Roundtable on Sustainable Palm Oil Supply Chain Certification Report Report no.: SCCS_18502266 Assessment against RSPO Supply Chain Certification Standard 2011 Wilmar International Limited PT Wilmar Nabati Indonesia Bagendang Unit Head Office : Multivision Tower 15 rd floor, Jl. Kuningan Mulia Kav. 9B Jakarta Selatan, Indonesia & 56 Neil Road, Singapore. 088830 Facility address : Jl HM Arsyad KM.20, RT 06 RW 02, Bapanggang Raya Village, Mentawa Baru Ketapang Sub District, East Kotawaringin District, Central Kalimantan Province, Indonesia. 74326 Date of assessment : September 27, 2012 Report prepared by: Hendra Fachrurozy (RSPO Lead Auditor) Certification decision by: Manfred Herbert Lottig (COO TUV Rheinland Malaysia) Certification Body: TUV Rheinland Malaysia Sdn. Bhd. No. 26 32, Jalan Perindustrian USJ 1/6, Taman Perindustrian USJ 1, 47600 Subang Jaya, Selangor Darul Ehsan, Malaysia. Tel: +6 03 8024 2400 Fax: +6 03 8023 1505 www.tuv.com
TABLE OF CONTENTS 1.0 SCOPE OF SUPPLY CHAIN CERTIFICATION ASSESSMENT 3 1.1 Executive Summary and Scope of Assessment 3 1.2 Certification Details 3 1.3 Organisational Information / Contact Person 3 1.4 Actual production volumes and projected outputs. 3 1.5 Summary of Previous Assessment 4 2.0 ASSESSMENT PROCESS 5 2.1 Certification Body 5 2.2 Qualifications of Lead Assessor and Assessment Team 5 2.3 Assessment Methodology & Agenda 5 3.0 ASSESSMENT FINDINGS 6 3.1 Description of Supply Chain Management System 6 3.2 Identified Non-conformances against RSPO SCCS Requirements, Corrective Actions Taken and Auditors Conclusions 11 3.3 Conclusion and Approval for RSPO Supply Chain Certification 14 4.0 CERTIFIED ORGANISATION S ACKNOWLEDGEMENT OF INTERNAL RESPONSIBILITY 15 4.1 Date of Next Surveillance Visit 15 4.2 Acknowledgements of Internal Responsibility and Formal Sign-Off by Client 15 APPENDICES 16 Appendix 1: Details of Supply Chain Certification Certificate 16 Appendix 2: List of Abbreviations 17 Appendix 3 : Observations and Opportunities for Improvement 17
Page 3 of 17 1.0 SCOPE OF SUPPLY CHAIN CERTIFICATION ASSESSMENT 1.1 Executive Summary and Scope of Assessment The facility of PT Wilmar Nabati Indonesia (WINA) - Bagendang were assessed against the RSPO Supply Chain Certification Systems (SCCS) document (November 2011). The scope of the Supply Chain Certification System assessment covers the implementation of the Mass Balance (MB) supply chain model for storage independent CPO and PK (received CPO & PK from mills for direct CPO & PK dispatch to buyer or refinery) by PT WINA - Bagendang. This is not a multi-site certification. The assessment was carried out on September 27, 2012 and a total of 6 non-conformities were found during assessment. 1.2 Certification Details The details of RSPO certification of PT WINA - Bagendang are as per the table below Table 1: RSPO Supply Chain Certification details of PT WINA - Bagendang RSPO Membership no.: 2-0017-05-000-00. RSPO Supply Chain Certificate no. : 18502266 001 Date of RSPO Supply Chain Certifcate & Validity : 19/2/2013 Refer to Appendix 1 for further details of the RSPO Supply Chain certificate. 1.3 Organisational Information / Contact Person PT WINA - Bagendang is a bulking station and silo owned by PT Wilmar Nabati Indonesia in Sampit Central Kalimantan. While PT Wilmar Nabati Indonesia is subsidiary of Wilmar International Limited, which is engaged in the processing of palm oil. Contacts details of the company are as follows: Company Name: Address: Contact Person: PT Wilmar Nabati Indonesia (PT WINA), Bagendang Unit Jl. HM Arsyad KM.20, Bapanggang Raya Village, Mentawa Baru Ketapang Sub District, East Kotawaringin District, Central Kalimantan Province. 74326 Hasyim As ari Telephone & Fax : 0811 5209716 Email: hasyim.asari@wilmar.co.id 1.4 Actual production volumes and projected outputs. Table 2: Certified tonnages claimed, certified tonnages purchased or sold, total and projected product production from PT WINA - Bagendang
Page 4 of 17 Amount (MT) Certified tonnages claimed - Certified tonnages sold - Certified tonnages purchased* Actual dispatch* Projected output for next 12 months CPO : 1,189.87 PK : 0.00 CPO : 17,870.20 PK : 0.00 CPO : 1,095,000.00 PK : 0.00 * Data from 01 January to 26 September 2012 (new operation) ** Data from Oktober 2012 to September 2013 (the justification based on capacity maximum storage tank for CPO : 3,000 MT x 365 days) 1.5 Summary of Previous Assessment This is first supply chain certification audit for SCC-RSPO in PT WINA - Bagendang
