Coordinate a mock product recall

What is going on

Order EX-26-2205, chilled tenderloin and oyster blade for Hoshino Trading Company packed on 1 September, has been placed on hold as the trigger for the plant's second mock recall of the year. The scenario is a laboratory result indicating a possible pathogen in a related lot. The Quality Assurance Manager wants the exercise treated as real: convene the recall team, trace every carton from the packed date through the loadout orders system, establish how much is on site, at the distribution centre and with the customer, reconcile the quantities, draft the customer notification and prepare the report for the General Manager. The trace must be complete within four hours of the 9 am start. The export regulator's verification visit is in October and the recall records will be reviewed.

Your brief

Run the mock recall to the Product Withdrawal and Recall Procedure, complete the trace and reconciliation within four hours, prepare notifications and a recall report, and identify improvements to the traceability system.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

• Read the Product Withdrawal and Recall Procedure and prepare the recall team convening notice with roles, the timeline and the decision points.
• Using the loadout orders and production records supplied, identify every lot and carton from the 1 September packed date, including related lots processed on the same shift.
• Build the reconciliation showing quantity produced, on site, at the distribution centre, in transit and delivered, and account for every carton.
• Place the affected orders on hold in the Loadout and Despatch Orders system and record the hold reason and time in the product summary.
• Draft the customer notification for Hoshino Trading Company and the notification to the on-plant veterinary officer, including what product, what action and who to contact.
• Using the Export Compliance and Traceability Policy, explain the regulator's role and what documentation the regulator will expect from the plant.
• Conduct an internal audit of the traceability records used in the trace and record any gap as a Non-Conformance and Corrective Action Report.
• Write the recall report for the General Manager covering the timeline, the reconciliation, the root cause scenario, the actions taken and recommendations.

What someone in this role would produce

• Recall team convening notice and timeline
• Trace and reconciliation table
• Updated loadout orders showing holds
• Draft notifications to customer and regulator
• Recall report with audit findings