(srtp) online system full supplier user guide
Contents
1. Page 15 Copyright LeafTc Ltd 2012 ZN f aa LeafTe SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Action Plans The system will generate Action Plans only if the scores progress or reduce from one year to the next You can view your plans by selecting the View Action Plan link at the bottom of your Home Page a Print Questionnaire View Summary View Action Plan View Summary Graph Current Year Percentage Scores The following screen will then be displayed Agronomy Natural Resources Management Wood usage Planned 2013 Planned 2014 No change is planned this year Documented assessment reviewed as required with planned remedial action for all relevant potential risks prioritised by probability and severity No change is planned this year 100 sustainability achieved through fast growing energy efficient forests grown as a crop No change is planned this year Data to demonstrate clear chain of custody No change is planned this year A mix of native and exotic species grown Clear documentary evidence indicating why it is not viable to grow all native species No change is planned this year Understanding of environmental or landscape benefit of trees rather than just their commercial value as a crop Plan to address issue fully developed and implemented recently No change is planned this year Less than 5 of farmers use natural forests for fuel Seed banks exist for regeneration No c2. 1 Safety Manager i Fulltime rofessional ee Select amp Select Select amp Manager The i symbol indicates that there is guidance related to that topic sub topic Simply position your mouse over the i symbol and the information will automatically be displayed eg Topic Sub topic Last Retum Current Year Planned Planned Last review 2010 1 Safety Manager Page 9 Copyright LeafTc Ltd 2012 SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 In some cases a question mark symbol will be shown This indicates that there is extensive guidance information available vo Processing Factory Safety Topic Sub topic Last Retum Current Year Planned Planned Last review 2010 2011 2012 1 Safety Manager D Fulltime rofessional aon Select WF Select Select Manager In order to view the guidance information hover your mouse over the symbol and click once A full screen of information will then be displayed Use the scroll bar on the right hand side of the Guidance Notes to move up and down the page of information Processing Factory Safety x 3 GUIDANCE NOTES The most fundamentally important activity which should drive all others is conducting a formal documented thorough Risk Survey There are a number of approaches to the risk survey but most commonly they address the types of accident that could occur doing a particular job or working i
3. Leaf es SOCIAL RESPONSIBILITY IN TOBACCO PRODUCTION SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE aih SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Leatic TABLE OF CONTENTS System Requirements cccceseccesseeceeseecenseecenseeeenseeees 3 M OCUCUON oesie aeee E E EEE S 4 Logging Into the SySteim ccscecesseeeenseecenseecenseeeeaes 5 Getting Into the Questionnaire ssseesssseeeseeseees 6 Navigating around the Questionnaire sscsseseeeee 8 ETCHING TOU S CONC S aire EAEE EEEE TERE 12 Agronomy Natural Resources Management 14 PAC CLOW PIANS oesie EEEE e dene 16 Completing Your Submission cccceesseeeeeeeeeenseneeaes 17 Printing the Questionnaire Printing Hard Copy 19 Summary Data Graphs and Online Historical Data 22 Page 2 Copyright LeafTc Ltd 2012 leaf SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 eG System Requirements In order to use the new SRTP Online system you will need to run the following software on your PC Operating System Windows 2000 or Windows XP SP2 or higher Internet Browser Internet Explorer 7 or higher Firefox 2 0 or higher safari 3 or higher Google Chrome 3 5 or higher Screen Resolution 800x600 or higher Broadband Internet connection 512kB or greater It is also strongly advised that any PC s that access the Internet are protected by Anti Virus software and a Fire
4. NLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 _ If you select this in error simply use the Cancel button to go back to the Home Page Printing Sections Sub sections of the Questionnaire Using the first box that is displayed click on the Section you require to print Print Questionnaire E Flease select each sub section you want to print and click Queue gto move it to the Print Once all sub sections required have been adgeff to the Print Queue please press the Print Button at the bottom of this page Available questionnaire sub settions supplier Information supplier Information part 2 Supplier Declaration Policy Policy Processing Working Environment Processing Impact on Community Processing Factory Safety Processing Fire Prevention amp Evacuation Processing Medical Facilities First Aid amp Community Suppo Processing Site Security i Click the Add button The Section that you have selected will then appear in the second box sub sections to be printed supplier Information Continue until all required Sections have been selected If you select a Section in error click it to select and then click the Remove button Once you are happy with your selection click the Print button The Section s that you have selected will then be displayed in your normal Internet Browser screen eg for Internet Explorer the following screen will be displayed Pag
