SQF 2.3.2.3 - example procedure for developing and approving specifications for ingredients, raw and packaging materials
Hi guys, I am new to the SQF and I have been stocked on the procedure for developing and approving specifications for ingredients, raw and packaging materials. Does anyone has an example for that? I am confused and not sure whether or not to create my own specifications and got too lost in this whole section. It would be a great help if anyone can shed me some light on this. Thank you :)
You don't need to create your own specs for incoming ingredients, raw & packaging materials. I'm not with SQF but that's just common sense, isn't it? What's needed to be done with the specs is to review them to ensure completeness (e.g. nutrition, allergen chart, shelf life, storage conditions, country of origin, micro/chemical/physical characteristics, etc.) and compliance to your internal policies/programs, regulatory standards and GFSI (in your case - SQF) requirements.
1. Welcome!
2. What does the word "Stocked" mean in this context?
3. you get the specs from the supplier, normally the term might be "mutually acceptance" such as what one our Ecom clients does - every specification is mutually agreed upon - thus the supplier signs off on them and the facility signs off on them - now they are accepted, this places a notice in effect to the supplier where they must contact prior to making any type of changes, etc.
Hope that helps.
1. Welcome!
2. What does the word "Stocked" mean in this context?
3. you get the specs from the supplier, normally the term might be "mutually acceptance" such as what one our Ecom clients does - every specification is mutually agreed upon - thus the supplier signs off on them and the facility signs off on them - now they are accepted, this places a notice in effect to the supplier where they must contact prior to making any type of changes, etc.
Hope that helps.
2.3.2.3 The methods and responsibility for developing and approving detailed raw material, ingredient, and packaging specifications shall be documented.
Actually, it may depend on what product we are talking about and the level of sophistication of the supplier..
Try getting a BCP specification from a fisherman. :smile:
I had to develop the majority of incoming food raw material specifications myself then get the supplier to agree, ie sign, for them.
@avryl - have you looked at the Guidance material ? What is the product ??
Actually, it may depend on what product we are talking about and the level of sophistication of the supplier..
Try getting a BCP specification from a fisherman. :smile:
I had to develop the majority of incoming food raw material specifications myself then get the supplier to agree, ie sign, for them.
Wow, that sounds like you're doing quite tremendous job, eh? I've never ever created ingredient specs myself followed by supplier approval, I use whatever I'm given - well, sometimes need to require more detailed spec, but that's all.
I had to develop the majority of incoming food raw material specifications myself then get the supplier to agree, ie sign, for them.
Currently what I am doing in the Spice industry.... lots of fun! :headhurts:
It's funny Charles, but early on I did try to get a spec sheet from a fisherman (and I mean a 2 person day skiff operation) and the guy called me up and yelled at me and said - Hey, Buddy (Jersey accent added), look - it's a friggin' fish ok?
To which the owner (who was listening from accross the room) yelled back at the phone I had in my hand - You betta tell him what kind of friggn' fish it is or else... to which the fisherman, said flounder!
Had to be there - i was laughing so hard I got a headache that day in Orlando!
Hi guys, I am new to the SQF and I have been stocked on the procedure for developing and approving specifications for ingredients, raw and packaging materials. Does anyone has an example for that? I am confused and not sure whether or not to create my own specifications and got too lost in this whole section. It would be a great help if anyone can shed me some light on this. Thank you :)
Hello & welcome to IFSQN & SQF!
As mentioned, you do not need to create your own specs..the suppliers "usually" have them, BUT according to what YOU require, they have to comply.
Like for example I ask for a spec for Cinnamon powder, the spec did not include having a LEAD level spec. So I required them to have that in their on the spec sheet as below 1PPM.
It's funny Charles, but early on I did try to get a spec sheet from a fisherman (and I mean a 2 person day skiff operation) and the guy called me up and yelled at me and said - Hey, Buddy (Jersey accent added), look - it's a friggin' fish ok?
