HACCP Coordinators are responsible for the development, implementation and maintenance of a Hazard Analysis Critical Control Point (HACCP) system. They are employed in food processing or food service facilities, where their job is to set standards and monitor procedures to ensure food safety at all stages of the operation, including receiving, production, packaging and shipping. HACCP Coordinators typically lead a cross-functional team in this effort and serve as the main conduit of information between the plant and external auditors or government regulators. In many plants the term HACCP Coordinator is an area of responsibility rather than a position description. For example, the Quality Assurance (QA) Manager or Production Supervisor may serve as HACCP Coordinator in addition to their regular duties.

The exact duties of a HACCP Coordinator will vary considerably with the size of the plant, the type of processing operation and the training and background of the individual. A HACCP Coordinator with a background in QA, for example, may be involved with considerable lab analysis, whereas someone drawn from the production side might delegate these responsibilities to another member of the HACCP team.

This occupation best fits the occupational classification NOC 9213 - Supervisors, Food, Beverage and Tobacco Processing.

• use of documents.
• oral communication.
• problem-solving.

The typical text reading tasks of HACCP Coordinators are at Complexity Levels 1 to 3. Their most complex text reading tasks are at Complexity Levels 4 and 5.

HACCP Coordinators:

• read short notes and e-mails from co-workers or supervisors on work-related matters. (1)
• scan product labels and manufacturer's specifications to learn details such as ingredients or particle size. (2)
• read letters from suppliers and customers to give or receive information about products or conformance to HACCP requirements. (2)
• read magazine articles in work-related publications such as Food In Canada or Food Quality in order to remain up-to-date on changes and developments in food production. (3)
• read information bulletins such as the Canadian Gazette or Canadian Meat Council Letters to learn about, and possibly implement, changes in policy or standards. For example, they might read about new requirements for product labelling or chilling red meat. (3)
• refer to procedural manuals such as the company Recall Manual or the Operating Procedures Manual in order to locate and integrate information. (3)
• read various sections and subsections of government regulations in order to evaluate or compare conformance of company policies and procedures. Integrating and synthezing information from multiple sources may be required. (4)
• refer to the four-volume Food Safety Enhancement Program Implementation Manuals in order to develop and implement company-specific policies and procedures for HACCP compliance. Especially in early stages of implementation, HACCP Coordinators read these guidelines carefully to interpret and apply the standard to plant operation, using a level of inference that may range from moderate to high. Misinterpretation and/or non-conformance may lead to failure of the HACCP audit, with consequences ranging from costly delays to revocation of an export license. (5)

The typical document reading tasks of HACCP Coordinators are at Complexity Levels 1 and 2. Their most complex document reading tasks are at Complexity Levels 3 and 4.

HACCP Coordinators:

• read signs in the workplace such as descriptions of handwashing technique or reminders to wear personal protective equipment. (1)
• scan product labels to check ingredients and verify content. (1)
• read specifications and ingredient lists to locate one or more pieces of information. Limited analysis may be required to make simple comparisons, for example, comparing a temperature record with a record of non-conformance. (2)
• read and interpret blueprints, scale drawings and plant schematics to determine and verify product and employee traffic flow. (3)
• read, interpret, verify and cross-reference the accuracy of a large number of records which require a broad and specialized knowledge of the content. For example, a HACCP Co-ordinator has to be able to track a recalled product right back from distribution to the day and time of production and the supplier of raw ingredients. (4)

HACCP Coordinators:

• create diverse forms to document and support the HACCP system. These forms are designed for multiple purposes and audiences, and include flow charts, plant schematics, daily logs and checklists that may be modelled after prototypes provided by external agencies.
• enter text and numerical data on numerous forms (print and online) that include tables, forms, flowcharts, graphs and spreadsheets. Slight modifications of the form may be required, as when adding product flow lines to a blueprint of the plant. Specialized knowledge may also be required, for example, noting or revising deviation procedures or corrective action on an audit checklist.
• keep accurate and comprehensive records using a diverse range of documents. These documents are routinely audited by government inspectors and form the basis of evaluating the quality and effectiveness of the HACCP system. Inaccurate or incomplete records may be grounds for failing a HACCP audit and may ultimately lead to revocation of HACCP recognition.

