Empowering Indian Agriculture www.eFreshIndia.com Quality
Manual for Producer Group
Slide 2
Empowering Indian Agriculture www.eFreshIndia.com This Quality
Manual is prepared to comply with the requirements of GLOBAL G.A.P
for : Producer Groups(Option 2) and Individual Producer (Option I)
with multi sites with QMS. This is released by Global GAP Scheme
owner, Food Plus, GmbH based in Germany. Version.4 (Obligatory from
1 st January 2012)
Slide 3
Empowering Indian Agriculture www.eFreshIndia.com Global GAP
Ver. 4. E-Fresh noted the requirements of Global GAP &
Presented the expectations based on the expert advice received from
the experts. It is only a generic opinion about the expectations of
the requirements to be useful for the users as a guidance document.
Each producer company or option1 with multi sites has to prepare
the QMS documentation and maintain the records based on the actual
operations of the organization. The purpose of E-Fresh in
submitting the producer group manual is only to create awareness
amongst the implementers For specific requirements and its
updation, user has to visit www.globalgap.org for compliance with
the requirements as documented by Global GAP.
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Empowering Indian Agriculture www.eFreshIndia.com INDEX: 1.
Quality Manual: Purpose Introduction about the organization Scope
Quality Policy Objectives Documentation Management Representative
Roles and Responsibilities
Slide 5
Empowering Indian Agriculture www.eFreshIndia.com Quality
Manual (QM) - Purpose Quality Manual and related documents should
be prepared based on the requirements of the Global GAP General
Regulations Part II/ Rules for Option II and Option I Multi sites
with QMS (Version -4). The main purpose of this manual is to set
forth the policies and general responsibilities of the producer
Group and Option I Multi sites with QMS (Version -4) as applicable.
This manual also includes the contracted farmers activity of farm
produce.
Slide 6
Empowering Indian Agriculture www.eFreshIndia.com Introduction
About the Organization Brief Note About the Organization: A brief
note about the organization, its year of establishment,its
achievements, its promoters, their experience and operational
activities to be mentioned here.
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Empowering Indian Agriculture www.eFreshIndia.com Quality
Manual should broadly cover the following scope of the activities:
Legal agreements with contracted growers. Duties and
responsibilities of the contracted growers and the producer group.
Conducting of internal inspection for the contracted growers
Conducting Internal audit of Producer group QMS Providing technical
advices covering the usage of fertilizers, plant protection
products etc Supply of inputs, if any [continue in next slide]
Quality Manual - Scope
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Empowering Indian Agriculture www.eFreshIndia.com Quality
Manual should cover the following scope of activities: Monitoring
of the practices of contracted growers during cultivation and
harvesting. Providing training to employees and workers Calibration
of the equipments being used in the farm area. Sample collection of
the produce and testing of produce for pesticide residues. Engaging
suitable sub contractors, if any for various farm operations
Facility of cold stores / pack houses / storage area of fresh farm
produce, if these facilities are used on the farm. Quality Manual -
Scope
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Empowering Indian Agriculture www.eFreshIndia.com Quality
Manual Quality Policy To adopt farming methods based on the Good
Agricultural Practices during the production, harvesting,
processing and supply of fruits and vegetables to the satisfaction
of the customers without harmful residues. This will be reviewed
and updated, if necessary, at every Management Review Meeting.
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Empowering Indian Agriculture www.eFreshIndia.com Quality
Manual Quality Policy Good Agriculture Practices Hygienic condition
of farm products Reviews in Management review Meetings.
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Empowering Indian Agriculture www.eFreshIndia.com QM Quality
Objectives The quality objectives of the producer group should be
present in the quality manual of G.A.P. The quality objectives
should cover the operational as well as financial performance of
group. The objectives to be measurable. For Example: 1.Customer
Satisfaction: The level of customer satisfactions can be measured
through customer feedback forms and the goal shall be to maintain
the level of 3 on scale of 4. 2. Financial Sustainability: To
ensure surplus of income over expenditure for the activities
carried on by the organization which can be measured once in a year
through its income and expenditure account/ balance sheet.
