P Best Practice Guidelines

R
OPERATION HANDBOOK FOR

RSPO SUPPLY CHAIN CERTIFICATE
Standard: Adopted by the RSPO Board of Governors on 21 Nov, 2014 and
revised on 14 June 2017
DOCUMENTED PROCEDURE IN COMPLIANCE WITH ALL ELEMENTS
OF RSPO SCC REQUIREMENTS
Ecochem Oleochemicals Limited, the Central Office, shall have complete and up to date procedures
covering the implementation of all the elements of the supply chain model requirement. The Central
Office shall also have complete and up to date records and reports that demonstrate compliance
with the supply chain model requirements (including training records). The procedures shall be
applicable to all the operational sites.
ROLE IDENTIFICATION
Ivan Y C Lee, the Business Manager, of ECOCHEM OLEOCHEMICALS LTD will be the person having
overall responsibility for and authority over the implementation of these requirements and
compliance with all applicable requirements. He is able to demonstrate awareness of the
organization’s procedure for the implementation of this standard.
Following representatives are being appointed by particular site in charge of the implementation of
the requirements:
Site Person In Charge

Ecochem Oleochemicals Ltd Janet Tsui
Palmedia (M) Sdn Bhd Ivan Lee
Johann Freight (M) Sdn Bhd Jenn
IMPLEMENTATING DOCUMENTS
In accordance with the RSPO Supply Chain Certificate requirements, following documents with
written procedures, guidelines and/or work instruction will be conducted in all sites to ensure the
implementation all elements of the applicable supply chain model specified.
Should there be any revision of RSPO Supply Chain Certificate requirement, the Central Office shall
take immediate action to revise the relevant documents/procedure/instruction accordingly and
advise the other sites simultaneously.
Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 2

Document Release Description Latest Approved
Code No. updated by
RSPO/SCC/HB 2.01 Documentation Guideline Of Sales And 02-07-2017 Ivan Lee
Purchases Of RSPO Material/Products
RSPO/SCC/HB 2.01 Documented Procedure In Compliance 02-07-2017 Ivan Lee
with all elements of RSPO SCC
Requirements
RSPO/SCC/HB 2.01 Mechanism For Handling Of Non- 02-07-2017 Ivan Lee
Conforming Materials/Documents/Sites
RSPO/SCC/HB 2.01 Non-Conformance Report With 02-07-2017 Ivan Lee
Preventive And Corrective Actions
RSPO/SCC/HB 2.01 Guidelines And Requirements Of 02-07-2017 Ivan Lee
Record Keeping
RSPO/SCC/HB 2.01 Guideline Of Handling RSPO Material/ 02-07-2017 Ivan Lee
Products By Outsourced Third Party
RSPO/SCC/HB 2.01 Guideline In Handling The Complaints 02-07-2017 Ivan Lee
Under RSPO Supply Chain
RSPO/SCC/HB 2.01 Determining Conversion Factor In RSPO 02-07-2017 Ivan Lee
Supply Chain
RSPO/SCC/HB 2.01 Guideline In Internal Compliance Audit 02-07-2017 Ivan Lee
And Management Overview
RSPO/SCC/HB 2.01 Guideline Of RSPO Trademark And Logo 02-07-2017 Ivan Lee
Claims
RSPO SUPPLY CHAIN CERTIFCIATION STANDARD COMPLIANCE
VERISON:
Adopted by the RSPO Board of Governors on 21 November 2014, revised on 14 June 2017
Document Code: RSPO-STD-T05-001 v.1.1 ENG
Date of implementation:
The above updated version of RSPO Supply Chain Certification Standard will be fully implemented
by the organization on 1st Sept, 2017.

UNDERSTANDING OF RSPO SUPPLY CHAIN REQUIREMENTS
SUPPLY CHAIN MODELS:
A) Identity Preserved (IP)
- The sites must ensure that the RSPO IP oil palm product is kept physically isolated from all
other palm oil sources and is uniquely identifiable to a single RSPO certified mill and its
certified supply base.
- The site shall assure and verify through documented procedures and record keeping that
the RSPO certified oil palm product is kept separate from non-certified material and
material from other certified mills, including during transport and storage.
B) Segregation (SG)
- The Segregation approach requires that the RSPO certified oil palm products from certified
estates/plantations is kept separate from material from non-RSPO certified
estates/plantations at every stage of production, processing, refining and manufacturing
throughout the supply chain. This model does allow for the mixing of RSPO certified palm
oil and its derivatives from various sources. Therefore, the physical oil delivered to the end
user will not be fully traceable to the specific mill and its supply base.
- The site shall assure and verify through clear procedures and record keeping that the RSPO
certified oil palm product is kept segregated from non-certified material including during
transport and storage.
C) Mass balance (MB)
- The basis of the supply chain requirements for Mass balance will consist of reconciliation
between the quantity of RSPO material bought and the quantity of RSPO material sold. This
includes control of purchases and sales of RSPO certified palm oil and its derivatives which
will be independently verified. There are no requirements for separate storing or controls
in the production process.

