success through common sense 2015 v2

Success Through Common Sense Series

Food Safety & Sanitation

Success Through Common Sense Series ppt. 1


Developing World Class Food Safety Teams

Explaining Basic Sanitation Principles

Establishing Best in Class Programs

Executing Against Robust Metrics



Many factors contribute to a successful sanitation program, the most critical being…the PEOPLE!

Understanding the basics of food manufacturing sanitation practices and developing solid teamwork among the crews are the first steps in establishing a sustainable food safety program.




1- Dry Cleaning

2- Wet Cleaning/Dry Out After Wet Cleaning

3- Sequence Cleaning

4- Drain Cleaning

5- Team Cleaning



1- Identify the debris field, prepare proper

tools.

2- Begin by picking up larger pieces (remove gross

soils). 3- Sweep/brush up next largest pieces

(proper utensil usage) and dispose

of.

4- Vacuum up remaining fine particles (small dust and shards). 5- Damp Mop (or use alcohol

wipes) to finish cleaning/sanitizing surfaces.

6- Perform Flashlight

Inspection to assure all debris and

particles have been removed and surfaces

are clean.

7- Allow surfaces to dry out prior to

reuse.

Example- Picking Up Glass

1- DRY CLEANING



1- Identify the debris field, prepare proper

tools.

2- Begin by picking up larger pieces (remove gross

soils).

3- Sweep/brush up next largest pieces

(proper utensil usage) and dispose

of.

4- Vacuum up remaining fine particles (small dust and shards).

5- Damp Mop (or use alcohol wipes) to finish

cleaning/sanitizing surfaces. 6- Perform Flashlight

Inspection to assure all debris and

particles have been removed and surfaces

are clean.

7- Allow surfaces to dry out prior to

reuse.

Example- Dry Powder Areas

1- DRY CLEANING



1- Remove Gross

soils- Dry Pick

Up/Scraping first,

then Wet Pre-Rinse.

2- Use cleaning solution to attack

organic soils- soak, foam, or spray.

3- Use mechanical action to clean surfaces- brush or pad scrub, COP or CIP agitation. 4- Rinse off

soap and debris- post rinse after

scrubbing step, then sanitizer.

5- Allow surfaces to

dry- especially

powder/dry areas .

Example- Washing Dishes

2- WET CLEANING

2- DRY OUT AFTER WET CLEANING



1- Remove Gross

soils- Dry Pick

Up/Scraping first,

then Wet Pre-Rinse.

2- Use cleaning solution to attack

organic soils- soak, foam, or spray.

3- Use mechanical action to clean

surfaces- brush or pad scrub, COP or CIP

agitation.4- Rinse off soap and

debris- post rinse after

scrubbing step, then sanitizer.

5- Allow surfaces to

dry- especially

powder/dry areas .

Example- Conveyor Cleaning

2- WET CLEANING

2- DRY OUT AFTER WET CLEANING



3- SEQUENCE CLEANING

3- Niches Cleaning

1- Top Down Process Cleaning

2- Most Sanitary Points Cleaning

5- Least Sanitary Points Cleaning

4- Floor Level Cleaning

6- Dry Out After Cleaning

Example: Personal Cleaning



3- Niches Cleaning (Bearings)

1- Top Down Process Cleaning

2- Most Sanitary Points Cleaning(Product Contact)

5- Least Sanitary Points Cleaning (Drains)

4- Floor Level Cleaning

6- Dry Out After Cleaning

Example: Equipment Cleaning

3- SEQUENCE CLEANING



Hole for drain handle

Bucket of Solution

Drain Brush

Shield Shroud goes over handle and covers drain opening during brushing step

Install Lock ring on drain brush handle to mark point for stroke distance.

Drain Cover

Drain Strainer

Bristles into drain pipe throat only about 5- 5 ½ inches, and not into wet line fill of drain; only go distance of bristle height

Floor Drain

4- DRAIN CLEANING



5- TEAM CLEANING

3- Scrubbing Surfaces by Operator #A

1- Pre-Rinse Parts/Equipment by Operator #A

2- Foam Application by Operator #B

4- Post-Rinsing Parts/Equipment by Operator #B

Example: Foam Cleaning



We clean IN SEQUENCE! You follow the process flow for the cleaning flow!

