FSMS MANUAL

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FOOD SAFETY MANAGEMENT SYSTEM MANUAL (FSMS)

This document summarises our Food Safety policy, outlines our managementsystem and details our key objectives and key principles for managing foodsafety.The priorities we place on Food Safety is based on our belief and experience thatcommercial success and good food safety practice and performance are long-

term compatible goals. The intent of the policy is to provide a safe and healthyworkplace for employees and to protect the food chain. We employ a systematicbest practice review process to ensure Food Safety at all stages we are involvedwithin the food chain.

XYZ Foods operate a food safety management system based around HACCP anddesigned to control all Critical Control PointsThe HACCP is produced by following the Codex Alimentarius code of practice andusing the most up to date EU legislation.

XYZ Foods has the responsibility and authority for assuring compliance withappropriate regulatory law or guidelines. These shall be clearly assigned to acompetent supervisory-level person or persons, and a functional organisationalchart shall be maintained. The competent supervisory-level person shall ensurethat all employees are aware of their responsibilities and mechanisms are inplace to monitor the effectiveness of their operation.

The company food safety policy statement will be placed in a suitably visibleposition and communicated to all staff during their induction training.

A positive food safety culture is encouraged within the organisation and isactively supported by senior management.

XYZ is committed to conducting its business taking all responsible precautionsand ensuring due diligence is exercised to protect and preserve the human foodchain at all stages of involvement. Allied is committed to conducting its businesstaking all responsible precautions and ensuring due diligence is exercised toprotect and preserve the human food chain at all stages of involvement.

4. FOOD SAFETY MANAGEMENT SYSTEM4.1 GENERAL REQUIREMENTSThis section describes XYZ food safety management system that has beendeveloped to assist the company in its quest to continually seek improvements

in its food safety performance. Figure 2 below shows the key elements of aneffective management system. The international food safety managementsystem standard EN ISO 22000:2005 has been used as best practice andprovides the structure of this document


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XYZ will ensure that:We comply with the requirements of all relevant food legislation and approvedcodes of practice;

We implement the principles of HACCP as appropriate at food handling locations,clearly setting out the appropriate control and monitoring measures to beexercised to safeguard the food chain;

We commit to the development and maintenance of appropriate systems andcontrols in conjunction with interested third parties, and ensure these areadequately communicated to all XYZ workers in the food chain.

4.2 DOCUMENTATION REQUIREMENTSA procedure is in place to ensure that food safety documentation is available tothose who need it. Documentation is periodically reviewed, revised as necessary

and approved for adequacy by authorised personnel.Records that require maintaining for legal and knowledge preservation purposesare identified.

5. MANAGEMENT RESPONSIBILITIES5.1 MANAGEMENT COMMITMENTManagement commitment to Food Safety is demonstrated in a number of ways:Food Safety, Health & Environment Committee: This committee comprisesXYZ senior management team. This committee and other sub-committees arecommitted to reviewing and improving performance in the areas of Food Safety

and Occupational Health, Safety and the Environment.Management Review: The senior management team shall review thesuitability, adequacy and effectiveness of the Food Safety Management System.The management team will assess opportunities for improvement and the needfor changes to the food safety management system, including the food safety


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policy. The details will be communicated to the board by the monthly DashBoard

Showing and demonstrating support: Senior management will provideleadership in Food Safety by:

Setting appropriate goals and objectives that support and provide directionto the business on food safety aspects and issues.

Ensuring adequate resources are made available.Establishing and supporting food safety initiatives and programmes

5.2 FOOD SAFETY POLICYThe XYZ Food Safety policy is provided in Appendix 1 of this document and setsout our management principles. The policy was produced and authorised by theXYZ Central Committee and is reviewed when required. The policy iscommunicated throughout the company and made available to interestedparties.

5.3 FOOD SAFETY MANAGEMENT SYSTEM PLANNING

Hazard analysis is the basis of modern Food Safety management and isconsidered a primary function of management in all operational decisions andformulation of risk control measures. The internationally recognised HazardAnalysis Critical Control Points (HACCP) system forms the basis for our FoodSafety Management System.HACCP plans are reviewed upon significant changes and routinely at leastannually, resulting remedial actions are tracked through to completion.

