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1. Peta Blok Area Kebun Hapesong
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2. Peta Blok Area Kebun Sisumut
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3. Peta Blok Area Kebun Aek Nabara Utara
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4. Peta Blok Area Kebun Batang Toru
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5. Peta HCV Kebun Hapesong
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6. Peta HCV Kebun Sisumut
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7. Peta HCV Kebun Aek Nabara Utara
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8. Peta HCV Kebun Kebun Batang Toru
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9. Peta Topografi Kebun Hapesong
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10. Peta Topografi Kebun Sisumut
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11. Peta Topografi Kebun Aek Nabara Utara
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12. Peta Topografi Kebun Batang Toru
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Appendix 2 NCR ATTACHMENT
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Preliminary Audit C. 3. Non Conformity Registers
NCR No.
P C Description of Nonconformities
Company response and proposed action
to be taken Result of Auditor
Verification Status
1 6.3
Major There was a conflict resolution that was lack
of transparency, not effective and unable to ensure the solving problem complete. Data
in the Batu Godang Village, Hapesong Estate, was found and there were members
of
society who
had yet to receive
compensation tenants,
while the
organization had given the compensation by representative who could not be ascertained.
DTAPS, KHPSG
Correction:
Identifying back
the names of tenants of Batu
Godang Village
who have
received compensation
and inviting
the representative
who received
the compensation
by discussing together and
preparing evidence of implemented
compensation.
Corrective Action:
Preparing data
of tenants in the early
phase. Preparing evidence of
compensation result. Inviting
tenant community of Batu
All members of society are confirmed to have
received compensation
during certification audit. CLOSED
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Godang Village and representative
who received
the compensation
for discussion
2 6.3
Major Conflict in Sumuran Village, Batang Toru
Estate was found where the resolution conflict could not be ascertained because of
difference of compensation value between organization and village community.
DTAPS, KBGTU
Correction:
Approaching to
the community and making a
mutual agreement on the compensation value as
well as coordinating with relevant section in the
director’s office for its approval.
Corrective Action:
Identifying the names of Sumuran’s Villagers
who deserve
to receive compensation.
Inviting Villagers of Sumuran to discuss
together in the agenda of mutual agreement
regarding to the given compensation
Sending a letter to the director’s
office regarding
to the
compensation value Preparing
all documents
of Case can’t be closed, it is
still open OPEN
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resolution conflict
process and
the current progress which
has been agreed. 3
6.4 Major
Data and procedure or work instruction were not found regarding to identification process
for the loss of community right in ensuring appropriate compensation process.
All
Correction:
Socializing and ensuring documentation
of IK-
3.09-0302.
Corrective Actions :
Indentifying entire
community around the plantation particularly
concerning dispute
resolution plan with compensation
process.
Socializing the
resolution conflict to the community.
Data and procedure or work
instruction have
been available regarding to identification process
for the loss of community right.
CLOSED
4 1.1
Major Complaint record was found but there was no
any respond record for expressing the complaint and ascertainment of resolving the
problem. It was found in the Marancar Villange where minute book had been
submitted by local stakeholders and signed by Subdistrict Head in June 2011 as for
Environmental pollution and Flooding due to bad quality of plantation irrigation system and
the company did not keep its promise.
Correction :
Responding the letter and minutebook from the
community of Marancar Village and Arranging
follow-up
plan of
irrigation facility
improvement by involving the
community in
coordination with local government.
It cannot
be closed
because a new NCR arises.
OPEN
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Corrective Actions :
Re-identifying the
proposed petition from the
community of
Marancar Village
related to
the improvement
of irrigation facility.
Making improvement plan and coordinating
with relevant parties. Performing
discussions together
with the community of Marancar
Village related to follow-up of
implementation. 5
2.1 Major
There is no evidence of an attempt to make adjustment to the changes in the
regulation on the plantation units of Batang Toru and Hapesong as required in work
instruction No. IK.3-11.0101 Rev.02 on 02.06.2009.
Correction :
Making adjustment and change in regulations in
the way of updating regularly and ensuring
the most recent available change in regulations.
Corrective Actions :
Re-enlisting all related regulations.
Evaluating and making follow-up
its obedience plan.
It cannot
be closed
because it has not been updated to the new
regulations, such as The Kyoto Protocol so that a
new NCR rises. OPEN
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There was
no ascertainment
of relationship or connection in obedience
with procedure, work instruction or related document.
