Montine foods limited

PRODUCTION
DEPARTMENT
STANDARD OPERATING PROCEDURE

REVISION: 00
REV. DATE: 01/04/19
SERIAL NO: ……………..
REF: MFL/PRD/DPT/SOP-00 2019

2019
 PRODUCTION DEPARTMENT

Contents
A. DOCUMENT CONTROL .............................................................................................................................. 4

A.1. Preparation, Revision, Approval and Issue ........................................................................................ 4

A.2. Circulation List ................................................................................................................................... 4

B. RESPONSIBILITY TO ENSURE THAT THE PROCEDURE IS FOLLOWED ........................................................ 4

C. REFERENCES .............................................................................................................................................. 4

1. PURPOSE ................................................................................................................................................... 5

2. SCOPE ........................................................................................................................................................ 5

3. OBJECTIVES ............................................................................................................................................... 5

3.1 Department objectives ....................................................................................................................... 5

3.2 Procedure objectives .......................................................................................................................... 5

4. DEPARTMENTAL STRUCTURE OF ORGANIZATION, ROLES AND RESPONSIBILITIES. ................................. 7

4.1 The Structure of Organization............................................................................................................. 7

4.2 The Roles and Responsibilities ............................................................................................................ 8

4.2.1 The Production Manager ............................................................................................................. 8

4.2.2 The Quality Assurance Manager .................................................................................................. 8

4.2.3 The Quality Control Manager ...................................................................................................... 9

4.2.4 The Production Operators and Workers ...................................................................................... 9

5. DESCRIPTION OF ACTIVITIES ................................................................................................................... 10

5.1 PROCESS MAP AND PROCESS FLOW CHART ..................................................................................... 10

5.1.1 Process Map ............................................................................................................................... 10

5.1.2 Process Flow Chart ..................................................................................................................... 11

5.2 Description of the activities .............................................................................................................. 12

5.2.1 Extraction of pulp ....................................................................................................................... 12

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5.2.2 Cooking ...................................................................................................................................... 13

5.2.3 Packaging ................................................................................................................................... 14

6. RISK AND OPPORTUNITY MANAGEMENT ............................................................................................... 15

6.1 General .............................................................................................................................................. 15

6.2 Risk Management ............................................................................................................................. 15

6.2 Opportunity management ................................................................................................................ 16

7. RECORDS ................................................................................................................................................. 17

7.1 General .............................................................................................................................................. 17

7.2 Quality Compliance records for Fresh Fruits. ................................................................................... 17

7.3 Jam Quality Parameters Analysis records ......................................................................................... 17

8. RECORDS OF AMMENDMENTS MADE TO THE PROCEDURE .................................................................. 18

9. APPENDICES ............................................................................................................................................ 19

9.1 Acronyms .......................................................................................................................................... 19

9.2 Terms and definitions ....................................................................................................................... 19

9.3 Forms ................................................................................................................................................ 20

9.3.1 General ....................................................................................................................................... 20

9.9.2 Quality Compliance Form for Fresh Fruits ................................................................................. 20

9.3.3 Jam Quality Parameter Analysis Form ...................................................................................... 21

9.4 Specifications .................................................................................................................................... 22

9.4.1 General ....................................................................................................................................... 22

9.4.2 Quality Compliance Specification for fresh fruits ...................................................................... 22

9.4.3 Jam Quality Parameters Analysis Specification ......................................................................... 23

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A. DOCUMENT CONTROL

A.1. Preparation, Revision, Approval and Issue

The development, revision, approval and issuance of this Standard Operating Procedure will be
carried out as follows;

PREPARED BY REVIEWED BY APPROVED BY ISSUED BY

NAME Production Quality Managing Production

Manager Management Director Manager
Representative

DATE

SIGNATURE

A.2. Circulation List

This Standard Operating Procedure will be circulated as follows;

S/NO RECIPIENT
01/06 Managing Director
02/06 Quality Management Representative
03/06 Production Manager
04/06 Quality Assurance Manager
05/06 Quality Control Manager
06/06 Operators & Workers

B. RESPONSIBILITY TO ENSURE THAT THE PROCEDURE IS FOLLOWED

Production Manager will ensure that this procedure is followed by all the personnel in the department.

C. REFERENCES
 ISO 10013, Quality Management System Documentation
 ISO 9001, Quality Management System Requirements

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1. PURPOSE
This procedure provides guidelines on how to perform various activities in production
department so as to ensure effectiveness and efficiency of its operations.

