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Copy of WFTO Guarantee System
Alessandro Galardion 9 June 2013
Transcript of Copy of WFTO Guarantee System
WFTO monitoring system Risk analysis WFTO Guarantee System PILOT AUDITS Guarantee system on going the "magic" Tree the working group At Mombasa AGM in 2011 it was decided to develop a new Fair Trade system to guarantee the Fair Trade credentials of members. It was decided on a two steps approach, develop the system get the certification A working group of people experienced in WFTO monitoring was convened and began its work towards the end of 2011. By the end of 2012 the system was developed sufficiently to be piloted between January and May 2013 able to fit different kinds of members risk analysis based built with different and complementary tools FLEXIBLE not complicated not expensive (compared to other systems) applicable at world wide level SUSTAINABLE able to adapt to new market expectations able to be adapted to needs of members able to include new monitoring tools DYNAMIC able to push members forward to continuous improvements effective with a logical approach CREDIBLE certifiable open to consumers and stakeholders SUSTAINABLE FLEXIBLE DYNAMIC CREDIBLE it's not easy to find the perfect equilibrium... SUSTAINABLE FLEXIBLE DYNAMIC CREDIBLE .....to here Members of the working group:
Rudi Dalvai (chair) President of WFTO - Italy
Carola Reintjes CE, WFTO - Spain
Allison Barrett (coordinator) Former Chair of Registration sub committee WFTO (then IFAT) and consultant on monitoring system - UK
Florentine Meinshausen IMO - expert in group certification and FT certification - UK
Alessandro Galardi AGICES FT certification system consultant, Italy
Jacqui MacDonald Senior consultant on fair and ethical trading issues - Canada
Vitoon R. Panyakul Greennet Thailand, standard setting and organic certification expert
Ram Bhat WFTO SFTMS consultant - India
Mike Muchilwa Monitoring officer WFTO (then IFAT) and international development consultant - Kenya Pilots audit scheduled:
People Tree (UK and Japan)
El Puente (Germany)
Kumbeshwar Technical School (Nepal)
Selyn (Sri Lanka)
Creative Handicrafts (India)
Thanapara Swallows (Bangladesh)
Carol Wills coordinated the pilots. from here..... Guarantee System takes into account different levels of risk to WFTO’s reputation and thus all trading members are regularly assessed to set a risk level which will determine their monitoring schedule. The risk level is set initially using these risk assessment factors, and adjusted depending on the findings of their first audit that can confirm or not the initial risk level. number of (producer) organizations from which products are purchased number of different product lines level of control of the product flow and supply chain % of purchase of primary products (value) from non WFTO members or from non FT verified sources use of label Risk factors each risk factor is rated, so that is possible to undertake a quantitative analysis.
We defined 3 levels of rating and it is possible to estimate the risk level of every member: low, average/medium, high ratings are different for different categories of member:
B Marketing domestic and export organization
C Fair Trade Import Organization
(D Fair Trade retailer – not included in this risk analysis as a different Standard is being prepared for them) Risk analysis will be updated periodically: after an audit it may be discovered that a potentially risky FTO is very compliant, while a seemingly low risk small FTO could ruin the reputation of our system if there are serious non compliances, and therefore risk factors need to be reviewed for each FTO, when appropriate; consequently the risk level for an FTO can be changed and a reviewed monitoring schedule can be issued, accordingly to new risk level. The Self Assessment is a continuation of the previous monitoring system of WFTO, but with new forms which are closely tied to the WFTO Standard. All trading members need to complete a Self Assessment every 2 years. self assessment report Profile (updated at each Self Assessment) Progress on last improvement plan (if it's not your first SAR) and propose a new improvement plan for next 2 years The Self Assessment process is made up of 4 parts Supply chain monitoring Compliance Assessment There is also a section asking you to propose peers for your Peer Visit Set the fee applicable, determine level of risk and therefore monitoring schedule for FTO give a understanding of the type of FTO and their work Measure overall impact of Fair Trade of WFTO members Profle infos are vital for WFTO to: if FTO's suppliers are neither Wfto members or under another FT Guarantee system, FTO should have in place an Internal Monitoring System (IMS) for these suppliers.