- The site shall ensure that the quantity of physical RSPO mass balance material inputs and
outputs (volume and weight) at the physical site are monitored.
- The site shall ensure that the output of RSPO mass balance material supplied to customers
from the physical site does not exceed the input of RSPO certified material received at the
physical site, using either a continuous accounting system or affixed inventory period.
SUPPLY CHAIN DEGRADING
The sites can only use the same supply chain model as its supplier or go to a less strict system.
Declassification/downgrading can only be done in the following order:
Identity Preserved -> Segregation - > Mass Balance.

DOCUMENTATION GUIDELINE OF SALES AND PURCHASES OF
RSPO CERTIFIED MATERIALS/PRODUCTS
1. INTRODUCTION
The core business of the group is the trading of palm oil and its downstream derivatives
such as oleochemical products from Malaysia and Indonesia. It is being operated at two
sites which are
- Ecochem Oleochemical Limited, the Central Office, located at Rm 602, 6/F., Lu Plaza,
2 Wing Yip Street, Kwun Tong, Kowloon, Hong Kong
(herein after called “ECOCHEM”)
&
- Palmedia (M) Sdn Bhd located at No. 3, Lengkuk Gerudi, Off Jalan Pelabuhan Klang
Utara, 42000 Port Klang, Selangor, Malaysia
(herein after called “PALMEDIA”)
Basically, the operation could be divided into two modules:

a) Module I: Cargo ex-Malaysian seaport
- Once the sales of the RSPO certified materials has been established, Palmedia, the
regional operational unit, shall issue contractual agreements such as sales contract
(S/C) and purchase order (P/O) to the customers and the RSPO certified material
vendors respectively. PMSB shall send the copy of the sales contract and purchase
order to Ecochem Oleochemicals Limited, the Central Office, to report the
transactions simultaneously.
- Cargoes would be either loaded in the Vendor’s site or the outsourced warehouse
who complies with the requirements of the RSPO Supply Chain Certificate Standard.
- The arrangement shall be operated under the Exporting Agency Agreement

between Ecochem and Palmedia

Documentation flow of Module I as illustrated below:
Customers
S/C
Send S/C and

PMSB EOL
P/O copy
P/O
RSPO Material
Vendors
PMSB - Palmedia (M) Sdn Bhd
EOL - Ecochem Oleochemicals Ltd
b) Module II: Cargo ex-Indonesian seaport.
- Once the sales of the RSPO certified materials has been established, Ecochem, the
Central Office, shall issue contractual agreements such as sales contract (S/C) and
purchase order (P/O) to the customers and the RSPO certified material vendors
respectively.
- For those trades which are required to be announced and confirmed in the RSPO IT
platform, this shall include making Shipping Announcements and Shipping Confirmation
on the RSPO IT platform on the level of each shipment.
- Documentation flow of Module I as illustrated below:
Customers
S/C
EOL
RSPO Material P/O

Vendors
EOL- Ecochem Oleochemicals Ltd

2. DOCUMENTTION
- All the documentation will be centrally prepared and generated from one ERP system,
an Internal Control System (ICS), which is maintained with the Central Office.
- Specific codes will be assigned to all RSPO certified products in order to differentiate
from the other non-RSPO products.
2.1 PUCHASING AND GOODS-IN
a) The site shall have documentation that demonstrates that purchases are made to
the material category agreed with their supplier
b) The site receiving RSPO certified oil palm products shall ensure that the products
are verified as being RSPO certified. The Central Office would need to announce
and confirm trades in the RSPO IT platform, this shall include making shipping
Announcement/Announcement and Confirmation on the RSPO IT platform per
shipment or group of shipments
c) In prior to issue the purchase order to the RSPO certified material vendor, Ecochem
should check the validity of the Supply Chain Certificate of the Vendor via the RSPO
website (www.rspo.org) or through the RSPO IT Platform by confirmation of
shipping announcement to ensure the holding certificate is not expired at least
annually.
d) Following minimum information for the purchase of RSPO certified oil palm
products must be made available by the supplier in document form. Information
must be complete and can be presented either on single document or across a
range of documents issued for RSPO certified oil palm product:
- The name and address of the buyer

