BBBEEE Verification Methodology
1. REQUEST FOR VERIFICATION
Person Responsible: BBBEE Co-ordinator
1.1 The potential client requests a rating either via e-mail, HC’s website or telephonically. If the client calls, the Client Request Form HR/CPF/001 is used to capture client information required to generate a quote.
1.2 If the client enquires via our website, the client completes the electronic version of the Client Request Form.
1.3 Within 24 hours the BBBEE Co-ordinator reviews the request, using the Procedure for the Review of Requests – HR/CPPRO/008, to assess categorisation and type of entity.
1.4 If Honeycomb is unable to conduct the verification, due to a conflict of interest, non-accreditation for specific sector code or lack of resources, HC gives the client reasons for non-acceptance by providing the client with the Non-Acceptance of Request for Verification HR/CPF/004.
1.5 If Honeycomb accepts the request, they complete the Selection and Appointment of Verification Team Form HR/CPF/010 using Procedure for Selecting and Appointing Verification Team HR/CPPRO/005.
1.6 The BBBEE Co-ordinator captures the Client Request form information onto the system, if the request is made telephonically. The system than generates a quote based on information captured. On the quote is an acceptance tab, which guides the client to the on-line Verification Application Form HR/CPF/003, which is than submitted to the BBBEE Co-ordinator. The BBBEE Verification Service Agreement HR/CPA/001 is accepted by the client electronically when the client accepts the Terms and Conditions of Service.
1.7 On submission of the above, the system generates a unique number for the particular process. The unique numbers are generated chronologically by the system.
1.8 The unique numbers of the QSE processes can be described as follows:
HR – Honeycomb Ratings
QSE – Qualified Small Enterprise
Number – is the numerical chronological number of the process
Year – is the year in which the request is received by HC
1.9 The unique numbering of our Broad-based clients is the same as for our QSE clients, except that the QSE is replaced by GEN which reflects Generic Enterprises.
1.10 The system then generates the invoice and the invoice is automatically sent to the client.
1.11 Client makes the initial 70% payment and sends confirmation of payment to Honeycomb.
1.12 Once payment is received the BBBEE Co-ordinator ensures acceptance by the verification team of impartiality to the ME. They follow Procedure HR/CPPRO/005 & sign form HR/CPF/010 as acceptance thereof.
2. VERIFICATION PREPARATION
Person Responsible: Analyst
2.1 After the payment has been captured the system sends the BBBEE Measurement Form– HR/CPF/008, the Notification Letter and the BBBEE Verification Methodology and Process HR/CPPRO/001 to the client.
2.2 Should the client require a Briefing Session, the client requests HC for one. These briefing sessions are conducted on Friday mornings at the HC office. Confirmation of attendance is sent to the BBBEE Co-ordinator, and the briefing session is conducted by one of the analysts. A briefing session explains the rating industry, the verification process and methodology, the evidence that is required, and the BBBEE Measurement Form.
2.3 The Client is given 20 (Twenty) working days for Broad-based and 20 (Twenty) working days for QSE clients to return the BBBEE Measurement Form and the ‘Supporting Evidence’ to Honeycomb. In instances where the client is unable to collate the evidence within this time period, the analyst will agree to extend said time period. In exceptional circumstances, the analyst will also meet with the client to explain the documents required for each one of the 5 elements. Honeycomb will also accept any outstanding documentation that is submitted at the on-site visit.
2.4 On receipt of BBBEE Measurement Form – HR/CPF/008 and the documentation from the client, the Analyst must peruse all documentation, and ensure that the BBBEE Measurement Form has been completed by the client. Should the BBBEE Measurement Form be incomplete, the Analyst will request completion from the client. If the BBBEE Measurement Form is complete, the BBBEE Co-ordinator will schedule the on-site visit with the client a minimum of 5 days from the receipt of the complete file.
2.5 On acceptance of the Measurement Form from the client the analyst will print a hard copy of the claim made for each element. These hard copies will be signed and accepted by the client as their claim towards BBBEE being verified by Honeycomb.
2.6 The evidence file and BBBEE Measurement Form is handed over to the assigned Analyst. If there are any documents outstanding, a request is made by sending the Client Request Additional/Missing Information for any outstanding documents. The client must provide such documentation within 3 working days. If the client does not provide the documentation, such documentation will be received and reviewed at the on-site visit. A copy of the email will be placed in the manual file.
2.7 Based on the evidence file and BBBEE Measurement Form the Analyst prepares a Verification Plan, HR/CPF/007 and sends it to the client. The plan establishes the time required for the on-site visit, as well as the operational systems that will be tested and communicates this to the client. This plan will comply with Honeycomb’s Sampling Procedure HR/CPPRO/004, and agrees the plan with the Client. All the correspondence on such agreement with the client must be kept by the Analyst.
2.8 A signed copy of the Verification Plan or e-mail confirmation will be filed in the client manual file.
3. ON-SITE VERIFICATION
Person Responsible: Analyst
3.1 The Analyst must arrive at least 15 minutes before the agreed start time for the process.
3.2 The Analyst will start the meeting by going through the Agenda items in the Opening Meeting Guide HR/CPVP/004. This will include signing the Confidentiality Statement HR/CPVP/006 in the presence of the client, and ensuring that all those present sign and date the On-Site Attendance Register – HR/CPVP/007.
