DỰ ÁN TÔM SINH THÁI CAMIMEX - NGỌC HIỂN CAMIMEX - … ORGANIC SHRIMP PROJECT.pdf · DỰ...

DỰ ÁN TÔM SINH THÁI CAMIMEX - NGỌC HIỂN

CAMIMEX - NGOC HIEN ORGANIC PROJECT

HỆ THỐNG KIỂM SOÁT NỘI BỘ - INTERNAL CONTROL SYSTEM (ICS)

ICS Manual – Version 06 August, 2012 of 79





This document has been prepared by Camimex with the support of

Qualiservice.

The use of the document is strictly limited to the Camimex’s organic

shrimp project.

All information in the present document is the property of Camimex and

cannot be copied or supplied to a third party without Camimex’s

acceptance.





TABLE OF CONTENTS

1. PRESENTATION OF CAMIMEX – NGOC HIEN ORGANIC SHRIMP PROJECT ..................... 6

2. The ICS Manual ........................................................................................................................................ 8

2.1. Description of ICS Manual .............................................................................................................. 8

2.2. Approval of ICS Manual .................................................................................................................. 8

2.3. Distribution and use of ICS Manual ............................................................................................... 8

2.4. Procedures for updating the ICS Manual ...................................................................................... 8

3. PROJECT DESCRIPTION ..................................................................................................................... 9

3.1. Supplying area of raw material (Ngoc Hien Forestry Enterprise) ............................................... 9

3.2. Mangrove management .................................................................................................................. 10

3.3. Production system ........................................................................................................................... 10

3.4. Overview of organic shrimp farming system ............................................................................... 11

3.5. Larvae supply chain ........................................................................................................................ 11

3.5.1. Current system ........................................................................................................................ 11

3.5.2. Plan of hatchery conversion ................................................................................................... 12

3.6. Overview of harvesting, buying and processing........................................................................... 12

3.6.1. Harvest system ........................................................................................................................ 12

3.6.2. Process of buying organic shrimps ........................................................................................ 13

Buying organic shrimps from the farms through the middlemen .............................................. 13

Buying organic shrimps from the farms not through the middlemen ....................................... 14

Especially those farmers who are also middlemen must follow the following regulation: ...... 14

3.6.3. Middlemen system .................................................................................................................. 14

3.6.4. Collecting Station .................................................................................................................... 15

3.6.5. Product flow control ............................................................................................................... 15

3.6.6. Processing products ................................................................................................................ 17

3.6.7. Payment system ....................................................................................................................... 24

3.7. Overview of ICS system on documentation, forms and templates ............................................. 24

3.7.1. Minutes of Approving ICS Manual ....................................................................................... 24

3.7.2. Confirmation of Receiving ICS Manual ............................................................................... 25

3.7.3. Diary (Green Book)................................................................................................................. 25

3.7.4. Application to be organic middleman ................................................................................... 25

3.7.5. Contract of middleman and ICS ........................................................................................... 25

3.7.6. List of Approved Middlemen ................................................................................................. 25

3.7.7. Farmer receipt of bonus payment ......................................................................................... 26

3.7.8. Middleman receipt of bonus payment................................................................................... 26

3.7.9. Report of inspection on middlemen....................................................................................... 26

3.7.10. Report of Inspection on Collecting Station ........................................................................... 27

3.7.11. Remarks of extension officer.................................................................................................. 27

3.7.12. Report of inspection on Hatchery .......................................................................................... 27

3.7.13. Basic questionaire for shrimp farmer ................................................................................... 28

3.7.14. Contract of Farmer and Camimex – Ngoc Hien Organic Shrimp Project ........................ 28

3.7.15. Report of farm inspection ...................................................................................................... 28

3.7.16. Violation Reports .................................................................................................................... 29

3.7.17. List of Approved Farmers ...................................................................................................... 30





3.7.18. List of Violating Farmers ....................................................................................................... 30

3.7.19. List of Sanctioned Farmers .................................................................................................... 31

3.7.20. Guarantee to Prevent Conflict of Interest ............................................................................ 31

3.7.21. Form A ..................................................................................................................................... 31

3.7.22. Form B ..................................................................................................................................... 31

3.7.23. Form C ..................................................................................................................................... 32

3.7.24. Complaint Form ...................................................................................................................... 32

3.7.25. Report on Complaint Solving ................................................................................................ 32

3.7.26. Comment Form ....................................................................................................................... 32

3.7.27. Certificate of attending training sessions .............................................................................. 32

3.7.28. Updated List of Approved Farmers Used for Buying Shrimp ........................................... 33

3.7.29. Farm Map ................................................................................................................................ 33

3.7.30. Map of Farming Area ............................................................................................................. 33

3.7.31. Report of Inspection According to Alert Data ..................................................................... 33

3.7.32. Notice to Farmers Who Are Not Approved as Organic Farmers .......................................... 33

3.7.33. Labor Contract with ICS Staff .............................................................................................. 34

3.7.34. Guarantee to plant more forest ............................................................................................. 34

3.7.35. Leaflet....................................................................................................................................... 34

3.7.36. Biểu ghi chép sản lượng nông hộ. .......................................... Error! Bookmark not defined.

3.7.37. Biểu theo dõi sản lượng thương lái. ....................................... Error! Bookmark not defined.

3.7.38. Báo cáo thanh tra nông hộ vi phạm. ..................................... Error! Bookmark not defined.

3.7.39. Danh sách thông tin cơ bản nông hộ. .................................... Error! Bookmark not defined.

3.7.40. Danh sách thương lái chứng nhận dùng cho thu mua. ........ Error! Bookmark not defined. 4. ORGANIC STANDARD ........................................................................................................................ 35

4.1. Selective Organic Standard ............................................................................................................ 35

4.2. Technical Guideline ........................................................................................................................ 36

4.2.1. Internal Organic Standard..................................................................................................... 36

4.2.2. Regulations for Middlemen .................................................................................................... 36

4.2.3. Regulations for Hatchery ....................................................................................................... 36

4.2.4. Regulations for ICS Staff ....................................................................................................... 37

4.2.5. Regulations for Collecting Station ......................................................................................... 37

4.2.6. Regulations on Transportation of Organic Products .......................................................... 37

4.2.7. Non-conformities ..................................................................................................................... 37

4.3. Approval of Technical Guideline ................................................................................................... 38

5. Organization and ICS Personnel ........................................................................................................... 38

5.1. Organizational Chart...................................................................................................................... 39

5.2. Organic Approval Committee ....................................................................................................... 41

5.3. ICS Coordinators. ........................................................................................................................... 41

5.3.1. Trợ lý Điều phối viên phụ trách thực địa. ............................................................................ 41

5.3.2. Office and Factory Coordinator ............................................................................................ 41

5.4. Internal inspector ............................................................................................................................ 42

5.5. Extension officer (technical consultant) ........................................................................................ 43

5.6. ICS Office Staff (Data Collector)................................................................................................... 43

5.7. Table of Task Allocation ................................................................................................................ 45

6. FARM CONTROL AND APPROVAL ................................................................................................ 49

6.1. Registration of new farmers ........................................................................................................... 49

6.2. ............................................................................... Error! Bookmark not defined. 6.3. Internal inspection .......................................................................................................................... 50

■ Quy trình đo vẽ bản đồ vuông nuôi: .................................................................................................. 51





■ Quy trình cập nhật bản đồ vuông nuôi: ............................................ Error! Bookmark not defined. 6.4. Yield estimation . ............................................................................................................................. 52

6.4.1. Ước tính sản lượng điển hình vùng. .......................................................................................... 52

6.4.2. Phương pháp ước tính sản lượng. ............................................................................................. 52

6.5. Internal Approval Procedures ....................................................................................................... 53

6.6. Risk Assessment .............................................................................................................................. 54

6.7. Sampling Protocol ........................................................................................................................... 55

6.8. Sanction Process .............................................................................................................................. 55

6.9. Traceability System ........................................................................................................................ 56

6.10. Control of Product Flow ............................................................................................................. 56

6.10.1. Data Keeping and Analysing.................................................................................................. 56

6.10.2. – .................................................... 58

6.11. Handling of complaints............................................................................................................... 59

6.12. Comments .................................................................................................................................... 60

7. Annual Training ...................................................................................................................................... 60

7.1. Training for ICS Staff .................................................................................................................... 60

7.2. Training for Farmers and Middlemen .......................................................................................... 61

7.3. Training for factory staff and workers ......................................................................................... 61

7.4. Results of training in 2011 .............................................................................................................. 62

7.5. Training Plan for 2013 of Qualiservice ......................................................................................... 63

8. GENERAL ACTION PLAN FOR 2012 ............................................................................................... 65

8.1. Plan of giving technical consultance to farmers ........................................................................... 65

8.2. Plan of control the product flow .................................................................................................... 66

8.3. Plan of farm training in 2013 ......................................................................................................... 68

8.4. Plan of internal inspection in 2013 ................................................................................................ 68

8.5. Plan for personnel in 2013 .............................................................................................................. 70

8.6. Kế hoạch thanh tra trại giông 2013 ............................................................................................... 70

8.7. ..................................................................................................... 71

8.8. trên tôm ..................................................................... 72

8.9. Plan of training middlemen and staff of collecting station ......................................................... 73

8.10. Kế hoạch thanh tra thương lái và trạm thu mua 2012 ............................................................ 74

8.11. Plan of training part-time staff .................................................................................................. 75

8.12. Plan of updating ICS Manual .................................................................................................... 75

8.13. .................................................................................. 76

8.14. Plan of checking / monitoring operations of ICS staff............................................................. 77

8.15. Plan of re-inspection on violating farmers................................................................................ 78

8.16. Overview of working plan .......................................................... Error! Bookmark not defined.

8.17. Deadline to finish main activities in 2013 ................................. Error! Bookmark not defined.





CONTENTS

1. PRESENTATION OF CAMIMEX – NGOC HIEN ORGANIC SHRIMP PROJECT

Nowadays people in the world are more and more interested in sustainable shrimp farming

because it is environmental friendly and aims to protect consumers' health. Knowing this importance

Camimex decided to join the organic shrimp project in 2000.

Camimex – Ngoc Hien organic shrimp project was formed thanks to the great support of

VASEP (Vietnam Association of Seafood Exporters and Producers) and financial assistance of the

Swiss Embassy in Vietnam and SIPPO, the Swiss Import Promotion Program. The work started with

a global survey and some samples were taken to the Switzerland for testing shrimps and farm

environmental conditions. The organic shrimp farming techniques and standards were introduced to

farmers and Camimex have taken charge of the management, collecting and processing of the

organic shrimps. All production and processing conditions are subject to inspection before

certification is issued.

Of the raw materials of the Organic Shrimp Projec of Camimex - Ngoc Hien was raised in the farm organization under the Ngoc Hien Forestry Company, Nam Can District, Ca Mau Province, with a total area of 23.123 hectares, of which area of pond accounted for 31,9%; percentage of cover forest over 51%, the rate of floodland area is 12,6% and the remaining 5.1% isn’t forested land area. Camimex is the first shrimp production units in Vietnam and has been certified for processing and exporting of organic shrimp. Evaluation and certification organizations of organic shrimp for Camimex – Ngoc Hien which is Institute for Marketecology (IMO) in Switzerland according to three international organic standards (Regulation of EU organic (EC), Naturland standard, Bio Suisse standard)

The most important point to select a production area for organic shrimp farms is the

mangrove forest coverage, which must be minimum 40% of the total area of each farm.

Our Ca Mau province of Vietnam has a vast area of wetland forest (mangrove forest) which

has been protected and developed. This is the optimal habitat for many aquatic species, such as fish,

shrimps, crabs, mollusk, etc. Scientific reports show that there is high protein content in mangrove

leaves. The leaves fallen from these trees into the ponds are effective food for many species. The

mangrove trees give shadow to the shrimp ponds in the dry season, helping maintaining of the pond

salinity that affects the growth and living of shrimps.

Basing on this condition we have formed a pattern in which the shrimp farming is combined

with forest planting. The tidal system has formed the abundant fauna and flora comprising various

fishery species, birds, amphibians, plankton, algae, etc. All these and the mangrove trees form a





good source of food for the shrimps. Thus, the project is a zero input system shrimp raising do not

rely on external feeding. The mangroves also act as a buffer to protect the area from storms. The

shrimp farming is combined with wet land forest protection, which is also protecting the fauna that

live under the forest trees. But the forest also brings organic matters to the shrimp farms, bring the

feed to the shrimps and help protect the soil from degrading.

Concerning the environmental protection all waste from the living activities are collected and

burned, waste littering is not allowed. The shrimp farmers are encouraged to grow trees on the land

to create green coverage, avoid erosion, avoiding alum running into the shrimp ponds from the

dykes. The pond improvement activities including digging and discharging the bottom mud to the

outside canals and rivers are strictly controlled.

Only the post larvae from hatchery (not from the wild), which are inspected and found

diseases-free, can be put into the ponds. We maintain the variety of species in the shrimp ponds in

order to maintain the natural living conditions for the shrimps. The post larvae are put into the

shrimp ponds continuously with the density of 3 - 5 pieces / m2 so we can have shrimp supply all

year round.

There's a strong system of documentation from hatchery to the processing plant. For example:

The shrimp farmers record what is done at their farms as: the introduction time of PL in the pond,

the quantity and quality of the PL.

The procurement and processing of the shrimps are managed by Camimex. We have an

organic shrimp collecting station located right in the area of Ngoc Hien Forestry Enterprise. After

being delivered to this station, the raw shrimps are preserved properly during the transportation to

our factory which is certified by Naturland. In our facility, the organic shrimps are processed in a

separate processing line where neither chemicals nor additives are used. Due to better handling, the

organic shrimps have better taste and appearance compared to regular shrimps and can enjoy higher

price. We are able to supply different organic products: Black Tiger, White and Pink shrimps; crab,

fishes, etc.

With regard to the social aspect the labourer employment at Camimex’s factory for

processing organic shrimps and at organic shrimp farms of Ngoc Hien Forestry Enterprise meets the

requirements on the social responsibity as regulated by the Labor Law of Vietnam and Naturland

standards, namely :

- To respect the human rights of employees

- Not to use forced labour

- To allow the employees to join legal associations and have access to trade unions

- To provide equal treatment and opportunities to all employees.

- Not to use child labour

- To care for the health, safety of the employees

- To have contract / agreement with the employees

Our markets for organic shrimps are now Switzerland, Germany, other EU countries and

Canada. At present many big importers of fishery products are interested in organic shrimps. Every

year we receive a lot of guests from seafood importing companies from EU, US and Japan that come

to visit and learn about organic shrimp products.





2. The ICS Manual

2.1. Description of ICS Manual

An ICS Manual is a compilation of all procedures that are used to run a group certification project.

The ICS Manual of Camimex project is composed of 3 parts:

Part I: PROCEDURES AND DESCRIPTION OF THE PROJECT: Presentation of procedures for

doing all the work of the project and general description of Camimex – Ngoc Hien Organic Shrimp Project

Part II: FORMS AND TEMPLATES: Forms and templates used in the project (eg. A Form, B Form,

AFL , etc.)

Part III: ANNEXES: All supporting documents that are used in the project (eg. Technical Guideline,

Minutes of Approval Committee, etc.).

The ICS manual has been made by the ICS staff with support of Qualiservice Company, in order to

make transparent all necessary action undertake by the project to ensure the organic quality of the project.

2.2. Approval of ICS Manual

ICS Manual is approved by the Approval Committee. After editing, updating all procedures and forms, ICS Coordinator will submit ICS Manual to Approval Committee of the project. Approval Committee reviewed the ICS Manual thoroughly and will make adjustments if it is necessary. After editing is completed, the Approval Committee will approve a new version of ICS manual and has effective after 15 days, ICS Manual is issued and allocated to the relevant employees. Minutes of the meeting of approval shall be signed by all participants. Records are described in Section 3.7.1 of ICS Manual. The approval is done on an annual basis, and every time, ICS Manual need to modify or update the content in the manual.