You clean from TOP DOWN! NEVER clean conveyors or equipment BELOW a mezzanine BEFORE you have cleaned the conveyors or equipment ABOVE the mezzanine! If done in wrong sequence, it Creates Cross-Contamination! (And creates more work since you now have to RE-CLEAN the lower areas!)

You have to manually SCRUB after you apply foam! Foam is not magic. Remember the 4 Factors to effectively clean! (TIME-TEMPERATURE-CONCENTRATION-MECHANICAL ACTION)

It is much easier to work as a TEAM cleaning! Rotate the tasks so everyone has a chance to do every task by week’s end!




Considerations as Developing Program

Sanitation / Environmental

Practices• Environmental

Pathogen Risks• Traffic Patterns• Sanitation Needs• Maintenance

Factor

Facility / Equipment

Design

• Facility Layout• Floors Conditions• Design for

Sanitation Effectiveness

PersonnelTraining

• GMPs Compliance• Maintenance

Behaviors• Sanitation Skills• Developing

Culture of Food Safety



Zone 4

Locker rooms, halls, cafeteria

Zone 3

Walls, floors, drains, fork lifts, hand trucks, phones

Zone 2

Exterior of equipment, chill units, framework, equipment housing

Zone 1

Product Contact Surfaces: e.g. slicers, conveyors, vats, shredders, utensils, racks, work tables, employee hands

Sanitary Zones In Plan



HOUSEKEEPING & DAILY CLEANING

Designated Areas (in mfg zones)

Non-Mfg Zones/Areas

Pedestrian Paths/Routes

Process/Packing Daily Cleaning

Contractor Area Daily Cleaning

CHANGEOVER & INTERVENTION CLEANING

Food/Product Processing Changeovers

Packing Product/Size or Customer Changeovers

Reuse Systems Cleaning

Maintenance Intervention Cleaning

Project Work & Idle Equipment Cleaning

MASTER FACILITY & EQUIPMENT CLEANING

Mfg./Non-Mfg. Room Cleaning

Drain Cleaning

Portable Equipment & Storage Cleaning

Electrical Cleaning

HVAC/Air Handling Cleaning

Sanitation Core Pillar Sanitation Core Pillar Sanitation Core Pillar

MSS TRACKING (Facility Sustainment Program Component)



Key Tactical Approaches to Execute for Effectiveness:

• Sanitation Tactics:1. Tracking of Cleaning

Process2. Utilize Best Practice

Sanitation Methods (BPSMs) for most effectiveness- Wet & Dry Clean

3. Create Plant SMEs (Subject Matter Experts)

• Utensils Tactics:1. Dedicated usage &

storage2. Cleaning & controls plans3. Improved quality &

tracking



Below

Around

Betw

een

Behind Above

What we can see and easily reach

What we miss

What we miss

Cleaning Viewpoint- Line of Sight

You can not clean what you can not see!



GMP’SFOOD SAFETY

Exclusionand

Accessibility

Incoming Materialsand

Storage Practices

Cleaningand

Sanitation

Pest Management

Equipmentand

Maintenance

ALL ARE CRITICAL!

The Building Blocks



Know the Four Major Vehicles of Contamination

1. Air

2. Water

3. Surfaces 4. People

Program Goals: To prevent growth of microbial spores that can include both mold and bacteria.To prevent insect development.To protect the quality of our products from process related issues that result from not running a clean system.



5S Tool Organization

∙ Stored and Sorted by function and color.

∙ Stored to match labeled position dedicated for specific utensil.

∙ Stored clean and ready for re-use.∙ Stored in good condition and

maintained as such.



Facility Monitoring & Response- Utilize Risk Management; Change Practices to Improve Effectiveness and Increase Success. Measure Using Environmental Mapping Program. Response to findings must be immediate and intensive, searching out root cause of microbial harborage and eliminate.

