steps towards group certification presentation eng
Steps towards
Certification
Preparation
of aa group
group ––
-- Preparation
of
Presented by:
Presented to:
Date:
Venue:
©2009 Rainforest Alliance
Standard documents for group certification
1. Sustainable Agriculture
Standard
For member farms
About environmental, social
and management practices
at farms
2. Group Certification
Standard
For group administrator
About Internal Control System
2
General process
Step 1: Formation of the
Sensitization of
the producers
group
Step 2: Planning
Analysis of the
standard
Training of
Step 3: Preparation of
group
the ICS team
administrator
Step 4: Training of the Training of
producers
producers
Identifying the
producers
Defining
responsibilities
Training of
trainers
Implementation
of the standard
Identifying the
ICS team
Developing a
plan and tools
Training of
internal auditors
Follow-up
Internal audits of
Step 5: Internal audits the farms and
the ICS
Corrective
actions
Follow-up
External audits
Step 6: External audits
of farms and of
ICS
Corrective
actions
Certification
Step 7: Continuous improvement
Improvement of
farms
Improvement of
ICS
3
Step 1: Formation of the group
Step 1: Formation of Sensitization of
the producers
the group
Identifying the
producers
Identifying the
ICS team
Brief the producers about the steps towards certification,
then identify the people who will form the group.
1. Members
(Producers need to be well informed and agree to join the
group.)
2. Group Administrator
(Group Administrator is in charge of the Internal Control
System of the group. He/she also takes the final decision
on the participation of the members to the group.)
3. Trainers
(Trainers help the farms to implement the standard. They
could be agronomists of the group, extension officers, lead
farmers etc.)
ICS
team
4. Internal Auditors
(Internal auditors inspect all the member farms at least
once every year. They need to be adequately trained.)
4
Step 2: Planning
Step 2: Planning
Analysis of the
standard
Defining
responsibilities
Analyze the standard to define the responsibility of the
group and that of the producers.
Criteria for
the group
Nonapplicable
criteria
Criteria for
the farms
• Which criteria are applicable at the
Group (ICS) level ?
(For each criterion, the Group
Administrator needs to decide whether
it will be handled by the group or by
each farm. For example, the criteria in
the principle 1 of the standard are
likely to be handled by the group.)
• Which criteria are applicable at the
Farm level ?
(All the criteria that are not handled by
the group need to be handled by the
farms.)
5
Step 2: Planning
Developing a
plan and tools
Step 2: Planning
• Develop a plan that defines activities, timeline, responsible
persons, tools and resources required.
• For example, a group may need to develop an internal
inspection checklist for the criteria to be audited at the farm
level. This could be a useful tool for the internal audits.
Criteria for
the farms
Example of a
checklist
6
Step 3.1: Training of group administrator
Step 3: Preparation of Training of
group
the ICS team
administrator
administrator
• Group administrator needs to be trained upon how to develop the group’s ICS, based on the two standard documents that apply to the group.
Criteria for
the group
Internal
Control
System of
the group
Group administrator needs to document
the system as an ICS manual, and be
implement it.
7
Step 3.2: Training of trainers
Step 3: Preparation of
the ICS team
Training of
trainers
• Trainers could be lead farmers, agronomists of the group,
extension officers, etc.
• Trainers need to be well respected and trusted by the
members, know how the farms can implement the standard,
and communicate it to them.
Criteria for
the farms
• Trainers should be provided
with training materials,
such as posters, manuals,
mini-flipchart and forms.
8
Step 3.3: Training of internal auditors
Step 3: Preparation of
the ICS team
Training of
internal auditors
• Internal auditors need to be trained upon the standard, auditing
techniques and how to use the checklist of the group.
Criteria for
the farms
• Group Administrator needs to do a spot-checks of internal audits
conducted, to see whether the internal auditors are well-trained
or need more training.
9
Step 4: Training of the producers
Step 4: Training of the Training of
producers
producers
Implementation
of the standard
Follow-up
• Trainers train producers using a methodology that is most
locally adequate.
• Remember to keep the record of the training sessions.
• Trainers need to follow up with the producers to ensure that
the standard is implemented in the farms.
10
Step 5: Internal audits
Internal audits of
Step 5: Internal auditsthe farms and
the ICS
Corrective
actions
Follow-up
• Each farm and the ICS needs to be internally audited at least
once a year. It is a very important step to generate a process of
continuous improvement of the farms and of the group.
• An internal auditor cannot audit his/her own farm or those of
their immediate family members.
• The farms need to take a corrective action for each nonconformity.
• After the internal audits, follow-up the farms to ensure that all
the corrective actions are taken.
11
Step 6: External audits
External audits of
Step 6: External audits
the farms and the
ICS
Corrective
actions
Certification
• External audits are conducted by external auditors from
accredited certification bodies of Rainforest Alliance.
(1)Audit of the ICS
(2) Audits of sample
farms (usually square
root of the total number
of farms)
• Non-compliances will be indicated during the audits.
• Final decision: Certification, or
Certification after corrective actions, or
No certification
12
Step 7: Continuous improvement
Step 7: Continuous improvementImprovement of
the farms
the farms
Improvement of
the ICS
• The process does not stop at certification. After certification,
both the farms and the ICS need to continue improving each
year.
• Develop an “action plan” each year that defines activities,
timeline, responsible persons, tools and resources required.
• Follow-up the plan to ensure that all the actions are
implemented in time.
13
Thank You for joining us in this journey!
The
The Rainforest
Rainforest Alliance
Alliance works
works to
to conserve
conserve biodiversity
biodiversity and
and ensure
ensure sustainable
sustainable livelihoods
livelihoods
by
transforming
land-use
practices,
business
practices
and
consumer
behavior.
by transforming land-use practices, business practices and consumer behavior.
