Approved Supplier Program

Hello guys,

On our audit last year, we got points taken off for not having a written procedure for an approved supplier program.  So, I put together a supplier approval questionnaire and sent it out to our suppliers.  I have been getting them back....great.  Now, for the written procedure.  I don't know where to start,  what all I need to include and put in place.  Any suggestions or examples would be greatly appreciated.  I feel a little bit overwhelmed because I am new and a lot of procedures were not written before and I am trying to get them done before this year's audit.

Have you referenced any standards or guidelines?

A good guidance is the AIB consolidated standards: http://www.aibonline...ety_web_ENG.pdf.

It gives you the basic requirements to full fill and you can tweak and fill in the specifics to your industry type. The have some standards that are specific to industry (check their web page).

I used this as a guideline when I wrote one for a previous Beverage company I worked for.

You can check other standards and see what guidelines they give.

Hi there,

Your program should be based on risk so the risk associated with the material being supplied to your finished product for example

Supplier RA Categories.png   174.26KB   0 downloads

The scale of assurance required from your suppliers is based on the risk of any likely hazards and the ability of your process to eliminate them.

Regards,

Tony

Like Someone said before, it has to meet the product being supplied

Here are the main points for mine 

Each Vendor is evaluated

Evaluation includes but  is not limited to:

1. Proper shipping methods and timeliness.
2. Correct labeling and weights. This includes Allergen listing.
3. Correct analysis if applicable.
4. COA with load if applicable.
5. Correct performance when in production on a consistent level. (Variances may lead to a longer probation time or rejection)
6. After the probationary time if all is in order, including receipt of a Letter of  Guarantee, Third party audit if a food ingredient and/or full product specifications, the product will move to the Approved Supplier List.

 The vendor approval check list includes for ingredients, but is not limited to:

Vendor contact information- for quality/ recall issues.

Product Specification that includes:

Nutritional information, if necessary/possible

Allergens

Complete broken out ingredient line that includes processing aids.

Letter of Guarantee

Certificate of insurance

Last 3^rd party audit w/ corrective actions

Nutritional information, if possible- or if necessary

Hello everyone, I had an SQF Audit and got hammer due our necessity to buy small condiment amount from our local Walmart, is there any recommendation on how to word this situations in our Supplier Approval Program?. Also, if we already have the product on hand, will it be ok to send a sample to our 3rd party lab and have it analyzed so we can generate an internal COA?

The product we have is Paprika and Chili Powder, I'm thinking TPC, Yeast and Mold.

Please let me know.

You are going to word this situation and send for testing post-factum? I mean, you've already received NC for this and you need explanation, right? BTW, I personally don't find TPC useful, but it's up to you. I would test for E. Coli and Y&M

Yes, we already have the product in our WH, I have it on HOLD but I know we will need to use it very soon. I will like to include this type of situation in our program, the fact of the matter is that we only use less than a lb a month. 

I would include this situation into Supplier Approval program too, especially as you're using this kind of products. Not sure what SQF code states RE: this matter, but don't forget that you wouldn't be able to get LOG, GFSI, specs, and other doc's from the retailer, would you? So, the only doc you'll have is micro testing results. However, on the other hand - if you buy this product from the store, it should mean that the product is safe as retailers must comply with the same food safety regulatory requirements as manufacturers...

My company also has a few raw materials that we purchase from retail locations, I have this build into my Supplier Approval Program.  Below is an excerpt from from my Approved Supplier Program:

Products Purchased at Retail Locations

There are five raw materials which are currently purchased from retail locations, because the quantities required are small enough that retail locations provide the best pricing.  The raw materials are: xyz...

These raw materials are Kosher Pareve, which satisfies our Kosher requirements.  Because these raw materials come from retail locations, they are considered fit for use and are exempt from the Approved Supplier Program.

Should additional raw materials be purchased from retail locations, they would also be exempt from the Approved Supplier Program as long as they are Kosher Pareve.

All raw materials that are purchased from retail locations are required to be listed on the Approved Supplier Register, with “Retail” listed as the approved supplier.

Thanks to Kara and olenazh, The information is very good.