Food Management System

7/28/2019 Food Management System

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FOOD SAFETY MANAGEMENTSYSTEM MANUAL

FSMS

Issued by Peter Waddington Page 1 of 24 Version 4

Quality Assurance Manager June 2012

FOOD SAFETYMANAGEMENT SYSTEM

MANUAL


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FOOD SAFETY MANAGEMENT SYSTEMMANUAL

FSMS



TABLE OF CONTENTS

1. INTRODUCTION ............................................................................. 32 FOOD SAFETY STANDARDS ............................................................. 43. TERMS AND DEFINITIONS ................................................................. 64. FOOD SAFETY MANAGEMENT SYSTEM ................................................... 7

4.1 General Requirements .......................................................................................... 74.2 Documentation Requirements ........................................................................... 8

5. MANAGEMENT RESPONSIBILITIES........................................................ 85.1 Management Commitment ............................................................................ 85.2 Food Safety Policy .................................................................................................. 85.3 Food Safety Management System Planning............................................ 95.4 Responsibility and Authority ......................................................................... 95.5 Food Safety Site level .................................................................................... 115.6 Communication ................................................................................................ 125.7 Emergency preparedness and response................................................. 145.8 Management Review ...................................................................................... 14

6. RESOURCE MANAGEMENT ............................................................... 157. PLANNING AND REALISATION OF SAFE PRODUCTS .................................. 16

7.1 General ................................................................................................................ 167.2 Prerequisite Programmes (PRPs) .............................................................. 177.3 Preliminary Steps To Enable Hazard Analysis ...................................... 177.4 Hazard Analysis................................................................................................ 187.5 Establishing the Operational Prerequisite Programmes ................... 197.6 Verification ......................................................................................................... 197.7 Traceability Programme ................................................................................ 197.8 Control of Nonconformity ............................................................................. 20

8. VALIDATION,VERIFICATION &IMPROVEMENT ....................................... 208.1 General ................................................................................................................ 208.2 Validation of Control Measure .................................................................... 218.3 Control of Monitoring and Measuring ...................................................... 218.4 Food Safety Management System Verification .................................... 218.5 Improvement .................................................................................................... 228.5.1 Continual Improvement............................................................................ 228.5.2 Updating the Safety Management System........................................ 22

9. SUMMARY OF FOOD SAFETY ELEMENTS ............................................... 23

TABLE OF TABLES AND FIGURESFigure 1 HACCP and Process Flow Diagram ...................................... 5Figure 2 Elements of an Effective Food Safety Management System ..... 7Figure 3 - Summary of Training Requirements ................................... 16 Figure 4 - Prerequisite Programmes .................................................. 17Figure 5 - 7 Steps of HACCP ............................................................ 18


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1. INTRODUCTION

This document summarises our Food Safety policy, outlines ourmanagement system and details our key objectives and key principles formanaging food safety.

The priorities we place on Food Safety is based on our belief andexperience that commercial success and good food safety practice andperformance are long-term compatible goals. The intent of the policy is toprovide a safe and healthy workplace for employees and to protect thefood chain. We employ a systematic best practice review process toensure Food Safety at all stages we are involved within the food chain.

This manual is for all Allied Foods or Allied Logistic managed sites in Cork,and Dublin.

Allied Foods operate a food safety management system based aroundHACCP and designed to control all Critical Control PointsThe HACCP is produced by following the Codex Alimentarius code ofpractice and using the most up to date EU legislation.

Each location has a HACCP team proportionate to the size, risk and thecomplexity of the business.

The teams develop site specific HACCP plans, based on the specificneeds of the site/contract. Each location also manages the qualityand quantity checks on products delivered.

Allied Foods has the responsibility and authority for assuring compliancewith appropriate regulatory law or guidelines. These shall be clearlyassigned to a competent supervisory-level person or persons, and afunctional organisational chart shall be maintained. The competentsupervisory-level person shall ensure that all employees are aware oftheir responsibilities and mechanisms are in place to monitor theeffectiveness of their operation.

The site will ensure, through induction and training, that all staff areaware of the food safety management system. The site will also ensurethat all food handlers receive appropriate training. The company foodsafety policy statement will be placed in a suitably visible position andcommunicated to all staff during their induction training.


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2 FOOD SAFETY STANDARDS

Allied recognises the importance of ensuring that food is not placed atrisk, either during distribution or while in its warehouses.

