COACHâ€™S GUIDE Food Safety Management Tools

Food Safety Management Tools Module ________________________________

COACH’S GUIDE

Food Safety Management Tools

© Commonwealth of Australia 2007

Food Safety Management Tools — Coach’s Guide ___________________________________________

© Commonwealth of Australia 2007 2

Food Safety Management Tools – Coach’s Guide __________________________________________

Contents

Introduction 4

Roles and Responsibilities of a Coach 4

About the Module 5

Overview of Content 5 Learner Assistance 6

LEARNER RESOURCE – FOOD SAFETY MANAGEMENT TOOLS 8

Glossary of Terms 8

Quality Assurance 12

Food Safety Plan / Food Safety Program (FSP) 13

Foreign Matter 15

Food Safety Management Tools 16

Product Recall 17

Hazard Analysis and Critical Control Points (HACCP) 20

CCP Record for Goods Receipt 23

Guidelines for Coaches – Workplace Learning and Assessment Activity 24

WORKPLACE LEARNING and ASSESSMENT ACTIVITY – Part A 26

WORKPLACE LEARNING and ASSESSMENT ACTIVITY – Part B 34

THIRD PARTY REPORT – FOOD SAFETY MANAGEMENT TOOLS 34



Introduction

This booklet provides all the coach’s material for the module Food Safety

Management Tools. Coaches will need to be familiar with this material

in order to fulfil their role in the workplace learning process.

The Coach’s Guide consists of the following:

Advice to coaches to assist them fulfilling their responsibilities in the

learning process;

The Learner Resource - reference material provided to the learner that

covers the module and some additional explanatory information where

necessary;

Guidelines to coaches, specific to the Workplace Learning and

Assessment Activities;

The Workplace Learning and Assessment Activity - the key

workplace activity that consolidates the learners’ understanding of the

module content;

A Third Party Report - a coach or supervisors report about the learner,

based on the competencies required in the module.

Roles and Responsibilities of a Coach

A Coach is a critical component of this essential training for production

operators within food processing.

As a coach you have the following responsibilities:

• be a mentor and coach to the learner;

• have a good understanding of the content of this guide;



• have a good understanding of workplace policies and procedures;

• provide guidance and advice to the learner and be able to either

answer any questions they may have or, if appropriate, direct them

to alternate sources of information. i.e. Production Manager,

Quality Assurance Manager, etc;

• monitor the learner’s progress;

• be able to assess the level of assistance required, particularly in

regard to the Workplace Learning and Assessment Activities;

• in conjunction with management, allocate sufficient time for both

on-line training and workplace activities;

• complete a Third Party Report on the learner;

• liaise with management and provide feedback for the entire

process; and

• any other tasks as requested by the Training Coordinator.

About the Module

Overview of Content

The module Food Safety Management Tools is part of the Food

Safety Subject inside the Food Processing Compliance Package.

The module covers a lot of detail on the key management systems used to

control food safety hazards. The module is a little more complex than

some of the other modules and there is quite a lot of information covered.

To assist the learner’s progress and in order to consolidate learning the

module has been divided into two parts. Learners should complete the

module in two stages.



Part A of the module covers information on the following:

• The role of a Quality Assurance Manager

• The Food Safety Plan

• Due Diligence

• Hazards such as foreign matter and allergens

• Hazard controls

• Product recalls

• Corrective action

Part B of the module is dedicated to Hazard Analysis and Critical Control

Points, covering the seven principles.

You should refer to the learner resource for further information

Learner Assistance

The learner should try to complete the on-line component of the module

with minimal supervision although, given the level of detail covered and

the complexity of some the concepts, the learner may require assistance.

You should monitor this closely. The level of assistance will likely be

dependant on how much exposure in the workplace the learner has had to

the concepts.

The Workplace Learning and Assessment Activities requires your active

involvement. Part A will need a consultative approach with the Quality

Assurance department to extract some of the answers. You may need to

facilitate this. Part B may be a routine task for some staff or a complete

new concept for others. As the coach you need to determine which it is



and render the level of assistance appropriate. Again a consultative

approach with the Quality Assurance department may be necessary.

The learner will require the Learner Resource in order to complete the

Workplace Learning and Assessment Activity for Part A. It also

contains the key material covered in the module and in the case of

HACCP gives a little more detail that may be useful.

This is perhaps one of the more difficult modules so you need to ensure

you are familiar with its content and closely monitor the learner’s

progress.



LEARNER RESOURCE – FOOD SAFETY MANAGEMENT TOOLS

PART A AND B

Glossary of Terms

Allergy

A food allergy is any adverse reaction to an otherwise harmless food or

food component (a protein) that involves the body’s immune system.

