How are companies approaching Section 2.3.2 (Specifications) in SQF Code 9.0

I am working on creating a policy to meet the requirements of SQF Code 9.0 - 2.3.2 (Specifications) and am wondering how others are approaching this.  I would like to create a general policy then have supplemental documents if needed, but there are so many things covered in this section with the new edition (raw materials, finished products, and contract services) that I don't know if a general policy will work. Additionally, can anyone provide recommendations on how to handle 2.3.2.5 - which requires approved raw material suppliers to notify the site of changes in product composition that could have an impact on product formulation?  We purchase many of our raw materials from food ingredients distributors and request specifications annually as part of our Approved Supplier Program, but I'm finding that many of these suppliers require a signed agreement in order to notify us of changes.  Is it enough that we ask for specs annually and periodically review them against specs listed on COA's?

Hi r.bub,

• Do all of your suppliers provide COAs?
• What information exactly is provided on the COA and
• is this information a standard requirement?
• What would be the corrective action if a supplier does not provide a COA with a shipment?
• Is this feasible for the receiver to spend time comparing against the specification for every shipment?

Hi foodsafetymuse,

Responses to your questions:

• Do all of your suppliers provide COAs? - YES - when applicable (e.g. ingredients, processing aids, packaging suppliers send COCs)
• What information exactly is provided on the COA and
• is this information a standard requirement? Information on the COA's correlates to specifications received from the Supplier.  Some of the COAs we receive list the specifications on then, but some do not.  Most reference analytical testing an microbiological testing results.  
• What would be the corrective action if a supplier does not provide a COA with a shipment?  If a shipment comes in without a COA, our shipping :& receiving personnel document on our inbound load inspection form and notify purchasing so a COA can be requested.  We are currently in the process of implementing an ERP system.  When this is done, all incoming materials will be placed on hold until the COA is reviewed and approved by the QA Department.
• Is this feasible for the receiver to spend time comparing against the specification for every shipment? If it absolutely needed to be done, it could, but it would probably be quite an adjustment for our QA department.

My company compares COAs to Specification Sheets on file for all raw materials received.  When using this process, we have found one parameter change that the manufacturer didn't inform us of, however, the change was immaterial to our process and didn't affect food safety.

Spidey - Does the comparison of COAs to spec sheet for each raw material received cover the new portion of SQF 9.0 section 2.3.2.5, requiring that suppliers notify you of a change inn raw material that affect food safety? Or did you have to do something else? Thank you in advance.  

Spidey - Does the comparison of COAs to spec sheet for each raw material received cover the new portion of SQF 9.0 section 2.3.2.5, requiring that suppliers notify you of a change inn raw material that affect food safety? Or did you have to do something else? Thank you in advance.  

2 + 2 = 5 ?.

2 + 2 = 5 ?.

Charles - I find myself back at this topic, and I'm afraid I don't understand your reply. Am I misinterpreting it as a bit of sarcasm? I was referring to the part of the SQF code which states that suppliers be aware of the necessity to inform us of any specification change or characteristic that may affect product formulation, in 2.3.2.5. We have requested that suppliers notify us of formulation changes, but as a small company which purchases from manufacturers, distributors, and warehouses, this is often ignored .

We often find out about changes by seeing different parameters listed on COAs and don't have the buying power of a Nestle and such to demand that we get notification.  

If the code requires that suppliers be aware of the necessity to inform you of any spec change, it would seem to me that a simple form letter to all of your suppliers stating that requirement would suffice.

Now, whether or not they actually do inform you, is another matter. But that's not what the code requires, is it?

I would think if you can provide an auditor evidence that you have informed your suppliers of the requirement, you have done what the code specifies.

I'm not familiar with the specifics of the SQF code, so those that are, feel free to jump in here.

Marshall