Food Safety Management Tools Module COACH S GUIDE. Food Safety Management Tools

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1 Food Safety Management Tools Module COACH S GUIDE Food Safety Management Tools Commonwealth of Australia 2007

2 Commonwealth of Australia

3 Food Safety Management Tools Coach s Guide Contents Introduction 4 Roles and Responsibilities of a Coach 4 About the Module 5 Overview of Content 5 Learner Assistance 6 LEARNER RESOURCE FOOD SAFETY MANAGEMENT TOOLS 8 Glossary of Terms 8 Quality Assurance 12 Food Safety Plan / Food Safety Program (FSP) 13 Foreign Matter 15 Food Safety Management Tools 16 Product Recall 17 Hazard Analysis and Critical Control Points (HACCP) 20 CCP Record for Goods Receipt 23 Guidelines for Coaches Workplace Learning and Assessment Activity 24 WORKPLACE LEARNING and ASSESSMENT ACTIVITY Part A 26 WORKPLACE LEARNING and ASSESSMENT ACTIVITY Part B 34 THIRD PARTY REPORT FOOD SAFETY MANAGEMENT TOOLS 34 Commonwealth of Australia

4 Introduction This booklet provides all the coach s material for the module Food Safety Management Tools. Coaches will need to be familiar with this material in order to fulfil their role in the workplace learning process. The Coach s Guide consists of the following: Advice to coaches to assist them fulfilling their responsibilities in the learning process; The Learner Resource - reference material provided to the learner that covers the module and some additional explanatory information where necessary; Guidelines to coaches, specific to the Workplace Learning and Assessment Activities; The Workplace Learning and Assessment Activity - the key workplace activity that consolidates the learners understanding of the module content; A Third Party Report - a coach or supervisors report about the learner, based on the competencies required in the module. Roles and Responsibilities of a Coach A Coach is a critical component of this essential training for production operators within food processing. As a coach you have the following responsibilities: be a mentor and coach to the learner; have a good understanding of the content of this guide; Commonwealth of Australia

5 Food Safety Management Tools Coach s Guide have a good understanding of workplace policies and procedures; provide guidance and advice to the learner and be able to either answer any questions they may have or, if appropriate, direct them to alternate sources of information. i.e. Production Manager, Quality Assurance Manager, etc; monitor the learner s progress; be able to assess the level of assistance required, particularly in regard to the Workplace Learning and Assessment Activities; in conjunction with management, allocate sufficient time for both on-line training and workplace activities; complete a Third Party Report on the learner; liaise with management and provide feedback for the entire process; and any other tasks as requested by the Training Coordinator. About the Module Overview of Content The module Food Safety Management Tools is part of the Food Safety Subject inside the Food Processing Compliance Package. The module covers a lot of detail on the key management systems used to control food safety hazards. The module is a little more complex than some of the other modules and there is quite a lot of information covered. To assist the learner s progress and in order to consolidate learning the module has been divided into two parts. Learners should complete the module in two stages. Commonwealth of Australia

6 Part A of the module covers information on the following: The role of a Quality Assurance Manager The Food Safety Plan Due Diligence Hazards such as foreign matter and allergens Hazard controls Product recalls Corrective action Part B of the module is dedicated to Hazard Analysis and Critical Control Points, covering the seven principles. You should refer to the learner resource for further information Learner Assistance The learner should try to complete the on-line component of the module with minimal supervision although, given the level of detail covered and the complexity of some the concepts, the learner may require assistance. You should monitor this closely. The level of assistance will likely be dependant on how much exposure in the workplace the learner has had to the concepts. The Workplace Learning and Assessment Activities requires your active involvement. Part A will need a consultative approach with the Quality Assurance department to extract some of the answers. You may need to facilitate this. Part B may be a routine task for some staff or a complete new concept for others. As the coach you need to determine which it is Commonwealth of Australia

7 Food Safety Management Tools Coach s Guide and render the level of assistance appropriate. Again a consultative approach with the Quality Assurance department may be necessary. The learner will require the Learner Resource in order to complete the Workplace Learning and Assessment Activity for Part A. It also contains the key material covered in the module and in the case of HACCP gives a little more detail that may be useful. This is perhaps one of the more difficult modules so you need to ensure you are familiar with its content and closely monitor the learner s progress. Commonwealth of Australia

