Q: What does my company need to do to now for the D-SRSP?
A: During 2016 suppliers are asked to work towards compliance with the D-SRSP. This means suppliers need to put in place the appropriate policies, systems and processes to be able to assess and evidence compliance. The key requirements are:
Q: Will I have to report on my D-SRSP compliance at all in 2016?
A: The 2016 reporting cycle in September/October will require suppliers to report on their progress towards compliance with the D-SRSP along with the annual compliance report for the SRSPs for gold and 3Ts ("3TG"). In 2017 it is anticipated that the D-SRSP be mandatory and included in the 2017 compliance report.
Q: Will I need to take any action about the D-SRSP to execute my 2016 annual supplier contract or Vendor Buying Agreement ("VBA")?
A: No. the 2016 VBA requires compliance with the SRSPs for gold and 3Ts ("3TG") and a confirmation number from the 2015 compliance report for 3TG. Progress towards compliance with the D-SRSP will be included in the 2016 compliance report (Sep 2016).
Q: I buy some diamonds from the open market and they don't have original source information. What do I do?
A: The D-SRSP allows for the fact that some diamonds are not sold with original source information in Category 3 – Mixed Sources. This allows for diamonds sold to Signet to have mixed origins, with some diamonds having original source information and others not. However, Signet would prefer all diamonds sold to Signet to be of identified origin and would like to improve the level of information about sources over time.
Q: How does the D-SRSP address the issue of undisclosed laboratory grown diamonds?
A: Signet requires all Suppliers to take practical and documented steps to avoid the inclusion of undisclosed laboratory-grown/laboratory-created/synthetic diamonds, undisclosed treated diamonds or undisclosed diamond simulants in parcels provided to Signet. Suppliers must obtain a written warranty from suppliers to this effect and outline its and its suppliers' due diligence process to ensure compliance. Suppliers must conduct an internal pipeline risk assessment identifying all possible points at which laboratory-grown diamonds could enter the Suppliers' natural diamond supply chain. Single stone or batch testing should be conducted, depending upon the attributed risk.
Q: How does the D-SRSP affect the costs of audit, which are already substantial?
A: Suppliers will not be required to be audited for their 2016 progress report. Any future audit of SRSP reports will be done in conjunction with other SRSP reports (e.g. 3Ts and Gold), where applicable. Signet is very aware of audit fatigue and has harmonized the D-SRSP with existing standards, especially the DeBeers Best Practice Principles and the RJC Code of Practices. When suppliers include the D-SRSP as a Provenance Claim in their RJC certification they will not be required to have a separate Signet SRSP audit, nor Signet factory or social audits. In addition, suppliers who are also DeBeers Sightholders can have their BPP and RJC audits conducted simultaneously.
Q: Suppliers will require guidance and training about the D-SRSP; how will Signet support them?
A: Suppliers may seek advice from Signet's Responsible Sourcing Team at any time via the dedicated email helpline: email@example.com. The Team will support Suppliers to implement the D-SRSP, providing practical guidance about all aspects of the policy, including implementation, reporting, record keeping and audit. The Responsible Sourcing Team also provides training on SRSP compliance, through the website, webinars and 1:1 meetings.
3TG SRSP and Compliance reporting.
Q: I completed a SRSP report last year. Must I do it again?
A: Yes, reporting against the SRSP is an annual requirement, in accordance with Signet's legal obligations to the SEC.
Q: I am unable to log in to the portal using the username and password provided.
A: The usernames and passwords are case sensitive so please enter both exactly as shown in the email you received. If you are still unable to log in please email the SRSP project team at firstname.lastname@example.org.
Q: Not all my vendor numbers appear when I log in to complete my SRSP report. What is my next step?
A: Please email the SRSP project team at email@example.com and provide the vendor number(s) that are missing along with the vendor name(s) associated with the vendor number(s).
Q: How can I get a copy of my 2016 SRSP Compliance Report?
A: Please email the SRSP project team at firstname.lastname@example.org and provide your vendor name and vendor number for which you are requesting a copy.
Q: I received the username and password but someone else in my organization is responsible for completing this report. What should I do?
A: Please email the SRSP project team at email@example.com and provide the name and email address of the person in your organization who should receive this information. We will amend our records accordingly and send the related information to that individual.
Q: I do not supply Signet with gold, nor 3Ts. Do I still have to complete the SRSP report?
A: Yes, all suppliers have to complete the report. If you do not supply gold nor 3Ts, just answer "none of these" at question Q4, and then state what you
do supply in the box provided. You will then be directed to Section 3 (Comments/Grievances/Concerns), and Section 4 (on RJC membership). Following this, you will then go to the end of the report to finish the report and gain your confirmation number.
Q: I have not received my log-on and password for the SRSP reporting section of the website: how do I get it?
A: Please email the SRSP project team at firstname.lastname@example.org with your vendor name and number, and we will send you another log-on and password.
Q: Why do I need the SRSP compliance report confirmation number?
A: The confirmation number is needed so Signet knows which suppliers have completed the report; you also need it to complete you annual supplier contract (or "Vendor Buying Agreement") so please forward this number to the person in your organization who is responsible for this document.
Q: I can't remember my confirmation number and I need it for my VBA: how can I get it?
A: If you log on to the SRSP section of the website, your confirmation number is listed next to the status of your report.
Q: What is the warranty statement I need to make?
A: All suppliers need to state "The seller warrants that any products containing gold, tin, tungsten or tantalum have been supplied in compliance with the Signet Responsible Sourcing Protocol ('SRSP')" on all invoices and supporting documentation (delivery notes etc.). Failure to include this statement may mean the product is rejected by Signet and returned to the supplier, at the supplier's cost.
Q: What is the best way to ensure my gold is conflict-free?
A: One of the easiest ways is to ask all your suppliers to ensure they only use LBMA good delivery gold. The list of current LBMA "good delivery" gold refiners is available at the LBMA website (www.lbma.org.uk/the-good-delivery-list ).
SRSP Audit Process
Q: Why does Signet ask for audits of SRSP reports?
A: In accordance with OECD guidance, Signet asks a representative sample of its suppliers to validate that compliance claims are accurate and valid, through independent accredited auditors. As a Signet supplier, you should expect to be audited at least every 3 years.
Q: How do I choose an auditor?
A: The accredited auditors are listed in the SRSP audit guidance along with their geographical coverage. Most are specialist supply chain auditors, and are also accredited with the RJC. If you need help in choosing an auditor, contact the project team at email@example.com.
Q: I am a member of the RJC. Do I need to provide an audit of my SRSP compliance?
A: If you are a certified member of the RJC, and if that certification includes the SRSP as a Provenance Claim, Signet will accept your RJC certification instead of a Signet audit, and this will remain in the future as long as your RJC certification is current. Importantly, you will also not be required to undertake Signet factory and social audits.
Q: Do all Signet suppliers have to join RJC?
A: Signet has an expectation that all suppliers should eventually join RJC. RJC membership in Signet's supply chain has more than doubled since this expectation was announced in 2014.
Q: Why does Signet expect all suppliers to join RJC?
A: In addition to the SRSPs, having RJC members through Signet's supply chain provides an assurance to Signet and to its suppliers that it is doing business with reputable and responsibly managed companies.
Q: I have other questions – whom do I contact?
A: Please email the SRSP project team at firstname.lastname@example.org with your questions, and one of the team will contact you.