WFTO Guarantee System Handbook Profile for existing members April 13
11.1Tools for the Guarantee System
11.1.1 aMembership Profile (for existing members)
Introduction
This profile needs to be updated by members every two years when doing their Self Assessment. It consists of two sections:
1) Details of your organization and business.
2) Additional data needed for recognition of other systems, risk analysis and marketing.
Please look through your previous Profile[1] and make any changes relevant in the last 2 years.
Then send it in with your Self Assessment Report to the Guarantee System manager: .
The Profile must be completed in English or Spanish.
Please note that members need to send their Annual Accounts and Annual Report every year.
Additional complementary documents may be requested to provide specific evidence.
Make sure you send only complete forms.
Section 1
Please fill in all the parts that apply to you and indicate ‘not applicable’ where they do not apply.
Tip: Within tables you can use the TAB key to quickly jump from field to field. All text fields will expand automatically if you need more space.
1.Contact Details[2]
Name of organization as stated in your constitutionAcronym
WFTO registration no.
Address
Postal Code
Country
Telephone Number
E-mail address, general
Website
Name of General Manager, Director or CEO
E-mail address of General Manager, Director or CEO
Name & job title of WFTO contact person
E-mail address
Skype ID of contact person (if available):
Person responsible for Guarantee System process
E-mail address
2Your Organization
2.1What is the legal status of your organization? Please mark all that apply:
Co-operative or co-operative unionPrivate company
Non-governmental organization
Government agency / company
Not for profit organization:
Institution (e.g. university, research facility)
Association
Foundation
Community based group
No legal status yet
Other (please describe):
Please explain if there are certain reasons behind your choice of a particular legal status:
2.2Which of the following activities apply to your organization (mark all that apply):
Core activities / Other activitiesExport
Import
Domestic/local market
Wholesale/distribution
Retail
Mail order
Production / processing
Business support services / training
Microcredit / finance
Educational programmes
Capacity building programs; producer assistance programs
Advocacy and Campaigns relating to Fair Trade
Promotion of Fair Trade and its principles
Consultancy
Coordination of a network
Communications / Press and PR
Other activities (please specify):
2.3Please mark the box that describes your organization best:
A primary producer organization (co-op, community group, small enterprise or family workshop)A second level producer organization (eg. cooperative union)
An intermediary, marketing or export organization
A Fair Trade import organization
A Fair Trade support organization
A Fair Trade Network
Other (if so, please describe):
2.4Describe the governance and operational structure of your organization and briefly comment on the way you are organized:
Please insert your organization chart or send it in attachment.
2.5Please give a brief history of your organization(or send an attachment):
Year of foundationReasons for its foundation
Brief history
2.6What are your current commercial objectives?
2.7What are your current social objectives?
2.8Is your organization linked to a support organization (foundation, NGO or development organization)? X No Yes (if you ticked YES, please give brief details in the table below)
Name of the organizationLegal status (foundation, association, NGO, etc.)
Are you legally separated from this organization? / Yes
No
Mission of the organization
Please explain briefly the current relationship between the foundation or developing organization and your organization
Projects or activities that your organization and support organization are working on together
2.9Are you a member of, or registered with any of the following (please indicate):
Specify: / Since:Other Fair Trade certification systems such as FLO, IMO Fair for Life, Bio-Equitable (Ecocert) etc.
WFTO country network or other Fair Trade networks (please specify):
Other regional or national networks (please specify those you consider to be most important to you):
2.10Which organizations (Fair Trade Organizations, Fair Trade buyers/suppliers[3], support organizations, NGOs, etc.) do you have a special relationship with?
Organization / Kind of organization (NGO, FTO) / Since when? / Type of cooperation (trading, producer support, product development, special agreements etc.)[EH1][Ms2]
3. People who work in and with YOUR organization
3.1In the case of cooperatives, associations, networks and membership organizations:
What are the conditions to become a member?What rights do members have?
What responsibilities do members that are part of your organization have?
