McDonalds Ocean Reefer Quality Guidelines

McDonalds Ocean Reefer Quality Guidelines

McDonalds goes to great lengths to assure the quality and safety of products produced for our restaurants meet our exacting standards and specifications. Equally important is the transportation of these products from supplier facilities to distribution centers. Cold chain integrity is a key concern and a critical measure to assure products reach our restaurants and ultimately our customers, as designed. The intent of this process is to establish guidelines, procedures and objective measures for all McDonalds ocean reefer shipments, assuring cold chain integrity from supplier to distribution center.

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CONTENTS
1.0) Overview 2.0) Ocean Reefer Booking Process 3.0) Pre-loading Preparation Process 4.0) Pre-cooling Process 5.0) Container Loading Process 6.0) Maintenance and Verification of Transit Temperature 7.0) Re-handling (trans-load) Guidelines 8.0) Quality Inspection Process (QIP)

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1.0

Overview
McDonalds quality and food safety are affected by all facets of the supply chain, from raw material production to restaurant operations. Shipments via ocean reefer containers are important links in the process of delivering McDonalds quality products to our restaurants, and ultimately our customers, on a consistent basis. Logistics providers, suppliers, ocean carriers, inland carriers, freight forwarders and distribution centers are responsible for maintaining the integrity of the cold chain. While these entities are self-managed during the ocean transportation process, establishment of global standards and expectations will assure consistency in how we measure and monitor cold chain integrity of ocean reefer shipments. To ensure cold chain integrity, we expect all logistics providers, suppliers, ocean carriers, inland carriers, freight forwarders and distribution centers to comply with McDonalds Ocean Reefer Quality Guidelines.

2.0

Ocean Reefer Booking Process

The Ocean Reefer Booking Process is critical to achieve the correct temperature set point and to assure the proper equipment is assigned. Logistic Provider / Freight Forwarder / Supplier

2.1 Temperature Probes If temperature probes are required in the shipment, the carrier must be advised at time of booking to assure equipment provided matches equipment requirements. 2.2 Fresh Air Exchange Vents If specific venting of the container is required, the ocean carrier must be advised at time of booking to assure equipment provided matches equipment requirements. 2.3 Booking temperature set point The temperature requirements for the product in transit must be clearly communicated to the ocean carrier and supplier. Product temperature requirements are specified below: Commodity Beef Patties Poultry Beef Block Sausage French Fries Frozen Mixed (with pies) Frozen Mixed (without pies) Refrigerated Pies Orange Juice Concentrate Fish Block Celsius -18C -18C -18C -18C -18C -20C -18C +2C -20C -18C -26C Fahrenheit +0F +0F +0F +0F +0F -5F +0F +35F -5F +0F -15F

2.4 Set Point Booking Confirmation Verification

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The Logistics Provider or Freight Forwarder must verify that the temperature on the booking confirmation is correct.

3.0

Pre-loading Preparation Process

The Pre-loading Preparation Process establishes ocean carrier equipment pre-trip inspection (PTI) standards and equipment inspection processes for inland carriers and suppliers. It is recognized that inland carriers and suppliers are not reefer experts and are not responsible for the function of reefer containers. The inspection standards in this section are designed to minimize the possibility of potential issues. 3.1 Ocean Carrier a) Pre-trip inspection (PTI) of reefer containers and gensets must be carried out prior to release by the ocean carrier to the inland carrier to ensure that the equipment is capable of maintaining the temperature required to maintain cold chain integrity and the product temperatures listed in section 2.3. b) Confirm the booked equipment size/type is assigned. Confirm that a genset is available if required. c) Confirm the booked temperature set points are correct. d) Internal and external inspection of the reefer container must be performed prior to dispatch to the inland carrier. e) It must not be left up to the shipper or shippers representatives to set a reefer container; they are only to verify that the requested settings are correct.

3.2 Inland Carrier a) Confirm the equipment assigned is the equipment required to assure cold chain integrity and that it is set at the temperature specified in section 2.3. b) Equipment should be inspected to ensure it is in sound condition and will be able to maintain cold chain integrity. There should be no holes, gaps in seams or oil stains. If a container does not pass inspection, it must be rejected. c) Verify door integrity (hinges in place, properly aligned and doors close tightly). If door integrity is such that cold chain integrity cant be guaranteed, equipment must be rejected. d) Verify reefer is free of chemicals, spoilage or foreign odors that might otherwise transfer to the product. Any equipment that exhibits odors might transfer to goods being shipped and must be rejected. e) Interior must be clean with no debris, spillage or other contamination. Any equipment that does not meet these requirements must be rejected. f) Side walls, floors and roof must be in good condition with no interior or exterior holes that allow insulation to be exposed. Any equipment that does not meet these requirements must be rejected. g) Door gaskets must be in sound condition and fully operational. Any equipment that does not meet these requirements must be rejected. h) Corner posts and top/bottom rails must be structurally sound. No missing or broken bottom cross-members are to be accepted. Any equipment not meeting these requirements must be rejected. i) Chassis and tires must be in good condition.

3.3 Supplier
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a) Verify the equipment size/type meets the booking request in section 2.0. b) Verify the container temperature setting complies with the product temperature requirements in section 2.3. c) Visually inspect the outside of container and check the general condition. No holes, gaps in seams, excessive rust/corrosion, oil stains or excessive patches should be found. Any equipment not meeting these requirements must be rejected. d) Verify door integrity (hinges in place, properly aligned and doors close tightly). If door integrity is such that cold chain integrity cant be guaranteed, equipment must be rejected. e) Verify reefer is free of chemicals, spoilage or foreign odors that might otherwise transfer to the product shipment. Any equipment that exhibits odors that might transfer to goods being shipped must be rejected. f) Interior must be clean with no debris, spillage or other contamination. Any equipment that does not meet this requirement must be rejected. g) Side walls, floors and roof must be in good condition with no interior or exterior holes that allow insulation to be exposed. Any equipment that does not meet these requirements must be rejected. h) Door gaskets must be in sound condition and fully operational. Any equipment that does not meet these requirements must be rejected.

4.0 Pre-cooling Process

The Pre-cooling Process establishes guidelines for pre-cooling the reefer prior to loading and the core temperature of products during the loading procedure. 4.1 Container Pre-cooling Overview a) Pre-cooling of reefer containers must be avoided if the reefer is loaded without the benefit of a cold tunnel or refrigerated loading dock. This incorrect practice results in frequent defrost cycles during the first days of transportation which will minimize the available refrigeration available for the cargo, potentially impacting cold chain integrity. b) The reason for not pre-cooling a container is to maximize the available cooling by minimizing large amounts of condensed water which form on the reefer containers interior walls when the doors are opened and the ambient temperature is high and/or the ambient air is more humid than the interior container air. The container will have to defrost more frequently to remove the ice that forms on the evaporator coils from the condensed water that forms on the container walls. This will result in less effective cooling and it will take longer to reach the set point. 4.2 Container Pre-cooling Procedure a) Pre-cooling containers can take place when the cargo is transferred to the container from cold storage through a refrigerated loading dock and a cold tunnel (seal around the container when it is backed into the loading dock; see page 6). b) Unit should be pre-cooled, as close as possible, to the cool dock temperature level. Based on DQMP refrigerated dock temperature requirements, cool docks must be maintained at +45 Fahrenheit (+7 Celsius) or less, while assuring products do not freeze (product temperature at or above +34 Fahrenheit; +1.1 Celsius). c) When loading a pre-cooled container, the reefer unit must then be turned off during the loading operation and at any time when the doors are opened. d) Multiple sequential container stuffing must be avoided to minimize opening and closing of the doors. e) Verify that reefer is set at proper temperature specified in section 2.3.
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f)

Conduct a visual inspection of the container before beginning the loading process, inspect reefer inside and doors, verify that unit is clean and free of odors, the inside is structurally sound with no holes and gaskets on the doors are in sound condition and fully operational.

Example of a Standard Cold Tunnel

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Example of Optimal Cold Tunnel

Cold Tunnel From Inside

5.0

Container Loading Process

The Container Loading Process identifies best practices for loading to ensure proper airflow and cold chain integrity.

5.1 Examples and Guidelines The stowage pattern must allow air to move freely around the cargo (See figures 1 & 2 on pages 8 & 9), while preventing any movement of the cargo. The cargo should be stowed to cover the entire floor evenly for weight distribution and stability. The total weight of the cargo, container, chassis, genset and truck must meet all legal requirements. The core cargo temperature must be at the temperature as specified in section 2.3 prior to loading. The cargo core temperature(s) must be recorded and retained. 5.2 Floor Loaded Frozen or Chilled Cargo Frozen or chilled products loaded at the required temperatures require a very simple stowage pattern. a) No spacing between packages, cargo, side and/or end walls.
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b) Cargo must not be loaded above the red load line as this will prevent the air from flowing freely back to the refrigeration unit. c) Cargo must not be loaded beyond the end of the T-floor. d) No open floor space must be left at the front bulkhead. e) No plugs should be placed between the T-floor channels. f) No bulkheads should be placed in the load in an attempt to segregate different types of cargo. g) See figures 1 & 2 on pages 8 & 9. 5.3 Frozen or Chilled Cargo Palletized The guidelines for loading palletized loads are identical to procedures for floor loaded cargo but additionally it should be observed that: a) The cartons should be stacked squarely on top of each other, so that the weight is evenly distributed on the corners of the cartons. b) The corners of the cartons should be aligned with the corners of the pallets. c) Pallets should be placed closely together leaving no spacing between the pallets. d) Cargo must not be loaded above the red load line as this will prevent the air from flowing freely back to the refrigeration unit. EXAMPLE The cargo must cover the entire floor to ensure proper distribution of cooling air. If the floor is not covered by the cargo, heavy cardboard should be placed where no cargo is stowed, in order to ensure proper air distribution. The heavy cardboard must be secured by either cargo cartons or loaded pallets so that it does not fly up and block the return air pathways/grill.

Figure 1

Note: Proper reefer airflow pattern.

Optimal Loading (Top View)

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Figure 2

TOP 1

TOP 2

TOP 3
Refrigeration Unit Filler

TOP 4

TOP 5

Loading Diagram Notes: Top 1: Gaps between cargo and at front of the unit should be covered by cardboard (filler) as illustrated in Top 2. Top 3: Illustrates proper loading. No gaps were left between cargo and gap at front of unit is covered by cardboard (filler). Top 4: Gaps between cargo and at front of unit should be covered by cardboard (filler) as illustrated in Top 5.
Product should be loaded tight to the front of the container however care must be used not to hit or displace the air deflection plate (See figure 3 on page 10) on the bottom of the front bulkhead. The air defection plate should be checked to make sure that it has not dropped down into the space near the T-floor Ts to ensure air flow is not blocked. Reefers should be loaded as quickly as possible. A one hour maximum for loading is a good guideline. In the event there is an unexpected delay during loading, the container should be closed and the power switched back on until the loading process resumes. Ideally the product should be staged in the freezer, not on the cold dock. Once loaded, pull container away from dock, close/seal doors, have driver restart the genset/refrigeration unit and put it into manual defrost. The set temperature on the suppliers bill of lading must always match the set temperature on the unit.

Figure 3
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6.0

Maintenance and Verification of Transit Temperature

The Maintenance and Verification of Transit Temperature outlines temperature recording requirements and monitoring responsibilities while a reefer is in transit to ensure maintenance of cold chain integrity.

