Transcript Management Responsibility - SQF, ISO 22000, FSSC 22000

Procedure
Tutorial
Management
Responsibility
Introduction to Management
Responsibility
In this presentation we will discuss how to write a
procedure for management responsibility.
We will use the SQF Code and requirements for our
example, but the process will be very similar for the other
standards (FSSC 22000 and BRC)
We will introduce:
The Management Responsibility procedure and how it
relates to the requirements of the SQF code
Ideas on customizing the procedure for your organization
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
General
Requirements
Your company must be able to
demonstrate its commitment to the
SQF System.
Management is responsible for key
tasks in building and maintaining the
system.
We describe this process in a
procedure P-210 Management
Responsibility
The numbering system is flexible, use
what works for you. This example is
from our template package
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
QuickTime™ and a
decompressor
are needed to see this picture.
Start by identifying the purpose of the procedure.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Responsibilities
In the SQF code, specific responsibilities are
assigned to management.
Define these in the procedure. The
responsibilities for this procedure are
assigned to top management in your
company.
Think of top management as those who can
provide the resources needed to implement
and maintain the system, and with the final
authority on decisions that affect the system
and product safety.
QuickTime™ and a
decompressor
are needed to see this picture.
Be sure you are able to clearly show who top
management is in your organization.
The procedure should list responsibilities for
top management. The procedure goes into
more detail on these tasks in the instruction
section that we will be reviewing shortly.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Responsibilities
Management is assigned the task of conducting management review of
the SQF system.
Involve the SQF Practitioner, and again use top management with the
authority to assign resources and responsibilities for maintaining an
effective system.
We will look at the process in more detail as we review the instruction
section.
Other responsibilities include documenting and implementing a system to
handle customer complaints, and preparing a business continuity plan.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Instructions
The next section of the procedure
describes the process. This is the detail of
how those responsible will carry out
responsibilities in a manner that meets the
requirements of the code or standard.
QuickTime™ and a
decompressor
are needed to see this picture.
Now we will review the Instructions
section.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Food Safety and
Quality Policy
This section is where the process that you will follow to meet the requirements
is described. You need to have your team review and edit this document to
make it suit your organization. Be sure to keep an eye on the code as you
make changes, and be sure your process meets the requirements.
As we saw in the code, and in the responsibilities section of the procedure,
management must create a food safety and quality policy. Do this in a steering
team meeting, and document it here. You will also need to have a copy or
copies printed, signed and prominently displayed in the facility.
Identify how you will communicate it to all employees. One way to do that has
been included here, that is to communicate it to employees during orientation
and during company meetings. You can put your own method in here, but
make sure it includes existing employees as well as new employees when
they are hired.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
SQF Practitioner
Having a designated SQF
Practitioner is a requirement for
certification. Make sure that the
assignment is documented; the
organizational chart is a logical
place.
To meet the training requirements
for the practitioner, make sure the
designated person has taken the
training modules designated in the
procedure, and keep the certificate
of completion as a record. Our
online training programs are listed
in the example and are an effective
method of training the practitioner.
QuickTime™ and a
decompressor
are needed to see this picture.
Qui ckTi me™ and a
decompressor
are needed to see this pictur e.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Organization and
Reporting
Continue to write instructions for each of the responsibilities and
requirements of the code or standard. We will review these now, starting with
Organization and Reporting. Cover these items in the procedure:
Other functions with responsibilities that relate to food safety must also be
documented and the organizational structure and authorities communicated.
Use an organizational chart and job descriptions. Because almost every
position has an affect on food safety, make the organizational chart to reflect
the whole organization.
Back up for those with food safety responsibilities must be documented in
the job description.
A register of backup positions is also a useful tool for clarifying who is
responsible in someone's absence and has been included in our
template package as form F-210-001.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Training of Personnel
Remember that the documented system
provided here is made up of procedures,
forms and PRP templates.
You will see the procedure makes
reference here to the PRP
program,Training of Personnel. The code
requires that management is responsible
for establishing and implementing training
needs for those whose jobs have an affect
on product legality and safety.
QuickTime™ and a
decompressor
are needed to see this picture.
Ensure that management is involved with,
and assigns a qualified person to establish
and implement these training needs
through the use of the food safety
fundamentals program “Training of
Personnel”.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Communication
It is required that all personnel know that they must report
food safety problems to someone with the authority to
initiate action.
Management must inform employees of this responsibility.
Here we have stated that that will take place during
employee orientation, training sessions for SQF and in
regular meetings.
Make sure that you include this in those training sessions
and meeting agendas.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Management Review
At least annually management will meet to review the
suitability and effectiveness of the SQF system.
The procedure must outline an effective process for
organizing the meeting, as well as required agenda items.
List additional information sources that you will use to make
sure the review of the system is effective.
The meeting outputs will include action items to update and
improve the SQF system.
Minutes of each review meeting are kept as your record,
and should include action items and the person assigned
responsibility for caring them out.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Customer Complaints
The procedure outlines a process for handling customer
complaints.
Your methods and responsibilities for handling and
investigating complaints must be documented; we have
included it in this procedure.
As you tailor this section for your company remember that a
person knowledgeable about the incident must analyze the
complaint, corrective action should be taken in relation to
the seriousness of the incident and records must be
maintained.
In this process the severity is determined, and possible food
safety issues mean a corrective action is initiated using the
CAPA process.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Business Continuity
Plan
Finally, management must prepare a business continuity
plan for emergencies.
Create a form or use F-210-002 in our templates package to
prepare your plan for emergencies.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Forms and Records
Include references to forms that are used as
part of the process and records that are kept.
For this procedure form F-210-001 is used to
record back up personnel for food safety
related positions, F-210-002 is used for the
business continuity plan, and minutes of
management review are maintained as a
record.
List any additional forms or records that you
use that relate to this procedure.
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
Next Steps
Identify the team that will be responsible for the process
Use top management to make up this team
Designate a team leader and provide them with:
The implementation plan
The procedure and forms
Results of the Gap Analysis for this process
Schedule and attend the first team meeting
Explain the responsibilities of the team
Review the information provided
The complete template for this and all sections of the code/standard are
Available at www.22000-Tools.com in our templates package.
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