1. finance
2. accounting and auditing

IFS – International Food Standard
Kofi Aidoo
Professor of Food Safety
Glasgow Caledonian University,
Scotland, UK.
Tempus Project, University of Zagreb, 24-25
Feb '11
Introduction
• Associated members of German retail federation
(HDE) and its French counterpart (FCD) drew up
quality & food safety standard for retail branded food
products
• IFS allow assessment of suppliers’ food safety &
quality systems.
• The standard applies to post-farm gate stages of food
processing.
• After 01/01/2008, only audits to version 5 of the
Standard is acceptable.
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Food & IFS Logistics
•
IFS Foods concerns: (i) processing foods (cat. 1
to 17), (ii) handling of loose food
products/ingredients (cat. 18) & (iii) primary packing
activities (cat. 18). IFS Foods doesn’t not apply to
company that deals with already pre-packed
products.
• IFS Logistics concerns auditing all logistic
activities for food and non-food products – transport,
storage, distribution, loading/unloading. If a food Co
has its own logistics then it will audited under Foods.
Tempus Project, University of Zagreb, 24-25
Feb '11
Product Category
No.
Product category 1
Product category 2
Name of Product Category
Product category 3
Product category 4
Product category 5
Poultry – Chilled and Frozen
Fish – Chilled and Frozen
Fruits and vegetables (produce)
Product category 6
Product category 7
Product category 8
Product category 9
Dairy
Meat products and preparations
Fish products and preparations
Ambient stable hermetically sealed (cans)
Egg
Red meat – Chilled and Frozen
Tempus Project, University of Zagreb, 24-25
Feb '11
Product Category
Name of Product Category
No.
Product category 10 Ready-to-eat (RTE)
Product category 11 Beverages
Product category 12 Bakery and baked products
Product category 13 Dried goods
Product category 14 Confectionery
Product category 15
Product category 16
Product category 17
Product category 18
Snacks and breakfast cereals
Oils and fats
Food ingredients
Co-packers (Co-packing & Handling)
Tempus Project, University of Zagreb, 24-25
Feb '11
SCOPE
• IFS is a Standard for auditing Retailers & Wholesalers
and concerns food processing companies (Co) &
those that pack loose foods.
• Scope is defined & validated between the Company
& Certification Body before audit
• Scope stated clearly and unambiguously in audit
report and on certificate
• Audit is site-specific
• Audit shall include the complete activity of the Co
• Scope shall make ref. to product category.
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process
• Preparation for audit – Company (Co) should
study all requirements of IFS
• Certification body selection – Co appoint
approved certification body (CB) which
shall be accredited EN45011 for scope of IFS.
• The CB shall carry out IFS audits and issue
certificates.
• A contract shall exist between the Co and CB.
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process
• Duration of an audit
Typically an audit may take 1.5 days; preparation
of audit report may require additional 0.5 days.
Duration will depend on several factors (size of
site; number of personnel; production/process
type, etc).
Above is based on <100 employees; 2 products;
<10,000 m2 and 2 production lines.
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process
• Audit Plan - Certification Body drawn up the
plan. Auditing should take place when the
company is producing the product (s). Five
elements for audit are:
• opening meeting
• evaluation of quality & food safety systems (HACCP, etc)
• on-site inspection
• final preparation and conclusions from audit
• closing meeting
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process
• Evaluation of requirements - Scoring a
requirement in the Standard, there are 4
possibilities:
A – Full compliance = 20 points
B – Almost full compliance/small deviation = 15
C – Small part of requirement implemented = 5
D –Requirement not implemented = 0
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process
• Evaluation of requirements - There are 2
types of non-conformities during scoring:
(a)Major = substantial failure to meet
requirement; can lead to serious health
hazard a major will subtract 15% of total
points.
(b)Knock out (KO) = there are specific
requirements designated as KO and will result
in non-certification.
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process - 10 requirements
defined as KO
Responsibility of the senior management
Monitoring system of each CCP
Personal Hygiene
Raw material specification
Finished product (recipe) specifications
Foreign bodies management
Traceability system
Internal audits
Procedure for withdrawal and recall
Corrective actions
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process – Scoring for KO
requirements
Results
Explanation
Awarded scores
A
Full compliance
20 points
B
(deviation)
Almost full compliance
15 points
C
(deviation)
Small part of
requirement
implemented
No “C” scoring
possible
D = KO
The requirement is not
implemented
50% of total
points deducted
therefore no
certificate
awarded
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process
• Scoring requirement with N/A (not applicable)
– the auditor will use N/A with explanation
where the auditor decides the requirement is
not applicable.
