Post-Complaints Monitoring

TITLE	CURRENT STATUS
PT Sukses Karya Sawit (SKS), PT Berkat Nabati Sawit (PT BNS), PT Bumi Sawit Sejahtera (PT BSS) - Subsiadary of PT Sawit Nabati Agro (PT SNA), IOI GROUP (a subsidiary of IOI Corporation Berhad) - Case No: GR-000882	Closed
PT Permata Hijau Pasaman - PT PHP 1 (a subsidiary of Wilmar International Limited) - Case No: GR-000878	Closed
PT. PP London Sumatra Indonesia Tbk "PT LonSum"(a subsidiary of PT Salim Ivomas Pratama Tbk)	Closed
FGV Holdings Berhad - The Wall Street Journal (WSJ) - Article by Syed Zain Al on FGV - Mahmood Dated 26 July 2015	On-going
PT Limpah Sejahtera (Subsidiary of First Resources Ltd.) Case No: GR-000933	Closed
Poligrow Itay (Subsidiary of Poligrow Colombia SAS)	On-going
PT Permata Hijau Sawit (a subsidiary of PT Permata Hijau Group)	On-going
PT Temila Agro Abadi (PT TAA) (a subsidiary of FGV Holdings Berhad)	On-going

Date	Progress Update
20 August 2018	IOI Group submitted an updated action plan to the Complaints Desk in the implementation of Complaints Panel directives.
27 August 2018	Official transfer of case received by the IMU from the Complaints Desk to the Investigation and Monitoring Unit (IMU) for monitoring of the implementation Complaints Panel's directives.
3 September 2018	The IMU had initiated its internal review of the action plan with the assistant from relevant department within the RSPO Secretariat and it is found that the submitted action plan sufficiently provided action steps to be taken by IOI Group to address the complaints panel directives.
7 December 2018	IOI Group submitted the first quarter progress updates in the implementation of Complaints Panel directives to the IMU.
10 December 2018	The IMU conducted an internal desktop review by verifying the adequacy of the progress reported and evidence submitted against Complaints Panel directives.
12 December 2018	A physical meeting was held in RSPO KL Office to discuss and to seek further verification from IOI Group based on the internal review done by the IMU.
1 March 2019	IOI Group submitted the 2nd quarter progress updates in the implementation of Complaints Panel directives to the IMU.
2 March 2019	The IMU conducted an internal desktop review by verifying the adequacy of the progress reported and evidence submitted against Complaints Panel directives.
15 April 2019	Investigation & Monitoring Unit (IMU) of the RSPO Secretariat had finalized the internal review of the action plan and progress reports submitted by IOI against the Complaints Panel’s directives and the IMU concluded that IOI has successfully met all the requirements set by the Complaints Panel. The monitoring of the implementation of the Complaints Panel directives for "PT Sukses Karya Sawit (SKS), PT Berkat Nabati Sawit (PT BNS), PT Bumi Sawit Sejahtera (PT BSS) - Subsidiary of PT Sawit Nabati Agro (PT SNA), IOI GROUP (a subsidiary of IOI Corporation Berhad) - Case No: GR-000882 " is now officially closed.