2.3. Distribution and use of ICS Manual

The distribution of the manual is ensured by the ICS. All members involved in the project will receive the latest version of ICS Manual when it is needed and ICS staff are always ready to explain all the necessary steps to help people get the best understanding about project

As soon as relevant actors received the ICS manual, they will sign a document as confirmation of

reception. Such reception confirmation is presented in Item 3.7.2. of ICS Manual, Version 05, August, 2011

(hereinafter called “this Manual” or “this ICS Manual”.

2.4. Procedures for updating the ICS Manual

The ICS manual shall reflect the reality of the ICS functions and current requirements of the

certification standard. The ICS manual needs to be reviewed on a regular basis and updated when necessary

but at least once a year before the beginning of the new certification. If the project has any important

changes then ICS Manual will be reviewed and updated.

The following points detailed the process of updating our ICS manual:

- Basing on the 5rd

version of ICS Manual dated August, 2011.





- Basing on the actual work done during the management of the project, the points arisen and changes

taken place in ICS system as well as in Vietnam laws (eg, the management and protection of forest) in order

to cope with the current demand of the actual operations.

- ICS field coordinator and office coordinator collects supplemental points and add to the suitable

category in ICS manual. Also, they will add the newly developed or updated forms and templates to the

current ones.

- The team that’s responsible to compile the ICS manual is composed of: ICS office coordinator, ICS

field coordinator, assistant to field coordinator with the assistance of Qualiservice consultant. The responsible

people review the current ICS manual from the beginning to the end to point out which points need to be

revised, supplemented or removed and make the changes accordingly. After submitting the lastes version to

Approval Committee to approve

- Approval Committee (the Project Management, as described above) will review the new version as

described in Part 2.1.

- After having approval of Approval Committee, the lastest version will have effective within 1

year.

- Within 15 days after being approved, the new version is issued and becomes effective for

application.

■ The records, forms are not frequently changed and updated during the year:

- The ordinal number of the first version was calculated from the record or the form is completed and

put into using.

- Continue to be the next version number when the records or forms are changed and updated

For example: "Remark of the field staff" version dated Jan. 01, 2011;

On Jan., 2012, if it is updated again, it will be version dated Jan. 02, 2012

■ The records, forms are frequently changed and updated during the year:

- Forming version likes the type of record, the form in Part I;

- But the ordinal number of versions are calculated according to the number of update of records,

the forms of the year.

For example:

"List of certificates used for purchasing 2011" is the first updated version 01 01 2011;

"List of certificates used for purchasing 2011" is the second updated version 02 09 2011;

"List of certificates used for purchasing 2012" is the first updated version 01 01 2012;

"List of certificates used for purchasing 2012" is the second updated version 02 09 20

3. PROJECT DESCRIPTION

3.1. Supplying area of raw material (Ngoc Hien Forestry Enterprise)

The raw material for Camimex Ngoc Hien Organic Shrimp Project is from the organic shrimp farms

of Ngoc Hien Forestry Enterprise in Ngoc Hien and Nam Can districts of Ca Mau Province, Vietnam. The

project is in a vast natural area with total 23,151 ha and 4,099 shrimp farms. The farming are is about 50-60

km away from Camimex’s processing factory (333 Cao Thang St., Ward 8, Ca Mau City, Ca Mau Province.)

In this farming area, 10 hatcheries are operating producing a total of 500 millions PL’s per year.

Organic Project is included 730 farmers which have been approved for 2012-2013.

Total natural area: : 3,682.69ha





Total area of shrimp ponds: : 3,339.4 ha

Total area of forest: 1,653.32 ha

Estimated annual yield:

Black Tiger: 714,701 kg/year

Pink: 560,552 kg/year

White: 291,177 kg/year

A general Map that positions each organic farm, big and smaller canals, roads and villages is made

and present in the ICS office.

3.2. Mangrove management

In Ngoc Hien farms, the enterprise management and the government state that the farms must have

60% of forest coverage, basing on Decree 186/2006/QĐ - TTg that’s available in Annex 2, Part III of ICS

manual version 6.

This document permits applying the ratio : 60% for forest, 40% for aquaculture or agriculture.

However, in reality only very few farms can reach 60% forest. Therefore, Ngoc Hien Forestry

Enterprise proposed a plan for re-planting forest on the shrimp farms during the period 2011 – 2015 basing

on Decree No. 2128/QĐ-UBND of Ca Mau Province on “Approval of The project on Protecting, restoration

and development of coastal wetland area of Ca Mau Province during the period 2011 – 2015” that is

available in Annex 3, Part III of ICS Manual version 6.

In order to maximize the number of approved farmes, the project, in collaboration with Ngoc Hien

Forestry Enterprise hereby propose to consider cases which have forest coverage of 35%. Those farms which

currently have forest coverage from 35% to less than 40% must write a Guarantee to plant more forest in the

next crop to meet the internal standard of 40%, the Guarantee is to be presented in Item 3.7.34 of this ICS

Manual. 1 copy of this Guarantee is kept at ICS office and 1 is kept at the relating farm. After the new crop

starts, ICS will inspect these farms, any farm that still doesn’t meet the forest coverage of min. 40% will be

rejected by ICS.

3.3. Production system

The species produced are Black Tiger shrimp (origin: hatchery + natural larvae from sea with tide),

white shrimp (origin: natural larvae from sea with tide) and pink shrimp (origin: natural larvae from sea with

tide). Milk fish and mangrove crab are also farmed..

Shrimp are farmed in a zero input system. Industrial feed, health treatment, and water treatment

products have never been used in this area. The growth of shrimp relies on the availability of organic matter

that initially comes from mangrove leaves that fell in the water. When leaves fall, they are broken up into

pieces by crabs and decompose in the process of decomposition; leaf particles are coated by bacteria and

become detritus which are highly nutritious food for many organisms.





Picture 1: Food chain in the wet land forest eco – system

3.4. Overview of organic shrimp farming system

The farming system is based on the riches of the natural ecosystem of the area.

Farms are organized with canal system: canals have been dug mechanically in 1980s in forest area to

allow shrimp and fish cultivation. This area is under the influence of the half-day tide. Tide amplitude can

reach 2.5 to 3 meters that favorite high renewal of water in ponds.

Average shrimp pond area represents approximatively 4 to 5 ha on which around 50% is covered by

mangrove forest. The average yield is approximatively 550 – 600 kg/ha of water surface/year.

In addition to aquaculture ponds, farmers usually have small garden where they grow vegetable.

Some fruit trees are often present on the farm also. Each farmer involved in the project is working with a

farm dairy called Green Book which is presented in Item 3.7.3 of this Manual.

3.5. Larvae supply chain

3.5.1. Current system

The PL’s (post-larvae) are coming from backyard hatcheries located in project. Farmers buy and

introduce PLs every month in order to be able to harvest shrimp all year round. The density in the pond is

around 3 - 5 PL’s per m2.

It is required by the Technical guideline (Item 4.2) that, when they buy PL’s, approved farmers must

collect and keep the quarantine certificate copy from hatcheries in order to prove the quality of the PL’s.

Quarantine certificate example is given in Annex 4, Part III of ICS Manual version 6.

Quarantine certificates is provided by fisheries management office. Each hatchery operates in the

areas of the Ngoc Hien Forestry Company which must have the value quarantine certificate for each lot (PL)

that they produced.

Food chain in the wet land forest eco – system

Mangrove leaves: Source

of feed supply

Bacteria Detritus: Feed for shrimp, fish and crab

Fishery products : Food for

human being





In addition, each farmer must keep PL invoice from hatchery to prove the quantity of PL’s introduced

in the shrimp pond.

For each introduction of PL’s, farmer must write in his Green Book the date and quantity of PL’s

introduced.

3.5.2. Plan of hatchery conversion Currently Camimex has built the organic PL’s hatchery since 2011. And plan of production until

2017 as following:

- On Dec., 2012, our hatchery will produce and supply 14 millions of organic PL’s for Ngoc Hien

Forestry. This standard will meet 6,7% of total quantities for demand of organic shrimp hatcheries.


Forestry. This standard will meet 30% of total quantities for demand of organic shrimp farmers


Forestry. This standard will meet 60% of total quantities for demand of organic shrimp farmers.


Forestry. This standard will meet 77% of total quantities for demand of organic shrimp farmers.


Forestry. This standard will meet 100% of total quantities for demand of organic shrimp farmers

Besides, Camimex has plan to open areas of operation for organic PL’s hatchery and we we will build

more 1 – 2 hatcheries to ensure of demand for organic shrimp farmers in Ngoc Hien Forestry.

On 2013 we have plan to have 10% of total breeders will not be cut eyes in our production line

3.6. Overview of harvesting, buying and processing

3.6.1. Harvest system

Shrimps are harvested thanks to the tidal system. After 3 to 4 months into the pond, shrimp that are

sexually mature want to go in deep sea to reproduce. In order to limit the energy consumption, those shrimp

take advantage of water streams caused by tide. Farmers understand the reproductive behaviors of shrimps and are using it to harvest the fruit of their

pond. Every full and new moon, tides are the highest. Sexually mature shrimps will try to reach deep sea.

Farmers will open pond to the tide and will put a net to collect all shrimp that will go out of the pond. Such

practice is often done during the night or early morning.

The following Picture 2 summarizes shrimp behavior.





Picture 2: Life cycle of Black Tiger shrimp

After collecting shrimps, organic farmers put shrimps in sterofoam boxes with ice (ratio of

ice:shrimp:water is 1:1:1/3). These boxes are cleaned and stored separately from other coontainers.

3.6.2. Process of buying organic shrimps

Buying organic shrimps from the farms through the middlemen

At harvest time all middlemen (whose names are in the approved list) use their means of

transportation (boats) to move around to the organic shrimp farms within the project’s farming area

that have registered to sell to that middleman.

Shrimps are bought in the morning. The middlemen shall take along with them all the

neceaasry tools and follow the buying procedures applied for organic middlemen.

After arriving at each farm, the middleman shall do the following steps:

Step 1: Confirming the organic shrimp farm

Step 2: Present the Price List to the shrimp farmers

Step 3: Taking shrimps out for grading, sizing and counting

Step 4: Washing shrimps with clean water and let them drained

Step 5: Weighing shrimps and filling out Forms A and B

Step 6: Middleman and farmer both sign on Form A

Step 7: Middleman pays the farmer

Then the middleman take those shrimps to their boas. The shrimps are stored separately

according to grades in the prepared steorofoam boxes with the letters ORG on their lids. After that





the middleman shall move to the next farms. When the procurement is done, the middleman shall

take the shrimps to the collecting station.

Buying organic shrimps from the farms not through the middlemen

After harvesting the farmers take their shrimps directly to the collecting station for selling. The

staff at the collecting station buy the shrimps and filling the forms the same way as the middlemen

do when they are buying shrimps at the farms (please refer to the buying steps of middleman).

After the shrimps are bought, they are stored in the prepared steorofoam boxes at the collecting

station.

Especially those farmers who are also middlemen must follow the following

regulation:

In order for the to assure transparency of the organic product flow and avoid the conflict of

interest during the process of buying organic shrimps by the middlemen, it is regulated by ICS that if

a middleman owns an organic shrimp farm then that middleman shall take their shrimps to sell

directly to the collecting sattion, the process of buying and form filling is the same with that applied

to the normal organic farmers. This regulation has been in force since Jan. 1, 2011.

3.6.3. Middlemen system

Middlemen collect shrimps all around Ngoc Hien farms. (39 middlemen are approved to buy organic

shrimps). A middleman that wants to join the project has to fill in an appliction form that will be controlled

by the ICS field coordinator. Template of this document is presented in Item 3.7.4 of this ICS Manual. All

middlemen have been trained and approved by the project. Each middleman has a contract with the ICS that

mentions rights and duties of each party. Template of the contract is presented in Item 3.7.5 of this ICS

Manual. After signing contracts with middlemen, ICS makes a list of approved middlemen and submit it to

the Approval Committe. This list is described in Item 3.7.6 of this ICS Manual.

To collect shrimps, middlemen use boats and styrofoam boxes with the letters “ORG” on the lid.

They carry ice and balance in order to handle the high quality product.

As being regulated for post-harvest handling the middlemen are obliged to apply the ratio of

ice:shrimp:water to be 1:1:1/3 when preserving their shrimps in the “ORG” marked boxes.

While middlemen are in a farm, they weigh shrimps, preliminarily grade them, fill in Form A with the

quantities bought, have the farmer sign on the form and make payment of the product before taking it to the

boat and going to the next farm.

The preliminary grading is done according to a number of pieces per kilogram. Then in factory a

second grading is done according to number of pieces per pound.

Example of preliminary grading:

- 20 pcs/kg

- 30 pcs/kg

- 40 pcs/kg

- … 75/90 pcs/kg

Example of second grading (in processing factory)

- 4/6 pcs/lb





- 6/8 pcs/lb

- 8/12 pcs/lb

- … 31/40 pcs/lb

At the end of the trip middlemen bring shrimps to Camimex collecting station.

Specific documentations are used along the handling chain of the shrimps. The documents are

detailed in Item 6.9 of this Manual.

3.6.4. Collecting Station

The collecting station only receive organic shrimp material. When middlemen come to the station to

deliver shrimps, Camimex’s staff apply the procedures to purchase the products.

- The collecting staff check the middleman’s code with the code mentioned in the Approved

Middlemen List. Then he will check the documentation (traceability form) to be sure that only shrimps

coming from organic approved farms are brought into the organic production chain.

- Collecting station staff will then collect all traceability documents and will give them to ICS staff

for data analysis. As soon as all shrimps are collected, the full quantity is brought to Camimex factory for

immediate processing. During transporation the shrimps remain in boxes with “ORG” written on the lid with

the ratio of ice:shrimp:water to be 1:1:1/3.

3.6.5. Product flow control

In Camimex – Ngoc Hien Organic Shrimp Project, the certified shrimp farms are located in the

project’s farming area. The shrimps from there are collected by approved middlemen. Middlemen then

deliver the shrimps to Camimex’s collecting station that’s located in the center of the shrimp farming area.

After that the collected shrimps are transported to Factory No. 2 of Camimex for processing as shown on

Picture 3.

Picture 3: Product flow (from farm to exporter)

TT mua bán

Warehouse Processor

Exporter

Raising and harvesting

shrimps

Selling products Transportation and storage Processing

Sales Contract

Must be under supervision of the ICS





3.6.6. Processing products

Layout of processing factory (Factory 2)





Brief introduction about Camimex

Established in 1977, Camau Frozen Seafood Processing Import-Export Corporation (CAMIMEX) has

unceasingly expanded and developed to one of the leaders in processing and exporting.

Every year Camimex processes and exports over 10,000 tones of aqua products to worldwide markets at a

value of more than 100 million US dollars. The three modern factories of Camimex are well-equipped with

state-of-art processing equipment imported from E.U, Japan and U.S.A. The 2,500 skillful factory workers have

been supported by the company to attend training courses in Vietnam and in other countries regularly.

One of Camimex’s advantages is being naturally favored thanks to its location in an area abundant in raw

fishery products – the center of main shrimp supply of Vietnam (Ca Mau has more than 200,000 shimp farms

and ponds). Every year the area of organic shrimp farming supply about 700 tons of processing factory.

Quality management procedures according to GMP, SSOP, HACCP and BRC, BAP and Naturland

standards have been implemented and constantly improved at its processing plants enabling Camimex to make

food products with the highest possible level of hygiene and freshness to supply its customers in many countries.

Camimex always does its best to meet customers’ requirements on product quality, quantity and delivery

conditions.

