SQF ed.8 2.1.3.2 What if there's no senior manager?
Hi,
I have a concern about the monthly update to senior management by the SQF practitioner. I'm the QA Manager of a small company. Our VP of Operations (I was reporting to him) quit 2 months ago and our CEO is never at the plant, so right now there is no senior site manager to report to. My question is how do I report to Senior Site Management if doesn't exist. I could do a monthly report and send to the CEO but I know he won't answer or will answer "I'll take care of it" (without really doing it). Or company is in a transition period of being acquired by another company but I would like to know how to comply with that section of the code. I appreciate any advice you can give me.
Thank you!
I would say it does no harm to report an update to the CEO each month. Just keep it top level and in a way it doesn't matter if he responds as you've reported it to him. In the meantime, it sounds like you are one of the senior managers on site.
Agree with GMO, make sure a report is in place to communicate your QMS stuff, and while on-site you can pretty much consider yourself the senior manager.
I would personally cover this in 2 ways:
1. Monthly email to the owner/CEO/whoever that doesn't check his email with updates - follow up with phone calls or whatever you're currently doing for critical issues you might need him for.
2. Hold a staff meeting monthly where you communicate the issues to the rest of the team - document it. Basically, you're acting as the senior manager in this case.
I'd also try and figure out the plan short and medium term for replacing that position. What if you want to implement something but the production manager doesn't? How is that being resolved now? You need to have a resource that is committed to helping achieve your food safety objectives.
One of the other requirements of SQF is that you have to have stipulations in place on who will fill in when key personnel are not available. Whoever is designated to cover the position is the one that must be informed and if he/she if not at the plant then I would e-mail him/her a report monthly so you have documentation to show you kept him/her in the loop. If you have a conference call then do so through your e-mail account for documentation.
As jcieslowski suggested, it would be wise to also hold a meeting with any other managers and/or supervisors who are on site, at least one representative from each area, to update them as well since the code does say "senior management" not just manager and the guidelines do not specify it as just one person either.
One thing to watch out for regarding 2.1.3 During our 8.0 audit this past week we caught a minor for not documenting management responses to updates. Not only must your updates to senior management be documented you must have documented responses to those updates.
One thing to watch out for regarding 2.1.3 During our 8.0 audit this past week we caught a minor for not documenting management responses to updates. Not only must your updates to senior management be documented you must have documented responses to those updates.
One thing to watch out for regarding 2.1.3 During our 8.0 audit this past week we caught a minor for not documenting management responses to updates. Not only must your updates to senior management be documented you must have documented responses to those updates.
That would appear to be a logical auditor expectation but, assuming not specifically Standard required(?), in reality ??
One thing to watch out for regarding 2.1.3 During our 8.0 audit this past week we caught a minor for not documenting management responses to updates. Not only must your updates to senior management be documented you must have documented responses to those updates.
That would appear to be a logical auditor expectation but, assuming not specifically Standard required(?), in reality ??
It is specified in SQF Code Edition 8:
2.1.3.2 The SQF practitioner (s) shall update senior site management on a (minimum) monthly basis on matters impacting the implementation and maintenance of the SQF System. The updates and management responses shall be documented. The SQF System in its entirety shall be reviewed at least annually.
Kind regards,
Tony
Hi Tony,
Thks for above.
Unfortunately would appear the OP has a guaranteed NC.
Certainly helps to read the Standard (if one has it).
It is specified in SQF Code Edition 8:
2.1.3.2 The SQF practitioner (s) shall update senior site management on a (minimum) monthly basis on matters impacting the implementation and maintenance of the SQF System. The updates and management responses shall be documented. The SQF System in its entirety shall be reviewed at least annually.
Kind regards,
Tony
I take it a "read receipt" wouldn't do?
I think as a Technical person though you do have to sometimes approach a problem thinking "have I done what I can?" If you've explained the above to the senior manager and he's still not prepared to do his bit, sometimes you have to let the NC happen.
I take it a "read receipt" wouldn't do?
I think as a Technical person though you do have to sometimes approach a problem thinking "have I done what I can?" If you've explained the above to the senior manager and he's still not prepared to do his bit, sometimes you have to let the NC happen.
Does anyone know if just having meeting sign-in sheets will suffice for being documented or should I type up some kind of meeting minutes?
I always do a basic minutes. I just cover topics discussed, key points, and follow up / action items.
The auditor isn't going to heavily scrutinize your meeting, but would like to see enough to know that there's actually a system there and it wasn't all made up.
I always do a basic minutes. I just cover topics discussed, key points, and follow up / action items.
The auditor isn't going to heavily scrutinize your meeting, but would like to see enough to know that there's actually a system there and it wasn't all made up.
Thank you Jcieslowski this was helpful!
Is it mandatory that the highest level of authority must attend the said monthly meeting?