Farm Dairy Assessment

Stay on track for with your checklist and Food Safety Practices and Procedures

Summary:

Here, you'll find everything you need to prepare for your Farm Dairy Assessment, including a checklist to help you stay on track and guidance on completing your FSPPs before your assessment.

Prepare for your Farm Dairy Assessment and Food Safety Practices and Procedures which is required by MPI by using our online checklist, videos and FAQs to compliant and confident.

Why is the Farm Dairy Assessment important?

In New Zealand, dairy farms must operate under a risk management programme registered with MPI in order to produce milk for manufacture and sale.

This Risk Management Programme (RMP) ensures that products are safe, true to label, and fit for purpose. As part of the RMP, an annual farm dairy assessment by an MPI-recognised Dairy Assessor is required to meet regulatory obligations.

Dive into the detail with a snapshot of what you will be assessed on and find out what to expect if any risks have been identified.

Every dairy farm in New Zealand must have procedures in place to manage food safety risks, these are commonly referred to as Red-pages, as required by the Ministry of Primary Industries (MPI), to prove our food products are safe and fit for consumption.

We’ve made a few improvements to make the farmer experience simpler and faster. You’ll now see a shorter, easier to navigate FSPP with a refreshed layout — one form instead of four. We’ve streamlined the questions and added the option to upload photos, so you can personalise the form to your farm.

What hasn’t changed:

  • Pre-population of last season available to reduce rework.
  • Food safety expectations remain the same.
  • The form still needs to be reviewed, updated, and submitted before supply starts.

Time saving tip:
Save time by using last season’s data to pre-populate this season’s form. If you are new to the farm, contact the owner before starting and ask them to begin the form so pre-population can be enabled.

Read below for FAQs on Food Safety Practice & Procedures.


Get ready for your assessment

Save time at your assessment by tracking and managing requirements for your Farm Dairy Assessment using the online checklist.
Get familiar with the online checklist and learn where to find key information about your upcoming Farm Dairy Assessment.

What is the Farm Dairy Assessment checklist?

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Get familiar with the online checklist and learn where to find key information about your upcoming Farm Dairy Assessment.

Discover how to tick tasks off the list, and how integrations can feed in your information – ready for your assessor to review.

How to use the Farm Dairy Assessment checklist

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Walk through how to upload a file to your checklist – ready for your assessor to review, so you can save time on the day.

How to upload a file to the Farm Dairy Assessment checklist

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Frequently asked questions - Farm Dairy Records

  • The online checklist is a one-stop shop to help you prepare for your Farm Dairy Assessment.
  • It’s personalised to your farm, so you can see what information we already have for you all in one place, and you can tick tasks off as you go.
  • If you upload documents to the checklist 7 days in advance of a visit, your assessor will check them before they see you on-farm, saving you time on the day.
  • You can also see the time, date and name of your assessor (if your assessment has been scheduled).
  • The online checklist is just for you, to help you prepare – it doesn’t replace other records you need to submit later in the year, and your assessor can’t see it (only files you upload can be seen by your assessor).

Anyone who has a Farm Source log-in, and has access to your farm's data.

  • The checklist is for farmers who have an assessment coming up – if QCONZ has scheduled your assessment, your checklist will display the date and time of your assessment, as well as your assessor’s name.
  • If your assessment date and time is blank, this is because QCONZ has yet to schedule your assessment. If you’re the Primary Business Contact or Primary On Farm Contact, you’ll receive an email before your assessment to let you know it’s scheduled.
  • If you’ve already had your assessment this year, your assessment will be marked as complete. Next season, the checklist will refresh with new details once your next assessment is scheduled – we’ll let you know when it’s ready for you.
  • If you’ve already had your assessment this year, your assessment will be marked as complete.
  • Next season, the checklist will refresh with new details once your next assessment is scheduled – we’ll let you know when it’s ready for you. 
  • The checklist is your tool to help you prepare for the assessment – it doesn’t replace your Farm Dairy Assessment, and your assessor can’t see it (only files you upload can be seen by your assessor).
  • When you tick an item off the list, it just means it’s ready to be assessed. 
  • If you’ve had excellent performance during previous assessments, or if you’ve connected your data, you might qualify for a faster assessment. Read more about this here. 
  • On the overview page of the checklist (bottom left), you’ll see a section outlining if you’ve qualified for faster assessment in any areas.
  • You can also make your assessment faster by loading documents into the checklist at least 7 days ahead of your assessment – your assessor can then check it before they visit you on farm.
  • On the overview page of the checklist (bottom), you’ll see a section that lists all the data integrations we have for you.
  • You’ll also see any integrations listed against each relevant task on the checklist. 

