HACCP Implementation Project Stages

ITVC Global focuses on consulting, training and practical guidance to help the organization develop and implement a HACCP-based food safety system.

The project has four stages. Some activities may overlap as the project progresses.

Stage 1. Preparation

1.1 Leadership commitment

Leadership should agree the system’s scope after reviewing current management arrangements. Consider food safety and quality in the business, development priorities and the long-term value of a structured system. Treat implementation as an opportunity to improve operational management.

1.2 Plan the project and appoint the HACCP team leader and steering group

Management plans implementation and provides financial, human and time resources. It appoints a HACCP team leader and an appropriate project group with clearly defined responsibilities.

HACCP team leader responsibilities

• Work closely with the consultant on training and system development.
• Represent the organization on matters concerning system establishment, maintenance and improvement.
• Coordinate departments, lead the project group and implement the system development plan.
• Report implementation progress to management for review and improvement.

The team leader needs appropriate competence, authority and access to management. A deputy director may fill the role in some organizations, but that job title is not mandatory. An assistant may be assigned if needed. Leadership of the food safety team and responsibilities for maintaining and improving the system continue after the initial project.

Project steering group responsibilities

• Assess current arrangements.
• Work with leadership to establish the food safety policy.
• Prepare a detailed project plan.
• Collect existing rules, procedures and documents.
• Draft management procedures with consultant guidance.
• Work with the consultant to align documentation with actual operations.
• Coordinate guidance on implementing procedures, rules and work instructions.
• Revise and review documentation.
• Coordinate system development, implementation and employee training with the consultant.
• Allocate resources and assign work to relevant departments.
• Monitor and review project progress.
• Implement the system’s procedures and instructions.
• Identify nonconformities and practical problems so the system can be corrected and improved.
• Report regularly to the HACCP team leader and management on implementation and maintenance.

The project group may include department heads, directors, production managers and team leaders. Members coordinate implementation across the organization. The temporary project structure can change after implementation, but ongoing food safety team responsibilities must remain clearly assigned.

1.3 Review the current situation

ITVC reviews existing food safety arrangements, premises and equipment to understand actual operations and identify gaps against the agreed HACCP framework. The findings support system design and a detailed action plan.

The review involves food safety system specialists and technical specialists familiar with the organization’s activities.

1.4 Provide HACCP awareness training

ITVC introduces food safety concepts, prerequisite arrangements such as GMP and SSOP, HACCP principles and applicable requirements. Training prepares relevant employees to contribute to system development and ongoing maintenance.

Stage 2. Develop documentation

2.1 Train the documentation team

ITVC trains the project and documentation teams in document structure and writing methods. Responsibilities are assigned in accordance with the detailed action plan.

2.2 Develop the documentation

ITVC guides preparation of appropriate manuals where useful, procedures, rules, work instructions and forms that fit the agreed requirements and the organization’s management model.

• Guide revision of existing documents and preparation of new food safety system documents.
• Compile the documentation for review, approval and issue.

Stage 3. Implementation

3.1 Approve, issue and implement the documentation

After compilation, review and revision, ITVC guides the organization through document approval and issue.

• Help departments apply the system consistently and effectively.
• Support department heads and key staff in monitoring implementation and checking that work follows the issued documentation.

3.2 Conduct internal HACCP audits

ITVC trains competent staff as internal auditors. Internal audits help management assess and improve the organization’s food safety system. Auditors should have the competence and appropriate objectivity needed for the work.

ITVC works with the internal audit team to plan and conduct audits, identify conformity and nonconformity, and develop corrections, corrective actions and improvements. The process can also help review assigned responsibilities and the competence required for relevant roles.

Guide management review meetings.

Stage 4. Prepare for certification

• Help gather information about certification bodies, establish selection criteria and support management in choosing a suitable body.
• Guide the certification application process.
• Support a readiness review or pre-assessment where appropriate, with the certification body retaining its independent role.
• Review findings with management and implement necessary corrections and corrective actions.
• Help prepare for the formal certification audit.
• Participate as a consultant during the audit where permitted and support the organization in addressing any nonconformities. Certification decisions remain with the independent certification body.