Dairy RegTech Application

DFSV has a new voluntary option for monitoring compliance. Dairy RegTech analyses food safety data already collected by dairy manufacturers to verify compliance and recognises food safety culture as an important driver of food safety.

Moving to Dairy RegTech is voluntary. Licensed manufacturers now have a choice to move to Dairy RegTech or stay with the existing audit system.

To be eligible to apply for Dairy RegTech, you must be a DFSV dairy manufacturing licensee for a minimum of 12 months and have had no more than one major corrective action request (CAR) issued by DFSV in the past 12 months.

Apply now or keep reading for more information about applying for Dairy RegTech. We also have a Dairy RegTech booklet to summarise this information, click here to download.

 

Dairy RegTech involves four stages – Apply, Assess, Plan and Strengthen.

 

how dairy regtech works

 

1. Apply

Licensees submit an application to DFSV including a statement of commitment from the most senior business leader and the individual site manager. To be eligible to apply for Dairy RegTech, you must be a DFSV dairy manufacturing licensee and have had no more than one major corrective action request (CAR) issued by DFSV in the past 12 months.

 

2. Assess

The site receives a food safety culture report following an assessment involving a self-assessment survey, onsite interviews with senior leaders and focus groups with line staff/supervisors. DFSV will then work with manufacturers to tailor what food safety data is required and how often they will upload it to best fit in with their existing business practices.

 

3. Plan

Licensee develops and implements an action plan reflecting insights from food safety culture report. It is expected to take 15 weeks from submission of an application to receipt of feedback for developing the action plan. Action plan is provided to DFSV for review, after which licensee becomes a Dairy RegTech Adopter i.e. has completed the transition and moves to an alternate audit model:

  • shorter regulatory audit
  • audit scope tailored to the individual site
  • check-in with Culture Specialist

 

4. Strengthen

Licensee uploads data to Dairy RegTech portal to inform next DFSV audit. Audits focus on key areas of food safety risk with minimum effective time on site. The DFSV Culture Specialist works with the site to identify strengths and areas for improvement, linking behaviours and food safety impacts, and periodically assessing progress against the site’s action plan. Food safety culture can be reassessed each year. 

 

All the workers at a site will be involved in the assessment at some stage:

  • There is a self-assessment survey to be completed by all workers (or at least 65% of workers to be statistically valid) in the early stage of the food safety culture assessment. This will take 10 to 15 minutes to complete.
  • The most senior business leader i.e. the most senior decision maker in the company will need to allocate one hour for a discussion with the DFSV CEO at the beginning of the Dairy RegTech program. This could be the business owner, managing director or CEO.
  • For each site there will need to be 3 key site staff who are prepared to be involved throughout the assessment period which is expected to take 15 weeks. For a small site, one or two people may cover these roles. These are:

Site Contact

Decision maker for the site and is a senior leader. Critical for engagement and communication across the site and subsequent actions. E.g. Site Manager or equivalent. In some sites, this role may be referred to as the Operations Manager. In smaller sites, this person may be the owner/operator.

 

Site Culture Contact

Key contact to work along the DFSV Culture Specialist and the key driver of culture change at the site. Depending on the site size and priorities, this could be the same person that is the Site Contact or Data Contact. This could also have potential to be someone from the site with a HR background.

 

Site Data Contact

Key contact to work along with the DFSV FSM in discussing the data components of Dairy RegTech, preferably has autonomy for decision making e.g. Technical Manager or Quality Manager. For smaller sites, there may not be a Technical Manager. An equivalent position would be the lead person in charge of quality. For smaller sites, the owner would likely fill both the role of the Site Manager and the Technical Manager.

