CCI-QP-07-07A

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Assessment

Report

Date: 13 November to 13 November

2018

Company name Sime Darby Plantation Sdn Bhd

Jabor Estate - SOU 12

Address Mukim Hulu Jabor, Kemaman, State of Terengganu, Malaysia

Report no MS18SM0043

Status of audit Surveillance If surveillance No.1

Date: 07 October

2013

[Disclaimer: The audit report has been generated to reflect the compliance of the company

toward the MSPO standard and every criterion’s have been in every effort taken to ensure

the accuracy of the assessment and reporting produced. As the assessment is been carried

out based on sampling, certain areas or processes may not be able to verified on its

compliances. ]

MSPO 253O:2013

Part 3

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Thank you for your trustful cooperation during our audit of your organization. This report has been prepared of

every effort to ensure the accuracy of the information recorded. The assessment is based on sampling on the

records, practice, documents and personnel, therefore the final results of the assessment is of representative

towards the system implementation of the organization. This report may generated to record as much of the

system implementation information but may still limited due to the sampling .This report details the assessment

results including strengths, opportunities, and weaknesses. These results were presented to your management at

the closing meeting of the audit. You can use these results to improve the effectiveness of your management

system. We look forward to continuing our partnership towards sustainable business success. This report has been

prepared in compliance to the ISO 17021:2011 requirements.

To ensure the next assessment will be carry out in compliance to the ISO 17021:2011, please remember to

immediately notify CARE Certification International about any significant change to your company at any point of

time. Together we will then coordinate appropriate measures to maintain your current certification. Such

circumstances include, for example, changes relating to the legal, commercial, organizational status or ownership,

organization and management (e.g. key managerial, decision making or technical staff), contact address and sites,

scope of operations under the certified management system, and major changes to the management system and

processes. Together we CARE and will then ensure the smoothness of the upcoming assessment. Thank you for

your persistence of support.

Signed for on behalf of CCI Signed for on behalf of client

Sign

Name :

IC:

Name Mohammad Hafizuddin Bin Rossley Company stamp

Date 13/11/2018

Email admin@cciglobe.com

Fax no 038073 2688

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Section A General Information General

Audit objectives

To verify that the system initial implementation is in accordance

to requirements of the standard adopted.

To verify that the system implementation is continuously in

accordance to the requirements of the standards adopted.

To verify that the system implementation is continuously after

and in third years of implementation is in accordance to the

standards adopted.

Other, (please specify)

Integrate Assessment No

Issue of certificate Yes

Scope of Certification

Scope of certification in English The Provision of Planting and Harvesting of Fresh Fruit Bunch

(FFB) By Organised Plantation

Requirement not being applicable P7 - Development of New Planting

Justification The company doesn’t have any new planting activities.

Other language than above NA

Changes from Previous registration No

Extension/changes of scope date NA

Contact Details

Management Representative En Amirul Akmal Daud

Alternate contacts En Hazrul bin Zulkefli

Management Representative contact no. +6012-5896199

E-mail address hazrul.zulkifli@simedarbyplantation.com

Fax Number +(603) 7848 4363

Fixed Line Number +(603)78484366

NO OF SPOC/ GROUP MEMBERS 1

Section B Previous Audit Result The result of the last audit system have been reviewed, in particular to ensure appropriate correction and

corrective action has been implemented to address any nonconformities identified. This review has concluded

that:

No nonconformities have been raised during last assessment.

Any nonconformities identified during last previous audit have been corrected and the corrective action continuous

to be effective.

The management system has not adequately addressed non conformity identified during previous audit

activities and the specific issue has been re-defined in the nonconformity section of this report.

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Section C Conclusion

The audit team conducted a process based audit focusing on significant aspects/risk objectives required by

the standard(s). The audit methodology used is based on 3P which were People, Paper and Practice.

The audit team concludes and express

CONGRATULATION and has

CONGRATULATION however some processes need to address non-compliance(s) but others has

SORRY and the organization has not established and maintained its management system in line with the

requirements of the standard and

demonstrated

not demonstrated

the ability of the system to systematically achieved agreed requirements within the scope of the

organizations.

Base on the record, there is/are NIL unresolved issue.

Therefore the audit team recommends that based on the results of this audit and the system's

demonstrated state of development and maturity, management system certification be:

Granted (initial certification or recertification)

Granted upon the acceptance of the noncompliance(s)

Continued (surveillance)

Continued (surveillance) upon the acceptance of the noncompliance(s)

Withheld

suspend until satisfactory corrective action(s) is completed

Others (please specify)

Note :

The assessment and recommendation for the initial or continue was based on random samples and therefore

nonconformities may exist which have not been identified. All the pages should be attached if the organization wishes to

copy and delivered to the interested party.

Section D (For Recertification only)

1 The company has demonstrated effective implementation and maintenance/improvement on its

management system

Yes No

2 The internal audit program has been fully implemented and demonstrates its effectiveness as a

tool for maintaining and improving the management system.

Yes No

3 The management review process demonstrates its capability to ensure the continuing suitability,

adequacy and effectiveness of the management system

Yes No

3 The management review process demonstrates its capability to ensure the continuing suitability,

adequacy and effectiveness of the management system

Yes No

4 Throughout the audit process, the management system demonstrates overall conformance with

the requirements of the audit standard

Yes No

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Section E Auditor and Auditees Names

CCI Assessors

Attendance during opening and closing meeting

Team leader Name Designation

Mohammad Hafizuddin Bin Rossley As per attached Attendance List

Team member

Badrul Hisham Bin Hj Baharin

Johari Kasim

Trainee auditor

NA

Observer

NA

Section F Audit Process Matrix

Next Audit Matrix (legend “ ” plan to cover & covered, “ ” for uncover)

Planned month & year 11/2018 11/2019 11/2020 11/2021 11/2022

Internal Audits

Stakeholder consultation / survey

Use of logo

Follow-up from previous audit finding

4.1 Management Commitment & Responsibility

4.1.1 MSPO Policy

4.1.2 Internal audit

4.1.3 Management Review

4.1.4 Continual Improvement

4.2 Transparency

4.2.1 Transparency of information and documents relevant

to MSPO requirements

4.2.2 Transparent method of communication and

consultation

4.2.3 Traceability

4.3 Compliance to legal requirements

4.3.1 Regulatory requirements

4.3.2 Land use rights

4.3.3 Customary rights

4.4 Social responsibility, health, safety and employment condition

4.4.1 Social impact assessment (SIA)

4.4.2 Complaints and grievances

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4.4.3 Commitment to contribute to local sustainable

development

4.4.4 Employees safety and health

4.4.5 Employment conditions

4.4.6 Training and competency

4.5 Environment, natural resources, biodiversity and ecosystem services

4.5.1 Environmental management plan

4.5.2 Efficiency of energy use and use of renewable energy

4.5.3 Waste management and disposal

4.5.4 Reduction of pollution and emission

4.5.5 Natural water resources

4.5.6 Status of rare, threatened, or endangered species

and high biodiversity value area

4.5.7 Zero burning practices

4.6 Best Practices

4.6.1 Site management

4.6.2 Economic and financial viability plan

4.6.3 Transparent and fair price dealing

4.6.4 Contractor

4.7 Development of new planting

4.7.1 High biodiversity value NA

4.7.2 Peat land NA

4.7.3 Social and Environmental Impact Assessment (SEIA) NA

4.7.4 Soil and topographic information NA

4.7.5 Planting on steep terrain, marginal and fragile soils NA

4.7.6 Customary land NA

Assessment man days for the next assessment : md. Recertification:

Note: Recertification should be carry out minimum 2 months prior to the expiry of the certificate

Section G Audit Summary Summary of Area Audited

BUSINESS AREAS DETAILS OF AUDITED SUMMARY

Auditor Date Time

HF 13/11/2018 8.30

Opening Meeting

a) introduction of the participants, including an outline of their roles;

b) confirmation of the scope of certification;

c) confirmation of the audit plan (including type and scope of audit, objectives and criteria), any changes, and other relevant

arrangements with the client, such as the date and time for the closing meeting, interim meetings between the audit team

and the client's management;

d) confirmation of formal communication channels between the audit team and the client;

e) confirmation that the resources and facilities needed by the audit team are available;

f) confirmation of matters relating to confidentiality;

g) confirmation of relevant work safety, emergency and security procedures for the audit team;

h) confirmation of the availability, roles and identities of any guides and observers;

i) the method of reporting, including any grading of audit findings;

j) information about the conditions under which the audit may be premature terminated;

k) confirmation that the audit team leader and audit team representing the certification body is responsible for the audit and

shall be in control of executing the audit plan including audit activities and audit trails;

l) confirmation of the status of findings of the previous review or audit, if applicable;

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m) methods and procedures to be used to conduct the audit based on sampling;

n) confirmation of the language to be used during the audit;

o) confirmation that, during the audit, the client will be kept informed of audit progress and any concerns;

p) opportunity for the client to ask questions.

Closing Meeting

a) informing the client that the audit evidence collected was based on a sample of the information; thereby introducing an

element of uncertainty

b) the method and timeframe of reporting, including any grading of audit findings;

c) the certification body's process for handling nonconformities including any consequences relating to the status of the

client's certification;

d) the timeframe for the client to present a plan for correction and corrective action for any nonconformities identified during

the audit;

e) the certification body's post audit activities;

f) information about the complaint handling and appeal processes.

g) Any diverging opinion that are not resolved.

h) opportunity for the client to ask questions.

