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C.A.F.E. Practices Verifier Reporting System Verifier and Inspector

1. ON f cr c Manage Applications A Actions for Application 924610 Finca Las Flores Application ID 924610 Progress Percentage Complete Legacy ID Scorecard Verified during harvest EX Country Incomplete 096 924587 Version 3 0 Blank 2014 Guatemala Box 19 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 Or 1 From the general view of the application the verifier will see the option to Accept or Reject the report under the Progress column 2 Click Reject 3 Click OK to return the report 4 10 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 see orange arrow in Screen 57 Inspectors can click the indicator to view the comment enter a response and or change the evaluation or qualitative evidence As part of the internal review process inspectors should only use this feature of the VRS to confirm whether changes have been made to reports according to verifier comments To reply to a comment posted by the verifier inspectors can click Post a Comment and the comment box will appear see Screen 58 Inspectors can then type the comment and click Post The symbol next to the indicator on the overview tab will change to Has many comments Scr
2. Screen 26 Editing coversheet information ZW Edit Medium Farm SID F1000002 F1000002 Application Flows test 923516 ere was an error saving your data 9999999 Permanent workers is blank If there are no Permanent workers enter 0 for that value Temporary workers is blank If there are no Temporary workers enter 0 for that value GPS Longitude can t be blank GPS Longitude can t be blank Verification date can t be blank Number of children primary school age can t be blank Number of children secondary school age can t be blank Number of water bodies can t be blank Save Changes General Information Entity code Entity name Medium Farm SID F1000002 Name of owner John Y Owner 3 GPS latitude GPS longitude Permanent workers Temporary workers Verification date Choose Inspected during harvest No Yes Contact Information Family Name Inspectors are required to fill in the following information where applicable Number of workers by type GPS Actual verification date Inspected during harvest Yes No Contact information Hectares total coffee producing conservation Actual production volumes cherry parchment green for the past year Average distance between coffee trees and coffee rows Number of water bodies Coffee varieties grown on farm Certifications received by the farm Number of workers living on site by type Number of children living on site by school age Act
3. The next time the inspector accesses their system while connected to the internet they will see that the application needs download in order to receive the returned report Once the inspector synchronizes 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 Screen 55 Entity revision status Manage Reports and Entities Find Entities Filter by Entity Type Filter by Inspector Filter by Report Type Farms Processors Anderson Andrew M e amp In Progress small Wet Required Submitted Sort Results By Entity ID Sampled Accepted Large Wet Dry Unsampled PSOs Entity name or code Displaying all 7 entities C amp Assign Selected Reports to an Inspector V Accept Selected Reports X Reject Selected Reports Green Coffee In Legacy ID Entity Type Inspector Progress Score Harvest Lbs Kgs ZIs Sampled ZT F1000002 Large Farm SID F1000002 WM Report Large Farm Anderson Andrew Verifier marked for revision but inspector has not 100 Yes 95 000 43 092 No Yes No M received update F1000003 Medium Farm Medium Farm 33 000 14 969 Yes No SID F1000003 Inspectors will be able to see whether they have reports returned to them on their main page CAFE MAN VRSUserManual V2 0 090413 Page 40 of 59 Screen 56 Viewing returned reports C A F E Practices Verifier Reporting System verifiersbux Logout
4. Verified During Harvest 3 4 1 Contact information Verifiers should complete the application coversheet with supplier contact information including phone number email and or physical address 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 remove phone remove address see Screen 13 to allow the report to submit CAFE MAN VRSUserManual V2 0 090413 Page 14 of 59 3 5 Screen 13 Contact information Contact Information Primary Email Addresses Phone Numbers Physical Addresses Primary Family Name Given Name Additional Names Save Changes to Coversheet 3 4 3 Verified during harvest Yes No The verifiers determination of whether the application is verified during harvest is critical to VRS reporting activities For details on how to determine an entity s in harvest status please refer to the Verifier and Inspector Operation Manual Section 6 6 3 If the criteria are met according to the Verifier and Inspector Operation Manual Section 6 6 3 to classify the application as in harvest the verifier should indicate Yes in the field Verified during harvest see Screen 12 Sampling tool To view the sample requirements click Sampling Requirements in the Actions menu This tool provides guidance o
5. Inspector has submitted report to verifier and has synchronized e 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 e Verifier marked for revision inspector is revising The verifier has returned the report to the inspector and the inspector has synchronized e Accepted by verifier The verifier has accepted the report Applications will have one of the following statuses e Up to date Report is up to date and no changes have occurred since the last synchronization CAFE MAN VRSUserManual V2 0 090413 Page 19 of 59 4 2 e Needs upload Inspector has made changes to the report since the last synchronization and in order for the verifier to see the progress made the inspector would need to synchronize e Needs download Verifier has made changes to the report since the last synchronization and in order for the inspector to see the progress made the inspector would need to synchronize e Needs Merge An application is in Needs Merge if there have been conflicting edits made to one or more entities in the application If an application is in Needs Merge then the inspector should click on Synchronize and VRS will manage the necessary modifications in order to complete the synchro
6. the verifier should contact SCS directly Inspector user log in amp access to download the VRS inspector program First time users should visit https www cafepractices info and login with their inspector username and password created by the verifier administrator Section 2 6 Box 2 Inspector proqram download 1 Go to https cafepractices info 2 Log in with your inspector login 3 Follow the instructions that appear on the page see Screen 2 Screen 2 VRS inspector program download VRS Inspector Program Download Seat pny oa a ae e Windows 2000 Windows XP Windows Server 2003 Wj TRY P Download ee Already have the VRS Inspector Program If you already have the VRS Inspector Program then you should close this page and open the VRS Inspector Program from the Start Menu Instructions 1 Click the download button above And then click The download is around 35 MB and may take some time over a slow connection File Download Security Warning Do you want to run or save this file mm Name starbucks cafe vrs exe Type Application 29 5MB From cdn assets cafepractices info cx While files from the Internet can be useful this file type can CAFE_MAN_VRSUserManual_ V2 0 090413 Page 7 of 59 2 4 The browser should ask if users trust the site and want to let it use Google Gears see Screen 3 Users should click Allow Screen 3 Allow Google Gears your computer usi
7. Another Application in GR Test App 20130807 924224 Application ID 924224 GR Test App 20130807 Actions Manage Entities Progress New Percentage Complete 0 96 Application Coversheet Legacy ID 924220 Verified during harvest Blank Manage Flows Planned verification start date 20 Aug ie cei Supply Chain gt Dispute Status gt View or Create Client Reports Select original Submit to Starbucks Select an existing entity from another application to copy to this application M1000000 Request Permission Application 923649 Dry Processor SID M1000000 M1000000 Request Permission Application 923740 Finca FIIT M1000000 Request Permission Application 924063 Dry Processor SID M1000000 M1000000 Application 924220 Wet Processor SID M1000000 M1000000 gt Application 924386 Beneficio Bueno M1000000 The entity name will now appear with copy following the name indicating that the mill report has successfully been copied to this application from another application see Screen 65 CAFE MAN VRSUserManual_ V2 0 090413 Page 45 of 59 Screen 65 Use a mill report from vour organization step 4 C amp Asignar los Reportes Seleccionados a un a Inspector a w Aceptar Reportes Seleccionados X Rechazar Reportes Selecc Caf de oro Todo s Toda s ID 4 Entidad Tipo Inspector Progreso Puntuaci n Cosecha Lbs Kgs ZTs F1000002 Medium Farm SID F 1000002 E Reporte Finca Mediana A
8. Farms indicates whether or not the entity has a report started in the current verification see the red rectangle in Screen 11 This is a tracking tool for the verifier to monitor re verification sampling requirements CAFE MAN VRSUserManual V2 0 090413 Page 12 of 59 3 3 3 4 Screen 11 List of entities Sampled Farms in GR Test App 20130807 Legacy 924220 Productive Green Coffee Produced Also sampled in Farm ID Name GPS Location Size Hectares Ibs ZT Violations 924224 F1000002 Medium Farm 0 0 0 0 N Medium Farm 33 0 33000 0 No No SID F 1000002 0 0 0 0 W F1000004 Small Farm SID F 1000004 0 0 0 0 N Smallholder 0 0 0 0 W Farm F1000011 Small Farm SID F1000011 0 0 0 0 N Smallholder 0 0 0 0 W Farm Supply Chain Discrepancies If the verifier or inspector discovers a discrepancy between the application provided by their client and the application as it appears in either the VRS or in the actual field inspections they should report the discrepancy using the procedure established in Section 6 4 5 of the Verifier and Inspector Operations Manual To ensure for the most efficient processing of supply chain discrepancies verifiers should make sure that all discrepancies have been accounted for before following the procedure mentioned above In some cases after the supply chain discrepancy is reported Starbucks will need to issue a new application with the correct information included However this will only be done as
9. No inspectors have synced reports yet X Reject Selected Reports Progress Verified during harvest Blank Filter by Inspector No inspectors have synced reports yet Filter by Report Type o W In Progress Required 5 Submitted Sampled Accepted Unsampled Green Coffee Harvest Lbs Kgs Actions for Application 924489 v FY Country 2014 Indonesia Y Filter by Report Type e Bg In Progress Submitted Sampled Accepted Required Unsampled The VRS also allows verifiers to search by entity ID name or inspector using the search box located above the list of entities see Screen 16 CAFE MAN VRSUserManual V2 0 090413 Page 16 of 59 3 7 Verifier actions to assign specific reports to inspectors for reporting The verifier may select specific entity reports to assign to inspectors or the inspector may download all entities associated with an application see Screen 16 If the application is very large it is recommended that the verifier assign specific reports to each inspector This will allow individual inspectors to only download the reports for which they are responsible rather than requiring each inspector to download the entire application Box 8 Assigning reports to inspectors From the list of applications click the application ID of the application you want to review Select the entities you want to assign to a single inspector Click on Assign selected reports to an inspector In the pop
10. Page 10 of 59 Screen 7 Claim application C A F E Practices Verifier Reporting System verifiersbux Logout Manage Supplier Applications pplier App Active Applications 4 Submitted Applications 1 ZT Corrective Action Requests 0 Archived Applications 4 Calendar Active Supplier Applications Enter the security code provided by the client and click Claim see Screen 8 Verifiers will see a summary of the total number of farms organized by size type smallholder medium or large Verifiers will also see a list of all entities included in the application with the entity ID name and farm size The list of entities included in the VRS is considered to be the final version by otarbucks Screen 8 Entering security code C A F E Practices Verifier Reporting System verifiersbux Logout T hs AN 1 Claim an application from Starbucks Enter the security code of the application you would like to claim i If this information does not match the information received from the client in the application verifiers should follow the procedure for supply chain discrepancies Security Code 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 s homepage The download may take up to 3 hours depending on the size of the application and the speed of the internet connection Users may do ot
