Companies that show evidence of improvement include:
1. Decree No. AJA / S.Kep / 01 / VII / 2018 dated July 23, 2018 which appoints and regulates the Assistant General Human Resources and Ajamu Business security units as officers in charge of consultation and communication with the community.
2. Circular No. AJA / SE / 148A / XII / 2018 dated December 24, 2018 from the Manager who gave all forms of communication and consultation involving the community in written or oral form, must be response at least 3 months after being received by the company.
3. The minutes of communication and consultation socialization conducted on 29 September 2018 attended by 8 participants.
4. The company show an improvement consisting of a proposal file consisting of a Request for Assistance and the Community Development Survey Program Assistance Sheet.
5. External Communications Recap Document.
SPO – 4006a.7 Page 95 Prepared by Mutuagung Lestari for Ajamu POM – PT. Perkebunan Nusantara IV
6. Please show the mechanism of "Double checks by the Secretary and Assistant of General HR for all communications and consultations have been responded to before 3 months in accordance with the corrective actions submitted.
Based on the explanation above, Non-conformity is not yet closed.
Verification 7 May 2019.
The company shows evidence of improvements in the form of:
Ajamu:
Minutes of the Socialization of Internal Communication Procedures & Employee Complaints Handling on February 27, 2019 which was attended by 13 participants.
Minutes of the Socialization of Job description understanding which conducted communication and consultation on February 26, 2019 to 7 participants.
Document of Duties and Responsibilities of PIC / Officer responsible for Consultation & Communication with stakeholders on 25 February 2019.
Evaluation of PIC / Officer responsible for consultation and communication with stakeholders on March 19, 2019.
Evidence of responses and realization of requests for assistance (CSR) in the form of photos, receipts, attendance etc. for the construction of mosques and school assistance.
However, the company has not yet demonstrated "Double checks by the Secretary and Assistant of General HR to ensure all communications and consultations have been responded to before 3 months" in accordance with the corrective action submitted.
In addition, has the response to the request for assistance been noted in the communication logbook? Considering the evidence of improvement submitted earlier, namely the External Communication Recap Logbook Document has not loaded / recorded the letter along with its response.
Based on the explanation above, it was concluded that Non-conformity is not yet closed.
Verification 18 and 28 June 2019
The management unit shows the External Communication Recap Form (Double Inspection by the Secretary and Assistant of General HR). Direct explanation from management is required when major verification regarding the mechanism "Double checks by the Secretary and Assistant of General Human Resources to ensure all communications and consultations have been responded to before 3 months' and whether the response to the request for assistance above has been recorded in the communication logbook.
Major verification 7 August 2019
Based on interviews and document review with secretaries and general HR assistants, it can be concluded that the two personnel have been able to explain the double check mechanism for all communications and consultations that were responded to before 3 months. And the incoming application letter has been recorded entirely in the communication log book. Based on the description, then this Non-conformity is closed. The effectiveness of corrections and corrective actions will be seen in the next audit
Verified by : M. Rinaldi
SPO – 4006a.7 Page 96 Prepared by Mutuagung Lestari for Ajamu POM – PT. Perkebunan Nusantara IV
NCR No. : 2018.20 Issued by : Rizliani Aprianita
Date Issued : 07 September 2018
Time Limit : Surveillance-01
NC Grade : Minor Date of Closing :
Standard Ref. &
Requirement
: 6.5.3
Growers and millers shall provide adequate housing, water supplies, medical, educational and welfare amenities to national standards or above, where such public facilities are unavailable or inaccessible.
Evidence observed (filled by auditor):
The results of visits to housing in Afdeling 2 Ajamu Estate and Afdeling 1 and 2 Meranti Paham are known to have poorly maintained drainage and damaged homes, for example on the ceiling, floors, walls and toilets in the daycare.
Furthermore, the company shows a letter of application from the Ajamu Estate workers for home repairs in 2016 and a letter requesting repairs to the landfill and the house of the Meranti Paham Estate on August 4, 2018. In addition, the management of the Meranti Paham Estate unit shows a record of budget in 2019 home improvement plans for Afdeling 1 and daycare Afdeling 2. And based on interviews with workers, it was conveyed that complaints if there was damage had been conveyed to the unit, but due to the length of realization of repairs so that the workers themselves repaired the damage themselves.
Non-Conformance Description (filled by auditor):
Based on the explanation above, there is not enough evidence that the company has attempted to provide adequate housing, referring to complaints submitted by workers.
Root Cause Analysis (filled by organization audited):
Drainage that are poorly maintained
• Lack of care for employees about environmental cleanliness
• There is no routine schedule for maintaining cleanliness of the housing environment
• No official has been appointed to monitor the cleanliness of the housing environment The house is in a damaged condition and the company's efforts to provide adequate housing
Home improvement plans are still in the procurement process
Lack of understanding of PIC related to handling complaints, especially complaints about workers' welfare facilities
Correction (filled by organization audited):
SPO – 4006a.7 Page 97 Prepared by Mutuagung Lestari for Ajamu POM – PT. Perkebunan Nusantara IV
‐ Improving the drainage/sanitation of the residential environment
‐ Shows the progress of repairing damaged house employees
‐ Hold mutual cooperation cleaning the housing environment
‐ Provide understanding to general HR Assistants regarding complaints handling mechanisms, with a maximum response time of 3 months and the person in charge of the follow-up to complaints, namely the Estate Manager Corrective Action (filled by organization audited):
‐ Make a routine schedule for maintaining environmental hygiene of the company
‐ Determine the officer responsible for monitoring the cleanliness of the housing environment
‐ Monitoring the condition of cleanliness of the housing environment
‐ Disseminating Internal SPO Komunikasi Internal dan Penanganan Keluhan Karyawan
- Respond in writing to all internal communications, even though the company does not/cannot yet fulfill requests from employees
Assessor Evaluation and Conclusion (filled by auditor):
Verification 13 February 2019