The principle of Camimex is to maintain the stable and long-term relationship with its domestic and

foreign customers in the field of fishery product supply for mutual development.

Currently Camimex process and export the following organic shrimp products:

- Black Tiger/ White/ Pink Shrimp, Cooked (Steamed/Blanched), Peeled, Deveined, Tail-on, IQF

- Black Tiger/ White/ Pink Shrimp, Raw, Headless, Shell-on, IQF

- Black Tiger/ White/ Pink Shrimp, Raw, Head-on, Shell-on, Semi-IQF

- Black Tiger/ White/ Pink Shrimp, Raw, Peeled, Deveined, IQF

- Black Tiger/ White/ Pink Shrimp, Skewer, Cooked, Peeled, Deveined, IQF

- Black Tiger/ White/ Pink Shrimp, Skewer, Raw, Peeled, Deveined, IQF

- Black Tiger/ White/ Pink Shrimp, Fan Shaped, Skewer made from 3 halved raw, Head less, Shell on, Pull

deveined, IQF

Processing Flow Charts:





PROCESSING FLOW CHART Name of product: IQF Cooked PTO Organinc Shrimp

PROCESSING FLOW CHART Name of product: IQF Raw HLSO Organinc Black Tiger

Shrimp

SƠ ĐỒ QUI TRÌNH CÔNG NGHỆ TÔM HLSO TƯƠI ĐÔNG IQF

Raw material receiving

First washing

Icing

Pre-processing

Second washing

Size grading

Third washing

Weighing, Size checking

PTO peeling, removing

foreign matters

Sizing, PTO size

checking

Fourth

washing

Cooking, Cooling

Fifth washing

IQF

Glazing

Post Freezing

Weighing, bag packing

Metal Detecting

Carton packing

Cold storage

Shipping

Raw material

receiving

First washing

Icing

Pre-processing

Second washing

Size grading

Third washing

Weighing, Size

checking

Fourth

washing

IQF

Glazing

Post freezing


Metal detecting

Carton packing

Cold storage

Shipping

TIẾP NHẬN NGUYÊN

LIỆU

RỬA 1

BẢO QUẢN NGUYÊN

LIỆU

SƠ CHẾ HLSO

RỬA 2

PHÂN CỠ

RỬA 3

CÂN, KIỂM CỠ

RỬA 4

ĐÔNG IQF

MẠ BĂNG

TÁI ĐÔNG

CÂN, BAO GÓI

DÒ KIM LOẠI

ĐÓNG GÓI

BẢO QUẢN





XUẤT HÀNG

PROCESSING FLOW CHART Name of product: IQF Raw PD Organic Black

Tiger Shrimp

PROCESSING FLOW CHART Name of product: IQF Blanched PD Skewered

Organic Shrimp


First washing

Icing

Pre-processing

Second washing

Sizing grading

Third washing

Weighing, sizing

checking

PD peeling, removing

foreign matters

Sizing, size checking

Fourth washing

IQF

Glazing

Post freezing


Metal detecting

Carton packing

Cold storage

Shipping


First washing

Icing

Pre-processing

Second washing

Sizing grading

Third washing

Weighing, sizing checking

PD peeling, removing foreign matters


Fourth washing

Blanched, cooling

Weighing

Skewered

Fifth washing

IQF

Glazing

Post freezing


Metal detecting

Carton packing

Cold storage

Shipping





PROCESSING FLOW CHART

Name of product: IQF Blanched PD Skewered Organic Shrimp


First washing

Icing

Pre-processing

Second washing

Size grading

Third washing

Weighing, size checking

PD peeling, removing foreign

matters


Fourth washing

Weighing

Skewering

Fifth washing

IQF

Glazing

Post freezing


Metal detecting

Carton packing

Cold storage

Shipping





PROCESSING FLOW CHART

Name of product: IQF Blanched PD Skewered Organic Shrimp Raw material receiving

First washing

Icing

Pre-processing

Second washing

Size grading

Third washing

Weighing, size checking

PD peeling, removing foreign

matters


Fourth washing

Weighing

Skewering

Fifth washing

IQF

Glazing

Post freezing


Metal detecting

Carton packing

Cold storage

Shipping





PROCESSING FLOW CHART IQF RAW HLSO FAN SHAPED SKEWER ORGANIC SHRIMP

Raw Material receiving

(CCP1)

↓

First washing

↓

Pre-processing (HLSO)

Second Washing

↓

Sizing & Grading

↓

3rd

Washing

↓

Weighing, Size checking

↓

Fan shaped Cutting

↓

4th Washing

↓

Weighing

↓

Skewering

↓

Tray laying, Vacuuming

↓

IQF Freezing

↓

Bag packing

↓

Metal Detecting (CCP2)

↓

Carton Packing

↓

Cold Storage





3.6.7. Payment system

The payment for certified organic farms is done two times, as follows:

- First payment: The farmers are paid through the middlemen right after the orgnic shrimps are sold.

The value of products are based on the Price List to be issued 1 – 2 days before each harvest and the

price on this list is made by Camimex’s management basing on the current market price. The Price List

is stamped and signed by Camimex’s management. An example of Price List is shown at Annex 7 , Part

III of ICS Manual – Version 06.

- Second payment: After 1 – 2 months the second payment or bonus payment is paid directly to the

farmers by the project. The bonus is calculated according to the project regulation and based on the total

quantity of organic shrimps having sold by each farmer.

When going to the farms for buying shrimps middlemen must take with them a photocopy of the list with

an original stamp on each page. During the transaction middleman will pay according to the price list. The

middleman must show the official price list to farmer in order to make the transaction. Farmers might refuse to

sell their shrimp to middleman without seeing the stamped price list.

Second payment is done during a group meeting. Each middleman gathers farmers they have collected

raw shrimps from. ICS field coordinator with responsible person from payment department at Camimex and a

representative of Ngoc Hien Forestry Co. go together to meet the groups of farmers and make payment. By this

way all farmers are present together that ensure transparency of the payment.

Farmers have to sign a receipt when they receive this second payment and mention their code. Farmers have

to prove identify by bringing their ID card and their Green Book. Such receipt is available in Item 3.7.7. of this

ICS Manual.

The payment for middleman is done immediately while they deliver to the collecting station. Collecting

station staff records the payment on buying list that mention name and code of middleman but also quantity of

delivery and total price. This list is named Form B and is present in Item 3.7.22 of this ICS Manual.

Payment to middleman is done basing on the official price list from Camimex. During bonus payment

meeting with farmers, middleman also get their premium payment. Middlemen also sign bonus payment

confirmation sheet. A sample of this receipt is shown in Item 3.7.8 of this ICS Manual.

3.7. Overview of ICS system on documentation, forms and templates

3.7.1. Minutes of Approving ICS Manual

Minutes of approving ICS manual has version, date of ICS manual, ICS books submitted by the office

coordinator and field coordinator to the Approval Committee. The minutes has the ordinal numbers, name, role

and signature approval of the members of the Approval Committee. The version approved ICS Manual

according to model 1, Part II of ICS Manual, version 06, and is shown in Appendix 1, Section III of the ICS

Manual, version 06.





3.7.2. Confirmation of Receiving ICS Manual

In this confirmation the version no. and the date of the ICS Manual is mentioned. And there’s a table to

mark the orninal no., name, position in the system and signature of the people who receive the Manual..

This confirmation form is available in Template 2, Part II of ICS Manual version ‘ The confirmation

records are kept at ICS Office.

3.7.3. Diary (Green Book)

Diary (Green Book) is used by each organic shrimp farmer and the farmer must record all the necessary

information in the diary.

The diary bears Camimex’s logo, it details the full name of the farmers, his code, address, introduction of

the project, diagram of the current farm conditions, aquaculture activities, farm improving activities, forestry

activities, agriculture activities, status of bonus receiving, farm visiting activities, other special activities,

Overview of Project and signature of the Management of Camimex – Ngoc Hien Organic Shrimp Project.

Aquaculture activites are stocking and harvesting activities.

Farm improving activities are activities of pond improvement, pond gate repairs and other works relating to

farm.

Forestry activities are activities related to forest such as harvest, thinning, reforestration, etc.

Agriculture activities are activities related to agriculture such as cultivation or husbandry.

The Diary (Green Book) is Template 3, Part II of ICS Manual version 6. Green Book is kept at each farm.

3.7.4. Application to be organic middleman

The form of application to be organic middleman is the form middlemen to fill in to register to join the

organic shrimp project, in this form it’s mentioned the date, full name, homeland, permanent address, ID No.,

education level, regulations to be followed when joining the organic shrimp project and signature of middlemen.

This application is Template 4, Part II of ICS Manual version 6. The middlemen application records are

kept in ICS Office.

3.7.5. Contract of middleman and ICS

On the contract of middleman and ICS it’s mentioned date, representative of Party A (i.e. middleman)

undertaking to follow all the terms, representative of Party B (ICS) undertaking to follow general terms and

conditions, contract term, signatures of Party A (middleman) and Party B (ICS).

Contract of middleman and ICS is Template 5, Part II of ICS Manual version 6. This record is kept in

middleman file at ICS Office.

3.7.6. List of Approved Middlemen

This is the list of middlemen which ICS has approved and suggested to IMO for final approval. In the list

it’s mentioned ordinal number, full name, address and code of middlemen.

The code is formed from the initial of name or family name of the middleman, it includes 1 or 2 letters in

capital.

Example : Middleman Truong Van Thai has code : TH





Middleman Ta Van Tien has code : T

This list is based on Template 6: “List of Approved Middlemen” in Part II of ICS Manual version 6 and is

shown at Annex 6, Part III of ICS Manual version 6.

3.7.7. Farmer receipt of bonus payment

Farmer receipt of bonus payment is used by the farmers when they receive bonus from selling their organic

shrimps.

In this receipt it’s mentioned full name, code, payment amount for the period from …(date)… to …(date),

date of payment, the staff who effects the payment, total payment amount, total quantity of Black Tiger, White

& Pink shrimps, signatures of the farmer and the paying staff.

The farmer receipt of bonus payment is in Form 7, Part II of ICS Manual version 6. This record is kept at

ICS Office and at each farm.

3.7.8. Middleman receipt of bonus payment

Middleman receipt of bnus payment is used by middlemen when they receive bnus from supplying organic

shrimps.

In this receipt it’s mentioned full name, code, payment amount for the period from …(date)… to …(date),

date of payment, the staff who effects the payment, total payment amount, total quantity of Black Tiger, White

& Pink shrimps, signatures of the middleman and the paying staff.

The middleman receipt of bonus payment is in Form 8, Part II of ICS Manual version 6. This record is kept

at ICS Office and at each middleman’s.

3.7.9. Report of inspection on middlemen

Report of inspection on middlemen in the framework of control the product flow Form of report of inspection on middlemen is used to supervise the compliance of organic middlemen. In

this form it’s mentioned the date, name of middleman, address, code, inspection contents, inspector’s remarks,

signatures of middleman and inspector.

“Inspection contents” is where to mention whether the middleman complies the regulations set for them:

boxes that contain organic shrimps have “ORG” on the lids, Form A and B are filled at the farm, containers and

tools are cleaned, shrimps are bought at price on the list published by the collecting station, etc.

The form of supervising the quantities recorded by middlemen is used to mention the quantities recorded at

the farm for comparison with the quantities recorded by middleman.

In this supervising form it’s mentioned the name, code, date, orninal number, name of farmers, code,

quantity of Black Tiger (kgs/pcs), White (kgs/pcs) and Pink shrimps (kgs/pcs), % of each size / count of each

shrimp specie, signatures of middleman and data collector.

Report of inspection on middleman and Form of supervising the quantities recorded by middlemen are

Templates 10 and 11 available in Part II of ICS Manual version 6. This record is kept in the Middlemen file at

ICS Office.

Report of annual inspection on middlemen





The report of annual inspection on middlemen is done to monitor the middlemen’s compliance to

regulations on organic middlemen to have the base for approving or not approving them for the coming

year. This report has the date of inspection, full name of middleman, his address, code no., major

contents, remarks of inspectors, signatures of middleman and inspectors,inspector’s proposal for

approvals, middleman’s shortcomings, proposal on conditions to be approved, signature of ICS

Director.

Major contents means all the regulated requirements to the middlemen, such as: Availability of

boxes for organic shrimps with the letters ORG on the lids, whether the filling out of Form A and B is

done at the farms, the cleanliness of the tools, their buying price is the same with that on the Price List,

etc.

The Report of Inspection on Middleman is shown as Template 37, Part II, ICS Manual – Version

06. This document is kept in Middlemen File at ICS Office.

3.7.10. Report of Inspection on Collecting Station

The report of inspection onn collecting station is done to assure the compliance of the collecting

station to the organic standard and internal regulations. This report has the date of inspection, full name

of collecting station, its address, code no., major contents, remarks of inspectors, signatures of the

manager of the station and inspectors.

Major contents means all the regulated requirements to the collecting station, such as: Availability

of boxes for organic shrimps with the letters ORG on the lids, whether the filling out of Form A and B

is done at the collecting station, the cleanliness of the tools, their buying price is the same with that on

the Price List, etc.

The Report of Inspection on Collecting Station is shown as Template 39 , Part II, ICS Manual –

Version 06. This document is kept in Middlemen and Collecting Station File at ICS Office.

3.7.11. Remarks of extension officer

This template is for the extension officers to remark the non-conformities with the organic standard and the

points to train / instruct farmers during their farm visits.

This template has the full name of extension officer and the accompanying person, date of visit,

full name of farm owner or manager, farm code, address, consulting duration, consuting contents,

proposed measures, signatures of the farm owner or manager, signature of extension manager. This is Template 12, Part II of ICS Manual version 06. This record is kept in Farmer File at ICS Office.

3.7.12. Report of inspection on Hatchery

The report of inspection on hatchery is done to monitor the hygienic conditions of the hatcheries in

the area of the organic shrimp project. This report has date, name of the hatchery, address, major

contents, remarks of inspector, signatures of hatchery owner and inspector.





Major contens mean all the regulated requirenets on the hatchery, such as: Business Registration,

Certificate on compliance of production conditions, surrounding environment, waste water treatment

system, tools and equipments at the facility, whether each lot of PL’s sold is accompanied with

Quarantine Certificate issued by the relevant authority.

At least once a year ICS comes to each hatchery to do the inspection. The Report of Inspection on

Hatchery is shown as Template 40, Part II, ICS Manual – Version 06. This document is kept in the

Hatchery File at ICS Office.

3.7.13. Basic questionaire for shrimp farmer

The basic questionaire for shrimp farmer is used to get information from the farmers that newly join the

organic shrimp project.

In this template it’s mentioned : name of fram owner, address, registration no., plot no., quarter, size of

farm, activities beside shrimp farming, management of waste at the farm, pond management, crops and products,

harvest, document keeping, remarks of extension officer, registration to join organic shrimp project and

verification of information, date, signature of farmer and extension officer.

The basic Questionaire for farmers is in Template 13, Part II of ICS Manual version 06. This record is kept

in Farmer File at ICS Office.

3.7.14. Contract of Farmer and Camimex – Ngoc Hien Organic Shrimp Project

Contract of Farmer and Camimex – Ngoc Hien Organic Shrimp Project includes the information: date,

representative of Party A (Camimex-Ngoc Hien Organic Shrimp Project), representative of Party B (farmer),

rights and responsibilities of each parties, contract term, signatures of each party.

This contract is Template 14, Part II of ICS Manual version 06. This record is kept in Farmer File at ICS

Office.

3.7.15. Report of farm inspection

Template for report of farm inspection is used for inspecting the organic farmers, checking the farmer’s

compliance to the set standard. The farm inspection is done at least once a year.

In this template it’s mentioned the information on activities, details of inspection, organic shrimp

production, other production, farm documents, organic, harvest and selling, special remarks, farmer’s

confirmation, proposal for approval, diagram of the current farm conditions.

