Difference between revisions of "GRASP - GLOBALG.A.P. Risk Assessment on Social Practice"

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5. Upload your customized file to the GLOBALG.A.P. Database as described here [[The Excel checklist]]
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5. Upload your customized file to the GLOBALG.A.P. Database as described above in the chapter "The Excel checklist".
  
  

Revision as of 13:48, 30 September 2015

Introduction

The GLOBALG.A.P. Risk Assessment on Social Practice (GRASP) is a voluntary assessment that can be conducted at the same time as a GLOBALG.A.P. audit.

Its main objective is to raise awareness on social practice in primary production. The outcome of the assessment doesn’t affect the GLOBALG.A.P. certification, but serves as additional information to supply chain partners.

GRASP can be assessed in every country - there is no initial restriction.

  • In countries, where a GRASP National Interpretation Guideline was developed, GRASP can be assessed without any application to the GLOBALG.A.P. Secretariat. The list of available countries, the guidelines, other GRASP documents including GRASP Control Points and Compliance Criteria, Checklists and Implementation Guidelines can be found on the GLOBALG.A.P. homepage, GRASP Standard.
  • For countries, where there is no National Interpretation Guideline for GRASP, the Certification Body has to apply for exception at the GLOBALG.A.P. Secretariat CB-Administration. This application shall include:
    • proof of the auditors´ qualification (Fair Trade, SEDEX/smeta, SA8000, BSCI - or min. 5 social audits in agriculture). See more in GRASP General Regulations V1.2.
    • detailled project plan how the Certification Body would like to develop the National Interpretation Guideline

Preconditions

GRASP assessments can only be performed by approved GLOBALG.A.P. auditors/inspectors. In order to become GLOBALG.A.P. approved the auditor/inspector needs to

  • work for a Certification Body approved for GLOBALG.A.P. IFA 4.0
  • pass the GRASP Online Training in the CB-extranet
  • attend the GRASP In-house training

Please, note: Once the online training has been passed, the Certification Body will be provisionally approved and the CB-Administration team will grant the auditor/inspector access to GRASP in the database. Full approval is achieved if one auditor/inspector has attended the in-house-trainer training, too. The GLOBALG.A.P. Secretariat will constantly monitor the formal qualification status of the auditors that have GRASP as scope.

GRASP access rights

Results of the GRASP assessment (the checklist) and the address data of the assessed producer will be visible by default to market participants, who have signed the terms of reference for the use of GRASP assessment results (See GRASP General Regulations V 1.2, Annex II.-III.).

Furthermore GRASP results will only be displayed, if the producer/producer group has a valid GLOBALG.A.P. Integrated Farm Assurance certificate.

If you have any questions or difficulties, please send a mail containing as many details as possible to the customer support.

Quick check

  • Is GRASP available in the country of the producer/producer group or has the GLOBALG.A.P. Secretariat granted an exception for a specific country?
  • Has the auditor/inspector completed the GRASP Online training via CB Extranet?
  • Ist there an in-house trainer? Has he/she trained the auditors/inspectors in GRASP?
  • Has the Certification Body reported this to the CB-Administration?
  • Has the Certification Body been set free for GRASP in the GLOBALG.A.P. Database?
  • Are the GRASP scope and subscope assigned in the Masterdata of the CB-Auditor/CB-Inspector and the CB-Committee?
  • Please, check the relevant cycle you need to plan the assessment for! Is this the current or the next cycle?
  • Is the product GRASP accepted for the correct cycle - also for all producer group members participating in the assessment?
  • Has a checklist been planned in the GLOBALG.A.P. Database for the CB-Auditor/CB-Inspector and the correct cycle?
  • Has the Form Client been downloaded from the CB Extranet and installed?
  • Has the Form Client been set up with the database login name and password of the CB-Auditor/CB-Inspector?
  • If the Certification Body´s IT-system is working with proxy: has the proxy address & port been added?


NEW! NEW! NEW! GRASP v 1.3 (in process!)

We have developed a GRASP checklist in a new format. It is now an Excel file which contains the control points. This type of a checklist can be filled in and then uploaded directly into the GLOBALG.A.P. Database in the Excel format. This new procedure simplifies the whole technical process.


Downloading the template checklist

Please download the given checklist from the GLOBALG.A.P. Document Center: [1]


Doc center CL 1.png

The Excel checklist

1. Please open the document that has been downloaded.

2. Afterwards please select the language, you prefer to have the content in, in the spreadsheet "Introduction" (e.g. English). The language document will be adapted then.

