vendor approval problem - food safety network

Vendor approval problem - Food Safety Network

3/22/2012 4:15:42 PMhttp://www.ifsqn.com/forum/index.php/topic/15621-vendor-approval-problem/page__p__41781__hl__contract__fromsearch__1

1 2 �

DAVE84 Posted 25 January 2011 - 08:04 AM

Simon Posted 01 February 2011 - 03:21 AM

DAVE84 Posted 01 February 2011 - 08:08 AM

Jomy Abraham Posted 01 February 2011 - 07 :33 PM

Vendor approval problem

Recently during developing approved supplier program i triggered one problem, where suppliers sends a summary of their HACCP prgram. Which says that howthey built program, how they conduct training, how oftenly they provide refreshment training and at the end its says that according to company policy it can not beshared with any one, if wewant to review it we have to go on site. Also in thirt party audit document they just send audit score. Is that sufficient documentation tomeet SQF requirments? or i must have their HACCP plan or full audit report? or both?

Thanks

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Dave, can they send you the index page from their food safety quality manaul? Also are they certified to SQF or other standard, if so maybe you can verify theiraudit status that way and perhaps get a copy of their report or at leastmore details??

Thanked by 1 Member: DAVE84

Hi Simon ,

Acualy most of the company we have as a vendor does not have SQF certification. They go through 3rd party audits. Some of them also do not send audit reportsaying that its a confedential material . They just send a written statements on the companies letterhead that they have HACCP in place. They just send a score of3rd party audit and score summary like

maintenance of food safety 180

sanitation and cleaning 190

Maintenance of prerequisite program 195

but from this poiints no body can tell where they lost their points... ..

I am having really a tough time... as most of the vendors we have are from long time... and my company had not asked such documents from vendor in past.. ijoind the company few months ago.. and now that i am trying to get this info and getting such kind of answers.... . I know i am not the only one who faced thisproblem but i am also bound by deadlines for SQF audit ..

Dear DAVE

What is your criteria of Supplier evaluation. If your system is strong, you can collect all the documents. If the supplier system is stronger than yours, it may dependon the brand value of each organization.They can issue either controlled copies or uncontrolled copies of any Valid document . Being a valued Customer, theyshould provide a copy of report until its considered as confidential under thier system ( product formulas, trade invoice values etc) My suggestions are

1. Develop a Supplier approval System2. Define the criteria of supplier approval3. Supplier approval questionnaire should be forwarded to the supplier before signing the contract or during the tender

IFSQN News & Offers:Oct 05 2011 11:39 PM IFSQNWebsite Statistics Q1-Q3 2011



Charles.C Posted 02 February 2011 - 12:30 AM


4. Supplier questionaire should capture somequestions like...Do you have ISO/HACCP/ ,.. .certifications. If yes attach copy, Will you allow us to audit yourmanufacturing unit?, Will you provide Cetificate of Analysis with each consignment?5. Calculate the initial assesment score. Define minimum score for initial approval of the supplier ?6. Collect the sample and conduct the lab anlaysis7. Conduct a Supplier Audit based on thier permission (as explained supplier questionnaire).8. Approve the supplier based on your initial evaluation score ( suppier quest), Supplier audit.9. Develop a Supplier history card and evaluate based on customer complaints , rejections at your dock, timely delivery, communications , commercial values etc ...10. Reject the customer, if the history card score exceeds the minimum score11. You can also set warning letters before rejecting /deleting the Supplier from the approved List.

RegardsJomyAbraham

(http://www.ifsqn. com/forum/index .php?app=forums&module =forums&section=findpost&pid=41751) DAVE84, on 01 February 2011 - 08:08 AM, said:

Hi Simon ,

Acualy most of the company we have as a vendor does not have SQF certification. They go through 3rd party audits. Some of them also do not send audit reportsaying that its a confedential material . They just send a written statements on the companies letterhead that they have HACCP in place. They just send a score of3rd party audit and score summary like

maintenance of food safety 180

sanitation and cleaning 190

Maintenance of prerequisite program 195

but from this poiints no body can tell where they lost their points... ..


Thanked by 1 Member: Ricky E

Dear Dave,

Quote


I sympathise, have had some experience of this situation (but not SQF) before. I used 2 stages, initially with gentle (ie polite) request to managing director, egcurrent requirements for our approval to XYZ standard demands that our suppliers provide us with abcd documentation ( stating your necessary kind of input, best

illustrated with an example IMEX, [minimises wriggle factor ]). Add time frame for response (eg 1month)plus promise to give full assistance in case anydifficulties then wait. IMEX this will work for the decent / more organised suppliers and not for the "don't cares" or simply unorganised (unsafe ??). There is atemptation to ask for un-necessary data, it is critical to mimimise / simplify one's request as far as possible IMO.

Some responses rapidly appeared but were technically useless. These were immediately followed up by phone to relevant QA (who normally were immediately"burdened with replying" of course) with suitable expressions of appreciation for response followed by an explanation of difficulty. Results then achieved were

across the whole knowledge spectrum as you can expect. Occasionally, extraordinarypatience is required.

After 1 month I upped the pressure onemore (written) notch for non-respondents, eg have noticed that we hv not yet received a response to our request of ... ...Please be informed that we are obliged to include a list of approved suppliers for our shortly to be submitted application for certification to XYZ. This requires ourhaving documentation as requested .. . on file. Please act accordingly.

I then allowed 1 more week afterwhich you hv to make some decisions .(eg telephone calls for final demands)

The tricky (and personally dangerous part) IMHO is what latitude you actually have vis-a-vis yr own company / senior management . I had backing to simply ejectpeople who didn 't respond (or were proven totally incapable) in above scheme (initially 50% response, ultimately 80%pass after considerable sweat, coaching and

deliberation ). But, if management are actually happy with the current status quo and other circumstances are dictating the new action (eg Group Policy), verycareful treading indeed is required. This depends on the exact situation.

Rgds / Charles.C

Thanked by 1 Member: Ricky E

so basically if supplier does not provide either HACCP or 3 rd party audit report. Siply remove them from list. Correct?



Charles.C Posted 02 February 2011 - 07 :10 AM


1 2 �

Dear Dave,

It’s probably a mixture of case-by-case/SQF’s specific requirements/yr-yr Company’s own criteria ?

Some (whole) fish suppliers ’ concept of food safety is to make sure their nets aren’t broken. Suppliers of factory manufactured food additives clearly a differentscenario. Nonetheless, both sources had to mutually agree / document with receiver regarding appropriate product quality / safety specifications but the additionalrequirements varied (eg up to the levels in jomy abrahams's post). Nonetheless, no compliance with minimum requirement > no listing approval.

I think for most standards the full details of Supplier Approval/performance rating are risk based / left to the receiver but SQF I don’t know.

Rgds / Charles.C

Thanked by 1 Member: DAVE84

Well in my case i do not think that my managment will support me to simply eject the suppliers who do not want to share their documents. Probably i will think ofsomemethod which will atleast help me bit. I will sahre the idea as soon as i will finalise...

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