To avoid confusion with other types of adverse reactions to foods, it is

important to use the terms “food allergy” or “food hypersensitivity” only

when the immune system is involved in causing the reaction.

Allergen

A food allergen is the part of a food (a protein) that stimulates the

immune system of food allergic individuals. The allergic reaction may

affect several systems in the body, for example: breathing, skin rashes,

upset stomach, and migraine.

Some allergies can be extremely dangerous (even fatal) if anaphylactic

shock occurs. Anaphylaxis is a sudden, severe allergic reaction that can

result in death if emergency treatment is not given immediately. There is

a sharp drop in blood pressure; a rash, and swelling of the throat passage.

An allergic reaction should not be confused with food poisoning.



Audit

An audit is a documented inspection or check of a specific work area or

work process that examines what is happening and assesses the work

practices against a set of guidelines. The guidelines being the many and

varied compliance requirements identified in the food safety compliance

module. An audit will verify, by examination and evaluation, the

effectiveness of a system. An audit may also provide recommendations to

improve practices that do not meet the guidelines. There are many

different types of audits, at certificate II level we are primarily concerned

with a Food Hygiene Audit.

Control (noun)

The state wherein correct procedures are being followed and criteria are

being met.

Control (verb)

To take all necessary actions to ensure and maintain compliance with all

food safety criteria.

Corrective Action

Any action taken when the results of monitoring food safety would

indicate there has been a breach or potential hazard in food safety

practices.

CAR (Corrective Action Report)

A CAR is the documented details regarding a food safety breach / hazard

and the corrective action needed. It will include dates and time lines; who

is responsible, and have a close out procedure for ensuring the hazard is

rectified.



Critical Limits

A criterion which separates acceptability from unacceptability.

Danger Zone

The temperature range between 5˚C to 60˚C. Bacteria and other micro-

organisms are able to grow and reproduce when food products are held

within this range.

Documentation

All written production procedures, instructions and records, quality

control procedures, and recorded test results involved in the manufacture

of a product.

Food Hazards / Food Safety Hazards

A biological, chemical or physical agent in food with the potential to cause

an adverse health effect.

Food Hygiene

All conditions and measures necessary to ensure the safety and suitability

of food at all stages of the food chain.

Food Safety

Assurance that the food will not cause harm to the consumer when it is

prepared and/or eaten according to its intended use.

Food Safety Breach

See hazard. An action or inaction that contravenes food safety policy,

guidelines or critical limits.



Potentially Hazardous Food

Potentially hazardous food means food that has to be kept at certain

temperatures to minimise the growth of any pathogenic micro-organisms

that may be present in the food or to prevent the formation of toxins in

the food.

Process

Process, in relation to food, means activity conducted to prepare food for

sale including chopping, cooking, drying, fermenting, heating,

pasteurising, thawing and washing, or a combination of these activities.

SOP

Standard Operating Procedure. A detailed description of how a particular

task is to be carried out.

Temperature Control

Temperature control means maintaining food at a temperature of –

(a) 5°C, or below if this is necessary to minimise the growth of infectious

or toxigenic micro-organisms in the food so that the microbiological safety

of the food will not be adversely affected for the time the food is at that

temperature; or

(b) 60°C or above; or

(c) another temperature ⎯ if the food business demonstrates that

maintenance of the food at this temperature for the period of time for

which it will be so maintained, will not adversely affect the

microbiological safety of the food.



Quality Assurance

What is Quality Assurance?

Quality assurance is a program of activities undertaken by an

organization to control the safety and quality level of a product or service

provided or received. Quality assurance activities are designed to see that

performance is in accord with product or service safety and quality

standards established at the beginning of the relationship.

What are the duties of a Quality Assurance Manager?

The Quality Assurance Manager is responsible for all aspects of quality

control as well as the control of food safety and will also have to make

decisions on any products that do not conform to quality and safety

standards. Duties may include:

• Ensuring the food safety plan is in place and effective

• Monitor and control food safety management tools

• Monitor and control quality systems

• Monitor and control supplier product specifications

• Handling customer complaints

• Workplace audits and inspections

• Document control (HACCP, validation of procedures, quality,

Corrective Action Reports (CARs), etc)

• Equipment calibration

• Corrective action in the event of a quality or safety breach



Food Safety Plan / Food Safety Program (FSP)

What is a FSP?

