BRC-Quick-Start-Guide

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BRC Quick-Start
Guide
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Copyright © 2014 Vinca, LLC.
Introduction to BRC
What is BRC?
BRC is an international Food Safety Management Systems standard, and is one of the
GFSI recognized certification schemes. It contains requirements for food processors to
follow to build an effective food safety management system. There are also editions of
the standard for food packaging manufacturers, storage and distribution and now agent
and brokers.
The requirements of the standard address the key elements that must be in place for
your organization to ensure production of safe product. BRC Certification is recognized
by GFSI, an important consideration when choosing a certification scheme because
many major manufacturers and retailers require a GFSI recognized certification. Other
recognized certification schemes include FSSC 22000 and SQF.
Over 16,000 facilities worldwide are certified to the BRC Global Standard for Food
Safety. To add your organization or facilities to this list you will need to build a
management system that addresses all of the requirements of the standard, contract
with a Certification Body to perform a certification audit, and pass the audit to become
certified. Your organization will then need to have regular audits by the Certification
Body to maintain registration.
The BRC Certification Audit
During the certification audit the Auditor will examine your BRC System to determine:
• If the documented system meets the requirements of the standard
• If the system has been implemented effectively
• If there is evidence of Management Commitment to the maintenance and
improvement of the system
• If activities comply with regulatory, customer and BRC requirements
Findings:
Nonconformities may be identified during the audit. These are categorized as minor
or major. A nonconformity is elevated to major if it presents a risk of unsafe product,
or if it indicates that your organization completely failed to address a requirement. If
there has been production of unsafe product it will be considered a critical
nonconformity.
If nonconformities can be evaluated, root cause identified and corrected within 28
days, your organization can proceed to certification. If the items are more difficult to
resolve, you will need to provide your certification body with a corrective action plan
within 28 days. The actions will be reviewed at the next audit. However, if the audit
score is less than a "B", there must also be another visit by the certification body to
verify the actions. A critical finding or a grade of lower than "C" means that your
organization will not be certified. You must start with a new certification audit.
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Introduction to BRC
BRC: Frequently Asked Questions
Do we need to have a copy of the standard?
Yes. Your auditor will write a major nonconformance if you do not have a copy available.
Purchase your copy when you make the decision to implement BRC. You must
understand the requirements. A copy of the guidance document "Global Standard for
Food Safety Issue 6: Interpretation Guideline" is also recommended. You will find it very
useful as you build your system. Both can be purchased from the BRC Global
Standards site http://www.brcglobalstandards.com.
What is a vertical audit?
A vertical audit is an audit of a specific production run. The auditor will choose a
production run, something within the last few months, and will look at all of the records
associated with that run. The auditor is able to see that all records are maintained, all
controls and verifications taking place, all operators trained on the work they are
performing, all times/temperature requirements met and any other information relating
to the run.
What is a mass balance audit?
A mass balance audit checks the amount of a raw material that is received agains the
amount used in product or processes. Packed final product should not exceed the
quantity of raw material received.
What is an audit score?
The audit will be scored based not the number and category of nonconformances found.
The details are in the BRC Global Standard, Section III.
What is the Unannounced audit program?
Once you are registered and have achieved a grade of "B" or better, your organization
may choose the unannounced audit program. You can find the details of this program in
the BRC Global Standard, Section III.
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Introduction to BRC
Training for the HACCP Team Leader and Project Manager
There are various options for training programs to meet the requirement of
demonstrating knowledge and understanding of the BRC Standard. There are onsite
classroom courses 2-3 days long as well as online courses. You will need to
demonstrate to your auditor that you have been trained on and understand the code.
Train your Project Manager and/or HACCP Team Leader using our Complete
Training Package.
The package includes:
A. Introduction to BRC
Covers all the requirements of the Management System Elements and the Site
Standards/Prerequisite Programs.
B. (There is no “B” course for BRC; the introduction covers both the Management
System Elements and the Prerequisite Programs)
C. The Gap Analysis Checklists and Tutorial
Includes checklists for the Management System Elements and Site Standards/
Prerequisite Programs.
D. BRC Templates and Implementation Tools
Includes document templates and detailed implementation plans
E. Internal Auditing
Includes an online, interactive practice audit.
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Steps to BRC Certification
In this section we outline our recommended steps to follow to prepare your organization
for BRC Certification. In the next few sections we will take a look at each step in more
detail and provide guidance and resources for completing the steps. First take a look at
this overview of the project steps:
1. The Project Manager completes training on the Management System Elements and
Site Standards/Prerequisite Programs. (course A)
2. The Project Manager works with the management team to prepare the project plan.
This is detailed in the next section of the quick start guide.
3. Management identifies the “BRC Steering Team”. See the example BRC Steering
Team first team meeting agenda and information in the BRC Steering Team section.