11. a last option to avoid the inconvenience Even in cases where a new application ID must be assigned the inspector s will be able to continue reporting in the existing application until the new application ID has been claimed It is important to note that if sampling adjustments are needed due to a supply chain discrepancy the verifier should immediately inform inspectors while they are in the field to ensure that the correct number and type of entities are inspected based on the updated supply chain The VRS will not allow verifiers to submit final reports if the required sample has not been met If the supply chain discrepancy involves only minor changes to farm size e g 8ha to 10ha the verifier may make these changes to the application by editing the coversheet information for the farms However if the change to farm size changes the size classification or is greater than 5096 e g a 60ha farm is actually 113ha verifiers should follow the procedure outlined in Section 6 4 5 of the Verifier and Inspector Operations Manual Application coversheet information Upon claiming an application from Starbucks the verifier will be able to edit the planned verification dates actual verification dates contact information and in harvest classification for the application in the Application Coversheet Verifiers can access the application coversheet in the Actions menu CAFE MAN VRSUserManual V2 0 090413 Page 13 of 59 Box 6 Editing applica
12. a mill report NOT written by organization Use a mill report from your organization step 1 Use a mill report from your organization step 2 Use a mill report from your organization step 3 Use a mill report from your organization step 4 Show active applications Copy reports to another application View Supply chain Reassign a report to another inspector Assigning a report to another inspector Delete inspector reports Generating client reports step 1 Generating client reports step 2 Generating client reports step 3 Accepting entity reports Option 1 Accepting entity reports Option 2 Accepting entity reports Generating client reports step 3 Submit report to Starbucks ZT Corrective Action Requests tab Link to ZT CAR reports ZT CAR supplier documents Completing the ZT CAR report Uploading evidence to the ZT CAR report Confirmation of implementation of corrective action plan Saving changes to the ZT CAR report Submitting the ZT CAR report to Starbucks Sorting Entities Tabbed browsing CAFE MAN VRSUserManual V2 0 090413 Page 5 of 59 1 0 Introduction The Verifier Reporting System VRS is the online tool developed for managing C A F E Practices verification reports It is designed to facilitate consistent reporting and tracking of C A F E Practices verifications This manual will provide detailed instructions for verifiers and inspectors using the VRS 11 System requirements In order to make th
13. a report containing multiple or all entities in the application verifiers should click View or Create Client Reports in the Actions Menu see Screen 72 Screen 72 Generating client reports step 1 Manage Applications Aceh Farmers Group Application ID 924489 Manage Entities Application Coversheet Progress Percentage Complete Legacy ID Scorecard Verified during harvest Manage Flows New 096 None Version 3 0 Blank Sampling Requirements e Planned verification start date December 5 2013 Supply Chain Dispute Status a View or Create Client Reports Manage Reports and Entities iew or Create Cient Repons Submit to Starbucks Find Entities Filter by Entity Type Filter by Inspector Filter by Report Type Farms Processors No inspectors have In Progress Q Search se 7 Small 7 Wet synced reports yet This will take the verifier to the client report screen Verifiers then should click Create a new client report see Screen 73 Screen 73 Generating client reports step 2 Manage Applications Application 924489 Actions for Application 924489 Aceh Farmers Group Application ID 924489 Progress Percentage Complete Legacy ID Scorecard Verified during harvest FY Country New 096 None Version 3 0 Blank 2014 Indonesia e Planned verification start date December 5 2013 Client Reports Create a new client report The next step is to select the entities to include in the report Verifiers can select All entities or a subset of e
14. a result of this change To avoid delays in report writing the inspector can make the change in the entity coversheet in order for the scorecard to update to include the correct indicators After changing the farm size in the coversheet and clicking Save a warning screen will appear if the change affects the scorecard type see Screen 30 Verifiers can edit the information in the entity coversheet if the report has not yet been started by an inspector Screen 30 Warning screen If the change affects the scorecard type Information specific to this entity type Farm Data Total hectares Hectares of coffee production Area reserved for BI pP ee PU TD conservation purposes and or ecological set asides Are you sure you want to change this farm to a small holder hectares Making this change may invalidate the scorecard and will change the Total annual volume 16465 4 KGS onsite milling and support organization options of cherry coffee grown for this farm Total annual volume 29937 0t KGS Cancel of parchment coffee grown for this farm Total annual volume 4496852 KGS LBS of green coffee Box 12 Changing farm size by Verifier if farm size type is affected Notify the client Starbucks and SCS according to the supply chain discrepancy protocol Click View Report Progress Click Edit details next to entity Edit the size in the entity coversheet Click Save Click Modify Scorecard to confirm changes Once scorecard
15. assistance verifiers may be asked to capture a screen shot of the VRS system Screen shots allow SCS to determine the source of the technical difficulties encountered by the verifiers and inspectors by seeing the same screen that they do Box 27 Capturing a screen shot 1 Open the screen to be captured in most cases this will be the VRS user interface 2 Press and hold the Alt key and the Print Screen PrtScn key at the same time 3 Press Control Ctrl V in order to paste the screen into a Microsoft Word document or e mail window Oftentimes SCS will collaborate with Starbucks in order to resolve technical problems In this case when inspectors are encountering problems synchronizing it may be necessary for inspectors to export their files for review by the technical team Inspectors should ONLY follow the steps below when instructed to do so by SCS Box 28 Exporting Files to the technical team through the VRS 1 Click on the Reports tab 2 Click on Export Reports link under the list of entity reports 3 When prompted click on Save in order to save the binary file that is created to the desktop 4 Email the file to SCS Once files are sent to the technical team inspectors should await a response from SCS before proceeding to synchronize Actions requiring assistance from system administrators Verifiers must contact SCS Starbucks to perform certain actions in the VRS The following actions
16. available to the verifier via the security code in the VRS the following business day Box 5 Claiming an application in the VRS Login to the VRS http 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 Reviewing the Legacy ID The legacy ID is the application ID for the current application s previous verification Verifiers can click on the Legacy ID included in the header section of the application to see which entities were included in the sample in the previous verification see Screen 10 In the list of sampled farms verifiers can review the entity code entity name GPS location size productive hectares green coffee produced and zero tolerance violations for each farm If no legacy ID reference is available in the VRS for a re verification application please request previous verification information from SCS or the client to determine appropriate sampling Screen 10 Review Legacy ID a 753 Manage Applications Actions for Application 924224 GR Test App 20130807 Application ID 924224 Progress Percentage Complete Legacy ID Scorecard Verified during harvest FY Country New 096 924220 Version 3 0 Blank 2014 Indonesia e Planned verification start date August 20 2013 The far right column of the Legacy ID Sampled
17. 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 an error message See Screen 49 Screen 49 Error message Report for Finca Pacifico F1000005 Overview Social Responsibility Coffee Growing Coffee Processing Wet Economic Accountability Actions H Return to Application 918031 Social Coffee Coffee Economic Edit Cover Sheet Responsibility Growing Processing Accountability Auto fill report CAFE MAN VRSUserManual V2 0 090413 Page 37 of 59 Box 16 Submitting the report to the verifier Check to make sure all previous steps are complete Click Submit Report to Verifiers in the Actions menu Click Submit to confirm Connect to internet and synchronize all applications Verifiers reporting responsibilities Verifiers are required to fully review the reports submitted by their inspector s for accuracy and consistency ensuring that the verification report includes all necessary entities and meets the sampling requirements In addition verifiers are responsible for copying mill entities from other applications as appropriate and are responsible for ensuring that flows are correct Verifiers may mark entity reports for revision by the inspector if an indicator needs additional
18. been set all permanent workers are paid MORE than the local industry standard wage If workers are paid by production wages are higher than Non Comply industry average Qualitative Evidence This is required N A Low High range of payments per hr day wk Lowest Payment per hour Highest Payment per hour x National wage industry standard per hour x Screen 37 Source of evidence Source of Evidence This is required L Documentation C Interview Save and Continue Save and Return to Overview 4 4 1 Worker interview records 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 HP1 indicators inspectors will see Worker interview records see Screen 38 By clicking on Add Interview Record additional fields will appear CAFE_MAN_VRSUserManual_V2 0 090413 Page 31 of 59 Screen 38 Add interview records Worker Interview Records No workers on site to interview at time of inspection Screen 39 Worker interview records Worker Interview Records No workers on site to interview at time of inspection Payment to workers evidence Worker names will only be visible to you and any auditor
19. evidence or if they have a question for the inspector To review a report submitted by an inspector verifiers should go to the home screen and click the application ID This will take the verifier to a list of entities Next to each entity will be a report progress status Reports completed by inspectors will say finalized and submitted see Screen 50 Screen 50 Entity report status Manage Reports and Entities Find Entities Filter by Entity Type Filter by Inspector Filter by Report Type Farms Processors Howes T e All In Progress Small Wet p Kelsey Required Submitted Medium Dry Sampled Accepted Large Wet Dry Unsampled PSOs Q Search Sort Results By Entity ID v Displaying all 13 entities G amp Assign Selected Reports to an Inspector Green Coffee In Legacy ID Entity Inspector Score Harvest Lbs Kgs ZIs Sampled F1000002 Medium Farm SID F1000002 Report Medium Farm p Kelsey 33 000 14 969 No F1000004 Small Farm SID F1000004 Report Small Farm with Mill Howes T 9 000 4 083 No F1000005 Small Farm SID F1000005 Small Farm with Mill 9 000 4 083 Box 17 Reviewing inspector reports 1 Onthe home Screen click the application ID 2 Click the Entity name to view the evaluation and evidence entered by the inspector 4 8 1 Posting comments verifier When reviewing reports verifiers can leave comments for inspectors to alert them to problems or questions about their report see Screens 51 and 52 From th
20. for approval the verifier must review the 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 Using the autofill tool verifiers For verifiers any mill reports where inspectors have used this tool to auto fill the SR subject area a yellow note will appear on the Application Overview page and the View Report History page from within the report see Screen 59 It is the responsibility of the verifier to ensure this tool is only used in the appropriate situations as described above and that any evidence or evaluations specific to the mill report have been updated appropriately after the auto fill tool has been used Screen 59 Verifier view of autofill tool All ID amp Entity Type Inspector Progress Score Harvest Lbs Kgs F1000002 Medium Farm SID F 1000002 Repot Medium Farm Anderson Andrew M Incomplete 10096 Yes 33 000 14 969 M1000000 Wet Processor SID M1000000 S Report Wet Processor Anderson Andrew M Incomplete 96 3 000 1 361 M1000001 Beneficio de Arbol 7577 Report Dry Processor Anderson Andrew M Accepted by verifier 96 Yes 3 000 1 361 Copying mill reports Before starting a new verification in the VRS it is important that verifiers review the validity of the mills in the supply chain Verifiers should request a copy of the Mill Addendum to the First Respo
21. have not been established all permanent workers are paid the local industry standard wage If workers are paid by production wages meet the local industry Non Comply average N A SR HP 1 10 EXTRA POINT All permanent workers are paid MORE than the Comply nationally or regionally established minimum wage In regions where such minimum wages have not been set all permanent workers are paid MORE than the local industry standard wage If workers are paid by production wages are higher than Non Comply industry average N A Box 15 Entering worker interview evidence Click Add interview record see Screen 39 Complete all fields Click Save interview record Complete one form for each interview conducted When all forms have been filled out click Save and continue 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 However to save evidence and evaluations use the Save and Continue or Save and Return to Overview to navigate to the next indicator Screen 43 Report overview Report for Medium Farm SID F1000003 F1000003 Social Responsibility Coffee Growing Economic Accountability Social Coffee Growing Economic Actions Responsibility Accountability CG WR1 1 s ea Return to Application SR HP1 1 CG WR1 2 EA IS1 3 Y d 923