- The name and address of the seller
- The loading or delivery date
- The date on which the documents were issued
- A description of the product, including the applicable supply chain model (Identity
preserved Segregated or Mass Balance or the approved abbreviations)
- The quantity of the products delivered
- Any related transport documentation

- Supply chain certificate number
- A unique identification/reference number
2.2 SALES AND GOODS OUT
a) Following information shall be clearly stated and found in a range of documents

which are including the sales contracts, purchase orders, shipping documents,
packing list, invoices and relevant documents:
- The name and address of the buyer

- The name and address of the seller
- The loading or delivery date
- The date on which the documents were issued
- A description of the product, including the applicable supply chain model (Identity
preserved Segregated or Mass Balance or the approved abbreviations)
- The quantity of the products delivered
- Any related transport documentation
- Supply chain certificate number
- A unique identification/reference number
3. SUPPLY CHAIN MODELS
3.1 Understanding for RSPO Supply Chain requirements:
a) Identity Preserved (IP)

- The sites must ensure that the RSPO IP oil palm product is kept physically isolated
from all other palm oil sources and is uniquely identifiable to a single RSPO certified mill
and its certified supply base.
- The site shall assure and verify through documented procedures and record keeping
that the RSPO certified oil palm product is kept separate from non-certified material and
b) Segregation (SG)
- The Segregation approach requires that the RSPO certified oil palm products from
certified estates/plantations is kept separate from material from non-RSPO certified

c) Mass balance (MB)

3.2 SUPPLY CHAIN DEGRADING
The sites can only use the same supply chain model as its supplier or go to a less strict
system. Declassification/downgrading can only be done in the following order:
Identity Preserved -> Segregation - > Mass Balance.
The site can use one or a combination of supply chain models as audited and certified by
the CB.
4. REGISTRATION OF TRANSACTIONS
4.1 The Central Office shall register their transaction in the RSPO IT platform and confirm
upon receipt where applicable for those RSPO Certified Sustainable oil palm products that
are available in the yield scheme of the RSPO IT Platform.

4.2 Actions to be taken in the RSPO IT platform
a) Shipping Announcement/Announcement:
- When RSPO certified volume is sold as certified, the volumes of products that are in the
yield scheme shall be registered as a Shipping Announcement/Announcement in the
RSPO IT Platform. The declaration time to do Shipping announcement / Announcements
based on members’ own standard operating procedures
b) Trace:
- When RSPO certified volumes are sold as RSPO certified to actors in the supply chain
beyond the refinery, the volume shall be traced at least annually. Tracing triggers the
generation of the trace document with a unique traceability number. Tracing can be
done in a consolidated way at least annually
c) Remove:
- RSPO certified volumes sold under other scheme or as conventional, or in case of
underproduction, loss or damage shall be removed
d) Confirm:
- Acknowledge the purchase of RSPO certified volume by confirming Shipping
Announcements / Announcements

GUIDELINE OF HANDLING RSPO CERTIFIED MATERIALS/ PRODUCTS
VIA OUTSOURCED THIRD PARTY
OUTSOUCED WAREHOUSING
Fo r those purchase o f the RSP O certified pro ducts which are not directly
exported from the production site of the Vendor but delivered and stored in
the warehouse of Johann Freight Sdn Bhd (herein after called “JOHANN”), the
outsourced subcontractor, who is located at 59, JALAN SG PINANG 4/6, TAMAN
PERINDUSTRIAN PULAU LNDAH, 42900 POPRT KLANG, SELANGOR
a) PALMEDIA shall liaise with JOHANN and the Vendor to arrange the delivery of the RSPO
certified products.
b) PALMEDIA shall advise JOHANN for the specific codes assigned for RSPO certified
products to ensure the cargo will be separated from other non-RSPO products.
c) PALMEDIA shall check the warehouse receipt issued by JOHANN to confirm the quantity
and the stocked products are in line with our internal records.
d) PALMEDIA shall check the monthly stock report issued by JOHANN to confirm the
quantity of the balance stock is in line with our internal records.
e) Other terms and conditions are referring to the Warehouse Storage Agreement
between PALMEDIA and JOHANN dated 2nd July, 2016
f) PLAMEDIA shall ensure that JOHANN, the independent third party, complies with the
requirement of the RSPO Supply Chain Certificate Standard
HANDLING OF RSPO MATERIALS/PRODUCTS BY SUPPLY CHAIN MODEL
Understanding for RSPO Supply Chain requirements:

