Supplier Categories

Category Examples
Food material suppliers Fresh fruit, ingredients, additives
Packaging suppliers Plastic bags, cartons, labels
Non-food service providers Pest control, cleaning contractors, maintenance
Utility suppliers Water, air, gas providers
Subcontractors Freezing, transport, storage services

Approval Process
Step Action
Initial assessment Risk-based supplier questionnaire + certification check
Certification Require GFSI-recognized certification (BRC, FSSC, IFS) OR own audit
Supplier agreement Signed contract covering: safety, legality, authenticity, quality, ethic
Product spec approval Signed specs + origin info + allergen, GMO, Halal/Kosher if applicab
Document archive Keep copies of certificates, specs, agreements, risk assessment
Transport check Verify logistics provider compliance (temp control, hygiene, security

Risk Assessment
Factor Assessed for
Product risk Food safety risk, fraud potential
Supplier certification All
Country of origin Food, packaging
Historical performance All
Service criticality Non-food

Monitoring & Review

What Frequency
Certificate review Annually
Supplier audit Annually (or risk based)
Performance review Quarterly / batch based
Mock recall / traceability test Annually
Supplier re-approval After major change / issue

Scorecard
Criterion Points
Food safety certification 15
Transport / storage conditions 15
Product conformity / damage 15
COA / COC / spec compliance 10
Documentation completeness 10
Audit / visit cooperation 10
Incident response 10
Traceability test performance 10
Sustainability / ethics compliance 5

Fraud & Authenticity

Measure Applies to
Food fraud risk assessment All food suppliers + high-risk packaging
Raw material vulnerability check All food raw materials
Authenticity testing plan Where risk identified (e.g. origin, species)
Supplier fraud history check All suppliers

Non-Conformance Actions
Issue Action
No valid cert + high risk Mandatory audit / suspend supply
Major non-conformance Formal CAPA + supplier improvement plan
Repeated issues Re-training / suspension
Serious incident (e.g. recall) Suspend, reassess, escalate

Records to Keep
Records
Supplier list + risk rating
Certificates (GFSI, halal, kosher, etc)
Signed agreements
Product specs
Audit / review reports
Mock recall & traceability test records
Supplier performance records
ditives

actors, maintenance

e services

nnaire + certification check

rtification (BRC, FSSC, IFS) OR own audit
afety, legality, authenticity, quality, ethics
+ allergen, GMO, Halal/Kosher if applicable
specs, agreements, risk assessment
mpliance (temp control, hygiene, security)

Notes
Raw vs processed, origin
GFSI scheme status
Use official alerts, food fraud data
NCRs, recalls, incidents
Impact on product safety (e.g. pest control)

Action
Check validity
Internal / 3rd party audit
Use scorecard
Include supplier participation
Re-do risk assessment
 k packaging

origin, species)

provement plan
📝 Standard Operating Procedure (SOP) - Supplier Management (BRC Compliant)

Purpose
To define the process of supplier approval, monitoring, and management to ensure that all
materials and services comply with food safety, legality, authenticity, and quality standards as
required by BRCGS.

Scope
Applies to all suppliers of food materials, packaging, non-food services, and utilities impacting
product safety and quality.

Responsibilities
QA Manager: Oversees supplier approval, risk assessment, monitoring, and re-evaluation.
Procurement: Ensures only approved suppliers are used.
Warehouse: Verifies deliveries against approved supplier list.

Procedure
4.1 Supplier Approval
Complete supplier risk assessment.
Obtain and verify supplier certificates (BRC, FSSC 22000, IFS, or approved via internal audit).
Sign supplier agreement (food safety, authenticity, legality, ethics clauses).
Approve product specs including origin, allergens, GMO status.

4.2 Supplier Monitoring

Maintain supplier scorecard updated with: certification, performance, documentation, incidents.
Review certificates annually.
Perform supplier audits as per risk level.
Conduct traceability tests and mock recalls (annually or as required).
Review supplier performance quarterly; issue CAPA if score <75%.

4.3 Non-Conformance Management

Major non-conformance → formal improvement plan.
Critical or repeated NC → suspension or removal.
Serious incident (recall, regulatory issue) → immediate suspension + investigation.

4.4 Records
Keep records of approval documents, certificates, agreements, specs, audits, mock recalls, trace
tests, performance reviews.

Related Documents
Supplier approval form
Supplier risk assessment sheet
Supplier scorecard
Mock recall record
CAPA form
✅ This SOP aligns with BRCGS Food Safety Issue 9 requirements.
RC Compliant)

ure that all

y standards as

ties impacting

valuation.

ternal audit).

ation, incidents.

on.

ock recalls, trace

Non-Conformance Types
Type Example Initial Action
Minor NC Minor delay Supplier notification + monitor correction
Major NC Expired cerRequest CAPA + monitor corrective action
Critical NC Direct foodImmediate suspension + investigation

Follow-up Actions
Non-ConfoFollow-up Correction Timeframe
Minor NC Request wri7 days
Major NC Request fo5 days to submit plan
Critical NC ImmediateImmediate
s action

Repeated NC Actions
NC Freque Action
2 Major NCSite visit + special training
3 Major NCTemporary suspension
1 Critical Terminate supplier

Records to Keep
Records to Keep
NC report
Approved CAPA
Investigation report
Suspension / termination decisions
Non-Conformance Record Form
Field Description / Example
Date
Supplier Name
Product / Service
NC Type Minor / Major / Critical
Description of NC
Detected By
Immediate Action Taken
Follow-up Required
Responsible Person
Target Completion Date
Verification of Completion

Corrective & Preventive Action (CAPA) Template

Field Description / Example
NC Reference No.
Date of NC
Root Cause Analysis
Corrective Action Plan
Preventive Action Plan
Responsible Person
Planned Completion Date
Actual Completion Date
Effectiveness Check / Verification
🌟 Supplier NC PDCA Plan
🟣 PLAN – Supplier Requirements

