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Empowering Indian Agriculture – www.eFreshIndia.com

Quality Manual for Producer Group. Empowering Indian Agriculture – www.eFreshIndia.com. This Quality Manual is prepared to comply with the requirements of GLOBAL G.A.P for : Producer Groups(Option 2)

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Empowering Indian Agriculture – www.eFreshIndia.com

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  1. Quality Manual for Producer Group Empowering Indian Agriculture – www.eFreshIndia.com

  2. This Quality Manual is prepared to comply with the requirements of GLOBAL G.A.P for : Producer Groups(Option 2) and Individual Producer (Option I) with multi sites with QMS. This is released by Global GAP Scheme owner, Food Plus, GmbH based in Germany. Version.4 (Obligatory from 1st January 2012) Empowering Indian Agriculture – www.eFreshIndia.com

  3. Global GAP Ver. 4. E-Fresh noted the requirements of Global GAP & Presented the expectations based on the expert advice received from the experts. It is only a generic opinion about the expectations of the requirements to be useful for the users as a guidance document. Each producer company or option1 with multi sites has to prepare the QMS documentation and maintain the records based on the actual operations of the organization. The purpose of E-Fresh in submitting the producer group manual is only to create awareness amongst the implementers For specific requirements and its updation , user has to visit www.globalgap.org for compliance with the requirements as documented by Global GAP. Empowering Indian Agriculture – www.eFreshIndia.com

  4. INDEX: Quality Manual: Purpose Introduction about the organization Scope Quality Policy Objectives Documentation Management Representative Roles and Responsibilities Empowering Indian Agriculture – www.eFreshIndia.com

  5. Quality Manual (QM) - Purpose • Quality Manual and related documents should be prepared based on the requirements of the Global GAP General Regulations – Part II/ Rules for Option II and Option I Multi sites with QMS (Version -4). • The main purpose of this manual is to set forth the policies and general responsibilities of the producer Group and Option I Multi sites with QMS (Version -4) as applicable. This manual also includes the contracted farmer’s activity of farm produce. Empowering Indian Agriculture – www.eFreshIndia.com

  6. Introduction About the Organization Brief Note About the Organization: A brief note about the organization , its year of establishment ,its achievements, its promoters, their experience and operational activities to be mentioned here. Empowering Indian Agriculture – www.eFreshIndia.com

  7. Quality Manual - Scope • Quality Manual should broadly cover the following scope of the activities: • Legal agreements with contracted growers. • Duties and responsibilities of the contracted growers and the producer group. • Conducting of internal inspection for the contracted growers • Conducting Internal audit of Producer group QMS • Providing technical advices covering the usage of fertilizers , plant protection products etc • Supply of inputs, if any • [continue in next slide] Empowering Indian Agriculture – www.eFreshIndia.com

  8. Quality Manual - Scope • Quality Manual should cover the following scope of activities: • Monitoring of the practices of contracted growers during cultivation and harvesting . • Providing training to employees and workers • Calibration of the equipments being used in the farm area. • Sample collection of the produce and testing of produce for pesticide residues. • Engaging suitable sub contractors, if any for various farm operations • Facility of cold stores / pack houses / storage area of fresh farm produce, if these facilities are used on the farm. Empowering Indian Agriculture – www.eFreshIndia.com

  9. Quality Manual – Quality Policy • To adopt farming methods based on the Good Agricultural Practices during the production, harvesting, processing and supply of fruits and vegetables to the satisfaction of the customers without harmful residues. • This will be reviewed and updated, if necessary , at every Management Review Meeting. Empowering Indian Agriculture – www.eFreshIndia.com

  10. Quality Manual – Quality Policy Empowering Indian Agriculture – www.eFreshIndia.com

  11. QM – Quality Objectives • The quality objectives of the producer group should be present in the quality manual of G.A.P. • The quality objectives should cover the operational as well as financial performance of group . The objectives to be measurable. • For Example: • Customer Satisfaction: The level of customer satisfactions can be measured through customer feedback forms and the goal shall be to maintain the level of 3 on scale of 4. • Financial Sustainability: To ensure surplus of income over expenditure for the activities carried on by the organization which can be measured once in a year through its income and expenditure account/ balance sheet. Empowering Indian Agriculture – www.eFreshIndia.com

  12. QM – Quality System Documentation • The Quality Manual System should consists of: Empowering Indian Agriculture – www.eFreshIndia.com

  13. QM – Management Representative • The management representative for the Global GAP should be selected by top management of the producer group. • He should be representing both the P.G and contracted growers. • He should be qualified with required skills with experience. • His reporting should be directly to the top management. Empowering Indian Agriculture – www.eFreshIndia.com