22. inspector Manage Applications Actions for Application 924376 Finca Vista Application ID 924376 Progress Percentage Complete Legacy ID Scorecard Verified during harvest FY Country Incomplete 10096 924386 Version 3 0 Yes 2014 Colombia Manage Reports and Entities Find Entities Filter by Entity Type Filter by Inspector Filter by Report Type Farms Processors 7 Anderson Andrew M e mi In Progress E Small E Wet 7 Atkins Jane Required Submitted E Medium E Dry Q Search Sort Results By Entity ID X Sampled Accepted 7 Large 7 Wet Dry Unsampled 7 PSOs Displaying all 4 entities C amp Assign Selected Reports to an Inspector v Accept Selected Reports Reject Selected Reports Entity Type Inspector Progress Score Harvest Lbs Kgs Sampled ZT Green Coffee In Legacy F1000002 Finca Vista Report Large Farm Atkins Jane Finalized and submitted 10096 Yes 95 000 43 092 Yes No M1000000 Beneficio Bueno Report Wet Processor Anderson Andrew M Accepted by verifier 10096 Yes 120 000 54 432 Yes No CAFE MAN VRSUserManual V2 0 090413 Page 48 of 59 6 0 Box 24 Assigning a report to another inspector 1 From the application overview check the box next to the entity that you want to reassign 2 Inthe pop up box select the new inspector click Confirm Screen 70 Assigning a report to another inspector Assign Reports to an Inspector If an inspector starts a report by accident that he or sh
23. on the specific zero tolerance issue in addition to correction of the issue at the entity level Starbucks asks suppliers to complete the zero tolerance check within 3 months of submitting the commitment letter and CAR to Starbucks Completing reports for ZT CAR verifications The CAR reporting template for verifiers and inspectors to use in order to report the findings of the desk or field verification is a HTML link that will appear in the Report section of the ZT Corrective Action Requests tab under Manage Supplier Applications in the verifier interface of the VRS The HTML link is unique for the specific application ID and will include the evidence that was submitted in the original verification report Verifiers should send this link to the inspector responsible for the ZT desk or field verification prior to the start of the ZT verification Screen 81 Link to ZT CAR reports Claim Supplier Application F Starbuck Manage Supplier Applications Active Applications 5 Submitted Applications 0 ZT Corrective Action Requests 1 Archived Applications 4 ZT Corrective Action Requests ZT CAR Supplier ID Application Name Report Progress Documents 924707 ZT CAR Test app https demo cafepractices info zt Submitted Legacy car f93e96faafa6a8ec1d693291e75762aa180778a95ecd032ebae6cc4c 1a2fde8d Starbucks will upload the supplier commitment letter and supporting documentation to make them available to the verification organization Thes
24. opportunity to respond with a corrective action plan within 30 days of receipt of the ZT CAR Once the corrective action plan is approved by Starbucks verifiers will have access to the ZT CAR and corrective action plan in the VRS Verifier access to ZT CAR applications in the VRS Applications with zero tolerance non compliance that have agreed to enter into the CAR process will appear on the ZT Corrective Action Requests tab on the verifier home screen only after the client has submitted the necessary commitment letter and supporting documentation to otarbucks CAFE MAN VRSUserManual V2 0 090413 Page 54 of 59 8 2 Screen 80 ZT Corrective Action Requests tab eS 733 Claim Supplier Application From Starbuck Manage Supplier Applications Active Applications 5 submitted Applications D ZT Corrective Action Requests 1 Archived Applications 4 Calendar Active Supplier Applications Fiscal Verification Last Report Year Country ID Application Name Planned Start Actual Start End Submitted 2014 Indonesia 924224 GR Test App 20130807 2013 08 20 Verifiers should work with the client to determine the best time to schedule a desk or field verification in order to confirm correction of the zero tolerance non compliance as well as implementation of the corrective action plan Depending on the type of supply chain that received the ZT CAR the corrective action plan may require training by the PSO to the farmers in the application
25. permissions granted to a verifier after requesting permission verifiers should click the username in the top right hand corner see red circle in Screen 60 If the permission does not appear within 48 hours of making the request contact SCS cafepractices scsglobalservices com Screen 60 Special permissions C A F E Practices Verifier Reporting System verifiersbux Logout y vk a Erter appicaton i ortam seach d A 25 E p je Papers SM E Verifiers will then be directed to a screen that will require them to confirm the use of the mill report They should click Execute to confirm the use of the mill report see Screen 61 It is very important that verifiers confirm that they are copying the original mill report rather than making copies of a copy Screen 61 Copy a mill report NOT written by organization special Permissions Copy a Use a copy of Sample wet mill M3 from Sample application 1 67895 an Sample app 2 mill 555688 Execute Copy a Use a copy of Unnamed M1065 fram Pragres Caf 890 on Sample application 1 mill 657895 Execute CAFE MAN VRSUserManual_ V2 0 090413 Page 43 of 59 Box 21 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 permiss
26. the number of workers prior to entering evidence 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 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 in C A F E Practices 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 verifiers should refer to Section 3 3 If the change in hectares affects the farm type CAFE MAN VRSUserManual V2 0 090413 Page 25 of 59 omall farm md Medium Large farm Medium Large farm uu omall 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 3 for details This step is to ensure that there are no other impacts to the application as
27. total entities G vector C Selected Reports X Reject Selected Reports Green Coffee In Legacy Entity Type Inspector Progress Score Harvest Lbs Kgs ZIs Sampled ZT M1000001 Dry Processor SID M1000001 Dry Processor 3 000 1 361 Yes No To copy a report from another application verifiers should click Use report from another application For this option to appear e The entity MUST be a mill e The entity must have a report from the current verification period or have a current validity from a previous verification period CAFE MAN VRSUserManual V2 0 090413 Page 44 of 59 Screen 63 Use a mill report from your organization step 2 Application ID 924224 GR Test App 20130807 Actions Manage Entities Progress New Percentage Complete 0 Application Coversheet Legacy ID 924220 Verified during harvest Blank Manage Flows Planned verification start date 20 Aug edlen angi Supply Chain Use a report from another application Dispute Status Save Changes View or Create Client Reports Submit to Starbucks General Information Entity code M1000001 The next screen see Screen 64 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 64 Use a mill report from your organization step 3 Include Entity From
28. 2 9 3 9 4 9 5 9 6 Sorting entities Verifiers can easily sort entities by name score progress inspector or ZT by clicking on the column title in blue see Screen 80 Screen 88 Sorting Entities Green Coffee ID 4 Type Inspector Score Harvest Lbs Kgs ZTs F1000002 Medium Farm SID F 1000002 E Repot Medium Farm Anderson Andrew M Incomplete 10096 Yes 33 000 14 969 No M1000000 Wet Processor SID M1000000 Repot Wet Processor Anderson Andrew M Incomplete 3 000 1 361 No Copied 9 scores from F1000002 to M1000000 An Reviewing multiple entities Verifiers Verifiers 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 verifiers to open multiple reports at once to cross reference information review evaluations and finalize reports see Screen 81 ee Se ee epractices info verifiers cafe_application view 179 4 all eas si 7 Open Linkin New Window p i Open Link in New Tab FESu X2 Q mo e D h c E Page os Bookmark This Link Save Link s Send Link Copy Link Location C Julia gt Logout Properties Overview of Progres Caf 179 Application Automatic Not Applicable evaluations In order to increase efficiency in reporting certain indicators will be automatically evaluated as Not Applicable NA in the VRS when the ins
29. 540 SR HP1 2 CG WR1 3 EA IS1 4 v gt View Cover Sheet SR HP1 3 CG WR1 4 Legend SR HP1 4 CG WR1 5 SR HP1 5 CG WR1 6 Comply CAFE MAN VRSUserManual_ V2 0 090413 Page 34 of 59 4 6 Using the autofill tool inspectors The VRS includes an auto fill tool that can be used to report on Social Responsibility indicators for vertically integrated medium or large coffee farms In cases when the vertically integrated Coffee farm meets these criteria inspectors can use the tool to auto fill the mill report with the Social Responsibility subject area evidence and evaluations entered for the corresponding farm report Coversheet data for the farm and mill must be entered separately The tool should only be used in cases when 1 The mill is located at the same physical location as the medium or large farm AND 2 The mill is owned by the same person or company as the farm To use the auto fill tool inspectors should first complete the Social Responsibility indicators in the farm report and then click on Edit Cover Sheet in the Actions Menu Next inspectors should scroll down to the Coffee Out Flows section and select the mill ID to which the farm sends its coffee If the mill selected is located at the same site as the farm and is under the same ownership management and the inspector wants to use the farm Social Responsibility report to auto fill the mill report select Click here see Screen 44 If the mill selected for the out flow al
30. AN C A F E Practices Verifier Reporting System Verifier and Inspector User Manual Starbucks Coffee Company V2 0 English Version September 2013 SCSglobal SERVICES Table of Contents Wable Of ropa CPI PE 1 Index oFSCIGOlIS isis ccs eet E Ecc Sur a ET ESI ES TUE FSI EIS UE RA E EE CEU 4 1 0 luligoreli Terror Mos rc RM 6 1 1 Systemi TeQUiremoehls 4x5 ea eine data i deg ri eut co oed E ERR eaae abo oed ro EP ds 6 1 2 Accessa INO GV Sle uasa cud dated fresa E ac taU talla A foc Seis M acie 6 2 0 GETING Staite M 6 2 1 Welcome SCION 1ccccsccccccnsececcnseuseccsausescuausesenscuseensausesesacsesenscaesensauseeesausesensaussensanssensans 6 2 2 WTI OV AOC WA mm ase iaadiatitesteateetie 7 2 2 1 Forgotten PassWord Me P nmm 7 2 3 Inspector user log in amp access to download the VRS inspector program 7 2 4 Changing USEF DASSWOIO oieee een a eee aie nad leges tais a i 8 2 5 v n Nome SCICCN tC TEES 9 2 6 Crating USGS ooien pem 9 3 0 Before Conducting VerifiCation ccsccccssssssssseseeeeeeseeeesnseeeeeeeeeceeseeeeeeeseeooensneeeeees 10 3 1 Claiming an application from Starbucks sessi isses enar nnns 10 3 2 Reviewing the Legacy ID 9 ves Cose ks eo T VE a avv a VER RES TEE VR dh 12 3 0 SUDDIV CAIN Discrepancies 5 63 coc e ashen dentate acces A apt Dites E d 13 3 4 Application coversheet information 1 cccccssecccccneeeccsaneeeesauseeessaueeessauen
31. VRS Instead the flow should be recorded from the second mill to the final mill in the process Box 13 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 Entering evaluation and evidence After the selection of an entity the entity report overview screen will appear see Screen 35 CAFE MAN VRSUserManual V2 0 090413 Page 29 of 59 Screen 35 Entity report overview TT Report for Medium Farm SID F1000002 F1000002 Overview Social Responsibility Coffee Growing Economic Accountability Social Coffee Growing Economic Actions Responsibility Accountability Return to Application 923516 Edit Cover Sheet seners cc wna Auto fil report Using the field notes from the field evaluations inspectors should 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 Evaluation Comply Non Comply Not Applicable Qualitative evidence to support the evaluation choice Quantitative evidence to support the evaluation choice Worker interview records for some SR HP1 indicators see Section 4 4 1 In addition to qualitative evidence the evidence fields for certain indicators in the VRS will require the inspector to enter qua
32. a new application ID In the inactive application the verifier will see a new Actions menu option to Copy reports to another application see Screen 67 They should click on that to follow the steps to move any reports in progress from the inactive to the new application Screen 67 Cop Manage Applications Finca Las Flores Application ID 924610 Progress Percentage Complete Legacy ID Inactive 096 924587 Manage Reports and Entities Scorecard Version 3 0 Verified during harvest Blank Manage Entities Application Coversheet Manage Flows Sampling Requirements Supply Chain Dispute Status Copy reports to another application 5 4 Find Entities Q search Farms Small Sort Results By Entity ID Medium 7 Large PSOs View supply chain Filter by Entity Type Processors Wet Dry 1 Wet Dry Filter by Inspector 7 Anderson Andrew M View or Create Client Reports Submit to Starbucks Required Sampled Unsampled 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 for verifiers to make sure that all the flows have been entered correctly Verifiers should also utilize the tool to review entity volumes and ensure realistic and accurate volumes were entered by inspectors see Screen 68 In their review verifiers should ensure that e The view supply chain includes all
