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Preparing for your Food Safety Audit


Published on

Main points covered:
• Overview of the pre-certification process
• Understanding your CB
• Application process
• Selection of auditor(s)
• After the audit: recommendations

This webinar was presented by PECB Certified Trainer and Managing Director for Quality Systems Solutions & Initiatives (QSSI), Ms. Sheryl Anderson.

Link of the recorded webinar published on YouTube:

Published in: Education

Preparing for your Food Safety Audit

  1. 1. Preparation for Food Safety Audit
  2. 2. Sheryl Anderson Managing Director Quality Systems Solutions & Initiatives (QSSI) provides consultancy, training, documentation and auditing services in international standards primarily ISO 9001, ISO 22000 and HACCP. QSSI also provides business support services such as strategic planning, development of risk management plans and feasibility studies. . 876-881-6489 systems solutions & initiatives
  3. 3. Journey towards certification
  4. 4. Implementation Global Food Safety Initiative (GFSI) standards • Safe Quality Foods (SQF) • British Retail Consortium (BRC) • Food Safety System Certification (FSSC 22000) Other standards • Hazard Analysis Critical Control Points (HACCP) • Good Manufacturing Practices (GMP)
  5. 5. Certification Process
  6. 6. Why do you want to be certified. Reasons for certification Improve my processes Increase my efficiency Required by my customers Brand Recognition Better way to do business Competitive Strategy Certificate on the wall
  7. 7. Certification Quadrants Quadrant 1 Quadrant 2 Quadrant 3 Quadrant 4
  8. 8. What will the CB check? Application and Contracting Stage Your document review begins here!
  9. 9. • Ask for the Auditor’s credentials • Biodata/CV • You may request another auditor : ▫ Perceived conflict of interest ▫ Previous experience with the auditor ▫ Poor Customer Service Tip # 1
  10. 10. Document Review Stage Auditor’s preparation for the audit
  11. 11. • The Audit plan is flexible • It may be changed to allow for seamless operation • Availability of the required personnel • Emergency situations Communication is key. You do not want to appear uncooperative! Tip #2
  12. 12.  Assessment of food safety documentation  Meeting the requirements of the standard  Risk management plan  Master document index Management's commitment to the process  Communication of the policy  Demonstrated commitment of the senior management team  Depth of the Management Review and decisions taken Stage 1 Audit
  13. 13. Establishment of the Internal Audit System Approach to Auditing Competence of the auditors Corrective Action System Senior Management’s commitment to determining root cause Closure rate of NCs Stage 1 Audit
  14. 14. Tip # 3 • Reduce anxiety by preparing employees for the audit and explain what to expect • Ensure that all employees interact with the external auditors in the correct way • All pre-identified weaknesses in the system must be effectively corrected. • Train employees to give the right answers and avoid common pitfalls
  15. 15. • You are being audited from the time the auditors arrives, to when the auditor leaves….and then some! • Casual conversation • Having lunch or coffee break Tip # 4
  16. 16. • Auditor’s first interaction with the organization • Getting to know you (first date jitters) • Stage 1 audit gives a good indication of the success of stage 2 (Some CBs conduct a desk audit for the stage 1) • Stage 2 timeline at the discretion of the auditor (Onsite) ▫ Good indication of the system ▫ Address areas of concern expeditiously Tip #5
  17. 17. Interviewing staff and aligning to what management “believes” is implemented In depth auditing, focus on system Review of records (match the records list to the records references in the procedures) Stage 2 Audit
  18. 18. Stage 2 - Involvement of people  Comparison between what managements says vs what employees do  Connecting the strategic with operational  Polices and procedures are understood  Employees are trained  One system, one business  Interviews with, and observation of process owners.
  19. 19. • Perfection raises suspicion • Have major documentation prepared or accessible (in their meeting room) • Documents must be easily retrievable • No wait times for personnel Tip #6
  20. 20.  Implications of Major Non-Conformance Follow Up Audit Implement the corrective Actions Implications for Minor Non-Conformance Conduct proper root cause analysis Submit corrective action Affects certification timeline Corrective Actions
  21. 21. • Prepare CAPs early • Form Root Cause Analysis Teams • Be Clear and Concise • If CAPs are rejected, ask for justification. Clarify if needed. Tip #6
  22. 22.  The recommendation of the auditor is always considered Turnaround time of a month Done by an independent committee Certificate issued (but owned by the CB) Certification Decision
  23. 23. • External audits rarely turn out to be as daunting as first feared. • The auditor is looking for a system which meets your organisation's needs. • Good attitude towards the audit • Improvement culture and good knowledge of the management system within your personnel are going to impress and influence the auditor most of all. Tip #7
  24. 24. • Get everyone excited and involved • Give updates to your personnel, relieve tension • Be prepared for the non-Conformances • External Audits rarely rewrites a non-conformance found in a recent audit unless considered critical • External Auditors are independent, so take their findings seriously Tip #7
  25. 25. • Close out all NCs • Ensure the team remains motivated • Team Approach to corrective actions implementation Recommendations
  26. 26. QUESTIONS 876-881-6489 systems solutions & initiatives THANK YOU