Executive Summary

The audit was based on the MSPO2503:2013 Part 3 Standard, procedure and and applicable requirements. There is 1

NC during the 2nd stage of main assessment conducted on last year dated on 12-14/10/2017 audit by Mutu Agong certification body and found all the required document, procedure and form are available.

The audit are planned follow the audit plan which consist of documentation review and site visit which total days of audit is 1 days. Total mandays for audit at Jabor Estates is 3 mandays.

The audit was lead by Mr Mohamad Hafizuddin Bin Rossley who are have almost 8 years in the sustainable certification and other management system certification such as RSPO, ISCC, ISO 14001, ISO9001 etc and also attended the MSPO Lead Assessor Course conducted by SIRIM. The Co auditor :

1. Mohamad Hafizuddin Bin Rossley as Head of Auditor for Law Aspects, Biodiversity Conservation, Social Aspect, Employee Welfare, etc. 2. Mohammad Hafizuddin bin Rossley as Auditor for Good Practice in Plantation Management and Palm Oil Mill and

New Planting Plantation. 3. Badrul Hisham bin Baharin as Auditor for Good Practice in Plantation Management and Palm Oil Mill and New Planting Plantation.

Audit Summary

Principle 1: Management Commitment & Responsibility Sighted management establish 16 policy such as, Quality Policy,Social and Human Rights Policy, Environmental Policy, Equal Opportunity Policy, Sexual Harrasment Policy, Zero Burning Policy etc towards sustainability policy.

Communication of the policy sighted done by display at the notice board, briefing during tool box meeting and explain the policy to the stakeholder during the stakeholder meeting. Continual Improvement Programme was established and sighted the continual improvement for harvesting operation by moving toward for mechanization implementation,

project Lean six sigma and Kaizen charter. Jabor Estate have establish Internal Audit procedure and the result of finding issues had been disscussed during MRM. Internal audit was conducted for Jabor Estate on 17/10/2018.The management review meeting were chaired by Estates manager and the agenda is cover all the MSPO Principle matters

such as Employee Safety & Environmental, Employee Condition, Continual Improvement etc. and cover the issue for estates.

Principle 2: Transparency Generally, Jabor estates communicate the information with stakeholders and public through meeting with stakeholders. The estates management annually organize get together with local communities as part of promoting MSPO

requirements as per SOP (Pihak Berkepentingan). For every issue raised the Estate management has prepared management plan on social impact assessment. Jabor Estates has established procedure for stakeholder (SOP: Pihak Berkepentingan) and Complaints & Grievances. This SOP has been communicated to all stakeholders during

stakeholder meeting . Records of complaints and grievances were implemented by Complaints Form for Stakeholder/supplier and Internal complaint by the employee and estate residents. Sighted the communication were divided into two category external and internal. For internal normally the interaction between employee and employer

through writing letter, notice or verbal. For external communication one of channel way through sime darby website. All the information regarding company activities can be review by external parties such as stackholder and society through website. etc : brocure, bulletin, banner, programmes CSR.

Traceability Jabor Estate establish the procedure for traceability on May 2016. A clear procedure and proper guideline to trace the

FFB prodcution from harvesting until deliver to the mill. Sighted the FFB production tracebility started from the field collection of FFB checking by the accessor on quality and quantity of the FFB ( Chekrol harvester record, FFB CHit, , Harvesting interval record, daily harvesting record, Quality inspection record), Deliver FFB to the mill (weighbridge ticket)

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and receive FFB at the mill, receive (Weighbridge Ticket, Quality Check assement report.

Principle 3: Compliance to legal requirements

Legal Compliance jabor Estates showed the compliances with the legal woth an evidence of valid MPOB License and other required license

for the plantation operation. Jabor Estates has established list of legal requirement register. Noted that 100% compliance on the evaluation. All the requirements evaluated at least once a year . Noted that the Jabor estates is located within the permitted area as per

grant owned by Sime Darby. Boundary markers with sister estates was done via road, trenches and rivers. Boundary with external party coordinates can be found in land maps. Land titles and lease documents were available during assessment.

Land Use Right

Land title indicates the lands belonging to the Sime Darby Plantation Sdn Bhd. Sighted a sample of land title: (Borang 5BK) No Hakmilik: 1348

No Lot 185 Luas Lot: 6.1286 Hektar (Borang B1)

No Hakmilik: 1200 No Lot 184 Luas Lot: 3.923 hectar.

For all estate sample, an official map from Land Survey for recognized customary rights is made available for reference. Boundary stone available and visible during site observation. The management establish map close up boundary

location. Principle 4: Social responsibility, health, safety and employment condition

1) Social Noted Jabor estates conducted the Stakeholder Meeting with involvment from the stakefolders such as workers representative (Ladies), workers representative (male), "Ketua Kampung",contractor, supplier etc. Jabor Estate

establish the Management Plan On Social Impact Assessment from the feedback collected during the Stakeholder Consultation. Jabor Estates establish the Procedure external communication for dealing with complaints and grievances. All stakeholder are freely to request the Complaint Form from the Estate Management and submit by insert

to the Complaint Box infront of the estate office. The communities surrounding was aware with the complaint procedure and explaination was done during the stakeholder consultaion and most of the Estates workers are from the local and foreigner (Tenaga kerja Indonesia).Verified as at todate no external complaint received only internal complaint

regarding housing electrical issues. Sighted during the audit the form of complaint were located at the auxilary police post and the office estate management. Sighted the Social ImPact assessment were done conducted dated on 14-15/9/2015. The assessment were conducted by sustainibilty deparment. Record of CSR activities were verified and

been recorded and verified the CSR done mostly by donation to the nearest school, 'gotong-royong" at the mosque, distribute food to the employee etc.

2) Health & Safety OSH Policy was established and approved by the Managing director Jan 2015.Sighted Jabor Estates establish the Safety Management Plan and planned for Safety Training & briefing, OSH Committee meeting, Scheduled Waste, Chemical

Handling etc. HIRARC for estate operation such as Harvesting, loading FFB, spraying, manuring etc was established in oder to assess the risk of the estates operation. Sighted Jabor Estate established the Safety Training Programme and listed training for Fire Drill Training, Harverstier and Prunning, spraying techniques etc. Verfied the HIRARC and required

PPE such as hand glove, ear plug, safety shoe, safety helmet etc. Noted the CHRA report was available at all estate. Sighted various emergency procedure / Pelan Tindakan Kecemasan was established and implemented for: a. Kecederaan Fizikal

b. Simbahan / Terkena Racun (Stor) c. Simbahan / Terkena Racun (Ladang) d. Traktor & Pemandu Lori

e. Kebakaran Noted there is an Emergency Response Committee 2018 that responsible for the various type of emergency as above.

Appointment Letter for Occupational Safety and Health incharges is Mr Safuan and verified the knowledge were adequate regarding legal requirement.

3) Employee condition Sighted management establish the Gender Policy, Social and Humanity Management Policy dated on Jan 2015 and

communication of the policy sighted done by display at the notice board, briefing during tool box meeting and explain the policy to the stakeholder during the stakeholder meeting. Refer to the Social and Humanity Management Policy

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mentioned no discriminitaion and provide equal opportunity regardless of race, colour, sex, nationality etc. The company

seek to maintain a workplace free from discrimination. Verified the employee payslip and found the calculation of the OT and basic salary was comply with the minimum standards with sufficient employee contract agreement. Site visit at the workers quarter and found all the basic amenities and facilities was provided suuficiently such as electricity and fresh

water. Principle 5:Environment, natural resources, biodiversity and ecosystem services

Sighted management establish Polisi Alam Sekitar/ Environmetal Poliy dated Jan 2015 and approved by the managing director. Communication of the policy sighted done by display at the notice board, briefing during tool box meeting and explain the policy to the stakeholder during the stakeholder meeting.Sighted Jabor Estates establish Environmental

Management Plan and planned improvement for sheduled waste handling, conservation of water & buffer zone, coservation of Biodiversity Population and dometsic Waste Management.Sighted Jabor Estates establish the Environmental Aspect And Impact Identification and identified the aspect & impact of estate operation to the

environment.Sighted Jabor Estates establish the comprehensive assesment report of water usage as per Water Management Plan , unrenewable energy eg Usage of electricity been recorded monthly for monitoring purpose, Diesel Usgage for vehicle use eg:- Tractor. The HCV assessment were done Sustainibility department on March 2016. The

Environmental Policy is available at Notice board and also there is a signage no Open Burning at the workers Quarter.

Principle 6: Best practices Sime Darby Plantation establish the SOP for Estate operation consist and documented in Agricultural Referrence manual. Verified the Jabor Estate year 2017/2018 budget as per Capital Expenditure Budget For Year 2017/2018

consist of badget for buildings, electrical, plant & machinery, water supply, office equipment and furniture & fittings and Budget Estate Operational Cost Summary For Fiscal Year 2018 consist of maintenance & repair, general machinery etc. Noted 5 years replanting program were reviewed annually. Noted that the palm will start projected for replant when the

age of palm reach 25 Years but depending on yield trend . Sighted the guideline had been breif for MSPO requirment to the respective constractors and supplier during stakeholder meeting and also verified in the contract agreement stated that the contractors or supplier to comply in MSPO requirement.

Principle 7 This clause is not applicable due to there is no new planting activities by the management.