Page 5 of 17 2.0 ASSESSMENT PROCESS 2.1 Certification Body TUV Rheinland Malaysia Sdn. Bhd. is member of Group TÜV Rheinland Group, a global leader in independent testing and assessment services. The TÜV Rheinland Group was established in 1872 with offices located in over 490 locations in 62 countries on all five continents. TUV Rheinland Malaysia offers certification for a wide range of management systems according to established international standards including ISO 9001, ISO 14001, OHSAS 18001, SA 8000, as well as CDM Validations and Verifications. TUV Rheinland Malaysia s office is located in Subang Jaya, Malaysia. 2.2 Qualifications of Lead Assessor and Assessment Team Name Position Qualifications / Experience Hendra Fachrurozy Lead Auditor Education: Bachelors Degree in Forestry - Bogor Agriculture Institute. Indonesia, (1995 to 2000). Trainings attended: ISO 9001:2008 lead auditor course - Neville Clark (2011); ISO 14001:2004 lead auditor course TUV Rheinland Indonesia (2011); SMK3 auditor course Department of Manpower and Transmigration of The Republic of Indonesia (2009); Sustainable Forest Management (SFM) - Forest Stewardship Council (FSC) system training; Chain of Custody training for FSC System; Sustainable Forest Management (SFM) Forestry Education and Training Centre (2010); Timber Legality of Verification Forestry Education and Training Centre (2010); RSPO Lead Auditor Course Pro Forest & Wild Asia (2011); SCCS RSPO by David Ogg Consulting (September 2012). Working experience: Experienced as Junior Consultant at PT Surveyor Indonesia (2002 s/d 2010), assesor for SFM mandatory (PHPL & PHTL), assessor for industry performance assessment (IPHHK)-mandatory, auditor for Timber Legality of Verfication and CoC, auditor for SMK3, auditor for QMS and EMS and auditor for ISPO, RSPO & SCCS at TUV Rheinland Indonesia. 2.3 Assessment Methodology & Agenda The supply chain certification assessment was conducted September 27, 2012 as per the assessment program below. The assessment was carried out in accordance with TUV Rheinland Malaysia s RSPO audit procedure as well as the RSPO Supply Chain Certification Systems document. An on-site assessment was conducted and the assessment team carried out field and document assessments of compliance to RSPO Supply Chain Certification System requirements. The company proposed the correction and corrective action for all identified non conformities raised to the certification body 15 days after the closing meeting. Verification of closure of non-conformances was conducted through document checked 4 weeks after the closing meeting of the main assessment. The certification assessment agenda is as explained below. Main Assessment Agenda:
Page 6 of 17 Date September 27, 2012 Location/ Main sites Bagendang Storage office Weighbridge, Storage Tank Main activities Opening Meeting Company Profile Presentation Document check for SCCS System Lunch and break Plant Tour Incoming material Product Processing Dispatch product 3.0 ASSESSMENT FINDINGS 3.1 Description of Supply Chain Management System PT Wilmar Nabati Indonesia (PT WINA) - Bagendang is a bulking station and silo owned by PT Wilmar Nabati Indonesia (PT WINA) where PT Wilmar Nabati Indonesia is subsidiary of Wilmar International Limited (the parent company). The facility was commissioned in year 2012 where during audit, construction of CPO storage units as much as 9 unit (capacity: 20,000 MT) and PK silos as much as 4 unit (capacity : 4,000 MT) at PT WINA Bagendang was in progress. 