DP-01

NCT Forestry Co-operative Limited

Technical Services Department

Document Number: DP-01

Revision 8
Author:
Technical Services Division Manager / Approved

This document is valid as a hard-copy for 24 hours from date and time of printing. Page 6 of 5

2005/04/21

03:06 PM

DP-01

NCT Forestry Co-operative Limited

1. Purpose and Scope

The Forestry Technical Services Department offers a variety of technical services to internal and external customers. Internal customers being NCT staff and external customers being NCT members and organisations that NCT interacts with. The Department is divided into four programmes which include:

·  Mapping/GIS

·  Technology Transfer

·  Certification

·  Tree Improvement

2. Responsibility for Implementation

Technical Services Department Manager (TSDM)

Technical Foresters (TF)

Mapping Co-ordinator (MC)

Mapping Technician (MT)

African Environmental Services (AES)

3.  References

SP 02 – Enquiry and Order Processing

SP 04 – Service Management

SP 09 – Continual Improvement

Forestry Technology Services Department, Strategic Planning Document, 2004

4. Processes

/
Respons.
4.1 FSC Group Certification /
4.1.1 FSC Certification Procedure /
4.1.1.1 / ·  Member to phone NCT. / Member
4.1.1.2 / ·  Set a date for a contact visit. / TF
4.1.1.3 / ·  Training – provide the following to the member:
o  Commitment Agreement
o  Application form
o  Check Forester report details
o  Training
o  Decide on whether the member qualifies for the main or SLIMF certification group
o  Report with recommendations / TF/AES
4.1.1.4 / ·  Grower submits application form and commitment agreement. / Member
4.1.1.5 / ·  Set an audit date. / AES
4.1.1.6 / ·  Audit
o  R11/ha of plantations or
o  A minimum fee of R2200 (maximum fee of R11 000) for the main certified group.
o  A minimum fee of R1000 for the SLIMF certified group.
o  CAR report
o  Member to respond to CAR report – indicating close-out details. / AES
4.1.1.7 / ·  Notification to NCT TF of successful application. / AES
4.1.1.8 / ·  Notify successful applicant in writing that they have been accepted into the certification scheme. / TF
4.1.1.9 / ·  Notify IT and Member Services of new applicants’ details. / TF
4.1.1.10 / ·  Annual surveillance audit. (At a cost of R2200 for the first 500ha thereafter R4/ha for the main group. SLIMFs are charged R1000 for the first 500ha). / SGS
4.1.2 FSC Chain of Custody Procedure
4.1.2.1 / Marketing Timber Through NCT
·  On placing monthly request provide information on the farm name and certification status. / Member
·  Provide the compartment number and species to be felled. / Member
4.1.2.2 / Marketing Timber Directly to a Processor
·  Advise the TF, in writing, of the following:
compartment number to be felled, species, area, mill to be supplied, product type and estimated product volume/tonnage emanating from the compartment. / Member
4.1.3 FSC Administration Process
·  Invoicing for the Management System (R500 for main group and R200 for SLIMF group, excl. VAT). / FSD
·  Invoicing for certification fees. / FSD
·  Co-ordination of annual surveillance audit for Main Group. / AES
·  Co-ordination of annual surveillance audit for SLIMF Group. / TF
·  Annual policy meeting to inform members of changes to the system. / TF
·  Compile “Certified” newsletter on a regular basis. / TF
·  Hold quarterly certification meetings – agenda and minutes. / TF
·  Maintain certified members’ files on the y-drive. / TF
·  Complete order request prior to payments being made to SGS. / TF
4.1.4 Surveillance Audits - Main Group
·  Set and confirm audit date with member. / AES
·  Conduct audit. / AES
·  Complete audit report and send a copy to the member. / AES
·  Submit a copy of the audit report together with the invoice for the work done, to NCT. / AES
·  Invoice sent to Finance Department and the audit report is filed in the member’s FSC folder. / TF
·  Send letter to members who have been issued with Major CARs and remind them of the re-audit (a date 3 months after the surveillance date). / TF
·  Member re-audited to close-out Major CARs. / AES
·  Minor CARs are checked and signed off at the next surveillance audit. / AES
4.1.5 Surveillance Audits – SLIMF Group
·  Compile audit schedule and notify member of audit date two months prior to farm visit. / TF
·  Confirm audit date with member. / TF
·  Print copy of members FSC folder and implement audit. / TF
·  Complete CAR forms on the farm and get the member to sign the form. / TF
·  File copies of CAR forms in the member’s folder. / TF