A positive food safety culture is encouraged within the organisation and isactively supported by senior management. Allied is committed toconducting its business taking all responsible precautions and ensuringdue diligence is exercised to protect and preserve the human food chain atall stages of involvement. The stages of involvement and therefore thescope of the Allied Food Safety Management System are outlined in Figure1 Process Flow Diagram If there are differences within a business sector itis responsible for developing the scope of their food safety managementsystem by defining their process flow.

The Allied approach to food safety is based on the internationally

recognised Hazard Analysis Critical Control Point (HACCP) system whichinvolves the identification of hazards, determination of critical controlpoints and identification, and implementation, of effective control andmonitoring measures. Refer to Figure 1 which outlines the flow and theseven principles of HACCP.


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The Seven Steps of

Hazard Analysis Critical Control Points (HACCP)

7. Verification

1. HazardAnalysis

2. CriticalControl Points

6. Documentation

5. CorrectiveActions

4. Monitoring

3. Critical limits

HACCP

The Seven Steps of


7. Verification

1. HazardAnalysis

2. CriticalControl Points

6. Documentation

5. CorrectiveActions

4. Monitoring

3. Critical limits

HACCP

Figure 1 HACCP and Process Flow Diagram

Goods

Inward

Cross dock or

immediate

dispatch

Returns

from

deliveryCollection /

Backhaul

Storage

Picking

Loading

Delivery or

transfer of the

product


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3. TERMS AND DEFINITIONS

Term Definition

Food Safety Concept that food will not cause harm to the consumer when it isprepared and/or eaten according to its intended use.

Food Chain Sequence of the stages and operations involved in the production,processing, distribution, storage and handling of a food and itsingredients, from primary production to consumption.

Food SafetyHazard

Biological, chemical or physical agent in food, with the potential tocause an adverse health effect.

Control Measure Food safety action or activity that can be used to prevent oreliminate a food safety hazard or reduce it to an acceptable level.

End Product Product that will undergo no further processing or transformationby the organisation.

PRP PrerequisiteProgramme

Food safety basic conditions and activities that are necessary tomaintain a hygienic environment throughout the food chain suitablefor the production, handling and provision of safe end products andsafe food for human consumption. Examples of PRP would includeGood Hygiene Practice (GHP) and Good Distribution Practice (GDP).

CCP CriticalControl Point

Food safety step at which control can be applied and is essential toprevent or eliminate a food safety hazard or reduce it to anacceptable level.

Critical Limit Criterion which separates acceptability from unacceptability. Criticallimits are established to determine whether a CCP remains incontrol.

HACCP HazardAnalysis CriticalControl Point

A system which identifies, evaluates and controls hazards which aresignificant for food safety.

HACCP Plan A document prepared in accordance with the principles of HACCP toensure control of hazards which are significant for food safety in thesegment of the food chain under consideration.

Hazard Analysis The process of collecting and evaluating information on hazards andconditions leading to their presence to decide which are significantfor Food Safety and therefore should be addressed in the HACCPplan.

Validation Obtaining evidence that the control measures managed by theHACCP plan and by the operational PRPs are capable of beingeffective.

Verification Confirmation, through the provision of objective evidence, thatspecified requirements have been fulfilled. The application ofmethods, procedures, tests and other evaluations, in addition tomonitoring to determine compliance with the HACCP plan.


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4. FOOD SAFETY MANAGEMENT SYSTEM4.1GENERAL REQUIREMENTS

This section describes Allieds food safety management system that hasbeen developed to assist the company in its quest to continually seek

improvements in its food safety performance. Figure 2 below shows thekey elements of an effective management system. The international foodsafety management system standard EN ISO 22000:2005 has been usedas best practice and provides the structure of this document.

Figure 2 Elements of an Effective Food Safety ManagementSystem

Allied will ensure that:We comply with the requirements of all relevant food legislation andapproved codes of practice;

We implement the principles of HACCP as appropriate at foodhandling locations, clearly setting out the appropriate control andmonitoring measures to be exercised to safeguard the food chain;

We commit to the development and maintenance of appropriatesystems and controls in conjunction with interested third parties,and ensure these are adequately communicated to all Alliedworkers in the food chain.