a) Identity Preserved (IP)
- The sites must ensure that the RSPO IP oil palm product is kept physically isolated
from all other palm oil sources and is uniquely identifiable to a single RSPO certified mill
and its certified supply base.
- The site shall assure and verify through documented procedures and record keeping
that the RSPO certified oil palm product is kept separate from non-certified material and
b) Segregation (SG)
- The Segregation approach requires that the RSPO certified oil palm products from
certified estates/plantations is kept separate from material from non-RSPO certified
c) Mass balance (MB)


GUIDELINE OF RSPO TRADEMARK AND LOGO CLAIMS
TRADEMARK AND LOGO CLAIMS
- The Central Office shall only make claims regarding the use of or support of RSPO certified oil
palm products that are according to the RSPO Rules on Market Communications an & Claims.
- The Internal Control System in the Central Office shall responsible for ensuring that all uses of
the RSPO trademark and logo and all RSPO claims regarding the end product are in accordance
with RSPO requirements through its central control point.
RSPO RULES ON MARKET COMMUNICATIONS AND CLAIMS
1) The rules contained in this document are designed to safeguard the reputation of RSPO and
the credibility of the RSPO trademark and RSPO claims and to promote the production and use
of certified sustainable palm oil (CSPO)
- RSPO members wishing to use the RSPO trademark must hold a trademark license from RSPO.
This will be granted on acceptance as a member. Existing members can apply separately. A
unique identification number shall be issued to be used in conjunction with the RSPO trademark.
A list of unique numbers issued to RSPO members will be available on the RSPO website
(www.rspo.org).
- RSPO retailer members who are not certified but want to use the RSPO trademark must hold a
trademark license or use the license of the end product manufacturer for on-product
communications.
- RSPO members shall avoid negative claims and seek to promote, and not to denigrate the aims
and goals of RSPO, namely the production and use of certified sustainable palm oil (CSPO).
2) Claims that abide by all of the relevant rules in this document will be deemed to be ‘authorized’.
Any claim using the name ‘Roundtable on Sustainable Palm Oil’, the letters ‘RSPO’ and/or the
RSPO trademark, which does not comply with the relevant rules, will be treated as ‘unauthorized’.
The RSPO reserves the right to publish any case of unauthorized communication, to request the
offending member to comply with these rules, to make amends and/or to take legal action
against any member that engages in unauthorized claims. RSPO reserves the right to introduce
or amend a formal claims approval basis as required.

3) There are 2 out of the 3 core areas of communication to be involved in the operation:
3.1 General corporate communication: for RSPO members wishing to confirm their status as
members and their support of the RSPO’s aims and principles.
3.1.1 A corporate communication is one made by any RSPO member that highlights its
membership of RSPO and/or its commitment to the principles of RSPO. Corporate
communication is an ‘off-product’ claim.
3.1.2 In corporate communications a member is allowed to:
a) display its RSPO membership status

b) display the RSPO web address (www.rspo.org)
c) state that the member supports the work of the RSPO
d) state the member’s history with regards to the RSPO
e) use the RSPO trademark to promote its membership of the RSPO.
Additionally, where an RSPO member displays the RSPO trademark in digital format this must
be accompanied by the text ‘Check our progress at www.rspo.org’ where the link must lead to
the member’s profile page.
3.1.3 In corporate communications RSPO members must not make any statement that may
lead consumers to believe that RSPO membership by itself implies the selling of RSPO certified
oil palm products.
3.1.4 Members must ensure that all communication is consistent, clear and cannot mislead
consumers or other stakeholders as to the certified content of oil palm products in the
member’s own products.
3.1.5 Members are not allowed to use the RSPO logo as shown below. This is for the
sole use of the RSPO secretariat.
3.2) Business to business communication: where an RSPO member in the supply chain
communicates to other organizations in the supply chain about either the presence of certified
oil palm products in its products, or that its products support the production of sustainable palm
oil.

