How to put together a contract service provider register?

Hi all, this will be my first audit as quality manager and am stuck on how to go about putting together a contract service provider register. How to organize it and what kind of format and information they are looking for. We just have basics, ex: pest control, waste management, uniforms, cleaning supplies and a few others. Any help or examples how you did it? Thanks!

Veruca,

First of all :welcome: to IFSQN.

Now:

You posted a very a good question in a very vague section of the boards.  Are you setting this up for a specific standard?  It would be exceptionally helpful  to know if you are because different standards require different things potentially.

I guess that would help, sorry. We are SQF level 2.

We are currently certified but have went through several management changes and I believe this piece has been over looked or lost at some point.

Also it is a confectionary business. Thanks!

Ohhh ok see SQF has some particularities to it in this regard and that's why I wanted to know what standard you had.

Ok for the SQF level 3 system I had at my last position what we did for that was to keep a copy of all of the agreements from our contract service providers together in our SQF system binder.  That's what my quality manager directed me to do and she had previous experience in SQF.

Beyond that I don't particularly know for sure but typically any register can be taken care of in Excel. I would suggest the name of the company, contact, phone number, date of the contract, maybe some scoring metric if you have those (what was the last grade you gave them), etc.

There are some people on here that are currently in SQF that may have more answers for you.

Ohhh ok see SQF has some particularities to it in this regard and that's why I wanted to know what standard you had.
 
Ok for the SQF level 3 system I had at my last position what we did for that was to keep a copy of all of the agreements from our contract service providers together in our SQF system binder.  That's what my quality manager directed me to do and she had previous experience in SQF.
 
Beyond that I don't particularly know for sure but typically any register can be taken care of in Excel. I would suggest the name of the company, contact, phone number, date of the contract, maybe some scoring metric if you have those (what was the last grade you gave them), etc.
 
There are some people on here that are currently in SQF that may have more answers for you.

Hi All,

I have recently gone through my 5th SQF audit (level 2 &3) and this is the 1st time the auditor has not accepted a register, contract agreement, license as sufficient means of contract service provider approval.  What the auditor wanted to see is not what the contractor gives you but what you require of the contractor.  For example: create a specification similar to any other type of specification that states what the requirements are for training, education, certification, regulatory compliance, insurance, etc...... then show that your contractor meets your requirements.

Dear Veruca:

I think you can first categorize the service providers in groups e.g. pest controller, machine contractor, testing lab, calibration lab, waste management, uniforms, cleaning supplies etc. Then you can also put the date they are being approved as your service providers. Also add in other details like address, contact person, certification obtained (e.g. ISO 17025, ISO 9001 etc.) and the rests as the minimum of this register. Put a revision number (and effective date) to this register and sign by the person who prepare it.

Regards,

Yong

We do not have contracts with most of our service providers. Am I expected to include them on the Register?

(I am working on this right now myself... Must. Condense. Advice.) 

I did mine in excel, where documents should be on file, input the date the document was produced/ received, scan and save into structured folder and then hyperlink actual document to the date. 

Here is my register... 

except this information is fake. wouldn't want to out my pallet provider or anything  :giggle:

One thing I will mention that has helped me immensely : Figure out the expectations for Suppliers/ Vendors/ and Contractors. At least for BRC expectations are different, and I am finding that managing internally expectations are different as well. I should have did that first  (and then learned the hard way)

Edit** I tab out each department so then each manager knows what document is present / available and when current forms are needed