“Information on activities” is where to mention address, person responsible to manage the farm; code;

standards under which the farm do the production; size of operation, such as total area, pond area, etc.; activies

beside shrimp farming, changes since last inspection, etc.

“Inspection details” is where to mention the date of inspection, name of inspector, inspected points, latest

consultants, etc.

“Organic shrimp production” is where to mention the stocking activities, applying fertilizer, feeding, pond

improvement, measures taken to manage the shrimp health.

“Other production” is where to mention agriculture activities, applying fertilizer, husbandry, feeding,

measures taken to manage the health of raised animals.





“Farm documents” is where to mention farm map, diary (Green Book), evaluation the knowledge of the

organic shrimp farmer.

“Organic” is where to metion reforestration, forest age, forest harvest, plan of re-forestration, waste

management of the farm.

“Harvest and selling” is where to mention the keeping of records on product harvest and selling, the

quantity harvested per each high tide and each quarter, estimated farm yield / year, post-harvest procedures,

shrimp icing, documents and information of sale of wood/timber.

“Special remarks” is where to mention whether the farmer receives assistance from ICS, is satisfactory,

receives organic bunus in full amount and in timely manner.

“Farmer’s confirmation” is where the farmer confirms to follow organic standards and accept sanctions

applied in case of violations, confirms the exactness of all the supplied information with farmer’s and inspector’s

signatures.

“Proposal for Approval” is where the inspector bases on the status of farmer’s compliance to organic

standard to propose whether the farmer is approved for the following year.

The report of farm inspection is shown in Template 15, Part II of ICS Manual version 06. This record is

kept in Farmer File at ICS Office.

3.7.16. Violation Reports

Farm

Template for Farm Violation Report is used for inspection in case there are farmer’s violations

against the organic standard.

The report has information, such as: Date, full name of inspector, full name of farmer, code,

address, farmer’s violations, farmer’s opinions, signatures of farmer and inspector.

Farm Violation Report is present as template 16, Part II of ICS Manual – Version 06. This

document is kept in Farmer File at ICS Office.

Middleman

Template for Middleman Violation Report is used for inspection in case there are middleman’s

violations against the organic standard.

The report has information, such as: Date, full name of inspector, full name of middleman, code,

address, middleman’s violations, middleman’s opinions, signatures of middleman and inspector.

Middleman Violation Report is present as template 41, Part II of ICS Manual – Version 06. This

document is kept in Middleman File at ICS Office.

Collecting Station

Template for Report on violations of Collecting Station is used for inspection in case there are

violations of Collecting Station against the organic standard.





The report has information, such as: Date, full name of inspector, full name of the sation manager,

code, address, violations of the station manager, manager’s opinions, signatures of manager and

inspector.

Report on violations of Collecting Station is present as template 38, Part II of ICS Manual –

Version 06. This document is kept in Collecting Station File at ICS Office.

3.7.17. List of Approved Farmers

This is the list of farmers which are inspected and approved by ICS then accepted by IMO for certification.

This list includes information on : ordinal no., name, address, code, sub-code, total natural area, outside pond

area, pond area, mangrove area, other forest area, land area without forest in the pond, dike area without forest,

water surface area, agriculture area, other land useforest percent coverage, date of cutting, date of cutting, forest

% before cutting, approval status, yield estimation, date of inspection, inspector, year of joining.

Code is the farmer ‘s registration no.

The codes applied at 184 are from the plot no. given by Ngoc Hien Forestry Enterprise, the codes applied

at Ngoc Hien is from the no. of quarter and the plot no. given by Ngoc Hien Forestry Enterprise.

Sub-code is applied when more than one farms (divided from 1 bigger farm) having the same plot no. and

quarter no. The sub-code is used for identification of such farms.

Example: One farmer in Ngoc Hien Sub-section has plot no. 120 and belong to Quarter 161 then it’s

registration no. is 161-120.

Area of mangrove forest is the coverage area of mangrove trees.

Area of other forest is area of trees other than mangroves but must be old age trees. For example: Cajuput,

bach dan, water coconut trees, etc.

“Land area without forest” is the available land that can be used to grow forest (e.g., mangrove).

“Dike area” is the area that cannot be used to grow forest and it includes the surrounding area of the pond.

“Agriculture area” is the area on the farm that’s used to grow agricultural plants, such as, corn, beans,

cucumber, etc.

The List of Approved farmers are done according to Template 17, Part II of ICS Manual version 6 and is

shown in Annex 8, Part III of ICS Manual version 6.

3.7.18. List of Violating Farmers

000 – 000 (ABC)

Sub-code

Quarter No.

Plot No.





List of Violating Farmers is made by ICS after inspection to mention the farmers having violations.

This list contains the information: Ordinal no., name, address, registration no. (code), sub-code, non-

conformities, corrective actions, major, minor, time of verification.

List of Violating Farmer List is done according to Form 18, Part II of ICS Manual version 6 and is shown

at Annex 9 Part III of ICS Manual version 6.

3.7.19. List of Sanctioned Farmers

This is the list that shows the names of the sanctioned farmers the farms of which have been inspected by

ICS and are rejected by ICS because of not complying organic standard.

This list contains the information: Ordinal no., name, address, registration no. (code), sub-code, percentage

of forest, date of cutting, area of cutting, percentage of forest before cutting, date of inspection, inspector, reason

for sanction, form of sanction, corrective actions, time for starting corrective actions, time for completing

corrective actions (please refer to Point 3).

List of Sanctioned Farmers is done according to Form 19, Part II of ICS Manual version 6 and is shown in

Annex 10 Part III of ICS Manual version 6.

3.7.20. Guarantee to Prevent Conflict of Interest

This guarantee is the commitment of the ICS to prevent conflict of interest that may arise during the course

of inspection or in other activities of the project.

The gurantee includes information about name, position, contents of guarantee to prevent conflict of

interest, date, signature of ICS staff.

The Guarantee to Prevent Conflict of Interest is according to Form 20, Part II of ICS Manual version 6.

This record is kept in the file of ICS staff at ICS Office.

3.7.21. Form A

Traceability Form A has information about the location of the shrimp supplier, raw shrimp, other raw

material, guarantee.

“Location of the supplier” includes the name and address of the middleman, date and time of supplying,

name of raw shrimp supplier, registration no.

“Raw shrimp” is the quantity of raw shrimp that the middleman has bought in cluding species : Black

Tiger, White, Pink; pieces /kg, total value (in VN dong); condition of raw material.

“Guarantee” is the confirmation of the exactness of product details with the sigantures of farmer (supplier)

and middleman.

Form A is according to Template 21, Part II of ICS Manual version 6. This record is kept at the farms and

processing factory.

3.7.22. Form B

Traceability Form B contains name, location of middleman, date, name of supplier of raw material,

registration no., quantity of shrimps bought (Black Tiger, White and Pink shrimps) in kgs, value (in VND); total

of Black Tiger (kg), total value (VND), total of White (kg), total value (VND), total Pink (kg), total value





(VND), total quantity of Black Tiger (pieces); total boxes of Black Tiger, White and Pink) and confirmation the

exactness of information in Form B by signatures of middleman and the staff of the collecting station.

Form B is according to Template 22, Part II of ICS Manual version 6. This record is kept at the middlmen’s,

the collecting station and the processing factory.

3.7.23. Form C

Traceability Form C contains general information, Black Tiger shrimp, other raw material, gurantee.

“General information” includes the name and address of the collecting station, date, time of sending raw

material, signature of collecting staff; name and address of processing factory, registration no., time of receiving

the raw material, signature as confirmation by the factory staff.

“Black Tiger shrimp” contains information on total number of boxes, status of shrimp transportation,

quantity of shrimps, etc.

“Other raw material” is whether there is any raw material other than Black tiger, white and Pink shrimp

Form C is according to Template 23, Part II of ICS Manual version 6. This record is kept at the

processing factory.

3.7.24. Complaint Form

The Complaint Form can be used by farmers or middlemen when they feel not satisfactory about ICS.

This form contains information on date, reference no., operation (address), code, points to complaint, such

as: payment, control system, middlemen, ICS staff, inspection, extension visit; contents of complaints, signatures

of the one who complains and ICS staff.

This is according to Form 24, Part II of ICS Manual version 6. This record is kept in Complaint File at ICS

Office.

3.7.25. Report on Complaint Solving

This form of Report on Complaint Solving is used to solve the complaints from farmers and middlemen.

This report contains information on date, name of complainer, contents of complaint, corrective actions to

be implemented, signatures of complainer and ICS staff.

This report is shown in Form 25, Part II of ICS Manual version 6. This record is kept at farms and File of

Report of Complaint Solving at ICS Office.

3.7.26. Comment Form

The Comment Form is used for the farmers and middlemen to raise comments to the project to help the

project and its parctice improve.

This form includes information on date, reference no., person who gives comments, operation (address),

points to comment, such as: payment, control system, middlemen, ICS staff, inspection, extension visit; contents

of comments, signatures of the person who comments and ICS staff.

This is shown in Form 26, Part II of ICS Manual version 6. This record is kept in Comment File at ICS

Office.

3.7.27. Certificate of attending training sessions





This certificate is used to issue to the farmers and middlemen that have attended the training courses held

and trained by ICS.

This form includes information on name, position, time of training, signature of ICS coordinator.

This certificate is according to Form 27, Part II of ICS Manual version 6. This record is kept at farms,

middlemen’s and ICS file.

3.7.28. Updated List of Approved Farmers Used for Buying Shrimp

Updated List of Approved Farmers Used for Buying Shrimp from organic farms is the list of farmers that

are approved by ICS and accepted / ceritfied by IMO.

This list contains information on ordinal number, name, code, sub-code, total area, pond area, estimated

yield.

Updated List of Approved Farmers Used for Buying Shrimp is done according to Template 28, Part II of

ICS Manual version 6. This list is shown in Annex 11, Part III of ICS Manual version 6.

3.7.29. Farm Map

Map of shrimp farm has details on canals, current status of forest, land without forest, pond water area, etc.

remarks, name of the staff who updates the map.

“Remarks” are notes marked on the map, for example, on pond area, area of wetland forest, area of other

forest, area of land withourt forest, dike area without forest, area of water surface area, forest percent covered.

A Farm Map is done according to Form 29, Part II of ICS Manual version 6. This record is kept in Farmer

File at ICS Office and is available in farmer’s Green Book.

3.7.30. Map of Farming Area

Map of Ngoc Hien Farming Area with all the farms from Ngoc Hien Forestry Enterprise shows the

information on canals, locations / place names, approved farms marked with green color, unapproved farms

marked with orange color, no. of quarter and number of farm plot (from the source of maps from Ngoc Hien

Forestry Enterprise).

Map of Ngoc Hien Farming Area is Template 30, Part II of ICS Manual version 6. This map is kept at ICS

Office.

3.7.31. Report of Inspection According to Alert Data

Report of Inspection According to Alert Data is used for inspection in case the critical point is reached for

certain farm(s) when the data analysis is done for the control of product flow.

This form contains information on : name of farmer, registration no., address, name of inspector, name of

companions, estimated harvest quantity, acutal harvest quantity (form A), reason for inspection, contents of

inpection, result of inspection, date, signatures of farmer and inspector.

This inspection report is done according to Form 31, Part II of ICS Manual version 6. This record is kept in

File of Spot Inspection and Control the Product Flow at ICS Office.

3.7.32. Notice to Farmers Who Are Not Approved as Organic Farmers





Notice to Farmers Who Are Not Approved as Organic Farmers is used to inform the farmers that their

farms are not approved to be organic farms and what the violations are so they can start the corrective actions

soon.

This form contains name of farmers, plot no., address, reasons why not meet the organic standard, name

of ionspector, date of inspection, time for fulfilling corrective actions and signatures of the leader of ICS

Approval Team.

This notice is done according to Form 32, Part II of ICS Manual version 6. This record is sent to the

relevant farmers that are not approved as organic.

3.7.33. Labor Contract with ICS Staff

Labor Contract with ICS Staff contains date, name of representative of employer and name of employee,

their address, homeland, resident address, ID no., contract terms, signatures of employer and employee.

“Contract Terms” means the terms relating to rights and duties of laborers as regulated by Labor Law.

This contract is done according to Form 33, Phần II of ICS Manual version 6. This record is kept in File of

ICS Staff at ICS Office.

3.7.34. Guarantee to plant more forest

Guarantee to plant more forest is the guarantee made by the farmers, who found not having the

regulated percentage of forest coverage during the internal inspection, to the project on planting more

forest in the next forest planting period to meet the internal organic standard.

The Guarantee has farmer’s full name, registration no., address, current forest percentage, date,

signatures of farmers and ICS staff.

The Guarantee to Plnt More Forest is present as Template 34, Part II of ICS Manual – Version 06.

This document is kept in Farmer File at ICS Office.

3.7.35. Leaflet.

Leaflet is a document composed by ICS for helping all the participants and have better

understanding on basic matters in organic production.

The main contents of this document focus on the organic standards, such as: planting, caring for

and protecting forest, manage the waste from the family living activities. These contents are subject to

updated and changed by ICS in the coming time to assure all the relating participants will have better

knowledge on organic production.

An example of Leaflet is available as Annex 24, Part III of ICS Manual, Version 06. his document

is kept in Farmer File at ICS Office. 3.7.36. Form on tracking of farm’s output.

Form on tracking of farm’s output use for recording the actual output that farmers harvest, in order to

enable ICS system to assess the overall output of all farms

Form’s content is included full name, code, address, date of harvest, output, type of the actual harvest of

farm and the signature of the farmer, collector.





Recording form of farm’s output in template 09, Part II of ICS Manual, version 06. This recording is saved

in the profile of typical output in ICS office.

3.7.37. Form on tracking the output of middleman:

Form’s content is included the name and code of the middleman and real output, the size distribution of the

farmers’s harvest. Besides, there are also reviews of inspectors and collectors of information.

This form is used for ICS to collect information on actual output, the size distribution of a number of

farmers who belong to organic middleman in order to compare recording of Form A, Form B of that

middleman.

Form on tracking the output of middleman is shown in Model 11, Part II of ICS Manual, version 06. This

document is saved as the profile of inspection report on middleman at the ICS office

3.7.38. Report on inspection of violating farmers: Report on inspection of violating farmers in order to re-inspection for farmers who viloated secondary

according to internal organic standards in the previous internal inspection basing on violating report of farmers

aim to assess whether farmers have corrective action for the previous violation.

The contents of the report include the full name, code, address, the non-compliances of the farmers and

their names, results and the opinion of the inspector. There is also the date of inspection, signature of the farmers

and inspectors.

Inspection report of viloalting farmer will follow form 43 Part II, ICS Manual, version 06. Saved in profile

of farmer at ICS office.

3.7.39. List of basic information of farmers:

List of basic information of farmers is a list of new set of new farmers who participate in the

organic shrimp project which ICS staff has conducted consulting and get the basic information to help coordinators approve the farmers who have the ability to shift from conventional shrimp production to organic shrimp production. Content of list contains the following informations: Full name of farmer, address, code, the use of farm land, estimated production, consultants and consultancy on ... List of basic information follow form 42, Part II, ICS ,version 06, this file is saved in Appendix 27 of Part III of the ICS Manual.

3.7.40.List of certified middleman use for purchasing: List of certified middleman use for purchasing. This is list is approved and inspected by ICS system and IMO certified for middleman to buy organic shrimp. The content of list includes full name, code, address, of middleman. List of certified middleman use for purchasing according form 36, Part II, ICS Manual, Version 06. Profile is shown in Appendix 66, Part III, ICS Manual.

4. ORGANIC STANDARD

4.1. Selective Organic Standard

In order to be approved and certified as organic actors, all the members must comply with the specific

organic standard.