3.2.1. Business to business communication relates to RSPO members in the supply chain selling
to and/or communicating with other organizations in the supply chain about the use of certified
sustainable palm oil (CSPO).
3.2.2 When confirming the sale of certified oil palm products, members must adhere to the
requirements of the RSPO Supply Chain Certification Standard (SCCS). This includes stating the
supply chain model and certificate number under which the claim is being made.
3.2.3 A certified member can provide information to its customers detailing the presence of
certified palm oil contained within a product even if it is not eligible for a certified claim under
RSPO rules. The end product must not be labelled as certified or sold in such a way that implies
RSPO certification.
4) Specific rules under different supply chain module:
Module A - Identify Preserved and Segregated
When an RSPO member makes a product specific claim that a product is either Identity
Preserved (IP) or Segregated (SG) certified, the following conditions must be met
.
a) Certified oil palm content
- For IP, 95% or above of the oil palm content must be RSPO IP certified.
- For SG, 95% or above of the oil palm content must be SG, or a combination of SG and IP.
- Where there is any percentage of non-certified oil palm within the product, the reason for this
must be fully justified and an action plan for moving to fully certified oil palm must be in place,
in accordance with the requirements of the RSPO Supply Chain Certification Standard (SCCS). In
addition, the volume of non-certified oil palm products must be covered by the purchase of Book
and Claim certificates of equivalent volume.
b) Labelling and trademark
- Members are allowed to use the RSPO label in one of the following ways:
i) RSPO trademark which includes the tag “CERTIFIED” (option 1) OR
ii) RSPO trademark which includes the tag ‘This product contains certified sustainable palm
oil’ (option 2).

- Wherever an RSPO trademark is displayed, the applicable trademark license number must
be shown immediately under or next to the trademark or the ‘statement’. Font must be
Calibri, font size must at least 4pt (1.4 mm or 0.06 inch).
- In on-pack communications, the RSPO trademark can be printed anywhere on the pack.
c) Messaging
Messaging ALLOWED in storytelling in product-related communications may include some or

all of the following elements:
– The oil palm products contained in this product have been certified to come from RSPO sources.
www.rspo.org
– By choosing this product, you are sure it contains RSPO certified palm oil. For more information:
www.rspo.org
– RSPO-certified sustainable oil palm products were kept apart from other oil palm products
throughout the supply chain. www.rspo.org
– Certified sustainable oil palm products can be traced back to RSPO certified mills and plantations.
www.rspo.org
– The entire supply chain is monitored by independent, RSPO accredited auditors. www.rspo.org
– RSPO certified sustainable palm oil has been produced to stringent environmental and social
criteria. www.rspo.org
– References to (or images of) particular RSPO-certified production units, if the relationship to
those units can be shown by company records
Module B - Identify Preserved and Segregated
For a member to make a claim that a product is Mass Balance (MB) certified, the following conditions
must be met.

a) Minimum mass balance content
- 95% or above of the oil palm content must be RSPO MB certified.
- Where there is any percentage of non-certified oil palm within the product, the reason for this
must be fully justified and an action plan for moving to fully certified oil palm must be in place, in
accordance with the requirements of the RSPO Supply Chain Certification Standard (SCCS). In
addition, the non-certified volume must be covered by the purchase of Book and Claim certificates
to an equivalent volume.
b) Labelling and trademark
 Members are allowed to use the RSPO label in one of the following ways:
– Surrounded by the text: “Certified sustainable palm oil” (option 1).
– The RSPO label MUST contain the tag ‘MIXED’. The tag MIXED designates oil palm products
sourced under the Mass Balance (MB) supply chain system, which administratively balances inputs
and outputs of certain palm oil volumes. The tag ‘MIXED’ on a product does not guarantee that the
product itself contains the certified material; some or all of it may reside in a product that does not
carry a claim.
– The RSPO label can also include the statement: ‘[The palm oil contained in this product]
contributes to the production of certified sustainable palm oil’ (option 2).
 Wherever the RSPO trademark is displayed, the applicable trademark license number must
be shown immediately under or next to the trademark or the statement. Font must be
Calibri, font size must at least 1.4 pt (4 mm or 0.06 inch).
 In on-pack communications, the RSPO trademark can be printed anywhere on the pack.
c) Messaging
Messaging ALLOWED in storytelling in product-related communications includes:
- [Oil palm products]/[palm oil]/[palm kernel oil] from RSPO-certified mills and plantations were
mixed with non-certified oil palm products in the supply chain.

