QM01 Quality & Food Safety Manual Iss 11 BRC Issue 6

FOOD SAFETY & QUALITY MANUAL Approved by:

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Issue Date: 06/02/2012

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Position: Quality Systems Coordinator

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QUALITY & FOOD SAFETY


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Contents Section

Item

Page

Introduction

3

1.0

Senior Management Commitment and Continual Improvement

4

2.0

The Food Safety Plan – HACCP

6

3.0

Food Safety and Quality Management System

6

4.0

Site Standards

11

5.0

Product Control

14

6.0

Process Control

18

7.0

Personnel

19

8.0

BRC & ISO9001 Comparison

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Introduction (ISO 9001:2008 section 4.1) This Food Safety & Quality Management System has been written to provide the reader with an overview of the company's Food Safety system in addition to the Quality System and to express its commitment to providing safe, quality & legal products and services and achieving customer satisfaction. The Food Safety & Quality Management System has been developed around HACCP principles, which is considered to be fundamental to the implementation of the system. This manual has been prepared to satisfy the requirements of ISO 9001:2008 & the Global Food Safety Standard (BRC) Issue 5 for the activities carried out at TasteTech Limited. The scope of the quality management system is the design, manufacture and supply of encapsulated, spray dried and liquid food flavourings and encapsulated ingredients in bulk packs (>5.0kg) and sold via business to business transactions. Non-food products produced in unit 6 do not form part of the BRC scope TasteTech Limited, through the offices of the Managing Director, is committed to maintaining an effective Food Safety & Quality Management System. Senior Management of the organisation ensures that all employees are aware of the need to meet customer and regulatory requirements and that the necessary resources are available. The currency of the Quality Policy and objectives are maintained by regular management review. Wherever possible, quality controls have been integrated into existing systems (environment, health and safety) and cross-referenced for ease of interpretation.


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An essential requirement of the continuing maintenance and development of the Company‟s quality objectives is the installation and maintenance of a Food Safety & Quality Management System registered to BS EN ISO 9001:2008 status & BRC Global Standard for Food Safety (issue 5).

As the encapsulated ingredients and flavourings are designed and used in food applications TasteTech has developed and will continuously improve food safety with the implementation and maintenance of the BRC Global Standard for Food Safety (issue 5).

Company Profile It is the company‟s policy to operate and comply fully with the BS EN ISO 9001:2008 Standard & the Global Standard for Food Safety Issue 5 through registration, internal annual review and independent external audit. It is the company‟s belief that in operating to these standards, it will meet the requirements of its customers and that of the Industry. The company is committed to ensuring that its customers receive the service that they expect, at the agreed time, and that all personnel will be trained to ensure that they work in a safe, responsible and professional manner. Back to Top

1.0 Senior Management Commitment and Continual Improvement (ISO 9001:2008 section 5.1 & 6)


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1.1.3 Management Review (ISO 9001:2008 section 5.6) The Food Safety & Quality Management System is reviewed at planned intervals, usually annually, by the senior management to ensure its continuing suitability, adequacy and effectiveness & to evaluate the site performance against the Global Standard for Food Safety and the quality objectives. The review includes the evaluation of current performance and improvement opportunities related to:      

audits (internal, customer and certification body audits); customer feedback (including complaints); HACCP System; follow up from previous meetings; incidents, Corrective actions, out of spec results and non-conformances and Resource requirements.

The results of activity arising from review meetings where resources, the Food Safety & Quality Management System and its processes and improvements to products related to Customer requirements, would be an essential part of the review process. All results of management review activity are recorded. Decisions and agreed actions as a result of the review process, with target dates and


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1.1.6

In support of its status in a highly specialised field, the company is a member of Leatherhead Food International (LFI), the British Essential Oils Association, (BEOA), the Food Additives and Ingredients Association (FAIA), the British Essence Manufacturers Association (BEMA), Campden BRI and other relevant bodies. The company receives legislative information from BEMA & FAIA and subscribes to food safety alerts from the FSA. The trade press, such as Food Manufacture, and our membership of LFI & Campden BRI ensures that we are kept informed of scientific and technological developments within the industry. This includes subscribing to LFI‟s Regulatory Advisor Service covering legislation both home and overseas.

1.1.7

A genuine, hard copy of the most up to date issue of the Global Standard for Food Safety is kept on site.

1.1.8

To ensure compliance to the Global Standard for Food Safety we ensure that recertification audits are booked on or before the audit due date indicated on the certificate

1.1.9

The most senior production/operations manager attend both opening and closing meeting of the audit for Global Standard for Food Safety certification with relevant departmental, or their deputies, also available as required.