As well as considering the hazards and risks posed by activities carried out by

XYZ personnel, we also consider hazard and risks arising from activities by theCustomer, contractors and visitors, and the use of products or services suppliedby third parties. Where hazard analysis activities affecting XYZ are carried out bythe Customer, or other third party, a record is maintained in the site foodsafety file.

5.4 RESPONSIBILITY AND AUTHORITY

5.4.1 The Managing Director

Will ensure that there is an effective policy for food safety within XYZ operations,and take a direct interest in the food safety programme.

Will support all persons carrying out their responsibilities under this policy.

Will ensure adequate resources are available to meet food safety requirements.

Will ensure that responsibilities are properly assigned, entered into jobdescriptions and accepted at all levels.

5.4.2 Quality Assurance Manager

Responsible for all food safety and hygiene for XYZ Foods ensuring at all sitesstaff are adhering to food hygiene legislation and following the HACCP plan forthe site/contract and will ensure that the site managers provide sufficient


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resources, in terms of personnel & equipment, are employed in order to achievethe required performance levels.Responsible for maintaining and improving the food safety management systemand will also ensure the integrity of the food safety management system ismaintained when business changes are madeWill have developed the HACCP plan with each of the sites and will haveknowledge of the site HACCP plan and an understanding of its importance.Responsible for communication on all food safety related matters and ensuring

the company is informed of any legislation updates.

5.4.3 Local Level

GENERAL MANAGER-Responsible for all food safety and hygiene for site/contract ensuring all staff areadhering to food hygiene legislation and following the HACCP plan forsite/contract. The GM will ensure that sufficient resources in terms of personnel& equipment are employed in order to achieve the required performance levels.

Responsible for maintaining and improving the food safety management systemand will ensure the integrity of the food safety management system ismaintained when business changes are made.

Will have knowledge of the site HACCP plan and an understanding of itsimportance.

FIRST LINE MANAGERS / TEAM LEADERSResponsible for the supervision of staff with regard to food hygiene in your area,ensuring all staff are adhering to food hygiene legislation and following theHACCP plan for the site.

Will have knowledge of the site HACCP plan and an understanding of itsimportance.

Will be a member of the HACCP team and is responsible for ensuring the HACCPplan is followed and any area identified as a potential breach in food hygiene orsafety is logged and corrective action taken and documented

5.5 FOOD SAFETY SITE LEVEL

Each site will be responsible for appointing a Food Safety Co-ordinator who will

have responsibility and authority:

To manage a food safety team and organise its work

To ensure relevant training and education of the food safety team members

To ensure that the company food safety management system is implemented,maintained and updated

To report to the Quality Assurance Manager on the effectiveness and suitabilityof the food safety management system

HACCP TEAMEach site/contract shall establish and train a HACCP Team. This team should bemultidisciplinary meet regularly and conduct regular audits. Audit records are anintegral part of this requirement, and documentation of specific assignments andactual accomplishments shall be maintained. Follow-up audits should be done toensure that items are corrected.


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Regularly monitor documentation that may indicate trends of non-conformanceand recommend corrective actions ,

ALL EMPLOYEES - GENERAL RESPONSIBILITIES

Responsible for adhering to food hygiene relevant to your role and adhering tothe site/contract HACCP plan.

All staff must take ownership of the food safety and hygiene systems inoperation. All Employees:Are responsible for adhering to food hygiene relevant to your role and adheringto the HACCP plan for the site.

Adhere to food safety instructions

Operate hygienically

Report any problems relating to food safety or a failure in control measures

Comply with the law.

Work in accordance with any training or instruction given.

Follow any food safety arrangements and rules established for the protection ofthe food chain.

Make use of any food safety or protective equipment or devices supplied.

Food handlers are expected to report illnesses that may impact on food safety.

