WI/INSP/01(Food)/

00
Effective date:
Oct, 2012
Work Instruction-Food facility inspection INDIA
TUV NORD
G GROUP
G
Page 1 of 4

Purpose:
The intention of this work instruction is to provide a generic procedure for Food facility inspection.
Scope:
This work instruction is applicable to all food facility inspection activities undertaken by TUV India Private Limited.
Reference documents:
Codex standard CAC/RAP/2003 and IS 16020:2012.

1) Responsibilities:

1.1) Head - Food Safety

He/She is responsible for:

 the selection of the GMP inspectors/Inspectors and those entitled to grant approvals
ensuring that inspectors/inspectors are trained and assessed
 Monitoring of Compliance with the requirements of GMP requirement as per CODEX
Alimentarius CAC/RCP/2003.
 inspection decision

1.2) Branch offices

At specified branch offices of TUV India certain specified functions like marketing can be carried
out independently. The relevant rules are laid down in the individual TÜV offices.

1.3) Inspectors

The FSMS inspectors are responsible for conducting the inspection process properly in
accordance with the specifications of.
This includes:
 Inspection planning with the company to be inspectioned
 Examination and evaluation of the applied system in practice (in the inspection)
 Documentation of the results of the inspection and submitting them complete and on time to
the head office for decision on Inspection
 Conduct of a follow-up inspection as required

2) Procedure for performance of inspection

2.1) Preparation of quotation:

Applicant organization is asked to provide detailed information on concerning process lines,
HACCP studies and number of shifts and other general information, outsourced process,
seasonal products etc.
The application from client is reviewed by qualified FSMS Inspectors/Auditors at the regional
offices & inspection effort is calculated on basis of procedure A22VA02A3e for HACCP

This must take into consideration the minimum time required on site.

The Calculation is documented in (TUVI/Cal/03/2008).The quotation (QF 03) is prepared on the

basis of the calculation and is sent to the client along with other Terms and conditions.
Preparedby: Vaibhav Wagh Reviewedby: Asha Sridhar Approvedby: Asha Sridhar
Date : October, 2012 Date : October, 2012 Date : October, 2012
WI/INSP/01(Food)/
00
Effective date:
Oct, 2012
Work Instruction-Food facility inspection INDIA
TUV NORD
G GROUP
G
Page 2 of 4

2.2) Contract review:

The contract is reviewed by Head Food safety for:
 Scope shall not exclude part of the processes, sectors, products or services which have an
influence on the food safety of the end product.

The inspection team approval with the questionnaire and proposal is reviewed by equally trained
personnel at the H.O by Head Food safety.
3) Inspection Planning & Preparation

3.1) Inspectioning time, & team selection

The inspection time is computed using the table from the procedure A22VA02A3e.
The inspections are planned by ensuring the qualified lead inspectionor is leading the team, and
competent inspectionor / expert are part of the inspection team.
The surveillance inspections are normally carried out by the inspector/Auditors employed for the
previous inspection.
Note: If an inspection does not have the relevant product knowledge for the product and service
category, experts can be employed as necessary.

3.2) Appointment of inspectors for the inspection

The inspectors are selected from the pool. As required, a team of inspectors can be employed.
The inspector receives information of the client, and relevant assignment details, documents prior
to the inspection.

3.3) Inspection planning

The client is informed about the composition of the inspection team including experts, if any;
well in advance so that any objection to any member of the inspection team may be brought
to the notice of Certification Manager for appropriate action.

3.4) Pre-inspection
Pre-inspection (optional)

As an option a pre-inspection shall be conducted before the main site Inspection

 The inspection agrees with the company to be certified those areas which should be looked at in
greater depth in the pre-inspection.
 The results and subsequent procedure will be notified to the company to be inspectioned in a final
discussion.
 The company to be inspected will receive a report of the pre-inspection.
 The range of the pre-inspection will be decided in consultation with the company to be
inspected/certified and will not exceed the duration of the certification inspection. The cost of the
pre-inspection may not be deducted from the cost of the certification /inspection.
 The inspection findings shall be conveyed in the similar manner in the inspection report.