Validation &

Verification

Management

review

Food Safety

Policy

Food Safety

Planning &

Documentation

Food Safety

Realisation

(Implementation)

ContinualImprovement


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4.2DOCUMENTATION REQUIREMENTS

A procedure is in place to ensure that food safety documentation isavailable to those who need it. Documentation is periodically reviewed,revised as necessary and approved for adequacy by authorised personnel.

Records that require maintaining for legal and knowledge preservationpurposes are identified.

5. MANAGEMENT RESPONSIBILITIES5.1 MANAGEMENT COMMITMENT

Management commitment to Food Safety is demonstrated in a number ofways:

Food Safety, Health & Environment Committee: Thiscommittee comprises Allieds senior management team. Thiscommittee and other sub-committees are committed to reviewingand improving performance in the areas of Food Safety andOccupational Health, Safety and the Environment.

Management Review: The senior management team shall reviewthe suitability, adequacy and effectiveness of the Food SafetyManagement System. The management team will assessopportunities for improvement and the need for changes to the foodsafety management system, including the food safety policy. Thedetails will be communicated to the board by the monthly DashBoard

Showing and demonstrating support: Senior management willprovide leadership in Food Safety by:

Setting appropriate goals and objectives that support andprovide direction to the business on food safety aspects andissues.

Ensuring adequate resources are made available. Establishing and supporting food safety initiatives and

programmes

5.2FOOD SAFETY POLICY

The Allied Food Safety policy is provided in Appendix 1 of this documentand sets out our management principles. The policy was produced andauthorised by the Allied Central Committee and is reviewed whenrequired. The policy is communicated throughout the company and madeavailable to interested parties.


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5.3 FOOD SAFETY MANAGEMENT SYSTEM PLANNING

Hazard analysis is the basis of modern Food Safety management and isconsidered a primary function of management in all operational decisionsand formulation of risk control measures. The internationally recognisedHazard Analysis Critical Control Points (HACCP) system forms the basis forour Food Safety Management System.Location Managers responsible for operations involving the storage and/ordistribution of food products may be required to identify all stages of theoperation which are critical to ensure food safety and ensure thatadequate safety procedures are identified, implemented, maintained andreviewed. The HACCP (Hazard Analysis Critical Control Points)methodology is used for this purpose

Each location is responsible for identifying hazards, establishing effectivecontrol measures adapting generic into and site specific HACCP plans.HACCP plans are reviewed upon significant changes and routinely at leastannually, resulting remedial actions are tracked through to completion.Site managers approve local HACCP plans. As well as considering thehazards and risks posed by activities carried out by Allied personnel, wealso consider hazard and risks arising from activities by the Customer,contractors and visitors, and the use of products or services supplied bythird parties. Where hazard analysis activities affecting Allied are carriedout by the Customer, or other third party, a record is maintained in thesite food safety file.

5.4 RESPONSIBILITY AND AUTHORITY

5.4.1 The Managing Director

Will ensure that there is an effective policy for food safety withinAllieds operations, and take a direct interest in the food safetyprogramme.

Will support all persons carrying out their responsibilities under thispolicy.

Will ensure adequate resources are available to meet food safetyrequirements.

Will ensure that responsibilities are properly assigned, entered into

job descriptions and accepted at all levels.OTHEREXECUTIVE DIRECTORS

Will support the Managing Director in ensuring that there is aneffective policy for food safety within Allieds operations, and take adirect interest in the food safety programme.

Will support all persons carrying out their responsibilities under thispolicy.


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Will ensure adequate resources are available to meet food safetyrequirements.

Will ensure that responsibilities are properly assigned, entered intojob descriptions and accepted at all levels.

5.4.2 Quality Assurance Manager

Responsible for all food safety and hygiene for Allied Foods ensuring at allsites staff are adhering to food hygiene legislation and following theHACCP plan for the site/contract and will ensure that the site managersprovide sufficient resources, in terms of personnel & equipment, areemployed in order to achieve the required performance levels.

Responsible for maintaining and improving the food safety managementsystem and will also ensure the integrity of the food safety management

system is maintained when business changes are made

Will have developed the HACCP plan with each of the sites and will haveknowledge of the site HACCP plan and an understanding of its importance.

Responsible for communication on all food safety related matters andensuring the company is informed of any legislation updates.

