BBP Application Form - CIAC Global

APPLICATION FOR BETTER BUSINESS PRACTICES ACCREDITED MEMBERSHIP ACROSS INDUSTRIES

Anybody seeking to adopt Better Business Practices by the CIAC Global Foundation must demonstrate that it meets all the CIAC's quality standards by providing evidence in support of this claim. Preparing this application and providing the required exhibits will guide the applicant through the minimum self-study necessary to file the complete report for the assessment of the quality and integrity in their respective industries.

Name of the organization, applying for CIAC BBP Membership:

Date

Place

CIAC Best Business Practices' Quality Standards

The CIAC BBP Quality Standards is a set of procedural guidelines which, if complied in its processes, an organization will benefit immensely of enhanced trust, confidence and increased business. While granting CIAC BBP accredited membership, it checks how much an organization follows these quality standards and based on the score, provide them star ratings along with BBP accredited membership status.

CIAC standards become a simple and effective instrument for measurement of industrial quality on an international level as a result of which they’re not littered with native legislative formats, laws or cultural idiosyncrasies. Any organization from across all major industries that intends to earn the better business standing from CIAC, should demonstrate compliance with the industrial quality standards set forth by CIAC, which are:

A. Administrative & Legal Responsibilities

CIAC considers only those organizations for its BBP status which are legally registered as per the government laws and fulfilling statutory requirements, in their respective countries, those which have obtained necessary licenses for running their business as per their industry norms and which are following all the government rules & regulations. CIAC works as a secondary accreditation body, just under local government regulations through process improvement and quality compliances.

The applying organizations must have in place the basics to run their business like required infrastructure, facilities, manpower & other resources with industry standards and changes are implemented from time to time as per market demands.

B. Industry Integrity & Business Transparency

The applying organizations must follow the governing rules, norms and practices of their respective industries and practice user friendly activities. They must provide correct and complete information about the product / services that they are dealing in to their clients, not hiding any critical information for the sake of selling or securing a deal. In short, they must follow the ethical business practice, not just to sell their products/ services but to have their clients enjoy the value of the products. They must clearly indicate policies like warranty, refund rules, payment terms including all hidden costs, complete product knowledge especially if selling online. These are the areas which remain grey for the customer till the time he/she faces such problems which require such information to be revealed. Agreements are usually written in such a way that clients can seldom get benefitted by a wrong doing.

CIAC emphasizes on such facts which allow the clients to have a clear picture of the organization and the product/ services that he is buying.

C. Product & Service Quality

CIAC is all about advocating and emphasizing on the quality of the products / services; it's highly unlikely that an organization will be granted CIAC BBP accredited membership while it is not honest and transparent in the dealings with its clients, vendors & share holders. CIAC evaluates the performance of an organization based on its product/ service quality, delivery & after sales service schedules & policies, written commitments & follow-ups, agreements, promises & their fulfilment, employee efficiency and such parameters which gauge the commitment of the organizations towards the quality of its products/ services and its clients. In failure to achieve any of these parameters, CIAC will out rightly reject the candidature of such organizations.

Trust & Confidence

The organizations must not only concentrate on improving the quality of their products/ services but also try to earn the trust and confidence of their clients. Customer confidence or trust is built with continuous or sustained performance. A good product can be easily built by improving processes and raw material quality but sustaining to that level at all times is what most organizations must call for. The organizations must develop processes which have fixed specifications and should never compromise in terms of variations. A consistent good quality performance of a brand builds trust amongst its users and a trusted brand creates loyal clients who don't want to leave the brand in a short run.

CIAC prefers the applying organization to have been operational in its activities for at least 12 months with excellent track records and consistent performance. It must adhere to industry norms & regulations which include all licenses & registrations so as not to breach the trust of its clients as well as vendors.

