Good Hygiene Practices
Section 2 - Sub-Module 5.2
Incoming Material Requirements
Incoming Material Requirements: Presentation Outline
1.
Understanding the importance of incoming material control
2.
Using Raw Material Specifications
3.
Standardizing procedures to manage incoming materials
4.
Demanding compliance with specifications
5.
Choosing suppliers
Slide 2
Module 5.2 - Incoming Material Requirements
Raw materials influence the safety and
suitability of foods
Processing cannot remove all hazards
Slide 3
Module 5.2 - Incoming Material Requirements
The 3 key aspects of incoming material control
Develop
Slide 4
1.
Raw material specifications
2.
Standardized procedures of operation
3.
Strong trading relationship with suppliers
Module 5.2 - Incoming Material Requirements
Incoming Material Requirements: Presentation
Outline
1.
Understanding the importance of incoming material control
2.
Using Raw Material Specifications
3.
Standardizing procedures to manage incoming materials
4.
Demanding compliance with specifications
5.
Choosing suppliers
Slide 5
Module 5.2 - Incoming Material Requirements
Why have raw material specifications?
Purpose:
 Clear communication with suppliers
 Proof to authorities that existing standards are being followed
 Uniform internal system of supply management
Slide 6
Module 5.2 - Incoming Material Requirements
Raw Material Purchasing Specifications should
focus on certain key elements
SAFETY
QUALITY
Criteria related to
Hazards
 Chemical
 Microbiological
 Physical



Appearance
Packaging
Size
Sensory characteristics

Colour, taste and smell are
important factors that influence the
recipe
Composition, critical ingredients


Slide 7
Protein, fat, water, etc.
Additives
Module 5.2 - Incoming Material Requirements
Base specifications on required and/or
internationally recognized standards
Consult sources such as




Slide 8
Codex standards,
national legislation,
ISO standards,
food industry norms.
Module 5.2 - Incoming Material Requirements
Additives must be food grade
 colorants
 antioxidants
 flavour
enhancers
Beware of carry-over !
Only use food-grade and permitted substances!
Slide 9
Module 5.2 - Incoming Material Requirements
Incoming Material Requirements: Presentation Outline
1.
Understanding the importance of incoming material control
2.
Using Raw Material Specifications
3.
Standardizing procedures to manage incoming materials
4.
Demanding compliance with specifications
5.
Choosing suppliers
Slide 10
Module 5.2 - Incoming Material Requirements
Upon arrival all materials must be checked
Conform
and safe?
Check all incoming materials
upon receipt and react
immediately if something is
wrong.
Slide 11
Module 5.2 - Incoming Material Requirements
Develop precise instructions on how to receive
materials in a standardized manner
Develop a standard
operating procedure (SOP)
for receiving raw
materials.
Slide 12
Module 5.2 - Incoming Material Requirements
Records prove that incoming materials have been
checked
Upon each receipt of
materials one Standard
Entry Form needs to be
completed.
Safety aspects
Slide 13
Module 5.2 - Incoming Material Requirements
Tag or mark all materials that have been checked
Standard Entry
Form
Slide 14
Module 5.2 - Incoming Material Requirements
Not all incoming materials will be 100% conform
Materials of lower quality can still be used
under certain conditions
Non-conforming materials must be rejected.
Slide 15
Module 5.2 - Incoming Material Requirements
Grade incoming materials into a number of manageable
categories
Categories:
•
Accept
•
Accept under condition that
extra treatment necessary
•
Reject
Slide 16
Module 5.2 - Incoming Material Requirements
Lower grade materials must be identifiable
Standard Entry
Form
Clearly identifiable
low-grade tag
Slide 17
Module 5.2 - Incoming Material Requirements
An example of a colour-coded form
Slide 18
Module 5.2 - Incoming Material Requirements
Keep documents personnel must consult to a minimum
SOP
Divide instructions between a
basic SOP and Incoming
Material Specifications specific
for each material so document
 is easy to consult, and
 useful for instruction
purposes.
Slide 19
Module 5.2 - Incoming Material Requirements
INCOMING
MATERIAL
SPECIFICATION
INCOMING MATERIAL SPECIFICATION
Grades
Choose 2-3 people who will be responsible for
checking incoming materials
Train personnel to check incoming
material.
Give them the power and confidence to not
accept material.
Material must be checked immediately
upon arrival.
Slide 20
Module 5.2 - Incoming Material Requirements
Overview of documentation of incoming
materials
The grading of all
stored material
must be visibly
indicated.
SOP
INCOMING
MATERIAL
SPECIFICATION
INCOMING MATERIAL SPECIFICATION
Grades
INCOMING MATERIAL SPECIFICATION
Standard
Entry
Document
Grades
Store only labelled materials!
Slide 21
Module 5.2 - Incoming Material Requirements
Safe supplies require a steady level of
communication
Production department should
 inform quickly about low stocks;
 inform personnel if supplier has not met specifications
 communicate actively with QS;
Buying department should
 foreseen potential lower quality of produce causes and
communicate to inspecting personnel;
QS-department should
 maintain good working relationships.
Slide 22
Module 5.2 - Incoming Material Requirements
Incoming Material Requirements: Presentation
Outline
1.
Understanding the importance of incoming material control
2.
Using Raw Material Specifications
3.
Standardizing procedures to manage incoming materials
4.
Demanding compliance with specifications
5.
Choosing suppliers
Slide 23
Module 5.2 - Incoming Material Requirements
The aim of testing is to assess whether a product
conforms to specifications
Tests should be:
Rapid
Simple
Accurate
Cost effective
Slide 24
Module 5.2 - Incoming Material Requirements
Key indicators that can be measured without the
use of complex equipment
Measuring indicators
Sensory assessments
 Temperature
 Taste/flavour/odour
 Moisture content
 Texture
 pH
 Odour
 (grain) size
Measuring devices
must be regularly
controlled for accuracy
and precision!
Slide 25
Module 5.2 - Incoming Material Requirements
The value of visual inspections is often
underestimated
Trained
personnel can
spot the
difference!
Slide 26
Module 5.2 - Incoming Material Requirements
Use visual inspections to check for physical
contamination
Carefully sift through
materials by hand or use a
special sieve.
Slide 27
Module 5.2 - Incoming Material Requirements
Record results of all performed checks
Develop forms that are easy to complete
Slide 28
Module 5.2 - Incoming Material Requirements
Certain tests require complex equipment
Testing for chemical
contamination is not always
practical.
Slide 29
Module 5.2 - Incoming Material Requirements
Complex test results often arrive after product
has been sold
Results of microbial tests are
often only available after a
certain number of days.
Slide 30
Module 5.2 - Incoming Material Requirements
Demanding additional guarantees from suppliers
Demand written proof if criteria from supplier if:





Slide 31
lack of equipment or expertise;
no adequate laboratories available;
regular analysis too costly;
results only available after product has been consumed;
no tests available for attributes such as “biological”, “halal”;
Module 5.2 - Incoming Material Requirements
Certificates of Analysis and Conformance
Slide 32
Certificate of Analysis
(CoA)
Certificate of
Conformance (CoC)
Certifies the conformity of a
batch of products to a
specified test results.
Confirms supplies conform
to specific attributes i.e.
free of additives.
Module 5.2 - Incoming Material Requirements
A Certificate of Analysis could look like this ..
COMPANY NAME
CERTIFICATE OF ANALYSIS
Product:
“Best Cocoa“ cocoa powder
Analysis
Colour
Flavour
fat content (%)
pH
fineness
moisture content
Standard plate count
moulds per g
yeasts per g
enterbacteriaceae
E. coli in 1 g
Salmonella
Result
up to standard
up to standard
12%
8.0
99.7
4.5%
400
<5
<5
negative
negative
negative
Product Code: xxxxx
Lot: 310676
Covering 300 bags of 25 kg
Best Before date: 19/08/2010
Specifications
up to standard
up to standard
10-12% (extraction with petroleum ether)
7.8 – 8.2
99.5 min (wet through 200 mesh sieve)
5% max
5000 max
50 max
50 max
negative
negative
negative (as per US FDA sampling method)
We guarantee that our products are not sterilised by means of gas treatment or radiation.
Signature: ........................................
(Laboratory Manager)
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Date: .............................
Module 5.2 - Incoming Material Requirements
.. or like this (includes testing methods)
“Best Sugar” Company LTD
CERTIFICATE OF ANALYSIS
CASTER SUGAR
Appearance
Flavour Aroma
Allergens
Shelf Life
GM Status
PARAMETER
White Granulated Crystal
Typical
Absent
Greater than 2 years
Contains no GM ingredients, processing aids or additives during
production
Results of Analysis
Cane sugar
99.93 %
Reducing Sugar
0.004
Ash
0.01
Water
0.04
Colour
22
Turbidity
0
Insoluble Matter
0.03
Screen Analysis
2.7%
(T 600 micron)
Thermophilic Spore Count 18
Yeasts
1
Moulds
<1
1
LIMIT
TEST METHOD
Min- 99.9%
Max -0.04 %
0.02 %
0.04 %
50 Cl
5 Cl
5 ppm
4.0%
Difference
ICUMSA GS2/3-5
ICUMSA GS2/3-17
HMA
Spectro
Spectro
filtration
ICUMSA GS2/3-7
150
10
0
ICUMSA GS2/3-49
ICUMSA GS2/3-47
ICUMSA GS2/3-47
This information was obtained by laboratory analysis from source
Batch ref #: 3098267
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Module 5.2 - Incoming Material Requirements
Be aware of fraudulent CoAs and CoCs
Always control authenticity of certificates
Slide 35
Module 5.2 - Incoming Material Requirements
Incoming Material Requirements: Presentation
Outline
1.
Understanding the importance of incoming material control
2.
Using Raw Material Specifications
3.
Standardizing procedures to manage incoming materials
4.
Demanding compliance with specifications
5.
Choosing suppliers
Slide 36
Module 5.2 - Incoming Material Requirements
There are only limited possibilities of correction
for non-conforming materials
Sorting and processing cannot
correct safety deficiencies of
materials.
Slide 37
Module 5.2 - Incoming Material Requirements
Food businesses need trustworthy suppliers
 Identify and select supplies
 communicate specifications
 conduct on-site visits of supplies
 provide training
 enter long term trading relationship
Slide 38
Module 5.2 - Incoming Material Requirements
Supplier assessment
 Systems of supplier assessment (IT or manual) are
useful tools to evaluate suppliers
 Trading safety for a better price is not an option!
 Inform suppliers once a year of how they have
performed
Slide 39
Module 5.2 - Incoming Material Requirements
Incoming Material Requirements: Conclusions
 No raw materials/ingredients should be accepted by a
food business if they represent a threat for food safety.
 Improve management of incoming materials by
standardising controls using written SOPs, forms and by
recording data.
 Personnel should be trained to check and grade
incoming materials.
 Food business operators need trustworthy suppliers.
Slide 40
Module 5.2 - Incoming Material Requirements
YOU ARE HERE
You have now completed Sub-Module 5.2
Incoming Material Requirements of Section
2 Applying GMPs after reviewing any
supporting documents and links you
desire, please proceed to Module 5.3 ...
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Module 5.2 - Incoming Material Requirements