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Verifier and Inspector User Manual

1. Box 3 Creating a new verifier user Click the Staff tab in the upper right hand corner of the Screen The Verifiers tab will appear Click Add Verifier Login Enter information for the new user including name email and contact information Determine whether the user will be granted administrator access Box 4 Creating a new inspector user 1 Follow steps 1 4 above and click on the Inspectors tab located next to the Verifier tab Before Conducting Verification Claiming an application from Starbucks Before beginning field work the verifier must claim the new application in the VRS at least 5 days prior to start of fieldwork as per the Verifier and Inspector Operations Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 9 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Manual Section 6 2 3 The inspector interface does not include the option to claim applications from the VRS This step must be completed by the verifier Following login the options in Screen 9 below will be available to choose from Click Claim Supplier Application From Starbucks to claim the application Screen 9 Claim application e Clam Supplier Application From Starbucks e View archive of applications submitted to Starbucks fread only access Screen 10 Entering security code Cl
2. Edit Entity Coversheet e View report history e Reassign report to another inspector Return report to inspector Accept report Submitting final report to the client and to Starbucks SCS Once all entities are marked accepted by verifier the verifier should create a final verification report for their client and for the verification organization s records The Final Report includes aggregate score information Once the final verification report has been created and sent to the client the final verification report is now ready to be submitted to Starbucks To create the final verification report follow the process above select all and click the box for Final Verification Report If the system will not allow the final verification report box to be checked the reasons will be listed in the area marked by the green arrow in Screen 55 below Screen 61 Generating client reports step 3 Create client report on Sample application 1 67895 Back to Sample application 1 676895 gt Create client report Select entities to include in the client report shit to select deselect mutiole entities Once you have received approval from your client for the reports to be submitted to Starbucks please create a final Verification report for your client This version will include the criteria subject area and total scores e Final Verification Report This bos should only be checked AFTER your cient has reviewed the draft without sc
3. 05 09 Date approved 10 05 09 g 3 4 3 3 2 Verified during harvest Yes No The verifiers determination of whether the application is verified during harvest is critical to VRS reporting activities In order for an application to be considered verified during harvest all farms and mills in the application must be classified as inspected during harvest Verifiers should check the in harvest classification of all entities before determining that the application was verified during harvest For details on how entities are classified as inspected during harvest please refer to Section 4 3 9 If all entities in the application are inspected during harvest according to the in harvest timeline the verifier should indicate Yes to the field Verified during harvest blue box in Screen 12 Box 6 Editing application coversheet information From the list of new applications click the application ID of the application to review Click Edit Application Coversheet in the Actions menu Complete necessary edits Click Save Sampling tool To view the sample requirements click View Sampling Requirements in the Actions menu This tool provides guidance on farm sampling requirements and indicates progress against the requirements The Sample Required column for processors will not appear until supply chain flows have been entered see Section 4 3 10 While reviewing the application verifiers should determine which en
4. 09 g Screen 45 Entity revision status Report rejected and returned to inspector for revision You do mot Pave 3 Vald contact emalli associated with vour account Please create one oy clicking on your name iq the upner h o ng ht hang canner Overview of Sample application 1 67895 Application Application ID 67895 Sample application 1 Actions Progress Incomplete Percentage Complete 0 g p g p H Overview Reports Edit Entities Entity Progress Inspector Flows Sample Verifier marked for revision but inspector has not received update 4nderson A Submit ta Starbucks Andrew M Farm Fi23 View supply chain Inspectors will see whether they have reports returned to them on their main page Screen 46 Viewing returned reports Applications you have access to Number of Your Reports on Application Returned Report Starbucks Applicant Name Application ID 1146682152468625 11468215246848 11468215246849 Box 18 Returning a report to an inspector 1 From the report overview click the entity name 2 Click Return report to inspector 3 Inspector reviews applications regularly to address any returned reports 4 9 Reviewing comments posted by the verifier and posting responses Indicators with comments from the verifier will have the comment symbol shown below located next to the evaluation orange arrow in Screen 46 below Inspectors can click the indicator to view the comment
5. Supply chain Application ID 678695 Sample application 1 Options Progress Mew Percentage Complete 0 Planned verification start date 25 For large Return to overview Apr applications use this view H View full size CZES lig Dry Mil M1 a 10000000 Ibs processed Actions Total of incoming volumes i FO Thos from sampled farms H Overview Sarri pke wsl rr ill W13 SOQOD0D000 the processed t Edit flow value Entities larm Gil las4 larm il 2 Flows 230 lieclares 3 0 heclares 34000 lbs prenl 4S 00 Ths prezli Sample value Submit to Starbucks l arm Af 123 larm il BO Sample application 6 0 lieclares TO hec bares b D ui l BOO lbs praducec 10500 lbs produced VIEW supply chain current view H Client reports Box 22 Viewing supply chain 1 Select View supply chain from the Actions menu 2 Click View full size 3 Check that the arrows always move from farms to wet mills to dry mills 5 5 Reassign a report to another inspector If the entity report cannot be completed by the inspector that started the report or if a report was claimed by another inspector by accident the verifier can reassign the report to another inspector from the entity overview page Screen 57 Assigning a report to another inspector Actions Teor MSstory Reassign report to another inspector Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Crea
6. done inspectors will return to the home page and can then click on an application to work on If inspectors unplug the computer from the network or turn off lose the connection to a wireless internet they will still be able to work as an inspector The only functionality that doesn t work while offline is synchronizing If attempted an error message will appear warning that the inspector needs to be online to synchronize Inspectors don t need to login to work offline Bookmark https www cafepractices info inspectors home_page for work offline Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 18 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Whenever inspectors finish a session of working on reports they should whenever possible upload the data to the VRS on the Synchronize Tab any applications that the inspector has worked on will have the status needs upload Click Synchronize all applications and the changes will be uploaded to the server Verifiers when logged in will now be able to see those changes If a verifier logged in before the changes were synchronized the old data would be visible even if the inspector was online while working on it Box 8 Synchronizing 1 Click the Synchronize tab 2 Click Synchronize all applications 3 Return to the home
7. enter a response and or change the evaluation or qualitative evidence Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 37 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 47 Reviewing comments Report for Sample wet mill M3 Overview Social Responsibility Coffee Processing vet Economic Accountability Social Se SR HP1 1 SR HP1 2 HP1 2 SR HP1 F O HP1 SR HP1 8 HP 1 4 Coffee Processing Economic Actions Accountability CP WC1 2 Legend Pe CP WC1 4 E x Non Comply CP WC1 5 WC1 5 CP WE2 1 00 WC2 1 Mot Applicable CP WE2 2 WC2 2 GI Has a comment CP WC2 3 O WC2 3 Has many comments tH Edit Cover Sheet To reply to a comment posted by the verifier click Post a Comment and the comment box will appear Type the comment and click Post The symbol next to the indicator on the overview tab will change to Has many comments Screen 48 Responding to comments ts Post a Comment not be Comply Minimum Age Is XYZ oon ae iene 1 nate made the correction iy ertfiersbux Verification Inc at 04 38PM EDT March 31 2008 Box 19 Reviewing comments and resubmitting the report to the verifier From the report overview click the indicator to view the comment To enter a response to the verifiers comment click Post a C
8. for entities with reports sampled entities Box 12 Editing flow information from entity coversheet 1 Click Edit cover sheet in the Actions menu 2 Select appropriate Coffee Out Flow option 3 Click Save changes 4 4 Entering evaluation and evidence After the selection of an entity the following screen will appear Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 29 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 33 Entity report overview Report for Farm A F123 Overview Social Responsibility Coffee Growing Economic Accountability Social Responsibility Coffee Growme Economic Actions SSS SS Accountability ao M MOOO Eee Using the field notes taken during field evaluations inspectors can then enter evidence for each indicator In several cases related indicators may be grouped together on one page and will only require one qualitative evidence box to be completed The evaluation screen contains several sections e Evaluation Comply Non Comply Not Applicable e Qualitative evidence to support the evaluation choice e Worker interview records for some SRHP1 indicators see Section 4 4 1 Screen 34 Entering evidence SR HP1 1 SR HP1 11 for Farm A F123 Overview Social Responsibility Coffee Growing Economic Accountability SR HP1 SR H