Cleaning Utensils- Standard Set of Tools Should be Established; Measure Using Audit Results, Self Monitoring Checklists. Response to Non-compliance findings must be immediate.

Facility & Equipment Cleaning- Use Hard Data to Set Up Proper Frequencies; Change Practices to Improve Effectiveness and Increase Success. Measure Using Audit Results, Self Monitoring Checklists, and Microbial Activity. Response to Non-compliance findings must be immediate.

Risk Management Strategy



SANITATION Evaluation ExampleEVALUATE CREATE EXECUTE DOCUMENT

FLOORS CLEANED? HAND RAILS CLEANED? PRODUCTION EQUIPMENT CLEANED?

HVAC SYSTEMS CLEANED?

OVERHEADS CLEANED ?

How & Where DO you document the cleaning that was performed?

How DO you show the established cleaning procedure was followed?

How DO you know personnel performing the cleaning was trained/qualified?

How DO you track the effectiveness of the cleaning?

FLOORS

HAND RAILS

OVERHEAD STRUCTURES

PRODUCTION EQUIPMENT

HVAC DUCTING AND GRILLES



Equipment & Facility Design

• How accessible is the equipment for cleaning?• Can the design be changed to improve the

clean-ability of it?• What tools or methods should be used?• Does it mitigate pest or micro harborage?• Is it on a PM Program?



Preventive & Responsive Maintenance

• Cleaning Access-ability vs. Safety Concerns

• PM of equipment to prevent failures that can cause oil/grease leaks, metal fatigue/broken pieces, and/or other foreign matter getting into the food stream.

• Responding to failures and repairing problems, as well as cleaning tools and parts used.

• Redesign of equipment to improve functionality and/or access-ability for maintaining it in a food sanitary state.

• Cleaning your tools.



PPE = Personal Protective Equipment

PPE = is there to protect YOU!

Examples = Safety Eyewear, Earplugs, Protective Toed Shoes, LOTO, Forklift Training, Confined Space Entry Requirements, etc…

GMP = Good Manufacturing Practices

GMP = is there to protect the PRODUCT!

Examples = Hairnets, Shoe Covers, Clean Hands, Designated Hygiene Zones, Equipment Cleaning, Pest Prevention, etc…

PPE vs. GMP



Conduct a Cleaning Needs AnalysisHACCP/HARPC based risk assessment

Hazards (allergens, pathogens, FM, pests)Quality change-over (flavor, color)Knowledge of products / process

Is it dry or wet process?

Apply Cleaning Method / FrequencyChoose appropriate cleaning method (dry, wet)

Frequency of cleaning

Sanitation Success




Approach:Look at BIG 3: People, Place, & Process.People- skills set, training, and behavior.Place- Cleaning tools, CIP/COP/DIP/DOP equipment condition/capabilities. (Clean/Dry – In/Out of - Place)Process- How clean, what clean, and how tracked.Also- How do you make it cost-effective?

The Goal: Robust Sanitation Program




Perform full review of current personnel and create spreadsheet with current qualifications for both operating and cleaning the different production equipment. Evaluate the cleaning ritual and process. Perform time motion studies to evaluate true labor hours needed to perform various key cleaning tasks.Determined gaps from this evaluation to help plan next steps.

PEOPLE

“Influence Attitudes, Manage Behaviors”


Metrics for World’s Best Sanitation Program:Must Provide Employees With All 3:

1- TIME – the proper amount of TIME to perform the requested or expected TASK;

2- TOOLS – the proper TOOLS in order to perform the requested or expected TASK;

3- TRAINING – the proper TRAINING in order to perform the requested or expected TASK.

Then Hold Responsible & Accountable for Actions

PEOPLE


TELL ME

SHOW ME

WATCH ME

FOLLOW UP

TRAINING



Establish a coded utensils program (5S Style) with focus on Utensil Management/Maintenance Practices. Work with maintenance department to repair or correct/install any extra cleaning equipment where cleaning occurs.Work with chemical suppliers’ CIP Engineer and internal maintenance resources to identify gaps in the cleaning equipment’s capabilities, including pumps, piping, sizing, tanks, chemical delivery process, and software and hardware controllers. Develop and prioritize list and begin tasking items for repairs or improvements. This includes creating a validation SOP and performing time studies on equipment and circuits.

