Report: Gap analysis RSB sustainability standard
[Company A]

Report date: [Day] [Month] [Year]
Report authors: Ander Paz and Peter Vissers (Partners for Innovation BV)
(corresponding author: p.vissers@partnersforinnovation.com)

Report reviewer: [Person P]
Report status: Confidential, final version
Report produced for: [Company A] [LOGO Company A]

PREFACE
>> This preface provides background on the report template for the gap analysis against the RSB sustainability standard.

Report template and toolbox
This report template is part of the toolbox that was developed and piloted within the project “Towards Sustainability Certification of Jatropha Bio-fuels in Mozambique”. This project was initiated in 2009 and implemented in 2010 by the Jatropha Alliance together with Partners for Innovation and GEXSI.
The report template is published for inspiration. We hope that the tools developed within the pilot project can inspire other companies involved in assessing and developing their sustainability practices. Toolbox and tools are made available through the websites of the project team: www.jatropha-alliance.org and www.partnersforinnovation.com.

Structure of the report template
The RSB gap analysis report template offers an example on how an assessor can report on the gap analysis. The template is available in MS Word. It contains a number of introductory sections, four main chapters and three annexes.
The report template basically provides a structure that allows reporting on background, methodology, findings and conclusions of the gap analysis. It contains text examples from real reports so that the assessors can find their way quickly and that their reporting is eased. The report template also includes a section on bibliographic references which is a crucial part of the report since it links to the objective evidence used for the gap analysis. The template provides for space to include the gap analysis sheet (Tab2 of the gap analysis assessment tool) as well as the summary table and the spider diagram (Tab3 of the assessment tool). The template furthermore offers a structure for a 2-page executive summary destined to the management of the biofuel company.

Acknowledgments
The Jatropha Alliance, Partners for Innovation and GEXSI wish to express their gratitude to NL Agency for co-funding this project through their Global Sustainable Biomass Fund. We would like to thank the three companies involved in testing the methodology (Agro-Pecuária de Manica Lda, Elaion Africa Lda and Sun Biofuels Mozambique SA) for their great cooperation. Special thanks go to the team of the Roundtable on Sustainable Biofuels for their support and guidance.

More information
For more information we refer to the toolbox report, available on the above-mentioned websites. TABLE OF CONTENTS
PREFACE 2
ABBREVIATIONS AND DEFINITIONS 3
EXECUTIVE SUMMARY 4
1. INTRODUCTION 6
2. METHODOLOGY 8
2.1 The pilot assessment process 8
2.2 The gap grades 8
2.3 Validation and review 9
3. ANALYSIS 10
3.1 Information about [Company A] 10
3.2 Findings 10
4. CONCLUSIONS AND RECOMMENDATIONS 12
ANNEXES 13
Annex I: Bibliographic references 13
Annex II: Gap analysis assessment sheet 14
Annex III: RSB questionnaire with answers provided 15

ABBREVIATIONS AND DEFINITIONS
CDM Clean Development Mechanism
EIA Environmental Impact Assessment
ESIA Environmental and Social Impact Assessment
ESMP Environmental and Social Management Plan
EU European Union
FPIC Free, Prior and Informed Consent
Gap analysis Assessment for determining the steps to be taken and amount of work needed in moving from the current state to the state of being certified against the RSB standard.
GHG Greenhouse gas
ILO International Labour Organisation
ISO International Organisation for Standardisation
RED Renewable Energy Directive (EU)
RESA Rapid Environmental and Social Assessment
RSB Roundtable on Sustainable Biofuels EXECUTIVE SUMMARY