Honest & Truthful Publicity

At times the product/ service advertised and the actual benefits are poles apart. CIAC urges its applying organizations to be always honest & truthful to its clients, vendors and share holders. While publicizing, they must abide by the local broadcasting laws of the government and other regulatory bodies in the operational countries which includes the laws for displaying logos and other publicity material.. Its claims in the adverts must follow with the actual product benefits, otherwise, if their arose disputes, CIAC would immediately terminate its accreditation. Same will be applicable if the organization is found to have been misleading its customers by creating the false impression of sponsorship, endorsement, popularity, trustworthiness, product quality or business size through the misuse of logos, photos testimonials, or other means. To avoid situations like this organizations must make the clients aware of all material facts in both written and verbal representations, remembering that misrepresentation may result not only from direct statements but by omitting or obscuring relevant facts.

Customer Complaints & Promise Honour

The organizations must have a customer complaint handling cell which promptly responds to complaints lodged by customer no matter whose fault it is. In today's competitive environment, its imperative to have satisfied customers if one wants sustained growth. One dissatisfied customer can ruin the whole business if not addressed appropriately and quickly. For the same reasons, organization must fulfil their obligations and promises given to the customers through agreements or quotations or even through verbal communication. CIAC evaluates organization's performance in terms of satisfied & loyal customers. CIAC even offers its mediating services to address customer disputes but the onus of resolution is always on organizations.

Privacy Policy

The applying organizations must have a privacy policy that safeguards the interest of both its clients as well as itself. In today's digital era, customer data is of utmost importance, misuse of which can be catastrophic for organisation/s. Organizations must protect any data collected against mishandling and fraud, collect personal information only as needed, and respect the preferences of customers regarding the use of their information. No data should be shared with any other agency unless the customer gives his written approval. Some of the data is more sensitive than other such as credit card, bank account numbers, Social Security number, salary or other personal financial information, medical history or records, etc. and its misuse should be prevented at all costs. Even transferring such sensitive data should be through highly secure means over internet. So much so that organizations must respect customer preferences regarding contact by telephone, fax and e-mail.

Instructions for Applicants

Applicant is requested to carefully read all instructions before filling this application form.
All fields are mandatory to be filled.
Please read all questions carefully before beginning to start writing answers.
The form is to be computer typed or filled with neat handwriting using all capital letters using either black or blue ink.
Provide information to the best of your knowledge; providing falsified information may terminate your accreditation when found false.
The applicant organization must have obtained all government licenses, certificates, registrations etc. necessary to do business as per local government laws & regulations before applying for CIAC BBP Accredited Membership.
Wherever necessary, use extra sheets to provide complete information.
Justification of all answers should be accompanied by supportive evidential documents whenever necessary.
You may have to demonstrate the facts filled in this application form at the time of physical audit or whenever CIAC official ask for them.
If any question is not applicable to the applicant organization, please check it by typing NA with explanation.
All accredited memberships are for one year which will be required to be renewed after the completion of one year.
All necessary documentary evidences must be attached as scanned copies in this application form itself, making it one single file.
If any criminal cases going on against the applicant organization, it must clearly mention all of them in a separate sheet. It's upon CIAC's discretion whether to grant its BBP accreditation to such organizations / individuals or not.
In case of more than one offices or branches, in the same city or in multiple cities or having diversified business, dealing in multiple product lines, fill separate application form for each of them. CIAC may or may not treat them as one organization.

CIAC Application for Better Business Practices

1. Name of the organization (This is the authorized name under which the applying organization is doing business):

2. Complete Address (Street, City, State or Province, Zip / Pin code, Country):

3. Telephone Numbers:

4. FAX Number:

5. E-mail Address:

6. Organization’s Website(s):

7. Authorized Person’s Name, title and position in the organization : (This person must be the legal representative or the CEO of the organization)

In making this application, I certify that all information contained within and accompanying this application to be true, that this organization is legally authorized to conduct its business activities according to the laws and procedures of the corresponding country, state and/or province, and that I understand that better business practices is a set of voluntary, non-governmental quality audit and review process.