- The volume of [oil palm products][palm oil]/[palm kernel oil] in this product reflects an
equivalent volume of palm oil or palm kernel oil produced by RSPO-certified mills
plantations.
In off-product communications, reference to (or images of) particular RSPO certified production
units, if the relationship to those units can be shown in company records is allowed.
Messaging NOT ALLOWED in storytelling in product-related communications:
- Anything that can lead consumers to believe that RSPO-certified palm products are (certified to be)
part of the product.
Module C: Partial Product Claims
To increase awareness among consumers of the availability of certified sustainable oil palm products
and to help accelerate the uptake of CSPO it is permissible to make a claim on product when the
percentage of the oil palm content is less than 95% certified, but only when the following conditions
have been met:
- The member making the claim is the end product manufacturer, is an RSPO member and is certified
against the RSPO Supply Chain Certification Standard (SCCS) or is an RSPO retailer member
authorized to use the trademark by the RSPO.
- At least 50% of the oil palm content has been supplied through an RSPO certified supply chain as
IP, SG or MB.
- The remainder of the oil palm volume that is not RSPO CSPO is covered by the member’s Book
and Claim certificate purchases to equivalent volume.
- The product specific claim is limited to only the following phrase: “This product contributes to the
production of certified sustainable palm oil”.
- The use of the RSPO label with this claim is mandatory and must include the tag ‘50% MIXED’.
No other percentage is allowable within this claim.

GUILDLINES AND REQUIREMENTS OF RECORD KEEPING
RECORD KEEPING
a) The Central Office shall maintain centralized accurate, complete, up-to-date and
accessible records for all participating sites
b) The Central shall be responsible for maintaining reports covering all aspects of the
RSPO multi-site requirements
c) The Central Office must keep an up to date record of the volume of RSPO certified oil
palm products purchased and claimed over a specific period
d) The records and reports shall be prepared and generated at the Central Office who
have also determined
 which common management documents will be applicable to particular

operational unit
COMMON MANAGEMENT DOCUMENTS OPERATIONAL UNITS

1. DOCUMENTED PROCEDURE IN COMPLIANCE WITH ECOCHEM, PALMEDIA, JOHANN
RSPO SCC REQUIREMENTS
2. MECHANISM FOR HANDLING THE NON- ECOCHEM, PALMEDIA, JOHANN
CONFORMING MATERIAL / DOCUMENT / SITE
3. NON-CONFORMANCE REPORT WITH PREVENTIVE ECOCHEM, PALMEDIA, JOHANN
AND CORRECTIVE ACTION
4. GUIDELINE AND REQUIREMENTS OF RECORD ECOCHEM, PALMEDIA, JOHANN
KEEPING
5. RSPO CERTIFIED MATERIAL/PRODUCT SUPPLIER LIST ECOCHEM, PALMEDIA, JOHANN
6. GUIDELINE OF HANDING RSPO MATERIAL ECOCHEM, PALMEDIA, JOHANN

/PRODUCT BY OUTSOURCE THIRD PARTY
7. TRAINING PLAN FOR IMPLEMENTATION OF RSPO ECOCHEM, PALMEDIA, JOHANN
SUPPLY CHAIN SYSTEM
8. GUIDELINE IN HANDLING THE COMPLAINTS UNDER ECOCHEM, PALMEDIA, JOHANN
RSPO SUPPLY CHAIN

9. DETERMINING CONVERSION FACTOR IN RSPO ECOCHEM, PALMEDIA, JOHANN
SUPPLY CHAIN
10. GUIDELINE IN INTERNAL COMPLIANCE AUDIT AND ECOCHEM, PALMEDIA, JOHANN
MANAGEMENT OVERVIEW
11. PLANNING AND CRITERIA OF INTERNAL AUDIT ECOCHEM, PALMEDIA, JOHANN
PROGRAMME
12. INTERNAL COMPLIANCE AUDIT CHECKLIST FOR ECOCHEM, PALMEDIA, JOHANN
RSPO SUPPLY CHAIN CERTIFICATE
13. GUIDELINE OF RSPO TRADEMARK AND LOGO ECOCHEM, PALMEDIA, JOHANN
CLAIMS
14. MANAGEMENT REVIEW SHEET & CHECKLIST ECOCHEM, PALMEDIA, JOHANN
15. VOLUME BALANCE REPORT ECOCHEM, PALMEDIA, JOHANN

16.
 which site specific documents are required at each operational unit
SITE SPECIFIC DOCUMENTS OPERATIONAL UNITS

1. DOCUMENTATION GUIDELINE OF SALES AND ECOCHEM, PALMEDIA
PURCHASES OF RSPO MATERIAL/PRODUCT
2. LIST OF OUTSOURCED THIRD PARTY AND CONTACT ECOCHEM, PALMEDIA
INFORMATION
3. TRAINING ATTENDANCE SHEET – JOHANN FREIGHT ECOCHEM, JOHANN
SDN BHD
4. RSPO ORGANIZED WEBINAR ATTENDANCE SHEET ECOCHEM, PALMEDIA
e) Retention times for the records and reports shall be minimum of two (2) years
and must comply with legal and regulatory requirements and be able to confirm
the certified status of raw material or product head in stock.