To which the owner (who was listening from accross the room) yelled back at the phone I had in my hand - You betta tell him what kind of friggn' fish it is or else... to which the fisherman, said flounder!
Had to be there - i was laughing so hard I got a headache that day in Orlando!
Nice one.
But it's less funny when the Customs tell you that your Red Snapper is actually a different species to the one's allowed.
Oh, yes - that reminded me the time when I worked for a bakery and how hard it was to get ingred. specs from old-fashioned 70 or something-year old guy. He said to me: I've been in this business for 30 years and never heard of specifications or whatever you mean, I'm old-fashioned and not going to change...
Hey guys, thanks for your prompt replies and advices. I was not thinking of making my own specs but the clause 2.3.2.3 "developing and approving detailed raw material, ingredient and packaging specifications shall be documented" got me confused on what I have to do to "develop" the specs. I have read other relevant threads and some said that they created their own specs with their own requirements.
Should I create our own standards specifications with our company's requirements like Name of the material, intended use, hazard analysis & parameters, company or customer requirements, required documentation and the review date? Or that'd be too detailed?
Or can I just mention that we will receive specs from the suppliers and have mutual agreement on the material specifications like ? Which is the better way to comply with the SQF code?
I am sorry if it does not make any sense but I am just trying to be thorough but I am worried that I might put too much unnecessary information sometimes since this is going to be my first SQF Audit and I'm nervous about it :'(
Hey guys, thanks for your prompt replies and advices. I was not thinking of making my own specs but the clause 2.3.2.3 "developing and approving detailed raw material, ingredient and packaging specifications shall be documented" got me confused on what I have to do to "develop" the specs. I have read other relevant threads and some said that they created their own specs with their own requirements.
Should I create our own standards specifications with our company's requirements like Name of the material, intended use, hazard analysis & parameters, company or customer requirements, required documentation and the review date? Or that'd be too detailed?
Or can I just mention that we will receive specs from the suppliers and have mutual agreement on the material specifications like ? Which is the better way to comply with the SQF code?
I am sorry if it does not make any sense but I am just trying to be thorough but I am worried that I might put too much unnecessary information sometimes since this is going to be my first SQF Audit and I'm nervous about it :'(
Hi Avryl,
just to repeat, you should study the guidance -
The auditor will seek evidence of the existence and currency of material specifications and a procedure for
developing and approving specifications at the desk audit. During the first and subsequent site audits, the
auditor will confirm compliance to this procedure; the material specification register and the process for
checking compliance to specifications, validating specifications and ensuring relevant employees have
access to current copies of specifications (refer to 2.2.1).Evidence will be sought by interview, review of specifications and record review, and may include:
• Review of the procedure for developing and approving specifications;
• Confirmation that the register of raw and packaging material specifications includes all on-site
materials;• Review of a selected sample of material specifications to confirm agreement with relevant legislation;
• Review of a selected sample of material specifications, in particular for high risk materials, to ensure
potential factors impacting on product safety are included;
etc (there is a lot more before and some after)
also, inter alia, see -
https://www.ifsqn.co...23/#entry125962
https://www.ifsqn.co...ns/#entry138140
https://www.ifsqn.co...rs/#entry122267
Not a SQF user myself but the conclusion from above links seems that some auditors may demand you develop your specifications but I think the majority accept either you or the supplier as the originator, the important thing being the existence of a "Procedure". IMEX other Standards it is critical that evidence of mutual agreement exists, ie signatures.
The amount of work and developmental difficulty will depend on the (unknown) specific product(s) involved. There are numerous examples/templates of typical specifications scattered over this Forum.
It is logical and inevitable that this element overlaps Supplier Approval.