5. are 100 complete excluding the Comments section lf all questions have been answered then the system will issue the following message Page 17 Copyright LeafTc Ltd 2012 on Tc SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 a gt Message from webpage ES p re you sure vou want to submit this data NOTE You cannot edit the data once it has been submitted If you wish to continue click OK otherwise click Cancel By clicking OK to continue you will then submit your data The Home Page will indicate that your data has been Submitted The Section headings will be shown in black and the Edit facility will be replaced by a View facility 5010 Submitted Details Due date 15 Dec suppliers Name Supplier CDF Fumex Tabacalera Ltd pp Contact Name Information Mr Odacir Tonelli information part 2 Contact email T E wendy leaftc com bho Policy Manage Contact Policy i ve Change Password Data Working Environment 100 Complete View Impact on Community 100 Complete View 2010 Current Factory Safety 100 Complete View a E Yaar rar ane LeafTc will have access to a Status report which will be run daily and this will indicate which Questionnaires are blank in progress and submitted LeafTc will have access to a download program which will export the Questionnaire data into their local system s fo
6. e 20 Copyright LeafTc Ltd 2012 http ttestvela3 metquides co uk supplier OPrint aspy su Fal A a BW Live Search File Edit View Favorites Tools Help x Norton Cards amp Log ins x Sy Convert M0 Select ip Favorites a E Suggested Sites jB Free Hotmail Flax 2 Web Slice Gallery YouTube Channel ii ig L i Page Safety Tools W Social Responsibility in Tobacco Production SRTP 2010 X LeafTc Ltd Independant CSR Consultants Supplier Information Topic Sub topic 1 15 any part of the tobacco processing Select 2 Total number of Employees on site sd during processing hgt sd tt Jone y Trusted sites fa 100 To print the Selection s use the browsers own print facility which can usually be found in the browser menu Follow the instructions on your screen to send the selection s to your designated printer Page 21 Copyright LeafTc Ltd 2012 Leafic Details Suppliers Name WENDYDEMO Parent Group DEMOCLUENT Contact Name Ms Wendy Clayton Manage Contact Change Password Data 2012 Curent 2011 2010 2009 5 Year Summary Trend Graph Percentage Somes Page 22 SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Summary Data Graphs and Online Historical Data There are several built in reporting facilities These are shown under the Data heading on the left hand side
7. e left mouse button and dragging to select the text Clicking the right mouse button and selecting copy Opening a Word document Clicking the right mouse button and selecting paste Print the Word document as normal Page 11 Copyright LeafTc Ltd 2012 oo SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 eG Entering Your Scores You are required to complete every question on every section however you do not need to complete these all at once you can save and return at any point For each question you must enter an appropriate score into the columns shown under the Current Year and the Planned columns for next year and the year after Please Note The system will save data in real time therefore as soon as you enter a score it will be saved If you are logged out of the system for any reason the data that has been entered up to that point WILL be saved In order to decide what score is appropriate for your operation position your mouse over the question heading sub heading and view the guidance information Then position your mouse onto the first of the data entry boxes marked Select and click the green arrow Topic Sub topic Last Retum Curent Year Planned Planned Last review UIN 2011 2012 1 Safety Manager D Fulltime saai Select Safety N Manager Select IA 2 Risk Survey a Survey amp No individual tasked with 0 Factory Safety remedial managing safety on s
8. ear Page 4 Copyright LeafTc Ltd 2012 Leaf _ gt SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Logging Into the System Each Supplier will be issued with a link to the Online system and a unique Username and Password this will be sent to them via email Once we have issued the initial Passwords we will be recommending that Users change them for security purposes see page 6 for details of how to change your password The link will take you to the Login screen Please Select Language a a Login Username Password Forgotten your password From here you can select the preferred language English French or Spanish Enter your Username Enter your Password this is case sensitive Please Note If a User is inactive for a period of 4 hours they will automatically be logged out of the system This is for security reasons lf this happens your data WILL be saved Page 5 Copyright LeafTc Ltd 2012 leaf ic OQ En SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 When you have logged into the system you will be taken to your Home Page The Home Page will display the Supplier name and primary contact details in the top left hand corner Suppliers can change the primary contact details by clicking on the manage contact link Suppliers can change their password by clicking on the change password link A running countdown of day