Slide 12
Empowering Indian Agriculture www.eFreshIndia.com QM Quality
System Documentation The Quality Manual System should consists of:
Quality Manual (Policies)Procedures( refer hyperlinks )Forms /
Records (Refer slide 52)Documents (Internal/ External)Work
Instructions
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Empowering Indian Agriculture www.eFreshIndia.com QM Management
Representative The management representative for the Global GAP
should be selected by top management of the producer group. He
should be representing both the P.G and contracted growers. He
should be qualified with required skills with experience. His
reporting should be directly to the top management.
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Empowering Indian Agriculture www.eFreshIndia.com QM Roles and
Responsibilities Roles and responsibilities along with the
reporting authority of all the personnel working within the
Producer Group should be defined and explained properly. This will
help in knowing the organizational setup and work responsibilities
assigned.. TOP MANAGEMENT MANAGEMENT REPRESENTATIVE INTERNAL
AUDITORTECHNICAL ADVISORS INTERNAL INSPECTOR SUB - CONTRACTORS
MEMBER GROWERS
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Empowering Indian Agriculture www.eFreshIndia.com 2. Quality
Management System Requirements/ Standards This part/ section of the
QMS, establishes the requirements and standards of producer groups,
which should be implemented and complied by them to achieve the
certification. These requirements need to be internally and
externally assessed via GLOBAL G.A.P QMS(Relative version)
checklist to ensure completeness and effectiveness.
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Empowering Indian Agriculture www.eFreshIndia.com INDEX: 2.QMS
Requirements - The QMS Documentation shall address the following
requirements: 1.Legality 2.Requirements for Producer Groups.
3.Requirements for Multi Sites ( Producers & Production sites )
4.Producer & Site Internal Register 5.Requirements for Multi
sites ( Site Internal Register ) 6.Structure of Management
7.Competency and Training of the Staff 8.Document Control 9.Records
10.Compliant Handling 11.Internal Quality Management System Audit
12.Internal Producer & Production Management Unit Inspections
13.Non-Compliances, Corrective Action & Sanctions. 14.Product
Traceability and Segregation 15.Withdrawal of product 16.Sub
Contractors 17.Registration of additional producers or PMUs to the
certificates 18.Internal Auditor and Inspector Qualifications and
Responsibilities 3. LIST OF RECORDS TO MAINTAIN AND THE SAMPLE
FORMAT LINKS
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Empowering Indian Agriculture www.eFreshIndia.com 1. Legality
The producer group or multi sites with option1 must be established
as a legal entity like private limited company, society,
partnership form etc.. The objective of legal entity must include
right to carry out agriculture production or trading and must be
able to sign contracts with the group members and production sites.
Each legal entity must enter agreement with Global GAP through
approved certification body of Global GAP. The legal entity must be
the holder of the Global GAP Certificate. It is to be noted that
one single entity can operator only one QMS per crop per country.
Only legal entity that can be certified under Option1 can join the
group for Option2 certification. In case if a group or multi sites
joins another group or multi site the two quality management system
shall merge into one to be managed by one single legal entity that
will be holding the Global GAP certificate.
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Empowering Indian Agriculture www.eFreshIndia.com 2.
Requirements for Producer Groups Producer Group must enter written
contract between each member producer group. A model copy of the
Agreement for Guidance: CLICK.CLICK.
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Empowering Indian Agriculture www.eFreshIndia.com 3.
Requirements for Multi Sites( Producers & Production Sites) All
production management units either to be owned or rented and shall
be under the direct control of the legal entity. In case the site
is rented there has to be Rental Agreement between the producer
group and the site owner. Model copy of the Rental Agreement for
Guidance: CLICKCLICK
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Empowering Indian Agriculture www.eFreshIndia.com 4. Producer
& Site Internal Register The Producer group must maintain a
register incorporating the details of the producer members and of
all the applicable sites used for production in accordance with
Global GAP Standards. All producers as mentioned in the internal
register must be registered individually on the Global GAP data
base according to the requirements of the General Regulation part
1: Annex 1.1 Those producers who do not apply for inclusion in the
Global GAP Group Certification to be listed separately and or not
required being registered in Global GAP data base. A model copy of
the Internal Register: CLICKCLICK
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Empowering Indian Agriculture www.eFreshIndia.com 5.
Requirements for Multi sites ( Site Internal Register )
Additionally in case of multi sites the register shall contain
additional information. A model copy of the internal register:
CLICKCLICK
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Empowering Indian Agriculture www.eFreshIndia.com 6. Structure
of Management: The Producer Group must prepare Quality Management
System Documentation for Compliance by all its Member Growers in a
uniform manner complying with the requirements of Global GAP
Standard as mentioned above and also mentioned here in after.
