Halal Assurance Management System
Internal Halal Committee (IHC) Program Administration Writer : Fazura binti Minhad Rubyatun binti Mohd Jaiz Rabiatul Alawiyah binti Jahwi
Halal Assurance Management System Internal Halal Committee (IHC) Program Administration Fazura binti Minhad Rubyatun binti Mohd Jaiz Rabiatul Alawiyah binti Jahwi
Politeknik Sultan Haji Ahmad Shah
Published by POLITEKNIK SULTAN HAJI AHMAD SHAH SEMAMBU
25350 KUANTAN Copyright ©2021, by Politeknik Sultan Haji Ahmad Shah Materials published in this book under the copyright of Politeknik Sultan Haji Ahmad Shah. All rights
reserved. No part of this publication may be reproduced or distributed in any form or by means, electronic, mechanical, photocopying, recording, or otherwise or stored in a database or retrieval system without the prior written permission of the publishers.
Writer and Illustrator : • Fazura Binti Minhad • Rubyatun Binti Mohd Jaiz • Rabiatul Alawiyah Binti Jahwi i
ACKNOWLEDGEMENT Alhamdulillah, praise and thanks to Allah for giving His blessings throughout our efforts to complete the book entitled Internal Halal Committee without any problem.
We would like to express our sincere gratitude to Director of Polytechnic Sultan Haji Ahmad Shah for the encouragement to us in producing this book. Special thanks and appreciation to our fellow colleagues for their guidance, suggestions and moral support during the process of completing this book. Lastly, we would like to offer early apologise if there are any shortcomings with our
book. Hopefully, , this little project of ours would benefit those who are interested with Halal Food Industry. Thank you. ii
ABSTRACT As an introduction, each company that apply Halal for their product will have a Halal Assurance System (HAS) Manual, a document that is developed as HAS implementation guide. There are 17 contents of HAS Manual and one of the content which is Internal Halal Committee (IHC) will be the focus of this book. For this content, people can know more about the formation of IHC and the roles and responsibilities of Halal Executive. Basically, IHC is the committee who is appointed officially and responsible for developing, implementing, monitoring and controlling HAS to ensure the effectiveness of HAS implementation and its compliance with Malaysian Halal Certification requirements. In order to be appoint as IHC, there are a few requirements that need to be fulfilled. Besides, it is also important to know that the minimum member of IHC is 4 and the member position can be different depending on the scheme of industry. Next, the book will also cover both roles and responsibilities for each member of IHC, the competency of IHC members, the appointment of IHC and the Term of Reference (TOR) of IHC. Lastly, the book will discuss about the roles and responsibilities of Halal Executive, one of the members of IHC which are coordinating IHC meeting, planning, implementing and maintaining HAS and planning, coordinating and evaluating halal training program. iii
TABLE OF CONTENTS Acknowledgment Abstract Malaysia Halal Management System (MHMS) Internal Halal Committee Formation Roles And Responsibilities Membership Initiate the formation of IHC Appointment Draft Term of Reference Roles & Responsibilities of Halal Executive Coordinating IHC meeting Planning, implementing and maintaining HAS Halal training program References
ii iii 1 4 4 16 32 34 44 48 50 57 61 70
iv
MALAYSIA HALAL MANAGEMENT SYSTEM (MHMS)
Internal Halal Control System (IHCS) Halal Assurance System (HAS) 1
MHMS 2020 INTERNAL HALAL CONTROL SYSTEM (IHCS) 1) Halal policy 2) Raw Material Control / Halal Risk Control 3) Traceability
LARGE & MEDIUM INDUSTRY
MICRO & SMALL INDUSTRY
HALAL ASSURANCE SYSTEM (HAS) 1) Halal Policy 2) Internal Halal Committee 3) Internal Halal Audit 4) Halal Risk Control 5) Raw Material Control 6) Halal Training 7) Traceability 8) HAS Review 9) Laboratory Analysis 2 10) Sertu
