by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance, RMG Document
Assessment of Security
An assessment o security was carried out on 16 April 2009 to review the security of Auto apparels ltd. the security inspection and audit was based on the board spectrums-Pat requirements which include all aspects of Physical Security, Personal Security, Information Access Control, Storage Formalities, Contractor Control, And Export logistics.
Aim:- The aim of this audit was to find out weaknesses prevailing in the security aspects of the factory and thereby adopt remedial measures so to correct the existing gaps, overcome the prevailing difficulties and thereby ensure a fool proof security arrangement in the factory.
Concept: The assessment covered the following facets:
- Personal Security.
- Physical Security.
- Information Access Control.
- Record and Documents.
- Storage Security.
- Shipment Information controls.
- Contractor Control.
Personal Security:
- New workers orientation has to be more effective especially on Product Integrity, IT Security, and Factory Security Sensitive Area etc.
- Update back ground checks of some employees were missed out.
- Some reinvestigation of for some workers in the Finishing Section is missed out.
- Copy of National ID is not obtained from many workers till now.
- Threat Awareness Program is to be presented in a more effective manner so that all workers are aware of it. Just attending a lecture on the same won’t be understood or retained by the workers.
- All workers must be made aware of the system the company is following to address any given situation or crisis and also how to report it, like if they find out a lock is broken or window is broken etc, then how whom to report.
Physical Security:
- CCTV is not having uninterrupted recording, due to power problem.
- Some signature were found missing in the KEY Control Register.
- Up to date names of Key persons who has privilege access to security sensitive zones, not posted outside the Finishing Section.
- Handing / Taking certificate over of keys not maintained when any key holder gets changed.
- Some signature were found missing in Patrol duty register.
- An up to date list of names and address of all contractors, repairman etc was found missing.
- Awareness of workers to prevent tampering of goods during production has to be geared up.
Information Access Control:
- Security longs for failed password attempt registers is empty without any entries. If no attempts were made then ‘Nil’ has to be recorded.
- Unannounced surprise checks on the whole system has to be increased.
- Password Changed Register must contain an inspection sheet.
Storages and Distribution:
- Store personals must be given adequate knowledge on the verification procedure non manifested cargo from being loaded.
- The concerned persons must be given proper training on departing cargo verification against purchase and delivery order.
- Some signatures found missing in the seal control register.
- Periodic unannounced related to storage and distributions are being performed properly.
Employee/ Visitor Packing:
- Parking lot must keep under observation.
- Identification logs must be used for all types of vehicles parked.
- Undercarriage of all vehicles must be checked by button viewers.
Loading/Unloading Shipment:
- The second sweater accompanying the Cargo Container up to port has put his signature in the concerned register.
- MAERSK logistics be asked to enter seal number in the Bill of Lading.
- The second sweater accompanying the cargo up to port should report long traffic jams.
Contractor Control:
- All contract workers must attend orientation training like own workers.
- Contract must be summoned time to time for brief and up date of security.
- All contractors must undergo proper background checks.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
Arrangements Maintenance of Stores
You were already alerted of the impending audit by Otto Group for Euro Centra vide the above quoted letter. I understand that since the facility is still under construction, as such there could multifarious problems concerning many aspects including – neat arrangement of the factory area as a whole. But the facilities like fabric store, yarn store, chemical store etc, which are already being used as functional units, has to be arranged in a neat, tidy and organized fashion. All points of health and safety have to be adhered to, in complete form.
But, the present conditions of all the stores of Aswad are in a ‘horrible’ state. I am constrained to use the term “horrible” because of the fact that there are no bin cards, most of the stores lack pallets, and worst of all in many portion of the stores different categories of goods, are all mingled up in a haphazard condition. In the same premise while some stacks are piled below six feet level, whereas in the same facility some packages are stacked up to ceiling height. Most of the floors are very dirty.
Please harness your available concerned manpower who are related to stores and mobilize them effectively, to fix up this problem before the audit takes place. Organize the stores in a neat and tidy fashion, if anybody neglects or disregards, his/her own responsibilities, please take administrative action as per rules. Besides the sweepers must be fully activated and well triggered to do own jobs. Please be reminded, that if the audit takes place in the condition as is existing in Aswad now, it will certainly fail.
Forwarded for your information and necessary action please.
MANAGEMENT SYSTEM TO FACILITATE COLLECTION:
Rework rate by person, by production line and by production department
Defect rate by person, by production line and by production department
Number of units produced per worker, per production line and per production department
Number of days needed from day 1 to the time when a new worker can perform their jobs independently.
