Achieving SQF Certification in 2013

A Plan and Resource Guide

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Introduction: SQF Basics

Safe Quality Food, SQF

The SQF System is a Food Safety Management System (FSMS)

The system defines requirements for integrated processes that work together to control and minimize food safety hazards. To achieve certification you must implement processes for:

• Management Commitment • Document Control and Records • Food Safety Fundamentals • Food Safety Plans • Verification and Validation • Product Identification and Traceability • Site Security • Allergen Management, and • Training

The certification program is managed by the Safe Quality Food Institute (SQFI). More information about SQFI can be found at the website: www.sqfi.com

The SQF System was designed to provide companies in the food industry with a recognized certification to demonstrate that they have a rigorous food safety management system in place.

The SQF is recognized by the Global Food Safety Initiative (GFSI), providing worldwide recognition and acceptance by food manufacturers and retailers. More information on GFSI can be found at the website:www.mygfsi.com

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SQF Levels and ModulesA supplier can choose from 3 Levels of certification

• Level 1- Food Safety Fundamentals• Level 2- Food Safety Fundamentals and HACCP (GFSI Recognized) • Level 3- Integrated Food Safety and Quality (GFSI Recognized)

The requirements are found in the SQF Code. There are 16 different modules in the code. All companies must meet the requirements of Module 2, and this is the module that has three different levels of requirements.

Your first decision is what level you will pursue. If you want GFSI recognition you must achieve level 2 or 3. Level 2 is focused on food safety but does not include quality requirements. Level 3 requirements address both food safety and quality.

Modules 3-16 define Food Safety Fundamentals (or GMPS) for different industry segments. You will choose the module that applies to your industry segment. For more information on the different modules and industry segments visit: http://www.22000-tools.com/sqf-modules.html

SQF Guidance Documents

SQF Documents can be downloaded at the SQFI Website and include:

• SQF Code• Guidance for Developing, Documenting and Implementing SQF • Additional guidance documents

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Initial Certification to SQFChoose an accredited certification body for your organization. Certification companies are listed on the www.sqfi.com website. Once you have implemented the system your certification body will perform a Document Review to determine readiness for your next step, the On-site Audit.

If the audit identifies areas of the system that do not comply with the SQF Code, you will need to correct nonconformances before you will be recommended for certification. Once those are corrected and verified your company will be recommended for certification. The system will then be monitored by your auditor through surveillance audits.

The SQF Certification AuditDuring the certification audit the SQF Auditor will examine your SQF System to determine:• If the system has been implemented effectively• If there is evidence of Management Commitment to the maintenance and

improvement of the system• If activities comply with regulatory, customer and SQF requirements

Findings are categorized as:Minor Nonconformity, must be corrected within 30 days and will be verified at the next audit• This is a nonconformance to the documented system or to the SQF Code that

does not cause an immediate food safety risk or indicate ineffective implementation of a system element.

Major Nonconformity, must be corrected and verified within 14 days of the finding• A Major nonconformance is a nonconformance to the documented system or

to the SQF Code that could cause an immediate food safety risk or indicate ineffective implementation of a system element.

Critical Nonconformity, results in a suspension of certification• A critical nonconformance consists of a loss of control at a critical control

point, prerequisite program or other process step that could cause a significant risk and product safety is compromised or any falsification of records

The SQF Surveillance AuditOnce certified, your certification body will audit to ensure that your organization continues to comply with requirements, conducting surveillance audits at a frequency determined by your performance in the certification audit.

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SQF Practitioner

Qualifications and ResponsibilitiesEach company must designate an SQF Practitioner. The practitioner must be a company employee and have an understanding of the requirements of the SQF code. The practitioner must be trained in HACCP.

The SQF Practitioner will lead the development and implementation of the Food Safety Fundamentals (also referred to as GMPs or Prerequisite Programs) and the Food Safety Plans (HACCP Plans).

It is also the responsibility of the SQF Practitioner to ensure the maintenance and integrity of the SQF System, communicate essential information to personnel and to perform validation and verification activities, including:

•Validate and verify Food Safety Fundamentals•Validate and verify Food Safety Plans

Training for the SQF PractitionerThere are various options for training programs to meet the requirement of demonstrating knowledge and understanding of the SQF Code. There are onsite classroom courses 2-3 days long as well as online courses. You will need to demonstrate to your auditor that you have been trained on and understand the code. You may also choose to become a certified practitioner (information at sqfi.com). Certification is optional for the practitioner.

Train your SQF Practitioner using our Online Training Series:

A. Introduction to System Elements

Covers all the requirements of Module 2- SQF System Elements

B. Food Safety Fundamentals

Covers the requirements of the food safety fundamentals modules (GMPs)

C. The Gap Analysis Checklists and Tutorial

Includes checklists for the System Elements and Food Safety Fundamentals

D. Plan, Implement and Document an SQF System Includes document templates and detailed implementation plan

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Tasks Jan Feb Mar April May June July Aug Sept Oct Nov DecSee detailed instructions

for each step after the table

Designate and Train the SQF Practitioner

XTrain the Management Team

XPrepare for a Gap Analysis

XConduct the Gap Analysis

XCreate implementation plans for processes

XAssign processes to teams for implementation

X

Management Responsibility

X X XDocument and Records Control

X X XSpecifications and Product Development

X X

Food Safety Fundamentals

X X X XFood Safety Plan X X XIncoming Goods and Services

X XControl of Nonconforming

X XRework X XFinished Product Release

X XValidation and Verification

X XCorrections and Corrective Action

X XProduct Sampling and Inspection

X XInternal Audits X XProduct ID Trace X XProduct Defense X XAllergen Management

X XTraining X X

Implementation Plan for 2013

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Train the Audit Team XConduct Employee Training

