Audit follow up is a process where an auditor verifies the corrective actions already completed by a site. It can take the form of:
A desktop follow-up – where corrective actions can be verified remotely e.g. by photographic or documentary evidence or,
A site visit follow-up – where an auditor needs to review corrective actions at the site.
Where auditor verification of adequate corrective actions, requires are visit to the site, it is important that the site is aware of the content and purpose of the re visit.
A site re visit is required when corrective actions cannot be verified via evidence supplied by “desktop” review only.
To ensure that the site visit follow up audit is carried out in the most effective manner it is strongly recommended that:
Auditors send a copy of the CAPR previously left with the site as part of the pre audit communication. It is crucial that the site is clear on what they will be measured against as part of the follow up audit
Decision: Manager-BUHR said that it takes some time as we can take that opportunity before three month earlier of shifting our corporate head office.
Some other special point and decision: Missing file list must be shown before next BUHR meeting Finger punched device adapter should be stocked more Uniform making and distribution policy preparation Maternity payment delay in every month
The site is made aware ahead of the audit that the purpose of the re visit is to verify the corrective actions which were discussed and agreed at the previous audit.
The opening meeting should focus on the CAPR from the previous audit and the audit allows the site to demonstrate those corrective actions
The auditor will be responsible for verifying whether corrective actions have been taken and then recording verification of these actions.
Where only one auditor is carrying out both the auditor and the worker interview roles at the follow up audit, it is necessary to consider the auditor’s gender, especially where there is a majority gender at the site.
Point: a) From now and onward monthly attendance summery not send to floor. b) Weather newly joined workers can perform OT or not?
Decision: a) Manager –BUHR asked to continue this system and immediately issue a general notice and at the same time ensure announcement time to time to implement the both.
Point: Some of the device capacity is full in different floor-for this reason we can’t register new workers ID.
Decision: Manager –BUHR asked to delete all inactive ID from now and onward. At the same time in assistance with floor people prepared device wise ID & name list of all workers for proper tracking of all ID.
Point: Workers nominee form issue not yet settled.
Decision: Manager-BUHR asked all floor officers to give nominee form to each & every existing workers and collect it within next ten days then file it accordingly. Manager-BUHR also said to maintain it for new workers also
Point: a) Floor compliance check list issues.
Decision: a) It’s a pending agenda as it’s not maintained properly by all officers so maintained it accordingly.
Point: PVH Requirements-Like All employee of floor A & B transfer to All file transfer from Autgarments to Young one New ID card preparation Attendance preparation Decision: Manager –BUHR asked to prepared ID card first then others issue taken place at priority basis.
Point: Maximum personal file were incomplete till now.
Decision: It’s also a pending agenda as it’s not completed within pre schedule time.
Manager –BUHR also noticed to all concern that after next BUHR meeting we will not continue this issue any more.
Point: Asst. Officer nnn point out some issues like: Want to getting training (internal/external) Personal assessment for NMS of BUHR Want to learn recruitment system
Decision: Manager-BUHR to take initiative in assistance with T & D dept. as what training we can provide to our officers and in what ground.
For personal assessment we development a system immediately.
For learning recruitment opportunity we already prepared a recruitment roster and continue it accordingly.
Point: Jhumur need KORMEE training and some access of it.
Dust / Wastage food / Wastage paper disposal procedure: All these wastages are kept in the dustbin of the certain floor. Cleaners / Sweepers regularly clean up the dustbins after dumping the garbage in the designated dustbin of the city corporation near by the factory.
Plastic wastage disposal procedure: Empty drums / used containers / empty bottle rejected plastic, all these are gathered in a separated area and once in a month are disposed off through local vendor for re-cycling.
Wooden wastage disposal procedure: Broken wooden boxes, broken tables, chairs, broken stationeries are usually repaired first. If repair is not possible then disposed off through local vendor for re-cycling.
Wastage accessories disposal procedure: Cartons, buttons, hanger, fabrics, poly, zippers etc are usually repaired first. If repair is not possible then store it in a separate place for the time being, afterwards sold it to the manufacturer for re-cycling.
Reduce wastage of portable water:
All employees must know the proper use of drinking water while taking water from tap. Must be closed after taking water.