HACCP Coordinators:

• read signs, labels or lists.
• complete and create forms by marking check boxes, recording numerical information or entering words, phrases, sentences or texts of a paragraph or more.
• read completed forms containing check boxes, numerical entries, phrases, addresses, sentences or texts of a paragraph or more.
• read tables, schedules or other table-like text.
• create tables, schedules or other table-like text.
• enter information on tables, schedules or other table-like text.
• plot information on graphs.
• obtain specific information from graphs or charts.
• interpret information on graphs or charts.
• construct or draw graphs or charts.
• interpret scale drawings.
• read schematic drawings.
• create schematic drawings.
• make sketches; for example, illustrating how to calibrate a thermometer in an ice-water bath.
• obtain information from sketches, pictures or icons.

The typical writing tasks of HACCP Coordinators are at Complexity Levels 1 to 3. Their most complex writing tasks are at Complexity Levels 3 and 4.

HACCP Coordinators:

• write short notes and e-mails to co-workers and supervisors to give needed information. (1)
• record minutes from meetings with the HACCP team or other groups. (2)
• write letters to suppliers describing expectations for quality and safety of incoming product. (2)
• may write letters to retail customers or consumers. For example, a HACCP Coordinator may write to a foodservices customer describing requirements for safe handling of the food, or may write a letter of apology and reassurance to a consumer who received a defective product. (3)
• may write short articles for company newsletters or memos to employees to describe procedures and/or encourage safe food handling. For example, an article might describe why and how to avoid cross-contamination. (3)
• develop training and orientation materials about HACCP and related topics like Good Manufacturing Practices or Employee Sanitation Guidelines. These materials may include checklists of do's and don'ts, descriptions of common pathogens and conditions for growth or summative evaluations such as short quizzes or tests. (3)
• may write short reports to a supervisor evaluating new equipment or processes. For example, a HACCP Coordinator may write several paragraphs describing comparative rates of freezing for a new CO₂ freezer. (4)
• write comprehensive procedures for the HACCP system and six Prerequisite Programs. These procedures may fill several binders that are routinely audited and verified by government inspectors in the case of federally inspected plants. These procedures carefully define critical limits, monitoring and deviation procedures, corrective action or steps to be taken in the event of a product recall. Detail and accuracy are critical. (4)

The numeracy tasks of HACCP Coordinators involve:

• money math at Complexity Level 2.
• scheduling or budgeting and accounting math at Complexity Levels 1 to 3.
• measurement and calculation math at Complexity Levels 1 to 3.
• data analysis math at Complexity Level 1 to 3.

• numerical estimation at Complexity Levels 2 and 3.

• may submit expense claims which require some calculation, e.g. calculating mileage charges at an approved rate. (money math) (2)
• may record and monitor costs against categories of an approved budget. (scheduling or budgeting and accounting) (1)
• schedule work assignments for workers they supervise. (scheduling or budgeting and accounting) (2)
• compare two options with different cost structures. For example, the HACCP Coordinator may compare price quotes for detergents and make decisions based on factors such as price, quality and effectiveness. (scheduling or budgeting and accounting) (3)
• take measurements through a one-step process, e.g. measuring fluids in millilitres using a pipette. (measurement and calculation) (1)
• calculate and weigh out or measure out quantities of volumes involving doubling or halving. For example, a HACCP Coordinator may need to halve or quarter a recipe or ingredient list in order to rework one batch of product. (measurement and calculation) (2)
• convert between metric and imperial measures. e.g. fluid ounces to millilitres. (measurement and calculation) (2)
• may use a range of special instruments to take precise measurements, such as a pipette, refractometer, conductivity meter or different temperature probes. These measurements will be used to evaluate compliance with internal and external specifications. (measurement and calculation) (3)
• calibrate a range of measurement instruments such as metal detectors or weigh scales. (data analysis) (1)
• compare results over time and make decisions based on the level of consistency or variation. For example, if weekly lab samples produce consistent results, the HACCP Coordinator may decide to change the frequency of testing to a monthly rather than weekly sampling. (data analysis) (2)
• calculate averages across a set of records and compare them to a defined range of acceptable values. The amount of variance from the goal is calculated and compared to results over time to make decisions regarding statistical quality control. HACCP Coordinators may change the procedures to result in greater conformance, or change the specifications to allow for more variance. (data analysis) (3)
• may apply standard formulae with defined variables to arrive at an estimate. For example, a HACCP Coordinator may need to calculate protein levels or nitrite levels which are calculated as 10% to total. (numerical estimation) (2)
• may apply standard formulae with multi-step calculations in situations with serious consequence of error. For example, a HACCP Coordinator may have two batches of ground beef with differing percentages of fat. She will apply a standard formula to combine both batches to arrive at an acceptable average. (numerical estimation) (3)