• Audit frequency – Audit frequency for all
levels of certification whether Foundation
level or Higher level for all products is 12
months
Tempus Project, University of Zagreb, 24-25
Feb '11
IFS Certification Process
• Audit report - The audit report is divided in
(a)audit summary in a tabular form
(b) observations on KO requirements & Majors
(c) summary of deviations and non-conformities
(d) a list with explanations of all requirements
evaluated and N/As.
Company has to produce corrective action plan
for all deviations (B,C,D) + KOs all scored with B.
Tempus Project, University of Zagreb, 24-25
Feb '11
Auditors -
Scoring and awarding certificates
Audit
requirements
Status
Company action Certificate
At least 1 KO
Unapproved New audit
No
>1 Major &
<75% fulfilled
Unapproved New audit
No
Max 1 Maj &
>75% fulfilled
Unapproved Action plan sent
further
then follow-up
action
audit in 6
months
Yes but depends
on follow-up audit
Total score
>75% & <95%
Approved at
Foundation
level
Action plan sent
within 2 weeks
Yes, at Foundation
level, 1 yr validity
Total score
>95%
Approved at
Higher level
Action plan sent
within 2 weeks
Yes, Higher level,
1 yr val.
Tempus Project, University of Zagreb, 24-25
Feb '11
International Food Standard (IFS) –
Requirements (Technical)
Senior Management Responsibility (A)
• shall draw up and implement Corporate Policy to
take into account • customer focus • environmental,
ethics & personnel responsibilities • product safety,
legality, quality.
•the policy shall be communicated to all employees.
• quality objectives shall be communicated to
employees, implemented, reviewed at least annually.
• relevant information communicated effectively to all.
Tempus Project, University of Zagreb, 24-25
Feb '11
International Food Standard (IFS) –
Requirements (Technical)
Senior Management Responsibility
(B) Corporate structure
• organizational chart to show Co. structure
• senior management to ensure employees are
aware of their responsibilities and effective
monitoring of their operation (This is a KO).
• senior management to provide resources.
et al.
Tempus Project, University of Zagreb, 24-25
Feb '11
International Food Standard (IFS) –
Requirements (Technical)
Senior Management Responsibility
(C) Customer focus
• procedure in place to identify customers’
needs and expectations.
• results of this procedure shall be evaluated to
determine quality objectives
Tempus Project, University of Zagreb, 24-25
Feb '11
International Food Standard (IFS) –
Requirements (Technical)
1. Senior Management Responsibility
(D) Management review
• Review quality man. system at fixed period
and should include measures to control the
system and for continuous improvement.
• Identification and regular review of internal
audits and on-site inspection eg. Buildings,
supplies, equipment, transport, staff facilities,
hygienic conditions, safety and security.
Tempus Project, University of Zagreb, 24-25
Feb '11
2. Quality Management System
(a) HACCP System
• based on Codex Alimentarius principles
• to cover all raw materials, products, etc
and process from goods-in to dispatch
including product development and
packaging.
• based on scientific literature or technical
verified specification.
Tempus Project, University of Zagreb, 24-25
Feb '11
HACCP - requirements
REQUIREMENTS
12 CODEX STEPS 7 PRINCIPLES
HACCP FOOD SAFETY TEAM
1
DESCRIBE THE PRODUCT
2
IDENTIFY INTENDED USE
3
CONSTRUCT FLOW DIAGRAM
4
VERIFY FLOW DIAGRAM
5
LIST POTENTIAL HAZARDS - HAZARD ANALYSIS
6
1
DETERMINE CRITICAL CONTROL POINTS (CCPs)
7
2
ESTABLISH CRITICAL LIMITS FOR EACH CCP
8
3
ESTABLISH MONITORING SYSTEM FOR EACH CCP
9
4
ESTABLISH CORRECTIVE ACTION PLAN
10
5
ESTABLISH VERIFICATION PROCEDURES
11
6
HACCP DOCUMENTATION AND RECORD KEEPING
12
7
R E V I E W HACCP Plan, eg change in law, recipe  equipment 
Tempus Project, University of Zagreb, 24-25
Feb '11
Supplier, etc.
