Kraft Foods Supplier Quality and Food Safety

Forum

Forum Dates
North America – August 2009
EU/CEEMA – November 2009

Presentation Updated March 2010

Topics
Material Monitoring Program
&
COA Requirements
 Agenda Topics

• Introduction

• Kraft Foods Materials Monitoring Program

• COA Requirements & Kraft Foods verification

• Q&A

2
 Supplier Quality Management

A comprehensive approach to managing supplier quality

Policy/Contract Requirements
• Quality Policy
• WW Supplier Quality
Expectations
• Supplier HACCP Manual
• Material Specifications
Continuous
Improvement Selection/Approval
• Supplier QI Program • Risk Assessments
• Supplier Quality • Supplier Pre-Assessment
Partnerships
• Quality Audit Approval
• Supplier Development
• Industry Benchmarking

Monitoring
• WW Quality Audit Program
• Materials Monitoring Program
• COA Verification
• Supplier Performance Monitoring
• Certificate of Conformance (COC)
3
 Supplier Forum Program 2009

• Kraft Foods Supplier Quality and Food Safety Overview & Review
of Kraft Foods Supplier Audit Program
June 09(NA), July 09 (EU/CEEMA)
• Material Monitoring Program & COA Requirements
Aug-09 (NA), Nov 09 (EU/CEEMA)

Future Topics
• Supplier Quality Expectations
• Kraft Foods Specifications
• Allergen management
• Food Defense
• Corporate Social responsibility

4
 Materials Monitoring Program

• Background:
– Multiple incidents of chemical contamination of materials in
the food supply for many manufacturers.
– Opportunity for heightened focus on prevention and early
detection of potential hazards

• Objective:
– Establish a risk based approach to check for potential
contaminants across the ingredient supply chain:
• Enhance the Quality and Safety of Kraft Foods brands.
• Monitor materials for conformance to Kraft Foods specifications
and regulatory requirements

5
Materials Monitoring Program Matrix

• Examples of raw material categories and test parameters (this list is not
exhaustive) :
– cereal: mycotoxins, heavy metals, pesticides, melamine, etc.
– coffee beans and roasted: mycotoxins, heavy metals, pesticides, etc.
– dairy: mycotoxins, heavy metals, pesticides, melamine, vet. residues, dioxins, etc.
– cocoa: mycotoxins, heavy metals, pesticides, etc.
– fruit: mycotoxins, heavy metals, pesticides, etc.
– fat & oil: heavy metals, PAH, pesticides, dioxin, PCB, etc.
– vegetables: mycotoxins, heavy metals, pesticides, etc.
– seeds: heavy metals, pesticides, etc.
– egg: heavy metals, pesticides, melamine, vet residues, dioxin, PCB, etc.
– meat & smoked meat products: heavy metals, melamine, vet. residues, etc.
– spices & herbs: mycotoxins, heavy metals, pesticides, etc.
– fish & smoked fish products: heavy metals, melamine, vet. residues, etc.
– tea: heavy metals, pesticides, etc.
– sugar: heavy metals, pesticides, etc.
– flavor: heavy metals, pesticides, etc.

● Subject to change without notice. Additional or more frequent testing

testing may be required based on particular
circumstances.

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● Materials must meet all Kraft Foods specifications and applicable
applicable regulatory requirements.
 Material Monitoring Program Overview

• The Kraft Foods Material Monitoring Program requires that you, our supplier:
– Submit pre-shipment samples of Kraft Foods specified materials to the selected 3rd
party laboratory for analytical chemical testing.
– Ensure that the specific lot of material submitted for testing is not shipped to Kraft
Foods locations or, if aware, to contracted manufacturing facilities producing Kraft
Foods branded product until the results of the testing confirm that samples meet Kraft
Foods’ specifications and complies with all applicable regulatory requirements.

• Testing is in addition to tests that are required today.

• Courier service and analysis costs for 2009/2010 will be paid for by Kraft Foods.
– Approved labs will bill Kraft Foods directly

• Kraft Foods will also be sampling and testing materials that we receive for
potential chemical contaminants.