Reach out to your local Farmer Support & Relationship Advisor, you can find their contact details in your My Co-op App or by calling 0800 65 65 68.  

We’re working to make things easier and simpler when it comes to farm records and reporting. Find out more about our Compliance Simplification.


Frequently asked questions - Food Safety Practice & Procedures

Some handy hints for when you’re updating your food safety practices and procedures:

  • Always check you have selected the correct season from the season drop down before you start.
  • Save button turns blue as soon as new information has been entered. Until then it is grey. When it is grey there is no new information to be saved.
  • When you move from section to section (eg Animals to Farm practices, or People) the form will automatically save any new information.
  • Questions that need to be answered have the words “field required” in red underneath them.  You will also see a red exclamation mark in the lefthand navigation identifying where information is required.  Note: The red exclamation marks are not visible when you first log into the form, they become “active” once we have made your first entry.
  • A green tick in the left-hand navigation tells you all question in that section are complete.

Red exclamation marks identify where information is required.  If you have pre-populated your information from last season the red exclamation marks identify new questions.  Note, the red exclamation marks are not visible when you first log into the form, they become “active” once we have made your first entry.

All animal treatments that are administered to an animal must be recorded.  There are two types of treatments: RVM’s on the Vet authorization; and Non RVM’s which don't require an authorisation. MPI requires farmers to identify the treatments they’re using and to that the use of these is recorded.  Examples of each are detailed below:

  • Restricted Veterinary Medicines (RVMs), which require veterinary authorisation to purchase and administer (antibiotics for example). 
  • Non-restricted veterinary medicines (Non-RVMs), can be purchased ‘over the counter’ (teat spray for example). 

The Dairy Diary App is a great way to record your non-RVM treatments – you can create a record for each of your non-RVM treatments under Animals \ Non-RVM – nil withhold. 

The upload of photos is Optional.  Including photos in your food safety practices and procedures can help some farmers describe the procedures they have on farm, for example you could include a photo to show how you expect your cows to be marked, how or where things are stored, or the standard of presentation you expect your farm surrounds to be. 

By adding photos you can personalise your food safety practices and procedures to your farm, assist with staff training, and it shows others how your farm operates if they need to step in and look after your farm if you are absent.  If you choose to upload a photo at Q 2.0 presentation we will use this photo as the cover photo on the PDF copy of your procedures.

There are a number of options for quick access:

  • In the existing website – under menu \ farm records and insight (link here)
  • In the new workspace – under Compliance (link here) or via the Compliance Overview page (link here)
  • In your Dairy Diary App – in the current App under My Farm, or in the new App under Settings (QR code)

Your completed food safety practices and procedures can be viewed via the Dairy Diary App, this is a handy way for all on farm to access the procedures on the go.  In the current App they can be found under My Farm, or in the new App under Settings (QR code).

Approved dairy detergents are products that can be used in milking plants and on milk contact surfaces. Approved non-dairy detergents are for non-milk contact areas, such as concrete. Both must be MPI-approved and are usually labelled as such, or you can search a specific product via the registers provided in links below:

When answering this question, consider the following:

  • How you monitor components of the vat, e.g door seals, NRV
  • What is the process if staff notice an issue with the vat?
  • Where do you store spare parts
  • Who do I contact if there is an issue with my vat?
  • What is your replacement schedule for rubberware, seals, elbows, tubes etc for the plant and vat?

Download the checklist

If you'd like to download a copy of the checklist and get prepared ahead of your assessment, you can do this here.