When customers assess a supplier, documents, site conditions and worker experience need to align. RBA preparation can begin at one site and trace recruitment, attendance, pay and operating controls to identify gaps between documented systems and actual practice.
Who should consider this and when
When a customer makes a request, a self-assessment or VAP is being planned, or findings need improvement, first confirm the applicable site, program and deadline. A formal assessment has a different role from general advisory support and should be arranged separately.
Find causes through records
Attendance irregularities may connect to shift planning, production capacity and payroll, so relevant teams should review them together. Recruitment responsibilities should also be identified for direct hiring, agencies, migrant workers and intermediaries, rather than checking only documents for directly employed staff.
Code and assessment method
The RBA Code of Conduct 8.0 took effect on 1 January 2024 and covers labour, health and safety, environment, ethics and management systems. For a formal engagement, confirm site-specific laws, customer requirements and assessment documents. If translations differ, the official English version takes precedence.
The VAP is conducted by an independent third party approved by RBA through document review, interviews and on-site observation. Findings have different severity levels. Corrective actions should address the issue and its cause and prevent recurrence; submitting materials does not mean the assessor has confirmed closure.
A project approach to discuss
- Confirm the site, workforce and customer requirements; organize applicable criteria and current practices.
- Cross-check documents, interviews and on-site observations; record evidence and risks requiring immediate action.
- Assign root-cause analysis, owners, actions and deadlines to each gap, prioritizing necessary improvements.
- Follow implementation and effectiveness, and organize evidence needed for formal assessment or follow-up responses.
Preparation data and possible scope
You may provide self-assessments or customer checklists, previous findings, organization and shift information, recruitment, attendance and payroll records, EHS information and grievance records. Possible outputs to discuss include a gap list, improvement plan, evidence index and follow-up log. Personal data should be limited to what is necessary, and site arrangements must be confirmed separately.
Timing and fees
The number of sites and shifts, employment arrangements and depth of improvement affect the workload. Document review, site confirmation, training and third-party assessment should be planned separately; time to add documents cannot replace the time needed to make actual improvements.
Frequently asked questions
Does ISO 14001 or 45001 certification guarantee a pass?
Existing systems may support some management requirements, but labour, ethics and customer requirements still need review. They do not automatically replace the assessment.
Does completing a self-assessment mean passing the VAP?
A self-assessment is information provided by the company. The VAP has an independent on-site assessment process; confirm whether it is required and how it will be arranged under the program.
Should we fix documents first?
First assess risks and any immediate response needed, then address causes and systems. Records should reflect actual implementation, not conceal an unresolved issue.
Can anyone guarantee there will be no findings?
No. Site conditions and the independent assessment determine the result. The company must maintain routine controls and track their effectiveness.
Official references
These references support the method and scope. The workflow and possible deliverables described here are suggestions for project discussion.