Cargo by Cargo. Carbon and Sustainability (C&S) Assurance Guide

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1 Cargo by Cargo Carbon and Sustainability (C&S) Assurance Guide

2 Contents Cargo by Cargo Assurance Our Process Planning and Pre-audit Limited Independent Assurance Audit Limited Independent Assurance Report Cargo by Cargo Assurance Scheme Our Service Flow Who we are

3 Cargo by Cargo Assurance Our Process Issuing a verified sustainability certificate with your quantity and quality documentation can add value to your shipments of biofuel Boost your customer s confidence with sustainability data that is verified for each individual load and promote your biofuel as being independently audited throughout from feedstock farmers, plant production to final vessel. Inspectorate, Future Perfect and 5barg8 provide a complete package of assurance services for biofuels. There are 4 stages to our process; all have been proven to work in practice against numerous supply chains. Each stage of the process is broken down below to highlight the essentials for each part with a brief overview. We understand that organisations may not require the whole process or even a complete stage. Some companies pick a combination of parts across the process to meet their requirements. This brochure will give you an overview of the cargo by cargo verification package and the auditing process that precedes. Planning and Pre-audit Limited Independent Assurance Audit Limited Independent Assurance Report Cargo by Cargo Assurance Scheme Initial discussions and NDA Audit team appointed Review audit data Agree terms Pre-audit site visit Visit site Prepare initial findings Receive vessel nomination Identify exisisting systems and evidence Audit systems Feedback to client Receive mass balance data Identify risks Audit C&S records Consider client updates Review C&S data Are you RED ready? Agree fixed price terms Initial feedback Issue audit statements Issue cargo insurance 4 5

4 Stage 1 Planning and Pre-audit On meeting with our audit team you will scope out the audit requirements (stage 2 Limited Assurance Audit). The scope of work will be defined by performing a planning and risk assessment review of your existing C&S management systems to identify what is in place and any gaps that may exist. This review will define the extent of the audit and the amount of resource needed to perform the verification. Such discussions will be confidential and will require a non disclosure agreement to be in place. Having agreed the scope of work for the next stage, the resource needs can be assessed and planned and a budget allocated to allow a firm and fixed price offer for you Initial Discussions and NDA Development of our business relationship starts here; this can take the form of a presentation or meeting to introduce and fully expand on our services. Here you will fully understand the cost effective nature of performing the planning and pre audit stage, and the potential to move to a cargo by cargo assurance scheme. In order to progress to the next stage, it will be necessary to execute a Non Disclosure Agreement Pre audit Site Visit Our team will visit your site and identify what systems and evidential materials are already in place. The output from this stage will be a questionnaire detailing the areas and documents to audit in the actual verification audit Identify existing systems and evidence The aim at this stage is to discuss the management systems in place with the responsible personnel on site and to look for the data that is available, to check whether sufficient exists to provide the necessary traceability Identify Risks The gap analysis described at step 3 above is the basis for identifying what C&S risks exist within your management systems. The review also identifies the scale of the operation and this also informs the resources needed to perform the audit. This will include for example factors such as the number of certificates issued; the number and types of feedstock; the number of suppliers; what supplier information is available; how coherent the data is; what plant information is available; whether there is a C&S inventory record; the number of customers; whether product moves by road, rail or vessel Agree fixed price terms If there are major omissions found during stage 4, we will flag these immediately and then careful consideration will take place as to whether you are ready at all for the verification process. We would like to prepare a fixed price offer for the audit at this stage. 7