TRAINING PLAN FOR EFFECTIVE IMPLEMENTATION OF THE RSPO
SCC SYSTEM
- The organization shall have a training plan on RSPO Supply Chain Standards requirements,
which is subject to on-going review and is supported by records of the training provided to
staff.
- Appropriate training shall be provided by the organization for personnel carrying out the
tasks critical to the effective implementation of the supply chain certificate standard
requirements. Training shall be specific and relevant to the task(s) performed.

PLANNING AND CRITERIA OF INTERNAL AUDIT PROGRAMME
According to the requirements of RSPO Supply Chain Certificates Standard, internal audit shall be
conducted annually as scheduled of each participating site and following the required criteria
below:
PROCESSES TO BE AUDITED
• Purchase
• Sales
• Storage
SITE TO BE AUDITED
• Ecochem Oleochemicals Ltd, Hong Kong
• Palmedia (M) Sdn Bhd, Malaysia
• Johann Freight Sdn Bhd, Malaysia
AUDIT CRITERIA
• By RSPO Supply Chain Certificate Standard Version adopted by the RSPO Board of
Governors on 21 November 2014, revised on 14 June 2017.
(Document Code: RSPO-STD-T05-001 v.1.1 ENG)
SUPPLY CHAIN MOUDLE TO BE COVERED

• Module A – Identity Preserved
• Module B –Segregation
• Module C – Mass Balance
• Module F – Multi-site Certificate
SCOPE FREQUENCY
• Purchase, receiving, storage and delivery of RSPO Crude Palm Oil (CPO), Palm Kernel Oil
(PKO), Certified Sustainable Palm Oil (CSPO), Certified Sustainable Palm Kernel Oil (CSPKO),
and all other palm-based derivatives, fractionations and oleochemical products

MECHANISM FOR HANDLING THE NON-CONFORMING
MATERIALS/DOCUMENTS/PARTICIPATING SITES
NON-CONFORMING MATERIALS
In cases the received materials do not conform to RSPO supply chain certificate requirement, the
Central Office shall
a) raise complaint to the Vendor for the unconformities
b) request the Vendor to explain for the unconformities or provide proof such as the RSPO eTrace
announcement from the palm oil mills to support their declaration
c) separate the suspected non-conforming material from other RSPO certified products in the
warehouse
d) request the Vendor to re-arrange the replacement cargo in prompt
NON-CONFORMING DOCUMENTS
In cases the received documents do not conform to the RSPO supply chain certificate requirement,
the Central Office shall
a) raise complaint to the Vendor for the unconformities
b) request the Vendor to explain for the unconformities
c) request the Vendor to revise the documents in accordance with the requirement of RSPO
supply chain certificate standard
NON-CONFORMING SITES
In cases the operation site(s) is/are found that it/they is/are not in compliance with the RSPO supply
chain certificate requirement, the Central Office shall

a) raise the non-conformities by issuing the non-conformance report and follow up the
necessary corrective and preventive actions
b) have the responsibility to remove participating sites from the scope of the multi-site system
if the requirements of participation, or any non-conformities issued by the certification body
or by the company itself, are not addressed by the participating site(s)
The management responsible for the area being audited shall ensure that any necessary
corrections and corrective actions are taken without undue delay to eliminate detected non-
conformities and their causes.