As a conlusion the estate management had fulfill almost the MSPO requirment including documentation and practice however few finding had been higlighted and need to be close. Total observation been raise is 3 and 1 OFI were issued

for this period of assessment.

Stakeholder Consultation

For This Period of review there is no stakeholder consultation due to the surveillance assessment of audit.

Estates Information

1. ESTATE INFORMATION

NAME OF ESTATE LOCATION COORDINATE

Jabor Estate Mukim Hulu Jabor,

Kemaman, State of

Terengganu Malaysia

N 3° 57’ 34.6” E 103°18’

30”

2. AREA STATEMENT AND FFB FORECAST

ESTATE TOTAL AREA (HA) PLANTED

AREA (HA)

FFB TON/ YEAR

(Jan –Oct 2018)

YIELD TON/

YEAR

Jan-Oct 2018

Jabor 2332.90 2122.40 28277.43 15.63

TOTAL

2332.90 2122.40 28277.43 15.63

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Audit Checklist

P1: Management Commitment & Responsibility

Criterion 1 Malaysian Sustainable Palm Oil (MSPO) Policy

Indicator Requirement Findings

4.1.1.1

A policy for the implementation of MSPO shall be established

JABOR ESTATE The management has establish 16 Policy towards Sustainability I. Safety & Health Management Policy II. Quality Management Policy III. Social & Humanity Management Policy IV. Corporate Policy Statement V. Polisi Keselamatan Makanan VI. Polisi Perlindungan Orang Utan VII. Polisi Perlindungan Kanak-Kanak VIII. Polisi Lean Six Sigma IX. Polisi Perlindungan Cerun & Sungai X. Environmental Managemenet Policy XI. Polisi Sosial XII. Polisi Alam Sekitar & Kepelbagaian Biologi XIII. Polisi Keselamatan & Kesihatan Pekerjaan XIV. Polisi Jantina XV. Polisi Karbon XVI. Polisi Kualiti Sign by Sime Darby Managing Director Datuk Franki Anthony Das on January 2015 Verified the policy had been display in office general board, row call area. Verified the policy had been brief to all employees during the row call. 4.1.1.2 The policy shall also emphasize commitment to continual improvement.

JABOR ESTATE Polisi Lean Six Sigma as policy for continual improvement to be implemented on the estate operation Continual Improvement Programs as sighted in Kaizen Charter: i) To reduce A4 Paper consumption at Jabor Estate office from 36 ream/3 months to 24 ream/3 months by March 2018 sighted Performance Outcomes Current Baseline: 36 Target Goal: 24 Strecth Goal: 20 Criterion 2 Internal Audit

Indicator Requirement Findings

4.1.2.1

Internal audit shall be planned and conducted regularly to determine the strong and weak points and potential area for further improvement.

JABOR ESTATE Sighted the internal audit programmed in the “Program Internal Audit and Proposed Assessment Plan for SOU 12: Jabor Date 5 Sep 2018. The internal audit was conducted on 18 unti 21 Sept 2018 as sighted in internal audit plan.The assessment was conducted by Mr Raanon Gandon, Mr Amirul Akmal Daud and Mr Hazrul Zulkifli which is result with 4 Major, 4 Minor findings and 3 Oberservation. Seen the assessment covers requirements needed by the MSPO schem and esate best practices, there few weak points such as there is no contract agreement with special clause on MSPO indication by the contractor to oblige regards to MSPO requirements, EAI &EIE was not reviewed for more than one year , etc 4.1.2.2 The internal audit procedures and audit results shall be documented and evaluated,

followed by the identification of strengths and root causes of nonconformities, in order to implement the necessary corrective action

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JABOR ESTATE Plantation Sustainability and Quality Management (PSQM) “Internal Audit Procedure” Doc No: SD/SDP/PSQM/IAP Rev:2 Date 1/1/12017 - The internal audit for each certification shall be carried out at least once a year. - The final audit plan will be communicated via email at least 14 days before the audit date - For NCR raised and agreed during the closing meeting, the unit shall reply to regional SQM with the planned corrections and corrective actions within fourteen (14) days after the date of closing meeting. - The NCR(s) major/minor raised shall be closed within forty (40) days after the date of closing meeting. - The internal audit findings seen effectively addressed of the root causes, corrective action and current status in the NCR format. 4.1.2.3 Report shall be made available to the management for their review.

JABOR ESTATE The findings from internal audit were responded by the estate management during the “Management Review” of SOU Jabor RSPO & MSPO Internal audit on 17 October 2018.

Criterion 3 Management Review

Indicator Requirement Findings

4.1.3.1 The management shall periodically review the continuous suitability, adequacy and effectiveness of the requirements for effective implementation of MSPO and decide on any changes, improvement and modification.

JABOR ESTATE Sighted the MRM dated on 17 October 2018 at estate’s office attended by 11 staff including estate manager. The management has conducted the staff and management meetings on every 2 months. Last staff meetings were conducted on 26 July 2018 attended by 10 staff including Estate Manager En Azri Bin Lahman. The minutes seen included of review Crop & Cost Performance, Isssues related to foreign workers, and reviews on OSH matters.

Criterion 4 Continual improvement

Indicator Requirement Findings

4.1.4.1 The action plan for continual improvement shall be based on consideration of the main social and environmental impact and opportunities of the company.

JABOR ESTATE The Estate established CIP for 2017/2018, among that LSS {Lean Six Sigma} and Kaizen to continuous improvement in line with the Sime Darby Plantations direction towards War on Waste, there are 5 projects ongoing towards Kaizen Charters such as: i) Reduce A4 paper consumption from 36 ream/months to 24 ream/months ii) reduce purchasing cosy by new treatment bed by using fabricated scrap iron reduce cost from RM1200 to RM900 iii) to reduce labour cost of fencing installation by RM 9790.00 to RM3916.00 by done estate workers using piece rated instead by external contractors. 4.1.4.2 The company shall establish a system to improve practices in line with new information

and techniques or new industry standards and technology, where applicable, that are available and feasible for adoption.

JABOR ESTATE The SEMUA 2.0 as part of solution for data capture of Mandore and FFB recoder FFB count, utilizing digital technologies to digitize data at source and automate data flow. The estate has allocated budget for social activities of local communities as part of CSR Program. Zenoah- As a blower the clear the circle area. Non- Conductive Pole has been implemented to harvest the FFB which is near to High Voltage Eletric Cable. GPS Map- As an accurate direction and guide on the estate area. 4.1.4.3 An action plan to provide the necessary resources including training, to implement the

new techniques or new industry standard or technology (where applicable) shall be established.

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JABOR ESTATE There is annual training calendar established as part of continual improvement for OSH, Enviroment and Socail. Sighted training recird for estate workers such as i) Sprayer Training By BASF date on 16 Oct 2018 ii) Taklimat Polisi Syarikat, Gender Isu & Peti Aduan 2 Oct 2018 iii) Latihan Driver & Transportation on 28 Sept 2018 P2: Transparency

Criterion 1 Transparency of information and documents relevant to MSPO requirements

Indicator Requirement Findings

4.2.1.1

The management shall communicate the information requested by the relevant stakeholders in the appropriate languages and forms, except those limited by commercial confidentiality or disclosure that could result in negative environmental or social outcomes.

JABOR ESTATE Communication the information with stakeholders and public through meeting with stakeholders. The lasts stakeholders meeting was conducted on 17 February 2018. A complaint and grievance log book was established for tracking of external and internal complaint from staktholders.

4.2.1.2 Management documents shall be publicly available, except where this is prevented by commercial confidentiality or where disclosure of information would result in negative environmental or social outcomes.

JABOR ESTATE - Sighted in the “Sustainable Plantation Management System” manual date 01/11/2008, section “Documentation & Communication”- Clause 3.2, where appropriate information on sustainable activities will be made available ti the general public/ stakeholders through yearly annual reports, circular, aggreements, Sime Darby website and other publications. Specific request for information from interested parties shall be channelled to the PSQM, Communication Department and Legal Deparment of Sime Darby. Criterion 2 Transparent method of communication and consultation

Indicator Requirement Findings

4.2.2.1 Procedures shall be established for consultation and communication with the relevant stakeholders

JABOR ESTATE - There is a flow chart titled dated 1/11/2018 “ Sustainable Plantation Management System” – for Internal {Appendix 5.5.3.1} and external { Appendix 5.5.3.2} established for communicating and reporting of EMS, OHS and social issues with relevant stakeholders. Sighted complaint and grivencase log book that been documented accordingly. As per example: i) 2 bulb and 3 plugs were reported is not working properly date on 20 Oct 2018. Response: Date of replacing new bulb and plugs 22 Oct 2018 4.2.2.2 A management official shall nominated officials at the operating unit responsible for

issues related to indicator 1 (4.2.2.1)

JABOR ESTATE Muhamad Abdul Rahman B Zakaria has been nominated as officer to responsible to communication and consulation with the local communities and other interested parties. Sighted appointment letter date on 2 January 2018. 4.2.2.3 List of stakeholders, records of all consultation and communication and records of action

taken in response to input from stakeholders should be properly maintained.

JABOR ESTATE List of stakholders has been mainted as per document list of stakheolder for FY 2017/18 consist of 7 contractors, 12 suppliers, 10 local communities, 24 government agencies and others. The last meetings was on 7 Feb 2018, sighted the attendace record attached with the minutes of meeting. There were few issues communicated such as canvas usage by FFB transporters and facility of smart board to school. Criterion 3 Traceability

Indicator Requirement Findings

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4.2.3.1 The management shall establish, implement and maintain a standard operating procedure to comply with the requirements for traceability of the relevant product(s).