NOTE: Breaches of Food Safety rules will be handled through the Companydisciplinary procedure in the same manner as any other breach of Companyrules

5.6 COMMUNICATION5.6.1 EXTERNAL COMMUNICATION

It is important that we ensure sufficient information on issues concerning foodsafety is available throughout the food chain and, in order to do this, we haveidentified a number of key relationships that we intend to maintain:

Suppliers and Contractors: All our suppliers will complete questionnaire andundergo a vetting and monitoring processes that ensures they have effectivefood safety arrangements in place. All contractors are briefed on food safety

requirements before work commences.

Customers: XYZwill, in collaboration with its customer, continuously examinethe latest industry techniques, technology and equipment with a view toimproving food safety performance. Such improvements may be required as aresult of new or changing legislation. If Allied takes on additional work orcontracts work out the process or company will be audited to ensure the foodsafety procedures are safe.

Statutory and regulatory authorities: We have a procedure to record andcommunicate within the business all aspects of working with statutory andregulatory authorities. All commitments and plans agreed are documented andcommunicated to the central health and safety team in the monthly boardreport.

Professional bodies: We work closely with consultancies, training providersand many other advisory bodies to ensure that we keep abreast of changinglegislation and best practices in the area of food safety.


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5.6.2 INTERNAL COMMUNICATION

It is company policy to establish a HACCP team for all food sitesThe objectives of the HACCP team meetings are:

Monthly Food Safety Review Meetings will take place to review food safetyperformance, although attendees may vary, generally attendees will include:

Food Safety RepresentativeContract/General Manager

As required, representatives from Warehouse, Stock and Admin and Transportmanagement.

As required, representatives from the shop floor.

Note, this may be a separate meeting or may form part of a management teammeeting or health and safety meeting.

The following will items be discussed where applicable:Results from audits

Review of HACCP system records and results

Complaints involving food safety

Local document amendments

Corrective Actions

Examine the site incidents involving food safety.

Study food safety statistics and trends so that joint agreement can bereached on remedial measures.

Examine food safety inspection reports.

Discuss cleaning and sanitation programmes.

Assist in developing site HACCP plans.

Conduct (ideally as part of the Committee Meeting) periodic inspectionsof food safety arrangements.

Monitor the effectiveness of food safety training, communication,publicity and signage.

Discuss and resolve any problems that have previously been raised

directly between safety representatives and management, but withoutresolution .

5.7 EMERGENCY PREPAREDNESS AND RESPONSE

The company will ensure that information is supplied quickly to seniormanagement with regard a major food safety incident to alert key personnel inthe event of a food safety incident, e.g. a Class 1 Recall, which may arousemedia, legal or Customer interest. It ensures XYZ support services are deployedmost effectively, and the reputation of the Company is safeguarded in the eyes

of the media, our customers, suppliers and the general public. The site will havean updated Business continuity plan.


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Food Safety Incidents

A food safety incident can be considered as:An event which has potentially harmful implications to the public resulting fromthe consumption of food

The identification of contaminated foodstuffs, that if consumed may lead toillness.

The identification of serious human illness that may be linked to contaminated

foods.

The identification of unhygienic practices in a food business of such a degree asto present an immediate danger to consumers health.

The identification of irregular or illegal practices in any food business or in thedistribution network that could pose a threat to consumers health. Biological orchemical contamination resulting from deliberate tampering or a terrorist event.

A process is in place to ensure that the business can, in the event of a majorfood safety incident occurring, ensure that the following activities are carriedout:

Deal with the incident effectively:

Audit suppliers if necessary:

Report to the relevant enforcing authority:

Communicate effectively, both within the company and with local emergencyteams, authorities and the community, as appropriate.

Investigate the cause of the incident and learn lessons from it.

5.8 MANAGEMENT REVIEW

At least annually, the XYZ Executive will hold a management review. The review

will demonstrate the effectiveness of all locations that operate to the standard.Decisions made will be communicated to key staff indicating the decisions madeand the agreed actions.Input to the meeting is provided in a number of ways, as follows:Follow up actions from previous management reviews

Analysis of results from verification activities, e.g. results of internal audits andself assessments

Analysis of changing legislation and / or standards, best practices, etc.

