TESCO FOOD MANUFACTURING STANDARD

Transcription

1 TESCO FOOD MANUFACTURING STANDARD Version 6 Tesco Group Quality

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3 Tesco Food Manufacturing Standard Author: Daniel Kingdon Product: Food Date Issued: November 2007 Owner: Daniel Kingdon Applicable to: All food except raw produce (see TPPS) Date Revised: March 2015 Document No: Country: Group Revision Due: March 2017 Tesco Stores Ltd. All Rights Reserved. This document is supplied by Tesco for use of the immediate recipient

4 Contents Section Page 1. Introduction i 2. Scope i 3. Key changes i 4. The sections and layout ii 5. Clause scope definitions iii 6. Auditing of the Standard v 7. Review v 8. Training v The Standard 1 Glossary 78 Appendix 80 The Standard Section/sub-section Page Management systems 1. Management commitment and control 1 2. Food safety, HACCP and quality management 3 3. Raw material, packaging and outsourced process supplier management 8 4. Product development Finished product specifications Customer complaints, product withdrawal and recall, and incident management 14 Facilities 7. External areas and site security Design and construction of premises Design and construction of equipment Employee facilities and personal protective equipment 25 People management 11. Training Personal health and hygiene Ethical trading and agency labour 39 Operational controls 14. Process control Traceability Foreign object control and detection Calibration and verification Weight, volume, size and count control Product labelling and coding Product inspection and analysis Environment, water and waste management Operational hygiene Cleaning programme Pest management Maintenance Transport 77

5 1. Introduction Welcome to version 6 of the Tesco Food Manufacturing Standard (TFMS). This standard has been developed to outline the requirements to which manufacturers must comply in order to begin supplying, and thereafter continue supplying Tesco, either directly or indirectly. The standards support our commitment to ensuring all Tesco brand products are safe, meet legal requirements, and always meet customer expectations with respect to quality, provenance and responsible sourcing, building trust in the Tesco brand and supply chain. This version builds upon Tesco s approach of ensuring that standards can be applied in a way that manages risk and grows capability. It is intended to be interpreted by our suppliers across the world, in a way that allows individual sites to put controls in place that are appropriate to them and their industry, and proportional to the risks specific to their products, their processes and their site environment. Full application of the standards will support suppliers in driving improvement, a reduction in non-conforming products, and therefore help to reduce waste and cost. The review was undertaken by a global working group led by the Tesco Group Quality Technical Policy and Standards team and included technical managers, auditors and suppliers from the entire Tesco business and supply chain, and has utilised feedback and commentary received from both the global working group and wider consultation. Tesco wishes to acknowledge all the experts who have contributed to the preparation of this standard. 2. Scope TFMS can be applied to food manufacturing operations supplying, or intending to supply, Tesco at any stage of the supply chain. The scope does not include packing operations handling unprepared fresh produce as these are included in the scope of the Tesco Produce Packing Standard (TPPS). In some instances the TFMS will refer you to a separate Tesco Requirements for Suppliers document (formerly known as Codes of Practice ). These documents contain more detail relating to Tesco expectations against a specific subject (e.g. foreign object detection). Compliance to TFMS or any separate Tesco Requirements for Suppliers does not replace the need for compliance to relevant legal standards in the country of manufacture or the intended country of sale. 3. Key changes This is the first full review for 2 years and you will find that TFMS has a fresh look, fewer clauses, which have been written using language that is both translatable and easy to understand, whilst maintaining the aim of the clause. Some clauses have been moved between sections to create a structure that is more aligned to the arrangement of quality management systems, and factory process and people flows. For example, packaging supplier approval is now included in Raw material, packaging and outsourced process supplier management. Other clauses have moved to align with the area of risk, for example, glass breakage requirements have moved from Building fabric to Foreign object control and detection. Duplication and overlap of requirements has been removed to ensure our expectations are clear, for example, Allergen control has been built into Process control which now includes requirements where material segregation is required for any reason. In addition, nearly all training clauses that were included in specific topic sections have been consolidated into the Training section. The use of obligatory lists has been reduced to avoid the implementation of controls which are unnecessarily excessive in relation to the risks that are being managed, encouraging suppliers to demonstrate a risk management approach and proportional controls. In addition to the overall restructuring of the standard we have also increased our focus in certain areas, including: authenticity controls, emphasising a proactive approach alongside product testing. management commitment requirements are also more prominent, as analysis identified this area as a common root cause of audit non-conformance. the time given for locating product during a recall / withdrawal scenario has been reduced from 4 hours to 2 hours, to ensure the retrieval of the most important information first. the introduction of Protector Line to ensure suppliers and their employees have a safe, independent means of raising any concerns confidentially. i

6 4. The sections and layout The standard organises Tesco requirements into sections by subject. The diagram and example below indicates how the standard is laid out and how each section should be interpreted and used. This provides an overview of the content of the section. In addition, this box explains why it is of value for suppliers to comply with this section This presents the title of the section This highlights the section number This indicates the number of the clause This provides useful information relevant to the application of the requirements in the section If this is marked, the site must have a documented policy/procedure that has been fully implemented If this is marked, the site must have comprehensive, accurately completed records to demonstrate compliance If this is marked, compliance to the clause will be verified through thorough observation of the site This indicates whether this is a requirement or an aspiration for the site, and the scope of the requirement This presents the title of the clause This provides details of what the site and/or personnel must do or have in place to be compliant with the clause This provides guidance on what Tesco believes to be best practice. WGLL is not a requirement ii

7 5. Clause scope definitions Suppliers must use the decision tree below to assess their products through every step of their process, to determine what levels of care are required at each specific point in their process. For further guidance relating to your product please refer to Tesco Guidance for Suppliers Food manufacturing care level decision tree, contact your Tesco Technical contact or Group Supplier Assurance. High Medium Base 1. Are products or ingredients within the area open to the environment? e.g. not packaged, not enclosed in tanks, pipework Yes 2. Is the product ready to eat* or ready to re-heat*? Yes 3. Can the product support the growth of pathogenic bacteria? E.g. Salmonella, E.coli, Listeria Yes 5. Has the product undergone full cooking, equivalent to 70 C for 2 minutes prior to entering the High area? No No No No Base Medium (Raw products) 4. Could the finished product be contaminated by raw foods*** handled on the site that may contain Salmonella, where survival might be a subsequent concern? Yes Medium (Processed products with further controls) High (Care) No Medium (Processed products) Yes High (Risk) *This includes products that are likely to be eaten without adequate cooking, e.g. pizza toppings ** Where the product will be cooked by the consumer (e.g. raw washed vegetables, raw meat), the answer to this question is No ***Raw foods on site include raw milk, raw meat and poultry, raw nuts, raw cocoa It is important to note that simply because a particular level of care is required at a particular point in the process, this same level of care does not necessarily need to be applied across all areas of the site. For example, the area in which a chilled ready meal is assembled in a tray and is sealed requires the controls detailed in the High clauses of the standard. This does not mean that High controls are necessarily required in all areas of the site and process, if the decision tree assessment of the product at those points in the process determines that Medium (or Base) controls are required. In this way, simply because a particular area of a site or process requires High controls, it does not make the site a High site. The table below provides a summary of the levels of care and can be used as a sense check for the decision tree assessment. iii

8 Base Medium Medium requirements must be complied with in addition to Base requirements. High High requirements must be complied with in addition to Medium and Base requirements. Aspirational What Good Looks Like (WGLL) Aim Purpose Summary Minimum site controls Open product site controls Contamination prevention controls Contamination elimination controls To ensure the minimum controls necessary everywhere To minimise the contamination of open products that fall into 3 distinct categories To minimise the opportunity for the contamination of products where hygiene is essential To ensure conditions applicable to higher risk product are met These are practices which must be adopted across all production and manufacturing facility areas, including storage areas, irrespective of the product or process methods. In general these clauses apply where product and/or raw materials are covered or enclosed and therefore not exposed to potential contamination. Raw products Processed products Processed products with further controls High care High risk These practices apply to the processes and areas of the production facility where all the following apply: product is uncovered or open, therefore exposed to potential contamination, and product is not ready to eat or ready to heat These practices apply to the processes and areas of the production facility where all the following apply: product is uncovered or open, therefore exposed to potential contamination, and product is ready to eat or ready to heat, and product cannot support the growth of pathogenic bacteria, e.g. Salmonella, E.coli, Listeria, and finished product cannot be contaminated by raw foods* that may contain Salmonella, where its survival may be a subsequent concern These practices apply to the processes and areas of the production facility where all the following apply: product is uncovered or open, therefore exposed to potential contamination, and product is ready to eat or ready to heat, and product cannot support the growth of pathogenic bacteria, e.g. Salmonella, E.coli, Listeria, and finished product can be contaminated by raw foods* that may contain Salmonella, where its survival may be a subsequent concern These practices apply to the processes and areas of the production facility where all the following apply: product is uncovered or open, therefore exposed to potential contamination, and product is ready to eat or ready to heat, product can support the growth of pathogenic bacteria, e.g. Salmonella, E.coli, Listeria, and product has not undergone full cooking equivalent to 70 C for 2 minutes, prior to entering the High area These practices apply to the processes and areas of the production facility where: product is uncovered or open, therefore exposed to potential contamination, and product is ready to eat or ready to heat, and product can support the growth of pathogenic bacteria, e.g. Salmonella, E.coli, Listeria, and product has undergone full cooking equivalent to 70 C for 2 minutes, prior to entering the High area Products and areas where this typically applies Products/areas include piped liquids (e.g. milk, fruit juice, wine), storage areas. Products include raw meats, raw vegetables, washed raw vegetables that are ready to cook by the consumer. Products include bread, biscuits, ice cream (where raw milk is not processed on site), frozen pizza, hot fill / cook in pack products, preserved products (canned, dried, ph/acidity) This includes products that are likely to be eaten without adequate cooking, e.g. pizza toppings *Raw foods on site include raw milk, raw meat and poultry, raw nuts, raw cocoa Products include hard cheeses, fermented meat, nuts, some seeds, chocolate, peanut butter, ice cream where raw milk is processed on site *Raw foods on site include raw milk, raw meat and poultry, raw nuts, raw cocoa Additional product segregation controls from raw materials is required Products include washed fresh salad garnish, sandwiches, chilled ready meals, pizza with salad or dairy desserts with non - high components Products include cooked meats, pâté, houmous, prepared meals without garnishes Additional air quality controls are required in the area These practices are elements we believe will help move standards forward within the supply base. These are not prescribed requirements but will be viewed favourably by Tesco if implemented and may become TFMS clauses in the future. These are examples of what we believe to be current best practice. This is only intended to provide suppliers with ideas and offer a guide of what might work to meet the requirement, they are not obligatory. As the supplier and product expert you must determine the most effective method of complying with Tesco requirements and be able to demonstrate this during an audit. Following WGLL does not necessarily mean you have satisfied the requirement of the clause. iv

9 A glossary has been provided to help with the understanding of Tesco terminology. It is recommended that you use the Glossary to ensure understanding in the context of this standard. 6. Auditing of the Standard Tesco will undertake audits against this standard of manufacturers and will determine the degree of compliance to each section. Further information on the Tesco audit process can be found within Tesco Requirement for Suppliers Technical audit process for suppliers. This can be found on the Tesco Technical Library (TTL) or obtained from your Tesco Technical contact. There is a likelihood that some non-conformances will be raised through the audit and these will be categorised as: Critical - Failure to meet a food safety standard or a legal standard; where this failure puts the customer and or Tesco brand integrity at risk, or would do if Tesco product was being handled on site (in the case of Approval audits). Major A deficiency which requires prompt attention to prevent a potential food safety failure or legal issue from arising; where this failure may potentially put customers or brand integrity at risk, or would do if Tesco product was being handled on site (in the case of Approval audits). A major non-conformance may be raised where a number of related minor non-conformances are identified, indicating a general lack of control in a particular area. Minor A deficiency which requires attention to improve Good Manufacturing Practice standards, Due Diligence documentation (our ability to defend a legal challenge) or to achieve compliance with Tesco standards. Recommendation - A deficiency against an aspirational clause. Other recommendations may also be made during the audit, which the supplier must include within their corrective action plan. Depending on the category of non-conformances and numbers identified, sites will receive a specific rating according to the table below: Approval audit* Ongoing maintenance audit Result/rating Meaning Non-conformances Approved Approval audit is successful (pending close out of nonconformances) Not approved Approval audit is not successful 0 critical non-conformances 0-3 major non-conformances There is no limit on the number of minor non-conformances 1 or more critical non-conformance 4 or more major non-conformances 35 or more total non-conformances where at least 2 are majors 0-4 minor non-conformances only Blue Fully meets expectations Green Satisfactory 5-14 minor non-conformances only Amber Improvement needed Double amber** Red Improvement needed Not Satisfactory*** 0 critical non-conformances 0-3 major non-conformances minor non-conformances No more than 34 non-conformances in total Same as Amber but with a previous Amber or a previous Red 1 or more critical non conformance 4 or more major non-conformances 35 or more total non-conformances where at least 2 are majors *An approval audit may be the first audit of a site prior to Tesco production, an audit to extend the scope (e.g. additional product type or production line) or may be a further audit of a previously not approved site. ** Double Amber status is used for sites which have been rated Amber on consecutive audits and those which have been rated Red then Amber in consecutive audits. ***Sites that receive a Not Satisfactory rating will need to immediately contact their Tesco Technical contact. 7. Review The content of the standard will be regularly reviewed and amended as required. 8. Training The standard is supported by clear guidance and training material available to all. Please speak to your Tesco Technical contact for information on TFMS training and availability. If you have any questions on the application of this standard (e.g. your site audit) please contact your Tesco Technical contact. If you have any questions on the standard please contact the Group Quality Technical Policy and Standards Team at [email protected]. v

10 Management commitment and control Section 1 The site s senior management must be able to demonstrate that they are fully committed to the implementation of the Tesco Standard and to processes which facilitate continual improvement of product safety and quality management. This is essential as without this commitment the site will not have the support necessary to deliver safe, legal and quality products for Tesco customers. P R O Number Scope Item Detail What Good Looks Like P 1.1 Base Quality policy The site must have a documented quality policy which states the site s intention to consistently produce safe and legal products of the specified quality, whilst ensuring that all customer obligations and requirements are met. P O 1.2 Base Resource and organisational structure This must be: signed by the person with overall responsibility for the site effectively communicated to all site employees The site s senior management must provide the human and financial resources to produce safe and legal products at the right quality for Tesco, maintain Good Manufacturing Practices and meet the requirements of this Standard. An organisational structure chart must be in place showing management responsibilities and authority. The quality policy is displayed around the site at key employee locations. Structure charts show details of the technical, quality, cleaning, maintenance and training teams. P R 1.3 Base Management review and corrective action Details of deputising cover for personnel with responsibility for legal, safety and quality issues must be documented. Systems must be in place to ensure that the management team regularly review the Good Manufacturing Practices on site and this will include the safety, legality and quality of product supplied to Tesco. The senior management team must ensure that any corrective actions resulting from the review are implemented in a timely and effective manner. Sites which are part of a larger company share the learnings from their management reviews across the group. 1