Suitable trained personnel to be available for implementing the
requirements by all the producers and at all the Production Units.
An organization chart to be prepared mentioning the Roles and also
the responsibilities of all the personnel responsible for
implementing the Quality Management System Documentation (QMS). An
individual should be authorized and responsible for managing the
implementation of Global GAP, Managing the QMS, Internal Inspection
of each Producer Member and / PMU annually, the Internal Audit of
the QMS and Verifications of the Internal Inspections Report. There
should be a Technical Advisors Responsible for advising the Group
& Its Members. Organization Chart - Sample: Given Below
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Empowering Indian Agriculture www.eFreshIndia.com Management
Structure Pack house In Charge TOP MANAGEMENT MANAGEMENT
REPRESENTATIVE INTERNAL AUDITOR TECHNICAL ADVISORS INTERNAL
INSPECTOR SUB - CONTRACTORS MEMBER GROWERS
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Empowering Indian Agriculture www.eFreshIndia.com 7. Competency
and Training of the Staff The competency requirements, like
Education, Training & Experience for all the Key Personnel
handling the QMS documentation to be documented. These competency
requirements must meet the Global GAP requirements for Example
Internal Auditor & Internal Inspectors (Annex II.1 of Part II
General Regulations- click here for details.). click here for
details These Key Personnel are adequately trained on the Global
GAP requirements and they are aware of the development, issues and
legislative changes relevant to the compliance to the Global GAP
Standard. In case the Producer Group does not have the Internal
Auditor with Food Safety & GAP Training but has only QMS
Training / Experience, then another person with these
qualifications can form part of the audit team to perform the
approval of the farm inspections. This position must be identified
in the QMS documents.
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Empowering Indian Agriculture www.eFreshIndia.com 7. Competency
and Training of the Staff Records of qualifications and Training,
shall be maintained for all key personnel involved in the
Compliance with Global GAP requirements and demonstrated in case of
external audit etc.., Similarly records of completed online
training and passing of exam as required by the Global GAP for
Internal Inspector / Auditor to be maintained (Annex II.1 of Part
II General Regulations). In case of more than one Internal Auditor
/ Inspector, all of them shall undergo training and evaluation for
ensuring consistency and their approach and interpretation of the
standard (Shadow Audits / Inspections to document). Shadow Audit /
Inspection means One Auditor doing the audit under the supervision
of another auditor and in another audit the auditor doing
supervision in earlier audit will be doing the audit under the
supervision of the earlier auditor doing the audit. These audit/
inspection records to be maintained. Competency requirements
documents Sample : CLICKCLICK
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Training for Farmers / Contractors
Slide 27
Training should be provided at regular intervals. Records to be
maintained Click here Click here for knowing the sample procedure
for training.
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Competency Matrix The Producer Group shall identify the
competency requirements for carrying out the operational activities
and shall appoint the personnel who are competent with the
requirements. Example: Click Here Click Here for Competency matrix
sample format link. Note: The competency requirement for other
identified positions to be furnished. Empowering Indian Agriculture
www.eFreshIndia.com Position Compliances Internal Auditor and
InspectorAnnexure II.1 of part II of general regulations, version
4. (click for detail)click for detail)
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Empowering Indian Agriculture www.eFreshIndia.com 8.
Documentation Control 1)All documentation relevant to the operation
of the QMS for GLOBALG.A.P Compliance shall be adequately
controlled. This documentation shall include, but is not limited
to:. Quality ManualGlobal GAP Operating ProceduresWork
InstructionRecord Formats Relevant external standards current
global GAP normative documents
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Empowering Indian Agriculture www.eFreshIndia.com 8.
Documentation Control QMS documentation prepared for compliance
with Global GAP to be adequately controlled. Minimum documents
include, the Quality Manual, Operating Procedures, Work
Instructions, Formats / Records and relevant external standards.
The QMS Documentation as relevant to the key personnel shall be
available to them and also to the Producer Group Registered
Members. The Contents of the QMS Documentation shall be reviewed by
the approved personnel periodically for ensuring the continued
compliance and update as per the changes.
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Empowering Indian Agriculture www.eFreshIndia.com 1.3
Documentation Control The documents should be approved by
authorized personnel inclusive of reviews and changes required.
