This video discusses the control of raw materials upon reception in the food industry, focusing on common mistakes and how to avoid them. The speaker analyzes requirements from three international standards: IFS, BRCGS, and FSSC 22000, providing practical advice and real-life examples.
In addition to the key takeaways already listed, Marife Montes also emphasizes these important points:
Risk-Based Approach: The level of control implemented should be proportionate to the risk associated with each raw material. Higher-risk materials require more stringent controls.
Preventive Actions: The video advocates for proactive measures to prevent problems, such as thorough supplier evaluations and clear, easily understood procedures for reception staff.
Documentation: Maintaining accurate and complete records is crucial for traceability, audit preparedness, and continuous improvement.
Collaboration: Effective communication and collaboration between different departments (e.g., purchasing, quality control, production) are essential for a successful raw material management system.
Automation: Where feasible, automating parts of the reception process can minimize errors and increase efficiency.
Legal Compliance: Always ensure that raw material reception procedures comply with all relevant legal requirements. This may vary based on the type of material and its origin.
According to Marife Montes, a practical way to implement an effective control plan for raw material reception should include the following:
What it should include:
Documented Procedure: A well-defined, documented procedure that's easily accessible to all personnel involved. This document should clearly outline who is authorized to accept or reject materials, what controls to implement (visual inspection, document verification, analytical testing, etc.), the criteria for acceptance and rejection, and actions to take if a material is rejected (quarantine, rejection, etc.). The procedure should be presented in a user-friendly format, using flowcharts, checklists, or other visual aids to improve understanding. Marife suggests using a matrix of acceptances or technical instructions to handle diverse raw materials.
Control and Verification Plan: This plan should specify what to review during reception (visual appearance, order verification, quality, shelf life, traceability). Marife gives examples of basic checks: visual inspection for cleanliness, damage, signs of tampering; verification that the received order matches the one placed; checking that the quality and grade of the raw material meet specifications; verifying the product's shelf life; and ensuring traceability. Further controls (specific analyses, temperature checks, etc.) will depend on the risk assessment for each material.
Who should execute it:
Reception Staff: These individuals are the first line of defense. They perform initial checks, identify potential issues, and make initial decisions about acceptance or rejection. Marife emphasizes the importance of training this personnel in the correct interpretation of technical specifications, documentation verification, and the ability to identify subtle deviations (color, smell, texture changes). They must also know how to communicate non-conformances effectively.
Quality Control Department: This department validates the criteria for acceptance and rejection, establishes testing frequencies, trains reception personnel, manages non-conformances, and performs more in-depth analysis when necessary. They have the final say on acceptance, especially in cases involving deferred controls or critical situations.
Purchasing Department: This department manages suppliers, documents, and negotiates requirements. They often receive advance documentation from suppliers.
Management: Management is responsible for providing resources, ensuring procedures are integrated into the system and regularly audited, and monitoring key performance indicators (KPIs).
How controls are registered:
The video doesn't detail specific software or systems, but it stresses the importance of having a clear system for recording all checks and any non-conformances found. This is essential for traceability and demonstrating compliance. Records should include dates, times, personnel involved, and any actions taken.
Concrete examples and real cases:
Case 1: Meat Processing Plant: A meat processing plant received salted lamb casings. Initial visual inspection and temperature checks were acceptable, but the required documentation was missing. The operator accepted the material without addressing the missing documentation. This was an error because it failed to follow procedure, did not register the non-conformity, and did not apply the preventive retention criterion, leading to traceability issues and potential food safety risks.
Case 2: Spice Supplier: A company received vacuum-sealed ground paprika. Because opening the packaging was not immediately necessary and would compromise shelf life, full controls couldn't be performed upon reception. The solution was to place the paprika in quarantine until needed. Then, the necessary analyses (e.g., from the supplier or laboratory testing) would be completed before using the spice in production. This illustrates a situation where deferred controls are implemented, highlighting the importance of defining such controls in advance.
Marife consistently emphasized that the key to successful implementation is a combination of well-defined procedures, trained personnel, proper documentation, and clear communication and collaboration between departments.