11 P R O Number Scope Item Detail What Good Looks Like R 1.4 Base Management notification O 1.5 Base Representation during audit for Tesco The site must have systems in place to ensure that the relevant Tesco Technical contact is notified of any safety, legality and quality issues that are identified with product, that directly affect or may have the potential to affect Tesco product. The Tesco Technical contact must be involved in the final decision for handling affected Tesco product. Your Tesco Technical contact must be informed as soon as possible, of any enforcement notices, pending prosecutions, judgements, or approaches from the media etc, where there may be an impact on Tesco product, our reputation or the site s ability to supply. This may include the following, although this is not an exhaustive list: Food Safety enforcement Environmental enforcement Health & Safety enforcement Contact with the Media Anonymous internal or external contact, e.g. whistle-blower The most senior operational manager available on site at the time of the audit must participate in the opening and closing meetings. Other relevant representatives must be available as required during the audit. An up to date Tesco contacts list is in place. 2

12 Food safety and quality management Section 2 Hazard analysis, risk assessment and the quality management of manufacturing processes ensure that safe and legal products are consistently produced to the agreed specification and desired quality. Therefore both HACCP and quality management are fundamental in supporting the required due diligence of all processes. Internal auditing assesses the effectiveness of site procedures and policies in maintaining the safety, legality and quality of products. It supports the identification of the potential need for procedural change or employee retraining is required and enables continuous improvement. P R O Number Scope Item Detail What Good Looks Like P R O 2.1 Base Quality management system P R 2.2 Base Document control, completion and retention The site must have a Quality Management System (QMS), which is maintained, documented and regularly reviewed, annually as a minimum. The QMS must include procedures and records as required to meet the requirements of the Tesco standard within a quality manual. The manual must be available to key site employees and integrated into day to day operations. All documents related to legality, quality and product safety must be adequately controlled, authorised and the correct versions must be in use. Alterations to records must be appropriately authorised and a change log maintained. All records must be accurate and fully complete. All documentation and records must be retained for a defined period with consideration given to: any legal or customer requirements the product life specific Tesco requirements P R 2.3 Base Prerequisite programmes All documentation and records must be available within 4 hours from request. All environmental, operational and Good Manufacturing Practice controls that are necessary to produce safe and legal food must be in place. This may include the following, although this is not an exhaustive list: cleaning, sanitising and disinfection foreign object controls maintenance programmes for equipment and buildings material segregation controls e.g. allergens personal hygiene requirements pest management 3

13 P R O Number Scope Item Detail What Good Looks Like processes to prevent cross-contamination purchasing storage, distribution and transportation arrangements training utilities and services (e.g. compressed air, ice, steam, ventilation, water etc.) waste controls P R 2.4 Base The use of HACCP The control measures and monitoring procedures for the pre-requisite programme must be clearly identified and documented. The site must have a HACCP food safety system, which is maintained, implemented and documented. The HACCP system must be based on Codex Alimentarius principles which include a minimum of: identifying the hazards (occurrence and severity, microbiological, chemical, physical and allergenic) determining CCP s establish validated critical limits monitoring and control measures corrective actions documentation procedures (documents must be signed by the person completing the check, and then verified by an authorised person) verification procedures (can include internal audits, review of complaints and testing results) P R 2.5 Base HACCP team The HACCP plan must be developed by a multi-disciplinary team which has the correct product knowledge and expertise. The team leader must have an in-depth knowledge of HACCP and be able to demonstrate competence and experience. This can be demonstrated by: the quality of the plan and its adherence to the Codex principles successfully completed, formal and up to date HACCP training demonstrable, extensive experience in implementing and/or training HACCP no site history of HACCP related major non-conformances arising from third party audits Other team members must also have knowledge of HACCP, product, process and the associated hazards. In the event that the site (or wider company) does not have the appropriate in-house The team leader has completed a recognised HACCP qualification. The whole HACCP team have been trained. A schedule of refresher training is in place to ensure all team members are up to date. 4

14 P R O Number Scope Item Detail What Good Looks Like P R 2.6 Base Product and its intended use R 2.7 Base Process flow schematic knowledge (either product expertise and/or HACCP), external expertise may be used. However the day-to-day management of the food safety systems must remain the responsibility of the site. A full description of the product must be documented including relevant safety information. This may include the following, although this is not an exhaustive list: composition origin of ingredients physical or chemical structure (e.g. water activity, ph etc.) treatment and processing (e.g. heating, freezing, salting) packaging (e.g. modified atmosphere, vacuum) storage and distribution conditions (e.g. with specified temperatures) durability and required shelf-life instructions for use The intended use of the product by the customer, must be described, defining the target consumer groups, including the suitability of the product for vulnerable groups of the population (e.g. infants, elderly, pregnant women, and people with allergies). A flow diagram must be prepared to cover all products, product categories and/or processes as appropriate. This must set out all aspects of the food process operation within the HACCP scope, from raw material receipt through to processing, storage and distribution. The diagram must include: plan of premises and equipment layout raw material flows including introduction of utilities and other food contact materials, e.g. ice, water, gas and packaging people flows sequence and interaction of all process steps critical control points process delay (maturation) outsourced processes and subcontracted work rework and recycling key segregation All documents must be validated, signed and dated by the HACCP team. R O 2.8 Base Training Personnel in the factory who monitor critical controls must have an understanding of HACCP and have specific training against the latest version of the relevant monitoring procedure. P R 2.9 Base Review The HACCP plan must be reviewed at a pre-determined frequency (annually as a minimum) or prior to changes of product/process which may affect product safety. This may include changes in the following areas, although this is not an exhaustive list: 5

15 P R O Number Scope Item Detail What Good Looks Like P R 2.10 Base Internal audits P R 2.11 Base Internal audits minimum requirements supply or specification of raw materials or packaging process steps (including storage and/or distribution) site layout or flow introduction of new or modification to existing equipment new product development Internal audits of the quality system must verify whether activities comply with the documented procedures, policies and work instructions to ensure food safety, legality and quality are maintained. Audits must also evaluate the effectiveness of the procedures. Internal audits must include an assessment of all site activities, against this Tesco standard as a minimum. When a site is part of a group, full internal audits must be conducted at each site. P R 2.12 Base Internal audits frequency and scheduling This must include, although this is not an exhaustive list : the HACCP plan and controls all aspects of the prerequisite programmes Good Manufacturing Practices (where not included as prerequisites) segregation controls (where applicable) process controls cleaning (audit must include an inspection during the main cleaning operation) site fabrication traceability training, including temporary staff recall plan and incident management controls off-site storage or service providers Tesco policy requirements The frequency of audits must be determined by risk assessment, but annually as a minimum, and completed to a schedule. Where the risk assessment determines that more than one audit is required they must be scheduled to occur evenly throughout the production year. Audits must be completed so as to encompass night shifts, weekend working, and any out of hours activities. R 2.13 Base Auditors Auditors are demonstrably competent to carry out their activity, through training, work experience or qualification and have good knowledge of the processes and areas. The internal audit is completed at staggered times throughout the year, so as to allow continual checks and focus on each area. Auditors are trained to a recognised auditing qualification. 6

16 P R O Number Scope Item Detail What Good Looks Like External auditors are acceptable. P R 2.14 Base Audit records Records of audit results must be available and include: who was present what and where was audited which document versions were referred to Evidence/copies of non-conformances found and a non-conformance log must be kept. Auditors are independent of the area being audited (e.g. the production team manager audits the intake systems.) Auditors have attended training in this standard. Evidence of all documentation used or seen is referenced or copied and retained with the audit. R 2.15 Base Audit corrective action R 2.16 Base Third party/tesco audits Audit reports must detail non-conformances, recommendations and corrective actions. These must be brought to the attention of the person responsible for the activity audited. Timescales and corrective actions must be agreed by the auditor and the person responsible for the area being audited. The completion of corrective actions within agreed timescales must be verified. The timescales must be appropriate to the product risk. Agreed corrective actions arising from audits conducted by third parties/tesco must be implemented in agreed timescales and verified. Audit results are scored and trend analysis takes place where possible. Results are used as key performance indicators for the business, highlighting trends and areas where improvement is necessary. Sites within a group share learnings. 7

17 Raw material, packaging and outsourced process supplier management Section 3 An effective supplier approval and management process ensures that sites receive safe and legal material, of the desired quality, from reputable suppliers. This in turn reduces the risks relating to safety, legality and quality to the finished product and consumer. It is essential that the site takes the responsibility to manage the risk within their raw materials and supplier base with respect to quality, provenance and responsible sourcing, to enable customer trust in the supply chain. P R O Number Scope Item Detail What Good Looks Like R 3.1 Base Supplier risk assessment All suppliers to the site must be assessed to determine the overall potential risk associated with their materials on an ongoing basis. Supplier risk assessments must be reviewed annually and when existing suppliers change the materials they are supplying. This must take into consideration: any known defects or potential problems associated with the material and/or supplier (e.g. allergenic materials, foreign objects, microbiological or chemical risks, likelihood of substitution or fraud) supplier performance history (e.g. percentage of rejections at delivery, response to rejection or issues, quality and specification conformance) audit result history whether deliveries are accompanied with Certificates of Analysis or Conformance R 3.2 Base Supplier approval and monitoring The outcome of the risk assessment must be used to determine: method of supplier approval method of supplier monitoring type and frequency of raw material sampling and testing Any raw material and packaging suppliers to the site must be approved, annually as a minimum and receive ongoing assessment. The approval and monitoring process must be based on the outcome of the supplier risk assessment carried out on each supplier and include one or a combination of the following depending on the level of risk: first party audit to the principles of this standard by a competent and trained auditor. The audit must have a satisfactory result and no unresolved critical or major nonconformances prior to supply. a recognised and valid third party audit, with a satisfactory result and no unresolved critical or major non-conformances prior to supply. for suppliers assessed as low risk, self-audit questionnaires are permitted. 8

18 P R O Number Scope Item Detail What Good Looks Like R 3.3 Base Agent supplier approval R 3.4 Base Packaging supplier approval R 3.5 Base Approval of contingency suppliers Where any sort of audit is required, full reports and corrective action plans must be available to view on site. Where raw materials are purchased from agents the site must know where the agent has purchased the raw material from. A system must be in place to ensure the supplier to the agent meets the correct manufacturing standard and where risk assessment determines an audit is required the site must have evidence of that audit. Packaging suppliers must be approved and monitored. Food contact packaging must comply with the legislation in the country of product sale in relation to safety. For suppliers of food contact packaging (and/or pack inserts), approval must be by a minimum of one of the following methods: BRC/IoP or similar certification first party audit to the principles of BRC/IoP standard by a competent and trained auditor selection from a Tesco preferred supplier list, where this is available Audits must have a satisfactory result and no unresolved major non-conformances prior to supply. Approval of suppliers of non food contact packaging may follow the same principles as for food contact packaging suppliers, or it may be by a site self-assessment questionnaire. For all packaging where audits are used for approval or monitoring, full reports and corrective action plans must be available to view. Site supplier approval systems do not need to be applied to suppliers of Tesco dedicated branded trays and crates, where used, e.g. for prepared salad, bread Where contingency suppliers are used, these must be assessed to ensure there is no risk to the safety, legality and quality of the finished product, or any reduction in traceability. Details of any contingency supplies must be recorded, and your Tesco Technical contact must be informed and provide documented authorisation prior to using these materials. Agents are certificated to the BRC Agents and Brokers standard 9

19 P R O Number Scope Item Detail What Good Looks Like R 3.6 Base Raw material and packaging and specifications R 3.7 Base General requirements for outsourced processes R 3.8 Base Outsourced processes mid process All raw materials, including packaging, must have an agreed specification, including Tesco requirements where relevant, that is signed by both the Tesco supplier and the raw material supplier. All outsourced processes must be visible on the process flow schematic and declared to your Tesco Technical contact. Outsourced process providers must be approved in the same way that raw material and packaging suppliers are approved and receive ongoing assessment, annually as a minimum. Raw material, products and packaging from outsourced processes must be subject to normal intake checks. For outsourced processes where the material or product returns to the site full specifications must be in place which describe the product, packaging and processing detail accurately. Outsourced processes must be approved and receive ongoing assessment, annually as a minimum. The approval and monitoring procedure must be based on risk and include one or a combination of: first party audit to the principles of this standard by a competent and trained auditor. The audit must have a satisfactory result and no unresolved critical or major nonconformances prior to supply. a recognised and valid 3rd party audit, with a satisfactory result and no unresolved critical or major non-conformances prior to supply for suppliers assessed as low risk, self-audit questionnaires are permitted. P R 3.9 Base Outsourced processes at end of process Where audits are required, full reports and corrective action plans must be available to view on site. For outsourced processes where the material or product does not return to the site (goes directly on to Tesco) the outsourced processor site must be approved by Tesco unless you have prior documented agreement from your Tesco Technical contact. 10

20 Product Development Section 4 Product design and development procedures, including risk assessment, ensure that new products, processes or changes to product, packaging or manufacturing, results in the production of safe and legal products, consistently to the agreed specification. It is understood that during an approval audit, prior to any production for Tesco, test and trial results may not have been completed on Tesco products or production. P R O Number Scope Item Detail What Good Looks Like R 4.1 Base Formulation changes Changes in formulation must be adequately assessed for legal, safety and quality issues, discussed and agreed with your Tesco Technical contact. All product development must be assessed against the HACCP plan by the HACCP team to ensure the HACCP is still appropriate. R 4.2 Base Factory trials The site must undertake and document factory trials and complete thorough testing to verify product formulation and manufacturing processes are capable of producing safe and legal products. P R 4.3 Base Shelf life testing The site must have a development handover process that ensures that approved development formulations and packaging materials are correctly transferred to manufacturing for the first production run and that the specification is consistently achieved. Shelf life must be established through testing. As a minimum this must include: product formulation microbiological growth packaging process and material factory environment subsequent storage conditions likely consumer use temperature stability Records must be retained. 11

21 P R O Number Scope Item Detail What Good Looks Like R 4.4 Base Nutritional testing Nutritional testing must be carried out and checked against proposed product label and specification prior to launch. Manual calculations can be used in some instances; however this must be agreed by your Tesco Technical contact. R 4.5 Base Product claims R 4.6 Base Packaging performance Where a nutritional claim is made (e.g. <2% fat, high in omega 3, Free From) these claims must be challenged and verified using worst case scenarios. Where product claims are made, documentary evidence must be available on site to substantiate these. This may include, although this is not an exhaustive list: Provenance Welfare Allergens Speciation Free from GMO free Method of production(e.g. not from concentrate) or slaughter Method of ingredient growing (e.g. organic/chemical free) Suitable for vegetarian or vegans Any quantitative recipe claims Performance and durability of product and packaging must be conducted through testing (e.g. transit trials, stack testing.) Packaging design and testing must take into account how the product is sold (e.g. sale in store or supply direct to the consumer.) 12

22 Finished product specifications Section 5 Detailed, accurate specifications ensure that safe, legal products are supplied to the agreed quality. It is understood that during an approval audit, prior to any production for Tesco, specifications may not be in place. P R O Number Scope Item Detail What Good Looks Like R 5.1 Base Specification completeness R 5.2 Base Specification format Agreed Tesco specifications must be in place and available on site for all launched products. In addition the specifications must be: agreed by both parties complete describe the product, packaging, raw material supply and processing detail accurately up to date (e.g. review frequency appropriate to product every 2 years as a minimum) Specifications must be in the format agreed with your Tesco Technical contact. In the event paper specifications are in use they must be signed by both the supplier and your Tesco Technical contact. Tesco Technical Library (TTL) is used for specification management. P R 5.3 Base Site documents R O 5.4 Base Using Tesco Technical Library correctly Where internal, site specific specifications are used they must be controlled and accurately reflect the current Tesco specification. Where your Tesco business unit specifies you must use the Tesco Technical Library, the supplier must use employees who are trained to operate the system to ensure the following information is up to date, although this is not an exhaustive list: supplier and site details that the specifications are associated to the correct site that all alerts have been acknowledged specifications are complete, active and up to date with the correct product history Site technical employees must be familiar with Technical Library and where to access the policies and guidance relevant for their products. 13

