Specification management: what does managing product specifications involve?
Food products may not be sold without the correct information. Product specifications are an important part of this. This includes specifications for the raw materials you purchase and the end product specifications for the products you manufacture. What is involved in managing these specifications?
What information do product specifications contain?
Article 8 of Regulation (EU) No 1169/2011 sets out the responsibilities of food business operators with regard to the provision of food information. For example, a supplier who supplies a raw material – which is further processed by the customer – must ensure that the customer has sufficient information to comply with all legally required labelling requirements. The information stated on a product specification can vary greatly and depends in part on the customer's requirements and the specific agreements made between both parties. Product specifications often contain the following information:
Name
Product description
Ingredient declaration
Allergens
Net quantity
Intended use
Physical, chemical and microbiological characteristics
Packaging information
Storage instructions
Nutritional values
Shelf life
Customers are increasingly asking for additional information. For example, they may ask for the percentage and country of origin of each ingredient. Depending on the customer's wishes, it may be efficient to include this information as standard in the product specification.
Raw material specification check
Product specifications from the supplier must be available for all raw materials. These raw material specifications form the basis for drawing up the end product specification. If a new raw material specification is supplied, it must first be approved. For example, it must be checked whether all data is available and whether it complies with legislation and customer requirements. Tip: make clear agreements with suppliers about the requirements that the product and the specification must meet.
Drawing up product specifications
A final product specification can be drawn up based on the raw material specifications and the recipe. This process can be fully digitised using specification software. Data entered, such as nutritional values and ingredients, are automatically converted into a final product specification. Regularly check that the raw material and end product specifications are up to date. Perhaps they need to be replaced by a newer version? An amended raw material specification or recipe can affect one or more end product specifications. Clear version management is very important here.
Customer information systems
Retailers and wholesalers use different systems to manage their specifications. They ask their suppliers to provide all data in this system. Each retailer has its own requirements and protocols. Time and knowledge are needed to enter and maintain the information in the systems correctly.
Do you have any questions or are you encountering problems? Ask a Specification Management specialist for help. Our specialists have extensive experience with various specification systems and customer information systems and know what to look out for in order to meet the requirements of your customers. We can assist you with this, but we can also take care of the entire management of all your recipes, raw material and end product specifications.
Need help with product specifications?
Do you have questions or would you like to outsource the process of drawing up and managing product specifications? Or would you like to automate your entire specification management? Please contact us.
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