8 LEARNER RESOURCE FOOD SAFETY MANAGEMENT TOOLS PART A AND B Glossary of Terms Allergy A food allergy is any adverse reaction to an otherwise harmless food or food component (a protein) that involves the body s immune system. To avoid confusion with other types of adverse reactions to foods, it is important to use the terms food allergy or food hypersensitivity only when the immune system is involved in causing the reaction. Allergen A food allergen is the part of a food (a protein) that stimulates the immune system of food allergic individuals. The allergic reaction may affect several systems in the body, for example: breathing, skin rashes, upset stomach, and migraine. Some allergies can be extremely dangerous (even fatal) if anaphylactic shock occurs. Anaphylaxis is a sudden, severe allergic reaction that can result in death if emergency treatment is not given immediately. There is a sharp drop in blood pressure; a rash, and swelling of the throat passage. An allergic reaction should not be confused with food poisoning. Commonwealth of Australia

9 Food Safety Management Tools Coach s Guide Audit An audit is a documented inspection or check of a specific work area or work process that examines what is happening and assesses the work practices against a set of guidelines. The guidelines being the many and varied compliance requirements identified in the food safety compliance module. An audit will verify, by examination and evaluation, the effectiveness of a system. An audit may also provide recommendations to improve practices that do not meet the guidelines. There are many different types of audits, at certificate II level we are primarily concerned with a Food Hygiene Audit. Control (noun) The state wherein correct procedures are being followed and criteria are being met. Control (verb) To take all necessary actions to ensure and maintain compliance with all food safety criteria. Corrective Action Any action taken when the results of monitoring food safety would indicate there has been a breach or potential hazard in food safety practices. CAR (Corrective Action Report) A CAR is the documented details regarding a food safety breach / hazard and the corrective action needed. It will include dates and time lines; who is responsible, and have a close out procedure for ensuring the hazard is rectified. Commonwealth of Australia

10 Critical Limits A criterion which separates acceptability from unacceptability. Danger Zone The temperature range between 5 C to 60 C. Bacteria and other microorganisms are able to grow and reproduce when food products are held within this range. Documentation All written production procedures, instructions and records, quality control procedures, and recorded test results involved in the manufacture of a product. Food Hazards / Food Safety Hazards A biological, chemical or physical agent in food with the potential to cause an adverse health effect. Food Hygiene All conditions and measures necessary to ensure the safety and suitability of food at all stages of the food chain. Food Safety Assurance that the food will not cause harm to the consumer when it is prepared and/or eaten according to its intended use. Food Safety Breach See hazard. An action or inaction that contravenes food safety policy, guidelines or critical limits. Commonwealth of Australia

11 Food Safety Management Tools Coach s Guide Potentially Hazardous Food Potentially hazardous food means food that has to be kept at certain temperatures to minimise the growth of any pathogenic micro-organisms that may be present in the food or to prevent the formation of toxins in the food. Process Process, in relation to food, means activity conducted to prepare food for sale including chopping, cooking, drying, fermenting, heating, pasteurising, thawing and washing, or a combination of these activities. SOP Standard Operating Procedure. A detailed description of how a particular task is to be carried out. Temperature Control Temperature control means maintaining food at a temperature of (a) 5 C, or below if this is necessary to minimise the growth of infectious or toxigenic micro-organisms in the food so that the microbiological safety of the food will not be adversely affected for the time the food is at that temperature; or (b) 60 C or above; or (c) another temperature if the food business demonstrates that maintenance of the food at this temperature for the period of time for which it will be so maintained, will not adversely affect the microbiological safety of the food. Commonwealth of Australia

12 Quality Assurance What is Quality Assurance? Quality assurance is a program of activities undertaken by an organization to control the safety and quality level of a product or service provided or received. Quality assurance activities are designed to see that performance is in accord with product or service safety and quality standards established at the beginning of the relationship. What are the duties of a Quality Assurance Manager? The Quality Assurance Manager is responsible for all aspects of quality control as well as the control of food safety and will also have to make decisions on any products that do not conform to quality and safety standards. Duties may include: Ensuring the food safety plan is in place and effective Monitor and control food safety management tools Monitor and control quality systems Monitor and control supplier product specifications Handling customer complaints Workplace audits and inspections Document control (HACCP, validation of procedures, quality, Corrective Action Reports (CARs), etc) Equipment calibration Corrective action in the event of a quality or safety breach Commonwealth of Australia

