X0200 - Overview of the CEC Certification Process

Last modified by Uwe Trueggelmann on 2024-10-31

Below you find an overview of the CEC Certification Process:

1. CEC Registration
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
Registration	The Vendor completes the Contact Registration Form. The CEC Registration System sends an automated e-mail to the Vendor contact requesting confirmation of their e-mail address. Once the Vendor contact has confirmed their e-mail address, the Vendor receives access to the download page for the CEC NDA.		Contact Registration Form
Fill in NDA Form	The Vendor enter the requested information as defined in the CEC NDA Guidance. NOTE: CEC does not support custom NDA. Vendors are required to agree to the CEC NDA as provided. Requests for change, especially for change of applicable legislation or venue are not discussed and will not be responded to. The Vendor sends the NDA Form in Word format, with the entered information, but not yet signed, to contact@cecocert.com.		CEC NDA Guidance
Prepare CEC NDA for signing by Vendor and TruCert and submit for signature.		CEC Administration prepares the CEC NDA for signature. CEC Administration submits the CEC NDA for signature, either via docusign.com, via manual signature, or via electronic signature.	CEC NDA Guidance
Sign CEC NDA	The Vendor's signee(s) sign(s) the CEC NDA.	TruCert's signee signs the CEC NDA signed by the Vendor's signee. CEC Administration distributes signed copies to Vendor contact and TruCert.	CEC NDA Guidance
Provide access to CEC Document Package to Vendor		CEC Administration provides access to the CEC Document Package to the Vendor, either by sending it via e-mail, or by providing access credentials to the Vendor Contact.	CEC Document Package
2. Determine CEC Standard Metrics ("KPIs") for each Product and Manufacturing Site combination
2.1 Option 1 - Vendor determines the KPIs on their own
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
Determine CEC KPIs	The Vendor determines the required CEC KPIs in accordance with the CEC requirements, and on their own. The Vendor ensures that amongst others the following conditions are met: Energy Consumption values are determined using the EcoInvent method Cumulative Energy Demand CO2 footprint values are determined using the EcoInvent method IPCC 2021 Material Consumption values are determined taking into account the total direct inputs into the process, and consider reject rates as well as production wastes such as punch grids. Full records of measurements and calculations are retained and kept available for the CEC Assessment process. Note that CEC Administration does not provide support nor provides guidance to the Vendor for determining the CEC KPIs. It is the Vendor's sole responsibility to determine the CEC KPIs in accordance with the CEC Requirements and to create and retain sufficient documentation. Note also that calculations made with webpages using unknown or not well documented calculation methods, or lookup tables to determine CO2 footprint are not accepted sufficient evidence. Unless the Vendor has their own department experienced with LCA projects, it is very likely that the Vendor will need to entertain and external LCA consultancy to correctly determine the CEC KPIs.
2.2 Option 2 - Vendor procures the CEC LCA Support Service
2.2.1 Order CEC LCA Support Service
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
Prepare the cecLOF to request the CEC LCA Support Service	The Vendor opens the cecLOF form contained in the CEC Document Package. The Vendor enters the information requested in the blue fields in the cecLOF by following the guideline provided within the cecLOF. This includes the contact information on the first page, the scope and cost of the CEC LCA Support on the CEC LCA Purchase Order page, and the Invoicing Information on the Invoicing Information page of the cecLOF. The Vendor determines the cost of the CEC LCA Support Service by double clicking the 2nd table on the CEC LCA Purchase Order page of the cecLOF: This is an embedded Excel table. Once double-clicked it appears like this: Now the Vendor selects the number of products in column A, rows 2 and 3, the Product Type in column C, rows 2 and 3. Note that row 3 is optional and the related cost is 0 if in cell C3 "none" is selected. Finally, the Vendor selects the number of sites to be included in cell A4. The embedded table automatically determines the cost of the CEC LCA Support service based on the information provided. To leave the editing mode of the embedded Excel table, click on the Word document outside the Excel table. In addition, the Vendor defines the requested Invoicing Information on the Invoicing Information page of the cecLOF form. The Vendor may opt out of the contract signing process via docusign.com, but is requested to only do this if the Vendor is certain that signature via docusign.com is technically not possible. Not using docusign.com will result in delays. Once the Vendor has entered all information, the Vendor saves the word file and e-mails it to contact@cecocert.com. Do not turn the file into a PDF at this stage and do not attempt to sign it. Do send the Word file, and ensure the only modification of the Word file is the information entered into the blue fields. PDF files and "signed" Word files may be rejected without comment.		cecLOF
Prepare cecLOF for signing by Vendor and TruCert and submit for signature.		CEC Administration prepares the cecLOF for signature. CEC Administration submits the cecLOF for signature, either via docusign.com, via manual signature, or via electronic signature.	cecLOF
Sign cecLOF	The Vendor's signee(s) sign(s) the cecLQF	TruCert's signee signs the cecLOF signed by the Vendor's signee. CEC Administration distributes signed copies to Vendor contact and TruCert.	cecLOF
Send Invoice for CEC LCA Support Service		CEC Administration sends the invoice for the CEC LCA Support Service as ordered in the cecLOF to the Vendor.