  14. TOP MANAGEMENT MANAGEMENT REPRESENTATIVE INTERNAL AUDITOR SUB - CONTRACTORS TECHNICAL ADVISORS INTERNAL INSPECTOR • QM – Roles and Responsibilities • Roles and responsibilities along with the reporting authority of all the personnel working within the Producer Group should be defined and explained properly. • This will help in knowing the organizational setup and work responsibilities assigned.. MEMBER GROWERS Empowering Indian Agriculture – www.eFreshIndia.com

  15. 2.Quality Management System – Requirements/ StandardsThis part/ section of the QMS, establishes the requirements and standards of producer groups , which should be implemented and complied by them to achieve the certification. These requirements need to be internally and externally assessed via GLOBAL G.A.P QMS(Relative version) checklist to ensure completeness and effectiveness. Empowering Indian Agriculture – www.eFreshIndia.com

  16. INDEX: QMS Requirements - The QMS Documentation shall address the following requirements: Legality Requirements for Producer Groups. Requirements for Multi Sites ( Producers & Production sites ) Producer & Site Internal Register Requirements for Multi sites ( Site Internal Register ) Structure of Management Competency and Training of the Staff Document Control Records Compliant Handling Internal Quality Management System Audit Internal Producer & Production Management Unit Inspections Non-Compliances , Corrective Action & Sanctions. Product Traceability and Segregation Withdrawal of product Sub Contractors Registration of additional producers or PMUs to the certificates Internal Auditor and Inspector Qualifications and Responsibilities 3. LIST OF RECORDS TO MAINTAIN AND THE SAMPLE FORMAT LINKS Empowering Indian Agriculture – www.eFreshIndia.com

  17. 1. Legality The producer group or multi sites with option1 must be established as a legal entity like private limited company, society, partnership form etc.. The objective of legal entity must include right to carry out agriculture production or trading and must be able to sign contracts with the group members and production sites. Each legal entity must enter agreement with Global GAP through approved certification body of Global GAP. The legal entity must be the holder of the Global GAP Certificate. It is to be noted that one single entity can operator only one QMS per crop per country. Only legal entity that can be certified under Option1 can join the group for Option2 certification. In case if a group or multi sites joins another group or multi site the two quality management system shall merge into one to be managed by one single legal entity that will be holding the Global GAP certificate. Empowering Indian Agriculture – www.eFreshIndia.com

  18. 2. Requirements for Producer Groups Producer Group must enter written contract between each member producer group. A model copy of the Agreement for Guidance: CLICK. Empowering Indian Agriculture – www.eFreshIndia.com

  19. 3. Requirements for Multi Sites( Producers & Production Sites) All production management units either to be owned or rented and shall be under the direct control of the legal entity. In case the site is rented there has to be Rental Agreement between the producer group and the site owner. Model copy of the Rental Agreement for Guidance: CLICK Empowering Indian Agriculture – www.eFreshIndia.com

  20. 4. Producer & Site Internal Register The Producer group must maintain a register incorporating the details of the producer members and of all the applicable sites used for production in accordance with Global GAP Standards. All producers as mentioned in the internal register must be registered individually on the Global GAP data base according to the requirements of the General Regulation part 1: Annex 1.1 Those producers who do not apply for inclusion in the Global GAP Group Certification to be listed separately and or not required being registered in Global GAP data base. A model copy of the Internal Register: CLICK Empowering Indian Agriculture – www.eFreshIndia.com

  21. 5. Requirements for Multi sites ( Site Internal Register ) Additionally in case of multi sites the register shall contain additional information. A model copy of the internal register: CLICK Empowering Indian Agriculture – www.eFreshIndia.com

  22. 6. Structure of Management: The Producer Group must prepare Quality Management System Documentation for Compliance by all its Member Growers in a uniform manner complying with the requirements of Global GAP Standard as mentioned above and also mentioned here in after. Suitable trained personnel to be available for implementing the requirements by all the producers and at all the Production Units. An organization chart to be prepared mentioning the Roles and also the responsibilities of all the personnel responsible for implementing the Quality Management System Documentation (QMS). An individual should be authorized and responsible for managing the implementation of Global GAP, Managing the QMS, Internal Inspection of each Producer Member and / PMU annually, the Internal Audit of the QMS and Verifications of the Internal Inspections Report. There should be a Technical Advisors Responsible for advising the Group & Its Members. Organization Chart - Sample: Given Below Empowering Indian Agriculture – www.eFreshIndia.com