2. SCOPE
This procedure applies to all the activities carried out in MFLC production department only. It
outlines MFLC production department organization structure, roles and responsibilities, as well
as outlining the sequence and description of activities.

3. OBJECTIVES

3.1 Department objectives

a) To oversee the production process and draw up a production schedule.
b) To ensure that the production is cost effective.
c) To make decisions on what resources are required.
d) To draft a timescale for the job.
e) To estimate costs and set quality standards.
f) To monitor production process and adjust schedules needed.
g) To liaise with other departments
h) To implement quality control programmes.
i) To select and maintain equipment.
j) To ensure health and safety guidelines are followed.
k) To supervise and motivate production workers.
l) To review the work performance.
m) To identify training needs for the purpose of competent production personnel.

3.2 Procedure objectives

a) To outline the roles and responsibilities of each production department personnel.
b) To describe the organization structure of production department.
c) To define the sequence and interaction of the product realization activities.
d) To define the inputs required and the expected output from these activities.

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e) To define specific processing points to monitor and measure the product parameters to
determine compliance against specification.
f) To determine the process end-point when product is ready for packaging.
g) To describe the packaging process and dispatch.
h) To define the records, forms and specification that should be retained and maintained.

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4. DEPARTMENTAL STRUCTURE OF ORGANIZATION, ROLES AND

RESPONSIBILITIES.

4.1 The Structure of Organization

QUALITY
ASSURANCE
MANAGER

QUALITY
CONTROL
OTHER PRODUCTION MANAGER
DEPARTMENTAL MANAGER
MANAGERS

PRODUCTION
OPERATORS &
WORKERS

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4.2 The Roles and Responsibilities

4.2.1 The Production Manager

The Production Manager in Montine Foods Ltd will;-

n) Oversee the production process and draw up a production schedule.

o) Ensure that the production is cost effective.
p) Make decisions on what resources are required.
q) Draft a timescale for the job.
r) Estimate costs and set quality standards.
s) Monitor production process and adjust schedules needed.
t) Liase with other departmental managers.
u) Work with other managers to implement quality control programmes.
v) Be responsible for selection and maintenance of equipment.
w) Ensure health and safety guidelines are followed.
x) Supervise and motivate production workers.
y) Review the work performance.
z) Identify training needs for the purpose of competent production personnel.

4.2.2 The Quality Assurance Manager

The Quality Assurance Manager in Montine Foods Ltd will;-

a) Devise procedures to inspect and report quality issues.

b) Monitor all the operations that affect quality.
c) Supervise and guide inspectors, technicians and other staff.
d) Assure reliability and consistency of the production by checking processes and the final
product.
e) Appraise customer's requirements and make sure that they are satisfied.
f) Report all malfunctions to production manager to ensure immediate actions are taken.
g) Facilitate proactive solutions by collecting and analyzing quality data.
h) Review current standards and policies.
i) Keep records of quality reports, statistical reviews and relevant documentation.
j) Ensure all statutory and regulatory requirements are met.
k) Communicate with external quality assurance officers during on-site inspection.

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4.2.3 The Quality Control Manager

The Quality Control Manager in Montine Foods Ltd will;-

a) Inspect raw and packaging materials to ensure that they meet the requirements.
b) Maintain, test and troubleshoot all instrumentation devices.
c) Attempt repairs on broken/ damaged products.
d) Test on-line product and end product samples against specifications.
e) Report problems or concerns to QA manager immediately.
f) Provide training to production workers.
g) Create an effective and efficient testing protocol to be used across all the production
lines.
h) Ensure that all the measuring instruments are properly calibrated and safeguarded from
adjustments.

4.2.4 The Production Operators and Workers

The production operators and workers will;-

a) Ensure all production premises are maintained clean.

b) Ensure the floor is maintained wet throughout the production period.
c) Ensure all processing equipment are clean before and after production activity.
d) Ensure that all the required raw materials for the production activity are available and
within their reach before start of day's business.
e) Laiase with the person in charge of issuance of production inputs to ensure right
amounts are given.
f) Will report any malfunctions in the areas of their work to QC Manager immediately so
that control measures are taken without due delay.
g) Ensure that all processing equipment are in good working conditions before start of
day's business.
h) Ensure that they are in proper protective clothing as recommended by production
manager.
i) Read the work instructions carefully as they perform their activities and where are in
doubt consult area supervisor.
j) Escape through appropriate exits in case an emergency or an accident.

