Structured quality audits in the Food industry

The food industry is probably one of the most sensitive sectors. When it comes to safety and quality, there is no room for deviation here. Special quality audits are carried out to ensure that regulations and measures are complied with. Our article explains what food audits are, how they work and what the results mean for companies.

The handling of food is sensitive. In order to give consumers maximum safety, various types of quality audits are carried out:

Internal quality audits

In an internal quality audit, the company itself checks the quality of its processes, draws the appropriate conclusions and takes the necessary measures. In the context of internal audits, a distinction is made between initial audits, in which processes are checked for the first time, and regular audits, which ensure constant compliance with standards.

External quality audits

In an external quality audit, independent third parties check whether standards are being complied with. The following forms of audit are particularly common:

Supplier and customer audits check whether the quality requirements set by suppliers or customers are reliably met.
Certification audits, for example for food safety certification or quality certification. Before a certificate is awarded, it is checked whether internationally recognized standards for food safety and quality standards, for example ISO 9001, are complied with.
Hygiene audits check whether hygiene standards and practices are being met. They are essential to ensure the safety and quality of food.
Traceability quality audits create the conditions to ensure that products can be traced along the entire supply chain and that the products concerned can be withdrawn from circulation in the event of complaints.

The exact process of a quality audit in the food industry varies from company to company. However, some essential steps are usually always taken:

1. The audit is prepared.

In preparation for the audit, the audited company collects the necessary documents and evidence and checks the production facilities and systems on site to ensure that they meet the requirements.

2. Start of the quality audit

Before the actual audit begins, the auditors are welcomed and briefed. The quality audit procedure is discussed together. Once all questions have been clarified, the audit can begin.

3. Checking the documents

During the food audit, the person conducting the audit will now review all relevant documents and process documentation. The aim is to uncover any weaknesses and ensure compliance with standards.

4. Inspection of the facilities

A quality audit in the food industry also includes the inspection of relevant facilities such as production facilities and storage locations. In this step, auditors check whether hygiene and safety standards are being adhered to.

5. Interviews

In order to be able to reliably assess all relevant information on current processes, training measures and compliance with specifications, interviews are conducted with the employees involved.

6. Review of processes

Auditors continue to check whether the actual process implementation in the company corresponds to the theoretical one or whether deviations can be identified. Every step is examined in detail, from the receipt of goods to the packaging of the end product.

7. Traceability

The next step is to check the traceability of individual product components along the entire supply chain. As a rule, companies only select suppliers who meet the traceability requirements. In addition, regular tests are carried out using random samples and simulations to check whether the supply chain is able to react efficiently.

8. Final meeting and preparation of a report

Once the previous steps have been completed, a final meeting is held. The audit results are presented and recommendations and optimization measures are discussed. In the event of deviations, measures are defined to adjust these and, in serious cases, regulatory steps are initiated. Finally, a written report summarizes the results, deviations and any recommendations or measures.

9 Implementation of measures and optimizations

For the food company, the next step is to implement measures, rectify deficiencies and optimize processes.

Typical measures include

1. Employee training on food safety and quality
2. Introducing equipment and systems to enable product checks
3. Installing temperature monitoring devices
4. Implement updates for quality control systems
5. Introduce documentation on the safety of materials that come into direct contact with food

It's done, a quality audit has been successfully completed and the results have been compiled. But what do they actually mean? Basically, it can be said that the results of food audits are extremely important, as they serve as a basis for complying with food safety and quality regulations and making your own processes more efficient. Deviations that result in regulatory measures are also an opportunity, as they create the basis for implementing optimizations. Quality audit results can influence the following areas:

• They create safety and quality for food, as existing measures have been put to the test and necessary adjustments have been uncovered.
• Compliance with the relevant regulations and strict customer requirements is ensured with a positive audit result, as relevant processes have been examined and evaluated.
• The requirements for the award of food safety certifications and quality standards such as ISO 9001 can be ensured with a successful quality audit.
• Food audits also give the company the opportunity to continuously improve and work more efficiently by identifying optimization potential.
• However, if serious violations are identified during the quality audit, this can result in regulatory measures and a loss of trust and reputation.

Audits generate a variety of benefits and at the same time pose challenges for food companies.

The most common benefits:

Reputation

Companies that have been audited and can prove this with a certificate receive global recognition for their own products and processes.

Customer loyalty

At the same time, certifications convey a high level of security to customers.

Competitive advantage

Food audits can strengthen access to new markets by proving that relevant safety requirements have been met. At the same time, this creates a competitive advantage.

Meeting requirements and regulations

The requirements for food safety and quality are guaranteed and legal regulations are met.

Continuous improvement

Because audits ensure that processes are regularly reviewed, they can be continuously optimized.

The most common challenges:

Quality audits also pose challenges for companies in the food industry. For example, it is sometimes not easy to do justice to the complexity of the supply chain, as numerous raw materials from different regions are used. The number of stakeholders involved in a process that need to be taken into account during the audit is usually just as extensive. Furthermore, because rules and regulations change frequently and quickly, the timeliness of quality audit results must be checked regularly. The lack of standardized assessment methods is another issue that needs to be considered carefully. As a result, auditors use different criteria for evaluation and thus achieve different results.

With our Yaveon 365 industry-specific ERP solution, food companies benefit from a range of functions that generate maximum automation. This also facilitates successful food quality audits. The following functions are particularly helpful here:

Inventory list at batch level with batch status and expiration date

With the stock list functions, companies can keep a clear overview of their stocks - even at batch level. This is made possible by displaying the current batch status and the expiration date of food products.

Quality control in all ERP process steps

From warehouse receiving to outgoing goods inspection - a wide range of quality control functions are part of our industry-specific ERP. Not just important, but indispensable for food companies.

End-to-end lot tracking

A food product needs to be recalled? Certainly one of the most delicate situations for the food industry. But if it does happen, it has to happen quickly. With our batch traceability, you can see at a glance which batch is where. This ensures safety and responsiveness.

Set of rules to ensure that residual shelf lives are adhered to

As a company in the food industry, it is important to strictly adhere to shelf life specifications. The set of rules in Yaveon 365 provides support for remaining shelf life.

Qualification of suppliers

Working with suppliers is part of everyday life for food companies. But do they also meet the strict criteria? With the supplier qualification in our ERP specialty solution, the quality of the collaboration is recorded and can be viewed at a glance.

Characteristics management (allergens and ingredients)

Nuts, milk, etc.: Allergens and ingredients must be labeled on food products. To ensure this, save time and avoid errors, companies in the food industry work with our characteristic management system.

Production according to batch quality

Since not all raw material batches used in production are necessarily of the same quality or batch specification, Yaveon 365 helps you to select the correct or most suitable raw material batches for production. This ensures that the finished products always have the desired quality.

Incident management

If a process does not run smoothly, companies in the food industry need to be informed as quickly as possible. Our incident management therefore makes it possible to monitor supply chain problems.

For or against food audits? A clear pro. Of course, there are challenges that vary from company to company. But they arise exclusively from the introduction of processes that provide food companies and consumers with security. Food audits are an integral part of the industry and should be implemented sensibly, prudently and with long-term benefits. The result: safe processes and a good feeling when handling your own products.