Follow-up Visit Report

FFC ID: 7774

Visit type 3rd Follow up visit

Factory Name REGENT GARMENT FACTORY LIMITED

Address Nam Sach Industrial Zone, Hai Duong Province, Vietnam

Ms. Pham Thi Nghia (Senior Manager, Sustainability Department) - Email:

Contact details
rgptnghia@crystal-regent.com.vn

Factory Representative Ms. Pham Thi Nghia (Senior Manager, Sustainability Department)

Mr. Nguyen Phi Phong (Maintenance Manager)

Factory Participants Mr. Nguyen Van Hai (Assistant Manager)
Mr. Nguyen Ba Phan (Officer, Sustainability Department)

Date 14 April 2023

Time 09:00 AM – 02:00 PM

LABS Representative Phu Do – Senior Factory Coordinator

Reports to Hang Phan – Country Manager

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

1
 Follow-up Visit Report

1. Report Summary (3rd follow up visit – 14 April 2023)

• LABS representative met with the factory representative Ms. Pham Thi Nghia (Senior Manager, Sustainability
Department) as mentioned above.

• Factory management has not yet onboarded a Remediation Firm to carry out the remedial activities. As confirmed
by the factory management, factory’s internal staff has carried out the remediation measures for the issues
identified in the initial assessment report submitted by Inspection Firm and the team was led by Mr. Nguyen Phi
Phong (Maintenance Manager).

• The factory management has received the signed-off CAP to highlight the remediation plan for the issues identified
in the initial assessment reports submitted by Inspection Firm.

• The LABS representative (Phu Do) conducting the 3rd follow up visit informed the Factory management about the
purpose of the follow-up visit, agenda of the day, and addressed questions pertaining to need of engaging
Remediation Firm, remediation timelines and priority rating of findings that the factory representatives raised.

• The LABS representative reviewed all the issues with the factory management that were listed in the initial
assessment reports and the CAP signed-off by the Inspection Firm and explained in detail the remediation
timeframe for these issues as per the LABS Methodology and Standards.

• The Factory management updated the LABS representative on the corrective actions taken by the factory as per
the signed-off CAP.

• The LABS representative conducted a factory walkthrough along with the factory management to observe the
issues which are reported as remediated by the factory management.

• According to Summary of Priority Actions lists given in the Structural, Fire and Electrical reports submitted by IF,
there were total 20 issues identified by the Inspection Firm during the Initial Assessment, out of which the factory
reported 20 issues as remediated and 0 issues as not remediated as highlighted below:

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

2
 Follow-up Visit Report

Assessment/Factory Issue Findings

Date
Visit Electrical Fire Structural Total
21 Oct
Initial Assessment by IF 8 6 6 20
2021
Issue Resolved
7 4 4 15
Factory Follow up visit 01 Apr Issues Remained
no.1 2022 1 2 2 5
In progress Open In progress Open In progress Open In progress Open
1 0 2 0 2 0 5 0
Issue Resolved
1 1 1 3
Factory Follow up visit 19 Oct Issues Remained
no.2 2022 0 1 1 2
In progress Open In progress Open In progress Open In progress Open
0 0 1 0 1 0 2 0
Issue Resolved
0 1 1 2
Factory Follow up visit 14 Apr Issues Remained
no.3 2023 0 0 0 0
In progress Open In progress Open In progress Open In progress Open
0 0 0 0 0 0 0 0

Overall Progress

0%

100%

Remediated
Remained

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

3
 Follow-up Visit Report

Priority wise issue Remediation progress %

100

80

60

40

20

0
Priority 1 Priority 2 Priority 3 Priority 4

Electrical Fire Structural

Priority Issue List (Issues Resolved/ Remained)

Factory Visit – 3rd follow up visit
Priority Issue
Electrical Fire Structural Total
Rating (Resolved/ Remained)
Resolved 1 1 0 2
P1
Remained 0 0 0 0
Resolved 2 3 3 8
P2
Remained 0 0 0 0
Resolved 4 2 3 9
P3
Remained 0 0 0 0
Resolved 1 0 0 1
P4
Remained 0 0 0 0
Total Issues 8 6 6 20

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

4
 Follow-up Visit Report

2. Consolidated Summary/ Closing Meeting:

• The factory has gone through the initial steps of remediation. Further remedial actions will be needed by the
factory under the guidance of Remediation Firm to ensure all issues are closed as per the requirements of LABS
Standards.

• The factory management was also informed that once all the issues are remediated, the IF will carry out a CAP
Closure visit at the factory to verify that all the issues reported as remediated by the factory management have
been closed as per the LABS Standards and will subsequently mark the CAP as closed over the FFC Platform.

• The factory management was informed about the timelines of CAP Process, Factory Ranking Policy and the need
for remediating the issues within the defined timelines.

• The factory management was informed that the Follow up visit reports will be shared with the local Brand
representative and will be then shared further with the Factory by the local Brand representative.

