BUSINESS PROCESS
Supplier Identification: The procurement process begins with identifying potential suppliers for essential resources, including raw materials, packaging materials, and various services. This involves categorizing suppliers into specific groups such as raw materials, primary and secondary packaging, pest control, transportation, calibration, and product testing. This systematic categorization lays the groundwork for targeted evaluations of supplier capabilities.
Supplier Selection and Approval: Next, suppliers are evaluated based on several key criteria: their market reputation, relevant past experience, and adherence to stringent food safety standards such as ISO 22000, BRC, and FSSC 22000. The evaluation process may include audits or questionnaires tailored to the specific type of supplier. Only those suppliers that demonstrate satisfactory compliance are approved; raw material suppliers are assessed through a questionnaire and reputation checks, while packing material suppliers undergo thorough audits and questionnaires. Additionally, service providers must present relevant certifications like NABL or ISO 17025 before approval.
Supplier Registration: After the approval process, the successful suppliers are added to the "Approved Supplier List." This step also includes verifying that suppliers maintain ongoing compliance with relevant standards, ensuring a consistent quality of materials and services.
Purchase and Delivery: Once suppliers are registered, procurement teams issue purchase orders to the approved suppliers. A crucial aspect during this phase is verifying the quality and compliance of received deliveries. This includes conducting physical, chemical, and organoleptic testing on raw materials and ensuring packaging materials meet food-grade standards.
Incoming Goods Inspection: Upon receipt of materials, inspections are conducted to ensure quality. This includes organoleptic evaluations, checks on the condition of delivery vehicles, and testing for contaminants such as pesticides and heavy metals to ensure they align with micro-control programs, thereby safeguarding product integrity.
Supplier Monitoring: Annual evaluations of suppliers are essential to maintaining high standards in the procurement process. Suppliers are assessed on their quality performance (including product compliance and absence of infestation), timely deliveries, and adherence to food safety regulations. Additionally, packing material suppliers are audited randomly at least once a year to ensure compliance.
Exception Handling: In the event of a supplier failure, a contingency plan is activated. This includes identifying alternative suppliers that meet the necessary certifications and ensuring that there are at least two approved suppliers for critical materials to prevent disruptions. For emergencies, the use of government-approved or certified service providers is also implemented.
Performance Evaluation: Suppliers undergo an annual performance evaluation based on key performance indicators, including food safety (weighted at 50%), quality (40%), and delivery punctuality (10%). Based on their performance, suppliers are designated into categories such as A Grade (approved for continued service), B Grade (approved but subject to monitoring for the next three lots), and C Grade (discontinued due to non-compliance).
Continuous Improvement: The procurement process emphasizes continuous improvement by maintaining detailed records of supplier performance and reasons for disqualification. This information is used to regularly update the "Approved Supplier List" and ensure suppliers are aligned with the standards set forth by the organization.
Records Maintenance: Finally, proper documentation is essential for an effective procurement process. Specific formats are utilized for maintaining records, including supplier registration and audit forms, purchase orders, and supplier performance evaluations, ensuring a systematic and transparent procurement operation.

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