23 Customer complaints, product withdrawal and recall, and incident management Section 6 Investigation and analysis of customer complaints can increase product quality, supports continuous improvement and can prevent minor issues progressing into major incidents, which can all affect customer trust, as well as put them at risk. Effective management of emergency situations enables appropriate decisions and communications to be made by authorised people, resulting in the protection of customers, the product and business continuity. P R O Number Scope Item Detail What Good Looks Like P 6.1 Base Complaints procedure P R 6.2 Base Complaints handling procedure R 6.3 Base Complaint handling and investigation A complaints policy and procedure must be in place This must be part of the site incident management procedures where necessary. All complaints must be captured on a record and be given a unique reference. The record must include: the product information the nature of the complaint the method of reporting (e.g. phone, , media) Complaints from all sources must be covered in the procedure. These must include, although this is not an exhaustive list: customer representatives (e.g. technical managers, buyers, support office) stores (store returns, distribution centre rejections) retailer customer complaints departments law enforcement bodies output from internal or customer quality assurance processes e.g. testing panels site internal departments (e.g. operational departments) All complaints must be investigated or directly cross reference to complaint reduction action plans. The complaint handling procedure must identify what steps are taken depending on the type of complaint (e.g. foreign object, alleged illness, quality, quantity etc.) The investigation must determine whether the complaint is product specific (isolated) or is an issue which is likely to affect more than one product. Full records must be kept and the outcome of the investigation promptly reported to relevant personnel and departments. A defined number of complaints linked by complaint type, product or production line will trigger a review. 14

24 P R O Number Scope Item Detail What Good Looks Like Corrective actions must be effective to prevent a re-occurrence. Mechanisms must be in place for briefing corrective action with the relevant departments. P R 6.4 Base Complaint monitoring and trend analysis P 6.5 Base Incident management Where requested the full corrective actions must be reported to Tesco. Complaint levels and trends must be monitored. The site must have complaint targets and thresholds and a complaint reduction plan. When levels reach the threshold or if there is a significant increase an investigation must be prompted. Information from trend analysis of complaints must be communicated to the site management, production teams and your Tesco Technical contact. Procedures must be in place to manage all incidents and potential emerging issues which could affect food safety, legality and quality. The procedures must include a defined incident management team. Issues could include the following, although this is not an exhaustive list: disruptions to operations and distribution, water and energy supplies, labour and communications fire, flood and other natural disasters sabotage and malicious contamination vandalism and terrorism food safety, legality and quality issues Complaint numbers and type are tracked against units sold. Complaint trend information is graphically displayed on notice boards at suitable locations. A multi-disciplinary complaints action team meet, review trends and plan appropriate corrective actions at a defined frequency. The likelihood of the occurrence of the identified issues must be risk assessed. A communication plan must be in place to manage potential incidents. R 6.6 Base Contacts Key contact information must be maintained. Contact information (both working hours and emergency out of hours) must include the following, although this is not an exhaustive list: internal contacts 15

25 P R O Number Scope Item Detail What Good Looks Like P R 6.7 Base Withdrawal and recall plans Tesco suppliers of both raw materials and services local government and enforcement bodies The site must have a system in place to enable the effective withdrawal and recall of products should this be required (e.g. where safety, legality or quality is in doubt or there is a reputational risk). The procedure must include in detail, although this is not an exhaustive list: how to report an incident to Tesco the full process of traceability identifying key points in production and distribution how product will be withdrawn or recalled from distribution and sale All affected products must be located within 2 hours of the withdrawal/recall being started. Reconciliation of product must be verified against production records. The withdrawal/recall of Tesco brand products from Tesco stores will be managed by Tesco. R 6.8 Base Notifying Tesco P R 6.9 Base Mock recall and incident management Any communication with external bodies, Government or enforcement agencies, regarding Tesco branded products must be co-ordinated by Tesco. Any issue that impacts on supply or affects the brand integrity must be reported to Tesco. A mock recall (or mock incident) must be undertaken by the site to test the effectiveness of the system and the incident management team s understanding of the recall procedures. The test must occur at a annually as a minimum. Out of hours tests must occur at least every 2 years. There must be documented evidence that all aspects of a recall have been undertaken. The records could include, although this is not an exhaustive list: the mock scenario for the test a chronology of actions taken, including team meetings minutes from the recall team meeting contact checks evidence of tracing where the affected products are located within 2 hours a review of the test and any corrective action taken Mock recall is not to be confused with the traceability test. 16

26 External areas and site security Section 7 Maintenance of the site boundary and the external areas, combined with good site security, minimises the risk of unauthorised access. It also reduces the potential for contamination, adulteration or damage to the products as well as minimising the risk of pest infestation and entry to the facility. P R O Number Scope Item Detail What Good Looks Like R O 7.1 Base Site boundaries O 7.2 Base External maintenance O 7.3 Base External storage units O 7.4 Base External pipework P R 7.5 Base Photographic recording equipment P R 7.6 Base Control of visitors and contractors The site must comply with local regulations regarding approval or registration of premises and site usage. Boundaries must be clearly defined and where appropriate have adequate perimeter fencing. A site plan must be available. The external areas must be maintained in good order. Where buildings are surrounded by grassed or planted areas, they must be regularly tended, well-maintained and free from items that could potentially harbour pests. The areas immediately surrounding buildings on site must have adequate drainage to prevent pooling of water and allow for cleaning. If the external maintenance is the responsibility of another party (e.g. neighbouring site, landlord etc.) the site must work with those parties to ensure external areas do not pose a risk. External units (including silos, containers and tanks) must be kept locked and have restricted access. Connecting pipes for bulk tanks or silos must be maintained in a clean condition, and stored off the floor or capped at both ends when not in use. The use of photographic/recording equipment must be controlled. Only equipment authorised by the site must be permitted on site. All visitors and contractors must report on arrival and sign in prior to entering the production and storage areas. Proof of identity must be required for persons unknown to the site. A system must be in place to adequately supervise visitors and contractors. This must include a manager being accountable for their movements. The site is surrounded by secure fencing and is monitored by security cameras. Vegetation is more than 1 metre from production and storage buildings All external structures are sited on a sealed base to help prevent pest ingress Visitor and contractor procedures include a declaration of any intended use of photographic/recording equipment. Entrance to the site is via a manned security barrier/check point. There is a list of approved 17

27 P R O Number Scope Item Detail What Good Looks Like O 7.7 Base Control of employees O 7.8 Base Animals and the use of guard dogs On-site activities of contractors must be risk assessed prior to commencing, and appropriately controlled where there is a risk to safety, quality or legality. Access to production and storage areas must be restricted to authorised personnel. No animals are allowed on site with the exception of: guard dogs (if utilised) must be under the control of security guards and not free running. pest control animals (e.g. falcons) under the strict control of the pest control provider. contractors who have been briefed on the appropriate site controls. A controlled access security system is in place for all employees e.g. swipe cards A security guard is on site. Employees are encouraged to challenge unknown visitors. 18

28 Design and construction of premises Section 8 Good factory design and construction minimises the risk to the product of physical, chemical or microbiological contamination, while providing the correct conditions for production and storage in a safe and efficient working environment. Consideration must be made for the safe flow of product through the facility. This will allow for management controls to be effective, whilst ensuring health and safety requirements for workers are achieved. P R O Number Scope Item Detail What Good Looks Like O 8.1 Base External structure and fabric O 8.2 Base Internal structure O Medium Internal structure O High Internal structure The structure, fabric, location and layout of buildings must not pose a risk to the product (e.g. contamination.) Walls, floors, ceilings, drains and doors must be designed and maintained to allow effective cleaning. They must be maintained in a good condition to prevent foreign object risks. Walls, floors, ceiling, drains and doors must be constructed of impervious materials. Wall/floor junctions must allow easy cleaning and prevent build-up of debris. Fabrication joints must be sealed and free from mould so as not to pose a foreign object risk. Floors must be anti-slip. Wall/floor junctions must be coved. There must be a floor to ceiling physical barrier between High areas and non-high areas. Openings between High areas and non-high areas must be kept to a minimum. Internal lifting doors must not be in contact with the ground. Walls are protected against damage e.g. crash barriers. Wall/floor junctions are coved. Swing doors have kick plates. Where openings exist they must be managed to minimise the risk. O 8.3 Base Floor gradients Pooling water which may lead to splashing and contamination must be managed to ensure it poses no risk to the product. Floors have adequate slope for drainage so that pools of water do not form O 8.4 Base Drains Drains must be accessible for cleaning. A drain plan is available for the site. 19

29 P R O Number Scope Item Detail What Good Looks Like O Medium Drains A drain plan must be available for the site. There are separate drains for Medium areas and these empty into the main drain at a higher point than Base area drains. O High Drains Drains must flow from High to Base areas. A system must be in place to prevent backflow. O 8.5 Medium Walkways Walkways and steps over production lines must be designed to prevent product contamination (e.g. steps are fitted with back plates and enclosed sides.) O 8.6 Base External Doors All external doors must be effectively proofed against pests. Where strip curtains are fitted they must be full length (but not in contact with the floor), intact, and kept clean. O Medium External doors External doors (including lifting (roller shutter) doors) in open food handling areas must be intact and not used for general access. External doors opened to provide ventilation must be suitably controlled e.g. a close fitting mesh screen is in place across the doorway. O High External doors External lifting (roller shutter) doors must not be permitted. O High Removable wall sections Where used for the introduction/removal of large equipment, removable wall sections between the High and Base areas must be close fitting and sealed each time after opening. A full deep clean of the High area environment must be undertaken if the removable wall section is removed. O High Fire doors Fire exits must be alarmed or tamper evident. O 8.7 Base Lighting Lighting in all areas must enable safe working and good visibility. Adequate lighting must be in place above product inspection areas. O 8.8 Base Ventilation Heating, ventilation and extraction systems must be effective at preventing condensation and extraction O Medium Ventilation and extraction and excessive dust. A documented risk assessment must be conducted to determine the requirement for air filtration. There are separate drains for High areas and these empty into the main drain at a higher point than Medium and Base area drains. Fire exits are alarmed and tamper evident. Self-closing devices are fitted to other external doors 20

30 P R O Number Scope Item Detail What Good Looks Like P R O High Ventilation and extraction Where air filtration is in place, filters must be regularly inspected and replaced. A system must be in place to maintain positive air pressure from High to non-high areas where the products in the area meet all the following criteria: product is uncovered or open, therefore exposed to potential contamination product is ready to eat or ready to heat product can support the growth of pathogenic bacteria, e.g. Salmonella, E.coli, Listeria, product has undergone full cooking equivalent to 70 C for 2 minutes, prior to entering the High area The total number of air changes must be risk assessed based on the size of the area, number of personnel and the equipment used. Dependent on risk assessment, the filtration system achieves between 5 and 25 changes of air per hour and over pressure of around 5 to 15 Pa is used between different areas. Filters are H9 grade (EN779:2012 standard) or equivalent as a minimum. O 8.9 Base Evaporator socks Evaporator socks must be cleaned and maintained at a scheduled frequency. The frequency must be adequate to prevent build-up of debris/mould growth. Evaporator socks for High areas must be identifiable and dedicated. High and Base area air socks must be washed separately. O High Evaporator socks O 8.10 Base Services All services must be designed from material suitable for the purpose and appropriate to the area where used, intact and allow easy and effective cleaning. This must include if present, although this is not an exhaustive list: pipework for water/gas/compressed air electrical cabling/conduit/sockets ventilation ducting, compressors/pumps, fire sprinkler systems O 8.11 Base Storage areas Storage areas must be fit for purpose and maintained in a clean and hygienic condition. O 8.12 Base Temperature controlled areas Materials must not be stored directly in contact with the floor or against the walls to allow inspection, prevent contamination, and prevent pest harbourage. Construction and fabrication of walls, floors and ceilings must be suitable for the purposes of retaining temperature. Where automatic doors are fitted, they must close in a safe but timely manner that minimises the loss of temperature control in the area. 21

31 P R O Number Scope Item Detail What Good Looks Like O Medium Temperature controlled areas P R O High Temperature controlled areas O 8.13 Base Production offices Condensate from evaporators must flow to drain and not drip on product. Where appropriate, any risk of backflow through condensate drainage into the evaporator must be prevented. Where appropriate, a risk assessment must be carried out to determine if chemical sanitising rings are required in condensate drip trays. Production offices (including testing and first aid rooms) with direct access to production and storage areas must be managed so that they do not pose a risk to product. The rules for stationery items (pens, rulers etc.) in these offices must be consistent with site requirements. Eating and drinking is not permitted in these offices, with the exception of drinking-water, and product sampling. 22

32 Section 9 Design and construction of equipment Good design and construction of production equipment minimises the risk of contamination or damage to the product and ensures products are manufactured safely, to a consistent quality. P R O Number Scope Item Detail What Good Looks Like O 9.1 Base Design, construction and location O Medium Design, construction and location All equipment must be properly specified, commissioned, checked against local legislation for suitability and risk assessed for food safety prior to use. Equipment must be designed, constructed and located to enable cleaning, maintenance, and servicing. Equipment must be maintained in a good condition to prevent foreign object risks. This includes welds and joints which must be smooth and impervious. Equipment must be constructed from materials that are not susceptible to damage under normal usage and cleaning and do not pose a risk to the user or product. Where appropriate, equipment must be stripped down for effective cleaning. Parts susceptible to wearing on mechanical equipment e.g. belts, brushes and scrapers that come into contact with product, must be of a contrasting colour to the product and be regularly inspected for wear and damage. Equipment is designed to allow easy and quick strip down for detailed cleaning. There is good access for inspection and manual cleaning inside equipment. O 9.2 Base Equipment in storage O 9.3 Base Mobile equipment O Medium Mobile equipment R O 9.4 Base Temperature control equipment Equipment which is not being used must be stored so as not to pose a risk to the product. Mobile equipment e.g. forklift trucks, pallet trucks, gas heaters, fans, scissor lifts and ladders must be clean, maintained and stored in a suitable area when not in use. Mobile equipment e.g. forklift trucks and pallet trucks that are used in open food areas must not be used in external site areas. Battery charging points must not be in production areas unless the batteries are fully sealed/maintenance free. Equipment installed to maintain the temperature of an area must be suitable to ensure the correct temperatures are maintained under maximum load with records kept as evidence. Mobile equipment is stored away from production and storage areas, when not in use. 23

33 P R O Number Scope Item Detail What Good Looks Like Equipment for temperature control must not pose a safety or contamination risk through poor condition, bad fitting or maintenance, poor function or leaks. 24