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5. DESCRIPTION OF ACTIVITIES

5.1 PROCESS MAP AND PROCESS FLOW CHART

5.1.1 Process Map

 Inspection
 Washing
1. PULP  Peeling
EXTRACTION  pulping
 pasteurizing &dosing
 cooling & storage

 Addition of pulp
 Addition of sugar
 Addition of water
2. COOKING  Addition of pectin
 Addition of citric acid
 Addition of color

 hot filling
 vacuum capping
 washing & drying
 coding
 shrink wrapping
3. PACKAGING  cooling & storage

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5.1.2 Process Flow Chart

The following process flow chart shows steps involved in jam making.

Inspection Washing Peeling Pulping Dosing &

storing

Boiling the Addition Addition Addition of

mixture of water of sugar pulp

Addition Addition Hot filling Washing &

of pectin of citric drying
acid

Storage Cooling Shrink Coding

wrapping

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5.2 Description of the activities

5.2.1 Extraction of pulp

The following activities are carried out in pulp extraction chamber.

5.2.1.1 INSPECTION
Upon delivery of fruits in the company premises by the supplier Production manager in
conjunction with QA and QC managers will inspect the plums for quality compliance.

QC manager will take samples of the delivered plums and inspect them for quality compliance
as per the specifications outlined in Plum Fruit Quality Specification PRD/DPT/SPFN-01 2019,
and record and retain the results in the Quality Compliance Form PRD/DPT/QCF-01 2019.

QC Manager will analyze the results of inspection and report to QA manager. If delivered plums
meet criteria, they will be sorted and graded by the workers in pulp extraction chamber.

5.2.1.2 WASHING
This step eliminates all the dirt on the ripe firm fruits. Ripe firm fruits will be fed in spray washer
machine. Machine operator will maintain PH and temperature to ensure plums are not bruised
or damaged. For effective cleaning, chlorine at rate 200ppm will be used.

5.2.1.3 PEELING
Fruits will be hand peeled as in case of citrus and apple, mechanical peelers and automated
peeling machines containing blades can also be used. In case of plums this step will be omitted.
Peeling activity will be done by the workers in pulp extraction chamber if hand peeling method
is adopted or by machine operators if mechanical/ automated peeling machines are used.

5.2.1.4 PULPING
This step eliminates fruit seeds and recovers juicy part. Peeled fruits will be fed into pulper. The
gap between the sieve and rotor will be adjusted to suit different type of size and qualities of
the fruit to be pulped. This activity will be carried out by pulper machine operator.

5.2.1.5 DOSING & STORAGE

This step is carried out if the fruit pulp is not intended for immediate jam making. This step is
important in that it will ensure the fruit pulp availability throughout the year as fruits are
seasonal commodities.

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The fruit pulp will be dosed with 40ppm sulfur dioxide to prevent growth of harmful bacteria,
molds and yeast which may bring about fermentation. The dosed pulp will be put in polythene
packaging material inside plastic drums and tied tightly. The drum containing the product will
be lifted by fork lift and stored in cool place under shade.

5.2.2 Cooking
This is an important step for jam making which involves;-

5.2.2.1 ADDITION OF PULP

The cooker operators will eject specified amount of pulp in to cookers. This pulp may be from
immediate extraction chamber or from the storage.

5.2.2.2 ADDITION OF SUGAR

The cooker operators will add to the cookers, the sugar, twice the amount of pulp ejected. The
sugar will make jam to be sticky.

5.2.2.3 ADDITION OF WATER

The cooker operators will eject some amount of water into cookers. During this time agitators
will be put on to stir the mixture.

5.2.2.4 BOILING THE MIXTURE

The cooker operators will turn on the steam to heat the mixture. Agitation and heating will
hasten dissolving of sugar. Heating will also liberate SO2 which had been used to preserve the
pulp.

During the heating process, cooker operator will take some samples of the product to the
laboratory to be analyzed for brix (% TSS) and acidity level. QC manager will use Refractometer
to determine the brix and titration method to determine acid level. This will help determine
how much pectin and citric acid are to be added. QC manager will record and retain the results
of analysis by filling the form Jam Quality Parameters' Analysis Form PRD/DPT/ JQPAF-01 2019

5.2.2.5 ADDITION OF PECTIN

The cooker operators will add specified amount of pectin to the mixture as instructed by QC
Manager upon completion of sample analysis. During pectin addition, it will be mixed with
some sugar to avoid clogging of pumping machine. More pectin will result in harder jam. Boiling
will continue until the room is filled with fruity smell.

A foamy scum may form on the surface of the jam. Little amount of butter (about 20g) will be
added to break surface tension.

