BRCGS Certificate Scope: How to Define It Correctly to Avoid Audit Rejection

BRCGS compliance dOne of the most frequent causes of an audit failure or non-conformities among Indian manufacturing and export companies is the poorly defined scope of BRCGS certificate. The scope of the certificate is not just a mere technical formality that is filled in at the end of an audit process – it defines what items, production processes and facilities will be covered by the certificate. This guide explains what the BRCGS certificate scope is, why the BRCGS scope definition is so important, what audits are related to it and how to define it correctly from the very beginning.

What Is BRCGS Certificate Scope

Scope of Certificate in BRCGS refers to the written description of the items that are within the scope of the BRCGS certificate, namely the products being manufactured, processes being employed and the location where the products are manufactured as well as other activities that do not fall under the scope of the certificate. The scope is provided within the certificate as well as within the audit report, and this is what buyers, retailers and auditors rely on to confirm whether the activities conducted by the supplier fall within the scope of the certificate.

In essence, the scope is meant to provide only one piece of information – the scope of auditing and certification. If a certificate for packaged snack food is issued, this does not mean that a certificate has been issued for private label repackaging, co-manufacturing and even for installation of additional manufacturing lines after auditing.

In addition, the scope definition will act as a proof of trust for the Indian suppliers intending to export their products to international retail chains. As the buyer verifies the BRCGS certificate of the supplier, he or she will first look at the scope rather than the management system report. Where there is no mention of the type of product offered by the supplier, the buyer’s compliance office may choose not to consider the supplier at all.

Why BRCGS Scope Definition Matters for Audit Requirements

 

 

The scope is described by BRCGS audit criteria as one of the basic elements of the certification process, not merely an administrative one. The mistake in identifying the scope of BRCGS audit may result in many problems within the entire audit process.

Scope is determined even before the auditor arrives at the facility. According to the scope identified, the certifying body estimates the time that will be required for the audit process, identifies who of the team members should be present during the audit and what technical modules need to be used. If the scope stated in the application process does not coincide with the activity performed by the facility, then the auditor will arrive underprepared, which may result in extended audit period or additional costs.

• The auditors test and evaluate the process according to the stated scope; therefore, the wrong scope will mean there will be loopholes in terms of testing.
• Both the retail buyers and export buyers will not accept the certificate when the scope is not clearly linked to their products.
• Any undeclared processes found through the audit become a nonconformity, sometimes even severe enough to prevent certification.
• Where the scope is overly broad, then it means more attention is put into the processes which have not been well controlled.
• Where the scope is too narrow, some products may fail to get certified.

This essentially means that the scope statement should receive as much attention as the food safety manual. The quality managers who consult the people from production, warehousing, and distribution when writing the scope can actually discover more information than those who only read the manual, because the floor workers might know of some variations in the process which were not recorded anywhere officially.

Key Components of a BRCGS Certificate Scope

Below is an outline of what is usually included in the certificate scope statement for BRCGS. It needs to be written in a way that is in line with the terminology of the standard and reflects the real-life production process at the facility, as this is one of the first things certification bodies check for.

 

 

Common BRCGS Scope Mistakes That Lead to Audit Rejection

Many Indian companies end up losing certification time owing to preventable mistakes made during the creation of the scope. Mistakes in this case are usually not due to negligence but the approach taken to create a document that is seen more as paperwork rather than as a representation of the activities carried out within the facility. The following table details some BRCGS scope mistakes that result in rejection during an audit.

How to Define BRCGS Certificate Scope Correctly: Step-by-Step

Certified manufacturers often inquire on how to determine the BRCGS certificate scope properly before the audit process starts. It is advised that the process be done in the following manner:

• Step 1 – Enumerate all products produced in the site according to BRCGS categories.
• Step 2 – Determine all processes performed on each product starting from receiving to dispatching.
• Step 3 – Verify all physical locations considered, even those outsourced or satellite storage facilities.
• Step 4 – State explicitly all exclusions, like the product range that is being managed using another system.
• Step 5 – Validate the draft scope with food safety management system documents.
• Step 6 – Send the draft scope to the certification body prior to the audit date.

The reason this approach works is because it goes up from the shop floor level, rather than starting off with the template and trying to make all activities fit within it. Locations where scope is drafted based on the certificates of other competing companies or from past years’ wording without an additional review will always overlook those exact little things that auditors look for.