A functioning working hours recording system that can:
Accurately track workers’ clock in and out time;
Differentiate working hours by worker, amongst normal working hours, overtime on weekdays, on week offs and on public holidays;
You have assigned responsible personnel to review clock in and out record on a daily basis to spot inconsistency and correct data in time.
by Engr Kh Mashiur Rahman | Mar 25, 2021 | RMG Document
Approval for the Environment Impact Management
Date :
To
The Director General
Department of Environment
Poribesh Bhaban
E-16,Agargoan, Shere Bangla Nagar
Dhaka -1207 , Bangladesh
Sub: Approval for the Environment Impact Management
Dear Sir,
With due Respect we would like to draw your kind attention that Auto Fashions Ltd is 100% export oriented factory . AUTO promises its availability for the conservation of environment by declaring its theme of environmental vision and mission as “No Harm to Environment”. Our management, executives and the workers willingly move toward and work together for the achievement of better natural environment for the surroundings, employees and the community people. AUTO FASHIONS LTD. believes that SUCCESS is the other name of START. This belief haunts us, as well as takes us towards new horizons of improvement. We always want to ensure the continual improvement of the surrounding environment as well as the necessary prevention of environmental pollution. We, as the better practice from environmental point of view rely on maximum reuse and recycle process.
At present we are working with renowned Buyers as like as Wal-Mart ,Canadian Tire Cool Cat ,QVC etc etc. As per maintain of compliance standard we need to approval EIR (ENVIRONMENT IMPACT ASSESSMENT) from DOE .
We trust, you would give approval our requirement and complete in all respect .
Thanking you
COLLECTION GUIDELINE:
How: It is up to facilities to decide which the best calculation method to use is linked to what is possible within their operations and a balance between accuracy and cost/time of collection. No matter which calculation is used, the facility should be consistent in calculating and reporting this data point each month. Below are guidelines in order of preference and accuracy:
1. If your facility measures efficiency (%) per worker, this shall be the average efficiency of all new workers.
2. If workers are paid based on a piece rate system, new hire productivity rate can be calculated using the average hourly earnings of new hires and divide it by the average hourly earnings of experienced workers.
3. The factory can time track new workers and experienced workers in an isolated production line, as a representation for the total facility. The time tracking exercise can be done as frequent as the facility manages, but no less than once every 6th month.
4. The factory can use historical data on the number of pieces produced per day/hour for each position and compare it with the output of new hires.
5. It can be based on the results of on-boarding skills test/assessment.
% Unit: Percentage
Responsible staff:
• Production manager collects data on number of units produced and the human resource personnel is responsible for the working hours and worker profile data collection.
Data Source:
Production Tracking Sheet
by Engr Kh Mashiur Rahman | Mar 25, 2021 | Compliance
BSCI Standard Corrective Action Plan
This is sample doc of garments factory in bangladesh
Violations
- Copy of Appointment letter is not provided to the workers.
- Service book is not maintained fro the workers who were recruited after January, 2009.
- Work after 7 pm is not recorded in the time card, which is provided to the workers during audit.
- Sometimes factory remains open up to 12 am and on weekend day. As a consequence factory’s daily, weekly and monthly overtime hours is exceeding the legal limit.
- Substitute holiday is not given for weekend day work to the workers.
- Factory does not asses all the risks to new and expectant mothers and doesn’t ensure that reasonable steps are taken at the work site to remove or reduce any risk to their health and safety.
- Overhead channels of electric power supply and some electrical switch box in the floors are made up of flammable materials. (Wooden).
- Doors of emergency exits at finishing section found inward.
- No system is in place to identify specific risks for health and safety of the employees and prevent recurrence of work accidents.
- Copy of ID card is not kept for all the workers personal file.
- Wooden electrical switch boxes found in the factory.
- Factory does not provide training to the operators about safety regulations and operating procedures of machinery and does not keep records.
- Though the factory is 8 storied building so as per section 25 Building Construction Rules, 1996 factory should provide lift.
Standard Operating Procedure (SOP)
Physical Scope:
AUTO will inspect the entire facility located at the address provided above.
Assessment of additional facilities, locations and/or subcontractors detected
during assessment process, will be subject to proposal revision.
Planning &Preparation
Following acceptance of the terms presented in this document, the evaluation
process is initiated by assigning a Lead Assessor who will conduct the planning
and preparation for the audit using the information provided by you and
information collected by other means. During this process, assessment
instruments are generated and supporting information acquired to enable the
assessment team to reference the Scheme/Code of Conduct Principles and local
laws as well as your company’s own practices.
