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FSMS
Issued by Peter Waddington Quality Assurance Manager
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TABLE OF CONTENTS 1. 2 3. 4. INTRODUCTION ............................................................................. 3 FOOD SAFETY STANDARDS ............................................................. 4 TERMS AND DEFINITIONS ................................................................. 6 FOOD SAFETY MANAGEMENT SYSTEM ................................................... 7 4.1 General Requirements .......................................................................................... 7 4.2 Documentation Requirements ........................................................................... 8 5. MANAGEMENT RESPONSIBILITIES ........................................................ 8 5.1 Management Commitment ............................................................................ 8 5.2 Food Safety Policy .................................................................................................. 8 5.3 Food Safety Management System Planning............................................ 9 5.4 Responsibility and Authority ......................................................................... 9 5.5 Food Safety Site level .................................................................................... 11 5.6 Communication ................................................................................................ 12 5.7 Emergency preparedness and response................................................. 14 5.8 Management Review ...................................................................................... 14 6. RESOURCE MANAGEMENT ............................................................... 15 7. PLANNING AND REALISATION OF SAFE PRODUCTS .................................. 16 7.1 General ................................................................................................................ 16 7.2 Prerequisite Programmes (PRPs) .............................................................. 17 7.3 Preliminary Steps To Enable Hazard Analysis ...................................... 17 7.4 Hazard Analysis ................................................................................................ 18 7.5 Establishing the Operational Prerequisite Programmes ................... 19 7.6 Verification ......................................................................................................... 19 7.7 Traceability Programme ................................................................................ 19 7.8 Control of Nonconformity ............................................................................. 20 8. VALIDATION, VERIFICATION & IMPROVEMENT ....................................... 20 8.1 General ................................................................................................................ 20 8.2 Validation of Control Measure .................................................................... 21 8.3 Control of Monitoring and Measuring ...................................................... 21 8.4 Food Safety Management System Verification .................................... 21 8.5 Improvement .................................................................................................... 22 8.5.1 Continual Improvement ............................................................................ 22 8.5.2 Updating the Safety Management System........................................ 22 9. SUMMARY OF FOOD SAFETY ELEMENTS ............................................... 23
TABLE OF TABLES AND FIGURES Figure Figure Figure Figure Figure 1 2 3 4 5 HACCP and Process Flow Diagram ...................................... 5 Elements of an Effective Food Safety Management System ..... 7 - Summary of Training Requirements ................................... 16 - Prerequisite Programmes .................................................. 17 - 7 Steps of HACCP ............................................................ 18
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Issued by Peter Waddington Quality Assurance Manager
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1.
INTRODUCTION
This document summarises our Food Safety policy, outlines our management system and details our key objectives and key principles for managing food safety. The priorities we place on Food Safety is based on our belief and experience that commercial success and good food safety practice and performance are long-term compatible goals. The intent of the policy is to provide a safe and healthy workplace for employees and to protect the food chain. We employ a systematic best practice review process to ensure 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 around HACCP and designed to control all Critical Control Points The HACCP is produced by following the Codex Alimentarius code of practice and using the most up to date EU legislation. Each location has a HACCP team proportionate to the size, risk and the complexity of the business. The teams develop site specific HACCP plans, based on the specific needs of the site/contract. Each location also manages the quality and quantity checks on products delivered.
Allied Foods has the responsibility and authority for assuring compliance with appropriate regulatory law or guidelines. These shall be clearly assigned to a competent supervisory-level person or persons, and a functional organisational chart shall be maintained. The competent supervisory-level person shall ensure that all employees are aware of their responsibilities and mechanisms are in place to monitor the effectiveness of their operation. The site will ensure, through induction and training, that all staff are aware of the food safety management system. The site will also ensure that all food handlers receive appropriate training. The company food safety policy statement will be placed in a suitably visible position and communicated to all staff during their induction training.
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Allied recognises the importance of ensuring that food is not placed at risk, either during distribution or while in its warehouses. A positive food safety culture is encouraged within the organisation and is actively supported by senior management. Allied is committed to conducting its business taking all responsible precautions and ensuring due diligence is exercised to protect and preserve the human food chain at all stages of involvement. The stages of involvement and therefore the scope of the Allied Food Safety Management System are outlined in Figure 1 Process Flow Diagram If there are differences within a business sector it is responsible for developing the scope of their food safety management system by defining their process flow. The Allied approach to food safety is based on the internationally recognised Hazard Analysis Critical Control Point (HACCP) system which involves the identification of hazards, determination of critical control points and identification, and implementation, of effective control and monitoring measures. Refer to Figure 1 which outlines the flow and the seven principles of HACCP.