PLACE



Determine costs for internal personnel to perform cleaning tasks (total cost including benefits), and compare to cost associated with straight contracted labor force needs. If utilizing internal employees, and operation runs 24/7, MUST push to have dual qualified labor force that can clean and operate equipment so you do not have double/wasted staffing for independent tasks. This saves the overtime costs. (Could be a cultural change).Perform detailed breakdown inspections of equipment and piping to determine daily, weekly, monthly, quarterly, and yearly cleaning frequencies needed to insure a successful MSP. From this process, create frequencies for equipment and rooms and add into SOPs. Add SOPs for any areas where there was no existing SOP to detail cleaning needs to move away from “tribal” knowledge and improve consistency of clean ups.

PROCESS



Revamp all SOPs and create a standard format for them, which includes a header section and picture of the equipment referenced in that SOP. Correlate the sign off documentation and checklists to correspond to these procedures so there is a consistent process flow from SOP, training and training sign offs, cleaning performed, and cleaning sign offs. If internal system, company manages this process. If contractors utilized, the contracted resource owns managing this process, but the company’s internal document controls must link back to this system as well for closing the loop on what your risk management process is.Now you have a base-line to perform a Cost Analysis.

PROCESS



Cost = what resources will it take to implement and maintain a robust sanitation program? Evaluate from straight employee program (Internal), straight contractor program (External), and a combination program (Synergy) approach.Internal = all equipment and infrastructure cleaning is performed solely by full time company personnel. Can be dedicated resources or flex resources that move from task to task, whether operational or sanitary.External = all equipment and infrastructure cleaning is performed solely by full time contracted personnel. Company personnel only operate equipment for production.Synergy = (most typical) = all equipment (product path) is cleaned by company personnel, and all infrastructure cleaning (overheads, walls, floors, break areas, warehouses, MCC Rooms, etc.) are cleaned by contracted personnel.

Cost Assessment


HIGH RISK & LOW IMPACT

HIGH RISK & HIGH IMPACT

LOW RISK & LOW IMPACT

LOW RISK & HIGH IMPACT

DEFINED:

RISK = CHANCE OF OCCURRENCE.

IMPACT = COST OF OCCURRENCE.

Prioritize by chance and cost to justify per risk mitigation. Then can choose to address the worst spots first, and work way down the list.

HIGHEST RISK + HIGHEST IMPACT IF OCCURS(IMPACT = cost of reactive correction, or product loss/cost, or liability impact or cost).

CHANCE (VS.) COST




Troubleshooting for Micro-contamination

People & Practices

Environment & Infrastructure

Process (Time & Temp)

Ingredients (Wet & Dry)

Sanitation (Dry & Wet)Utensils & Tools

Equipment

Finished Product



Any Process Changes or Failures?Any Ingredient Changes/Bad Lots?

Any Equipment Changes?Any Utensils or Tools Broken/Dirty?Any Infrastructure Failures/Issues?

Any Environmental Findings/Concerns?Any Personnel Changes/New Patterns?Any GMP Violations/Poor Practices? Any Micro Sampling Contamination?

Ask About:



Any Maintenance PMs Performed?Any Sanitation PM Teardowns Done?Any Equipment Failures/WO Repairs?

Any Contractor or Vendor Work Done?Any Supplier or Ingredient Changes?

Any Use of Product Rework In Process?Any Utilities Contamination?

(Comp. Air, HVAC, Water, Steam, etc.)Any CIP/COP Contamination or Failure?

Ask About:



• Once you have a full evaluation of PEOPLE-PLACE-PROCESS and have determined Sanitation Execution Approach, as well as insured the Facility Management and Hourly Employees are clear on the Expectations, you can close the loop by establishing some Metrics to evaluate the success or failure of the Strategy and be prepared to make adjustments as challenges arise.

