Food Safety Essentials (Compliance Course)

Food Safety must-know's

Introduction

Introduction

Pavé's Food Safety Management System is developed to meet the requirements of the ISO 22000, Food Act 2014, customer operating standards and ANZ Food Standard Code.

Pavé is a service provider company consisting of the following operational functions:

Procurement, receipt & storage (3rd Party) and distribution (3rd Party) of shelf-stable packaged food, also defined as brokerage activities.

Your Responsibilities

You are a key part of the food safety team. The food safety team is responsible for the review and maintenance of the Food Safety Management System and associated documentation.

The team consists of the following roles:

  • The Managing Director
  • The Director Supply Chain, Risk Management and Operations  
  • The Marketing Associate
  • The Procurement & Logistics Specialist

 

Food Safety Mangement Commitment

Pavés management team are committed to the adoption and implementation of the Food Safety system.  The team have been nominated to be responsible for and ensuring that the following has been undertaken:

  • Appropriate processes established, implemented and maintained
  • Report on outcomes and improvements to senior management teams
  • Key involvement in audits
  • Conduct management review meetings
  • Ensure regulatory and customer specific requirements are met.

Food Safety Mangement Team

It is the responsibility of the food safety team to;

  • Identify and document opportunities for improvement
  • Ensure corrective actions are addressed
  •  Facilitate implementation of updates to the processes relevant to Food Safety Program

Mangement Team Meetings

As a key part of the food safety management team, you will attend quarterly review meetings that will cover (but not limited to):

  •  Approved supplier performance review 
  • Non- conformance and corrective action requests (CAR’s), along with Customer feedback (complaints)
  • Customer/store returns
  • Non-conformances report from 3PL providers
  • Evaluate the achievement of the food safety policy and objectives

The food safety management team is responsible for?

  • Identifing and documenting opportunities for improvement
  • Ensuring corrective actions are addressed
  • Reviewing Non- conformances and corrective action requests (CAR’s), along with Customer feedback (complaints)
  • Ensuring regulatory and customer specific requirements are met
  • All of the above

Hazards

Hazards

As Pavé is an facilitator of a number of well-known food brands. It is important that these items meet not only regulatory requirements but also consumer expectations of safety and quality over the course of their shelf life.

Risk Identification

Through the Workplace Risk Assessment and Control matrix , Pavé has identified and categorised a number of potential hazards that might undermine these expectations.  These are listed in the table below.


Mitigation

As facilitator (rather than the  manufacture) Pavé relies on a combination of methods to mitigate these risks:

  • C.o.A. verification against Supplier specification
  • Laboratory testing program
  • Product sampling panels 

Hazard Analysis Pave

Which one of these is a method for mitigating risks for Pavé?

  • Visual inspection at 3PL
  • C.o.A. verification against Supplier specification
  • Checking on product once a complaint is received

Procurement, Importing & Suppliers

PROCUREMENT PLANNING

The Procurement Coordinator determines the products and the quantities to be ordered based on the following system generated reports and information provided by the sales team:

  • Aged stock report for products with shelf life of 12 months
  • Stock Status report
  • Sales forecast

PURCHASE ORDERS

The Procurement Coordinator completes the following steps to place Purchase Orders. The purchase orders are only placed with the Approved Suppliers

  • Enter the product lines and quantity to be ordered in the Navision.  
  • Refresh the system to check the stock status is correct.
  • Print the purchase order
  • Scan and email to the supplier.
  • Request port of discharge, note shipping terms, FOB/CNF
  • Receive order confirmation

RECEIPT OF GOODS

The Procurement Coordinator enters the following information derived from the commercial invoice into the 3PL, Warehouse Providers system, this includes the following:

  • Purchase order reference
  • Container number
  • Product description
  • Quantity
  • Batch details
  • Expiry date


IMPORTATION

Pavé is registered as food importer with Ministry of Primary Industries and Customs clearance services are managed by the external service provider.

The Procurement Coordinator provides imports documents to the Customs Broker, external Service Provider for customs clearance.

The Procurement Coordinator issues the Delivery Order once the shipment is cleared and sends a copy to the 3PL transport to deliver containers to the 3PL warehouse or direct to customer site when sold in container load.  The container seal details are passed onto the warehouse

The distribution centre/ storage facility representatives conduct the seal check prior to devanning.  After devanning, the goods are verified against the Purchase Order and a confirmation of the receipt of stock is sent to the Procurement Coordinator.

