Defining the Scope of an IFS Audit

When food businesses pursue International Featured Standards (IFS) certification, one of the first critical steps is establishing exactly what will be evaluated during the audit. This scope definition isn’t just a formality-it’s the foundation that ensures your certification accurately reflects your operations and capabilities. Without a clear understanding of audit scope, companies risk incomplete evaluations, certification issues, or misunderstandings about what their IFS certificate actually covers.

What does audit scope mean in IFS certification? 🔗

In the context of IFS certification, scope refers to the specific boundaries and parameters within which the audit will be conducted. Think of it as drawing a circle around exactly what the auditor will examine. The audit scope typically includes all production lines and products manufactured at the site, though specific exclusions may be determined under certain circumstances.

The scope encompasses three primary dimensions: the products being manufactured, the physical locations where activities occur, and the processes used to create those products. Each of these elements must be clearly identified and agreed upon before the audit begins. This clarity prevents confusion during the assessment and ensures that the resulting certificate accurately represents what was evaluated.

Why scope definition matters 🔗

Defining the audit scope serves multiple important purposes. First, it establishes realistic expectations for everyone involved. The food business knows exactly what will be assessed, the auditor understands the breadth of their evaluation, and customers who rely on the certification can see precisely what it covers.

Second, a well-defined scope prevents critical areas from being overlooked. IFS audits are comprehensive assessments that evaluate various aspects of food production, including quality management systems, food safety protocols, and production processes. Without clear scope boundaries, important elements could be missed, leaving gaps in your food safety system.

Third, scope definition helps companies allocate resources efficiently during audit preparation. When you know exactly what will be examined, you can focus your preparation efforts where they matter most rather than spreading resources too thin across areas that may not be included.

The collaborative approach to scope determination 🔗

One of the distinguishing features of IFS audit scope is that it must be mutually agreed upon by both the food business seeking certification and the certification body conducting the audit. This isn’t a decision made unilaterally by either party.

The process typically begins with initial discussions where the certification body gathers information about your operations. You’ll provide details about your product categories, manufacturing processes, facility locations, and organizational structure. The certification body then evaluates this information against IFS requirements to propose an appropriate scope.

This collaborative approach ensures that the scope is both appropriate for your business and sufficient to meet IFS standards. It also provides an opportunity to address any questions or concerns before the audit begins, reducing the likelihood of surprises or misunderstandings later.

Key elements included in audit scope 🔗

Product groups and categories 🔗

One of the most critical elements of audit scope is identifying which product groups will be covered. IFS organizes products into defined categories based on factors such as food type, processing method, and technology used. The audit scope usually includes all production lines and products manufactured by the production site, but companies must ensure these are properly categorized.

Product groups might include dairy products, meat products, bakery items, beverages, or combined products. The categorization considers not just the final product but also the processing technologies involved, such as pasteurization, freezing, fermentation, or aseptic filling. If your company produces items across multiple categories, all relevant groups should be clearly identified in the scope to ensure comprehensive coverage.

Physical locations and facilities 🔗

The scope must clearly specify which physical locations are included in the certification. For single-site operations, this is straightforward. However, many food businesses operate multiple facilities or have activities distributed across different locations.

Companies with multiple production sites face an important decision: should each location be certified separately, or should they pursue a multi-site certification approach? Each option has implications for audit scheduling, resource allocation, and certificate structure. The certification body can help evaluate which approach makes most sense for your organizational structure.

Manufacturing processes and activities 🔗

Beyond products and locations, the scope defines which processes and activities will be evaluated. This includes primary production activities like food processing and packaging, but also extends to supporting processes such as quality control, storage and distribution, research and development, and maintenance operations.

The IFS Food Standard follows a product and process approach, meaning auditors evaluate not just your management systems but also verify that processes consistently produce safe, compliant products. The scope documentation should clearly outline which processes are within the certification boundary and which, if any, are excluded.