33. 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 Box 3 Creating a new verifier user Click the Staff tab in the upper right hand corner of the screen see Screen 6 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 Click the Staff tab in the upper right hand corner of the screen 2 Click on the Inspectors tab 3 Click Add Inspector login 4 Enter information for the new user including name email and contact information 3 0 Before Conducting Verification 3 1 Claiming an application from Starbucks The verifier must claim the new application in the VRS at least 5 days prior to start of fieldwork as per the C A F E Practices Verifier and Inspector Operations Manual Section 6 2 5 Verifiers should only claim an application after they have determined the planned inspection dates for fieldwork The inspector program does not include the option to claim applications from the VRS This step must be completed by the verifier After logging in the verifier should click Claim Supplier Application From Starbucks to claim the application see Screen 7 CAFE MAN VRSUserManual V2 0 090413
34. cation report box to be checked the reasons will be listed in an error message Screen 78 Generating client reports step 3 Manage Applications Application 924376 Client Reports Finca Vista Application ID 924376 Manage Entities Application Coversheet Progress Percentage Complete Legacy ID Scorecard Verified during harvest Manage Flows Incomplete 100 924386 Version 3 0 Yes Sampling Requirements Supply Chain Create Client Report Dispute Status View or Create Client Reports Create client report Submit to Starbucks Code Name F1000002 Finca Vista M1000000 Beneficio Bueno M1000001 Beneficio de Arbol P1000003 P1000003 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 Eyra Verification Report This box should only be checked AFTER your client has reviewed the draft without scores and has given their approval to submit the final reports to Starbucks To submit the report to Starbucks in the VRS the verifier should click Submit to Starbucks in the Actions menu see Screen 79 This action cannot be undone Screen 79 Submit report to Starbucks Manage Applications Finca Vista Application ID 924376 Manage Entities Application Coversheet Progress Percentage Complete Legacy ID Scorecard Verified during harvest Incomplete 100 924386 Ve
35. cation 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 within entity reports 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 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 Verifiers should follow the steps outlined in this document to make the necessary corrections to the report Verifiers should try to re submit the report within five business days from the date that SCS returned it Clients must always be notified of changes made to final reports as a result of an RTV and be sent an updated report Zero Tolerance Corrective Action Request ZT CAR For applications that have received a Zero Tolerance Corrective Action Request ZT CAR suppliers will have the
36. condary school age can t be blank e Number of water bodies can t be blank Save Changes General Information CAFE_MAN_VRSUserManual_ V2 0 090413 Page 24 of 59 Box 11 Reviewing entity coversheets Click the application ID of the application for 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 Global Positioning System 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 Verifiers may also enter or edit GPS coordinates in entity coversheets GPS coordinates should be entered using decimals minutes and seconds e g 9 40 4 9 N The VRS does not accept commas For small farms that consist of multiple plots inspectors must record the GPS coordinates for each plot inspected It is important to note that if an inspector does not record GPS readings for each entity included in the scope of the verification the reports will not be accepted by the VRS 4 3 2 Worker data 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
37. e application overview verifiers should click the entity and then the indicator that requires a comment Before the verifier can post a comment the report must be finalized and submitted by the inspector CAFE MAN VRSUserManual V2 0 090413 Page 38 of 59 Screen 51 Posting comments SR HP1 2 Comments Zero tolerance Score Comply No comments recorded for this score yet ZERO TOLERANCE All temporary and seasonal workers are paid the nationally or regionally established Post a Comment minimum wage In regions where minimum wages for temporary seasonal workers have not been set all temporary seasonal workers are paid the local industry standard wage If workers are paid by production wages meet the local industry average Inspector s Evidence Screen 52 Posted comment SR HP1 2 Comments Zero tolerance Score Comply ZERO TOLERANCE All temporary and seasonal workers are paid the nationally or regionally established Post a Comment minimum wage In regions where minimum wages for temporary seasonal workers have not been set all temporary seasonal workers are paid the local industry standard wage If workers are paid by production wages meet the local industry average No comments recorded for this score yet Inspector s Evidence This is my evidence Low High range of payments per hr day wk Box 18 Posting Comments 1 Click Post a Comment next to the indicator 2 Type the comment in the space pro
38. e did not verify and that was also not inspected by another inspector the verifier has the ability to delete the report that was started see Screen 71 Screen 71 Delete inspector reports 2 S eport for Medium Farm SID F1000002 F1000002 Overview Social Responsibility Coffee Growing Economic Accountability Application ID 924224 Submitted by p Kelsey ID F1000002 Medium Farm ie SID F1000002 Actions e Edit Entity Coversheet e View report history ign report to another inspector e Delete Repo Submitting Reports Verifiers can create client reports at the application level which include all entities or at the entity level Clients must review and approve all reports before they are submitted to Starbucks in the VHS 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 can be saved to disk or printed and sent to the client CAFE MAN VRSUserManual V2 0 090413 Page 49 of 59 6 1 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
39. e documents will be available to the verifier in the Supplier Documents column see Screen 82 Screen 82 ZT CAR supplier documents Manage Supplier Applications Active Applications 5 submitted Applications 0 ZT Corrective Action Requests 1 Archived Applications 4 ZT Corrective Action Requests ZT CAR Supplier ID Application Name Report Progress Documents 924707 ZT CAR Test app https demo cafepractices info zt Submitted Legacy car fO3e96faafa6a8ec 1d693291e75762aa180778a95ecd032ebae6cc4c1a2fde8d CAFE MAN VRSUserManual V2 0 090413 Page 55 of 59 In the first section of the Zero Tolerance report template verifiers should complete the following information e Select the type of Zero Tolerance verification performed Desk or Field e Select the inspector name from the list of active inspectors of the person who performed the field or desk audit and who is responsible for writing the report e Select the verifier name from the list of active verifiers for the person responsible for reviewing the report Screen 83 Comp letinc the ZT CAR report EE E73 ZT Corrective Action Report for ZT CAR Test app Legacy 924707 A Print d DECIDE iy CUORE App ID 924707 Application Name ZT CAR Test app Legacy Date of original verification Date ZT CAR letter sent to client 2013 08 30 Date Supplier Corrective Action approved by Starbucks Date of zero tolerance check 2013 08 30 Type of zero tolerance check Des
40. e most effective use of the VRS it is necessary to use a supported web browser For use by verifiers the system currently supports the most recent versions of Mozilla Firefox Microsoft Internet Explorer Safari and Google Chrome For Mac users the VRS only supports version OS X v10 5 and above Mozilla Firefox is a free program that can be downloaded at http www mozilla com firefox Google Chrome is also a free program and can be downloaded at https www google com intl en chrome browser For inspectors the VRS inspector program is a standalone program that is downloaded directly onto an inspector s computer It does not run on an internet browser A high speed connection is only required for downloading and uploading synchronizing reports to allow inspectors to write reports without an internet connection 1 2 Accessing the system The VRS is located at https cafepractices info There is a demo version of the VRS available for verifier and inspector practice and training The demo can be accessed at https demo cafepractices info Verifiers should contact SCS to request the creation of applications in the demo system for training purposes 2 0 Getting Started 2 1 Welcome screen The welcome screen is the point of entry for users see Screen 1 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 avai
41. ecial permissions and update personal information Screen 5 Home screen C A F E Practices Verifier Reporting System verifiersbux Logout wh X CE 63 Manage Supplier Applications Active Supplier Applications Fiscal Planned Verification Last Report Year Country ID Application Name Start Actual Start End Submitted 2014 Indonesia 924224 GR Test App 20130807 2013 08 20 2014 Indonesia 924489 Aceh Farmers Group 2013 12 05 2 6 Creating users Designated verifiers 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 Verifiers should make sure that each inspector has his or her own user profile In other words no two inspectors should share the same user profile for any reason CAFE MAN VRSUserManual_ V2 0 090413 Page 9 of 59 Screen 6 Adding verifier logins C A F E Practices Verifier Reporting System verifiersbux Logout A 2 IN v a Verifiers Inspectors Family name Given name Username Country Verifier Organization Administrator Enabled Please note that when an individual in an organization has verifier and inspector responsibilities different email accounts must
42. een 57 Reviewing comments Report for Sample wet mill M3 Overview Social Responsibility Coffee Processing Wet Economic Accountability Social Responsibility Coffee Processing Economic Actions Wet Accountability SR HP1 1 wf S BEES i sen iewer h eass __ H Edit Cover Sheet srna ieweez o eere O Legen was ss seers V comply ems jme X Mon Comply ews ewe rwczs Wa Has many comments 5 Has a comment CAFE MAN VRSUserManual V2 0 090413 Page 41 of 59 5 0 5 1 5 2 Screen 58 Responding to comments SR HP 1 2 Comments Zero tolerance Score Comply ZERO TOLERANCE All part time workers are paid the nationally or regionally established minimum wage In regions where such minimum wages for part time workers have not been set all part time workers are paid the local industry average If workers are paid by production wages meet the above requirements No comments recorded for this score yet Inspector s Evidence This is my evidence for SR HP1 2 Payment to Workers Box 20 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 Comment Change the evaluation if necessary Click Submit report to verifier in the Actions menu Completing reports Verifier Prior to submitting the draft reports to the client
43. essaneesssaasessananes 13 3 4 1 G ntact nonnalean PT 14 3 4 2 Verified during harvest Axes BO uenieo idus ceo ceto eim Ee nier nt lu p euag tematco Inte caedes 15 3 5 Sampong OO ETE 15 3 6 Nav gang CAIICS iae e ibat eed a E cadis cie Food 16 3 7 Verifier actions to assign specific reports to inspectors for reporting 17 4 0 Writing Entity Reports Inspector VRS Inspector Program 18 4 1 Synchronizing applications and reports s sssssesiiisssss esee enne nhan nnn nana 18 4 1 1 Progress Status of entity reports eeeessssssssessssssssesseeeeenn nennen 19 4 2 Starting anew Tepo Licet octets duree titor esdhapd dures ae eens eee 20 4 3 Editing cover sheet INTO ccccccsseeeccnseeeccnscueccnsaseccnacussensaussensausescsacsesenscussensausesssaaseess 22 4 3 1 GPS Global Positioning System siut adetite nes e E e eap D eot Satu 25 4 3 2 MOFKOE Gate vasseantiiibxulucti net xut cota etia icol esi dudo eiut nicer es Mum de Lasse tet 25 4 3 3 WTC AtI lh odlo nesa a a 25 4 3 4 Conmlactintormalo Mesai ise messe Sean tetdius tates in cass tesa atate ict 25 4 3 5 SIZ PEE T EE 25 4 3 6 Changes to farm size productive hectares discovered during field visit 25 4 3 7 PSO Ne TTE ES 26 4 3 8 Production processing volume roit tocca pe e en axe ed Ud S auus 26 4 3 9 Inspected during Dial VesL uod Ud a empti d ee ia 27 MONO io C a oe