JABOR ESTATE The estate has implemented SOP for Tracebility Doc No: Appendix 15, dated May 2016 and SOP on Sustainable Supply Chain and Traceability SD/SDP/PSQM/001 dated 01/3/15 as to provide guideline to establish sustainable supply chain and traceability for FFB. Data capturing {bunch counting / grading} is done using conventional way of manual recording using bunch counter that link to “SEMUA 2.0’ System. This is a mobile solution for data capture of Mandore and FFB recorder FFB count, utilizing digital technologies to digitize data at source and automate data flow. 4.2.3.2 The management shall conduct regular inspections on compliance with the established

traceability system

JABOR ESTATE The harvesting field supervisor, there were 4 supervisors been engage by the management to holds the regular inspection, whereby the effectivenss of monitoring seen captured in the internal audit by PSQM. Aside there is also field routine visit by the manager and annualy visit by the agronomies and sustainability team members. 4.2.3.3 The management should identify and assign suitable employees to implement and

maintain the traceability system

JABOR ESTATE The management has appointed Muhamad Faiz Bin Tajudin, Assistant Manager for Jabor Estate as officer to resposiblity to maintain the traceability system. As sighted appoint letter date 10 Oct 2018.

4.2.3.4 Records of sales, delivery or transportation of FFB shall be maintained.

JABOR ESTATE Records of sales FFB are documented accordingly and maintained on the SEMUA 2.0 System. Verified the record of FFB recording for harvesting work for field 2002B Sg Pergam Division. Sample weighbridge ticked as per below: Vehicle No: WQL7311, Ticket No: 83421 date on 13/11/2018, 11,260 kg. P3: Compliance to legal requirements

Criterion 1 Regulatory requirements

Indicator Requirement Findings

4.3.1.1.

All operations are in compliance with the applicable local, state, national and ratified international laws and regulations

JABOR ESTATE A mechanism to ensure compliance to legal and other requirement has been documented in EQMS & Agricultural Manual (Estate Quality Management System) under Standard Operation Manual distributed toall operating units under SOU22. PSQM Department and respective operating units will undertake the responsibility of identifying, managing, updating and tracking the legal requirement as well as monitoring the status of legal compliance. Refer to Estate/Mill Quality Management System, Level 2: Standard Operating Manual, Appendix 5.2.4: Procedure for Legal and Other Requirements dated 10 December 2008 - Sample Permits and Licenses that had been verified during the audit i) MPOB License- Menjual dan Mengalih- No Lesen- 528528002000 Expired on 31/03/2019 ii) MPOB License- Nursery- No Lesen- 525928011000 1) Menghasilkan SLGBIJI# 2) Menjual dan Mengalih SLGBIJI# 3) Menyimpan SLGBIJI# Expired on 31/12/2018 iii) Permit Kawalan Barangan Berjadual- Diesel- 18000 Liter- Ref No: KPDNKK/KMN/25-08/08(09/2008) SK D Expired on 21 August 2019 iv) Permit for Air Compressor in accordance to Factorie and Machieneries Act 1967- Notification, Certificate of Fitnss, and Inspection Reg. 1970 10(2). Expires on 2/3/2019 4.3.1.2 The management shall list all laws applicable to their operations in a legal requirements

register

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JABOR ESTATE List of applicable legal and other requirements was made available during the assessment and compiled in the QSHE/04/5.2.4 folder. All the legal and other requirements were register accordingly in the legal requirement register including: 1. Factories & Machinery Act 1967 2. Uniform Buiding By Laws 1986 3. Pesticide Act 1974 (Act 149) 4. Enviromental Quality Act 1974 5. Local Government Act 1976 General I. Worker’s Minimum Standards of Housing an Amiinites Act 1990 II. Akta Kerja 1955 III. Immigration Act 1995 IV. MPOB 1998 V. Wild Conservation Act 2010 (Act 716) 4.3.1.3 The legal requirements register shall be updated as and when there are any new

amendments or any new regulations coming into force.

JABOR ESTATE The LORR seen last reviewed and updated on 14/07/2018 by the Mr Muhamad Azuadee Bin Azmin Estate Medical Asisstant and approved Estate Manager. There is SOP Manual [Appendix 5.2.4a] that guides the operating units on how to monitor the progress of applicable law and regulations. The Group Sustainability Team [PSQM] will update the estates if there are any changes in the legal requirements. Observation: Since the estate is engage Auxiliary Police, the Police Act 1967 Seksyen 47-50 has yet been listed on LOR to be monitor and reviewed by the management. 4.3.1.3 The management should assign a person responsible to monitor compliance and to track

and update the changes in regulatory requirements.

JABOR ESTATE - Sighted management appoint Mr Muhamad Azuadee Azmin, Assistant Manager Jabor Estate date 10 Oct 2018 Function as follow: I. Ensuring LRR up to date and amend any new regulation coming into force. II. Documenting and issuing of document and report III. Monitoring compliance and track update and changes in regulatory requirements. Criterion 2 Land used right

Indicator Requirement Findings

4.3.2.1

The management shall ensure that their oil palm cultivation activities do not diminish the land use rights of other users

JABOR ESTATE Land title indicates the lands belonging to the Sime Darby Plantation Sdn Bhd. Sighted a sample of land title: (Borang 5BK) No Hakmilik: 1348 No Lot 185 Luas Lot: 6.1286 Hektar (Borang B1) No Hakmilik: 1200 No Lot 184 Luas Lot: 3.923 hectar 4.3.2.2 The management shall provide documents showing legal ownership or lease, history of

land tenure and the actual use of the land.

JABOR ESTATE Total titles hectares: 2332.92 ha [Main Division 1755.14ha and Sg Pergam Division 367.26ha]. 100% planted with oil pam of which 3.5ha for nursery, 197.91ha is matured and 142.49ha immature.

4.3.2.3 Legal perimeter boundary markers should be clearly demarcated and visibly maintained on the ground where practicable.

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JABOR ESTATE - Certain part of Estate area are adjourning to smallholder’s plantations [rubber/palm oil], villages and separated by East Coast Highway as well the Federal Road that cause to be broken piece of estate land. The estate is maintaining a “GPS Surveyed Map” that relates to the “ Land Management Department”, consist of estate mapping on boundary stones.

4.3.2.4 Where there are, or have been, disputes, documented proof of legal acquisition of land title and fair compensation that have been or are being made to previous owners and occupants; shall be made available and that these should have been accepted with free prior informed consent (FPIC).

JABOR ESTATE - There is no issue on legal acquisition of land title and fair compensation that have been or are being made to previous owners and occupants in the estate.

Criterion 3 Customary rights

Indicator Requirement Findings

4.3.3.1

Where lands are encumbered by customary rights, the company shall demonstrate that these rights are understood and are not being threatened or reduced.

NA

4.3.3.2 Maps of an appropriate scale showing extent of recognized customary rights shall be

made available

NA

4.3.3.3 Negotiation and FPIC shall be recorded and copies of negotiated agreements should be

made available.

NA

P4: Social responsibility, health, safety and employment condition

Criterion 1 Social impact Assessment (SIA)

Indicator Requirement Findings

4.4.1.1

Social impacts should be identified and plans are implemented to mitigate the negative impacts and promote the positive ones

Ladang Jabor Verified the Social Impact Assessment (SIA) Report for Jabor Estate and Jabor Palm Oil Mill. Date assessment is on 14th - 15th September 2015. Assessment by Social & Environment Projects Unit, PSQM Department. Verified the Summary analysis - Identified the significant relationship between management and internal/external stakeholders. it showed the importance of the human factor that will improve both working an loving condition. Sighted the time table with responsibilities for mitigating negative impacts is reviewed updated and action taken. Sample: Social Aspect - Legal Permit; Legal immigrants are from foreign countries. Social Impact; Recruting more immigrants would create less job. Is is recommended that the managament to balance the existing of both local and foreign workers in the estate.

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Sighted there have 4 guidance's to perform SIA which is assessment to workers, contractor/supplier, Village head/representative and government agencies. Sighted the Action Plan Social Assessment Jabor Estate, dated 2017/2018. Seen the issues and strategies, action by and time frame. Sighted the Management Plan On Social Impact Assessment for Jabor Estate for 2017/2018 Seen the request from Sekolah Jabor want to apply treated water supply from Ladang Jabor. Action plan taken, waiting the approval from Jabatan Pendidikan Daerah. In-progress. Criterion 2 Complaints and grievances

Indicator Requirement Findings

4.4.2.1

A system for dealing with complaints and grievances shall be established and documented

Ladang Jabor established the Procedure for External Communication, sighted the Standard Operation Manual (SOM) Sub-section 5.5 Appendix 5.5.3.2 dated 01/11/2018. Sighted the flowchart and procedure on handling social issues - appendix 5.

4.4.2.2 The system shall be able to resolve disputes in an effective, timely and appropriate manner that is accepted by all parties.

Verified the complaint form, sample below; Date of complaint: 20/10/2018 Complaint from: Koperal Slua Issue: House light off/broken Dated action taken: 22/10/2018. Detail of repairing was recorded. Sighted the work verificatian from assisstant manager, Abdul Rahman, dated 25/10/2018. 4.4.2.3 A complaint form should be made available at the premises, where employees and

affected stakeholders can make a complaint.

