1. MANAGING DIRECTOR 1 2. GENERAL MANAGER COFFEE 1 3. GROUP FINANCIAL CONTROLLER 1 4. HUMAN RESOURCE MANAGER 1 5. COFFEE MILL OPERATIONS MANAGER 1

Transcription

1 SC/FSMS/GI/001

2 DISTRIBUTION LIST NO OF COPIES 1. MANAGING DIRECTOR 1 2. GENERAL MANAGER COFFEE 1 3. GROUP FINANCIAL CONTROLLER 1 4. HUMAN RESOURCE MANAGER 1 5. COFFEE MILL OPERATIONS MANAGER 1 6. GROUP MANAGER 3 7. ESTATE MANAGERS 8 8. CHIEF ACCOUNTANT 1 9. QUALITY CONTROL MANAGER PRODUCTION SUPERVISOR 1 Page 2 of 15

3 CONTENT 0.1 ABBREVIATIONS INTRODUCTION SCOPE PURPOSE THE FOOD SAFETY DOCUMENTATION TERMS AND DEFINITIONS FOOD SAFETY POLICY STATEMENT MEASURABLE OBJECTIVES DOCUMENT REQUIREMENTS CONTROL OF DOCUMENTS CONTROL OR RECORDS MANAGEMENT RESPONSIBILITY MANAGEMENT COMMITMENT FOOD SAFETY POLICY PLANNING RESPONSIBILITY AND AUTHORITY FOOD SAFETY TEAM LEADER COMMUNICATION EXTERNAL COMMUNICATION INTERNAL COMMUNICATION EMERGENCY PREPAREDNESS AND RESPONSE MANAGEMENT REVIEW REVIEW INPUT REVIEW OUTPUT FOOD SAFETY TEAM RESOURCE PROVISION INFRASTRUCTURE WORK ENVIRONMENT PRODUCT REALIZATION Page 3 of 15

4 0.1 ABBREVIATIONS CCP CL OPRP HACCP PRP KEBS OTA NEMA MSDS PCPB GAP CRF Company FST FSMS PPE EMCA P1,2,3 PL MH ML UG FIFO UVI MC MD GMC PHI SAS PH Doc No Rev No CR LPO Critical Control Point Critical Limit Operation Pre-requisite Program Hazard Analysis Critical Control Point Pre-requisite Program Kenya Bureau of Standards Ochratoxin A National Environmental Management Authority Material Safety Data Sheet Pesticides Control Product Board Good Agricultural Practice Coffee Research Foundation Sasini Ltd Food Safety Team Food Safety Management System Personal Protection Equipment Environment Management Control Act Parchment Coffee Grade Parchment Light Mbuni Heavy Coffee Mbuni Light Coffee Under Grade Coffee First In First Out Ultra Violet Sheet Moisture Content Managing Director General Manager Coffee Pre Harvest Interval Sasini Limited Acidity or Alkalinity Document Number Revision Number Cleaning Records Local Purchase Order Page 4 of 15

5 0.2 INTRODUCTION SASINI COFFEE Sasini Ltd. 8 Coffee plantations extend all the way from Nairobi s outskirts to over 6000ft on the foothills of Mt. Kenya. The company was incorporated in 1952 as leading producer of coffee. The coffee beans are wet processed, milled (hulled) and sold by size in the coffee auction, direct sales and the rest is value added for the local market. Our Vision To be a leader in producing and serving quality tea, coffee and related products to the world. Mission Statement To ensure production, processing and marketing of quality tea and coffee to Kenya and the world with emphasis on environmental conservation, social responsibility, applying the latest technology, value addition to existing products, exploring possibilities of diversifying and /or expanding our activities to horticulture,forestry and dairy farming with a view of achieving maximum returns to our shareholders, while giving utmost care to the interest of our valued customers and conforming to good corporate governance. 0.3 SCOPE The scope of the Food Safety Management System applies to the processes, products and areas described below. All biological, chemical and physical hazards to be controlled have been evaluated and are described in the HACCP manual. The Products The products sold in the market are green coffee beans, packed roasted ground coffee and instant coffee. Green coffee is produced as parchment (wet Process) in the 8 coffee estates and through hulling and grading in the Coffee Mill (dry process). The rest of green coffee forms the raw material for branded, packed roasted ground coffee that is processed at the value addition facility. Instant coffee is imported from our neighboring country which has facility for processing. It is repackaged and branded in our Value Addition facility before being taken to the market. Page 5 of 15