While taking water from the container it must be taking care not to throw any water on floor. Employees are instructed to be more careful about use of water.
While using toilet employees must be careful not to waste water. After using toilets taps must be keeping close before leaving toilet.
Garbage disposal procedure: All the garbage of the floor is kept in the certain baskets. Cleaners / Sweepers regularly clean up the baskets after dumping the garbage in the designated dustbin of the city corporation near by the factory.
Liquid wastage disposal procedure: Effluent of latrines usually drained to under ground sewage system. Wastage water drains have been constructed maintaining sufficient slope so that nothing can be accumulated on the floor and there is no bad smell.
Reduce wastage of Electricity:
Employees are instructed to keep up off all lights and fans during lunch hour.
All machines must be switch off while it is nor bring in use.
All air conditioner / fans / lights must be switched off during lunch hour and after office hour.
Reduce wastage of tread:
Employees are instructed to be more careful about use of tread.
Excess tread must be return back to store.
Company asset:
In general chair, table, scissors, needles are considered as company assets.
While using company assets employees are advised to be caring more careful not to destroy any thing.
No machine is keeping in running unnecessarily as this is the wastage of electricity and may cause any danger any time.
All machines / equipments must be clean regularly. Maintenance department is responsible for maintenance of all machineries.
Lastly if we all are taking proper care about the above mentioned issues then we could reduce the wastage of every thing and could save our environment.
Auto garments Ltd. presently holding 230 main machines – fully equipped with other auxiliary machine support. But according to the floor space of the factory, company has taken up the policy to operate the day to day production with 210 machines only. Based on the above capacity we have calculated the total Manpower requirements, which are shown below.
RECRUITMENT POLICY
As per authorized “Man power” requirement, company recruits its employees through
Following system.
(a) Advertisement:
1) Add. In Daily Newspaper.
2) Through personal contact by our own employees.
3) By serving notice/posters in important locations.
4) By head hunting. (Only for Executive)
b) Selection Process :
During interview we examine the following requisite qualities of the
candidate.
1) Good physical appearance / fitness, not disable
2) Age not less than 18 years.
3) Educational background as per job profile
4) Skillness test (Practical test for operators).
5) Wages / Salary Negotiation.
6) Joining date.
Joining:
Within 07 days from the date of joining, all new recruits will fill-up the company’s
Prescribed form and will deposit the under mentioned documents to personnel department of factory office.
1) Job prayer application.
2) Two copies passport size photograph.
3) Nationality Certificate from Word Commissioner / Union Parishad Chairman.
4) Educational certificate.
5) Medical fitness certificate.(Check-up Report), including blood grouping.
6) Experience Certificate from previous employer. (if any)
Service Confirmation :
One completion of 3 months satisfactory job performance, company confirms the employees
Service permanently.
2) Skilled Recruits who fails to show satisfactory performance within this time his / her apprenticeship period are generally extended for 1 to 3 months maximum by written notice. If he / she cannot coup-up within this given period then his / her service is terminated.
MPANY’S FACILITIES
A) SLARY AND WAGES SCALE :
All employees of Auto garments limited are classified in 07 categories as per their rank and nature of job. The grading and wages scale of workers effective
SALARY / WAGES DISBURSEMENT POLICY
We pay the salary / wages along with Overtime on or before 7th day of following months. If
the last payment date falls on holiday then it is given on next day.
B) LEAVE POLICIES
Leave is a privilege and can not be claimed as a matter of right. Management deserve the
right to refuse / cancel the leave of any individual if his service exigency is badly required.
Annual Leave
After completion of one year continuos service all staff and employees are entitled to enjoy 1
day annual leave. For every 22 working days. As per Section 78(I)(i) of Factory act of 1965
If anybody failed to avail earn leave, the leave is brought forward and added with the next year earn leave or en-Cashment is made with basic wages/salary.
l Earn leave dues are intimated to each individual when required.
FESTIVAL LEAVE
Company provides minimum 10 days festival leave to employees with full pay. Festival leave
are circulated to workers before hand through notice as festival leave.
