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Example of written program or SOP to approve for service providing companies


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#1 FoodSafety360

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Posted 06 August 2020 - 05:56 AM

Hi All,

 

I am looking for example of written program or SOP to approve for companies which provide services such as uniform, maintenance, trucking, cold storage, utilities, cleaning. It is great if someone can share it.

Company I am working for is a food manufacturer. My target is creating that program or SOP to meet GFSI certification audit in the future.   

 

Look forwards to getting replies. 

 

Thanks

 

GG  



#2 Food Police

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Posted 06 August 2020 - 06:32 PM

Our visitor and contract service provider SOP consists of a list of services we utilize and the requirements for each one (certs, licenses, required training, etc.) and also all of them are required to sign our visitor/contractor GMP policy acknowledging they understand the rules, which says stuff like tools cant be left out, work cant affect food safety, visitors must be accompanied by staff unless otherwise agreed upon, all GMP's must be followed (hair net, steel toe, clothing, etc.), and we have different colored hair nets for visitors. We also make all visitors sign a confidentiality agreement and questionnaire that we just recently revised to add some COVID-19 questions (are you running a temp? etc.) AND we make them sign in and out of the visitor logbook.

 

We are a small facility that cooks beans peas legumes, SQF certified. 

 

This is an example of the GMP sheet they sign and we keep on file:

 

 

All visitors and contractors in all areas of the plant shall conform to the following GMP’s.

 

 

  1. Visitors & Contractors are required to show positive ID in order to be admitted into the facility premises.
  2. All visitors and Contractors must be accompanied by a COMPANY employee unless there is an authorized prior arrangement with management (for long-term contractors only).
  3. Visitors and Contractors always stay within the designated areas as directed by the COMPANY representative.
  4. If product or product zone contact is required, refer to COMPANY representative for proper GMP procedures.
  5. CLOTHING:
    1. Hairnets must be worn in all Production, Packaging and Warehouse areas. They must be worn in such a manner that they contain all the hair.  Beard nets must be worn to cover all sideburns, and facial hair (moustaches, beards, goatees).
    2. A face mask covering mouth and nose is required only if a person has a mild cough, allergy type condition (sneezing) or lip of facial sores (non-oozing).
  6. PERSONAL ITEMS:
    1. Use of personal mobile phones or other hand-held electronic devices are not allowed in the plant.
    2. Baseball caps shall not be worn anywhere in the plant facility; beanies underneath the hairnet is acceptable if needed in a cold temperature environment.
    3. Rings, earrings, watches and other jewelry shall not be worn in any production or packaging area. Wedding band (no stone) is acceptable; medic alert necklace/bracelet is allowed upon clearance with the supervisor or COMPANY representative.
    4. All items must be removed from pockets above the waist; carrying of pens behind the ears or in hair is not allowed. No pencils, pens or other writing materials shall be left on top of packaging machines or any other food contact surfaces.
    5. No open toe shoes are to be worn in any processing areas. Contractors shall wear steel toe shoes.
    6. Sleeveless clothing and shorts (of any length) shall not be worn in processing, packaging and warehouse areas.
  7. Eating and drinking is strictly prohibited outside designated areas (lunch rooms). No ALLERGENS (especially peanuts) are permitted to be brought into the plant facility.  The consumption or possession of any illicit substance or alcohol beverage is prohibited in all areas of the facility.  It is prohibited to enter this facility under the influence of drugs and/or alcohol.
  8. Gum chewing, eating foods or medicinal tablets/lozenges of any kind are not permitted in processing, packaging or warehouse areas.  Toothpicks or similar objects in the mouth are also prohibited.
  9. Cigarette smoking is allowed only in designated areas outside the building.  Chewing tobacco is not allowed on the premises.
  10. False fingernails and/or eyelashes, nail polish and make-up with glitter are not allowed in food production areas.
  11. Hand-washing and sanitizing prior to entering a food production area is required.
  12. All wounds and sores must be completely covered with company-issued metal detectable bandages. Request as needed.
  13. No glass or hard/brittle plastic material may be brought inside the plant.
  14. Compliance with Company’s written SOP programs and OSHA requirements is mandatory.
  15. Tampering with or deliberate contamination of food products or food equipment is a criminal offense.
  16. All visitors must sign in and out of the log book at the front reception area.