Quality Management System
(b) Documentation requirements
• quality system shall be documented,
implemented & retained in one location.
• all documents & their amendments shall be (i)
comprehensive, legible, unambiguous (ii) up
to date with latest version, (iii) available to
relevant personnel (iv) controlled.
• any amendments to documents shall be
recorded.
Tempus Project, University of Zagreb, 24-25
Feb '11
Quality Management System
(c) Record keeping
• all records shall be complete, maintained and
available on request; any amendments be
done by authorised person.
• records shall be legible and genuine
• all records shall be kept in accordance with
legal requirements – for products with very
short or no shelf life, record-keeping shall be
based on risk analysis
Tempus Project, University of Zagreb, 24-25
Feb '11
3. Resource Management
(a) Human resource management
all personnel whose duties may affect product
safety, legality an quality shall be competent,
experienced and with appropriate training.
Tempus Project, University of Zagreb, 24-25
Feb '11
3. Resource Management
(b) Personal hygiene
To include hand washing, smoking, eating,
jewellery, hair, fingernails, boils, cuts.
Requirement for personal hygiene shall be in
place and applied by all staff, contractors an
visitors. Compliance with the requirement
shall be checked regularly (This is a KO)
Tempus Project, University of Zagreb, 24-25
Feb '11
3. Resource Management
(c) Protective clothing
• Company to ensure all personnel, contractors
an visitors are aware of the rules regarding
management of wearing and changing
protective clothing
• Suitability of protective clothing; cleaning, etc.
• There shall be written procedures for staff,
contractors, visitors regarding infectious
diseases.
Tempus Project, University of Zagreb, 24-25
Feb '11
3. Resource Management
(d) Training
• all staff to be trained to commensurate with their
work.
• Co shall put in place documented training
programme.
• training records should be kept
• contents of training shall be reviewed and updated
regularly and in accordance with legal requirements.
Tempus Project, University of Zagreb, 24-25
Feb '11
3. Resource Management
(e) Staff facilities
• Company shall provide facilities which shall be kept
clean and in good condition
• Suitable changing rooms for staff, contractors,
visitors
• Where necessary outdoor clothing and protective
clothing shall be stored separately
• Toilets with no direct access to food preparation area
• Adequate hand washing facilities (running hot/cold
water; liquid soap; single use towels
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(a) Product specification
• Specification shall be available for all products all raw
materials, ingredients, additives, in agreement
customer and shall be unambiguous, up to date and
in conformance with legal requirements (This is a KO)
• Recipe in customer finished product specification
shall be complied with (This is a KO).
• Provision of specifications and/or their contents shall
be accessible to all relevant personnel.
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(b) Purchasing
• Purchased products/services shall conform to
specification and contractual agreements. There shall be:
• Records to show which product is sourced from which
supplier.
• Procedure for approval and monitoring of suppliers
• Clear assessment criteria for supplier, eg. audits,
certificates; assessments shall be review regularly
• Purchased products checked in accordance with
specification
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(c) Product packaging
• All packaging shall comply with current relevant
legislation and suitable for intended use
• Detailed specifications for all packaging materials.
• Certificate of conformity for packages in direct
contact with food (raw material, semi-processed,
finished products)
• Conformity of product with its labelling shall be
reviewed when new label is issued for use.
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(d) Factory environment
• Choice of location – eg ground, air.
• Exteriors – outdoor storage area; clean tidy
• Plant layout & process flow – to minimise risk of cross
contamination (eg, Linear work flow, clean room
technology)
• Work flow should reduce or minimise potential
physical, chemical or microbiological contamination.
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(e) Housekeeping and hygiene
• Cleaning and disinfection schedule
• Qualified, trained personnel for cleaning and
disinfection
• Effectiveness of cleaning.
• Current material safety data sheets (MSDS) and
instructions for use shall be available
• Cleaning utensils clearly marked and stored in
segregated area to avoid risk of contamination.
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(f) Pest control/monitoring
• There shall be pest control in place – site plan,
responsibilities in-house/external, inspection and
frequency, etc.
• All recommendations after inspection shall be
documented. Any infestation shall be documented
and control measures taken
• Where external provider is used, activities required
shall be documented in a written contract.