Pay Invoice for CEC LCA Support Service	The Vendor pays for the CEC LCA Support Service in full. Note that, in accordance with the terms and conditions agreed in the cecLOF, the invoiced amount must be paid in full. It is the Vendor's responsibility to ensure that TruCert receives the full invoiced amount in their accounts. All banking fees and conversion losses are the Vendor's responsibility and, if they occur, will result in delays, as the provision of the CEC LCA Support Service will only commence once the full amount has been received. It is highly recommended that the Vendor selects to pay in the invoiced currency and to bear all banking costs when instructing their bank. Checks and similar means of payment are not accepted. Any missing amounts will be reminded by CEC Admin to the Vendor and provision of the CEC LCA Support Service will be delayed until any outstanding amounts, even if small, have been paid.
2.2.2 Collect Information required to determine the CEC KPIs
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
Send cecLQF		CEC Administration sends the cecLQF form to the Vendor.	cecLQF
Enter data in cecLQF and send it to CEC Administration	The Vendor enters the following minimum information into one cecLQF for each Product and Manufacturing Site combination: Administrative information requested on the Coversheet of the cecLQF The electricity consumption of the manufacturing site during the previous year The amount of oil and natural gas used by the manufacturing site during the previous year The number of products produced in the manufacturing site during the previous year Information about each Layer or main component of the product, at least: If the material is not CEC certified: Supplier Type Composition Dimensions Weight Shipping origin and destination, and means of transport If the material is CEC certified: Supplier The CEC Claim number of the material, eg "clm1200" Dimensions Weight Shipping origin and destination, and means of transport The cecLQF allows for more detailed information, and providing more detailed information may result in better KPIs, but for Card Bodies, IC Cards, and Antenna Inlays the CEC Administration is usually able to determine sufficient KPIs from the data above. The cecLQF provides mechanisms to allow considering that parts of the building or the production equipment are not part of the production of the products subject to CEC Certification, though these require the Vendor to provide additional information. For more complicated products such as: IC - Integrated Circuits ICM - IC Modules Inlays including IC Card materials please contact the CEC Administration before starting to enter data into the cecLQF. The Vendor retains records of measurements and calculations and keeps them available for the CEC Assessment process. The Vendor sends the completed cecLQF to contact@cecocert.com		cecLQF CEC LQF Guidance
Review and revise cecLQF	The Vendor provides Corrected or requested additional information by updating the cecLQF as requested by CEC Administration.	CEC Administration reviews the cecLQF, and if necessary, informs the Vendor of necessary corrections and if additional information is needed.
2.2.3 Determine CEC Metrics
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
		CEC Administration calculates the CEC Metrics from the information provided in the cecLQF and provides them to the Vendor in additional worksheets in the cecLQF file. The resulting version of the cecLQF file contains a worksheet that provides the CEC Metrics ready to be copied and pasted into the cecAP form's Claim Details worksheet.
3. Prepare the CEC Assessment
3.1 Order CEC Assessment
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
Prepare the cecAOF to request the CEC Assessment	The Vendor opens the cecAOF form contained in the CEC Document Package. The Vendor enters the information requested in the blue fields in the cecAOF by following the guideline provided within the cecAOF. This includes the contact information on the first page, the scope and cost of the CEC Assessment on the CEC Assessment Purchase Order page, and the Invoicing Information on the Invoicing Information page of the cecAOF . The Vendor determines the cost of the CEC Assessment by double clicking the 2nd table on the CEC Assessment Purchase Order page of the cecAOF : This is an embedded Excel table. Once double-clicked it appears like this: Now the Vendor selects the number of products in cell A3, and the number of sites to be included in cell A4. The embedded table automatically determines the cost of the CEC Assessment service based on the information provided. To leave the editing mode of the embedded Excel table, click on the Word document outside the Excel table. In addition, the Vendor defines the requested Invoicing Information on the Invoicing Information page of the cecAOF form. The Vendor may opt out of the contract signing process via docusign.com, but is requested to only do this if the Vendor is certain that signature via docusign.com is technically not possible. Not using docusign.com will result in delays. Once the Vendor has entered all information, the Vendor saves the word file and e-mails it to contact@cecocert.com. Do not turn the file into a PDF at this stage and do not attempt to sign it. Do send the Word file, and ensure the only modification of the Word file is the information entered into the blue fields. PDF files and "signed" Word files may be rejected without comment.		cecAOF
Prepare cecAOF for signing by Vendor and TruCert and submit for signature.		CEC Administration prepares the cecAOF for signature. CEC Administration submits the cecAOF for signature, either via docusign.com, via manual signature, or via electronic signature.
Sign cecAOF	The Vendor's signee(s) sign(s) the cecAOF.	TruCert's signee signs the cecAOF signed by the Vendor's signee. CEC Administration distributes signed copies to Vendor contact and TruCert.
Send Invoice for CEC Assessment		CEC Administration sends the invoice for the CEC Assessment as ordered in the cecAOF to the Vendor.