7
 Supplier Communication

• Material Monitoring Program introduced to suppliers

in February 2008
– Letter sent to suppliers
– Kraft Foods Supplier Quality Expectations updated to include
the program

• Kraft Foods Supplier Quality and Food Safety Forums

used to provide an overview of the program

• Suppliers have, or will receive a communication

letter from Kraft Foods providing specific program
details.
– Suppliers selected to provide a pre-shipment sample for
testing will receive a Material Selection and Sampling
Protocol as an attachment to the letter.
8
 Supplier Communication (continued)

Summary of communication by Kraft Foods to Suppliers

Suppliers of Suppliers of
Suppliers of
materials which are materials which are
materials not
submitted from Kraft submitted directly
impacted
Foods plants from suppliers

Communication
√ √ x
letter

Material
Selection and x √* x
Sample protocol

*-No sampling is required if you do not receive this attachment

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 Supplier Communication - Material Selection
for Pre-Shipment Sampling

• Example of the material selection.

10
 Sample Submittal Form

• The Sample Submittal Form

example

• Form Includes:
– Supplier Manufacturing Plant,
Technical and Commercial
Contact Information
– Material Shipping Requirements
– Sample Information
– Contact Information to Receive
Analytical Results
– Sampling Instructions
– Shipping Instructions & Contact
Information

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 Sample
Sample Submittal
Submittal Form
Form -- Introduction
Introduction

1.

 Kraft Foods has selected Eurofins

(http://www.eurofins.com/en.aspx) as the approved 3rd party
laboratory to perform the material testing.
1. Instructions:
 The green/shaded areas in the form must be completed in
its entirety and enclosed with the raw material sample.
 Samples should be representative of the material supplied
to Kraft Foods.
 Analytical results will be released to both Kraft Foods and
the raw material supplier simultaneously.

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 Supplier
Supplier Contact
Contact Information
Information
Sample
Sample Submittal
Submittal Form
Form

2.

3.

2. Sample Submittal:
 Identify the date the material was submitted for shipping.
 Detail any unique storage or handling requirements (e.g.
temperature).

3. Contact Information: Include both Manufacturing Plant,

Technical and Commercial Contact Information.
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 Supplier
Supplier Material
Material Shipping
Shipping Requirements
Requirements
Sample
Sample Submittal
Submittal Form
Form

4. 5.

• 5. Supplier Confirms: The lot of material submitted for

testing has not been shipped to Kraft Foods locations or
to contracted manufacturing facilities producing Kraft
Foods branded products AND the material submitted for
testing will not be shipped to Kraft Foods locations or to
contracted manufacturing facilities producing Kraft
Foods branded product until results of testing confirm
materials meet requirements.

• 6. If you cannot meet Material Holding Requirements, select an

alternate lot of material to be tested that can meet the
requirements or contact your respective Buyer or Regional MMP
Lead to determine next steps.
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 Sample
Sample Information
Information
Sample
Sample Submittal
Submittal Form
Form

6.

6. Sample Information
 Supplier Material Code
 Material Lot Number
• Date Produced
• Expiration Date
• Country and State or Province of Kraft Foods Receiving Locations
• Information in the White Row will be populated; supplier must
complete the information in the Green Row
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Test
Test Result
Result Communication,
Communication, Turnaround
Turnaround Time,
Time, and
and Cost
Cost
Sample
Sample Submittal
Submittal Form
Form

8.
7.

9.

7. Identify any additional persons that you would like to receive the
test results via email notification.

8. Invoice Information – The shipping and testing costs will be paid

for by Kraft Foods under current program design. Lab will bill Kraft
Foods directly.

9. Turnaround Time – Shipment and testing turnaround time

expected within 7 – 10 business days.

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 Sample
Sample Submittal
Submittal Form
Form &
& Sampling
Sampling Instructions
Instructions
Sample
Sample Submittal
Submittal Form
Form

10.

10. Sample Submittal Form & Sampling Instructions:

 Use one “Sample Submittal Form” for each raw material sample
submitted to the Lab.
 The amount of material to be collected will be identified on the
sample submittal form.
 Package the materials in containers that prevent leakage or
spillage while in transit.
 Complete all applicable areas of the form (green / shaded
areas).
 Include a copy of the form inside the test material shipping
package.
 Email copy of the form to the designated Lab contact.
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 Sampling Instructions
Additional Sampling Guidelines

• The sample should be representative of the material used in production.