MHMS 2020 – HALAL ASSURANCE SYSTEM (HAS)
General requirement; HAS MANUAL 1. Company profile 2. Objective & Scope 3. Halal Policy 4. Internal Halal Committee 5. Procedure (SOPs):
Refer to MHMS 2020, page 5
Halal Risk Management Plan Process flow chart
Procedure
Plant layout
Internal halal audit
Halal control point
Halal risk control Raw material control Halal training Traceability HAS Review Lab analysis Sertu
Procedure R&D
Halal risk Control mechanism Corrective action
Product, menu, services
Processing Premise & equipment Employees Packaging
Storage 3
Transportation
INTERNAL HALAL COMMITTEE
The formation of IHC 4
INTERNAL HALAL COMMITTEE (IHC) Definition IHC • The committee who is appointed officially and responsible for developing, implementing, monitoring and controlling HAS • to ensure: ✓ effectiveness of HAS implementation ✓ comply with Malaysian Halal Certification requirements
5
Requirements
Internal Halal Committee
appointed officially written task descriptions to each IHC IHC organization chart
top management must provide; • adequate human resources • appropriate workload meeting - at least two (2) times a year
each branch (if different management operations) responsible for halal management & HAS knowledgeable & competent IHC roles/ responsibilities & terms of reference - clearly stated in HAS Manual
authority in making decision related to halal management
6
Requirements Internal Halal Committee membership – at least 4 members
Chairman;
Representative of purchasing and/or procurement unit
Halal Executive
Representative of processing department
7
Organization chart of IHC Scheme Food & beverage products, Cosmetics, Pharmaceuticals, Consumer goods & Medical devices
Chairman
Halal Executive
Purchasing
Production
IHC + R&D
Hotel, Catering, Food Catering Services, Convention Centre Kitchen
+ F&B manager / Head Chef
Chain food premise
+ Operation manager
Slaughterhouse
+ Halal Supervisor / Slaughterer
OEM
+ R&D / Raw material receiving 8 dept.
Organization chart of IHC
Chairman
Chairman
Halal Executive
Halal Executive
Purchasing
Production
Hotel
F&B Manager / Head chef
Purchasing
Production
Supervisor / Slaughterer
Slaughterhouse
9
Organization Chart of Internal Halal Committee Doc No Effective Date Rev. Date Rev. No. Page No. Verified by :
Daya Maju Food Industries Sdn. Bhd IHC Organization Chart Prepared By : Pn. Nealifa binti Busu (Halal Executive)
HM-04 1st Nov 2020 01 Page 1 of 1 En. Don Daneal bin Zaman (Chairman of IHC)
Chairman Don Daneal bin Zaman
Halal Executive Nealifa bt Busu
Purchasing Alvin Chang
R&D Noor binti Ahmad
Production Adlin Arman bin Remli
10
The IHC Chairman;
An individual who is qualified, competent and responsible to lead IHC and appointed by the company’s top management.
11
Qualification Chairman of IHC Priority to Muslims
Permanent employee
Higher or equivalent designation to the HE
competent in the aspects of Malaysian Halal certification 12
Halal Executive (HE)
An individual who is responsible in ensuring Halal compliance in a company or premise.
13
Requirements Halal Executive appointed formally by the top management
permanent employee of the company
perform the responsibilities & role in the halal management
HE is a special post - priorities & scope of official duties related to halal management
appointment & tasks outside the scope - must not affect the official task
HE can be appointed as the Chairman of IHC 14
Qualification Halal Executive Muslim
Citizen of Malaysia Permanent position
Minimal qualification; ✓ in Diploma of Halal Management or ✓ any qualification equivalent with it or ✓ minimum experience of five (5) years in Halal management
Halal Executive Certificate from
Halal Training Provider registered under HPB.
