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What are HP's internal Corporate and Supplier Social and Environmental Responsibility Policies?
HP's company-wide global citizenship programs and policies can be found on HP's web site at: http://www.hp.com/hpinfo/globalcitizenship/. HP's Supply Chain Social and Environmental Responsibility Policy is available on HP's web site at: http://www.hp.com/hpinfo/globalcitizenship/environment/pdf/suppolicy.pdf
What CSR industry standard is HP adhering to?
We have researched and evaluated many declarations, organizations, and standards relating to corporate social responsibility. We publicly endorsed and have signed the UN Secretary General's Global Compact, which asks world business to "support and respect the protection of international human rights within their sphere of influence." We use the Global Reporting Initiative (GRI) reporting framework. After having benchmarked dozens of Fortune 500 companies on their standards and policies and in collaboration with Business for Social Responsibility (BSR) we established an HP Supplier Code of Conduct in 2002. We are an active member of CSR Europe and play a lead role in many CSR forums including participating in the United Nations World Summit on Sustainable Development in Johannesburg, South Africa.
Q: What are HP's social and environmental expectations for suppliers?
We expect our product material suppliers to act as responsible corporate citizens and take a positive, proactive stance regarding social and environmental issues. We ask that they pursue a policy of continuous improvement and be forthright in sharing relevant information with us. Suppliers need to understand HP's expectations and manage to them. HP suppliers must comply with all national and other applicable laws and regulations, and they must require their suppliers do the same. Suppliers must comply with HP's requirements specified in the Electronic Industry Code of Conduct and the product content environmental guidelines found in the General Specification for the Environment (GSE).
Q: What is the Electronic Industry Code of Conduct?
In 2004, HP collaborated with Dell, IBM and our EMS providers to develop a common Electronic Industry Code of Conduct to promote industry standards for socially responsible business practices across the global supply chain. The new code was released in October 2004 and HP has adopted the use of the new common industry code.
Q: Has the Electronic Industry Code of Conduct replaced HP's Supplier Code of Conduct?
HP's Supplier Code of Conduct has been replaced with the new Electronics Industry Code of Conduct released in October 2004. This document establishes the minimum requirements that all product material suppliers must meet in doing business with HP. All suppliers involved in manufacturing HP's products must comply with the Electronic Industry Code of Conduct.
Q: What is the integration plan for suppliers?
We are implementing our new Supplier Code of Conduct using a phased approach beginning with our top 40 suppliers in FY'03. Our priority for FY'04 is to focus on suppliers that pose a significant risk, for example, through chemical or labor-intensive manufacturing operations or are located in developing countries. Beyond FY'04 we will assess our remaining suppliers. We are also implementing these requirements with any new suppliers to HP.
Q: If we do not have a Code of Conduct or similar standards, can we adopt the Electronic Industry Code of Conduct?
Yes. The Electronic Industry Code of Conduct may be voluntarily adopted by a business in the electronics sector and subsequently applied by that business to its own suppliers. Fundamental to adopting the Code is the understanding that a business, in all of its activities, must operate in full compliance with the laws, rules and regulations of the countries in which it operates. The Code encourages participants to go beyond legal compliance, drawing upon internationally recognized standards, in order to advance social and environmental responsibility. For more information about adopting the EICC, visit the EICC industry web site: http://www.eicc.info
Q: What is the General Specification for the Environment (GSE)?
The GSE contains general product content restrictions (battery material content, packaging materials, product labeling and marking requirements, chemical registration requirements). Environmental legislation and regulations or HP Company specifications restricting or prohibiting certain chemical compounds or materials in HP's products or manufacturing processes become a requirement in states or countries in which HP manufactures products. New requirements (particularly global requirements) are often incorporated into the General Specification for the Environment (GSE). In cases where the requirements are not global, an individual Supplier Specification Control Drawing is created and adopted (as applicable) within HP's supply chain community. The GSE is reviewed annually or as new requirements are adopted by HP.
Q: What social and environmental criteria are used to select suppliers?
HP shows preference to suppliers that meet or exceed the expectations stated in HP's General Specifications for the Environment and HP's Supplier Code of Conduct.
Q: How do I deal with so many competing standards from our customers?
HP is cognizant and sensitive to the increased demands being made on suppliers. It is not our intention to burden our supply base, but simply to remain competitive in the marketplace, protect our brand and contribute to the social and environmental progress of society. In recognition of this, HP has collaborated with Dell, IBM and our EMS providers to develop a common Electronic Industry Code of Conduct. The adoption of a single, global Industry Code of Conduct reduces inefficiency and confusion in the supply chain.
Q: What if laws, regulations and standards change?
If HP changes its standards or expectations, you will be notified of the new standards. It is your responsibility to monitor and track changing social and environmental laws and regulations that directly affect your operations. HP suppliers must comply with all national and other applicable laws and regulations, and they must require their suppliers do the same. This includes laws and regulations relating to environmental, occupational health & safety, and labor practices.
Q: How are the supplier social and environmental guidelines enforced?