3 CPO storage units had already been constructed and are operating at capacity of 9,000 MT.. PT WINA - Bagendang receives material (CPO) from palm oil mills (POM) under Wilmar International Limited (i.e Mustika Sembuluh POM, Kerry Sawit Indonesia POM, PT Sarana Titian Permata POM, and PT Bumi Sawit Kencana POM) and purchased from other palm oil mills not owned by Wilmar International Limited. Currently, PT WINA - Bagendang has not received PK but in the future PT WINA - Bagendang will receive PK after silo of PK has completed construction. PT WINA Bagendang dispatches material (CPO) to other subsidiaries of Wilmar International Limited i.e PT WINA Pelintung, PT WINA Gresik and PT Sinar Alam Permai. PT Wilmar Nabati Indonesia has a complete standard operation manual and standard operation procedure about supply chain for all strategic operation units. All production process is conducted internally except transport activity (outsourced process). PT WINA Bagendang is part of PT WINA so PT WINA-Bagendang uses procedure in PT WINA. At the audit time company has prepared their SCC system according RSPO SCC standard November 2011 Module C (Mass Balance (MB) model) as defined by management PT WINA - Bagendang in the company s management system, and will be implemented after getting approval of SCC certification. The following is a description of the company s supply chain management system according to the RSPO SCCS requirements, including status of compliance of the company and their outsourced third parties to RSPO SCCS requirements. Section 1: General Chain of Custody Requirement for The Supply Chain 5.1. Applicability of the General Chain of Custody System Requirements for the supply chain Since PT WINA - Bagendang decided to implement RSPO SCCS, the company has established supply chain management system. Considering the nature of incoming material, company decede to implement Mass Balance system (Module C). To support implementation of RSPO Supply Chain, PT Wilmar Nabati Indonesia (WINA) has a complete standard operation manual and standard operation procedure about supply chain for all strategic operation units. PT WINA Bagendang is part of PT WINA so PT WINA-Bagendang use procedure in PT
Page 7 of 17 WINA. The name of the person having overall responsibility for and authority over the implementation of these requirements and compliance with all applicable requirements has been assigned at the audit time. There is assignment letter i.e. for Mr. Ahmad Supiansyah. PT Wilmar Nabati Indonesia (PT WINA) - Bagendang is a bulking station and silo owned by PT Wilmar Nabati Indonesia (PT WINA). PT Wilmar Nabati Indonesia is subsidiary of Wilmar International Limited which Wilmar International Limited is an RSPO member with membership number 2-0017-05-000-00. At time of audit, the company has prepared their SCC system in accordance with the RSPO SCC standard November 2011, which will be implemented after getting approval from RSPO certification body. Compliance status: Full Compliance 5.2. Documented procedures There is a set of existing standard operation procedure since incoming material (CSPO/PK) until product dispatch. The company has a procedure for implementation of SCCS requirements. There are a set of existing procedures consisting of : Procedure for reception and dispatch of raw material CSPO/PK (SOP/WINA-OPR-002 Rev.00) Procedure for tracebility (SOP/WINA-MB-001 Rev.0) Procedure for loading to barge (SOP/WINA-SHP-001 Rev.0) Procedure for dispatch (SOP/WINA/Opr-PRM/002 Rev.0) However company has no established procedure/mechanism i.e the procedure/mechanism for checking validity of raw material supplier s SCC certificates, procedure for sounding in storage of CPO, procedure for training, procedure for reception and dispatch material for titip timbun (only transfer) status, procedure for control document/record and procedure for handling non conforming material/document. This is raised as non conformity. All activity about receive, storage and dispatch was written on detail and recapitulation of daily report and detail and recapitulation of monthly report. While the records is stored properly, example: weighbridge (WB) records on July 2012 for delivery order (DO) number 0037 where bound per each DO. The name of the person having overall responsibility for and authority over the implementation of these requirements and compliance with all applicable requirements has been aasigned at the audit time. There is assigment letter i.e. for Mr. Ahmad Supiansyah signed by Head of Bulking station, Mr. Hasyim As ari through letter no. SKEP-001/HRGA/VI/2012, issued date on June 06, 2012, the letter and job description statement (JD/WINA-MR-001) has been explain responsibilities of Mr. Ahmad Supiansyah as SCC Management Representative for SCC implementation. Compliance status : Non Compliance NCR No. 2012-01 of 06 The facility does not have complete procedures covering the implementation of all the elemants in the SCCS requirements i.e the procedure/mechanism for checking validity of raw material supplier s SCC certificates, procedure for sounding in storage of CPO, procedure for training, procedure for reception and dispatch material for titip timbun (only transfer) status, procedure for control document/record and procedure for handling non conforming material/document. 