1.1.10 All root causes of non-conformances identified at the previous audit against Global


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A HACCP system is applied through the entire production process from raw material selection to despatch of final product to customer, and is implemented through our Food Safety system. The system has been compiled with the help of relevant legislation and codes of practice such as the Codex Alimentarius HACCP System and guidelines for its application Rev 4 2003. Primary responsibility for the operation and maintenance of the HACCP system will be with the Technical Manager with the assistance of the HACCP team leader and HACCP team. The HACCP team is multi disciplined and have received training in Hazard Analysis Principles and/or have suitable relevant experience of the food industry to enable successful implementation of the 7 HACCP principles. There is a pre-requisite programme in place at TasteTech that includes GMP and supports the HACCP system. The HACCP is based on risk assessment and the implementation of the 7 HACCP principles. It is generic being based on the processes employed on site. All new products are assessed at the development stage. Records demonstrating conformance are in place and a system of effective corrective actions, resulting from being out of specification (non-conformances), is maintained. Back to Top

3.0

Food Safety & Quality Management System


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Diagram demonstrating the relationships between Quality Management Procedures at TasteTech Ltd MANAGEMENT COMMITMENT BRC & ISO9001 Compliance

Health & Safety Compliance

Legal / regulatory compliance

Quality Policy (POL01)

Provision of resources PRM03

No Sample request

CUSTOMER

Yes

Receive sample request from customer (PRM12 & PRM04)

Pack and despatch sample to customer, issue product

Staff training (PRM03)

No

Repeat Orders Sales order processing & planning (PRM04

First orders PRM04

Yes

Continual improvement (PRM11)

Yes

Receive customer order (PRM04)

Receive customer order (PRM04)

Push development recipe up to production (PRM12)

Obtain required materials and schedule order (PRM06)

Obtain required

Customer Satisfaction (PRM04)


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Documentation structure

The Quality Policy expresses the quality aspirations of the Directors/Senior Managers and demonstrates to all interested parties the management’s commitment to providing safe & quality products, continual improvement, achieving and exceeding customer expectations and compliance with applicable legal and industry requirements.

Level 1

Level 2

Level 3

Level 4

Level 5

The Food Safety & Quality Management Manual provides an overview of the company’s food safety & quality management system. It includes information about the company’s organisational structure, responsibilities and operations and is approved by the Managing D irector.

Process and procedural documents specify how to control processes and other activities. They are reviewed and approved by the Technical Manager before their initial release.

Work instructions provide specific detail about how to perform complicated tasks. They take many forms including detailed written instructions and checklists. They are reviewed and approved by dept manager before their initial release. Forms, industry regulations, statutory requirements, standards and marketing brochures etc. Internally originated documents are reviewed and approved by the Technical Manager before initial release. Externally originated documents are controlled to ensure that information is u to date.


3.5 7.4)

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Supplier Approval and Performance Monitoring (ISO 9001:2008 section

The organisation controls its purchasing function to ensure that the purchased product conforms to requirements (product safety, legality & quality). Suppliers are selected against defined criteria and are subject to planned review and evaluation. The results of evaluations and follow up actions are recorded. Purchasing documents are reviewed before release for the adequacy of information on product, procedures, processes, equipment and personnel. The organisation verifies purchased products and where verification takes place at the suppliers premises, details of the arrangements and the method of release are specified. A procedure is also in place that defines how exceptions are handled where the approval of a supplier, by audit or monitoring, has not been undertaken or is incomplete. The performance of suppliers has been established as well as trial periods for all new suppliers.

3.6

Specifications are available for all raw materials including packaging, intermediates

and finished products as well as those product/services which could affect the integrity of the finished product, such as liquid nitrogen. Where applicable all specifications comply with relevant safety and legislative requirements (e.g. REGULATION (EC) No 1334/2008).


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Procedures have been established to ensure that suspect or nonconforming product can be recalled after despatch from the factory. This procedure is tested at least once a year and is scheduled through the audit programme.