  23. TOP MANAGEMENT MANAGEMENT REPRESENTATIVE TECHNICAL ADVISORS INTERNAL AUDITOR SUB - CONTRACTORS INTERNAL INSPECTOR Management Structure Pack house In Charge MEMBER GROWERS Empowering Indian Agriculture – www.eFreshIndia.com

  24. 7. Competency and Training of the Staff The competency requirements, like Education, Training & Experience for all the Key Personnel handling the QMS documentation to be documented. These competency requirements must meet the Global GAP requirements for Example Internal Auditor & Internal Inspectors (Annex II.1 of Part II General Regulations- click here for details.). These Key Personnel are adequately trained on the Global GAP requirements and they are aware of the development, issues and legislative changes relevant to the compliance to the Global GAP Standard. In case the Producer Group does not have the Internal Auditor with Food Safety & GAP Training but has only QMS Training / Experience, then another person with these qualifications can form part of the audit team to perform the approval of the farm inspections. This position must be identified in the QMS documents. Empowering Indian Agriculture – www.eFreshIndia.com

  25. 7. Competency and Training of the Staff Records of qualifications and Training, shall be maintained for all key personnel involved in the Compliance with Global GAP requirements and demonstrated in case of external audit etc.., Similarly records of completed online training and passing of exam as required by the Global GAP for Internal Inspector / Auditor to be maintained (Annex II.1 of Part II General Regulations). In case of more than one Internal Auditor / Inspector, all of them shall undergo training and evaluation for ensuring consistency and their approach and interpretation of the standard (Shadow Audits / Inspections to document). Shadow Audit / Inspection means – One Auditor doing the audit under the supervision of another auditor and in another audit the auditor doing supervision in earlier audit will be doing the audit under the supervision of the earlier auditor doing the audit. These audit/ inspection records to be maintained. Competency requirements documents – Sample : CLICK Empowering Indian Agriculture – www.eFreshIndia.com

  26. Training for Farmers / Contractors

  27. Training should be provided at regular intervals . Records to be maintained Click here for knowing the sample procedure for training.

  28. Competency Matrix • The Producer Group shall identify the competency requirements for carrying out the operational activities and shall appoint the personnel who are competent with the requirements. Example: Click Here for Competency matrix sample format link. Note: The competency requirement for other identified positions to be furnished. Empowering Indian Agriculture – www.eFreshIndia.com

  29. 8. Documentation Control All documentation relevant to the operation of the QMS for GLOBALG.A.P Compliance shall be adequately controlled. This documentation shall include, but is not limited to: . Empowering Indian Agriculture – www.eFreshIndia.com

  30. 8. Documentation Control QMS documentation prepared for compliance with Global GAP to be adequately controlled. Minimum documents include, the Quality Manual, Operating Procedures, Work Instructions, Formats / Records and relevant external standards. The QMS Documentation as relevant to the key personnel shall be available to them and also to the Producer Group Registered Members. The Contents of the QMS Documentation shall be reviewed by the approved personnel periodically for ensuring the continued compliance and update as per the changes. Empowering Indian Agriculture – www.eFreshIndia.com

  31. 1.3 Documentation Control The documents should be approved by authorized personnel inclusive of reviews and changes required. Control of Document Procedures – Sample: Click Empowering Indian Agriculture – www.eFreshIndia.com

  32. 9. Records Records shall be maintained for demonstrating effective control and implementation of the QMS and the Global GAP requirements. These records shall be kept for a minimum period of 2 years. These records can be kept online electronically or manually. These records must be available during the inspections and audits. Control of Records Procedures – Sample: CLICK Empowering Indian Agriculture – www.eFreshIndia.com

  33. 10. Complain Handling Producer Group shall have an effective system for managing the customer complaints and relevant part of the complaint system shall be available to the Producer Group Members. A procedure to be documented indicating how complaints are received, registered, identified, investigated, followed up and reviewed. And the procedure shall be available to the customers and shall cover both complaints to the Producer Group and against individual producers or the sites. Compliant handling Procedures – Sample : CLICK Empowering Indian Agriculture – www.eFreshIndia.com

  34. Empowering Indian Agriculture – www.eFreshIndia.com

  35. 11. Internal Quality Management System Audit The internal Audit system clause explains the following requirements: The QMS Document to be audited minimum once in a year. The Auditor shall meet the requirements of Annex II.1 of part II General Regulations. To avoid conflict of interest the Internal Auditors shall be independent of the areas being audited. The Person responsible for the day today ongoing management of the QMS is not allowed to undertake the QMS Internal Audit. Records of the Internal Audit, Non-Conformances if any and follow up corrective actions as a result of internal audit shall be maintained. The Internal Auditor completed QMS Check List with his remarks shall be available on site for review during the external audit. Internal Audit Procedure – Sample: CLICK Empowering Indian Agriculture – www.eFreshIndia.com