 

 

 

Visitor Name: ________________________________________________

 

Visitor Signature: _______________________ Date: _________________

 

Visitor Company Name: ________________________________________


Edited by Food Police, 06 August 2020 - 06:33 PM.


#3 Food Police

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Posted 06 August 2020 - 06:46 PM

This is an example of a confidentiality agreement for visitors and vendors who enter the facility:

 

VISITORS AND VENDORS CONFIDENTIAL AGREEMENT, RIGHT TO KNOW AND GMP’S AWARENESS

 

Visitors & contractors are required to show valid ID in order to be admitted into the facility premises.

 

POLICY: It is the adopted policy of COMPANY to require any individual or agent of a contracted vendor to review and acknowledge comprehension of the company’s polices regarding: Confidentially Health, Safety and Environmental and Good Manufacturing Practices Requirements Agreements. Individuals subject to these criteria will review the following requirements, signature comprehension and agree to its content prior to entering the operating facility. Agents of companies frequently entering the facility may provide adherence to the policy by single annual confirmation. However, accountability is established through the agent to his or her company regarding other personnel brought onto COMPANY premises in the agent’s behalf. Individuals, vendors or contractors not willing to conform to these requirements will be subject to expulsion from the facility.

 

CONFIDENTIAL:  CONTAINS INFORMATION THAT IS PROPRIATARY TO COMPANY ANY UNAUTHORIZED DISCLOSURE OF IT CONTENTS IS PROHIBITED

 

INFECTIOUS DISEASES: For the safety of COMPANY employees and customers, visitors that are currently infected or exhibiting any symptoms of serious infectious diseases (COVID-19, SARS, Ebola, Zika, Dengue, etc.) are not permitted to enter the facility. Visitors must disclose if they are carrying or suspect they are carrying an infectious disease. By signing this agreement, the visitor is declaring to the best of their knowledge they are NOT at risk of carrying one of these infectious diseases. Visitors must adhere to all temporary measures imposed on employees for reducing the risk of infection by:

  1. At main entrance, sanitize hands and any necessary equipment that they need to bring into the facility, hand sanitizing station is located at door entrance. While inside the facility, wash and sanitize hands as many times as necessary. Carry personal disinfectant and if necessary, equipment disinfectant, and/or use the disinfectant stations located at the door entrances of each processing area.
  2. Put on a hair net and beard/face mask, visitors/contractors are allowed to bring their own clean PPE.
  3. Allow COMPANY designated employee to measure visitor/contractor forehead temperature, visitors/contractors showing higher than normal temperatures may be denied entrance at the discretion of COMPANY. Also, visitors may be denied entrance if excessive coughing or sneezing is noticed.
  4. Disposable gloves are required to wear if visitor/contractor needs to work on any equipment. Gloves and/or hands will need to be sanitized as many times as necessary.
  5. Carry additional beard nets/face mask as necessary to replace them if you are frequently sneezing.
  6. Visitors must also adhere to social distancing measures if at all possible. Avoid congregating and maintain a 6’ distance when communicating to others and setting up workstations.

 

 

VIDEO AND AUDIO RECORDING (DEVICES): Under no circumstances are video or audio recording devices allowed in any active production process. This is inclusive to all outside parties and COMPANY employees.

 

CONFIDENTIALLY AGREEMENT: Applicable to all areas within the facility. In order to ensure protection of trade and the competitive advantage of COMPANY, if necessary, to require strict confidentially from all vendors, contractors and visitors. The undersigned agrees that any information provided or gathered on processes, policies, procedures or systems, whether visual, written or verbal will be held in strict confidence and not communicated in any way outside the property without express written consent of this confidentially agreement will remain in effect for three years from the date of signature.

Personnel brought onto COMPANY premises in the agent’s behalf. Individuals, vendors or contractors not willing to conform to these requirements will be subject to expulsion from the facility.

