Please explain or provide an example of a Management of Change policy and form
Hi All,
We recently had a few customer audits who are asking about a Management of Change form and policy. I have looked up some topics on this but I am still confused on when it should be used and what it entails. We came up with a rough Management of Change form and our auditor reviewed and asked why we haven't used it for anything. I told him because there is nothing in our process that we have changed since we developed it to warrant using it.
I am not sure if I am missing the point of this or not and I also am not even sure where it is located in the SQF standard. We have had several SQF audits and our auditor has not once asked to see anything about management of change.
If someone could better explain this topic or even provide an example of a Management of Change policy and form it would be greatly appreciated!
Thank you,
Chris
Hello Chris,
I believe what I have attached is an example but I am a bit confused by the wording. I have never heard it called "Management of Change" before.
The two documents I have attached are our current policy and request form. Like you ours does not get used very much, mostly for major changes that affect the facility as a whole to ensure everyone understands the change. I don't think you will ever get an auditor asking for this since SQF and most other food safety schemes have mandatory actions in place for changes. Referring to the master document register (2.2.2) and risk assessments. Any time I have been asked about this in the past I just give copies of our master document register we maintain for SQF and have yet to run into issues.
Hope this helps,
J
Attached Files
Hi Chris,
We have a procedure for Management of change (Change control) where it is clearly defined in case of any change in process,equipment, vendor, material, method, formulation, procedure etc shall go through change control procedure. The dept in-charge shall raise change control which is assessed by quality and approved by head of quality.
We had a good discussion of what these should look like and when they happen on this thread: https://www.ifsqn.co...of-change-form/
Other example forms and templates: https://www.ifsqn.co...d-manufacturer/
https://www.ifsqn.co...procedure-form/
https://www.ifsqn.co...ogramprocedure/
Another discussion here: https://www.ifsqn.co...ge-control-sop/
Hi All,
This has been really helpful, thank you! So do you think it is worth it to have two separate forms pertaining to Change? One being a proposal form that the person requesting the change would submit to be reviewed and then the other form possibly being more of a checklist to make sure once the change has been approved that the proper steps are followed to ensure that the change has been implemented correctly?
Thank you,
Chris
Hi All,
This has been really helpful, thank you! So do you think it is worth it to have two separate forms pertaining to Change? One being a proposal form that the person requesting the change would submit to be reviewed and then the other form possibly being more of a checklist to make sure once the change has been approved that the proper steps are followed to ensure that the change has been implemented correctly?
Thank you,
Chris
Hi, Chris;
You can use a single form, however it really depends on the information you are looking for. If the request and approval process are detailed enough you may want to separate, though take into consideration that both documents are the means to the same end and should be in close proximity for reference.
An example of what I use:
MOC Form.docx 17.27KB 412 downloads
I was confused about this as SQF simply terms this as Document Control and Records.
I was confused about this as SQF simply terms this as Document Control and Records.
Nope. Change management is mentioned several places in the code. Management review as a big one, but also specifically in product development and the food safety plan sections.
2.3.1.4 A food safety plan shall be validated and verified for each new product and its associated process through conversion to commercial production and distribution, or where a change to ingredients, process, or packaging occurs that may impact food safety.
Change management procedure provides the information about a systematic approach to bring any change in operations which directly or indirectly impact on the food safety and regulatory compliance of product. This includes an approval form which have detailed information about the description of change, (process, material, equipment, recipe, vendor, packaging material, process line etc.), actions required before the change, verification from related stakeholders, approval from all heads of departments in operation management. Ultimately objective is to made change without any mistake which can impact food safety and regulatory compliance. For more information I can attach template of form template if required.
Nope. Change management is mentioned several places in the code. Management review as a big one, but also specifically in product development and the food safety plan sections.
2.3.1.4 A food safety plan shall be validated and verified for each new product and its associated process through conversion to commercial production and distribution, or where a change to ingredients, process, or packaging occurs that may impact food safety.
I see the issue here, Apples and oranges. For Packaging Manufacturers it is NOT mentioned and the quoted example reads:
2.3.1.4 Trials where necessary shall be conducted to establish and validate a product's:
i. Handling, storage requirements; and
ii. Customer specification including the intended use of the product.
And it's under the heading: 2.3.1 Product Development and Realization in the section for Document Control and Records etc. so the original question from our standpoint would likely be vastly different for a food manufacturer. I should have made discovery of the application (food mfg, packaging mfg, storage / distribution, retail etc.)
Management of Change was brought up in our FSSC V5 audit - I believe our auditor was focusing more on the changes in the management team or company structure and did it affect the FSMS overall - we do have a HACCP change Log where anything to do with the process change is tracked and reassessments for risk and function are addressed
I see the issue here, Apples and oranges. For Packaging Manufacturers it is NOT mentioned and the quoted example reads:
2.3.1.4 Trials where necessary shall be conducted to establish and validate a product's:
i. Handling, storage requirements; and
ii. Customer specification including the intended use of the product.
And it's under the heading: 2.3.1 Product Development and Realization in the section for Document Control and Records etc. so the original question from our standpoint would likely be vastly different for a food manufacturer. I should have made discovery of the application (food mfg, packaging mfg, storage / distribution, retail etc.)
Ah makes sense, thanks for sharing!
Also, makes more sense why my packaging manufactuers are always swapping out my specifications for cheaper materials without telling me or sending samples for me to test first. :thumbdown:
We're always happy to swap out materials... for the right price! However, we always communicate them with the customer. :lol: