Preparing for an IPM Audit

7/2022 Issue: Preparing for an IPM Audit

By: Paul Gough, ACE, Corporate IPM Manager

Preparing for a food safety audit is a complex task with many moving parts, and it can be overwhelming. Integrated Pest Management standards are relatively simple and straightforward, leading many to underestimate the importance of managing compliance and to assume their outside IPM contractor has it handled.

In reality, IPM is a partnership between facility management and the IPM contractor that is critical to food safety. Failure of either party to pay attention can put food safety at risk and create an easy target for food safety auditors and regulatory personnel. IPM related issues are historically the biggest source of FDA citations in food facilities and can lead to food safety disasters. But when managed well, IPM can be an easy source of points towards the total audit score.

Here are 7 tips for ensuring IPM audit success:

1. The demeanor of those working with the auditor matters. Auditing is often stressful and unappreciated work; be welcoming, inquisitive, and receptive. Getting auditors talking will establish a rapport and put them at ease.

2. Understand that the big picture for an auditor is whether the IPM program is appropriate for the facility and responds to changing needs:
   1. Is the program effective in identifying and mitigating risk and addressing pest activity?
   2. Is the program sufficient to demonstrate that effectiveness? Is appropriate monitoring and inspection in place to accurately gauge the level of pest activity?
   3. Is there a designated supervisory-level person or team engaged with the IPM program? Are appropriate resources allocated and prioritized for corrective actions?

3. Plan to meet with the IPM contractor at least annually to review the program; schedule a refresher prior to the audit if needed. Have the IPM contractor go through their program and documentation and explain specifically how each element satisfies the requirements of internal and 3^rd party programs. Make sure appropriate facility personnel are familiar enough with the contractor’s logbook or website that they can confidently find documents and answer an auditor’s questions. Invite the IPM contractor to the documentation review to answer questions if the auditor will allow it.

4. Review pest activity and the contractor’s recommendations regularly, preferably each service visit. There should be a documented discussion regarding trends and corrective actions at least quarterly. Response to pest activity and identified risk should be documented from both the IPM contractor and the facility.

5. Periodic facility walkthroughs with the IPM Contractor are a good idea to help keep both parties engaged. If the audit is announced (pre-scheduled), walk the facility inside and out with the PCO a day or two prior to correct obvious pest related callouts (insect trails, dirty mops or full trash cans attracting flies, open windows or doors, food debris attracting ants, bird or wasp nests, etc.) and ensure pest management devices are in place and functional.
6. Don’t be afraid to (politely) challenge the auditor. Be familiar with the standards and if the auditor calls out something that doesn’t sound right, ask them to educate you on the which part of the standard applies. Their opinions may be valid and valuable, but that is not the same as a requirement and should not cost points or result in required remedial action.
7. Learn from the audit. Take the auditor’s recommendations to heart and use the documented findings to leverage change that will help protect your company’s customers and brand.