 

Stage

What’s involved

Time envisaged per step

Time passed since commencement

1. Apply

  • Submit application
  • Receive login information for Dairy RegTech portal
  • Assigned Culture Specialist
  • Timing for the commencement of the next stage determined

Liaison time between Culture Specialist and Site Contact only

NA

2. Assess

2.1 Introductions

  • First meeting with key site staff, Culture Specialist and FSM for introduction to Dairy RegTech  
  • Top-to-top meeting between DFSV CEO and most senior business leader
  • Meeting – 1.5hrs x 2
  • Liaison time between Culture Specialist and Site Contact in lead up to survey distribution

If possible, within two weeks of being accepted

2.2 Staff complete survey – available for 2 weeks

If 65% response rate for survey achieved ? planning for onsite visit

  • 10-15mins per person to complete survey
  • Liaison time between Culture Specialist and Site Contact in lead up to onsite assessment

Ideally, survey commences two weeks post step 2.1, then is open for two weeks.

2.3 Two DFSV culture specialists undertake culture assessment:

  • Site leader interviews (up to 3 depending on site size)
  • Focus groups (up to 3 depending on site size, up to 8 people per group)
  • 45mins per focus group
  • 45mins per interview
  • Onsite for 2-5hrs depending on size

Within two weeks of survey closure date

2.4 Food Safety Culture report received

DFSV Culture specialist walks Key Site Staff through the results

  • Results session – 30mins
  • Liaison time between Culture Specialist and Site Contact in lead up to feedback session

Within 2 weeks of onsite assessment

3. Plan

3.1 Key Site Staff to coordinate the development of a Food Safety Culture Action Plan 

Determined by the site – DFSV resources and guidance will be available to assist. 

Provide a completed action plan to DFSV to review within a month of receiving results

3.2 Feedback provided on action plan (alignment to goals)



Assessment process complete

Feedback session – 30mins

Feedback - Within 2 weeks of receiving the action plan

4. Strengthen

  • Transition to alternate audit model for Dairy RegTech Adopters
  • Licensee uploads data to Dairy RegTech portal to inform next DFSV audit.

Hands-on time variable depending on individual circumstances, times above are a guide

Approx 15 weeks to complete assessment process

Note: All timing is approximate and hands on timing is variable depending on individual circumstances. We estimate it takes approximately 15 weeks to complete the assessment process.

 

Apply now - October 2021 Intake

Please enter your DFSV Manufacturer Licence Number

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Please enter the relevant details as they apply to your business:

Most senior business leader

This will be the most senior decision maker in the business. This may be any of the following roles:

  • Business Owner
  • CEO or
  • Managing Director

This person will need to allocate one hour for a discussion with the DFSV CEO at the beginning of the Dairy RegTech program.


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Site contact

This will be the decision maker for the site and is a senior leader. As part of the Dairy RegTech program, this will be a important role in facilitating engagement and communication across the site and coordinating subsequent activities. This person may be:

  • Site Manager or equivalent
  • Operations Manager 
  • Owner/ Operator (for small businesses)

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Site culture contact

This will be the key contact to work along the DSFV Culture Specialist and the key driver of culture change at the site.

  • Depending on the site size and priorities, this could be the same person that is the site contact or data contact
  • This could also be someone from the site with a HR background

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Site data contact

This will be the key contact to work along with the DFSV Food Safety Manager (Auditor)  in discussing the data components of Dairy RegTech. Preferably, someone who has autonomy in decision making. This could be:

  • Technical Manager
  • Quality Manager
  • For smaller businesses, an equivalent position would be the lead person in charge of managing food safety and/or quality onsite.
    The owner will likely fill both the role of the Site Contact and the Site Data Contact.

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Privacy and confidentiality statement

DFSV acknowledges the need to safeguard the confidentiality of all information provided under Dairy RegTech and will apply the same level of confidentiality to that information as it does with other information provided to it under the Dairy Act 2000 (Vic). DFSV will also comply with all applicable data security and privacy laws.

Each licensee will also need to ensure that it has obtained all necessary consents and provided all necessary notices in accordance with applicable privacy laws, to the extent that any information it supplies as part of Dairy RegTech is personal information.

In consultation with Dairy RegTech Adopters, DFSV may compile de-identified, aggregated information for publication purposes. For the avoidance of doubt, if, following the consultation process, DFSV makes such information publicly available, it will ensure that the information does not contain or disclose any confidential or personal information of an Adopter, or information that identifies (or could reasonably identify) an Adopter.  