3.2Please tell us about the number of people your organization employs
permanently (e. g. staff people, workers):
Number of men:Number of women:
3.3Please indicate their responsibilities within your organization and indicate number of personel (male / female)for each of the following areas (add rows if needed):
Working areas / responsibilities / Male employees / Female employees[EH3]Production / Processing/ Packing
Design / Product development
Quality control
Administration
Management
Finance / Accounts
Marketing / sales
Producer support
Advocacy / campaigning
Other (please specify):
Board/Management Committee members
3.4 Does your organization employ casual / seasonal labourers?
Yes No
If yes, please state how many casual / seasonal workers you employed during the last year (approximately):
Number of menNumber of women
What are the main tasks of these casual / seasonal labourers? What is
the average duration of their working contract?
3.5For primary producer organizations only:
Please indicate the number of producer members (individual people) in your organization:
Number of men:Number of women:
Please give a short description of your members (include social & economic situation, information about cultural and ethnic background, family situation, etc.).
ForSouthern marketing/exportorganizationsonly(questions 3.6 – 3.8):
3.6Please indicate the number of producer groups/suppliers you work with on a regular basis:
Please give details of the producer groupsor suppliers for export that you work with (e.g. workshops, family groups, co-operatives, groups of farmers, food processing groups, etc.) – see table below:
Name & typeof group, e.g. family, coop, workshop. / Approx. no malemembers/workers/ producers / Approx. no femalemembers/ workers/ producers / Locationof groups/ workshops / Type of groupe.g. small producers, ethnic minorities, refugees, differently abled, widows, etc (specify and add approx % of each) / Product/syou buy from supplier / Approx volume you buy (based on last years’ turnover)3.7What percentage in your producer groups work from home/on their own farm?
Name of producer or group / Total number in group / Place of work / % working at home/farm / Number working at home /farm3.8Do your producer groups or suppliers employ seasonal / casuallabour?
Yes No
If yes and you have access to this information, please state how many casual / seasonal workers your producers groups/ suppliers employed during the last financial year (approximately and on average per group)
Number of men: less than 10 10 – 20 more than 20
Number of women: less than10 10 – 20 more than 20
What are the main tasks of these casual / seasonal labourers?
4. Products
4.1Please give a rough indication of the categories of products you sell.
At the end of this document you will find a detailed list of product lines with space for comments on production, export, wholesale and retail capacity (“List of Product Lines”). Please complete this list.
4.2How do you calculate the selling price of your products? Give an average
breakdown from raw materials through to F.O.B. (exporters) and from purchase to retail (importers) including all related costs:
Description (e.g. labour, raw materials, etc.) / PercentageSelling price / 100%
4.3What is the difference between your purchase price and selling price for your main products:
Product line / Margin%4.4Do you have a policy regarding the sourcing of your ingredients / raw
materials?Yes No
If yes, please specify:
4.5Does your organization have a quality assurance or quality control
system?Yes No
If yes, please describe:
4.6Does your organization have other international quality standards /
certifications (such as ISO, HACCP, other organic certification etc.)?
Yes No
If yes, please specify:
5. Your Business
5.1. What was the gross turnover (marketing and import organizations) / gross income (producer organization, FT network or support organization) and profit or loss of your organization in EUR (€) or USD ($)for the last three financial years[4]?
Year / Turnover exclusive of taxes / Net profit / loss after tax / USD/EUR(please choose)
5.2 How was any profit spent?
For Trading/Marketing Organizations only (questions 5.3 – 5.8)
5.3What is the percentage of your sales volume / gross sales in relation to your turnover?
5.4What percentage of your products are not Fair Trade products[5]?
5.5Please specify your sales channels, distinguishing between Fair Trade buyers and conventional buyers:
Sales channel / Amount of Fair Tradesales (i.e. to WFTOmembers, under FLO, Fair for life, etc.) / Amountof Conventional sales(sales to commercial buyers) / Currency USD/EUR(please choose) / Total percentage(Fair Trade & conventional)
Export
Domestic
Total / 100%
Wholesale
Retail
Mail order
Ecommerce
Other
Total / 100%
5.6Do you have any debts owed to producers/suppliers that are more than 6 months old? Yes No
If yes, please give brief details:
5.7Do you export directly? Yes No
If not, please name your export channel:
5.8Which countries do you currently export to?