APPROVED SUPPLIERS

It shall be the policy of Pavé to purchase goods and services from Suppliers who meet specific criteria.

All potential new suppliers must complete a Supplier Quality Questionnaire and approval is granted for a three-year period, thereafter, a further review is conducted as covered below under Supplier Performance Review.






CRITERIA

Manufacturer

  • ISO 22000, FSSC 22000, BRC, and SQF.
  •  Any GFSI (Global Food Safety Initiative) approved certifications

3PL Providers

  • Minimum requirement, Food Act 2014- National Programme
  • Preference to RMP
  •  Internal Audit by Pavé nominated Auditor

SUPPLIER REVIEW

The Approved suppliers are reviewed every 3 years against the following operations performance metrics:

  • On time delivery
  • Complete delivery
  • Quality of delivery
  • Non- conformance's 
  • Responsiveness.

The overall purpose of procurement procedure is to ensure that?

  • Pavé is purchasing the products that are safe and consistent in quality
  • To monitor staff spending

Pavé sources food from the suppliers who?

  • Who meet specific criteria (Any Global Food Safety Initiative approved certifications)
  • Whomever will give us a great price

Pavé is registered as food importer with Ministry of Primary Industries?

  • True

Pave reviews their suppliers?

  • Every three years
  • Whenever we remember

Pave supplier reviews are based on?

  • On time delivery
  • Complete delivery
  • Quality of delivery
  • Non- conformance's
  • Responsiveness.
  • All of the above

Product Labelling & Specifications

Labelling: The Requirements

All our products (covered by this program) are imported into New Zealand with the intention of sale.  To that end they must comply with the following;

  • Australia New Zealand Food Standard Code
  • Weights and Measures Regulation 1999
  •  The Fair-Trading Act 1986

PRODUCT BRANDS AND RESPONSIBILITIES

Pavé purchases products from the suppliers, that fall into the following three categories 

  • Controlled brands
  • Own brands
  • Managed brands

Pavé is responsible for ensuring the labels comply with the legislative requirements for controlled and Own Brands.  Managed Brands are the responsibility of their owners 

Product Specifications

Product specifications are legal documents which must fully describe the product and its’ attributes. 

The specification contains as a minimum, following information:

  • Product name and brand name
  • Unit of measure- Count/ Volume/Weight
  • Ingredient statement in accordance with labelling laws.
  • Advisory statements, warning statements and declarations eg Allergen Statement
  • Packaging details, including tamper protection (where applicable)
  • Transport, storage and handli ng criteria
  • Shelf life (where applicable)
  • All quality, regulatory and safety parameters (including microbiological/chemical / physical criteria

Responsibility

Pavé must maintain up to date copies of specifications for purchased products sold in New Zealand on file.

Suppliers must ensure that:

  • The information contained within the product specification is accurate, complete, and reflects the product supplied and approved for purchase.
  • All products supplied are fully compliant with the specification. This includes all safety, quality and regulatory aspects

All our products must comply with

  • Australia New Zealand Food Standard Code
  • Weights and Measures Regulation 1999
  • The Fair-Trading Act 1986
  • All of the above

Pavé must maintain up to date copies of specifications for purchased products sold in New Zealand on file. Our suppliers must ensure that:

  • The information contained within the product specification is accurate, complete, and reflects the product supplied and approved for purchase
  • That the information is supplied at the luanch of the prodcut only

Verification Testing and Label Review

PRODUCT TESTING

Products Pave store are to be sampled from 3PL and tested as per our schedule.  

This is to understand the food safety, quality and regulatory aspect of the product. 

The test helps establish if the product complies with the specification or meets specific regulatory requirements. 

Selected products are sent to the accredited Laboratory for the microbiological and chemical testing. 

Organoleptic tests (tasting panels) are also conducted on the same batch of samples and records of the review are maintained accordingly.

LABEL REVIEW

A review of labels must be completed at least once per year against the final approved versions of the label. 

A record of the review and the corrective actions must be maintained. 


Testing the product that we hold in our 3PL helps to?