• Sample Size: The amount of material to be collected for testing will be
identified on the sample submittal form.
– Collect and retain an equivalent sized reference sample to store at the plant.
• Sampling Tool:
– Sampling tool must be cleaned & sanitized –or- in factory-sealed container
prior to collecting sample for testing.
• Avoid cross contamination.
– Solids: Use stainless steel or plastic scoop.
– Liquids: Use stainless steel ladle, “bomb” sample collector (bulk), or syringe.
• Sample Packaging:
– Select sample packaging material that will not break while in transit. (Do not
use glass.)
• Avoid cross contamination.
– Solids: Use laboratory grade ziplock or whirl-a-pack type plastic bags. The
bag must be thick enough to prevent tearing while in transit.
– Liquids: Use plastic or nalgene bottles. Do not use glass (or any breakable
container) or ziplock bags.
– Perishable, Refrigerated, or Frozen items: Submit samples packed with ice,
dry ice, or cold packs.

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 Shipping Instructions
Sample Submittal Form

11.

11. Shipping information and courier service notification will be

provided on the sample submittal form
• Courier service notification process varies for countries with and
without access to Fed Ex Online Service
• Some circumstances may require use of UPS
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 Test Results Communication

• Test results will be evaluated against Kraft Foods specified

Review Limits for each test parameter.

• Review Limits based on:

– Regulatory Limits
– Kraft Foods Specification
– Internationally Recognized Standards (i.e., Codex)

• Lab testing:
– A single test is performed on the material for each of the
identified parameters.
• If a result exceeds the review limit, the same sample will be retested
to confirm results.
– An analytical report detailing results is emailed to the Supplier
and Kraft Foods simultaneously.
– Report will indicate if results do or do not meet review limits

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Test
Test Results
Results Review
Review and
and Next
Next Steps
Steps

• Supplier must review the report to determine if test results

meets Kraft Foods review limits

• If the test results meet all review limits, the specific lot tested
may be shipped to Kraft Foods

• If the test results do not meet all review limits, the specific lot
tested may not be shipped to Kraft Foods until the supplier
receives further communication from Kraft Foods on next steps

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 Supplier Next Steps

• Kraft Foods to send out communication letters to all

impacted suppliers - ongoing
• When you receive the communication letter, check for
the Material Selection and Sampling Protocol
attachment to determine if you need to submit a pre-
shipment sample.
• If selected for pre-shipment sample
– Complete sample collection and shipment
– Respond as soon as possible if the timing or shipment
requirements cannot be met.
– Partner with Kraft Foods for issue resolution when
appropriate.

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 Certificate of Analysis (COA)

Certificate of Analysis (COA):

• A document provided by the Supplier
which indicates results of specific
tests*/analysis performed on a
defined lot of the Supplier’s product
• The supplier is responsible for the
tests, done either by the Supplier or
an external testing firm, and must be
based on Kraft Foods specified
protocols/methods

* - critical tests according to the Kraft Foods Raw Material Specification

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 COA Requirements

• Kraft Foods uses the material COA as a biological CCP

for select materials
– COA pathogen test results are verified at a defined frequency

• Opportunity to reinforce our COA requirements.

– Specific analysis required on a COA is noted in our Kraft Foods
Specifications
– Supporting information required on COAs are detailed in our
Supplier Quality Expectations dated Feb 2008.

• Failure to comply with COA requirements may result in

rejection and the material returned to the supplier at
supplier’s cost.

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 Kraft Foods COA Requirements

Information That Must Be On the COA:

• Supplier name, address, phone number, and contact person

• Supplier Plant Manufacturing location

• Material name, lot identity, production date and Kraft Foods

identification number

• Supplier purchase order number, if available

• Specification number (or purchase agreement) and issue date

• Authorized Signature by the Supplier and date of signature

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 Kraft Foods COA Requirements

Information That Must Be On the COA (Continued):

• Statement that the results are actual lot analysis results or

composite results commonly used in commodity industries

• Test and Analysis results for each lot, including Kraft Foods
specification target and range.

• Parameter being tested, Test method, sample size and sampling

method being used
– Information must match Kraft Foods specifications

• Laboratory name and location performing the testing

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 Supplier Next Steps

1. Suppliers ensure that all Kraft Foods COA

requirements are met.

2. Notify the Kraft Foods receiving locations if a lot is

split between 2 or more Kraft Foods locations.

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