9. from the drop down menu not all entities in the application Verifiers and inspectors coming soon can edit coffee flows for the entities they verified using the Coffee Out Flows fields located at the bottom of the entity coversheet See Screen 27 Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 27 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 28 Farm Coffee Out Flows Coffee Out Flows IE This farm sends all its coffee to App 51468215247014 Wet Mill 3 M51468215247016 C This farm splits its coffee output 200 green coffee Ibs to App 51468215247014 Wet Mill 3 M51466215247016 and green coffee Ibs to App 5146621524 7014 Wet Mill 1 M51466215247014 Farms In most cases the farm will send all of the coffee produced to the same mill When this is the case the inspector should select the This producer sends all of its coffee to field The inspector should then select the appropriate mill from the drop down menu located to the right of this field If the producer sends its coffee to more than one processor the inspector should select the This farm splits its coffee output field see Screen 28 The inspector should then enter the number of lbs green coffee sent to each processor The VRS will not allow the user to save this informati
10. on 03 13 09 Date last modified 10 05 09 CG SR1 4 CG SR1 5 ci UUA Completing and submitting the report to the verifier Once the scorecard is completely filled out and the coversheet is complete Submit Report to Verifiers will appear in the Actions menu Click on the Submit Report to Verifiers This will change the report progress to finalized and submitted but not sent to central server The inspector will need to synchronize in order to upload it to the central server making the report available to the verifier The system will display any problems with an entity report that will prevent it from being submitted for example fields in the coversheet that have not been completed Screen 38 Submitting report to verifier for review Report for Farm A F123 Overview Social Responsibility Coffee Growing Economic Accountability Economic Actions Accountability Social Responsibility Coffee Growing SR HP1 1 y CG WR1 2 tH Edit Cover Sheet E4 151 3 SR HP1 2 CG WRI 3 Submit Report ta EA 151 4 i Werifiers SR HP1 3 CG WR1 14 SR HP1 5 CG WR1 15 pulls Legend SR HP1 6 CO WR2 1 Comply SR HP1 7 CG WR2 4 4464 4 4 xX 4 SR HP1 8 CG WR2 5 X Non Comply Click Submit Report to Verifiers To confirm the action click Submit The Progress status of the report will change to finalized and submitted Released by Julia Clark Date released 10 05 09 Approved by Nathan Smith Date approve
11. previous period from a multi year validity thus do not require re verification in the current verification period If they indicate that the mill has current validity and do not want it to be re verified view Mills with reports in VRS that have current validity on the verifier main page Click on Request permission next to the mill report needed to be granted access to copy the mill report To view the special permissions granted to a verifier after requesting permission click the username in the top right hand corner seen below circled in red If the permission does not appear within 48 hours of making the request contact SCS cafepractices scscertified com Screen 49 Special permissions wile alee Practices Verifier Reporting System verifiersbux P Logout RARD Applications Files Help rou do mot haye a valid contact emal associated with your account Pease create ane Oy clicking an your name fq the upper Aight hand canner Verifiers will then be directed to a screen that will require them to confirm the use of the mill report Click Execute to confirm the use of the mill report It is very important that verifiers are copying the original mill report rather than making copies of a copy Screen 50 Copy a mill report NOT written by organization Special Permissions Copy 4 Use a copy of Sample wet mill M3 from Sample application 1 67895 on Sample app 2 mill 556666 Execute Copy 4 Use a copy of Unna
12. rcio a a a aa a a Aa E 27 ABV FIOWSaranmaana a e a E a aera 27 4 4 Entering evaluation and evidence ssssssssessersernssnrssrrosrrensrrnsrresnrensrrrennrsnrnerreenner 29 4 4 1 Worker interview records Quantitative CEVIGENCE cccccceeeeeeceeeeeeeeeeeeeeeeeeeeens 31 4 5 Navigating sas ODOM isen Gand ainbhs Ao T e N NA 32 4 6 Completing and submitting the report to the verifier ccceccccsecceceeeeeeeeeseeeeeseeeeees 33 4 Verifiers reporting responsibilities 20 0 eee ccc eeeeeeeeeeceeeeeceeeeeeeeeesseeessaeeeseeeeseeessees 34 4 7 1 Posting comments verifier cccccccesseecceeseecceeueeceeuseeecsegeeeesagseeessaseeessageeessaaes 35 4 8 Returning an entity report to an inspector fOr revision cccceceeececaeeeeeeeeeeeeeessneees 36 4 9 Reviewing comments posted by the verifier and posting reSpONSES cccceeeees 37 5 0 Completing reports Veriler ssia a a a a a ea 38 5 1 VM TCO OI Seon tect Secs a ne atone tect ete eee E 39 5 2 LJ CODY ING MAN BO POMS oree ada tw eatesaana hed adden suis cea ea toda sine tatiana vaste nea Ada ateas 42 5 3 Inactive applications ANd MOVING reports cece ceccceeeeeeeeceeeeseeeeseeeseeeeaeeeeeeeeseeeeseees 42 5 4 VIEW SUDDIY Chalisa a Ta shea 42 5 5 Reassign a report to another INSPECIOS cece ceeccceececeeeeae ceca eeseeeeseeesaeeseeeeseneeneess 43 6 0 SUDMITEING RE DOES orea E EE E EAA EE 44 6 1 Draft client reports and
13. reports It is designed to facilitate consistent reporting and tracking of C A F E Practices verifications This manual is designed to provide detailed instructions for verifiers and inspectors using the VRS System requirements In order to make the most effective use of the VRS it is necessary to use a supported web browser The system currently supports the most recent versions of Mozilla Firefox and Microsoft Internet Explorer Mozilla Firefox is a free program that can be downloaded at http www mozilla com firefox Users will find it much easier to use the VRS if they have a reliable high speed internet connection A high speed connection is not required but will greatly reduce the time required to synchronize and review reports Accessing the system The VRS is located at cafepractices info There is a demo version of the VRS available for verifier and inspector practice and training The demo can be accessed at demo cafepractices info Getting Started Welcome screen The welcome screen is the point of entry for users There are two main features of this page Login where registered users can enter the system and Documents where C A F E Practices documents can be accessed The documents are also available at http www scscertified com csr starbucks_documents html Screen 1 Welcome Screen Welcome to the C A F E Practices Verifier System Login Username Password Box 1 Entering the VRS 1 Type the Usernam
14. the report within five business days from the date that SCS returned it Please recall that clients must always be notified of changes made to Final Reports as a result of an RTV and be sent an updated report Tips and Tricks The following is a list of shortcuts and tricks that will improve the usability of the VRS Sorting entities Verifiers can easily sort entities by name score progress inspector or ZT by clicking on the column title in blue Screen 63 Sorting Entities Reports Entity Score Progress Inspector Reviewing multiple entities Users can select to open multiple entities at once by right clicking on the name of the entity to review and selecting to open the link in a new tab or window This allows users to open multiple reports at once to cross reference information enter evaluations and complete reports Users have found that the speed of the system increases when using tabbed browsing and can increase the speed at which reports can be completed Screen 64 Tabbed browsing So aay Open Link in New Window L Open Link in New Tab Bookmark This Link 4 Save Link As Send Link Copy Link Location Properties rvieW of Progr s Caf 179 Application Warning Verifiers that also act as inspectors should not have windows open as both verifiers and inspectors UNLESS different browsers are used For example when acting Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 do
15. 20 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 20 Starting a new report step 2 Reports for Sample application 1 67895 Reports Entity Progress Created On to search by entity code if you already know which entity you want to start a af oer ome r aac cae a A EE en ee wy femsons start a new report on Sample application 1 67895 ce J to see a list of all entities in the application use this Tipe ities Search Entities button gt Clicking Search Entities will show the screen below Enter the entity code including the appropriate letter F Farm M Mill or P Producer Support Organization or entity name and click Search Screen 21 Searching entities Search for your Entity Entity name owner name and entity code are all valid search terms Entering a portion of the data is also acceptable View Entities will show the screen below containing all of the available entities in the application Select the entity to begin a report and click Create Report Screen 22 Viewing entities Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 21 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 4 3 Choose Entity to Report On The list below includes all entities that are part of thi
16. 3 09 Date last modified 10 05 09 Date approved 10 05 09 g Verifier inspector soon should select This processor sends all its coffee to The VRS will automatically calculate the outflow of the processor based on the inflow and this information will appear in the Coffee In Flows section see Screen 30 below The verifier should select the appropriate mill from the drop down menu Processor sends its coffee to two different processors The user should select This processor splits its coffee output and then enter the number of lbs green coffee sent to each processor The VRS will not allow the user to save this information if the lbs green coffee entered in each field is not equal to the total amount that appears in the Coffee In Flows section Screen 31 Coffee In Flows Cottee In Flows From MS514682715247015 180 lbs e Total 180 Out flow status not specified The default setting for entities is e Processor outflow status not specified e Farm outflow status not specified Screen 32 Outflow status not specified Coffee Out Flows Farm out flow status not specified C This farm sends all its coffee to App 51468215247013 Wet Mill 1 M51468215247013 This farm splits its coffee output green coffee Ibs to App 51468215247013 Wet Mill 1 M51466215247013 and green coffee Ibs to App 51468215247013 Wet Mill 1 M51466215247013 Save change Inspectors and verifiers should not select this option
17. C A F E Practices Verifier Reporting System Verifier and Inspector User Manual Starbucks Coffee Company V1 2 English Version pu SCIENTIFIC CERTIFICATION SYSTEMS Table of Contents 1 0 PTT ROCUIG IOI ciio a a a a a E 4 1 1 System TreguireMeNiS essesi e epi na aAa at 4 1 2 NCCC SOI CCG Ve Ml yt a a anaes aensawemlar an nslamanenmeasantiaannaetauanels 4 2 0 STU ek A acc crak a dew gece AA Ea a A Ea A 4 2 1 Welcome SrCe sot taie tenons estyssnGcetatosus aa see anasto a ae aae 4 2 2 NESTE TOG WAN cepa a e bodes 5 2 2 1 Forgotten eo VOC soen sates oieet oan waenaat unten man Seu faniueasane onldsebaeneness 5 2 3 INSPECTOR user log IN xicecs sez ccdesnts toch a vextaenscosade tues E a a aE E 5 2 4 Changing Ser password iiir aeaaaee Ea A EATEN iaraa AiE Caaan ka T 2 5 Venter NOME SCOE onser nae eiaa a OE TAE Ea Ee aA a a aA 8 2 6 Creating AUIS CP S a aeaa aA AE IE EEA E EIEEE aA 9 3 0 Before Conducting Verification asussssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnen 9 3 1 Claiming an application from StarDuUckS ccccccccccssececseceeeeceseeeeeeeeesseeeeeaeeesaeeeesaeees 9 3 2 Discrepancies between the application in the VRS and the application provided by the client OR the situation observed in the fi ld ce ecceceeeeeceeeeeeeeeeeeeeaeeeeeeseeeeeeseeeeessageeesaaeeees 11 3 3 Application coversheet information cccccccccecceceeececeeceeseeeeeaeecesaeeeeseecess
18. PS SR HP 4 SR V1 SR Wire SR vy e es reas fia 2 29 2 2 2 6 2 kt Pei Pek Pak bey 2 5 2 75 ft ft Save and Continue to SR HP1 2 Save and Return to Overview gt SR HP1 1 All fulltime workers are paid the nationally or regionally established S mee Comply ice minimum wade In regions where such minimum wages have not been set all full time workers are paid the local industry average If workers are paid by production rl c l wages meet the abore requirements ee nS MHA ae SR HP1 11 All full time workers are paid more than the nationally or regionally established minimum wage In regions where such minimum wages have not been set all full time workers are paid more than the local industry average If workers are paid by production wages meet the abore requirements Non Camply q MA O Camply Qualitative Evidence as Quantitative Please do not enter individual worker payment evidence in the field abgve Use the Worker interview records Gu Olinenics Post a Comment Ato conmmenrts recorded far fois score vet Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 30 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Box 13 Entering evidence and evaluation Click the indicator where you want to start entering evaluation and evidenc
19. SV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 41 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 5 2 9 3 5 4 The entity name will now appear with copy following the name indicating the mill report has successfully been copied to this application from another application Screen 55 Use a mill report from your organization step 5 Entity Mame Entity Types Actions Sample wet mill M3 copy Processor Edit details Changes to the mill report can only be made from the application containing the original report Once the application containing the original report has been Submitted to Starbucks no changes can be made Box 21 Incorporating mill reports with current validities written by your organization from the current year or previous year if mill was awarded a multi year validity 1 View Mills with reports in VRS that have current validity on home screen 2 Click Copy next to the mill report you wish to copy OR 1 Go to the mill coversheet of the entity you want to make into a copy by clicking on View Entities Click Edit details for the mill entity Click Use report from another application Confirm the entity Id and the From application ID contains the original mill report Un copying mill reports If a verifier discovers that the wrong mill report has been copied into the applic
20. ae 10 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 11 List of applications e Claim Supplier Application From Starbucks e View archive of applications submitted to Starbucks fread only access new application will be listed here New PP Applicant ID Applicant Applications can only be claimed from the VRS using the security code provided by the client The client is the only person authorized to provide security codes to verification organizations In order to be issued the security code the client must notify CAFEprac starbucks com that their application is final no more changes and they want their application to be available to their verifier in the VRS Once Starbucks receives the notification from the applicant they will issue a security access code for the client to provide to their verifier The application will be available via the security access code in the reporting system the following business day Box 5 Claiming an application in the VRS Login to the VRS cafepractices info Click Claim application from Starbucks Enter the security code provided by your client Click Claim Review application for consistency with application provided by the client Click Claim again to move it to your list of applications Discrepancies between the application in the VRS and the application provided by the client OR the situation observed in the field If the verifier or inspector disc
21. aim an application from Starbucks Enter the security code of the application you would like to claim Security Code s HET enter security code provided by client Enter the security code provided by the client and click Claim Verifiers will see a summary of the total number of farms by size type Verifiers will also see a list of all entities included in the application with information including the ID name and farm size The VRS version is considered the final version by Starbucks If this information does not match the information received from your client in the application please follow the procedure for supply chain discrepancies Once verifiers have confirmed that the application is correct they can click the Claim button again After clicking on Claim the VRS will download the application to your organization The download may take a few minutes depending on the size of the application Users may do other work in the VRS while this is occurring or close the VRS and check back later and the application will appear in your list of New applications Screen 7 Once the application has been claimed by the verifier inspectors can access the entities to start reports after synchronizing to download the application to their system interface Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Pa
22. applications button downloads data to the computer allowing inspectors to work on reports without being connected to the internet In order to access applications and begin work inspectors should click the Synchronize tab Inspectors then click Synchronize all applications The first synchronization can take a long time especially if there are many large applications Subsequent synchronizations will only transmit data that has changed and are therefore much faster If the internet connection is lost during the synchronization process the inspector should reconnect to the internet and synchronize again The synchronization will pick up where it left off There will be a short delay while the computer downloads the scorecards then inspectors will see the list of applications assigned to the inspector s verification organization See Section 2 3 for details regarding installing the inspector interface Screen 17 Synchronizing applications C A F E Practices Verifier Reporting System julla_inspector P Logout Synchronize applications and reports Applicant Name Starbucks Application ID Status April 20 Test B 51468215247026 Needs download Offline Test App 51468215247029 Needs download Test July 30 51468215247034 Needs download Test app for complete 51468215247035 Needs download Synchronize all applications Contact Us Help Version 1 2 1 Demo Schema 68 2007 2009 Starbucks Corporation When the synchronization is
23. approval cece eeeccceecceeececeeeeeceeeeeseeeeaeeeesseeeeseeeeseeeesaeeeees 44 6 2 Accepting enit TOD OMS renna a aa a 45 Filename CAFE_MAN_VRSV1 2_100509 doc Created by Julia Clark Created on 03 13 09 Released by Julia Clark Date released 10 05 09 Approved by Nathan Smith Date approved 10 05 09 PaE eO Last modified by Julia Clark Date last modified 10 05 09 6 3 7 0 8 0 8 1 8 2 8 3 8 4 9 0 Submitting final report to the client and to StarbUCKS SCS 0 ccccceecccceeeeeeeeeeeeeeeees 46 Reports Returned to V Gninen nssr enana aae aaa 47 THS and TOKS aiia a a a A 48 SONO ENIES annaia a a ia r aa aara iare aaa 48 Reviewing multiple entities cc cccceeceeceeeeeeeeeeeeeeeeseeeeseeeeeseeeeseeeesseeesseeeesaeeeseneenss 48 Technical assistance saga a ET O E a 49 Actions requiring assistance from system administrators cccccccceesseeeeeeeeeeeeaeeeees 49 ate lt 200 BS 6 1 9 yn ee ma te mm RE are me ee re See ED De EEE eee eee re eae ce ce ere Eee aae eee 50 Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 3 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 1 0 1 1 1 2 2 0 2 1 Introduction The Verifier Reporting System VRS is the online tool developed for managing C A F E Practices verification
24. ation they can un copy the mill report To un copy a mill report click View entities From the entity page click Edit details next to the mill you wish to un copy A message will appear that says you can not make changes to a copy report Do you want to un copy Click Yes Then you will be able execute the mill copy permission correctly Inactive applications and moving reports In cases where a supply chain discrepancy occurs and the FSC issues a new application ID the old application ID will be marked inactive in the VRS Verifiers are able to move completed reports from the old application to the new one View supply chain Once the verifier has entered and or reviewed all flows they will be displayed in the View Supply chain This visual representation of the supply chain is an excellent tool to make sure that all the flows have been entered correctly Verifiers should ensure that Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 42 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g e The view supply chain includes all sampled entities e Only sampled farms and volumes are included in the view supply chain e The flow from the wet mill s to the dry mill is the same as the total volume of green coffee produced from incoming sampled farms Screen 56 View
25. ay mark entity reports for revision by the inspector if an indicator needs additional evidence or if they have a question for the inspector To review a report submitted by an inspector go to the home screen and click the application number This will take the verifier to a list of entities Next to each entity will be a status Reports completed by inspectors will say finalized and submitted Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 34 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 41 Entity report status Application ID 67895 Sample application 1 Actions Progress Incomplete Percentage Complete 16 9 p 9 p Overview Reports Edit H Entities Entity Score Progress Inspector Flows Sample Finalized and Anderson Submit to Starbuck Farm A F123 Pata submitted Andrew M E E Ge View supply chain Box 16 Reviewing inspector reports 1 On the home Screen click the application number 2 Click the Entity name to view the evaluation and evidence entered by the inspector 4 7 1 Posting comments verifier When reviewing reports verifiers can leave comments for inspectors to alert them to problems or questions about their report From the application overview click the entity and then the criterion that contains the indicator
26. c Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 48 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 8 3 8 4 as verifier only use Internet Explorer when acting as inspector only use Firefox or Google Chrome This is the only way to safely be logged in as both verifier and inspector at the same time Technical assistance If verifiers or inspectors encounter technical difficulties while working in the VRS they should contact SCS The email should include the following information e name of inspector s affected name and ID of supply chain name of entity ies affected a detailed description of what occurred leading up to the system error screen shots of the error message including the address bar with the URL where the error message occurred e any other relevant information The more information provided to SCS the faster the system administrators can resolve the issues Actions requiring assistance from system administrators Verifiers must contact SCS Starbucks to perform certain actions in the VRS The following actions require assistance from the system administrators e Marking an application as inactive e Removing a report that have been started by mistake for an entity not included in the sample Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modifie
27. ce 24 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 4 3 4 Contact information Inspectors should enter the contact information for the primary contact of the entity not of the application 4 3 5 Farm size Inspectors should enter the total area conserved area and productive area as observed in the field The VRS will not allow the user to save the coversheet if the sum of the conserved area and productive area is larger than the total area entered Farm size classifications are based on the productive area of a farm rather than the total area 4 3 6 Changes to farm size productive hectares discovered during field visit In cases where major discrepancies between the application and the situation in the field are found please refer to Section 3 2 If the change in hectares affects the farm type Small farm gt Medium Large farm Medium Large farm Small farm The inspector should first notify the verifier when this discrepancy is found The verifier must notify the client with a cc to Starbucks and SCS see Section 3 2 for details This step is to ensure that there are no other impacts to the application as a result of this change To avoid delays in report writing the verifier user can make the change on the entity coversheet in order for the scorecard to update to include the correct indicators After changing the farm size on the coversheet and clicking Save a warning screen will appear if
28. client report in the Actions Menu Screen 58 Generating client reports step 1 Actions H View Report Progress H Edit Application Coversheet H View Entities H View Flows H View Sampling Requirements H Submit to Starbucks H View supply chain Reports This will take you to the client report screen Verifiers then click Create a new client report Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 44 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 59 Generating client reports step 2 R Client reports on Sample application 1 67895 Back to Sample application 1 67895 gt Currently Available Reports Link Included Topics Expires Actions Creation details Aone avaiable click here to create draft reports for your client to review prior to submitting final reports to Starbucks z The next step is to select the entities to include in the report Verifiers can select All entities or a subset of entities to create one report with multiple entity reports see blue circle in Screen 60 Once the entities have been selected click Create client report see green circle in Screen 60 Only finalized and submitted or accepted by verifier entities can be included in client reports The next screen will include a hyperlink to se
29. d 10 05 09 Page 33 of 51 Filename CAFE_MAN_VRSV1 2_100509 doc Screen 39 Confirm report submission _ ie Submit report to verifiers Entity Farm A F123 Click the button below to submit this report to the verifiers Submit gt Once an entity report is submitted to the verifier it can no longer be accessed by the inspector The only way for an inspector to make changes to the report is to request that the verifier return the report to the inspector Section 4 8 Once the report has been submitted to the verifier clicking on the farm name of a finalized and submitted entity will activate the following error message Screen 40 Error message Not authorized You are not authorized to wew the requested URL on this server You may want te return to yow home page Box 15 Submitting the report to the verifier 1 Check to make sure all previous steps are complete 2 Click Submit Report to Verifiers in the Actions menu 3 Click Submit to confirm 4 Connect to internet and synchronize all applications Verifiers reporting responsibilities Verifiers are required to fully review the reports submitted by their inspector for accuracy and consistency ensure that the verification report includes all necessary entities and meets the sampling requirements are responsible for copying mill entities from other applications as appropriate and are responsible for ensuring that flows are correct Verifiers m
30. d by Julia Clark Approved by Nathan Smith Paqe 49 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 9 0 Index of Screens Screen 1 Welcome Screen 4 Screen 2 Google Gears plugin 5 Screen 3 Install Gears 6 Screen 4 Installation instructions 6 Screen 5 Allow Google Gears 7 Screen 6 Changing a password 8 Screen 7 Home screen 8 Screen 8 Adding verifier logins 9 Screen 9 Claim application 10 Screen 10 Entering security code 10 Screen 11 List of applications 11 Screen 12 Editing application coversheet information 13 Screen 13 Sample Requirements 16 Screen 14 Navigating entities 17 Screen 15 Searching entities 17 Screen 16 Synchronizing applications 18 Screen 18 Accessing applications 20 Screen 19 Starting a new report step 1 20 Screen 20 Starting a new report step 2 21 Screen 21 Searching entities 21 Screen 22 Viewing entities 21 Screen 23 Editing coversheet information 23 Screen 24 Contact information 23 Screen 25 Email address 23 Screen 26 Coversheet error message 24 Screen 26 Changes to application Verifier 26 Screen 27 Farm Coffee Out Flows 28 Screen 28 This farm splits its coffee output 28 Screen 29 This processor has no out flows 28 Screen 30 Coffee In Flows 29 Screen 31 Outflow status not specified 29 Screen 32 Entity report overview 30 Screen 33 Entering evidence 30 Screen 34 Quantitative evidence Worker interview records 31 Screen 35 Save and Continue to n
31. e Choose Comply Non Comply or N A yellow arrows Provide supporting evidence in the Qualitative evidence box red arrow Click Worker interview records to complete Quantitative Evidence if necessary see Section 5 4 Click Save and Continue or Save and Return to Overview green circle 4 4 1 Worker interview records Quantitative evidence The VRS will not allow inspectors to save their evaluation and evidence for SR HP1 without completing the Worker interview record form Inspectors should have interview records for 15 of the workers with a minimum of 3 and a maximum of 25 as per Section 6 7 2 of the Verifier and Inspector Operations Manual Below the qualitative evidence box for several of the SR HP 1 indicators inspectors will see Worker interview records blue box and arrow above By clicking on Worker interview records a pop up window will appear Screen 35 Quantitative evidence Worker interview records Quantitative Evidence for SR HPI1 1 Entity Farm A F123 Payment to Workers There is currently no quantitative evidence on worker payment associated with this report Create new evidence Yorker names will only be visible to you and any auditors assigned to this report Yorker s name worker type full time Payment period daily Hours per day Pay per day Overtime Overtime pay Total pay per day The fields on the Quantitative Evidence form include e Worker s name this field is only visibl
32. e and Password provided by SCS 2 Click the Login button Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page doi Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 2 2 Verifier log in SCS provides verification organizations with a verifier username and password to access the VRS This information is generally sent with the provisional approval letter The username and password will allow the verifier to log in and create other users for the organization Contact SCS if you do not have a VRS log in 2 2 1 Forgotten password If you forget your password enter your username and click Login A Forgot your password option becomes available This help function will only work if you have an email address associated in your user profile Verifiers with administrator access can re set passwords for anyone in their organization If users are unable to enter the system they should contact SCS immediately 2 3 Inspector user log in Visit https www cafepractices info and login with your inspector username and password created by the verifier administrator Section 2 6 Click on the Google Gears link that displays on first login Screen 2 Google Gears plugin Plugin Required To login as an inspector you need to first install a plugin Google Gears Please follow this link belo
33. e application name Click View Entities to see a list of all the entities in the application Select the entity that has been assigned by the verifier Click Create Report Editing cover sheet info For each entity report inspectors are required to complete coversheet information Many fields in the coversheet can only be completed after information has been collected from the field Inspectors should also verify information already entered and make changes as necessary Note that some fields are filled in automatically during the transfer of the application from the supplier to the VRS This is a very important step by the Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 22 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g inspector For further details regarding coversheet data collection please refer to the Verifier and Inspector Operations Manual Section 6 6 Screen 23 Editing coversheet information Edit Farm A F123 Application Sample application 1 67895 General Information Entity code Entity name Farm A Mame of owner Inspectors are required to fill in the following information e Contact information Worker days Number of workers by type GPS Actual verification date Verified during harvest Yes No Hectares total coffee producing conserva
34. e that the VRS will not allow the inspector s evaluation and evidence for SR HP1 to be saved without completing the Worker interview record form Box 14 Entering quantitative evidence Click Worker interview records Fill out all fields Click Add Fill out one form for each interview conducted When all forms have been filled out close the pop up box and click Save and continue to the next indicator 4 5 Navigating a report Inspectors can navigate through an incomplete report using the tabs The Overview tab shows which indicators have been completed how the indicators were evaluated and whether there are any comments from the verifier Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 32 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 4 6 Screen 37 Report overview Report for Farm A F123 Covervew Social Responsibility Coffee Growing Economic Accountability K Social Responsibility Coffee Growmg Economic SR HF1 1 SR HF1 7 SR HF1 8 CG WR1 2 CG WR1 3 CG WR1 14 CG WR1 15 CG WR2 1 CGO WRe 4 CG WR2 5 CG SR1 1 CG SR1 3 U Actions Accountability H Edit Cover Sheet Legend W Comply a Mon Comply Wot Applicable Was a comment Has many comments Created by Julia Clark Last modified by Julia Clark Created