44. essors Flows for coffee processors should also be entered in the entity coversheet page see Screen 33 If the processor is the final point in the supply chain i e Dry Mill the inspectors should select This Mill has no outflows Screen 34 This processor has no out flows Coffee Out Flows This Mill has no out flaws This Mill sends all its coffee to 0 Ibs total out flows Processor sends all of its coffee to another processor i e Wet Mill Verifier or inspector should select This Mill 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 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 Ibs green coffee entered in each field is not equal to the total amount that appears in the Coffee In Flows section Processor sends its coffee to multiple processors including a back flow to the original rocessor For cases during processing in which coffee is sent back to the original mill after being processed by another mill verifiers or inspectors should not capture the back flow from the second mill to the original mill in the
45. eviewing Sample Requirements 1 From the list of applications click the application ID of the application you want to review 2 Click Sampling Requirements to view the sample and specific entities requiring reports 3 Review the Legacy ID and if applicable Navigating entities By clicking on the Manage Entities link on the right hand menu verifiers will be taken to a list of all the entities in the application For very large applications the entities will be listed on multiple pages see Screen 15 Screen 15 Navigating entities Manage Reports and Entities Find Entities Filter by Entity Type Farms Processors E Small Wet E Medium 7 Dry E Large Wet Dry F PSOS Q Search Sort Results By Entity ID X 2 3 Displaying all 138 entities G amp Assign Selected Reports to an Inspector ID Entity Type F1000002 Small Farm SID F1000002 Small Farm with Mill F1000003 Small Farm SID F 1000003 Small Farm with Mill Screen 16 Searching entities Manage Applications Aceh Farmers Group Application ID 924489 Progress Scorecard New 096 None Percentage Complete Legacy ID Version 3 0 e Planned verification start date December 5 2013 Manage Reports and Entities Y Filter by Entity Type Find Entities Farms Processors Q Search de E Small 7 Wet E Medium 7 Dry Sort Results By Entity ID 7 Large 7 Wet Dry F PSOs Inspector Filter by Inspector
46. he link Box 25 Generating Client Reports Click View or Create client reports in the Actions 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 the client mark each entity as Approved by Verifier by clicking Accept report on the entity overview page see Screen 75 This option will only appear when the entity report is complete The verifier also has the option to approve the report from the overview of the application The verifier will see the option to Accept Selected Reports or Reject Selected Reports in the Progress column on the overview of the application see Screen 76 After selecting the reports to return verifiers should click on Reject Selected Reports and then click OK 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 CAFE_MAN_VRSUserManual_V2 0 090413 Page 51 of 59 Screen 75 Accepting entity reports Option 1 Actions e Edit Entity Coversheet e View report history e Reassign report to another inspector e Delete Report Re
47. her work in the VRS while this is occurring or close the VRS and check back later The application will appear in the list of Active applications see Screen 9 Once the application has been claimed by the verifier inspectors are able to synchronize the application in order to access the entities to start reports Screen 9 List of applications Manage Supplier Applications pplier App Active Applications 4 Submitted Applications 1 ZT Corrective Action Requests 0 Archived Applications 4 Calendar Active Supplier Applications Fiscal Planned Verification Last Report Year Country ID Application Name Start Actual Start End Submitted 2014 Indonesia 924224 GR Test App 20130807 2013 08 20 CAFE MAN VRSUserManual V2 0 090413 Page 11 of 59 3 2 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 SCS should also be notified of the planned inspection as per Section 6 2 4 in the Verifier and Inspector Operations Manual 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
48. ication took place during harvest Flows Verifiers or inspectors are required to enter the total volume of coffee flows from a farm to all processing facilities which includes both mills within the C A F E Practices application AND mills outside of the C A F E Practices supply chain A flow is the amount of coffee in Ibs or kg of 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 all processing facilities In the case of mills the coffee out flows exiting the processing facilities should only reflect the sum of incoming volumes from sampled farms Please note that a supply chain discrepancy should be reported in the case where an inspector discovers a mill during the C A F E Practices inspection that is either 1 processing coffee which is a part of the declared C A F E Practices supply chain and was left out due to error or 2 is not processing coffee which is a part of the declared C A F E Practices supply chain and was included due to error The VRS will automatically enter the flow amount from a farm to a mill based on the Total annual volume of green coffee grown for this farm 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 from the drop do
49. iew records have been completed inspectors should click Save and continue to proceed to the next indicator If there are no workers onsite during the time of the inspection inspectors can check the box which allows them to move on to the next indicator without entering worker interview records see Screen 41 e If this box is checked by accident inspectors can uncheck it in order to display the fields again e SCS expects that if the entity is verified in harvest then workers will be present for interviews Inspectors should confirm that the required interview sample is met for each entity inspected Screen 41 No workers onsite during inspection Worker Interview Records No workers on site to interview at time of inspection Please note 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 see Screen 41 CAFE MAN VRSUserManual V2 0 090413 Page 33 of 59 Screen 42 Save and Continue to next indicator SR HP1 1 SR HP1 10 for Small Farm SID F1000002 F1000002 Overview Social Responsibility Coffee Growing Coffee Processing Wet Economic Accountability SR HP1 SR HP3 SR HP4 SR WC1 SR WC2 SR WC4 25M 1 2 1 11 1 3 1 7 1 8 1 9 Save and Continue Save and Return to Overview SR HP1 1 ZERO TOLERANCE All permanent workers are paid the nationally or Comply regionally established minimum wage If minimum wages for permanent workers
50. ions granted to copy a mill report click your username opecial 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 5 2 2 Incorporating a mill report written by your verification organization 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 the mill report must have the status Accepted by verifier before it can be copied to another application View Mills with reports in VRS that have current validity on the verifier main page If the mill report was written by the verifier s organization they will have the option to make the copy from this screen by clicking on Copy Another way to copy the mill report from another application written by the verifier s organization is to click Manage Entities in the Actions menu in the application requiring the mill report see Screen 62 Screen 62 Use a mill report from your organization step 1 Manage Reports and Entities Find Entities Filter by Entity Type Filter by Inspector Filter by Report Type Farms Processors E Howes T e Bg In Progress Q Search Small E Wet p Kelsey Required Submitted Sort Results By Entity ID 2 dian Dry Sampled Accepted PSOs Displaying 1 out of 13
51. ions requiring assistance from system administrators esses 59 CAFE MAN VRSUserManual V2 0 090413 Page 3 of 59 Index of Screens Screen 1 Welcome Screen screen 2 VRS inspector program download Screen 3 Allow Google Gears Screen 4 Changing a password Screen 5 Home screen Screen 6 Adding verifier logins Screen 7 Claim application Screen 8 Entering security code Screen 9 List of applications Screen 10 Screen 11 Screen 12 Screen 13 Screen 14 Screen 15 Screen 16 Screen 17 Screen 18 Screen 19 Screen 20 Screen 21 Screen 22 Screen 23 Screen 24 Screen 25 Screen 26 Screen 27 Screen 28 Screen 29 Screen 30 Screen 31 Screen 32 Screen 33 Screen 34 Screen 35 Screen 36 Screen 37 Screen 38 Screen 39 Screen 40 Screen 41 Screen 42 Screen 43 Screen 44 Screen 45 Screen 46 Screen 47 Screen 48 Screen 49 Screen 50 Screen 51 Screen 52 Screen 53 Review Legacy ID List of entities Editing application coversheet information Contact information Sample requirements Navigating entities Searching entities Verifier view Assigning selected reports to inspectors Verifier view Assigning entities to inspectors Inspector view Synchronizing assigned reports Synchronizing applications Accessing applications Starting a new report step 1 Starting a new report step 2 Searching entities Viewing entities Editing coversheet information C
52. is updated the inspector can create the report or if the inspector makes the change they can continue with reporting Starbucks may send additional instructions depending on the change made 4 3 7 PSO information Inspectors are required to specify a PSO for each small farm report in an application All PSOs included in the application will be listed in a drop down menu on the entity coversheet 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 CAFE MAN VRSUserManual V2 0 090413 Page 26 of 59 4 3 9 4 3 10 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 Inspectors will be able to enter volumes in either pounds lbs or kilograms kg The VRS will automatically display both In their internal review of report verifiers should take into consideration that the VRS automatically converts all volumes entered into pounds lbs Inspected during harvest If the verification takes place in harvest as defined below and in Section 6 6 3 of the Verifier and Inspector Operations Manual the inspector should indicate on the entity coversheet that verif
53. ities in the application Inspectors should only start reports that have been assigned to them by the verifier Once an inspector has created a report on an entity 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 10 Starting a new report Click the 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 If the inspector choses to only synchronize Just reports assigned to me for a certain application then clicking on the application will take the inspector to a list of only those reports Editing cover sheet info For each entity report inspectors are required to first complete coversheet information before entering scorecard evaluations Many fields in the coversheet can only be completed after information has been collected from the field see Screen 26 Note that some fields are filled in automatically during the transfer of the application from the supplier to the VRS Inspectors should also verify information already entered and make changes as necessary This is a very important step by the inspector For further details regarding coversheet data collection please refer to the Verifier and Inspector Operations Manual Section 6 6 CAFE_MAN_VRSUserManual_ V2 0 090413 Page 22 of 59
54. k Review Report written by Anderson Andrew M Report reviewed by Jane s verifier The second section is for reporting on the entities with non compliance with zero tolerance indicators The inspector responsible for completing the ZT CAR verification should enter the evidence and corresponding evaluation Comply or Non comply The zero tolerance report template also has the option to upload evidence files to support the evaluation Examples of evidence that can be uploaded include photos payroll records training agendas and sign in sheets For any worker interviews names of individuals should not be included in this report The entire report except for the Comments section will be visible to the supplier Screen 84 Uploading evidence to the ZT CAR report Entity ZT indicator Original evidence New evidence Evaluation Comments F1000005 CG EM1 1 place holder evidence Testing Comply Add Comment Small Farm With Mill ZERO TOLERANCE Small Farm Farm does not use Source of Evidence SID F 1000005 pesticides that are listed by the World Health Organization as Type 1A or 1B 5 Non Comply li Upload File Browse No file selected Field Notes Source of Evidence This is required z Documentation pesticide application booklet 7 Interview m Observation CAFE MAN VRSUserManual V2 0 090413 Page 56 of 59 The final section of the ZT CAR report provides space for the inspecto
55. l automatically return to the Reports page and the inspector will then be able to click on an application to initiate reporting If inspectors lose connection to the internet they will still be able to work as an inspector The ability to synchronize is the only functionality that will not work while offline If attempted an error message will appear warning that the inspector needs to be online in order to synchronize 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 selected 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 still be visible even if the inspector was online while working on it Box 9 Synchronizinc 1 Click the Synchronize tab 2 Select the desired action for each application 3 Click Synchronize selected applications 4 1 1 Progress Status of entity reports Entity reports will have one of the following statuses e New Inspector has created a new report e incomplete Some scores in a report have been evaluated e Finalized but not submitted to central server Inspector has submitted report to verifier but has not synchronized e Finalized and submitted