9. er please explain in the comment box Total must 100 0 You must enter the appropriate numeric value into the relevant boxes to indicate how your operation works Depending upon your responses further screens may be displayed eg if you indicate FCV or Dark Air Cured is used in Curing the following screen will be displayed Page 14 Copyright LeafTc Ltd 2012 leafTc SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Eee Ge lf curing please indicate type of fuel Yo Wood LPG Natural gas Coal Electricity Natural product e g Rice Husk Staw etc Other please explain in the comment box Total must 100 0 In all cases the Totals must 100 The system will not let you complete your submission if the total is less than 100 In addition to the above questions the 2 half of the section also needs a response However please note that if fuel is NOT used for curing eg only Burley Air Cured and or Oriental tobaccos are grown and no Flue Cured or Fire Cured then you should score 10 points for all the questions in the 2 half of the section as indicated by the message shown in red Topic Sub topic Last Retum Current Year Planned Planned Last review 2012 2013 2014 1 Risk Assessment 2 Select If fuel is NOT used for curing eg Burley Air Cured and Oriental tobaccos please score 10 for all the questions below 2 Woodusage a Sustainability 0 Curing b Chainof i 0 custody
10. hange is planned this year Documented engagement with external stakeholders When you have finished viewing the information use the button marked Back located at the bottom of the screen to go back to the Home Page Page 16 Copyright LeafTc Ltd 2012 leaf SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 eG Completing Your Submission Please Note e You can only complete the submission of your Questionnaire when ALL questions in ALL sections excluding the Comments section have been answered e Once you submit your data you cannot amend it However if you submit in error you must notify Wendy Clayton via email wendy leaftc com and she will be able to re set the data so that you can continue to work on it When you are ready to complete your submission go to the Home Page At the bottom of the screen you will see a button marked Complete Submission Print Questionnaire View Summary View Action Plan View Summary Graph Current Year Percentage Scores On pressing this button the system will check to make sure that all questions have been answered If any have been left blank the system will issue the following message p Message from webpage A You cannot submit the questionnaire until it is 100 complete Click OK and then view the Home Page to see which section s is incomplete You cannot submit the Questionnaire until all Sections
11. ite actions Member of management 3 b Audits H team is given additional Mca apis a Training responsibility to manage zz Factory Safety safety issues b Awareness posters Member of management 6 team is given additional 4 Guards and a Mechanical responsibility to manage EG Protection Guards safety issues and h merncks receives appropriate training E Ei 5 PPE a lssue of a The scores available for that question and explanatory text will then be displayed in a drop down menu Page 12 Copyright LeafTc Ltd 2012 leaf SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 EOE Select your score from the drop down list and it will automatically populate the Questionnaire eg if Score 3 was selected from the above then the result would look like this Topic Sub topic Last Retum Current Year Planned Planned Last review ee o 2011 2012 1 Safety Manager G Fulltime rofessional aii Select Select Manager Use the scroll bar shown at the right hand side of the drop down menu to move up and down the list of options Continue in the same way in order to answer all questions within a section Scores must be entered for all 3 years Current this year Planned next year and Planned 2 years ahead Note If you click Select by mistake or select the wrong score simply click in a blank area of the form and the drop down scores will be hidden again Comments B
12. n a particular Proc efl area the probability of the accident occurring usually on a five point scale and the severity should the accident occur also on a five point scale Probability and severity scores are usually multiplied in order to give an index which can be used to prioritise remedial action Note that this is not the only way that the risk survey can be Fee reported documented but it is the most common format that we encounter Topic review Other items that need to be addressed include the following 1 Safet Safety audits conducted by external personnel either consultants NGOs or your own staff from a different location can be very valuable since they are likely to spot items that local management may easily miss in the course of everyday activities 2 Risk Facte Connected with the above a documented weekly survey of the factory should be conducted by the safety officer or his appointee All accidents lost time minor or near misses should be recorded and analysed in order 7 to develop preventative actions l To close the Guidance Notes click the x shown in the top right hand corner of the page Guidance notes can be printed by either Holding the left mouse button and dragging to select the text Clicking the right mouse button and selecting print Or Page 10 Copyright LeafTc Ltd 2012 Leaf w a SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Holding th
