Good Hygiene Practices Incoming Material Requirements Section 2 - Sub-Module 5.2

Slide 2 Module Incoming Material Requirements 1.Understanding the importance of incoming material control 2.Using Raw Material Specifications 3.Standardizing procedures to manage incoming materials 4.Demanding compliance with specifications 5.Choosing suppliers Incoming Material Requirements: Presentation Outline

Slide 3 Module Incoming Material Requirements Raw materials influence the safety and suitability of foods Processing cannot remove all hazards

Slide 4 Module Incoming Material Requirements The 3 key aspects of incoming material control Develop 1.Raw material specifications 2.Standardized procedures of operation 3.Strong trading relationship with suppliers

Slide 5 Module Incoming Material Requirements 1.Understanding the importance of incoming material control 2.Using Raw Material Specifications 3.Standardizing procedures to manage incoming materials 4.Demanding compliance with specifications 5.Choosing suppliers Incoming Material Requirements: Presentation Outline

Slide 6 Module Incoming Material Requirements Why have raw material specifications? Purpose:  Clear communication with suppliers  Proof to authorities that existing standards are being followed  Uniform internal system of supply management

Slide 7 Module Incoming Material Requirements Raw Material Purchasing Specifications should focus on certain key elements SAFETY Hazards  Chemical  Microbiological  Physical QUALITY Criteria related to  Appearance  Packaging  Size Sensory characteristics  Colour, taste and smell are important factors that influence the recipe Composition, critical ingredients  Protein, fat, water, etc.  Additives

Slide 8 Module Incoming Material Requirements Base specifications on required and/or internationally recognized standards Consult sources such as  Codex standards, Codex  national legislation,  ISO standards,  food industry norms.

Slide 9 Module Incoming Material Requirements Additives must be food grade  colorants  antioxidants  flavour enhancers Beware of carry-over ! Only use food-grade and permitted substances!

Slide 10 Module Incoming Material Requirements 1.Understanding the importance of incoming material control 2.Using Raw Material Specifications 3.Standardizing procedures to manage incoming materials 4.Demanding compliance with specifications 5.Choosing suppliers Incoming Material Requirements: Presentation Outline

Slide 11 Module Incoming Material Requirements Upon arrival all materials must be checked Check all incoming materials upon receipt and react immediately if something is wrong. Conform and safe?

Slide 12 Module Incoming Material Requirements Develop precise instructions on how to receive materials in a standardized manner Develop a standard operating procedure (SOP) for receiving raw materials.

Slide 13 Module Incoming Material Requirements Records prove that incoming materials have been checked Upon each receipt of materials one Standard Entry Form needs to be completed. Safety aspects

Slide 14 Module Incoming Material Requirements Tag or mark all materials that have been checked Standard Entry Form

Slide 15 Module Incoming Material Requirements Not all incoming materials will be 100% conform Materials of lower quality can still be used under certain conditions Non-conforming materials must be rejected.

Slide 16 Module Incoming Material Requirements Grade incoming materials into a number of manageable categories Categories: Accept Accept under condition that extra treatment necessary Reject

Slide 17 Module Incoming Material Requirements Lower grade materials must be identifiable Standard Entry Form Clearly identifiable low-grade tag

Slide 18 Module Incoming Material Requirements An example of a colour-coded form

Slide 19 Module Incoming Material Requirements Keep documents personnel must consult to a minimum Divide instructions between a basic SOP and Incoming Material Specifications specific for each material so document  is easy to consult, and  useful for instruction purposes. SOP

Slide 20 Module Incoming Material Requirements Choose 2-3 people who will be responsible for checking incoming materials Train personnel to check incoming material. Give them the power and confidence to not accept material. Material must be checked immediately upon arrival.

Slide 21 Module Incoming Material Requirements Overview of documentation of incoming materials SOP Standard Entry Document The grading of all stored material must be visibly indicated. Store only labelled materials!