List of obedience documents for the regulation related to RSPO in PKS Sei
Baruhut unit have not been available. Updating the most
recent regulation in recent.
Correction :
Revising regulatory
compliance evaluation
form by
adding the
reference column and distributing
it to the
plantationunit and
district.
Corrective Actions :
Re-enlisting all related regulations.
Evaluating and
making a follow-up its obedience plan, also
identifying IK
and related documents.
Correction :
Making list of related regulation and making
evaluation and arranging follow-up plan for the
compliance.
Corrective Actions :
Re-enlisting all related
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regulations. Evaluating and making
follow-up its
obedience plan. Updating
the most recent regulation in
recent. 6
4.6 Major
Organization has not been able to ensure Agrochemical
wastes and
pesticide packagings have been managed, controlled
and disposed by the reference to the regulation in force that is PP No.18 in 1999
on Waste Management B3.
Correction :
Revising IK-3.03-0102
by including all chemical packagings into Waste
B3.
Corrective Actions :
Arranging IK-3.03-
0102. Performing
socialization to
all workers in the field to
control all ex-chemical packagings.
IK has been reviewed but it can not be confirmed
the effectiveness
of enforced
IK. Implementation
in plantationfactory
and necessary changes must
be carried out to the impact aspects.
OPEN
7 4.8
Major Company did not establish traning program
for employees in documentary Correction :
Conducting a training program according to the
necessities and
arranging the follow-up implementation plan.
Corrective Actions :
Identifying training
necessities. Company has made a
correction act
by conducting
training program according to the
necessities. CLOSED
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Conducting a program and
arranging the
follow-up implementation plan.
Making report. 8
5.6 Minor
Organization has not made identification of the sources of greenhouse gases generated
from plantation activities and PKS, such as fertilization activities, transportation, waste
ponds. Organization has not also had plans to conduct reduction for greenhouse gas
emissions caused by company’s activities.
Correction :
Making IK
about identification mechanism
of the
sources of
greenhouse gases,
socializing and making plans
to reduce
emissions caused
by company’s activities.
Corrective Actions :
Arranging IK about identification
mechanism of
the sources
of greenhouse gases
Identifying all existing operational activities in
the plantationfactory. Making
planning program
of greenhouse
gas emission reduction.
It has not been decided by identifying all sources
of greenhouse
gas emissions
from land
clearing, planting,
maintenance, harvesting, and office activities and
any other activities. OPEN
9 2.1
Minor Organization has not ensured how the
mechanism for compliance evaluation with legal requirements and other applicable
Correction :
Completing the permit of The determined IK has
not been
consistent related to the absence of
OPEN
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regulations and
associated with
the organization’s activities. Such as Batang Toru
plantation and Hapesong plantation which didn’t have permit for TPS Waste B3 while
PKS Sisumut, their permit of TPS Waste B3 have been expired since March 2010.
TPS waste for KBGTU, KHPSG, and PSSUT.
Corrective Actions :
Re-enlisting all
existing TPS waste B3.
Coordinating with
section 3.03
to process the permit.
Distributing all permits of TPS waste B3
any requirement
identified as
ratified international
legislation on global warming and
the follow-up that has not been performed.
10 4.3
Minor The recording of follow-up about broken
bridge in Hapesong, Afdeling V TT.1999 has not been found according to a report in 2011
Correction :
Following-up the plan for repairing the bridge in
Afd.V
Corrective actions :
Arranging plan for repairing the bridge
Coordinating with
related sections Evidence has been found
to be recording an email to the director of the
production regarding
bridge repair plan. CLOSED
11 4.5
Minor a IPM program according to the IK-3.01-
1714 rev.6 on 06-05-2011 consisted of mechanical,
biological and
chemical control, however in Hapesong and Batang
Toru plantation had not been found records of monitoring for the extent of IPM
concerning to biological control agent
Correction :
Performing IPM
monitoring program in all afdelings with biological
control, also recording and
documenting its
realization control.
Corrective Actions :
Structures organization
and IPM programs have been already available.
CLOSED
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b Training records IPM for employees in Hapesong plantation have not been found.
c The company has performed monitoring use of pesticide on oil palm SE
No.301SE192011, for example the active substance, Isopropil amina glifosat
in Batang Toru and Hapesong plantation. Establishing IPM team
in every afdeling. Making and arranging
IPM program. Performing biological
control through
planting the flowers at 8.00 A.M.