• In addition, the factory management were informed that the CAP Closure visit tentative is in April 2023, and the
inspection firm will contact the factory management to schedule the visit.

Glossary:
1. FFC Fair Factories Clearinghouse
2. CAP Corrective Action Plan
3. RF Remediation Firm
4. IF Inspection Firm

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

5
 Follow-up Visit Report

Appendix 1: Issues reported as remediated by the Factory Management during the 1st follow up visit.

I Fire
Issue
Description Photo (as remediated)
ref

Provided the luminated exit signs at

FIRE
emergency exits on the 1st floor of
02
office (block 3). – FP2

Provided the evacuation routes layout

FIRE
for easy following in material storage
03
block 1. – FP3

Factory moved the spinning area to

FIRE
other place, only use for storing the
04
goods in the Block 03. – FP2

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

6
 Follow-up Visit Report

FIRE Provided sufficient portable fire

06 extinguishers in the parking lot. – FP2

II Electrical
Issue
Description Photo (as remediated)
ref

Tightened the connection between

MCCB and conductors inside TĐ1
ELEC panel (block 03), panel 03 in the boiler
01 house. The temperatures were
observed at 30.8°C, 37.6°C, 44.7°C. –
EP1

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

7
 Follow-up Visit Report

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

8
 Follow-up Visit Report

Provided adequate PE conductor

(Protective conductor, Earth
ELEC
conductor) for water pump, PE
02
conductors 600mm2 in MSB panel /
T2 substation. – EP2

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

9
 Follow-up Visit Report

Tightened the connection between

MCCB and conductors of MCCB 250A
ELEC of AHU, MSB panel / T2 substation,
03 relay in the fan control panel of E
workshop. The temperatures were
observed at 42°C, 56.4°C. – EP2

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

10
 Follow-up Visit Report

Provided the shield full fill the holes to

ELEC cover full electrical panels in MSB
04 panel of T1 substation, in boiler
house. – EP3

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

11
 Follow-up Visit Report

Provided the emergency first aid

ELEC
signage and equipment in T1, T2
05
substations. – EP3

Cleared the dust on busbars and

ELEC
cables in MSB panel of T1 substation,
06
in EB-WS panel of block 03. – EP3

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

12
 Follow-up Visit Report

Added the tape colour red, yellow,

blue for phases conductors to
ELEC distinguish which is the neutral wire,
07 which is the phase wire, which is the
ground wire in MSB panel of T2
substation, in fire pump panel. – EP3

III Structural
Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022
13
 Follow-up Visit Report

Issue
Description Photo (as remediated)
ref

Repaired the roof bracing in the block

STR 2 which was damaged because conflict
01 with addition hanging bars on the roof
purlins. – SP2

Provided the inspection report from

the third party of HVAC system was
STR
hanged by suspension rods from the
02
roof structure at all blocks, repaired
the bended rods. – SP2

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

14
 Follow-up Visit Report

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

15
 Follow-up Visit Report

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

16
 Follow-up Visit Report

Repaired the cracks appeared on the

STR
plaster masonry wall of the block 2,
04
the maintenance workshop. – SP3

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

17
 Follow-up Visit Report

STR Cleared the dampness in the block 1,

05 block 2. – SP3

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

18
 Follow-up Visit Report

Appendix 1a: Issues reported as remediated by the Factory Management during the 2nd follow up visit.

I Fire
Issue
Description Photo (as remediated)
ref

Removed the locking mechanism on

FIRE
the exit doors in block 01, 02,03,04 &
01
Canteen. – FP1

II Electrical
Issue
Description Photo (as remediated)
ref

ELEC Thermographic scanning has been

08 done periodically at the factory. – EP4

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

19
 Follow-up Visit Report

III Structural
Issue
Description Photo (as remediated)
ref

Added column bracing and improper

STR
column bracing in block 2, block 4 and
03
the canteen building. – SP2

Appendix 1b: Issues reported as remediated by the Factory Management during the 3rd follow up visit.
Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022
20
 Follow-up Visit Report

I Fire
Issue
Description Photo (as remediated)
ref

Divided the solid shelves into each

FIRE block not over 1.9 m2 and
05 maintenance the flue space 15cm per
each block. – FP3

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

21
 Follow-up Visit Report

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

22
 Follow-up Visit Report

II Structural
Issue
Description Photo (as remediated)
ref

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

23
 Follow-up Visit Report

Cleared the corrosion on the steel

STR frame of the canopy of the blocks 1, 2,
06 3, the canteen building and the
parking area. – SP3

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

24
 Follow-up Visit Report

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

25
 Follow-up Visit Report

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

26
 Follow-up Visit Report

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

27
 Follow-up Visit Report

Appendix 2: Issues reported as remediated by the Factory Management (open issues) from the 2nd follow up visit in
October 2022.

I Fire
Issue
Description Before After
ref

Fire Removed the storage from exit

01 stair in the boiler room.

