Monitoring Key Performance Indicators (KPIs) for Food Safety Performance

Aligned with SQF Code Edition 9 – System Element 2.11.2

Requirement Overview

Under SQF Code Edition 9, Section 2.11.2 outlines the requirement for:

“Key performance indicators (KPIs) for monitoring the effectiveness of food safety and quality system performance shall be developed, documented, and implemented.”

This article supports facilities aligning with recognized food safety certification standards, such as those from the Safe Quality Food Institute (SQFI).

Objectives of KPI Compliance

  • ✓ Identify measurable indicators of food safety effectiveness

    ✓ Set clear, realistic performance targets

    ✓ Routinely monitor, analyze, and act on KPI data

    ✓ Drive improvement through evidence-based decision-making

Step-by-Step KPI Implementation Guide

1. Define KPIs Relevant to Your Operation

  • Examples include:

    • • CCP/OPRP compliance rates

      • Non-conformance trends (e.g., allergen deviations)

      • Microbial testing pass/fail percentages

      • Customer complaints and CARs

      • Internal/external audit scores

    Evidence to Maintain:

    • • KPI list with definitions and units of measure

      • KPI owners and data sources

2. Establish Performance Targets and Review Frequency

  • Tips for Success:

    • • Use internal benchmarks and historical performance

      • Collaborate with cross-departmental teams

      • Set escalation thresholds for when targets are not met

    Evidence to Maintain:

    • • Documented targets

      • Review schedule with assigned accountability

3. Monitor and Analyze KPI Data

  • Best Practices:

    • • Collect data routinely via logs, software, or dashboards

      • Use statistical tools to analyze trends

      • Investigate anomalies using root cause analysis

    Evidence to Maintain:

    • • Data logs and dashboards

      • KPI reports with trend analysis

4. Report Performance and Take Corrective Action

  • Expected Practices:

    • • Present KPIs in management reviews

      • Highlight areas underperforming

      • Link KPI failures to improvement plans or CARs

    Evidence to Maintain:

    • • Management meeting minutes

      • Corrective Action Plans (CAPAs)

      • Monthly or quarterly KPI summaries

5. Revalidate and Update KPIs Annually

  • For continuous improvement:

    • • Reassess each KPI’s relevance

      • Remove ineffective indicators and introduce new ones

      • Align updates with evolving regulatory or operational needs

    Evidence to Maintain:

    • • Annual KPI review log

      • Updated KPI registry and targets

Common Non-Conformance Issues & Solutions

Finding Corrective Strategy
No KPI system implemented Establish KPI list and define responsibilities
Targets not documented Use benchmarking or past data to set thresholds
Trend analysis not conducted Introduce visual dashboards or statistical tools
No follow-up actions documented Integrate KPI results into CAR/CAPA workflows

What Auditors Look For?

  • • RDocumented KPIs linked to food safety performance

    • Defined targets and responsibilities

    • Trend analyses and corrective actions

    • Discussion of KPIs in annual or periodic reviews

Implementation Roadmap

Build Your Program

  • ✓ Identify KPIs aligned with food safety and quality goals

    ✓ Define each KPI's target, scope, and review frequency

Train and Validate

  • ✓ Train staff on tracking, documentation, and trend analysis

    ✓ Create data visualization tools or logs

Operate and Monitor

  • ✓ Record KPI data consistently

    ✓ Conduct trend reviews monthly or quarterly

Improve Continuously

  • ✓ Adjust underperforming areas

    ✓ Revise KPIs annually for better system alignment

Why This Matters?

Monitoring food safety KPIs helps your facility:

  • ✓ Demonstrate compliance with GFSI-recognized schemes

    ✓ Build accountability and transparency in your system

    ✓ Identify problems before they escalate

    ✓ Support data-driven improvements and audit preparedness

Need Help Implementing Food Safety KPIs?

At Food Safety Systems, we help food manufacturers, processors, and distributors develop robust KPI programs that align with global food safety requirements and certification schemes.

  • ✓ Editable KPI tracking dashboards

    ✓ Industry benchmarking templates

    ✓ Sample audit-ready scorecards

GET STARTED NOW

This document is for internal training and compliance use only. It is not affiliated with or endorsed by the Safe Quality Food Institute (SQFI).

Please refer to www.sqfi.com for official certification requirements.