5-7 November 2013
IV. BREAKOUT SESSION 1 – DISCUSSION ON AND PRACTISING THE PROCESS OF
ESTABLISHING TRACEABILITY SYSTEM FOR SELECTED PRODUCT
A breakout session was facilitated by Mr. Vincent Andre for participants to discuss and practise the process of establishing traceability system for
products of their choice, with the depicted steps: 1) Identifying product, 2) Generating supply chain flow chart, 3) Identifying information to be generated at each step of the supply chain, 4) Identifying the data to be transferred between steps and 5) Identifying the documents to keep, and duration for keeping.
Participants are divided into three groups as follows for the discussion:
Table 1: Listing of group arrangement for breakout session 1 & 2.
Group No. Name of Delegate/ Country 1 i. Mrs. Aqilah Junaidi / Brunei
ii. Mr. Net Chantha / Cambodia iii. Mr. Nasrul Efendi Hasibuan /
Indonesia
iv. Mr. Mohd. Ghazali Bin Abdul.
Manap / Malaysia
v. Ms. Ligaya P. Cabrera / Philippines vi. Mrs. Nguyen Thi Bang Tam / Viet vii. Mr. Somboon Nam Laoprasert /
Thailand
2 i. Mrs. Wanidawati Tamat / Brunei ii. Dr. Reza Shah Pahlevi / Indonesia iii. Mr. Souksakhone Chanthalaphone
/ Lao PDR
iv. Mrs. Aye Aye Thein / Myanmar v. Ms. Carolina C. Lopez / Philippines vi. Mr. Nguyen Thanh Binh / Viet Nam vii. Ms. Proyrat Chaowajaroenpong /
Thailand
3 i. Mr. Bun Chantrea / Cambodia ii. Mr. Oudone Khounsavan / Lao iii. Mr. Matlan Bin Thaufeck / MalaysiaPDR iv. Mrs. Khaing Khaing Oo / Myanmar v. Ms. Somga, Sonia Sebastian /
Philippines
vi. Mr. Tan Yit Wee / Singapore
The groups presented on their points of discussion as shown below:
Group 1
Flow Diagram on Traceability for frozen shrimp (1st breakout)
Feed miller Hatchery
Pharmaceutical Suppliers
Farmer
Distributors / Wholesalers / Middlemen
Processors
Exporters
Importers Wholesale / Retailers
Consumers
Group 1 - Breakout Session 1
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Feedmiller • Name of feed miller
• Name of retailer
• Address
• Telephone number / Fax
• Registration certificate number (from the right authority)
• Reference number
• Date registered
• Feed types - Fry-mash - Grown pellets
• Batch number
• Lot number
• Date manifested
• Feed ingredients
• List of ingredients
• Date procured Imported 1. Soy bean 2. Fish meal 3. Vitamin (c, etc)
• Ingredients - Soy bean - Fish meal - Vitamin (c, etc) - Feeds produced - Feed client - Feed quantity
• Name of feed miller
• Address of the feed miller
• Tel / fax
• Mobile number
• Regulatory certificate
• Date of production
• Expiration date
• Lot number
• Batch number
• Ingredients
• Name of feed miller
• Address
• Tel / fax
• Mobile number
• Registration number
• Business permit - Date of efficiency - Date of expiration
• SEC
- Registration permit / feed - Results of analysis / raw type
materials
Farm • Name of farmers and registration number
• Address of farmers
• Contact numbers
• Source of fry
- Name of hatchery and registration number - Address of hatchery - Number of fry supply /
survival rate (%) - Date of supply
- Certificate (date of expiry), Certification - Stocking round numberBody - Date of supply and
quantity number
• Date of stocking
• Date of harvesting
• Antibiotic usage - Date of use - Type of antibiotic
• Type of harvest (partially / fully)
• Overall weight : _________
• Pcs / kg weight: __________ kg pcs / kg
• Mortality record
• Number of pond
• Invoice
- Date of harvest - Quantity - Price
- Weight in pcs / kg
• Number of pond
• Individual boxes label
• Source of ice - Supply of ice
• S a m p l i n g r e c o r d / Laboratory analysis report
• 3 years for keeping record
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping
Farm • Source of feed
- Name of feed miller and registration number - Address of feed miller - Lot / batch number /
product code - Supply date
- Certification (date of expiry)
• Culture activities
- Pond number (stocking density)
- Date of stocking - Date of harvesting - Medicine used
1. Date used and date of expiry
2. Type of antibiotic and its dosage
3. Source of antibiotic supplier
- Mortality record (% death / day)
- Weight (pcs / kg and overall weight)
- Harvest application (full / partially)
- Capacity of production
• List of buyers
- Distributor /collector / Middle-man
- Production / Factory - Wholesale / Retailer Hatchery • Hatchery name