Control of Document Procedures Sample: ClickClick
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Empowering Indian Agriculture www.eFreshIndia.com 9. Records
Records shall be maintained for demonstrating effective control and
implementation of the QMS and the Global GAP requirements. These
records shall be kept for a minimum period of 2 years. These
records can be kept online electronically or manually. These
records must be available during the inspections and audits.
Control of Records Procedures Sample: CLICKCLICK
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Empowering Indian Agriculture www.eFreshIndia.com 10. Complain
Handling Producer Group shall have an effective system for managing
the customer complaints and relevant part of the complaint system
shall be available to the Producer Group Members. A procedure to be
documented indicating how complaints are received, registered,
identified, investigated, followed up and reviewed. And the
procedure shall be available to the customers and shall cover both
complaints to the Producer Group and against individual producers
or the sites. Compliant handling Procedures Sample :
CLICKCLICK
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Empowering Indian Agriculture www.eFreshIndia.com
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11. Internal Quality Management System Audit The internal Audit
system clause explains the following requirements: The QMS Document
to be audited minimum once in a year. The Auditor shall meet the
requirements of Annex II.1 of part II General Regulations. To avoid
conflict of interest the Internal Auditors shall be independent of
the areas being audited. The Person responsible for the day today
ongoing management of the QMS is not allowed to undertake the QMS
Internal Audit.Annex II.1 of part II General Regulations Records of
the Internal Audit, Non-Conformances if any and follow up
corrective actions as a result of internal audit shall be
maintained. The Internal Auditor completed QMS Check List with his
remarks shall be available on site for review during the external
audit. Internal Audit Procedure Sample: CLICKCLICK
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Empowering Indian Agriculture www.eFreshIndia.com 12. Internal
Producer and Production Management Unit (PMUs) Inspection Internal
inspection of the Producer Group Members / Production Management
Units (PMU) shall be carried out one per year against the Global
GAP control points and compliance criteria. The competency
requirements of the Internal Inspector are documented in Annex II.1
of Part II of General Regulations. Internal Inspectors cannot
inspect their own daily work and shall be independent for the areas
being audited. New Members of the Group and New PMUs shall always
be internal inspected and approved prior to entering into the
internal Global GAP register. The Inspection Reports & Notes
shall be maintained and available during external inspection.
Internal inspection Report format - Click here
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Internal Producer and Production Management Unit
(PMUs)Inspection The Internal Auditor shall review inspection
reports of the Internal Inspectors for making a decision whether
the producer or site is compliant with the Global GAP requirements.
In case there is only one internal auditor who also perform the
internal inspections, another person like Management Representative
identified in the QMS must approve the Internal Inspections
Reports. In case the Internal Inspections are continuous over a 12
month period, then per-defined schedule shall be in place.
Slide 40
Empowering Indian Agriculture www.eFreshIndia.com 13. Non-
Compliances, Corrective Action and Sanctions A Procedure to be
documented to handle Non-Compliances and Corrective Actions which
are resulted as a result of Internal / External Audits /
Inspections, Customer Complaints etc., Corrective Actions and
Sanctions - Sample: ClickClick
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Empowering Indian Agriculture www.eFreshIndia.com 14. Product
Traceability and Segregation There must be a system in place for
tracing the Global GAP and Non Global GAP Products. A documented
procedure to establish for the identification of registered product
and to enable traceability of all products both confirming and
non-confirming to be applicable production sites. If a member of
the group registers for parallel production, the traceability and
segregation control points (AF12) shall be applicable for that
member. In case of certification for Fruit & Vegetables, the
Produce Handling sites shall operate procedures which enable
registered product to be indefinable and traceable from receipt,
through handling, storage and dispatch An exercise to be made for
demonstrating the compliance with the above system & record to
be maintained and to be shown during the Internal / External
Inspections. Click Here Click Here for sample procedure on product
traceability and segregation
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Food Chain
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Traceability system Practical Approach Empowering Indian
Agriculture www.eFreshIndia.com Member farmers Producer Groups
Slide 45
Empowering Indian Agriculture www.eFreshIndia.com 15. Product
Withdrawal A system to be put in place for managing the withdrawal
of registered products. Click Here Click Here for sample procedure
on product withdrawal
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Empowering Indian Agriculture www.eFreshIndia.com 16.