  36. 12. Internal Producer and Production Management Unit (PMUs) Inspection Internal inspection of the Producer Group Members / Production Management Units (PMU) shall be carried out one per year against the Global GAP control points and compliance criteria. The competency requirements of the Internal Inspector are documented in Annex II.1 of Part II of General Regulations. Internal Inspectors cannot inspect their own daily work and shall be independent for the areas being audited. New Members of the Group and New PMUs shall always be internal inspected and approved prior to entering into the internal Global GAP register. The Inspection Reports & Notes shall be maintained and available during external inspection. Internal inspection Report format - Click here Empowering Indian Agriculture – www.eFreshIndia.com

  37. Internal Producer and Production Management Unit (PMUs)Inspection • The Internal Auditor shall review inspection reports of the Internal Inspectors for making a decision whether the producer or site is compliant with the Global GAP requirements. • In case there is only one internal auditor who also perform the internal inspections, another person like Management Representative identified in the QMS must approve the Internal Inspections Reports. • In case the Internal Inspections are continuous over a 12 month period, then per-defined schedule shall be in place.

  38. 13. Non- Compliances, Corrective Action and Sanctions A Procedure to be documented to handle Non-Compliances and Corrective Actions which are resulted as a result of Internal / External Audits / Inspections , Customer Complaints etc., Corrective Actions and Sanctions - Sample: Click Empowering Indian Agriculture – www.eFreshIndia.com

  39. 14. Product Traceability and Segregation There must be a system in place for tracing the Global GAP and Non Global GAP Products. A documented procedure to establish for the identification of registered product and to enable traceability of all products both confirming and non-confirming to be applicable production sites. If a member of the group registers for parallel production, the traceability and segregation control points (AF12) shall be applicable for that member. In case of certification for Fruit & Vegetables, the Produce Handling sites shall operate procedures which enable registered product to be indefinable and traceable from receipt, through handling, storage and dispatch An exercise to be made for demonstrating the compliance with the above system & record to be maintained and to be shown during the Internal / External Inspections. Click Here for sample procedure on product traceability and segregation Empowering Indian Agriculture – www.eFreshIndia.com

  40. Food Chain

  41. Traceability system – Practical Approach Producer Groups Memberfarmers Empowering Indian Agriculture – www.eFreshIndia.com

  42. 15. Product Withdrawal A system to be put in place for managing the withdrawal of registered products. Click Here for sample procedure on product withdrawal Empowering Indian Agriculture – www.eFreshIndia.com

  43. 16. Sub-Contractors A Procedure to be documented in case any service are sub contracted to third parties and to ensure the activities carried on in accordance with requirements of the Global GAP Standard ( All Farm – AF3.6.1) . Sub Contractors must work in accordance with the Produce Group QMS and relevant procedures and same to be documented in the service agreements entered with the sub contractors. Click Here for sample procedure on subcontractors Empowering Indian Agriculture – www.eFreshIndia.com

  44. 16. Sub-Contractors farmers contractors

  45. 17. Registration of Additional Producers or PMUs for Certifications Any new Producers and sites may be added to the certificate, subject to the internal approval procedures. The Producer Group or Multi Site holder has to update the Certification Body (CB) for any addition / deletion of sites from the list of Registered Producers. Up to 10% of new Producers sites can be added in one year to the approved list by registering the producer’s sites with the Global GAP approved CB without further verification by the CB. In case number of approved registered producers sites increase by more than 10% in one year, external sample inspections of the newly added producer sites will be required during that year before additional producers added to the approved list ( Minimum is the Square root of new producers / Sites ). Empowering Indian Agriculture – www.eFreshIndia.com

  46. 17. Registration of Additional Producers or PMUs to the Certificate. (continue..) Optionally an audit of the QMS can also be conducted by the Certification Body during that year. Without regard to the percentage by which the number of approved registered producers sites increases in one year, in case the newly register farms increases the area approved registered products by more than 10% in one year or there is a 10% change of producers, further external sample inspection of the newly added farms or producers to be conducted during the year before additional farms or producers added to the approved list ( Minimum is square root of the new producers / farms) optionally QMS also can be added. Empowering Indian Agriculture – www.eFreshIndia.com

  47. 18. Internal Auditor and Inspector Qualifications and Responsibilities – Click for Detail Empowering Indian Agriculture – www.eFreshIndia.com

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