Documenting the
result of monitored area.
Correction :
Arranging training
program IPM to all IPM officers in Afdeling.
Corrective Actions :
Enlisting employees
who are in charge of IPM.
Making IPM materials Performing
IPM training.
Correction :
Performing monitoring
program area
for application the use of
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However the monitoring unit for toxicity of the pesticide has not been found the
active substanceLD 50 per tone of FFB per hectare
pesticide active
substance per hectare in every afdeling according
to the
SE 3.01SE192011.
Corrective Actions :
Re-enlisting all
realization and
planning use
of chemical substance in
afdeling. Calculating the active
substance used per hectare.
12 6.9
Minor The company has determined a policy
concerning to the protection of sexual harassment in Code of Conduct, Section IV.
Furthermore, it is followed with social dissemination to all employess and labor
contractor company BLH. Nevertheless, not all workers have proof to be receiving the
information. This is showed from attendance list in the dissemination, for example :
In Batang Toru Estate, where about 528 of total employee data taken in 1
November 2011 only 29,9 were present.
In PKS Sisumut, from 171 employee, only 15 were present.
However, programs for the socialization have not been determined
Correction:
Making and arranging socialization program for
employee and BHL who have not received the
socialization.
Corrective Action:
Enlisting employee
and BHL who have not
received the
socialization Doing Socialization.
The implementation of socialization concerning
to the
protection of
sexual harassment
is added with worker from
BHL according to the list in each afdeling.
CLOSED
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Certification Audit C. 4. Non Conformity Registers
NCR No.
P C Description of
Nonconformities Company response and proposed action to be taken
Result of Auditor
Verification Status
1 7.3
Major There
is no
identification of
HCV on
the development area
of Muara Upu so there
was no
record evidence of map
and realization
planning for
opening land
corresponds to
identification of
HCV.
Correction:
Identification of HCV was done by team from IPB Bogor excluded Muara Upu
Corrective Action:
Making identification plan for HCV in the development area of Muara Upu.
Management plan related to
recommendatio n report of HCV
was not found. OPEN
Handled by BHCV
WG- RSPO
2 6.3
Minor Problems
about difference
of compensation
value between
company and
Sumuran Village,
Correction:
There is no agreement of compensation value for payment of land right farmed by tenants. They ask 50 million rupiahHa
while the company is only able to give 5 million rupiahHa.
Corrective Action:
Minor non
conformity will see the solution
on the
next surveillance.
OPEN
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Batang Toru
Estate still exist. This is related to
transfer of land with wide range of
175,84 Ha farmed by farmers.
Making solution for time bound plan on the land in 2012.
3 1.1
Minor Complete
solutions associated
with expressing
the complaint
on environtmental
pollution in
the Marancar Village,
Batang Toru
plantation have
not been found.
Correction :
Following-up letter from Marancar Village about environtmental pollution by testing the water in the population to BAPEDALA.
Corrective Actions :
Following-up all incoming letters from stakeholders to be immediately followed-up according to IK 3.00-1301. For
example, water test at Marancar Village to Health Agency in Tapanuli Selatan District Letter No. KBGTUX3992011, on 23
December 2011.
No result of water analysis
to ascertain
whether the
Marancar River was polluted or
not. OPEN
4 6.9.1
Minor The
company have determined a
policy concerning to the protection of
sexual harassment in
Code of
Conduct, Section IV. Furthermore, it
is followed with socialization to all
employess
and labor
contractor company
BLH. Nevertheless, not
all workers had
Correction :
When audit is being carried out, most of employees of KANAU have not received social dissemination of sexual
harassment protection as well as most of contractor personnel.
Corrective Actions :
Aek Nabara
Utara Plantation
has performed
social dissemination of sexual harassment to all employees of
KANAU and contractor personnel working in KANAU.
Performing the social
dissemination of
sexual harassment to
all employees CLOSED
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proof to
be receiving
the information.
This was showed from
attendance list in the socialization.
In Aek
Nabara Utara
plantation, where from the
total of
724 employees
data taken
in 11102011
only 345
employees were present, and
it had not been planned when the
program will be socialized again.
