MARCH 2022

YOUR GUIDE TO
ACHIEVING FOOD SAFETY
CERTIFICATION
PART 1: CHAPTER 7
Chapter 26
Management of Services
and Purchased Materials
 MARCH 2022
INTRODUCTION

In our experience, many food companies forget to include their buyers

on food safety training, and yet, Food Safety begins with the hygiene
standards implemented at the supplier.

If your buyer does not understand the importance of compliance, the food safety, quality and legal
criteria for raw materials and services will be overlooked and this may have serious implications on the
safety, quality and legal compliance of the final product. Compliance begins with the selection and
management of your suppliers.

In this eBook we focus on the Management of Services and Purchased Materials and will cover the
following topics:

• What has purchasing got to do with food safety?

• Where does supplier management fit into the FSSC 22000 requirements?

• What are the FSSC 22000 requirements for supplier management

• What controls are required for service providers?

• How to implement a Supplier Management Program in 8 Steps.

The food safety & quality of your inputs to your manufacturing process always have a direct impact on
the quality and food safety compliance standards of your final products.

Please share this eBook with your

buyers in your food business.
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 MARCH 2022
OVERVIEW

In Chapter 3 of, Part 3 of this eBook series, we have covered the following
chapters:

Chapter 24 – New Product Development.

In Chapter 25, How to Compile an Environmental Monitoring Programme.

We continue our journey towards food safety system certification which we have split up into
3 Parts. Part 1 covered the GFSI Basic food safety requirements and Part 2 looked at the GFSI
Intermediate requirements.

This eBook on Management of Services and Purchased Material is included in Part 3 of our
series where we look at the additional requirements specified in the FSSC 22000 Certification
Scheme.

PART 1 PART 2 PART 3

covered the GFSI looked at the FSSC 22000

Basic food safety GFSI Intermediate Additional
requirements requirements Requirements

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 MARCH 2022
REVIEW

PART 1 PART 2
1. Chapter 1 1. Chapter 1
Achieving your certificate of Acceptability. Traceability
Download Download

2. Chapter 2 2. Chapter 2
Specifications including Product Release Incident Management
and Traceability. Download
Download
3. Chapter 3
3. Chapter 3 Management Responsibility
Food Safety Incident Management, Download
Control of Non-conforming Product and
Corrective Action. 4. Chapter 4
Download Document Management
Download
4. Chapter 4
Management Responsibility, Control of 5. Chapter 5
Records and Documents and Control of Control of Measuring and
Measuring and Monitoring Devices. Monitoring devices
Download Download

5. Chapter 5 6. Chapter 6
Training, Personal Hygiene and Facility Training
Environment. Download
Download
7. Chapter 7
6. Chapter 6 Procedures
Cleaning and Disinfection, Product Download
Contamination Control and Pest Control.
Download 8. Chapter 8
Complaint Handling
7. Chapter 7 Download
Water Quality, Staff Facilities and Waste
Management. 9. Chapter 9
Download Product Analysis
Download
8. Chapter 8
Transport and Storage 10. Chapter 10
Download Supplier Management
Download
9. Chapter 9
Preliminary Steps 11. Chapter 11
Download Transport and Storage
Download
10. Chapter 10
Control of Allergens 12. Chapter 12
Download Facility and Equipment Maintenance
Download

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 MARCH 2022
REVIEW

PART 2 - continued PART 3

13. Chapter 13 24. Chapter 24
Preliminary Steps for HACCP New Product Development
Download Download

14. Chapter 14 25. Chapter 25

Conduct a Hazard Analysis and Identify How to Compile an Environmental
Control Measures Monitoring Programme
Download Download

15. Chapter 15
Identify Critical Control Points and 2.
Establish Critical Limits
Download

16. Chapter 16
Establish a monitoring system
Download

17. Chapter 17
Establish a Corrective Action Plan
Download

18. Chapter 18
Establish Verification Procedures
Download

19. Chapter 19
Establish a Documentation and
Record-Keeping system
Download

20. Chapter 20
Food Defence
Download

21. Chapter 21
Food Fraud
Download

22. Chapter 22
Labelling Guide
Download

23. Chapter 23
Allergen Management Guide
Download

Click on the links provided to

download our eBooks if you have
missed any of them.

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 MARCH 2022
Management of Services and Purchased Materials

What is A
Supplier
Management
Programme?
A Supplier Management Programme is a process whereby suppliers are selected, approved and
monitored to ensure that any potential risks from raw materials, packaging and services provided
to the company that impact food safety, legality, authenticity and quality are identified and
managed appropriate to their risk to consumer safety.