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5.2.2.6 ADDITION OF CITRIC ACID

Specified amount of citric acid QC Manager will be added while boiling continues. The mixture
will be heated up to 105 C or 68-70%TSS to ensure proper setting of jam. Sheet test will also be
performed to check jam. Sheet test – small portion of jam will be taken in spoon and cooled a
bit, and allowed to drop, if product drops as sheet or flakes, jam will be made perfect,
otherwise boiling will continue

5.2.3 Packaging
The following activities are involved in packaging section.

5.2.3.1 HOT-FILLING
The operator of filling machine will ensure that it is in good working condition before the jam is
ready for packaging.

Jam will be poured hot into the sterilized bottles and metal vacuum capped. Hot -filling
evacuates the air present in the bottle/ jar.

5.2.3.2 WASHING & DRYING

Filled and capped bottles/jars will be passed through washing chamber to be cleaned and then
through the dryer to be made dry.

5.2.3.3 CODING
The clean and dry bottles/jars with the product will be passed through coding machine. Coding
will indicate batch number, manufacture and expiry dates.

5.2.3.4 SHRINK WRAPPING

This will be done immediately after coding. The operator of shrink wrapping machine will
regulate and maintain the temperature applied.

Shrink wrapping protects the product, make product to be appealing to customers as well as
facilitating transportation.

5.2.3.5 STORAGE
Canned jam will be kept in cool, dry place away from sunlight. Shelf life of canned jam is around
one year.

QC Manager will take four samples of the finished product to be retained in control room for
the purpose of traceability when customer complaints arise in the market.

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6. RISK AND OPPORTUNITY MANAGEMENT

6.1 General
This section addresses various risks and opportunities that may be in production department i.e
source of risk/ opportunity, causes, areas of impact, consequences and control measures.

6.2 Risk Management

NO. RISK; incident, triggered by, impact MITIGATION MEASURE

1. Use of measuring instruments not QA Manager will verify that all the
calibrated. This may be due to failure of the measuring instruments are calibrated
user to confirm calibration status. This will before start of day's business. Users will
lead to inaccuracies in the results obtained also confirm calibration status of
thus extra expenses on reworking the measuring instruments they use.
product.

2. Use of measuring instruments which have Measuring instruments will be

been tampered with. This may be due to safeguarded against alterations. QA
lack of proper storage and protection or as Manager will authorize who is responsible
a result of failing to authorize who should for each measuring instrument.
use them. This will result in huge financial
loss on reworking the product due to
inaccuracy measurements.

3. Failure to achieve production targets due to Production manager will ensure all the
power black out or break down of production equipment and machines are
machines. This may lead to huge financial maintained and are in good working
loss to the company or delay in delivering condition on daily basis. Will also ensure
product to customers. stand by back up in case of power blackout
such as solar panel and generators.

4. Low product quality due to use of outdated Production manager will ensure all the
production equipment, machinery and equipment, machinery and measuring
measuring instruments. This will result in instruments are modern and capable of
loss market as customers go for quality giving quality output.
products.

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5 Failure to use PPEs by the production Production manager will ensure all the
personnel due to ignorance of using them. personnel in the department are equipped
This may lead to injuries such as burns with PPEs and they use them.
which eventually slow down work.

6.2 Opportunity management

NO. OPPORTUNITY MANAGEMENT

1. Discovering training needs as a result of Production manager will identify training

the workers failing to deliver what is needs in the department and liaise with HR
expected from them. This can help them manager for same so as to organize for
deliver expected results. training programmes.

2 Development of new products due to Production manager will liaise with finance
interaction and exchange of ideas between manager and top manager in case there is a
the production department managers and new product to be developed so as to
those of marketing department. provide adequate resources.

3 Shortening production time and cut of Production manager will engage managers
costs as a result of discovering new from other departments and finally with
production techniques or processing top manager regarding the same.
equipment.

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7. RECORDS

7.1 General
This section outlines all records required to be retained to ensure effective and efficient
operation of activities in the department.

7.2 Quality Compliance records for Fresh Fruits.

QC Manager will prepare quality compliance records for incoming fresh fruits by filling the form
MFL/PRD/DPT/FFQCF-00 2019 (see clause 9.3.2). These records will be filed in orderly manner
according to the serial numbers in the file PRD-FFQCR-01 and the file be kept in QC Manager's
locker.

7.3 Jam Quality Parameters Analysis records

QC Manager will prepare records for jam quality parameters by filling in the form
MFL/PRD/DPT/JQPAF-00 2019 (see clause 9.3.3). These records will be filed in orderly manner
according to serial numbers in the file PRD-JQPAR-01 and the file be kept in QC Manager's
locker.