35. e to inspectors The workers name will not appear anywhere in the report e Hours per day the standard number of hours worked per day Only enter numbers i e 4 5 8 10 no text e Pay per day the cash payment for a standard work day Only enter numbers Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paqe 31 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g e Total pay per day the adjusted cash equivalent of total pay per day plus any in kind pay received by workers and or average overtime additional pay Only enter numbers Enter the necessary information and click Add This will save the interview record and clear the fields prompting the inspector to enter the next worker interview record After all the worker interview records have been completed close the pop up window by clicking on the x in the top right corner to return to the main evidence entry screen On the main evidence screen Click Save and continue to proceed to the next indicator Screen 36 Save and Continue to next indicator Peewee fe 2 et 2 2 23 2d 2 45 2 6 2 7 2 4 2 6 2 7 2 5 2 6 2 7 2 Once you ve selected C NC or NA Save and Continue to CG SR2 4 Save and Return to Overview and entd red the qualitative evidence click here to go to the next indicator Please not
36. eeeeseneessaeees 12 3 3 1 CONLAGE INTOMMAU OM 5 sisia a a echo a aa a a abe ciadatent toate 13 3 3 2 Verified during harvest YeOS NO cccccccccccsseeeeeeeeeeeeeeeeeeeeseeeeessaeeeeesaeeeeesaeeeeeaaes 15 3 4 S72 11a 911g 6 gC nme E EA Se E err Mite ee ter Peet nt ene Sete eee ee nen ee eee ee 15 3 5 PNAC AUS SS Scheele eta a eatace ce einen en tae 16 4 0 Writing Entity Reports INSPOCION nsir oniri etisi anawika aeaaaee anakna aai a aA atana 17 4 1 Synchronizing applications and reports cceccceecccceeceeeeeeeeseeeecaeeeesseeeseeeeeseeeesseeeees 17 4 1 1 Statuses of entity reports seats Sista ers aac tine atc cide cet edna enences aden adaetes ions dedicate 19 4 2 Stanng a New ODOM eenei e a tases tance ate oat 20 4 3 Editing cover SMCCE NiO cic aes acta E A ETa 22 4 3 1 OPO rarai noan E E E ee E 24 4 3 2 Workers and worker GayS cccccssscccsesceceeececesececeueeceueceeaseessseeesaseessuetensueseneness 24 4 3 3 Verification Cale esses oer acne sala ee he a eed T ge ecient eheeneece eee 24 4 3 4 COMTACT ITOFE ALO css aed hat sd Seal cae ee a ae extend eles ci oe Se 25 4 3 5 FeO SIZ Ota at Riek a ice aes pital eat td secu a iat ate Nd Aa als 20 4 3 6 Changes to farm size productive hectares discovered during field visit 25 4 3 7 PSO INTONMAUON osaa nates tested eden AE aviamed cia cech ln urate as 26 4 3 8 Production processing VOIUMC iviesixiddotahices aaa a a a a A 27 4 3 9 Mspected during NAIVEST
37. ext indicator 32 Screen 36 Report overview 33 Screen 37 Submitting report to verifier for review 33 Screen 38 Confirm report submission 34 Screen 39 Error message 34 Screen 40 Entity report status 35 Screen 41 Posting comments 35 Screen 42 Posted comment 36 Screen 43 Returning report to inspector 36 Screen 44 Entity revision status 37 Screen 45 Viewing returned reports 37 Screen 46 Reviewing comments 38 Screen 47 Responding to comments 38 Screen 48 Special permissions 39 Screen 49 Copy a mill report NOT written by organization 39 Filename CAFE_MAN_VRSV1 2_100509 doc Released by Julia Clark Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 50 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 50 Use a mill report from your organization step 1 40 Screen 51 Use a mill report from your organization step 2 40 Screen 52 Use a mill report from your organization step 3 41 Screen 53 Use a mill report from your organization step 4 41 Screen 54 Use a mill report from your organization step 5 42 Screen 55 View Supply chain 43 Screen 56 Assigning a report to another inspector 43 Screen 57 Generating client reports step 1 44 Screen 58 Generating client reports step 2 45 Screen 59 Accepting entity reports 46 Screen 60 Generating client reports step 3 46 Screen 61 Submit report to Starbucks 47 Screen 62 Sortin
38. farms 212 hectares lt 50 hectares At least one plot of the farm has green cherries and at least one plot on the farm has ripe cherries which should be demonstrated visually and with documentation if available For small holder farms lt 12 hectares For Small holder farms only the mill harvest conditions must be met see below Mill Level MILL level Mills must have visual interview and document evidence that machinery depulplers washers fermentation tanks mechanical dryers water treatment systems has been operating during the last three days 4 3 10 Flows Verifiers or inspectors are required to enter information about the flow of coffee between the verified entities only entities with reports A flow is the amount of coffee in lbs green coffee that a farm sends to the mill or a mill sends to another mill For farms verifiers or inspectors should account for the total volume of coffee produced and sent to a processing facility In the case of mills the coffee out flow should only reflect the incoming volumes from sampled farms exiting the processing facility The VRS will automatically enter the flow from a farm to a mill based on the Total annual volume of green coffee grown for this farm in Ibs entered on the entity coversheet The VRS does not recognize decimals in the flows section All volumes should be entered as whole numbers On farm coversheets for the farm outflow only mills will be available to select
39. fication date and check the accuracy of the name and country fields Once the field work has started the verifier should complete the Actual verification start date the date of the first field verification When field inspections are complete the verifier should complete the Actual verification end date the date of the last field verification Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paqe 12 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 12 Editing application coversheet information Edit Application Application ID 67895 Sample application 1 Actions Progress Incomplete Percentage Complete 14 7 2 H View Report Progress Yerified during harvest Yes Fd Apeleaton Coversheet General Information arenas Name of the H View Flows network View Sampling Country Requirements Planned verification 2008 Actual verification e a start date P start date view supply chain p View or Create Client Reports Actual verification end date Verified during harvest New Field Mo 0 3 3 1 Contact information Verifiers should complete the application coversheet with supplier contact information including phone number email and or physical address Verifiers should complete as much of this information as possible To add contact informat
40. g Entities 48 Screen 63 Tabbed browsing 48 Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 3 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g
41. il notification that an application has been returned for revision RTV returned to verifier SCS also has the ability to submit comments and questions in reference to the scoring and interpretation of specific indicators or coversheet information like worker days within entity reports or in reference to incorrect entries of entities flows or information at the level of the overall application Entity reports which have comments attached to them are identified by rejected by manager report status in the overview that lists the entities in the supply chain Verifiers Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 47 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 8 0 8 1 8 2 should review these specific entity reports with their inspectors and make any necessary revisions or clarifications before resubmitting the application to Starbucks Only entity reports with rejected by manager status can be edited To make changes to an evaluation the verifier must first return the report to the inspector in order for the inspector to make any changes The process for reviewing reports returned by SCS is the same as reviewing inspector s reports Follow the steps outlined in this document to make the necessary corrections to the report Verifiers should try to re submit
42. install the following item e a I Qe ars OSx OpLxpl Author not verified oa http dl google com gears current gears osx opt xpi Follow these steps to Cancel Install 5 ie The browser should ask if you trust the site and want to let it use Google Gears Click Allow Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paqe 6 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 5 Allow Google Gears 5 home_page The website below wants to store information on I your computer using Gears rk RealClearPolitics E Tumblr N ttarbucks CAFE z Applications 3 C A F E Practices Ver Welcome to the C A J Login Inspectors will see the normal inspector home page with a note saying that they have no applications and must synchronize if there is work to be done See Section 4 1 for details on report synchronization Box 2 Installing Google Gears Click on the Google Gears link Click Install Gears Allow Google Gears to restart the browser Click Allow Changing user password When users log into the VRS for the first time using the name and password provided by the verifier or SCS they should change their password To change a password click the username see blue circle in Screen 7 This page will allow users to update
43. ion verifiers should scroll down the application coversheet Click add email circled in blue add phone circled in green and or add physical addresses circled in red to display the fields seen in the screenshot below The system will not allow the report to be submitted to Starbucks SCS if the fields for email phone and or physical addresses have been displayed but are empty If there is no information to add in the fields displayed verifiers should click remove email phone address circled in orange to allow the report to submit Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 13 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 13 Contact information Contact Intonnation Last Name First Name Middle Name Add phone erie Y qd Add address b Label primary w Email 4ddress ET Remove email Email Addresses Phone Numbers Label work we phone H mber Cao Remove phone Physical Addresses Label work Wt Address village Locality Region Postal Code am Remove address Country Released by Julia Clark Filename CAFE_MAN_ VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Pace 14 of 51 Created on 03 13 09 Date last modified 10