6 The ground coffee brands sold in the local market include:-, AA Tajiri, Continental, Aberdare, Household, Gulmarg, Espresso, and Instant coffee. Others include Kahawa No.1, and Bamba. The Coffee Estates (Plantations and Wet Processing) Estate Coffee Hectare Location Altitude Kamundu km N/W of Nairobi 1830 Kakindu 64 25km N/W of Nairobi 1830 TINGANGA km N/W of Nairobi 1830 GULMARG 90 27km North of Nairobi 1600 DOONDU km North of Nairobi 1630 RUIRU MILLS km North of Nairobi 1620 MWEIGA 68 13km N/W Nyeri 1920 WAHENYA km N/W Nyeri 1930 The Coffee Mill (Dry processing) The coffee mill with a capacity of 12tons per hour and metric tons per year situated in Kamundu estate hulls all the 8 estates parchment coffee totaling 1800 metric tons. The mill has three huller plants and storage warehouse for parchment and green coffee. Value Addition (End products) This facility receives green coffee beans from the coffee mill, roasts, and grinds and packages the various brands for sale in the local market. It also repackages imported instant coffee in tins and sachets. The facility has a manual/ automatic packaging machine, a roaster and a grinder. The end products stored before being dispatched from the value addition to market. Page 6 of 15

7 1. Purpose This manual has been developed in line with ISO 22000:2005 standard requirements for Food Safety Management System. It gives the general information and describes the FSMS implemented at Sasini coffee in compliance with requirements of the ISO 22000;2005 Standard. 2. The food Safety Documentation 2.1 The system documentation consists of four main documents: - General Information (SC/FSMS/GI/001). - Mandatory Procedures (SC/FSMS/M/002). - Pre-requisite/Operational Pre-requisite Procedures and Programs (SC/FSMS/OP/003). - HACCP plan (SC/FSMS/H/004). 2.2 Systems Updating and Renewal of Documentation The manuals shall be reviewed every year following the corrective actions in audit findings and introduction of any changes noted by the process implementers from time to time. 3.0 Terms and Definitions For the purposes of this document, the terms and definitions given in ISO 22000;2005 and the following apply: 3.1 Food Safety Is the concept that food will not cause harm to the consumer when it is prepared according to its intended use. 3.2 Food Chain This the sequence of the stages and operations involved in the production, processing, distribution, storage and handling of a food and its ingredients, from primary production to consumption. 3.3 Food Safety Hazard/s These are biological, chemical or physical agents in food, or conditions of food, with the potential to cause an adverse health effect. 3.4 Food Safety Policy Overall intentions and direction of Sasini Ltd. related to food safety. Page 7 of 15

8 3.5 Flow Diagram This is the description of schematic and systematic presentation of the sequence/s and interactions of process or production steps. 3.6 Control Measure This is food safety action or activity that can be used to prevent or eliminate a food safety hazard or reduce it to an acceptable level. 3.7 Pre-requisite Programme Food safety basic conditions and activities that are necessary to maintain a hygienic environment throughout the food chain. 3.8 Operational Prerequisite Programme Pre-requisite program identified by the hazard analysis as essential in order to control the likelihood of introducing a food safety hazard. 3.9 Critical Control Point This is a step at which control can be applied and is essential to prevent and eliminate a food safety hazard or reduce it to an acceptable level Critical Limit This is the criterion whereby if exceeded or violated, the products affected are potentially unsafe Monitoring This is conducting a planned sequence of observations or measurements to assess whether control measures are operating as intended Correction The action taken to eliminate a detected non-conformity Corrective action The action taken to eliminate the cause of a detected non-conformity or other undesirable situation Validation The process of obtaining evidence that the control measures managed by the HACCP plan are capable of being effective. Page 8 of 15

