The lack of development of a proper supplier approval procedure may be regarded as the most common reason for the loss of scores during the FSSC 22000 audit of food companies. This audit aims to make sure that suppliers of raw materials and packaging have been evaluated, approved, and monitored before issuing the certificate rather than after. In this blog, I will outline the necessary aspects of the FSSC 22000 supplier approval system and the process development.
What Is a Supplier Approval Program in FSSC 22000
Supplier Approval in FSSC 22000 Supplier Management Process is referred to as the evaluation, approval, auditing and re-approval of suppliers of materials, ingredients, packaging and services related to food safety in the food company. This document forms part of the FSSC 22000 supplier management process and it is an obligatory requirement according to the combined ISO 22000 8.4 and FSSC 22000 Additional requirements.
The purpose of this document is to ensure that there are no materials that are introduced to the manufacturing process without being evaluated and assessed. The absence of the supplier approval process will make it impossible for the certifying body to undertake the risk management of incoming materials; thus the supplier approval process is one of the first processes that have to be undertaken during the Stage 1 and 2 audit.
Why the FSSC 22000 Supplier Approval Program Matters Before Certification
The auditor sees the supplier control system as an extension of the food safety management system of the firm. An incomplete FSSC 22000 supplier approval system can lead to the issuance of a nonconformity despite the company’s adherence to all other provisions in the standard.
- Verifies that the assessment of risks associated with the raw material and packaging occurs prior to usage
- Ensures the traceability to an approved and validated source
- Proves that the food safety supplier approval procedure is being implemented consistently and not on a case-by-case basis
- Lessens the risk of contamination, adulteration, or fraud within the supply chain
- Is verified during the audit through cross-checking with procurement records
Core Elements of an FSSC 22000 Supplier Management System
A complete FSSC 22000 supplier management system is built on a small set of interlinked components. Missing any one of these is a common audit finding.
1. Supplier Risk Categorization
The suppliers are classified according to the food safety risk that is inherent in the material/service provided by the suppliers, which may include allergen risk, microbiological risk, or regulatory risk. The risk level is an indicator of the stringency of the assessment and monitoring process.
2. Supplier Evaluation Procedure
This is the procedure document that describes how an assessment of a new supplier is done prior to placing any order from the new supplier, and how the existing suppliers are re-assessed at set frequencies.
3. Approved Supplier List
An active document that lists all the approved suppliers for the company.
4. Ongoing Monitoring and Performance Review
Trends in complaints, certificates, deliveries, and laboratory results are monitored continuously, not just during renewals.
FSSC 22000 Supplier Approval Program Requirements Before Certification Audit
Prior to the certification audit, the following must be put into place and running with proof rather than merely on paper.
How to Create a Supplier Approval Program for FSSC 22000 Certification
Organizations that will be undergoing their first certification audit seek to know how to establish a supplier approval process for FSSC 22000 certification. The development of this process is typically done through six phases.
- Map each raw material, packaging component, and outsourced activity back to their source supplier
- Identify a food safety risk rating for each supplier or material category
- Develop a supplier assessment process, identifying approval and rejection criteria
- Confirm all supplier documentation prior to initial supplier approval
- Develop the approved supplier list as an audit trail document
- Schedule regular re-evaluations and delegate responsibilities
Building the Approved Supplier List
The approved suppliers’ list is the only document that auditors request for inspection first. This document needs to be controlled since it is supposed to be updated annually, and it must be able to trace back to purchase orders and incoming inventory documents.
A well-built list typically includes the following fields:
- Name of supplier, place, and materials or services supplied
- Risk category and approval status
- Certificate scheme used, certificate number, and expiry date
- Date of last review and upcoming review date
- Approval owner and sign-off details
Supplier Evaluation Procedure Under FSSC 22000
Supplier assessment process involves guidelines on how the supplier will transition from being un-assessed to approved, as well as how an approved supplier will be either suspended or terminated. A defensible supplier assessment process should have objective criteria that can be measured.
Initial Evaluation
New suppliers will be evaluated on their food safety certification status, questionnaire responses, and when necessary, an on-site audit or document audit before the first purchase order.
Ongoing Re-Evaluation
Approved suppliers go through a periodic review process that is fixed, and it may be done annually or earlier in case of risk triggers like certificate lapse, product recalls, etc.
Approval Downgrade or Removal
It should be stated explicitly in the procedure under what conditions a supplier may be suspended or removed, such as expiration of the certificate, failure of the audit, or inability to complete a corrective action.
What Supplier Documents Are Required for an FSSC 22000 Audit
Food companies often wonder what supplier documents are needed for an FSSC 22000 certification. The following table provides an overview of the basic documentation that auditors should be able to see.
Key Takeaways
- FSSC 22000 Supplier Approval Program must be completed and documented prior to starting the certification audit.
- The Approved Suppliers List should be a dynamic controlled document reflecting real purchases.
- The documentation of Supplier Evaluation Program, along with the criteria of Supplier approval/re-approval/rejection should be mandatory.
- Certificates only will not do; records of continuous assessment and re-assessment of suppliers are also under scrutiny.
- Implementation of supplier approval program in food safety management system during routine operation prevents nonconformities.
FAQs
What is a supplier approval program in FSSC 22000?
This is the documented process through which you assess, approve and monitor your suppliers that affect food safety. This process is mandatory under clause 8.4 of ISO 22000 and the Additional requirements of FSSC 22000.
What supplier documents are required for an FSSC 22000 audit?
The auditor will require valid certificates, CoAs, questionnaires, evidence of approval and re-evaluation processes to ensure the process is done.
How to create a supplier approval program for FSSC 22000 certification?
Identify suppliers according to material type, determine risk level, develop a procedure for evaluating suppliers and develop a supplier approval list. Establish a re-evaluation schedule.
What are the FSSC 22000 supplier approval program requirements before a certification audit?
There should be an operating procedure, updated list of approved suppliers, risks assessments, and monitoring procedures established. Policies in paper alone are not acceptable.
How often should the approved supplier list be reviewed?
The majority of organizations update their list annually or right away when the certificate expires, there was a recall, or major nonconformity happened. This is to be specified in the evaluation procedure.
Can a supplier be approved without a food safety certificate?
Yes, but through alternative assessment, for example, by means of filling out the questionnaire or performing an on-site audit. It needs to be justified and documented.
Does FSSC 22000 supplier management cover outsourced services too?
Certainly, any outsourcing process that affects the food safety of your product falls within the scope of supplier management.