Ideas for group discussion / exercises - Section 3 Applying food hygiene principles to the coffee chain Activity 4: National level planning Reviewing national codes of practice and the regulatory framework for coffee safety Target group: An ad hoc national committee assembled to review the national codes of practice on coffee production and processing and the regulatory framework. It should consist of representatives of the food health and safety inspectorate, the national coffee institute and all major coffee stakeholders (entrepreneurs, exporters, farmers groups etc.). Together the group should command the available national experience and expertise on coffee handling, processing and marketing, food safety standards, and the interests, needs and obligations of the various stakeholders. All should have been briefed on the importance of mould/mycotoxin contamination in the coffee process and its trade repercussions (e.g. the workshop outlined under Section 1). Format: A series of plenary committee meetings interspersed with taskforce activities. Page 1 of 10
Activity 4.1: Establishment location, design and facilities (Refer to Module 3.2) Review/revise national for coffee processing establishments: location, design and facilities. General Principles of Food Hygiene Part IV (see Presentation under Module 3.2); existing national for coffee establishment design and facilities; Global project on good hygiene practices along the coffee chain; chairperson and presenter; consultants on processing equipment and plant design; coffee processing establishments for field testing Objective Activity Outputs 1. Review hygiene principles and their application to construction and design a. The committee calls on the health and safety inspectorate to (i) outline the main hygiene principles applying to coffee processing facilities (main contaminants) and the resulting design principles (e.g. avoidance of contamination, access for maintenance, cleaning and disinfection); (ii) report on the general state of the nation s coffee processing facilities b. The committee reviews the General Principles of Food Hygiene Part IV with special reference to coffee processing (see Presentation, Module 3.2) and to Global project on good hygiene along the coffee chain c. The review task is outlined and a representative task force is established Brief statement of hygiene principles TOR for taskforce 2. Review national for coffee establishment equipment and facilities 3. Approve revised The task force: a. Reconciles GPGH Part IV with existing national and EITHER revises existing OR drafts new b. Consults sanitation engineers and equipment manufacturers c. Draws up suggestions for low-cost design improvements d. Field tests recommendations in coffee processing establishments The committee reviews and endorses the final drafts of the and design suggestions and approves plans for regional and district briefing sessions. For related training and regulatory measures see Activity 6 below. Draft on location, equipment and facilities Draft advisory leaflet of low-cost design improvements Approved and leaflet Page 2 of 10
Activity 4.2: Guidelines on hygiene controls in coffee processing operations (Refer to Module 3.3) Review/revise national for coffee processing to increase the emphasis on hygiene practices. General Principles of Food Hygiene Part V (see Presentation, Module 3.3); existing national for coffee establishments; chairperson and presenter; health and safety inspectors; coffee processing facilities for field testing SOPs. Page 3 of 10
Objective Activity Outputs 1. Renew awareness of mould contamination, main loci of risk and roles of operators a. The committee reviews and recapitulates (i) the effects of mould contamination on quality; (ii) international OTA standards and the repercussions on trade; and (iii) the need for hygiene throughout the coffee chain as a safeguard of quality b. Through interventions and data from stakeholders, the committee recognizes the main points of risk in the coffee chain and the roles of operators c. The committee discusses and agrees the need to revise existing procedures to highlight good hygiene practices, and appoints a representative working group for this task TOR for taskforce 2. Review/revise/ re-draft national on hygiene controls 3. Field-test new 4. Approve revised a. The taskforce reviews the General Principles of Food Hygiene Part V with special reference to coffee processing (see Presentation, Module 3.3) with a view to sharpening the focus on hygiene practices b. The taskforce EITHER amends existing national OR drafts new c. The taskforce pinpoints some constraints on implementation With the collaboration of factory managers, the draft are field-tested for specificity, clarity and coverage in several coffee processing facilities, and then re-drafted Further implementation constraints are identified The revised are circulated to the committee, who then meet to amend and approve their publication The taskforce reports on implementation constraints; the committee establishes a further taskforce to tackle these Draft for coffee processing Outline of implementation constraints Revised For related training and regulatory measures see Activity 6 below. Description of problems Approved revised Publication and circulation of new edition of or supplement Page 4 of 10
Activity 4.3: Maintenance and sanitation procedures and routines (Refer to Module 3.4) Review/revise recommended procedures for maintenance and sanitation in coffee processing facilities. General Principles of Food Hygiene Part VI (see Presentation, Module 3.4); existing national cleaning and maintenance for coffee processors; chairperson and presenter; health and safety inspectors; coffee processing facilities for field testing. Page 5 of 10
Objective Activity Outputs 1. Describe the situation Health and safety inspectors make a short presentation on the general conditions of maintenance and sanitation maintained by the country s/region s coffee processors under four headings: maintenance, cleaning, pests and waste management. They highlight what in their opinion are priorities for attention. Report by health and safety inspectors on factory conditions 2. Identify priorities for emphasis 3. Produce revised and checklist template 4. Field-test new 5. Approve revised a. The committee reviews the General Principles of Food Hygiene Part VI with special reference to coffee facility maintenance and sanitation (Presentation 3.4), discusses what points need special emphasis, and produces a list of priorities b. A representative taskforce is appointed to review and revise existing national with these priorities in mind The taskforce reviews GPFH Part VI in detail, reconciles it with existing national and produces: a. A revised version for field-testing b. A template of a checklist (covering action, documentation and monitoring) which can be adapted to individual facilities c. A shortlist of high-priority messages to be conveyed to factories The draft and checklist are reviewed by health and safety inspectors, field-tested by them in several coffee processing facilities with the collaboration of factory managers, and then re-drafted The high-priority messages are revised The revised and checklist template are circulated to the committee, who meet to amend and approve them. An official circular is issued Suggestions are made for promoting the highpriority messages TOR for taskforce Draft revised Checklist template High-priority messages Revised and checklist on maintenance and sanitation Approved revised Official circular For related training and regulatory measures see Activity 6 below. Page 6 of 10