  • Establish that the product complies with the specification or meets specific regulatory requirements.
  • Only doubles up on the suppliers processes

Traceability

PRODUCT TRACEABILITY

Product identification and traceability is critical to the credibility and effectiveness of a food safety programme in the food industry. To ensure product safety and efficient recalls, affected products must be easily and quickly identified and located in the supply chain

TRACEABILITY SYSTEM

Prior to the arrival of the shipment, the information on the product is entered into the 3PL, Warehouse Providers system. 

Products are traced by the information on the label of the retail unit

  • Purchase order reference
  • Product description
  • Quantity
  • Batch details
  • Expiry date
  • Container number.

Verification

To verify the effectiveness of the traceability system, a trace back and forward exercise is carried out on a randomly selected product once per year by the Director Supply Chain Risk Management and Operations . Records of traceability exercise must be retained on file.

Product identification and Traceability

  • Product identification and traceability is critical to the credibility and effectiveness of a food safety programme
  • Product identification and traceability is only required when there is an issue

Recalls

Recalls

Our recall procedure is to prevent further distribution, sale and use of the affected goods that are a potential risk to health and safety.  In addition, to ensure the relevant authorities and customers are informed of the issue

RECALL PROCESS

The senior management team hold discussions on the food safety concerns leading to the product recall. The Director Supply Chain Risk Management and Operations must consult the Directors or their representatives prior to communicating the details to the external parties.  

The following product details must be available prior to initiate the product recall:

  • Product name
  • Batch details, Use by Date
  • Quantity
  • Distribution areas a
  • Despatch dates
  • Potentially affected customers
  • Reason for recall
  • Cause for recall if known

MOCK RECALL

A mock recall is conducted on a least annual basis through GS1. Records of these mock recalls shall be documented and filed in the Recall Procedures folder.

Once the mock recall is completed, a review must be carried out with the relevant recall committee members to identify areas of improvement. The changes must be documented and implemented accordingly.

APPENDIX 3 PRODUCT RECALL PROCESS

The recall procedure is to?

  • Prevent further distribution, sale and use of the affected goods that are a potential risk to health and safety
  • Protect the company from embrassment

Customer Focus & Non-Conformance

Customer Complaints

The customer care representative is required to be consistent, fair and impartial when handling complaints. The customer service team is committed to being responsive to the needs and concerns of the customers and to resolve the complaint as quickly as possible. Refer to the timelines depicted in the flowchart.

Types of Complaints

The complaints are classified into one of the following categories:

  • Food Safety eg Product contaminated with foreign object eg plastic, metal, wood etc, Microbiological eg Mould, blown packaging and chemical taints, -cleaning chemical.
  • Quality eg damaged products, not sealed properly, leaking etc. critical quality will be where the whole batch is affected eg the formulation is not right, and the product is suitable for sale.
  • Regulatory – the product is underweight, the label is not compliant or has the wrong label, no batch code etc
  • Other eg service related- product not delivered on time, the order is incorrect etc.

Non-Conformances

A Non-Conformance is any product and/or process that is identified as not meeting the agree to the standard.  Once identified corrective actions are taken to address the cause(s) and help prevent recurrence of the incident.

The nature of Food Safety and Quality Incidents 

The following incidents may result in nonconforming products and may require full investigation to identify the root cause(s) and appropriate corrective action is taken to prevent recurrence.

  • Supplier raised food safety issues with the product eg Product is out of Specification for unacceptable either microbiological results, foreign matter contamination or chemical contamination.
  • Damaged goods eg from poor handling
  • Regulatory noncompliance eg Label not meeting requirements of ANZ Food Standard Code.
  • Customer complaint.
  • Staff suggestions.
  • Repetitive problems eg damaged products, poor product quality
  • Results of internal and external audits

CUSTOMER COMPLAINTS FLOW CHART

What are the types of different types of complaints

  • Food Safety: eg Product contaminated
  • Quality: eg damaged products, not sealed properly, leaking etc.
  • Regulatory: eg the product is underweight
  • Other: eg service related
  • All of the above

Which of the following incidents may result in nonconforming products

  • Product is out of Specification
  • Damaged goods
  • Regulatory noncompliance eg Label not meeting requirements
  • Customer complaint
  • Results of internal and external audits
  • All of the Above