a. Mathematical Foundations Used

b. How Calculations Are Performed

• in their head.
• using a pen and paper.
• using a calculator.
• using a computer.

c. Measurement Instruments Used

• time - using a clock, watch or timer.
• weight or mass - using a scale.
• liquid volume - using a pipette or graduated cylinders.
• temperature - using a thermometer or temperature gauge.
• pressure - using a pressure gauge.

• the metric measurement system.
• the imperial measurement system.

The typical oral communication tasks of HACCP Coordinators are at Complexity Levels 1 to 3. Their most complex oral communication tasks are at Complexity Levels 3 and 4.

HACCP Coordinators:

• give and receive simple directions to co-workers and those they supervise. (1)
• coordinate their work with several individuals and departments. (2)
• may have to communicate important information to people with limited understanding of English. An interpreter may or may not be used to cross the language barrier. (2)
• conduct regular meetings with a cross-functional HACCP team to exchange information and discuss new procedures or equipment related to food safety. (2)
• interact with operators and department leaders to ensure practices comply with HACCP standards. These situations may be 'crisis' situations requiring immediate resolution of a problem, and may require some level of conflict resolution. (3)
• conduct formal and informal employee orientation and training in HACCP principles and Good Manufacturing Practices. Comprehension of the subject matter is critical, as failure to understand and comply with food handling guidelines can be grounds for dismissal. (3)
• interact with suppliers in order to communicate company standards for quality and safety of incoming products. This may involve negotiation and possible severance of the business relationship if standards are not met. (3)
• may make formal presentations to senior managers to describe the HACCP system and/or make a case for changes or expenditures to comply with HACCP. (4)
• communicate regularly with CFIA (Canadian Food Inspection Agency) or other auditors and inspectors regarding HACCP procedures. Miscommunication can have serious consequences as inspectors have the authority to stop production, revoke HACCP status or shut down the plant in extreme circumstances. (4)
• serve as the main conduit of information in the event of a product recall. This situation requires clear communication with a wide range of company, corporate, and public relations representatives in quickly determining the nature, extent and cause of the problem. (4)

HACCP Coordinators communicate:

• in person.
• using the telephone.
• using a two-way radio or other such means.

HACCP Coordinators may wear hearing protection because of high noise levels in some areas of the plant. Oral communication in production areas is usually limited to quick but critical exchanges in situations where procedures are not being followed and require immediate rectification.

Many food processing plants have large percentages of workers who do not speak English as a first language and may have difficulty communicating in English. HACCP Coordinators must ensure that these workers understand important concepts related to food safety. In these circumstances, strong cross-cultural communication skills are needed to cross a language and culture gap. Modifying verbal and non-verbal communication and effective use of interpreters and translators may be required.

1. Problem Solving

The typical problem solving tasks of HACCP Coordinators are at Complexity Level 1 to 3. Their most complex problem solving tasks are at Complexity Level 3 and 4.

