Halal Assurance Management System: Internal Halal Committee (IHC) Program Administration

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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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