34 Employee facilities and personal protective equipment Section 10 Provision of suitably controlled employee facilities ensures that the risk of contamination to the food is minimised. Personal protective equipment, where supplied, is there to both protect the product from contamination and protect the employee or visitor when carrying out potentially hazardous tasks. P R O Number Scope Item Detail What Good Looks Like O 10.1 Base Employee facilities Employee facilities (including rest areas, toilets, and locker areas and changing areas) must be provided and maintained in a clean and hygienic condition. O 10.2 Base Smoking Smoking must not take place in food production and storage areas, offices and workshops with direct access to production and storage areas. Smoking areas must comply with local legislation. Where provided, smoking areas must be maintained in a clean condition and have bins for smoking debris. Smoking debris must not be disposed of on the floor. O 10.3 Base Toilets Toilets must be segregated and enclosed from production and storage areas by a minimum of 2 doors with an intervening ventilated space, and the doors are kept closed when not in use. Hand wash sinks and drying facilities must be present. P R O 10.4 Base Personal protective equipment (PPE) Hand washing signs must be displayed in toilet areas. The requirement for PPE must be determined by a thorough and documented site risk assessment. PPE and uniform must be maintained in a good condition, and be clean and hygienic. PPE must be worn for any hazardous activities. PPE for hazardous activities must be stored securely with restricted access and only used for the intended tasks. Frequency of changing PPE must be defined according to the risk of contamination of product. Where used and appropriate PPE must be visually distinctive for staff in specific areas/roles e.g. cleaning, maintenance and laboratory staff. The PPE risk assessment fully considers the intended use of the product and the subsequent supply chain steps. Site uniforms are in place even if the risk assessment determines there is no need for PPE. Different coloured gloves, coats/collars and footwear are used to aid specific staff roles. 25

35 P R O Number Scope Item Detail What Good Looks Like PPE for hazardous activities are stored in well ventilated areas. P R O Medium Personal protective equipment PPE must be in place and changed daily. Protective clothing must cover all personal clothing above knee height. Protective clothing must be free from external pockets, buttons and prevent access to pockets in personal clothing. Hoods on personal clothing must not be used and must be under the protective clothing. P R O High Personal protective equipment P O 10.5 Base Removal of personal protective equipment P O Medium Removal of personal protective equipment Arms must not be exposed, unless risk assessment deems there is a risk to product safety from coat sleeves. High area coats and hard hats must be captive to the area or protected from contamination until transferred into the area. Protective coats must be visually distinctive from non-high area coats and be close fitting at the neck and cuffs. Coats/jackets must be removed before entering toilets, canteen and rest areas (including any designated smoking area). Where knee-length coats are worn, these must be removed on leaving production/storage areas. Where knee-length coats are not worn, on leaving production/storage areas, staff must remove/change the top layer of their PPE (excluding hairnets) e.g. remove aprons, or remove boiler suits, or remove jackets and change trousers P R O 10.6 Base Head covering The requirement for head and facial hair covering must be determined by site risk assessment. Coats incorporating head covering are in use. Where the risk assessment determines hair must be fully captured (e.g. using hair nets and/or beard/moustache coverings), the changing procedure must protect PPE from hair contamination, e.g. hair covering must be put on first and taken off last. Hair must be fully enclosed by the covering 26

36 P R O Number Scope Item Detail What Good Looks Like Ears must be fully enclosed by head coverings P R O Medium Head covering Hair covering must be worn and maintained in a good clean condition and controlled as follows: Hair covering must be captive to the site. Hair and ears must be fully enclosed by the hair covering. Beard snoods must be worn to cover beards and moustaches. Hair covering must be replaced if removed or changed daily as a minimum. Mob caps are used. Where hair covering is worn for religious reasons a risk assessment must be completed and controls in place to manage the risk of product contamination. O 10.7 Base Footwear Footwear must be suitable, clean and appropriate to the activity being carried out. No open-toe or high-heel footwear is worn. O Medium Footwear Work footwear must be captive to site Where boot washes or footbaths are in use, these must not be positioned in production areas and must be cleaned at an appropriate frequency. Where auto-dosing of chemical is incorporated, the concentration must be controlled. Where used, shoe covers must be of appropriate quality to remain fit for purpose while in use. P R O High Footwear Footwear must remain captive to the area and be visually distinctive. Shoes with laces and shoe covers must not be permitted. Insulated Wellington boots are worn. P O 10.8 Base Employee changing rooms and lockers Scheduled footwear cleaning must be in place (daily as a minimum). Cleaning effectiveness and frequency must be verified through swabbing and visual assessment. All sites must have a dedicated space to allow employees to leave their own belongings and to change into and out of PPE. Lockers must be kept clean and in good condition, and not be used to store food. Where PPE is used it must be segregated from outdoor clothing. Where it is used, the general principle for PPE changing procedures must be prevention of contamination of the PPE where it could then contaminate product, e.g. with hair or after changing footwear. PPE changing procedures are as follows: put on a clean hair covering (if required) change footwear (if applicable) put on coat (or outer layer) (if applicable) wash, dry and (where appropriate) sanitise hands 27

37 P R O Number Scope Item Detail What Good Looks Like enter production/storage area On exit the PPE changing procedure follows the order: remove coat change footwear (if applicable) remove hair covering last (if applicable) Lockers are clearly partitioned to segregate items. Lockers have sloping tops and are raised off the floor. Hooks are provided outside lockers for outdoor clothing. Visitors and management enter production and storage areas through the same route as staff. O Medium Employee changing rooms and lockers Changing areas and locker rooms must be sited so employees are not required to go outside after changing into their protective clothing, including footwear. The same must be applied to visitors/management and visitor/management changing areas. PPE changing procedures are as follows: put on a clean hair covering change footwear (if applicable) 28

38 P R O Number Scope Item Detail What Good Looks Like wash and dry, or sanitise hands put on coat (or outer layer) (if applicable) wash, dry and (where appropriate) sanitise hands enter production/storage area On exit the PPE changing procedure follows the order: remove coat change footwear (if applicable) remove hair covering last (if applicable) O High Employee changing rooms and lockers There must be a step over barrier or separation in the changing area to ensure no contamination of PPE footwear from the floor by non-high area footwear. The PPE changing procedures must include the following general principles: put on a clean hair covering in the non-high area remove non-high footwear step over barrier/separation put on High footwear wash and dry hands put on coat (or outer layer) if applicable wash, dry and (where appropriate) sanitise hands enter production area On exit the procedure must follow the order below: remove coat remove High footwear step over barrier/separation put on non-high footwear remove hair covering in the non-high area 29

39 P R O Number Scope Item Detail What Good Looks Like O 10.9 Base Hand washing facilities O Medium Hand washing facilities R O High Hand washing facilities O Base Laundry storage Sufficient numbers of hand washing and sanitising facilities (where required) must be available and located to allow employees to clean hands before starting work. Taps must not be hand operated and hand sanitiser must be used as part of the hand washing procedure. Cloth roller towels must not be used. If a bin is provided the lid must not be hand operated. Liquid soap and hand sanitiser must be bactericidal. Water temperature must be monitored and recorded. Automatic hand dryers must not be used in production areas. Storage areas for laundered work wear must be clean, protected from contamination and adequate for the number of staff on site. Paper towels are easily identifiable in case they contaminate the product e.g. contrasting colour. Soaps that are both bactericidal and virucidal are used. There is an audible alarm in the production area to indicate when staff need to re-apply hand sanitiser. Areas dedicated to the collection of used/dirty laundry, where that service is used, must be clean and adequate for the number of staff on site. R O Base Laundry Effective laundering of protective clothing must be completed in a hygienic environment which has been verified. This may be in house or by an external laundry site. Protective clothing for engineering, hygiene (and where applicable laboratory) staff must be laundered separately to production work wear. In countries where in house or external laundry is unavailable, home laundry programmes and line drying is permitted with the approval of your Tesco Technical contact. P O Medium Laundry Home laundering of PPE must not be permitted. Where PPE laundry is conducted by an external laundry service it must be verified. Where external laundry providers are utilised: these are approved a specification is set for the garments. laundry is verified by visual checks of the garments Bacterial swabbing or contact plates are used to verify effectiveness. Where external laundry services are not available the site must provide an in house service. 30

40 P R O Number Scope Item Detail What Good Looks Like Non perfumed detergent must be used. R High Laundry High area PPE must be washed separately to any other PPE to avoid contamination. Cleaned laundry must be protected from contamination. Plastic wrappers are used to protect washed laundry for use in High areas. R Base Canteen and staff rest areas R O Base Canteen and staff rest areas Consumption and storage of personal food must only take place in designated areas. Hygienic storage facilities, including refrigeration must be provided for employees bringing their own food. The temperature of refrigeration equipment must be monitored. Sites providing food service must complete a documented risk assessment for this operation. If a contractor is used, their risk assessment or HACCP must be reviewed. Canteen staff must have food hygiene training. Full capture hair covering (e.g. hairnets) covering ears must be worn by canteen staff. Where preparation equipment (e.g. microwave) is provided it must be inspected and cleaned regularly. Basic hygiene and food safety audits must be completed on a scheduled basis by an appropriately trained person. Sites providing a food service operate a HACCP based risk management system 31

41 Training Section 11 Effective and relevant training and regular skills assessment ensures that all staff are able to carry out their tasks safely and competently, resulting in the production of safe, legal and consistent quality food. This applies to employees (both permanent and temporary), contractors and visitors. P R O Number Scope Item Detail What Good Looks Like P R O 11.1 Base Training The site must ensure that all personnel performing work relating to product safety, legality and quality are competent to carry out their activity, through training, work experience or qualification. The competency must be verified (e.g. through evaluation, examination or testing.) R 11.2 Base Induction All relevant personnel, including agency, temporary staff and contractors must have a documented and recorded induction training programme prior to commencing work and be adequately supervised throughout the working period. The induction may include the following, although this is not an exhaustive list : food safety personal hygiene procedures and rules foreign object controls including glass breakage procedure pest reporting process health and safety site specific procedures There is a defined time period after inductions whereby new starters have a training buddy or extra supervision. Food handlers must have a basic understanding of food safety before they start work. In the event that the induction content is updated or changed, all personnel must be trained in all updated or changed sections. R Medium Food handler All food handlers must complete food safety training within 3 months of starting work, e.g. training Level 2 Food Hygiene in the UK or local equivalent R 11.3 Base Trainers Training must be delivered by competent and capable personnel Trainers have received training delivery training e.g. Train the Trainer. R O 11.4 Base Language The level of language understanding must be known for all personnel (including agency or temporary personnel). The site must provide information, instruction, training and supervision in an understandable format for all workers, irrespective of their national origins, first language or literacy. Sites check the level of language understanding using a literacy test. 32

42 P R O Number Scope Item Detail What Good Looks Like This may be translated documents, pictorial training aids, use of a translator. P R O 11.5 Base Training records R 11.6 Base Job descriptions The level of understanding must be commensurate to the importance of their role Records of all training must be available. Where training is undertaken by agencies on behalf of the site, records of the training must be available. This must include as a minimum: the name of the trainee the date of the training the title or course contents, procedures covered the training provider evidence of successful training copies of certificates may form part of these records e.g. Safe use of chemicals signature of trainer signature of trainee indicating that they have understood the training when refresher training is required The competency of employees must be reviewed at defined intervals and re-training undertaken where necessary. Where competency tests are used, wrong answers are reviewed with, and corrected by the trainee to demonstrate full understanding. Documented and agreed job descriptions (or working instructions) must be available for all personnel. All personnel must have a clear understanding of what is expected of them in their job roles. A training matrix is used to show which employees are trained in which activities. The matrix identifies employees who are untrained, in training, trained and able to train others. 33

43 Section 12 Personal health and hygiene Good personal health and hygiene management on site minimises the risk of the contamination of the site and product, and assists in maintaining a clean, healthy and safe environment for those working on site. P R O Number Scope Item Detail What Good Looks Like P R O 12.1 Base Personal hygiene Effective personal health and hygiene standards must be in place at the site. Site or operational personal hygiene requirements must be documented. All personnel, visitors and contractors must be required to read, understand and accept health, hygiene and safety rules prior to entering the product handling, production and storage areas. The rules must include, although this is not an exhaustive list: personnel must not cough or sneeze over equipment, packaging materials or products spitting must be prohibited in all areas food/drink must not be consumed in production and storage areas (except water when controlled by site) smoking is not permitted in production and storage areas fingernails must be kept short, clean and unvarnished false fingernails and eye lashes must not be permitted no open wounds or skin infections reporting the loss of medical dressings or plasters reporting overseas travel O 12.2 Base Hand washing Hand washing, and sanitising (where appropriate), must be completed on entry to production areas. Non product handlers must wash hands at the start of shift. Hands must also be washed whenever required to prevent cross contamination. This must include, although this is not an exhaustive list: eating smoking using the toilet coughing/sneezing into hands touching the face/nose 34

44 P R O Number Scope Item Detail What Good Looks Like touching the floor tying laces handling unsuitable materials O Medium Hand washing The effectiveness of hygiene procedures with regard to hands must be checked at regular intervals. If gloves are worn, hygiene procedures (including frequency of changing) must be in place to ensure that they do not present a risk to product. Hand swabs or contact plates are taken and assessed following an unannounced but planned programme. No nail brushes are to be used. P R 12.3 Base Plaster control All cuts and grazes on exposed skin must be covered by a waterproof plaster/wound dressing provided by the factory and issued by an authorised person (a log must be kept). The plaster/wound dressing must be of a contrasting colour to the product. Hand washing procedures follow the following principles: 1. Wet hands 2. Apply soap 3. Rub palms and back of hands/thumbs, and between fingers repeat each area 5 times. 4. Rinse with water 5. Dry hands 6. Apply and rub in sanitizer. A plaster register is in use to cover the issuing and return/disposal of all plasters issued. Procedures must be in place to highlight if a plaster is lost and an investigation to ensure that the plaster has not contaminated product must be completed. R O Medium Plaster control In addition to a plaster, a waterproof finger stall or waterproof glove must be worn. R 12.4 Base Plaster control where metal detection is used P O 12.5 Base Personal items Plaster controls must allow reconciliation at the end of the shift as a minimum. Where metal detection is used on site, the plasters need to be metal detectable. Each batch of metal detectable plasters must be checked to ensure they are detected by the lowest sensitivity metal detector. The checks must be recorded. Personal items (e.g. keys, watches, personal mobile phones and coins) must not be taken into product handling, production and storage areas. Where personal medicines must be kept on the person at all times, these must be suitably controlled to ensure they cannot contaminate the product. P R 12.6 Base Loss of lenses Procedures must be in place for the breakage/loss of glasses and contact lenses. 35

45 P R O Number Scope Item Detail What Good Looks Like O 12.7 Base Jewellery Jewellery must not be worn in product handling, production and storage areas, with the exception of a single plain band ring (i.e. no stone settings and one piece). In addition to normal jewellery, cufflinks, tie pins, rings and studs in exposed parts of the body, including tongue-piercings, are not permitted. Personal clothing must not pose a potential foreign object risk e.g. decorative items such as sequins must not be sewn on garments. P R 12.8 Base Preemployment medical screening P R 12.9 Base Visitors and contractors Jewellery may be permitted if it is worn for medical or religious reasons. In these circumstances a risk assessment must be completed and the permitted jewellery must be strictly controlled to ensure it does not pose any food safety risk (e.g. covered by PPE.) All potential employees must be assessed for health risks that could affect products by a suitably competent person before entering a food production or storage area for the first time. The type of assessment may vary dependent upon local legislation, e.g. doctor s assessment. The assessment must be reviewed by a suitably competent person. Where local legislation allows, before being allowed into food production and storage areas, visitors and contractors must confirm in writing they do not present any health risks that may compromise product safety. Individual declarations must be completed then checked, assessed and signed by a suitably competent site representative. A structured questionnaire forms the basis for assessment, which is signed and dated by the applicant. The assessment takes into account the following, although this is not an exhaustive list: diarrhoea vomiting skin infections affecting hands, arms or face typhoid and paratyphoid discharge from eyes, ears or nose heavy cold and influenza any other relevant conditions A structured questionnaire forms the basis for assessment, which is signed and 36