Ladang Jabor - Sighted complaint form was located at the health Care Center (klinik ladang) at the management office. For internal complaint sighted the complaint form and filling. For external stakeholder the complaint can be done via the website of simedarbyplantationberhad.com

4.4.2.4 Employees and the surrounding communities should be made aware that complaints or suggestions can be made any time

Ladang Jabor The employee and surrounding communities are aware with the complaint procedure during the stakeholder meeting on 07/02/2018.

4.4.2.5 Complaints and resolutions for the last 24 months shall be documented and made available to affected stakeholders upon request.

Ladang Jabor As per 4.4.2.2

Criterion 3 Commitment to contribute to local sustainable development

Indicator Requirement Findings

4.4.3.1 Growers should contribute to local development in consultation with the local communities.

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Ladang Jabor Sighted the stakeholders minutes meeting was conducted on 07/02/2018. Verified the CSR record. Sample below: a) Donation RM200 to Sekolah Kebangsaan Jabor (graduation day) dated 23/10/2018 b) Donation for Kem Kuarantin & Solat Hajat UPSR SK Lembah Jabor RM200 dated 16/02/2018. c) Sport donation for SK Jabor RM200 dated 11/08/2017. d) Zumba activity in the estate for women staff every Monday and Wednesday. Criterion 4 Employees safety and health

Indicator Requirement Findings

4.4.4.1

An occupational safety and health policy and plan shall be documented, effectively communicated and implemented

Ladang Jabor Sighted the Safety & Health Management Policy, signed by Datuk Frankie Anthony Dass, dated January 2015. Seen the policy been communicated thru: - Displayed on the office - During roll call

4.4.4.2 The occupational safety and health plan shall cover the following:

a) A safety and health policy, which is communicated and implemented

Ladang Jabor Sighted the Safety Policy display at office wall in Malay and English language. Verified the guidelines & procedurs - incidents, accidents, noncomformes management, Doc no: SD/SDP/SQM(ESH) 001-2-9. Dated 01/07/2012. Sighted the BI-Annually OSH Data Validation FY 2017/2018. Sighted the incident record, Sample below: Date of incident 26/05/2018 - Time 1630 - Victom: Siswanto Pausi - Incident class: 3 - Total lost days: 37 days - Nature of work: Loading FB - Type of accident: Slip and fall. Date report: 29/05/2018. Date of JKKP 6 or 7 submission 28/05/2018. Date reported to JTK 04/06/2018. b) The risks of all operations shall be assessed and documented

Ladang Jabor Sighted the HIRARC, reviewed 7th August 2018 for the following activities: a. Field activities b. Linesite c. Landfill d. Replanting e. Chemical handling f. Office & security g. Workshop Below are the Sample list operation being assessed; 1. Harvesting - Frond stacker Harzard - Attack by animal, thorn prick, slip/fall Risk Level – 4 (medium) Nature of risk control - Provide first aid kit and refresher training. 2. Sprying - Issuing chemical Harzard - Chemical spillage accident Effect - Chemical poisoning, body injuries/chemical poisoning. Risk level – 2 (Low) Nature of risk control - Constant reminder during muster and strict enforcement of safety intructions. c) An awareness and training programme which includes the following requirements for employees exposed to pesticides: i) all employees involved shall be adequately trained on safe working practices; and ii) all precautions attached to products shall be properly observed and applied.

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Ladang Jabor Verified the following activities and worker: 1- IPM Training - 06/01/2018 2- Refreshing Training for Pruning/Harvesting - 17/01/2018 3- Workshop Training - 23/04/2018 Sighted that the sprayer and the madore are aware on the pesticide handling. Verified that the chemical were mixing at the chemical store, chemical mixing area. Sighted that all the sprayers are wearing proper PPE such as glove, apron, boot, google and mask. The PPE was given by the management as mention by the sprayer during interview. Verified with the mandore that the staff will conduct daily PE inspection before the worker goes for the work. d) The management shall provide the appropriate personal protective equipment (PPE) at the place of work to cover all potentially hazardous operations as identified in the risk assessment and control such as Hazard Identification, Risk Assessment and Risk Control (HIRARC).

Ladang Jabor Seen the PPE were provided by the management for each operation need for PPE as per identified in the risk assessment. Below are the sample of PPE provided to: 1. Worker name: Isya Ansari - Leather glove, wellington boot. Dated 19/9/2018 2. Worker name: Indrawan - Alluminium pole, sicle, helmet etc. Dated 01/08/2018 Verified during site visit, harvesters are wearing wellington boot which as per HIRARC.

e) The management shall establish Standard Operating Procedure for handling of chemicals to ensure proper and safe handling and storage in accordance to Occupational Safety Health (Classification Packaging and Labeling) Regulation 1997 and Occupational Safety Health (Use and Standard of Exposure of Chemical Hazardous to Health) Regulation 2000.

Ladang Jabor Verified the report on Chemicals Health Risk Assessment (CHRA) by Hj Shaari Chin JKKP HIE 127/171-2(124) dated 25th-26th August 2015 and it was identified based on the work area. 1- Pre-mix area - Chemical mixer. Chemical: Glyphosate Isopropyamine, Basta 15 etc. - Risk significant 2- Field - Sprayer. Chemical: Glyphosate + Ally, Sodium chlorate+water etc. - Risk significant 3- Filed - Manuring operator. Chemical : Ammonium chloride, MoP, Kieserate etc. - Risk significant Sighted the warning sign was adequate. The Chemical List stated the product name, ohysical form, number of worker involved, PPE, active ingredient, CSDS, Class – toxic, irritant, harmful, label, name and address of supplier. Verified the Health Examination was done to all sprayers. Sample below: 1- Kurmi Binod - 16/10/2018 2- Ashok Kumar Sah - 16/10/2018 3- Katuwal Dhak Bahadur - 16/10/2018. The record book was kept and filed accodingly. Sighted the SOP of Chemical Safety Management, Doc. No: SD/SDP/PSQM (ESH)/202-OH4. f) The management shall appoint responsible person(s) for workers' safety and health. The appointed person(s) of trust must have knowledge and access to latest national regulations and collective agreements.

Ladang Jabor. Sighted the Appointment Letter for Setiausaha Jawatankuasa Keselamatan & Kesihatan Pekerjaan Ladang Jabor was given to En. Safuan Bin Parumo (MO). The person incharge was very knowlegable. Verified the minutes meeting of JKKP dated 05/09/2018. g) The management shall conduct regular two-way communication with their employees where issues affecting their business such as employee's health, safety and welfare are discussed openly. Records from such meetings are kept and the concerns of the employees and any remedial actions taken are recorded.

Ladang Jabor Seen the Organisasi Jawatankuasa Keselamatan & Kesihatan Pekerjaan that consist mgt (10) and workers (10). The last meeting was held on 05/09/2018.

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The minute of meeting kept and documented in the Principle 4, Criteria 4 file. The agenda includes pemantauan & pengukuran KKP, kemalangan, keracunan & penyakit, laporan kemalangan, laporan pemeriksaan tempat kerja, latihan, PPE etc. Sighted the attendance list. h) Accident and emergency procedures shall exist and instructions shall be clearly understood by all employees.

Sighted various emergency procedure / Pelan Tindakan Kecemasan for: a. Physical injuries b. Chemical spillage (Store) c. Chemical spillage (Field) d. Tractor & lorry driver e. Fire Noted there is an Emergency Response Committee 2018 that responsible for the various type of emergency as above Verified the Langkah-Langkah Berlaku Kecemasan/ Kemalangan for Ladang Jabor, 2018. Verified the Pelan Kecemasan Dan Kebakaran as an evacuation route at the office compound, 2018. Verified the Latihan Penggunaan Pemadam Api, dated 21/08/2018. i) Employees trained in First Aid should be present at all field operations. A First Aid Kit equipped with approved contents should be available at each worksite

Ladang Jabor Noted there is qualified 1st aider & CPR named Safuan Bin Parumo, trained by Academy of Safety and Emergency CAR, dated 22/02/2018. Site visit for spraying activities and found the 1st aid kit is adequate. The mandore named Jamal was trained for 1st Aid kit by En Safuan (MO). j) Records shall be kept of all accidents and be reviewed periodically at quarterly intervals.

Ladang Jabor Verified the form Maklumat Yang Diperlukan Untuk Dilengkapkan Dalam Borang JKKP 8 to have registered 1 accident/injury cases with 37 days MC. As per record July - Dec 2018.

Criterion 5 Employment conditions

Indicator Requirement Findings

4.4.5.1 The management shall establish policy on good social practices regarding human rights in respect of industrial harmony. The policy shall be signed by the top management and effectively communicated to the employees

Ladang Jabor Sighted management establish the Social & Humanity Management Policy, Signed by Managing Director dated January 2015. Communication of the policy sighted done by display at the notice board, briefing during estate meeting and explain the policy to the stakeholder during the stakeholder meeting. 4.4.5.2 The management shall not engage in or support discriminatory practices and shall provide

equal opportunity and treatment regardless of race, colour, sex, religion, political opinion, nationality, social origin or any other distinguishing characteristics.

Sighted management establish the Social & Humanity Management Policy, Signed by Managing Director dated January 2015. Communication of the policy sighted done by display at the notice board, briefing during estate meeting and explain the policy to the stakeholder during the stakeholder meeting. The policy mentioned no discriminitaion and provide equal opportunity regardless of race, colour, sex, nationality etc. The company seek to maintain a workplace free from discrimination.