XTrain Internal Auditors XStart Internal Audits and Management Review

XDocument Review by Certification Body

XCERTIFICATION AUDIT X

Implementation Plan for 2013

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1. Designate and Train the SQF Practitionera. Hold a management meeting and designate the SQF Practitioner. They must

be an employee of the company. The person that is managing food safety is a good choice (Food Safety Manager, HACCP Coordinator, Quality Manager – these are good choices for this responsibility)

b. Train the practitioneri. Sign the practitioner up for the Vinca Online Training courses:

A. Introduction to System Elements

Covers all the requirements of Module 2- SQF System Elements

B. Food Safety Fundamentals

Covers the requirements of the food safety fundamentals modules (GMPs)

C. The Gap Analysis Checklists and Tutorial

Includes checklists for the System Elements and Food Safety Fundamentals

D. Plan, Implement and Document an SQF System Includes document templates and detailed implementation plans that you will use in the next steps of your project.

c. If they are not already trained in HACCP, sign the practitioner up for a HACCP Course. Choose a classroom course or an online course. An online course is available at: AIB and many classroom courses are available.

2. Train the management team.

a. The management team should complete training on the system elements so they are informed on what the system requirements are for SQF.

i. Sign the management team up for the Vinca Online Training course:

A. Introduction to System Elements

Covers all the requirements of Module 2- SQF System Elements

3. Prepare for the Gap Analysis

a. The practitioner will have the tools and knowledge for planning the gap analysis when they have completed:

C. The Gap Analysis Checklists and Tutorial

Instructions for Steps:

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Includes checklists for the System Elements and Food Safety Fundamentals

4. Schedule the gap analysis

a. Schedule your gap and inform all areas of the purpose of the gap and the days that the auditors will be coming through so everyone is aware and ready to assist.

b. Complete the gap using the forms and checklists the practitioner has been provided with through the online course.

5. Use the information from the gap analysis to complete implementation plans for each of the processes on the schedule.

a. The practitioner will have the plans and training needed to complete this step when they have started the training:

D. Plan, Implement and Document an SQF SystemIncludes document templates and detailed implementation plans that you will use in the next steps of your project.

6. Assign teams (or a person) to implement and document the new process. They will use the procedure template, implementation plan and gap information that the practitioner will provide them (from the training program and customized from your gap analysis).

a. Schedule the teams, and assign a target timeline. Timelines are suggested in the table above, and may be adjusted for your organization size and status of your current system.

b. The practitioner will review the implementation plans and the documentation from the team following guidance and checklists in the training program.

7. Train your audit team

a. Designate 3-6 people (or more) depending on the size of your facility.

b. Sign them up for the Vinca Online Training course:

E. Internal Auditing

Includes an online, interactive practice audit.

8. Conduct Employee Training

a. Call us (800-746-3174) for a group package based on the number of your employees and sign employees up for the trainings:

Instructions for Steps:

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A. Introduction to System Elements

Covers all the requirements of Module 2- SQF System Elements

B. Food Safety Fundamentals

Covers the requirements of the food safety fundamentals modules (GMPs)

9. Start your internal audits and management review meetings following the processes defined in the new procedures based on the templates provided and customized by your teams.

10. Have your document review by the certification body you have selected.

a. Correct any findings and address any opportunities for improvement that the auditor has identified.

b. Continue internal audits and management reviews.

11. Have your certification audit, and celebrate your results!

Instructions for Steps:

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Resources:

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ADDITIONAL RESOURCESADDITIONAL RESOURCES

FREE TOOLSFREE TOOLS

Free SQF PowerPoint Presentation

What is HACCP?

Free Tutorial: Certification Basics

PRODUCTS FOR SQF IMPLEMENTATIONPRODUCTS FOR SQF IMPLEMENTATION

SQF Checklists

SQF Online Training

SQF Procedures, Forms, Manual and PRP Templates

FAST TRACK PACK – for SQF Certification

SQF Premium All-in-One Online Implementation Package

Document Control Software

If you are interested in a quick start and a fast track to your SQF Certification, use our Fastrack Pack to quickly work you through each step of your implementation. Our tools and training help you create a system that is effective, efficient and tailored to your organization.

Register your Project Manager or SQF Practitioner for the Fastrack Pack that includes all of our documents, tools and detailed how-to instructions that will guide them through each step of the project. Our tools and training help your company create a system that is effective, efficient and tailored to your organization.

Documents include our: Manual, Procedures, Food Safety Fundamentals, Forms, Checklists, Implementation plans and more. The training series includes courses to cover each step of your project:

A. Introduction to System Elements Covers all the requirements of Module 2- SQF System Elements

B. Food Safety Fundamentals Covers the requirements of the food safety fundamentals modules (GMPs)

C. The Gap Analysis Checklists and Tutorial

Includes checklists for the System Elements and Food Safety Fundamentals

D. Plan, Implement and Document an SQF System Includes document templates and detailed implementation plans

E. Internal Auditing

Includes an online, interactive practice audit.

Available for:

SQF Level 2: Food Processors

SQF Level 3: Food Processors

SQF Level 2: Packaging Manufacturers

SQF Level 3: Packaging Manufacturers

Resources:

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