Background
The RSB gap analysis was undertaken within the frame of [AA]. The methodology used was that developed within the project “Towards Sustainability Certification of Jatropha Bio-fuels in Mozambique”, a project initiated in 2009 and implemented in 2010 by the Jatropha Alliance together with Partners for Innovation and GEXSI.
This report
This report assesses the data and evidence provided by [Company A] against the principles and criteria of the Roundtable on Sustainable Biofuels (RSB). It gives indications about the level of compliance with the RSB requirements and hence about the amount of work needed to obtain a RSB certificate. A draft version of this report was discussed with [Company A] representatives in [Month] [Year].
[Company A]
[Company A] operates a Jatropha plantation at [AA] in [Province PP] of [country CC]. [Company A] bought the land in 2005 and obtained the land use rights in 2006. It has [AA] hectares planted with Jatropha Curcas; AA hectares of 1-year old plants, [AA] hectares of 2-year old plants, and [AA] hectares of 3-year old plants. Optimum yield is expected from 2011. Aim is to have [AA] hectares planted in 2013. [Company A] employs up to [AA] people. It grows [AA] hectares food crops in addition to Jatropha.
Findings
The gap analysis average score is [A.A] points out of 10, which is a [moderate/good/very good] score. This means that [Company A] has put in place procedures and actions that ensure a sustainable operation of its business. On the other hand, however, it also means that still some work is needed to comply with the RSB requirements. [Company A] is anticipated to pass for [NN] principles (see Figure 1), and is close to pass for another [NN] principles. Passing the remaining principles will require more effort.
Figure 1: Gap scores of RSB principles of [Company A] Conclusions
Overall conclusions are as follows:
a. [Company A] has a moderate/good/very understanding of sustainability issues: ...
b. Legislation is an important driver for [Company A] but not the only one: ...
c. In the planning stage, [Company A] ...
d. In the operation stage, [Company A]...
Suggestions and recommendations
On the basis of the gap analysis, the following suggestions and recommendations emerge, if [Company A] wants to apply for an RSB certificate. These suggestions and recommendations were discussed with the representatives of [Company A] in [Month] [Year]:
a. Planning stage. ...
b. Operation stage: ...
c. Certification roadmap: ... 1. INTRODUCTION
>> This chapter provides background information on the project and explains the set-up of this report.

Background
The RSB gap analysis was undertaken within the frame of [AA]. The methodology used was that developed within the project “Towards Sustainability Certification of Jatropha Bio-fuels in Mozambique”, a project initiated in 2009 and implemented in 2010 by the Jatropha Alliance together with Partners for Innovation and GEXSI.
...
This report
This report assesses the data and evidence provided by [Company A] against the Principles and Criteria of the Roundtable on Sustainable Biofuels (RSB). It gives indications about the level of compliance with the RSB requirements and hence about the amount of work needed to obtain a RSB certificate.
A draft version of this report was discussed with representatives of [Company A] in [Month] [Year]. A final version was issued afterwards. The report is confidential and not intended for public use.
...
Why complying with sustainability standards is important
The project team developed a long-term vision on how Jatropha producers may use sustainability schemes. This view is schematically presented in Figure 2. It is based upon three elements:
1. Being a responsible producer: in a sustainable business model, a Jatropha producing company has good economic results and a positive impact on the local economy, on the workers and local population, and on the local and global environment. It is a reliable partner for its stakeholders such as the local government and community, its clients and its investors. Certification against a credible sustainability standard adds to the value of the [Company A]s it acknowledges its sustainability. On the basis of a comprehensive review of sustainability standards , the project team has chosen for the RSB standard, predominantly because of the expected added value for biofuel producers and the Jatropha sector of the RSB standard.

2. Complying with market entry requirements: complying with market requirements is important to enter into these markets. From December 2010 complying with sustainability requirements is a must for biofuels exported to the European Union (EU). Such market entry requirements may also result from other national or supranational biofuel policies and sustainability criteria. Jatropha producers should be ready to comply with these requirements. This may be an add-on to the standard against which the producer is certified, or an integral part of it (for example: complying with export requirements to the EU is anticipated to be covered by the RSB certificate).

3. Obtaining additional revenues through carbon credits. The Jatropha producer can obtain additional revenues by using the Clean Development Mechanism (CDM) or voluntary carbon offset schemes. Such schemes require data about carbon management of the operations of a [Company A]and in some occasions also have other social and environmental requirements. Obtaining carbon credits is considerably easier if a biofuel producer complies with the RSB standard, because most of the baseline studies required by CDM or other carbon offset schemes are also needed for RSB.

Figure 2: how Jatropha producers may use sustainability schemes.