Intro lang.png

3. After this is completed, please switch to the spreadsheet "Checklist". Now you see the complete checklist, if you wish to use it without significant changes, proceed as follows:

3.1. The questions are formulated in column G (in the language that you chose earlier).
3.2. In column H there is a space for each answer, ignore dark-gray scaled fields, light-gray fields are mandatory and must be answered. If the formatting of the values does not meet the requirements, an error message may appear.

Cl use.png

4. After having completed this, please switch to spreadsheet „Calculation Preview“. This preview is only meant to be a preview! Please don’t modify any values as the formulas are included into each field which automatically calculate the appropriate values.

Calculation.png

5. The sheet "Config" is for some background functions and should not be changed. It is not necessary to open it.

6. Please save the file and upload it to the GLOBALG.A.P. Database as described below.

Upload.png

7. Please do not forget to choose the Schemeversion&the Scheme standard you want to upload a checklist for. You also need to indicate a producer and a product you would like to upload a checklist for.


Cl scheme.png


Use of a customized checklist

You have also a possibility to create your own template as it is not necessary to use ours in Excel. Please find below the intructions how to do this.

Only the column A (question ID) and column B (answer_value)of the checklist are obligatory to fill in. Therefore, the headers "question_id" and "answer_value" have to be entered into the appropriate columns in the second row of your spreadsheet. In the field "A1" (first row, first column), a code, copied from the given template must be entered, e.g.: "T180-O1-V1". (Please copy from the latest version of the checklist. This code is needed by the Database for the validation of the checklist.)

In addition, the format of the values in the field "answer_value" must be kept according to certain specifications. In column C is specified, what format the values must have:

"accessor" = Username of accessor

"string" = All characters are allowed

"GGN/GLN" = A 13-digit number (GGN or GLN)

"date" = Excel Date format

"yes/no" = Please enter "1" (yes) or "0" (no)

"yes/no/(N/A)" = Please enter "2" (n/a), "1" (yes) or "0" (no)

"integer" = Only numbers are allowed

"#NV" = Please do not fill

We recommend that you note in your file which fields are mandatory. Please do not remove values from column A (question_id; and the corresponding line), even if you do not answer each question, the corresponding field must exist. Since the database also needs to determine whether a question was not answered, what does not work without a corresponding "question_id".


The process sequence:

1. Download the checklist as described above.

2. Open the document that has been downloaded to see which number belongs to which question.

3. Please match "question_id" and "answer_value" to the questions in your customized checklist. Make sure that the answers given are included in "answer_value" and match the field "question_id" and the question.

4. If the fields (as a minimum the mandatory fields) are filled in, save the file and upload it as described above.

Additional:

Copy column

1. Select the column/s that should be copied and copy them (right click > copy).

Cust 1.png

2. Open the document and choose where the column/s should get pasted into.

3. Click on the arrow next to Paste and select "values".

Cust 2.png

Set date format

1. Make a right click in the field that you want to format and select "format cells".

Cust 3.png

2. Go to "Numbers" > "Date" and choose a type you prefer. Click on "OK".

Cust 4.png


If you are not able to see column A, B or C follow these steps:

1. Click in the box at the top, left in where the selected field is displayed and write, for example "A2" to see column A, "B2" to see column B, etc. Press Enter to confirm.

Cust 5.png

2. Then go to "Format"> "Column"> "Show".


How a customized file could look like

Cust 6.png


5. Upload your customized file to the GLOBALG.A.P. Database as described above in the chapter "The Excel checklist".


6. You will receive an email that contains a link to an file, because an error occurred, or it confirms that all the data has been successfully entered into the system. The result files may contain one sheet (“Error”) with comments for every row, which could not be uploaded. This will help you to identify the problem that caused the error in that row.

6.1. An error occurred:

Error.png

Please download the file, open it, view the red-marked comments to receive information about the Problem and try to solve it. Then re-upload it again. (For further technical details for filling in the GRASP Checklist, please, read the GRASP General Regulations.)

6.2. Validation:

No error.png

Nothing more has to be done. The GRASP product status will change from accepted to assessed and the checklist will be available for the GRASP observers in the search.



GRASP v 1.1

  • Please, make sure that the list you have planned in Checklists is the one you upload. If you plan a list, download it, fill it in, but then you delete this entry in Checklists, the upload will NOT work.