56. lable at http www scsglobalservices com starbucks cafe practices Screen 1 Welcome Screen C A F E Practices Verifier Reporting System AA IN Login Learn more Find out more about C A F E Practices at SCSglobalservices com Username Documents Password Forgot your password CAFE MAN VRSUserManual V2 0 090413 Page 6 of 59 2 2 2 3 Box 1 Entering the VRS 1 Type the Username and Password provided by SCS or your verifier 2 Click the Login button Verifier log in SCS provides verification organizations with a verifier username and password to access the VHS 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 SCS is not able to create inspector logins These must be created by the verifier Verifiers should contact SCS if they do not have a VRS log in 2 2 1 Forgotten password Users that have forgotten their password should enter their username and click Login A Forgot your password option becomes available This help function will only work if users have an email address associated with their 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 first contact the verifier s within their organization with administrator access If the verifier is not able to resolve the issue
57. lems with an entity report that will prevent it from being submitted for example fields in the coversheet that have not been completed If an error message appears inspectors should read it carefully and click on View Details if available The error message should explain what missing information is preventing the entity report from being submitted If the message persists after the report has been updated as per the instructions in the error message contact SCS Screen 47 Submitting report to verifier for review Report for Medium Farm SID F1000004 F1000004 Overview Social Responsibility Coffee Growing Economic Accountability Social Coffee Growing Economic Actions Responsibility Accountability puce UM M e Return to Application SR HP1 1 P CG WR1 2 EA IS1 3 wv 923540 SR HP1 2 CG WR1 3 EA IS14 Af gt Edit Cover Sheet HP1 E SR HP1 3 CG WR1 4 Submit Report to SR HP1 4 CG WR1 5 Verifiers After completing reports inspectors should click Submit Report to Verifiers To confirm the action inspectors should click Submit see Screen 48 The progress status of the report will change to finalized and submitted only after the inspector has synchronized Screen 48 Confirm report submission Submit report to verifiers Entity Medium Farm SID F1000004 F1000004 Click the button below to submit this report to the verifiers Submit Cancel Once an entity report is submitted to the verifier it can no longer
58. li 27 4 4 Entering evaluation and evidence ssi isses sees enean nnne nna aane nns sa aaa n aa aan 29 4 4 1 Worker interview records cccccccssseecccceeseceecceessececeeeaaeeeesseuaueeeeessaaseeeessaaeeeess 31 4 5 INQVIOATIAG A TODO rpm cr 34 4 6 Using the autofill tool inspectors eeraa en a A a EEA 35 4 7 Completing and submitting the report to the verifier sess 36 4 8 Verifiers reporting responsibilities seeeeees seien eene nnns 38 CAFE MAN VRSUserManual V2 0 090413 Page 2 of 59 4 8 1 Posting COMMENTS verifier ieiunii pua teo entue regnet de ucro ict debi tomar EP uC E Ra e a ewe tiae 38 4 9 Returning an entity report to an inspector for revision eosseeessseeesee nenne 39 4 10 Reviewing comments posted by the verifier and posting responses 41 5 0 Completing reports Verifler uuoi diii ooui aaa Esa aue Tuc b a Coda 42 5 1 Using the autofill tool verifiers ccccccccccccceeccccseneecessueeceeseeeecesseeeessseeeeessneeeessaueeessagenes 42 5 2 Boe isullEgcosnccme ER 42 5 2 1 Incorporating a mill report NOT written by your verification organization 43 5 2 2 Incorporating a mill report written by your verification organization 44 5 2 3 Up copying INTE DONS debeat dade neto a Perotti 46 5 3 Inactive applications and moving reports 1 ccccsecccsseeccceeccseeccseeessusessse
59. m password CAFE MAN VRSUserManual V2 0 090413 Page 8 of 59 2 5 Verifier home screen There are 5 main navigation tabs on the home screen see Screen 5 e Active Applications Includes all new and incomplete applications e Submitted Applications Lists applications that have been submitted to Starbucks e ZT Corrective Action Requests Lists applications that have received ZT Corrective Action Requests e Archived Applications Allows read only access to submitted reports completed by the verification organization including the date of approval and the validity expiration for each application e Calendar Gives verifier visibility to a calendar with verification dates included The Search field at the top of the home screen provides verifier with option to search for an application by the application code application name or entity code The home screen also includes the option to Claim Supplier Application from Starbucks see Section 3 1 A secondary set of navigation tabs are located in the top right corner Home Returns the verifier to the home page Staff Allows administrators to manage verifiers and inspectors Files Provides access to C A F E Practices publicly available documents Help Provides access to relevant software manuals To logout of the system at any time click Logout see red circle in Screen 5 Clicking on the username see blue circle in Screen 5 allows verifiers and inspectors to view sp
60. message Farm SR scores and evidence copied to mill Screen 46 Using autofill tool step 3 Coffee Out Flows This Farm has no out flows This Farm sends all its coffee to M1000012 Are you sure you want to auto fill scores and evidence Click here if this m he same ownership management ok ewe Auto fill SR Scor ce from F1000006 Auto fill Scores This Farm splits its coffee output 95 000 Ibs total out flows Save Changes Once the auto fill action is confirmed the inspector may edit specific indicators unique to the mill in the mill report Any changes made to the farm SR subject area AFTER the auto fill action has occurred will NOT automatically update the mill SR report If the auto fill tool is used again in the same farm coversheet it will overwrite the previous auto fill with the scores and evidence in the most recent farm report 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 When inspectors click on the Submit Report to Verifiers See Screen 47 the report progress will change 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 CAFE MAN VRSUserManual_ V2 0 090413 Page 36 of 59 The system will display any prob
61. n farm sampling requirements and indicates progress against the requirements for both entities that were not previously verified and those that were previously verified The Sample Required column for previously verified entities includes the number of farms that were verified previously and must be re verified to meet the 1596 sample as well as any zero tolerance entities The Sample Required column for processors will not be filled in until supply chain flows have been entered see Section 4 3 10 Screen 14 Sample requirements Sampling Requirements Progress by Type New entities Not previously verified Previously verified Entity Type Total Sample Required Progress Reports Completed Sample Required Reports Completed Sample Required Large Farms 096 0 0 0 0 of 0 Medium Farms 096 0 0 0 0 of 1 Smallholder Farms 096 0 of 3 Processors 0 096 Pending entry of flows 0 of 0 Producer Support Organizations 1 096 0 of 1 Specific Entities Required Entity Name Type Actions Small Farm SID F 1000011 F1000011 Small Farm with Mill Edit Coversheet Re sampled Legacy Farms CAFE MAN VRSUserManual V2 0 090413 Page 15 of 59 While reviewing the application verifiers should determine which entities will be included in the sample where appropriate Verifiers can identify which entities were sampled in the previous verification by clicking on the blue Legacy ID link at the top of the Sampling Requirements page Box 7 R
62. nderson Andrew Incompleto 10096 Si 33 000 14 969 No M E Reporte Beneficio Anderson Andrew Incompleto 100 3 000 1 361 No h medo M M1000001 Beneficio de nE Reporte Beneficio Seco Anderson Andrew Aceptado por el 100 S 3 000 1 361 No M verificador Changes to the mill report can only be made from the application containing the original report Once the application containing the original report has the status Submitted to Starbucks no changes can be made Box 22 Incorporating mill reports with current validities written by the verifier s organization from the current year or previous year if mill was awarded a multi ear validit 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 Goto 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 application ID that contains the original mill report 5 2 3 Un copying mill reports If a verifier discovers that the wrong mill report has been copied into the application they can un copy the mill report To un copy a mill report they should click View entities From the entity page they can click Edit details next to the mill that they wish to un copy A message will appear that says you cannot make changes to a copy report Do you want
63. ng Gears https dev cafepractices info v trust this site Allow it to use Gears Never allow this site A Deny Welcome to the C A FE Practices Verifier System After launching the inspector program from the Start Menu inspectors will see the inspector home page with a note saying that they have no applications and must synchronize See Section 4 1 for details on report synchronization Changing user password New users that are logging into the VRS for the first time using the name and password provided by the verifier or SCS should change their password for security purposes see Screen 4 Please note that inspectors are prohibited from sharing login information including passwords and usernames This information should be kept individually by each inspector To change a password users should click the username see blue circle in Screen 5 This page will allow users to update 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 Screen 4 Changing a password C A F E Practices Verifier Reporting System verifiersbux Logout AN ASS Update Your Information Contact Information Family Name Given Name Additional Names Email Addresses Email Address jdw hotmail com Label primary v Email Address noreply amp cafepractices info Password New password Confir
64. nization Verifiers are not allowed to make changes to the coversheet including flows of a report that an inspector is working on in order to prevent a conflict for the inspector during synchronization Starting a new report After the inspector synchronizes the Reports page of the inspector interface will list all applications that the verification organization currently has access to The page will also indicate the number of entities for each application that the inspector has begun writing reports for and include the number of reports that have been returned to the inspector by the verifier if applicable Screen 22 If an application is not listed then either it has not yet been claimed by the verifier using the security code provided by the client or the inspector needs to synchronize in order to download any recently claimed applications Screen 21 Accessing applications Applications vou have access to Applicant Name Starbucks Application ID Number of Y our Reports on Application To start a new report or continue a report in progress inspectors should click the application name see Screen 22 The inspector will then be directed to a new page If the inspector has previously started work on one or more reports in the application this page will list those in progress reports Screen 22 Starting a new report step 1 Reports Applications you have access to Applicant Name Starbucks Application ID Number of Your Report
65. nse 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 CAFE MAN VRSUserManual V2 0 090413 Page 42 of 59 5 2 1 Incorporating a mill report NOT written by your verification organization During the pre onsite planning process verifiers should request that the client provide them with the Mill Addendum of the First Response Letter to confirm whether there are any mills in the application that have already been verified in the current period by another verification organization or have a current validity from the previous period from a multi year validity and therefore do not require re verification in the current verification period Verifiers should confirm this information by reviewing the Mill Addendum in the copy of the First Response Letter that they request from the client If a mill has current validity and does not need to be re verified in should appear in the list of Mills with reports in VRS that have current validity on the verifier main page To be granted access to the mill report verifiers must click on Request permission next to the mill report needed If verifiers do not see a mill listed that the client has indicated should have current validity contact SCS cafepractices scsglobalservices com To view the special
