Management of Internal Control Systems (ICS) using “Ecert · Internal Control Systems (ICS) using...
Transcript of Management of Internal Control Systems (ICS) using “Ecert · Internal Control Systems (ICS) using...
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1 www.organic-services.com
Management of Internal Control Systems (ICS)
using “Ecert® Grower Group Certification”
Frank Gerriets, Director Organic Services GmbH [email protected]
Mareike Brandt, Project assistant Organic Services GmbH [email protected]
www.organic-services.com
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Starting point: solving the main challenges of ICS systems
The systematic application and documentation of internal control and certification procedures is complex: number of members tracking of crops and volumes tracking of internal inspections tracking of non-conformities tracking of conflicts of interest documentation of trainings managing multiple standards preparation for external inspection and many more
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Ecert® Grower Group Certification – background information
developed from 2009-2012 with support of the German Development Bank (DEG)
implemented by CERES, Organic Services and Intact with expertise of IMO, IBD, Ecocert, Naturland and others
pilot tests in Latin America global launch at BioFach 2013
commercial use started with Naturland, IBD, IMO and groups in Latin America, East Africa, India and South-East Asia
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Ecert -> Ecert® Grower Group Certification
Ecert has already been operational for years and is a reliable, professional IT system for audit management
adaptation to ICS requirements – downsizing – change of wording e.g. external to internal audits
presetting of standards – private and public regulations (organic, fair trade,
sustainable) development of a combined checklist
– management tool which generates checklists dynamically per operator depending on standard and production
presetting of pdf reports and data exports for external certification audit
central updates in case of future changes in standards
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www.youtube.com: searching for „Ecert grower group certification“
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IT infrastructure, security and support
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Organic Services
Third-party
certification body
Non-governmental organisation
Processing or
trading company
Consultancy
Grower group organisation
Grower Group organisation*
Implementation partner
Distribution and operating system
* Under certain circumstances, small farmer groups themselves can be the implementation partner.
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Requirements for grower groups to use the system
Local implementation partner – initial training for the grower group – ongoing support
Reliable IT equipment in the office – power, internet, printer etc.
Internal inspectors will continue to work paper based or using mobile devices (notebook, tablet)
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Reports and exports
Reports in English, Spanish and other languages – farmer lists per standard, crops, last inspection,
inspector etc. – farmer membership card (ID-card) – inspectors list
Excel data: – non-conformities and corrective actions
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Two parts are included
Farm inspections ICS management
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Login via internet
no hardware maintenance on your side no installation daily backup and on-going maintenance updates in case of changing of standards full support
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Documentation of farm production and internal inspections
All contacts in the system – farmer – inspector – ICS manager – others
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Documentation of farm production and internal inspections
Farm data – contact data – crops and yields – livestock (if applicable) – standards applied – inspections conducted – file upload (maps, documents etc.) – results
• certification status per standard and crop • non-conformities and due dates
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Most important information available at main page of a contact
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1. Sidebar with functions and characteristics 2. Contact data, including GPS data and GEO codes 3. Functions and characteristics
• Impact on what data are available • Easy to find contacts with same functions
4. Additional functions and characteristics 5. Standards
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Tabs available for farmers: Numbers
Numbers: – relevant for internal administration
(membership number, local ID number etc.) and for data exchange with third party systems
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Tabs available for farmers: Functions/characteristics
Functions/characteristics – type of contact such as
• farmer, inspector etc. • entries have an impact
on the tabs shown at the toolbar. Each contact can have several functions/characteristics
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Tabs available for farmers: Crops
Crops: – list of all fields
• crops and yields • last application • GPS Data • start of organic production
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Tabs available for farmers: Standards
Standards: – fair, organic, GLOBALG.A.P. etc.