44. ities with Zero Tolerance evaluations are included in the re verification sampling Verifiers can also identify which entities were included in previous verifications by reviewing the Legacy ID on the application overview page View Report Progress page Box 7 Reviewing an application From the list of applications click the application ID of the application you want to review Click View Entities in the Actions menu to review Click View Sampling requirements to view the sample and specific entities requiring reports Review the Legacy ID on the application overview page if available 3 5 Navigating entities By clicking on the View Entities link on the right hand menu you will be taken to a list of all the entities in the application For very large applications there is a feature on the Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 16 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g upper left hand side of the window which allows you to jump to the next page of entities listed Screen 15 Navigating entities View Entities for Sample application 1 67895 Application ID 67895 Sample application 1 Actions Progress Incomplete Percentage Complete 14 a i 2 H View Report Progress Yerified during harvest Yes edie Apaliestan Coversheet Add New En
45. med M1065 from Progr s Caf 890 on Sample application 1 mill 67895 Execute Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 39 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Box 20 Incorporating a mill report from the current period or previous period if it has a multi year validity that is NOT written by your verification organization View Mills with reports in VRS that have current validity on home Screen Click Request permission next to the mill report needed To view special permissions granted to copy a mill report click your username Special permissions will be listed on your user info page Click Execute next to the mill report you wish to copy The next page will ask you to click Execute again to complete the action Incorporating a mill report written by your verification organization in a new application If the application contains a mill entity that is in a current application or has a valid report from the previous period and the client has confirmed that they want to use an existing report that has a current validity View Mills with reports in VRS that have current validity on the verifier main page If the mill report was written by your organization it will give you the option to make the copy from this screen by clicking on Copy Another way to c
46. ments Click Post a Comment next to the indicator Type the comment in the space provided and click Post The inspector will see the verifier comment at the bottom of the indicator scoring page Returning an entity report to an inspector for revision Once all comments have been made the next step is to return the report to the inspector This function can be accessed on the entity overview screen Only inspectors can make changes to evaluations or evidence From the entity cover page click Return report to inspector Screen 44 Returning report to inspector fie Return report to inspector Generate client report gt Generate client report as PDF When the verifier returns the report the progress will read verifier marked for revision inspector has not received update The next time the inspector accesses their system while connected to the internet they will see that the application needs download in order to get the returned report Once the inspector clicks on the entity report the progress will become verifier marked for revision inspector is revising This tells the verifier that the inspector has received the comments and is reviewing the report Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 36 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05
47. nd to the client The client only needs the link in order to view their reports Instruct the client to cut and paste the entire hyperlink into the address bar of their internet browser rather than clicking on the hyperlink in the email to follow it so as to avoid breaking the link Box 24 Generating Client Reports Click View or Create client reports in the Action Menu Click Create new client report Select the entities to include in the report Click Create client report Send client hyperlink Accepting entity reports After entity reports have been approved by your client mark the entity as Approved by Verifier by clicking Accept report on the entity overview page This option will only appear when the entity report is complete This tool helps to keep track of which reports have received client approval Once the client has approved each report no further disputes can be made except in cases where serious errors in reports went undetected during the report review Marking the report as approved by the verifier will lock down the report thus preventing any changes to evaluations and coversheet information Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Pace 45 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 6 3 Screen 60 Accepting entity reports Actions
48. omment Change the evaluation if necessary Click Submit report to verifier in the Actions menu 5 0 Completing reports Verifier Prior to submitting to the client for approval the verifier must review the entire application to ensure that it is complete and ready to be submitted to the client for review This involves quality control of the reports copying mill reports where appropriate and entering flow information Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paqe 38 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Mill reports Before starting a new verification in the VRS it is important to review the validity of the mills in the supply chain Verifiers should request a copy of the Mill Addendum to the First Response letter from their client to identify any mills with current validity When a mill report already exists in the VRS from the current period or has a current validity verifiers do not need to re verify the mill unless specifically requested to do so by the client Incorporating a mill report NOT written by your verification organization During the pre verification planning meetings ask the client if any of the mills have already been verified in the current period by another verification organization or have a current validity from the
49. on if the Ibs green coffee entered in each field is not equal to the amount entered in the Total annual volume of green coffee grown for this farm in Ibs field Screen 29 This farm splits its coffee output Coffee Out Flows This farm sends all its coffee to App 51468215247014 Wet Mill 3 M51460215247016 gt This farm splits its coffee output 100 green coffee Ibs to App 51468215247014 Wet Mill 3 M51468215247016 and 100 green coffee Ibs to App 51468215247014 Wet Mill 1 M51466215247014 Processors Flows for coffee processors should also be entered from the entity coversheet page If the processor is the final point in the supply chain i e Dry Mill Inspector should select This Processor has no outflows Screen 30 This processor has no out flows Coftee Out Flows Processor out flow status not specified This processor has no out flows This processor sends all its coffee to App 514668215247014 Wet Mill 1 M51466215247014 This processor splits its coffee output green coffee Ibs to App 51468215247014 Wet Mill 1 M51466215247014 and green coffee Ibs to App 51468215247014 Wet Mill 1 M51466215247014 Processor sends all of its coffee to another processor i e Wet Mill Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 28 of 51 Created on 03 1
50. opy the mill report from another application written by your organization is to click View Entities in the Actions menu in the application requiring the mill report Screen 51 Use a mill report from your organization step 1 Application ID 556688 Sample app 2 Actions Progress Wew Percentage Complete 0 2 H View Report Progress Yerified during harvest No Planned verification start date 19 2 Edit Application Jul oversheet amp View Entities Reports H View Flows p view Sampling Entity Progress Inspector Requirements H Submit to Starbucks Sample wet mill M3 No report started for this required entity View supply chain Big Dry mill M1 No report started for this required entity nD be or Create Client ports Click Edit details for the entity that you want to make into a copy Screen 52 Use a mill report from your organization step 2 Entity Mame Entity Types Actions Sample wet mill M3 Processor Edit details Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 40 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Users will then be taken to the screen below To copy a report from another application click Use report from another application For this option to appear e The entity MUST be a mill e The entity must have a rep
51. or would need to synchronize Conflict An application is in conflict if there have been conflicting edits made to one or more entities in the application If an application is in conflict then the inspector must determine which report is the most up to date and select one of the three following options e Erase my changes and keep the report that was already uploaded gt Select this option if the report that was last successfully uploaded version the verifier sees in their interface is the most up to date Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 19 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g e Force my changes to overwrite the report that was already uploaded gt Select this option if the report that was worked on offline and has not been uploaded is the most up to date e Cancel synchronizing will try again later gt Select this option if you think there is an error and are no conflicts Users should notify SCS if a conflict error is appearing in error Verifiers must not make changes to the coversheet including flows of a report that an inspector is working on This will cause a conflict for the inspector during synchronization 4 2 Starting a new report The inspector main page will list all applications that the verification organization currently ha
52. ores and has given their oval to submit the final reports to Starbucks To submit the report to Starbucks in the VRS click Submit to Starbucks in the Actions menu This action cannot be undone Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 46 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 62 Submit report to Starbucks Actions bs H Overview H Edit H Entities H Flows H Sample H View supply chain H Chent reports If any required fields have not been completed the system will indicate which fields still need to be completed in order to submit the application Please read any error messages carefully to determine why the report can not be submitted Box 25 Generating the Final Verification Report Click View or Create Client reports in the Action Menu Click Create new client report Select All Check the Final Report box Click Create client report send client hyperlink Reports Returned to Verifier Upon review of submitted reports on the VRS SCS may return the application for various reasons The reasons will be explained in the message at the top of the application when it is accessed in the VRS When an application is returned it will appear in a Returned by Starbucks SCS section of your main page Verifiers will also receive an ema