• Address
• Telephone / fax
• Source of brood stock
• Stocking density
• Lot number
- Hatching date (Batch number)
• Feed
- Artemia / rotifer (pellets)
• Water quality parameters - Temperature etc
• List of farmers
• Farmers’ address
• Health certificate (lab analysis)
- Fish free from any disease
• Quantity supplied in pcs /
• Delivery datekg
• GAP
• List of chemicals used
• Lot number
- Hatching date(Batch number)
• Quantity supplied in pcs /
• Reception datekg
• Fish invoice / delivery date
• Health certificate (lab analysis)
• Hatchery name
• Address
• Tel / fax
• Hatchery name
• Address
• Tel / fax
• Delivery date
• Invoice
• Quantity supplied in pcs / kg
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Chemical
Suppliers – Pharmaceutical Supply
• Name and address of supplier
• A u t h o r i s e d s u p p l i e r (Registered, Licensed by
• Drug or chemical from FDA) GMP or HACCP factory (certification)
• List of banned drugs and chemicals
• List of authorised drugs and chemical expiration of drugs
• Name of buyer
• Lot of drugs sell to buyers
• Licensee number
• Name of drug or chemical and date of sell
• Name of buyer
• Name of drug or chemical that is sold to buyer
• Date of sell
• Lot number
• Kept for 2 years
Distributor – – –
Distributor/
Wholesaler/
Middlemen
• Name of processer
• Address, phone and email
• Price of fish
• Product frequency
• Code of product
• Name
• Address
• Price
• Quantity of product
• Size of product
• Code number of product
• Name of consumer
• Address and phone number
• Quantity, time and delivery order
• Price
• License of the processing
• Invoice of the product
• Certificate free from antibiotic, heavy metals etc
Processor – – –
Processing
Plant • Where is the farm / geography location of the
• Which is the standard they farm apply/ certified number
• What is CB, AB or CR
• How many fish can supply / batch / quantity plant buy
• Date of medicine to stop using
• Date of harvest
• Quality of raw materials
• Health certification / import procedures
• HACCP number / certificate
• EU accept letter
• Health certification
• Record keeping
- Farmer / sources of raw materials
• Raw material
- Certification on GAP number farm / product
• Health certificate
• Certifications - ISO - HACCP
Retailer – – –
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping
Exporter – – • Keep in at least 2 years
• Keep in document / computer / code of lot
• Transfer via email + accompany with product invoice
Not specify • Collected information
• Telephone
• Address
• Brand name
• Bar code
• Register
• Health certificate
• Checking of water quality
• Checking of ingredients for food or fish
• Take sampling to analyse (Lab)
• Register to apply for EAP and GAP
• Drug register by MAFF (Chemical)
Group 2
Flow Diagram on Traceability for frozen shrimp by Group 2 (1st breakout)
Feed Chemical Suppliers
Farm
Distributors / Wholesalers (Middlemen)
Processing Plant
Exporters Hatchery (Nursery)
Group 2 - Breakout Session 1
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Feed miller • Ingredients
• Proximate analysis
• Nutritional values
• Manufacturing date and expiry date
• Lot of product
• Registration of processing facility
• Feed type (medicated / regular)
• Quantity
• Label ingredients
• Quantity supply • Invoice
• Label
Farm • Fry movement documents
• Registration of the farm
• GAP certificate
• N a t i o n a l R e s i d u e Monitoring Program Report
• Feed management
• Health monitoring report
• Drug use in the farm
• Water treatment
• Movement document - Date
- Volume - Size
• Invoice number
• Movement document
• Invoice
• Registration number
• Fry Movement Document (FMD)
• Movement Document (MD)
• GAP certificate
• Residue monitoring
• Health certificate
• Invoice
Hatchery • Source of brood stock - Wild or culture - Quantity
- Health certificate
• Health testing
• N a m e , l o c a t i o n a n d registration number
• List of farm recipients
• Water treatment and chemical use
• Bio-security measures
• Fry movement document - Name of buyers - Quantity
• Invoice number
• Fry movement document
• Origin of brood stock
• Health certificate
• Fry movement document
• GAP certificate
• Health certificate
• Invoice
Chemical
Suppliers • Registration number of the supplier /substances / products
• Supplier name
• Country of origin