66. nt Name Application ID Status gt Just reports assigned to me 4 v April 20 Test B 51468215247026 Needs download Test app for complete 51468215247035 Needs download Lh T Do not sync v large farm test 51468215247040 Needs download Writing Entity Reports Inspector VRS Inspector Program Synchronizing applications and reports Inspectors may use the VHS inspector program to write reports without being connected to the internet Inspectors must always synchronize while connected to the internet in order to access new applications and to upload reports that they have written in the offline program to the relevant application in the VRS See Section 2 3 for details regarding downloading the inspector interface In order to access applications and begin writing reports inspectors should click the Synchronize tab The first time the inspector clicks on the Synchronize tab there will be a short delay while the computer downloads the scorecards After the delay the inspectors will see the applications that their verification organization has claimed in the VRS The Synchronize selected applications button downloads data to the computer allowing inspectors to work on reports without being connected to the internet It is very important to first select the specific action desired for each application listed There are three options 1 Do not sync default 2 Allentities 3 Just reports assigned to me this option only ap
67. ntitative evidence The inspector will not be able to continue with a report unless the requested quantitative information is entered Box 14 Entering evidence and evaluation Click the indicator to enter the evaluation and evidence Choose Comply Non Comply or N A see red arrows in Screen 36 Provide supporting evidence in the Qualitative evidence box see Screen 36 Complete Worker interview records to enter specific wage findings from interviews See Screens 38 and 39 Click Save and Continue or Save and Return to Overview see Screen 37 CAFE MAN VRSUserManual_ V2 0 090413 Page 30 of 59 Screen 36 Entering evidence SR HP1 1 SR HP1 10 for Medium Farm SID F1000002 F1000002 Overview Social Responsibility Coffee Growing Economic Accountability SR HP1 SR HP2 SR HP3 SR HP4 SR WC1 SR WC2 SR WC3 SR WC4 f ui Sees 1 2 1 11 1 3 1 4 1 5 1 6 1 7 1 8 1 9 Save and Continue Save and Return to Overview SR HP1 1 ZERO TOLERANCE All permanent workers are paid the nationally or Comply regionally established minimum wage If minimum wages for permanent workers have not been established all permanent workers are paid the local industry standard wage If workers are paid by production wages meet the local industry Non Comply average N A SR HP1 10 EXTRA POINT All permanent workers are paid MORE than the Comply nationally or regionally established minimum wage In regions where such minimum wages have not
68. ntities to create one report with multiple entity reports see blue circle in Screen 74 Once the entities have been selected verifiers should click Create client report see green circle in Screen 74 Only finalized and submitted or accepted by verifier entities can be included in client reports CAFE MAN VRSUserManual V2 0 090413 Page 50 of 59 6 2 Screen 74 Generating client reports step 3 Manage Applications Application 924376 Client Reports Actions for Application 924376 Finca Vista Application ID 924376 Progress Percentage Complete Legacy ID Scorecard Verified during harvest FY Country Incomplete 100 924386 Version 3 0 Yes 2014 Colombia Create Client Report Create client report Code Name F1000002 Finca Vista M1000000 Beneficio Bueno M1000001 Beneficio de Arbol P1000003 P1000003 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 After the verifier has clicked Create client report for the desired entities the next screen in the VRS will include a hyperlink to send to the client The client only needs the link in order to view their reports Verifiers should 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 t
69. ontact information Email address Coversheet error message Warning screen If the change affects the scorecard type Farm Coffee Out Flows This farm splits its coffee output Farm Coffee Out Flows Outside of Supply Chain This processor has no out flows Entity report overview Entering evidence Source of evidence Add interview records Worker interview records Adding additional interview records No workers onsite during inspection Save and Continue to next indicator Report overview Using the autofill tool step 1 Using autofill tool step 2 Using autofill tool step 3 Submitting report to verifier for review Confirm report submission Error message Entity report status Posting comments Posted comment Returning report to inspector Option 1 CAFE MAN VRSUserManual V2 0 090413 Page 4 of 59 Screen 54 Screen 55 Screen 56 Screen 57 Screen 58 Screen 59 Screen 60 Screen 61 Screen 62 Screen 63 Screen 64 Screen 65 Screen 66 Screen 67 Screen 68 Screen 69 Screen 70 Screen 71 Screen 72 Screen 73 Screen 74 Screen 75 Screen 76 Screen 77 Screen 78 Screen 79 Screen 80 Screen 81 Screen 82 Screen 83 Screen 84 Screen 85 Screen 86 Screen 87 Screen 88 Screen 89 Returning report to inspector Option 2 Entity revision status Viewing returned reports Reviewing comments Responding to comments Verifier view of autofill tool Special permissions Copy
70. oose Entity to Report On The list below includes all entities that are part of this application Please only start reports on entities that have been assigned to you Entity Name Entity code Name of Owner Entity Type GPS Latitude Longitude PSO SID P1000005 P1000005 John Y Owner 6 Producer support organization 0 0 0 N 0 2 0 0 W Medium Farm SID F1000002 Medium Farm SID F1000003 Medium Farm SID F1000004 Small Farm SID F1000006 Small Farm SID F1000007 Small Farm SID F1000008 Small Farm SID F1000009 Small Farm SID F1000010 Small Farm SID F1000011 F1000002 F1000003 F1000004 F1000006 F1000007 F1000008 F1000009 F1000010 F1000011 John Y Owner 3 John Y Owner 4 John Y Owner 5 John Y Owner 7 John Y Owner 8 John Y Owner 9 John Y Owner 10 John Y Owner 11 John Y Owner 12 Medium farm Medium farm Medium farm Smallholder farm Processor Smallholder farm Processor Smallholder farm Processor Smallholder farm Processor Smallholder farm Processor Smallholder farm Processor 0 0 0 N 0 0 0 W 07 0 0 N 0 0 0 W 0 0 0 N 0 0 0 W 0 0 0 N 0 0 0 W 0 0 0 N 0 0 0 W 0 0 0 N 0 0 0 W 0 7 0 M 0 0 0 W 0 0 0 N 0 0 0 W 0 0 0 N 0 0 0 W Page 12 Create Report Please note that this list will include all ent
71. pears when the verifier has assigned specific entities to the inspector In the inspector interface inspectors will have the ability to synchronize all of the applications for their organization The Do not sync option appears as a default for applications for which the inspector has not been assigned reports In order to prevent delays during synchronization inspectors should select the Do not sync option for any applications that they are not currently working on Once the inspector has selected the applications s he would like to synchronize s he should then click Synchronize selected applications see Screen 20 The first synchronization can take a few minutes depending on the number and size of applications Subsequent synchronizations will only transmit data that has changed and will therefore be 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 begin where it left off CAFE MAN VRSUserManual V2 0 090413 Page 18 of 59 Screen 20 Synchronizing applications l Pa entities 24 Application SID 315670Testing background app creation 915670 Needs download Just reports assigned to me 7 ivl Application SID 915674TEST 6 915674 Needs upload Do not sync v KP Practice 916571 Needs download Donotsync TEST AUGUST 12 916651 Needs download When synchronization is finished the VRS wil
72. pector completes the coversheet information Workers All indicators except 5 SR WC2 1 SR WC2 4 SR WC4 2 SR WC4 8 SR WC4 9 and SR WC4 10 will be completed with NA evaluations when the inspector enters 0 workers for each worker type on the entity coversheet Water bodies If 0 is entered in the number of water bodies field all indicators in CG WR1 Water body protection are automatically evaluated as NA Indicator grouping Certain indicators are grouped in the VRS to increase the efficiency of reporting Inspectors will evaluate each indicator individually but will only enter evidence once Inspectors should ensure that the qualitative evidence supports the evaluation of all indicators in the group Technical assistance If verifiers or inspectors encounter technical difficulties while working in the VRS the verifier should contact SCS The email should include the following information e name of inspector s affected CAFE MAN VRSUserManual_ V2 0 090413 Page 58 of 59 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 Verifiers should provide as much information to SCS as they can so that system administrators can resolve the issues as efficiently as possible When contacting SCS for technical
73. r to enter evidence to support the evaluation for whether or not the corrective action plan as submitted by the applicant supplier has been implemented according to the plan Screen 85 Confirmation of implementation of corrective action plan Documentation reviewed Only 3096 of farmers trained 2 Comply Add Comment Non Comply li Upload File To save any report writing the inspector must click on Save at the end of each session Screen 86 Saving changes to the ZT CAR report ZT Corrective Action Report for ZT CAR Test app Legacy 924707 amp Print RA chenille GPS App ID 924707 Application Name ZT CAR Test app Legacy Date of original verification Date ZT CAR letter sent to client 2013 08 30 Once the report is complete and has been reviewed by the verifier the verifier should submit the report to Starbucks using the green Submit to Starbucks button Screen 87 Submitting the ZT CAR report to Starbucks Senn ZT Corrective Action Report for ZT CAR Test app Legacy 924707 A Print PN GUN IS CHECKS App ID 924707 Application Name ZT CAR Test app Legacy Date of original verification Tips and Tricks The following is a list of shortcuts and tricks that will improve the usability of the VRS Navigating coversheet fields Using the keyboard Tab key is the fastest way to move to the next field instead of using a mouse amp click approach CAFE MAN VRSUserManual V2 0 090413 Page 57 of 59 9
74. ready has a report started by another inspector the option to click here if the mill is located at the same site as the farm and is under the same management will not appear Screen 44 Using the autofill tool step 1 Coffee Out Flows This Farm has no out flows This Farm sends all its coffee to Se eee M1000012 Click here if this mill is located at the same site as the farm and it is under the same ownership management coffee output 95 000 Ibs total out flows Save Changes The option to Auto fill the Social Responsibility SR subject area will appear To proceed inspectors should click on the gray button Auto fill Scores see Screen 45 A pop window will appear to ask the inspector if they are sure they want to auto fill scores and evidence CAFE MAN VRSUserManual V2 0 090413 Page 35 of 59 4 7 Screen 45 Using autofill tool step 2 Coffee Out Flows This Farm has no out flows This Farm sends all its coffee to But M1000012 T Click here if this mill is located at the same site as the farm and it is under the same ownership management B Auto fill SR Scores and Evidence in M1000012 with SR Scores and Evidence from F1000006 Auto fill Scores This Farm splits its coffee output 95 000 Ibs total out flows Save Changes Inspectors should then click OK to complete the SR subject area of the mill report see Screen 46 The action will be confirmed with the
75. require assistance from the system administrators e Mark an application as inactive CAFE MAN VRSUserManual V2 0 090413 Page 59 of 59
76. rsion 3 0 Yes Manage Flows Sampling Requirements Supply Chain Dispute Status View or Create Client Reports Find Entities Filter by Entity Type Filter by Inspector Fi _ Submit to Starbucks E Anderson Andrew M In Progress Ql search Processors m e W i og O Wet 7 Atkins Jane Required 5 Submitted Sort Results By Entity ID n das i Sampled 5 Accepted Large E Wet Dry 5 Unsampled PSOs Manage Reports and Entities 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 cannot be submitted Verifiers should contact SCS if the issue identified in the error message cannot be resolved CAFE MAN VRSUserManual_ V2 0 090413 Page 53 of 59 7 0 6 0 8 1 Box 26 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 in 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 the verifier main page Verifiers will also receive an email notifi
77. s assigned to this report Worker s name Worker type Primary payment period Overtime Secondary payment type full time oS Worker s hours per day daily Worker s pay per day Overtime pay Total pay per day Save Interview Record The fields on the worker interview records form include Worker s name this field is only visible to inspectors The worker s name will not appear anywhere in the report Worker type classification of worker as full time or seasonal temporary Hours per day the standard number of hours worked per day Only enter numbers i e 4 5 8 10 no text Pay per day the cash payment for a standard work day Only enter numbers 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 Inspectors should enter the necessary information and click Save Interview Record see Screen 39 This will save the interview record and clear the fields prompting the inspector to enter the next worker interview record CAFE MAN VRSUserManual V2 0 090413 Page 32 of 59 Screen 40 Adding additional interview records Worker Interview Records No workers on site to interview at time of inspection Worker s Worker Hours per Payment Pay per D Overtime Total Pay per Overtime Pa Day name Type ay Period Day y full time daily 56 pu After all of the worker interv
