XXX (PVT) LTD.

FOOD SAFETY MANUAL Doc Ref: Annex IV Page:1 of 5

Issue No: 01 Date:18.05.2020 Revision .No: 01 Date : 14.09.2020

Interested Responsibility
Risk and opportunities Action plan Time frame Effectiveness of the action
parties
 Conduct the supplier evaluation/audits Quality
Materials are not in required Supervisor/Qua
Initially suppliers are informed about  Continually check the quality and
standards such as high lity Officer.
RM/PM requirements. (Prices, quality When receiving product security when receiving
moisture level, fungal growth,
requirements, time scales, minimum materials & service materials.
farmer level adulteration, etc.
quantities, etc)  Evaluate MSDS, Food grade
(Risk)
certificates.
 Production forecast. CEO
Seasonal raw materials. Stocks are collected for off season  Stocks maintain records. (GC/ST/R) Operational
(Risk) and stored. Each season. Manager

Suppliers Availability of raw material  Orders confirm. CEO

Negotiate with the customer and
affects to the order delivery.  Supplier evaluation/audit.(PRP/02/F02) Operational
suppliers.
 Stocks maintain records. (GC/ST/R) Manager
Maintain high number of material When necessary
High cost raw material. Quality Officer
suppliers.
(Risk)
Maintain product buffer stock.
 Review the stock balance monthly. Purchasing
Suppliers aren't providing officer.
Buffer stock is maintained. Monthly  Review the MSDS, Food grade
material & documents as Monthly
stock balance maintained. certificates annually.
requested time frame (Risk)
Reputed suppliers and Maintain the agreements in a win win Purchasing
Review the agreements and production
mutual understanding. situation. Annually officer/Operatio
forecasting.
(Opportunity) Provide continuous orders. nal Manager

Prepared by Food Safety Team Leader

Approved by General Manager
 XXX (PVT) LTD.
FOOD SAFETY MANUAL Doc Ref: Annex IV Page:2 of 5
Issue No: 01 Date:18.05.2020 Revision .No: 01 Date : 14.09.2020

Changes of the quality CEO/GM

Discuss with customers and R&D for MRM (FS/5.8/F02)
requirement in the market When necessary
new requirements. Customer requests.
place (Risk)
Proper inspection of containers Quality officer.
After dispatch complaints before dispatch. Customer feedbacks (FSM/02/F01)
Each dispatch.
such as container rain. (Risk) Adding more desiccants to the
container.
Get customer feedback report. CEO/GM
Proper communication with the
Market When necessary MRM
High demand for Ceylon customers and market survey.
cinnamon and value added
Maintain registered suppliers for
products (Opportunity)
Ceylon spice. Feb, 2020 Discuss at the management review meeting

Maintain the good customer CEO

relationship.
Deliver the shipments within agreed
Reputed and loyal client Annually or when MRM and customer feedback review.
time frame and prices.
base. (Opportunity) necessary. Customer complaint register (FSM/02/F02)
Take correction and corrective
actions immediately for customer
complaints.
Marketing office is located in Frequent customer visits and B2B CEO
USA and the CEO is residing meeting. Constant customer orders.
Annually or when
in the USA for a long time. Attending on exhibitions. Customer feedbacks.
necessary.
(Opportunity) Maintain QA staff for customer Sales growth.
requirements.
Any time when Feedback from neighbors (FSM/03/F01) GM
Community Complain from neighbors CSR Projects needed
(Risk) Donation to the religious function

Prepared by Food Safety Team Leader

Approved by General Manager
 XXX (PVT) LTD.
FOOD SAFETY MANUAL Doc Ref: Annex IV Page:3 of 5
Issue No: 01 Date:18.05.2020 Revision .No: 01 Date : 14.09.2020

Maintain the hygiene process and GM/Quality

premises as per the international Officer
Receive food safety standards.
Annually or when
complaints from the Obtaining & maintaining PHI’s Discuss at the management review meeting
necessary.
MOH/PHI/Consumer recommendation.
authority (Risk) Maintain COVID19 precautions at the
premises.
Regulatory Fluctuation of dollar rate. GM/CEO
Body Political instability which
Annually or when Profit and Lost
affect to the economy. (Risk) Maintain low cost for the production.
necessary. Discuss at the MRM

GM/Quality
Government approval Business registration as food
Annually Discuss at the management review meeting Officer
(Opportunity) processor.
Office Manager
Employee HR Executive
Continuous interview for workers.
Planning to give competitive salary
and other benefits. Evaluate employee’s requests and feedbacks.
Labor turnover is high. (Risk) Annually
Employee welfare. (FSM/04/F01)
Senior management personally
looking after workers and officers.

Prepared by Food Safety Team Leader

Approved by General Manager
 XXX (PVT) LTD.
FOOD SAFETY MANUAL Doc Ref: Annex IV Page:4 of 5
Issue No: 01 Date:18.05.2020 Revision .No: 01 Date : 14.09.2020

Office Manager
Recruited qualified workers from the HR Executive
other areas of country.
Shortage of traditional and
Onsite training for new workers under Annually or when
conventional graders. (Risk) Evaluate employee’s requests and feedbacks.
supervision of graders. necessary.
Provide competitive salary, benefits
and accommodations.
Employee
Give competent salary for workers Operational
and accommodation when Manager
Technically qualified necessary. Annually and when Evaluate employee’s requests and feedbacks. HR Executive
workers. (Opportunity) Maintain good relationship and avoid necessary. Practical sessions for training evaluations.
the pressure on production.
Maintain the simple production plan.
Defects on food safety due to Investing on factory environment, When necessary.
lack of infrastructure and product quality (machineries, testing, Third party and internal audit results.
supporting service. (Risk) etc) and FSMS.
Understand of customer’s When necessary.
Maintain communication channel Customer requirements. CEO
Owner food safety and quality
between the customer and factory. Market survey. GM
requirements. (Opportunity)
Quality Officer
Other sister business helping Each shipment.
All shipments are exported through Profit and Lost
in many ways (Fright
the own subsidiary business. MRM
forwarding) – Opportunity
Competitors Competition for raw material Maintain trusted supplier base. Any time when Supplier feedbacks and requests. GM
price and for customers Give the competence price for the needed. Operational
(Risk) raw material. Get the customer feedback and evaluate that Manager
Negotiable price for customers. Any time when report.
Strictly conduct the quality test when check the quality
the production done. parameters of the Market trends and threats.

Prepared by Food Safety Team Leader

Approved by General Manager
 XXX (PVT) LTD.
FOOD SAFETY MANUAL Doc Ref: Annex IV Page:5 of 5
Issue No: 01 Date:18.05.2020 Revision .No: 01 Date : 14.09.2020

Achieve customer satisfaction. product.

Consumer Receive customer complaint Strictly conduct the quality test Any time when CEO
(Risk) (internally and externally) when the check the quality External test reports.
production done. parameters of the Review customer feedback and complaints.
Take correction & corrective actions product.
immediately.
Shipment is done without any delay Any time when do Get the customer feedback and review that
the shipment report

Prepared by Food Safety Team Leader

Approved by General Manager