I confirm the commitment of this organization to the quality standards stated by the Confederation of International Accreditation Commission-CIAC. Events which occur as a direct consequence of working practices deviating from or contravening these standards will be regarded as the sole responsibility of the organization and may lead to the termination of the Better Business Practices status. Lack of payment of the required fees will lead to the termination of the status and any rights established in the CIAC Regulations. Fees are not refundable.

The organization will provide its clients with contact details of the CIAC - Confederation of International Accreditation Commission, and to make them aware that they may communicate their satisfaction, complaints or suggestions about their experience. All comments will be used for the permanent improvement of the organization and to monitor that the CIAC policies are respected.

ADMINISTRATIVE & LEGAL RESPONSIBILITIES

A1. Industry Identification

A1-1. Name of the Organization(This is the authorized name under which the organization is doing business)

A1-2. Foundation date

A1-3. Vision and Mission Statement

A1-4. Describe the type of products / services offered

A1-5. Total number of clients in various categories

A1-6. Number of loyal clients who have relinquished the services of the organization in the last one year

A1-7. Total number of loyal clients made during the last one year

A2. Organizational Legal Standing

A2-1. Describe the organization’s legal status

A2-2. Does the organization have an owner, shareholder or director who controls over 50% of the organization?NoYesprovide the complete name and contact details of the owner or main shareholder and include a copy of passport in Exhibit A2.

Describe the ownership composition of the organization with names and percentages.

Describe the ownership composition of the organization with names and percentages. Additionally

A2-3. Explain in a brief what are the specific legal requirements and policy of its country of origin such as the laws, norms and/or government departments involved.

A2-4. The CIAC requires proof of the organization’s legal status. Check all that apply.Certificate of incorporation.Articles & memorandum of Association.Letters or Certificates of authorization from governmental bodies.Other relevant documents attaining to its legal status. Describe.

Upload files

Attach Exhibit A2 - Copies of the selected documents to prove the organization legal status.

A3. Accreditation, Recognitions, Affiliations and References.

The organization must describe any third party references that refer to its product/ service quality such as memberships in relevant professional bodies, accreditations, recognitions, organizational approvals from third parties, quality assurance certifications. Proof of these references must be provided in the form of a copy of the corresponding letters or certificates, or with an active verifiable Internet link to the organization.

A3-1. List of relevant memberships, accreditations, recognitions or references.

A3-2. Is any of the above included in the CIAC Selection?No. You have to present the complete application for accreditation.Yes. You do not need to present the rest of items required by this application.

Upload file

Attach Exhibit A3 - Copies of the letters or certificates demonstrating membership into relevant professional bodies, accreditation, recognition, organizational approvals from third parties, quality assurance certifications (or include an active verifiable link)

A4. Industry Facilities

A4-1. Describe the physical facilities to run the business, how they are used, and the machine & tools available to staff for carrying out smooth business.

A4-2. Are physical facilities in compliance with health, safety and security requirements in your country?NoYes. You may be requested to demonstrate this fact.

Explain.

A4-3. Are the physical situation, transportation and facilities provided at the organization suitable for its users and for the activities conducted by similar organization in similar business?NoYes

A4-4. State the organization working hours per week. (i.e.: Open from 9:00AM to 5:00PM Monday to Friday)

A4-5. Provide the full name, direct contact email and phone number of the manager or staff responsible for running the organization daily (in case of more than one branches, state branch wise).

Upload file

Attach Exhibit A4 - Provide a diagram of the facilities with pictures of the most relevant facilities, and a map locating the organization in the geographic region. If this exhibit is not deemed sufficient for the evaluation of this standard, a site visit will be scheduled.

A5. Overall Monitory Stability.

A5-1. Has the organization had operating losses in the 3 most recent years?NoYes

Explain

A5-2. Is the organization’s ratio of current assets / current liabilities less than 1.25?NoYes

Explain

A5-3. Is there an adequate insurance to cover liabilities and responsibilities, and appropriate contingency and recovery plans for the following 3 years?NoYes. You may be requested to demonstrate this fact.