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Sighted the guidelines on prevention of sexual harrasment at workplace.

4.4.5.3 Management shall ensure that employees’ pay and conditions meet legal or industry minimum standards and as per agreed Collective Agreements. The living wage should be sufficient to meet basic needs and provide some discretionary income based on minimum wage.

Ladang Jabor The estate using MAPA agreement for salary payment. Last revised: MAPA circular no: 19/2018. Dated 5th June 2018. Both parties MAPA/AMESU signed the Agreement on 4th June 2018(New). W.e.f 1st January 2018. Complied to Minimum Wage Act 2012 (Mandatory). Verified the employee payslip as below: Date: 01/09/2018 a) Bakri - No. Pekerja 104078 Gross pay: RM1,045.93 4.4.5.4 Management should ensure employees of contractors are paid based on legal or industry

minimum standards according to the employment contract agreed between the contractor and his employee

Ladang Jabor Verified employees of contractors as below: a) Mohd Jati Bin Ismail - Lorry driver - RM3,653.14 - Sept 2018

4.4.5.5 The management shall establish records that provide an accurate account of all employees (including seasonal workers and subcontracted workers on the premises). The records should contain full names, gender, date of birth, date of entry, a job description, wage and the period of employment.

Ladang Jabor Verified the List of local workers for year 2018 and list of foreign workers for year 2018 data and contain of full names, gender, date of birth, date of entry, a job description etc.

4.4.5.6 All employees shall be provided with fair contracts that have been signed by both employee and employer. A copy of employment contract is available for each and every employee indicated in the employment records

Ladang Jabor Verified employees of contract agreement as below: a) Abdur Razzque Ausari - dated 26/07/2018 b) Durga Raj Sapkota - dated 30/12/2017 c) Indrawan - dated 25/12/2018 4.4.5.7 The management shall establish a time recording system that makes working hours and

overtime transparent for both employees and employer.

Management establish the "Kehadiran Pekerja- TKA" to record the attendance of the workers during the morning roll call and afternon roll call. Verified the overtime record and daily attendance report for Oct 2018. Printed dated 01/11/2018.

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4.4.5.8 The working hours and breaks of each individual employee as indicated in the time records shall comply with legal regulations and collective agreements. Overtime shall be mutually agreed and shall always be compensated at the rate applicable and shall meet the applicable legal requirement

Ladang Jabor The time for working hours and breaks was display at the office compound Start working: 6.30am Break : 11.00am - 11.30am Finish : 2.30pm Verified OT calculation for Bakri and sighted as per legal regulataion as below; Basic= RM40, OT rate 1.5 = RM7.5 Ot Hours= 21 OT pay= RM157.50. 4.4.5.9 Wages and overtime payment documented on the pay slips shall be in line with legal

regulations and collective agreements

As per 4.5.5.4

4.4.5.10 Other forms of social benefits should be offered by the employer to employees, their families or the community such as incentives for good work performance, bonus payment, professional development, medical care and health provisions

Ladang Jabor Other social benefits offered to employee by Ladang Jabor as below: a) Housing b) Subsidi electric and water c) Refer to employment contract as below: Seksyen 11 employer will provide the housing complete with the water and electricity to the employee. 4.4.5.11 In cases where on-site living quarters are provided, these quarters shall be habitable and

have basic amenities and facilities in compliance with the Workers' Minimum Standards Housing and Amenities Act 1990 (Act 446) or any other applicable legislation.

Ladang Jabor Site visit at the workers quarter and found all the basic amenities and facilities was provided sufficiently such as electricity and treated water. Sighted the cleanneenes record and the estate did the checklist every week. 4.4.5.12 The management shall establish a policy and provide guidelines to prevent all forms of

sexual harassment and violence at the workplace

Ladang Jabor established the Sexual Harassment Policy dated January 2015. Sighted the Gender Committee Handbook - the guideline are to prevent all forms of sexual harrassment and violence at the workplace. Verified, how to handle social issues in the handbook. Sighted Ladang Jabor established the Gender Committee MSPO and chaired by Pn Pizah @ Raizah Bt. Razak. Verified the minute of meeting dated 26/07/2018 and the sex harassement issues was discuss and as to date no any sex harassment case was reported. 4.4.5.13 The management shall respect the right of all employees to form or join trade union and

allow workers own representative(s) to facilitate collective bargaining in accordance with applicable laws and regulations. Employees shall be given the freedom to join a trade union relevant to the industry or to organize themselves for collective bargaining. Employees shall have the right to organize and negotiate their work conditions. Employees exercising this right should not be discriminated against or suffer repercussions.

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Ladang Jabor establish the Polisi Sosial dated January 2015 - 'Syarikat harus menghormati hak semua warga kerja untuk menubuhkan dan menyertai kesatuan sekerja pilihan mereka serta untuk berunding secara kolektif'. Sighted also the memo from estate manager to support above statement policy.

4.4.5.14 Children and young persons shall not be employed or exploited. The minimum age shall comply with local, state and national legislation. Work by children and young persons is acceptable on family farms, under adult supervision, and when not interfering with their education. They shall not be exposed to hazardous working conditions.

Verified the Employee List and sighted no emplyee age below 18 working at Ladang Jabor.

Criterion 6 Training and competency

Indicator Requirement Findings

4.5.6.1 All employees, contractors and relevant smallholders are appropriately trained. A training programme (appropriate to the scale of the organization) that includes regular assessment of training needs and documentation, including records of training shall be kept.

Verified the Ladang Jabor Training Plan 2018 and listed 16 training to all workers and operation such as weeding, harvesting, workshop etc. Verified the training conducted to the staff representative as below: a) SOP training - All staff b) HCV training - Azri, Faiz and Abd Rahman c) Fire drill training - Azuade and Safuan. Verified the training conducted for workers as below: a) PPE training - Musa, Zaidi and Sanusi b) Fire drill - Fazli, Safar and Amirul c) Harvesting - Nordin, Rusdi and Musleh. 4.5.6.2 Training needs of individual employees shall be identified prior to the planning and

implementation of the training programmes in order to provide the specific skill and competency required to all employees based on their job description.

Verified the Ladang Jabor Training Needs Matrix Guidance FY 2017/2018 and listed the training required needs for workers of harvester, sprayer and general.

4.4.6.3 A continuous training programme should be planned and implemented to ensure that all employees are well trained in their job function and responsibility, in accordance to the documented training procedure.

As per Ladang Jabor Training Plan 2018.

P5 Environment, natural resources, biodiversity and ecosystem services

Criterion 1 Environmental management plan

Indicator Requirement Findings

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4.5.1.1 An environmental policy and management plan in compliance with the relevant country and state environmental laws shall be developed, effectively communicated and implemented.

Ladang Lambor Poliisi Alam Sekitar/ Environmental Policy available in bi-language. Signed by CEO dated 01/01/2015. Communication of the policy sighted done by display at the notice board, briefing during muster morning assembly and group briefing. Environmental Aspect and Evaluation Form available and has identifies such as Area/FIeld, Activity, Environmental Aspect, Environmental Impact, Significant Rating, control measure and signature of PIC. Verified all area/field date prepared and approved on 19/07/2017, which preprared by medical assistant and checked by Assistant Manager while approved by manager. Sighted there is latest review on movement of vehicle at replanting area dated on 25/9/2018 For Environmetal Aspect identification were latest review dated on 27/9/2018 The Area/field assessed such as operation fertlizer application, desilting drain, workshop, Spraying, Harvesting, Pest and Disease, road maintanance, FFB transportation, Store dan replanting. 4.5.1.2 The environmental management plan shall cover the following:

a) An environmental policy and objectives. b) The aspects and impacts analysis of all operations

Verified the Env. Aspect & Evaluation to have identified the estate activities for office, store, workshop, harvesting, transportation of FFB, fertilizing, spraying, pruning etc. Action taken includes routine inspection for machinery, training, preventive maintenance of the machinery. Verified the estate had established Environment managemnt programme for financial year 2017/18 dated on 1/9/2017. Sighted there is 3 objective had been identified as per sample below : i. To ensure to send water sampling quaterly as per appendix 7(SPMS) ii. To ensure SW disposed before 180 days or 20 tonne or which ever come first as per EQA (schedule waste) regulation 2005. iii.To ensure no illegal dumping rubbish/domestic waste at field by outsider. Verified the status of completion date and the responsible person incharge were stated in the programme . As at todate 100% completion.

4.5.1.3 An environmental improvement plan to mitigate the negative impacts and to promote the positive ones, shall be developed, effectively implemented and monitored.

Sighted the Pollution prevention plan 2017/18 had been established aand cover varies types of pollution such as Air, Noise, Water, Odor and verified the action to be taken were in accordance. Obs- Sighted the land contamination were not inclluded inside the pollution prevention plan. During site visit observed there is land contamination due to oil leakage from tractor at the Tractor bay. 4.5.1.4 A programme to promote the positive impacts should be included in the continual

improvement plan

Sighted the estate had establish several rogramme in promote continuity of positive impacts as per sample below : i. Waste management action plan 2017/18 ii.Pollution prevention Plan 2017/18 iii. Action Plan to reduce diesel usage for financial year 2017/2018 iv. Action Plan to reduce Pesticides usage for financial year 2017/2018 v. Environment management programme for financial year 2017/2018 vi. Environment Safety & Health programme FY 2017/2018.

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4.5.1.5 An awareness and training programme shall be established and implemented to ensure that all employees understand the policy and objectives of the environmental management and improvement plans and are working towards achieving the objectives.