13 Food Safety Management Tools Coach s Guide Food Safety Plan / Food Safety Program (FSP) What is a FSP? A food safety program means a program set out in a written document retained at the food premises of the food business, including records of compliance and other related action, that (a) Systematically identifies the potential hazards that may be reasonably expected to occur in all food handling operations of the food business; (b) identifies where, in a food handling operation, each hazard identified under paragraph (a) can be controlled and the means of control; (c) provides for the systematic monitoring of those controls; (d) provides for appropriate corrective action when that hazard, or each of those hazards, is found not to be under control; (e) provides for the regular review of the program by the food business to ensure its adequacy; and (f) provides for appropriate records to be made and kept by the food business demonstrating action taken in relation to, or in compliance with, the food safety program. Why do we need a FSP? Even though it is a legal requirement, it makes good business sense to have a Food Safety Plan or program. The following are some of the reasons: Commonwealth of Australia

14 Protects customers Protects your business Increases business opportunities Protects your brand Controls the risk of food related diseases or illness Proves Due Diligence Protects you from claims of food poisoning that may be false Demonstrates compliance with food safety standards and legislation It is a requirement by law So what is due diligence? Food businesses in all Australian states, must address the key points of State Government Acts and requirements to be able to show due diligence. Due diligence is a legal requirement to make sure that you and the company do everything reasonably possible to stop or minimise problems or hazards occurring. There may be times that even when you do your best to handle, prepare or sell food safely something can go wrong. For this reason the Act incorporates provision for a due diligence defence. The wording of the defence of due diligence explains that, as a professional food handler who does everything reasonably possible, you should not be made to account for something that was not your fault. Commonwealth of Australia

15 Food Safety Management Tools Coach s Guide Foreign Matter Foreign Matter Definition: Anything physical that should not be in a product. What items could end up as foreign matter? Hair (one of the most common complaints in the food industry) Pens Paperclips Staples Steel Wool and Scourers Plastics Fabric and Cotton Shoes and Personal Effects Jewellery (small stones, stud earrings, etc) Bandaids Broken Glass (there may also be a glass policy) Bugs and Insects Commonwealth of Australia

16 Food Safety Management Tools Some of the tools used to control food safety hazards include: Policies (i.e. Hygiene, Foreign Matter, Allergens, Glass) Standard Operating Procedures Work Instructions Induction Manuals Training (induction, refresher, internal, external) Charts and Signage Production Runs Coding Systems Labelling Information Cleaning Schedules Good communication in the workplace and staff experience also aid in controlling hazards. So it is important to have regular meetings where hazards and other concerns can be raised. The best Food Safety Management Tool is one that is based on a system of identifying risks specific to our workplace; analysing the risks to decide their level of risk or severity and then implementing methods of controlling the risks. The one key management tool that does all of this is called Hazard Analysis and Critical Control Points or commonly referred to as HACCP (pronounced has-sap ) Commonwealth of Australia

17 Food Safety Management Tools Coach s Guide Product Recall A product recall is perhaps the worst-case corrective action scenario for a business. By law, all food processing plants must have a system in place to recall unsafe food. This system will be well documented and form part of your company s food safety plan. Food Standards Australia New Zealand gives the following definitions: Withdrawal A product may be withdrawn from sale for two reasons: the product has a quality defect (eg. colour or texture) or is underweight or has labelling irregularities that does not pose a potential risk to public health and safety; as a precaution, stock may be withdrawn from distribution and/or sale pending further investigation if a risk to public health and safety is established, the product must be recalled. Withdrawals do not require notification to statutory authorities or media. Commonwealth of Australia

18 Recall For the purposes of this Protocol a recall is defined as action taken to remove from sale, distribution and consumption foods which may pose a safety hazard to consumers. Such action may be taken if there is a reasonable possibility that use or consumption of the food would cause adverse health consequences or even death. Examples of when these circumstances might exist include when there is the presence of Clostridium botulinum, Salmonella, Listeria monocytogenes, Hepatitis A, toxic chemicals and harmful foreign bodies. Action may also be taken if the product has serious defects that pose a potential health risk. Examples of when these circumstances might exist include when there are goods that are incorrectly labelled (eg. such as an allergen) (eg. peanuts, milk or milk products not being declared on the label, or incorrect/insufficient cooking instructions). There are two alternatives for remedial action: permanent removal of the unsafe products from the market or from use; temporary removal of the unsafe products from the market, followed by rectification of the problem and a return to the market. A recall involves notification to statutory authorities. So what might your company s product recall plan look like? Commonwealth of Australia

