five strategies for coping with unannounced audits

All rights reserved worldwide. Copyright © 2013 Gael Ltd.

Five Strategies for Coping with unannounced Audits

Jim Flynn / Ben Taylor – 7th November 2013


• Introduction• Background to Unannounced Audits• Five Strategies• Key Considerations• Summary and What’s Next• Q&A

Agenda


• Glasgow based solutions Co.• 100 Staff• Est. 21 yrs• 2500 customers in 70 Countries• Roots in Quality Management• 250+ Food, Drink & Packaging Customers• BRC Business Services Partner• Goal – To improve quality and food safety

in the UK food sector through smart tools and relevant expertise

About Gael Ltd


Some Customers


ASDA Supplier Conference Announcement26th June 2013

“All manufacturers of ASDA Brand Food Products must have their BRC audits undertaken as BRC “UnannouncedOption 1.”

Background


Why?

To maintain it’s position as:“Britain's Most Trusted Retailer”

Background


Trigger - 1The Horsemeat Scandal and It’s Cost

• 11% Drop In chilled ready meals sales• 19% Drop in frozen ready meals sales• 21% Drop in chilled burger sales• 31% Drop in frozen burger sales


Trigger - 2

• Quality and Safety the focus• Shared Challenge:

– “Prove to the public that they can Trust the Systems ‘that put food on their plates.’”

Prof. Chris Elliot’s FSA Britain Supply Chain Review

A focus on Operational Quality and Food Safety Systems is Inevitable


Trigger - 3Good Marketing and PR = Competitive Advantage

Capitalising on the Misfortune of its Biggest Rivals


Underlying IssueMaintaining ‘Britain's Most Trusted’ Status

Ultimately ASDA are Spot On. TRUST = LOYAL CUSTOMERS.


Details of Unannounced Audits

• Can Occur 3-12 mths into Certification Period

• 15 Blocked Days Allowed• Extended to Grade C Plants• Must be On Shop Floor within 30

mins of arrival• Refusal Not an Option

No Pressure Then!

BRC Unannounced Audit Programme Details


Advantages of Unannounced Audits

All Good Motives.

OperationalReality

Drives Change

Increase Standards

Reduce Third Party

Audits

Reduce Industry

Issues


Problems of Unannounced Audits

All Serious Issues.

CausesDisruption

Risk of Failure

Staff Resource

Audit Clashes

Loss of Contracts


Five Strategies To Employ

• Getting Your House in Order• Spreading The Load & Risk• ‘Ninja’ Audit Network• Abolish The Quality Department• Integrate For Success

Let’s Look in Detail at Each

A Range of Actions Will Be Required and it Will Need Investment


Getting Your House In Order

• Analyse ‘Normal’ Performance• Develop a Business Case• Senior Management Engagement• Develop an Action Plan• Train Staff• Measure Performance

Difficult To Do Without The Correct Information

Suggested Action Plan:


Spreading The Load & Risk

• Get Away from Command &Control– Senior Champion– Coordinators Throughout the

Business• Delegate Responsibility / Accountability• Drive Empowerment Culture• Measure Performance

Getting Others Involved Reduces Your Risk and Increases Success



‘Ninja’ Audit Network

Short, Sharp ‘Flash Audits’ Can Help Improve Performance

• Practice Makes Perfect• Train Your Internal Auditors• Get Outside Help

– Use Other Departments / Sites– Use Other Companies

• Audit Against The Standard• Implement Robust CAPA Programme• Drive Accountability• Measure Performance



Abolish The Quality Department

• Stop Being a Quality Hero• Eliminate The Silo Mentality• Increase Accountability• Make Them ‘run it’• Empower for Engagement• Reduce Risk of Disruption• Drive Cross Business Collaboration• Effective Workflow Required

Relieves Pressure, Risk and Can Deliver Better Results



Integrate For Success

• One Version of The Truth• One Way to

– Manage Standards– Manage Actions– Escalate and Alerts– Monitor Training– Monitor Suppliers– Manage Customers– Measure Performance

Getting Ready For Unannounced Audits Requires a Robust System



Core Concept

Plan, Do, check Act must be Applied to All Disciplines to drive Operational Safety and Quality

BRC Global Standards is An Integrated Framework:


What This Means

• Check• Act

• Do• Plan

- Documents- Policies- Procedures- Plans- Information

- Training - Adoption- Courses- Records- Evaluations

- Audit / Review - Assessment - Monitoring - Maintenance - Calibration

- Corrective Actions- Preventive Actions- Non conformances- Root Cause Analysis- Learning/Improving

Success Requires an Integrated and Iterative Approach to All Operations


CA/PA Workflow Automation is Key

CA/PA Processes are NOT THE END but the START or a NEW IMPROVEMENT CYCLE

Plan

• Documents• Procedures

Do

• Training• Adoption

Check

• Audit• Assessment

Act

• Preventive Action• Corrective Action

Analyse

Specify

Implement

Approve

Improve


It’s About Improvement

Improvement is about the Management Process and How Well it’s Executed and Monitored!

Standards

Change

Waste / HarmLoss of Control


StrategyTime

Money

Tools

Environment

Culture

Product Safety& Quality

Time, Money and Tools are Directly Related to Culture and Environment and Product Safety

It’s About Commitment


Senior Management Commitment Requires Major Engagement

Leadership Strategic Plan Operational Plan

Time

• Planning• Review• Ownership• Engagement

Money• Resources• Equipment• Information

Tools• Technology• Software• Training

Environment

• Proactive• Reporting• Sharing• Learning

Culture• Teamwork• Collaboration• Improvement

It’s About Engagement


Purchasing Director

Manager

Production Director

Manager

Supervisor

Quality Director

Manager

Supervisor

Technical Director

Manager

Managing Director / CEOESCALATION

It’s About Embedding


Q-Pulse - One System, One Approach

Embedded Food Safety and Quality Management


What Q-Pulse Will Deliver

Integrated Whole of Business Approach

Embedding Key Processes in Business

Integration of Operational Processes

Drive Efficiency and Effectiveness

Drive Success Through Engagement

Summary


Q&A

Contact Us For a Free Consultation or Demo

www.GaelQuality.com

T: 01355 593400

E: [email protected]

Join us on our LinkedIn ‘Food Safety Information Exchange’

Linkedin.com/company/gael-ltd @GaelQuality

http://www.gaelquality.com/

mailto:[email protected]

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