Development of a preventive control plan for poultry farms

November 9, 2022

Amendments to the Health of Animals Regulations (HAR) relating to hatcheries and supply flocks have been published in the Canada Gazette, Part II. The transitional provision allows operators to comply with current regulations or new regulations for 1 year after coming into force.

On this page

• Introduction
• Preventive control plan and general requirements
• Elements and sub-elements of a preventive control plan
• Disease monitoring, surveillance and testing
• How to write procedures/instructions for your farm
• Glossary of terms
• Acronyms

Introduction

This guidance document aims to assist operators of poultry farms build a preventive control plan (PCP) that will meet the requirements of the Health of Animals Regulations (HAR) – Hatcheries and Supply Flocks.

Operators must read, understand, and comply with the provisions of the Canadian hatchery and supply flock testing standards and the National Farm Animal Care and Council's (NFACC) Code of Practice for the Care and Handling of Hatching Eggs, Breeders, Chickens and Turkeys which are incorporated by reference in the HAR.

The poultry marketing boards for breeder birds have created their On Farm Food Safety Programs (OFFSP) and Animal Care Programs. These programs have been developed using the Hazard Analysis Critical Control Points (HACCP) principles and have been reviewed by CFIA, Health Canada and provincial ministries of Agriculture. By following these programs, poultry owners or operators can meet the requirements of a PCP for their farm.

This document offers high level guidance on what constitutes a PCP, its main components and its requirements. Poultry owners or operators will find the information they need about the procedures, instructions and records they will create to demonstrate how their PCP is implemented.

Preventive control plan and general requirements

A PCP describes a systems-based approach that focusses on prevention as a way to achieve regulatory compliance. It is based on the concept of the Hazard Analysis Critical Control Points (HACCP) program that is recognized internationally as an effective method to minimize hazards and mitigate risks.

The operator has the flexibility to design their PCP according to their risks. The requirements found in a PCP are similar to any system that identifies hazards and aims to control them. As such, existing systems (for example, Quality Management Program, Food Safety Enhancement Program or On Farm Food Safety Program (OFFSP) may only require minimal changes or no change at all to align with the PCP requirements.

Furthermore, a PCP must address regulatory requirements as applicable to the regulated poultry 's operation, including prescribed requirements for animal health, animal welfare, food safety and labelling, and product quality. To meet these requirements, a PCP must be a written plan and be implemented at the farm.

The operator must design, document and implement a system that addresses the following PCP requirements:

• process and product controls
• sanitation/biosecurity/biocontainment, pest control and chemicals
• hygiene, biosecurity and employee training
• equipment design and maintenance
• physical structure, surroundings and maintenance
• receiving, transportation and storage
• traceability, control and complaints

Each element listed above must address the following criteria:

• Hazards and controls
• Monitoring procedures
• Verification procedures
• Corrective action procedures
• Annual review
• Record keeping

Through this document, we will review each criterion first, and then the elements contained in a PCP (refer to Elements and sub-elements of a preventive control plan). We will be using the example of Salmonella Enteritidis (SE) as a hazard, along with possible control measures, to help operators understand the principles of a PCP. SE is chosen as an example since it is a recognized biological food safety hazard and it is included in the HAR, through the testing standards. We will also be using the example of ammonia level in barns, since it is also included in the HAR, through the NFACC Code of Practice.

Hazards and controls

Identifying biological, chemical and physical hazards, and determining appropriate and valid controls are the foundations of a prevention-based system.

A practical method to identify hazards is to make a list of all inputs and incoming materials pertaining to the flock and its products. Possible products include:

• hatching eggs
• eggs destined for human consumption
• birds raised to sexual maturity for the production of fertilized hatching eggs
• breeder fowl

Making a list of all items (for example, live birds, water, feed, bedding, pharmaceuticals, chemicals, brooding supplies, egg packaging, shipping crates, disposable items, air) and indicating which hazard may be associated with each input (biological, chemical, physical) is a practical and systematic method that an operator may wish to use. A table format is typically helpful.

1. Identify and describe hazards at any stage in an operation and/or in the commodity, and specify control measures for these hazards

   For example, SE is a food safety hazard. Ammonia level is an animal welfare component in the NFACC Code of Practice.