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8. RECORDS OF AMMENDMENTS MADE TO THE PROCEDURE

Amended by Reviewed by Approved by

Name Production Manager Quality Management Managing Director

Representative

Signature

Date

DESCRIPTION OF CHANGE:

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9. APPENDICES

9.1 Acronyms
 DPT- Department
 MFL- Montine Foods Limited
 MD- Managing Director
 PM- Production Manager
 PRD- Production
 QA- Quality Assurance
 QC- Quality Control
 QCF- Quality Control Form
 SOP- Standard Operating Procedure

9.2 Terms and definitions

TERM DEFINITION

CONTINUAL IMPROVEMENT Recurring activity to increase ability to fulfill requirements.

EFFECTIVENESS Extent to which planned activities have been realized and

planned results achieved.

EFFICIENCY Relationship between resources used and results achieved.

INSPECTION Conformity evaluation by observation and judgement

accompanied as appropriate by testing, measurement and
gauging.

PROCESS Set of interrelated or interacting activities that transform

inputs into outputs.

QUALITY ASSURANCE Part of quality management focused on providing confidence

that quality requirements will be fulfilled.

QUALITY CONTROL Part of quality management focused on fulfilling quality

requirements.

RISK Effect of uncertainty on objectives.

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9.3 Forms

9.3.1 General
This section outlines forms required to be filled for the purpose of retaining the records.

9.9.2 Quality Compliance Form for Fresh Fruits

MONTINE FOODS LIMITED DEPARTMENT OF PRODUCTION S/No: ...........

PREPARED BY: PM DATE: 01/04/19 APPROVED BY: MD DATE: 01/04/19

QUALITY COMPLIANCE FORM FOR FRESH FRUITS

Ref: MFL/PRD/DPT/FFQCF-00 REVISION LEVEL: 00 REVISION DATE: 01/04/2019

2019

COLOR

SIZE

SHAPE

SENSORY APPEAL

QUALITY KEY QUALITY INDEX CRITERIA

HIGH ACCEPT

MEDIUM ACCEPT

LOW REJECT

Filled by: Signature: Date:

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9.3.3 Jam Quality Parameter Analysis Form

MONTINE FOODS LIMITED DEPARTMENT OF PRODUCTION S/No............

PREPARED BY: PM DATE: 01/04/19 APPROVED BY: MD DATE: 01/04/19

JAM QUALITY PARAMETERS ANALYSIS FORM

Ref: MFL/PRD/DPT/JQPAF-00 2019 REVISION LEVEL: 00 REVISION DATE: 01/04/2019

CONTENT CONCENTRATION( 100 Kg)

FRUIT PULP

TSS

CITRIC ACID

Filled by: ................ Signature: ............. Date: ......................

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9.4 Specifications

9.4.1 General
This section outlines the specifications referred to in this procedure.

9.4.2 Quality Compliance Specification for fresh fruits

MONTINE FOODS LIMITED PRODUCTION DEPARTMENT S/No: 001/19

PREPARED BY: PM DATE: 1/4/19 APPROVED BY: MD DATE: 1/4/19

QUALITY COMPLIANCE SPECIFICATION FOR FRESH FRUITS

ID. NO. PRD/DPT/FFQCS-01 REVISION LEVEL: 00 REVISION DATE: 01/04/2019

2019

PARAMETER DEGREE INDEX

COLOR V.GOOD, GOOD, POOR 3, 2, 1

SIZE BIG, MEDIUM, SMALL 3, 2, 1

SHAPE V.GOOD, GOOD, BAD 3, 2, 1

SENSORY APPEAL V.GOOD, GOOD, BAD 3, 2, 1

QUALITY KEY QUALITY INDEX CRITERIA

HIGH 10-12 ACCEPT

MEDIUM 4- 9 ACCEPT

LOW 1-3 REJECT

Prepared by: Production Signature: Date:

Manager

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9.4.3 Jam Quality Parameters Analysis Specification

MONTINE FOODS LIMITED PRODUCTION DEPARTMENT S/No: 002/19

PREPARED BY: Production Manager DATE: 1/1/19 APPROVED BY: MD DATE: 1/4/19

JAM QUALITY PARAMETERS ANALYSIS SPECIFICATION

Ref: MFL/PRD/DPT/JQPAF-00 2019 REVISION LEVEL: 00 REVISION DATE: 01/04/2019

CONTENT CONCENTRATION( 100 Kg)

FRUIT PULP 45% 45 kg

TSS 68% 68kg

CITRIC ACID 20g 0.02kg

Prepared by: Production Manager Signature: .............. Date: 1/1/19

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