how to deal with unannounced brc audits

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Get Ready for Unannounced Audits with Q-Pulse

Jim FlynnGlobal Business Manager

Food and Drink

Linkedin.com/company/gael-ltd @GaelQuality

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• Introduction• Background• Root Problem• What’s Required• What This Means• Industry Maturity• Benefits• Q&A

Agenda

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• Glasgow based solutions Co.• 100 Staff• Est. 21 yrs• 2500 customers in 70 Countries• Roots in Quality Management• 250+ Food, Drink & Packaging Customers• BRC Business Services Partner• Goal – To improve quality and food safety

in the UK food sector through smart tools and relevant expertise

About Gael Ltd

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Some Customers

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How Prepared Are You?

50% + may NOT be well Prepared

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The Driving Force

Horsemeat broke the Camel’s Back!

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"We need to work better with Industry to share information and ideas and potential hazards and problems in the supply chain" 7th March 2013

"We need to understand the systems businesses have in place and the safety and quality controls in place, so we can protect the consumer"

Catherine Brown – Chief Executive - FSA

The Mood

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"We will work with the FSA and food businesses to learn lessons and to make any changes that are needed to restore and maintain consumer confidence in the food chain."

“A Spokeswoman”DEFRA

The Mood

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• Quality and Safety the focus• Shared Challenge:

– “Prove to the public that they can Trust the Systems ‘that put food on their plates.’”

Prof. Chris ElliotFSA Britain Supply Chain Review

The Fall Out

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What is The Big Issue

This Will Come Through Unannounced Audits

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What Problems?

• Key Staff on Holiday• Reliance on One Person• Actually DOING what is

Documented• Being Compliant and Efficient

People Don’t Like Surprises (not this kind anyway)

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Industry Views

• The Time Limit "I think an unannounced audit should be 1 hour maximum to minimise disruption“

• The Right Thing "I would prefer unannounced audits as it helps to be alert at all times“

• The Scout “Everyone is briefed and knows what to do when the Auditor Alarm is sounded”

• The Prepared "The answer here is plain and simple. Run your business like you are always prepared for an audit“

• The Embedded "effective FSMS can only be found on the factory floor and not in a well indexed manual."

Which Approach Do You Think Works?

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What is the Root Problem?

This makes compliance Hard Work and Prone to Non Conformance

Up to 75% of Food and Drink Business operate a Manual or Paper Based FSQMS

75%

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What’s Required?

Plan, Do, check Act must be Applied to All Disciplines – Its About Operational Safety and Quality

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What This Means

• Check• Act

• Do• Plan

- Documents- Policies- Procedures- Plans- Information

- Training - Adoption- Courses- Records- Evaluations

- Audit / Review - Assessment - Monitoring - Maintenance - Calibration

- Corrective Actions- Preventive Actions- Non conformances- Root Cause Analysis- Learning / Improving

Success Requires an Integrated and Iterative Approach to All Operations

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CA/PA Automation is Key

CA/PA Processes are NOT THE END but the START or a NEW IMPROVEMENT CYCLE

Plan

• Documents• Procedures

Do

• Training• Adoption

Check

• Audit• Assessment

Act

• Preventive Action• Corrective Action

Analyse

Specify

Implement

Approve

Improve

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A Systems Approach

All Parts of the Business Are Involved – NOT JUST QUALITY!

Plan

• Documents• Procedures

Do

• Training• Adoption

Check

• Audit• Assessment

Act

• Preventive Action• Corrective Action

Procurement• Supplier Selection, Contract Negotiation, Renewals / Negotiation

Production• Production Schedule, Start Up Procedures, Performance Monitoring

Quality• Supplier Approval, Quality Plans, Quality Monitoring

Technical• NPD, Product Specification, Production Process

Sales• Customer Expectation, Customer Liaison, Contractual Agreement

Engineering• Maintenance, Repair, Performance

Health & Safety• Training, Procedures, Equipment

Hygiene• Training, Performance

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It’s About Improvement

Improvement is about the Management Process and How Well it’s Executed and Monitored!

Standards

Change

Waste / HarmLoss of Control

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StrategyTime

Money

Tools

Environment

Culture

Product Safety& Quality

Time, Money and Tools are Directly Related to Culture and Environment and Product Safety

It’s About Commitment

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Senior Management Commitment Requires Major Engagement

Leadership Strategic Plan Operational Plan

Time

• Planning• Review• Ownership• Engagement

Money• Resources• Equipment• Information

Tools• Technology• Software• Training

Environment

• Proactive• Reporting• Sharing• Learning

Culture• Teamwork• Collaboration• Improvement

It’s About Engagement

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Purchasing Director

Manager

Production Director

Manager

Supervisor

Quality Director

Manager

Supervisor

Technical Director

Manager

Managing Director / CEOESCALATION

It’s About Embedding

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Not Everyone is Ready

Risk

SMS

IMS

QMS

RISK MATURITY

Senior Management Commitment Requires Major Engagement

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Rewarded Risk Tool

The Deloitte Risk Diagnostic Tool

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Coping With Unannounced Audits

Systems Modernisation

Embedding in Business

Integration

Efficiency and Effectiveness

Act Now

Summary

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Get Ready for Unannounced Audits with Q-Pulse

Any Questions?

W: www.GaelQuality.com

T: 01355 593400

E: [email protected]

Linkedin.com/company/gael-ltd @GaelQuality

Thanks For Listening

http://www.gaelquality.com/