SENSIBILIS
PILE AUDIT PROTOCOL

(VERSION 1)

INTRODUCTION TO THE PILE AUDIT PROTOCOL

The definitions used in the Sensibilis Common Regulations apply to this document (and shall have the same meaning when used in this document).                                

This document defines the protocol for Auditors to follow when creating, deleting, and auditing Piles within the Sensibilis Site Tool.        

HOW THIS PILE AUDIT PROTOCOL WORKS                        

This Pile Audit Protocol is set out in the following parts:

1. Part 1 – this part sets out the procedure for creating Piles in Sites; and
                                                   
2. Part 2 – this part sets out the procedure for deleting Piles in Sites; and
                                                   
3. Part 3 – this part sets out the procedure for auditing Piles in Sites.
                                                   
4. Part 4 – this part sets out the procedure for resolving minor non-compliances of Piles.        
   

PART 1
                        

1. CHECKS BEFORE CREATING A PILE                                

1.  The Auditor must make a visual inspection of the location of the intended Pile and satisfy themself that the location is clearly identifiable and that measures have been taken to avoid the mingling of goods in the Pile with other goods.

PART 2

1. CHECKS BEFORE DELETING A PILE
   

1. The Auditor must make a visual inspection of the Pile and confirm that no goods remain in the Pile.
   
2. The Auditor must cross check all Batches that have entered the Pile according to the Sensibilis Site Tool against physical documentation, confirming that the amount, discharge date, transportation method, transport reference, and owning Organisation all match.
   
3. The Auditor must cross check all Batches and Feedstocks that have been produced from the Pile according to the Sensibilis Site Tool against physical documentation, confirming that the amount, discharge date, transportation method, transport reference, and owning Organisation all match.
                                                                           

PART 3
                                                                

1. CHECKS DURING AN AUDIT
   

1. The Auditor must make a visual inspection of the Pile and confirm that it remains in the location originally identified, that the amount of goods is reasonably reflective of the amount remaining according to the Sensibilis Site Tool, that measures remain in place to prevent mingling with other goods, and that there is no evidence that mingling with other goods has taken place.

1. The Auditor must cross check all Batches that have entered the Pile according to the Sensibilis Site Tool against physical documentation, confirming that the amount, discharge date, transportation method, transport reference, and owning Organisation all match.

1. The Auditor must cross check all Batches and Feedstocks that have been produced from the Pile according to the Sensibilis Site Tool against physical documentation, confirming that the amount, discharge date, transportation method, transport reference, and owning Organisation all match.                                

4. MINOR NON-COMPLIANCES        

The Auditor must report minor non-compliances for:

1.  Each temporary lapse in measures to prevent mingling which has not resulted in any actual mingling.

5. MAJOR NON-COMPLIANCES                                

The Auditor must report major non-compliances for:

1. Each instance of evidence of mingling with other goods.
   
2. Each instance of a missing or incorrect discharge date, transportation method, transport reference, and owning Organisation for a Batch in the Pile.
   
3. Any discrepancy between the amount remaining in the Pile according to the Sensibilis Site Tool and the apparent amount still in the Pile.
                                                   

6. UPLOADING THE AUDIT                                        

1.  Within 7 days of completing the audit, the Auditor must register the audit, including any minor or major non-compliances, in the Sensibilis Site Tool.                                

PART 4

7. DEFINING APPROPRIATE RESOLUTIONS                                        

1.  When recording a minor non-compliance, the Auditor may define a specific resolution that can be carried out to rectify the problem.                        

8. VERIFYING RESOLUTIONS

1. The relevant Site Operator may engage an Auditor to verify that the resolution has been carried out.
   
2. If the Auditor is satisfied with the resolution, they should mark the minor non-compliance as resolved in the Sensibilis Site Tool within 7 days.