At the start of the year, the College of Experts of the BSTP identifies eligible subcontractors who have applied for certification and establishes an annual certification program over several months. The annual labeling program is valued on the basis of the management guidelines defined by the Director. The valued annual labeling program is validated by the Director according to the compliance criteria for the selection of the target to be labelled, the consistency of the program with the labeling objectives.
In the event of a discrepancy noted by the Director, he mentions the corrections to be integrated by the College of Experts of the BSTP in charge of labeling. The latter ensures the requested corrections and submits them to the Director for approval as the case may be.
Subcontractors eligible for labeling are invited to participate in the labeling program on the basis of a letter signed by the Director of the BSTP. The letter inviting subcontractors to participate in the labeling program is accompanied by the participation form to be filled in by the applicants and the specimen of the order of work that the applicant will have filled in as a priority by his most important customers – donors. order. According to the terms defined in the invitation letter to participate in the labeling, the applicants’ participation files are received at the BSTP against discharge.
The Director establishes a College of Experts composed of BSTP staff, external Experts and other interested parties. According to the procedures for holding the meetings of the College of Experts, the Director convenes the session and ensures that it carries out the activities relating to:
- The collection of all the participation files received at the BSTP;
- Analysis of the compliance of applicants’ participation files;
- The determination of the score of each applicant, based on the analysis of the file;
- The session of the College of Experts ends with the resolution to carry out an evaluation on the site of the applicants who have reached the stage score of analysis of the files.
The College of Experts informs the pre-selected applicants of the outcome of the analysis of the applications for participation in the labeling. Requests and receives from shortlisted applicants, confirmation of on-site assessment date (including availability of key people to meet).
The College of Experts defines an evaluation schedule for pre-selected applicants and the evaluators who will carry out each mission. Each evaluator must have skills and expertise in conducting diagnostic, benchmarking or audit type organizational evaluations.
At the latest one week before the date of the scheduled assessment, the College of Experts makes available to the designated assessor the file of the applicants to be assessed. The assessor prepares the on-site assessment mission according to the specificity of each pre-selected subcontractor.
On the day of the mission, the assessor goes to the subcontractor’s site accompanied by a member of the BSTP staff (if there is not one). The evaluator organizes and animates the opening meeting of the evaluation during which he presents the outlines of the mission, establishes the schedule of interviews and plans the feedback meeting.
According to the defined schedule, the evaluator carries out the interviews with the defined targets, he collects the necessary evidence to provide the reasoned guarantee of the subcontractor to present the skills relating to the effective performance of the technical services and the harmonious management of the partnership. principal – subcontractor. At the end of the interviews, the direct observation and the analysis of the documents collected, the evaluator formalizes the findings (strengths and points to be improved) of the subcontractor.
The evaluator organizes and leads the on-site evaluation feedback meeting and presents the findings. He reminds participants of the next steps in the labeling process. The assessor draws up a report of the assessment mission which he submits to the College of Experts, the latter analyzes it and awards the score of the on-site assessment to the subcontractor.
The College of Experts contacts the focal point of each principal with whom the subcontractor has provided services in the last 2 years (05 maximum per subcontractor). He sends a letter of participation in the satisfaction survey of the subcontractor’s services accompanied by the questionnaire.
The client’s focal point completes the customer satisfaction survey questionnaire which he returns to the College of Experts under the conditions indicated, after validation by a competent authority. The College of Experts analyzes the responses of the principals and gives a score for the satisfaction survey of the subcontractor.