BRCGS Certification Process and the Role of Scope Verification

The scope is considered throughout the BRCGS certification process, and not only when preparing the final report.

• Application phase: The site provides an initial scope proposal with product and process information.
• Audit Planning Phase: The certification organization determines the time period of the audit based on scope complexity.
• On-site Audit: The auditor determines whether the operations are consistent with the declared scope of the audit.
• Certificate Issue: Scope of audit is mentioned on the certificate itself and is published on BRC Directory.

Any variance discovered during the verification process such as a previously undisclosed product line or a co-packer will be captured as a non-conformance and must be addressed before any confirmation of the certificate can take place. In a worse scenario where there is an important difference in the declared versus actual scope, the certification body can even decide to cancel the audit completely and make the company start from scratch by submitting a new application after the correction of the scope, adding additional weeks to the certification process.

This is why many seasoned quality management teams consider the verification process as a separate pre-audit activity that involves a full tour of the site based on the draft scope document several days prior to the arrival of the certification body.

BRCGS Certificate Scope for Multi-Product and Multi-Site Operations

A number of manufacturers based in India produce multiple categories of products from a single production unit, while others produce products from multiple sites under one quality system. It then becomes challenging to define the scope of BRCGS certification accurately, thereby increasing the likelihood of an inaccurate scope description.

• Use separate categories for each type of product; do not use a general term when listing unrelated products in one category.
• Indicate whether any common equipment or common storage areas are being utilized in the production of various products because this will affect the risk analysis.
• Consider each additional site an independent verification of the scope of work irrespective of the management system used at all sites.
• Consult the certifying organization to ascertain whether multiple sites certification requires the audit of the central function in addition to that of the individual sites.

This is important to consider more so in the case of contract manufacturers and export-oriented units that manufacture for various brands, because the customer may want to verify if the category of product he is buying is mentioned within the scope.

Maintaining BRCGS Compliance After Certificate Scope Approval

 

 

However, BRCGS certificate validity is not limited to the certificate issuance date. The scope should always be relevant to the certification process because the validity of the certificate depends on its relevance to the activities of the company. If at one time the certificate was relevant, the next month it may become irrelevant if the company adds another product line, changes a supplier for a critical process, or opens another part of the same facility.

• Inform the certification authority immediately if there are any introduction of new products or new processes.
• Revise the internal documentation when there is any site expansion or new production line.
• The scope shall be reviewed annually while preparing for the internal audit, besides before re-certification.
• Maintain a log of changes to the scope so that compliance can be shown during surveillance audit.
• Ensure that the new quality and production team members are made aware about the scope of certificate.

The belief that the scope is an unchanging, one-time-only document is the sole reason for all non-conformities that are avoidable at recertification. The practice of regularly reviewing the scope statement on a quarterly basis and maintaining document control ensures that the certificate remains defensible and that the business is audit-ready throughout the year.

Key Takeaways

• The scope of BRCGS certification clearly specifies the products, processes, and sites covered under the said certification.
• An inaccurate and outdated scope statement is one of the top reasons for rejection of a BRCGS audit.
• An appropriate scope of BRCGS certification mentions categories of products, processes, sites, and exclusions.
• The correctness of the scope of BRCGS certification is ensured through all phases of BRCGS certification.
• emands updating of the scope whenever there is an operational/product line change.

 

FAQs on BRCGS Certificate Scope

What is the scope of a BRCGS certificate?

The definition of products, processes, and sites included in the BRCGS certificate, together with the exclusions, if there are any.

How do you define the scope for BRCGS certification?

Specify categories of products, identify processes and sites, specify exclusions, and compare it with the food safety system.

How to define BRCGS certificate scope correctly before an audit?

Prepare a draft scope statement, compare it with current practices, and discuss with the certification body.

What are common BRCGS scope mistakes that lead to audit rejection?

Poorly defined categories of products, no site location, and outdated scope due to new product range

Can BRCGS certificate scope be changed after certification?

Yes, since the organization will have to report to the certification body about the change in order to ensure that the scope of the certificate is relevant.

Does BRCGS scope include outsourced processes?

If such processes are specified, otherwise not covered by the scope of certification.

Why does BRCGS scope definition affect the certification process timeline?

The auditors prepare their audit based on the declared scope, so incorrect scope may delay the process or even lead to its refusal.