HACCP Coordinators:

• may identify instances of non-conformance with HACCP procedures. When this happens, they check to ensure that it was identified and resolved according to deviation procedures defined in the HACCP system. (1)
• may suspect or discover that a food hazard exists. While the procedures for solving the problem are well defined, the task of locating the source of the problem (e.g. cross-contamination) may involve considerable sleuthing and multiple variables. (3)
• when implementing HACCP procedures, may encounter interpersonal conflict which negatively affects other workers or aspects of work at the plant. For example, requiring poultry preparers to sanitize their knives after every cut may decrease the likelihood of cross-contamination, but increases the stress on workers who must meet the same production targets while adding an extra step. Handling these situations takes skill in conflict resolution and interpersonal communication. (3)
• may discover that a biological, chemical or physical hazard is not controlled in the present production system. They create procedures to identify and solve problems related to food safety and procedures to monitor the effectiveness of solutions. They also define "deviation" procedures - what to do if procedures have not been followed and a hazard may have been introduced. The consequences of not identifying and eliminating a food hazard constitute a serious or even fatal threat to human health. (4)

The typical decision making tasks of HACCP Coordinators are at Complexity Levels 1 to 3. Their most complex decision making tasks are at Complexity Levels 3 and 4.

• decide among several suppliers and several product options when purchasing supplies for the lab or processing areas. (1)
• have to decide what to do in the case of an infraction of the rules for safe food handling. The response may involve talking to the worker at that point, removing the worker from the station for separate instruction or proceeding with formal disciplinary measures. (2)
• decide how to interpret and apply external regulations in the context of the plant. For example, the HACCP Coordinator may choose to abide by critical limits defined by the CFIA or set a more stringent company standard. (2)
• decide what to do when a product is "out of spec". For example, a product may have a bacterial count or recorded temperature that is outside of acceptable parameters. In this case, the HACCP Coordinator decides if the product needs to be discarded or can be salvaged in whole or in part (e.g. reworking; re-cooking). Typically, there are well-defined procedures to make such decisions. (2)
• decide whether or not to change HACCP procedures based on continuous monitoring of the HACCP system. For example, the HACCP Coordinator may decide to decrease the frequency of a monitoring procedure that has produced consistent results over time. (3)
• have to quickly assess situations that may compromise food safety, determining the cause and extent of the problem, how to rectify the situation, who needs to be involved and how to minimize time and/or product losses. They may have to make these decisions under situations of extreme stress and without all variables known to them. (3)
• in extreme circumstances, may decide to shut down production in order to deal with a potentially serious food safety hazard. In these cases the HACCP Coordinator weighs the cost of a shut down (which in some companies is estimated to cost $1000/minute) with the consequences of defective product, a product recall and/or danger to consumers' health. (4)

HACCP Coordinators plan and organize their job tasks at Complexity Level 3.

HACCP Coordinators have routine tasks that must be completed each day. These tasks are centered on the collecting, reviewing and filing of as many as 40 different forms and documents. They monitor procedures throughout the plant or ensure that others do this on an hourly, daily, weekly, monthly and yearly basis. A range of additional tasks must be incorporated into the schedule to prepare for events like audits, formal training sessions or planned shut-downs. While HACCP Coordinators largely determine their own work schedules, they must be prepared to drop everything to investigate and solve a problem related to food safety or quality. Interruptions and disruptions to the work plan are common.

HACCP Coordinators may also be responsible for planning the work schedules of those they supervise and need to coordinate their activities with changing production schedules, different work shifts and individuals working in numerous departments.

Examples

HACCP Coordinators:

• remember passwords and codes which will access various parts of a computer information system.
• remember critical control points in the plant and their critical limits.
• remember the sequenced steps of deviation procedures and corrective action for critical control points.
• remember key specifications and regulations that apply to the HACCP system.

5. Finding Information

HACCP Coordinators' tasks that involve finding information are at Complexity Levels 1 to 4.

HACCP Coordinators:

• solicit specific information from suppliers about ingredients or properties of a product. (1)
• seek information from supervisors and lead hands about production practices or new product lines. (1)
• seek information from external sources of information such as government agencies or academic/research institutions. (2)
• refer to company documents and manuals such as the Standard Operating Procedures Manual or Material Safety Data Sheets to look up details or confirm understanding of less common procedures. (2)
• refer to complex legal documents, government regulations or scientific research papers to understand if and how the content applies to their work context. (3)
• in the event of a product recall, conduct thorough investigations to trace product and process steps back to incoming product and/or out to customers and recipients of the recalled product. Time and accuracy are critical factors in such situations. (4)

HACCP Coordinators lead a cross-functional team working together to ensure the safety of food throughout the facility. As hazards may be introduced at any stage in the production process, they need to work cooperatively with staff from all areas, including shipping & receiving, production, packaging, maintenance, sanitation and senior management. They may work most closely with Quality Control technicians who conduct the regimen of tests and monitoring procedures necessary to monitor and verify the HACCP system. In addition to working regularly with external inspectors and/or auditors, HACCP Coordinators communicate with content experts such as microbiologists or technicians from a pest control company to address specific aspects of the HACCP system.

