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How do you handle supplier documentation, such as LOGs, updated certificates, spec sheets, etc.?


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#1 asamples

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Posted 29 May 2020 - 12:54 PM

Hello,

 

I am wondering how other companies handle their supplier documentation, such as LOGs and updated certificates, spec sheets, etc. Does your purchasing/supply chain monitor these documents and when they need updated or does your Quality department? At my company, purchasing receives the documents when we approve the supplier but then it's the Quality departments job to maintain and request updated documents. To me, I feel like it should still be Supply Chains responsibility to request updated documentation and maintain these from our suppliers and Quality should be involved in evaluation/score cards. Before I discuss this with my company, I wanted to hear how other manufacturers handle these situations.

 

thanks!



#2 olenazh

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Posted 29 May 2020 - 01:12 PM

I work for 2 small companies where I'm the only QA. So, I handle all suppliers' info. I've created a very convenient table helping me keep all info up to date. Attaching a sample, hope it'd help a bit.

Attached Files



#3 AC2018

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Posted 29 May 2020 - 01:35 PM

Quality department handles this at both companies I have worked for. I feel this works best so that information is not being over handled and is being received direct to the source (QA). I have attached a sample of what we use to keep track if you need some ideas. 

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Edited by AC2018, 29 May 2020 - 01:41 PM.


#4 MsMars

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Posted 29 May 2020 - 01:46 PM

All but the largest company that I've been with have handled these within the quality department.  Procurement is responsible for obtaining the documents initially, but quality maintains and updates.  I've been a part of attempting to get this responsibility moved to procurement several times at several places - for whatever reason it never goes well. But since I am ultimately responsible for obtaining the information during an audit, I don't mind maintaining it and it helps me maintain a direct line of communication with our suppliers as well.



#5 Njaquino

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Posted 29 May 2020 - 01:50 PM

Same as everyone, both places I have worked in QA is responsible for the documents. We maintain and update. We communicate with procurement when an updated document is needed. 



#6 Charles.C

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Posted 29 May 2020 - 02:01 PM

Hello,

 

I am wondering how other companies handle their supplier documentation, such as LOGs and updated certificates, spec sheets, etc. Does your purchasing/supply chain monitor these documents and when they need updated or does your Quality department? At my company, purchasing receives the documents when we approve the supplier but then it's the Quality departments job to maintain and request updated documents. To me, I feel like it should still be Supply Chains responsibility to request updated documentation and maintain these from our suppliers and Quality should be involved in evaluation/score cards. Before I discuss this with my company, I wanted to hear how other manufacturers handle these situations.

 

thanks!

Offhand, IMO,  it all depends on the size of the Company, what it's doing, and how many people are available for the slog. Unless it's all nicely digitised into a software program.

 

Interesting to compare the examples (thanks !) in Posts 2,3. Quite different presentation style/emphases. I don't think either would suit my need to document/rate suppliers of raw seafood  from boats. :smile:


Kind Regards,

 

Charles.C


#7 AC2018

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Posted 29 May 2020 - 02:07 PM

Both companies I have worked for are smaller, around 50 employees more or less. The sample I presented was just a snapshot of what I can quickly look at to know when I need to request new documentation. I also have it set up to change color when the date is within a month so it visually stands out as I am scrolling through. We have other documents we keep on file as well as a 2 page review sheet which includes a risk assessment for the supplier, all the documents required including specification sheets, and an annual review. 



#8 SQFconsultant

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Posted 29 May 2020 - 02:10 PM

QA handles this function at our facility.

 

The supplier does not supply nor do they garner a renewal of supply until QA passes them and QA can not be overidden by any other party.