46 P R O Number Scope Item Detail What Good Looks Like P R Base Reporting illness The type of assessment may vary dependent upon local legislation. Employees must report any illness to their line manager as soon as it occurs. A decision must be made as to whether the employee can continue to work on the existing task or another task (e.g. employee may be restricted to low risk areas until medical confirmation received). dated by the visitor/contractor. The assessment takes into account the following, although this is not an exhaustive list: diarrhoea vomiting skin infections affecting hands, arms or face typhoid and paratyphoid discharge from eyes, ears or nose heavy cold and influenza any other relevant conditions Employees suffering diarrhoea or vomiting must be excluded from site. P R Base Illness on site Where it becomes evident that a person has entered the site suffering from a condition which could have compromised product safety, steps must be taken to minimise any risk to product safety (e.g. an operative has been diagnosed with food poisoning the batches they have had direct contact with are withheld.) Records must be made of any illness which occurs on site and if there is any risk to the final product your Tesco Technical contact must be informed. P R Base Return to work A risk assessment must be completed prior to employees returning to work after illness. This must be overseen by a suitably competent person. A procedure for returning to work after illness must be in place. People who have suffered from vomiting or diarrhoea must not enter production or storage areas until they have been symptom free for a minimum of 48 hours. Risk assessments are completed for employees returning from holiday abroad where there is potential for food poisoning or other contamination/health 37

47 P R O Number Scope Item Detail What Good Looks Like Certain infections may require a longer period of exclusion from the production site (e.g. enteric fever, norovirus and Hepatitis A). risks P R Base Procedures for clearing illness in the workplace P R Base Emergency services entry Further information can be found in the Tesco Guidance for Suppliers Product handlers: Fitness and return to work Procedures must be in place for managing any bodily fluid spillages e.g. vomiting, and bleeding within the production and storage areas. Procedures must be in place for people that have entered food handling areas in emergency situations (e.g. medical or fire personnel). This must include how the affected area would be cleaned prior to production recommencing and how potentially contaminated product would be handled. 38

48 Ethical trading and agency labour Section 13 The requirements in this section are the minimum global requirement for Tesco. It is included in this manufacturing standard as it is commonly the case that a technical visit is the first stage of approval. As a minimum the site management must have knowledge and comply with the Ethical Trading Initiative (ETI) Base Code, local labour laws and Tesco Requirements for Suppliers Ethical trading requirements. In addition the site must register with SEDEX (where required by the relevant Tesco operating country). The self-assessment information must be completed accurately and kept up to date. Only sites rated High or Medium Ethical Risk require an ethical audit conducted by a Tesco recognised auditor. If rated as High, the site must have an audit prior to supply and every year. If rated as Medium, the site must have an audit within 6 months and then every 2 years. All non-compliances raised in an ethical audit must be resolved within the timeframes outlined in the Corrective Action Plan. In addition the site must have employment agency controls to ensure that legal requirements in the operating country are met and all employees are fairly and equitably treated. P R O Number Scope Item Detail P O 13.1 Base Ethical trading requirements for Tesco The site must be aware of and have procedures in place to comply with Tesco Requirements for Suppliers Ethical trading requirements. The site must have a procedure in place to ensure they keep up to date with applicable legislation, e.g. minimum wages, insurances, health and safety standards. What Good Looks Like SEDEX membership is current with up-todate Self- Assessment Questionnaire (SAQ) Ethical audits are conducted and followed up as appropriate O 13.2 Base ETI base code compliance The site management must have knowledge and comply with the Ethical Trading Initiative (ETI) Base Code. This includes as a minimum: employment is freely chosen the right to freedom of association and collective bargaining is respected working conditions are safe and hygienic worker welfare facilities adequate no child labour wages comply with minimum wage legislation working hours do not regularly exceed 48 hours Audit findings are reviewed by senior management and acted upon. An effective HR management person/team is in place Clearly documented policies and procedures are in place. 39

49 P R O Number Scope Item Detail the site operates an Equal Opportunities policy work is on the basis of a recognised employment relationship accommodation (where supplied) is safe and hygienic no harsh or inhumane treatment of staff What Good Looks Like Company policies are communicated to all staff e.g. through a company handbook. There are clear contracts of employment, including working hours and pay rates. Personnel files for all staff, including age verification and right to work checks are in place There are effective workermanagement communication and grievance mechanisms. P O 13.3 Base Agency management Tesco requirements O 13.4 Base Legal requirements for agencies R O 13.5 Base Approval of agencies The site must be aware of and comply with Tesco Requirements for Suppliers Ethical trading requirements in relation to Agency management. The agency policies, procedures and activities must meet the legal requirements in the operating country. The agency must have been approved by a competent auditor from or on behalf of the site prior to commencing supply of personnel to site. Once approved, further audits must be completed to ensure compliance, both at the agency There is an effective Health and Safety management system in place. 40

50 P R O Number Scope Item Detail site and through questioning of personnel (twice per year as a minimum). What Good Looks Like P O 13.6 Base Management of agencies O 13.7 Base Identification of agency personnel Timescales and corrective actions must be agreed by both parties. The completion of corrective actions within agreed timescales must be verified. The site must have procedures in place to demonstrate that they manage employment agencies. The site and the agency must be able to identify the individual agency personnel that are on site at any time. The site and agency must be able to identify what job each agency employee is doing in any one day. O 13.8 Aspirational Protector Line Protector Line posters are displayed in staff areas. 41

51 Section 14 Process control Adequate controls, monitoring and records covering raw material and packaging, work in progress, packing, processing, finished product, processes and equipment, through to the despatch of finished product, and including the management of out of specification materials, prevents inadequate, faulty, unsafe or illegal goods from reaching the customer. P R O Number Scope Item Detail What Good Looks Like P R 14.1 Base Intake checks Controls on the acceptance of raw materials and packaging must ensure that these do not compromise the safety, legality, integrity or quality of products. All raw materials including packaging must be checked by trained staff on receipt according to documented procedures and against agreed specifications. The type of checks taken on intake must be based on risk assessment. The checks must include as a minimum: supplier is approved hygiene condition of vehicle must be well maintained and in good hygienic condition without cross contamination or taint risks packaging integrity evidence of pest infestation date/lot coding temperature (where required) product inspection to demonstrate compliance to specification (which must be agreed and include quality standards) pallet condition whether any segregation controls are necessary in storage or production R O 14.2 Base Nonconforming materials Risk assessment may also dictate that checks include: assessment against reference sample Certificate of Analysis product sampling for retention or shelf life product testing (microbiological/chemical/physical/organoleptic as appropriate) Non-Conforming materials must be rejected at intake. Where this is not possible these materials must be quarantined and identified. A segregated area must be identified for the quarantine of raw materials, packaging or finished products. The location of these materials must pose no risk to other materials. There is a dedicated and permanent quarantine area with restricted access 42

52 P R O Number Scope Item Detail What Good Looks Like P R 14.3 Base Delivery vehicle security Where a computer based system is used, this must render the material quarantined and unavailable for use. Procedures must be in place to quarantine and risk assess any products where the safety or quality has potentially been affected because of access by unauthorised people at any point in the journey. R 14.4 Base Stock rotation and material control O 14.5 Base Part used raw materials P R 14.6 Base Segregation during storage and processing R O 14.7 Base Segregation Tesco Requirements Any material deemed to be potentially affected after risk assessment must be suitably isolated and securely disposed of. Your Tesco Technical contact must be informed and be involved in the final decision concerning the use and/or disposal of produce from the affected load. A stock rotation system must be in place to ensure that raw materials are used within the agreed shelf-life. Material received first must be used first (First in First out.) In the event that other factors determine which order stock is used evidence of that decision-making must be available e.g. cheese maturation. Opened or part used raw materials batches (including any used for development work) must be effectively controlled including labelling, reclosing, covering (where possible) and protected from the environment. Risk assessment must identify materials which need segregation during storage and processing e.g. chemicals, organic, allergens, sensitive materials, those susceptible to taint. Where required, suitable segregation controls must be used to reduce the risk of cross contamination or taint, and to retain the identity of the product. If dedicated lines are not in place for materials requiring segregation, the scheduling of production and cleaning must ensure the risk of cross contamination is minimised. All equipment (including production lines and utensils) used for materials requiring segregation must be cleaned using a method which removes any risk of cross contamination e.g. chemical cleaning, hot water cleaning, (equipment dismantled where possible), prior to use for products not requiring segregation. The type of cleaning must be selected based on site risk assessment and full validation and verification of the cleaning process. Utensils used in preparation of, or associated with products containing sensitive materials must be colour coded and only be used for those products. Where applicable the site must comply with the requirements as detailed in Tesco Requirements for Suppliers Site segregation management. The effectiveness of the cleaning process is verified e.g. with allergen test kits. 43

53 P R O Number Scope Item Detail What Good Looks Like O 14.8 Base Storage of raw materials, packaging and equipment P R O 14.9 Base Hold and release Where external storage of raw materials, packaging and equipment is unavoidable, items must be secure, protected from deterioration, contamination and pests, and must be inspected or decontaminated prior to use. This includes all Tesco reusable product crates/trays. A documented procedure for risk assessment must be in place to manage the release of quarantined raw materials and packaging. P O Medium Opening and decanting O High Opening and decanting P O High Material and product transfer The risk assessment may include the following, although this is not an exhaustive list: the issue that led to holding the material (including processing failure) the intended use of the material the significance of the issue Records must be kept of products on hold and released. This must include as a minimum, although this is not an exhaustive list: checks to ensure all affected product has been isolated total quantities identification codes the time and date raw materials or packaging is put on hold and released who released the raw materials or packaging, and under what conditions (e.g. reworking, processing as normal, extra checks, rejecting to supplier, disposal etc.) Effective outer packaging removal procedures must be in place for raw materials and packaging. A risk assessment must be conducted prior to the use of cardboard in production areas. The method of opening and decanting from outer packaging must minimise the risk of contamination by the packaging (e.g. paper, plastic, cardboard, or string.) Cardboard and paper outer packaging must not be permitted in the High area. Where it is not possible to remove cardboard outer packaging, e.g. winding tubes for films and labels, it must be clean. Raw materials and packaging must be transferred to High areas using either heat treatment or non-heat treatment/verification as listed below. The transfer process must be validated, verified and monitored. Heat treatment may include, although this is not an exhaustive list: Cardboard is not permitted in the production area. Cardboard is removed from all items including PPE (e.g. disposable glove boxes) prior to transfer to High areas. 44

54 P R O Number Scope Item Detail What Good Looks Like the use of straight through continuous ovens and frying equipment (fully fried not flash fried). cooking items and then pumping through a wall into the area cooking items in open kettles, pans and transferring over a dividing barrier cooking items through a double door oven system P R High Finished product transfer to High areas P Base Raw material shelf life Non heat treatment/verification may include, although this is not an exhaustive list: the use of disinfectant in troughs, tanks and spray tunnels transfer of packaging using double bagging the use of Ultra Violet radiation (UV) and/or ozone ingredients could also be pumped from large sealed containers (e.g. palletainers, pallecons) through to High area e.g. cream, oil frequent swabbing of packaging Risk assessment must be carried out and appropriate controls put in place before packed product is allowed to be transferred from non-high to High areas. Open raw material shelf life must be established and labelled where necessary when the original pack physical state has been changed (e.g. de-canning, breaking of vacuum seal, freezing of fresh materials, de-frosting etc). R O Base Process control R O Base Work in progress R Base Product or process deviation Where products are received fresh and subsequently frozen the site must demonstrate the product is suitable for freezing. Details must be included in the raw material specification and the site must demonstrate it was in-life prior to freezing. Relevant controls and records must be in place during the process to ensure each batch conforms to the product specification. Work in progress (WIP) must be clearly labelled with internal use/process by dates, time, and product details and protected from contamination where necessary. WIP shelf-life must be established with reference to the maximum total product shelf-life. If the finished product deviates from the agreed specification your Tesco Technical contact must be notified and the product must be quarantined pending risk assessment. Tesco must be notified immediately of any illegal and/or unsafe products which have been A management system is in place to monitor process control which uses trends to identify opportunities to reduce non-conformances. A trend analysis system is in place for monitoring process control. 45

55 P R O Number Scope Item Detail What Good Looks Like produced and despatched. R O Base Environmental controls O Base Production trays and containers R Base Start up and change over controls R O Base Shelf life and sample retention R Base Product release If the product or process deviates from specification or set procedures, then root cause analysis and correct actions must be taken and documented. Where applicable raw materials and products must be stored at the appropriate temperature, humidity or atmosphere. Where the environment is controlled a monitoring system must be in place. The monitoring process may be manual checks or an automated system. But must be capable of retaining a history of the storage conditions. When in use the monitoring system must be continuous and operate within set ranges and it must be monitored outside of normal working hours, where the environmental control is critical to product safety. Procedures must be in place to take appropriate corrective actions when the environment is found to be outside the specified tolerance. Trays/containers of work in progress or finished product must not be placed directly on the floor. Where pallets are used to keep trays/containers off the floor, these must be clean and free of potential contamination. Waste trays/containers must be solid with no holes and visibly different to those used in production. At start up and changeovers checks of the production line must be carried out to ensure that lines have been suitably cleaned and are ready for production. These checks must also ensure that at start up and changeovers production lines are clear of all previous product, packaging and any other foreign object contamination risks. Systems for managing minimum and maximum shelf-life when delivered to Tesco must be in place (e.g. minimum number of days a product must have until the end of its shelf life, when received by Tesco). This must take into account any intermediate steps in the supply chain. The retention period and storage conditions for shelf life samples must be agreed with your Tesco Technical contact and documented in the product specification. The site must ensure that only product that meets the agreed specifications is released for despatch. The site must ensure that product is not released for despatch unless all agreed procedures have been followed. There are automated and alarmed monitoring systems in place. Waste trays/containers are a different colour to those used in production. 46

56 P R O Number Scope Item Detail What Good Looks Like R Base Rework The use of rework must be detailed in the Tesco specification, including the percentage permitted. Where rework is permitted and used, this must be appropriately controlled, must not negatively affect product quality, safety or legality, and the final product must meet the Tesco specification. Where rework is permitted, it must all be traceable. A break in the rework usage must occur at a defined frequency. A rework shelf-life must be established. R Base Re-labelling Replacement of product labels due to printing faults or incorrect labelling must be completed in a controlled manner and records must be retained including the reasons for re-labelling. This may only be carried out with written approval from your Tesco Technical contact P R Base Product returns Over-labelling of product labels must not be permitted. A system must be in place to manage product which has been rejected and is returned to the site. O Base Controlled waste O Medium Controlled waste O High Controlled waste R O Base Finished product disposal and surplus stock Product rejected by Tesco for quality reasons may only be reworked and/or re-delivered to Tesco following authorisation by your Technical contact. Re-labelling of returned/rejected products may only be carried out with written approval from your Tesco Technical contact. Where required there must be no break in the chill chain for product which has been returned to site if this is intended for return to Tesco. Controlled waste must be suitably segregated and managed. Waste must be collected in identified containers. Controlled waste must be removed from open product areas in such a way that it does not present a cross contamination risk. Waste must be removed from High areas through a one way system. All product disposal routes must be agreed with your Tesco Technical contact. Any rejected product must be securely disposed of through an authorised route. In countries where secure disposal is not possible the Tesco packaging must be removed or defaced. The site must have full control over surplus stock and know the quantities of product in the All indications of the Tesco identity is removed from or masked on surplus stock donated to charitable organisations. 47