Certification
Preparation
of aa group
group ––
-- Preparation
of
Presented by:
Presented to:
Date:
Venue:
©2009 Rainforest Alliance
Standard documents for group certification
1. Sustainable Agriculture
Standard
For member farms
About environmental, social
and management practices
at farms
2. Group Certification
Standard
For group administrator
About Internal Control System
2
General process
Step 1: Formation of the
Sensitization of
the producers
group
Step 2: Planning
Analysis of the
standard
Training of
Step 3: Preparation of
group
the ICS team
administrator
Step 4: Training of the Training of
producers
producers
Identifying the
producers
Defining
responsibilities
Training of
trainers
Implementation
of the standard
Identifying the
ICS team
Developing a
plan and tools
Training of
internal auditors
Follow-up
Internal audits of
Step 5: Internal audits the farms and
the ICS
Corrective
actions
Follow-up
External audits
Step 6: External audits
of farms and of
ICS
Corrective
actions
Certification
Step 7: Continuous improvement
Improvement of
farms
Improvement of
ICS
3
Step 1: Formation of the group
Step 1: Formation of Sensitization of
the producers
the group
Identifying the
producers
Identifying the
ICS team
Brief the producers about the steps towards certification,
then identify the people who will form the group.
1. Members
(Producers need to be well informed and agree to join the
group.)
2. Group Administrator
(Group Administrator is in charge of the Internal Control
System of the group. He/she also takes the final decision
on the participation of the members to the group.)
3. Trainers
(Trainers help the farms to implement the standard. They
could be agronomists of the group, extension officers, lead
farmers etc.)
ICS
team
4. Internal Auditors
(Internal auditors inspect all the member farms at least
once every year. They need to be adequately trained.)
4
Step 2: Planning
Step 2: Planning
Analysis of the
standard
Defining
responsibilities
Analyze the standard to define the responsibility of the
group and that of the producers.
Criteria for
the group
Nonapplicable
criteria
Criteria for
the farms
• Which criteria are applicable at the
Group (ICS) level ?
(For each criterion, the Group
Administrator needs to decide whether
it will be handled by the group or by
each farm. For example, the criteria in
the principle 1 of the standard are
likely to be handled by the group.)
• Which criteria are applicable at the
Farm level ?
(All the criteria that are not handled by
the group need to be handled by the
farms.)
5
Step 2: Planning
Developing a
plan and tools
Step 2: Planning
• Develop a plan that defines activities, timeline, responsible
persons, tools and resources required.
• For example, a group may need to develop an internal
inspection checklist for the criteria to be audited at the farm
level. This could be a useful tool for the internal audits.
Criteria for
the farms
Example of a
checklist
6
Step 3.1: Training of group administrator
Step 3: Preparation of Training of
group
the ICS team
administrator
administrator
• Group administrator needs to be trained upon how to develop the group’s ICS, based on the two standard documents that apply to the group.
Criteria for
the group
Internal
Control
System of
the group
Group administrator needs to document
the system as an ICS manual, and be
implement it.
7
Step 3.2: Training of trainers
Step 3: Preparation of
the ICS team
Training of
trainers
• Trainers could be lead farmers, agronomists of the group,
extension officers, etc.
• Trainers need to be well respected and trusted by the
members, know how the farms can implement the standard,
and communicate it to them.
Criteria for
the farms
• Trainers should be provided
with training materials,
such as posters, manuals,
mini-flipchart and forms.
8
Step 3.3: Training of internal auditors
Step 3: Preparation of
the ICS team
Training of
internal auditors
• Internal auditors need to be trained upon the standard, auditing
techniques and how to use the checklist of the group.
Criteria for
the farms
• Group Administrator needs to do a spot-checks of internal audits
conducted, to see whether the internal auditors are well-trained
or need more training.
9
Step 4: Training of the producers
Step 4: Training of the Training of
producers
producers
Implementation
of the standard
Follow-up
• Trainers train producers using a methodology that is most
locally adequate.
• Remember to keep the record of the training sessions.
• Trainers need to follow up with the producers to ensure that
the standard is implemented in the farms.
10
Step 5: Internal audits
Internal audits of
Step 5: Internal auditsthe farms and
the ICS
Corrective
actions
Follow-up
• Each farm and the ICS needs to be internally audited at least
once a year. It is a very important step to generate a process of
continuous improvement of the farms and of the group.
• An internal auditor cannot audit his/her own farm or those of
their immediate family members.
• The farms need to take a corrective action for each nonconformity.
• After the internal audits, follow-up the farms to ensure that all
the corrective actions are taken.
11
Step 6: External audits
External audits of
Step 6: External audits
the farms and the
ICS
Corrective
actions
Certification
• External audits are conducted by external auditors from
accredited certification bodies of Rainforest Alliance.
(1)Audit of the ICS
(2) Audits of sample
farms (usually square
root of the total number
of farms)
• Non-compliances will be indicated during the audits.
• Final decision: Certification, or
Certification after corrective actions, or
No certification
12
Step 7: Continuous improvement
Step 7: Continuous improvementImprovement of
the farms
the farms
Improvement of
the ICS
• The process does not stop at certification. After certification,
both the farms and the ICS need to continue improving each
year.
• Develop an “action plan” each year that defines activities,
timeline, responsible persons, tools and resources required.
• Follow-up the plan to ensure that all the actions are
implemented in time.
13
Thank You for joining us in this journey!
The
The Rainforest
Rainforest Alliance
Alliance works
works to
to conserve
conserve biodiversity
biodiversity and
and ensure
ensure sustainable
sustainable livelihoods
livelihoods
by
transforming
land-use
practices,
business
practices
and
consumer
behavior.
by transforming land-use practices, business practices and consumer behavior.