Analysis of major incidents involving food safety

Progress on food safety campaigns and initiatives

Organisation and business changes

Output from HACCP Team meetings across the company

External audits, inspections or statutory visits by enforcement authorities

Customer focus

Customer complaints and rejections

Changes that could affect the quality management system

Recommendations for improvementFOOD SAFETY STATISTICSMajor food safety incidents

Potential Legal Consequences

Benchmark Statistics for the year where available


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6. RESOURCE MANAGEMENTA process is in place to ensure that all staff including permanent, temporary andagency staff, at all levels in the company receive appropriate training. A siteinduction procedure ensures that all new workers receive appropriate food safetytraining.The site HACCP team will be required to attend a HACCP workshop coveringbasic food hygiene, the food safety manual and the audit process.

Staff holding Food Safety positions within the company will be competent tocarry out their tasks.A system is in place for informing contractors and sub contractors of specificfood safety requirements and hazards on site. This may take several formsincluding formal briefings, food safety reviews, Customer briefings etc. asappropriate.Managers will receive training in their food safety responsibilities under the law,

the XYZ Food Safety Management Standards and Customer demands asapplicable. Refresher training will be provided at appropriate intervals.XYZ site HACCP members will receive training in their food safetyresponsibilities. This will cover, as a minimum, compliance with legislation,Company policy and the minimum safety standards document and its associatedprocedures.XYZ employees will be trained in XYZ Site Specific Procedures as necessary, andthis training documented in individual training records. Such training mayinclude the role of packaging in food preservation, vehicle hygiene, goodhousekeeping, etc.

Figure 3 - Summary of Training Requirements

MANAGERS AND SUPERVISORS

SUBJECTS TO BE COVEREDWAREHOUSE PERSONNEL AND

DRIVERSSUBJECTS TO BE COVERED

Legal obligations

Food microbiology

Food poisoning vectors

Principle of hazard analysis

Effective temperature controltechniquesControl of visitors to site

Stock rotation

Role of packaging in foodpreservationCool chain maintenance,

statutory standards

Good housekeeping StandardsVehicle hygiene (drivers)

Industry guidance is instructionof 6-12 hours duration

Industry guidance is instruction of4-8 hours duration

7. PLANNING AND REALISATION OF SAFE PRODUCTS7.1 GENERALIn order to realise safe product during storage and distribution of food thecompany has developed a food safety management system based on therequirements of EN ISO 22000:2005 which is described in this document.The company has developed a food safety manual that provides guidance anddirection to the business to help implement the food safety policy. Section nineof this document summarises the company food safety elements. These

elements provide the structure of the company food safety procedure manual.Each element is documented in a procedure and some elements may comprise anumber of procedures and additional guidelines.Each site has developed a HACCP plans each site also maintains records todemonstrate the effectiveness of the food safety management system.


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7.2 PREREQUISITE PROGRAMMES (PRPS)In order for the food safety management system to be effective a number ofprogrammes are considered essential prerequisites, see Figure 4

Figure 4 - Prerequisite Programmes

PROGRAMME GUIDANCE MATERIAL /STANDARDS

Good Hygiene Practices

I. S. 341:1998 Hygiene in foodretailing and wholesaling

(Ireland)

Codex Alimentarius Food

Hygiene Basic Texts

Good Distribution Practice (GDP) Directive 92/25/EEC

94/C 63/03 Guidelines onGood Distribution Practice ofMedicinal Products for HumanUse

Quality Management ISO9001: 2000

Safety, Health and EnvironmentalManagement System XYZ

Health and SafetyProcedures Manual

OHSAS 18001

Planned preventive maintenance XYZ Facilities Manual

Pest Control XYZ Food Safety Manual

Foreign Body Detection /Identification

XYZ Food Safety Manual

Temperature Control XYZ Food Safety Manual

Traceability XYZ Food Safety Manual

7.3 PRELIMINARY STEPS TO ENABLE HAZARD ANALYSIS

The following seven-step approach is adopted to enable effective hazardanalysis, refer to Figure 7 below.1. Collate all relevant information needed to conduct hazard analysis.