 

HEALTH, SAFETY AND ENVIROMENTAL: Applicable to all production and warehouse areas of the facility.

  1. Observations and compliance are required with all safety signage, tags and warnings.
  2. Safety shoes are to be worn in all production and warehouse areas of the plant. Shoes must have a slip resistant sole and comply with all GMP requirement (no more ¼ inch groove), no canvas, no sandals, open shoes, or open back shoes allowed.
  3. Loose clothing (shirt, tie, scarves, and unbuttoned sleeves) is to be tucked in, removed or buttoned. High heels are not permitted.
  4. Entrance to prohibited areas is not allowed.

GMP’s:

  1. No ALLERGENS especially peanuts are permitted to be brought into the plant facility.
  1. All visitors and Contractors must be accompanied by a COMPANY employee unless there is an authorized prior arrangement with management (for long term contractors only).
  2. Always stay within the designed areas as directed by the COMPANY representative.
  3. Rings, earrings, watches and other jewelry shall not be worn in any production or packaging area. Wedding band (no stone) is acceptable: medic alert necklace/bracelet is allowed upon clearance with the supervisor or COMPANY representative.
  4. Gum chewing, eating foods or medical tablets/lozenges of any kind are not permitted in processing, packaging or warehouse areas. Toothpicks or similar objects in the mouth are also prohibited.
  5. Steps to get inside of food manufacturing area
    1. BLUE Hairnets must be worn in all Production, Packaging and Warehouse area. They must be worn in such a manner that they contain all the hair. Bear nets must be worn to cover all sideburns, and facial hair (moustaches, beards, goatees).
    2. A face mask covering mouth and nose is required only if a person has a mild cough, allergy type condition (sneezing) or lip of facial sores (non-oozing).
    3. Safety shoes must be worn prior to entering Production Areas.
    4. Hand-washing prior to entering a food production area is required.
    5. Smocks or approved working cloths must be worn prior to entering in to food manufacturing areas.
    6. After the access door to Food Manufacturing area sanitize your hands.
  6. Not allowed to touch any products or equipment (If is required to touch food or equipment ask a representative of COMPANY in order to follow the proper GMP’s).
  7. Sleeveless clothing and shorts (of any length) shall not be worn in processing, packaging and warehouse areas.
  8.  No glass or hard/brittle plastic material may be brought inside the plant.

 

SAFETY DATA SHEETS: COMPANY, processing plant maintains as extensive file of Safety Data Sheets for Product and substances in our plant. The following are what we consider to be the most hazardous in our facility: 1) Foam Caustic Cleaner, 2) Chlorinated Foam Cleaner, 3) Chlorine Sanitizer. Safety Data Sheets for all chemicals are on file with Quality Assurance or Maintenance Departments and are available for viewing upon request. Yellow binders are located in various locations throughout the plant for accessibility.

 

COMPREHENSION AND AGREEMENT: By virtue of the ensuing signature/s the undersigned attests to full comprehension and agreement to comply with COMPANY policies on confidentiality, right to know and good manufacturing practices.

 

1) Have you traveled outside of the US in the last 14 days?                                 (Yes)  (No)

2) Have you had any fever, cough, frequent sneeze in the last 3 days?                 (Yes)  (No)

3) Have you had any other contagious diseases in the last 3 days?                       (Yes)  (No)

 

Name (Print): ____________________________

Title: ___________________________________

Company: _______________________________

Signature: _______________________________             

Date: ___________________________________

 

Company: COMPANY

Company Representative: ______________________________

Signature: __________________________________________       

Date: ____________________

 

________________________________________________________________________________

 

FOR INTERNAL USE ONLY:

Valid ID Verified:    £  YES  £  NO   ID TYPE: _______________________________________________

 

Verified By: ________________________________        Date: ___________________



#4 FoodSafety360

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Posted 06 August 2020 - 08:52 PM

Dear Food Police,

 

Thank you very much for quick reply. I am more interested in SOP on how I approve new service companies (similar to approving new suppliers) and review their performance annually rather how to take care of them when they do service and/or visit at the facility.