5.4.3 Local Level

CONTRACT MANAGER/GENERAL MANAGER/SITE MANAGERS

Responsible for all food safety and hygiene for site/contractensuring all staff are adhering to food hygiene legislation andfollowing the HACCP plan for site/contract. The CM/GM will ensurethat sufficient resources in terms of personnel & equipment areemployed in order to achieve the required performance levels.

Responsible for maintaining and improving the food safetymanagement system and will ensure the integrity of the food safetymanagement system is maintained when business changes aremade.

Will have knowledge of the site HACCP plan and an understanding

of its importance.

FIRST LINE MANAGERS /TEAM LEADERS

Responsible for the supervision of staff with regard to food hygienein your area, ensuring all staff are adhering to food hygienelegislation and following the HACCP plan for the site.

Will have knowledge of the site HACCP plan and an understandingof its importance.


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Will be a member of the HACCP team and is responsible forensuring the HACCP plan is followed and any area identified as apotential breach in food hygiene or safety is logged and correctiveaction taken and documented.

5.5 FOOD SAFETY SITE LEVEL

Each site will be responsible for appointing a Food Safety Co-ordinatorwho will have responsibility and authority:

To manage a food safety team and organise its work

To ensure relevant training and education of the food safety teammembers

To ensure that the company food safety management system isimplemented, maintained and updated

To report to the Quality Assurance Manager on the effectiveness

and suitability of the food safety management system.

HACCPTEAM

Each site/contract shall establish and train a HACCP Team. Thisteam should be multidisciplinary meet regularly and conduct regularaudits. Audit records are an integral part of this requirement, anddocumentation of specific assignments and actual accomplishmentsshall be maintained. Follow-up audits should be done to ensurethat items are corrected.

Regularly monitor documentation that may indicate trends of non-conformance and recommend corrective actions

ALL EMPLOYEES - GENERAL RESPONSIBILITIES

Responsible for adhering to food hygiene relevant to your role andadhering to the site/contract HACCP plan.

All staff must take ownership of the food safety and hygiene systems inoperation. All Employees:

Are responsible for adhering to food hygiene relevant to your roleand adhering to the HACCP plan for the site.

Adhere to food safety instructions

Operate hygienically

Report any problems relating to food safety or a failure in controlmeasures

Comply with the law.


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Work in accordance with any training or instruction given.

Follow any food safety arrangements and rules established for theprotection of the food chain.

Make use of any food safety or protective equipment or devices

supplied.Food handlers are expected to report illnesses that may impact onfood safety.

NOTE: Breaches of Food Safety rules will be handled through theCompany disciplinary procedure in the same manner as any otherbreach of Company rules.

5.6 COMMUNICATION

5.6.1 EXTERNAL COMMUNICATION

It is important that we ensure sufficient information on issues concerningfood safety is available throughout the food chain and, in order to do this,we have identified a number of key relationships that we intend tomaintain:

Suppliers and Contractors: All our suppliers will completequestionnaire and undergo a vetting and monitoring processes thatensures they have effective food safety arrangements in place. Allcontractors are briefed on food safety requirements before workcommences.

Customers: Allied will, in collaboration with its customer,continuously examine the latest industry techniques, technologyand equipment with a view to improving food safety performance.Such improvements may be required as a result of new or changinglegislation. If Allied takes on additional work or contracts work outthe process or company will be audited to ensure the food safetyprocedures are safe.

Statutory and regulatory authorities: We have a procedure torecord and communicate within the business all aspects of workingwith statutory and regulatory authorities. All commitments and

plans agreed are documented and communicated to the centralhealth and safety team in the monthly board report.

Professional bodies: We work closely with consultancies, trainingproviders and many other advisory bodies to ensure that we keepabreast of changing legislation and best practices in the area offood safety.


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5.6.2 INTERNAL COMMUNICATION

It is company policy to establish a HACCP team for all food sitesThe objectives of the HACCP team meetings are:

Monthly Food Safety Review Meetings will take place to review food safety

performance, although attendees may vary, generally attendees willinclude:

Food Safety RepresentativeContract/General ManagerAs required, representatives from Warehouse, Stock and Admin andTransport management.As required, representatives from the shop floor.

Note, this may be a separate meeting or may form part of a managementteam meeting or health and safety meeting.

The following will items be discussed where applicable:

Results from audits

Review of HACCP system records and results

Complaints involving food safety

Local document amendments

Corrective Actions

Examine the site incidents involving food safety.