13. of the Home Page Due date 01 Dec 2012 115 days to go Please complete all the sections below then dick complete submission information 0 Complete Edit information part 2 0 Complete Edit Declaration Edit A Policy 1 Policy 2 Additional Policies B Processing Edit a Edit s my Edit Edit i ee Edit 7 Edit Edits Edit 1 Working Enaronment Impact on Community 3 Factory Safety 4 Fire Prevention amp Evacuation 5 Medical Facilities First Aid amp Community Support 6 Site Security Ff Vehicles and Drivers 6 In Factory NTRM 9 Carbon Climate Change Measures Factory C Agronomy Field Management Simply click one of the options shown down the left hand side of the screen to view the associated data Copyright LeafTc Ltd 2012
14. oxes At the end of each section there will be a Comments Box This is a free format text box and can be used to enter any data in English that the User may wish to use to illustrate a particular point within the section and or enter a query related to the section Total for this l 0 0 0 section SRIP Index 0 0 0 Comments Comments must be in English _ ew Seaton _Sae amp Bet The Comments are NOT mandatory and therefore they can be left blank Page 13 Copyright LeafTc Ltd 2012 leaf SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 OQ En Agronomy Natural Resources Management We have developed this Category to try and capture as much information from Suppliers as possible relating to Wood Usage Pollution Control Biodiversity Carbon Climate Change Measures Farms It is important that Users of the system understand how the Wood Usage section works A set of initial questions are displayed as follows D Agronomy Natural Resources Management 1 Wood usage Curing Energy Conservation amp Source Management Please indicate percentage production of each crop type purchased by your company FCW Dark Fire Cured Dark Air Cured Burley Oriental oun Cured Other please explain in the comment box Total must 100 0 Barn Construction amp Source Management Please indicate barn construction material Wood frame Wood tiers only Brick Metal frame Oth
15. r analysis review Page 18 Copyright LeafTc Ltd 2012 leaf SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Printing the Questionnaire Printing Hard Copy The Questionnaire can be printed by using the Print Questionnaire button located at the bottom of the Home Page Print Questionnaire View Summary View Action Plan View Summary Graph Current Year Percentage Scores When this has been selected the following screen will appear and it will allow you to either select sections sub sections of the Questionnaire using the Add button or the entire Questionnaire using the Add all button to be printed If you want to print the complete Questionnaire select the Add All button as shown below Print Questionnaire Please select each sub section you want to print and click Add to move it to the Print Queue Once all sub sections required have been added to the Print Queue please press the Print Button at the bottom of this page Available questionnaire sub sections Supplier Information Supplier Information part 2 Supplier Declaration Policy Policy Processing Working Enviranment Processing Impact on Community Processing Factory Safety Processing Fire Prevention amp Evacuation Processing Medical Facilities First Aid amp Community Suppo _ Processing Site Securit Ed Sub sections to be printed Page 19 Copyright LeafTc Ltd 2012 os SRTP O
16. rent Year Planied 2012 2013 Select rs Select Does not exist in any form Exists as a separate document but not approved by the board Exists as a separate document approved by the board and mentioning most key aspects listed in this section Exists as a separate document approved by the board and mentioning Page 8 Copyright LeafTc Ltd 2012 tard gt SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 EQ ee Form Design Column Headings Topic Sub topic Last Retum Current Year Planned Planned Last review 2010 2011 2012 1 SafetyManager D Fulltime rofessional a be Select Select l Select amp Manager The Current Year and Planned column headings will automatically be set by the system The Last Return column will be blank if this is your first year of data entry but if you submitted data last year then the Scores will be shown for information only For subsequent years the Last Return column will automatically be populated with your previous year s Scores This data is for information only and cannot be amended The Last Review column will also automatically be populated if you have received an On Site Review since January 2010 Information and Guidance Notes Interactive guidance notes are built into the system as follows Topic Sub topic Last Retum Current Year Planned Planned Last review 2010 2011 2012
