7 replies to this topic

[Nutritious_ff]

I am hoping to get some clarification on the SQF requirements for Organization Charts. I was asked by management if the ORG charts are required to have names for all positions listed and whether they need to be displayed to all staff.

Per SQF code "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."

is identifying personnel by their position sufficient on an ORG Chart? we have names of employees in key positions listed on the older version of the ORG Chart. the standard also doesn't specifically say that it needs to be displayed in prominent locations, like the Food Safety Policy. 

[nwilson]

Here is what I have always done and its also a way to simplify any updates to documents.  

1. Create a job title org chart.  List out the titles that are responsible for food safety, back ups, etc.  Its an outline of the reporting structure.  So to answer your question directly yes it is ok and I haven't had and issue in any audit yet.  

2. Create a designated cover personnel register that outlines the specifics of each title and their responsibilities.  You can list this is a table in your org chart, I just keep this separate as I like to list more detail in the register.  

3. Correlate your org chart to your job descriptions and make sure that the reposting structure and responsibilities are documented in each JD.  

 

I don't list names in the SQF program other than my food safety team member list.  This helps with not having to update and be on top of employee changes and keeps it simple.  

 

All the best!  

[SQFconsultant]

We display the organization chart along with a food safety/policy and ownership/management commitment on our communication boards in reception, in the training room and in the break room areas.

 

There are no names of people on the charts, just the titles with the exception of the first line which is ownership and the second drop down boxes which are the Manager names and positions - all others are by title.

 

It is footnoted to state that those with the  green backgrounds (highlighting) have a direct responsibility for food safety and those with the yellow background have in-direct responsibility for food safety.

 

Backup is also noted on the organization chart.

 

Backup of course is noted on job descriptions as well.

 

We include the direct phone numbers and emails for all managers and ownership on the organizational chart as well.

 

We like transparency.

[G M]

I am hoping to get some clarification on the SQF requirements for Organization Charts. I was asked by management if the ORG charts are required to have names for all positions listed and whether they need to be displayed to all staff.
...

 

 

Required on the organization chart, no. 

 

There will need to be some names and possibly contact info for other programs and policies like the HACCP team, food safety or quality teams, recall/crisis management etc., but that tends to be positions with less turnover.

 

For display requirements the ones that come to mind are the management commitment statement, and GMPs.  Our auditors always want to see the commitment statement in the reception/lobby area too, not just internally.

[jfrey123]

In jobs where I was responsible for the entire FSQMS manual, we always kept a binder copy in the office for employees to be able to access if they had questions about SOPs and Programs, so the org chart was available there and that had always been good enough for my auditors.

 

As for the names, I think auditors prefer it but you could absolutely defend having a separate list (controlled document of course) which names who is in what role and let the org chart reference just the position.

 

My first consultant showed me a spiffy trick about adding colored boxes around each of the roles/positions to denote where they have responsibilities.  Those in charge of food safety for their department or program were color coded one color (pretty much everyone), an additional colored box to denote if they're HACCP team, or recall team.  Another color box for SQF practitioner and backup, etc.  It never hurts to take a little extra initiative and present a little additional data where it's not required or expected.

[AtomicDancer]

Our SQF auditors have only wanted to see the management tier of the org chart.  This team is also the food safety and HACCP team. (we are only about 80 employees total). We have a separate Policy for job duties, and their back ups. In the 2 audits I've been with my current company, they haven't asked for the back ups list. 

[Scampi]

My org chart is titles only, not names

 

It's part of the management commitment, auditors want it to show who is ultimately responsible for the big stuff like $$ for the right folks in the right position and capitol expenses

[Scotty_SQF]

Agree with others...just use titles. So much simpler.