5 4.7.2
Minor The company had
performed annual health
check periodically,
especially to the workers who work
in hazardous area. However,
its actions were not
effective. This was proved from the
absence of
cholinesterase examination,
as found in Kanau
Correction :
When audit is being carried back to the employess referred to 11 workers, it has not been done because The Aek Nabara
Utara Plantation assumes that health check of Hiperkes heldconducted by Section 3.12, The Director of Medan Office.
Corrective Actions :
The Aek Nabara Utara has requested a letter to the Section 3.12 to conducthold recheck to those 11 workers of KANAU.
Company has made a written
request to carry out
the re-
examination of the 11 workers.
CLOSED
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plantation where a sampling of
12 workers
were taken, there were
11 detected
workers. Doctor
recommendation in 15 November
2010 states that they
could continue to work
as long as health check
was performed after 6
month. This
should be done in May 2011, but it
has not
been done.
6 2.1.2
Minor Organization has
not ensured
exactly how
to identify
and evaluate
the compliance
of regulation
and other requirements
which have
referred to the set of IK. For instance:
some still could not be ascertained
that many ratified international
Correction :
Documenting the most recent regulation such as Kyoto Protocol and Montreal Protocol and evaluating to make follow-
up plan.
Corrective Actions :
Updating the most recent regulation and coordinating with section 3.11.
Responses are correct but they
have not been provided
with evidences.
OPEN
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regulations have
been identified,
such as
Kyoto Protocol
and Montreal Protocol.
Then, there was no
follow-up program
from evaluation
in compliance
the regulations
and other requirements
that had not been fulfilled
at the
present. 7
5.6 Minor
Organization has not
determined how
to identify
sources of
greenhouse gases generated
from plantation activity
as well as from PKS,
such as
fertilizations, offices,
transportations, and
produced waste
materials. Organizations
must define how organizational
plans can reduce greenhouse
gas
Correction :
Revising IK-3.12-0601 by adding identification of aspects from sources of greenhouse gases.
Corrective Actions :
Identifying from all plantationPKS activities to produced waste.
KHPSG:
Company has identified from
all plantationPKS
activities
to produced
waste.
KSSUT:
Company has identified from
all plantationPKS
activities
to produced
waste.
KANAU: CLOSED
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emissions caused by
company’s activities.
Company has identified from
all plantationPKS
activities
to produced
waste.
8 4.6.4
Minor As a follow-up of
the Preliminary
Audit, organization has
classified “Agrochemical
wastes, pesticide packagings” as B3
waste according to the IK-3.03-0102
revised
in November
2011. However, the IK
has not
been effectively
enforced on the organization
in documentary. This
was related
to socialization
targets that had not
been determined
in plantations
and factory as well as
there had been no
Correction :
Revising IK_3.12-0114,IK-3.12-0601 and IK-3.03-0102
Corrective Actions :
Distributing and disseminating the revised IK. Writing letter to BLH for approval asking of the strorage of
B390 days. Looking for B3 waste buyers who have permit.
Putting B3 waste into the place where has storage permit
KHPSG:
Company has made
social dissemination
KANAU:
Company has made
social dissemination
KBGTU:
Company has made
social dissemination
KSSUT:
Company has made
social dissemination
CLOSED
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revision to
the aspect
of environmental
impacts where
previously “Agrochemical
wastes, pesticide packagings” were
still classified as solid waste.
9 7.1
Minor Development area
of Muara Upu has not been found
implementation record of program
development
for plasma farmers.
Correction:
Making development program for plasma farmers.
Corrective Action:
Making development program for plasma farmers whether in PKS or Estate.
Company has conducted
development program
for plasma farmers
in 2012. CLOSED
10 7.4
Minor There
was no
evidence of
Marginal soil and landslide map in
the development
area of
Muara Upu,
including slope and peat soil
which are
available in proper scale of map.
Making identification plan of HCV in the development area of Muara Upu.
Company has offered
identification task
and arrangement
plan of
management and monitoring
for HCV. CLOSED
11 7.6
Minor There
is no
recorddocument about society who
lost public access
Correction:
Identifying community of Muara Upu who are being influenced from the impact of plantation development.
It will be seen in
next surveillance
with supporting OPEN
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and land rights for agricultural
expansion to be given opportunity
to get benefit from plantation
development.
Corrective Action:
Documenting all records of negotiation and agreements with the society.