17. s to go until that year s deadline is reached is also displayed Details Suppliers Name WENDYDEMO Parent Group DEMOCLIENT Contact Name Ms Wendy Clayton Manage Contact Change Password Data 2012 Current 2011 2010 2009 5 Year Summary Trend Graph Percentage Scores Due date 01 Dec 2012 115 days to go Please complete all the sechons below then dick complete subrmssian Supplier Information information part 2 Declaration A Policy 1 Policy 2 Additional Policies B Processing 1 Working Enaronment 2 Impact on Community 3 Factory Safety 4 Fire Prevention amp Evacuation gt Medical Facies First Aud amp Community Support 6 Site Security T Vehicles and Drivers 8 In Factory NTRM 2 Seed Selection and Variety Performance 3 Integrated Pest Managemen 4 Soil and Water Conservation 5 On Farm NTRM 6 Farm Safety 7 Crop Husbandry fit D Agronomy Natural Resources Management 1 Wood usage 2 Pollution control 3 Biodiversity 4 Carbon Climate Change Measures Farms E Social Development 1 Chikdren on Farms 2 Farmers Margins 3 Farm Labour Codes and conventions 4 Supplier Workforce Equal Opportunities Comments Genera Comments 9 Carbon Climate Change Measures Factory C Agronomy Field Management 1 Implementation of Farmer Training 0 Complete Edit 0 Complete Edit 0 Complete Edit b Comple
18. system at any time and return at your leisure to complete your data entry NOTE You will not be able to submit your data until every section excluding the General Comments is 100 Complete Page 7 Copyright LeafTc Ltd 2012 leaf SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 GGG Navigating around the Questionnaire Once you have entered a section by clicking the link marked Edit from the Home Page as described above each screen within that section contains buttons that will enable you to navigate around the system Previous Section takes you backwards through the sections also saves your data Next Section takes you forwards through the sections also saves your data Save amp Exit saves your data and takes you back to the Home Page it does not log you out of the system Log Off logs you out of the system completely also saves your data A warning message is displayed in case you select this option in error Normally this option would be taken from the Home Page rather than from within a section Drop down Menus Throughout the system you will see drop down menus which will enable you to select the appropriate score for each question in the Questionnaire some of these menus will have a significant number of choices to select from It is important to understand that you can move up and down these menus whenever a scroll bar is shown eg LastReturn Cur
19. te Edit 4 Edit 4 3 Complete Edit 0 Complete Edit 5 Complete Edit 0 Complete Edit O Complete Edit 0 Complete Edit a 0 Complete Edit 0 Complete 6 Complete 0 Complete t f f Ed Ed i 0 Complete 0 Complete 0 Complete Ect P 0 Complete Edit Ect 0 Complete Edit Edt LeafTc Action Plan Feedback Comments Echt View Summary Graph View Summary View Action Plan Curren Year Percentage Scores Page 6 Copyright LeafTc Ltd 2012 os SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Getting Into the Questionnaire Each section of the Questionnaire is displayed on the Home Page and can be accessed simply by clicking the link marked Edit Policy 0 Complete Edit As data is entered into each section the Complete indicator will be updated This will allow Users to clearly see which sections are complete and which sections are outstanding eg from the image below you can see that the Policy section has been started but is only 60 complete Policy When a section is 100 Complete the indicator will turn green eg Policy Policy Oompa Wit Once a section is 100 Complete you can still go into it to make amendments if necessary You should work your way through each section to complete the Questionnaire You can Save amp Exit the
20. wall solution If you have any problems when using the system please contact Wendy Clayton wendy leaftc com for advice Page 3 Copyright LeafTc Ltd 2012 Leaf eG SRTP ONLINE SYSTEM FULL SUPPLIER USER GUIDE version 2 0 Introduction For the purposes of this document the SRTP Returns self assessment form will be referred to as the Questionnaire The new SRTP Online system will provide a better service to Suppliers as the Questionnaire can be accessed via the web by several people within the Supplier company although not at the same time In addition previous year s Questionnaires action plans and road map levels will be available online together with the last Review results where appropriate The Online Questionnaire design has been based on the previous Excel based system so that Suppliers who used the Excel system will already be familiar with the layout functionality in terms of questions and answers Please Note Individual Suppliers will only have access to their own SRI P Questionnaire Supplier Group Co ordinators will have access to their own Group of Supplier s Questionnaires Clients will have a login that gives them access to current and previous year s Questionnaire data for those Suppliers who are supplying to them in the current year Clients will be able to view the data but will not be able to make any amendments NB The deadline for submissions is 30 November current y
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