Requirement
Valid Certifications
Signed Supplier Agreement
Product Specifications
Pest Control & Hygiene Plan
Transport Temperature
Max Damage Allowed
Documentation

🟣 DO – Execution

Activity
Incoming Goods Check
Record NC
Immediate Action

🟣 CHECK – Performance Review

Check Item
Scorecard Review
NCR Trend Analysis
CAPA Effectiveness

🟣 ACT – Improvement Actions

Condition
Score <75
Score <60
Good performance

🟣 RE-PLAN – Adjustments

Item
Scorecard Weight
New Targets
Training Topics
📌 Required Records (per BRC)
✅ Supplier risk assessment + approved list
✅ Signed agreements
✅ GFSI / Halal / Kosher certificates
✅ Product specs
✅ Audit and review reports
✅ NC reports + CAPA
✅ Traceability and recall test records
Details
GFSI (BRC, FSSC, IFS), Halal, Kosher where required
Includes food safety, ethics, sustainability clauses
Provided and approved
Shared by supplier
≤10°C, rejection >12°C
<15%
COA, traceability info per batch

Details
Temperature, documentation, product condition
Use NC form to document
Minor: instruct supplier Major: request CAPA Critical: suspend + investigate

Details
Quarterly supplier rating
Frequency, type, recurrence
Verify actions closed and effective

Action
Formal improvement plan + re-training
Suspension or removal if no improvement
Bonus orders / priority listing

Details
E.g., stricter temp control in hot season
Reduce damage % or delays
Updated based on findings
 ‫)‪🌟 5-Week Supplier NC Management Plan (BRC PDCA Framework‬‬

‫‪✅ Week 1: PLAN‬‬

‫هدف‬
‫تحديد المتطلبات‬

‫توثيق المتطلبات‬

‫إعداد أدوات المراقبة‬

‫‪✅ Week 2: DO‬‬

‫هدف‬
‫تنفيذ الرقابة‬
‫تسجيل المخالفات‬
‫إجراء فوري‬

‫‪✅ Week 3: CHECK‬‬

‫هدف‬
‫مراجعة األداء‬
‫تحليل المخالفات‬
‫‪ CAPA‬متابعة‬

‫‪✅ Week 4: ACT‬‬

‫هدف‬
‫تحسين الموردين‬
‫التعامل مع الموردين المتعثرين‬
‫مكافأة الموردين الجيدين‬

‫‪✅ Week 5: RE-PLAN‬‬

‫هدف‬
‫ضبط المعايير‬
‫وضع أهداف جديدة‬
‫تحديث التدريب‬
 ‫مخرجات الخطة 📌‬
‫قائمة محدثة للموردين المعتمدين 🔹‬
‫🔹 تقارير ‪ NC + CAPA‬لكل مخالفة‬
‫🔹 سجل زيارات الموردين ‪ /‬تدقيق الموردين‬
‫خطة تدريب الموردين 🔹‬
‫)‪eek Supplier NC Management Plan (BRC PDCA Framework‬‬

‫‪✅ Week 1: PLAN‬‬

‫نشاط‬ ‫مسئولية‬
‫مراجعة وتحديث قائمة الموردين ‪ +‬تقييم المخاطر‬ ‫‪QA + Procurement‬‬
‫المواصفات ‪ +‬خطط النظافة ‪ (BRC/FSSC/IFS) +‬الحصول على الشهادات‬ ‫‪QA‬‬
‫ومكافحة اآلفات ‪ +‬اتفاقيات موقعة‬
‫)‪ (NC form, CAPA template, scorecard‬إعداد النماذج‬ ‫‪QA‬‬

‫‪✅ Week 2: DO‬‬

‫نشاط‬ ‫مسئولية‬
‫استالم المواد ‪ +‬التحقق (حرارة‪ ،‬حالة المنتج‪ ،‬مستندات)‬ ‫‪QA + Warehouse‬‬
‫لتسجيل أي مخالفة ‪ NC‬استخدام نموذج‬ ‫‪QA‬‬
‫تعليق المورد ‪ +‬تحقيق ‪ CAPA / Critical:‬طلب ‪ / Major:‬توجيه المورد ‪Minor:‬‬ ‫‪QA + Management‬‬

‫‪✅ Week 3: CHECK‬‬

‫نشاط‬ ‫مسئولية‬
‫لكل مورد ‪ scorecard‬تحليل نتائج‬ ‫‪QA‬‬
‫أنواعها ‪ +‬تكرارها ‪ NCR +‬مراجعة اتجاهات‬ ‫‪QA‬‬
‫تحقق من إغالق اإلجراءات التصحيحية والوقائية‬ ‫‪QA‬‬

‫‪✅ Week 4: ACT‬‬

‫نشاط‬ ‫مسئولية‬
‫إعداد خطة تطوير الموردين <‪ 75‬نقطة ‪ +‬تنفيذ تدريب‬ ‫‪QA + Supplier‬‬
‫تعليق أو إزالة الموردين <‪ 60‬نقطة بعد عدم التحسن‬ ‫‪Management‬‬
‫أوامر إضافية ‪ /‬أولوية توريد‬ ‫‪Procurement‬‬

‫‪✅ Week 5: RE-PLAN‬‬

‫نشاط‬ ‫مسئولية‬
‫ًال‬
‫تعديل وزن التقييمات (مث الحرارة في الصيف)‬ ‫‪QA + Management‬‬
‫تحديد مستهدفات تقليل الضرر‪/‬التأخير‬ ‫‪QA‬‬
‫تصميم موضوعات تدريب بناًء على النتائج‬ ‫‪QA‬‬