There was observed the documentation of awareness and training program, such as Environmental Impact Assessment on 19/7/2017, Safety and Health Policy & MSPO Briefing (on 2&5 October 2018), .

4.5.1.6 Management shall organize regular meetings with employees where their concerns about environmental quality are discussed

Sighted the meeting discussed on Environmental been minute with Mesyuarat Jawatankuasa Keselamatan dan Kesihatan. Verified meeting conducted on 05/09/2018 has discussed on water sampling, and has discussed on Environmental Impact Aspect Assessment and training need to conducted and planned. Criterion 2 Efficiency of energy use and use of renewable energy

Indicator Requirement Findings

4.5.2.1 Consumption of non-renewable energy shall be optimized and closely monitored by establishing baseline values and trends shall be observed within an appropriate timeframe. There should be a plan to assess the usage of non-renewable energy including fossil fuel, electricity and energy efficiency in the operations over the base period.

The estate has management programe for efficiency use of diesel observed for year 2017/2018. The management plan implemented and monitored.

4.5.2.2 The oil palm premises shall estimate the direct usage of nonrenewable energy for their operations, including fossil fuel, and electricity to determine energy efficiency of their operations. This shall include fuel use by contractors, including all transport and machinery operations.

The estimation of total energy required is available and measured based on the FFB yield. This estimation was compared to the actual usage by monthly. Diesel/FFB record as below: July 18 - 4.32 August 18 - 2.25 Sep 18 - 2.00 Oct 18 - 1.93 4.5.2.3 The use of renewable energy should be applied where possible

No renewable energy were consume by the estate.

Criterion 3 Waste management and disposal Indicator Requirement Findings 4.5.3.1 All waste products and sources of pollution shall be identified and documented.

Sighted in Waste Management Action Plan for Jabor Estate has identified for Scheduled waste, Domestic waste, Recycled waste, Clinical Waste. The sample as below: a. Scheduled waste - SW103 , SW305, SW306, SW410, SW425, SW409 b. Domestic waste - Rubbish, Sewage c. Industrial waste - Scrap Metal, fertilizer bag

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4.5.3.2 A waste management plan to avoid or reduce pollution shall be developed and implemented. The waste management plan should include measures for: a) Identifying and monitoring sources of waste and pollution. b) Improving the efficiency of resource utilization and recycling of potential wastes as nutrients or converting them into value-added by-products.

Verified in waste management plan: a) Been identified and monitored the source of the waste. b) Sighted for recycled waste is Scrap metal and fertiliser bag. The fertiliser bags were used for loose fruit colletcion and sand bagging. 4.5.3.3 The management shall establish Standard Operating Procedure for handling of used

chemicals that are classified under Environment Quality Regulations (Scheduled Waste) 2005, Environmental Quality Act, 1974 to ensure proper and safe handling, storage and disposal.

SOP for scheduled waste management available as per Environmental Quality (Scheduled Waste) Regulation 2005. The management has register online system monitoring for scheduled waste and also maintained record of inventory SW. 4.5.3.4 Empty pesticide containers shall be punctured and disposed in an environmentally and

socially responsible way, such that there is no risk of contamination of water sources or to human health. The disposal instructions on manufacturer’s labels should be adhered to. Reference should be made to the national programme on recycling of used HDPE pesticide containers.

Noted stored all the pesticide container and will reuse for the chemical mixing and for spraying acitivity purpose. Other non-resued empty chemical container are been punctured. Sighted the Sheheduled waste tracking form available for SW 409, SW 110, SW102, SW305 & SW 410 from date Jan18 - Oct18. 4.5.3.5 Domestic waste should be disposed as such to minimize the risk of contamination of the

environment and watercourses.

Verified the SOP for Pengurusan Bahan Buangan Domestik dated 11/11/2016. The Waste management plan has identified the aciton need for domestic waste. Domestic waste collection two times every week and collected by the contractors to be disposed Criterion 4 Reduction of pollution and emission

Indicator Requirement Findings

4.5..4.1 An assessment of all polluting activities shall be conducted, including greenhouse gas emissions, scheduled wastes, solid wastes and effluent

As per 4.5.2 4.5.4.2 An action plan to reduce identified significant pollutants and emissions shall be

established and implemented

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As per 4.5.2

Criterion 5 Natural water resources

Indicator Requirement Findings

4.5.7.1 The management shall establish a water management plan to maintain the quality and availability of natural water resources (surface and ground water). The water management plan may include:

a) Assessment of water usage and sources of supply.

Water sampling and water treatment were done by mill management. Verified the water source were abstract from natural river and been pumped to the watercathment.

b) Monitoring of outgoing water which may have negative impacts into the natural waterways at a frequency that reflects the estate’s current activities

Verified there is no outgoing water to the natural waterways.

c) Ways to optimize water and nutrient usage to reduce wastage (e.g. having in place systems for re-use, night application, maintenance of equipment to reduce leakage, collection of rainwater, etc.).

Sighted the action plan to reduec fresh water usage for year 2018 dated on 2018. 1. Recycling usage water for chemical mixing. 2. water harvesting . d) Protection of water courses and wetlands, including maintaining and restoring appropriate riparian buffer zones at or before planting or replanting, along all natural waterways within the estate.

Verified, no buffer zone are declared and required.

e) Where natural vegetation in riparian areas has been removed, a plan with a timetable for restoration shall be established and implemented.

Verified no natural vegetation in riparian area has been removed.

f) Where bore well is being use for water supply, the level of the ground water table should be measured at least annually.

Not applicable

4.5.5.2 No construction of bunds, weirs and dams across main rivers or waterways passing through an estate.

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Observed that no construction of bund at waterways pssing through at the estate. 4.5.5.3 Water harvesting practices should be implemented (e.g. water from road-side drains can

be directed and stored in conservation terraces and various natural receptacles).

Sighted all the field block were constructed moisture conservation pit to retain water and keep moisture in the terrain area. Criterion 6 Status of rare, threatened, or endangered species and high biodiversity value area Indicator Requirement Findings

4.5.6.1 Information shall be collated that includes both the planted area itself and relevant wider landscape-level considerations (such as wildlife corridors). This information should cover:

a) Identification of high biodiversity value habitats, such as rare and threatened ecosystems, that could be significantly affected by the grower(s) activities.

Sighted the HCV assessment report were done on March 2016. Sighted in the report HCV area delclared were water cahcment which total area 3.14 HA

b) Conservation status (e.g. The International Union on Conservation of Nature and Natural Resources (IUCN) status on legal protection, population status and habitat requirements of rare, threatened, or endangered species), that could be significantly affected by the grower(s) activities. As per 4.5.6.1 (a)

4.5.6.2 If rare, threatened or endangered species, or high biodiversity value, are present, appropriate measures for management planning and operations should include:

a) Ensuring that any legal requirements relating to the protection of the species are met

As per HCV assessment report . Sighted awareness signage and fencing were inplace at the water cathment area.

b) Discouraging any illegal or inappropriate hunting, fishing or collecting activities and developing responsible measures to resolve human-wildlife conflicts As per HCV assessment report . Sighted awareness signage and fencing were inplace at the water cathment area.

4.5.6.3 A management plan to comply with Indicator 1 shall be established and effectively implemented, if required.

As per HCV assessment report . Sighted awareness signage and fencing were inplace at the water cacthment area.

Indicator 7 Zero burning practices

Indicator Requirement Findings

4.5.7.1 Use of fire for waste disposal and for preparing land for oil palm cultivation or replanting shall be avoided except in specific situations, as identified in regional best practice.

Sighted the Zero Burning practice were stated in the Polisi Alam Sekitar dan kepelbagaian Biologi dated on 1/1/ 2015 and been communicated through all the employee and been display at the linseite.

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4.5.7.2 A special approval from the relevant authorities shall be sought in areas where the previous crop is highly diseased and where there is a significant risk of disease spread or continuation into the next crop.

No practice of open buring was sighted during site visit.

4.5.7.3 Where controlled burning is allowed, it shall be carried out as prescribed by the Environmental Quality (Declared Activities) (Open Burning) Order 2003 or other applicable laws.

No practices of open burning was sighted during site visit.. 4.5.7.4 Previous crops should be felled or mowed down, chipped and shredded, windrowed or

pulverized or ploughed and mulched.

Verified the replanting area , the chipped and shredded practice was established. according to the Agricultural Referrence Manual.

P6: Best Practices

Criterion 1 Site management

Indicator Requirement Findings

4.6.1.1 Standard operating procedures shall be appropriately documented and consistently implemented and monitored.

Sighted SOPs documents on estates operation including harvesting, spraying, manuring etc. as per Agricultural Refference manual Manuring operation: Block 10A Application of fertiliser type - MOP rate per palm 2kg/palm OBS-Sighted the placement of fertiliser were spread at the upper frond stacking which is againts the ARM under section 8 - 4.5.1: Fertiliser placement for palms of age five years and above on on Rolling/Hilly Terrain stated that the placement of fertiliser should be applied at the periphery of frond stacking. Harvesting operation: Site visit at Block10 B Sighted the harvesting activities were using manual techniques which is called here as C1R2 ( 1 cutter and 1 carrier and 1 loose fruit picker). the harvester gang were wearing proper PPE ( such as helmet, wellington boot, sickel cover etc). Obs - Sighted the frond stacking were improper . U - shape stacking should be in practice as per ARM guideline. Poor frond stacking will contribute to the unproper placement of fertiliser application and will be give impact in development of active root feeders. OFI- Suggest to creat a programme to pull the interest of carrier in proper frond staking such as competition by giving award to the harvester who commit a good quality of work. Sighted the Yield enhance ment programe were as per below: i. early scout harvesting ii. efb application iii. hatch & cary for weevil to enhance inflorences iv. drain block and moisture concervation pit.