   Examples of control measures for these can be:

   • maintaining egg storage temperature within an acceptable range
   • cleaning and disinfecting egg storage room and egg collection table
   • maintaining an ammonia level within acceptable limits

2. Identify requirements (establishing acceptable limits) and specify measures to ensure that compliance is achieved and maintained

   For example:

   • an acceptable temperature range in an egg storage room can be sourced from scientific literature and from generally accepted practices, and a measure to achieve compliance can be "taking temperature reading of the egg storage room at regular intervals, using a calibrated thermometer"
   • an acceptable limit for cleaning and disinfection of egg storage room and egg collection table can be "visibly clean", and measures to achieve compliance can be "cleaning and disinfection of these areas at regular intervals, or more frequently as needed"
   • an acceptable limit for ammonia can be sourced from scientific literature and from generally accepted practices, and measures to achieve compliance can be "taking ammonia readings of barns at regular intervals, or more frequently as needed"

3. Identify the control measures that are to be validated

   For example:

   • a safe temperature range of the egg storage room
   • selection of chemicals that are approved for their intended use, as per label directions
   • an ammonia level below recognized threshold

4. Describe how the operator would validate the control measures and the outcomes

   For example:

   • determining an acceptable temperature range from existing literature for the prevention of Salmonella growth
   • inspecting the egg storage room and egg collection table after cleaning and disinfection to ensure they are "visibly clean"
   • use of an ammonia reader to monitor compliance with the existing threshold indicated

5. Describe how the control measures would be revalidated whenever there is a change that may impact the process parameters

   For example:

   • if new scientific data regarding safe temperature storage of hatching eggs becomes available, adjust temperature of the egg storage room accordingly
   • following a change of chemical for the cleaning and disinfection of an egg storage room, inspect the surfaces to ensure they are "visibly clean"
   • If ammonia levels are modified in the NFACC codes of practice, adjust ammonia threshold accordingly

Monitoring procedures

Monitoring confirms that all control measures are followed. In other words, monitoring activities confirm that established acceptable limits are maintained within an operation on an ongoing basis. An operator's monitoring procedures in their PCP should:

1. identify appropriately trained and qualified individual(s) that will do the monitoring

2. identify appropriate monitoring procedures

   For example:

   • temperature readings
   • chemical concentration and contact time, and temperature of the chemical solution
   • ammonia readings

3. establish and follow a monitoring frequency

   For example:

   • egg storage room: daily temperature reading
   • chemical use: daily right before use
   • the ammonia level in barn: ammonia readings can vary in frequency according to seasons (winter versus summer)

4. use accepted sampling (as per testing standard) and test methodologies that provide accurate and valid results

   For example:

   • use of CFIA approved laboratories
5. record the monitoring results

6. establish timely procedures to follow when deviations occur

   For example:

   • isolation of potentially affected hatching eggs or birds
   • informing the hatchery
   • labelling product
   • ventilating barns to bring ammonia level down

Verification procedures

Verification procedures confirm that monitoring and quality control procedures are followed, and that control measures are capable of consistently achieving the outcome. An operator's verification procedures in their PCP should:

1. identify an appropriately trained, and qualified person to conduct the verification, other than the person who conducts the monitoring
2. establish the verification frequency

3. use accepted sampling (as per testing standard) and test methodologies that provide accurate and valid results

   For example:

   • Use of CFIA approved laboratories
4. record the results of verification
5. establish procedures to follow when deviations occur

For example, a trained individual other than the person doing the monitoring observes the person performing the task and conducts a brief interview to confirm knowledge on the procedures. The trained individual also verifies:

• the temperature records of the egg storage room at regular intervals
• the cleanliness of the egg storage room and the egg collection table, visually and/or from environmental test results
• the ammonia level records of the barn conducted at regular intervals

In each case, corrective actions must be taken and documented when deviations occur.

Note: Verifiers can be individuals familiar with the poultry operations such as a technician, veterinarian, trained family member.

Corrective action procedures

If a hazard is not controlled, implementing and analyzing corrective actions is important to maintaining an effective PCP. The PCP should outline the steps the operator intends to take to appropriately correct a deviation.