Sub-Contractors A Procedure to be documented in case any service
are sub contracted to third parties and to ensure the activities
carried on in accordance with requirements of the Global GAP
Standard ( All Farm AF3.6.1). Sub Contractors must work in
accordance with the Produce Group QMS and relevant procedures and
same to be documented in the service agreements entered with the
sub contractors. Click Here Click Here for sample procedure on
subcontractors
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16. Sub-Contractors farmers contractors
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Empowering Indian Agriculture www.eFreshIndia.com 17.
Registration of Additional Producers or PMUs for Certifications Any
new Producers and sites may be added to the certificate, subject to
the internal approval procedures. The Producer Group or Multi Site
holder has to update the Certification Body (CB) for any addition /
deletion of sites from the list of Registered Producers. Up to 10%
of new Producers sites can be added in one year to the approved
list by registering the producers sites with the Global GAP
approved CB without further verification by the CB. In case number
of approved registered producers sites increase by more than 10% in
one year, external sample inspections of the newly added producer
sites will be required during that year before additional producers
added to the approved list ( Minimum is the Square root of new
producers / Sites ).
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17. Registration of Additional Producers or PMUs to the
Certificate. (continue..) Optionally an audit of the QMS can also
be conducted by the Certification Body during that year. Without
regard to the percentage by which the number of approved registered
producers sites increases in one year, in case the newly register
farms increases the area approved registered products by more than
10% in one year or there is a 10% change of producers, further
external sample inspection of the newly added farms or producers to
be conducted during the year before additional farms or producers
added to the approved list ( Minimum is square root of the new
producers / farms) optionally QMS also can be added. Empowering
Indian Agriculture www.eFreshIndia.com
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18. Internal Auditor and Inspector Qualifications and
Responsibilities Click for DetailClick for Detail
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List of Records to be Maintained Empowering Indian Agriculture
www.eFreshIndia.com Serial NumberName of RecordLink for the Sample
Format 1Records of Farmer Registered Click here for sample
formatClick here 2Training RecordsClick here Click here for sample
format 3Training Attendance RecordClick here Click here for sample
format 4Supplier Contractor RecordClick here Click here for sample
format 5Audit Plan FormClick here Click here for sample format
6Audit Summary ReportClick here Click here for sample format
7Corrective Action RecordClick here Click here for sample format
8Complain RecordsClick here Click here for sample format 9 Records
Master list ReportClick here Click here for sample format 10
Document Master List ReportClick hereClick here for sample
format
Slide 52
GLOBALGAP IMPLEMENTATION PROCESS PRODUCER GROUP Implementation
of GLOBALGAP control point Requirements by each member of the PG
External Inspection by CB minimum : Square root of the total member
farmers Submission of Corrective Actions on NCs by the Member
Farmer Implementation of GLOBALGAP Producers Group Quality
Management System Requirement Producer Group External QMS Audit by
Certification Body ( CB ) C/As by PG for NCs, if any Internal
Inspection of 100 % Member Farmers by Internal Inspector of
Producer Group Conducting of Internal Audit by Producer Group
Corrective Actions on Internal Inspection Reports Corrective
Actions on Internal Audit Reports Producer Group Compliance Member
Farmer Compliance Monitoring of the Member Farmers Compliance by
the Producer Group Successful Compliance - Grant of Certificate in
the name of the Producer Group with the list of Member Farmers
Slide 53
GLOBALGAP CERTIFICATION PROCESS - PRODUCER GROUP Application
from Producer Group Signing of contract Positive Recommendation
Granting of Certificate to PG Letter to Client Yes NO
Implementation of Requirements by each member farmer and internal
inspection of all the members by the PG Inspection by CB minimum :
Square root of the total member farmers Submission of C/As actions
on NCs by the farmer Implementation of Producers Group Requirements
Conducting of Producer Group QMS Audit by CB C/As by PG for NCs
Review and approval by CB
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THANK YOU AND SEE YOU AGAIN!! Empowering Indian Agriculture
www.eFreshIndia.com
Slide 55
Disclaimer: This Manual is only generic. The Producer Groups or
any other user of this manual has to consider the requirements as
may be applicable to him for the crops cultivated and has to
appropriately modify it to suite his own requirements. This is only
a guidance document. For the requirements of GlobalGAP and its
up-dation, visit - www.globalgap.orgwww.globalgap.org E-fresh India
shall not be responsible for any consequences arising out of the
use of this manual.