Specification management: what does it involve?
All food companies have to deal with it: requesting raw material specifications, processing them and drawing up their own product specifications and label texts based on a recipe. Often, you also have to enter all this information into customer systems. Nowadays, this is not something you can just do ‘on the side.’ You need to be well informed about legislation and implement changes in all systems. How do you approach this properly and efficiently?
In specification management, it is important to have the whole picture in mind. If there are changes to a raw material, this affects all recipes in which this raw material is used and also all end products in which it is used. All customers and all customer systems of these customers must then be updated.
Raw material specifications
Raw material specifications form the basis for drawing up the end product specification. When a new raw material specification is supplied, it must first be approved. For example, it must be checked whether all data is present and whether it complies with legislation and customer requirements.
Tip: make clear agreements with suppliers about the requirements that the product and specification must meet. This will prevent you from having to request additional information every time.
Drafting product specifications and packaging texts
Based on the raw material specifications and the recipe, a final product specification and packaging text can be drawn up. By using specification software, this process can be fully digitised. Data entered, such as nutritional values and ingredients, are automatically calculated and transferred to a declaration and forwarded to a final product specification. What's more, you only need to keep track of changes in one place.
Whether or not you work with a specification management programme, everything depends on entering the right information in the right place and consistently keeping track of changes. Are you unfamiliar with legislation, the correct names of ingredients and additives? Then you will never obtain a legally correct declaration.
Recipe management
Are there any changes to raw materials and/or recipes? If so, you must implement these changes in the end product specifications. Proactively ask whether there are any changes to raw materials. 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.
Make sure you have all the information you need to fill these systems for each product, so you don't have to gather information from multiple sources.
Do you have 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 and advise you in setting up a specification management system, but we can also take care of the entire management of all your recipes, raw material and end product specifications.
Request quote
More about Normec
Normec Label & Specifications
's-Hertogenbosch Netherlands