Explain

A5-4. Describe any assets that the organization (or the owner with over 50% of shares) may use to guarantee financial and operating stability for the following 3 years.

A5-5. Describe the sources of income for the financial stability of the organization.

A5-6. State the total gross income and expenses of the past 3 years.

A6. Staff Quality & Proficiencies

A6-1. Are all staff suitable for the positions they hold, and possess appropriate qualifications and experience?NoYes

A6-2. Explain how staff is selected, supervised, and evaluated, and who has that primary responsibility.

Upload file

A6-3. Describe an organizational chart displaying the names, positions and duties of the organization’s staff, and the relationship amongst various departments, covering all functional departments. ( attach as a separate sheet)

Upload file

A6-4. Describe the education qualifications and professional experience of all staff working in the organization at sr. managerial level (Chief executive officer, Chief operating officer, GM, etc...) ( attach as a separate sheet)

A6-5. Describe how the organization is committed to the continuous professional development of its staff and employees.

A7. Industrial Values & Ethics.

A7-1. Does the organization discriminate, directly or indirectly, on the basis of sex, race, colour, nationality, ethnic diversity, or religious or political beliefs?NoYes

Explain

A7-2. Describe the organization's procedure for dealing with internal & external complaints.

A7-3. Total number of complaints received during the last year

A7-4. Describe the organization's refund policy.

A7-5. Total number of refunds during the last year

A7-6. Describe how the organization demonstrates a high commitment to industrial values.

A7-7. Describe the policy or instruments for ensuring a good business practice.

A8. Constant Improvement

A8-1. How does organization ensures constant improvement in product / service quality?

A8-2. How is the customer feedback used for process improvement?

A8-3. Are the organizational processes monitored for good and bad?NoYes

Explain

A8-4. What were the changes incorporated in last 3 years in organization processes?

ORGANIZATIONAL INTEGRITY

B1. Industry Analysis & Veracity.

B1-1. Prior to business engagement, is the client made properly aware of all the terms and conditions relevant to that product/ service, either through the product guideline, brochure or similar material, by correspondence, or in discussion with the clients?NoYes

B1-3. Describe the organization's means to provide information to potential clients.

B1-4. Describe the organization's main promotional actions with a view to competition to attract potential clients.

Upload file

Attach Exhibit B1 - Samples of the prospectus, brochure, advertising and promotional material, recruitment related letters and/or written evidence of any information affecting the prospective clients.

B2. Client Selection Criteria & Guidelines

B2-1. Provide the full name, direct contact email and phone number of the manager or staff responsible for monitoring performance & client satisfaction.

B2-2. Describe the client satisfaction criteria and procedures.

B2-3. Describe the organization's means or instruments to monitor the actions, statements, and conduct of its sales personnel.

B3-1. Is there an agreement or MOU, which may be legally enforceable, between the organization and its clients?NoYes

B3-2. Describe the Privacy Policy, Disclaimers, Rights, obligations, commitments and other terms of the organization that are legally enforceable in the agreements and/or MOUs.

B3-3. Describe the organization’s refund policy.

Upload file

Attach Exhibit B3 - Sample of application for client engagements, financial agreement and any other document that may constitute a legally enforceable document.

B4. General Assistance.

B4-1. Describe the organization’s channels of communication and guidance to provide client services.

B4-2. Describe how the organization ensures and improves product/ service performance.

B4-3. Describe how the organization handles clients' questions, problems or complaints.

B5. Additional Services.

B5-1. Describe the organization’s storage, backup and security policy regarding client records, files, evaluation work and related documents.

B5-2. Describe how the organization maintains and stores client records for a minimum of 5 years.

B5-3. Describe the procedures and duration for which client related documents are stored and for how long.

B5-4. Provide the full name, direct contact email and phone number of the manager or staff responsible for records keeping.

