To ensure that the purchase of raw materials, pack

To ensure that the purchase of raw materials, packaging and services which are critical to product safety, legality and quality are monitored, understood and managed

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Aim

To ensure that the purchase of raw materials, packaging and services which are

critical to product safety, legality and quality are monitored, understood and managed.

Scope

This procedure applies to the suppliers of all raw materials and packaging and includes direct supplier, third party suppliers and critical service providers. 

Responsibility

The Technical Manager is responsible for approving all suppliers of raw materials, packaging, third party suppliers and critical service providers and completing reviews dependant upon risk.

The purchasing department is responsible for purchasing from suppliers which are on the approved supplier list (Ref: Appendix C).  The Technical Manager must be informed if they are to consider a new supplier.

The NPD team are responsible for adhering to this supplier approval procedure when sourcing new ingredients for NPD projects.

Frequency

Supplier self assessment and consequent supplier assessment is carried out whenever a new supplier is considered.  Suppliers are then reviewed periodically by the Technical Manager at a frequency determined by risk.

 

Low Risk – Every 3 years

Medium Risk – Every 2 years

High Risk – Annually

Procedure
  1. As a minimum all new suppliers are sent a Supplier Self Audit Questionnaire (Ref: Appendix A) every 3 years and raw material specification to be completed.
  1. All suppliers used shall be assessed either by a Supplier Self Audit Questionnaire, by a Supplier audit, or if the supplier is covered by a formal accreditation scheme, e.g. BRC Global Standards.
  1. Returned questionnaires and any certificates of accreditation are to be obtained from each supplier and the information provided assessed, ensuring all the required information is present and verified as technically acceptable. Where further information is required, the supplier must not be approved until all the necessary documentation has been received.
  1. If the supplier has declared an accreditation, ensure that a relevant, up to date certificate is present and the specified sections of the SSAQ have been completed. If there is no BRC Global Standard approval or equivalent, the questionnaire must be fully completed which is checked, ensuring compliance with all sections, or suitable explanation of non-compliance. After satisfactory completion and verification of the SSAQ, the a supplier approval risk rating is applied based on the following:

Risk Rating

Criteria

High

Unsatisfactory SSAQ

No 3rd party accreditation

No audits

No history with supplier

Medium

Satisfactory SSAQ

No 3rd party accreditation

Previous supplier history

Low

Satisfactory SSAQ

3rd party accreditation

Audit

Previous supplier history

 

  1. Once the supplier has been approved they will be entered on the Approved Supplier List (Ref: Appendix C) and Supplier Monitoring Sheet (Appendix D).
  1. Following approval and completion of the specification, a raw material risk assessment must be completed for all raw materials and packaging materials (Ref: Raw Material Risk Assessment and Specification Procedure SOP 3.5.1). 
  1. Through the risk assessment, each raw material will be categorised in terms of low, medium or high risk depending on the nature of the product being supplied and recorded on the Supplier Monitoring Sheet (Appendix D).  Suppliers will be monitored against the raw material specification and acceptance criteria defined through the raw material risk assessment (Ref: SOP 3.5.1 Raw Material Risk Assessment and Specification Procedure). 
  1. All new suppliers will be monitored over a trial period of either the first six deliveries or 6 months. If the trial period is unsatisfactory, the company will work with the supplier and revisit the risk assessment extending the trial period or discontinue supply. 
  1. Should any supplier need to be audited directly, Supplier Audit Notes, are to be completed during the audit. These notes should be used in conjunction with the Supplier Self Audit Questionnaire to assess approval status.  Any non-conformances raised during this audit must be addressed within 28 days. (Ref: Appendix B).
  1. Supplier performance is reviewed at a Senior Management level at the xxxx monthly review of the quality management system.
  1. All suppliers or agents are informed that it is an requirement to notify xxxx should any changes to the information provided in the supplier self audit questionnaire or specification change, especially any allergen status to ingredients or factory processes.

Unapproved Suppliers/ Exceptions

Where XXXXXX wishes to use a non approved supplier and approved suppliers cannot provide the correct service, an unapproved supplier will be permitted to supply an ingredient, packaging or service providing they comply with the following points:

  1. The product specification/details are approved to ensure it meets the required standards.
  2. Physical inspection on delivery by the Technical Manager.
  3. Certificate of analysis or certificate of conformance for risk assessment
  4. Approval of the finished product prior to despatch.

If further batches of the raw materials are then agreed, the supplier must go through the approval process.

Management of Suppliers of Services

  1. Formal agreements exist with the suppliers of services which clearly define service expectations and ensure potential food safety risks have been addressed. Where appropriate, SSAQ’s are completed by the service supplier. The following is used for the approval and monitoring of suppliers of services and held on file and documented on the Supplier Monitoring Sheet (Ref: Appendix D).

Service

Approval Method

(Evidence Required)

Service Contract Required

SSAQ Required

Review Method/ Frequency

Pest Control

Members of British Pest Control Association (BPCA).

Defined service contract.

Training records for Biologist and Technician provided.

MSDS and material specifications provided.

 

Yes

No

As per internal audit schedule

Laundry Service

Supplier Self Audit Questionnaires, supplier audit (high risk garments).

HACCP, Segregation procedures, MSDS, Contract

Yes

Yes

As per risk assessment (Supplier Approval Procedure)

Service

Approval Method

(Evidence Required)

Service Contract Required

SSAQ Required

 

Contracted Cleaning

Certification

Cleaning contract.

Chemical specification/MSDS/approval (suitable for use in food production areas).

Cleaning validation and verification.

Yes

No

As per internal audit schedule

Contracted servicing and maintenance of equipment

Certification

Training records.

Specifications for maintenance equipment (e.g food lube) – food grade

Yes

No

As per internal audit schedule

Transport and distribution

Supplier Self Audit Questionnaires, Contracts, Global Standard for Storage and Distribution.

 

Yes

Yes

As per risk assessment (Supplier Approval Procedure)

Off-site storage of ingredients, packaging and products

Supplier Self Audit Questionnaires, Supplier audit.

Yes

Yes

As per risk assessment (Supplier Approval Procedure)

Laboratory Testing

Recognised laboratory accreditation (UKAS) or operate in accordance with the requirements and principles of ISO 17025

 

Yes

No

As per internal audit schedule

Catering Services

EHO approval (if separate from site approval). Audit. HACCP

 

Yes

Yes

As per risk assessment (Supplier Approval Procedure)

Waste Management

Waste management licence.

EHO licence. Contract. Recycling certificate

 

Yes

No

As per internal audit schedule

Any service supplier non conformances are documented on the Supplier Complaints Log (Ref: Appendix B SOP 3.5.2) and reviewed for trends on a monthly basis and reported at Management Review meetings.

 

Management of Outsourced Processing

 

  1. Where any part of the production process is outsourced or undertaken off site, procedures are in place to ensure:
  • Product safety, legality and quality remain
  • Processes are undertaken in accordance with established contracts which define the process and product specifications (ref: supply contracts/specifications)
  • Traceability is maintained at all times.
  1. Xxxxx gain documented approval from all brand owners when production of their product is outsourced.
  1. All out sourced suppliers are approved either by direct audit or by having third-party certification to the BRC Global Standard for Food Safety or other GFSI recognised
  2. standard.  Ongoing assessment is dependent upon the risk associated with the operation following completion of a raw material risk assessment (Ref: SOP 3.5.1).
  1. Any out sourced product on return is subject to visual inspection, chemical and microbiological testing as dependent upon risk assessment and acceptance criteria (Ref: SOP 3.5.1).  All incoming product is recorded on the Goods Inwards record (ref: goods in record).
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