9 replies to this topic

[lmoneymaker]

Hi Everyone! My name is Laura, I am a new SQF Practitioner and PCQI for a pet food manufacturer. I am preparing for our audit in 3 weeks. I have found these forums so useful already. Any advice for me for my first SQF audit?

[SQFconsultant]

Good morning Laura!

 

Welcome.

[nwilson]

Welcome.  Advice is to get some good rest, know that your site did its best to get to this point, and take all the notes you can during the audit.  No site is perfect and taking anything away from the audit outside of NC's/Findings is what can really elevate your site and programs. 

 

All the best and good luck.  

[acarver]

Take lots of notes!

 

Breathe!

[kingstudruler1]

Be organized.   Make sure you have all policies, procedures, forms,  records, etc readily available.   

 

There is a lot to cover in two or so days.   Routine searching for evidence of complaince can / will frustrate auditors.   

[jfrey123]

Welcome!  It's easy to say "relax", but we all know nerves get the best of us before the auditor shows up.  I agree with the above that preparing early is a huge help:  start moving files, records, binders, everything you can think of into your conference room the day before the audit.  Make sure you have someone available to help, run for extra documents or what have you, ensuring the auditor isn't left alone at any time. 

 

I'm a big fan of training department supervisors and managers to explain their own department operations, having them brought into the audit when the time is right to share the load.

[Scampi]

Get as organized as you can now

 

I have a table of contents, it lists the SQF element AND my procedure name and I've colour coded the sections       I also use arrow sticky notes to highlight really important procedures

 

If you have not already, make sure at least 2 mock traces (successful) have been completed and are handy

 

Know that it may not go as smoothly as you'd like, and the first time is an eye opener.  You know your facility and products, just remember that

 

Best of luck

[Ronin1959]

The key is to stay organize and create a register for all your documents showing revision and updates.  It is best that those responsible for areas be there and contribute.  It is not a one person show.

 

• All of your documentation should follow:  Policy --> Program --> Procedures/SOP/OPL --> Records

• What is in your program/policy/procedures should have the associated records.

• Create a one-page signature page/initial to link with your records.
• Never leave the auditor by themselves.  You should have someone there to help gather records or other materials needed for the audit.
• Create a trace/mock recall team in the event you need to do an exercise.  If auditor initiates one.  Make sure that those team members are present to get the information from the auditor on what he expects so that everyone is on the same page.

 

Good Luck.

 

 

[DFFS]

I'd say completing an internal audit of your facilities and linking the specific documents and page numbers to the audit saved me a bunch of searching time. I also took a lot of notes even if they didn't mark me down for something. 

As far as auditors go, you never know what personality you're going to get, but just do your best to be nice and even if you disagree with them, maintain your composure. I've only been doing this for 3 years, but I do farm and facility food safety and I've only had one bad auditor and you could tell this guy just wasn't someone who was going to have any friends. For the most part, auditors are willing to commiserate with you about the CB they work for and how freaking busy and stressed out they are. 

Best of luck. 

[jfrey123]

I'd say completing an internal audit of your facilities and linking the specific documents and page numbers to the audit saved me a bunch of searching time. I also took a lot of notes even if they didn't mark me down for something. 

 

You just reminded me, and I should've said it for the OP earlier:  SQF 2.5.4.1 requires that i. All applicable requirements of the SQF Food Safety Code: Food Manufacturing are audited per the SQF audit checklist or a similar tool; ii. Objective evidence is recorded to verify compliance and/or non-compliance;

 

Not only is linking specific docs a time saver, it's pretty much expected as part of your self internal auditing.  So for OP, easiest way to do this is to download the excel checklist from SQFI for your modules and run through each line item yourself, recording "objective evidence" by citing your own SOP's and how they meet the code requirements.