• Incoming materials to be checked
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(g) Waste/waste disposal
• All current legal requirements for waste disposal shall
be met. Removal; type of waste collection container;
frequency; pest-proof, etc.
(h) Traceability (including allergens & GMOs) - KO
• A traceability system shall be in place to enable
identification of product lots & relation to batches of
raw materials, packaging in contact or intended to be
in direct contact with food. Traceability system shall
incorporate all relevant processing & distrib. records.
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(i) Receipt of goods and storage
• All raw materials, semi-processed of finished
products shall be checked against specifications, etc.
(j) Transport
• Condition of vehicles; prevention of contamination
during transportation, etc.
(k) Maintenance and repair
• All materials for maintenance & repair shall be fit for
purpose or intended use (eg food grade).
• All maintenance & repairs documented.
Tempus Project, University of Zagreb, 24-25
Feb '11
4. Production Process
(l) Equipment
• Designed for intended use; easily cleanble, etc.
(m) Process validation
•Change in product reformulation, processing
methods, equipment, packaging shall require
reviewing to assure product requirements are
complied with.
(k) Maintenance and repair
• All materials for maintenance & repair shall be fit for
purpose or intended use (eg food grade).
• All maintenance & repairs documented.
Tempus Project, University of Zagreb, 24-25
Feb '11
5. Measurements, analysis,
improvements
(a) Internal audits
• Internal audits shall be conducted according to
agreed plan. Scope and frequency shall be
determined by risk analysis (This is a KO).
Conducted at least once a year
(b) Site factory inspection – Regular inspection
(c) Quantity checking – Legal requirements for
nominal quantity should be met through
frequency/methodology of quantity checking.
Tempus Project, University of Zagreb, 24-25
Feb '11
5. Measurements, analysis,
improvements
(d) Product analysis
• Ensure all specified product requirements and
specifications (including legal) are met.
• Product analysis shall be performed by an
accredited laboratory (accredited to ISO 17025),
• Organoleptic tests shall be considered when
validating shelf life of a product.
Tempus Project, University of Zagreb, 24-25
Feb '11
5. Measurements, analysis,
improvements
(e) Product withdrawal and recall
• There shall be an effective procedure for the
withdrawal and recall of all products, which
ensure that involved customers are informed,
as soon as possible. This procedure shall
include a clear assignment of responsibilities
(This is a KO).
• There shall be an updated emergency contact details
of suppliers, customers and competent authorities.
Tempus Project, University of Zagreb, 24-25
Feb '11
5. Measurements, analysis,
improvements
(f) Corrective actions
• Corrective actions shall be clearly formulated,
documented and undertaken as soon as
possible to prevent further occurrence of nonconformity. The responsibilities and the
timescales for corrective actions shall be
clearly defined. The documentation shall be
securely stored and easily accessible. (This is a
KO).
Tempus Project, University of Zagreb, 24-25
Feb '11
5. Measurements, analysis,
improvements
(g) Management of complaints from customers
and authorities.
• A system shall be in place for the
management of product complaints
• All complaints shall be assessed and analysed
with a view of implementing preventative
action.
Tempus Project, University of Zagreb, 24-25
Feb '11
6. Requirements for accreditation bodies,
certification bodies & Auditors
• Requirements for Accreditation
bodies
• Requirements for Certification
bodies
• Requirements for IFS Auditors
Tempus Project, University of Zagreb, 24-25
Feb '11
Process for accreditation of certification
International Accreditation
Forum (IAF), European
Accreditation (EA)
Accreditation Bodies
(ISO/IEC 17011)
Certification Bodies
(EN 45011 ISO/IEC Guide 65)
Supplier
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for Accreditation Bodies
General requirements
Fulfil requirements of ISO/IEC
17011 conformity assessment &
sign Multilateral agreement of
EA or IAF
Training of Accreditation
Committee (AC)
A committee member shall take
part in ‘Train the Trainer’ course
Competences of assessor Assessor of AC to accompany &
of the accreditation body witness IFS auditing. Assessor to
meet EN45011 & IFS requ’ments
Frequency of assessment For accreditation cycle, ≥1 Head
Office assessment/yr & ≥ 1
of certification bodies
witness asses/yr
Accreditation of
internationally-active
certification body
Witness assessment shall cover
typical activities ( +
international) of the certification
body
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for Certification Bodies
Certification bodies (CB) intending to perform
IFS audits shall comply with the following:
(a) EN 45011 IFS accreditation
• shall be accredited to IFS according to EN45011 by a
IAF or EA recognised accreditation body
(b) Signing contract with proprietors of IFS commitment to meet all IFS requirements. When
accreditation gained to EN45011, CB is not allowed
to audit (except 1st witness assessment) until a final
contract is signed with proprietors of IFS.
