Purpose
This guide combines detailed instructions for collecting, updating, and reviewing scoping information in ChainPoint. The following content is aimed for Certificate Holders (CHs) to be able to navigate the system confidently, maintain compliance, and support accurate audit processes.
What is Scoping Information?
- Scoping information includes:
- Site Details
- Certificate Holder Profile
- Certificate Scope
- Site Details: Information about individual sites under the scope of CH’s management.
- Certificate Holder Profile: Stakeholder details, supply chain structure, and certifications.
- Certificate Scope: Products, management units, and workforce totals under certification.
Why is it Important?
Accurate and updated scoping data ensures:
- Proper audit planning and scheduling
- Compliance with certification standards
- Streamlined and error-free audits
Things to Consider:
- Collecting Information: The former collection process transitioned from a general template to more specific forms focusing on certain details about the CH. This helps gather the right details from the beginning of the process, making it more accurate and easier to follow.
- Certificate Holder Profile: Collecting details such as the entity’s supply chain and site information. This builds a clear picture of the CH and their operations.
- Multiple Certifications: When CHs have multiple certifications, more than one record must be created. This ensures all certifications are tracked correctly.
Quick Tips for Success
Validate Data
- Double-check all entries for accuracy before submission.
Collaborate
Contact the Conformity Assessment Body or Fair Trade USA for clarification if any fields or steps are unclear or require additional explanation or detail.
Step 1: Log into ChainPoint
- a. 4 months prior to the Permanent Audit Month, CH will receive an Email with the subject line: “Fair Trade USA Scoping Form – Ready for Review.”
Click the provided link to access the Scoping & Scheduling form. You will be redirected to ChainPoint
Note: If the email is not your Inbox, search for the sender audits@fairtradeusa.org in your spam folder.
- b. Login to ChainPoint
Enter your Partner Portal login credentials
For additional details on how to login to ChainPoint see here. If you have any questions or problems with login, please contact your Fair Trade USA Account Manager or
Please note that in ChainPoint, the Fair Trade USA Account Manager is referred to as the Partnership Manager. In this case, please contact your Fair Trade USA Account Manager for assistance.
Step 2: Updating Scoping Information
- a. Access Scoping & Scheduling
Open the Scoping & Scheduling form and scroll to the Certificate Holder Review and Updates section.
Click "Read More" to expand details and open the Certificate Holder Review and Updates page.
Open Relevant Forms
- b. Click the "Click here to update your profile" link on the bottom of each section.
- Certificate Holder Profile
- Certificate Scope
- Site Details
Note: You will need to return to the Scoping & Scheduling form to complete the scoping process. Notify the Conformity Assessment Body (CAB) that the scoping review and updates are complete
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c. Each form opens in a new tab or browser for editing.
Note: A “multiple tabs open” message may appear. Click the “X” to proceed with the scoping related forms.
Note: Alternatively, you can navigate directly to each of these forms, click the “Companies” menu
Step 3: Updating the Certificate Holder Profile
CHs can only update certain information in the Certificate Holder Profile. There are two profile types: non-editable and editable.
Note: The first two sections of the Certificate Holder Profile are non-editable and cannot be updated directly in ChainPoint.
Non-Editable Sections:
General Information and Contact Roles
Non-editable sections cannot be updated within ChainPoint.
Any updates to a non-editable section will require you to contact your Fair Trade USA Account Manager*.
*Please note that in ChainPoint, the Fair Trade USA Account Manager is referred to as the Partnership Manager. In this case, please contact your Fair Trade USA Account Manager for assistance.
Editable Sections:
To start updating Certificate Holder Profile, scroll to each editable section and click “Edit.”
Fair Trade Committees (FTCs) and Premium Participants
Enter the total number of FTCs and participant details.
Click “Add Row” to add a committee name and number of Premium Participants for each committee. Repeat this step for additional fields.
For more information on Premium Participants please see the following guidance:
- Agricultural Production Standard Guide to Identifying the Premium Participants
- Factory Production Standard Guide to Identifying the Premium Participants
- Capture Fishers Production Standard Guide to Identifying the Premium Participants
Supply Chain Structure
Click the “Drop Files or click to upload” to upload a supply chain structure diagram.