Study food safety statistics and trends so that joint agreement canbe reached on remedial measures.

Examine food safety inspection reports.

Discuss cleaning and sanitation programmes.

Assist in developing site HACCP plans.

Conduct (ideally as part of the Committee Meeting) periodicinspections of food safety arrangements.

Monitor the effectiveness of food safety training, communication,publicity and signage.

Discuss and resolve any problems that have previously been raiseddirectly between safety representatives and management, butwithout resolution.


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5.7 EMERGENCY PREPAREDNESS AND RESPONSE

The company will ensure that information is supplied quickly to seniormanagement with regard a major food safety incident to alert keypersonnel in the event of a food safety incident, e.g. a Class 1 Recall,which may arouse media, legal or Customer interest. It ensures Alliedsupport services are deployed most effectively, and the reputation of theCompany is safeguarded in the eyes of the media, our customers,suppliers and the general public. The site will have an updated Businesscontinuity plan.Food Safety Incidents

A food safety incident can be considered as:An event which has potentially harmful implications to the publicresulting from the consumption of foodThe identification of contaminated foodstuffs, that if consumed maylead to illness.The identification of serious human illness that may be linked tocontaminated foods.The identification of unhygienic practices in a food business of such adegree as to present an immediate danger to consumers health.The identification of irregular or illegal practices in any food business orin the distribution network that could pose a threat to consumershealth.Biological or chemical contamination resulting from deliberatetampering or a terrorist event.

A process is in place to ensure that the business can, in the event of a

major food safety incident occurring, ensure that the following activitiesare carried out: Deal with the incident effectively: Audit suppliers if necessary: Report to the relevant enforcing authority: Communicate effectively, both within the company and with local

emergency teams, authorities and the community, as appropriate. Investigate the cause of the incident and learn lessons from it.5.8 MANAGEMENT REVIEW

At least annually, the Allied Executive will hold a management review. Thereview will demonstrate the effectiveness of all locations that operate tothe standard. Decisions made will be communicated to key staff indicatingthe decisions made and the agreed actions.Input to the meeting is provided in a number of ways, as follows:

Follow up actions from previous management reviews


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Analysis of results from verification activities, e.g. results of internalaudits and self assessments

Analysis of changing legislation and / or standards, best practices,etc.

Analysis of major incidents involving food safetyProgress on food safety campaigns and initiatives

Organisation and business changes

Output from HACCP Team meetings across the company

External audits, inspections or statutory visits by enforcementauthorities

Customer focus

Customer complaints and rejections

Changes that could affect the quality management systemRecommendations for improvement

FOOD SAFETY STATISTICS

Major food safety incidents

Potential Legal Consequences

Benchmark Statistics for the year where available

6. RESOURCE MANAGEMENT

A process is in place to ensure that all staff including permanent,temporary and agency staff, at all levels in the company receiveappropriate training. A site induction procedure ensures that all newworkers receive appropriate food safety training.

The site HACCP team will be required to attend a HACCP workshopcovering basic food hygiene, the food safety manual and the auditprocess.

Staff holding Food Safety positions within the company will be competentto carry out their tasks.

A system is in place for informing contractors and sub contractors ofspecific food safety requirements and hazards on site. This may takeseveral forms including formal briefings, food safety reviews, Customerbriefings etc. as appropriate.

Managers will receive training in their food safety responsibilities underthe law, the Allied Food Safety Management Standards and Customer


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demands as applicable. Refresher training will be provided at appropriateintervals.

Allied site HACCP members will receive training in their food safetyresponsibilities. This will cover, as a minimum, compliance with legislation,

Company policy and the minimum safety standards document and itsassociated procedures.

Allied employees will be trained in Allied Site Specific Procedures asnecessary, and this training documented in individual training records.Such training may include the role of packaging in food preservation,vehicle hygiene, good housekeeping, etc.Figure 3 provides a summary of food safety training requirements.

