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Supplier Documentation - Renewal Frequency

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#1 QAMgr79

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Posted 14 April 2015 - 12:00 PM

Hi everyone! I am trying to find information regarding supplier documentation renewal frequency. Currently I am requiring my suppliers to submit documents ( Prod. guarantees, allergen statements, gmo statements, country of origin statement, etc.) annually, even if nothing has changed. Some of my suppliers have pushed back saying they usually only resend these documents every 2 years. I am wondering if someone who has experience with SQF can tell me what auditors like to see-- annually or every 2 years. I tried looking for this info within previous posts but didn't find anything. Any feedback would be appreciated. Thanks!


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#2 Rosemary4

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Posted 14 April 2015 - 12:13 PM

I tend to send out a supplier questionnaire annually (usually within a month of our BRC audit!) and just ask they send updated documentation if it has changed. Some of the data sheets are several years old, but nothing's changed. Certificates are needed annually of course.

 

It might be worth just sending an email annually asking them if anything has changed. Their response can be filed to show an auditor.


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#3 Tony-C

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Posted 14 April 2015 - 01:24 PM

Hi there,

 

SQF Guidance states:

The approved supplier program shall be reviewed at least annually (refer 2.1.4.3) or more frequently, based on supplier performance.

 

I would do as per Rosemary has suggested if you are not concerned about the supplier. If you have confirmation in writing from the supplier that the previous information applies and you have reviewed this then there shouldn't be any issues.

 

Regards,

 

Tony

 


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#4 Tanyam

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Posted 14 April 2015 - 03:35 PM

Well i think it all depends on what you have stated in your supplier approval program.  The certificates have to be renewed immediately they expire. The letter of guarantee should state that the supplier has to inform you if there are any changes in the product specification and this is also applicable to the allergen declaration and GMO statement.

We complete  a form each year to evaluate our suppliers based on criteria such as product quality, documentation, product availability, price evolution, history of relation etc. This form is what we present to the auditor.


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#5 Charles.C

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Posted 14 April 2015 - 04:49 PM

Hi QAMgr,

 

IMEX (not SQF), it helps to lever yr request somewhat. IMO annually is the maximum interval, regardless of theoretical considerations / supplier moans.

 

I have always included  phrases like - 

 

"in order to maintain use of my current Approved Suppliers, I am required to annually provide  XYZ Authorities with confirmation of the following information using Company Headed NotePaper and signed by "Mr Boss"

 

"I enclose  a sample completed format for your convenience."

 

Blah,blah,blah


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Kind Regards,

 

Charles.C


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#6 QAMgr79

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Posted 14 April 2015 - 05:02 PM

Thank you all for the feedback!  All very good points/ideas. Just to clarify, I do require all of my suppliers to give me updated Certs of Insurance, 3rd party audit certs, Kosher certs/ halal certs, etc. every year ( even if they fight me on it or not) since they expire. Specifically I was referring to documents that may not change year after year ( Spec sheets, SDSs, Nutritional info, COO,allergen,etc.) It sounds like if I just confirm with them via email that those docs have not changed, and then keep the email on file, that I will be ok with the auditor.     Thanks everyone for the info!                                                                                                                                       


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#7 Marshenko

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Posted 16 April 2015 - 07:15 PM

I've never quite understood why suppliers "fight back" with their customers over what should be the most basic of requests.  Frankly, it is usually an indicator (to me at least) of an organization that is at least a little disorganized and pretty much automatically raises concerns.  I've always requested documentation annually as well as whenever any changes take place - we are spending a lot of money purchasing from <your company here>, pretty much the least you can do is send me a couple of documents.


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#8 Cravin' Cajun?

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Posted 23 April 2015 - 02:51 PM

My Supplier Approval Policy states that in addition to the annual certificate updates, ALL tier 1 suppliers (materials with direct food-contact) must go through the re-approval process at least annually; Tier 2 suppliers every 2 years; Tier 3 suppliers every 3 years.


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#9 Setanta

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Posted 23 April 2015 - 02:59 PM

I got a minor last year for having one Letter of Guarantee that was 6 years old.  Auditor said that was too long, but I could not get specifics on how often they need replacing.  Reviewing needs to be annually


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#10 SQFconsultant

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Posted 04 May 2015 - 01:45 AM

Every year. Those that push-back.... never again.