15
INTERNAL HALAL COMMITTEE
Roles & Responsibilities of IHC 16
General responsibilities of IHC; a. Establish company’s halal policy & objectives b. Prepare HAS manual c. Conduct halal analysis
d. Produce approved supplier list e. Conduct verification activities (HAS) f. Monitoring the regulatory & current information related to material, process & arising issues
17
Roles & Responsibilities - Chairman 1
Obtain commitment & approval from the top management of the company to develop & implement HAS
2
Lead the HAS development team
3
5
Verify documents and activities related to HAS
6
Verify any changes of raw materials, suppliers, products, process & Raw Materials Masterlist
7
Ensure IHC function effectively
Ensure the entire Malaysia Halal Certification proce ss is implemented properly by IHC
4
8
Lead the IHC meeting
Ensure that HAS is implemented effectively based on the requirements of MHMS 2020 18
Refer to Lampiran C1 MHMS 2020 (page 25)
Roles & Responsibilities - Halal Executive 1
4
Lead or be a member of IHC
2
Application & renewal of Halal Certificate
3
Control & update HAS manual
5
Lead the HAS development team
6
Refer to Lampiran B MHMS 2020 (page 24)
Coordinate Halal documentation & records
Obtain commitment and approval from the top management of the company to develop & implement HAS
19
Roles & Responsibilities - Halal Executive 7
10
Act as Halal Coordinator that manage IHC activities
Act as Chairman / secretariat of IHC meeting
8
11
Ensure IHC function effectively
Ensure the entire Malaysia Halal Certification process is implemented properly by IHC
9
12
Verify documents & activities related to HAS
Verify any changes of raw materials, suppliers, products , process & Raw Materials Masterlist 20
Refer to Lampiran B MHMS 2020 (page 24)
Roles & Responsibilities - Halal Executive
Ensure that the HAS Manual is implemented effectively
13
• Organize & coordinate HAS activities; halal policy, halal analysis, training, HAS verification activities (audit), IHC meetings, Management meeting..etc
14
Ensure that HAS is implemented effectively based on the requirements of MHMS 2020
21
Refer to Lampiran B MHMS 2020 (page 24)
Roles & Responsibilities - Purchaser / Procurement
1
Be a member of HAS development team
2
Control & update purchasing records and documents
3
Assist the Malaysia Halal Certification application
4
Ensure that HAS is implemented effectively based on the requirements of MHMS 2020
5
Coordinate HAS activities :
a) develop SOP of raw material purchasing b) choose & suggest list of suppliers c) develop & implement the Ingredient Questionaire Form or Sale & Purchase Agreement Contract d) suggest a list of supplier to be approved by IHC e) facilitate in implementation of internal halal audit f) plan, implement & evaluate supplier audit & review the supplier status g) control & monitor Halal Risk Management Plan for selection of suppliers & raw materials h) others related to HAS
22
Refer to Lampiran B MHMS 2020 (page 25)
Roles & Responsibilities - Processing / Halal Supervisor (for slaughter house) 1
Be a member of HAS development team
2
Control & update processing records & documents
3
Assist the Malaysia Halal Certification application
4
Ensure that HAS is implemented effectively based on the requirements of MHMS 2020
5
Coordinate HAS activities :
a) develop SOP of processing b) ensure raw material used in processing is from Raw Material Masterlist c) ensure processing staff understand & comply with the company halal policy d) ensure processing activities & equipment Comply with the Halal Malaysia Certification procedure e) control & monitor Halal Risk Management Plan for processing f) facilitate in implementation of internal halal audit g) others related to HAS 23
Refer to Lampiran B MHMS 2020 (page 25)
Roles & Responsibilities - Halal Supervisor of Slaughterhouse
1
Roles & responsibilities stated in 1,2,3,4 and 5 (processing) is applied with Halal Supervisor of Slaughter house
2
Ensure slaughterer & checker has a valid Certified Slaughtering Certificate
3
Ensure stunning process is monitored by appointed Muslim worker & follow the prescribed electric current parameter
4
5
Establish records of slaughter, antemortem & post-mortem for the slaughter process
Establish & ensure the implementation of slaughter procedures in accordance with the requirements of Malaysian Halal Certification
24
Refer to Lampiran B MHMS 2020 (page 26)
Roles & Responsibilities - Human Resource
1
4
Develop Halal Training Program for Halal Executive, Internal Halal Committee & non IHC
Ensuring sufficient number of Muslim workers are available in the operation area
2
5
Ensuring Training on Halal shall be conducted by recognized personnel registered with Halal Professional Board (JAKIM)
Ensure every personnel is vaccinated with anti-typhoid vaccine