A food safety program means a program set out in a written document

retained at the food premises of the food business, including records of

compliance and other related action, that –

(a) Systematically identifies the potential hazards that may be reasonably

expected to occur in all food handling operations of the food business;

(b) identifies where, in a food handling operation, each hazard identified

under paragraph (a) can be controlled and the means of control;

(c) provides for the systematic monitoring of those controls;

(d) provides for appropriate corrective action when that hazard, or each of

those hazards, is found not to be under control;

(e) provides for the regular review of the program by the food business to

ensure its adequacy; and

(f) provides for appropriate records to be made and kept by the food

business demonstrating action taken in relation to, or in compliance with,

the food safety program.

Why do we need a FSP?

Even though it is a legal requirement, it makes good business sense to

have a Food Safety Plan or program. The following are some of the

reasons:



• Protects customers

• Protects your business

• Increases business opportunities

• Protects your brand

• Controls the risk of food related diseases or illness

• Proves Due Diligence

• Protects you from claims of food poisoning that may be false

• Demonstrates compliance with food safety standards and

legislation

• It is a requirement by law

So what is due diligence?

Food businesses in all Australian states, must address the key points of

State Government Acts and requirements to be able to show “due

diligence”. Due diligence is a legal requirement to make sure that you and

the company do everything reasonably possible to stop or minimise

problems or hazards occurring.

There may be times that even when you do your best to handle, prepare or

sell food safely something can go wrong. For this reason the Act

incorporates provision for a “due diligence” defence. The wording of the

“defence of due diligence” explains that, as a professional food handler

who does everything reasonably possible, you should not be made to

account for something that was not your fault.



Foreign Matter

Foreign Matter Definition:

Anything physical that should not be in a product.

What items could end up as foreign matter?

• Hair (one of the most common complaints in the food industry)

• Pens

• Paperclips

• Staples

• Steel Wool and Scourers

• Plastics

• Fabric and Cotton

• Shoes and Personal Effects

• Jewellery (small stones, stud earrings, etc)

• Bandaids

• Broken Glass (there may also be a glass policy)

• Bugs and Insects



Food Safety Management Tools

Some of the tools used to control food safety hazards include:

• Policies (i.e. Hygiene, Foreign Matter, Allergens, Glass)

• Standard Operating Procedures

• Work Instructions

• Induction Manuals

• Training (induction, refresher, internal, external)

• Charts and Signage

• Production Runs

• Coding Systems

• Labelling Information

• Cleaning Schedules

Good communication in the workplace and staff experience also aid in

controlling hazards. So it is important to have regular meetings where

hazards and other concerns can be raised.

The best Food Safety Management Tool is one that is based on a system of

identifying risks specific to our workplace; analysing the risks to decide

their level of risk or severity and then implementing methods of

controlling the risks. The one key management tool that does all of this is

called Hazard Analysis and Critical Control Points or commonly referred

to as HACCP (pronounced “has-sap”)



Product Recall

A product recall is perhaps the worst-case corrective action scenario for a

business. By law, all food processing plants must have a system in place

to recall unsafe food. This system will be well documented and form part

of your company’s food safety plan.

Food Standards Australia New Zealand gives the following

definitions:

Withdrawal

A product may be withdrawn from sale for two reasons:

• the product has a quality defect (eg. colour or texture) or is

underweight or has labelling irregularities that does not pose a potential

risk to public health and safety;

• as a precaution, stock may be withdrawn from distribution and/or sale

pending further investigation — if a risk to public health and safety is

established, the product must be recalled.

Withdrawals do not require notification to statutory authorities or media.



Recall

For the purposes of this Protocol a recall is defined as ‘action taken to

remove from sale, distribution and consumption foods which may pose a

safety hazard to consumers’.

Such action may be taken if there is a reasonable possibility that use or

consumption of the food would cause adverse health consequences or even

death. Examples of when these circumstances might exist include when

there is the presence of Clostridium botulinum, Salmonella, Listeria

monocytogenes, Hepatitis A, toxic chemicals and harmful foreign bodies.

Action may also be taken if the product has serious defects that pose a

potential health risk. Examples of when these circumstances might exist

include when there are goods that are incorrectly labelled (eg. such as an

allergen) (eg. peanuts, milk or milk products not being declared on the

label, or incorrect/insufficient cooking instructions).

There are two alternatives for remedial action:

• permanent removal of the unsafe products from the market or from

use;

• temporary removal of the unsafe products from the market, followed

by rectification of the problem and a return to the market.

A recall involves notification to statutory authorities.

So what might your company’s product recall plan look like?