• Metrics can include the following: - Scope of Work requirements with vendors. - Microbiological monitoring for cleanliness levels. - Verification of Systems and Training of People records. - Facility & Products Risk Assessment against Program. - Internal Audits of Programs & Processes. - Continuous Improvement & Validations

Evaluation Metrics

NEOS = No Excuses, Only Solutions!



Sanitation Programs: Executive SummaryEFFECTIVE FACILITY & EQUIPMENT CLEANING TACTICS & FREQUENCIES

ESTABLISHED SANITARY DESIGN STANDARDS

Environmental Monitoring & Mapping, IPM, FSP,

and Sanitation Auditing data trending

ESTABLISHED DRAIN CLEANING & DISINFECTANT TREATMENTS

Work with employees and vendors, revamp/revise MSS to make

More effective

Review time/cost for accessing cleaned Areas, determine if design changes

Save on cost overall (ex- laddersVs. catwalks)

PARTNERSHIPS WITH CHEMICAL VENDOR REPS & PEST CONTROL COMPANIES

IN DEPTH ANALYSIS OF FACILITY & MICROBIAL HARBORAGE AREAS (ENVIRONMENTAL MAPPING)

PARTNERING WITH ALL DEPARTMENTS FOR AN INTEGRATED APPROACH

EVALUATING RISKS, IMPLEMENTING

IMPROVEMENTS & MONITORING RESULTS


Metrics for World’s Best Sanitation Program:

1- EFFECTIVE – results driven a- microbial testing b- finished product testing c- regulatory compliance

2- EFFICIENT – maximum utilization of resources (people and equipment) a- turnaround times b- labor costs

3- EFFORTLESS – sustainable execution ingrained and a habit vs. forced process a- program audits b- compliance to programsExecuting Against Robust

Metrics


Customer Audits and Mitigation Decisions Matrix

As plants continue to improve their sanitation programs, in order to meet the ongoing stricter requirements being mandated by FDA, USDA, customers, consumers, and corporate entities, each facility must evaluate plant conditions, microbial data, inspection results, QA Audit results, and available capital in order to best decide how to move forward in resolving issues or improving conditions or processes.

Solutions may have to incorporate both short and long term corrections, to allow for adequate food safety while the budgeting and planning takes place for a more permanent fix.



Decision Matrix- How to Choose to mitigate customer requirements/concerns in processes/facilities:

1- Can meet those expectations through physical infrastructure changes, which may require cap-ex to cover cost;

2- Can meet those expectations through procedure and policy changes and train to those changes to enforce compliance;

3- Can meet those expectations through current existing programs and practices and push back to customers that the current mitigation steps are adequate.



The way to reach which avenue to pursue is by:

1- Evaluate the finding/audited concern from the customer and rank its' seriousness and priority to determine if should address it;2- Review current policy, practice, process, and infrastructure to determine if it mitigates that noted risk effectively enough or if changes are needed;3- Consider options, along with the cost vs. chance/risk of each option for developing, designing, implementing, and executing;4- Select the one (or multiple) options believed best mitigates the noted risk/concern while remaining as cost effective as possible;5- Communicate the necessary proposed changes, along with gaining approval for any components as required (i.e, from cap-ex, from corporate QA/QE, etc.);



The way to reach which avenue to pursue is by: (cont.):

6- Develop and execute those changes, along with metrics that can determine if truly is effectively mitigating the risk identified, and track it/trend it;7- Close the loop by saving the proof of concept documentation/metric tracking, OR revisit if not effective to determine next steps needed;8- Assure changes and new approaches are all captured in policy/practice, and if required, in the PM system;9- Provide the updated approaches/policies/processes/mitigation programs to the customer for review and agreement;10- Communicate up/down our own internal supply chain and sister plants so any key learning can be shared for cross-company implementation as needed.



Bottom line, all companies are guilty of "Value Engineering" out critical components in initial construction and planning phases on projects because they say "we will do it later as business increases" but then they never do until they face a catastrophe, and this is generally the same for MOST companies. This is why changing the understanding of Food Safety and Sanitation has to occur within a company’s culture in order to support the necessary expenses for sustaining a solid program.