53. ort from the current verification period or have a current validity from a previous verification period During the first year of the VRS verifiers often needed to manually copy the mill report written by another verifier If you are incorporating a copy mill this year that was not originally written by your organization please request a mill permission from the application that contains the original by the actual verification organization that conducted the verification Screen 53 Use a mill report from your organization step 3 Edit Sample wet mill M3 for Sample app 2 5566388 Application General Information Entity code M3 Entity name Sample wet mill Use a report from another application The next screen will show the verifier the applications that have a valid report for the entity When making copy mill reports in multiple applications verifiers should always select the report from the application that contains the original mill report Screen 54 Use a mill report from your organization step 4 Use Report From Another Application Application ID 556688 Sample app 2 Actions Progress Mew Percentage Complete 0 Planned verification start date 19 Jul Overview Edit Sample wet mill M3 Entities 1 Flows Use Report Sample Submit to Starbucks gl wet mill MS from Sample application 1 67895 View supply chain Client reports Use Report gt Released by Julia Clark Filename CAFE_MAN_VR
54. overs a discrepancy between the application and the reality in the field or the application as it appears in the VRS they should email their client with a copy to SCS jclark scscertified com and shandley scscertified com and the Farmer Support Center FSC cafeprac starbucks com and jwilliam starbucks com explaining that a correction may be required The FSC will then follow up with the supplier to make the necessary adjustments to the application Verifiers should not make any changes to an entity coversheet which affect the scorecard without prior confirmation from SCS Examples of these discrepancies include o Changes to farm size Example the productive area of a farm is different from what was provided in the application and the difference results in the farm changing farm size type Small to Medium Large Medium Large to Small Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 11 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Or a farm size changes by 50 or more e g farm that was listed as 60 ha on the application and is verified as 113 ha o Processing changes Example the inspector discovers that a farm has wet processing activities on premise when the application listed wet milling at a separate facility or on premise milling listed in application bu
55. page and click on an application 4 1 1 Statuses of entity reports Entity reports will have one of the following statuses New Inspector has created a new report Incomplete Some scores in a report have been evaluated Complete All scores in a report have been evaluated Finalized but not submitted to central server Inspector has submitted report to verifier but has not synchronized Finalized and submitted Inspector has submitted report to verifier and has synchronized Verifier marked for revision but inspector has not received update The verifier has returned the report to the inspector but the inspector has not yet synchronized status to inspector needs download to indicate that the inspector needs to synchronize in order for them to receive the returned report Verifier marked for revision inspector is revising The verifier has returned the report to the inspector and the inspector has synchronized Accepted by verifier The verifier has accepted the report Applications will have one of the following statuses Up to date Report is up to date and no changes have occurred since the last synchronization Needs upload Inspector has made changes to the report since the last synchronization and in order the verifier to see the progress made the inspector would need to synchronize Needs download Verifier has made changes to the report since the last synchronization and in order the inspector to see the progress made the inspect
56. rifiers and inspectors to view special permissions and update personal information Screen 7 Home screen C A F E Practices Verifier Reporting System Clark Julia toqeur gt a KER p Yee a A Applications Claim Supplier Application From Starbucks View archive of applications submitted to Starbucks read only access Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 8 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 2 6 Creating users 3 0 3 1 A designated verifier will be granted administrator access by SCS Administrator access allows the user to create usernames and passwords for both verifiers and inspectors Verifier administrators are responsible for creating user profiles for their staff either verifiers with or without administrator access and inspectors Neither Starbucks nor SCS can create inspector users for verification organizations Screen 8 Adding verifier logins right hand conver Verifiers Please note that when an individual in an organization has both verifier and inspector responsibilities different email accounts must be associated with each user profile Additionally if sub contracted inspectors do work for more than one verification organization they will require a unique email address associated with each of their accounts
57. s access to Screen 18 after the inspector has synchronized If an application is not listed here then it has not yet been claimed by the verifier using the security code provided by the client Screen 18 Accessing applications Applications you have access to Applicant Name Starbucks Application ID Number of Your Reports on Application This page will display all applications that their verification organization is currently working on and indicate the number of entities that the inspector has started reports on To start a new report or continue a report in progress click the application name The user will be directed to a new page If the inspector has previously started work on one or more reports in the application this page also will list those in progress reports Screen 19 Starting a new report step 1 Inc Application 51468215246853 for Verification 514687152456857 Asociaci n claudia 11087 123457 The next screen will offer two options for navigating the entities in order to start a new report e View Entities This feature can be used to see a list of all entities in the application e Search Entities This feature can be used when the inspector already knows the entity code for the entity for which they wish to start a report Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae
58. s application Please only start reports on entities that have been assigned to you GPS Latitude Longitude Name of Entity Name Entity code amet Entity Type Producer P51468215246851 support 0 O O N 0 0 0O W App 51468215746851 i organization App 51468215246851 Smallholder Smallholder Farm F514682152468511 Poi o 0 0 N oeo o w App 531468215246851 F F 1A 7 4 a onah anta Medium Farm F514682152468512 Medium farm o O O N OFo O W App 3146821532468531 Wet Mill M514682152468511 Processor o 0 O N OF0 O W App 531468215246851 5 e ona ona Dry Mill M514682152468512 Processor o o O N oFo O Ww Create Report Please note that this list will include all entities in the application Inspectors should only start reports that have been assigned to them by the verifier There is no function in the VRS to assign reports to inspectors only to re assign a report Once an inspector creates the report only they will be able to edit it If inspectors claim the wrong report the verifier will be required to re assign the report to another inspector Entities that already have reports in progress will not appear on this list Once an entity has been claimed by an inspector it will no longer appear on the list of entities to start reports on if the inspector has synchronized since starting the report and is therefore no longer available to any other inspector Box 9 Starting a new report Click th
59. t farm does not actually wet mill its coffee o Incorrect entities farms or mills included in the application Example all the farms in the application are sending coffee to a dry mill not included in the application In all of the scenarios above the verifier must send an email to the client with a copy to SCS and the FSC explaining the discrepancy It is imperative that inspectors and verifiers follow this procedure immediately upon encountering the discrepancy In some of the cases above FSC will need to issue a new application with the correct information included However this will only be done as a last option as we recognize the inconvenience When possible SCS will provide special instructions on how to modify the application to reflect the actual supply chain Even in cases where a new application ID must be assigned the inspector will be able to continue reporting in the existing application until the new application ID has been claimed The only application discrepancies that do not require that the procedure above is followed are minor changes to farm size eg 8 ha to 10 ha If the change results in the size category changing OR the change is greater than 50 a 60 hectare farm actually 113 ha still categorized as large but a very big difference please follow the procedure outlined above Application coversheet information Upon claiming an application from Starbucks the verifier should enter the planned veri
60. ted by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 43 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 6 0 6 1 Box 23 Assigning a report to another inspector 1 From the application overview click the entity that you want to reassign 2 At the bottom of the entity overview page under Actions use Reassign report to another inspector 3 Click the inspector s name that will be reassigned to the report Submitting Reports Verifiers can create client reports at the application level which include all entities or the entity level Clients must review and approve all reports before they are submitted to Starbucks in the VRS As the reports are often very large in size clients have the capacity to review the reports online by clicking on a link sent to them by their contracted verifier This eliminates the need for the verifier to generate PDFs of each report to send to their clients If the client does not have internet access pdf reports coming soon can be saved to disk or printed and sent to the client Verification reports should be completed and submitted to clients for review and approval within e 20 business days for applications without sampling e 30 business days for application with sampling complex networks Draft client reports and approval To create a report containing multiple or all entities in the application click View or Create new
