9 replies to this topic

[Fantastic Faustino]

We are a small food contract manufacturer (approx 15 employees) that is SQF certified per client requirements. We have our next unannounced SQF audit period beginning in 3 weeks. Today our SQF practitioner of 1yr resigned unexpectedly (effective immediately), saying they accepted a position for mid-six figures elsewhere and not a figure that we could reasonably compete with.

 

We run just 1-2 production lines per day and therefore we've only ever required one full-time SQF practitioner/QA manager. Because we are small at only 15 employees, there really is no redundancy built into our QA processes nor do we have a backup who can quickly take the reins. We therefore need to find, hire, onboard and familiarize a new Practitioner in only 2 weeks, which will likely be impossible especially given the holidays.

 

What are our options to allow us time to find a new SQF Practitioner? Can we delay the audit?

 

 

[Slab]

Appoint someone practitioner, burn the midnight oil, and just proceed with the audit. 

 

Additionally (not meaning to rub salt in the wound), the following is a mandatory requirement in maintaining an SQF system:

 

 

2.1.1.3 The reporting structure shall identify and describe site personnel with specific responsibilities for tasks within the food safety management system and identify a backup for the absence of key personnel. Job descriptions for the key personnel shall be documented.

 

[SQFconsultant]

I agree with Slab and will add, how did not having a backup get missed by the Auditor on your last SQF Audit or?

I promise that if the Auditor missed it that it will not be missed om this upcoming audit - the long shot is that ask for a delay, pay the reset fee, hire an SQF Practitioner now and put a haacp certified warm body in as backup now and both burn the oil so that the dekay is minimal - but whatever happens don't tell the cb that you are lacking a backup.

[Fantastic Faustino]

Appoint someone practitioner, burn the midnight oil, and just proceed with the audit. 

 

Additionally (not meaning to rub salt in the wound), the following is a mandatory requirement in maintaining an SQF system:

 

 

I agree with Slab and will add, how did not having a backup get missed by the Auditor on your last SQF Audit or?

I promise that if the Auditor missed it that it will not be missed om this upcoming audit - the long shot is that ask for a delay, pay the reset fee, hire an SQF Practitioner now and put a haacp certified warm body in as backup now and both burn the oil so that the dekay is minimal - but whatever happens don't tell the cb that you are lacking a backup.

 

Thanks for the replies.

 

We have a backup, it's the owner, but she's got her hands tied in other important areas to drop everything to focus on dedicate to being full-time audit-ready for the next 1-2 months without other areas of the business suffering. She's been the interim backup on on an as-needed basis for normal daily activities, but the backup for an immediate audit is at higher-level than I think a small family business positions a backup for.

 

How does asking for a delay and the reset fee work?

Edited by Fantastic Faustino, 24 December 2022 - 03:22 PM.

[Slab]

Thanks for the replies.

 

We have a backup, it's the owner, but she's got her hands tied in other important areas to drop everything to focus on dedicate to being full-time audit-ready for the next 1-2 months without other areas of the business suffering. She's been the interim backup on on an as-needed basis for normal daily activities, but the backup for an immediate audit is at higher-level than I think a small family business positions a backup for.

 

How does asking for a delay and the reset fee work?

 

It's my understanding that  a "reset" is for seasonal operations that affect unannounced audit windows. Outside of that Your CB will suspend your certification if you cannot meet the requirements. Have you contacted your CB for clarification?

[SQFconsultant]

Well, it's really a sticky wicket when an owner is designated as the backup but can't fullfill the position as a backup due to too many things on their plate.

Under that circumstance, you should do what slab said initially and burn the oil, because otherwise with an owner that cant fullfill the obligation you will be looking at being de-certified and I doubt your company can afford the possible loss of business resulting from that.

So, get rolling, hire an SQFP and designate someone else as backup because ypur current backup would be considered unacceptable/inadrquate etc at your audit.

[rsanthanagopalan]

Sir/Madam, Hope you had a great Christmas. Please don't panic. It's good that you have Back-up SQF Practitioner identified in your organization. Make sure that person has HACCP certificate and PCQI certificate ready - SQF Practitioner certification is a plus. Did the previous practitioner leave the SQF Food Safety Manual ready for the audit? If your audit window is starting in 3 weeks, it's very likely that he/she has completed all requirements for the audit. If so, back-up practitioner can do the audit. Or, you can hire an outside consultant for 2 months or so and have him/her take care of the audit along with your staff. You can certainly explain the situation to the auditor, and he/she will understand.

 

What is your business?

Revenue?

Location? 

 

Good luck.

 

 

[jfrey123]

Your backup is now your primary.  In the time it takes for a new candidate to be brought in and up to speed, your backup must perform the duties you've assigned to your SQF practitioner.  If you're saying the owner, as a backup, cannot perform these duties, you've now discovered a gap in your program that you might want to rectify asap.  Upon hiring a new QA person to be your designated SQF Practitioner, you should consider elevating someone else in the staff to serve as their backup.

 

You can try writing your certifying body, but it's unlikely they'll permit a delay due to a personnel issue.  SQF code is written in a way that producers must be able to continue operating in the face of such adversity.  Keep in mind that refusing to accept an audit if the delay is not granted is grounds for suspension of your certification.

 

My first role as an SQF practitioner was for a company where I was the only office staff who didn't have their name on the door.  A family run company where every manager was also a relative and owner.  I say this to explain I'm familiar with the constraints of a small operation, and I went through similar type pains helping them bring their operations out of the 90's into the modern era.

[Jess1071988]

I would let the Auditor know your situation when they arrive. Most can be pretty understanding to situations like that. As long as you have someone who understands the documents and another who understands the production area you should be fine. I know it's stressful, but it will be ok. You got this!

[Scotty_SQF]

At this point, I think you can only do two things: 1. As others said, hunker down and everyone come together and figure this out or 2. Reach out to a consulting service, pay some money for the service quickly, and utilize them to help get you ready.  You have to realize that a consulting service cannot run your audit for you, you'll still need your designated back up to run it, but they can help assist in having you audit ready.  

 

If you go with option 2, you don't have any time to waste as you'll need someone hired by end of week I would think with your audit window so close.  Still your team will have to come together to help and support the consultant. 

 

I do not believe the CB would delay your audit due to this circumstance, hence why they have a requirement for a back up.

 

Hope it works out for you.  Sometimes, it is during times like these that teams come together and show what they can do when faced with adversity.