SQF 9 Food Safety Management System Implementation

SQF 9 Food Safety Management System Implementation Workbook- Management Changes and changes in levels of responsibilityand authorityThe following additional key information should be communicatedpromptly to the food safety team so that they can ensure the informationis included in updating the food safety management system whereappropriate:- Results of Inspections by Regulatory Authorities and anychanges in regulatory requirements- New information regarding Food Safety Hazards and ControlMeasures- Food Safety Issues and Health Hazards associated with theproduct- Anything else considered likely to have an impact on foodsafetyBy communicating effectively with all employees all employees will beable to contribute to the effectiveness of the Food Safety QualityManagement System.Senior management assess plan and establish appropriate internal andexternal communication (including the food chain) channelsCommunication requiredDetailswww.tcisys.comResponsibility29

SQF 9 Food Safety Management System Implementation WorkbookStep Three: Food Safety Management SystemThe SQF Food Safety Management System Package contains acomprehensive top level Food Safety Management procedurestemplates that form the foundations of your Food Safety ManagementSystem so you don't have to spend 1,000's of hours writing compliantprocedures:Food Safety Management System Elements ProceduresFS 2.1 Management CommitmentFS 2.1.1.1 Food Safety PolicyFS 2.1.1.1A Food Safety ObjectivesFS 2.1.1.2 Food Safety CultureFS 2.1.1.2A Food Safety Culture Planning MatrixFS 2.1.1.3 Responsibility and AuthorityFS 2.1.1.3A Appendix Organizational ChartFS 2.1.1.3B Appendix Job DescriptionsFS 2.1.2 Management ReviewFS 2.1.3 Complaint ManagementFS 2.1.3 Note - How to reduce your Complaint levelsFS 2.1.3A Annual Complaints AnalyzerFS 2.1.3B Annual Complaints Analyzer InstructionFS 2.2.1 Food Safety Management SystemFS 2.2.2 Document ControlFS 2.2.3 RecordsFS 2.3.1 Product Formulation and RealizationFS 2.3.1A Development Supplementary DocumentsFS 2.3.2 SpecificationsFS 2.3.2A Material Acceptance RecordFS 2.3.3 Contract ManufacturersFS 2.3.4 Approved Supplier ProgramFS 2.3.4A Supplier & Material Risk AssessmentFS 2.4.1 Food LegislationFS 2.4.2 Good Manufacturing PracticesFS 2.4.3 Food Safety PlanFS 2.4.3A Additional HACCP ToolsFS 2.4.4 Product Sampling, Inspection and AnalysisFS 2.4.4A Laboratory Quality ManualFS 2.4.4B Product Sampling Supplementary DocumentsFS 2.4.5 Non-conforming Materials and ProductFS 2.4.6 Product ReworkFS 2.4.7 Product Releasewww.tcisys.com30

SQF 9 Food Safety Management System Implementation WorkbookStep Four: Good Manufacturing Practices ImplementationThe SQF Food Safety Management System Package contains acomprehensive Good Manufacturing Practice procedural templates thatform the foundations of your Food Safety Management System so youdon't have to spend 1,000's of hours writing compliant procedures:The documents are provided in Microsoft Word English (US) format andare easily edited to suit your organization.www.tcisys.com34

SQF 9 Food Safety Management System Implementation WorkbookStep Five: Project SQF ImplementationThe package contains project tools to assist in achieving SQFcertification. In this part of the package you will need to: Make sure that the Steering Group are established and briefed Make sure that the Steering Group take control of the ProjectPlan established by Senior ManagementFood Safety Management System Steering GroupFSMS Team MemberNamePositionQualificationFSMS Team LeaderFSMS Assistant LeaderFSMS Team Memberswww.tcisys.com35

SQF 9 Food Safety Management System Implementation WorkbookProject PlanThe Steering Group use the Excel Project Plan developed by Senior Management as a step by step guide toimplementing the Food Safety Management System.www.tcisys.com36