3.9

Traceability (ISO 9001:2008 section 7.5.3)

In any food manufacturing organisation it is important that the ingredients and primary packing materials can be traced given the details of the final product and that the final product can be traced given a list of ingredients. On delivery, all raw materials and primary packaging are allocated an internal lot number, which corresponds to the suppliers lot number/batch number/best before date, via Unity. Where appropriate, the organisation identifies the product throughout the production and service activities and identifies its status with respect to measuring and monitoring activity throughout product realisation. Where traceability is required, the unique identification of the product is controlled and recorded. Products manufactured at TasteTech are generally made to order. As each product is ordered it is given a unique works order number via the Unity System. This follows the product through the factory. When the works order is raised, raw material lot numbers are allocated, by Unity, for each batch to be made. The internal lot number of the primary packaging used for each batch is also recorded on the works order QMF12. Any re-work used is handled through the system in the same way as a raw material.


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3.4 Contract Review & Customer Focus (ISO 9001:2008 section 5.2, 7.2, 7.2.3, 8.2.1 & 8.2.3) The organisation has clearly identified those individuals responsible for effective communication with customers and has effective systems for communication in place. Customer needs and expectations are determined, and fulfilled to meet customer satisfaction. Due consideration is given to development, product and product manufacture, service, specification, regulatory and legal requirements. The organisation reviews its customer‟s needs and determin es any additional requirements for each contract or order. Where no customer requirements are documented, details are confirmed before acceptance. Any changes to contracts or quotations are resolved before


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It is the policy of TasteTech Ltd that all raw materials, product and sensitive areas are secure. Locked coded entry points achieve this. The access of unauthorised persons to production and storage areas must be prevented. All staff have received training in the site security policy and the way in which they should deal with any unauthorised person found on site

4.3

Internal Site Standards

The flow of the process is deemed satisfactory so as to minimise the risk of product contamination. There is no requirement at present for high/low risk segregation. The cleaning of production utensils is carried out in a separate wash-up area. All other plant and machinery is cleaned in situ. The internal working environment and storage capacity is sufficient to enable all operations to be carried out properly and under safe, hygienic conditions. We have specified procedures for the handling and processing of allergenic materials as per the requirements of section 5.2 We have specified procedures for the handling and processing of organic materials as per the requirements of our Soil Association approval.

4.4

Utilities


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There are adequate changing facilities on the ground floor, where all staff, contractors and visitors change into permitted work wear prior to admission to production. Staff are able to store personal belongings in lockers, separate from work wear. Toilet facilities are completely separate and segregated from production. A rest room facility is provided with a refrigerator and hot water for drinks as well as appropriate waste receptacles. The refrigerator temperatures are checked once a week. Smoking is restricted to an external designated area. There are adequate hand washing facilities throughout the factory.

4.8

Chemical & Physical Product Contamination Control

The company has carried out a risk assessment so as to identify, control and manage potential risks derived from chemical, physical or taint contamination. This has been accomplished through the HACCP system All cleaning chemicals at TasteTech are suitably controlled. All bulk containers of detergent are stored on bunded pallets on delivery to TasteTech. The taps are padlocked and key use restricted. All Chemicals for use in the air “scrubbers” are stored outside in the lockable compound. Again keys are restricted. All janitorial cleaning chemicals are stored in the cleaning material store cupboard, which has a restricted coded lock, on delivery. Access to all cleaning chemicals is restricted to trained personnel ONLY. All lubricants, etc used on site are approved by NSF International and are suitably stored. Where practical, maintenance work is undertaken in a non-production area or if this not practical then production within a 5 metre radius is halted and the area screened off or the


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Sieves are utilised at the identified CCP and as such are inspected both before and after use for signs of damage as well as foreign bodies. Any foreign bodies found as a result of this process step (packing) are recorded and investigated as a matter of course.

4.9

Housekeeping and Hygiene

The cleaning chemicals used in the factory are supplied by approved suppliers. There are documented cleaning schedules, records & methods in place for building, plant and equipment. The chemicals provided by approved suppliers are suitable for food use, nontainting as long as they are used at the correct levels. Concentration checks are carried out to ensure cleaning efficiency & the risk of contamination from the chemical is minimised. Factory hygiene is routinely checked on a monthly basis as part of the Hygiene Audit QMF49.

4.10

Waste/Waste Disposal

Waste materials are removed from site on a regular basis (at least weekly) by a licensed contractor. All Waste materials in the factory are collected in specified red bins/wire cages and are then transferred to the external skip. The external waste material skip is covered when not in use. If hazardous chemical waste requires disposal for reasons such as nonconformance, etc then the Technical Information Manager will make special arrangements.

4.11

Pest Control


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Where verification of product or service cannot be ensured during the process by measuring and monitoring, control is exercised by qualification of the process, equipment and personnel through defined methods procedures and records, and re-validation if required.