5.3. Purchasing and goods in PT WINA - Bagendang has mechanism to receive certified material (SOP/WINA-OPR-002 Rev.0). The document to be verified from certified sources are delivery note including wet stamp from the origin estate, check the estate name in the supplier list, certified code. The company assigned a person to be responsible to check and ensure the certified material both quality and quantity as per purchase documents or delivery document but he/she is check the validity of supplier s certificate just checking certifi-
Page 8 of 17 cate from period time of certificate so that the facility will not understand if the supplier s certificate suspending. Suppliers shall submit certificate to facility before supplier delivery of material to PT Wilmar Nabati Indonesia (WINA)-Bagendang (appropriate with SOP/WINA-OPR-002 Rev.0). The mechanism does not require that the validity of supplier s certificate are checked via the list of RSPO SCC facilities on the RSPO website (www.rspo.org) or the RSPO IT system within a reasonable timeframe. This is raised as non conformity. When receiving RSPO certified material, weighbridge operators are to verify the claimed category of the material under mass balance system, supplier supply chain certification number, quality and quantity of products, buyer name & address, seller name & address, and document date in DO & WB Ticket document. This mechanism is related to the company s procedure of reception and dispatch of raw material (SOP/WINA-OPR-002 Rev.0) point 6.1, but this procedure does not cover handling of non-conforming material/documents. This is raised as non conformity. In year 2012 (until 26 September 2012), total CPO received is 9,612.21 MT of which volume of certified CPO (CSPO) is 1,189.87 MT (12.38%) and volume of non-certified CPO (non CSPO) is 8,422.34 MT (87.62%). The supplier of CSPO in PT WINA Bagendang as much as 2 (two) mills i.e PT Mustika Sembuluh and PT Kerry Sawit Indonesia. The supplier of CPO (non certified) in PT WINA Bagendang as much as 6 (six) mills i.e PT Sarana Titian Permata, PT Bumi Sawit Kencana, PT Mustika Sawit Mass, PT Gawi Bahandep Sawit Mekar, PT Agro Indomas and PT Swadaya Sapta Putra. For record and control, weighbridge (WB) ticket submitted to the logistic head section. Everyday for the purpose of counter checking and record on the correct tonnage received from product supplier (POM). The facility must communicate with buyer/trading section in head office about quantity dispatched as part of the monitoring process for dispatch of product. Compliance status: Non-Compliance NCR No. 2012-02 of 06 The facility does not check validity of supplier s certificate via the list of RSPO SCC facilities on the RSPO website (www.rspo.org) or the RSPO IT system as required in SCC requirement. NCR No. 2012-03 of 06 The facility does not have a mechanism for handling non conforming material/document under all possible conditions e.g supply chain certificate of suppliers not valid/suspended,etc. 5.4. Outsourcing activities Findings : The only outsourced activity to independent third parties within the PT WINA-Bagendang is transportation. PT WINA-Bagendang only acts as a user of the transportation services but all related policies and decisions of the transportation supplier are made by the holding company so the facility has not ensured that the independent third party complies with the intent and requirements of the RSPO Supply Chain Standard, has no list of transportation companies used for transport of the facility s final products and has no procedure/mechanism inform to certification body (CB) if there are new contractor/transporter used. This is raised as non conformity. The facility not outsource activities for the processing or production of RSPO certified materials. The facility does not wish to include outsourcing within the scope of their RSPO supply chain certificate. The facility use trucks and barges for dispatch of their products. Compliance status: Non Compliance NCR No. 2012-04 of 06 The facility has not ensured that the independent third party complies with the intent and requirements of the RSPO Supply Chain Standard NCR No. 2012-05 of 06 The facility has no list of transportation companies used NCR No. 2012-06 of 06 The facility does not have a procedure/mechanism inform the certification body (CB) if there are new contractors/transporters used
