The company representative

A company/site representative responsible for the day-to-day supervision and management of the contractor needs to be appointed. The representative also monitors whether the contractor implements the agreed social performance requirements. Therefore, it is key that the representative understands the social performance objectives, targets, potential social and human rights impacts and risks, as well as the social performance requirements and controls the contractor will implement. Depending on the severity of the potential social and human rights impacts and risks, the Social Performance team should be involved in ensuring that the representative understands the applicable requirements.

The company representative is not necessarily responsible for monitoring all social performance actions and controls. Roles and responsibilities of the company representative and the social performance team related to the monitoring and evaluation of the performance of the given contractor should be agreed and clearly defined.

The Contractor Social Management Plan

The Contractor Social Management Plan (CSMP) forms part of the Contractor Management Plan (CMP). The CSMP includes all approved plans, procedures and specific controls and requirements for achieving social performance objectives and targets and managing potential social and human rights impacts and risks in relation to the contract. It also outlines roles and responsibilities; social performance reporting requirements; KPIs for social performance monitoring and evaluation (including verification and validation actions for each social performance requirement and management action); site visits, audits and inspections; and requirements for record-keeping. An example of an outline of the risk, impact and mitigations section of an CSMP is included in the Tools section.

The CSMP is based on the requirements stipulated in the contract. Its content and scope depend on the potential social and human rights impacts and risks associated with the scope of work. The CSMP for an EPCM contractor will consist of various plans with extensive controls that cut across disciplines, requiring co-ordination between the social performance, S&SD and other teams. For other contracts, a brief CSMP may be sufficient.

Where the potential social and human rights impacts and risks associated with the scope of work have solely an environmental or other non-social cause, such as those social and human rights impacts and risks related to hazardous-materials spills, water management, vehicles using public roads, and the generation of dust, noise and vibration, a CSMP may not be necessary as the plans, procedures, requirements and controls form part of the SHE component of the CMP. This is typically the case for exploration drilling contracts.

The CSMP can be developed by the contractor (as part of the bid), the social performance team, or a combination of teams. The CSMP must be approved by the contractor, the company representative, and by the Social Performance Manager, before mobilisation of the contractor.

Depending on the complexity of the scope of work and associated potential social and human rights impacts and risks, an appropriate CSMP may take some time to develop, which must be taken into account for resourcing and planning reasons.

The site could ask the contractor to appoint a person who, on behalf of the contractor, will be responsible for implementing the CSMP and who will be the first point of contact for the site’s social performance team.

Induction

Induction training is mandatory for all contractor workers. Depending on the site and community characteristics, as well as potential social and human rights impacts and risks, the induction may include the following social performance topics:

• The external grievance process, and how it relates to contractors
• The worker grievance process and/or YourVoice, and how it relates to contractors
• Minimum labour requirements
• The local community context and other relevant external stakeholder issues
• Relevant Anglo American or contractual social performance requirements
• Incident reporting and investigation requirements, and how they relate to contractors
• Guidelines for engaging with local communities and behavioural guidelines.

In addition to the induction training, additional social performance training may be needed for contractor workers. For example, security workers will require training on the use of force and the VPSHRs. Other contractor workers may require training to ensure that the various standards, requirements, controls and mitigation measures are well understood.