5 Stage 2 Independent Limited Assurance Audit With a fixed price independent limited assurance verification audit commissioned, an account manager will be assigned along with the audit team to ensure your expectations are met Audit Team Appointed A lead auditor is appointed who is then responsible for programming the audit, engaging team members as necessary, and collating the audit documentation i.e. questionnaires, procedures, C&S certificates etc Visit Site The verification audit takes place at the customer location, where the process for the creation of C&S certificates or statements is examined. At this stage, the auditor is checking for traceability, completeness, consistency and accuracy in approach. Any material misstatement and uncertainties will be noted Audit Systems The systems in place, such as management systems, C&S inventory systems, chain of custody and any greenhouse gas modelling systems are reviewed Audit C&S Records Certificates issued are sampled and traceability verified by examining data such as bills of lading; C&S inventory records; supplier declarations; third party verifiers opinions of suppliers; supply chain greenhouse gas models; plant records from meter readings and vessel measurements; financial records; invoices; spatial modelling; land use records; environmental impact assessments Initial Feedback At this optional stage an interim report may be issued after the site visit. We will notify you of any gross omissions that would significantly prevent a clean audit statement. 8 9

6 Stage 3 Independent Limited Assurance Report This report will describe the scope of the work undertaken; input documents and records and fundamentally we address the C&S statements made by you we will state whether or not there is any material misstatement in traceability, completeness, consistency and accuracy of the C&S data published by yourselves. If any material misstatements are found it may be possible for you to take corrective actions which can be audited Review Audit Data The first stage of the report writing process is a review of the data found at the site visit and documents, records and evidence provided both at the visit, prior to the visit and any data supplied following the visit. The evidence will be checked against the requirements of the relevant standard(s) for traceability, completeness, consistency and accuracy Prepare Initial Findings A draft report will be developed that describes the basis for the verification process, the scope of the audit, the management systems and data found. The draft report will also note any items of concern identified through previous steps which could lead to a non conformance with the standards or could be construed as a material misstatement Feedback The draft report will be provided to allow you to rectify any concerns raised and re submit evidence Consider Client Updates On receipt of any further client evidence our audit team will review their initial audit findings and report and prepare an audit statement Issue Audit Statement The final audit report including a independent limited assurance audit statement will be issued. 11

7 Stage 4 Cargo by Cargo Assurance Scheme This stage builds on the availability of a limited assurance audit statement from Inspectorate or any suitably qualified and experienced verification body. With this we can offer a real time verification scheme - continuous verification of fuels supplied from or to a facility. This is based on Inspectorate having comfort in the management systems due to the presence of a limited assurance report. Where Inspectorate has completed the limited assurance audit, then the real time process can be entered soon after audit completion. Where a third party has completed the audit, or a period of more than 4 weeks has passed since the Inspectorate audit, then our audit team will need to acquaint themselves with the customers management systems and available records in order to be comfortable with the offer. The basis of the offer enables us, to provide you a third party verified C&S limited assurance statement together with vessel inspection and product analysis certificates Agree Terms The first stage of this scheme requires our audit team to determine the level of resource required to provide this real time verification scheme on a load by load basis. Our audit team may need to visit you to become acquainted with the C&S systems and records available Receive Vessel Nomination Once the service levels have been agreed, the service offering is triggered by you letting us know the vessel nomination Receive Mass Balance Data The vessel nomination should be accompanied by notification of the anticipated load volume together with a copy of the latest C&S inventory data and confirmation of which feed stocks have been used to produce the fuel being loaded Review C&S Data Our audit team will review the data supplied and verify this against data provided during earlier stages (either when performing the limited assurance audit or when we agreed terms as part of this stage) Issue Cargo Assurance We issue a verification statement to confirm there are no material misstatements. 13