Page 9 of 17 5.5. Sales and goods out The sales and goods out mechanism of the company are described in their procedure of reception and dispatch of raw material (SOP/WINA-OPR-002 Rev.0). Records for outgoing RSPO certified product will be recorded in several type of records depending on the transfer method used such as : - Barges/vessels: shipment detail export; shipment loading report; declaration of taking and analysis sample; share sounding report for loading; sealing report; declaration of dispatch; Bill of Lading (B/L); manifest and surveyor report. - Truck: Sales Order (SO); Delivery Order (DO), Certificate of Analysis, Weighbridge Ticket, and delivery Note. All records of products (certified product) dispatched to buyer has information at the top of the document which includes reference number, date of issued document, Delivery Order number, Contract Number, buyer name including the address of buyer, seller name including the address of seller, description of product (include supply chain model in the form of wet stamp), loading date, the quantity of the products delivered and reference to related transport documentation. The document of shipment detail export, bill of lading (B/L) and shipping instruction stamped certified product (company name, product name, supply chain model and RSPO SC certified number) is used as identification of those products as certified product. The company has implemented this system for their regular product while company will include certified product claim and SCC certificate number on each delivery document i.e. Mass Balance. In year 2012 (until September 26,2012), the volume of CPO products dispatched from PT WINA - Bagendang bulking station in East Kotawaringin District transported to PT WINA Gresik, PT WINA Pelintung and PT Sinar Alam Permai was as much as 17,870.20 MT. Compliance status : Full Compliance 5.6. Registration During main assessment process, PT WINA-Bagendang has not done any transactions in RSPO IT (etrace) because the facility is not yet SCC approved. Compliance to registration requirements will confirmed during the next audit. Compliance status : Complaince with Observation 5.7. Training PT WINA - Bagendang has no training procedure but the facility has a defined training plan in matrix of training program for year 2012 for 14 (fourteen) trainings where one of which is RSPO Supply Chain and mass balance system training. PT WINA-Bagendang plannned to conduct RSPO Supply Chain training in May-August 2012 and Mass Balance System training in January-April 2012 (as seen from their matrix of training program for year 2012). In year 2012 (Up to the time this SCC audit was conducted), the facility had carried out as many as 6 (six) trainings. RSPO Supply Chain training was done on August 01-02, 2012 attended by officers, the bulking station head, operator, MR, security, and WB operator as seen training records such as attendance list and training modules. Topic of training is introduction or awareness of RSPO supply chain training. Mass balance training was done on March 07, 2012 attended by MR and head of bulking station as
Page 10 of 17 seen from training records such as attendance list and training modules. Topic of training is explanation on the traceability procedure and filling the form of mass balance. Compliance status: Full Compliance 5.8. Claims The company has not yet prepared a procedure for certified product communication and claim according to RSPO requirements as they have not made any claims yet. According to product traceability instruction, the facility will only make claims regarding the use of or support of RSPO certified material that are in compliance with the RSPO Rules for Communication and Claims after SCCS certificate is issued. This will