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Is Dairy RegTech a regulatory requirement?

No, it is voluntary to participate in the Dairy RegTech program.
 

What are the benefits?

Longer term, greater resilience to food safety disruptions and greater food safety assurance to domestic and global markets. There will be a reduction in regulatory burden with auditors spending less time manually checking data and less time on site. Over time, DFSV will provide comparative analysis of a site’s performance.

Short term, audits will be tailored to the individual site, with the scope of the audit altered to suit. There will be a reduction in regulatory burden with auditors spending less time manually checking data and less time on site.

Over time, there will be opportunity for reduction in audits (e.g. one on-site per year).

 

Who can apply?

Dairy manufacturers – it is not available to dairy farmers.

 

Our company has multiple sites in Victoria. Can I submit one application to cover all sites?

No. These assessments are done on individual sites. A company needs to submit an application for each individual site in Victoria.

 

When does Dairy RegTech start?

Manufacturers can commence their Dairy RegTech journey from 11 January 2021. Manufacturers can apply to participate from 9 November 2020. They can indicate what month they’d like to get started in their application form.

 

Is there a cost to apply?

No.

 

Are there eligibility criteria?

Yes. You must be a DFSV dairy manufacturing licensee and have had no more than one major corrective action request (CAR) in the past 12 months.

 

Who submits the application?

Anyone at the site with the appropriate authority can submit the application, though it is important to seek commitment from the CEO and Site Manager (or senior decision makers), ahead of time on:

  • The people and time commitment required to complete the food safety culture assessment process and submission of an action plan to DFSV
  • The submission of data and how that will be used 
  • On-going support from the DFSV Culture Team

As they will be contacted to confirm the site’s commitment to participating in the program.

 

What is food safety culture?

The food safety culture of a business is how everyone (owners, managers, employees) thinks and acts in their daily job to make sure that the food they make is safe. Dairy RegTech uses a food safety culture maturity model to identify and explain the drivers of food safety at a manufacturing site. Applying the model will identify strengths and areas for improvement.

To read more about food safety culture and how it is measured as part of Dairy RegTech, click here.

 

How long does the food safety culture assessment take?

The food safety culture assessment is expected to take 15 weeks from submission of an application to receipt of feedback for the action plan.

 

What’s involved in the food safety culture assessment?

The first step Involves a self-assessment survey completed by all workers on the site and then followed with onsite interviews with senior leaders (up to 3 depending on the site) and focus groups (up to 3 depending on site size, up to 8 people per group). A site needs to get a minimum of 65% completion rate for self-assessment survey before proceeding to on-site interviews.

The DFSV food safety culture specialist will assess the following 5 dimensions of culture within a dairy manufacturing business: values and mission, people, adaptability, consistency and risks and hazards awareness.

Under each of these dimensions, DFSV will assess systems, activities, resources and traits of a manufacturing site that enable a more mature food safety culture. In DFSV’s food safety culture maturity model, these are called ‘enablers’ and there are two or three under each dimension.

To read more about food safety culture and how it is measured as part of Dairy RegTech, click here.

 

How is the food safety culture data analysed and stored?

DFSV is using a sophisticated survey program, Qualtrics to capture food safety culture data effectively and ensures data privacy. All data is stored on DFSV’s secure website in Australia. 

 

How are the food safety culture results reported?

Results will be made available as a confidential report on the site’s individual Dairy RegTech dashboard which is password protected on the Dairy RegTech portal. Only the site can see their results. The results are reported at three levels:

  • An overall food safety culture maturity score ranging from one (least mature) to five (most mature)
  • Individual scores for each of the five dimensions
  • Individual scores for each of the fourteen enablers

As more licensees join the program, sites will be able to see how their food safety score compares to the industry benchmark.

 

Who gets to see a site’s food safety culture results?

Only the applicant site can see their results. It is up to the site to determine if they want to share their results with others. DFSV will not be sharing individual site results with anyone but the applicant site. 

 

How does a site use the food safety culture maturity results?