WHICH Suppliers need to be

managed in your Supplier
Management Programme?

Any suppliers of materials or All outsourced processes that

services that have an impact on have an impact on food safety,
food safety, quality and legality. legality or quality.

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MARCH 2022
2021
Management of Services and Purchased Materials

What service providers should

be included in the supplier
management programme?
Suppliers of services that could potentially
affect food quality and safety. Examples
provided by the BRCGS vs 8 Interpretation
Guide include:

• Laboratory testing services

• Calibration

• Pest Control Montoring Services

• Agencies providing temporary staff

• Transport and distribution services

• Offsitestorage of raw materials, packaging or

finished products

• Contractedmaintenance and service of

equipment (e.g refrigeration units)

• Laundry

• Waste management

• Off-site product packing

• Contracted cleaning services

• Catering services

WHAT IS AN Outsourced Process?

An outsourced process is one that is necessary for a company’s operation but that it has chosen
to outsource to an external service provider. Examples include:

Product Off-site
Heat
Design and Irradiation product
treatment
Development packing

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 MARCH 2022
Management of Services and Purchased Materials

Why is supplier management

important to your food business?
• Not knowing what food safety and quality standards your suppliers subscribe to is introducing
a risk to your own business. You woundn’t want to take a gamble with the safety of your food
products would you?

What should you include in a

Supplier Management Programme?
The GFSI (Global Food Safety Initiative) 2020
document includes the following requirements:
• “That you establish, implement and maintain
a purchasing procedure to ensure that that
all inputs to the process, including externally
purchased materials and services which have
an effect on food safety, conform to specified
requirements or specifications as well as food
safety and regulatory requirements.
• Outsourced processes that may have an
effect on food safety shall be identified,
controlled and documented in the Food Safety
Management System.
• You have a documented procedure for the
evaluation, approval and continued monitoring
of suppliers which have an effect on food safety
• That your purchasing procedure also addresses
procurement in emergency situations to ensure
that food still conforms to the documented
specified requirements or specifications, and the
supplier has been evaluated.
• The results of evaluations, investigations and
follow up actions are recorded”.

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 MARCH 2022
Management of Services and Purchased Materials

Where does Management of Services

and Purchased Materials fit into the
FSSC 22000 scheme requirements?

FSSC 22000

ISO 22000 ISO 22002-1 (PRPs) Additional Requirements

Construction & layout Management of services &

4 Context of the Organisation 4 of buildings 1 purchased materials

Layout of premises
5 Leadership 5 and workspace 2 Product labelling

6 Planning 6 Utilities - air, water, energy 3 Food defense

7 Support 7 Waste disposal 4 Food fraud mitigation

Equipment suitability,
8 Operational 8 cleaning & maintenance 5 Logo use

Management of purchased
9 Performance evaluation 9 materials 6 Management of allergens

Measures for prevention of

10 Improvement 10 cross contamination 7 Environmental monitoring

11 Cleaning & sanitation 8 Formulation of products (D)

12 Pest control 9 Transport & Delivery (F, I)

Personnel hygiene &

13 employee facilities 10 Storage & Warehousing

Hazard control and

14 Rework 11 measures for preventing
cross-contamination (C & I)

15 Product recall procedures 12 PRP Verification

(C, D, G, I &K)

16 Warehousing 13 Product Development

(C, D, E, F, I &K)

17 Product information/ 14 Health Status (D)

consumer awareness

Requirements for
18 Food defence, biovigilance 15 Organisations with Multi-
& bioterrorism Certifications (A, E, F, I & K)

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MARCH 2022
2021
Management of Services and Purchased Materials

Supplier management

where do we
start?
Follow these eight steps to implement your Supplier
Management process:

1 Document your supplier management process.

2 Conduct a risk assessment for all raw materials, primary packaging

as well as service providers.

3 Compile supplier selection criteria.

4 Identify appropriate supplier approval methods.

5 Evaluate your suppliers’ ability to meet the required specifications.

6 Compile an Approved Suppliers List.

7 Document a procedure for how exceptions are to be handled.

8 Analyse and review supplier performance at management reviews.

1
STEP

Document your
supplier management
process.
What needs to be documented?

• Document the selection criteria, method for

supplier approval, frequency of monitoring
as well who will be responsible for
monitoring the suppliers.

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 MARCH 2022
Management of Services and Purchased Materials

STEP
Conduct a Raw
Material Risk
Assessment.