4. The Project Manager takes the “Conducting the Gap Analysis” training, downloads
the checklists from the training and plans and leads the Gap Analysis Audit.
5. Based on the Gap Analysis results, the BRC Steering Team identifies the Task
Teams needed to address changes or implementation of processes for each of the
BRC System Elements. For example:
a. Management Commitment
b. Food Safety Plan
c. Document Control
d. Records Completion and Maintenance
e. Internal Audits
f. Supplier and Raw Material Approval
g. Specifications
h. Corrective Action
i. Control of Nonconforming Product
j. Traceability
k. Complaint Handling
l. Management of Incidents, Withdrawal and Recall
m. Site Standards
n. Product Design and Development
o. Allergen Management
p. Providence, Assured Status, Identity Preserved Foods
q. Product Packaging
r. Product Inspection and Laboratory Testing
s. Product Release
t. Control of Operations
u. Personnel
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Steps to BRC Certification
6. The BRC Steering Team assigns team members to each task team, and a team
leader for the each team. Some of the processes may be assigned to the steering
team or HACCP team. See the example table for our recommendations.
7. Identify training requirements for those assigned to the task teams. “Introduction to
BRC” is our recommended training for those team members.
8. Identify training requirements for the HACCP Team. “Introduction to BRC” is our
recommended training for the HACCP team members.
9. The BRC Steering team completes the Gantt chart or the detailed project plan
provided in the Templates Package with the projected dates and timelines for the
task team activities.
10. The task teams meet as scheduled to complete the changes to and implementation
and documentation of the new processes. Use the document templates, forms and
implementation plans from the BRC Template and Implementation Tools Package or
Complete Training Package.
11. The BRC Steering team reviews and approves all the procedures and
documentation developed by the task teams.
12. The BRC Steering team identifies individuals to be Internal Auditors, and prepares
an initial internal audit schedule. The individuals complete “Internal Auditor Training”.
13. Start the internal audits when the BRC System Elements processes are completed.
14. Hold management review meetings, conduct internal audits and complete corrective
actions. Follow the new BRC Procedures that the task teams developed, maintain
records and make improvements. Run your system for approximately 3 months then
have your certification audit.
The steps outlined here are recommended steps based on our experience
implementing management system. Adapt them as needed for your
organization. The training programs and documents we have referenced are all
available on our site: www.22000-Tools.com. They are available individually, or in
our Complete Training Package or Premium Training and Templates Package
packages.
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The Project Plan
It is important to prepare a project plan to help organize and manage the project. A
sample project plan template is provided in Appendix A. Lets look at how to prepare the
plan.
A. First, identify your project goals. Answer the questions:
1. When will you begin your project? Consider the date of the Gap Analysis as
the beginning date.
2. What is your target date for having the BRC Certification? You will work
backwards from this date as you prepare your project timeline. Your date
should be reviewed later. This will be your schedule, but as you perform the
gap analysis and develop and the task list , you can determine whether that
date is realistic. It will depend on the status of your current food safety
management system and the resources available to you as you complete the
system.
B. Identify responsibilities for the project.
1. Identify the BRC Project Manager.
2. Identify who makes up Senior Management.
3. Identify the BRC Steering Team. As you saw in the steps in the previous
section, the BRC Steering Team plays a key role in managing the project. The
Project Manager should be the team leader, and senior management should
make up the rest of the team.
C. Start to fill in the timeline for the project.
1. Schedule training for the Project Manager.
2. Schedule the Gap Analysis. Remember that the Project Manager should
complete the Gap Analysis Training and download checklists before the Gap
Analysis.
3. Plan anywhere from 2 to 5 days for the Gap Analysis. It will depend on the
size of your company, the number of auditors and the number and complexity
of your processes.
4. Schedule the BRC Steering team meeting to assign the task team members,
and schedule training for the team members.
5. Schedule training for the task team members.
6. Announce your project to all employees. Plan a meeting or meetings to make
employees aware of the project, what BRC Certification is, and why it is
important to the organization.
7. Document your target completion date and target dates for your certification
audits.
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The Gap Analysis
Once you have outline the project timeline, it is time to complete the Gap Analysis and
identify the specific tasks that will need to be done to build your BRC System. The gap
analysis will identify where your current system meets requirements, and where
changes and additions to your system must be designed and implemented.
The outcome of the gap analysis will be a task list for your project. You will assign the
tasks to the task teams that you have identified.
1.
Complete the “Gap Analysis Checklist & Training” session to learn how to plan
and conduct the gap, what to do with your results, and download checklists for
your audit. Note that this training is included in the Complete Training Package.
2.
Identify any other auditors that will be involved, and brief them on the audit plan
and techniques.
3.
Inform employees that the audit will be taking place, and the purpose of the audit.