3.5) Performance of inspection

 scope

Preparedby: Vaibhav Wagh Reviewedby: Asha Sridhar Approvedby: Asha Sridhar

Date : October, 2012 Date : October, 2012 Date : October, 2012
WI/INSP/01(Food)/
00
Effective date:
Oct, 2012
Work Instruction-Food facility inspection INDIA
TUV NORD
G GROUP
G
Page 3 of 4

 Identification of regulatory and statutory requirements

 Appropriateness of food safety policy and system set to achieve.
 System design to include organisational structure, reviews, internal inspections, CAPA etc.
 Identification of food safety hazards and determination of their significance
state of knowledge / status
 Identification of PRPs,
 Relevant legislation in place as applicable for relevant sector.
 the improvement programs conform to the requirements of relevant codex standard of
CAC/RAP/2003 and IS 16020:2012.
 documentation and arrangements to communicate internally and with relevant suppliers,
customers and interested parties.

The inspection procedure is discussed in an introductory meeting. Following this individual employees are
interviewed and relevant documents, records, contracts, policies, etc are examined with the focus on food
safety inspection shall take place at the site(s) of the client. It shall also include

 Information and evidence about conformity to all requirements the applicable codex CAC –RCP
1996, 2003/ relevant standard and IS 16020:2012.

 The client’s legal compliance

 Operational control of the client’s process

 Internal inspections (layout, infrastructure facility, utility, etc)

 Maintenance of equipment

 Water supply

 Drainage

 Pre Requisite program like pest control, personal hygiene Storage etc.

 links between any applicable legal requirements, responsibilities, operations, procedures,

performance data and internal inspection findings and conclusion .
Ref document: Inspection checklist QP/FOOD/02

A final meeting is held to conclude the inspection. Positive and negative inspection findings are discussed
verbally and inspection conclusion is verbally reported to the client. The conclusion shall clearly specify
whether the organisation has been recommended or not, including the forward path. In case fresh
explanation differing from those observed earlier is presented to the inspectors during the closing
meeting, such explanation shall be recorded in inspection report.
Any non conformity shall be raise in prescribed format and has to be agreed with the client including time
frame and methodology for closure during the closing meeting.

4) Release note: a release note F/INSP(Food)/03 is given to conclude the inspection, where the
conclusion of Pass/Fail is conveyed.

5) Certificate: A certificate with 1 year validity is given if the client desires certification.

6) Conformance

Preparedby: Vaibhav Wagh Reviewedby: Asha Sridhar Approvedby: Asha Sridhar

Date : October, 2012 Date : October, 2012 Date : October, 2012
WI/INSP/01(Food)/
00
Effective date:
Oct, 2012
Work Instruction-Food facility inspection INDIA
TUV NORD
G GROUP
G
Page 4 of 4

Critical non- A single or continuous non-conformance in meeting the requirement for product safety
conformance in relation to consumer health or an non-conformity in relation to compliance with
statutory requirements.
Major non- A failure or partial failure in relation to the requirements of the IS 16020:2012.with
conformance possible effect on product safety.
Minor non- A failure or partial failure in relation to the requirements of the IS 16020:2012.without
conformance possible effect on product safety.

7) Termination of inspection

If non conformities become evident in any stage of inspection which is so serious that the inspectors
cannot recommend the issuance of a TÜV India certificate, the inspection can be terminated, the
organization inspected is notified of the termination of the certification inspection and is given the
recommendation that it be turned into a pre inspection. If the company decides in favour of a pre–
inspection.
The complete inspection is carried out again once the client has taken necessary actions to eliminate
such non –conformities

8) Handling of Non-Conformance

Initial inspection / surveillance inspection / repeat inspection

Client shall analyze the cause & describe the specific correction and corrective actions taken, or planned
to be taken, to eliminate detected non-conformities, within a defined time. The client shall be informed for
the further course of action based on the nature of non-conformities and the action plan submitted. The
inspection team shall review the corrections and corrective actions by having appropriate evidence
presented or by a follow-up inspection within a maximum period of 3 months.

9) Follow-up inspection

In a follow-up inspection the corrective measures for Non-Conformances are examined and evaluated.

Preparedby: Vaibhav Wagh Reviewedby: Asha Sridhar Approvedby: Asha Sridhar

Date : October, 2012 Date : October, 2012 Date : October, 2012