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Goods Inward
Storage
Collection / Backhaul
Picking
Loading
HACCP
6. Documentation 3. Critical limits 5. Corrective Actions 4. Monitoring
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3.
Term Food Safety Food Chain
Food Safety Hazard Control Measure End Product PRP Prerequisite Programme
Hazard Analysis
Validation
Verification
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Continual Improvement Food Safety Policy Food Safety Planning & Documentation Management review Food Safety Realisation (Implementation) Validation & Verification
Allied will ensure that: We comply with the requirements of all relevant food legislation and approved codes of practice; We implement the principles of HACCP as appropriate at food handling locations, clearly setting out the appropriate control and monitoring measures to be exercised to safeguard the food chain; We commit to the development and maintenance of appropriate systems and controls in conjunction with interested third parties, and ensure these are adequately communicated to all Allied workers in the food chain.
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Will ensure adequate resources are available to meet food safety requirements. Will ensure that responsibilities are properly assigned, entered into job descriptions and accepted at all levels. 5.4.2 Quality Assurance Manager Responsible for all food safety and hygiene for Allied Foods ensuring at all sites staff are adhering to food hygiene legislation and following the HACCP plan for the site/contract and will ensure that the site managers provide sufficient resources, in terms of personnel & equipment, are employed in order to achieve the required performance levels. Responsible for maintaining and improving the food safety management system 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 have knowledge of the site HACCP plan and an understanding of its importance. Responsible for communication on all food safety related matters and ensuring 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/contract ensuring all staff are adhering to food hygiene legislation and following the HACCP plan for site/contract. The CM/GM will ensure that sufficient resources in terms of personnel & equipment are employed in order to achieve the required performance levels. Responsible for maintaining and improving the food safety management system and will ensure the integrity of the food safety management system is maintained when business changes are made. 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 hygiene in your area, ensuring all staff are adhering to food hygiene legislation and following the HACCP plan for the site. Will have knowledge of the site HACCP plan and an understanding of its importance.
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Will be a member of the HACCP team and is responsible for ensuring the HACCP plan is followed and any area identified as a potential breach in food hygiene or safety is logged and corrective action taken and documented.
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Work in accordance with any training or instruction given. Follow any food safety arrangements and rules established for the protection 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 on food safety. NOTE: Breaches of Food Safety rules will be handled through the Company disciplinary procedure in the same manner as any other breach of Company rules.
5.6 COMMUNICATION
5.6.1 EXTERNAL COMMUNICATION It is important that we ensure sufficient information on issues concerning food safety is available throughout the food chain and, in order to do this, we have identified a number of key relationships that we intend to maintain: Suppliers and Contractors: All our suppliers will complete questionnaire and undergo a vetting and monitoring processes that ensures they have effective food safety arrangements in place. All contractors are briefed on food safety requirements before work commences. Customers: Allied will, in collaboration with its customer, continuously examine the latest industry techniques, technology and equipment with a view to improving food safety performance. Such improvements may be required as a result of new or changing legislation. If Allied takes on additional work or contracts work out the process or company will be audited to ensure the food safety procedures are safe. Statutory and regulatory authorities: We have a procedure to record and communicate within the business all aspects of working with statutory and regulatory authorities. All commitments and plans agreed are documented and communicated to the central health and safety team in the monthly board report. Professional bodies: We work closely with consultancies, training providers and many other advisory bodies to ensure that we keep abreast of changing legislation and best practices in the area of food safety.
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5.6.2 INTERNAL COMMUNICATION It is company policy to establish a HACCP team for all food sites The 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 will include: Food Safety Representative Contract/General Manager As required, representatives from Warehouse, Stock and Admin and Transport management. As required, representatives from the shop floor. Note, this may be a separate meeting or may form part of a management team 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 can be 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) periodic inspections of food safety arrangements. Monitor the effectiveness of food safety training, communication, publicity and signage. Discuss and resolve any problems that have previously been raised directly between safety representatives and management, but without resolution.