3
6
Ensure Muslim personnel facilities is provided, which refer to praying area
Ensure every personnel handling food attended the required Food Handler training 25
Roles & Responsibilities - R&D Manager (Product Development)
1
4
Establish & implement new product development procedures based on halal materials only
2
Establish & implement procedure for selected new halal material
Communicate with IHC coordinator on formulating development of new halal products & new halal materials
5
3
Monitoring of HCP for new ingredient, material & product
Establish & implement procedure & required corrective action for selecting halal material for premise construction, premise internal fittings, chemical for cleaning & sanitation, equipment & additives, & lubricants for equipment 26
Roles & Responsibilities - Storage personnel
1
4
Compare PO & DO or check contracts as per Suppliers Specification criteria Adhere to company policy on prohibition of bringing in non halal materials
2
5
Ensure any materials delivered are compatible with the Master Ingredient List / MYeHALAL
Check transportation & receiving of material for any non halal contaminations, & quality specification
3
6
Ensure delivery of ingredient/ material accompanied with copy of recognized halal certificate* Observe unloading practices, handle incoming goods as per procedures, ensure Good Storage Practices 27
Roles & Responsibilities - Chief Chef Menu; 1
Menu engineering shall get approval from JAKIM/JAIN prior to promotional event
2
Every ingredient & preparation and/ cooking method for new menu shall be from Halal sources & no contamination from Haram material)
3
To inform & liaise with Halal Executive on approval from JAKIM/JAIN for new ingredient/ supplier/ menu
28
Roles & Responsibilities - Chief Chef Kitchen operation; 1
3
Ensuring kitchen operation is in compliance with shari’ah requirement & preventing contamination from haram & najs sources
Adhere to company policy on prohibition of bringing in non halal materials
2
4
Using only halal ingredient which had been declared in MYeHALAL
Communicating with IHC for halal non-compliance issues
29
Roles & Responsibilities - Chief Chef Kitchen operation; 5
Maintain product recipes & characteristics
7
6
Do not modify recipes prior to approval from IHC
Follow best Halal practices & safe food handling practices
30
Roles & Responsibilities - Steward
1
Ensuring every cleaning activities conducted shall not cause contamination to ingredient, equipment & tools (including dining ware), environment & ready to eat food
2
Ensure tools (glove, apron, polishing machine, scrubber machine) & detergent or cleaning agent used for cleaning activities are not from haram, najs and/or animal base
3
Ensure every drinking container used for alcoholic beverages shall be cleaned at dedicated dish washer/ washing sink/ washing area or pre rinsed at dedicated area (out of Halal Zone) prior to washing is dish washing machine/ washing sink/ washing area
31
Membership: Competency of IHC members IHC shall be trained on; Guidelines for HAS Act & regulations related to halal products/halal logo/halal certificate
Related Malaysia Standards
Concept of Halal & Haram Implementation for MPPHM 32
Membership: Assessing the competency of IHC
Assessment; external party audit written pre & post-test / interview session effectiveness of the HAS manual keep updated with current issues
assessment from the top management - management review of HAS
33
INTERNAL HALAL COMMITTEE
Appointment of IHC 34
Appointment of IHC Content Her Choosing the right You ca simply impress your audience and add a unique zing and candidates (competent) appeal to your Presentations
Content Here
You can simly impress your audience and add aletter unique zing and Prepare appointment appeal to your Presentations
35
The appointment letter sample with job description
36
The appointment letter sample with job description
37
The appointment letter sample with job description
38
The appointment letter sample with job description
39
The appointment letter sample with job description
40
The appointment letter sample with job description
41
The appointment letter sample with job description
42
The appointment letter sample with job description
43
Draft Term of Reference (TOR) of IHC;
What has to be achieved Who will take part in it How it will be achieved
When it will be achieved
Content Here
Content
Content Here
Text
44
TERMS OF REFERENCE (TOR)
Refer to Lampiran C2 MHMS 2020 (page 28-29)
45
Refer to Lampiran C2 MHMS 2020 (page 28-29)
46
Refer to Lampiran C2 MHMS 2020 (page 28-29)
47
INTERNAL HALAL COMMITTEE
Roles & responsibilities of Halal Executive 48
Roles & Responsibilities of HE
1. Coordinating IHC meeting 2. Planning, implementing and maintaining HAS 3. Planning, coordinating and evaluating halal training program