Slide 22 Module Incoming Material Requirements Safe supplies require a steady level of communication Production department should  inform quickly about low stocks;  inform personnel if supplier has not met specifications  communicate actively with QS; Buying department should  foreseen potential lower quality of produce causes and communicate to inspecting personnel; QS-department should  maintain good working relationships.

Slide 23 Module Incoming Material Requirements 1.Understanding the importance of incoming material control 2.Using Raw Material Specifications 3.Standardizing procedures to manage incoming materials 4.Demanding compliance with specifications 5.Choosing suppliers Incoming Material Requirements: Presentation Outline

Slide 24 Module Incoming Material Requirements The aim of testing is to assess whether a product conforms to specifications Rapid Simple Accurate Cost effective Tests should be:

Slide 25 Module Incoming Material Requirements Key indicators that can be measured without the use of complex equipment Measuring indicators  Temperature  Moisture content  pH Sensory assessments  Taste/flavour/odour  Texture  Odour  (grain) size Measuring devices must be regularly controlled for accuracy and precision!

Slide 26 Module Incoming Material Requirements The value of visual inspections is often underestimated Trained personnel can spot the difference!

Slide 27 Module Incoming Material Requirements Use visual inspections to check for physical contamination Carefully sift through materials by hand or use a special sieve.

Slide 28 Module Incoming Material Requirements Record results of all performed checks Develop forms that are easy to complete

Slide 29 Module Incoming Material Requirements Certain tests require complex equipment Testing for chemical contamination is not always practical.

Slide 30 Module Incoming Material Requirements Complex test results often arrive after product has been sold Results of microbial tests are often only available after a certain number of days.

Slide 31 Module Incoming Material Requirements Demanding additional guarantees from suppliers Demand written proof if criteria from supplier if:  lack of equipment or expertise;  no adequate laboratories available;  regular analysis too costly;  results only available after product has been consumed;  no tests available for attributes such as “biological”, “halal”;

Slide 32 Module Incoming Material Requirements Certificates of Analysis and Conformance Certificate of Analysis (CoA) Certifies the conformity of a batch of products to a specified test results. Certificate of Conformance (CoC) Confirms supplies conform to specific attributes i.e. free of additives.

Slide 33 Module Incoming Material Requirements A Certificate of Analysis could look like this..

Slide 34 Module Incoming Material Requirements.. or like this (includes testing methods)

Slide 35 Module Incoming Material Requirements Be aware of fraudulent CoAs and CoCs Always control authenticity of certificates

Slide 36 Module Incoming Material Requirements 1.Understanding the importance of incoming material control 2.Using Raw Material Specifications 3.Standardizing procedures to manage incoming materials 4.Demanding compliance with specifications 5.Choosing suppliers Incoming Material Requirements: Presentation Outline

Slide 37 Module Incoming Material Requirements There are only limited possibilities of correction for non-conforming materials Sorting and processing cannot correct safety deficiencies of materials.

Slide 38 Module Incoming Material Requirements Food businesses need trustworthy suppliers  Identify and select supplies  communicate specifications  conduct on-site visits of supplies  provide training  enter long term trading relationship

Slide 39 Module Incoming Material Requirements Supplier assessment  Systems of supplier assessment (IT or manual) are useful tools to evaluate suppliers  Trading safety for a better price is not an option!  Inform suppliers once a year of how they have performed

Slide 40 Module Incoming Material Requirements Incoming Material Requirements: Conclusions  No raw materials/ingredients should be accepted by a food business if they represent a threat for food safety.  Improve management of incoming materials by standardising controls using written SOPs, forms and by recording data.  Personnel should be trained to check and grade incoming materials.  Food business operators need trustworthy suppliers.

Slide 41 Module Incoming Material Requirements YOU ARE HERE You have now completed Sub-Module 5.2 Incoming Material Requirements of Section 2 Applying GMPs after reviewing any supporting documents and links you desire, please proceed to Module