confirmed during the next audit. Compliance status : Compliance with observations Section 2: Module C Mass Balance C.1 Processing Supply chain model from certified CPO supplier (Mustika Sembuluh mill and Kerry Sawit Indonesia mill) is Mass Balance (MB) so PT WINA-Bagendang decide to use the same model used by their suppliers. The facility has established a clear system and standard operation procedure (SOP) including record system where supply chain model used is Mass Balance (MB). Compliance status: Full Compliance C.2 Record keeping The facility has not established document and data control procedures but the facility has a mechanism for maintenance of the data and document used in production process as stated in the company s reception and dispatch of raw material procedure. The facility have been maintaining the accuracy of data on received and dispatch CPO with comparing between the daily receive report with WB ticket by head of bulking station. The retention time for all records and reports for certified material and product has been defined for at least for ten (10) years (SOP/WINA-OPR-002 Rev.0 page 6 / poin 10.3). The facility will clearly indicate the supply chain model used with trade names in relevant documents (draft), e.g. WB ticket, shipment detail export and bill of lading with *product name*/mb or Mass Balance and certificate number. Compliance status: Full Compliance C.3 Mass Balance System
Page 11 of 17 The facility has record and balance all receipts of RSPO certified material and non certified material and deliveries of RSPO certified product and non certified product on daily basis. All volumes of palm oil and refinery product that are delivered are deducted from the internal material accounting system according to actual daily conversion ratios. The material balance can show deliver product sales from a positive stock. There are no findings for requirements C.3.3 C.3.4.5 for this section because the facility is not yet SCC certified and hence has not used the RSPO IT system for any trading. Compliance status: Full Compliace 3.2 Identified Non-conformances against RSPO SCCS Requirements, Corrective Actions Taken and Auditors Conclusions SCCS Non-conformance 2012 01 of 06 : The facility does not have complete procedures covering the implementation of all the elemants in the SCCS requirements i.e the procedure/mechanism for checking validity of raw material supplier s SCC certificates, procedure for sounding in storage of CPO, procedure for training, procedure for reception and dispatch material for titip timbun (only transfer) status, procedure for control document/record and procedure for handling non conforming material/document. Correction : Facility will update the procedure for reception and dispatch of raw material (SOP/WINA-OPR-002 Rev.01) where related to 1).validity of supplier s certificate; 2). handling of non-conforming material/document Create new procedure about training, control and keeping record, receive and dispatch raw material for titip timbun (only transfer) status and sounding. Corrective Action: Communication and coordination with CSR Section Head Office to fulfill all documentation requirements. Auditor Conclusions: Closed. Date of closure: December 05, 2012 Verification result: The facility provided new and updated procedure relevant for SCCS implementation at PT WINA- Bagendang, such as : 1. Procedure for reception and dispatch of raw material (SOP/WINA-OPR-002 Rev.01). Point 6.3.3 has described the mechanism about handling non-conforming material/document. Point 6.3.4 has describe mechanism about ensure the validity of RSPO SCCS certificates of suppliers. 2. Procedure for sounding deep tank (SOP/WINA-STC-001 Rev.0). 3. Procedure for training (SOP/WINA-PGA-001 Rev.0) 4. Procedure for document and data control (QP/WINA-001 Rev.0) 5. Procedure for reception and dispatch of material for titip timbun (only transfer) status (SOP/WINA- OPR-004 Rev.0) SCCS Non-conformance 2012 02 of 06 : The facility does not check validity of supplier s certificate via the list of RSPO SCC facilities on the RSPO website (www.rspo.org) or the RSPO IT system as required in SCC requirement. Correction :