For example, a plant might be designed superbly for producing cheese products, but then their dry side whey department starts marketing ingredients to an infant formula company and all of a sudden their facility is “inadequate” to meet those stricter standards, and these are the types of challenges companies face as they strive to grow their market share to remain competitive and profitable.



Again, this points back towards the established culture/expectation, and how food safety and sanitation is perceived by the company.

Is it a cost or a first step in overall production?

Is it factored into end product pricing accordingly?

This doesn’t mean a company shouldn’t constantly evaluate their programs for cost savings and efficiency improvements, it just means this review has to be a holistic one balanced against the importance of sustainability of a robust and proven food safety strategy and program.



Auditing Sanitation Systems at Plants

Review and Verify Plant has a Master Sanitation Schedule with further components/programs that cover all of the following items/components:- daily housekeeping items;- product shut down or change over clean ups, or foreign material/emergency shut down and cleaning;- down day/deep dive cleaning tasks, with minimum frequencies indicated;- SSOPs/WIs that denote processes and procedures (sometimes plants create, sometimes Hydrite/Ecolab provides);- sign off and tracking that cleaning has been successfully performed with any deviations noted (with supervisor sign offs for checking document completion);



Auditing Sanitation Systems at Plants

- annual verifications on CIP/COP system cleaning efficacy (done in tandem with chemical vendors and plant);- microbial/pathogen/indicator swabbing documentation and trending to validate sanitation efficacy; - training records that indicate employees trained to SSOPs/WIs that are performing said cleaning tasks and who are signing off on the MSS documentation; - Verification of legal records such as chart recorders for CIP/COP, or Vigilistics/Data Logger recording software database; - and then observe an equipment tear down for verification of cleanliness if/as needed.



So 2 Key Questions:

1- Does your solution mitigate the existing risk/problem?

2- Does your solution create new risk/problem?

Furthermore:

The key things that we must continue to focus on and task will be Quality, Efficiency, Safety, and Training (QEST).



QEST:

For Quality, our challenges include revamping the Sanitation SOPs, improving our testing procedures on products and materials, performing more equipment breakdown inspections, completing redesigns as needed for proper sanitation purposes, and a CIP project install.

For Efficiency, our challenges are better start-ups and shutdowns, faster changeovers, less waste, and line speeds that maximize equipment productivity.



QEST:

For Safety, our challenges are key system improvements, better auditing programs, more associate awareness, and improved follow through on concerns.

For Training, our challenges will be focused around developing and instituting Operational Checklists and Expectations, Training Qualification Grids, SSOPs, and then resource the associates with the tools, training, and time in order to perform their given tasks.



REMEMBER The 10 Basics

These are the core factors for all crews to work at:

1) Cover the Basics: conduct the training, record the documentation, and be clear on the expectations. 2) Start-ups: work at every room, every day.3) Quality Output: Cases don’t count if they are not sold.4) Safety: Nothing you do is worth getting hurt.5) Effectiveness: Not about time, but about effort.6) Communication: Be brief, be blunt, be gone.7) Development: Push people to help themselves.8) Challenge: Must ask WHY if were not successful.9) Attitude: Believe it can happen, find ways to get it done.10) Teamwork: Hold each other to a standard of excellence!



In Summary, Don’t Get Bitten By…

Utilizing Poor Sanitation Methods…

Not Verifying/Validating Food Safety Programs…

Failure to Comply With FSMA Expectations…

“Value Engineering” Out Necessary Equipment & Facility Sanitary Design Improvements…

Complacency and Arrogance of Attitude that “This Will Never Happen to Our Company”…



Closing the Loop:

Don’t Get Bitten!


Be The Predator, And NOT The Prey!



Remember…Be The Predator, And NOT The Prey!


This Presentation is One in a Planned Series of Presentations for Utilizing

Common Sense Approaches to Succeed. Created and Prepared by

Robert Long

Success Through Common Sense Series ppt. 1

success through common sense 2015 v2

Leadership & Management

dry cleaning

basic sanitation principles

sequence cleaning

team cleaning

use cleaning solution

example conveyor cleaning

cleaningsanitizing surfaces

wet pre rinse