2. METHODOLOGY
>> This chapter explains the pilot assessment methodology piloted in the project for the gap analysis.

2.1 The pilot assessment process
The gap analysis process was designed as a standard data collection and assessment process. Emphasis of the process was on building up knowledge and capacity, on learning by doing, by the Jatropha producers and by the project team. Focus was on gathering data, collecting evidence and identifying gaps to comply with the RSB principles and criteria version 2.0.
A dedicated questionnaire was developed. This questionnaire followed the structure of the RSB standard with its 12 principles and 37 criteria. The project team discussed the questionnaire with [Company A] during the site visit of its operations, in [Month] [Year].
[Company A] progressively filled in the questionnaire and sent the ultimate version on [Day] [Month] [Year]. This version is attached to this report (Annex III). [Company A] also provided documentary evidence to support their answers, received on [Day] [Month] [Year]. A list of this evidence is included in Annex I of this report.
[Contractor B] assessed the answers and evidence collected. The reference for the gap analysis is the draft RSB indicator document which is one of the key documents for RSB Auditors when auditing companies. [Contractor B] also used the data, documents, evidence and insights obtained during the site visits. [Contractor B] did not interview workers, third parties and local stakeholders to countercheck information: this was beyond the scope of the assessment.
The gap analysis should not be confounded with certification audits. The gap analysis has the character of pre-audits in which companies are building up capacity on the information that should be gathered for certification audits, in this case against the RSB standard. The gap analysis can act as a precursor of certification audits. Economic operators that wish to receive a RSB certificate, apply at the RSB, assign an accredited certification body to carry out a certification audit, and demonstrate to the Auditors that they are in compliance with all RSB principles and criteria.

2.2 The gap grades
A dedicated grading structure was developed in analogy of grades used in ISO 9001 gap analyses. Grades mainly refer to the amount of work needed to pass; grading was done against the RSB indicators. Grades were assigned as follows:
• Adequate (AD – 10 points). Possible pass. This means that the answers and evidence provided meet in a satisfactory way the terms of all RSB indicators for a certain criterion;

• Needs Improvement (NI – 8 points). Very close to adequate, but missing something. This means that the answers and evidence provided meet in a satisfactory way the terms of most RSB indicators for a certain criterion, and that extending to the level of ‘adequate’ does not entail a significant amount of work. This is for example the case if the activity required to comply with a criterion was already carried out but not properly documented;

• Needs Significant Improvement (NSI – 5 points). A significant amount of work is needed to meet the terms of the RSB indicators. This is for example the case if some of the indicators are not addressed at all, or if some of the actual measures required by RSB were not implemented;

• Not Covered (NC – 0 points). The indicators are not covered by the information obtained. This is for example the case if none of the requirements of a RSB criterion is met, or if no information is obtained for a criterion;

• Not Applicable (NA – not taken into account). Some of the RSB criteria are not applicable to feedstock producers, only to biofuel processors or blenders. In this case the criteria are not applicable.

2.3 Validation and review
Validation of information used and of conclusions drawn was done in [Month] [Year] with representatives of [Company A] and of the Jatropha Alliance.
As part of our standard quality procedures, this report was internally reviewed by a third person not being part of the project team. This was done by [Person P]. 3. ANALYSIS
>> This chapter presents the outcome of the gap analysis.