Materials and ingredients need to be to YOUR specifications - i.e. safe microbial levels; acceptable amount of "filth" in spices - how much fat content in your ground beef - % of heart vs trim in the ground beef - we have been asked by our customers to meet THEIR standards and we have asked our suppliers to meet ours in order to meet our customers'. Purity proof of olive oil, temperature specifications on delivery - packaging materials used - all relate to "specifications" - i.e. standards of acceptance to your programs
Accepting a COA blindly from a supplier is not an effective approval process. You need to write your own standards and the methods to assess those standards
Materials and ingredients need to be to YOUR specifications - i.e. safe microbial levels; acceptable amount of "filth" in spices - how much fat content in your ground beef - % of heart vs trim in the ground beef - we have been asked by our customers to meet THEIR standards and we have asked our suppliers to meet ours in order to meet our customers'. Purity proof of olive oil, temperature specifications on delivery - packaging materials used - all relate to "specifications" - i.e. standards of acceptance to your programs
Accepting a COA blindly from a supplier is not an effective approval process. You need to write your own standards and the methods to assess those standards
It may depend on what you are talking about.
Specifications need to be realistic. Both ways. This is why contracts need 2 signatures.
Example - Our new customer's specification for a consignment of raw marine fish included a requirement for absence of Listeria. (Think about it).
Consequence was a (explanatory) request for a change or no deal.
Conclusion - requirement deleted, contract mutually signed and business proceeded.
Depending on the specific ingredients you are using, you can use the specifications in the Food Chemicals Codex. FCC standards include specifications for identity and purity, and include limits for relevant contaminants.
My company (food packaging) just had our SQF Audit and received a minor for not having Internal Specifications for raw materials (ex. pvc resin). I was told that we need internal specs. to compare to what we receive. I have been on multiple sites searching for guidance and cannot find anything! If anyone has any information that may help, I would appreciate it.
What part of SQF code requires to have internal specs for raw materials? Did your auditor refer you to a clause or anything else in SQF specifying that? You can object auditor's findings if you disagree. I've personally never heard of that requirement. Internal coding for raw materials - yes, but even that's up to you as soon as your traceability system works properly without internal coding.
SQF code 2.3.2.1
The auditor said that internal specifications for key raw material resins were not documented. I had the COAs, SDS, and TDS from the company we purchase from, but apparently that wasn't enough. Therefore, points off. I have made finished product specs, but never made specs for raw materials.
I've read 2.3.2.1 and don't see where it requires to have INTERNAL SPECS for raw materials. It's a code misinterpretation by the auditor or lack of professionalism...
2.3.2.1 Specifications for all raw and packaging materials, including, but not limited to ingredients, additives, hazardous chemicals and processing aids that impact on finished product safety shall be documented and kept current.
Well, that makes sense as to why I feel so confused. Have you ever challenged a finding before? Will the auditor hold it against me at our next audit? This was his first time at our facility and he seems very detail oriented.
I'm actually with FSSC 22000, but how different they're all, eh? That requirement doesn't make sense to me. And - no, I've never experienced that kind of comments from the auditors during over 10 years. Unfortunately, I can't say whether the auditor's going to hold it against you at your next audit, that totally depends on the auditor's nature:) However, if you're not going to object the comment - you'll need to address it and make internal specs for all your raw materials. If you're going to do it - make them as simple as possible to ease your work...
Thank you so much for your insight and comments. This requirement or interpretation of it makes no sense to me either. I am going to see what my options are once the final report comes through for me to submit my responses. I definitely agree about making them as simple as possible. Though I haven't a clue how to create raw material specs. Wish me luck! And thank you again :)
Good luck! Making specs is pretty easy, let me know - and I'll help you. Just in case - my email is xxxxxx
Thank you! I'm going to tackle the other findings for now and if I do decide to make the specs I will most definitely reach out. email - jacqs@rez-tech.com
Actually, it may depend on what product we are talking about and the level of sophistication of the supplier..
Try getting a BCP specification from a fisherman. :smile:
I had to develop the majority of incoming food raw material specifications myself then get the supplier to agree, ie sign, for them.
@avryl - have you looked at the Guidance material ? What is the product ??
Interestingly enough we have gotten detailed specs from a fisherman.
We get 99.9% of the time.
I may not have been around the block as much as you I guess.