Page 12 of 17 The facility will revise procedure no. SOP/WINA-OPR-002 and will add the mechanism to ensure the validity of supply chain certificates of suppliers. Draft of mechanism is: CSR team will submit information to facility if there is any additional certificate of supplier Check on the RSPO website (www.rspo.org) to ensure that the certificate of supplier is still valid Request RSPO SCCS certificate from supplier Ensure that the delivery does not exceed the unit capacity (periodically) Periodically check the validity of supplier to ensure that the certificate is not suspended Corrective Action : The implementation of next internal audit will more detailed and comprehensive and simulate all possible conditions occur. Auditor Conclusions: Closed. Date of closure: December 05, 2012 Verification result : The facility has provided an updated procedure (SOP/WINA-OPR-002 Rev.01) where in this procedure (point 6.3.3) it now explains the mechanism of ensuring the validity of supply chain certificate of supplier and the procedure/mechanism is now appropriate with the SCC standard. SCCS Non-conformance 2012 03 of 05 : The facility does not have a mechanism for handling non conforming materials/documenst under all posible conditions e.g supply chain certificate of suppliers not valid/suspended, etc. Correction : The facility will revise procedure no. SOP/SAP-OPR-002 and add the mechanism for handling non conforming material/document. The draft of mechanism is that non conforming material/document will be report to MR and MR will check. Non conforming material/document must be separated and vehicle can not discharge until get the confirmation from MR. That mechanism will also apply if : The certificate of suppliers is suspended The supplier is not on the certified supplier list but it has certified product identification The supplier is on the certified supplier list but it has no (or forgot to) give any certified product identification Corrective Action : Enhancing communication with Head Office to fulfill all documentation requirements. The implementation of next internal audit will more detailed and comprehensive and simulate all possible conditions that may occur Auditor Conclusions: Closed. Date of closure: December 05, 2012 Verification result : The facility has provided an updated procedure (SOP/WINA-OPR-002 Rev.01) where in this procedure (point 6.3.4) the mechanism of handling non conforming material/document is explained. SCCS Non-conformance 2012 04 of 06 : The facility has not ensured that the independent third party complies with the intent and requirements of the RSPO Supply Chain Standard Correction : The facility will request to head office for coordination with third parties to be willing to comply with the
Page 13 of 17 SCC requirements in the form of self declaration. Monitoring of activity at the entrance by security guards futher tightened (poin 6.1.1 in SOP/WINA- OPR-002). Monitoring of activity in loading to ship/truck compliance with procedure (SOP/WINA-SHP-001). Corrective Action: The facility will request to head office about related information of third party used Auditor Conclusions: Closed. Date of closure: December 05, 2012 Verification result : The facility has provided a self declaration letter from transport company where transport company states that they agree to comply with the requirements of the RSPO supply chain. The facility provided evidence of forms (vehicle control form) of examination results done by security guards of company at the entrance (to ensure that all seals are intact, the bottom discharge valve is not leaking, the seal numbers and name of the company must correspond to the information written on the weighbridge ticket and identification certified and non-certified material). Based on vehicle control form (appropriate with shipping procedure), the shipping operator must ensure their material is not mixed with materials owned by others in the ship/barge/truck (if a ship/barge/truck has used together with other company), all seals has fitted and weighbridge tickets must be stamped to indicate certified material. SCCS Non-conformance 2012 05 of 06 : The facilty has no the list of transportation companies used Correction : The facility will communication with head office about list of transporters in PT WINA - Bagendang Corrective Action: Enhancing communication with Head Office in terms of fulfillments for documents and complete requirements (information third party used). Auditor Conclusions: Closed. Date of closure: December 05, 2012 Verification result : The facility has provided a list of transporters where the information contained in the list of transport is transport name, address, PiC, email and contact number. SCCS Non-conformance 2012 06 of 06 : The facility does not have a procedure/mechanism inform the certification body (CB) if there are new contractors/transporters used Correction : The facility will communication with head office for ensure third party is used and create new SOP related to informing the CB if there ara new contractors/transporters used. Corrective Action: The facility will request information to head office about related information on third parties used. Auditor Conclusions: Closed. Date of closure: December 05, 2012
Page 14 of 17 Verification result : The facility has provided a procedure of new contractor information (SOP/WINA-OPR-005 Rev.0). The mechanism of inform CB is that facility will submit list of transporter to CB by email if there are revision (update) or every 6 (six) months. 3.3 Conclusion and Approval for RSPO Supply Chain Certification The auditor has confirmed through the audit process that PT WINA - Bagendang has established and maintains an effective system to ensure compliance with the RSPO Supply Chain Certification System requirements (dated November 2011). It is also confirmed that the company s system to records annual volume of certified product sold for defined period will not exceeded the certified annual tonnages as claimed in the organization s RSPO certificate no. TUV Rheinland Malaysia confirms that PT WINA - Bagendang complies with the RSPO Supply Chain Certification System requirements.
Page 15 of 17 4.0 CERTIFIED ORGANISATION S ACKNOWLEDGEMENT OF INTERNAL RESPONSIBILITY 4.1 Date of Next Surveillance Visit The next surveillance visit is planned for August 2013. 4.2 Acknowledgements of Internal Responsibility and Formal Sign-Off by Client It is acknowledged that the assessment visit was carried out as described in this report and we accept the assessment findings and report content. Signed on behalf of PT Wilmar Nabati Indonesia Bagendang Unit Signed on behalf of TUV Rheinland Malaysia Ahmad Supiansyah Management Representative Date: December 05, 2012 Hendra Fachrurozy Lead Auditor Date: December 05, 2012
Page 16 of 17 APPENDICES Appendix 1: Details of Supply Chain Certification Certificate Certificate Registr. No.: 18502266 001 Certificate Holder Information Name: PT Wilmar Nabati Indonesia (Bagendang) RSPO Member no.: 2-0017-05-000-00 Address of operation certified: Management Representative: Jl HM Arsyad KM.20, RT 06 RW 02, Bapanggang Raya Village, Mentawa Baru Ketapang Sub-District, East Kotawaringin District, 74326, Central Kalimantan Province, Indonesia, Hasyim As ari Contact no.: +62 811 5209716 Email address: RSPO registered parents company*: Scope & supply chain model assessed: hasyim.asari@wilmar.co.id Wilmar International Ltd (RSPO Member no.: 2-0017-05-000-00) Processing of RSPO certified sustainable palm oil through: Identity Preserved Segregation Mass Balance An audit was performed, Report No. 18502266. Proof has been furnished that the requirements according to RSPO Supply Chain Certification Systems: November 2011 are fulfilled. The due date for all future surveillance audits is 19.11 (dd.mm). Validity: The certificate is valid from 2013-02-19 until 2018-02-18 Date of first RSPO Supply Chain certification: 2013-02-08
Page 17 of 17 Appendix 2: List of Abbreviations B/L CPO CB CSPO CSPK DO MT MB POM PK RSPO SO SCCS SOP WB WINA Bill of Lading Crude Palm Oil Certification Body Certified Sustainable Palm Oil Certified Sustainable Palm Kernel Delivery Order Metric Tonnes Mass Balance Palm Oil Mill Palm Kernel Roundtable on Sustainable Palm Oil Sales Order Supply Chain Certification System Standard Operating Procedure Weighbridge Wilmar Nabati Indonesia Appendix 3: Observations and Opportunities for Improvement No. Observations / Opportunities for Improvement 1 The company should prepare a procedure for certified product communication and claim according to RSPO requirements. 2. The company should prepare a procedure of registration of transactions in the RSPO IT system (etrace)