/Data management Communication/ Transparency Training Structural change Stakeholder engagement Others Planned actions

24 Person(s) in charge Financial resources allocated