19 Food Safety Management Tools Coach s Guide Commonwealth of Australia

20 Hazard Analysis and Critical Control Points (HACCP) The best Food Safety Plan is one that is based on a system of identifying risks specific to our workplace, analysing the risks to decide their level of risk or severity and then implementing methods of controlling the risks. This system is called HACCP and the end result is safe food and the records to prove it. HACCP is a systematic approach to food safety consisting of seven principles: The Seven Principles of HACCP The Seven Principles of HACCP 1. Hazard Analysis 2. Critical Control Points 3. Critical Limits 4. Monitoring System 5. Corrective Action 6. Verification 7. Record Keeping Commonwealth of Australia

21 Principle 1. Hazard Analysis Food Safety Management Tools Coach s Guide Step 1. plan. Step 2. Step 3. Step 4. Step 5. Assemble the HACCP team and define the scope of the HACCP Describe the product and its distribution method. Describe the intended use of the product. Construct a detailed flow diagram of the process. Conduct on site verification of flow diagram. Step 6. List all potential hazards associated with each step, conduct a Hazard Analysis and consider any control measures to control hazards. Principle 2. Critical Control Points (CCP) Step 7. Determine Critical Control Points. Principle 3. Critical Limits Step 8. Establish Critical Limits for each CCP (as per Food Standards Australia New Zealand where applicable). Principle 4. Monitoring System Step 9. Establish a Monitoring System for each CCP. Principle 5. Corrective Action Step 10. occur. Establish Corrective Action plans for CCP deviations that may Principle 6. Verification Procedures Step 11. Establish Verification Procedures. Commonwealth of Australia

22 Principle 7. Record Keeping Step 12. Step 13. Establish Record Keeping and documentation. Determine training needs. Step 14. Monitor the CCPs using forms and evaluate the usefulness of the forms for improving the product and process control and providing trend analysis of the procedures. Step 15. Use microbiological tests to complement verification activities. An Example of a HACCP Record for Goods Receipt might be as follows. (See next page) Commonwealth of Australia

23 Food Safety Management Tools CCP Record for Goods Receipt Goods Receipt All goods received are to be entered on this sheet Critical Limits: Correct colour, texture, odour, etc. Expiry dates to be on all items. Chilled food to be 5 deg C, Frozen to be -18 deg C and no sign of prior thawing. Corrective Action: Reject chilled food if >10 deg C, notify supplier of action taken. Reject all damaged items and inform supplier. Reject frozen food if prior thawing has occurred or if temperatures are > -18 deg C. Date Time Description of Goods Supplier Correct Packing No Vermin Transport Clean Temp of Goods Use by Date Initials Comments Corrective Action Commonwealth of Australia

24 Food Safety Management Tools Guidelines for Coaches Workplace Learning and Assessment Activity Part A. The assessment activity for Part A of the module is to extract workplace information and policies on a series of issues in order to better understand the workplace and its hazard control policies. You will need to facilitate the process. This will be through discussion of the questions and through consultation with the Quality Assurance department. If specific policies are not available, use the questions as key discussion points on the relevance to your workplace or what your company would need to do if it were faced with the scenarios provided. The learner will need to use the section on recalls, contained in the Learner Resource, in order to answer the questions on product recalls. Ensure you are familiar with the recall / withdrawal diagram (see page 19). Part B. The assessment activity for Part B of the module focuses on the HACCP system used in your workplace. Some learners may already be responsible for HACCP monitoring so it will simply be an extension of their current duties. For some staff it may be a completely new concept so they will require close supervision, direction and assistance. The activity requires the learner to identify the company s predetermined CCPs and as part of routine procedures monitor one of the CCPs. It also requires the learner to review other CCPs for compliance and identify the corrective action for any non compliance. The aim of the activity is that it should form part of your company s routine procedures, even if the learner may not have previously been involved in the process. A HACCP record sheet for goods receipt has been included in the Learner Resource to use in the event there is no suitable alternative (see page 23). Commonwealth of Australia

25 This should be used as a last resort as it is preferred that the learners familiarise themselves with your company s systems. If you have any questions refer them to your training coordinator. Commonwealth of Australia

26 WORKPLACE LEARNING and ASSESSMENT ACTIVITY Part A Print this activity then complete it and keep it as evidence in your folder, or portfolio. Quality Assurance (a) What is the name of your Quality Assurance Manager, or the person responsible for the food safety plan in your organisation? If more than one, explain the structure. Foreign Matter (b) Does your company have a policy on foreign matter? If so obtain a copy. Commonwealth of Australia