5.1

Product Design/Development (ISO 9001:2008 section 7.3)

All development activities have been defined and planned to ensure product design/development is undertaken in a controlled manner and that customers receive a satisfactory service. Planning includes establishing responsibilities for development activities as well as the lines of communication between customers, development staff and other staff who interface between them. Design and development initiatives will normally be launched following a direct request from a customer or by the company‟s foresight in the identification of an opportunity to introduce an innovative product to the food production market. Information relating to product development requirements is recorded and includes requirements specified by the customer as well as information gained from developing similar products in the past.

All necessary information relating to the sample requirements are defined within the


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number in the event that the Customer places a confirmed order for the developed formulation or if a production trial is required. Changes to formulations that have already been released for production purposes result in a new formulation being developed as described above. “Live” formulations are reviewed on a regular basis for continued production / use and suspended if not. Where appropriate factory trials are carried out either at the request of production, in the event of a product being developed that may cause processing issues; at customer‟s request or a where need has identified by development or technical. As the development team work closely with production and technical at TasteTech they are aware of which raw materials will work in which processes. At TasteTech there are standard processes for manufacture and our product design fits in to these categories. HACCP risk assessment is dealt with as part of the Development Module within Unity where products are assessed against our generic HACCP plans. If at this stage they „do not fit‟ or have raw materials that have inherent risks associated with them then the HACCP team will convene to assess the product on an individual basis. Shelf life is based on historical data.

5.2

Handling Requirements for Specific Materials


5.4

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Product Packaging

TasteTech holds specifications for all packaging materials used on site. For those materials in contact with foods we have received confirmation, from the suppliers, that they conform to the Commission Directive 2002/72/EC (amended by Commission Directive 2008/39/EC ) and are deemed suitable for food use. At the goods in stage, packaging materials are checked for size (as ordered), cleanliness and free from odour and for boxes that they are staple free. In storage, packaging materials are separated from raw materials in the ambient storage area.

5.5

Product Inspection and Analysis (ISO 9001:2008 Section 8.1, 8.2 & 8.2.4)

Measuring and monitoring of the product throughout the process is designed to ensure the finished item meets specification and authorised personnel control its release. On delivery all raw materials undergo assessment, including for example taste and visual inspection. Certificates of analysis are obtained from the raw material suppliers. These are received either by fax, email or as part of the delivery paperwork.

All finished product undergoes organoleptic and, depending on the product, chemical


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6.0

Process Control

6.1

Control of Operations (ISO 9001:2008 section 7.5)

All production activities are planned and carried out under controlled conditions to ensure that products comply with customer order, product safety, and legality and quality requirements. Control includes the implementation of HACCP principles, including review on an annual basis or sooner as per the review criteria (refer to HACCP Manual). Production and services are controlled through product specifications and work instructions. Suitable equipment is used and properly maintained with the use of specified measuring and monitoring equipment and activities. Product release, post delivery and delivery processes are defined.

6.2

Quantity – Weight, Volume & Number Control

Where appropriate all requirements of current weights and measures legislation are met accordingly. In the main, finished product is packed to minimum weight.

6.3 Calibration and Control of Measuring and Monitoring Devices/Equipment and Software (ISO 9001:2008 section 7.6)


7.0

Personnel

7.1

Training

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Only members of staff that have the necessary education, training, skills and experience are assigned responsibilities that affect quality management activities and/or customer satisfaction. Applicants are evaluated during the recruitment process to consider whether they have the necessary attributes to fulfil the job requirements. All employees are inducted on joining the company to ensure they have a clear understanding of the quality management system and their responsibilities. Staff competency is monitored on an ongoing basis (via appraisal) and further training is identified & provided as necessary to ensure they remain competent and able to perform their responsibilities effectively. The effectiveness of the training is evaluated with records of training being maintained and used to assist with determining further development requirements. General training needs are discussed during Management Review meetings to consider whether new skills are needed to meet current or future demands of the company and/or changing technologies


7.4

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Medical Screening

It is the policy of TasteTech Ltd to ensure that any medical issue that may have a bearing on either the welfare of the staff or the safety of the products and consumers should be dealt with by set procedures. These include the following: 1. Pre-employment health questionnaire QMF77 – to screen new employees prior to commencing working with food (as recommended by the FSA – “Food Handlers: Fitness to Work ) 2. Option of Company medical – either with a company appointed GP or employee‟s own. To exceed the requirements of the relevant EC legislation. 3. Return from Absence (post holiday or illness) questionnaire QMF76 – to ensure that travel abroad or reasons for illness do not put potential risk on the products or other staff. All employees are required to report all incidences of diarrhoea & vomiting 4. Visitors, temporary employees and contractors are required to complete a Visitor Health Questionnaire QMF78 before admittance to the production facility.