Organic Standard is a set of criteria that have to be respected in order to be certified. Camimex – Ngoc

Hien Organic Shrimp Project is a group certification, farmers, middlemen, ICS satff, staff of collecting station





and processing factory all have to attend technical training courses to be able to apply and comply with the

criteria set in the selected organic standard.

As organic products are mainly sold to European market, and as it’s required by the customers, the

project operator (Camimex) has decided to work with:

- EU (EC) Regulation 834/2007 and 889/2008.

- Naturland Standard

- Bio Suisse Standard

4.2. Technical Guideline

4.2.1. Internal Organic Standard

As European standard are complex and sometimes complicated, a group certification project need some

simply understandable criteria. Such simplified standard is called a Technical Guideline.

Such criteria are defined to be:

- According to applicable criteria from selected European standards.

- With understanding of local complexities.

- In consensus with all mains actors but with minimum criteria from EU standards.

- Simply understandable by farmers

- With only the most relevant topics applicable in shrimp production

The Technical guideline is the only standard that must be communicated to farmers and middleman.

Technical Guideline is written in Vietnamese as well as in English and is shown in Annex 12, part III of ICS

Manual version 6.

4.2.2. Regulations for Middlemen

These are regulations set up for middlemen to apply to assure their purchase, preservation and

transportation are done according to Internal Organic Standard to facilitate the traceability of the source of

product.

The regulations are based on the organic standard, suitable to be used in reality, approved by all actors of

the project and are conveyed to the middlemen for them to follow.

Regulations for Middlemen are shown in Annex 13, Part III of ICS Manual version 6.

4.2.3. Regulations for Hatchery





These are regulations set up for the staff of hatchery to apply to assure the production of good quality PLs

and to protect the environment.

The regulations are based on the organic standard and the standard of the industry, approved by all actors

of the project and are conveyed to the staff of hatchery for them to follow.

Regulations for Hatchery are shown in Annex 14, Part III of ICS Manual version 6.

4.2.4. Regulations for ICS Staff

In order to help the good operation of the project a set of regulations are set up to assure all the ICS staff

fulfil their functions and responsibilities as required by their work and also to facilitate the selection of staff. The

regulations are made basing on the functions and responsibilities of ICS staff. These regulations serve as a

manual on quality standard, source of knowledge and other specific guideline for the ICS staff to rely on when

doing their work.

Regulations for ICS Staff is available in Annex 15, Part III of ICS Manual version 6.

4.2.5. Regulations for Collecting Station

These are regulations set up for the staff of collecting station to apply to assure their purchase, preservation

and transportation are done according to Internal Organic Standard to facilitate the traceability of the source of

product.

The regulations are based on the organic standard, suitable to be used in reality, approved by all actors of

the project and are conveyed to the staff of collecting station for them to follow.

Regulations for Collecting Station are shown in Annex 16, Part III of ICS Manual version 6.

4.2.6. Regulations on Transportation of Organic Products

These regulations are set up basing on the Internal Organic Standard and requirement for organic product

quality that must be followed during the transportation to assure that the organic product quality and organic

origin meet the selected standard, to assure avoiding mistakes and lack of transparency during transportation.

These regulations are used to monitor and manage the product flow accordng to organic standard. These

regulations set up the criteria to be applied for means and tools used in transportation as well as the handling of

organic projects when they are being transported.

These Regulations are shown in Annex 17, Part III of ICS Manual version 6.

4.2.7. Non-conformities

Non-conformities and Sanctions are set up to apply on farmers, middlemen and collecting station to

assure their compliance and practice according to regulations.





Non-conformities and Sanctions are set up basing on the organic standard, suitable to be used in reality,

approved by all actors of the project and are conveyed to farmers, middlemen and staff of collecting station for

application.

Non-conformities and Sanctions are shown in Annex 18, Part III of ICS Manual version 6.

4.2.7.1. Non-confirmities and sanctions for farmers:

It is shown in Appendix 18, Part III of ICS Manual, Version 6

4.2.7.2. Non-confirmities and sanctions for middleman:

It is shown in Annex 25, Part III of ICS Manual, Version 6

4.2.7.3. Non-confirmities and sanctions for purchasing station.

It is shown in Annex 26, Part III of ICS Manual, Version 6

4.3. Approval of Technical Guideline

As we define above, Technical Guideline (TG) is made on a consensus of ICS staff, farmers, middleman,

and the project management. ICS office coordinator is in charge of creating and adapting the Technical

Guideline.

As soon as TG is created, it is submitted to the management of the project in order to be approved.

Approval is done according to a version number.

As soon as TG is approved, the ICS is in charge to disseminate the information through the project. So

training is given to all actors to have good understanding of the TG.

TG should be regularly reviewed to ensure that relevant criteria are applicable to the production area. If

any change are operated basing on “mother standards” (European standards), the TG should be reviewed,

approved and disseminated again.

5. Organization and ICS Personnel

An Internal Control System is a system that the external inspector delegate a group of local persons for

them to control the compliance with the organic standard of the relating actors (farmers, middlemen, etc.),

approve for them to join the organic project and submit the list of them for the external inspector to issue

certificates.

Smallholder group certification with ICS implies that there is:

- A central body responsible for ensuring the group’s compliance with applicable standards. This can be

a self-organized cooperative/farmers association or simply a buyer or processor who contracts farmers

(“production contract”).

- Group Certification for all small farms as well as processing and handling activities registered within

the group. Individual operators within the group may not use the certification independently.





- Group members operate under contractual or binding membership requirements specifying the

commitment to comply with applicable organic standards and permit inspection, etc.

- The ICS maintains files on all members of the group and inspects each member’s operation at least

once a year. A list of all individual member producers is always available. The group through the ICS

mechanism decides on members’ compliance with applicable standards. Non-compliances are dealt with

according to set procedures and sanctions.

Considering that, ICS need to be organized and clear responsibilities given.

All ICS staff to be approved must supply CV that shows that they have suitable background to work in

this field

Each ICS staff must sign a contract with Camimex. The contract mentions right and duties of each ICS

staff as well as a definition of the job. The contract is according to Form 33, Part II of ICS Manual version 6 and

the records are kept at ICS Office.

5.1. Organizational Chart





Mr. Le Trung Nghia

Filed Office and Factory ICS Coordinator

Mr. Nguyen Duy Khanh Coordinator’s Assistant on field.

TECHNICAL DEPT.

1.Mr. Nguyen Tuan Anh

2.Mr. Bui Thanh Hoa

3. Mr. Cao Ngoc Trinh

INSPECTOR

1.Mr. Nguyen Tuan

Anh

2.Mr. Bui Thanh Hoa

3. Mr. Cao Ngoc Trinh

Collector of

information and

data

Mr. Truong Chi

Tang

Approval Committee (also called Approval Team)

1. Mr. Nguyen An Ninh – General Director of Camimex, Director of Camimex

Organic Shrimp Project – Project Manager

2. Mr. Le Hoang Vu – Director of Ngoc Hien Forestry One Member Company

– Vice Project Manager

3. Mr. Le Trung Nghia – Coordinator

4. Ms. Dương Kim Cúc – Coordinator’s Assistant on office and factory

5. Mr. Nguyen Duy Khanh - Coordinator’s Assistant on field.

6. Mr. Pham Ngoc Hung – Vice manager of Technical Dept. of Ngoc Hien

Forestry One Member Company .

7. Mr. Lu Minh Thao – Team leader of middleman

8. Mr. Nguyen Thanh Liêm – Vice team leader of middleman

9. Mr. Pham Minh Quyen – Farmer of 184 Forestry Section.

10. Mr. Le Cong Nguyen Vuong – QM of Camimex

Ms. Duong Kim Cuc

Coordinator’s Assistant on office

and factory





Remarks: Some technical consultants also acts as inspectors and vice versa but one cannot do both jobs on the

same farms.

5.2. Organic Approval Committee

Organic approval committee is responsible to make a general plan for operation, training and inspection

for different actors at the beginning of each year; to accept new farmers or to take sanction for (certified) farmers

that did not comply with Technical Guideline.

Organic Approval Committee is a group of persons who have expertise in organic shrimp production.

Camimex General Director, Forestry Company Director, ICS coordinators, middleman representative, farmers

representative, company QM staff are composing the approval committee.

Organic Approval Committee must have meeting when it is necessary.(They must meet before

inspecting to review and update on technical guideline in accordance with each year)

5.3. ICS Coordinators.

The ICS coordinators are key positions as they will be in charge to operate the ICS and ensure smooth

activities.

ICS coordinator has to have good knowledge not only on ICS function but also in organic shrimp

production. She/He is in charge to coordinate the work of internal inspectors and extension officers. She/He is

also in charge to make the data monitoring and reporting to management of the project.

5.3.1. Coordinator’s assistant on field:

Coordinator’s assistant on field has responsible for managing ICS’s staff and tasks on field

Tasks of Coordinator’s assistant on field as following:

- Coordinate internal inspectors

- Coordinate extension officers

- Set up training/workshop for farmers;

- Coordinate the set up of overall map for planning inspection

- Submit to Approval Committee list of farmers participated in the project

- Receiving report of violating by writing of internal inspector and request on coordinator about

sanction.

- Collecting of informations during travelling on field which have any change, update,

supplement and co-ordinate with coordinatpr’s assistant on office and factory to update ICS Manual

Support to coordinator of ICS to approve farmers who meet organic standards and middleman

basing on report of internal inspection yearly.

5.3.2. Coordinator’s assistant on office and factory:





Coordinator’s assistant on office and factory is in charge to handle documentation and data on the

project. She will be responsible for the following tasks:

- Design and update of ICS manual

- Define roles and responsibilities of each ICS staff

- Control of the product flow (according to Form A, B, C collected)

- Interact with Certification Body and standards owner

- Organize training for managing officials and processing workers on organic processing.

- Keep the factory updated when there’re any changes noticed by the inspection or the certification

bodies.

- Make plan of testing the residues of antibiotics and chemicals in shrimps and shrimp farming

environment.

- Monitor the progress of implementation the project’s plans of operation

5.4. Internal inspector

The role of the internal inspector is to make internal inspection at least once a year. He must perfectly

knows the Technical guideline in order to detect any problem or deviation in the farm.

Main tasks of the internal inspector are described below:

- Carry out the inspection at least once a year

- Prepare the questionnaires and fill in the answers of the farmers, ask farmers to sign the

questionnaires

- Be friendly with the farmers, through the questions, try to detect if the farmers conform to the

regulations for organic production. Try to cross check suspicious answer of farmer with other

questions.

- Check the farm diary, records and relevant documents regarding the introduction of PLs.

- File check to make sure the rate of forestry is acceptable.

- Check the fields to be sure that no fertilizer/chemical are used

- Check if the farmer is not trying to hide non-conformities.

- In case of non compliance, explain clearly to the farmer what is wrong and what will happen

(sanction procedures).

- Make violation report to ICS field Coordinator and give comments why the farmer did not conform

to the organic production regulations (if relevant). Farmers have to sign such document.

- Evaluate the implementation of corrective measures according to violation identified.





- Attend, at least, one training per year on ICS and inspection techniques.

In order to assure all middlemen follow exactly the Technical Guideline internal inspectors carry out

inspection on middlemen at each high tide (monthly harvest time). During inspection the following must be

done:

Checking the compliance with Technical guideline of middlemen

Recording the supplying quantity of farmers and middlemen

“Middleman Inspecion Report” and “Form of Supervising the Quantities supplied by Middlemen” are

described in Item 3.7.10 of this ICS Manual.

5.5. Extension officer (technical consultant)

The technical consultant has to be very close with the farmers and establish with them a relation of trust.

His main role is to stay side by side with the certified farmers (or farmers that intend to join the project) to

ensure the follow all the requirements by the Technical Guideline. Main actions are detailed below:

- Register new farmers by filling and help them draw the field map, fill in the registration form and

sign with them the contract.

- Get a good picture of yield estimation of farms.

- Explain the technical guideline to farmers (by formal training or individual visit)

- Regularly visit farmers, give instructions, give training to farmers on organic shrimp farming

techniques and forest protection & development according to Technical Guideline

- Check the the farmers’ keeping records (such as farm maps, green book, invoices, etc.)

Extension officers are aware about the local shrimp farming system and the ICS standard system and

procedures in order to help farmers to improve their organic way of farming.

Extension officer will permanently visit farmers all over the year and will ensure permanent link between

ICS and farmers. Regular visit will be documented in “Remarks of Extension Officers” as desribed in Item

3.7.11 of this ICS Manual and comments written in the Green Book of farmers.

5.6. ICS Office Staff (Data Collector)

ICS Office staff is the person who collects data and keep all the relating records.

The main tasks of the ICS office staff is detailed as follows:

- Collect data, enter them into computer and make data analysis

- Make reports to ICS Field Coordinator after data analysis is done

- Manage documents in good order and be responsible for keeping documents in full

- Assure enough supply of stationery to ICS staff





Be available to receive phone calls, e-mail, fax messages and make prompt report about them to ICS field

coordinator.





5.7. Table of Task Allocation

No.

Tasks

Boar

d of

Proj

ect

Man

agme

nt

App

rova

l

Com

mitt

ee

Coordinator

Inter

nal

Insp

ector

Exte

nsion

Offic

er

ICS

Office

Staff

Co

ord

ina

tor’

s a

ssis

tan

t o

n

off

ice

an

d

fact

ory

Co

ord

ina

tor’

s a

ssis

tan

t o

n

fiel

d

1 On site (Field) Training

- Make training plans

- Approve plans

- Organize farm tours

- Interview farm owner

- Supervise & monitor the field consultancy

- Complete field consultancy and make reports

- Enter information to the file of List of farmers

having been trained (having been given consultancy

advices)

- Report of fulfilling tasks

X

A

X

X

X

X

X

X

X

A

X

X

X

X

X

X

D

X

X

X

X

X

X

D

D

X

D

X

D

X

X

X

X

X

X

X

X

X

X

X

X

X

X

D

X

D

X

X

X

X

X

X

X

X

D

D

2 Training farmers, middlemen, staff of collecting

station

- Make plan

- Approve plan

- Write invitation letters to farmers, middlemen and

staff of collecting station

- Organize training sessions

- Make training lectures and give explanation /

answers to the questions raised by farmers,

middlemen and collecting station staff

- Issue certificates

- Check and monitor the process of training

X

A

X

X

X

X

X

D

X

A

X

X

X

X

X

D

D

X

X

X

X

X

D

D

D

X

X

D

D

D

X

D

X

X

D

X

X

X

X

X

X

X

D

X

X

X

X

X

X

X

D

D

X

D

X

D





- Report on fulfilling training

3 Inspection on farms

- Make plan for inspection

- Approve plan

- Organize farm visits

- Interview farmers;

- Check information, check the farm and

measure/update the maps

- Report violations (if any)

- Fulfil tasks, make report of farm inspection

- Monitor, supervise the inspection work

- Store information in the file of inspection record

- Report on fulfilling inspection

X

A

X

X

X

X

X

D

X

X

X

A

X

X

X

X

X

D

X

X

D

X

X

X

X

X

X

D

X

D

D

X

D

X

X

X

X

D

X

D

X

X

X

D

D

D

D

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

D

D

4 Approving farms and middlemens

- View inspection reports and reports of violation

- Convene Approval Committee Meeting

- Carry out Approval Committee meeting to consider

and approve farmers

- Make List of Approved Farmers

- Make List of Violating Farmers with Sanctions

- Update the farmer list used for buying shrimps

- Report on fulfilling tasks

D

X

A

X

X

X

X

D

X

A

X

X

X

X

X

D

A

D

D

D

D

D

D

A

D

D

D

D

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

D

D

D

D

5 Composing and approving ICS Manual

- Make plan

- Approve plan

- Organize the manual composing, nominate staff to

do work

- Make a list of items to supplement to the Manual

contents

X

A

X

X

X

D

X

A

X

X

X

D

D

X

D

D

D

D

D

X

D

D

D

D

X

X

X

D

D

X

X

X

X

D

D

X

X

X

X

D

D

X





- Arrange meetings to compose ICS Manual

- Monitor, supervise the composing work

- Complete the Vietnamese version

- Complete the English version

- Carry out meeting with the Board of Project

Management to approve the new ICS Manual

- Disseminate copies of ICS Manual to ICS members

- Send ICS Manual to IMO

X

X

A

X

X

X

X

A

X

X

D

D

X

D

D

X

X

X

D

X

X

X

X

X

X

X

X

X

X

X

D

X

X

X

X

6 Inspection on violating farmers

- Make plan of inspection

- Approve plan


- Carry out farm inspection basing on Report of

Violations, also inspection to verify the standard

compliance of the farmers


- Fulfil tasks, make report of farm inspection

- Update and handle farmer’s violations (if any)

- Store information in file


X

A

X

X

D

X

X

X

X

X

A

X

X

D

X

D

X

X

D

X

X

X

D

X

X

X

D

D

X

D

X

D

X

D

X

D

X

X

X

D

X

D

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

D

D

7 Inspection on Middlemen and collecting.

- Make plan of inspection

- Approve plan

- Organize field visit

- Check the middlemen’s compliance to standards

- Fulfil tasks, make report of middlemen inspection


- Proposing sanctions in case of violations

- Store information in inspection file

X

A

X

X

X

D

X

X

X

A

X

X

X

D

D

X

D

X

X

X

X

D

X

X

D

X

D

X

X

D

X

D

X

X

X

D

D

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

D





- Report on fulfilling tasks X X X X X

X D

8 Control of the product flow

- Make plan of inspection.