27 (c) From the following list what foreign matter has been identified as potential hazards in your organisation? Foreign Matter Hazard Is it a concern in your workplace? Y/N Identify simple ways of controlling them Pens Hair Paperclips Staples Steel Wool & Scourers Plastics Fabric & Cotton Shoes & Personal Effects Jewellery (stones, studs) Bandaids Broken Glass Bugs & Insects Other please list Commonwealth of Australia

28 Allergens (d) Does your company have a policy for allergens? If so obtain a copy. (e) From the following list what allergen hazards have been identified in your organisation? Allergen Is it a concern in your workplace? Y/N Has it required corrective action? Y/N Eggs and egg-based ingredients Peanuts and peanut products Soybeans and their products Caffeine products Sulphites (chemical additives) Commonwealth of Australia

29 Tree nuts Sesame seeds Lactose (dairy products) Fish Crustaceans (shellfish) Cereals containing gluten Other please list Product Recall (f) Does your company have product recall polices and procedures in place. If so obtain a copy. Commonwealth of Australia

30 Using a recent incident in your workplace where recall procedures had to be activated, answer the following questions. If there have been no recent incidents, use the scenario below. You will need to refer to the learner resource for this activity: Scenario The wrong label has been used on a batch of custard. It has been labelled as apple custard instead of egg custard. The Operations Manager picked up the mistake when placing an order for labels. The product was despatched earlier that day. (g). What is the complaint source? Commonwealth of Australia

31 (h) Would a recall or a withdrawal be required? Why? (i) What information would be required in your organisation to be able to withdraw / recall the product? Commonwealth of Australia

32 (j) Who needs to be notified and what do they need to be told? Corrective Action (k) In consultation with you Quality Assurance Manager and your Coach, find out what the most common customer complaint is within your organisation? Commonwealth of Australia

33 (l) Using this customer complaint, what are some of the controls, or things that your company could do to eliminate or minimise the complaint from reoccurring? In other words what corrective action should be taken? Commonwealth of Australia

34 WORKPLACE LEARNING and ASSESSMENT ACTIVITY Part B Print this activity then complete it and keep it as evidence in your folder, or portfolio. Hazard Analysis and Critical Control Points (HACCP) Assessment Tasks: (a) Identify all of the Critical Control Points (CCPs) in your organisation and list them here. Commonwealth of Australia

35 (b) Select a HACCP record sheet that monitors a CCP in your work area. Identify the critical limits and controls that this paperwork monitors. You may need to use your company s CCP Work Instruction or Standard Operating Procedures (SOPs) to ensure you are aware of the critical limits and guidelines for completing the CCP record. In real time, complete the paper work. On a separate attached sheet, include a brief explanation of the process you recorded, and identify any ways this record (or control) could be improved. Use the HACCP record sheet in your learner resource if necessary. (c) In consultation with management, select another department or section s CCP records. Check the records to see if you can find any discrepancies. You may again need to use your company s CCP Work Instruction or SOP to ensure you are aware of the critical limits or guidelines for completing the CCP record. The discrepancies may include: - a process not meeting the critical limits - forms not being completed - the legibility of the record - a product being out of specification - the time or temperature outside the accepted range - any other issue not complying to your organisations guidelines. You may have to search through some of your company s past records to find a discrepancy. Provide an outline of all the discrepancies you found. Commonwealth of Australia

36 (d) In accordance with your company s Food Safety and HACCP Plan and/or SOP, outline the Corrective Action required for at least two differing record discrepancies. Discrepancy: Corrective Action taken: Commonwealth of Australia

37 Discrepancy: Corrective Action taken: Commonwealth of Australia

38 THIRD PARTY REPORT FOOD SAFETY MANAGEMENT TOOLS MODULE Integrated units of competence FDFCORWCM2A Present & apply workplace information FDFCORFSY2A Implement the food safety program and procedures Name of employee in training Registered Training Organisation Name of supervisor/manager Position As part of the assessment for the Certificate II in Food Processing we are seeking a report from a third party/supervisor who works closely with the candidate. We value your contribution and ask that you answer the following questions honestly. Does the candidate consistently: Understand and comply with company SOPs, Work Instructions, HACCP guidelines and general policies and procedures? Complete required workplace documentation such as HACCP and production records accurately, legibly and timely? Take the appropriate corrective action in the event of a food safety hazard or breach? Seek clarification to situations that fall outside documented guidelines and policies? Yes Not yet Not able to comment Signed by the supervisor/team leader:... Date:... Please provide comments to support your responses (as appropriate). In particular, we would appreciate feedback on any areas requiring further personal development to meet all the needs of the company. Notes on feedback to candidate: Commonwealth of Australia

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