Evaluation Assessment
The Evaluation Assessment is designed to establish, on a limited sampling
basis, that your company has implemented a Social Accountability Management
System that conforms, and continues to conform, to the elements of the
Scheme/Code of Conduct Principles and will verify that your company has the
tools to monitor and improve management of social aspects and impacts.
In reviewing the adequacy and effectiveness of your social accountability
system, the assessors interview personnel in any department or area, and at any
management level, particularly those having responsibilities and authorities
associated with social accountability issues. Group interviews and
questionnaires may also be used to confirm assessment findings and direct the
assessment.
Results are reported verbally and in writing (preliminary On-site CAP) at the
conclusion of the assessment during the Closing Meeting, and subsequently in a
written report.
Monitoring Stages:
Opening Meeting with management
Interview union and other worker representatives (if applicable)
Visual inspection of the facility
Confidential interviews with workers
Review relevant records
Cross-check and review information gathered
Additional investigation as necessary to reach conclusions.
Closing Meeting with management.
Standards:
- Local Labor and Safety Statutes
- UN-ILO Ratifications
- Scheme/CoC Benchmarks
- Internal company policies / regulations
Documents to Employ:
Working Documents / Tools:
- Scheme/Brand Monitoring Guidelines
- Local Labor and Safety Statutes
- Assessment Instrument (Questionnaire)
Report Documents:
- Audit Report
- Tracking Chart (TC) or Corrective Action Plan (CAP)
* All reporting is confidential and will be only available to the intended party.
Record and Documentation Review:
Minimum Sample Size: As per Scheme/CoC Guidelines
Other Requirements: Licenses, payroll ledgers, time records, personnel files,
Collective Bargaining Agreement (if applicable), employer/employee work
contract, etc.
Any major system weakness or nonconformity to the standard identified during
the Evaluation Assessment must be addressed to the satisfaction of AUTO prior
to certification of your system. Less significant nonconformities do not preclude
certification recommendation providing your company commits to complete,
suitable corrective actions within a defined period. AUTO assessors review these
corrective actions at a later date.
Following the on-site Final Evaluation Assessment, AUTO management
independently reviews the assessment team’s recommendation, along with their
report and all associated documentation. When this review determines that all
requirements have been met, a certification recommendation will be presented to
the WRAP board.
Date or WRAP Initial audits HAVE to be Unannounced. We will provide you
with a four week time window form the moment you inform us you are ready for
our visit. The date for the Follow-Up visit (in case it is necessary) can and will be
coordinated with you.
Reporting Timeline:
7 to 10 business days from the end of the assessment
Gifts,
Gratuity and Transparency
“AUTO” has a very strict policy, which forbids and prohibits the solicitation,
offering or acceptance of any gifts. We define gifts and gratuities to include:
tickets to entertainment events, kickbacks in the form of money or merchandise,
special discounts, discontinued or no-longer used samples, gifts, etc.
During the audit, the organization being audited and its designated
employees/representatives are expected to present true and transparent records
and provide true and transparent answers to the auditor or audit team. The audit
conclusions are based on this happening.
During or after the audit, at any time, should AUTO discover that there has been a
misrepresentation or falsification or employee-coaching for the audit or
compromise in truth and transparency AUTO shall be free to:
- Cancel the audit,
- Report to authorities like accreditation bodies or related client bodies (like
brands) with whom AUTO is associated for the audit.
- Revise the audit conclusion and inform the appropriate
person/organizations connected to the audit
- Conduct an un-announced audit at the auditee’s expenditure.
- Suspend/withdraw any certificates or reports that may have been issued.
- Take whatever action mandated by AUTO’s own procedures or
procedures of bodies or clients associated with it and subscribed to by
AUTO for conduct of audit/s.
MANAGEMENT SYSTEM TO FACILITATE COLLECTION:
A recruitment process with a documentation system that captures new hire’s basic information and profile (e.g. gender, age, a copy of ID, time for joining, department, time for resignation/termination, labor contract information and emergency contacts).
A clear policy on employee termination/suspension/resignation/dismissal management (e.g. clarifying how many days of absence would constitute termination).
You have assigned specific personnel to be responsible for the regular and on-time update of worker name list and relevant worker profile documents.
TOOL KIT:
Example of Employee Demission Policy
Example of Resignation Form
Example of Worker Roaster