In an annex there are sample questions to use in your IMS to verify producers/suppliers. Answer all the questions applicable. Ensure that you answer the questions as truthfully as you can, using the feedback you have had from your suppliers and trading partners over the last 2 years. The compliance assessment form is based on the WFTO Fair Trade Standard during SAR filling
Your SAR will be cross-checked by the independent auditor and peers in your scheduled Monitoring audit/peer visit. Tools MONITORING AUDIT Every WFTO member is obliged to have a Monitoring audit at agreed intervals, with the exception of non trading members The FTO will be given a choice of auditors by WFTO with their costs and it will be the FTO’s responsibility to organise its Monitoring audit within the agreed time frame. Existing recognised Fair Trade certifications of members will be taken into account in order to replace audit or reduce audit time. The auditor will select which producers/ suppliers under the IMS he wishes to visit by consulting the Profile. For marketing FTOs, where their suppliers are in a different country,the auditor will select non verified suppliers who should be verified by a local auditor. WFTO will locate auditors to do these visits and send them the relevant information. WFTO will train a pool of auditors and a daily rate will be established (this will depend on country). The FTO will be responsible for all arrangements and costs for travel and accommodation. The FTO pays for the audit services directly. It is standard procedure for the organisation to prepay for audit services fully in order to ensure the impartiality of the auditor. costs will depend on audit time related to:
1) number of workers
2) complexity of production
3) number of products
4) number of supply chains (specially unverified FT suppliers supported by I.T. software sinergy with other FT certification systems Rules are defined in order to clarify the n° of producers to visit:
For ex: In an FTO with supplying producer groups (producers producing for and selling directly to the FTO) the auditor will visit a number of producer groups following this table:
N of producer groups N of producer groups to be visited
More than 10 Square root
Depending on the number of producers in the group, and whether they work jointly or if the auditor needs to visit individual farms, homes or production sites, the audit time per producer group will be determined.
Guideline questions for producers' interviews is provided; n° of interviews to undertake is defined. In the case of monitoring audit of marketing FTO’s buying from unverified FT suppliers, rules are defined in order to set the n° of suppliers to be audited and these visits will normally be organised seperately before or during the audit.
N of unverified suppliers N of unverified suppliers to be visited
More than 10 Square root
The aim is to challenge the efficacy of IMS of FTO. At the end of the audit, the auditor takes 1-2 hours to prepare a first preliminary report and summary of findings. Special focus is given to the final section of the report: Identified Non-Conformities and Proposed corrective actions. In discussion with the FTO and in consideration of the FTO’s Improvement plan, suitable corrective actions are agreed, which are preferably directly updated by the FTO in an updated version of their Improvement plan. PEER VISIT Peers have not come to inspect the FTO but rather are there to help their peer to achieve and improve their compliance with the Principles. They can highlight the good practices in an FTO and raise issues of concern. It can be a mutual learning experience. The Peer visits alternate with Monitoring audits PEER VISIT MONITORING
AUDIT It is the FTO’s responsibility to organise its Peer visit within the agreed time frame.
WFTO will send the FTO and the peers the Guidelines for Peer visits and reporting format and the FTO must send the peers their SAR and Profile.
Where producers/suppliers can be visited in the same region, the peers should undertake to visit a selection. The time of the peer is not paid but the FTO will be responsible for all arrangements and costs for travel and accommodation. FT ACCOUNTABILITY WATCH It is an adaptation of Social Accountability Watch (S.A.W.) designed by an Italian Certification Body involved in SA8000 standard. At the moment it is a tool used by Secretariat of AGices (Italian General Assembly of FTO's) to help in monitoring activities of the members, by actively involving stakeholders. The aims of FT Accountability Watch Improve transparency and reputation of FTOs with regard to their Stakeholders 1 3 Improve the WFTO reputation strengthens WFTO Guarantee system.
Less cost 2 Guarantee system is more credible and effective if it allows the active participation of all interested parties in the system. It's an online watch system that allows all members, as well as concerned stakeholders, or the public to raise issues or concerns about a WFTO member’s compliance with the WFTO Standard in confidence. 10 pilots undertaken and the System will be revised from all feedback gathered.
With the profiles of these organisations we are testing risk analysis in order to debug it and make it operational definitively. These 10 FTO's will be the first ones to go through the approval process; if they wish, they will be authorized to use the WFTO product label. Although the label will go on products, it is an organizational label From now FTOs will be filling in new SAR. Audits and peer visits will be undertaken. Labels will be used on products. In the late 2013 will be launched the training programme for auditors In a couple of years Guarantee system will be completely and widely operating and active.
It Will be possible to ask an independent Certification Body to assess our system in order to verify:
1) application of Handbook manual
2) WFTO Secretariat organization
3) Continuous development WFTO Guarantee system will be recognized as a credible system. WFTO will have strong reputation in the world. ... but the future is unknown, at least for us, human beings, so... these are only chats and words Fair Trade History has still to be written .... but in the future we want to be the protagonist of this amazing history. In SAR supply chain monitoring form to declare non monitored suppliers whose products are excluded from the use of the label. Alessandro Galardi