GAR Downstream – Summary Work Plan
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By December 2015, GAR to achieve traceability to mill for all downstream facilities and a desktop prioritisation process is completed to identify suppliers across the entire extent of GAR operations requiring further action.
1.1 Obtain key data on supplying mills (including location) from procurement teams at all processing and bulking facilities
1.2 Support suppliers to complete Traceability Declaration Document (TDDs) requests
1.3 Using location information, establish predicted catchment-sourcing areas around each mill and identify high priority supplying mills, determined by potential environmental and social risks
1.4 GAR and TFT devise and implement a process to collect Fresh Fruit Bunch level traceability
1.5 Capture the full mill supply chain and prioritisation profile to drive engagement strategy for GAR Belawan refinery facility
Select one GAR refining facility and one palm kernel crusher facility to pilot an action plan that measurably brings the supply base into compliance with GAR’s Sustainability Policy, following TFT’s Aggregator / Refinery Transformation (ART) plan methodology.
2.1 Together with GAR select priority facilities to focus on in 2015 and 2016
2.2 Establish action plans for GAR Downstream to implement the first ART plan and meet the objective of addressing high priority suppliers in the supply shed as well as collect Fresh Fruit Bunch traceability level
2.3 TFT to provide ‘train the trainer’ capacity building for GAR Downstream teams through role-modelling and coaching during field assessments of high priority suppliers and reporting on findings for the mills in question
2.4 Support GAR Downstream to conduct biannual monitoring of suppliers who have been field assessed
2.5 TFT to conduct random spot checks as part of the biannual monitoring for suppliers above
Complete an assessment of GAR Downstream’s operations: review policies, systems and practices to ensure mills and FFB sources meet GAR’s Sustainability Policy requirements
3.1 Together with TFT review existing GAR’s Forest Conservation Policy and Social Community and Engagement Policy and enhance policies to adopt a leading edge industry position committed to no deforestation and no exploitation of communities and workers
3.2 TFT to review GAR Downstream sourcing policies and align it with enhanced sustainability policies
3.3 TFT with GAR Downstream reviews standard operating procedures and work instructions and agree updates to support GAR’s Sustainability Policy implementation
3.4 TFT reviews GAR Downstream key personnel and structure to ensure that resources exist to support the Sustainability Policy implementation and monitoring across the facilities. TFT to also support GAR Downstream to identify key roles to be filled and the development of Terms of Reference and Key Performance Indicators for each role.
Build GAR Downstream’s capacity and third party suppliers on GAR’s sustainability policy through training events and toolkits.
4.1 GAR with TFT support to ensure GAR’s sustainability policy is fully understood across the organization.
4.2 TFT to lead training workshops for internal trainers in GAR Downstream’s core Sustainability team on the key aspects of the Sustainability Policy: Traceability mapping, HCS, HCV, FPIC and Participatory Mapping, Exploitation, and Grievance handling
4.3 TFT to develop modular toolkits to support third party suppliers’ compliance towards GAR’s sustainability policy.
4.4 GAR with TFT support hold regional workshops on GAR’s sustainability policy with third party suppliers
4.5 GAR with TFT support, to hold third party supplier training workshops on the key aspects of the FCP (HCS, HCV, FPIC and Participatory Mapping, Exploitation) and provide modular toolkits
4.6 TFT to support GAR Downstream with communication and technical support to address non-compliant third party suppliers
Establish a Grievance Mechanism and provide the necessary capacity-building within GAR Downstream operations to address stakeholder grievances
5.1 TFT to develop a Grievance Mechanism with GAR Downstream team specific to GAR
5.2 GAR Downstream to embed the Grievance Process in their organisations, based around a Grievance Committee that is responsible for making management decisions in relation to grievances
5.3 GAR Downstream to establish a Verification Team, trained by TFT, that is responsible for investigating grievances to confirm their validity and collecting information to enable the Grievance Committee to reach informed decisions on grievances
5.4 TFT to support the GAR Downstream Grievance Committee and Verification Team to record grievances, take actions to verify claims, rectify any confirmed issues, report verification results and actions on the ground, deliver the response to stakeholders and manage and monitor any follow-up action
5.5 TFT to also support the investigation of a mutually agreed set of hot spots – e.g. high-forested landscapes, known wildlife habitats
Revamp online dashboard
6.1 Produce a proposal to redesigned GAR dashboard covering key transparency elements of GAR Downstream sustainability policy implementation activities.
6.2 Develop, test and launch the revamped GAR Sustainability Policy Monitoring Dashboard