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INSTRUCTION GUIDE
MINE MEASURE: Responsible mining self-assessment and audit preparation tool
May 2020
responsiblemining.net
Contents and Key Questions
! IRMA System Overview! Why use the Mine Measure tool?
! Mine Measure: Getting Started! How to add additional users
! Mine Measure: Using the Tool! How to log in and access your self-assessment
MINE MEASURE INSTRUCTION GUIDE2
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Organized Labor
United Steelworkers
IndustriALLGlobal Union
First Nations Women Advocating Responsible Mining (Canada)
Mining Affected Communities United in Action (South Africa)
NGOs
Earthworks
Human Rights Watch
Affected Communities
Mining Companies
Purchasing Companies
Tiffany & Co.
Microsoft
Anglo American
ArcelorMittal
IRMA System FundamentalsIRMA is led by a multi-sector Board, using an equitable governancemodel (i.e., communities, civil society and organized labor share same voting rights as the private sector houses).
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§ Voluntary certification scheme for industrial scale mines globally
§ For all mined materials (except energy fuels like uranium, thermal coal, oil/gas)
§ The IRMA Standard is comprehensive and rigorous, developed through multi-stakeholder process
§ Assessment is at mine site level (not company level)
§ Certification is at ‘best practice’ level, but mines at all performance levels can participate, show continuing improvement and gain recognition for efforts
System Fundamentals
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Self-Assessment
IRMA Transparency
IRMA 50
IRMA 75
IRMA 100“Certified”
IRMA Achievement Levels
Improvement over time
Mines rate themselves.
Self-assessment required for mines moving to 3rd-party, independent assessment.
May opt to share publicly.
Auditors assess performance (may be one chapter, entire Standard, or something in between).
Publicly share results.
Auditors assess performance. Must meet a set of 40 critical*requirements, as well as 50 or 75% of the requirements in each of the four Principle areas of the Standard.
*some minor nonconformity allowed if timebound corrective action plan in place
Publicly share results.
Score against all relevant chapters, and show that the mine meets all*relevant requirements.
*some minor nonconformity allowed if timebound corrective action plan in place
Publicly share results.
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! In order to be certified or to make claims about other achievement levels mines must undergo independent, third-party audits by IRMA-trained auditors
! Audits include desktop review of some materials (e.g., policies, plans, etc.), as well as on-site visits
! Mines are re-audited every 3 years to maintain certification, and undergo interim surveillance audits to check that corrective actions are being implemented
Independent, third-party verification
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! Tool allows a mine to quickly gauge current performance against the IRMA Standard (e.g., perform a gap analysis).
! Use of the tool can be confidential or public. Mines can invite third-parties such as purchasers, investors, stakeholders to review their on-line self-assessment results.
! Self-assessing mines can be profiled on the Responsible Mining Map for free (a way to connect with purchasers, investors, civil society). Early mines can gain early recognition for being among the first to measure against the Standard.
Why Use the Mine Measure Self-Assessment Tool?
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! The same tool is used for Audit Preparation. Tool enables a mines to compile evidence and provide rationale for its performance ratings. When ready, mines share this information with auditors. This helps to reduce audit length/cost.
Why Use the Mine Measure Self-Assessment Tool?
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map.responsiblemining.net
The Responsible Mining Map: highlight your participation
! Mines can get public recognition for self-assessing ! Control what information is shared publicly on map (e.g., option to let viewers know
you are self-assessing; post full results or just summary of results)
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Contact IRMA ([email protected]) to create an account.
! Arrange fee payment (if necessary)
! Provide IRMA with primary contact: name, email address for the person in charge of the self-assessment account.
! Primary account owner(s) receive an email with account information, and can start accessing the Mine Measure Tool
1. Set up a company account
Getting Started
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2. Manage a company account
Getting Started
! Primary account owner can add permissions for others to access the account (i.e., control who has access to different self-assessments, view all information, etc.)
! Emails are automatically sent to invited colleagues! Permissions can be changed/updated at any time
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Primary account owner can add permissions for others to access the account (i.e., control who has access to different self
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3. Create a self-assessment
Getting Started
! Select your account
! Mark that you’ve read the Data Privacy Policy
! Start self-assessment process
Your Account Name Will Appear Here – and show how many self-assessment credits you have
! Go to: tools.responsiblemining.net/self-assess/start
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3. Create a self-assessment
Getting Started
Data Privacy Policy: IRMA won’t share any mine’s self-assessment information with third-parties, but will use aggregated data and user feedback to inform changes to the IRMA Standard.
Your Account Name Will Appear Here – and show how many self-assessment credits you have
! Where to find Data Privacy Policy
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4. Manage access to a self-assessmentTypes of Access
! Owner: Can access all account information (mine site profiles, self-assessments), add new users and change information
! Editor: Can add to and change information
! Viewer: Can only view information, not change it
! Auditor: Can view and download information, not change it
There is no limit to the number of people who can contribute to a self-assessment
Permissions/type of access can be changed at any time
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18Getting Started
From the dashboard, account owners can add new editors, viewers or auditors
! Manage Profile Access: add names of those who can fill out the profile for the mine undergoing self-assessment
! Manage Self-Assessment Access: add names of those who can contribute to the self-assessment
4. Manage access to a self-assessment
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“Manage self-assessment”
Getting Started
1. Add new user’s email address
2. Click “Add User”
3. Select level of access from dropdown list
4. Click “Invite Collaborators”
5. Collaborators will receive an email with instructions to create a password, and after doing so will be able to access the account
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20Getting Started
Note on adding auditors
! Make sure to give them access to both the Mine Site Profile and the Self-Assessment.