Figure 3 - Summary of Training Requirements

MANAGERS AND SUPERVISORSSUBJECTS TO BE COVERED

WAREHOUSE PERSONNEL ANDDRIVERS

SUBJECTS TO BE COVERED

Legal obligationsFood microbiologyFood poisoning vectorsPrinciple of hazard analysisEffective temperature controltechniquesControl of visitors to site

Stock rotationRole of packaging in foodpreservationCool chain maintenance,statutory standardsGood housekeepingstandardsVehicle hygiene (drivers)

Industry guidance is instructionof 6-12 hours duration

Industry guidance is instructionof 4-8 hours duration

7. PLANNING AND REALISATION OF SAFE

PRODUCTS

7.1 GENERAL

In order to realise safe product during storage and distribution of food thecompany has developed a food safety management system based on therequirements of EN ISO 22000:2005 which is described in this document.

The company has developed a food safety manual that provides guidance

and direction to the business to help implement the food safety policy.Section nine of this document summarises the company food safetyelements. These elements provide the structure of the company foodsafety procedure manual. Each element is documented in a procedure andsome elements may comprise a number of procedures and additionalguidelines.

Each site has developed a HACCP plans each site also maintains records todemonstrate the effectiveness of the food safety management system.


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7.2 PREREQUISITE PROGRAMMES (PRPS)

In order for the food safety management system to be effective a numberof programmes are considered essential prerequisites, see Figure 4

Figure 4 - Prerequisite Programmes

PROGRAMME GUIDANCE MATERIAL /STANDARDS

Good Hygiene Practices I. S. 341:1998 Hygiene in foodretailing and wholesaling(Ireland)

Codex Alimentarius FoodHygiene Basic Texts

Good Distribution Practice (GDP) Directive 92/25/EEC 94/C 63/03 Guidelines on

Good Distribution Practice ofMedicinal Products for HumanUse

Quality Management ISO9001: 2000Safety, Health and EnvironmentalManagement System

Allied Health and SafetyProcedures Manual

OHSAS 18001Planned preventive maintenance Allied Facilities ManualPest Control Allied Food Safety ManualForeign Body Detection /Identification

Allied Food Safety ManualTemperature Control Allied Food Safety ManualTraceability

Allied Food Safety Manual

7.3 PRELIMINARY STEPS TO ENABLE HAZARD ANALYSIS

The following seven-step approach is adopted to enable effective hazardanalysis, refer to Figure 7 below.

1. Collate all relevant information needed to conduct hazard analysis.2. Develop a food safety (HACCP) team.3. Establish and identify packaging and delivery methods.4. Establish and identify storage conditions and shelf life.5. Establish and identify statutory and regulatory food safety

requirements.

6. Develop flow diagrams to provide a basis for evaluation of food safetyhazards.

7. Establish and document existing control measures for each processstep.


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The Seven Steps of


7. Verification

1. Hazard

Analysis

2. Critical

Control Points

6. Documentation

5. Corrective

Actions4. Monitoring

3. Critical limits

HACCP

The Seven Steps of


7. Verification

1. Hazard

Analysis

2. Critical

Control Points

6. Documentation

5. Corrective

Actions4. Monitoring

3. Critical limits

HACCP

Figure 5 - 7 Steps of HACCP

7.4 HAZARD ANALYSIS

The principles of HACCP are used to:Identify food safety hazards and determine acceptable levels.

Assess hazard to determine, for each food safety hazard identified,whether its elimination or reduction to acceptable levels is essentialto food safety.

Select and assess an appropriate combination of control measures

capable of preventing, eliminating or reducing food safety hazardsto acceptable levels. Control measures may be managed throughPRPs or HACCP plans.

Establish a documented HACCP plan, see below.

A HACCP plan will be established which will, as a minimum, include thefollowing for each critical control point (CCP):

a) Food safety hazards to be controlled at the CCP.b) Control measures.c) Critical limits.d) Monitoring procedure(s).e) Corrections and corrective actions to be taken of critical limits

are exceeded.f) Responsibilities and authorities.g) Records of monitoring.


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7.5 ESTABLISHING THE OPERATIONAL PREREQUISITE

PROGRAMMES

Operational PRPs will be documented and will form an integral part of thefood safety management system. If the PRP is part of an existing Allied

management system, the food safety aspects of the programme will beidentified and monitored, especially where food safety hazards arecontrolled by the programme.

7.6 VERIFICATION

The HACCP team (multidisciplinary in membership) will operate on apredetermined frequency, conducting complete inspections of the entirefacility no less than once per month. Records of each inspection are anintegral part of this requirement, and documentation of specificassignments and actual accomplishments shall be maintained. Follow-upinspections should be done to ensure that items are corrected.