2. Develop a food safety (HACCP) team.

3. Establish and identify packaging and delivery methods.

4. Establish and identify storage conditions and shelf life.

5. Establish and identify statutory and regulatory food safety requirements.

6. Develop flow diagrams to provide a basis for evaluation of food safetyhazards.

7. Establish and document existing control measures for each process step.

7.4 HAZARD ANALYSISThe principles of HACCP are used to:Identify food safety hazards and determine acceptable levels.

Assess hazard to determine, for each food safety hazard identified, whether itselimination or reduction to acceptable levels is essential to food safety.

Select and assess an appropriate combination of control measures capable ofpreventing, eliminating or reducing food safety hazards to acceptable levels.Control measures may be managed through PRPs or HACCP plans.

Establish a documented HACCP plan, see below.


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A HACCP plan will be established which will, as a minimum, include the followingfor each critical control point (CCP):a) Food safety hazards to be controlled at the CCP.

b) Control measures.

c) Critical limits.

d) Monitoring procedure(s).

e) Corrections and corrective actions to be taken of critical limits are exceeded.

f) Responsibilities and authorities.

g) Records of monitoring.

7.4 HAZARD ANALYSISThe principles of HACCP are used to:Identify food safety hazards and determine acceptable levels.

Assess hazard to determine, for each food safety hazard identified, whether itselimination or reduction to acceptable levels is essential to food safety.

Select and assess an appropriate combination of control measures capable of

preventing, eliminating or reducing food safety hazards to acceptable levels.Control measures may be managed through PRPs or HACCP plans.

Establish a documented HACCP plan, see below.

A HACCP plan will be established which will, as a minimum, include the followingfor each critical control point (CCP):a) Food safety hazards to be controlled at the CCP.

b) Control measures.

c) Critical limits.

d) Monitoring procedure(s).

e) Corrections and corrective actions to be taken of critical limits are exceeded.

f) Responsibilities and authorities.

g) Records of monitoring.


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7.5 ESTABLISHING THE OPERATIONAL PREREQUISITE PROGRAMMES

Operational PRPs will be documented and will form an integral part of the foodsafety management system. If the PRP is part of an existing Allied managementsystem, the food safety aspects of the programme will be identified andmonitored, especially where food safety hazards are controlled by theprogramme.

7.6 VERIFICATIONThe HACCP team (multidisciplinary in membership) will operate on apredetermined frequency, conducting complete inspections of the entire facilityno less than once per month. Records of each inspection are an integral part ofthis requirement, and documentation of specific assignments and actualaccomplishments shall be maintained. Follow-up inspections should be done toensure that items are corrected.Regularly monitor documentation that may indicate trends of non-conformanceand recommend corrective actionsEnsure that all staff are aware of the food safety system in place, and that foodhygiene maintains a high standard

7.7 TRACEABILITY PROGRAMMEXYZ allocates unique codes to supplier products delivered into depots. Thesecodes and descriptions are common to all generated documentation.A system of product codes, warehouse location system, and picked cage/palletidentification ensure traceability of product from any delivered batch, throughoutthe Cool Chain from Goods Inwards to subsequent delivery to the customer.

7.7.1 Non-Conforming productsProducts that are identified as non-conforming or placed on hold by the

customer will be placed in the non-conforming product area. They will be clearlylabelled. Examples of reasons for products to be in a nonconforming area includebut are not limited to:Products found that are not within the specified shelf life

Products identified that are no longer within the customers tolerance but wereaccepted in with the customers approval.

Products placed on hold due to a recall.

Product returns from outlets.

Products rejected due to poor quality.

Damages identified after receipt into the warehouse.

7.8 CONTROL OF NONCONFORMITYProcedures are in place for the control of non-conforming material, includingrejection, acceptance by concession, or re-grading for an alternative use. Suchprocedures are implemented and worker made aware. Non-conformities willinclude, but not be limited to, temperature rejections, delivery times, damages,overs/shorts, and poor palletisation/packaging.All nonconforming products are handled or disposed of according to the nature ofthe problem and/or the specific requirements of the Customer. Procedures are inplace to investigate (i.e. determine cause and consequence) and ensure finaldisposition by authorised person(s).Corrective action systems are established to identify and eliminate the cause ofdetected nonconformities, to prevent recurrence, and to bring the process orsystem back in control after nonconformity is encountered. Corrective actionsare documented and effective records maintained. Such actions will include:


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Reviewing nonconformities (including customer complaints).