• InChapter 9 (Product Analysis) we covered raw clause 9.2 that you should have a policy for
material risk assessment. When conducting your the procurement of animals, fish and seafood
raw material risk assessment, you will score each that are subject to the control of prohibited
raw material (including primary packaging) with substances (e.g pharmaceuticals, veterinary
regards to food safety, quality, and legality. Read medicines, heavy metals and pesticides)
the Product Analysis ebook in conjunction with
• Review your raw material risk assessment
this ebook
when-ever there are changes to your raw
• The extent to which your suppliers will need materials, changes to suppliers, emerging risks
to be managed will depend on the results of or food safety incidents occur.
the raw material risk assessment – the greater
• TheBRCGS Standard Issue 8 Interpretation
the risk, the higher the degree of management
required. Guideline states that the risk assessment should
be reviewed at least once every 3 years.
• TheFSSC 22000 additional requirements
state than in addition to ISO/TS 22002-1:2009

3
STEP

Compile supplier criteria for all raw

materials, primary packaging as well as
service providers.
• Compile Raw Material Specifications - read
Part 1, Chapter 2 of this ebook series and
refer to the DOH Labelling and Advertising of
Foodstuffs (R.146 March 2010) Guidelines for
more information.

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Management of Services and Purchased Materials
• Identify supplier selection criteria - decide
on suitable supplier selection criteria for each
raw material e.g Proof of GFSI Intermediate
Certification or higher, signed product
specifications, sample of raw material to be
tested by accredited laboratory for verification,
supplier audit or visit, supplier trial period, COA
(Certificate of Analysis) to be delivered per batch
delivery.
• Identify supplier selection criteria for your
service providers. The FSSC 22000 additional
requirements require that over and above
meeting Clause 7.6.1 of ISO 22000:2018,
that where laboratory analysis services are
used for the verification and/or validation
of food safety, that these are conducted
by a competent laboratory (this includes
internal and external laboratories) that has the
The method of supplier approval will depend
on the raw material / service provided and
the associated risks and can include one or a
combination of methods.
• Supplier questionnaire. This questionnaire will
help you collate all the information to determine
whether your suppliers have the ability to supply
you with raw materials that comply with food
safety, quality and legal requirements. Refer to
DOH Labelling and Advertising of Foodstuffs
(R.146 March 2010) Guidelines.
MARCH 2022
capability to produce precise and repeatable
test results using validated test methods and
best practices (e.g successful participation
in proficiency testing schemes, regulatory
approved programs or accreditation to
international standards such as ISO 17025.
• PestControl Service providers to show proof
of required recognised registration and
membership of the SAPCA (South African Pest
Control Association).
• Cleaning contractors need to have the
necessary certifications for their sanitiser and
cleaning agents and staff need to have proof of
the appropriate level of food safety training and
demonstrate compliance to your facility’s food
safety code of conduct whilst working on your
premises.
4
STEP
Identify appropriate
supplier approval
processes:
• Proof of supplier’s food safety certification
– for suppliers of medium to high risk raw
materials or services a second or third party
audit against the GFSI (Global Food Safety
Initiative) Intermediate or even full food safety
system certification such as FSSC 22000 or
BRCGS certification may be required.
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 MARCH 2022
Management of Services and Purchased Materials

5
STEP

Evaluate your suppliers’ ability to meet

raw material and primary packaging
specifications.

Initial screening of suppliers can include the Ongoing supplier performance monitoring:
following:

• Evaluate the completed supplier questionnaire.
• Check all supporting information.
• Check that certificates are within the expiry
dates.
• Validatesupplier certificates by cross-checking
information with the certification body.
• Usea risk-based approach to determine the
frequency of monitoring.
• Review the supplier monitoring programme in
line with changes to your raw materials or where
emerging risks are identified, any food safety or
quality incidents, or supplier audits indicate a
food safety, quality or legality compliance risk.

• The BRCGS Issue 8 Interpretation Guideline

• Request
copies of the Traceability Procedure,
HACCP Plan and Food Safety Policy document. states that where supplier approval is only based
on supplier questionnaires, that new supplier
• Request a copy of a recent supplier audit questionnaires should be completed at least
report. once every 3 years.

• Raw materials with a higher risk assessment

rating may require a supplier audit in addition
to the above supplier questionnaire.

• Where you are purchasing raw materials

through agents or brokers, ensure that the
traceability details of the last processor or
packer of the raw material or primary packaging
is available.

• Where supplier audits are required, these

audits should be conducted by appropriately
experienced and trained auditors and all audit
records should be available. Verification of the
traceability system should be included in these
supplier audits.

• Formal agreements or contracts are required

with service providers who provide services
that impact food safety or quality such as labour,
waste removal, off-site storage, distribution,
maintenance and calibration of equipment,
laundry service, pest control, cleaning,
laboratory testing etc.