57 P R O Number Scope Item Detail What Good Looks Like event this information is needed for mass balance exercises. Prior to any surplus stock being made available for purchase by site staff, Tesco branded packaging must be removed or defaced. Where it is not possible to remove the packaging, the barcode and all references to Tesco must be removed or permanently masked. This includes the Tesco name, address, trademarks and any other indications of the Tesco identity. P R O Base Modified atmosphere packaging P R O Base Cooked bulk meats Where surplus stock is donated to charitable organisations, the site must ensure the product is adequately controlled by the organisation. All chilled foods packed in a modified atmosphere must comply with the Campden BRI Guideline no. 11 The manufacture of vacuum and modified atmosphere packed chilled foods: a code of practice second edition 2009 ( All cooked bulk meats must comply with the Campden BRI Review No. 8 Identification and prevention of hazards associated with slow cooling of hams and other large cooked meats and meat products

58 Traceability Section 15 Traceability systems enable all raw materials, components, work in progress, packaging and finished products to be identified and fully traceable to source. It is understood that during an approval audit, prior to any production for Tesco, traceability tests cannot be completed on Tesco products or production, but can be completed on similar products. P R O Number Scope Item Detail What Good Looks Like R 15.1 Base Traceability requirements The site must be able to trace all raw material and packaging from their supplier through all stages of the operation and despatch to their customer and vice versa. (The customer may include store, depot and or consumer deliveries.) This includes: details for all materials from receipt of delivery volumes of stock the quantity that has been despatched, when and to which customer location (e.g. store, depot or direct to the consumer) all relevant records relating to food safety, quality and legality R Base Selling indirectly to Tesco O 15.2 Base Lot identification R Base Traceability using bulk storage and topping up Where the site is purchasing from agents or brokers then the site must ensure that the agent or broker is able to provide the same level of traceability. Where the site is selling to Tesco through a service provider, agent, broker or importer, then that organisation must be able to provide the necessary level of traceability. This may include, although this is not an exhaustive list: details for all materials from receipt of delivery volumes of stock the quantity that has been despatched, when and to which customer location (e.g. store, depot or direct to the consumer) all relevant records relating to food safety, quality and legality Identification of raw materials, work in progress, packaging, processing aids, finished products and materials pending investigation must be adequate, to ensure traceability. Where the site has bulk storage (e.g. silos, tanks, bulk mixing) and a system of topping up is used (e.g. with each delivery) the site must maintain traceability. This may include, although this is not an exhaustive list: tank levels prior to filling with new delivery 49

59 P R O Number Scope Item Detail What Good Looks Like P R 15.3 Base Traceability system testing R Base Mass balance system requirements and testing information relating to both multiple material lots where appropriate records of emptying and cleaning The site must complete tests to ensure full traceability and volume reconciliation can be achieved from raw material (including packaging) intake via the process to finished product despatch (i.e. quantities produced and where they have gone ) and vice versa. This must occur at a scheduled frequency, twice per year as a minimum and the results must be retained for inspection. Existing suppliers must test Tesco products. Testing must be site initiated and not include tests completed for other customers. All of the above must be achievable within 4 hours e.g. during an audit (see Appendix for more details on what is expected during a traceability test.) For traceability back to source up to 24 hours may be acceptable for presentation of records where the source is in a country in a significantly different time zone, e.g. UK processer, New Zealand supplier. The site must be able to account for raw material and packaging usage accurately through mass balance. The site must understand and be able to explain expected production losses and tolerances associated with its process. Where mass balance exercises return results outside of the expected tolerances the site must inform your Tesco Technical contact. Mass balance of key ingredients must be tested at a predetermined frequency, once per year as a minimum for raw materials and once per year as a minimum for packaging, and the results must be retained for inspection. Over a period of time traceability tests are conducted on all product groups including the most complex. 50

60 Section 16 Foreign object control and detection Control of foreign objects present in the production area minimises the risk of contamination or damage to the food products manufactured. Control also minimises the risk of causing subsequent injury or harm to the consumer. P R O Number Scope Item Detail P R O 16.1 Base Foreign object controls and risk assessment The site must have a documented risk assessment and corresponding effective procedures in place to eliminate (as far as practically possible) all potential foreign object hazards. The risk assessment may include the following, although this is not an exhaustive list: the process and level of maintenance glass plastic wood metal (e.g. wire brushes) paper string tape cardboard staples personal items What Good Looks Like Where any materials identified as a potential foreign object are used in the process or integral to the product (e.g. bag clips, tamper seals, cocktail sticks) they must be suitably controlled to prevent contamination. Product packaging or distribution trays/crates etc., must not be used to store other materials (e.g. nuts, bolts, tools, chemicals). O Medium Foreign object controls and risk assessment All pens used within storage and production areas must be site issued. Pens must be: without detachable lid opaque (i.e. not clear) of a contrasting colour to the product metal detectable where the site has a metal detector Staples, drawing pins and paperclips must not be permitted in production or storage areas, or offices and workshops with direct access to production and storage areas. 51

61 P R O Number Scope Item Detail R 16.2 Base Foreign object investigation When a foreign object is identified or detected the source of the material must be fully investigated. Where possible this investigation must be used to instigate corrective and preventative action to reduce the re-occurrence of the contamination. What Good Looks Like Records of any investigation must be kept. O 16.3 Base Glass Glass (including windows and equipment) in production and storage areas must be eliminated and replaced with suitable alternatives, where possible. If this is not possible, the glass items must be protected. All light bulbs must be covered with shatterproof cover/sheath. Where UV light bulbs are used and covers are not possible alternative management or monitoring procedures must be in place. P R 16.4 Base Glass breakage A detailed procedure must be in place for the management of glass and hard plastic breakages. This must include: stopping of production operations restriction of movement through the affected area quarantine of affected materials report to management clean up of breakage and disposal/cleaning of cleaning equipment safe removal of glass from area repair or replacement of damaged item the checking of PPE (including footwear) and changing if necessary completion of an incident log and sign off that production can restart a sample of broken glass must be retained in a safe manner corrective action to prevent re-occurrence The site procedures include that photographs of the affected are retained in the event of a glass breakage. R 16.5 Base Glass and hard plastic register Any equipment used to clean up glass breakage must be disposed of afterwards, unless it is only used for glass breakage clean-up. All glass and hard plastic in storage and production areas must be listed on a register. This includes items of glass and hard plastic included on equipment such as gauges and displays. Every item of glass or hard plastic must be individually identified and listed, and items must not be grouped (e.g. filling machine which has 30 lights must be listed as filling machine with 30 lights and not just filling machine. ) 52

62 P R O Number Scope Item Detail R 16.6 Base Glass and hard plastic audits Audits must be completed on all registered items at a frequency determined by risk assessment. The audit must record any changes in condition of the registered glass or plastic items. A risk assessment must be completed to determine how quickly repairs must be made. Any issues raised must be investigated to establish if the glass breakage procedure has been followed and whether the product has been put at risk. What Good Looks Like Change of condition of cracks in hard plastic (e.g. Perspex) is monitored by marking and dating the crack ends with a marker pen. P R O 16.7 Base Using glass as packaging If product is likely to have been contaminated the incident management procedure must be instigated. Where glass containers are used as packaging, detailed procedures must exist covering: intake checks general handling breakage on line, particularly in automated filling systems All sites must comply with the requirements as detailed in Tesco Requirements for Suppliers Handling of breakable containers. O 16.8 Base Wood The use of wood within the site must be minimised where possible. Controls to minimise the risk from wood can include: excluding wooden hand tools, pencils, boards, furniture and brooms layer separation between wooden pallets and product coverage of materials stored under wooden pallets on racking systems removal and segregation of broken wooden pallets etc for repair or disposal identification of where wooden pallets are permitted within the site Wooden pallets, boxes, containers etc must be in a good condition and not pose a contamination risk. O Medium Wood Sites must try to eliminate all wood in production areas and be able to demonstrate that alternatives have been evaluated and why these options were not suitable. Where wood is used in the process or integral to the product it must be controlled (e.g. skewers, cheese ripening shelves, salami poles, barrels, wood smoke chips). 53

63 P R O Number Scope Item Detail P R O 16.9 Base Sharps The site must have sharp metal implement controls in place. These must cover knives, blades, scissors and needles. The controls must include, although this is not an exhaustive list: only site issue sharps in use controlled knives, blades and scissors are uniquely identified no snap blades knives and blades must only be used for the task for which they were designed sharps must be accounted for and the condition checked and recorded (at start and end of production as a minimum) blade changes must be recorded knife and blade sharpening must take place away from production areas and equipment must be returned in a clean condition sharps must not be permitted in personal lockers in the event of breakage or loss, all parts must be accounted for and the incident logged. Corrective action must be taken to prevent re-occurrence. in the event of breakage or loss a system must be in place to identify and control potentially contaminated product. P O Medium Sharps Knives and blades must not be stored in personal lockers, knife blocks, plastic scabbards or pockets. These may only be used for temporary storage O Base Tray and container condition control P R O Base Foreign object detection equipment risk assessment All damaged product trays and containers which are unsuitable for further use (including bulk boxes) must be removed from the system and segregated for repair or disposal. Risk assessment must determine if foreign object detection is required. If required, the risk assessment must determine the type of foreign object detection equipment which is required to control the risk (e.g. metal detector, x-ray, filtration, sieve, magnet etc.) What Good Looks Like All knives/scissors issued are individually numbered, or marked with the user name. Sharps are accounted for on a register at the start and end of production. Sharps are captive or tethered. Knives and blades are stored on shadow boards, magnetic holders or in secured, clean storage. The risk assessment also needs to identify where it should be positioned in the process. In the event foreign object equipment is not required, the risk assessment must document the justification for this. 54

64 P R O Number Scope Item Detail R O Base Foreign object detection equipment R O Aspirational Equipment review R Base Foreign object equipment use and records Where foreign object detection equipment is used the equipment must be specified as appropriate for the products that are being examined. The operation and sensitivity of the detector in use must be well understood by relevant site personnel. Equipment must be upgraded to improve detection sensitivity where advances in detection are developed. Where foreign object detection equipment is used the equipment must be fully operational at the start of production for Tesco. An effective testing method must be in place and all checks documented. What Good Looks Like R Base Foreign object equipment maintenance R Base Foreign object equipment failure R O Base Metal detection - Tesco Requirements Testing must be conducted at the start and end of production as a minimum. The foreign object detection equipment must be serviced at regular intervals, annually as a minimum, either by the equipment manufacturer, trained contractor or trained site engineer (annually as a minimum). Where foreign object detection equipment is in use and fails (whether due to failure to detect a test piece or failure to reject product) all material that has been checked since the previous satisfactory test must be isolated and retested through a unit that has been confirmed to be working correctly. Where metal detection is used the site must comply with the requirements as detailed in Tesco Requirements for Suppliers Foreign object detection. 55

65 Section 17 Calibration and verification Calibration and verification of measuring and monitoring equipment critical to product safety, legality and quality minimises the risk of manufacturing defective, unsafe or illegal products. P R O Number Scope Item Detail What Good Looks Like R 17.1 Base Master list A master list/calibration matrix of all measuring and monitoring equipment requiring calibration must be maintained. P R 17.2 Base Calibration procedures R 17.3 Base Calibration and verification The master list/calibration matrix may include: serial numbers and/or ID numbers of equipment frequency of calibration date of last calibration date next calibration is due frequency of internal verification acceptable equipment tolerances A procedure for calibrating and verifying measuring and monitoring equipment for accuracy must be in place. The procedures must detail, although this is not an exhaustive list: frequency of calibration and verification method of calibration and verification acceptable equipment tolerances corrective action to be taken if outside tolerance All measuring and monitoring equipment critical to product safety, legality and quality must be calibrated to National Standards (or equivalent) or have documented calibration records traceable to National Standards (or equivalent). Calibration certificates and records of verification must be available and up to date. R 17.4 Base Equipment calibration R 17.5 Base Equipment verification Measuring and monitoring equipment must be protected from unauthorised adjustment, damage, deterioration and misuse. Equipment e.g. scales, counting devices, etc. must be calibrated to at least the minimum frequency recommended by the equipment manufacturer. Calibration must be conducted across the equipment s normal operating range. All measuring equipment used to monitor a critical control point must be checked for accuracy daily as a minimum. Measuring and monitoring equipment critical to product safety, 56

66 P R O Number Scope Item Detail What Good Looks Like All measuring and monitoring equipment critical to finished product legality and quality must be checked for accuracy at pre-determined frequencies based on risk assessment and weekly as a minimum. legality and quality is checked for accuracy daily as a minimum. All measuring and monitoring equipment used for process control must be checked for accuracy at pre-determined frequencies based on risk assessment. R O 17.6 Base Verification weights R 17.7 Base Inaccurate equipment Verification checks must be conducted across the normal operating range. Standard weights that are used for verification must be of the same weight range as the products being produced. Equipment that is operating outside of specified limits must be taken out of service, replaced or repaired. Documented corrective action must be evident where inaccurate measuring or monitoring equipment has been used. Where inaccurate equipment is identified during production, product must be re-checked or inspected using accurate equipment, prior to supply. A contingency or back-up device must be available in the event that a measuring device associated with a critical control point, or legal measurement is out of service or away for repair. 57

67 Section 18 Weight, volume, size and count control Control of product weight, volume, size or count ensures that the product is correct and legal when sold to the consumer. P R O Number Scope Item Detail What Good Looks Like P 18.1 Base Contents procedures R 18.2 Base Accounting for loss of weight R 18.3 Base Drained weight and glaze level control P R 18.4 Base Weight and volume control P R 18.5 Base Volume control The site must have documented procedures for the management of weight, volume, size and/or count for each product manufactured to ensure conformance to the legal requirements in the country of manufacture and the intended country of sale. Where the quantity is not governed by legislation, the product must conform to Tesco specifications. Where applicable, allowance must be made for weight loss during transport and display. This is especially the case for products which are prone to moisture loss. In these cases loss over the product s entire shelf life must be known from testing, documented and accounted for. All products stating drained weight or glaze levels must be verified at predetermined frequencies to confirm accuracy, and this must be documented in the product specification, including tolerances. Where statistical methods are used to manage weight or volume, appropriate procedures and equipment must be in place. Records must show the individual finished pack results for each batch. For products packed to average weight/volume records must show the average and upper/lower results for each batch. Procedures must detail the actions to be taken if the results fail to meet the specification including the segregation of non-conforming products. Line speeds and batch sizes must be taken into account when determining frequency of weight and volume checks. Results must be signed off by a competent individual at the end of each batch. Volume measurement must be established via the physical measurement of contents e.g. using a volumetric flask, a measuring cylinder or weight/density conversion Weight, volume and tare verification checks are completed hourly (or more frequently with small batches.) 58

