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Procedures Reviewed on an Annual Basis


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#1 Timwoodbag

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Posted 26 May 2017 - 06:51 PM

Hey guys, no real question here, just wondering what are your thoughts on things being updated within a year of their last check-up.

 

My Supervisors see that we updated a procedure last year on a specific date, and they want me to do the annual update on the exact same date the following year, or as close as I can at least, so that way we stay more consistent?  I think it is nonsense, especially since I believe the system is designed so over the course of a couple of years your company is doing stuff in the winter that started in the summer, and make us think about things in different busy seasons and weather patterns.  

 

When updating things, do you guys just update them when you find time and not worry about it, or is there a purpose to my waiting until the last minute?



#2 GMO

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Posted 26 May 2017 - 07:14 PM

I agree, it's a bit of a nonsense.  I'd love, ideally, to have time to review every procedure once a year but in reality it's not really needed and there are higher priorities.

 

I once had a system set up where I could set every document to prompt me to review.  It was a nightmare.  About 5% of the documents needed something changing.  Would I have missed that 5%?  Yes.  Would they have cost me a non conformance?  No, it was all small stuff.

 

You have more important things to do.



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#3 Simon

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Posted 26 May 2017 - 07:16 PM

Update what things specifically Tim?


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#4 Simon

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Posted 26 May 2017 - 07:18 PM

Like if somebody said "can you update this form with these changes" and you say "no it's not due until next February".  


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#5 Timwoodbag

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Posted 26 May 2017 - 07:38 PM

Like if somebody said "can you update this form with these changes" and you say "no it's not due until next February".  

 

Thanks for the replies guys.  Well the specific example I am thinking of is our SQF Business Continuity Plan.  We have to, once a year, come up with a new disaster scenario and how we would deal with it.  When I told my supervisor that I had this years all ready and typed up, they said to wait to make the official update until July because it is too far away from the date its required to be updated?  I luckily have the control and ability to update things like SOP's when needed, but for the specific activities we have to perform I am being told to wait the full year before making them official.  

 

So I guess it is the other way around Simon! I say here I updated this, and they say no! not until February!



#6 Timwoodbag

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Posted 26 May 2017 - 07:43 PM

I agree, it's a bit of a nonsense.  I'd love, ideally, to have time to review every procedure once a year but in reality it's not really needed and there are higher priorities.

 

I once had a system set up where I could set every document to prompt me to review.  It was a nightmare.  About 5% of the documents needed something changing.  Would I have missed that 5%?  Yes.  Would they have cost me a non conformance?  No, it was all small stuff.

 

You have more important things to do.

 

I have been thinking about creating a system which automatically greets me at my desk in the morning with what needs to be worked on for the day, but that is why I haven't yet, because do I really need that, Or should I spend that time downstairs physically making our process' safer you know?



#7 Jewl578

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Posted 07 June 2017 - 12:33 PM

I have a spreadsheet broken down into a 12 month calendar form.

 

Yearly items

Semi-annual Items

Quarterly Items

Monthly Items

Weekly items

Daily items

 

It helps me keep track of what needs done when.

If I need to make a change to a process, procedure, document, etc. I may or may not go ahead and do a review.

Even if I did a review a few months ago, if I have the time, I will do it again. Who knows if the time will be available when it does come due?

I've included anything I could possibly need to do to keep on schedule.

It's simple really, just look every now and then and see what's not been completed or what is coming due.

 

Attached a sample. 

 

Not my complete list, removed some confidential items.

I also know that some of these items are not my job, but I keep track because others don't!

Hope this helps, but then, no-one tells me when I can or cannot make changes.

 

.Attached File  Task Matrix Sample.xlsx   28.83KB   58 downloads

 

 

Julie

 



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#8 Scampi

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Posted 07 June 2017 - 03:40 PM

So the regs I have to follow require an annual assessment----but does not specify when---e.g. does not say annually on the renewal date so I interpret it to mean once within the calendar year which buys a lot of time as my reassessment takes 4 months to complete.

 

When i do my reassessment I have to look at all associate documents (alot naturally) I will NOT change revision date/number simply because it's been reviewed....although I have had a vet tell me that's what I should do...and i explained the lack of logic on that one and the discussion never came up again

 

Same as some monitoring----is it once per hour OR once on the hour.....


Because we always have is never an appropriate response!


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#9 GMO

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Posted 09 June 2017 - 05:53 PM

Thanks for the replies guys.  Well the specific example I am thinking of is our SQF Business Continuity Plan.  We have to, once a year, come up with a new disaster scenario and how we would deal with it.  When I told my supervisor that I had this years all ready and typed up, they said to wait to make the official update until July because it is too far away from the date its required to be updated?  I luckily have the control and ability to update things like SOP's when needed, but for the specific activities we have to perform I am being told to wait the full year before making them official.  

 

So I guess it is the other way around Simon! I say here I updated this, and they say no! not until February!

 

If you excuse my ignorance, that sounds a bit odd?  Don't you come up with a scenario then actually act it out with the crisis team?  That's how I do it for BRC and UK retailer compliance.  Seems odd to be only desk based.

 

But in any case, this scenario based stuff we just book with our audits.  Of course you can do audits earlier but then your audit anniversary is brought forward too but lying and saying you did it later is just that, lying.  You're falsifying records and a bit disappointing your supervisor asked you to do it.  If it's done, in my view, publish it.  The next audit is still 12 months away from this one.



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#10 Ansh3

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Posted 11 June 2017 - 04:45 PM

We have version control page mentioning the retention period . 3 years for polices or so , annual for HACCP etc. A humble excel helps me keep track.

 

However, your concern seems to be different. You have modified something but not making it official just because of retention period ? That's sounds ......hmmmm.......funny. 

You have put in the effort. Might as well make it public .  Just my two cents .



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