Kind regards,

 

Glenn Oster
 
GOC GROUP / +1.800.793.7042 / Food - Food Packaging - Food Storage/DC

SQF, BRC & IFS System Development, Implementation & Certification Consultants

Serving Small-to-Mid-Size Businesses | We are International - Accepting all major C-Currencies

Internal Auditor Training | eConsultant | SQF, BRC & IFS Pre-Development or Pre-Audit GAP

http://www.GlennOsterConsulting.com  -- 

 

 

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https://glennosterco...-development-pr
 

 

 

 

 

 

 

 

 
 
 
 
 
 
 
 
 

#9 TimG

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Posted 29 May 2020 - 02:23 PM

The answer should also depend on the resources each department leverages. Typically this role is the responsibility of the quality department (has been in every food manufacturing facility I've worked) however it sounds like your situation is a bit different than what I'm accustomed to, as your purchasing already handles the original document gathering.

I have a question: when purchasing gathers the original documentation, who makes the decision as to if they meet your supplier approval standards or not? 



#10 zanorias

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Posted 29 May 2020 - 02:29 PM

All but the largest company that I've been with have handled these within the quality department. Procurement is responsible for obtaining the documents initially, but quality maintains and updates. I've been a part of attempting to get this responsibility moved to procurement several times at several places - for whatever reason it never goes well. But since I am ultimately responsible for obtaining the information during an audit, I don't mind maintaining it and it helps me maintain a direct line of communication with our suppliers as well.


Ditto that. One of the common things I've observed "not going well" with Purchasing handling document requests is a slight misunderstanding of the various standards i.e. a purchaser asking the supplier for their "BRC certificate" from their Italian supplier, receiving an IFS certificate and then going back to the supplier 'explaining' that they have been asked to get the "BRC certificate".

#11 mgourley

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Posted 29 May 2020 - 09:05 PM

We use a software program that creates a supplier portal where the suppliers are alerted when a document comes up for renewal. The supplier then goes in and updates the document and I review and approve it.

 

This works great IF the supplier actually uses the portal. If they don't/wont, the software also fires off an alert 10 days before the document expires or needs to be reviewed to a person we have that is sort of a hybrid QA/Procurement admin person. That person then emails the supplier and requests the new document.

 

I really wish more suppliers would use things like supplier portals, because they completely automate the tasks. Unfortunately, that's not the case.

Unless you are a big player like Bimbo or Mondelez and REQUIRE your suppliers to participate in a portal or other solution like Trace Gains or whatever, you are pretty much out of luck.

 

For new suppliers, I provide Purchasing with a list of documents that we require that is fairly specific as to what information the document must address. For example:

Allergen Statement: Attach a document that summarizes what allergens are processed in your facility, and your Preventive Controls to eliminate cross contact. 
If there are no allergens in your facility, attach a document stating that no allergens are present in the facility. This document is Mandatory.
 
To answer the OP question, it really depends on what your manpower situation is. IMO, ideally it should be Purchasing that performs this function, simply because they have the direct relationship with the supplier and should have the contact information for the people that they need to request the documents from.
If QA does it, then they have to rely on Purchasing to update them with current contact info.
 
I find this to be one of the hardest things to manage, simply because you are at the mercy of the supplier. It does not matter who "runs" it, if the supplier is not quick to turn around your request for documents, you are pretty much out of luck.
 
Then again really important things like GFSI certs can usually be obtained directly From the BRCGS, SQF or FSSC22000 sites.
 
Marshall

Edited by mgourley, 29 May 2020 - 09:07 PM.


#12 drk0904

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Posted 30 May 2020 - 06:42 AM

Forgive me for my lack of knowledge, but what is LOG  :headhurts:

 

Also if certain license or certification, who should approach the supplier? procurement team or QA ?

 

Thanks in advance :)


Edited by drk0904, 30 May 2020 - 06:45 AM.


#13 pHruit

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Posted 30 May 2020 - 08:23 AM

Forgive me for my lack of knowledge, but what is LOG  :headhurts:

 

Also if certain license or certification, who should approach the supplier? procurement team or QA ?

 

Thanks in advance :)

LOG = Letter of Guaranty

 

There is no single answer to whether it's a QA or procurement function - different business take different approaches. The posts above show a strong trend for this being QA, but I know of others where it's very much driven by Procurement. This tends to be larger businesses, as Charles noted, although there is also perhaps the argument that as the buyers are the ones who are spending money with the supplier, they are the ones who have the most leverage to get the information sent back promptly and in full ;)






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