Supply Chain Entities
This section displays the Affiliate Entity Name, Relationship and Relationship Explanation.
Click on the “Add Row” to include new supply chain entities. Click on an existing row to edit information on existing supply chain entities.
Marketing Fair Trade Certified Products
Click the drop down to select if you have identified buyers of Fair Trade Certified products or participate in the Walmart Responsible Sourcing Program. For more information on Walmart Responsible Sourcing Program, click here.
Other Certifications Held
Select any additional certifications held from the list:
Note: If not listed, select “Other” and type in the “Other Agricultural Production Certification” field.
Once updates are complete, click “Save” at the top of the page.
Click "Save Changes" and click “OK” to save the form.
Add comments for the CAB reviewing the Certificate Holder Profile scoping form.
Step 4: Updating Site Details
The Site Details form is used to update site-specific information before your audit.
Note: Complete the Site Details form before updating the Certificate Scope form to ensure accurate data aggregation. Data entered in the Site Details form, such as product information, will automatically populate the Products in Scope of Certification table in the Certificate Scope form.
Click "Edit" to modify details about each site.
If the CH’s certificate includes management units, this section will appear. Select the"Management Unit" associated with the site you are editing. To update details such as the name and number of workers for each management unit, use the Certification Scope form.
Note: This section will not appear if the certificate does not include management units. Management Units apply to Agriculture Production and Capture Fisheries Standards
Site Information
Update any additional site details in the Site Details section.
Adding or Copying Sites
Navigate to the Site Details Overview.
Click “Add” to create a new site.
Click “Copy” to duplicate an existing one.
Complete all required details and click “Save”.
Note: Copy an existing site by clicking the “Copy” button at the top of the Site Details form.
Site Products
Use the Product Information table to add or update products associated with each site.
To add a product, click on “Add row". Select the product from the list of available products.
Note: If you do not see the product you want to add please contact your Fair Trade USA Account Manager to notify them you are adding a product that is not available in the database.
Fill in the Harvest Month related information and whether product is already certified as Fair Trade USA or not.
Note: Include harvest months and Fair Trade certification status.
Click “Save” to ensure your updates are recorded.
Step 5: Updates to the Certificate Scope
Management Units
Use the Certificate Scope form to enter information related to items in scope of the certification.
The Certificate Scope form contains information about your management units (if your certification includes management units), product information in scope of the certification, supply chain information and total workforce information.
To add management units to the scope of the certification, select “Yes” to the question “Do you have management units under your certificate, including the possibility that you, as the Certificate Holder, own/manage multiple sites or farms?”
Click “Add” to add the management unit name and number of workers.
Note: The system will generate the blue fields which cannot be edited.
For additional information on scope of certificate review the following resources:
- Guidance for Determining Scope Under the Agricultural Production Standard
- Guidance for Determining Scope Under the Capture Fisheries Standard
- Guidance for Determining Scope Under the Factory Production Standard
Audit Reports
This section lists audit reports available from previous audits. The information in this section is for information purposes and cannot be edited.
Products in Scope of Certification
Update total volumes per product in the scope of the CH's Certificate annually. Products can be added to each Site Details form and aggregate up to the Certificate Scope form.
Note: Some fields in the Scope form require specific values for example: volume questions will only allow numeric values.
Workforce Overview
Use this section to add or update the workforce information. Note that the fields in blue fields contain totals and are not editable.
Once completed updating the Certificate Scope form, click "Save."
Step 6: Completing Scoping Attestation
To notify the CAB that all scoping information has been reviewed and updated, navigate back to the Scoping and Scheduling form.
Click Edit, at the top left corner of the Scoping & Scheduling form.
Click on "Yes, I have reviewed and updated all the information..." for each scoping-related form.
From the top of the Scoping and Scheduling form click on "Submit."
If desired, add a comment for the reviewing CAB and click "OK."
Once the Scoping and Scheduling is completed and submitted the reviewing CAB will receive a notification that scoping information has been updated, and they can proceed with scheduling the audit.