The results will allow licensees to identify gaps and prioritise actions in the form of an action plan. for continuous improvement. Under Dairy RegTech, Dairy RegTech Adopters will be able to spend time talking about their current food safety culture maturity, guided by their action plan with a DFSV food safety culture specialist.

 

What does DFSV do with the action plan?

The action plan is provided to DFSV to review that it reflects the results from the culture assessment and can be implemented within a twelve-month timeframe. The licensee has completed the transition to Dairy RegTech and becomes a Dairy RegTech Adopter. 

The Action Plan is the material that both the site and their Culture Specialist will refer to at the future ‘check in’ sessions to discuss wins, potential roadblocks and ideas for ways forward.

 

Will DFSV reassess a site’s food safety culture?

Dairy RegTech Adopters will have the opportunity for their food safety culture to be reassessed at an interval appropriate for the manufacturing site. This could be every twelve months or a longer period. 

 

Can I have a food safety culture assessment without applying for Dairy RegTech?

No – these assessments are only offered to licensees committed to moving to an alternate audit model. This model uses food safety culture and data together to provide food safety assurance.  

 

Where does providing food safety data fit into the application process?

Providing two food safety data points regularly (e.g. monthly) to DFSV is an important part of Dairy RegTech.

DFSV Food Safety Managers will discuss the data requirements with the Site Data Contact at the start of the assessment process.  

Once a site becomes a Dairy RegTech Adopter, data is uploaded through the Dairy RegTech portal to inform next DFSV audit.

 

What food safety data must be supplied?

A minimum of 2 data points (corrective action requests and quantitative end product testing) are to be shared via the DFSV portal. Licensees may wish to share additional data such as training, environmental testing (quantitative and/or qualitative) and end product testing (qualitative). 

DFSV Food Safety Managers will discuss with the site personnel the scope and submission frequency of data.

DFSV has developed templates that can easily be provided to your testing laboratory so they can provide your testing information in a submission-ready format.

 

How does a site submit food safety data to DFSV?

Dairy RegTech Adopters will regularly submit their food safety data via the Dairy RegTech Portal. Data can be uploaded using a webform or via text (XLS) submission. 

Smaller businesses may have limited digital capabilities for their management of food safety. The Dairy RegTech portal provides digital record management as well as analysing and trending information to monitor how they’re tracking.

 

How is this food safety data used by DFSV?

DFSV Food Safety Managers will look at this data including trends allowing more targeted audits with less time spent manually checking records.

Data will be analysed, trended and benchmarked, presented deidentified in an individualised password protected dashboard to Dairy RegTech Adopters available on the Dairy RegTech portal. Sites will be able to easily observe trends in the data and compare their performance to industry benchmarks of food safety data. 

Dairy RegTech Adopters continue to share data to confirm food safety (rather than just checking records at the six-month audit). This is information licensees already collect for audit purposes.

 

Will audit be different for Dairy RegTech Adopters?

Yes. Audits will be tailored to the individual site, with the scope of the audit altered to suit. For example, a review of the Food Safety Program may be limited to only those areas where changes have been made, as opposed to the entire program. 

DFSV will use observation as a primary method to collect evidence with less reliance on retrospective review of documented records ​and active conversation with the licensee during the audit rather than the current question/answer approach.

The approach under Dairy RegTech will focus on risk management and utilise points of interest generated from information provided by the site to assess and verify food safety controls across the system by “following the breadcrumbs”.

Over time, there will be the opportunity for reduction of audits (e.g. one on-site audit per year).

 

Will resources be available to assist licensees?

DFSV is providing guidance and resources for businesses who become Dairy RegTech Adopters. Examples include a step-by-step guide for industry, strategies to get your team/s ready for the survey/onsite assessment and a templated Action Plan. 

These will all be available on the Dairy RegTech portal.

DFSV will continue to develop resources based on Dairy RegTech Adopters’ feedback.

 

Is Dairy RegTech available in other states?

Not at this stage. The Dairy RegTech concept is supported by the states and DFSV has offered to help states implement this program.  

 

Can export registered sites apply for Dairy RegTech?

Yes - all of your export requirements will be covered by DFSV audit (as it is now).