Good Hygiene Practices
Incoming Material Requirements
Section 2 - Sub-Module 5.2
Slide 2 Module 5.2 - 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 5.2 - Incoming Material Requirements
Raw materials influence the safety and suitability of foods
Processing cannot remove all hazards
Slide 4 Module 5.2 - 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 5.2 - 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 5.2 - 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 5.2 - 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 5.2 - Incoming Material Requirements
Base specifications on required and/or internationally recognized standards
Consult sources such as
Codex standards, national
legislation, ISO standards, food industry
norms.
Slide 9 Module 5.2 - Incoming Material Requirements
Additives must be food grade
colorants antioxidant
s flavour
enhancers
Beware of carry-over !
Only use food-grade and permitted substances!
Slide 10 Module 5.2 - 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 5.2 - 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 5.2 - 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 5.2 - 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 5.2 - Incoming Material Requirements
Tag or mark all materials that have been checked
Standard Entry Form
Slide 15 Module 5.2 - 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 5.2 - Incoming Material Requirements
Grade incoming materials into a number of manageable categories
Categories:
• Accept
• Accept under condition that extra treatment necessary
• Reject
Do incomingmaterials meetspecifications?
No
Yes
Can it be treatedto reduce risk orused in adifferent process?
Store according toinstructions
Reject or store separately with clearinstructions that material is bannedfrom use (e.g. ground meat that isdelivered at room temperature).
Product Manager to take decision onfurther use (e.g. adapt processing oruse for lower-grade/different product).Store with clear tagging regardingspecial use.Yes
No
Slide 17 Module 5.2 - Incoming Material Requirements
Lower grade materials must be identifiable
Standard Entry Form
Clearly identifiable low-grade tag
Slide 18 Module 5.2 - Incoming Material Requirements
An example of a colour-coded form
Slide 19 Module 5.2 - 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
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
Slide 20 Module 5.2 - 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 5.2 - Incoming Material Requirements
Overview of documentation of incoming materials
SOP
Standard Entry Document
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
The grading of all stored material must be visibly indicated.
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL
SPECIFICATIONINCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Grades
Store only labelled materials!
Slide 22 Module 5.2 - 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 5.2 - 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 5.2 - 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 5.2 - 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) sizeMeasuring devices Measuring devices must be regularly must be regularly controlled for accuracy controlled for accuracy and precision! and precision!
Slide 26 Module 5.2 - Incoming Material Requirements
The value of visual inspections is often underestimated
Trained personnel can
spot the difference!
Slide 27 Module 5.2 - 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 5.2 - Incoming Material Requirements
Record results of all performed checks
Develop forms that are easy to complete
Slide 29 Module 5.2 - Incoming Material Requirements
Certain tests require complex equipment
Testing for chemical contamination is not always
practical.
Slide 30 Module 5.2 - 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 5.2 - 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 5.2 - Incoming Material Requirements
Certificates of Analysis and Conformance
Certificate of Analysis (CoA)
Certifies the conformity of abatch of products to aspecified test results.
Certificate of Conformance (CoC)
Confirms supplies conformto specific attributes i.e.free of additives.
Slide 33 Module 5.2 - Incoming Material Requirements
A Certificate of Analysis could look like this ..
COMPANY NAME
CERTIFICATE OF ANALYSIS
Product: “Best Cocoa“ cocoa powder Product Code: xxxxxLot: 310676Covering 300 bags of 25 kgBest Before date: 19/08/2010
Analysis Result SpecificationsColour up to standard up to standardFlavour up to standard up to standardfat content (%) 12% 10-12% (extraction with petroleum ether)pH 8.0 7.8 – 8.2fineness 99.7 99.5 min (wet through 200 mesh sieve)moisture content 4.5% 5% maxStandard plate count 400 5000 maxmoulds per g < 5 50 maxyeasts per g < 5 50 maxenterbacteriaceae negative negativeE. coli in 1 g negative negativeSalmonella negative negative (as per US FDA sampling method)
We guarantee that our products are not sterilised by means of gas treatment or radiation.
Signature: ........................................ Date: .............................(Laboratory Manager)
Slide 34 Module 5.2 - Incoming Material Requirements
.. or like this (includes testing methods)
“Best Sugar” Company LTDCERTIFICATE OF ANALYSIS
CASTER SUGARAppearance White Granulated CrystalFlavour Aroma TypicalAllergens AbsentShelf Life Greater than 2 yearsGM Status Contains no GM ingredients, processing aids or additives during
production
PARAMETER Results of Analysis LIMIT TEST METHOD
Cane sugar 99.93 % Min- 99.9% DifferenceReducing Sugar 0.004 Max -0.04 % ICUMSA GS2/3-5Ash 0.01 0.02 % ICUMSA GS2/3-17Water 0.04 0.04 % HMAColour 22 50 Cl SpectroTurbidity 0 5 Cl SpectroInsoluble Matter 0.03 5 ppm filtrationScreen Analysis 2.7% 4.0% ICUMSA GS2/3-7 (T 600 micron) Thermophilic Spore Count 18 150 ICUMSA GS2/3-49Yeasts 1 10 ICUMSA GS2/3-47Moulds <1 1 0 ICUMSA GS2/3-47
This information was obtained by laboratory analysis from source
Batch ref #: 3098267
Slide 35 Module 5.2 - Incoming Material Requirements
Be aware of fraudulent CoAs and CoCs
Always control authenticity of certificates
Slide 36 Module 5.2 - 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 5.2 - 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 5.2 - 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 5.2 - 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 5.2 - 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 5.2 - 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 5.3 ...