Hazard Analysis and Critical Control Points (HACCP)

The best Food Safety Plan is one that is based on a system of

identifying risks specific to our workplace, analysing the risks to decide

their level of risk or severity and then implementing methods of

controlling the risks. This system is called HACCP and the end result is

safe food and the records to prove it.

HACCP is a systematic approach to food safety consisting of seven

principles:

The Seven Principles of HACCP

The Seven Principles of HACCP

1. Hazard Analysis

2. Critical Control Points

3. Critical Limits

4. Monitoring System

5. Corrective Action

6. Verification

7. Record Keeping



Principle 1. – Hazard Analysis

Step 1. Assemble the HACCP team and define the scope of the HACCP

plan.

Step 2. Describe the product and its distribution method.

Step 3. Describe the intended use of the product.

Step 4. Construct a detailed flow diagram of the process.

Step 5. Conduct on site verification of flow diagram.

Step 6. List all potential hazards associated with each step, conduct a

Hazard Analysis and consider any control measures to control hazards.

Principle 2. – Critical Control Points (CCP)

Step 7. Determine Critical Control Points.

Principle 3. – Critical Limits

Step 8. Establish Critical Limits for each CCP (as per Food Standards

Australia New Zealand where applicable).

Principle 4. – Monitoring System

Step 9. Establish a Monitoring System for each CCP.

Principle 5. – Corrective Action

Step 10. Establish Corrective Action plans for CCP deviations that may

occur.

Principle 6. – Verification Procedures

Step 11. Establish Verification Procedures.




Principle 7. – Record Keeping

Step 12. Establish Record Keeping and documentation.

Step 13. Determine training needs.

Step 14. Monitor the CCPs using forms and evaluate the usefulness of the

forms for improving the product and process control and providing trend

analysis of the procedures.

Step 15. Use microbiological tests to complement verification activities.

An Example of a HACCP Record for Goods Receipt might be as follows.

(See next page)

Food Safety Management Tools ________________________________

CCP Record for Goods Receipt

Goods Receipt All goods received are to be entered on this sheet

Critical Limits: Correct colour, texture, odour, etc. Expiry dates to be on all items. Chilled food to be ≤ 5 deg C, Frozen to be ≤ -18 deg C and no sign of prior thawing.

Corrective Action: Reject chilled food if >10 deg C, notify supplier of action taken. Reject all damaged items and inform supplier. Reject frozen food if prior thawing has occurred or if temperatures are > -18 deg C.

Date Time Description of Goods

Supplier Correct

Packing

No

Vermin

Transport

Clean

Temp of

Goods

Use by

Date

Initials Comments Corrective Action


Food Safety Management Tools ________________________________

Guidelines for Coaches – Workplace Learning and Assessment Activity

Part A.

The assessment activity for Part A of the module is to extract workplace

information and policies on a series of issues in order to better understand

the workplace and its hazard control policies. You will need to facilitate

the process. This will be through discussion of the questions and through

consultation with the Quality Assurance department. If specific policies

are not available, use the questions as key discussion points on the

relevance to your workplace or what your company would need to do if it

were faced with the scenarios provided. The learner will need to use the

section on recalls, contained in the Learner Resource, in order to answer

the questions on product recalls. Ensure you are familiar with the recall /

withdrawal diagram (see page 19).

Part B.

The assessment activity for Part B of the module focuses on the HACCP

system used in your workplace. Some learners may already be

responsible for HACCP monitoring so it will simply be an extension of

their current duties. For some staff it may be a completely new concept so

they will require close supervision, direction and assistance.

The activity requires the learner to identify the company’s predetermined

CCPs and as part of routine procedures monitor one of the CCPs. It also

requires the learner to review other CCPs for compliance and identify the

corrective action for any non compliance. The aim of the activity is that it

should form part of your company’s routine procedures, even if the learner

may not have previously been involved in the process.

A HACCP record sheet for goods receipt has been included in the Learner

Resource to use in the event there is no suitable alternative (see page 23).


Food Safety Management Tools — Coach’s Guide ________________________________

This should be used as a last resort as it is preferred that the learners

familiarise themselves with your company’s systems.

If you have any questions refer them to your training coordinator.



WORKPLACE LEARNING and ASSESSMENT ACTIVITY – Part A

Print this activity then complete it and keep it as evidence in

your folder, or portfolio.

Quality Assurance

(a) What is the name of your Quality Assurance Manager, or the person

responsible for the food safety plan in your organisation? If more than

one, explain the structure.

Foreign Matter

(b) Does your company have a policy on foreign matter? If so obtain a

copy.



(c) From the following list what foreign matter has been identified as

potential hazards in your organisation?