- Approve plan


- Interview farmers

- Check information, check the farm

- Report violations (if any)

- Fulfil tasks, make report of spot farmer inspection


- Proposing sanctions in case of violations

- Store information in inspection file


X

A

X

X

X

X

X

D

X

X

X

X

A

X

X

X

X

X

D

D

X

X

D

X

X

X

X

X

X

D

X

X

X

D

X

D

X

X

X

X

D

D

X

D

X

X

X

D

D

D

D

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

D

D

9 Training for part-time staff:

- Make plan

- Approve plan

- Select part-time staff

- Organize, manage the training sessions

- Give training lectures in office and on the field


X

A

X

X

X

X

X

A

X

X

X

X

D

X

X

X

X

X

D

X

D

D

D

D

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

D

Remarks:

D: Persons have duty to do the task

A: Approve

X: Don’t have duty to do





6. FARM CONTROL AND APPROVAL

6.1. Registration of new farmers

The particularity of an ICS is that the system can be enlarged to any other potential farmers that are

situated in the area Ngoc Hien Forestry Enterprise. Before being approved a farmer has to be interviewd and

specific procedure has to be implemented.

Before being accepted, candidate has to be visited by extension officers. A Basic Questionnaire, as

detailed on Item 3.7.13 of this ICS Manual, will have to be filled with basic information from the farms. Basic

questionnaire is used to have a global overview of the farm and the status of the farm. From the information

given in the Basic Questionnaire, we will find information related to the history of the farm, related to practices,

productivity and to documentation management.

During the interview, the ICS staff will introduce the different requirements of organic farming (noted in

technical guideline) as well as all benefits farmers will enjoy if he agrees to join the project. Moreover, ICS staff

will have to explain possible sanctions that will be given if farmers do not respect these requirements.

If he agrees, farmer will have to sign a contract that will mention rights and duties of organic farmers.

Template of the contract is presented in Item 3.7.14 of this ICS manual.

Basing on the basic questionnaire was filled in, coordinator and assistant of coordinator in charge of the

field will consider the conditions of the shrimp ponds and will make proposals to the Approval Committee to

give decisions.

Approval Committee will consider approval of answering basic questions and will decide whether to

accept the candidate. Then, the contract will be signed by the project manager of Ngoc Hien Forestry One

Member Company and farmers. From this point, all candidates are accepted to become a member of the project.

List the basic information of the household is shown in Annex 27, Part III of ICS Manual.

Every year the farmers will be trained at least once a year. In the training process, the shrimp farmers will

receive information on:

- Organic farming and mangrove management

- ICS function and documentation

- Inspection process and sanction possibilities.

As soon as farmers are aware of organic requirements, the ICS will start the inspection work.

The ICS can undertake a session of internal inspection that will ensure that farmer respect criteria written in

Technical guideline on which they agree to respect (because they have signed the contracts).

6.2. Consultant on field:





Role of consultant on field is to advise and technical support for the participants at least once a year or

as required. Each year, ICS sysytem organize to consult in place for about 70% of farmers who participate.

Priorities for violating farmers and farmers who have low yields.

Main tasks of consultant on field is described as below:

- Conducting to consult on at least once a year or having the request of the participants.

- Prepare the table, "notes of consultant on field” to fill in the content and corrective actions which

consultant advised to the shrimp farmers, middleman, purchasing station ... ask members to sign name and

confirmed in the noted table.

- Preparing brochures for distribution to farmers and other members of the field visit. and besides,

consultant guides and explains the contents of the file.

- Must be friendly, easy to get along with farmers. Must have good knowledge of organic production

system to advise the participants to meet the regulations for organic production.

- In case of violation, the consultant must explain clearly to shrimp farmers to know corrective acction and

sanctions.

- Recognition of the violation, report to the Coordinator on Field to consider. The relevant members must

sign in this report.

- Participate in at least one training course per year about ICS and technical advice.

To become a good consultant who should have some qualifications as well as practical experience in

project management of organic shrimp, technical skills and social communication skills which must follow.

6.3. Internal inspection

One time per year, the internal inspector team will have to undertake the inspection of 100% of

participants. Internal inspection is done in order to evaluate if approved farmers are respecting the Technical

guideline.

The inspection is done in 2 steps:

- Interview with farmers to evaluate knowledge of farmers and evaluate if farmers are using good

practices.

- Field visit to confirm statements of farmers, to evaluate if there is any deviations of Technical

Guideline and to evaluate if the farm is in line with Technical Guideline.

Internal inspection is done by internal inspector that must sign a declaration of prevention of conflict of

interest prior to any activities.

During internal inspection, the internal inspector will fill out an internal inspection report that will be

signed by farmers and inspector in order to keep such document as proof. Farm Internal inspection report is

presented in Item 3.7.15 of this ICS Manual.

The internal inspection report is a checklist that summaries all criteria that have to be respected by

farmers. Questions related to history, practices, documentation and management of forest are listed.





If any deviations are identified during the inspection, a violation report will have to be filled by inspector

and presented to ICS Field coordinator. Violation report is presented in Item 3.7.16 of this ICS Manual.

During inspection internal inspector takes measurement of the farm in order to make or update a map of

the farm as decribed in Item 3.7.29 of this ICS Manual.

Process of identificaton and takes measurement of the farm in order to make or update a map of the farm

which is carried as following:

■. Process of measure, update map of shrimp farm:

- Preparation of relevant tools (measuring tape, ruler, pencil, notebook, diagram outline…)

- Identify the location of the number of field which is measured.

- Conducting to pull the measuring tape and outlined the area of the floodland (the area isn’t included in

the shrimp farming purposes)

- Observe and identify the fixed position of ponds as: housing, harvesting dam, cages, area of cultivation,

storage, fish ponds, etc.)

- To pull measuring tape and draw the length, the width of the ponds. At the same time, observing the

mapping of fixed positions in ponds: mangroves, other forests, land, banks, agricultural land, area the

water ... on the field manual.

- Back to the office to complete redrawing the diagram which based on the program is available and field

diagrams have in the manual.

- Calculate the percentage of forest, area and complete the other parameters to fill in form of the diagram

of current ponds. Form is shown in Part II, the ICS manual, version

Note:

o Diagram can be rotated horizontally or vertically, depending on the actual status of shrimp ponds, but

the other ocation has not changed.

o Percentage of the diagram can be large or small depending on the area of shrimp ponds.

o Note that the surrounding shrimp ponds are shown as follows:

If the farm is not organic: (UnORG).

If the farm is organic: (ORG).

■. Process of update map of shrimp farm:

▪ For new farmers have just participated:

After interviewing farmers and checking records, ICS staff and seasonal employees shall evaluate and

measure information mapping shrimp ponds according to the actual status (measured drawing as Part I)

▪ For farmers are participating:

Conducting similar as new farmers who have just participated, but inspectors will base on the map which

has already been made (drew in the previous inspection) to update the status changed (using pencil to

draw on a available map regarding to these details changed, then coming back the office to redraw the

completed diagram based on the complete program is available and diagram which was updated on the

field).

- If in the case, the ponds have no changes that will maintain the status and the area of the previous year,

just change the name of the inspector and updated date

-If in the case, the ponds change a part of status or change the status entirely which will measure and

redraw the current status, besides changing area and other notes.





Middlemen are also inspected by ICS at least once a year. The inspection procedures are simpler than

those applied for farm inspection. Report of Annual Inspection on Middleman is described in Item 3.7.9 of

this ICS Manual.

6.4. Yield estimation .

6.4.1. Yield estimation process of typical areas:

From the farmers attend in the project, ICS based on surface area of water , region, and the ability to

record data to find the best farmers taking the actual harvest data.

The criteria for the selection of farm location:

- Must be able to record

- Percentage of sample household are selected at 10% of the farms which are certified.

- Water surface area.

- From the list of certified farmers are 1,217 , divided into three different household mold, from which

we get 10% of each household as follows:

• <1.4 ha of water surface: 437 farmers x 10% = 43 farmers, get 3.6%;

• 1.4 - 3.1 ha of water surface: 673 farmers x 10% = 67 farmers, get 5.5%;

•> 3.1 ha of water surface: 107 farmers x 10% = 11 farmers, get 0.9%.

Typical yield of the region was obtained from the "tracking form on the output of the farm" which is

provided by ICS for farmers to record their actual yield. Just one month ICS staff will collect, synthesize and use

that data as the basis for estimating the typical yield for the next year. (See the list of selected farmers)

The typical yield estimates based on logic statistic as follows:

Total of real yield of farmers (kg/year)

Total typical yield of the farmer (kg / ha of water surface/ year) =-------------------------------

Total of area of water surface (ha)

6.4.2. Yield estimation method.

Yield estimation is a very important control that allows ICS to ensure and supervise the product line of

project.

The yield estimation is done to evaluate the potential of shrimp farmers. The principle is based on the

overall details of shrimp ponds to estimate the annual yields can be. This data is used as the database, as a tool to

control the flow of product.

The yield estimates are made based on the database as follows:

1. Typical yield of the region;

2. Farmer interviews.





On the basis of two figures in comparison to the fact that yield of area likely to occur larger than the

interview data in farms. According to ICS’s experience in many years:

Typical yield of the possibility region is true with fact about 90%, as this is the actual data by a typical

farmer who harvest and record directly (See Annex 6.4.1)

Farmer interview data likely is true with the fact that 10% because farmers often do not remember

exactly about their yield in recent years.

Thus the yield estimation will be based on statistical logic formulas in the following databases:

Typical yield area is A (Likely true with the fact is 90%)

Farmer interview data is B (The ability to correct with the fact is 10%).

A.90 + B.10

We have the yield estimation (Kg/year) = ------------------

100

In which: A is yield which is calculated according to yield’s average of typical region (kg/year)

A = a.Smn

+ a is average of yield of typical region (kg/ha of water surface/year) .

+ Smn is water surface (ha)

- B is yield from interview data of farmer (kg/year)

So, basing on the above data, ICS can estimate the yield of each farm and it helps facilitate the

control of product flow.

6.5. Internal Approval Procedures

Before the internal inspections are carried out, the Approval Committee will hold a meeting for setting

and approving the “internal organic standard”(refer to Item 4.2.1 of this ICS Manual), “ Non-conformities and

Forms of Saction” (refer to Item 4.2.7 of this ICS Manual)

After all internal inspections, coordinator / Assistant of coordinator in charge of the field on the basis of

"local organic criteria", "the point is not relevant and sanctions" that the Approval Committee approved, internal

audit reports and report of violations to accept or not to accept certain members and provide specific sanctions

for each case.

In case there are some problems that cannot be solved by the Field Coordinator himself, then he

will have a meeting with the Approval Committee to discuss and fild a solution for such problems.

After the approval is done, ICS Coordinator will report details to the members of the Approval

Committee. Also he’ll present the list of approved farmers (AFL) as described in Item 3.7.17 of this ICS





Manual. Then the AFL will be presented to the Certifying dody and the listed farmers are candidates to

be certified by the certifying body.

The role of ICS is only approving the shrimp farmers. The official certification is made by the

certifying body (who can also deny issuing certification).

ICS will make a “List of Violating Farmers” as described in Item 3.7.18 of this ICS Manual.

Also, ICS will make a “List of Sanctioned Farmers” as described in Item 3.7.19 of this ICS Manual and

issue written notices to the vilolating members.

6.6. Risk Assessment

In all stages of the product flow and for all internal control procedures, it is important that the project is

aware of potential risks (potential problems) that may jeopardize the organic integrity of the product.

Problems can be a result of:

- Lack of understanding/confusion (e.g., purchase officer mixing shrimps during purchase).

- Fraud (farmer using chemicals deliberately, middleman buying from uncertified farms to get

premium).

- Insufficient training and supervision (ICS may lack means, staff not trained).

- Mistakes.

At the beginning of an organic project, but also in permanent manner, it is important that the ICS

coordinator is aware of potential risks so that the ICS and all procedures can be designed accordingly.

Therefore, one initial risk assessment has been to be done by the organization under the supervision of ICS

coordinator and any major identified risks summarized in the risk assessment.

The risk assessment has been done considering the different steps of the production:

- Farm activities,

- Middleman step

- Collecting station step

After a risk assessment, the relevant risks are considered by ICS staff and internal procedures have been

designed to prevent the potential risk from occurring in reality.

During the preliminary assessment of risks, all potential risks have been considered. A risk assessment

done is open enough to genuinely discuss all risks.

This exercise helps to also check whether the internal procedures are covering all important aspects, as

well as why they are important.





Risk assessment is done in permanent manner by all ICS staff. Whenever an ICS staff detects a new risk,

or evaluates differently an already identified risk, the risk assessment must be reconsidered by the ICS

coordinator.

A risk assessment is presented in Annex 19, Part III of this ICS Manual version 6.

6.7. Sampling Protocol

After doing the risk assessment the project is able to design a sampling protocol to analyze water and/or

solid that might put at risk the project. For 2013, sampling protocol will mainly be based on that of 2012 with

some additional factors, i.e.: content of sample, frequency of taking samples and sampling map. This protocol

emphasizes on analysis of toxins and residues in the organic area.

Plan of sampling protocol is showed in annex 8.7 and 8.8 of ICS Annual. Results are carefully analyzed by relevant staff from Camimex to evaluate if any problem can appear to

affect the organic quality of the product.

Result of analysis of 2012 is available in Annex 23, Part III of this ICS Manual, Version 6.

6.8. Sanction Process

During internal inspection, inspectors will have to detect any deviations to Technical Guideline. If any

non-conformity is detected, the inspectors will fill a deviation report that will be reported to ICS coordinator.

The ICS has prepared a list of non-conformities and list of sanctions that go along. Each non-conformity

identified by the ICS is subject to discussion in order to attribute specific sanction. A sanction list has been

produced by the ICS and is described in Item 4.2.7 of this ICS Manual.

Such sanction list is used as guideline by approval committee. As soon as non-compliance is identified, a

violation report must be filled.

Violation report is a document filled by internal inspector who describes the deviation. Farmer accused is

also asked to write justification or comments. The violation report is dated and farmer has to sign it.