Regularly monitor documentation that may indicate trends of non-conformance and recommend corrective actions

Ensure that all staff are aware of the food safety system in place, and thatfood hygiene maintains a high standard.

7.7 TRACEABILITY PROGRAMME

Allied allocates unique codes to supplier products delivered into depots.These codes and descriptions are common to all generated

documentation.A system of product codes, warehouse location system, and pickedcage/pallet identification ensure traceability of product from any deliveredbatch, throughout the Cool Chain from Goods Inwards to subsequentdelivery to the customer.

7.7.1 Non-Conforming products

Products that are identified as non-conforming or placed on hold by thecustomer will be placed in the non-conforming product area. They will beclearly labelled. Examples of reasons for products to be in anonconforming area include but are not limited to:

Products found that are not within the specified shelf lifeProducts identified that are no longer within the customerstolerance but were accepted in with the customers approval.

Products placed on hold due to a recall.

Product returns from outlets.

Products rejected due to poor quality.

Damages identified after receipt into the warehouse.


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7.8 CONTROL OF NONCONFORMITY

Procedures are in place for the control of non-conforming material,including rejection, acceptance by concession, or re-grading for analternative use. Such procedures are implemented and worker madeaware. Non-conformities will include, but not be limited to, temperaturerejections, delivery times, damages, overs/shorts, and poorpalletisation/packaging.

All nonconforming products are handled or disposed of according to thenature of the problem and/or the specific requirements of the Customer.Procedures are in place to investigate (i.e. determine cause andconsequence) and ensure final disposition by authorised person(s).

Corrective action systems are established to identify and eliminate thecause of detected nonconformities, to prevent recurrence, and to bring theprocess or system back in control after nonconformity is encountered.Corrective actions are documented and effective records maintained. Suchactions will include:

Reviewing nonconformities (including customer complaints).

Reviewing trends in monitoring results that may indicatedevelopment towards loss of control.

Determining the cause(s) of nonconformities.

Evaluating the need for action to ensure that nonconformities donot reoccur.

Determining and implementing the actions needed.

Recording the results of action taken.

Reviewing corrective actions taken to ensure they are effective.

Corrective actions shall be recorded.

Trend analysis will also be used to reveal non-compliance. Correctiveactions will be discussed and agreed at regular food safety meetings.Trends will be monitored but not limited to those categories identified byHACCP Analysis.

8. VALIDATION, VERIFICATION & IMPROVEMENT8.1 GENERAL

Following the process of developing site/contract specific HACCP Plans, theHACCP team will assess and evaluate the plans and associated PRPs andwill validate that the established control measures and other programmesare capable of being effective. This must be done prior to theimplementation of HACCP Plans for the site/contract.


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8.2 VALIDATION OF CONTROL MEASURE

The validation process must be documented and must include evidence.

Examples of validation methods include but are not limited to:Process walkthrough to assess whether plans are realistic andachievable.

Review actual results against requirements to determine whetherparameters are acceptable, i.e. they meet Company and legislativerequirements.

Review of recording methods to determine whether data can berecorded and how. Are there appropriate forms or other means ofrecording? For example, temperature controls checks.

Is the defined means of what to do when things go wrongappropriate and achievable?

8.3 CONTROL OF MONITORING AND MEASURING

Monitoring and measurement is key to ensuring that the Food SafetyManagement System is effective and involves the application of methods,procedures, tests and other evaluations and monitoring.

Examples of monitoring and measurement activities include but are notlimited to:

HACCP Plan verification.

Monthly self-assessment against the required level of the minimumfood safety standards

Local internal audits

HACCP Team meetings

8.4 FOOD SAFETY MANAGEMENT SYSTEM VERIFICATION

8.4.1 Internal Audit

Audits are carried out in accordance with an annual audit schedule andperformance is measured against an established set of criteria. The auditreport provides an opportunity for site management to agree the findingsand to add their comments. The audit also includes a site inspection

where points can be either added or deducted for good or bad behaviouralobservations and safe and unsafe practices.Site Food Safety tours are also typically carried out by site management.

Each site carries out monthly self-assessment audits against thecompanys Best Practice standards.

Audit reports are collated, analysed and distributed according to anestablished distribution list.


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The Quality Assurance Manager maintains records of audit and self-assessment audit results.