Foreign

Matter

Hazard

Is it a concern

in your

workplace? Y/N

Identify simple ways

of controlling them

Pens

Hair

Paperclips

Staples

Steel Wool & Scourers

Plastics

Fabric & Cotton

Shoes & Personal Effects

Jewellery (stones, studs)

Bandaids

Broken Glass

Bugs & Insects

Other – please list



Allergens

(d) Does your company have a policy for allergens? If so obtain a copy.

(e) From the following list what allergen hazards have been identified in

your organisation?

Allergen Is it a concern

in your

workplace?

Y/N

Has it

required

corrective

action? Y/N

Eggs and egg-based

ingredients

Peanuts and peanut

products

Soybeans and their

products

Caffeine products

Sulphites (chemical

additives)



Tree nuts

Sesame seeds

Lactose (dairy

products)

Fish

Crustaceans

(shellfish)

Cereals containing

gluten

Other – please list

Product Recall

(f) Does your company have product recall polices and procedures in

place. If so obtain a copy.



Using a recent incident in your workplace where recall procedures had to

be activated, answer the following questions. If there have been no recent

incidents, use the scenario below. You will need to refer to the learner

resource for this activity:

Scenario

The wrong label has been used on a batch of custard. It has

been labelled as apple custard instead of egg custard. The

Operations Manager picked up the mistake when placing an

order for labels. The product was despatched earlier that day.

(g). What is the complaint source?



(h) Would a recall or a withdrawal be required? Why?

(i) What information would be required in your organisation to be able to

withdraw / recall the product?



(j) Who needs to be notified and what do they need to be told?

Corrective Action

(k) In consultation with you Quality Assurance Manager and your Coach,

find out what the most common customer complaint is within your

organisation?



(l) Using this customer complaint, what are some of the controls, or

things that your company could do to eliminate or minimise the

complaint from reoccurring? In other words what corrective action

should be taken?



WORKPLACE LEARNING and ASSESSMENT ACTIVITY – Part B

Print this activity then complete it and keep it as evidence in

your folder, or portfolio.

Hazard Analysis and Critical Control Points (HACCP) –

Assessment Tasks:

(a) Identify all of the Critical Control Points (CCPs) in your organisation and list them here.



(b) Select a HACCP record sheet that monitors a CCP in your work area.

Identify the critical limits and controls that this paperwork monitors. You may need to use your company’s CCP Work Instruction or Standard Operating Procedures (SOPs) to ensure you are aware of the critical limits and guidelines for completing the CCP record. In real time, complete the paper work. On a separate attached sheet, include a brief explanation of the process you recorded, and identify any ways this record (or control) could be improved. Use the HACCP record sheet in your learner resource if necessary.

(c) In consultation with management, select another department or section’s

CCP records. Check the records to see if you can find any discrepancies. You may again need to use your company’s CCP Work Instruction or SOP to ensure you are aware of the critical limits or guidelines for completing the CCP record.

The discrepancies may include: - a process not meeting the critical limits - forms not being completed - the legibility of the record - a product being out of specification - the time or temperature outside the accepted range - any other issue not complying to your organisations guidelines. You may have to search through some of your company’s past records to find a discrepancy. Provide an outline of all the discrepancies you found.



(d) In accordance with your company’s Food Safety and HACCP Plan

and/or SOP, outline the Corrective Action required for at least two differing record discrepancies.

Discrepancy:

Corrective Action taken:



Discrepancy:

Corrective Action taken:




THIRD PARTY REPORT – FOOD SAFETY MANAGEMENT TOOLS MODULE

Integrated units of competence FDFCORWCM2A Present & apply workplace information FDFCORFSY2A Implement the food safety program and procedures

Name of employee in training

Registered Training Organisation

Name of supervisor/manager

Position

As part of the assessment for the Certificate II in Food Processing we are seeking a report from a third party/supervisor who works closely with the candidate. We value your contribution and ask that you answer the following questions honestly.

Does the candidate consistently: Yes Not yet

Not able to comment

• Understand and comply with company SOPs, Work Instructions, HACCP guidelines and general policies and procedures?

• Complete required workplace documentation such as HACCP and production records accurately, legibly and timely?

• Take the appropriate corrective action in the event of a food safety hazard or breach?

• Seek clarification to situations that fall outside documented guidelines and policies?

Signed by the supervisor/team leader: .................................................

Date: .............................

Please provide comments to support your responses (as appropriate). In particular, we would appreciate feedback on any areas requiring further personal development to meet all the needs of the company. Notes on feedback to candidate:

COACHâ€™S GUIDE Food Safety Management Tools

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