49
Coordinating IHC meeting coordinate all program/activities which involve IHC
planning - to ensure effectiveness of HAS program preparation : schedule, diagram, documentations, reports, minutes of meeting...etc
50
Halal committee meeting ; • at least two (2) times a year • has an agenda for discussion on halal IHC shall have authority in making decision related to the company’s halal management
Records shall be kept
51
Before meeting;
prepare memo of meeting with planned agenda decide chairperson (Chairman of IHC/HE) coordinate schedule – based on availability, realistic
prepare agenda – topic list, delegate duties, time devoted 52
Memo of Meeting
53
During meeting;
facilitate meeting discussion according to agenda ; • eg.: halal policy, IHC monitoring activities, HAS program, Training program, Halal audit, develop/revise SOP...etc distribute printed document to IHC members collect information/issues from various departments record the decision; action to be taken, who will take action, deadlines.. 54
After meeting;
prepare minutes of meeting and distribute to IHC members within allocated time
follow up on tasks and actions
make sure all tasks are completed 55
Minutes of Meeting
53
Planning, implementing and maintaining HAS
An integrated management system that is designed, implemented and maintained by an organization/company to manage the products and services to maintain halal assurance through Internal Halal Control System (IHCS) or Halal Assurance System (HAS)
maintained 57
1
2
3
Has Manual Standard Operating Procedure Risk Assessment
4
Risk Management Plan
5
Internal Halal Committee
6
Training plan 58
1
Purchasing activities
4
Processing activities
2
Receiving activities
5
Delivering activities
3
Storage 59
maintained
1
Monitoring activities
3
Internal halal audit
2
Corrective actions
4
HAS review
60
Planning, coordinating and evaluating Halal Training Program
coordinate all program/activities which involve IHC planning - to ensure effectiveness of HAS program preparation : schedule, diagram, documentations, reports, minutes of meeting...etc 61
Halal Training Establish training program relating to halal designed & implemented by the company; •
i. Halal awareness training ii. Halal competency training iii. Halal briefing program (if applicable) ✓ training;- must adequate & continuously ✓ assessment;- to ensure sufficient knowledge & effective
The top management;
• shall provide sufficient funds for the purpose of implementing halal training
Records for Halal training; • shall be kept & made accessible
62
Halal Training must be conducted by individual* or organization registered under Halal Professional Board (HPB)
topics; ✓ Halal concept ✓ Malaysia Halal Certification Procedure
i. Halal awareness
to new personnel within the first three (3) months from the appointment date
at least once in three (3) years to every personnel involved with processing and/or services activities 63
Halal Training training for Internal Halal Committee members
Must be conducted by Halal Training Provider (HTP) registered under HPB and/or competent authority (JAKIM/JAIN/MAIN)
ii. Halal Competency
to understand the Malaysian Halal Certification requirements: i. understanding of Shariah and fatwa; ii. Malaysian Standards; iii. Manual of Malaysian Halal Certification procedure (MPPHM); iv. Malaysian Halal Management System (MHMS); v. halal legislation; and vi. critical ingredients (if applicable).
at least once in three (3) years 64
Halal Training iii. Halal briefing program to every personnel and workers at all level
or related third party such as brand owner, supplier, transportation provider, visitors and others
65
Halal Training Level of training; a. Awareness / Basic level – eg: Halal Awareness, Halal Policy, HAS awareness, training on SOP… b. Intermediate level – eg: Halal Risk analysis, HAS monitoring, Development of SOP… c. Expert level – eg: Internal Halal Audit, Audit facilitation, review on HAS implementation program 66
Halal Training Plan for Halal Training Program - Determine types of training & its frequency
1. Training Need Analysis
Halal Training Program
2. Training Road Map
3. Training calendar
67
Halal Training
Establish a Training Operation Plan (TOP) containing the following information; (i) type of training, (iii) frequency, (v) trainers,
(ii) participants, (iv) recommended date, (vi) record.
68
Refer to Lampiran K, page 44
69
References Manual Prosedur Pensijilan Halal Malaysia (Domestik) 2020, Jabatan Kemajuan Islam Malaysia Sistem Pengurusan Halal Malaysia, Malaysian Halal Management System (MHMS) 2020
MS 1500: 2019 Halal Food – General requirements (Third revision) Halal Executive Module, Halal Professional Board, Jabatan Kemajuan Islam Malaysia
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