According to Marife Montes, the most common errors that can jeopardize a raw material reception system include:
Failure to follow established procedures: This is the most significant error. Not adhering to the documented procedures, even for seemingly minor issues, can lead to a cascade of problems. The example of accepting meat casings without the necessary documentation perfectly illustrates this. Skipping steps or making exceptions undermines the entire system's effectiveness.
Inadequate training and communication: Insufficient training for personnel responsible for raw material reception can lead to incorrect decisions, missed problems, and improper documentation. Poor communication between departments (e.g., purchasing, quality control, production) prevents timely problem-solving and efficient collaboration.
Lack of proper documentation and record-keeping: Incomplete or inaccurate records hinder traceability, make it difficult to identify trends and patterns, and complicate audits.
Ignoring non-conformances: Failing to document and address non-conformances promptly can result in the use of non-compliant raw materials in production, leading to food safety and quality issues.
Inconsistent application of acceptance and rejection criteria: Lack of clear, consistently applied criteria for accepting or rejecting raw materials introduces subjectivity and variability, increasing the risk of errors.
Failure to perform necessary controls: Omitting critical checks, especially for high-risk materials, increases the risk of introducing contaminants or non-compliant materials into the production process.
Not implementing controls for materials that require deferred (post-reception) testing: Some materials, like vacuum-sealed spices, cannot be fully tested upon arrival. Failing to plan and execute these deferred controls before the material is used in production leaves a significant gap in safety and quality assurance.
In summary, the common errors Marife highlights all stem from a lack of planning, training, and a disciplined approach to following established procedures. She emphasizes that addressing these points is essential for building a robust and reliable raw material reception system.
In her podcast, Marife Montes addresses situations where complete raw material controls aren't possible at the reception stage. She explains that when full controls can't be conducted immediately due to the nature of the product (e.g., vacuum-sealed packaging that shouldn't be opened until needed), the solution is to implement deferred controls.
This means that instead of rejecting the material outright, it's placed in quarantine. All necessary tests and verifications are then carried out before the material is used in production. The specifics of these deferred controls—which tests are needed, when they should be done, and how the material is stored during quarantine—must all be clearly defined within the documented reception procedure. Marife suggests that the procedure should specify which materials will require these deferred controls, as well as timelines and any associated alerts that are triggered when the material is needed in production (e.g., a system alert reminding someone to complete testing before releasing the material).
The importance of a well-trained, empowered, and supported team is central to Marife's message. She argues that this is essential for several reasons:
Informed Decision-Making: Trained personnel can identify potential problems during reception and make informed decisions about acceptance or rejection, reducing the risk of errors. They understand the criteria, procedures, and implications of their actions.
Proactive Problem-Solving: A well-trained team can identify and communicate non-conformances effectively. This enables prompt corrective actions, minimizing the impact of any problems. The ability to differentiate subtle deviations is crucial, and proper training equips personnel to perform these critical tasks.
Improved Efficiency: Trained staff can perform reception tasks efficiently, minimizing delays and improving overall workflow.
Reduced Risks: A trained team reduces the likelihood of errors, minimizing food safety and quality risks. Knowing how to handle non-conformances and apply the defined acceptance and rejection criteria protects the production process.
Empowerment and Responsibility: Empowered personnel are given the authority to take action, including rejecting materials that don't meet standards. This prevents acceptance of non-compliant materials out of fear of repercussions. However, this empowerment needs to be balanced with proper training and support.
Teamwork and Communication: A well-trained team contributes to effective communication and collaboration between departments. This ensures that problems are addressed promptly and efficiently.
Management Support: Management's support is critical in providing necessary resources, fostering a culture of food safety, and ensuring proper training and equipment are available.
In summary, for Marife, a well-trained, empowered, and supported team is not just a requirement; it's the foundation of a safe and efficient raw material reception system. It's an investment that significantly reduces the risks and costs associated with raw material issues.
Marife Montes concludes her podcast by urging listeners to check their own raw material reception procedures against the points discussed, ensuring all personnel are properly trained, and regularly reviewing generated records. She emphasizes that food safety is a collaborative effort, not the responsibility of a single person or department. Each team member and department must play their part effectively. She highlights that a mature system relies on proactive, preventative measures rather than constantly reacting to problems; a well-trained team and effective procedures are key to achieving this. Finally, she encourages listeners to share their own experiences and controls via her website to foster continuous learning within the food safety community.