Date	Progress Update
12 September 2018	Official transfer of case received by the IMU from the Complaints Desk to the Investigation and Monitoring Unit (IMU) for monitoring of the implementation Complaints Panel's directives.
2 October 2018	RSPO Secretariat received the Revised Work Plan from the Respondent (Wilmar)
2-3 October 2018	The review and finalisation of participatory mapping was held in Pasaman Barat attended by the Nagari Kapa Communities, Wilmar representatives, the mediator (IMN Consultant) and an observer from the RSPO Indonesia Office.
4 October 2018	The Complainant (FPP representative) informed the RSPO Secretariat that Nagari Kapa Community Leader is serving his sentence in Lembaga Pemasyarakatan Pasaman Barat Detainment Centre.
18 October 2018	RSPO Secretariat request the status update of workplan implementation and decision made in consensus with the affected parties after the arrest of their Community Leader.
18 October 2018	IMN Consultant wrote an official email to the RSPO Secretariat to inform that Wilmar and Nagari Kapa representative agreed to postponed the implementation of work plan until the release of the Community Leader.
29 January 2019	Signed written agreement that both parties in consensus with the postponement of workplan submitted to the RSPO Secretariat. The workplan activities only to be continue once Nagari Kapa Community Leader is released. Please click here to view the signed written agreement.
15 April 2019	IMN Consultant communicated and confirmed the activities to be resume based on the dates in end of April 2019 - early of May 2019) has been agreed by both parties for: Effective Negotiation Training (Pre-negotiation) Participatory Map Consultation and Finalisation Meeting for West Sumatra BPN (Pre-Negotiation)
30 April 2019	Effective negotiation training conducted in West Pasaman from 31st April 2019 to 1st May 2019 facilitated by the IMN.
3 May 2019	Consultation meeting and hand-over of the participatory mapping to the West Sumatera BPN. The meeting took place in Padang, West Sumatera.
1 October 2019	Negotiation prepartion meeting was conducted between Nagari Kapa community Leader, Wilmar and RSPO to discuss the agenda of the negotiation meeting that will be conducted on 1st of December 2019.
2 December 2019	The negotiation meeting conducted ended without agreement. The final meeting is postponed to 13 February 2020
13 February 2020	The negotiation meeting ended succesfully, both parties agreed to come up with the draft agreement. The agreement will be sign on 24th March in West Pasaman Regent office. The progress has been updated accordingly to the Complaints Panel.
24 March 2020	Due to the outbreak of Covid-19, there will be a delay in the process to sign the agreement by the respective parties. The facilitator will schedule a separate meeting with the respective parties to acquire the signature for the agreement. As of 24th March 2020, signature from representative of the Company has been acquired follow by the signature from RSPO representative (as a witness). The signature from representative of the Community and another witness is plan to be acquire in the upcoming weeks.
1 April 2020	Parties have signed an agreement as a mutual resolution to the matters raised in the Complaints Panel Decision. This agreement was witnessed by the Bupati (local regent) of West Pasaman, RSPO & Nagari Institute. The Secretariat has prepared a Post Compaints Monitoring closure report and forwarded to the CP. Secretariat is waiting for further direction from the CP.
8 May 2020	Investigation & Monitoring Unit (IMU) of the RSPO Secretariat had finalized the internal review of the action plan and progress reports submitted by PT PHP1 against the Complaints Panel’s directives and the IMU concluded that PT PHP1 had successfully met all the requirements set by the Complaints Panel. Complaints Panel had agreed to IMU's recommendation to close the post-complaints monitoring on PT PHP1. The monitoring of the implementation of the Complaints Panel directives for PT Permata Hijau Pasaman (a subsidiary of Wilmar International Ltd) - Case No: GR-000878 " is now officially closed.

Date	Progress Update
5 December 2018	Official transfer of case received by the IMU from the Complaints Desk to the Investigation and Monitoring Unit (IMU) for monitoring of the implementation Complaints Panel's directives.
11 December 2018	PT LonSum sent an official Letter to the IMU explaining the delay in providing action plan in the implementation of Complaints Panel directives.
12 December 2018	The IMU request a discussion with PT LonSum in understanding the real intention of the Letter.
14 December 2018	Discussion was held between the IMU and PT LonSum in the presence of Sr. Grievance Manager. PT LonSum raised concern in relation to Complaints Panel directives and the RSPO Secretariat emphasizing that PT LonSum requires to submit an action plan at soonest by 18th December 2018 or to request a stay of implementation and to lodge an official appeal address to the Complaints Panel.
18 December 2018	The IMU release official response letter to PT LonSum emphasizing that the IMU unable to recommend any third party consultant to support its request in conducting a further verification of the decision of the Complaints Panel and urge PT LonSum to submit the required action plan or is deciding to proceed with other option/avenue by 20th December 2018. Failing in submission of the required action plan, the IMU shall revert this case as a non-compliance to the Complaints Panel.
20 December 2018	PT LonSum failed to submit required action plan on the basis of given extended due date, the IMU had referred back this case as a non-compliance to the Complaints Panel for further deliberation.

Date	Progress Update
5 December 2018	Official transfer of case received by the IMU from the Complaints Desk to the Investigation and Monitoring Unit (IMU) for monitoring of the implementation Complaints Panel's directives.
27 February 2019	FGV had requested an extension of the implementation of Complaints Panel directives which to be due on 28th February 2019. The IMU had escalated the request to Complaints Desk for Complaints Panel further deliberation.
8 March 2019	Complaints Panel had granted a 3 week extension as requested by FGV and no further extension will be considered in respect of FGV's obligation to submit its action plan and quarterly progress report.
29 March 2019	FGV submitted the finalised action plan and first quarter progress updates in the implementation of Complaints Panel directives to the IMU.
19 April 2019	Based on the internal review, it was found out that the action plan has satisfactorily addressed Complaints Panel directives. In addition to that, the first progress report clearly detailed out the progress of implementation of the action plan. FGV to proceed with the implementation of the action plan and to submit the second progress report in June 2019.
28 June 2019	FGV submitted the second quarterly progress report to the IMU.
5 September 2019	IMU engagement with FGV Sustainability team to initiate the verification audit process. The audit is expected to be conducted in early of the month of October 2019.
28 September 2019	FGV submit the second progress report for the implementation of CP directives.
7 October 2019	Verification audit work started. 6 management units was chosen across Malaysia consist of certified and uncertified units.
18 October 2019	Verification audit work completed. Expected date for report submission in 30th October 2019.
30 October 2019	Audit report compilation, audit report summary and FGV action was submitted to the complaints unit and to be presented to the complains panel on 2nd November 2019.
13 January 2020	Following the results of the verification audit at several FGV units, the Complaints Panel issued a sanction against FGV. The sanction includes an extension of the post complaint monitoring, suspension of the P&C Certification on Serting Mill and a suspension of the certification process for all uncertified units. For more details on this matter, please refer to the Complaints Panel letter dated 13 January 2020 here.
13 February 2020	FGV submit the new develop SOP pertaining to the undocumented workers.
25 February 2020	FGV submitted the new mechanism with other supporting documents to mitigate the risk of new undocumented workers joining FGV plantation. The Secretariat will continue the review of submission from FGV.
10 April 2020	FGV submitted their progress update (4th progress report for Q1 2020) on their implementation of the Complaints Panel directives. The report is currently being reviewed by the Secretariat and the progress reported has been forwarded to the Complaints Panel.
20 April 2020	The Secretariat had a meeting with FGV to discuss the progress report. Secretariat shared their comments with FGV for clarifications based on the information provided in the report.
22 April 2020	The Secretariat had a session with the CP to present the latest updates on the FGV Post Complaints Monitoring.
4 May 2020	FGV responded to the Secretariat with the following updates: The establishment of the OSC started in 2012 in Nilai, previously known as Transit Center. This Centre was upgraded and relocated to Gemencheh, Negeri Sembilan and renamed as FGV’s One-Stop Centre Realizing the usefulness of the OSC in strengthening the recruitment process of migrant workers, FGV decided in 2019 to establish three more OSCs in Lombok, Indonesia, Chennai and Kolkata, India, respectively. FGV also submitted the documentation of OSC. FGV has stopped recruiting workers from Myanmar and Nepal. Existing workers from these countries were recruited more than five years ago following recruitment procedures that were then applicable as provided by the laws and regulations of Malaysia, Myanmar and Nepal.
8 July 2020	FGV submitted their progress update (5th progress report for Q2 2020) on their implementation of the Complaints Panel directives. The report is currently being reviewed by the Secretariat and the progress reported has been forwarded to the Complaints Panel.
22 July 2020	Secretariat wrote to FGV to seek for clarification on the SOP Sosialisation status.
29 July 2020	FGV responded to the Secretariat that the Socialisation for SOP have covered all FGV's plantation sector, which include mills and plantations.
28 August 2020	The Secretariat had a session with the CP to present the latest updates on the FGV Post Complaints Monitoring. The IMU has presented on FGV’s updates and the CP is pleased with the updates provided.
6 September 2020	FGV submitted their progress update (6th progress report for Q3 2020) on their implementation of the Complaints Panel directives. The report is currently being reviewed by the Secretariat.
7 January 2021	The Verification audit at 4 Complexes of FGV in Peninsular Malaysia is on going
10 February 2021	Verification Audit completed for Peninsular Malaysia
1 March 2021	Following the Covid-19 situation in Sabah, the Secretariat made to understand that the activities under essential services are allowed. CB's highlighted that some requirements need to be fulfilled to proceed. The verification audit in Sabah has scheduled for the 4th week of March.
29 March 2021	Verification Audit performed in Sabah at 2 complexes of FGV
11 May 2021	The Secretraiat received the1st draft of verification audit report from the auditor. The draft report is under reviewed by the Secretariat.