Temperature Recorder Procedures and Guidelines 6.1 Temperature Probes In order to record the cargo temperature of many shipments, cargo probes are utilized. These probes are attached to cables with a temperature-sensitive element fixed to one end. The probes must be calibrated for each voyage to ensure accuracy of the readings and must remain in the container after the voyage, as they are the property of the ocean carrier and not to be taken out by the customers. When using a cargo probe, it should be connected to the microprocessor and the data logger via a receptacle, making it possible to record accurate cargo temperatures throughout the voyage.

6.2 Portable Recording Devices

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Portable temperature recorders are required on all McDonalds reefer containers. McDonalds approval must be obtained for the non utilization of Portable Recording Devices. A minimum of one device must be placed in the unit by the supplier. This device must be positioned within reach of the rear door. The recorder must have the capability to cover both the expected reefer utilization time period and the expected temperature range for the entire transit. In the event a Portable Recording Device malfunctions and does not provide a proper temperature reading, the load must be accepted conditionally (provided the product meets QIP standards) and a temperature reading must be requested and obtained from the ocean carrier as backup. The recorder serial number must be stated on the bill of lading as well as where in the load the recorder is placed. Otherwise the recorder data may not be considered valid in a claim situation. Transit Temperature Monitoring 6.3 Supplier The container must not be released from your lot until the internal temperature meets the temperatures as outlined below. The container and cargo temperature must be recorded at time of release.
Release Point Temp Chart Commodity Celsius Fahrenheit Beef Patties -12 +10 Poultry -12 +10 Beef Block -12 +10 Sausage -12 +10 French Fries -12 +10 Frozen Mixed (with Pies) -15 +5 Frozen Mixed (without Pies) -12 +10 Refrigerated +4 +40 Pies -15 +5 Orange Juice Concentrate -12 +10 Fish Block -21 -5 *** A reefer container can be released by a supplier once the temperature reading reaches the identified chart temperature for the commodity.

6.4 Inland Carrier (Trucking Company) The trucking company should monitor the displayed temperature when the unit is not in defrost mode to ensure the reefer is maintaining the booked set temperature as outlined in section 2.3. The trucking company must immediately notify their dispatcher or the ocean carrier of any deviations from the booked set temperature. 6.5 Railroad (Ocean Carrier) The ocean carrier must utilize 3rd party protective reefer service for fueling, repairs and monitoring of reefers for all rail moves. In the event there is a deviation from temperature as outlined in section 2.3, the 3rd party provider must notify the ocean carrier immediately and the ocean carrier will then notify the customer. 6.6 Gate Arrival into the Container Yard or Ocean Terminal
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When a full container is received for export at the terminal or depot, the reefer container must be inspected. a) In case of discrepancies between the set temperature of unit, shipper documents and the temperature specified in the booking system, the customer must be informed immediately. b) Reefers which arrive at a terminal/depot and are found to be malfunctioning due to an equipment failure should be received into the terminal/depot and repairs should be initiated immediately. Both the Ocean Carrier booking office and customer should be informed of the following: Container number Temperature setting Commodity Estimated time necessary to complete repairs Maximum temperature deviation and duration of same Estimated time necessary to bring temperature back to set point If possible, the carrier should pull a download record. 6.7 At the Export Ocean Terminal / Depot Terminals or depots have certain responsibilities for the safe care of reefers while in their possession. These responsibilities apply for export reefer loads and include the following: a) Reefers arriving by road or rail should immediately be connected to electrical shore power. b) If a discrepancy is discovered between the set temperature of the unit and the manifest, the origin booking office must be notified to confirm correct temperature with the customer. c) All reefer loads while in possession of the terminal or depot must be monitored at minimum of once daily. 6.8 Onboard the Vessel Once the container has been loaded onboard, it must be plugged in as soon as possible. After the container has been plugged in, the reefer electrician must ascertain that the reefer container is running satisfactorily and that all the settings are in accordance with the reefer manifest and the bay plan. This includes the checking of: a) b) c) d) e) Temperature setting Ventilation setting Humidity control setting Controlled Atmosphere settings Defrost setting