• starting date, end date • inspection body (the group or
sub-divisions)
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Tabs available for farmers: Inspection
Inspection: – all inspections are listed
• inspection date • inspector • open inspection workflow and
data with double click
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Tabs available for farmers: Certification
Certification: – all certification results are listed
• incl. inspector’s results • per standard • historical data
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Tabs available for farmers: Corrective actions
Lists of: – non-conformities – corrective actions – due dates – assigned inspector
Export to Excel possible
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Reports for printing or mailing
Reports on mouse click – farmer list
• per year • per standard • all standards
– crop list per year – contact list – ID card with certification status
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Reports for printing or mailing
Reports can be printed or saved as pdf Available in multiple languages
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Reports for printing or mailing: farmer list, all standards
List displaying farmers and key data including to which standard the farmer is in compliance with, contact data, total ha, commercial use, last inspector and date of last inspection
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Reports for printing or mailing: farmer list EU organic
List displaying farmers who are producing in compliance with EU organic standard; per year, with surface commercial use/subsistence; list per standard available
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Reports for printing or mailing: crop list last 3 years
List of fields/plots/paddocks with – surface – crop – certification status per standard – estimated yield of current crop – date of last chemical input
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Reports for printing or mailing: Identity card
ID card displaying – contact data – farm code – standards – valid until – photo of farmer – date of birth of farmer
ID card can be used as supply record by having it available at the warehouse. Every supply is noted and therefore traceable
ID card facilitates supply and storage according to standards
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Documentation of farm production and internal inspections
Inspector’s data – contact data – trainings and accreditations – conflicts of interest – regional scope – languages
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Tabs available for inspectors
Inspector’s data – inspection body – trainings – conflicts of interest
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Documentation of farm production and internal inspections
Inspection checklists available per farmer with data from last inspection – non-conformities – dynamic generation of questions according to
production
Inspection results documented on paper (and are entered by administration staff after inspection) or on mobile devices
Approval by ICS manager
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Inspection checklist documents findings and allows follow up
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Non-conformities and corrective actions per farmer
Each non-conformity is saved and easily traced
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Non-conformities and corrective actions for all farmers
Exportable to Excel Enables follow up
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Documentation of farm production and internal inspections
ICS manager – crosschecking of findings from internal inspection – final approval – follow-up of non-conformities – conflicts of interest – preparation for external certification visit
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Documentation of farm production and internal inspections
Others – Administration
• member lists • buyers • and other relevant contact data
– Documentation and planning • volumes per standard
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Two parts are included
Farm inspections ICS management
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ICS management
ICS management checklist assures completeness and availability of required documentation for external certification visit – list of inspectors – training and accreditation of inspectors and staff,
conflicts of interest – certification status, non-conformities and corrective
actions of farmers – impact on marketing
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Checklist for internal requirements of the ICS
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Checklist for internal requirements of the ICS
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Control points of the checklists with additional notes per CP
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To be added in future
ERP system for tracking volumes traceability features internet browser technology local installation with update service
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Contact the integrity and certification experts:
Frank Gerriets [email protected], cell +49 163 869 1843 Mareike Brandt [email protected], phone +49 89 820 759-03
Organic Services is the Global Sales Partner of Intact Consult
www.organic-services.com www.intact.at
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Organic Services – www.organic-services.com
Organic Services offers: Strategies, policies and business development; Project development and management includes application and reporting; Market studies address specific interests and realistic analyses; Support to companies in global sourcing; Consultancy in sustainability, CSR, Fair Trade and long-term value chain
commitments; Intact Consult GmbH software based management solutions along the
supply chain; Ecert® cloud services; implementation, consulting, training; Support and establishment of quality management systems, standard
setting, certification and accreditation systems; Event organization (e.g. BioFach Congress), own conferences, study tours,
and consults fairs; Communication management for efficient internal and external positioning; Support for Natural and Organic Cosmetics’ companies in sourcing and
market access; Consultancy in Organic Aquaculture and Sustainable Seafood throughout
the supply chain; Snow Leopard Projects GmbH biogas plants for fiber rich biomass; and other services on request.