• Lot of product
• Quantity
• Invoice number
• Invoice • Label
• Invoice
Distributor – – –
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Distributor /
Wholesaler / Middlemen
• Registration (number, name, location)
• Movement document
• Invoice number
• Identification
• Movement document
• Invoice
• Invoice
• Movement document
Processor – – –
Processing
Plant • Registration
• Movement documents
• Production batch
• Water management
• Standard (HACCP, ISO etc)
• Packaging
• Chemical management (Invoice etc)
• Production record / keeping
• Buyer names / country of origin
• Health certificates of workers
• Q u a l i t y a n d s a f e t y monitoring
• Registration
• Invoice
• Health certificate (for product)
• Invoice
• Movement document
• Standard Certification
Retailer – – –
Exporter • Registration / identification
• Invoice
• Certificate of health (for products)
• Destination and distributor volume
• Invoice
• Movement document
• Product label
Group 3
Flow Diagram for Traceability for frozen shrimp by Group 3 (1st breakout) Hatchery
(Brood stock)
Hatchery (Larvae)
Processors
Farm C Farm A
Middlemen
Farm B
Group 3 - Breakout Session 1
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Farm • Laboratory results
• Residual monitoring and records
• Feed analysis
• Water quality monitoring and testing
• Disease control
• Temperature (harvest)
• Organoleptic / approved ice supplier
• Registration number
• Approved number
• Invoice number
• Batch number
• Pond number stocking
• Time and date of harvestdate
• Quantity of harvest (size)
• Transport registration
• Seal number
• Movement document
• Registration number
• Invoice number
• Time and date of harvest
• Quantity and size
• Seal number
• Temperature at harvest
–
Hatchery • Health certificate
• Feed
• GAP certificate (from C.A) QA (Farm)
• GAP certificate (from C.A)
• Registration number
• Approved number
• Invoice number
• Batch number
• Movement document
• Registration number
• Invoice number
• Batch number
• Health certificate
–
Chemical
Suppliers – – –
Distributor – – –
Distributor/
Wholesaler/
Middlemen
• Registration number
• From C.A - Invoice
• Registration number
• Invoice –
Processor • Temperature records
• Name of receiving officer
• Organoleptic
• Laboratory report
• HACCP certification
• Invoice
• Farm Registration number
• Transport seal
• Batch number
• Seal number
• Temperature
• Time arrival
– –
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Brood stock • Health certificate (free of
disease)
• Feed
• SPF certification
• Country of origin
• Species
• Farm, certification by CA.
• Feed formulation
• Batch number
• Invoice number
• Farm registration
• Movement document
• SPF certification number
• Batch number
• Invoice number
–
Transport • Registration number (C.A)
• Invoice number
• Temperature
• Driver particulars
• Vehicle registration number
• Time (Leaving farm)
• Registration number
• Driver’s name
• Vehicle registration number
• Seal number
• Time leaving farm
• Temperature
–
Information to
keep – – • All information on yellow
paper
• 01year active record + 02 years archive
• Network
• Hard disk
• Brood stock / Hatchery /
• Registration particulars – Farm database archive
• COA (forum) – paper base
• Certificates of practices - GAP
- HACCP
Note: The column (blue) on “Documents to keep and Duration for keeping” from the above table exist similarly in both breakout session 1 and breakout session 2.
Other side discussions were made as follows:
• Mr Vincent explained that it is not necessary to include price into the traceability records as the data is often sensitive and confidential which not useful for tracing product movement.
• On Mr Ghazali’s query if there is minimum number of pages to establish for traceability systems, Mr Vincent clarified that there is no minimum although FAO may have some guidelines on this. Moreover, it may be useful to understand the requirements of the final customers to decide on the data and information to keep for traceability.
• Mr Vincent also advised that documents should be kept for 2 years, and shared that EU standards
stipulates an extra year so that the food can be traced even when it expires. However, it was agreed in the meeting that 2 years of keeping relevant documentations is sufficient.
V. SITE VISIT TO CHACHENGSAO COASTAL