PRODUCT/ SERVICES QUALITY

C1. Product/ Service Description

Upload file

C1-1. Provide a list of all the products/ services that the organization deals in. This list may be included as part of Exhibit C1, in which case, indicate here the total number of products/ services or mix offered. (If necessary, attach a separate sheet)

C2. Spends on R&D

C2-1. Describe the composition of the hours spent on each product/ services' R&D and what the desired outcomes were.

C2-2. Do these R&D spends qualify or quantify the products/ services for some outcome?NoYes

Describe the benefits of these R&D done

C2-3. What is the annual budget for total R&D on all products/ services in last 3 years?

Year 1:

Year 2:

Year 3:

Upload file

Attach Exhibit C2 - List down spending on R&D of all products/ services in last 3 years

C3. Training of Service Personnel

C3-1. Specify the basic objective of trainings organized and expected outcomes. Check all that apply.Development of specific skills.Corporate or job-related training.Professional competence.Professional licensure.Preparation for further qualifications.Vocational competence.Personal growth.Others.

Describe...

C3-2. Is the information about the training’s expected learning outcomes made clear to the employees prior to training?NoYes

C3-3. Are all the training’ expected learning outcomes met by all the trainings?NoYes. You may be requested to demonstrate this fact.

C3-4. What is ratio of in-house and external trainings is?

C4. Product/ Service Documentation

C4-1. Provide the full name, direct contact email and phone number of the manager or staff responsible for designing, reviewing and updating product/ service contents and material.

C4-3. Does the product/ service handbook contain all in the list?NoYes

Explain why not

C4-2. Explain the methodology used in product/ service documentation

C4-4. Is the handbook updated periodically or in inclusion or deletion of one or some items in product/ service line?NoYes

C4-5. Are precaution in handling the products/ services mentioned in product documentation?NoYes

Upload file

Attach Exhibit C4 - Product/ service handbook and guide with specifications - Industry specifications & restriction dealing in the same line of products / services

C5. Product/ Service Delivery & Availability.

C5-1. Explain the delivery methodology of the products/ services.

C5-2. Describe how the delivery schedule is maintained and what if not?

C5-3. How is it ensured to have availability of all products/ services?

C5-4. Is the customer given a product to use in case of non-availability of a product?

Upload file

Attach Exhibit C5 - Product/ service guidelines with specifications

C6. Industry Methodology & Guidelines

C6-1. Describe the industry guidelines for your range of products/ services.

C6-2. How often are the guidelines reviewed in comparison to your product specifications?

C6-3. In case of mismatch or discrepancies in specification from the industry standards, how are they treated?

C7. Client Feedback Mechanism

C7-1. Is there a client feedback mechanism in place?NoYes

Why

You may be asked to show during audit.

C7-2. How often are the feedbacks viewed and actions taken?

C7-3. Describe at least 2 incidents where client feedback was used to change in policies.

Upload file

Attach Exhibit 7 - Client Feedback form

C8. Employee Proficiency

C8-1. Describe the marketing employee recruitment methodology

C8-2. What induction & training do they go through after joining?

C8-3. What periodic trainings are arranged to increase employee efficiency?

C8-4. What is the organization HR policy if an employee come out to be adequately inefficient?

Upload file

Attach Exhibit C8 - The list of all employees with their qualifications, skills, experience, etc.

C9. Packaging & Branding

C9-1. Describe various product/ service brands and their significance

C9-2. How is packaging selected for various products in relations with industrial standards?

C9-3. What is the annual budget for branding & promotions of all products?

C9-4. How much is packaging important in your industry?

Upload file

Attach Exhibit C9 - Product brochures, brand leaflets, and any other collaterals used to promote product brands.

C10. Online Presence

C10-1. Is your product/ service range available online?NoYes

C10-2. What online payment options given to your clients?

C10-3. Have you indulged in online promotions for your products/ services?NoYes

C10-4. If yes to C10.2, describe various online media which are frequently used for product/ service promotions.

Upload file

C11. Promotional Activities

C11-1. What are various promotional activities that the organization indulges in for entire product/ service line?

C11-2. What is the total promotion budget of the organization?