7.5

Protective Clothing


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ISO 9001:2008 versus Global Standard for Food Safety Issue 5

ISO 9001:2008 4 Quality Management System 4.1 General Requirements 4.2 Documentation Requirements 4.2.1 General 4.2.2 Quality Manual 4.2.3 Control of Documents 4.2.4 Control of Records 5 Management Responsibility 5.1 Management Commitment 5.2 Customer Focus 5.3 Quality Policy 5.4 Planning 5.4.1 Quality Objectives 5.4.2 Quality Management System Planning 5.5 Responsibility, Authority & Communication 5.5.1 Responsibility & Authority 5.5.2 Management Representative 5.5.3 Internal Communication 5.6 Management Review 5.6.1 General 5.6.2 Review Input 5.6.3 Review Output 6 Resource Management 6.1 Provision of Resources 6.2 Human Resources 6.2.1 General 6.2.2 Competence, Awareness & Training 6.3 Infrastructure 6.4 Work Environment 7 Product Realization 7.1 Planning of Product Realization 7.2 Customer Related Processes 7.2.1 Determination of Requirements Related to the Product

BRC Global Standard for food Safety (issue 5) 1.0 1.0 3.7 3.7, 3.1, 3.2 3.2, 3.2.1, 3.2.2 3.7.1, 3.7.2 3.7.3 1.0 1.0, 3.3.5 3.4 3.1, 3.1.1 1.3 1.0 3.3 3.3, 3.3.3 3.3.2 1.2, 3.3.1, 3.3.3, 3.3.2 1.4, 1.5 1.6 1.7 1.8, 1.9, 1.13 1.0 1.1 7.0, 7.1 7.0, 7.1 7.0, 7.1, 7.1.3, 7.1.4, 7.1.5 4.0, 4.1, 4.2, 4.3, 4.4, 4.5, 4.6, 4.7 4.0, 4.1, 4.2, 4.3, 4.4, 4.5, 4.6, 4.7 5.0 3.4.2, 3.7.2.3 -


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ISO 9001:2008

7.3

7.4

7.5

8

7.2.2 Review of Requirements Related to the Product 7.2.3 Customer Communication Design & Development 7.3.1 Design & Development Planning 7.3.2 Design & Development Inputs 7.3.3 Design & Development Outputs 7.3.4 Design & Development Review 7.3.5 Design & Development Verification 7.3.6 Design & Development Validation 7.3.7 Control of Design & Development Changes Purchasing 7.4.1 Purchasing Process 7.4.2 Purchasing Information 7.4.3 Verification of Purchased Product Production & Service Provision 7.5.1 Control of Production & Service Provision 7.5.2 Validation of Processes for Production & Service Provision 7.5.3 Identification & Traceability 7.5.4 Customer Property 7.5.5 Preservation of Product

Control of Monitoring & Measuring Equipment & Software 7.6 Measurement, Analysis & Improvement 8.1 General 8.2 Monitoring & Measurement 8.2.1 Customer Satisfaction 8.2.2 Internal Audit 8.2.3 Monitoring & Measurement of Processes 8.2.4 Monitoring & Measurement of Product 8.3 Control of Non Conforming Product 8.4 Analysis of Data 8.5 Improvement 8.5.1 Continual Improvement 8.5.2 Corrective Action 8.5.3 Preventative Action

BRC Global Standard for food Safety (issue 5) 5.1.8 3.10, 3.4.1 5.1 5.1.1 5.1 5.1.3, 5.1.4, 5.1.5, 5.1.6, 5.1.7 5.1.8 5.1.8, 5.1.1 5.1.2 6.1.8, 5.1.8, 5.1.1 3.6 3.6, 3.6.3, 3.6.4 3.6.1 3.6.2 6.1 6.1, 5.7 6.1.1, 6.1.2, 6.1.3, 6.1.5 3.9 4.12 6.3 1.0, 5.5 3.4.3, 3.4.4 3.5 6.0, 6.1, 1.3, 3.4.4 5.5, 5.5.1, 5.5.2 5.6, 3.11 1.0 1.0 1.0 3.8, 3.11 3.8, 3.11

QM01 Quality & Food Safety Manual Iss 11 BRC Issue 6

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