Activity 4.4: Transportation Take measures to ensure that coffee is transported in a clean environment and is protected from contamination and damage. GPFH Part VIII (see Presentation, Module 3.5); chairperson. Objective Activity Outputs Participants study Presentation, Module 3.5 Main messages (GPFH VIII), extract the main principles and for good recognize their importance in terms of quality, transportation safety and marketability 1. Establish principles of good transportation and their meaning A working group is set up to identify good transportation practice at each stage of the coffee chain TOR for taskforce 2. Identify good transportation practice for each stage of the coffee chain 3. Devise strategies for implementation The taskforce: a. Discusses with representative operators the transport methods, routes, distances, timing, packaging and labelling involved in their operations b. Identifies technical obstacles to good practice c. Draws up a checklist of good practice for each stage, together with practical tips and low-cost solutions to problems The taskforce presents draft checklists to the committee and calls on representatives of the coffee industry to make suggestions for distribution, implementation and regulation, where possible. Draft checklists of good transportation practice Approved checklists and suggestions for implementation For related training and regulatory measures see Activity 6 below. Page 7 of 10
Activity 4.5: Product information and traceability Establish requirements for meaningful and practicable product documentation and record-keeping at appropriate stages of the local coffee chain. Presenter with overview of coffee industry; chairperson and presenter; Presentation, Module 3.6. Objective Activity Outputs A presentation is made (based on Presentation, Needs analysis Module 3.6) on product documentation through the coffee chain. The committee discusses: 1. Recognize need for documented information transfer through the coffee chain 2. Describe situation in own country: structure of industry and obstacles to information flow a. The need for product documentation b. International information requirements c. The need to harmonise the national grading system with international grading systems (in particular the ISO defect count system) Referring to examples of the coffee industry framework in other countries (e.g. Indonesia and Kenya, Presentation, Module 3.6, Slides 16 and 17), participants describe their own country s situation and identify obstacles to the flow of essential product information both up and down the chain. 3. Appoint taskforce A taskforce is established to recommend for improved product documentation, record-keeping and information transfer through the coffee chain. 4. Study the situation and identify practicable improvements 5. Devise for operators The taskforce consults with all stations of the coffee chain (e.g. traders, exporters, processors and producers) in order to: a. Describe the normal information flow up the chain, say what further information is needed and what requirements are practicable b. Describe the normal information flow down the chain (e.g. are buyers requirements getting through to processors? Do producers get useful qualitative feedback on what is delivered to processors?), say what improvements could be made and what requirements are practicable The taskforce drafts for specific operators on documentation, record-keeping and information transfer and presents them to the committee for discussion and approval. Outline description of information flow in coffee chain and obstacles TOR for taskforce For related training and regulatory measures see Activity 6 below. Study of information flow up and down the coffee chain Approved on information transfer Page 8 of 10
Activity 4.6: Regulatory framework (Refer to Modules 3.2 to 3.6) Advise on the measures necessary, and the resources required, to raise hygiene standards in the coffee industry through regulation and communication All national advisory and regulatory literature on hygiene standards in the coffee industry; international on coffee standards and safety; if possible, case studies of regulatory frameworks in other countries Page 9 of 10
1. Review international for coffee safety and effects on national coffee industry 2. Establish parameters for regulatory framework for national coffee industry 3. Review national regulatory framework 4. Discuss and approve proposals for oversight programme a. Presentation on international for coffee standards and safety and likely future developments b. Interventions from traders and exporters on probable trade repercussions a. Discussion: parameters for an effective national regulatory framework (, standards, monitoring, measures to ensure compliance) b. Appointment of a task force to review the national regulatory framework and make recommendations c. Appointment of technical experts to advise on sampling procedures and analytical methods The task force, in consultation with all stakeholders: a. Assembles all documents relating to national regulation of the coffee industry, including standards and operating b. Conducts a literature review and studies other successful regulatory programmes c. Reviews the existing regulatory framework (, standards, stakeholders responsibilities, inspection and monitoring procedures, advisory visits, measures to ensure compliance) d. Drafts a paper outlining an effective national oversight programme and the resources required, and making recommendations The committee: a. Discusses and amends the taskforce proposals b. Establishes an ongoing consultative structure for further review and implementation of measures for coffee quality regulation Summary of effects of international Parameters for an effective national regulatory framework Taskforce TOR Proposals for improved oversight programme Approved proposals for regulatory framework Note: Communication and training programmes Major changes in the national regulatory framework should be supported by communication and training programmes. Follow on activities should be to: a. Review the existing training and communications programme on standards and quality control at national and local level b. Study successful strategies elsewhere, including networks, websites, media, briefings, on-site training c. Elaborate and cost a communications and training strategy targeting the main coffee operators and the extension services d. Proposes mean of monitoring and evaluating the effectiveness of the strategy Page 10 of 10