 

Thanks

 

G.G  



#5 Quality & Food Safety

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Posted 06 August 2020 - 09:21 PM

 

Service Supplier Type

Documentation Required for Service Supplier Assessment

  • Laboratory Service Supplier
  • Calibration Service Supplier
  • Resin Delivery Service Supplier
  • F-3.10a Letter of Guarantee
  • F-6.1.1 Contractor GMP Agreement
  • Certifications
  • W9
  • Laundry Service Supplier
  • Pest Control Service Supplier
  • F-3.10a Letter of Guarantee
  • F-6.1.1 Contractor GMP Agreement
  • Safety Data Sheets (SDS) of Materials Supplied / Used [on-going if new materials are used or supplied or if changes occur]
  • Contract on file
  • Certifications as applicable
  • W9
  • Waste Service Supplier
  • Vending Machine Service Supplier
  • Security Service Supplier
  • F-3.10a Letter of Guarantee
  • F-6.1.1 Contractor GMP Agreement
  • Contract on file
  • W9
  • Hi-Lo Service Supplier
  • Chemical Materials Service Supplier
  • Other contractors
  • F-3.10a Letter of Guarantee
  • F-6.1.1 Contractor GMP Agreement
  • Safety Data Sheets (SDS) of Materials Supplied / Used [on-going if new materials are used or supplied or if changes occur]
  • W9

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PURPOSE: The basis on which Company approves the suppliers of its services and documents the ongoing monitoring of these suppliers to ensure compliance with the site’s quality & food safety program requirements.

 

SCOPE: The documentation gathered provides information on a service supplier's ability and commitment to meet Company’ quality & food safety program requirements.

The approval documentation gathered from the service suppliers is determined based upon the risk associated with said supplier.

 

Suppliers of services may be contracted with the endorsement of any Company  HACCP Team or Management Team member.  The contractors performing the services must read/sign Company's Contractor GMP/Security Agreement.  Whether or not the service supplier is setup within the ERP Maintenance section is at the discretion of the company’s  accounting department. 

 

Suppliers of service will be setup in ERP System  by any member of Purchasing, Accounting, or the HACCP team. However, vendor approval is limited to members of the Quality & Food Safety team. Once a new supplier setup is initiated, the person setting up the new supplier notifies the Quality & Food Safety Team in order to determine the documentation required to evaluate and approve said supplier.

 

 

 

Supplier of Services Performance Monitoring

Supplier performance can significantly impact the quality and/or safety of the company's products. Therefore, the company will monitor the performance of our suppliers. Performance indicators will include: On-time delivery performance, number of reported issues per year, quality & timeliness of responses to Corrective and Preventative Action Request.

 

Supplier performance measurement factors will include the following:

 

  • Number of reported issues per year
  • Quality and timeliness of responses to CAPAs.

This information will be recorded on the Supplier Issue Reporting Form which will be submitted to the Food Safety & Quality Team to record and track using the F-3.7.3 Supplier Quality & Food Safety Tracking Report. It is up to the Company’s  team member responsible for each supplier relationship to determine (both directly and from input from other Company's team members) when a supplier’s performance is unacceptable and approval status should be revoked.  Supplier performance can be assessed at shorter intervals than stated if the business situation requires this.

 

Exception to the Supplier of Services Approval

 

In certain cases when chemical materials are purchased through distribution Company reserves the right to certify the product itself rather than the service supplier of said raw material, recognized as a material level approval, as long all of the materials food safety documentation has been reviewed and accepted by the Quality & Food Safety Department.

 

 

Reference Documents

  • NA

 

Records

  • F-3.10a Letter of Guarantee
  • F-3.7.3a Supplier Quality Issue Reporting Form
  • F-3.7.3b Supplier Quality & Food Safety Tracking Report
  • Risk Assessments

 

Change History

  • :)

 

 

 

 

This is what I have used and as along as you are able to determine your needs based upon your risk assessment that would be able to give you a good interval of how often the documentation needs to be gathered. 