3.3 The analyst will confirm with the client that the hard copies of the claim made by the client in their capture sheet is their complete claim towards B-BBEE made by their company. Each page for each element will be initialled.
3.4 The Analyst then assesses and verifies each element according to the On-site Verification Procedure and Report – HR/CPVP/003. This report must be completed in detail by the analyst. Whenever suitable evidence is checked against aspects of the procedure, such evidence must be initialled by the analyst and dated.
3.5 The analyst must be satisfied that the suitable evidence requirements of the On-site Verification Procedure and Report HR/CPVP/003.
3.6 The Report forms part of the recommendation submitted by the Analyst to the VM to make a decision.
3.7 Throughout the process, the Analyst will inform the client of the different steps in the process and explain what the Analyst is doing.
3.8 The Analyst may accept additional information from the client at the on-site visit.
3.9 For outstanding information based on submitted information before the on-site visit, the measured enterprise has 20 working days to submit outstanding documents to the Analyst.
3.10 At the end of the visit the Analyst will close the meeting according to the Closing Meeting Guide – HR/CPVP/005. Analyst will also mention the time allowed for client to submit any outstanding documents before issuing preliminary report, scorecard and certificate.
4. VERIFICATION OUTCOME
Person Responsible: Analyst, VM, BBBEE Co-ordinator
4.1 Within 20 working days for each client after the on-site visit, provided all outstanding documentation has been submitted to Analyst, the Analyst will analyse all the information and the evidence gathered to determine the BBBBEE status of the entity. The Analyst then prepares the Preliminary Report & Scorecard, as well as the Submission of Report and Recommendation to the VM Form – HR/CPF/012.
4.2 The Analysts will handover the file to the VM for decision-making. The VM will then assess the file and make a decision.
4.3 The Client is requested to pay the remaining 30% of the rating fee plus any indirect costs into Honeycomb’s bank account. Once confirmation has been received of this payment, analysts are informed by the BBBEE Co-ordinator thereof.
4.4 The Verification Manager makes a decision and completes the Decision of the Verification Manager form – HR/CPF/013, electronically.
4.5 If the Verification Manager accepts the recommendation of the Analyst, the VM must notify the Analyst via e-mail. The Preliminary Report is then sent to the client by the Analyst.
4.6 However, if the VM does not accept the recommendation of the Analyst, the VM must inform the Analyst also via e-mail of the non-acceptance. The Analyst must than review the recommendation again and resubmit to the VM.
4.7 The Client has 5 working days for Broad-based and 3 working days for QSE to raise any objections to the scorecard and the report. The Client must send a written objection to the Analyst. Such Objection shall be dealt with according to the Procedure for the Verification Decision – HR/CPPRO/012.
4.8 Objections may or may not be taken into account, and the Analyst amends the report accordingly.
4.9 The VM reviews the amended report.
4.10 The Analyst issues and completes the checklist, Verification Analyst Certificate Checklist HR/CPF/011 the Final Report and Certificate, and sends it to the BBBEE Co-ordinator.
4.11 The BBBEE Co-ordinator will check to ensure that all details on the certificate are correct, that the points on the certificate correspond to points on the final report, and that all procedural administration has been complied with by completing the Operations Compliance Checklist HR/CPF/023.
4.12 The BBBEE Co-ordinator prints the certificate and hands over the report and certificate to the VM to sign. The BBBEE Co-ordinator will place a copy of the certificate in the manual file.
4.13 The Effective Date of the Certificate is the date on which the VM makes the decision.
5. VERIFICATION CONCLUSION
Person Responsible: BBBEE Co-ordinator
5.1 Within 5 working days for Broad-based and 5 working days for QSE entities of receipt of final approval of the Preliminary Report from the client, the Final Report and Certificate is sent to the client according to the Procedure for Providing Final Reports and Certificates to the Client – HR/CPPRO/011.
5.2 A scanned copy of the Final Report and Certificate is sent to the Broadbased Client via e-mail. QSE clients receive a scanned copy of the certificate only.
5.3 The BBBEE Co-ordinator completes the client list on the system and includes the expiration date of the certificate.
5.4 The clients BBBEE Measurement Form, Verification Plan, Preliminary Report, Certificate and Final Report is saved in the client’s electronic file by the BBBEE Co-ordinator.
5.5 The Client’s Manual File, which includes the Administration File is then checked and the Filing of Clients Records Form HR/MPF/009, is signed by the BBBEE Co-ordinator. The Filing Register is filled in and the file is stored in HC’s lock-up storeroom by the BBBEE Administrator, until it needs to be moved to TidyFiles.
5.6 The BBBEE Co-ordinator will move the client’s file into “COMPLETED” folder, in the R:Drive.
5.7 The BBBEE Co-ordinator will also close the file on the electronic system.
5.8 Process is now complete.