Documenting the result of negotiation and calculation of compensation and its payment process.
evidence such as reports of
negotiation and calculation
of compensation
12 4.7
Obs Companies should
ensure K3 aspects to be reviewed in
the manufacture of SPK-Work Order
with 3rd party contractor
For example, medical
examinations for
workers employed and
standardize the
use of
Personal Protective
Equipment
Correction: Revised related SPK at the general provisions points
Corrective Action:
Conducting socialization to the contractor contractor personnel to meet the K3 aspects in accordance with the SPK and
evaluate its implementation. See
the implementation
in the
next surveillance.
13 5.6
Obs The
company should be able to
add and create IK when WWTP in
force major
circumstances as early
prevention efforts
on the
impact of
the operation of the
WWTP. Example:
correction: Revised related SPK at the general provisions points.
Corrective action:
Conducting socialization to the contractor contractor personnel to meet the K3 aspects in accordance with the SPK and
evaluate its implementation.
See the
implementation in
the next
surveillance.
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The existing
pumps at WWTP can not function
properly
14 4.6
5.3 Obs
The company
should be able to ensure
the availability
of MSDS,
labels symbol B3 and B3
for each of the materials
used and
waste generated. At The
time of the audit found that not all
MSDSs available on the chemicals
used in the estate mill
Correction: supplement labels and symbols on materials B3 and B3 waste
in every place.
Corrective Action: Identify each B3 and B3 waste then completed with label,
symbol B3 then disseminate the handling methods to employees
See the
implementation in
the next
surveillance.
15 4.5
Obs In the IK-3.01-17
14 revision 6 year 2011,
the program has been
madebut not yet incorporate
with biological control,
it was
directly control the use of
chemicals klerat
Correction: Revise IK-3.01-17 14 by incorporating integrated pest
management points to the rat through biological control Corrective Action:
Distribute and disseminate IK-3.01-17 14 and make biological control plans
See the
implementation in
the next
surveillance.
16 4.1
Obs Have not found
the revision
socialization
Correction: Conducting socialitation related IK revised on May 13, 2011.
See the
implementation in
the next
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recording IK plant 3:01 version May
13, 2011 in the Sisumut,
Hapesong estates accordance
with the Decree of the
Board of Directors of PT. Perkebunan
Nusantara III No. 3:12 SKPTS
122011
which states
that the
previous IK does not apply
Corrective Action:
Creating a sustainable outreach programs related to changes IK
surveillance.
17 8.1
Obs The results of self-
assessment activities related to
the RSPO
requirements should
be provided
the status
of completion
Correction: Creating control status for the results of the implementation of
the self-assessment
of the
RSPO
Corrective action:
Homogenize the results of the self-assessment form by adding the control status column
See the
implementation in
the next
surveillance.
18 6.5.2
Obs The
company already
has a
MOU with
the contractor
a standard format in
which already
requires that the contractor
compliance with
Corrective: The Company has conducted monitoring of contractors in
compliance with applicable regulations through partner evaluation
Corrective action:
Giving an assessment to ensure contractor compliance objectively
See the
implementation in
the next
surveillance.
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applicable regulations
in terms
of employment. The
company should
conduct monitoring
of compliance,
through the
evaluation activity of
supplierscontracto rs
19 4.7.2
Obs The
company already
has a
structure P2K3 but has
not been
revised and re- endorsement
related to
the changes of current
corporate organizational
structure
Corrective: Revise P2K3 structure adapted to the conditions of recent
changes
Corrective Action: P2K3 Organizational structure adapted to the current
organizational structure See
the implementation
in the
next surveillance.
20 4.7.6
Obs The
company already
provides P3K
equipment and
emergency response work in
those locations.
Companies should make sure of the
availability of tools,
Correction: Providing equipment P3K in each of P3K box and ensure that
all employees
use PPE.
CorrectiveAction:
Socializing the use of PPE to all workers, especially in hazardous locations and complete tool P3K
See the
implementation in
the next
surveillance.
SUCOFINDO INTERNATIONAL CERTIFICATION SERVICES
Sucofindo ICS FRM 3.04
Issue 04 Rev. 6 108of 117
both in quantity and readiness in
place needed.
Should be ensured that every worker
who works
in hazardous areas,
already use PPE that are tailored to
risk danger.
Follow Up Audit
C. 5. Non Conformity Registers