The report is then presented to the ICS coordinator. If the violation is minor, the ICS coordinator will be

in charge to attribute sanction according to a sanction list already approved.

If the deviation is putting the organic quality at risk, the ICS coordinator is organizing a meeting with

approval committee members in order to discuss the violation and agree on an appropriate sanction.

A minute of the meeting is done and communicated to the farmer. The minute will also include some

recommendation and corrective actions, with deadline and responsibilities. Farmer will then be responsible to

implement proposed corrective actions.

In addition to the approved farmer list, a sanctioned farmer list (or sanctioned middleman list) is created

and submitted to certifying body as described 3.7.19 of this ICS Manual.





6.9. Traceability System

To ensure a full transparency in the different steps of the project, a strong traceability system has been

developed and implemented.

Traceability is compulsory for export of any food product on international market. In organic project it is

very important as the project has to ensure that all labeled product come from certified operation.

Applied on raw material

As the project work with 3 main actors (farmer, middleman and collecting station) project has

implemented 3 traceability documents

- Form A : used for the transaction between farmer and middleman

- Form B: used for the transaction between middleman and collecting station

- Form C: used for the transaction between collecting station and processing unit.

Such system allows to trace-back to the group of farmers. If there is any problem of quality with the

product, we will be able to investigate the group of farmers collected by incriminated middleman to find out the

origin of the problem.

Treaceability form A informs about the quantity of shrimps, price and the size repartition. In the form

middleman also evaluate the quality of shrimp and can note down any deformation, necrosis or other gross

observation on shrimps as described in Item 3.7.21 of this ICS Manual.

Both middleman and farmer have to sign such document, and both keep one copy, the copy of

middleman is then given to the ICS at the end of each harvest day.

Traceability form B informs about the different quantities of shrimp harvested in different farms. Form 2

is a summary of all forms 1 from one middleman as described in Item 3.7.22 of this ICS Manual.

Traceability form C informs about the total quantity of shrimp that is collected by all approved

middlemen in 1 harvest day. Form 3 is the summary of all forms 2 collected by collecting station and is signed

by collecting station manager and by person responsible for reception of shrimp in the processing unit as

decribed in Item 3.7.23 of this ICS Manual.

Applied on processing (see the documents on product processing at the factory/ QM Dept.).

6.10. Control of Product Flow

6.10.1. Data Keeping and Analysing

In ICS, one of the most important activity is to document the different steps of the project.

The ICS has set up a range of documents that are used to record activities of the project and to analyse the

product flow.





Each action is documented in order to show to CB (certifying body) that the project is under control. The

product flow is done in order to ensure that only organic raw material are processed as organic shrimp products.

ICS collect forms A, B and C and compile data from each farmer.

Thus, after each harvest period (5 to 6 days) ICS calculate the total quantity of Black Tiger shrimps

harvested and it is recorded in specific computer file. Until end of the year, the compilation of data are compared

with the yield estimation and if any deviation from the average are detected, investigation are made in order to

clarify and find out.

Deviation could be detected with the support of excel sheet where alarm value and limit value will be

calculated. On the excel sheet, we have the yield estimation for each farmer. With basic division (1 year = 24

harvests) we calculate yield estimation for each harvest session.

Then alarm and limit values are fixed. After each harvest, ICS staff in charge of handling documents,

record real yield in the excel sheet and if any alarm value or limit value is exceeded, then ICS field coordinator

is informed. As it is the first year of implementation, the system will need improvements in the coming year.

If farmer exceeds several times these values, specific investigation will be done.

Investigation consists of 3 actions:

- Review of data from traceability forms to confirm (or not) the findings.

- If data review was not sufficient to find out satisfactory answer, ICS staff will make interview with

farmer and will undertake visit of the farm to try to get more information and cross-check inspection

report information

If no findings happen, ICS staff will make regular visits of the farm and will pay specific attention to the

product flow of this specific farmer.

Data Keeping

All the buying data from A Forms are collected. These data are also kept in computer file. Time of

keeping these data is 5 years. The data keeping is done to acknowledge the actual harvest of farms for

comparision with yield estimation.

Analysing data basing on yield estimation

After having collected all the harvest data of farmers, the analysis is done per high tide or per month

basing on the process of control of the product flow. This is shown in Annex 20, Part III of this ICS Manual

Version 06. The purpose is to find deviations in figures and to investigate whether it is because of good harvest

or by external action so an inspection or consultancy assistance will be carried out.





6.10.2. The inspection process – Filed consultant based on a warning data.

Management of product line is a very important factor, directly affect the quality of organic products. So,

ICS has established a warning system based on the available database to ensure that the products have originated

from organic farm of projects.

In the management of product line, process of farm inspection is the most important because it will make

clearly that organic products is come from farm to processing factory.

ICS staff in charge of management on recording of purchasing station:

Responsibility to check the, collate records of Form A, B, C of middleman and purchasing stations;

Import data from Form B (yields) to the computer, transfer data on staff to collect information and data for

analysis;

Employees gather information and data:

- Check the data and enter the data of yields in the warning process of product line (established products);

- Out of harvest season will synthesize and make a list of those warning farmers "limit", and every 3

months/time will sum up the list of warning farmers"need to consultant";

- Report all on the above list for Coordinator (Assistant of Coordinator in charge of the field) to review

and conduct.

- Import data from the report by inspector or reporting consultant after conducting an inspection or

consultation;

- Save all the records at the ICS office.

ICS Coordinator (Assistant of Coordinator in charge of the field):

- Considering all of the list by staff who gather information and reporting data, and will provide a list of

farmers who need to inspect or advice (preferably farmers with high deviation or more times of warning,

inspection may not need all the farmers in the warning list "limited." Farmers haven’t inspected yet, they will be

included in the list of "suspected", if the following warning still appears "limited "Priority will inspect those

farmers.)

- Making specific plan for ICS staff to inspect or advice;

- After ICS staff inspect farmers, Coordinator (Assistant of Coordinator in charge of the field) is

responsible for analyzing, reporting and offer specific solutions for each case:

+ Make a list of sanctions (if any);

+ Make a list of the cases of "suspected" (not sure exactly what inspection results are)

- Inspector:

Conducting to inspection of farm as assigned by the Coordinator (Assistant of Coordinator in charge of

field)

- The inspection process:

+ Checking and matching the record of the farm;

+ Checking the actual yields of the inspection days;

+ Checking the farm's harvest information from asking neighboring farmers.

After coming back ICS office, inspector will gather data of harvest of the day to put in the warning

process:

- If this still happen the warning situation"limit", and out of harvest season after analysing data if:

+ Still happen the warning situation "limit", it can be concluded that farmers have high yield is due to

bumper crop or listed of doubt if suspected (based on the results of the inspection process ) for further inspection

in the next harvest.





+ Occurs status "alert", "allowed", "advice" is not found the reason at the same time not inspect this

farmers in the next inspection.

- If there is a state of "alert", "allowed", "advice" and out of harvest season after analysing data of harvest

if:

+ Continue to happen the "warning", "allow", "advice" is not found the reason at the same time not

inspect this farmer during the next inspection.

+ Happen warning condition "limit" will be included in the list of "suspect" and continue to inspect the

next harvest.

In the 2nd inspection if:

- If this does happen the warning "limit", and out of harvest season after analysing data of harvest if:

+ Still happen the warning situation "limit", it can be concluded that farmers have high yields is due to

bumper crop.

+ Happen status "alert", "allowed", "advice" is not found the reason at the same time not inspect this

farmer in the next inspection.

- If there is a state of "alert", "allowed", "advice" and out of harvest season after analysing data of harvest

if:

+ Continues to happen the "warning", "allow", "advice" is not found the reason at the same time not

inspect this farmer during the next inspection.

+ Happen warning condition "limit", it can be concluded that farmers put the conventional shrimp in

organic shrimp.

Report the results of the inspection and inspection of records for Coordinator (Assistant Coordinator in

charge of the field) and staff to collect information and data. Consultants:

Conducting consultant of farm assigned by the Coordinator (Assistant Coordinator in charge of field)

Content of advisory:

+ Technical Advisory of organic shrimp farming (with attached documents)

+ Advice on production comply with local organic standards.

Report records of consulting for Coordinator (Assistant Coordinator in charge of the field) and staff to

collect information and data.

6.11. Handling of complaints

In order to bring transparency in the project, the ICS is working to allow farmers, middlemen to make

complaints if required.

The complaining procedure is the following:

Step 1: A complaint form is created by ICS staff. Complaint form contents description of complain, name

of farmer, code, etc. as desribed in 3.7.24 of this ICS Manual.

Step 2: The complain form is filled by farmer/middleman when needed.

Step 3: The Complaint form is signed by the complaining person and given to an ICS staff. The ICS staff

will sign the complaint form for confirming reception, will make a photocopy and give the photocopy to the

farmer.





Step 4: The ICS coordinator will then handle the complaint and try to find solution in friendly way.

Step 5: If the solution is found okay, the ICS coordinator makes a Report on complaint that he as well as

the complaining person will sign. Signature will close the complaint process as it means agreement between both

parties. Such report is described in Item 3.7.25 of this ICS Manual.

Step 6: If a friendly solution is not found, the ICS field coordinator will convoke approval committee and

complaining person and open discussion should lead to solution. Then Step (5) is carry out to conclude the

complaint..

A copy of the final report is kept in ICS office.

6.12. Comments

Farmers and middlemen can raise comments to the project. At the end of each training session ICS staff

give farmers and middlemen 30 minutes to make personal comments and / or ask questions and then all

comments / questions will be written in the training report. Comment form is present in Item 3.7.26 of this ICS

Manual.

7. Annual Training

The training is compulsory to help all members of ICS to understand clearly what different requirements

are in order to respect Technical Guideline, to be approved and then certified.

In order to organize training in proper way, ICS establish a training plan for 1 year (details available in

Item 7.5 and Item 8).

Training plan is a document where all trainings of different actors are planned, responsibilities define and

contents mentioned.

The training plan will mention target persons:

All of ICS staff are operating: Coordinator, assistant of coordinator in charge of field, Coordinator’s

assistant on office and factory, ICS’s consulting staff, ICS Internal Inspector and Approval Committee.

Staffs of processing factory: factory manager, documentation staffs, factory workers.

Staffs of collecting center.

Middlemen.

Farmers.

7.1. Training for ICS Staff

Training of ICS staff must be done yearly. The content of the training done in 2012 is the following:

- Definition of organic farming,

- Definition of Internal Control System

- ICS and documentation (ICS manual, forms and procedures)





- Technical guideline

- How to use ICS Manual, forms and procedures

- ICS staff: job and requirements

- Control system on the field

- Then specific training are to be given to internal inspectors and extension officers.

- Internal inspector: job description and duties

- Internal inspection: field exercise and monitoring

- Extension officer: job description and duties

- Extension officer: field exercise and monitoring

7.2. Training for Farmers and Middlemen

All farmers of the Camimex – Ngoc Hien Organic Shrimp project have been trained in1/2 day sessions.

Trainings have been organized by ICS extension officers and / or external companies. Training is organized with

groups of farmers, 1 group is composed of approximatively 25 to 30 farmers.

During the training, farmers received files with print-out of power points shown during the session.

Participation to such training is compulsory for Organic farm.

The training covers several points:

Reminding on organic hatchery

Inspection and certification process

Principle of group certification

Concept of ICS

Functions of ICS

Necessary training contents

Documents

Product flow control

ICS

Sanstion System

Process of transaction

After the first batch of theoretical training, extension officers start to make regular field visits to explain

again individually any points that have not been understood clearly in the group training.

7.3. Training for factory staff and workers

The training is carried out to assure properly following the quality management program according to

ISO 9001 : 2000, BRC, HACCP, etc and satisfying following requirements:

+ Management of product quality with customer orientation





+ Continuous improvement of quality management system for satisfying more and more customers’s

requirements.

The QM (Quality Assurance) Team of Factory No. 2 are responsible for holding training for the staff and

workers of Factory 2 focussing on the following contents:

+ Quality policy, quality targets

+ 10 regulations on industrial hygiene (SSOP)

+ 10 regulations on Good Manufacturing Practice ( GMP )

+ Knowledge on à HACCP

+ Allergens.

+ Pathogens.

+ CCP’s in production lines

+ Policy of security for factory, food safety and labour safety

+ Process of production of organic shrimps

- Target persons: Team leader, deputy team leader, all QM staff, factory staff and workers.

- Schedule of training:

1st time: Aug. 22, 2012

2nd

time:Aug. 23, 2012

3rd

time: Aug. 24, 2012

7.4. Results of training in 2011

The training for all divisions of ICS has been completed, the following people have been

trained: - 08 ICS staff (including: coordinators, extension officers, internal inspectors and office staff). All these

persons have been trained and received training certificate from Qualiservice (See QS Report at Annex 21,

Part III of ICS Manual version 6).

- 32 middlemen and 661 farmers were co-trained and given on-site consultancy by Qualiservice and ICS. All

middlemen and farmers having attended training sessions receive certificates for fulfilling their attendance at

compulsary annual (see ICS Report in Annex 22, Part III of ICS Manual version 6).

- 8 office staff and workers of the organic hatchery have been trained (Refer to the Hatchery

Manual).

- The superviors and workers of Factory No. 2: Every year the QM Department organized 3 training

sessions (Refer to the Plan and Report of Training of Factory No. 2 which is available at the QM

Department) 1

st time: Aug. 22, 2012

2nd

time:Aug. 23, 2012

3rd

time: Aug. 24, 2012





During 3 times of training, there are 18 managing staff and 332 workers of factory which were

trained by QM Dept. under operating of assistant of Coordinator on office and processing factory

7.5. Training Plan for 2013 of Qualiservice

PROPOSAL

TRAINING PROGRAM FOR CAMIMEX ORGANIC PROJECT – ICS

2012 - 2013

QualiService has been contacted by Camimex in order to propose its services to support the development of

Camimex and ensure re-certification for 2013.

ICS of Camimex project is in place but Camimex Management must be sure that re-certification will be gained.

PROPOSAL : Training program for CAMIMEX Organic Project – ICS – 2011/2012

ICS training of new staff:

o Organic shrimp project introduction

o Global overview of ICS functioning

o Internal inspection

o Local consultant

Support Product Flow control:

o Support to collect the yield data on the farm during harvest for Yield estimate.

o Support create template/form

o Support to spot visit farm to collect data and checking

o Support monitoring on the field

o Create tool for controlling product flow on basic Yield Estimation

o Support analysis data

Regular ICS training

o Office training for all ICS staff

ICS definition

ICS role

ICS function

ICS staff job

ICS documentation

Product flow control

Training of farmer

Approval and sanction procedure





o Field training for internal inspector, extension officer.

How to make inspection

Interview techniques

Investigation techniques

Reporting

Mapping

How to do farm consulting on the field.

How to fill the form during farm visit

Spot support of ICS staff in daily work

o Spot support in office

Documentation management

Reporting techniques

Data base management

Data analysis

o Spot support on the field

Support in interview

Support in mapping

Support in investigation techniques

Support in communicate with farm on individual consulting

Documentation

Support update ICS Template/ Form ( If needed)

Support update ICS manual

Support update AFL

Support review ICS document

Support in set up of documentation for IMO inspection in 2011

Regular hatchery staff training

o Topic: Update ICS training and documentation

Organic farming definition

Organic requirement for hatcheries

ICS definition: role and function

ICS control system (forms and documents/procedures)

Job description for hatchery staff

Quarantine certificate + invoice system

Document management

Data record

Analysis Data

Support of Hatchery staff





Set up Hatchery’s documents for certification

Update diary form

Create the traceability form

Training of farmers and middlemen

o Topics: ICS definition and function

Organic farming reminder

Certification process

Group certification principles

Definition of ICS

ICS role

Training needs

Documentation

Control of product flow

ICS control system

Sanction system

Purchase procedure

Target: 200 new farmers directly trained by QS (accompanied by Camimex ICS staff)

Support in training of 100 exist farmers and 100 new farmers (training by ICS staff accompanied

by QS staff). ICS staff will organize training of remaining farmer alone according to QS guidance

15 middlemen directly trained by QS (accompanied by ICS staff)

Support in training of 20/30 middlemen (training by ICS staff accompanied by QS staff)

Timing: 01 November 2012 to before IMO Inspection 2013 (Around the end of October 2013) – 12 months

8. GENERAL ACTION PLAN FOR 2012

8.1. Plan of giving technical consultance to farmers

Timing:

From Feb. 1, 2011 to Feb 29, 2011 (total consulting time : 25 days)

Personnel in charge:

- ICS Coordinator: 1

- Assistant of Coordinator in charge of field: 1 person

- Extension officers: 4

- Office staff: 1





- Nhân viên thời vụ: 04 người.

Location:

Farms at Ngoc Hien Forestry Enterprise.

Extimated farmers to be given with technical consultance:

The estimated farms are 197, in which 103 farms have been listed in List of Violating Farmers of

2012 – 2013, there are 25 farmers have just attended the project of June, 2012 and there are 69

farmers didn’t attend to train on July, 2012.

Number of farmers get the basic information are provided around 300 farmers.

Method of implementation:

Personal arrangement:

+ 04 consulting staff combine with 04 seasonal staff dividing into 4 groups and go to private

areas, each of consulting group is from 3 – 5 farmers/ day.

+ ICS Coordinator and Coordinator’s assistant in charge of field organized to carry , control,

supervise the process of consulting.

+ ICS Office Satff collects data from reports of ICS extension officers.

Contents of guidance given:

- Guiding farmers to follow the project “ Technical Guidance:

+ Recording diary and keeping organic documents;

+ Preserving raw material after harvest;

+ Manageing waste, waste from living activities;

+ Managing shimp ponds;

+ Managing agriculture and husbandry.

- Guiding farmers to overcome non-conformities

- Get the basic information and measure, make a map of shrimp ponds

Content of consultancy and get the basic information which were recorded in profile and have

signature by consulting staff

(The detailed plan is to be completed in January, 2013)

8.2. Plan of control the product flow





Timing:

From January, 2013 to end of December, 2013



- Assistant of Coordinator in charge of field: 1 person.

- Internal inspectors: 4

- Office staff: 1

Location:


Estimated people involved:

- All farmers and middlemen that are in operation within the framework of organic project at Ngoc Hien

Forestry Enterprise;

- Farms with harvest quantity that reaches “critical limit”;

- Farms with harvest quantity that needs to be “under consultancy advice”;


Personal arrangement:

+ ICS Coordinator and Coordinator’s assistant in charge of field operate, control, supervise

during controlling process of product line.

+ ICS Office Satff collects data from A forms and reports of ICS inspectors

+ 4 extension officers carry out spot inspection and give advices at farms and middlemen.

- Tasks:

+ Collect and analyse data from A forms;

+ Compare estimated yield quantity and data from A forms;

+ Carry out inspection on farmers basing on alarm data; spot inspection on farms and middlemen;

+ Giving on-site advices for farmers that have harvest quantity that needs to be “under consultancy

advice”;

+ Making reports of spot inspection, middlemen inspection and handling deviations if any

Activities for product flow control will be documented and these documents are kept in ICS Office.

(The detailed plan is to be completed on December 25, 2012)





8.3. Plan of farm training in 2013

Timing:

From July 15, 2012 to August 02, 2012


- Consultants from Qualiservice;

- ICS Coordinator;

- Coordinator’s Assistant in charge of field: 1 person

- ICS staff

Location:

Organic Conference room at Sub-section 184, Ngoc Hien Forestry Enterprise.

Number of farmers to be trained:

- 1000 farms has undergone internal inspection for 2013 - 2014


- Method of organization:

+ Carry out two training sessions / day. About 30 – 40 farmers attend each session.

+ Every attending farmer will be delivered with documents on organic shrimp aquaculture that are co-

composed by Qualiservice and ICS.

- Contents of training:

Remindings on organic hatchery

Inspection and certification process

Principles of group certification

Concept of ICS

Function of ICS

Necessary training contents

Documents


ICS

Sanction system

Transaction (buying) process

(The detailed plan is to be completed on June 10, 2013)

8.4. Plan of internal inspection in 2013





Timing:

From April 01, 2013 to July 06, 2013 (total inspecting time is 84 days)



- Coordinator’s Assistant in charge of field: 1 person.


- Office staff: 1

Location:


Estimated number of farmers to be inspected:

- All farmers that register to undergo internal inspection (about 1000 farms) for 2013 – 2014


- Personnel arrangement:

+ 04 inspectiors along with 4 seasonal employees divided into 4 groups, each inspection group from 3 - 4

farmers/ day. The inspection groups will conduct inspection for farms which weren’t consulted by that

group.

+ Coordinator and Assistant Coordinator in charge of field implement, supervise and monitor of the

inspection process

+ ICS Office Satff collects data from reports of ICS inspectors

- Points to be inspected:

- Inspection is done on the farmers’ compliance to internal organic standard:

+ Recording diary and keeping organic documents;

+ Managing waste, waste from living activities;

+ Managing shrimp ponds;

+ Managing agriculture and husbandry;

+ Managing wet land forest.

- Yield estimation on farm harvest.

- Field inspection, updating, measuring and drawing maps.

- Fulfilling records and report to ICS Coordinator and Office staff.





- Report violations (if any) to ICS Coordinator.

(The detailed plan is to be completed on Feb 25, 2013)

8.5. Plan for personnel in 2013

- Basing on operation situation of ICS in 2012

- Basing of ICS Plan for operayion in 2013

- Basing on the personnel condition of ICS in 2012.

Current personnel

- Coordinator : 1 person.

- Coordinator’s Assistant in charge of field: 1 person.

- Coordinator’s Assistant in charge of office and factory: 1 person.

- ICS Staff: 3 persons.

- Office staff: 1 person.

- Plan of ending of 2012, there will recruit one ICS staff

Source of personnel:

Basing on the Action Plan for 2013, the source of personnel need to cover the following tasks:

- From January, 2013 to Feb, 2013: 12 persons, including: 02 coordinators, 01 assistant, 04 ICS who

are inspectors and also extension officers and 1 office staff – these are from the current personnel of ICS.

- From beginning of March, 2013 to mid. of July, 2013: 12 persons, including: 02 coordinators, 01

assistant, 04 ICS who are inspectors and also extension officers , 1 office staff –from the current personnel of

ICS and 04 part-time staff from the source of local personnel.

- From beginning of August, 2013 to end of December, 2013: 08 persons, including: 02 coordinators,

01 assistant, 04 ICS who are inspectors and also extension officers, 1 office staff –from the current personnel

of ICS.

ICS personnel training:

- All ICS attend training sessions and field training held and trained by Qualiservice consultants.

- All part-time staff are trained by ICS before their farm visits.

8.6. Plan of hatchery inspection for 2013 Timing:





July 09, 2013




- Extension officers: 4

- Office staff: 1

Place of operation:

Hatcheries in Nam Can District and Ngoc Hien District.

Number of inspection expected farms:

- All of hatcheries are operating in Nam Can District and Ngoc Hien District. (Around 22

hatcheries)

Method of implement:

- Arrange personel:

+ Every day, 4 inspectors divided into 4 groups, each group held inspection from 3-5 hatcheries.

+ ICS Coordinator and Assistant of Coordinator in charge of field implement, supervise and monitor

of the inspection process.


- Content of inspection:

- Inspection of compliance with the provisions of the hatchery

Fulfilling records and report to ICS Field Coordinator and Office staff.

- Report violations (if any) to ICS Field Coordinator.

(The detailed plan is to be completed on June 25, 2013)

8.6. Water and shrimp sampling plan





8.7 Sampling plan to analyze radioactive on shrimp:





8.7. Plan of training middlemen and staff of collecting station

Timing:

From Aug. 03, 2012 to Aug. 04, 2013 Personnel in charge:

- Consultants from Qualiservice;

- ICS Coordinator;


- ICS staff

Location:

Organic Conference room at Sub-section 184 of Ngoc Hien Forestry One Member Company

Number of middlemen to be trained:

- 39 middlemans are operating in 2012 - 2013;

- 9 staff of purchasing station.

- 8 new middlemans have just registerred for 2013


- Method of organization:

- Traning for middleman: 1 day/ two classes

+ In the morning, training for 15 middlemans at conference room of Ngoc Hien Forestry

One Member Company

+In the afternoon, training for 25 middlemans and 09 staff of purchasing station in

Organic Conference Room.

- Each participant will be issued document regarding to program of Organic Shrimp Farming

which is edited by Qualiservice.


Organic aquaculture reminders

Process of inspection / certificatiuon

Principle of group certification

Concept of ICS

Function of ICS

Necessary documents





Documents


ICS

Sanction system

Transaction process

(Detailed plan wasl finished on July 10, 2012)

8.8. Plan of inspection on middleman and purchasing station 2012

Timing:

From June 06, 2012 to June 10, 2012(Total of inspection days: 14 days)


- ICS Field Coordinator: 1

- Assistant to ICS Field Coordinator: 1


- Office staff: 1

Location:

Middlemen that operate in the farming area of Ngoc Hien Forestry One Member Company

Number of expected inspection:

- All of middlemans are operating in Ngoc Hien Forestry One Member Company (Around 40

middlemans)



+ Every day, 4 inspectors divided into 4 groups, each group organizes inspection for 3-4 middlemans

+ ICS Coordinator and Assistant of Coordinator in charge of field implement, supervise and monitor

during inspection



- Inspection of compliance in accordance with the rule of middleman and purchasing station.

-Complete profile of report for office staff and Coordinator.

-Report violation to Coordinator(if applicable).

(Detailed plan will be finished on June 25, 2013)





8.9. Plan of training part-time staff

Timing:

From Jan. 05, 2013 to Jan. 16, 2013

Participants:

- ICS Coordinator : 1


- Part-time staff : 4

Location:

- At ICS Office

- At farms of Ngoc Hien Forestry Enterprise



Guidance of way of measuring shrimp ponds

- Method of implementation:

- Coordinator will instruct for seasonal employee the way of using strings for measurement and

drawing maps - Using strings for measurement and drawing maps

(The detailed plan is to be completed Jan. 01, 2013)

8.10. Plan of updating ICS Manual

Timing:

From July 25, 2012 to end of Aug., 2012


- Qualiservice staff: 1;

- ICS Coordinator: 1;

- ICS Office and Factory Coordiantor: 1;


- Office staff: 1.

Location:

-ICS Office in sub-section 184 Forestry of Ngoc Hien Forestry One Member Comapny





- CAMIMEX Head Office.


- ICS organize composing ICS Manual basing on operations in 2012 with the support and guidance of

Qualiservice.

- ICS complete all documents before IMO inspection

(The detailed plan is to be completed on July 20, 2013)

8.11. Plan of ICS record keeping in 5 years:

Timing:

From Jan. 01, 2011 to end of Dec., 2015

Participant:

- ICS Field Coordinator: 1 person;

- Assistant of ICS Field Coordinator: 1 person;

- ICS inspectors: 6 persons

- Office staff: 1 person.

Place of operating:

ICS office in sub-section 184 Forestry.

Method of operating:

;

Facilities:

+ From Jan., 2011 to Dec., 2013: Will expand an office in Sub-section 184 Forestry; besides

equipped with two filing cabinets to store all the records of ICS.

+ From Jan. 2014 to Dec., 2015: will be equipped with 2 filing cabinets to store all the records of ICS

+ Office staff responsible for keeping the records of the ICS system

Arrange personnel:

+ Office staff has responsible for keeping kinds of records of ICS system.

+ ICS Field Coordinator and Assistant to ICS Field Coordinator organize the implementation and

checking / monitoring the product flow control process.

+ ICS staff has responsible for support during process of keeping records

Capital:





+ Expenses for office expansion and equipment are supported from the Camimex – Ngoc Hien

Organic Shrimp Project Development Fund.

8.12. Plan of checking / monitoring operations of ICS staff

Timing:

From Jan., 2013 to end of Dec., 2013


- ICS Coordinator;


Location:

At the area of Ngoc Hien Forestry Enterprise;


- Control of product flow

ICS Coordinator and Coordinator’s Assistant on Filed check collecting data of office staff,

frequency of checking: 1 day/ harvest

Check, monitor the inspection basing on alarm data reported by inspectors; frequency of checking is

1 day/ 1 harvest.

Timing: From Jan., 2013 to December, 2013

- On-site training and get the basic information:

ICS Coordinator and Coordinator’s Assistant on Field check on field randomly when

consulting staff are working, frequency of checking: 1 day/ harvest

Check all records made by extension officers during their field visits (i.e., remarks of extension

officers; frequency of checking is 1 day/ week.

Timing: From beginning of February, 2013 to end of Feb, 2013.

- Middlemen Inspection

ICS Coordinator and Coordinator’s Assistant on Field check, report middleman who were

checked on field completely by inspectors, frequency of checking: 1 day/ month

Timing: From January, 2013 to December, 2013 (during the middlemen inspection)





- Internal inspection

ICS Coordinator and Coordinator’s assistant in chagre of field control, supervise the tasks of

inspector on field( Interview, update, measure and make a map); frequency of inspection: 1

day/week.

Check inspectors’ reports; frequeny : 1 day/ week.

Check and monitor the collection of data and basic information of ICS office staff; frequeny : 1 day/

week.

Timing: From beg. of April, 2013 to July., 2013

- Inspection on violating farms

ICS Field Coordinator and his assistant check and monitor the work done on field of internal

inspectors; frequency of checking is 1 day/ week.

Check inspectors’ reports; frequeny : 1 day/ week.

Check and monitor the collection of data and basic information of ICS office staff; frequeny : 1 day/

week.

Timing: From beg. of August, 2013 to end of Dec., 2013.

- Training

ICS Field Coordinator and his assistant will do the checking and monitoring the training sessions (on

farmers, middlemen, staff of collecting station, ICS staff).

Timing: From beginning of July, 2013 to beginning of August, 2013 (during the training period)

Besides checking and monitoring on field, at office and reports ICS Field Coordinator and his

assistant hold meetings right after checking for giving evaluation and comments on the work of ICS staff.

8.13. Plan of re-inspection on violating farmers

Timing:

Dividing into two times:

The 1st time: From Aug. 01, 2012 to end of Aug., 2012: Inspection for secondary

violating farmers.

The 2nd

time: From Dec. 01, 2012 to end of Aug., 2012: Inspection for primary violating

farmers.







- Coordinator’s assistant in charge of field: 1 person


- Office staff: 1

Location:

Farms of Ngoc Hien Forestry Enterprise

Estimated number of farmers to be inspected:

- All farmers that are named in the list of violating farmers during internal inspection for 2013 –

2014.



+ 4 inspectors divided into 4 groups, each group inspects 3-5 farms / day. Inspectors will re-inspect non-

conformities basing on reports of violations of that farmer.

+ ICS Coordinator and Coordinator’s assistant in charge of field organize to carry, checking,

supervise the process of inspection. + ICS Office Satff collects data from reports of ICS inspectors


- ICS re-inspect on all the points that farmers violate.

- ICS inspect basing on “Technical Guideline”

After completion, inspectors make reports to ICS Field Coordinator and office staff

- Yield estimation on farm harvest.

- Field inspection, updating, measuring and drawing maps.

- Fulfilling records and report to ICS Field Coordinator and Office staff.

- Report violations (if any) to ICS Field Coordinator.

(The detailed plan is to be completed on July 25, 2013)

--------End-----

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