68 P R O Number Scope Item Detail What Good Looks Like P R 18.6 Base Count control Procedures must be in place to ensure that the correct numbers of items are present in the pack when a number has been declared. P R 18.7 Base Automated weight and volume control Documented checks of product count must be in place. Where used In-line check-weigh systems must be capable of complying with relevant legislation (e.g. recording minimum or average weight data and providing a printed record of the weights). Systems controlling average weight must dynamically measure batch compliance. Dedicated personnel are in place to count the items on the line or better still automated systems are in place to ensure the count is correct. Products packed to either minimum or average weight utilise automated check weight systems. P O 18.8 Base Equipment settings and security R O 18.9 Base Tesco requirement Weight, volume and count control Similar systems may be utilised for catch weight product where defined weight bands are required. Where In-line check-weigh systems are used and an automatic reject system is in place, rejected products must be rejected into a locked bin (where the size of the product allows) or another secure method. A system must be in place to verify the pack rejection mechanism is effective. Records must be maintained and verified at the end of each batch. All automated content control equipment must have adequate security devices so only authorised personnel have access to alter settings. All sites must comply with Tesco Requirements for Suppliers Weight, volume and count control. Where secure bins are used to collect non confirming product, there is a Bin full sensor, which stops the line after a pre-set number of items enters the bin or is rejected. 59

69 Section 19 Product labelling and coding Control of product packaging, labelling, promotional labelling and coding ensures that the correct product or components are packed into the correct outer packaging, along with the correct preparation instructions where applicable. Accurate coding or labelling enables an entire batch to be recalled in the event of defective materials being released for sale. P R O Number Scope Item Detail What Good Looks Like P R 19.1 Base Packaging supplied to production R 19.2 Base Control of coding and labelling R 19.3 Base Managing code changes P R O 19.4 Base Control of coded packaging R 19.5 Base Label verification Packaging supplied to the production line must be controlled and checked to ensure it is correct and for the right product. The material must be stored in a controlled area until issued to production. Records of packaging supplied to the production line must be maintained to support traceability and recall procedures. A labelling and coding procedure must be in place and include any action and investigation to be taken in the event of an error. All coding information applied to a product must be correct, reflect the requirements detailed in the product specification and have recorded checks. A coding schedule detailing what codes and promotional labelling must be in place and be cross-checked by an authorised person prior to issue. The coding schedule must be available on the production line. Changes in month and year must be highlighted on the coding schedule. Labels used for special promotions must be highlighted on the coding schedule with start and end date of labelling clearly stated. Records with actual copies of the label must be authorised and retained. The time of any code changes must be agreed with your Tesco Technical contact and documented in the product specification (e.g. what time does the code move to the next day e.g. midnight or start of shift). All unused coded packaging must be accounted for and disposed of. Label and coding checks must be completed for all production runs (including top up runs) and include all packaging labels. Checks must be completed and documented. These must be conducted: Coding information on the schedule is written in the same format as that on the packaging. Changes in month and year are highlighted bold or in a contrasting colour. 60

70 P R O Number Scope Item Detail What Good Looks Like R 19.6 Base Product labelling R 19.7 Base Control of barcodes at start up end of run hourly intervals in-between start up and end of run after line disruption (e.g. fire- alarm, breakdown, breaks). Where product catch weight systems are in place labelling and coding checks must comply with any legislative requirements in the country of sale and also include: price per unit (e.g. per kg) manual price confirmation barcode confirmation packaging tare Barcodes on all packaging must be checked against Tesco issued information before the packaging is used. On line printed bar codes must be checked and recorded at regular intervals. Barcodes are verified using scanners or in store for validation and the till receipt is checked and retained. 61

71 Section 20 Product inspection and analysis Product inspection and analysis is required to demonstrate that products meet safety and legality requirements and comply with the Tesco specification. P R O Number Scope Item Detail What Good Looks Like P R 20.1 Base Product testing Finished product testing must be completed to ensure compliance with Tesco product specifications. The frequency and type of testing must be defined by risk assessment. All product lines supplied to Tesco must be included on an annual testing matrix. The matrix must encompass both legal and Tesco testing requirements. Refer to your Tesco Technical contact for category guidance. Testing may include some or all of the following, although this is not an exhaustive list: microbiological chemical physical organoleptic authenticity R 20.2 Base Laboratories Laboratories and their testing methods must be accredited by their country national accreditation body, or an internationally recognised country body. P R 20.3 Base Reporting, monitoring and trending results The scope of accreditation must cover all critical tests undertaken, i.e. those that are directly monitoring safety/quality parameters. Routine QC checks which are completed in a laboratory environment such as measuring the ph of the product, quality sampling etc. do not need laboratory accreditation. Procedures must be in place for reporting of testing results, monitoring compliance to specification and where applicable trend analysis to spot issues which are increasing. The procedure must include what action and investigation is required in the event of out of specification results. The laboratory is accredited to an internationally recognised standard equivalent to ISO 17025:

72 Environment, water and waste management Section 21 Consideration of the environment ensures that the site operation is compliant with the law, and not having an undue impact on the environment which is positive for the planet, the reputation of the supplier and Tesco. It can also drive efficiency by reducing wasteful activities. Water is an essential part of any product operation. Assessment of the water quality used within the production and storage process helps to ensure that safe, legal products are produced. P R O Number Scope Item Detail What Good Looks Like P 21.1 Base Environmental policy P R Base Environment management system R O 21.2 Base Independent audits R 21.3 Base Water quality risk assessment A site specific environmental policy must be in place, detailing responsibility for meeting local legislative requirements, minimising overall environmental impact and how this is measured. The site must have a system for managing its environmental impact, commonly known as an Environmental Management System. It must ensure environmental risks are identified and managed, and must include, as a minimum, although this is not an exhaustive list: potential environmental risks are identified and controlled control measures for potential contaminants are reviewed regularly to ensure they are effective site operations do not adversely impact on the surrounding local environment Where the site has had an independent environmental audit completed, any nonconformances raised must be effectively managed. A risk assessment must be completed on water quality. The assessment must consider both the standard of water delivered to the site and the standard required for use whether as an ingredient (whether as water, ice or steam), for cleaning or for other uses, e.g. Legionella. The assessment scope must include source, storage, handling, treatment, impact on environment and waste management. The risk assessment must be used to identify where sampling is required throughout the operation, e.g. cooling towers. Consideration must also be given to any external factors that may affect the water quality entering the site such as a Cryptosporidium outbreak (e.g. disruption to public supply or poor private supply bore hole management.) The Environment Management System considers waste control, recycling, use of water etc. The site holds ISO14001 certification. 63

73 P R O Number Scope Item Detail What Good Looks Like R 21.4 Base Water plan There must be a schematic plan of all water circuits within the site which is reviewed annually. Potable and non-potable water lines must be identified throughout the site. Dead ends on potable water lines must be eliminated. R 21.5 Base Potability Water (in all forms) used in the manufacturing process, as an ingredient or for cleaning, must be potable. As a minimum, at the point of water entry to the factory potability must meet legal requirements for both public and private supply. The potability of the water must be verified by:- public supply certificate of potability from provider. private supply potability tests by accredited laboratory covering microbiological, chemical and physical barriers. These must be conducted every 6 months as a minimum. if a water source is only used for a season then the water must be tested at the beginning of the season. If non potable water is used on site it must be segregated and controlled e.g. for toilet flushing. R High Potability Potable water (including ice) must be tested for microbiological levels (monthly as a minimum). P R 21.6 Base Water treatment R 21.7 Base Water and cleaning hoses Where water treatments are in place they must be monitored to ensure they remain effective through monitoring of critical parameters. Hoses and chemical dosing equipment fitted to water supply must have back flow prevention devices installed. High pressure lines (>80 psi, 5.5 bar, 5.6 Kg/cm) do not need backflow protection. P R O 21.8 Base Water storage Water storage facilities must be constructed from suitable materials, of a suitable size, and designed to exclude light and pest entry. Controls must be in place to prevent Legionella within any storage facility or equipment where water may be stored for periods of time. Automated controls and an alarm mechanism are in place to indicate if levels fall outside set limits. Where water is stored for periods of time, the water system is regularly flushed (e.g. taps are run) at defined frequencies. Equipment may include the following, although this is not an exhaustive list: staff showers air conditioning units 64

74 P R O Number Scope Item Detail What Good Looks Like emergency showers cooling towers O 21.9 Base Waste water and sewerage O Base Waste segregation Risk based microbiological testing must be undertaken on all sources of stored water to confirm the effectiveness of controls. Waste and effluent management must comply with local legal requirements. Sewage disposal must not compromise product safety or employee health. Waste water and sewer drains must not be vented inside the facility. Where recyclable materials are collected the site must have a system in place to ensure effect segregation. 65

75 Section 22 Operational hygiene Control of site hygiene and cleaning minimises the risk of product contamination and helps prevent the accidental use of defective materials. P R O Number Scope Item Detail What Good Looks Like O 22.1 Base Cleanliness Equipment and facilities must be maintained in a clean condition appropriate to its function. P O 22.2 Base Clean as you go The site must operate a Clean as You Go Policy with personnel responsible for maintaining a clean and tidy working area. O 22.3 Base Preventing contamination from cleaning Methods of cleaning must not pose a risk of contamination to nearby product, surfaces or staff e.g. through spray generation/aerosol, not contaminating products during high level cleaning etc. O High Preventing High pressure hoses must not be used due to aerosol generation and the movement of debris. contamination from cleaning O 22.4 Base Cleaning areas Designated cleaning areas must be sited so they present no risk to product integrity or safety. Designated cleaning areas must be kept in a hygienic condition with obvious flow of equipment from dirty to clean. Cleaning areas have separate entrance and exit Cleaning of equipment must not be carried out in sinks used for hand washing Areas must have sufficient extraction to minimise condensation build up. Equipment must be cleaned off the floor (e.g. on racks or stands) P R O High Cleaning areas High areas must have their own cleaning facility. O 22.5 Base Cleaning equipment A procedure must be in place to ensure items are not returned to medium or Base areas for cleaning unless the equipment is subjected to a heating or disinfecting process on return to the High area (e.g. heating cycle in an oven). Cleaning equipment, including mops, must be fit for purpose, in good condition, easily cleanable and not pose a risk of foreign object contamination. Cleaning equipment including hoses must be stored off the floor and away from product and manufacturing lines. All cleaning equipment must be stored in a manner which does not pose a risk of cross contamination. Wall mounted cleaning equipment must be returned in a clean condition. Brushes with heat set or resin set bristles are used on food contact surfaces. 66

76 Where floor cleaning equipment is wall mounted it must be stored handles up. O Medium Cleaning equipment O High Cleaning equipment O 22.6 Base Cleaning equipment segregation O Medium Cleaning equipment segregation O High Cleaning equipment segregation P R O 22.7 Base Cleaning chemicals The floor contact end of cleaning equipment must be stored so it does not present a contamination risk to product contact surfaces or PPE. String mops are not permitted. The use of other types of mop in open food areas must be risk assessed. High area cleaning equipment must be stored clean and dry or in sanitiser/disinfectant. Where sanitiser/disinfectant is used these must be monitored and changed at regular intervals to maintain effectiveness. Mops are not permitted. Equipment used for cleaning product contact surfaces must only be used for that activity. This equipment must be stored separately from other cleaning equipment. Cleaning equipment used for floors and other areas must be segregated and visually distinctive e.g. drains, toilets, maintenance, offices, canteen etc. Where in place, the rules for segregating cleaning equipment must be prominently displayed for users to see. Cleaning equipment used in open food areas must not be used outside. A system to control this must be in place. A colour coded system must be in place to identify and segregate cleaning equipment between tasks and across High, Medium and Base areas. The colours used across the site must be distinct (e.g. the same colour must not be used for High area and non-high area floors.) Cleaning chemicals must be used according to the manufacturers instructions and legislative guidelines including temperature, dilution and storage. Cleaning chemicals must be suitable for the environment and their intended use. Cleaning chemicals must be stored securely when not in use. Cleaning chemical storage in production areas must be kept to a minimum. When storing or handling cleaning chemicals all site health and safety guidelines must be followed. These must include any local legislative requirements and, if not covered, the following, although this is not an exhaustive list: adequate ventilation bunding of chemicals in storage Cleaning equipment is differentiated visually by type and/or colour coded. Chemical containers are secured with a lock e.g. in a padlocked cupboard 67

77 O Medium Cleaning chemicals P R 22.8 Base Automated dosing O 22.9 Base Production equipment O High Production equipment R O Base Automated washing equipment R O High Automated washing equipment O Base External waste storage powders stored above liquids PPE to be worn where necessary data sheets to be completed handling instructions to be followed separated where appropriate to prevent risk (e.g. acid/chlorine) clear signage and labelling in place Phenolic or scented cleaning products must not be permitted. Chemical dilution checks must be completed at a defined frequency for all automatically dosed equipment (e.g. chlorine.) Clean equipment must be stored in manner which prevents re-contamination. Where product contact equipment has been stored (even if visually clean) but is not in daily use, it must be re-sanitised prior to use. Tray and rack wash equipment must be operating at the correct temperature with correct chemical type and dilution. Tray and rack wash equipment must be monitored and verified. The frequency and type of checks must be determined by risk assessment but visual inspection must be weekly as a minimum. Frequency of chemical concentration checks/water temperature must be determined by a formal study. Regular bacterial swabbing is required. The equipment must be suitable for a High environment e.g. stainless steel, easy to clean with water temperature monitoring systems. External waste containers must be covered. They must be managed to ensure a tidy pest free environment. The procedure for verifying the automated washing equipment includes checks to nozzles, alarms, chemical dispensing and filters. 68

78 Section 23 Cleaning programme Planning and training for the control of operational hygiene and cleaning ensures that the appropriate resources are in place to maintain the correct standards of hygiene at all times, reducing the risk of product contamination. P R O Number Scope Item Detail What Good Looks Like R 23.1 Base Cleaning accountability and resource P 23.2 Base Cleaning schedules P 23.3 Base Cleaning procedures P High Cleaning procedures R 23.4 Base Cleaning chemicals There must be a suitably competent person accountable for overseeing all cleaning functions and the standards achieved. Cleaning personnel must be trained in the use and handling of chemicals and against cleaning procedures. The necessary resources and time must be set aside to ensure the cleaning schedule can be completed in full. Resources include personnel, cleaning equipment, chemicals and protective clothing. Cleaning schedules must be determined by risk assessment and be in place across all areas. The risk assessment must be used to determine the level and frequency of cleaning required and the equipment that should be used. The schedules may include, although this is not an exclusive list: specific equipment requirements when to clean (e.g. between batches, between shifts, daily, weekly, monthly etc.) when cleaning is required to support segregation controls Cleaning schedule must be fully integrated in the production scheduling and planning process. The site must have documented, validated cleaning procedures for equipment, production, storage, maintenance, employee facilities, drains and external areas. The procedures must contain: cleaning methods details on how to strip and re-assemble equipment and to what level required equipment and chemicals (including dilution and temperature) Cleaning procedures must include photographs showing key inspection points. Safety data sheets must be available for all chemicals used on the site. The site must be able to demonstrate why chemicals were selected i.e. their suitability for the method and food product type e.g. high fat, cooking residue. The site has completed calculations to determine the human resources required for cleaning based on scheduled cleaning frequencies and time allocations for each cleaning task. A wall planner or computer based system may be used to plan periodic cleaning, highlighting when items are due for cleaning. Cleaning procedures have a unique reference number that links to site cleaning schedules/records 69