C11-3. What are various marketing tools used to promote products/ services?

C11-4. Name the Marketing Head who is responsible for promotion of all products/ services in the organization along with phone and email address.

C11-5. Has your organization won any industrial excellence or leadership awards in previous years? If yes, name them chronologically using a separate sheet if necessary.

C11-6. Is your organization indulged in CSR activities? If yes, what is your annual budget for the same and how & where the funds have been allocated?

Upload file

Attach Exhibit C11 - All marketing collaterals, brochures , etc.

CHECK LIST OF REQUIRED EXHIBITS

The following exhibits must be compiled in separate and independent PDF Attachments that will be annexed to this application for accreditation. Each attachment must be clearly identified as exhibit 1, 2, 3... This checklist will help to verify that all exhibits are included.

EXHIBIT A2 – Organization’s legal status

Copies of the selected documents to prove the organization legal status

EXHIBIT A3 - Memberships, accreditation or recognition certificates

Copies of the letters or certificates demonstrating memberships into relevant professional bodies, accreditation, recognition, al approvals from third parties, quality assurance certifications (or include an active verifiable link)

EXHIBIT A4 - Facilities details, pictures and location

Provide a diagram of the facilities with pictures of the most relevant facilities and a map locating the organization relative to its geographic region. If this exhibit is not deemed sufficient for the evaluation of this standard, a site visit will be scheduled.

EXHIBIT B1 - Prospectus, brochure, advertising and promotional material

Samples of the prospectus, brochure, advertising and promotion material, recruitment related letters and/or written evidence of any information affecting the prospective student.

EXHIBIT B3 - Sample of application for client engagement6, financial agreement and any other document that may constitute a legally enforceable document.

EXHIBIT C2 - List down spending on R&D of all products/ services in last 3 years

The list must specifically include all spendings in R&D in last 3 years including the results and their impact on the strategy

EXHIBIT C4 - Product/ service handbook and guide with specifications AND Industry specifications & restriction dealing in the same line of products / services

EXHIBIT C5 - Product/ service guidelines with specifications

The product guideline which lists down and describes all product ranges including their specificatiosn as well as prerequisites and other operative conditions must be there to give a clear picture of the organizations entire range of products / services.

EXHIBIT C8 - The list of all employees with their qualifications, skills, experience, etc.

EXHIBIT C9 - Product brochures, brand leaflets, and any other collaterals used to promote product brands.

EXHIBIT C10 - Promotional posts or other collaterals used for online presence.

If the organization is involved in online promotion or sale of its products/ services then it must exhibit some sample posts or other evidence of such activities.

EXHIBIT C11 - All marketing collaterals, brochures , etc.

All other marketing collaterals which have not submitted earlier, anything that signified the organization marketing policy or desires must be attached

Declaration

I have read and understood the requirements and standards of the CIAC BBP Accredited membership. I confirm that my company meets all requirements listed in this form and agree to abide by CIAC quality policies and standards. I understand that if my organization is merged, acquired or consolidated with another company, I must inform CIAC immediately. I further understand that The new company must re-qualify for CIAC BBP Accreditation Membership with renewed fee.

This agreement shall be in force till the time my organization enjoys CIAC BBP Accreditation Membership. However, its at CIAC's discretion to terminate any accreditation before expiry of its term with a 30 days notice if the organization is found to have furbished wrong information in the application or is found to have indulged in wrongful acts as per CIAC BBP standards. Upon termination, all rights to display/use the CIAC logo, certificates, banners, hoardings, billboard, banners, plaque, seal, etc. shall cease and there wouldn't be any refund of fee.

I declare the information provided in this application to be true to the best of my knowledge. I understand that this application is submitted for review and approval of the CIAC, and that my company’s accreditation with the CIAC will not become effective until this application has been accepted by the CIAC’s Board of Directors.

I hereby make application on behalf of my company for CIAC BBP Accredited Membership

Name of the Organization

Place

Date

Authorized Representative

Designation