 

I hope you find this helpful :)

 



#6 FoodSafety360

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Posted 07 August 2020 - 02:10 PM

 

Service Supplier Type

Documentation Required for Service Supplier Assessment

  • Laboratory Service Supplier
  • Calibration Service Supplier
  • Resin Delivery Service Supplier
  • F-3.10a Letter of Guarantee
  • F-6.1.1 Contractor GMP Agreement
  • Certifications
  • W9
  • Laundry Service Supplier
  • Pest Control Service Supplier
  • F-3.10a Letter of Guarantee
  • F-6.1.1 Contractor GMP Agreement
  • Safety Data Sheets (SDS) of Materials Supplied / Used [on-going if new materials are used or supplied or if changes occur]
  • Contract on file
  • Certifications as applicable
  • W9
  • Waste Service Supplier
  • Vending Machine Service Supplier
  • Security Service Supplier
  • F-3.10a Letter of Guarantee
  • F-6.1.1 Contractor GMP Agreement
  • Contract on file
  • W9
  • Hi-Lo Service Supplier
  • Chemical Materials Service Supplier
  • Other contractors
  • F-3.10a Letter of Guarantee
  • F-6.1.1 Contractor GMP Agreement
  • Safety Data Sheets (SDS) of Materials Supplied / Used [on-going if new materials are used or supplied or if changes occur]
  • W9

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PURPOSE: The basis on which Company approves the suppliers of its services and documents the ongoing monitoring of these suppliers to ensure compliance with the site’s quality & food safety program requirements.

 

SCOPE: The documentation gathered provides information on a service supplier's ability and commitment to meet Company’ quality & food safety program requirements.

The approval documentation gathered from the service suppliers is determined based upon the risk associated with said supplier.

 

Suppliers of services may be contracted with the endorsement of any Company  HACCP Team or Management Team member.  The contractors performing the services must read/sign Company's Contractor GMP/Security Agreement.  Whether or not the service supplier is setup within the ERP Maintenance section is at the discretion of the company’s  accounting department. 

 

Suppliers of service will be setup in ERP System  by any member of Purchasing, Accounting, or the HACCP team. However, vendor approval is limited to members of the Quality & Food Safety team. Once a new supplier setup is initiated, the person setting up the new supplier notifies the Quality & Food Safety Team in order to determine the documentation required to evaluate and approve said supplier.

 

 

 

Supplier of Services Performance Monitoring

Supplier performance can significantly impact the quality and/or safety of the company's products. Therefore, the company will monitor the performance of our suppliers. Performance indicators will include: On-time delivery performance, number of reported issues per year, quality & timeliness of responses to Corrective and Preventative Action Request.

 

Supplier performance measurement factors will include the following:

 

  • Number of reported issues per year
  • Quality and timeliness of responses to CAPAs.

This information will be recorded on the Supplier Issue Reporting Form which will be submitted to the Food Safety & Quality Team to record and track using the F-3.7.3 Supplier Quality & Food Safety Tracking Report. It is up to the Company’s  team member responsible for each supplier relationship to determine (both directly and from input from other Company's team members) when a supplier’s performance is unacceptable and approval status should be revoked.  Supplier performance can be assessed at shorter intervals than stated if the business situation requires this.

 

Exception to the Supplier of Services Approval

 

In certain cases when chemical materials are purchased through distribution Company reserves the right to certify the product itself rather than the service supplier of said raw material, recognized as a material level approval, as long all of the materials food safety documentation has been reviewed and accepted by the Quality & Food Safety Department.

 

 

Reference Documents

  • NA

 

Records

  • F-3.10a Letter of Guarantee
  • F-3.7.3a Supplier Quality Issue Reporting Form
  • F-3.7.3b Supplier Quality & Food Safety Tracking Report
  • Risk Assessments

 

Change History

  • :)

 

 

 

 

This is what I have used and as along as you are able to determine your needs based upon your risk assessment that would be able to give you a good interval of how often the documentation needs to be gathered. 

 

I hope you find this helpful :)

 

 

It is very helpful. Thank you very much. 






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