78. s on Application Returned Report Flows test 923516 0 923540 5 Grameen 2 923862 2 On the same screen inspectors will have two options for selecting entities in order to start a new report CAFE MAN VRSUserManual_ V2 0 090413 Page 20 of 59 e View Entities This feature can be used to view a list of all entities in the application e Search Entities This feature can be used when inspectors already know the entity code for the entity for which they wish to start a report Screen 23 Starting a new report step 2 20 SS Reports for Flows test 923516 You have no reports for this application Start a new report on Flows test 923516 View Entities Search Entities Clicking Search Entities will allow the user to search by entity code or name see Screen 24 To do so inspectors should be sure to enter the entity code including the appropriate letter F Farm M Mill or P Producer Support Organization or entity name and click Search Screen 24 Searching entities ZW 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 Search Clicking View Entities will show a screen containing all of the available entities in the application see Screen 25 Select the entity to begin a report and click Create Report CAFE MAN VRSUserManual V2 0 090413 Page 21 of 59 4 3 Screen 25 Viewing entities 27 Ch
79. 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 e The PSO is NOT included CAFE MAN VRSUserManual V2 0 090413 Page 47 of 59 Submitted Accepted Screen 68 View Supply chain Manage Applications Application 924610 Finca Las Flores Application ID 924610 Manage Entities Application Coversheet Progress Percentage Complete Legacy ID Scorecard Verified during harvest Manage Flows Inactive 096 924587 Version 3 0 Blank Sampling Requirements Supply Chain Dispute Status Copy reports to another application e View full size View or Create Client Reports DOMDA FDF Submit to Starbucks Wet Processor SID M1000000 M1000000 3000 0 Ibs processed 33 000 0 Ibs Supply Chain Medium Farm SID F1000003 F1000003 Finca Las Flores 33 0 hectares 33000 0 Ibs produced Box 23 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 started by another inspector by accident the verifier can reassign the report to another inspector using the Assign Report tool Screen 69 Reassign a report to another
80. sesseesesseesssnees 46 5 4 view SUDDIV GIVI e EE 47 5 5 Reassign a report to another INSPCCHON 1cccccseeccsseeecseeeccaeeeccseseessusessausessaesesseesessness 48 6 0 SUBIMNITHNG REPOS cniin oca ER eO Ra uidi RE eEc cus aru CE a Deusto a Ev du DU CUR UE E Sud 49 6 1 Draft cllentrebotrs and approval asi m dito RE HERES nto Se eg RERUMS 50 6 2 ACCEDING entity Tepos wi isis E 51 6 3 Submitting final report to the client and to Starbucks SCS sess 52 7 0 Reports Returned to Verifier lesse eee Leeeee eee esee eene enne nnn nnn n nnn 54 8 0 Zero Tolerance Corrective Action Request ZT CAR sse 54 8 1 Verifier access to ZT CAR applications in the VAS cccccccccccsececcceeeecesseecenseeeeessaneeeees 54 8 2 Completing reports for ZT CAR verifications eeessssseeeese sese eee 55 9 0 DEM if LER 57 9 1 Navigating coversheet fields eee sseeieie essen annee nnn nnns nnn ann nana aan 57 9 2 SOMING E ITINERE ETE E caeecceseaneee 58 9 3 Reviewing multiple entities Veriflers esses esee 58 9 4 Automatic Not Applicable evaluations sess eeisssseee sees een renean nnns 58 9 5 LIOICALOF OFOUDING MT 58 9 6 Technical dsSIstallGO esoeateeas tae an eG es REO Eo eR RLEHE REIR ORE EX RAE as secre cu seas Dec ea neus e ue De Me deed 58 9 7 Act
81. t 100 green coffee Ibs to App 51468215247014 Wet Mill 3 M51468215247016 and 100 green coffee Ibs to App 51468215247014 Wet Mill 1 M51468215247014 Flows from farms to mills not included in the C A F E Practices application should also be included in the VRS Once the inspector confirms that a farm sends coffee to mill s outside of the supply chain the inspector should click the box Farm sends coffee outside of this supply chain The option to enter green coffee volume sent outside of the supply chain will appear in the table below the Coffee Out Flows section Next to the field Coffee volume sent outside of this supply chain the inspector should enter the total volume of green coffee sent to all mills outside of the supply chain in kilograms kgs This volume represents the total amount of green coffee sent outside of the supply chain regardless of how many mills receive the coffee It is important to note in order to be included in the application entities must send at least a portion of their coffee to another entity in the supply chain Screen 33 Farm Coffee Out Flows Outside of Supply Chain Coffee Out Flows This Farm has no out flows This Farm sends its coffee to one mill Select This Farm splits its coffee output Kgs Lbs Coffee grown 14 968 55 kgs 33 000 Ibs Total External amp Internal Out flows 14 968 55 kgs 33 000 Ibs CAFE MAN VRSUserManual_ V2 0 090413 Page 28 of 59 Proc
82. tion coversheet information From the list of new applications click the application ID of the application to review Click Application Coversheet in the Actions menu Complete necessary edits Click Save Verifiers are required to enter the planned verification date and check the accuracy of the name and country fields see Screen 12 Once the field work has started the verifier should complete the Actual verification start date the date of the first field day When field inspections are complete the verifier should complete the Actual verification end date the date of the last field day Should the planned inspection date change due to postponement or delay of fieldwork the verifier must update the planned inspection dates in the VRS accordingly Screen 12 Editing application coversheet information Manage Applications Application 924224 Actions for Application 924224 GR Test App 20130807 Application ID 924224 Progress Percentage Complete Legacy ID Scorecard Verified during harvest FY Country New 096 924220 Version 3 0 Blank 2014 Indonesia e Planned verification start date August 20 2013 Application Coversheet General Information Name of the network GR Test App 20130807 Country Indonesia Planned verification start date 2013 v August v 20 Actual verification start date Actual verification end date m 4
83. to un copy Verifiers should click Yes Then they will be able execute the mill copy permission correctly 5 3 Inactive applications and moving reports In cases where a supply chain discrepancy occurs and a new application ID is issued the old application ID will be marked inactive in the VRS Verifiers are able to move completed reports from the inactive application to the new one To show the inactive applications click on Show Hide inactive applications see Screen 66 CAFE MAN VRSUserManual V2 0 090413 Page 46 of 59 Screen 66 Show active applications Manage Supplier Applications Active Applications 5 Submitted Applications 0 ZT Corrective Action Requests 1 Archived Applications 4 Calendar Approved Supplier Applications Fiscal Year Country ID Application Name 2014 Ethiopia 924220 GR Test App 20130807 Legacy 2014 Colombia 924386 Finca Vista Legacy 2014 Guatemala 924587 Finca Las Flores Legacy Inactive Supplier Applications 4 Fiscal Year Country ID Application Name 2014 Guatemala 924610 Finca Las Flores Date Last Submitted Date Last Submitted Date Approved Validity End 2013 08 07 2015 08 07 2013 08 07 2015 08 07 2013 08 12 2015 08 12 Claim Supplier Application From Starbucks Once Starbucks and SCS have been notified of the supply chain discrepancy and the inspectors have synchronized their reports the application will be marked inactive and the verifier will be issued
84. turn report to inspector Accept report Screen 76 Accepting entity reports Option 2 Manage Reports and Entities Find Entities Filter by Entity Type Filter by Inspector Filter by Report Type Farms Processors Howes T In Progress Small Wet p Kelsey Required Submitted Sort Results By Entity ID E Medium Dry Sampled Accepted 7 Large Wet Dry Unsampled PSOs During Harvest Not During Harvest Entity name or code Displaying all 13 entities 2 Assign Selected Reports to an Inspector Accept Selected Reports 3 Reject Selected Reports Green Coffee In Legacy Type Inspector Progress Lbs Kgs ZIs Sampled ZT Report Medium Farm p Kelsey New 33 000 14 969 No Yes No Are you sure you wantto accept the report bce aca 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 CAFE MAN VRSUserManual_ V2 0 090413 Page 52 of 59 To create the final verification report follow the process below The verifier should select all and click the box for Final Verification Report If the system will not allow the final verifi
85. ual processor volumes cherry parchment green for the past year Coffee Out Flows Verifiers and inspectors should ensure that they enter complete contact information in the coversheet for each entity see Screen 27 To complete the contact information users must choose from Add email Add phone or Add address To be able to submit the report inspectors must complete at least one of these fields CAFE MAN VRSUserManual V2 0 090413 Page 23 of 59 Screen 27 Contact information Contact Information Family Name Given Name Additional Names Male Female When users click Add email various options will appear see Screen 28 Similar options will appear when users choose the phone or address options Screen 28 Email address Phone Numbers Label work Phone Number 299 299 2999 Email Addresses Label primary Email Address foo6 foo com Physical Addresses EY Label work Address 4345 Street When the coversheet information is complete users should click Save Changes at the bottom of the form If the information is not complete an error message will appear Clicking on Details will display a message and reveal the problem see Screen 29 Users should correct the information and click Save Changes again Screen 29 Coversheet error message Edit Medium Farm SID F1000002 F1000002 Application Flows test 923516 an error saving your data Bchildren primary school age can t be blank ff children se
86. up box select the inspector to whom the report s should be assigned from the drop down menu and click Confirm see Screen 18 Repeat for all entities included in the sample Screen 17 Verifier view Assigning selected reports to inspectors Manage Reports and Entities Find Entities Filter by Entity Type Filter by Inspector Filter by Report Type EB arenas Farms Processors No inspectors have o B In Progress I Small EJ Wet synced reports yet Required Submitted Sort Results By Entity ID Ei Medium 3 Dry Sampled Accepted E Large E Wet Dry E PSOS Unsampled 2 Displaying all 138 entities 2 Assign Selected Reports to an Inspector w Accept Selected Reports X Reject Selected Reports All ID Entity Type Inspector Progress Score Harvest Lbs Kgs Green Coffee yg F1000002 Small Farm SID F 1000002 Small Farm with Mill Small Farm SID F 1000003 Small Farm with Mill Small Farm SID F 1000004 Small Farm with Mill Cancel a Confirm After the verifier has assigned the reports the inspector can choose to only download the reports assigned to him her instead of all entities see Screen 19 CAFE MAN VRSUserManual V2 0 090413 Page 17 of 59 4 0 4 1 Screen 19 Inspector view Synchronizing assigned reports You do not have a valid contact email associated with your account Please create one by clicking on your name in the upper right hakd corner Svnchronize applications and reports Sync Applica
87. vided and click Post 3 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 and or evidence From the entity cover page verifiers should click Return report to inspector see Screen 53 The verifier also has the option to return the report to the inspector from the overview of the application The verifier will see the option to Accept or Reject the report in the Progress column on the overview of the application To return the report verifiers should click on Reject and then click OK see Screen 54 Screen 53 Returning report to inspector Option 1 Actions Edit Entity Coversheet View report history Reassign report to another inspector Delete Report This report cannot be accepted because it has the following problems e Large Farm SID F1000002 F1000002 has a report but no out flows Generate client report gt CAFE MAN VRSUserManual_ V2 0 090413 Page 39 of 59 Screen 54 Returning report to inspector Option 2 Are you sure you wantto return the report to the inspector for review Lok canca When the verifier returns the report the progress will read verifier marked for revision inspector has not received update
88. wn menu Verifiers and inspectors 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 31 Screen 31 Farm Coffee Out Flows Coffee Out Flows This Farm has no out flaws This Farm sends all 9 its coffee to M51468215247028 This Farm splits its coffee output 10 Ibs total out flows 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 farm sends all of its coffee to field The CAFE_MAN_VRSUserManual_ V2 0 090413 Page 27 of 59 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 in the application the inspector should select the This farm splits its coffee output field see Screen 32 The inspector should then enter the number of Ibs kgs green coffee sent to each processor in the application The VRS will not allow the user to save this information if the lbs kgs of 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 Kgs field Screen 32 This farm splits its coffee output Coffee Out Flows f This farm sends all its coffee to App 51468215247014 Wet Mill 3 M51468215247016 This farm splits its coffee outpu

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