Pay Invoice for CEC Assessment	The Vendor pays for the CEC Assessment in full. Note that, in accordance with the terms and conditions agreed in the cecAOF , the invoiced amount must be paid in full. It is the Vendor's responsibility to ensure that TruCert receives the full invoiced amount in their accounts. All banking fees and conversion losses are the Vendor's responsibility and, if they occur, will result in delays, as the provision of the CEC Assessment will only commence once the full amount has been received. It is highly recommended that the Vendor selects to pay in the invoiced currency and to bear all banking costs when instructing their bank. Checks and similar means of payment are not accepted. Any missing amounts will be reminded by CEC Admin to the Vendor and provision of the CEC Assessment will be delayed until any outstanding amounts, even if small, have been paid.
3.2 Prepare the cecAP
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
Enter required information	The Vendor enters the required information into the cecAP form provided as part of the CEC Document Package. See the following pages for information that might be helpful to prepare the cecAP: Description of the cecAP: https://cecocert.com/bin/view/CEC%20Home/Environmental%20Claim%20Registration/C0250%20-%20CEC%20Assessment%20Plan%20Form%20-%20Guidance/C0258%20-%20cecAP%20FAQs/ FAQs related to the cecAP: https://cecocert.com/bin/view/CEC%20Home/Environmental%20Claim%20Registration/C0250%20-%20CEC%20Assessment%20Plan%20Form%20-%20Guidance/C0258%20-%20cecAP%20FAQs/?srid=VFr5C7Ih		cecAP
Send cecAP to CEC Administration	The Vendor provides the completed cecAP form to contact@cecocert.com
Review and correct cecAP as required	The Vendor correct or amends the cecAP as requested by CEC Administration and submits the revised cecAP.	CEC Administration reviews the cecAP and request corrections or amendments as needed.
		Once the cecAP has been accepted, CEC Administration will progress to scheduling the CEC Assessment.
4. CEC Assessment
4.1 Schedule CEC Assessment
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
	The Vendor accepts the date proposed by CEC Administration, or proposes an alternative date.	CEC Administration proposes a date for the CEC Assessment to the Vendor
4.2 Conduct CEC Assessment
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
CEC Assessment Conference Call	CEC Assessments are normally conducted as remote audits. During a Zoom or Teams call, a CEC Assessor reviews the cecAP and the information provided in the cecAP together with the Vendor. The Vendor provides the relevant evidences. As a rough guidance, a CEC Assessment takes 3 to 4 hours for the first product, and an additional 1 to 2 hours per additional product and additional manufacturing site. Depending on the complexity of the CEC Assessment, multiple calls may be needed. CEC Administration may offer on a case by case basis, and upon the Vendor's request, conducting CEC Assessments on-site. This will result in additional cost and the price for on-site CEC assessments cannot be automatically determined using the cecAOF.		cecAP
Create CEC Assessment Report	If requested by the CEC Assessor, the Vendor defines corrective actions using the CAP worksheet contained in the cecAP and submits these to the CEC Assessor.	The CEC Assessor amends the cecAP to include the CEC Assessor's findings and notes. The CEC Assessor determines compliance levels for each requirements. In case of findings, the CEC Assessor, using the CAP worksheet in the cecAP, requests the Vendor to define corrective actions.
Complete corrective actions	To qualify for Validation, the cecAP must show a conformity at the Program Level of 100%. If the CEC Assessor determines Non-Conformities at the Program Level, then the Vendor must complete the related corrective actions and provide supporting evidences before the cecAP can be submitted to the CEC Administration for Validation and Certification.
Submit CEC Assessment Report to CEC Administration		The CEC Assessor submits the cecAP to CEC Administration for Validation.	Completed cecAP as the CEC Assessment Report
5. CEC Assessment Validation
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
		CEC Administration reviews the cecAP with Mastercard representatives, as needed.	cecAP
		CEC Administration progresses to CEC Certification, or informs the Vendor that their Environmental Claim was rejected.
6. CEC Certification
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
Create CEC Certificate		CEC Administration creates the DRAFT CEC Certificate(s) for the accepted Environmental Claims.	CEC Certificate Template
Sign CEC Certificate		CEC Administration submits the DRAFT CEC Certificate(s) for signature by CEC Administration and by Mastercard. CEC Administration and Mastercard sign the CEC Certificate(s). This can take 2 weeks depending on the availability of the signees.
Send the CEC Certificate to Vendor		CEC Administration submits the signed CEC Certificate(s) to the Vendor.	CEC Certificate
Review the CEC Certificate	The Vendor reviews the CEC Certificate and communicates errors and omissions to CEC Administration. Note that only information that was available and reviewed during the CEC Assessment can be included in the CEC Certificate. Changes to the presented data require another CEC Assessment.
7. Renewal or Extension upon Expiry
Process Step	Vendor Actions	CEC Actions	Forms and Guidance
	If a 24 month interval is permitted after certification, the Vendor must request an Extension of the CEC Certificate(s) before they expire. If a 12 month interval until re-assessment is permitted, the Vendor must request a re-assessment before the CEC Certificate expires.	The CEC Administration determines, depending on the level of compliance, the interval until a re-assessment is required. A re-assessment may be required 12 month or 24 month after certification.