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Warm regards,

 

Glenn Oster

 

SQF Registered Consultant - Certified for 29 FSC's

Serving clients in: USA, Costa Rica, Panama & Caribbean Islands

International Toll-Free: 800-546-1452

 

http://www.linkedin.com/in/getgoc

 

www.GlennOsterConsulting.com


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#11 Kelly S

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Posted 04 May 2015 - 04:45 AM

I'm now in my 3rd month with a company that has never had a QA Manager before (they buy and sell dairy powders and contract everything out) so they have never submitted a self audit to a supplier before and I am now having massive issues getting this document completed by the supplier, especially the bigger ones, as they've always been an easy customer and now we're not. As it is I'm sending weekly emails to get the documentation back. And then I'm going to hit them all up again next April  :spoton:

 

I've never quite understood why suppliers "fight back" with their customers over what should be the most basic of requests.  Frankly, it is usually an indicator (to me at least) of an organization that is at least a little disorganized and pretty much automatically raises concerns.  I've always requested documentation annually as well as whenever any changes take place - we are spending a lot of money purchasing from <your company here>, pretty much the least you can do is send me a couple of documents.

 

I agree completely. If you have your system organised properly all you need to do is attach these docs to an email, it's shouldn't be difficult.


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#12 Charles.C

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Posted 04 May 2015 - 12:20 PM

I'm now in my 3rd month with a company that has never had a QA Manager before (they buy and sell dairy powders and contract everything out) so they have never submitted a self audit to a supplier before and I am now having massive issues getting this document completed by the supplier, especially the bigger ones, as they've always been an easy customer and now we're not. As it is I'm sending weekly emails to get the documentation back. And then I'm going to hit them all up again next April  :spoton:

 

 

I agree completely. If you have your system organised properly all you need to do is attach these docs to an email, it's shouldn't be difficult.

 

IMEX, it's often because no-one wants to sign their name for what they know is an "approximation" to the reality.


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Kind Regards,

 

Charles.C


#13 Tony-C

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Posted 04 May 2015 - 04:57 PM

IMEX, it's often because no-one wants to sign their name for what they know is an "approximation" to the reality.

 

Possibly, but IMEX more likely that they have higher priorities and limited resources........

 

Regards,

 

Tony


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#14 Kelly S

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Posted 04 May 2015 - 10:06 PM

Possibly, but IMEX more likely that they have higher priorities and limited resources........

 

Regards,

 

Tony

 

I do agree with this, but at the same time if it's a simple tick and flick style audit which the majority these days are then it really is only a 5-10 minute job. Better to knock it in the head and get it done then put it off and off and off and piss off your customer. But that's just my opinion  :shades:


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“Will this be on the test?" "Yeah, about the test. The test will measure whether you are an informed, engaged, and productive citizen of the world, and it will take place in schools and bars and hospitals and dorm rooms and in places of worship. You will be tested on first dates, in job interviews, while watching football, and while scrolling through your Twitter feed. The test will judge your ability to think about things other than celebrity marriages, whether you’ll be easily persuaded by empty political rhetoric, and whether you’ll be able to place your life and your community in a broader context. The test will last your entire life, and it will be comprised of the millions of decisions, that when taken together, make your life yours. And everything — EVERYTHING — will be on it.”

                  -  John Green


#15 Tony-C

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Posted 05 May 2015 - 03:11 AM

Possibly, but IMEX more likely that they have higher priorities and limited resources........

 

Regards,

 

Tony

 

 

I do agree with this, but at the same time if it's a simple tick and flick style audit which the majority these days are then it really is only a 5-10 minute job. Better to knock it in the head and get it done then put it off and off and off and piss off your customer. But that's just my opinion  :shades:

 

Sure, I wasn't trying to excuse it, keeping customers happy is number 1 priority.

 

I've been a situation where I had several hundred customers and so rather than completing several hundred sets of forms each year I used to send them a 'standard letter', the latest certification report and an updated specification which contained all the information normally requested.

 

Regards,

 

Tony


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#16 Kelly S

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Posted 05 May 2015 - 10:10 PM

Sure, I wasn't trying to excuse it, keeping customers happy is number 1 priority.

 

I've been a situation where I had several hundred customers and so rather than completing several hundred sets of forms each year I used to send them a 'standard letter', the latest certification report and an updated specification which contained all the information normally requested.

 

Regards,

 

Tony

 

That's a really good idea, I think I might look at something like after I'm more settled in the role. It would be a great time saver.


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“Will this be on the test?" "Yeah, about the test. The test will measure whether you are an informed, engaged, and productive citizen of the world, and it will take place in schools and bars and hospitals and dorm rooms and in places of worship. You will be tested on first dates, in job interviews, while watching football, and while scrolling through your Twitter feed. The test will judge your ability to think about things other than celebrity marriages, whether you’ll be easily persuaded by empty political rhetoric, and whether you’ll be able to place your life and your community in a broader context. The test will last your entire life, and it will be comprised of the millions of decisions, that when taken together, make your life yours. And everything — EVERYTHING — will be on it.”

                  -  John Green






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