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 MARCH 2022
Management of Services and Purchased Materials

STEP
Compile an Approved
Suppliers List.

What needs to be included on the list?

• Allsuppliers who have been assessed and have

been approved.

• Includeall suppliers of all raw materials,

primary packaging as well as service
providers.

• Ensure that the list is available to those

receiving the raw materials to enable the cross-
checking of suppliers upon intake of goods.

Is there a specific format of what this Approved

Suppliers List should look like?
Food safety standards do not dictate the format, but here is a suggestion for the type of information
that you may include on the list:

APPROVED SUPPLIERS LIST

Supplier Supplier Raw material Hazard Risk rating Method of Monitoring Responsible Supplier Next date
name contact supplied identified score for raw supplier frequency person for approval for supplier
number and material selection supplier date monitoring
address monitoring

Tip: Always have alternative / back-up suppliers especially for suppliers of raw material used in large
volumes and service providers who perform key services; e.g testing laboratories.

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Management of Services and Purchased Materials

7
STEP

Document a procedure for how emergencies/

exceptions will be handled.
The FSSC 22000 additional requirements
for food categories C (Food Manufacturing),D
(Animal Feed Production),I (Production of
Food Packaging and Packaging Materials) ,G
(Transport and Storage) and K (Production of
Biochemicals), applies to ISO 22000:2018 Clause
7.1.6: The organisation shall have a documented
procedure for procurement in emergency
situations to ensure that products still confirm
to specified requirements and that the supplier
has been evaluated.
This could include:
• Assessing the risk of the purchase of the raw
material from the supplier.
• Deciding on the supplier selection criteria (e.g
proof of the implementation of a formal food
safety management system).
• Increasingthe product sampling size and
scope of product testing for the raw materials
supplied by the emergency supplier.

• Requesting the report of the last second or

This means that in the event that a supplier is
unable to fulfil an order, and you are unable to third-party audit.
follow the standard supplier approval process for • Signed product specification.
an alternative supplier due to time constraints,
then you need to have a documented procedure • Requesting a product sample of the batch prior
that you will follow that will help mitigate any to delivery.
risk to your products.

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 MARCH 2022
Management of Services and Purchased Materials

STEP
Analyse and
review supplier
performance at
management reviews.
Review the effectiveness of your supplier
management programme by analysing the
following information:

• Non-conformances reported on incoming • New raw materials

raw material inspections
• Updates to the raw material risk assessment
• Laboratory reports
• Updates to the food fraud risk assessment
• Supplier audit reports
• New or emerging risks to raw materials
• Communication from regulatory bodies
• Risk to the raw material supply chain
• Changes to raw material specifications
• Food safety incident reports

The FSSC 22000 additional requirements for food categories C (Food Manufacturing),D (Animal
Feed Production),I (Production of Food Packaging and Packaging Materials) ,G (Transport and
Storage) and K (Production of Biochemicals), apply to ISO/TS 22002-1 Clause 9.2, ISO/TS 22002-4
Clause 4.6 and ISO/TS 22002-5 Clause 4: the organisation shall establish, implement and maintain a
review process for product specifications to ensure continued compliance with food safety, legal
and customer requirements.

In this eBook you have learnt:

• What
Supplier Management entails and why it is an important
component of your food safety system.
• How to implement a Supplier Management Programme in 8 steps.

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 MARCH 2022
HOW CAN WE HELP YOU

HOW CAN
ENTECOM HELP YOU?
We know that many food businesses struggle to
manage all the supplier documents and controls,
especially when you have a number of suppliers.
Keeping track of suppliers and ensuring that
the required controls are maintained can
become quite overwhelming, especially when
you have many other aspects of your food
safety management system that requires
your attention. We have a digital food safety
management solution to help you convert from
paper to paperless so that you can manage your
food safety system with ease.

With Entecom Online, our Food Safety App, we help you

manage your suppliers digitally so that you can ditch the
paperwork and stop wasting time chasing suppliers for
documents.

With Entecom Online:

• Yoursuppliers can complete their supplier assessments

digitally.

suppliers can upload their food safety certificates, raw

• Your
material specifications and Certificates of Analysis online.

• Receive notification when supplier certificates are close to

their expiry date.

• Monitor suppliers digitally.

• Search and find supplier information with ease.

• Pull supplier monitoring reports directly from EO.

To learn more about Entecom Online our Affordable Digital

Food Safety Solution, Click here

Contact us on info@entecom.co.za or (041) 3661970 for more information.

We love hearing from you and look forward to taking your call.

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