3.1 Information about [Company A]
[Company A] operates a Jatropha plantation at [AA] in the [Province PP] of [country CC]. [Company A] bought the land in 2005 and obtained the land use rights in 2006. It has [AA] hectares planted with Jatropha Curcas; [AA] hectares of 1-year old plants, [AA] hectares of 2-year old plants, and [AA] hectares of 3-year old plants. Optimum yield is expected from 2011. Aim is to have [AA] hectares planted in 2013. [Company A] employs up to [AA] people. It grows [AA] hectares food crops in addition to Jatropha.
...
3.2 Findings
[Company A] provided answers and evidence for all 12 RSB principles. Data and documents received were assessed carefully; the full details of this assessment are provided in Annex II. The sections below provide a summary of the outcome of the assessment. Table 3 present the overall picture of the assessment. In order to obtain a RSB certificate, a company should comply with all requirements of all principles and hence have 10 points for each criterion and principle.
Possible pass (score of 10)
[Company A] fully complies with the RSB requirements for [NN] principles and therefore received 10 points for these principles:
• Principle N – 10 points: ...
• Principle N – 10 points: ...
• Principle N – 10 points: ...
• Principle N – 10 points: ...
Close to a possible pass (score of 7, 8 or 9)
[Company A] is close to pass for another [NN] principles and received for each of these 7, 8 or 9 points, which is nonetheless not yet at the level required for RSB certification (10 points):
• Principle N – 8 points: ...
• Principle N – 9 points: ...
• Principle N – 8 points: ...
• Principle N – 8 points: ...
• Principle N – 8 points: ...
• Principle N – 7 points: ...
Significant improvement needed (scores of 6 or lower)
It is anticipated that there is a significant amount of work to do for [NN] principles in order to be at the level required for RSB certification:
• Principle N – 5 points: ...
• Principle N – 4 points: ...

Table 3: gap grades of [Company A] against RSB principles and criteria (Note: the score of a principle is defined as the average of the scores of the criteria of a principle)
4. CONCLUSIONS AND RECOMMENDATIONS
>> This chapter presents our main conclusions and recommendations.

Conclusions
The average score is [A.A] points out of 10 (see Table 3) which is a [moderate/good/very good] score. This means that [Company A] has put in place procedures and actions that ensure a sustainable operation of its business. On the other hand, however, it also means that still some work is needed to comply with the RSB requirements.
[Company A] is anticipated to pass for [NN] principles and is close to pass for another [NN] principles. Passing the remaining [NN] principles will require more effort. Overall conclusions are as follows:
a. [Company A] has a [moderate/good/very understanding] of sustainability issues: ...
b. Legislation is an important driver for [Company A] but not the only one: ...
c. In the planning stage, [Company A] ...
d. In the operation stage, [Company A] ...
Suggestions and recommendations
On the basis of the gap analysis, the following suggestions and recommendations emerge, if [Company A] wants to apply for an RSB certificate. These suggestions and recommendations were discussed with the representatives of [Company A] in [Month] [Year]:
a. Planning stage. ...
b. Operation stage: ...
c. Certification roadmap: ...

ANNEXES
Annex I: Bibliographic references

List of company information and records provided
>> This list contains all company-specific information obtained and used for the gap assessment.
...

Other sources (selection)
>> This list includes the main other sources used for the gap assessment.
...
Partners for Innovation (2010): “Selection of a sustainability standard for pilot assessments of Jatropha producers in Mozambique”, report produced within the project ‘Towards Sustainability Certification of Jatropha Bio-fuels in Mozambique’, Amsterdam, May 2010
Rotterdam Convention (2010): List of pesticides and industrial chemicals that have been banned or severely restricted for health or environmental reasons by Convention Parties, Annex III of the Convention, www.pic.int, last check in [Month] [Year].
RSB (2010a): “RSB Principles & Criteria for Sustainable Biofuel Production” [RSB-STD-01-001 (version 2.0)] Roundtable on Sustainable biofuels, Geneva, 5 November 2010 (extensive guidance on the RSB Principles and Criteria is available on www.rsb.org).
RSB (2010b): “Indicators of compliance for the RSB Principles and Criteria”, [RSB-IND-20-001 (version 1.1), Roundtable on Sustainable biofuels, Geneva, 7 May 2010
Stockholm Convention (2010): List of Persistent Organic Pollutants (POPs) regulated under the Convention. http://chm.pops.int, last check in [Month] [Year].
WHO (2006): “The WHO Recommended Classification of Pesticides by Hazard and Guidelines to Classification” (2004, corrigenda published by 12 April 2005 and 28 June 2006 incorporated). International Programme on Chemical Safety, WHO, 2006.
...

Summary of related legislation in Country C
>> The summary hereafter provides a brief context on the applicable legislation in Country C. Its main sources are... Annex II: Gap analysis assessment sheet

>>See the assessment sheet accompanying this report.

Annex III: RSB questionnaire with answers provided

>>See questionnaire accompanying this report.