SQF 9 Food Safety Management System Implementation WorkbookProject Planning Tasks1)2)3)4)5)6)7)8)9)10)11)Senior management demonstrate acommitment to food safetySenior management issue a foodsafety policy and objectivesSenior management plan toestablish a food safety cultureSenior management define thescope and boundaries of the FSMSSenior management plan theestablishment of the FSMS.Senior management provideadequate support to establish theFSMS.Senior management ensure there isadequate infrastructure and workenvironment.Senior management appoint a foodsafety team leader/SQF PractitionerSenior management appoint thefood safety team.FSMS responsibilities andauthorities are documented andcommunicatedFood safety communication systemsare put in placeResponsibilitySenior ManagementTeamSenior ManagementTeamSenior ManagementTeamSenior ManagementTeamSenior ManagementTeamCommentsDateCompletedCompleted in Step 2Completed in Step 2Completed in Step 2Completed in Step 2Completed in Step 2Senior ManagementTeamCompleted in Step 2Senior ManagementTeamCompleted in Step 2Senior ManagementTeamSenior ManagementTeamDue Date forCompletionCompleted in Step 2Completed in Step 2Senior ManagementTeamCompleted in Step 2Senior ManagementTeamCompleted in Step 2www.tcisys.com37

SQF 9 Food Safety Management System Implementation WorkbookProject Tasks 19 – 36Project Tasks 19 – 36 are to be completed by the Food Safety Team. Guidelines for these tasks are included inStep 6 HACCP Implementation 33)34)35)36)Product characteristics are describedThe characteristics of end products are described and documentedThe intended use of the end product is described including vulnerable groupsFlow diagrams are prepared for all products and processes including all the steps in the processFood safety control measures are identifiedThe food safety team perform a food safety hazard analysisThe food safety team identify and document food safety hazardsThe food safety team specify acceptable levels for each hazardThe food safety team assess the food safety hazardsThe food safety team select and assess control measures for each food safety hazardThe food safety team prepare the HACCP planThe food safety team identify critical control points (CCP)s for each food safety hazardThe food safety team determine the critical limit for each CCPThe food safety team determine and establish monitoring procedures and records for each CCPThe food safety team determine the corrections and corrective actions to be taken when monitoring results exceed criticallimitsThe management team allocate responsibility and authority for monitoring, recording, corrections and corrective actionsThe food safety team document the HACCP planThe food safety team validate the control measures and combination of control measureswww.tcisys.com44

SQF 9 Food Safety Management System Implementation WorkbookStep Six: HACCP Implementation GuideIncluded in the package are FS 2.4.3 Food Safety Plan andsupplementary HACCP documents in the Additional HACCP ToolsFolder including the SQF Hazard Assessment & Critical Control PointTool:www.tcisys.com45

SQF 9 Food Safety Management System Implementation WorkbookThe main tools here are the SQF HACCP Calculator and instructions:www.tcisys.com46

SQF 9 Food Safety Management System Implementation WorkbookThis folder also contains a HACCP Training PowerPoint Presentationwhich is supplied to train your food safety team in the preliminary stepsto a Hazard analysis, the principles of HACCP and how to utilize theHACCP calculator in implementing your HACCP system.www.tcisys.com47

SQF 9 Food Safety Management System Implementation WorkbookThere is a Sample HACCP Documents Sub-FolderThese are supplementary documents and examples that you might finduseful when implementing your Food Safety PlansFollow the step by step guide to implementing your HACCP using thedocument supplied and the SQF Hazard Assessment & Critical ControlPoint Calculator.www.tcisys.com48

SQF 9 Food Safety Management System Implementation WorkbookTasks 19 - 21All raw materials, ingredients, product-contact materials and thecharacteristics of end products should be described in documents to theextent needed to conduct the hazard analysis.Specifications for all Raw Materials, including Ingredients and ProductContact Materials should be obtained from all suppliers and held in apurchased raw materials file. Specifications should include sufficientdetail for the identification and assessment of food safety hazards. Foreach item the specification should include includes:- Biological, chemical and physical characteristics- Composition of formulated ingredients including additives andprocessing aids- Origin- Method of production- Delivery method- Storage conditions/requirements- Details of packaging- Preparation and/or handling before use or processing- Food Safety Acceptance criteria- Intended useUse the templates provided in the HACCP Manual to assist you.The food safety team should use the form to assist in documenting theend product characteristics, including legal food safety requirements, forthe purpose of conducting the Hazard Analysis. The product descriptionmay include:-Product nameCompositionWhat will the purchaser will do with itDetails of the packagingHow the product is processed or manufacturedComposition of the productChemical characteristics relevant for food safety such as pH or AwBiological characteristics relevant for food safety treatment such asheating, freezing, brining or smokingPhysical characteristics relevant for food safetyShelf lifePrescribed storage temperaturePrescribed storage conditionswww.tcisys.com49