Fire Removed the storage inside chiller

02 room

II Electrical
Issue
Description LABS Standards ref Status
ref

Elec Provided the proper type of

1 insulation mats for panels

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

28
 Follow-up Visit Report

Appendix 3: Observations reported to the factory during 3rd follow up visit which will have to be worked upon
in consultation with the Remediation firm/Technical team

Issue
Description Photo
ref

High temperature 75.5°C inside the

ELEC
compensator panel does not comply with
01
LABS standard 10.38.2.2. – EP1

Long crack appeared on the concrete

STR ceiling inside washing area does not
01 comply with LABS standard cl 8.5 & 8.27.
– SP3

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

29
 Follow-up Visit Report

Annexure A - Gender ratio detail

1. General data of workers:

Category Male Female Total

Workers in the factory 1137 1991 3128

2. OHS committee details:

Category Male Female Total

OHS committee members 9 6 15

Supervisor 6 4 10

Manager 0 1 1

Trainer 1 1 2

Safety Responsible personnel 2 0 2

3. Emergency response team details:

(Workforce trained to operate fire safety systems, extinguishers, etc.)

Category Male Female Total

Total workers trained to be part of Emergency
70 10 80
response team

4. Capacity building:
To progressively increase the number of women in senior positions across the teams)

Category Total
Women holding positions in Higher management or as Managers, Supervisors
1
and trainers

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

30
 Follow-up Visit Report

Annexure B – SMS Implementation: Verification

Implemented
Insufficient

Sufficient -
Initiated-
Initiated
Categ

Not -
Document Comments
ory

Safety Policy & Safety Committee Plan has been provided and
☐ ☐ ✓
Protocols implemented by OHS team

Safety Risk
Procedure for Health and Safety Risk Assessment has
Management ☐ ☐ ✓
(SRM)
been developed

Role,
Role, Responsibilities & Accountability have been
Responsibilities & ☐ ☐ ✓
defined in the Safety Committee Plan
Policies

Accountability

Based on the Procedure for Health and Safety Risk

Risk Mitigation ☐ ☐ ✓
Assessment

Corrective and Based on the Procedure for Health and Safety Risk
☐ ☐ ✓
Preventive Actions Assessment

Monitoring Monitoring Mechanism has been developed and

☐ ☐ ✓
Mechanism implemented

Safety Risk Based on the Procedure for Health and Safety Risk
☐ ☐ ✓
Management Assessment

Safety Assurance ☐ ☐ ✓ Well established mechanism for incident reporting

Checklist

Safety Promotion ☐ ☐ ✓ Safety Training has been provided for all workers

Monitoring and Regular meetings of OHS committee conducted to

☐ ☐ ✓
Improvement review and improve the procedures

Risk Identification ☐ ☐ ✓ The internal audits have been implemented monthly

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

31
 Follow-up Visit Report

Annexure C – OHS Member Questionnaire

Satisfactory

Very Good

Excellent
Average

Good
No. OHS Member questionnaire (Workers)

1 Where can you find the LABS Helpline number? ☐ ☐ ☐ ✓ ☐

2 What kind of issues can be raised under LABS Helpline? ☐ ☐ ✓ ☐ ☐
3 Have you received any LABS training or safety training by factory OHS team? ☐ ☐ ✓ ☐ ☐
4 What are the reasons caused a fire? ☐ ☐ ☐ ☐ ✓
5 Have you joined any evacuation drills this year? ☐ ☐ ☐ ☐ ✓
6 What should you do in the event of a fire? ☐ ☐ ☐ ☐ ✓
7 Where is the nearest exit door at your workstation? ☐ ☐ ☐ ☐ ✓
8 Where is the evacuation assembly point? ☐ ☐ ☐ ☐ ✓
9 In the Fire evacuation plan, can you identify the exit points? ☐ ☐ ☐ ☐ ✓

No. OHS Member questionnaire (Maintenance team) Yes No

Adequately qualified and dedicated safety manager available and reporting directly to ✓ ☐
1
CEO/GM?
2 ✓ ☐
Is the Incident/accident report available and maintained?
Process in place to periodically conduct employee meetings and record ✓ ☐
3
participation rates?
At least one factory joint walk through conducted per month to ensure structural, fire and ✓ ☐
4
electrical safety?
5 OHS committee meetings held with a pre-defined agenda and discussions recorded? ✓ ☐
6 Have the employee trainings been completed as per the TOT method? ✓ ☐

Comments/overall observations:

- Factory has achieved 100 % remediation.

- CAP Closure can be tentatively completed/scheduled in April 2023
- Factory has achieved 60 % in terms Gender Intentionality implementation.
- SMS implementation: Safety Committee Plan has been provided and implemented by OHS team, the internal
audits have been implemented monthly.
- Graduation fulfillment: the factory is in 2nd cycle and has received 2 training sessions reached to advanced
safety training level 2. SMS is implemented and maintained monthly audit.

Document Number: LABS/FVR/4.1/Revision Date – 21st October 2022

32