Date	Progress Update
10 May 2019	Case is officially transferred from the Complaints Desk to the Investigation and Monitoring Unit (IMU) for monitoring of the implementation Complaints Panel's directives.
21 May 2019	IMU had a kick off meeting with the Company to discuss the monitoring plan.
30 May 2019	IMU has sent the draft of ToR for independent review to the Company
25 July 2019	Desk evaluation for soil survey of PT Limpah Sejatera was completed. Land used change analysis (LUCA) activity will be initiated and expected to be conducted in end of August 2019.
1 September 2019	LUCA Assessment conducted at PT Limpah Sejahtera.
2 October 2019	The Assessor submitted the first draft of LUCA report to be review by First Resources and RSPO secretariat.
17 October 2019	The final LUCA report was submitted. The report is then submitted to the compensation panel for FCL calculation.
29 October 2019	FCL calculation by the compensation panel is given to First Resources for review.
31 October 2019	PT Limpah has completed all action plan directed by the complaints panel as according to the CP Directive letter dated April 2019. The complaints unit has being updated and the progress will be review by the complaints panel for their next action.
17 February 2020	Investigation & Monitoring Unit (IMU) of the RSPO Secretariat had finalized the internal review of the action plan and reports submitted by PT Limpah Sejahtera against the Complaints Panel’s directives and the IMU concluded that PT Limpah Sejahtera has successfully met all the requirements set by the Complaints Panel. The monitoring of the implementation of the Complaints Panel directives for PT Limpah Sejahtera (a subsidiary of First Resources Ltd) - Case No: GR-000933 " is now officially closed.

Date	Progress Update
4 December 2019	Case is officially transferred from the Complaints Panel to the Investigation and Monitoring Unit (IMU) for monitoring of the implementation Complaints Panel's directives
12 December 2019	The IMU has been in touch with the CB to schedule a meeting in the RSPO office. The agenda of this meeting is to discuss the monitoring plan for Poligrow Post Complaints Monitoring
23 January 2020	A meeting was held between the Secretariat and the CB virtually. It was agreed that the CB will update the Secretariat once the date for ASA is confirmed, including the final audit report.
20 April 2020	The Secretariat is still waiting for the initial certification audit report from the CB
20 July 2020	The Secretariat is still waiting for the initial certification audit report from the CB
21 September 2020	TThe Secretariat is still waiting for the initial certification audit report from the CB
15 January 2021	The Secretariat received the initial certification audit report on 5.01.2021. The Secretariat is currently reviewing the findings of the report.
19 March 2021	Based on item (7) of the CP's Decision Letter dated 04.12.2019, The Secretariat is to instruct the relevant Certification Body to monitor the implementation of the Respondent's Action Plans and Management Plans from the period of certification up to the surveillance. The Secretariat is to ensure that at the point of surveillance that the CB reviews the progress of the implementation of the Respondent's Action Plans and Management Plans and that the same is reported to the Secretariat.
23 April 2021	Item (7) of the CP’s decision has been communicated to the CB by the Certification Unit on 08.04.2021. The CB acknowledged the receipt of the CP’s directive on the same day. The CB shall closely monitor the implementation of the Action Plans and Management Plans implemented by the Unit of Certification from the date of certification up to the next surveillance audit as per stated in item (7) of the CP's Decision. The monitoring of implementation progress shall be recorded in the surveillance audit report.
21 May 2021	The monitoring of the implementation progress will be recorded in the next surveillance audit report.