8 Our Service Flow 1. Business development meeting to discuss requirements, potential timetable and scope for verification. 2b. System development and staff training by independent advisor such as 5barg8 2a - Preliminary visit by prospective auditors to understand the business, review management systems and client readiness for cargo by cargo. 6. Product lines mixed into bulk storage tank. Client ensures there is a record of quantities and provenance. 3. Scope and contract agreed between you and Inspectorate subject to successful audit of the client management system to test the effectiveness of data collection and collation for reporting. 7. Client requests verification of cargo to Carbon and Sustainability criteria by Inspectorate. 4b. Minor issues - rapid improvement action by client. 4. Audit management system and data sets against agreed scope. 8. Information exchange between you and Inspectorate as per the Cargo by Cargo Checklist and related Guidance, that is evidence of quantities in mix, provenance, chain of custody, mass balance etc. 4c. Major issues - more significant improvement action by you perhaps with involvement of independent advisor. 4a - If no issues - system ready for cargo by cargo verification. 9a. Acceptance of your data and documentation a Limited Assurance Verification Certificate is issued. 9b. Inspectorate does not accept validity of client data and documentation and requests improvement action. 5. Agreement raised vessel booked for transport. 10. Your instruction to proceed with loading bill of lading accompanied by Verification Certificate

9 Who we are... Inspectorate International Ltd With origins dating back over 150 years, Inspectorate has built, and continues to maintain an outstanding reputation for independence and technical excellence within the oil, gas and petrochemical industries. We provide a world class service and support at every major loading, discharge and STS location. With over 7,000 staff in 125 locations, we are able to provide reliable quality and quantity determination, along with the local and global industry knowledge that is required to promote successful trade. Our biofuels departments provide expertise in analytical and inspection services to biofuel producers and suppliers. Inspectorate has built its reputation as a company that sets the standard for laboratory and inspection services around the world. We have maintained our trusted name by adhering to our ethical principals, ISO certifications and accreditations, utilizing new technologies, and ensuring our professional staff are trained in all facets of the industry to meet and exceed each customer s expectations. Inspectorate performs analyses on fuels outlined by industry standards including BQ-9000, EN14214, EN 14213, ASTM D6751, DIN 51605, EN and ASTM D4806. Inspectorate are part of the Bureau Veritas Group, a global leader in conformity assessment services. Created in 1828 Bureau Veritas operate in over 140 countries employing over 40,000 skilled workers. 17

10 Future Perfect With over 26 years of experience in the environmental sector, our team is at the forefront of this emerging industry; completing many of the management system assessments and cargo assurance audits that are becoming increasingly present within the sector. As the need to assure the quality and origin of biofuels increases along with its presence in the commercial markets, our team s experience in environmental and corporate social responsibility auditing as well as management systems consultancy is enabling companies to invest confidence in the standard and sustainable merits of biofuels and the associated premium prices that assured fuels are raising. Our team s extensive knowledge across all areas of the biofuel supply chain; from crop level at the supplying farms, to processing plants, merchants and traders, provides a unique and detailed insight into the benefits and potential issues that face each area and enable us to provide the support and advice needed to ensure the assurance of your product is trusted and synonymous with the increasingly high standards of the industry. 5barg8 Established in 2005 to deliver Bio-Energy supply chain solutions to established and developing companies involved in bio-fuels, FiveBarGate has an international client base, active in growing, processing, trading and using Bio-Energy vectors, including biomass and bioliquids. Typically delivering advisory services including a range of supply chain solutions that help manage the sustainability of products, FiveBarGate works hand in hand with clients to understand their specific needs and help deliver bespoke solutions built around a standard, but flexible set of solutions. These solutions have been applied to meet the needs of a range of international sustainability assurance schemes. In addition, FiveBarGate offers due diligence advice on specific supply chains and expert knowledge of supply chains to support investment, growth and business development activities. This may include interim assignments within a business to identify and implement appropriate business opportunities. FiveBarGate clients are currently trading over 5 million tonnes of Bio-Energy materials with growth plans to exceed 10 million tonnes, including for example ISCC and RTFO as well as RED. Do you audit your suppliers C&S data? 18 19

11 Future Perfect Arden House, Hampton Court, Marsh Lane, Hampton in Arden, Solihull, West Midlands B92 0AJ Telephone: +44 (0) Future Perfect Limited is a subsidiary of General Physics (UK) Ltd Future Perfect

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