For Fair Trade Support Organization or Networks only (questions 5.9 – 5.15)
5.9Please give your income per service during the last year: We send the auditing report enclosed with this form
Type of serv ice / Funded by Donors / Paid by client / Amount and currency USD/EUR(please choose)
Business Management Consultancy to Fair Trade producers
Financial services to Fair Trade Producers
Capacity Building to Fair Trade Producers
Other services:
Please specify what “other” means: Community and development projects
Total:
5.10What percentage of your support goes to Fair Trade organizations?
5.11What other kinds of organization do you support?
5.12In which countries are your target groups/partners/clients located?
5.13If you are a Support Organization, what criteria do you use to identify which groups/organizations/people will benefit from your support services?
5.14How many organizations or groups have benefited from your Fair Trade Support services over the last year:
5.15Roughly how many disadvantaged individuals have benefitted:
Section 2
6.Recognition of other systems
WFTO may recognise your certification by another FT system and their audit report may wholly or partially replace your WFTO audit.
6.1Do you produce or sell products with a particular Fair Trade certification label (FLO, IMO Fair for Life, EcoCert, etc.)?
YesNoNot applicable
If YES, please explain below what you are certified for and who the certifying body is[6]:
When does this certification expire?
6.2Do you produce or sell products with an organic label?
Yes No Not applicable
If YES, please explain below what you are certified for and who the certifying body is:
We want to develop some project in organic and FLO in 2014 but we do not have feedbacks yet.
7.Risk Analysis data
All members are subject to a risk analysis, which will determine the level of monitoring required - see Ch 7 Overview in the Guarantee System Handbook.
7.1For an export organization, how many producer groups do you buy from?
7.2For an import organization, how many suppliers of FT products do you buy from?:
WFTO or verified by other Fair Trade scheme[7] / Non Fair Trade verified7.3What percentage of your suppliers are intermediary organizations (ie not primary producers)? %
7.4What percentage of these intermediaries are not verified under any FT scheme? %
7.5Describe the internal control system you have in place to check non verified suppliers.
7.6 How many product lines (main categories) do you have? 1 – 10
11 – 20
21 – 30
More than 30
7.7What percentage of your primary products (in terms of value) come from non FT verified sources (either WFTO or other FT scheme)? %
7.8What percentage of your products do you intend to use the WFTO Product Label on? %
8.Additional data for impact and marketing
8.1Does your organization use volunteers?
Yes x No
If you answered YES, please state (approximately) how many volunteers worked for you at the busiest time in the last financial year:
Number of menNumber of women
8.2What are the tasks of these volunteers?
8.3What are the benefits you offer them?
8.4If you are a retailer or have retail outlets (import or national), please fill in the table below:
Number of Stores / Total sales volume of all stores (exclusive of taxes) / USD/EUR(please choose)
LIST OF PRODUCT LINES
Please fill in the product list below to answer the following questions:
Box “Product lines”
What are the main product lines you buy or sell? Please tick all product categories that apply.
Box “Comments”
Use the spaces provided for “Comments”, to give extra details of the products you supply or buy in that product line. There is no limit to the number of products you enter. The extra information you enter in the comments box makes it possible for our database to run specific searches and provides an excellent quality of data.
Box “Export”:
Which product-lines do you export? Tick the categories that apply.
Box “Approximate Capacity”:
What is your approximate buying/production capacity per productline?