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for Certification Bodies
Certification bodies (CB) intending to perform
IFS audits shall comply with the following:
(c) Certification decision
Decision on certification only taken by
Certification committee or competent person
an approved IFS auditor or an IFS trainer and
shall be independent of the person who
performed the audit.
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for Certification Bodies
(d) Certification body’s (CB) responsibilities for IFS
trainers & IFS auditors
CB’s responsibilities: • at least 1 member of staff is an
IFS trainer (taken part in “Train the Trainer”) •
auditor is competent for scope • maintain record of
auditor competence • no auditor acted against IFS
rules • no auditor performs >3 IFS audits of same
company • training session for IFS auditor once a
year • perform on-site observation of an auditor
under EN45011 before IFS exams • cognisant of
exam IFS regs.
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for Certification Bodies
(e) Specific requirements for IFS trainers
• audit experience to EN 45011 standards + IFS audits
• knowledge in (i) food sector & (ii) in food legislation
• teaching skill
• participated in “Train the Trainer” course by IFS
• fluent in written and spoken language used in training
Also participate in IFS training seminars once every 2 yr.
It’s recommended that IFS trainer take part in IFS exam.
IFS is responsible for selecting the relevant trainer.
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for Certification Bodies
(f) “Train the trainer” course
• Course provided by IFS
• In case of publication of new doctrine, all IFS
auditors shall be trained before doctrine
comes into force.
• Trainer receives certificate of attendance of
course.
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for IFS Auditors
(a) Requirements before applying for IFS exams
• signed a contract with Certification Body (CB).
• confirm they will perform audit for at least 12
months; may work for other CBs
• Submit relevant information about
competence
• CB shall observe & confirm professional
qualification and competence of auditor.
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for IFS Auditors
(b) General requirements for auditors when
applying for IFS exams
• Degree in food related area or ≥ 5 yr
experience in food industry or equivalent
• ≥ complete audits • Food Hygiene + HACCP;
QA and Quality management knowledge •
specific knowledge in product scope •
Language
• taken part in IFS in-house.
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for IFS Auditors
(b) General requirements for auditors when
applying for IFS exams
• Degree in food related area or ≥ 5 yr
experience in food industry or equivalent
• ≥ complete audits • Food Hygiene + HACCP;
QA and Quality management knowledge •
specific knowledge in product scope •
Language
• shall have taken part in IFS in-house training.
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for IFS Auditors
Requirements (pre- IFS
application
Auditor Explanation/remarks
requirements)
Contract
✔
Comply with EN45011; signed
contract with Certification
Body
Certification body
✔
Perform IFS audits for only 1
certification Body
Competence
✔
Supply CB with all relevant
information relating to
competence
Observation audit
✔
Pass observation audit to
confirm professional
qualification and competence
Tempus Project, University of Zagreb, 24-25
Feb '11
Requirements for IFS Auditors
Education &
minimum
experience
✔
Food related degree + ≥ 2yr
experience in food industry or
equivalent
General audit
experience
✔
≥ 10 complete audits in food
processing industry
Food
Hygiene/HACCP
✔
Qualified training on basis of Codex
principles for Food Hygiene
QA & Quality Man
knowledge
✔
Practical experience/recognised
training as part of Uni. degree.
Specific & practical
knowledge
✔
≥ 10 audits under EN 45011 & ≥ 2yr
professional experience in product
scope
Language
✔
Native & other language, training.
In-house traing
✔
Participation in IFS in-house training
Tempus Project, University of Zagreb, 24-25
Feb '11
7. Reporting
• Audit overview
• Audit details – name and address & logo of CB, date, etc
• Audit report – results, date, summary, KOs and Majors, detailed
report
• Action plan – any KOs, Majors.
• Minimum requirements for IFS certificate –
name and address of CB, IFS logo, name and address of audited
company, level achieved, date of audit, date issued, place, etc.
Tempus Project, University of Zagreb, 24-25
Feb '11