Addressing decentralized structures 🔗

Many modern food businesses operate with decentralized structures where certain activities take place at different locations from the main production site. These structures require special consideration when defining audit scope.

Decentralized structures that may need to be included in the audit scope include off-site storage facilities, separate distribution centers, research and development laboratories, or centralized quality control facilities. When these structures are integral to your food safety and quality management system, they should be incorporated into the audit scope to ensure complete evaluation.

The IFS framework provides flexibility in how decentralized structures are addressed. Options include conducting a combined audit where all locations are assessed as part of a single certification, performing separate audits for each location with individual certificates, auditing headquarters or central functions separately from production sites, or using a sampling approach for organizations with many similar facilities.

The chosen approach should ensure that all relevant aspects of your food safety system are properly evaluated, regardless of where they physically occur. Your certification body can help determine the most appropriate method based on your organizational structure and operational model.

Scope documentation and transparency 🔗

Once the audit scope is agreed upon, it must be thoroughly documented. This documentation serves multiple purposes and appears in several key places throughout the certification process.

First, the scope is detailed in the audit report, providing a clear record of what was evaluated during the assessment. This helps reviewers understand the context of audit findings and ensures traceability. Second, the scope appears on the IFS certificate itself, clearly communicating to customers and stakeholders exactly what the certification covers.

Scope documentation typically includes specific product categories and subcategories, technology scopes or processing methods used, physical locations included in the certification, and any exclusions or limitations. This transparency is essential because it allows customers and other stakeholders to make informed decisions about your certification’s relevance to their needs.

Managing scope changes over time 🔗

Business operations evolve, and your audit scope may need to change accordingly. Companies should review their scope regularly and update it when circumstances change significantly.

Situations that may trigger scope review include introducing new product lines or categories, implementing new processing technologies, opening new facilities or closing existing ones, acquiring other businesses or operations, or responding to new regulatory or customer requirements. When changes occur that affect your certification scope, you must inform your certification body promptly. They will conduct a risk assessment to determine whether an extension audit is needed or if the changes can be addressed during your next scheduled recertification.

Benefits of a well-defined scope 🔗

Investing time and effort in carefully defining your audit scope pays dividends throughout the certification process and beyond. A clear scope provides several tangible benefits for your organization.

It establishes clear certification boundaries so everyone understands exactly what is and isn’t covered by your IFS certificate. This clarity prevents misunderstandings with customers who rely on your certification. It enables efficient resource allocation by allowing you to focus preparation efforts on the areas that will be evaluated rather than spreading resources too thin.

A well-defined scope enhances credibility with customers and stakeholders by demonstrating that your certification covers all relevant aspects of your operations comprehensively. It also reduces compliance risks by ensuring that all critical activities are properly evaluated and included in your food safety management system.

For customers and consumers, a properly defined scope provides transparency about what the certification actually covers, confidence that food safety protocols encompass all relevant operations, and clear information for making procurement decisions.

Working with your certification body 🔗

Your certification body is your partner in defining an appropriate audit scope. They bring expertise in IFS requirements and experience with similar operations, which helps ensure your scope is both comprehensive and compliant.

During initial discussions, be prepared to provide detailed information about your operations, products, processes, facilities, and organizational structure. The certification body will use this information to propose a scope that meets IFS requirements while fitting your business reality.

Don’t hesitate to ask questions or raise concerns during scope definition. This is the time to address any uncertainties about what should be included, how decentralized structures will be handled, or how potential exclusions might affect your certificate. Clear communication during this phase prevents problems later and ensures that the final scope accurately reflects your operations and needs.

What do you think? How well does your current food safety system documentation reflect the full scope of your operations? Have you considered how decentralized activities or off-site processes might need to be incorporated into your audit scope?

References

1. https://www.asifood.com/asi-food-safety-blog/international-featured-standards-certification-what-you-need-to-know-about-ifs
2. https://goaudits.com/blog/ifs-audits/
3. https://www.getknowapp.com/blog/ifs-audit/