GUIDELINE IN HANDLING THE COMPLAINTS UNDER
RSPO SUPPLY CHAIN
SOURCE OF COMPLAINTS
Complaints are normally arisen from two aspects which are the direct complaints from the
customers and the feedback in the customer surveys. The complaints, if any, to be received from
different operational sites, shall be centrally handled and resolved at the Central Office.
HANDLING PROCEDURE
Once received complaints from the customers who have purchased the RSPO certified
material/products, the Central Office shall handle the complaints as per following procedures:
a) The Central Office shall proceed preliminary assessment of the complaint and contact the
customer to collect additional information if necessary for the purpose of investigation
b) The Central Office shall assess and identify the party(ies) who shall be taking responsibility and
conducting the investigation of the complaints. In cases if the Vendor or other third party in the
supply chain shall be responsible to the complaint, then the Central Office shall forward the
complaint to the relevant party to conduct the relevant investigation. On the contrary, if the
complaints are heading towards the Central Office or the other operational site, then an internal
investigation has to be conducted and handled by the Central Office.
c) The Central Office shall follow up the complaints with the Vendor or relevant party for the
investigation result with the explanation of the cause, the preventive and corrective actions to
be taken in the future.
d) The Central Office shall respond to the customer upon the receipt of the feedback from the
vendor. The reply shall be including the investigation report with the cause explanation, the
preventive and correction actions to be taken in the future.
e) All the records pertaining to the complaints shall be kept with the Central Office for at least two
(2) years.

GUIDELINE OF INTERNAL COMPLIANCE AUDIT AND MANAGEMENT
OVERVIEW
INTERNAL AUDIT
a) Requirement and responsibility of Planning and Conducting Internal Audit
The Central Office shall conduct internal audit of each participating site to ensure compliance with
the requirements of RSPO supply chain certificate standard. The internal audit shall be conducted
annually to determine whether the supply chain certificate system
- conforms to the planned arrangement, to the requirements of the RSPO SCC Standard and
to the RSPO ruled on communications and claims and any other requirements established
by the organization.
- Is effectively implemented and maintained
b) Requirement and responsibility of Establishing Record and Reporting Result
The records of the audit and their results shall be maintained and reviewed by the management to
ensure that any necessary corrections and corrective actions are taken without undue delay to
eliminate detected non-conformities, if any, and their causes.
The result of the internal audits and all actions taken to correct non-conformities will be available
to certificate body (CB) upon request.
MANAGEMENT REVIEW
The top management shall review the outcome of the internal audit programme at least annually by
going through the management review sheet.

P Best Practice Guidelines

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

P Best Practice Guidelines

Uploaded by

Copyright:

Available Formats

R

OPERATION HANDBOOK FOR

OF RSPO SCC REQUIREMENTS

Site Person In Charge

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 2

RSPO SUPPLY CHAIN CERTIFCIATION STANDARD COMPLIANCE

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 3

SUPPLY CHAIN MODELS:

A) Identity Preserved (IP)

C) Mass balance (MB)

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 4

SUPPLY CHAIN DEGRADING

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 5

RSPO CERTIFIED MATERIALS/PRODUCTS

Basically, the operation could be divided into two modules:

- The arrangement shall be operated under the Exporting Agency Agreement

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 6

Send S/C and

b) Module II: Cargo ex-Indonesian seaport.

- Documentation flow of Module I as illustrated below:

RSPO Material P/O

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 7

2.1 PUCHASING AND GOODS-IN

- The name and address of the buyer

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 8

2.2 SALES AND GOODS OUT

a) Following information shall be clearly stated and found in a range of documents

- The name and address of the buyer

3. SUPPLY CHAIN MODELS

3.1 Understanding for RSPO Supply Chain requirements:

a) Identity Preserved (IP)

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 9

c) Mass balance (MB)

3.2 SUPPLY CHAIN DEGRADING

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 10

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 11

VIA OUTSOURCED THIRD PARTY

HANDLING OF RSPO MATERIALS/PRODUCTS BY SUPPLY CHAIN MODEL

Understanding for RSPO Supply Chain requirements:

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 12

c) Mass balance (MB)

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 13

TRADEMARK AND LOGO CLAIMS

RSPO RULES ON MARKET COMMUNICATIONS AND CLAIMS

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 14

3.1.2 In corporate communications a member is allowed to:

a) display its RSPO membership status

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 15

4) Specific rules under different supply chain module:

Module A - Identify Preserved and Segregated

b) Labelling and trademark

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 16

Messaging ALLOWED in storytelling in product-related communications may include some or

Module B - Identify Preserved and Segregated

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 17

- 95% or above of the oil palm content must be RSPO MB certified.

b) Labelling and trademark

– Surrounded by the text: “Certified sustainable palm oil” (option 1).

Messaging ALLOWED in storytelling in product-related communications includes:

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 18

Messaging NOT ALLOWED in storytelling in product-related communications:

Module C: Partial Product Claims

Doc. RSPO/SCC/HB Release 2.01 updated on 02th July, 2017 19

 which common management documents will be applicable to particular