SQF 9 Food Safety Management System Implementation WorkbookThe food safety team can also use our hazard analysis prompt to identifypotential food safety hazards:Food Safety Hazard Analysis Prompt1234567891011121314151617Are the raw materials, ingredients or food contact packaginglikely to have microbiological hazards present? (Refer to Hazardsworksheet)Are the raw materials, ingredients or food contact packaginglikely to have chemical hazards present? (Refer to Hazardsworksheet)Are the raw materials, ingredients or food contact packaginglikely to have physical hazards present? (Refer to Hazardsworksheet)Are there any characteristics in the composition of the foodduring which can prevent a hazard? E.g. Preservatives, pH,Water ActivityDoes the food permit survival or multiplication of pathogens andat which stages?Does the process include a controllable step that destroyspathogens or their toxins? (Consider spores)Is it possible the product could be subject to recontamination?Is product contamination (consider direct and indirectcontamination) with hazardous microbiological organisms fromequipment, process environment or personnel likely to occur?Is product contamination (consider direct and indirectcontamination) with hazardous chemical substances fromequipment, process environment or personnel likely to occur?Is product contamination (consider direct and indirectcontamination) with hazardous physical objects from equipment,process environment or personnel likely to occur?Will the food be heated by the consumer?Is it likely that the food contains viable spore forming pathogens?Is it likely that the food contains viable non-spore formingpathogens?What is the normal microbial content of the food stored underproper conditions?Does the microbial population increase during the time the foodis stored before consumption?Does that increase in microbial population alter the safety of thefood?Does the layout of the facility provide an adequate separation ofraw materials from ready-to-eat foods?www.tcisys.com56

SQF 9 Food Safety Management System Implementation WorkbookTask 27 The food safety team assess the food safety hazardsEach potential food safety hazard should now be risk assessed by theFood Safety Team to determine whether its elimination or reduction toacceptable levels is required to produce a safe product and also anycontrols required to achieve the acceptable levels.For each step grades of impact (severity of adverse health effects) andprobability (likelihood of a food safety hazard occurring) need to beallotted and the combined matrix used to judge the severity and priorityfor elimination or minimization of the hazard.The Food Safety Team should identify the hazards that need to beprevented, eliminated or reduced to acceptable levels.The Food Safety Team need to consider the probability of the hazardoccurring, the severity of the hazard on the consumer, the vulnerabilityof the targeted consumer, the survival and multiplication of any biologicalhazards and any likely toxin production, the presence of chemicals orforeign bodies, contamination at any stage in the process and possibledeliberate contamination or adulteration. This process is assisted usingthe worksheet Hazard Analysis Calculator:Taking these factors into account a rating is given for probability andseverity. Use the templates provided in the HACCP Manual to y of Ingredient A Bone1331Delivery of Ingredient A Campylobacter spp.2361Delivery of Ingredient A Contamination with Bacteria from pests3391Delivery of Ingredient A Pesticides3131Delivery of Ingredient A Salmonella spp. (S. typhimurium, S. enteriditis)3391Delivery of Ingredient A Bacteria (spore-forming) General2241Delivery of Ingredient A Pest control chemicals111StepNumberStep NameHazards Identifiedwww.tcisys.com59

SQF 9 Food Safety Management System Implementation WorkbookThis is carried out using the HACCP decision tree. Hazards identified at critical control points by the decisiontree are controlled in the HACCP plan.www.tcisys.com62

