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The Benefits of Utilizing and Retaining a Management System Consultant

All organizations are now able to implement standards regardless of company size or type. A Management System consultant can be an invaluable asset on the road to certification; providing a GAP Analysis, training and certification to an accredited Management System standard, as well as providing ongoing guidance and support to senior management, and offering cost-effective methods for achieving a standards scheme.

Each of the recognized standards requires a detailed, on site, third-party independent audit, carried out at least once per year. The purpose of this audit is to ensure that the proper systems are in place, monitored with accuracy and are effective in day-to-day operations or in times of crises. Some Management System consultants are able to offer auditing and certification services, but cannot offer both to an organization. It is considered a conflict of interest.

A Management System Consultant can:

a)    Provide a GAP Analysis and pre-assessment to determine a company’s     needs.

b)   Develop a written program, with input from all levels of the organization.

c)    Train staff in new policies and procedures, increasing their overall awareness.

d)   Improve upon existing Management System practices and procedures.

e)    Find solutions to challenges or barriers for implementing a standards scheme.

f)     Troubleshoot Management System or traceability issues within an organization’s operation.

g)    Set up documentation and proper record keeping procedures.

h)   Assist in the preparation for pre-audits and audits with a certified registrar.

i)     Provide ongoing support and new standards information as it evolves, specific to food categories and industry sectors.

j)     Source equipment, software and services such as lab testing.

What are the different kinds of Management System Consultants?

Consultants can be part of a consultancy firm or self-employed, working as an Independent. There are benefits and advantages to employing either; for example, by engaging a large company you may have access to a wider variety of consultants, able to offer a range of services to meet your overall business needs. An Independent Management System consultant is required to have experience in a specific food category or industry sector and may be able to provide greater insight into precise needs.

Choosing the right consultant, whether an Independent or part of a corporation, is an important decision because you will rely heavily on the expertise and recommendations provided to ensure your business is Management System compliant.

What is a GAP analysis and why is it important?

A GAP Analysis is a tool to determine Management System risks within an organization. Whether the organization is a primary food producer, a food processor, a transportation company or a retailer, a GAP Analysis is generally the first step in the certification process.

A Gap Analysis allows an organization to compare its current Management System practices against an accredited Management System management standard, and will identify areas of shortfall (the gaps). Once areas of improvement have been identified, changes can be made to improve not only Management System risks, but overall business performance; an important component for staying competitive in today’s marketplace, as well as reducing costly recalls, and ensuring consumer protection and confidence.

The GAP Analysis can be conducted by a series of questionnaires or an assessment using a sampling technique. The method employed will depend on a number of factors, including the Management System consultant’s area of specialization and the specific requirements for implementing a particular food standards scheme.

An Independent or corporate consultant can assess existing management systems and procedures against the full requirements or revised changes of an existing standard to create a unique compliance plan with the goal of certification. A compliance plan is a set of strategic steps that need to be taken for a business to be in “compliance” with a standard, or to fill in the “gaps” identified by a GAP Analysis.

A Gap Analysis can also quickly determine the size and scope of a certification project, allowing proper budgeting and time allotment for an organization’s management team and staff.

Your, Business Partner: A Management System Consultant

Before retaining a consultant, consideration should be given to a number of factors, including budget, experience and expertise of the consultant. A consultant can set appropriate expectations by managing the relationship with a communication plan, clearly identifying your business needs and determining the overall scope of the project.

A few additional items to consider:

     i.          A consultant should have a technical and practical knowledge of the specific industry sector that your organization is involved in.

   ii.          The consultant should provide relevant information, such as years of experience and related training. They should also be able to provide numerous samples that demonstrate their clear understanding of the standards that your organization wishes to implement.

  iii.          Ensure all organization management team members and staff understands that this project is a priority, and that they have a responsibility to work in cooperation with the consultant, making themselves available when operation reviews or testing is required.

  iv.          Be certain that your consultant has a complete list of resources and contacts within your organization so that he/she knows who to call when they require information.

    v.          Allow your consultant to be part of the team and do not leave him/her out of meetings or information exchanges. Set aside staff time to support the consultant.

  vi.          Stay in touch and ask questions. Encourage the consultant to do the same.

 vii.          Provide space in your facility for your consultant to work, at least one day a week, if possible. Some on-site visits will be required to conduct a GAP Analysis of your specific Management System needs and your staff will be able to offer valuable information on current practices.

viii.          Agree on the frequency of progress reports and status meetings. Provide samples of reports or files used by other consultants that you felt were particularly helpful.

  ix.          Don’t assume the consultant knows everything; be very clear about expectations, writing everything down and meeting with the consultant and their staff to be sure that all questions are answered before a project is started.

    x.          Ask the consultant about their problem-solving skills and about contingency planning. Remember, things rarely go as planned and you want to know that the consultant can handle issues and keep things moving.

  xi.          Get references before you sign the contract and ask the consultant’s previous clients about how they work, how effective their communication is and how well they interacted with staff.

xii.          Decide what level of service you want and what you are willing to pay for. For example, will you need the consultant to implement a compliance plan and not simply perform a GAP Analysis? Will you need follow-up support or staff training programs? It is important     to understand the full scope of needs now and into the future, so that the consultant you hire has a complete picture.

xiii.          While selecting the right consultant is important, supporting the project’s success by being clear about expectations, understanding the budget involved, and encouraging and maintaining senior management support is also vital.

What is the cost of a Management System Consultant Specialist?

Consultants charge for service in a number of ways; on a time basis, by the hour or day; or on a retainer, plus fees for time. In addition, consultants may charge for incurred expenses, including travel, phone calls, postage and etc. Fees and expense charges should be clearly stated on any contract or service agreement.

As a guide, consultant fees can range from BWP150 to BWP1,000 (Botswana Pula) per hour depending on their level of experience and expertise, and how many facilities they need to assess.

What should a Management System Consultant Specialist contract or service agreement include?

As with any business contract or service agreement, a Management System consultant specialist should define specific project goals and objectives, as well as deal with timelines and payment terms.

A Contract or Service Agreement should include:

1. A confidentiality agreement, used to protect trade secrets and sensitive information.
2. A detailed breakdown of specific tasks that the consultant will perform, using timelines, sometimes referred to as “milestones,” and specifying when the consultant’s progress can be reviewed and what procedures are in place if there are questions or concerns.
3. The total project amount and a mutually agreed payment schedule, which could be determined by project segments, such as providing a GAP Analysis, staff training, certifying to a specific standards scheme and ongoing support and guidance.
4. Form of payment. A consultant could require payment by company cheque, an e-transfer, or may permit credit card payments. In most cases, a retainer is required and in some instances, consulting fees can be financed through a government-funded bank.
5. A clause requiring the consultant to carry liability insurance against “errors and omissions”; a type of insurance designed to insure against providing “bad” advice.

In addition, a provision should be included to reserve the right to terminate the contract, at any time, by either party, with written notice or for non-performance.

This information is provided for those who are interested in engaging a management system consultant. Please feel free to give me feedback.