Otherwise, they will not be able to see the Full Summary of Self-Assessment Results.
4. Manage access to a self-assessment
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21Getting Started
This is an online form that includes:
! Mine name, ownership, location
! Contact information, web site
! Mine attributes (size, materials mined, extraction methods, etc.)
* There are some required fields, and some are optional
5. Complete the Mine Site Profile
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5. Complete mine site profile
Getting Started
Mine site profile can be added to the Responsible Mining Map enabling stakeholders, like purchasers, to learn about the mine.
Mines choose what to make public on map: e.g., can publish entire profile or limit the information shared publicly.
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5. Complete mine site profile
Getting Started
Make sure to save changes often, as system does not update automatically
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6. Begin self-assessing
Getting Started
You can do this directly from the mine site profile.
Or see page 27.
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Begin self-assessing
Go to:https://tools.responsiblemining.net
Log in to your account
https://tools.responsiblemining.net/
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Using the Tool
28Using the Tool
You will be taken to a page dedicated to the mine’s self-assessment! Lists all 26
chapters of the IRMA Standard
! Mine sites can start with any chapter.
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29Using the Tool
Users always have easy access to this summary (see next page), for a quick overview of scores and self-assessment progress
LegendChapter skipped
Chapter completed
Chapter not completed
Chapter not relevant
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30Using the Tool
Return to the summary page, which lists all chapters and scores
Click on any chapter to jump directly to it
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31Using the Tool
Rate mine site performance by choosing the rating that best reflects your performance.
Read the small print for more information each rating.
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32Using the Tool
Notes provide background on the intent of the requirement, details on what is expected, additional definitions, links to resources, or other guidance.
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Find out more about the requirement.
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View your progress as you fill out the chapter
Click on highlighted terms for definitions
Score is calculated when you complete the chapter
Bar turns green when you complete the chapter
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34Using the Tool
Whether doing a gap analysis or preparing for an audit, it is good practice for mines to add an explanation of why they think they warrant a certain rating. This will help provide a more realistic assessment.
And any mine moving on a 3rd-party independent audit will want to add the rationale to make the audit more efficient.
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35Using the Tool
Uploading evidence and adding notes on where information can be found are critical steps when preparing for a 3rd-party independent audit
Add a descriptive name for uploaded documents (e.g., “Air Quality Monitoring Data – Site 1”, rather than “Air Data”).
Also, add a documentdate.
After uploading evidence or entering links and notes, make sure to save your information.
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36Using the Tool
All evidence and notes that have been uploaded can be viewed,
changes can be made to the notes,
or evidence can be removed completely.
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37Using the Tool
NOTE: The self-assessment tool saves your work as you go.
For every requirement, mines can provide IRMA with feedback on the requirements
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38Using the Tool
Complete the self-assessment
When you are finished filling in the self-assessment and want to “lock” it to prevent further edits, you can “Complete Your Self Assessment”
For example, you may want to do this when you are ready to share your results and information with auditors.
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39Using the Tool
Revise the self-assessment(Optional)
After completing a self assessment, mines can revise the self-assessment at any time.
While revising, the tool will recalculate scores, and updated reports can be generated.
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40Using the Tool
Share Results with Auditors
Auditors will be able to view the mine’s information, download evidence, and add their own ratings and rationale for why they agree or disagree with mine site’s rating
When mines are ready to move to 3rd-party, independent audits, they can give auditors permission to access their results (see page 19).
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View a full summary of your self-assessment results.
Download a full summary of your self-assessment results.
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View Full Summary of Self-Assessment Results
Users see a list of chapters completed, scores for completed chapters, and chapters skipped or marked not relevant
Data Summaries and Reports
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View Full Summary of Self-Assessment Results
Users can view a listing of the requirements that were substantially, partially or not met for each chapter.
This provides a gap analysis, identifying requirements where work is needed to fully meet the IRMA Standard requirements.
Data Summaries and Reports
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View a list of evidence uploaded by chapter.
Download a full summary of all evidence uploaded, with hyperlinks to the files.
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View List of Evidence by Chapter
Users can view information on files uploaded as evidence in each chapter. Information is listed for each requirement.
Hyperlinks allow users to download evidence files.
Data Summaries and Reports
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For more information visit:Self-Assessment Tool: tools.responsiblemining.net!self-assess
Responsible Mining Map: map.responsiblemining.net
IRMA web site: responsiblemining.net
If you have questions contact: Lisa Sumi, IRMA Director of Standards and Assurance: [email protected]
MINE MEASURE INSTRUCTION GUIDE44