Q:What is the IMS?
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Better Factories Cambodia has now developed a world-first information management system (IMS). The IMS is a totally computerized system for collecting, storing and analyzing data. It enables the generation of reports tailored to user needs, and provides enhanced security, easy access to information, and greater transparency.
The IMS streamlines and integrates the data collected during factory monitoring visits on working conditions and labour standards. By compiling this information electronically, Better Factories Cambodia now automatically generates reports for individual factories that show their current compliance, progress over time, as well as suggestions for improvement.
But the IMS goes further than this. Because of its electronic database, the IMS also provides reports on groups of factories or on the entire industry. It can compare performance across different types of factories, rank major issues, and detail different combinations of information that may be required for analysis. The IMS also stores data on Better Factories Cambodia 's training programs and can track the participation of factories as well as the outcomes of these programs.
The IMS makes it possible for Better Factories Cambodia to produce reports in Khmer, English and Chinese. Reports are more user-friendly. Because the system is web-based, accessing information is quick and easy.
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Q:What is the IMS extranet?
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The IMS’s extranet is a section of the IMS that is accessible by internet to a limited group of users. Access to the IMS extranet is restricted using a password system. Factories can log onto the IMS extranet to view their own detailed reports. Other users (e.g., head office, buyers or vendors) also can access reports for specific factories, provided they have been granted access.
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Q:Is the IMS faster?
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The IMS allows Better Factories Cambodia to collect and store information more efficiently. Because monitors record the information they collect during factory visits directly into tablet PCs, it takes much less time to provide factory reports. Providing more timely reports is helpful for factories, as well as for buyers who consider factory working conditions when making sourcing decisions.
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Q:Will the quality of reports be improved?
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The IMS enables Better Factories Cambodia to improve the quality of the reports it produces. The monitoring process is streamlined and standardised, leading to more consistent report quality. Better Factories Cambodia provides factories with a streamlined report regarding working conditions and labour standards monitored during a factory visit, but factories can access more detailed information if they wish. Also, the IMS allows analysis of trends.
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Q:Can factory management give others access to their reports (e.g. their head office, buyers, or vendors)?
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Yes. In order to grant access to factory reports, the factory manager must submit a Third Party Access Form. An authorized third party gains access to the IMS by submitting a completed Application for Subscription to the ILO and paying a fee. Once these forms are submitted, Better Factories Cambodia issues a username and password to the authorized user to view the factory's data online.
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Q:What types of reports are available?
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There are different reports for different users. For factories, monitoring reports provide both summary and detailed information on each monitoring visit. Buyers and vendors can view factory monitoring reports if they have been granted access and paid the subscription fee (see above).
For the public there are semi-annual synthesis reports. The synthesis reports include easy-to-read graphs highlighting compliance trends, employment figures for the garment industry, and progress made on improving working conditions.
There are also management reports to assist the ILO in ensuring the most efficient and effective reporting service.
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Q:Will reports written before the IMS be available on line?
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Better Factories Cambodia will post on the IMS extranet the last report for every factory prior to the introduction of IMS.
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Q:Will training information be available through the IMS?
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Yes. Better Factories Cambodia will enter information about the training that we provide. This will include courses run, participating factories, and factory improvement plans resulting from the training.
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Q:What is available on the IMS that is not available on the public website?
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The public website will contain quarterly analytical reports. It will also be possible to see the progress individual factories have made in implementing ILO Better Factories Cambodia 's suggestions since the last visit.
However, only IMS users will be able to access more detailed information. This includes:
- Detailed findings made during monitoring visits;
- History files;
- Details of all visits to factories including remediation and observation visits;
- Details of all training in which factories participated;
- Tracking of factory improvement plans and implementation resulting from training.
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Q:How is the information stored on the IMS kept secure?
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The IMS has strong security measures. For example, data sent over the internet is encrypted. A separate web server is used for the public website. This server only contains reports generated from the database; there is no connection with the actual database. Access to IMS reports by users such as factories, buyers and vendors is strictly controlled by a password system.
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Q:How do factories receive factory reports?
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When a factory report is finalized, Better Factories Cambodia will send an email telling the factory that a new report is available. In order to receive its factory reports, the factory will log onto the IMS extranet. Once logged on, managers must provide their user name and password. All factories have already been provided with a user name and password. Factories can access streamlined and detailed monitoring reports, as well as history files.
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Q:What language are the reports in?
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All reports are available in English, Khmer and Chinese. Narrative findings in detailed factory reports are available only in English.
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Q:What if a factory does not have access to email or the worldwide web?
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If a factory does not have access to email or the worldwide web, Better Factories Cambodia will deliver printed factory visit reports directly to the factory.
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Q:What if a factory does not have access to email or the worldwide web?
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Public reports are provided free of charge. Factories have already paid for access to the IMS via the Garment Manufacturers' Association in Cambodia , which makes a financial contribution to Better Factories Cambodia . In 2006, some buyers will support Better Factories Cambodia by making a voluntary financial contribution. An access fee is likely to be charged in the near future to ensure sustainability of the system.
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Q:What information will authorized IMS users be able to access?
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Each user will only be able to see the information that they are granted access to through a password system. This means that a factory logged onto the IMS will only see their own factory information. But a buyer who has been granted access by multiple factories will be able to see all of these factories' reports.
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Q:What if a factory disagrees with findings in their factory’s report?
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Factories can lodge objections to findings in their factory’s reports online within 21 days (excluding weekends) after the reports become available, by logging onto the Better Factories Cambodia IMS extranet. Objections will be reviewed by the ILO, and will be visible to buyers who have been granted access to the reports.
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Q:How will factories and buyers receive synthesis reports?
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Synthesis reports are updated on a quarterly basis, and are available either via the IMS extranet or from the public website.
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Q:How can managers and buyers change their user names/passwords?
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In order to change their password, users should first log onto the IMS extranet. User names cannot be changed. When changing passwords, the following requirements must be met:
Passwords: must have 6-12 characters. Ideally, a password should contain at least one special character, such as a number or a question mark. Passwords cannot contain any of the following characters ( " , ' , : , ; ).
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Q:What if a user loses or forgets their password?
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If a user forgets or loses their password, they should contact the IMS system administrator so a new password can be generated. Users can call Better Factories Cambodia at (+855) 23 212 847 or 23 220 362, Monday to Friday 8:00am to 17:00, Phnom Penh time or send an email to betterfactories@ilo.org
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Q:Can unions or other groups log concerns about a factory into the IMS?
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This facility is not currently available. However, Better Factories Cambodia plans to expand the IMS to enable accredited third parties to comment on working conditions in a factory. This information will be used to assist with factory visit scheduling and will be checked by factory monitors before they visit a factory. These comments will not be visible to non-ILO staff until verified.
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Q:How do I get help?
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Users can call Better Factories Cambodia at (+855) 23 212 847 or 23 220 362, Monday to Friday 8:00am to 17:00, Phnom Penh time or send an email to betterfactories@ilo.org
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Q:Do third parties have to pay a fee to access factory reports online?
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Yes. Third parties, such as buyers and vendors, must pay a fee currently set at US $750 per factory per year when they subscribe to the IMS. The Application for Subscription contains detailed information about subscriptions.
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