79 P R O Number Scope Item Detail What Good Looks Like R 23.5 Base Cleaning records Checklists must be completed to demonstrate what cleaning has been completed and by whom. It must be the responsibility of a competent person to ensure cleaning is completed to the specified schedules and standards. Visual hygiene standards must be checked prior to: start-up product change handover e.g. shift change R 23.6 Medium Cleaning verification Issues, re-cleans and corrective actions relating to hygiene standards must be documented and reported to the person responsible for cleaning activities and site management. Hygiene standards must be verified by swabbing according to a swabbing schedule determined by the risk of contamination to the product. R O 23.7 Medium Swabbing - Tesco Requirements Trends of swab results must be reviewed on an ongoing basis with corrective actions for any failed swabs. Where swabbing is used the site must comply with the Tesco Requirements for Suppliers Cleaning, validation and verification P O 23.8 Base Blocked drains The site must have a documented procedure for handling blocked drains in production areas. This must include, although this is not an exhaustive list: production stopped until drains are cleared debris pushed from High areas to non-high areas where possible remove all drain cleaning equipment afterwards and clean it area affected cleaned and signed off by an authorised individual prior to production recommencing after drains are cleared swabbing conducted in High areas to verify cleaning if necessary invoke incident management procedure Any drain cleaning equipment must be designated for production and storage area. P O High Blocked drains Any drain cleaning equipment used in High areas must only be used in the area R 23.9 Base CIP Clean In Place (CIP) systems for pipework, tanks and instrumentation must be designed by specialist engineers. New CIP installations are fully automatic. Evidence must be available of commissioning and process verification. 70

80 P R O Number Scope Item Detail What Good Looks Like P R O Base CIP requirements P R Base CIP maintenance Sites must comply with the Tesco Requirements for Suppliers Cleaning In Place (CIP) Systems. Spray devices, valves, gaskets etc. must be removed and inspected as per manufacturer s recommendations and results recorded. 71

81 Section 24 Pest management Effective preventive pest management programmes minimise the risk of infestation to the site and contamination of the product, protecting the business and the brand. To achieve this it is essential that the correctly skilled resources are available to monitor the site routinely and also rapidly respond to any issues which occur. P R O Number Scope Item Detail What Good Looks Like P 24.1 Base Pest management programme and risk assessment P R 24.2 Base Pest management programme specification The site must have an effective pest management programme covering the whole site ensuring that product is not at risk from pest activity. The programme must be reviewed and audited annually or when a major issue occurs as a minimum, whichever is the more frequent. The pest management programme must be based on an assessment of the risk to the product and must consider: site location and surrounding environment building design raw material and products on site history of pest issues different factory areas seasonal variations production calendar The pest management programme must be documented and must include as a minimum, although this is not an exhaustive list: details of the pest control provider ( can either be a specialist external company or a trained employee) pest control provider training certificates (trained employees must have proof of recognised training and licencing as required by local legislation) frequency and type of inspections, with a minimum of 8 general inspections a year a site plan identifying the area covered by the programme and pest monitoring points (e.g. toxic/nontoxic baits) the pests covered the pest management methods and procedures in use EFK tube change frequency the procedures for follow up inspections following identification of infestations, including agreement of follow up frequency with the pest control provider this frequency must be agreed and documented on a case by case basis ensuring it is appropriate to the infestation, but as a minimum must confirm there is no evidence of infestation for 2 consecutive follow-up inspections The programme is reviewed and audited every 6 months. The programme is reviewed by someone independent of the site and provider, after a major issue. The site has: 8-12 general inspections a year 4 in depth inspections by field Biologist s a year Night inspections for sites vulnerable to nocturnal pests 72

82 P R O Number Scope Item Detail What Good Looks Like R 24.3 Base Pest management programme records P R 24.4 Base Management accountability P R O 24.5 Base Pest monitoring R O 24.6 Base Live catch and break back traps material safety data sheets for all chemicals used emergency call out details details of how it complies with all local legislation (e.g. bird control, traps etc) During each programmed inspection, reports must be documented and include the following: all observations of pests or pest activity recommendations for action by the site including hygiene or proofing, as well as any outstanding recommendations from previous inspections details of chemicals used (type, quantity and location) and any relevant health and safety information reports of access difficulties or lost baits report is signed by the nominated manager or deputy update trend analysis A trained and competent company employee must be accountable for the pest management programme and that the specification is complied with, e.g. frequency of inspections, follow up frequencies. Where paperless, electronic or online systems are in operation, the designated individual and any nominated deputies must have access to the system and have knowledge of its content/workings. Pest monitoring points must be appropriately positioned by risk. They must be robust, tamper proof, and secured to walls or floors to prevent removal. Where used, live catch systems, including glue boards, must be inspected daily or more frequently where required by local legislation. This can be done by the pest control provider or a trained on site person. Where used, break back traps must be enclosed, tamper proof and have an indicator to show if the trap has been activated. The design must be such that it gives an immediate kill. Break back traps must only be used in production areas with permission of your Tesco Technical contact. The site maintains records of live and break- back trap inspections. Break back traps must be checked at least weekly where they are being used for monitoring activity. Daily checks are required where they are being used to manage an infestation, to observe if they have been activated, until no evidence of activity for 7 days. This can be done by the pest control provider or a trained on site person. R O 24.7 Medium Toxic bait Toxic baits must not be used routinely in open product manufacturing and storage areas, unless in enclosed access panels. An example of when they can be used is when re- 73

83 P R O Number Scope Item Detail What Good Looks Like commissioning a previously decommissioned site or area, but only before it goes back into use. Loose/granular toxic baits must not be used in open product manufacturing and storage areas (e.g. poison grain). Gels or blocks must be used. O 24.8 Base Pest monitoring flying insects O 24.9 Base Pest proofing windows Where an infestation is evident, authorisation to use toxic baits is required from your Tesco Technical contact. Electric flying insect killers (EFK s) and pheromone traps must be suitably located so as not to present a risk to product, and not over open raw materials or products or production lines. Spray or fumigation treatments must be used in a controlled manner, not during production hours and not over uncovered product. Windows designed to be open, must be suitably proofed to prevent pest entry (including canteens, toilets and locker facilities if connected directly to the production facility). The site uses sticky board EFK s 74

84 Section 25 Maintenance Maintenance of the structure and fabric of the buildings and equipment minimises the risk of contamination or damage to the product. Effective equipment maintenance supports the manufacture of products to a consistent quality. P R O Number Scope Item Detail What Good Looks Like O 25.1 Base Equipment and facilities P R O 25.2 Base Preventative maintenance programme R 25.3 Base Maintenance records Any maintenance or repairs to the structure and fabric of the building or equipment must be completed to a satisfactory standard. There must be a planned preventative maintenance (PPM) programme that covers all equipment critical to safety, legality and quality, which is fully implemented. A system must be in place to record all maintenance work requested and PPM work completed. Work must be prioritised and completed in the agreed timescales. Procedures must be in place to manage work not completed within agreed timescales. R O 25.4 Base Engineers Repairs to or servicing of equipment must be completed by site engineers, approved contractors or the equipment manufacturer. P R 25.5 Base Contamination control Risk assessments must be completed prior to work commencing to ensure product and packaging is not put at risk. O 25.6 Base Temporary repairs O 25.7 Base Engineering workshops and tools Engineering activities must be controlled. For example welding, drilling, riveting and soldering must not take place on equipment while it is being used for production or on any equipment immediately adjacent, unless suitable hygienic screening is in place Temporary repairs must be controlled to ensure product is not put at risk. The material used must be suitable e.g. no sticky tape, no cardboard A timescale for a permanent repair must be established and checks performed to ensure this is achieved. Engineering workshops and associated areas must have good standards of fabrication, hygiene and housekeeping. Measures must be taken to ensure that engineering areas do not pose a contamination risk to the rest of the site. This may include for example, although this is not an exhaustive list: 75

85 P R O Number Scope Item Detail What Good Looks Like located away from production and storage areas secure access swarf mats at their entry points Tools must be kept clean, well maintained and replaced when necessary. Tools and parts must be controlled. A system must highlight and initiate an investigation if a tool or part is missing. O Medium Engineering workshops and tools Product containers and Tesco trays must not be used as general storage containers in these areas. Wherever possible, engineering work must take place away from production areas. Engineering and maintenance areas that access directly into production areas must have restricted access. Tools must be captive to the area or adequately cleaned prior to transferring into open food areas. R O High Engineering Tools and toolboxes used in High areas must: workshops and be captive to the area or disinfected before transfer into the production area tools be checked daily to an inventory of items ensure small items are stored in a separate section of the toolbox O 25.8 Medium Parts Whilst engineers work on production equipment, small parts must be stored in sealed marked containers, magnetic mats or trays P R O 25.9 Base Pre and post work checks Production lines must be fully cleared prior to starting any maintenance activities. After engineering work has been completed, a system must be in place to assess cleaning requirements prior to use in production. Where a cleaning requirement is identified it must be undertaken before production commences and must be recorded. Equipment must be checked and signed back to production by the engineer and production QA (depending on sites procedures) following work and any necessary cleaning. R O Base Lubricants Only food grade lubricants may be used on food handling or food contact equipment. Information must be available to demonstrate food grade suitability for materials used. 76

86 Section 26 Transport Management of transport providers and vehicles ensures that products are protected during transport and that the risk of contamination or damage to the product is minimised. P R O Number Scope Item Detail What Good Looks Like P R O 26.1 Base Transport All vehicles used for transportation must be well maintained and in good hygienic condition to ensure the product safety, legality and quality of materials is not compromised. Transport includes that of, although this is not an exhaustive list: raw materials packaging work in progress finished goods. Procedures must be in place to minimise the risk of cross contamination (including taint) during transportation. R 26.2 Base Third parties If a third party haulage contractor is used, all the requirements above must be defined within a contract or Service Level Agreement (SLA) and effectively managed. This must also include storage facilities where used as part of the contract. P O 26.3 Base Loading Where materials are susceptible to weather damage, vehicles must be loaded and unloaded in covered bays or the materials suitably protected. P R 26.4 Base Temperature control Where temperature controlled transport is required, documented procedures must be in place to ensure the temperature requirements are met. Transport must be capable of maintaining product temperature within specification, under maximum load. P R 26.5 Base Breakdown Procedures must be in place in case of breakdown of vehicle refrigeration. All incidences of refrigeration equipment breakdown must be recorded and corrective actions documented. P 26.6 Base Security Procedures must be in place to ensure product is held under secure conditions during transport. 77

87 GLOSSARY OF TERMS Agent A person, firm, company or other entity who acts on behalf of a supplier, and to whom a Tesco purchase order is addressed. Allergen A substance that can cause an allergic reaction in some people. Base See 5.Clause scope definitions BRAG The rating issued by Tesco to a supplier following a maintenance audit (Blue, Red, Amber, Green). BRC/IoP The British Retail Consortium and Institute of Packaging Technical Standard and Protocol for Companies Manufacturing and Supplying Food Packaging Materials for Retailer Brand Products. Broker A person, firm, company or other entity who acts on behalf of a supplier, and to whom a Tesco purchase order is addressed. Captive Not removed from the area. CCP Critical Control Point a process step at which control is required to prevent or eliminate a food safety hazard or reduce it to an acceptable level CoA Certificate of Analysis CoC Certificate of Conformity Codex Codex Alimentarius Revision 4 (2003) Contingency When, due to unforeseen and/or unavoidable circumstances, an alternative supplier must be used supplier Controlled waste Waste that is subject to legislative control in either its handling or its disposal Corrective action The agreed steps, between the supplier and Tesco, which a site will take to fix an issue. Critical limit A criterion which separates acceptability from unacceptability EFK Electric Fly Killer Emergency Product A product quality or safety issue occurs and requires Tesco to remove the product in order to prevent the distribution, display or offer of a product dangerous to the consumer. Withdrawal ETI Ethical Trading Initiative First party audit An audit conducted by or on behalf of the production site, at a raw material supplier site e.g. ingredient supplier. GMP Good Manufacturing Practice HACCP A system which identifies evaluates and controls hazards which are significant for food safety. High See 5.Clause scope definitions Importer A person, firm, company or other entity who imports Tesco products. KPI Key Performance Indicator Medium Non-conformance Palletainer Pallecon PPE PPM Pre-requisite Protector Line Recall Rework Schematic Second party audit SEDEX Service Level Agreement Sharps Supplier Surplus stock Tesco Technical Library TFMS Third party audit TPPS See 5.Clause scope definitions An issue identified, documented and communicated by the auditor to the site during the audit process. All non-conformances will also be made available to the site through the official audit report. A reusable container for bulk transportation of materials mounted on a pallet A reusable container for bulk transportation of materials mounted on a pallet Personal Protective Equipment Planned Preventative Maintenance A basic environmental or operating condition that is necessary for the production of safe, legal food A telephone and service, which allows colleagues, suppliers and their staff to disclose information that relates to suspected wrongdoing or dangers at work relating to Tesco The direct recovery of product that has been sold to the Tesco customer. Material left over from production, which is reused to make the same or a similar product A plan that shows the flow of product, people and waste between areas of the operation An audit conducted by or on behalf of Tesco, at a production site Supplier Ethical Data Exchange (ethical trading database) A formal agreement between two or more parties, where one is the customer and the others are service providers. This can be a legally binding formal or an informal "contract". Implements used for cutting or piercing e.g. knife, needle, scissors and blades. A person, firm, company or other entity to whom a Tesco purchase order is addressed. Excess product that conforms to all specification requirements apart from meeting minimum shelf life requirements for delivery to Tesco Technical database for all contact, specification and audit information Tesco Food Manufacturing Standard An audit conducted by an auditing company against a recognised industry standard, e.g. BRC Tesco Produce Packing Standard 78

88 Validation Verification WGLL Whistle-blower Withdrawal A process of obtaining evidence to demonstrate controls are effective The application of methods, procedures, tests and other evaluations in addition to monitoring to determine compliance What Good Looks Like A person who exposes misconduct, alleged dishonest or illegal activity The recovery of product that remains within the supply chain and has not been sold to the Tesco customer 79

89 Appendix Documents required for the traceability assessment Product Weight/Count/Volume Use-by date/additional codes To facilitate the completion of the audit the documents below will be required. These documents must relate to the above product/production and be the originals where possible. Section Documents Yes/No 2. Product safety and quality Product safety manual with product safety and risk based management plan, training and scope management Documented records for all CCPs identified for the product 3. Raw material, Copies of all raw material and packaging specifications packaging and Supplier audit risk assessment and schedule outsourced process Audit reports and corrective action plan (including 3 rd party information) supplier Incoming raw material and packaging records including any testing, quality management checks, vehicle temperature/condition checks, goods receipt information, COCs, COAs, certificates to prove source or claims of materials. Information relating to any raw material shelf life extensions (where appropriate) Raw material or packaging concession information (where appropriate) 5. Finished product Product specification specifications 14. Process controls All product controls and records relating to the production run Room temperature records for any storage and production areas e.g. manual and automatic monitoring 16. Foreign object control and Records of any tests (e.g. metal detection and x-ray), including start and end of production run. detection Sieve and filter records Sharps integrity checks Start -up checks 18. Weight, volume, size and count All records relating to the control of weight, volume or count throughout the production run checks Any checkweigher calibration/start-up records 19. Product labelling and coding All records relating to the control of weight, volume or count throughout the process 20. Product inspection and Any chemical or microbiological testing results for the batch or nearest to the production date if applicable analysis Microbiological and shelf life data relating to this batch or nearest to the production date if applicable Any trending for results of chemical or microbiological tests Testing panel and quality check records for the batch or neatest to the production date if applicable 26. Transport Vehicle temperature and cleanliness records All despatch records to depot 80