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Analysis of results from verification activities, e.g. results of internal audits and self assessments Analysis of changing legislation and / or standards, best practices, etc. Analysis of major incidents involving food safety Progress 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 enforcement authorities Customer focus Customer complaints and rejections Changes that could affect the quality management system Recommendations 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 receive appropriate training. A site induction procedure ensures that all new workers receive appropriate food safety training. The site HACCP team will be required to attend a HACCP workshop covering basic food hygiene, the food safety manual and the audit process. Staff holding Food Safety positions within the company will be competent to carry out their tasks. A system is in place for informing contractors and sub contractors of specific food safety requirements and hazards on site. This may take several forms including formal briefings, food safety reviews, Customer briefings etc. as appropriate. Managers will receive training in their food safety responsibilities under the law, the Allied Food Safety Management Standards and Customer
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demands as applicable. Refresher training will be provided at appropriate intervals. Allied site HACCP members will receive training in their food safety responsibilities. This will cover, as a minimum, compliance with legislation, Company policy and the minimum safety standards document and its associated procedures. Allied employees will be trained in Allied Site Specific Procedures as necessary, 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 SUPERVISORS SUBJECTS TO BE COVERED Legal obligations Food microbiology Food poisoning vectors Principle of hazard analysis Effective temperature control techniques Control of visitors to site Industry guidance is instruction of 6-12 hours duration WAREHOUSE PERSONNEL AND DRIVERS SUBJECTS TO BE COVERED Stock rotation Role of packaging in food preservation Cool chain maintenance, statutory standards Good housekeeping standards Vehicle hygiene (drivers) Industry guidance is instruction of 4-8 hours duration
7.
7.1 GENERAL
In order to realise safe product during storage and distribution of food the company has developed a food safety management system based on the requirements 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 safety elements. These elements provide the structure of the company food safety procedure manual. Each element is documented in a procedure and some elements may comprise a number of procedures and additional guidelines. Each site has developed a HACCP plans each site also maintains records to demonstrate the effectiveness of the food safety management system.
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Quality Management Safety, Health and Environmental Management System Planned preventive maintenance Pest Control Foreign Body Detection / Identification Temperature Control Allied Food Safety Manual Traceability Allied Food Safety Manual
6. Develop flow diagrams to provide a basis for evaluation of food safety hazards. 7. Establish and document existing control measures for each process step.
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HACCP
6. Documentation 3. Critical limits 5. Corrective Actions 4. Monitoring
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THE
OPERATIONAL
PREREQUISITE
Operational PRPs will be documented and will form an integral part of the food safety management system. If the PRP is part of an existing Allied management system, the food safety aspects of the programme will be identified and monitored, especially where food safety hazards are controlled by the programme.
7.6 VERIFICATION
The HACCP team (multidisciplinary in membership) will operate on a predetermined frequency, conducting complete inspections of the entire facility no less than once per month. Records of each inspection are an integral part of this requirement, and documentation of specific assignments and actual accomplishments shall be maintained. Follow-up inspections should be done to ensure that items are corrected. Regularly monitor documentation that may indicate trends of nonconformance and recommend corrective actions Ensure that all staff are aware of the food safety system in place, and that food hygiene maintains a high standard.
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8.3
Monitoring and measurement is key to ensuring that the Food Safety Management 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 not limited to: HACCP Plan verification. Monthly self-assessment against the required level of the minimum food safety standards Local internal audits HACCP Team meetings
8.4
8.4.1 Internal Audit Audits are carried out in accordance with an annual audit schedule and performance is measured against an established set of criteria. The audit report provides an opportunity for site management to agree the findings and to add their comments. The audit also includes a site inspection where points can be either added or deducted for good or bad behavioural observations and safe and unsafe practices. Site Food Safety tours are also typically carried out by site management. Each site carries out monthly self-assessment companys Best Practice standards. audits against the
Audit reports are collated, analysed and distributed according to an established distribution list.
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The Quality Assurance Manager maintains records of audit and selfassessment audit results.
8.5.2
Management System documentation is discussed at site level and Group Board meetings. Changes are requested and approved. Updated documents are issued to control copy holders who are informed as to the nature of the changes made and the impact on the business.
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The board review this Food Safety Management System Manual annually and will update other Food Safety Procedures as necessary.
9.
Ref. FSP-0100
FSP-0200 FSP-0300
FSP-0400 FSP-0500
FSP-0600
FSP-0700
FSP-0800
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FSP-1200 FSP-1201
Element Description Details the key equipment used for purpose of food safety and provides guidance on calibration methods. Describes the methods employed to ensure the site has pest prevention policy. Record Management & Required records, location, responsible Document Control person, retention period. Document control. Managing change. Key Relationships Communication mechanisms, monitoring, measurement and means of consultation. Details commitments to regulatory bodies, provides a means of communicating within Allied Customer Food Quality Quality complaint procedure, foreign body Complaint Procedure procedure .Supplier approval and set up Supplier set up procedure procedures including packaging and label Packaging and label requirements. requirements Also include is the Food Supplier Quality Questionnaire document
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