Occasion
Total Days
Eid-ul-Fitar
03
Shahid Day
01
Independence Day
01
Bengali New Year
01
Eid-ul-Azha
03
Muharaam
01
May Day
01
Eid-a-Miladunnabi
01
Shah-be-Barat
01
Victory Day
01
CASUAL LEAVE
All Emloyees enjoy 10 Days casual leave in a year with full wages
SICK LEAVE
# For Employees – 14 days with 50% wages.
# For staff – 14 days with full salary.
In support of sickness concerned employee must produce medical documents from
company’s In- House Physician.
MATERNITY LEAVE
After completion of minimum 9 month service, female employees are entitled to enjoy 12
weeks maternity leave with full pay (twice only) for in her whole service tenure with us).
WEEKLY HOLIDAYS (FRIDAY).
# 52 days Annually with full pay.
# If any weekly holiday is at all utilized as working day then Company give one alternate
holiday (with in that 10 working days).
NOTE : LEAVE RULES
During probation / apprenticeship period all leave are entitled except E/L. This leave to be
adjusted after confirmation..
Without submission of leave application & leave sanctioned (For sick leave- intimation) no
Staff & employee is allowed to enjoy leave. Violation of this rule will be treated unauthorized absenteeism & punishment will be given as per rule.
Personnel department to issue show-cause Notice to the defaulter absentee for 10 days absenteeism without permission or on expiry of 10 days after leave.
Unauthorized absenteeism for 10 days or more will loose his service lien if he can not show genuine reason.
Daily Working Hours
Not exceeding 10 hours a day including 2 hours over time. Which will not exceed 56 hours
per week in average Annually
Break Time
For normal working day – 30 minutes for lunch/meal at 12:30-13:00 Hrs.
For Tea break – 30 minutes. 16:30-17:00 Hrs.
For Friday if need be – 60 minutes for Jummah prayer and lunch.
Over Time Rate
Double of basic wages.
CONTRIBUTORY PROVIDENT FUND
After completion of 6 month service from the date of joining, all employees will be entitled for contributory provident fund by depositing 10% of basic wages to the company and in turn company will bear the same amount to the fund in favor of employees welfare.
After four years of continuos service the total amount along with the interest may be drawn by the employee.
If any body leaves the job before 04 years, will get back the deposited amount which has been contributed from their side along with bank interest only, not the company share.
Gratuity
Employee serving for seven years or more will get one month basic salary / wages (Last drawn) for each year as gratuity.
BONUSES
Festival Bonus
a) 02 festival bonuses (Only basic wages / salary) are provided to each employee who has completed one year of service. 02 festival occasions are :
EID-UL-FITRE
EID-UL-AZAH
A package of gift Hampers is given to each employee on this 02 auspicious occasion even if one year of service is not completed.
Attendance Bonus
For full attendance in a Month, Employee gets Tk 300 as attendance bonus.
Target Bonus
For fulfilling the production target in due time, a handsome Target Bonus in cash and kind is given to the all employees of group of people achieving the target. Amount is equal for all ranks.
MEDICAL FACILITIES
Company has In-house Lady Physician and a trained nurse for facilitating the treatment of It’s employees .
Company is providing medical allowances @ Tk 150/- to each individual as per minimum wages 1961 section -5.
First aid facilities with trained first Aider is available for it’s employee.
100% free medicine and hospitalization or cost of surgery are borne by the company (any amount)
Provide multi-vitamin free of cost for each worker daily.
Accident register for injured person is being maintained.
A compliance verification audit was carried out at Project, in view of the impending All records, documents, ledgers, registers were scrutinized apart from the floor visit and assessment of Worker’s knowledge in different matters of compliance. Unfortunately the evaluation result depicts a dismal picture of the whole factory. You are aware of the fact that Knit is in ‘Orange’ status of And this result was due to the fact that one odd document was discovered during the last audit, by the auditors while moving round the floor. After this incident many letters, instructions, conferences were held to caution all concerned especially the management to be extra careful and keep everything in order. Wal-Mart will enter any day for audit in and everything is supposed to be in perfect order now. But own audit shows the following anomalies:
Some worker still not paid the salary of last month.
Unpaid workers letter not yet issued for the month of February 2009.
Lefty workers entitled to and unpaid with Earn Leave not issued with letters for the year 2008.
Lefty workers who did not receive Eid Bonus not issued with letters.
Pay Slip missing signature of workers.