ONE CYCLE, ONE AUDIT PLANNING, ONE CHECKLIST, ONE UPLOAD.

If all the questions are answered with "yes", the Certification Body can continue with the Checklist download.

Producer group checklist (Option 2)

All producer group members, who shall be included in the GRASP Proof of Assessment and are going to be internally inspected, must have the product GRASP accepted in the database.

There are two assessments to complete: the internal assessment conducted by an internal assessor (or contracted external expert) and the external assessment conducted by the Certification Body.

To calculate the results of the internal assessment the GLOBALG.A.P. provides an excel checklist that is available for producer groups on the GLOBALG.A.P. website.

NEW NEW NEW

Has the certification body conducted the option 2 GRASP assessment (square root number of the internally assessed producers), the number of externally inspected producer group members shall be entered in the checklist.

The external/CB´s GRASP assessor compares the internal assessment results with the external results. Depending on whether there are deviations in the two assessment results the Certification Body completes the question PG1 for the whole producer group. This way the compliance level of the question PG1 can overrule the summary result of a GRASP assessment of a producer group.


First steps in the database: acceptance, checklist/audit planning

As the four-eye-principle is not a requirement for the GRASP assessment, the CB-Auditor/CB-Inspector can also plan the assessment - however only if they have also the CB-Committee role for GRASP. The CB-Executive can assign GRASP as a new scope to the CB-Auditor/CB-Inspector with the required qualification as described in Entering subscopes and schemes in Masterdata. Please, note: The scheme GRASP V1.1 Jan_11 appears only, if the Certification Body is unlocked for it.

In order to be able to plan and upload a GRASP checklist, first GRASP as a product needs to be accepted in the database for the producer/producer group, who shall be assessed. Here the same rule applies as for IFA certification. This means:

  • The relevant cycle has to be selected: the current OR the next.
  • The next cycle can be selected at the earliest 8 months before the actual GRASP assessment expires.

If you accept GRASP for the first time, you may need to enter a date in the past for this acceptance (otherwise the date of acceptance will be the day, on which you enter the date). This first date of acceptance is crucial for entering the date of audit, because the acceptance date has to precede the date of audit. Otherwise you will not be able to upload the checklist.

GRASP has to be selected the same way as describe in Manage products: GRASP is a separate standard with the subscope and "product GRASP". There is of course one difference to IFA: as a quantity the number of employees have to be entered. Please, note that every employee counts: full time, part time, seasonal workers - each of them count as one employee.

One special case would be if an employee is working for a producer group, but is also on loan to some group members. In this case crucial is with whom does this worker has contract: if the group is the conractor, the worker counts only for the group - not also for the group members.


GRASP accepted.jpg

Peculiarities of managing GRASP for a Producer group

Please note that GRASP is handled in the database as a product so the steps in Manage Products and in Acceptance are the same ones as for IFA in case of option 2 group certification. It means you need to link GRASP of the option 2 producers with the group. So your steps should be the following:

- Please add GRASP under the group GGN under Manage products and choose in this case your Certification Body under CB/PG. The system will automatically set the option 2 in this case for GRASP.

- After this is done, please add GRASP to all the group members and please choose the group itself under CB/PG for GRASP. Thus the members will be linked to the group with GRASP.

- As soon as these steps are completed, you can accept GRASP for the group as well as for its members.


Audit planning

To continue and create a checklist, please, click on Check Lists CL button.jpg

The checklist button will only appear, if the certification body has at least one auditor, who is approved for GRASP. Having clicked on Select, in the Check List view already planned or conducted (done) audits appear in Audit planning / Overview.

CB GRASP CL 1.jpg


If there isn´t any planned audit for the producer/producer group you are looking for, click on Add audit to access the audit planning. Search the producer/producer group by GGN, name or other details. Has the producer/producer group the accepted GRASP product, the GGN will appear.

CB GRASP CL 2.jpg


Here the auditor/inspector, the GRASP scheme need to be selected. Wait till the page is reloaded and finally select the relevant cycle (current or next). Having executed the changes, the planned audit will appear by searching the producer, country etc.

CB GRASP CL 3.jpg

Please, note: If an audit was planned and a checklist downloaded, this checklist can be uploaded only for that audit planned - NOT for other audits.

Finally the planned checklist is listed - or can be selected by searching the GGN.