·  CAR procedures as per SLIMF Management System. / TF
4.1.6 Suspension from Certification Group
·  Any Member who is issued with two Major CAR's or ten minor CAR's, within a one year period, will automatically be suspended from the Group. / TF/AES
·  Member re-audited (at own cost) to close out CARs. / TF/AES
·  Member re-instated on successful close-out of CARs. / TF
4.2 ISO Certification
-  Implement, maintain and continually improve the ISO 9001/2000 certified Quality Management System. /
TF
-  Promote awareness and provide training to NCT employees regarding ISO requirements. / TF
-  Report to senior management on performance of the ISO system. / TF
-  Remain informed on ISO Quality Management System trends and changes. / TF
-  Regular Management meetings – minutes and agenda. / TF
-  Complete order request prior to payments being made to TUV. / TF
4.3 Forestry Mapping
4.3.1 Mapping
·  Provide a mapping service to members which includes mapping and maintaining NCT members plantation data. / MC
·  Liase with other organisations regarding mapping, flying, photography and GPS work. / MC
·  Manage production of maps for members. / MC
·  Resolve mapping disputes or mapping related queries that may arise. / MC
·  Maintain records of all aerial photography and mapping work using CD Rom discs and Excel spread sheets. / MC
4.3.2 GIS
·  Implement and maintain a GIS data base system which consists of current member plantation data. / MC
·  Liase with SAWGU with respect to joint mapping and farm information or data. / MC
·  Develop and produce GIS and ACCESS reports as requested. / MC
4.4 / Technology Transfer
4.4.1 Research
·  Maintain contact with research institutions that are funded directly or indirectly by NCT. Records of agenda and minutes of meetings are to be kept. / TSDM
·  Synthesise relevant information and ensure that it is transferred to NCT members through publications, field days and direct extension. / TSDM
·  Influence research direction by representation on steering committees, informal communication and direct encouragement. / TSDM
4.4.2 Field Days
·  Organise annual Field days in the regions of NCT services. / TSDM/TF
·  Liase with land-owners hosting field days and arrange speakers. / TSDM/TF
·  Host field days and maintain records of programmes and attendance registers. / TSDM/TF
4.4.3 Extension
·  Provide a general extension service to all NCT members. / TF
·  Offer specialist services at an hourly rate. / TSDM/TF
4.5 / Tree Improvement
4.5.1 Liaison with Service Providers
·  Hold bi-annual meetings with CSIR and private nurseries to discuss progress in the NCT Clonal programme. Minutes of meetings to be recorded. / TSDM
·  Representation on the ICFR Steering Committee for breeding research. Minutes of meetings to be recorded. / TSDM
4.5.2 Research
·  Manage research trials initiated by NCT. Records of trial data to be kept. / TSDM
·  Report on results emanating from trials. / TSDM
4.5.3 Deployment of Genetic Material / TSDM
·  Co-ordinate the deployment of superior genetic material through the Nursery Working Group. This group will meet annually and record of these meetings will be kept. / TSDM
·  Distribute seed from NCT and ICFR Seed Orchards. / TSDM
4.6 / General
4.6.1 Monthly Routine
·  Monthly expenditure and vehicle returns to be submitted to department manager by the end of the first week of each month. / TDSM/TF
·  Monthly Reports to be submitted to the department manager by the 25th of each month. / ALL
·  A minimum of 6 Department meetings to be held annually. / All
·  Records of agenda and minutes to be maintained. / TSDS
4.6.2 Budgets and Expenditure
·  Comprehensive budgets for programmes to be completed by February of each year. Unbudgeted expenditure to be authorised through the department manager. / ALL
·  Entertainment expense returns must include the names of persons being entertained. / ALL
4.6.3 Conferences
·  A written motivation (including costs) to be submitted to department manager prior to registration of attendance to the conference. / ALL
·  After attending a conference a written report summarising important information gathered to be submitted to the department manager. / ALL
4.6.4 Leave
·  Leave forms for greater than 3 days leave to be submitted at least 2 weeks in advance. / ALL
·  Leave to be planned so as not to clash with important events. / All

5. Attachments

Documents of External Origin

6. Records

N/A

This document is valid as a hard-copy for 24 hours from date and time of printing. Page 6 of 5

2005/04/21

03:06 PM