SQF 9 Food Safety Management System Implementation WorkbookTask 32 The food safety team determine and establish monitoringprocedures and records for each CCPThe Food Safety Team should now establish monitoring procedures andrecords for each CCP to include all scheduled measurements (orobservations) in relation to the critical limit.The procedures and records should define: measurements to be taken (or observations)method of measurementdevices used (including applicable calibration procedures)frequency of monitoringresponsibility and authority for monitoring and evaluation of themonitoring resultsWhen determining monitoring procedures, the Food Safety team shouldtake into consideration the operational flow and monitoring resulttimeframes to ensure that the monitoring method and frequency arecapable of identifying a breach of critical limits so that product can beisolated before being used or consumed.Task 33 The food safety team determine the corrections and correctiveactions to be taken when monitoring results exceed critical limitsFor each CCP Corrections and Corrective actions when critical limits areexceeded should be defined by the Food Safety Team in the HACCPplan.The HACCP team should define and document the corrective actionwhen trends indicate a likely loss of control.Corrections should be applied to bring the parameters controlled at theCCP under control and the correction instruction include reportingrequirements and action to be taken by the authorized nominated personwith regards to the products produced while the process was out ofcontrol.Corrective Actions should be defined to ensure the cause of the breachis identified and action is taken to prevent a recurrence.www.tcisys.com64

SQF 9 Food Safety Management System Implementation WorkbookTask 35 The food safety team document the HACCP planThe Food Safety Team should complete the relevant columns in the HACCP Plan Sheet:Critical LimitsMonitoring ProceduresCorrective ActionResponsibilityHACCP RecordMinimum /Maximumacceptable levelsto ensurecondition is incontrol- measurements to betaken (or observations)method of measurement- devices used (includingapplicable calibrationprocedures)- frequency of monitoring- responsibility andauthority for monitoringand evaluation of themonitoring resultsAction to be takenwhen outside ofcritical limits to regaincontrol and ensureunsafe product iscontrolledWho is taking theactionWhere is itrecordedwww.tcisys.com66

SQF 9 Food Safety Management System Implementation WorkbookControl Measure ValidationProduct CategoryStep NumberHazardControl MeasureApplicableYesNoValidation MethodsCommentsThird Party ScientificValidationHistorical KnowledgeSimulated ProductionConditionsCollection of Data in normalproductionAdmissible in industrialpracticesStatistical ProgramsMathematical ModellingConclusionInternal Validation Required?If so by which method?CCP ConfirmedAuthorized by(Name):Signature:www.tcisys.com68

SQF 9 Food Safety Management System Implementation WorkbookAt this stage, you will now be able to complete Tasks 38 – 44 using thedocument templates provided:Task 38: The management establish a product traceability system - FS2.6.2 Product TraceTask 39: The system is used to identify and correct nonconformingproducts. Evaluate data and take corrective actions. - FS 2.4.5 Controlof Non-Conforming Product or Equipment & FS 2.5.3 Corrective Actionand Preventative ActionTask 40: A system is put in place to control allergens - FS 2.8 AllergenManagementTask 41: A food fraud prevention system is put in place - FS 2.7.2Food FraudTask 42: A food defense system is put in place - FS 2.7.1 FoodDefense PlanTask 43: A system is put in place to control products that are potentiallyunsafe including withdrawal procedures - FS 2.6.3 Product Withdrawaland RecallTask 44: A system is put in place to control monitoring and measuringmethods and monitoring devices - GMP 11.2.3 Calibrationwww.tcisys.com71

SQF 9 Food Safety Management System Implementation WorkbookStep Seven: TrainingA significant part of the implementation process is training. JobDescriptions should be available for all staff and they should be briefedand aware of their food safety responsibilities.A training matrix and plans should be drawn up for all staff and therelevant training given based on responsibility and authority.We have provided a Staff Training Matrix Template in Microsoft ExcelFormat.For each employee and individual training record should be completed.FSR 002 Training Record is provided in the documentation pack as atemplate:www.tcisys.com72

SQF 9 Food Safety Management System Implementation WorkbookQMR 002 Training RecordBasic Site Tra

SQF 9 Food Safety Management System Implementation Workbook www.tcisys.com 2 This Implementation Workbook compliments the SQF Food Safety Management System Package which is an ideal package for organizations looking to meet the requirements of the SQF Food