CB GRASP CL 4.jpg

GRASP Checklist: GLOBALG.A.P. Form Client 4.3

The GLOBALG.A.P. Form Client is a Microsoft Windows based tool provided by GLOBALG.A.P. Certification Bodies may distribute it to their auditors, employees and clients.

The GLOBALG.A.P. Form Client is used to

  • download checklists for upcoming assessments
  • fill in the checklists electronically and
  • upload them in the database

Please, download the current GLOBALG.A.P. Form Client 4.3 from the CB Extranet or from the website FormClientand install it on your computer. The executable file (.exe) has to be installed locally on your computer. It may be necessary to do this with admin rights on your local system. If you need support on the installation of applications, please, contact your IT-admin.


After you have installed the 4.3 version and you open the Form Client, you have to set up the client in File / Settings, go to Network and select in Active Connection GLOBALG.A.P.:

GRASP FormClient 4.2 1.jpg

In Connection please, check the Server address that is preset (https://database.globalgap.org/globalgapaxis/services/Globalgap). Here you set up the Form Client with the assessors user name and password.

GRASP FormClient 4.2 2.jpg

The GLOBALG.A.P. Form Client is set up for individual users. The auditor, who was assigned to conduct the GRASP assessment must individually set up the GLOBALG.A.P. Form Client or the respective Certification Body needs to set up with the database login data of that auditor/inspector. Please, note that the user name and the password are case sensitive.

Checklist download

If an audit has been added for a producer/producer group, the checklist is available for download via Form Client.

Please, click on Form / Download,

FC form dowload.jpg


then select “Planned Audits” and “Refresh”. All audits appear that are planned for the respective auditor/inspector.

FC audit dowload.jpg


Finally after having selected the ID of the audit, the checklist can be downloaded. If the form was then downloaded successfully, the application asks where to save the checklist with the option to change the name of the checklist, too (Save as). Choose a location to save the check list (e. g. your desktop).

FC CL.jpg

Open and complete the checklist

Has the checklist been saved, it can be opened by double clicking the file or using the Form Client.

FC open CL.jpg


The first page of every checklist the same: the producer´s data are set be default. The Certification Body selects the date of assessment, enters the number of employees and the assessment duration. All questions in the checklist have to be answered.

If a control point is not applicable, comments are obligatory to fill in. For any other control point comments are added if applicable. You may add a signature in the checklist.

CL 1st page.jpg

For the number of employees you enter the total number of employees (of the group and all producer group members).

Upload the checklist

Have all questions been answered, please, click on the Analyze button in the menu bar to validate the checklist. All wrong or missing entries will be marked, which you need to amend. Please note that there is a restriction of the text amount in the comment fields of the checklist. You can enter the text into the comment field which doesn't exceed 4 KB: 1000 signs per comment field for Asian languages, between 2.000 and 4.000 signs per comment field for European languages (depending on a language, special signs above the letters etc).

FC analyse.jpg


If the analysis shows that the checklist is valid,

FC valid form.jpg


click on the Send to button to start uploading the completed checklist.

FC send to.jpg


The successful upload will be confirmed.

FC successful transmision.jpg


The full checklist with the results of all producer group members is visible in the Check Lists Overview. Here the GGN and then the tick mark has to be selected.

GRASP view CL.jpg

Errors

Errors reported after the analysis (Analyse button)


If a question was not answered or a remark not filled in, the error below appears. Remarks are obligatory in control points that were marked as not applicable.

For further technical details for filling in the GRASP Checklist, please, read the GRASP General Regulations.

FC error 1.jpg

If the number of assessed members are different in the control points, in the producer group´s checklist following error message appears:

FC error 2.jpg

If the date of assessment precedes the date of acceptance and/or the auditor/inspector was not allowed to assess GRASP, the message below indicates this:

FC error 3.jpg

The error related to the auditor/inspector appears also, if the scope and subscope was assigned later in Masterdata (later than the assessment date).


Errors reported while sending the the filled in checklist to the database (Send to button)


  • Error 12: User name or password is incorrect. or Part of the server address is incorrect. (correct: https://database.globalgap.org/globalgapaxis/services/Globalgap)
  • Error 23 or HTTP error 503: The server or proxy address is incorrect.
  • HTTP error 401: User name or password is incorrect.
  • HTTP error 403: This means that the password of the auditor/inspector has expired (not valid anymore). In this case the auditor/inspector has to get a new one from the CB-Executive and create a new one in order to active the database account again.
  • HTTP error 404: Part of the server address is incorrect.