9 3.15 Verification Confirmation, through the provision of objective evidence, that specified requirements have been fulfilled Updating Immediate and /or planned activity to ensure application of the most recent information End Product Product that will undergo no further processing or transformation Food Safety Policy Statement. The Board of Directors of Sasini Limited is committed to meeting the needs of customers and consumers in a sustainable safe food production system by continuously improving and providing the appropriate resources, and by adhering to the necessary regulation. Sasini Limited is committed to producing, processing, value adding and distributing quality coffee to customers as coffee beans, ground coffee and instant coffee, using the best and modern technology that takes into account product wholesomeness in terms of quality, value, preparation and utility of product. The company shall take into account aspects of environmental protection and conservation; at all times. The production process shall avoid food sources that utilize excessive anti-biotic, Sasini Limited shall strive to satisfy the consumer needs, through supporting regional small scale agriculture sustainability and ensure that they are environmentally sound, economically viable, socially responsible and non-exploitative. The company shall give annual review of food safety systems on measurable targets in the guiding policy and shall strive to continually improve on food safety targets and increase the scope of all aspects covered by our sustainable food safety system. The company shall at all times comply with national, statutory and regulatory measures on food safety and ISO 22000:2005 standard requirements. The company shall communicate the food safety policy to its employees through continuous training of customers and other relevant authority by displaying the statement policy in prominent positions. The policy statement shall be reviewed and revised periodically to take into account changing conditions. In pursuit of above, the company is committed to providing necessary and appropriate resources. Page 9 of 15

10 4.1.2 Measurable Objectives 1) Construction of many hand washing points in wet processing units, Dry Coffee Mill and Value Addition Units by ) Construction of modern toilet facilities in wet processing units by ) Construction of coffee drying facilities in Coffee Mill by ) To reduce congestion in Value addition by creating linear flow of materials and construction of more Storage Facilities by ) Relocation of changing room in the Coffee mills by ) Gradual replacement of bulbs to shutter proof bulbs starting with the most sensitive areas of Value addition by 2014 and processing lines by ) Purchase of Moisture Measuring Meter for every Estate by ) Explore means of Treating Processing Water by ) Food grade grease to be used in pulping lines and coffee driers by ) Convert all disease susceptible varieties into Ruiru II by top grafting by Document Requirements General The food safety management system documentation includes: a) Our food safety policy stated above and related objectives established as targets annually b) Documented procedures and records required by the International Standard. c) Records and procedures to support the operations Control of documents The management of Sasini limited recognizes the importance of document control and record keeping and has established a document control procedure contained in the mandatory procedures manual Page 10 of 15

11 4.2.3 Control or records Records shall be established and maintained to provide evidence of conformity to requirements and evidence of the effective operation of the food safety management system. These shall be controlled as per record control procedure contained in the mandatory procedures manual 003. The following records shall be generated and maintained among others: a) Crop protection products and fertilizer application records showing all the CPP stored and used in the farm, application time, field target and who applied with justification and the amount used. b) Picking records indicating when harvesting was done, field and the amount harvested. c) Test analysis report records indicating the results of the chemical residues tests done on samples taken from each lot. d) Production records e) Operation control records 5. MANAGEMENT RESPONSIBILITY 5.1 Management Commitment Food Safety Policy Top management has defined our food safety policy which will be reviewed as deemed necessary Food Safety Management System Planning Top Management ensures that: a) Planning of food safety management system is carried out to meet requirements as well as objectives of the organization. This is done through the budgeting process. b) The integrity of the food safety management system is maintained whenever changes are planned or envisaged Responsibility and Authority Top management shall ensure responsibilities and authorities are defined and communicated within the organization. Through the organogram and Human resource function. Page 11 of 15