In case of a discrepancy between the actual settings on the container and what is listed in the reefer manifest, the terminal staff must be notified immediately and requested to inform the correct settings. 6.9 On Arrival Terminal at Destination or Transshipment Port a) Loads which are received into terminals must be connected to electrical shore power immediately.
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b) If a discrepancy is discovered between the set temperature of the unit and the manifest, the origin booking office must be notified to confirm correct temperature with the customer. c) All reefer loads while in possession of the terminal or depot must be monitored at minimum once daily. 6.10 On Terminal Prior to Delivery After the reefer container has been connected to electrical shore power, the terminal or off-dock has to ensure that the reefer containers are still in optimum condition and maintaining the booked set temperature. All Reefer containers must be monitored a minimum of once daily to ensure maintenance of booked set temperature. 6.11 Customs Reefer Handling Process Verification a) Process must be identified in all markets b) Risk management opportunities identified c) Risk management opportunities implemented and monitored 6.12 Gate Out for Delivery When a full container leaves the terminal for transport to the Consignee an Equipment Interchange Report (EIR) must be filled out and the container must be checked as follows: a) External inspection of the container must take place. Roof, sides, doors and bottom (if possible) must be checked. Any damage to the container must be noted on the EIR and a reefer supervisor must be informed to determine if further actions are necessary. b) The actual settings on the container must be compared to the requested settings on the B/L and the actual readings must be noted on the EIR. In the event the temperature on the B/L does not match the containers set point, the carriers booking and destination office must be consulted immediately. It is recommended that a genset be used for all ocean reefer containers moving to inland locations regardless of transit time. If this is not possible, the temperature must be maintained per DQMP standards. 6.13 Customer (Consignee at Destination) The Consignee is responsible to monitor and is liable for the reefer container while in their possession. If there is any deviation in temperature from the set point as outlined in section 2.3, the ocean carriers local office and the Logistic Provider should be notified immediately.

7.0

Re-handling (trans-load) Guidelines

The Re-handling Guidelines establish transload standards and identify best practices.

7.1 Swing requirements (Cold dock) Trans-loading of the cargo is always the last option since it exposes cargo to the ambient air. It also requires surveyors, customers and customs to be present. Ideally
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trans-loading should take place at a facility with a cold dock to prevent the cargo from being exposed to high ambient temperatures. Trans-loading should preferably take place during early morning or night. Furthermore, sufficient manpower should be present to perform the trans-loading in a quick manner to keep exposure to a minimum. A surveyor should be appointed on behalf of the carrier and Logistics Provider. The surveyor must be present during the entire trans-load. Trans-loading of cargo into a new container is only undertaken in cases where the cargo cannot be maintained as per Distributor Quality Management Process (DQMP) standards. These instances are mainly due to the following: a) Malfunction of a container that cannot be repaired. b) Use of incorrect equipment where the container cannot safely be transported to the destination without incurring extra expenses. c) Use of incorrect container, which does not fulfill the cargos needs for temperature maintenance, probes, data loggers or humidity control. d) When the container is physically damaged and cannot be lifted safely. e) When the cargo is overweight.

8.0

Quality Inspection Process (Q.I.P)

The Quality Inspection Process provides the means to establish if cold chain integrity has been maintained and outlines procedures if a potential issue is identified. The McDonalds QIP requirements for inspecting incoming loads can be referenced at www.mdcqip.com. If the QIP process shows any product deviation issues, the local ocean carriers office and Logistic Provider must be notified immediately. The temperature recorder should be analyzed immediately to identify any potential temperature maintenance issues. A thorough QIP product evaluation should take place. The Logistics Provider and Ocean Carrier should be notified immediately when potential temperature issues are identified and cease unloading container if possible until a surveyor is present to oversee the unloading process.

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