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4.6.1.2 Where oil palm is grown within permitted levels on sloping land, appropriate soil conservation measures shall be implemented to prevent both soil erosion as well as siltation of drains and waterways. Measures shall be put in place to prevent contamination of surface and groundwater through runoff of either soil, nutrients or chemicals.

Planting of cover crop is made to retain the soil structure and conservation. Sighted the covers crops planted at the replanting area and immature area. Sighted the road side drain were construct to reduce the impact on soil errosion.

4.6.1.3 A visual identification or reference system shall be established for each field.

All fields are marked and identified. Information like year planting (field no) and the total hectare is shown in all markers. There are both stencilled at the palm trees and also displayed in signage at the boundary/corners of every field. This is observed during the field visit.

Criterion 2 Economic and financial viability plan

Indicator Requirement Findings

4.6.2.1 A documented business or management plan shall be established to demonstrate attention to economic and financial viability through long-term management planning.

Estate had an annual budget for the financial year 2018. The budget includes the projected FFB production, general charges, upkeep & cultivation, Collection and Immature areas. Sighted the 5 years’ business plan for the Estate.

4.6.2.2 Where applicable, an annual replanting programme shall be established. Long term replanting programme should be established and review annually, where applicable every 3-5 years

Sighted the 5 years replanting programs being established and reviewed annually.

4.6.2.3 The business or management plan may contain: a) Attention to quality of planting materials and FFB. b) Crop projection: site yield potential, age profile, FFB yield trends. c) Cost of production: cost per tonne of FFB. d) Price forecast. e) Financial indicators: cost benefit, discounted cash flow, return on investment.

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Estate had an annual budget for the financial year 2018. The budget includes the projected FFB production, general charges, upkeep & cultivation, Collection and Immature areas. 1. Crop budget 2017/18 = 22.7mt /ha 2. Crop actual vs budget mt/ha= fy 2017/18 actual 24.94 vs budget 22.7 Todate year 2018/19 - 6.64(actual) vs 14.71(budget) 3. Cost per ton = Budget: 128.28 - Forecast : 142.47 variance : -14.20 4. Cost per mature ha = budget: 1886.35 - Forecast ;1607.14 variance underspent 279.1 Sighted the cost per tone is exceed the budeget due to low crop trend . Sighted the bauxite area also contribute in crop drop due to around 5 years there is no manuring in the area. 4.6.2.4 The management plan shall be effectively implemented and the achievement of the goals

and objectives shall be regularly monitored, periodically reviewed and documented.

Verified the performance of yield were monitored through Oil palm yield statistics . As at todate performance of yield is below budget (9.38mt/ha) while actual (6.64mt/ha).

Criterion 3 Transparent and fair price dealing

Indicator Requirement Findings

4.6.3.1 Pricing mechanisms for the products and other services shall be documented and effectively implemented.

Sighted all contract activities such as transporter , harvesting etc. All the record of contract agreement were properly documented .

4.6.3.2 All contracts shall be fair, legal and transparent and agreed payments shall be made in timely manner

Sighted all the payment through contractor complete with supporting document and verified by person incharge approve by manager. The price and specification of job were detail in LOA and contract agreement.

Criterion 4 Contractor

Indicator 1 Requirement Findings

4.6.4.1 Where contractors are engaged, they shall understand the MSPO requirements and shall provide the required documentation and information

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Sighted the contract agrement between estate and contractor clearly stated that the contractor should comply with MSPO requirement.

4.6.4.2 The management shall provide evidence of agreed contracts with the contractor.

Sighted sample of contract Form for work - FFB Transport to Jabor palm Oil Mill had a sign by both party estate mangement and contractors. Contractors - AM Pelangi Enterprise Agreed rate : RM10.09 (main div) RM 17.68 (sg Pergam)

4.6.4.3 The management shall accept MSPO approved auditors to verify assessments through a physical inspection if required

During site visit at the ramp no obligation from the contractor for the auditor to verified the work. Found all the criteria which is applicable to their work for MSPO requirement are followed. 4.6.4.4 The management shall be responsible for the observance of the control points applicable

to the tasks performed by the contractor, by checking and signing the assessment of the contractor for each task and season contracted

All works performed at the estates are checked and verified by the estates personnel incharge.

P7: Development of new plantings

Criterion 1 High biodversity value

Indicator Requirement Findings

4.7.1.1 Oil palm shall not be planted on land with high biodiversity value unless it is carried out in compliance with the National and/or State Biodiversity Legislation.

NA

4.7.1.2 No conversion of Environmentally Sensitive Areas (ESAs) to oil palm as required under Peninsular Malaysia’s National Physical Plan (NPP) and the Sabah Forest Management Unit under the Sabah Forest Management License Agreement. For Sabah and Sarawak, new planting or replanting of an area 500ha or more requires an EIA. For areas below 500ha but above 100ha, a Proposal for Mitigation Measures (PMM) is required

NA

Criterion 2 Peat Soil

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Indicator Requirement Findings

4.7.2.1 New planting and replanting may be developed and implemented on peat land as per MPOB guidelines on peat land development or industry best practice.

NA

Criterion 3 Social and Environmental Impact Assessment (SEIA)

Indicator Requirement Findings

4.7.3.1 A comprehensive and participatory social and environmental impact assessment shall be conducted prior to establishing new plantings or operations.

NA

4.7.3.2 SEIAs shall include previous land use or history and involve independent consultation as per national and state regulations, via participatory methodology which includes external stakeholders.

NA

4.7.3.3 The results of the SEIA shall be incorporated into an appropriate management plan and operational procedures developed, implemented, monitored and reviewed.

NA

4.7.3.4 Where the development includes smallholder schemes of above 500ha in total or small estates, the impacts and implications of how each scheme or small estate is to be managed should be documented and a plan to manage the impacts developed, implemented, monitored and reviewed.

NA

Criterion 4 Soil and topographic information

Indicator Requirements Findings

4.7.4.1 Information on soil types shall be adequate to establish the long-term suitability of the land for oil palm cultivation

NA

4.7.4.2 Topographic information shall be adequate to guide the planning of planting programmes, drainage and irrigation systems, roads and other infrastructure

NA

Croterion 5 Planting on steep terrain, marginal and fragile soils

Indicator Requirements Findings

4.7.5.1 Extensive planting on steep terrain, marginal and fragile soils shall be avoided unless permitted by local, state and national laws.

NA 4.7.5.2 Where planting on fragile and marginal soils is proposed, plans shall be developed and

implemented to protect them and to minimize adverse impacts (e.g. hydrological) or significantly increased risks (e.g. fire risk) in areas outside the plantation.

NA

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4.7.5.3 Marginal and fragile soils, including excessive gradients and peat soils, shall be identified prior to conversion

NA Criterion 6

Indicator Requirements Findings

4.7.6.1 No new plantings are established on recognised customary land without the owners’ free, prior and informed consent, dealt with through a documented system that enables indigenous peoples, local communities and other stakeholders to express their views through their own representative institutions

NA 4.7.6.2 Where new plantings on recognised customary lands are acceptable, management plans

and operations should maintain sacred sites.

NA 4.7.6.3 Where recognized customary or legally owned lands have been taken-over, the

documentary proof of the transfer of rights and of payment or provision of agreed compensation shall be made available

NA 4.7.6.4 The owner of recognised customary land shall be compensated for any agreed land

acquisitions and relinquishment of rights, subject to their free prior informed consent and negotiated agreement.

NA 4.7.6.5 Identification and assessment of legal and recognised customary rights shall be

documented.

NA 4.7.6.6 A system for identifying people entitled to compensation and for calculating and

distributing fair compensation shall be established and implemented.

NA 4.7.6.7 The process and outcome of any compensation claims shall be documented and made

publicly available.

NA 4.7.6.8 Communities that have lost access and rights to land for plantation expansion should be

given opportunities to benefit from the plantation development.

NA

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Observation for Improvement Details

4.3.1.3 Obs- Since the estate is engage auxilary police , the POlice Act 1967 Seksyen 47 - 50 has yet been listed on LOR to be monitored and reviewed by the management. 4.5.4.2 Obs- Sighted the land contamination were not included inside the pollution prevention plan. During site visit observed there is land contamination due to oil leakage from tractor at the Tractor bay. OBS-Sighted the placement of fertiliser were spread at the upper frond stacking which is againts the ARM under section 8 - 4.5.1: Fertiliser placement for palms of age five years and above on on Rolling/Hilly Terrain stated that the placement of fertiliser should be applied at the periphery of frond stacking. Harvesting operation Obs - Sighted the frond stacking were improper . U - shape stacking should be in practice as per ARM guideline. Poor frond stacking will contribute to the unproper placement of fertiliser application and will be given bad impact in development of the active root feeders. OFI- Suggest to creat a programme to pull the interest of carrier in proper frond staking such as competition by giving award to the harvester who commit a good quality of work.

During the assessment 0 nonconformities were identified.

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APPENDIX 1

MAP OF ESTATE FOR JABOR ESTATE

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APPENDIX 2

ATTENDANCE LIST