Reviewing trends in monitoring results that may indicate development towardsloss of control.

Determining the cause(s) of nonconformities.

Evaluating the need for action to ensure that nonconformities do not reoccur.

Determining and implementing the actions needed.

Recording the results of action taken.

Reviewing corrective actions taken to ensure they are effective.Corrective actions shall be recorded.Trend analysis will also be used to reveal non-compliance. Corrective actions willbe discussed and agreed at regular food safety meetings. Trends will bemonitored but not limited to those categories identified by HACCP Analysis.

8. VALIDATION, VERIFICATION & IMPROVEMENT8.1 GENERALFollowing the process of developing site/contract specific HACCP Plans, theHACCP team will assess and evaluate the plans and associated PRPs and willvalidate that the established control measures and other programmes arecapable of being effective. This must be done prior to the implementation ofHACCP Plans for the site/contract

8.2 VALIDATION OF CONTROL MEASUREThe validation process must be documented and must include evidence.Examples of validation methods include but are not limited to:

Process walkthrough to assess whether plans are realistic and achievable.

Review actual results against requirements to determine whether parametersare acceptable, i.e. they meet Company and legislative requirements.

Review of recording methods to determine whether data can be recorded andhow. Are there appropriate forms or other means of recording? For example,temperature controls checks.

Is the defined means of what to do when things go wrong appropriate andachievable?

8.3 CONTROL OF MONITORING AND MEASURING

Monitoring and measurement is key to ensuring that the Food SafetyManagement System is effective and involves the application of methods,procedures, tests and other evaluations and monitoring.Examples of monitoring and measurement activities include but are not limitedto:HACCP Plan verification.

Monthly self-assessment against the required level of the minimum food safetystandards

Local internal auditsHACCP Team meetings


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8.4 FOOD SAFETY MANAGEMENT SYSTEM VERIFICATION8.4.1 Internal AuditAudits are carried out in accordance with an annual audit schedule andperformance is measured against an established set of criteria. The audit reportprovides an opportunity for site management to agree the findings and to addtheir comments. The audit also includes a site inspection where points can beeither added or deducted for good or bad behavioural observations and safe andunsafe practices.Site Food Safety tours are also typically carried out by site management.Each site carries out monthly self-assessment audits against the companys BestPractice standards.Audit reports are collated, analysed and distributed according to an establisheddistribution list.

The Quality Assurance Manager maintains records of audit and self-assessmentaudit results.

8.5 IMPROVEMENT

8.5.1 CONTINUAL IMPROVEMENTFollowing a review of current food safety issues, management may identifyactions designed to improve food safety at Allied. Such actions may be in theform of individual action items; through to establishing working groups, projects,initiatives or programmes.Food safety performance is measured and monitored to determine whether:Food safety policy statement and related objectives are being achieved.

Corrective and preventive actions are implemented and are effective.

Lessons are learned from food safety failures including near misses, illnesses,product recalls and major incidents.

Awareness, training, communication and consultation programmes for

employees and interested parties are effective.Committee Initiatives and activities are delivered on time and are effective.

Information and data from review and monitoring processes are beingproduced and being used.

Proactive and reactive monitoring methods are used. Proactive methods includeaudits, self-assessments, site food safety tours and reactive methods mayinclude environmental health reports.A number of measurement techniques are used as follows:Results of hazard identification, risk assessment and risk control processes.

Systematic and regular self-assessments against established minimum foodsafety standards.

Desktop exercises.

Benchmark against industry standards.

A variety of food safety equipment is used and is calibrated according tomanufacturers instruction.

8.5.2 UPDATING THE SAFETY MANAGEMENT SYSTEM

Management System documentation is discussed at site level and Group Boardmeetings. Changes are requested and approved. Updated documents are issuedto control copy holders who are informed as to the nature of the changes madeand the impact on the business.


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The board review this Food Safety Management System Manual annually and willupdate other Food Safety Procedures as necessary.

FSMS MANUAL

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