Excessive and Night work sheet found hidden in Security Room’s drawer.
Excessive Work Hour (Over Time ) sheet found in HRM Section.
Tiffin Allowance Sheet found.
Friday work document found.
The other observations which were also observed are already handed over to you after the audit. This kind of a deplorable condition is not acceptable and you are being instructed to take whole hearted effort to improve upon the situation. The violations shown must be corrected immediately and the factory must be made ready in all aspects for the forthcoming audit.
In the event any sewing operations will be performed at a proposed manufacturing location outside the country or jurisdiction that is intended to be the country of origin of the goods in question (for example, subassemblies performed in one jurisdiction on goods that are to be the origin of another jurisdiction), such sewing operations will not confer origin under the origin rules.
To evaluate the country of origin compliance of our vendors/factories, our evaluator will randomly check the following documents or records (where applicable) of vendors/factories previous or current shipments. These documents and records include, but are not limited to:
Raw materials records, including purchase orders, invoices, inventory records and payment records;
Production records for each manufacturing location, including specification sheets, costing reports, cutting, sewing and knitting tickets and records, records detailing daily work performed by each worker and by work order/lot number and daily production book;
Employee records for each manufacturing location, including records verifying the employees’ ages, employment contracts, reports detailing how wages are calculated for each worker (piece-rate and/or day wages), payroll and payment records and time cards;
Transport records, including delivery receipts, packing lists, bills of lading and customs clearance records covering movement of raw materials, garment parts and finished Goods to and from each manufacturing location;
Government forms and registrations, including approved factory license and registration, import and export licenses, notifications and manifests, outward processing applications and registrations and applications in respect of and for Certificates of Origin;
Machinery and general records, including utility bills and machinery purchase and maintenance records; and
Any additional documents including production summaries, declarations, letter of credit, certifications or undertakings that Buyer and our customers may request.
Some Preventive measures are for your kind action as below:
Please check whether all Doors, Windows & Main Gate are closed properly.
Please inform management if any Doors or Windows are broken, and repair as urgent basis before going Eid-Holidays.
Please check all Doors are sealed with authorized signature in a proper way.
Please make sure whether all Electrical connections are switched off (disconnected) properly to avoid fire accident.
Please make sure there is no source of fire, ignition and smoke during closing the factory.
Please make sure whether all workers were out of the factory building before closing.
Please make sure whether the security patrol duty in place at different gates and surrounding the factory building in 24/7.
Please instruct security guards to inform management without delay, if any incident (e.g. Accident, Theft, Damage, unauthorized personnel access, any terrorist activities, etc.) take place in the factory premises.
Please make sure all the Fire Equipment (e.g. Fire Hose reel, Fire Hydrant, Sprinkler, Water Source, CCTV, Fire Alarm, and Fire Extinguishers etc.) are in order and functional.
Compliance
It is our continuing effort to ensure that our vendors/factories comply with the country of origin rules for textiles and apparel. Vendors/factories who do not comply with country of origin rules are subject to severe sanctions under law, including criminal and civil penalties, and blacklisting. The US publishes lists of foreign vendors/factories (1) found to be in violation of US origin laws, (2) convicted or assessed administrative penalties in their own jurisdictions for origin violations, (3) as a result of jump team visits by United States Customs Service (“US Customs”), determined to be illegally transshipping or closed or have no production records and (4) in the case of certain vendors/factories, banned from shipping goods to the United States. These lists presently include hundreds of companies from Hong Kong, Macau, Taiwan and other jurisdictions. Local customs authorities may also impose a variety of administrative and judicial penalties for origin offences.
Further, where it has any suspicions regarding the origin of goods, US Customs can detain, exclude or seek redelivery of goods. At the very least, these actions seriously disrupt the businesses of our customers and at worst may result in our customers suffering substantial monetary losses.
Specifically, we will not do business with companies that appear on any of the lists mentioned above or are otherwise found to have engaged in origin malpractice.
Buyer will send evaluators to complete a factory evaluation for each proposed manufacturing location for our orders. Any sewing, knitting, linking or looping operations that are proposed to be carried out will be confirmed that the factory has the ability (in terms of machinery, employees and otherwise) to carry out the operations to be performed and that the proposed operations are in compliance with laws of country of origin.