HACCP Coordinators may interact with any and all employees in the plant, playing a key role in orientation training and ongoing instruction in good manufacturing practices. Interpersonal skills are critical in ensuring the coordinated effort of all staff toward the goal of a safe, high quality product.

HACCP Coordinators:

• participate in formal discussions about work processes or product improvement.
• have opportunities to make suggestions on improving work processes.
• monitor the work performance of others.
• inform other workers or demonstrate to them how tasks are performed.
• orient new employees.
• may make hiring decisions.
• select contractors and suppliers.
• assign routine tasks to other workers.
• assign new or unusual tasks to other workers.
• identify training that is required by, or would be useful for, other workers.
• deal with other workers' grievances or complaints.

The computer use tasks of HACCP Coordinators are at Complexity Levels 2 and 3.

• use word processing. For example, they create written procedures for the HACCP system using programs like WordPerfect or MS Word. (2)
• use graphics software. For example, they use Visio or the graphic functions of MS Word to create flowcharts and plant schematics showing process and employee traffic flow. (2)
• use a database. For example, they may keep a database of suppliers or access a searchable database of lot numbers and sales for recall purposes. (2)
• use a spreadsheet. For example, they record statistical data such as product weights and generate a graph to illustrate summary. (3)
• use communications software. For example, they send and receive e-mail or use the internet to research new products. (2)

HACCP Coordinators need to be knowledgeable of current and constantly changing regulations related to food production, packaging, labelling and transportation. They may learn HACCP principles from a workshop, university class or self-study. They learn how to implement that program in their own work context through working closely with and listening to their co-workers and members of the HACCP team. They upgrade product knowledge through communication with co-workers and supervisors and learn about new technology, hazards and standards through information bulletins, work-related journals, professional networks, internet research and close liaison with federal inspectors and auditors or other government agencies.

• as part of regular work activity.
• from co-workers.
• through training offered in the workplace.
• through reading or other forms of self-study:
  - at work.
  - on worker's own time.
  - using materials available through work.
  - using materials obtained through a professional association or union.
  - using materials obtained on worker's own initiative.
• through off-site training:
  - during working hours at no cost to the worker.
  - partially subsidized.
  - with costs paid by the worker.

In addition to collecting information for this Essential Skills Profile, our interviews with job incumbents also asked about the following topics.

The HACCP Coordinators interviewed mentioned these physical aspects of their jobs.

Body Position

Labourers stand or sit at work stations to perform their tasks. They often walk to other parts of the factory or facility.

Limb Co-ordination

HACCP Coordinators use upper-limb coordination when processing HACCP documentation and upper and lower limb coordination in frequent walks and inspections of the facility.

Strength

HACCP Coordinators lift and carry only light loads.

Sensory

HACCP Coordinators may conduct a range of sensory evaluations in reviewing products and samples, including visual, olfactory or taste tests. They use the sense of hearing when conducting process evaluations, listening for air leaks or unusual sounds that might indicate a problem with machinery.

The HACCP Coordinators interviewed felt that they need strong interpersonal and oral communication skills. In culturally diverse workplaces, this includes effective cross-cultural communication skills. They also require good organizational skills and the ability to calmly and quickly assess situations and solve problems.

Global competition, product diversification, niche marketing, value chains and new technology all affect the job of a HACCP Coordinator. He or she needs to continually reassess and revise the HACCP system to accommodate these changes and still produce a safe, high quality product in the most cost-effective manner possible. The need to process new information and learn new computer skills to manage the information flow is ongoing.

Copyright is held by the Alberta Food Processors Association.

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