61. that requires a comment Screen 42 Posting comments SR WC4 1 Comments Criteria requirement Score Comply 7 7 No comments recorded for this scare yet Employer provides personal protective equipment to all applicable employees at no cost PPE for farms include moasks respirators goggles rubber boots water proof Post a Comment gloves overalls and ponchos PPE for mills include ear click to post a comment to plugs our inspector Inspector s Evidence Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Pace 35 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 43 Posted comment SR HP1 11 All full time workers are paid more than the nationally or regionally established minimum wage In regions where such minimum wages have not been set all full time workers are paid more than the local industry average If workers are paid by production wages meet the above requirements Comply Mon Comply N A O Qualitative Evidence adf adst Quantitative Please do not enter individual worker payment evidence in the field above Use the Evidence following form Worker interview records Comments Post a Comment This should not be Comply Minimum wage is WXYZ Submitted by verifiersbux VYerification Inc at 04 38PM EDT March 31 2008 Box 17 Posting Com
62. the change affects the scorecard type To avoid conflicts during synchronization the inspector should synchronize before AND after the verifier makes the change to the farm size Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 25 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 27 Changes to application Verifier Edit Farm A F123 for Sample application 1 67895 Application Warning scorecard changes Committing your changes will cause the follawing modifications to the scorecard Removed subjects may result in last scoring data Mo subjects will be added Mo subjects will be removed The following indicators willbe added Lists indicators that will be added or a lt 4 removed as a result of the change to SR HP1 16 farm size only if scorecard type is SR HF 1 18 affected i CG EM1 16 CG EM1 19 CiG EM2 1 CiG EM 2 2 CiG EM 2 a CiG EMe2 4 CiG EM2 5 The folowing indicators will be removed possibly resulting in irrecoverable loss of scoring data e SR CZ Continue with the modification to the entity If you select no you can undo your changes below and try saving the entity again Modify scorecard gt Box 11 Changing farm size by Verifier if farm size type is affected Notify the client Starbucks and SCS Click View En
63. the data Please see below for more details Box 10 Reviewing entity coversheets Click the application ID of the application you want to review Click the entity name Click Edit coversheet from the Actions menu Complete all fields including contact information Click Save changes 4 3 1 GPS Inspectors should enter the GPS data collected in the field in degrees minutes and seconds as specified in Section 6 6 1 of the Verifier and Inspector Operations Manual 4 3 2 Workers and worker days Inspectors should enter the worker data collected in the field by worker type as specified in Section 6 6 2 of the Verifier and Inspector Operations Manual The VRS will automatically evaluate certain Social Responsibility indicators as Not Applicable when there are zero workers entered on the entity coversheet Inspectors should enter the number of workers prior to entering evidence Worker days should be calculated as per the instructions in Section 6 6 3 of the Verifier and Inspector Operations Manual 4 3 3 Verification date Inspectors should enter the actual date that the field inspection occurred for the specific entity In cases where the verification occurred over multiple days the inspector should enter the final day of field inspections Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Pa
64. their personal information Under the Password subheading enter the New password In the Confirm password field re type the new password Click Save changes to confirm the change Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Pace 7 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 2 5 Screen 6 Changing a password Update Your Information Contact Information Last Name First Name Julia Middle Name Add email Add phone Add address Email Addresses Label primary Email Address jclark ecscertified com 3 Password New password Confirm password Save changes Verifier home screen There are 4 tabs on the home screen see green box in Screen 7 Applications lists the applications that are in progress Staff manage verifiers and inspectors Files Access to C A F E Practices publicly available documents Help Access to the software manuals The home screen also lists options to Claim Supplier Application from Starbucks see Section 3 1 and View archive applications submitted to Starbucks The archive section allows read only access to submitted reports completed by the verification organization To logout of the system at any time click Logout seen below circled in red Clicking on the username seen below circled in blue allows ve
65. tion Actual production volumes cherry parchment green Verifiers and inspectors should ensure that they enter complete contact information on each entity coversheet To complete the contact information users must choose from Add email Add phone or Add address to be able to submit the report Screen 24 Contact information Contact Information Last Name First Name Middle Name PET jae PRETE aig eee a eee Add email Add phone Add address When users click Add email the following options will appear Similar options will appear when users choose the phone or address options Screen 25 Email address Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 23 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Add email Add phone Add address Email Addresses Label primary v Email Address test example com Label primary we Email Address ate al When the coversheet information is complete click Save Changes at the bottom of the form If the information is not complete the following error message will appear Clicking on Details will display a message and reveal the problem Correct and try saving again Screen 26 Coversheet error message There was a problem saving
66. tities Edit details next to entity Edit the size in the entity coversheet Click Save Click Modify Scorecard to confirm changes Once scorecard is updated inspector can continue with report writing Starbucks may send additional instructions depending on the change made 2 ee TO a 4 3 7 PSO information Inspectors are required to specify a PSO for each small farm report in an application All PSOs will be listed in a drop down menu on the entity coversheet Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 26 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g 4 3 8 Production processing volume Inspectors should cross check the volumes provided in the supplier application with receipts observations of relative productivity and processing activities and verbal confirmation If yields seem unusual for the region verifiers should include a note when submitting the report explaining the reason for the unusual volumes Inspectors and verifiers should also check to ensure that conversions between cherry parchment and green coffee are correct and that volumes are entered in pounds lbs not kilograms kgs 4 3 9 Inspected during harvest Determination of in harvest status is determined using the following criteria FARM level For large 250 hectares and medium
67. tities will be included in the sample where appropriate Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 15 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 14 Sample Requirements Sample Requirements Application ID 67695 Sample application 1 Actions Progress Incomplete Percentage Complete 14 2 4 2 H H View Report Progress Verified during harvest Yes EEan alican Coversheet Prosress H View Entities H View Flows Reports Sample Entity Type Completed Required Progress p view Sampling Requirements Large Farms Nia Nid H Submit to Starbucks H View supply chain Medium Farms 1 50 i i p View or Create Client Reports Smallholder Farms Dwi Processors Oo Producer Support Organizations Please note that re verification sampling requirements are not included in the sample guidance provided in the VRS 85 entities not previously included in sample 15 entities included in sample in previous verification Zero tolerance non compliance entities in previous verifications will result in higher sampling requirements If the previous verification was conducted by the same organization verifiers can check the VRS archive section to view last year s report to ensure the 15 re verification sampling requirement and any non compliant entities ent
68. tity gt Continue to Flows TE e H View Flows Entity code r i Wie Sampling Requirements Entities 1 to 8 of 8 _ H Submit to Starbucks Jump to page 1 H View supply chain p View or Create Client Entity Name Entity Types Actions Reports Farm F123 Medium farm Edit details Farm B Fl234 Medium farm Edit details The VRS also allows verifiers to search by Entity code using the search box located above the list of entities For large applications this tool will take the user directly to the coversheet of a specific entity the ID must be entered using the F M or P followed by numbers i e F123 Screen 16 Searching entities a Add New Entity Include Entity From Another Application Continue to Flows gt H Flows H Sample Entity code H Submit to Starbucks H View supply chain 4 0 Writing Entity Reports Inspector 4 1 Synchronizing applications and reports Inspectors use an interface in the VRS that allows them to write reports without being connected to the internet Inspectors must synchronize while connected to the internet in order for applications their organization is working on to be available to them Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Paae 17 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g The Synchronize all
69. w to install Google Gears Google Gears Click on Google Gears circled in red above and then click Install Gears to install Google Gears Released by Julia Clark Filename CAFE_MAN_VRSV1 2_100509 doc Date released 10 05 09 Created by Julia Clark Last modified by Julia Clark Approved by Nathan Smith Page 5 of 51 Created on 03 13 09 Date last modified 10 05 09 Date approved 10 05 09 g Screen 3 Install Gears t e Gea rs Improving Your Web Browser Gears ry Using the C A F E Practices Verifier Reporting system as an inspector requires you to install Google Gears cece Mac OS X Gears enables more powerful web applications by adding new features to your web browser Learn More System requirements Mac OS x 10 44 G4 Intel CPU Firefox 1 5 Gears is available for Windows Windows Mobile Mac Firefox Safari Linux and Android Allow Google Gears to restart the browser The user should be automatically taken back to_https www cafepractices info If the user is not re directed they should manually enter the address and login again Screen 4 Installation instructions Gears Installation Instructions oad htmil action install amp message install Google Gears Only install add ons from authors whom you trust mework RealClearPolitics E Malicious software can damage your computer or violate your privacy F te Gears Installation Instruction ee iG You have asked to

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