HP's supplier labor, health & safety and environmental guidelines are a formal part of HP's procurement policy. HP evaluates and drives supplier performance through the use of contract language in the Purchase Order Terms & Conditions and Product Purchase Agreements. In addition, we request that each product material supplier sign a Supplier Social and Environmental Responsibility Agreement; adhere to the Electronic Industry Code of Conduct and the General Specification for the Environment (GSE); complete supplier questionnaires covering human rights/labor, health and safety, environment, and ethics
practices; and participate in a formal supplier review process (including onsite audits).
Q: Why doesn't HP's purchasing contract language contain the full set of HP's social and environmental requirements?
HP's purchasing contracts reference the HP Supplier Code of Conduct or Electronic Industry Code of Conduct and the General Specifications for the Environment. These documents contain the full detail of HP's social and environmental expectations.
Q: What if I have an older version of HP's purchasing contract and the new social and environmental clauses are not included in my contract?
All HP suppliers are expected to adhere to the new social and environmental standards and to sign the Supplier Agreement. You can obtain the Supplier Social and Environmental Responsibility Agreement, Electronic Industry Code of Conduct, and GSE on HP's web site at: http://www.hp.com/go/supplierE. You will receive the new social and environmental clauses when your contract is renegotiated with HP or when you receive a new or updated purchase order.
Q: Who monitors conformance and how frequently?
We work closely with the HP businesses' supply chain organizations and product stewardship community to monitor our suppliers' performance against HP's expectations. Product material suppliers must complete and submit HP's supplier performance review questionnaires once a year. In cases of non-performance or questionable practices, HP may conduct a supplier assessment and site visit or require an independent third party verification of the supplier's practices.
Q: Can I be terminated as a result of non-conformance?
In selecting and retaining qualified suppliers, HP will show preference to suppliers that meet or exceed the expectations stated in the Electronic Industry Code of Conduct. If HP determines that a supplier is not in conformance with the Code of Conduct, we will require that a supplier implement a corrective action plan. We are committed to working collaboratively with our suppliers to find solutions and drive continuous improvement. If a supplier does not demonstrate improvement in a reasonable amount of time, HP may discontinue the business relationship.
Q: What if I have a dispute with HP's findings?
HP or the supplier may request an independent third-party assessment of the complaint or allegation be conducted to resolve the dispute.
Q: Does HP require suppliers to have Management Systems?
HP requires major elements of a management system from our suppliers. HP expects that suppliers will have written SER policies with a commitment to continuous improvement and performance objectives with implementation plans and measures. Furthermore, suppliers must have a system in place to track SER laws and regulations, and their compliance with those that are applicable to their facilities.
Q: Does HP require its suppliers to be ISO 14001 certified?
No. HP does not require its suppliers to be ISO 14001 certified, or require its suppliers to use ISO 14001 certified suppliers. However, as part of an ongoing effort to select environmentally responsible suppliers, HP gives preference to existing or potential suppliers who have achieved ISO 14001 registrations.
Q: Do I need to complete the self-assessment questionnaires and how frequently?
What if one questionnaire does not apply to my operation?
We require that you answer and submit the questionnaires once annually for each facility that
manufactures products for HP. If a questionnaire does not apply to your company/facility's operations where business is conducted for HP, then answer that questionnaire as "Not Applicable" and give a brief explanation as to why it is not applicable to your company/facility.
Q: How do you evaluate the questionnaires?
When we receive the questionnaires back, we evaluate performance based on suppliers' answers to the questions. If a supplier answers any of the questions negatively, or provides no explanation, we investigate to determine the validity of their answer. When necessary, we may request a corrective action plan be implemented for non-conformance. In addition, in the course of doing business with our suppliers, we have meetings at their facilities, which give us the opportunity to review their operations. We also conduct supplier visits and plant tours, particularly during the supplier qualification and contract renewal phase. During these plant visits and tours, HP has the opportunity to observe the supplier's operating and environmental practices.
Q: Does HP conduct onsite SER audits of supplier facilities?
In 2004, HP began to conduct onsite SER audits at our suppliers' facilities. The self-assessment questionnaire responses are used as an initial baseline assessment for determining if an onsite SER audit should be conducted.
Q: What have HP's progress and results been to-date?
HP reports supply chain SER progress and results annually in the Global Citizenship Report and in response to surveys and questions from socially responsible investment (SRI) and asset management firms, non-governmental organizations (NGOs), and the media. For detailed program results, visit the GCR web site at: http://www.hp.com/go/report
Q: Where can I find additional information about the SC SER program and the associated documents for suppliers?
All program documents and questionnaires can be found on HP's web site at: http://www.hp.com/go/supplierE
Q: Whom do I contact for additional information about the SC SER program?
Bonnie Nixon Gardiner, 650-857-5138, bonnie.nixon@hp.com or Lindsey Ridgeway, 650-857-6033, Lindsey.ridgeway@hp.com
HP Environmental Program FAQs:
http://www.hp.com/hpinfo/globalcitizenship/environment/faq/index.htm
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