Date	Progress Update
18 August 2020	Case is officially transferred from the Complaints Panel to the Investigation and Monitoring Unit (IMU) for monitoring of the implementation Complaints Panel's directives
4 September 2020	- A kick off meeting was held between the Secretariat and PT PHS virtually. The agenda of this meeting is to discuss the monitoring plan for PT PHS Post Complaints Monitoring; - It was agreed that PT PHS will submit 1st progress report on 11 November 2020 and the 2nd progress report on 11 February 2021 on the implementations of bilateral engagement with the complainant.
10 November 2020	The Secretariat received PT PHS 1st progress report on the implementations of billateral engagement with complainant. The report is currently being reviewed by the IMU.
13 January 2021	- Update from IMU to the Complaints Desk on the result of the review, explaining: 15 points of the bilateral agreement has been fulfiled. The one that is still ongoing progress is point 13: ‘’Buruh Harian Lepas (BHL) / daily casual workers who meet the criteria and operational requirement, they will be further processed into PKWT and PKWTT in accordance with the company's budget’’.
9 February 2021	The Secretariat received PT PHS 2nd Progress Report on the Implementation of Bilateral Engagement with the Complainant. The report is reviewed by the IMU and the Complaints Desk
23 February 2021	IMU sent an email to the Respondent requesting an additional verification documents
8 March 2021	the Respondent furnished the Complaints Desk with the verification documents
7 May 2021	The Complaints Desk furnished the Complaints Panel with the Briefing Note
14 June 2021	CP deliberation on the closure of PHS PCM. CP directed the secretariat to request responses from the Complainant
15 June 2021	The Complaints Desk request the Complainant to provide responses. Due for the response is 22 June
15 June 2021	The Complaints Desk request for additional information regarding the complaint lodged against FSPMI leader to the police from the Respondent
22 June 2021	The Complainant request for time extension to provide responses
23 June 2021	The Respondent furnished the Complaints Desk with the information regarding the progress of the case
30 June 2021	The Complainant furnished the Complaints Desk with response on the bilateral agreement implementation
1 July 2021	The Complaints Desk is preparing revised Briefing note integrating response from the Complainant and update from the Respondent

Date	Progress Update
28 August 2020	Case is officially transferred from the Complaints Panel to the Investigation and Monitoring Unit (IMU) for monitoring of the implementation Complaints Panel's directives
28 September 2020	- A kick off meeting was held between the Secretariat and PT TAA virtually. The agenda of this meeting is to discuss the monitoring plan for PT TAA Post Complaints Monitoring; - PT TAA is in the process to conduct soil survey. The Secretariat is expected the soil survey report to be submitted within the agreed timeline.
10 November 2020	The Secretariat received PT TAA socialisation report on the engagement with affected communities. Based on the report, the mitigation plan to address local communities' plights and the rehabilitation plan will be finalised once the soil survey report is completed.
18 February 2021	The Secretariat has received the FGV Remediation Plan. The document is on going review by the the Secretariat.
23 April 2021	Secretariat has completed its review on FGV Remediation Plan
27 May 2021	Pending deliberation and questions from the CP

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