8.5 IMPROVEMENT

8.5.1 CONTINUAL IMPROVEMENT

Following a review of current food safety issues, management mayidentify actions designed to improve food safety at Allied. Such actionsmay be in the form of individual action items; through to establishingworking groups, projects, initiatives or programmes.

Food safety performance is measured and monitored to determinewhether: Food safety policy statement and related objectives are being

achieved.

Corrective and preventive actions are implemented and are effective. Lessons are learned from food safety failures including near misses,

illnesses, product recalls and major incidents. Awareness, training, communication and consultation programmes for

employees and interested parties are effective. Committee Initiatives and activities are delivered on time and are

effective. Information and data from review and monitoring processes are being

produced and being used.

Proactive and reactive monitoring methods are used. Proactive methods

include audits, self-assessments, site food safety tours and reactivemethods may include environmental health reports.

A number of measurement techniques are used as follows: Results of hazard identification, risk assessment and risk control

processes. Systematic and regular self-assessments against established minimum

food safety standards. Desktop exercises. Benchmark against industry standards.A variety of food safety equipment is used and is calibrated according tomanufacturers instruction.

8.5.2 UPDATING THE SAFETY MANAGEMENT SYSTEM

Management System documentation is discussed at site level and GroupBoard meetings. Changes are requested and approved. Updateddocuments are issued to control copy holders who are informed as to thenature of the changes made and the impact on the business.


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The board review this Food Safety Management System Manual annuallyand will update other Food Safety Procedures as necessary.

9. SUMMARY OF FOOD SAFETY ELEMENTS

Ref. Element Element Description

FSP-0100 Food Safety ManagementSystem & SiteResponsibilities and Siterules and facilities.

Site responsibilities, roles and rules definedand how to create food safety file andcreate HACCP team, develop HACCP plan.

FSP-0200 HACCP & HACCP PlansHACCP WorkshopsSite HACCP plan

Describes how HACCP plans aredeveloped, validated, verified, reviewedand updated

FSP-0300 Warehouse Management(Ambient , Drinks ,Chill &Frozen) including cool-

Chain Procedures

Describes food safety and how it appliesspecifically the more critical food safetyactivities for chill and frozen food.

FSP-0400 Transport ProcedureHaulier Agreement

Describes collection and deliveryprocedures, including back haul, vehiclecleaning

FSP-0500 Stock Management -Product Identification,Traceability Release,Product Recall

Describes methods for productidentification and traceability from receiptof product to delivery. Describes theprocess for positive product release.Provides sites with principles for managingproduct recall

FSP-0600 Personnel, Including

Training, Competencyand Personal Hygiene

Pre-employment screening, induction and

training staff and provides guidance onpersonal hygiene in the place of work.

FSP-0700 Auditing correctiveactions Non-conformityand Validation &Verification ActivitiesNon-Conformity RouteCause Corrective ActionForm

Auditing, weekly check, minimum foodsafety standard, management review.Describes the actions to be taken to controlnon conforming product, includingsegregation, concession, reporting anddisposal

FSP-0800 Warehouse Standards,

Cleaning andcontamination proceduresincluding glass breakageSpillage and breakageform

Describes the site rules, good distribution

practice (GDP) guidance, cleaningprogrammes and schedules. Sectiondescribes the control measures required toprevent contamination of food, includingcontrols over glass containers andAllergens. It also describes the methodsemployed to dispose of food waste


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Ref. Element Element Description

FSP-0900

FSP- 0901

FSP- 0902

Facilities Maintenance,Calibration andcontractorsPest Prevention

Details the key equipment used for purposeof food safety and provides guidance oncalibration methods.Describes the methods employed to ensure

the site has pest prevention policy.FSP-1000 Record Management &

Document ControlRequired records, location, responsibleperson, retention period. Document control.Managing change.

FSP-1100 Key Relationships Communication mechanisms, monitoring,measurement and means of consultation.Details commitments to regulatory bodies,provides a means of communicating withinAllied

FSP-1200

FSP-1201

Customer Food QualityComplaint Procedure

Supplier set up procedurePackaging and labelrequirements

Quality complaint procedure, foreign bodyprocedure .Supplier approval and set up

procedures including packaging and labelrequirements.Also include is the Food SupplierQualityQuestionnaire document

Food Management System

Documents

Transcript of Food Management System