You want employees to feel comfortable answering auditors questions;
understanding the purpose of the audit will help establish their comfort with the
process.
4.
Conduct the audit and document findings on the checklists.
5.
Create a task list, or use the list provided in the BRC Templates and
Implementation Tools or Complete Training Package. Where ever you identify
requirements that are not yet being complied with, document a task on the list.
a.
6.
The BRC Templates and Implementation Tools and Complete Training
Packages provide both an overall project task list, and individual team task
lists. If you have purchased the package, simply add the tasks to the lists
provided. Many common tasks are already on the individual team task lists
as well as information on the process requirements and a place to assign
timelines.
Provide the appropriate task list to each task team.
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The BRC Steering Team
Once the Gap Analysis has been completed, start your BRC Steering team meetings.
During the first team meeting discuss the responsibilities of the BRC Steering team. If
there are members that were not involved in creating the project plan, review the project
plan and list of steps to implementation.
Proposed agenda for the 1st BRC Steering Team meeting:
1.
Review the list of steps to implementation.
2.
Review the responsibilities of the BRC Steering Team (these responsibilities will
not all be completed in the first meeting, but should be reviewed to clarify the
purpose of the team.)
3.
a.
Identify task teams and members
b.
Identify training requirements for task team members, HACCP team
members and employees. Use the Premium Training and Templates
Package to provide multiple training sessions to train the Project Manager,
HACCP Team, Internal Auditors and others.
c.
Meet regularly to monitor the project timeline and task team activities and
provide resources as needed to meet project goals.
d.
Choose a certification body, and schedule the certification audit.
e.
Review procedures and other documentation created by the task teams.
f.
Review and customize the Management Responsibility procedure.
Complete tasks assigned to management.
g.
Assign internal auditors and create an audit schedule.
h.
Resolve issues as they arise.
Identify task teams, team leaders and members. Assign timelines for each team
to meet. See our example table in Appendix A.
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The Task Team Meetings
The team leader is responsible for scheduling the meetings according to the timeline on
the gantt chart. During the first team meeting discuss the purpose of the BRC Steering
Team and Task Teams. Give an introduction to the purpose of the individual Task Team
that is meeting.
Proposed agenda for the fist team meeting:
1.
Discuss the responsibilities of the BRC Steering Team and the Task Teams.
2.
Review the list of steps for the implementation project.
3.
Provide a copy of the procedure and forms templates for the BRC System
Elements process that the team has been assigned.
4.
Review the procedure and forms.
5.
Provide a copy of the teams task list. Discuss the tasks that have been assigned.
6.
Discuss the proposed timeline that was assigned by the BRC Steering team for
the task team, and start to assign dates and responsibilities for the individual
tasks on the list.
7.
Determine the frequency of the team meetings, and schedule the next meeting.
Prepare the next meetings agenda, and identify action items to be completed
before the next meeting. Assign responsibility for the action items.
At subsequent meetings you will review action items and progress and assign new
action items as needed to complete the task list. The team goal is to design and
implement a new process that meets the requirements of the BRC Standard for that
system element. The team will accomplish this by using the document templates and
the information from the gap analysis.
The new process will be documented in the procedure. The procedure and any related
forms or documents will be given to the BRC Steering team for review. Once the
procedure is approved, the team will be responsible for seeing that it is effectively
implemented.
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Appendix A
BRC Project Plan
Project Goals:
Start Date:
Target Date for Completion:
Responsibilities:
Project Manager:
Senior Management:
BRC Steering Team:
Timetable:
Step
Start Date
Completion Target
The BRC Project Manager
completes online training
Conduct Gap Analysis
BRC Steering Team Meetings
Training for Task Team Members
Task Team Meetings
Announce the Project to all
Employees
System Complete
Certification Audit
Certificate in Hand
-
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Appendix A
Example Task list with task team timelines assigned.
Tasks
Assign processes to
teams for
implementation
Management
Commitment
Food Safety Plan
Document Control
Records Completion
and Maintenance
Internal Audits
Supplier and Raw
Material Approval
Specifications
Jan Feb Mar April May June July Aug Sept
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Management of
Incidents, Withdrawal
Site Standards
X
X
X
Product Design and
Development
Allergen
Management
Providence, Identity
Preserved Foods
Product Packaging
X
X
X
X
X
X
X
X
X
X
Control of Operations
Personnel
Conduct Employee
Training
Train Internal Auditors
Start Internal Audits and
Management Review
CERTIFICATION AUDIT
X
X
Complaint Handling
Product Inspection
and Laboratory
Testing
Product Release
Nov Dec
X
Corrective Action
Control of
Nonconforming
Product
Traceability
Oct
X
X
X
X
X
X
X
X
X
X
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X
Appendix A
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