Product-lines / Comments / Export / Approx. capacity1. FOOD
1.1. Beverages/ to drink
/ coffee
(any type of beans or processed coffee, like coffee drink or concentrate, instant, decaffeinated etc) /
/ tea
e.g. leaves, bags, type, decaffeinated /
/ cocoa drinks
e.g. instant hot chocolate, chocolate milk /
/ juice, syrup, concentrate
e.g. concentrated orange juice, lemon cordial /
/ alcohol
e.g. white wine, red wine
1.2. Cooking ingredients /raw material
/ honey
e.g. pollen honey, dark honey, packaged /
/ cocoa
basic components used to make a processed or cooked product, e.g. type and quality of bean /
/ sugar
e.g. type and packaging
/ cereals / grains
e.g. raw oats, grains /
/ rice
e.g. white, brown, type, weight, packaging /
/ pulses
e.g. lentils, beans, type of packaging /
/ pastas
e.g. spaghetti, tagliatelli, type of packaging /
/ spices, herbs
e.g. cumin, paprika, basil, type of packaging /
/ oil, vinegar
e.g. olive oil, white wine vinegar /
/ specialities
any basic cooking ingredient not covered by other categories /
1.3. Snack products
/ bakery items
European style snacks / breakfast snacks, e.g. biscuits, cakes, type of packaging /
/ various sauces or spreads
e.g. peanut butter, jam
/ chocolate
e.g. type, weight , packaging /
/ other confectionary and candy
e.g. candy or sweets (not chocolate) /
/ snack bars
e.g. muesli bars, type of packaging
/ nuts
e.g. cashew nuts, peanuts, shelled, type of packaging /
/ dried and fresh fruit
e.g. banana chips, raisins, .type of packaging /
/ processed breakfast cereals
e.g. muesli, cornflakes, type of packaging /
1.4. Other food
/ other food
any processed product not covered by the other food categories /
2. NON FOOD
2.1. Toiletries
/ cosmetics & personal hygiene
e.g. sponges, loofahs, bath oils /
/ perfumes, incense and essential oils
e.g. perfume, incense /
2.2. Fashion
/ jewellery
e.g. bracelets, necklaces and earrings /
/ clothes
e.g. tops, skirts, jackets
/ personal accessories
e.g. handbags and hair-bands
2.3. Household
/ baskets
e.g. coir and wicker baskets /
/ furniture
e.g. chairs, tables /
/ crockery and glassware
e.g. plates, mugs and glasses /
/ art or decorative items for the home
items for the home, e.g. hangings, paintings, ornaments /
/ stationery and office material
e.g. cards, paper, handmade paper, in-box /
/ other household accessories
any not covered by previous categories
/ kitchen textiles
e.g. towels, aprons, tablecloths
/ bedroom textiles
e.g. pillows, bedding, matching bedroom curtains
/ other textiles for the home
e.g. rugs, curtains
2.4. Leisure and play
/ toys
e.g. any toys for children, stuffed or wooden /
/ family games
e.g. board games
/ music instruments
e.g. pipes, harps, drums /
/ sport items
e.g. footballs, balls, skipping ropes /
2.5. Other
/ other non food
any other non-food products that have not been covered by previous categories
3. OTHER
3.1. Communication products
/ campaign material
e.g. any promotion material for specific campaigns
3.2. other
/ other promotional material
e.g. any other promotional products that do not fit into the "campaign material" categories /
Date of completion of this form: September 15
Name of person completing this form: Nguyen Bao Thoa
Function of person completing this form: Director
I understand that once my organization becomes a member of WFTO, the information provided in this form is shared with other WFTO members (through the WFTO members-only website, among other possible means).
Signature:
Thank you for completing this form!
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[1]All existing members will initially have to fill in this document fully as the new system is introduced.
[2]It is your responsibility to inform WFTO of any changes in contact details between Self Assessment dates.
[3]Fill in questiton 3.6 to give details of suppliers and producer groups you work with.
[4]Please use the last day of your last financial year to calculate the currency convertion rate using e.g
[5]i.e. a product which is not part of your Fair Trade range but which you source from other suppliers to broaden your range of products. Please note the supplier’s practices need to be ethically sound, and you may not use the WFTO Product Label on these products.
[6]You will need to send copies of certificates and audit reports with your Profile if you wish the auditing from this to be recognised to substitute or partially sibstitute your WFTO Monitoring audit.
[7]Please see GS Handbook Ch 6.3.2 for list of recognised FT schemes.
[EH1]Please expand.
[Ms2]
[EH3]Please make sure numbers match to the above total.