12 5.1.4 Food Safety Team Leader Top management has: a) Appointed a food safety team from the organization departments. b) Appointed a food safety team leader whose responsibilities are clear as defined in ISO 22000; COMMUNICATION External Communication External communication on Food Safety Shall be addressed to the General Manager and therefore communicate to the relevant departments. They shall be received and stamped with the official rubber stamp for eventual delivery to the relevant departments for action. The documents that require urgent attention shall be dealt with urgently. The reference code shall be indicated to the document for future reference. External communication is envisaged with the following parties: Suppliers and contractors Customers Regulatory Authorities The head of department shall be responsible for any communication in the food chain. The information received through external communication shall be filed for reference and any other future corrective measures. This shall be used during reviews Internal Communication The Food Safety Team shall be informed adequately on issues in the food chain and shall directly be involved through the Team Leader. 5.3 Emergency Preparedness and Response Sasini has put in place mechanisms to be applied in case of any possible emergencies that may cause hazards to the coffee being processed. Details are defined in the mandatory procedures manual - procedure for emergency preparedness 004. Emergency situations include; water shortage power shortage, water spillage, floods, diesel spillage. 5.4 Management Review Sasini Top Management shall review the system based on the verification of the records from the past monitoring. The areas that can be improved shall be maintained for future improvements. The continuing of the system shall depend on the viability and Page 12 of 15

13 effectiveness of the time. The food safety team leader will present a report on the status of the FSMS known as review input Review Input a) Follow-up actions from previous reviews. b) Suitability of the system based on monitoring and verification. c) Communication based on generational change shall be included in the system. d) Emergency situations that contribute to hazards. e) The updates and feedback from the customers. f) Results of external/ internal audits or inspections. g) Resource requirements Review Output Top Management shall provide direction referred to as review out put this includes: a) Changes to be undertaken to reduce incidences, customer complaints and to enhance compliance. b) Resources required. c) Assurance that the food safety system achieves desired results. d) Set goals and targets for the system in line with the policy. 6.0 FOOD SAFETY TEAM Sasini Ltd Top Management has appointed a multidisciplinary team to develop and maintain the food safety management system, based on production s process steps, premise and equipment, standard. The team shall be composed as a minimum of the following disciplines: 1. Agronomist 2. Engineer 3. Liquorer 4. Accountant 5. Quality assurance 6. IT Specialist Page 13 of 15

14 The team selected shall be as follows: Sector/process Qualifications Records Agronomy Primary process Secondary process Coffee mill Liquorer Quality Controller -Operator -Warehouse clerk Weighbridge operator Diploma/Degree in agriculture Diploma/Degree in agriculture Diploma/Degree in agriculture Diploma Food Science Diploma Food Science Electrician/Mechanical Engineering Certificate in warehousing or Relevant experience KCSE copies of certificate copies of certificate copies of certificate certificate certificate Training records Training records The FST shall develop all necessary documents required to evaluate and control food safety hazards as required by the standard. The details are documented in the HACCP plan, the mandatory procedures, and prerequisite programs documents Resource Provision Sasini Limited is committed to supply adequate resources for establishment, maintenance and updating the food safety management system. The food safety team is composed of competent personnel from various disciplines. Where skills are inadequate, scheduled and specific training shall be conducted to equip the team with the required skills All employees assigned responsibilities that have an impact on food safety shall be adequately trained and competent. The competence is based on assessment by the supervisor of qualification/skill or experience Where assistance of external experts shall be required for the development, implementation, operation or assessment of the food safety management systems, the records of agreement or contracts shall be made available Human resource in conjunction with the production manager /FSTL shall, a) Define personnel dealing with the food safety. Page 14 of 15

15 b) Train all personnel for competence in food safety. c) Train personnel responsible for monitoring, corrections and corrective action for food safety. d) Ensure that all personnel are aware of the relevance and importance of their individual activities contributing to food safety. e) Ensure effective communication as understood by all personnel s whose activities have an impact on food safety. f) Maintain appropriate record of training. 6.2 Infrastructure The management of Sasini shall continue to ensure that required infrastructure is provided to ensure food safety. The management review meeting and the budgeting process shall be used to identify and prioritize infrastructure improvement Work Environment The process owners and supervisors shall be responsible for ensuring that appropriate work environment is maintained to ensure hygienic conditions for production and appropriate conditions for relevant work. A procedures and programs manual has been developed that gives guidelines on all necessary conditions to provide hygienic environment. 7.0 PRODUCT REALIZATION The food safety team has developed a HACCP manual by following the steps outlined in ISO22000; 2005 clause 7.3 to 7.6. Mandatory procedures required to implement a food safety system according to ISO 22000;2005 have been developed and are contained in the mandatory procedures manual. Page 15 of 15