An operator's corrective action procedures in their PCP should:

1. determine the root cause of the deviation and prevent reoccurrence
2. control the commodity by:
   • determining if the affected or potentially affected commodity is in compliance with the program
   • bringing an affected commodity into compliance (including validation) or disposing of it as appropriate
3. record corrective actions taken

Here are some examples:

Example 1: The root cause of an egg storage room outside of the acceptable temperature range might be a thermometer that is not calibrated, giving incorrect temperature readings

The operator must determine if the hatching eggs are in compliance with the program (acceptable storage temperature). For example, taking internal egg temperature from a sample of eggs can help make that determination. The temperature of the egg storage room must be corrected and brought back to the acceptable range and the faulty thermometer can be replaced or calibrated. Also, to prevent recurrence of the deviation, once per month, the person responsible for the monitoring procedure will confirm the thermometer is calibrated. All of these steps must be recorded.

Example 2: The root cause of high ammonia reading may be a lack of ventilation and/or wet litter

Actions must be taken to bring the ammonia level down, for example, by increasing ventilation and monitoring barn conditions after the action has been taken. In very cold conditions, additional heating of the barn may be needed to provide sufficient ventilation while maintaining appropriate ambient barn temperature. Preventive actions must be implemented to prevent recurrence. For example, removal of wet litter, top dressing with fresh bedding, ventilation setting adjustments, increasing the frequency of ammonia readings can be actions taken to help prevent recurrences.

Annual review (by the farm operator)

Regularly reviewing the PCP and its associated records allows the operator to assess its ongoing effectiveness. For easier reference, any future amendments to the farm's PCP must show the date and the section that was amended.

The annual program review should:

1. identify qualified individual(s) who will conduct the review

   For example: farm owner, farm manager, trained personnel, veterinarian, agronomist, quality assurance personnel, technical service personnel

2. determine whether the PCP has achieved the desired outcomes

   Documents to be reviewed to make this determination may include Standard Operating Procedures (SOP), test results, deviations and corrective actions and complaint records

3. identify and implement necessary changes for continuous improvement

   For example:

   • updating SOPs
4. record the results of the review

Record keeping

Records are evidence that the operator has implemented the preventive controls as designed and that they are effective to meet the program requirements. The operator will generate a number of different types of records suitable to their operations. If requested, they must be available for review by the CFIA and the auditor.

The PCP will need to identify all records associated with each element of the system's design (as described below), and will need to note where and for how long the records will be retained. A participant's PCP for records should also include:

• validation of control measures
• monitoring
• verification procedures
• complaints and how they were resolved
• deviations, non-compliance, and corrective actions taken
• annual review by regulated party

Elements and sub-elements of a preventive control plan

The performance criteria and general requirements of a PCP may be best practices or regulatory requirements depending on the applicable regulations.

As indicated earlier in the document, below is the list of elements contained in a PCP:

1. Process and product controls
2. sanitation/biosecurity/biocontainment, pest control and chemicals
3. hygiene, biosecurity and employee training
4. equipment design and maintenance
5. physical structure, surroundings and maintenance
6. receiving, transportation and storage
7. traceability, control and complaints

1. Process and product controls

Sub-element 1.1: Process controls

Inadequate process controls could lead to pathogenic organisms, toxins, pests, disease, and other hazards. Process controls include the control of inputs. Examples of inputs are bedding, feed, vaccines, pharmaceuticals, etc.

Incoming inputs are identified:

• as to source (such as, the immediate supplier)
• if there is a potential hazard
• if an input is critical to biosecurity and/or health status

Documented procedures to prevent hazard introduction, contamination and to maintain integrity and animal welfare (where applicable) are available. For example, procedures are available on the response to SE positive samples including communication with the hatchery concerned.

For animal welfare, refer to the NAFCC Code of Practice. Keep records of animal welfare audits, if performed (such as, audits conducted as part of Animal Care Programs of the poultry marketing boards).

Where environmental sampling (microbiological assessment) is used:

• procedure and results of environmental (microbiological) testing are available and show acceptable results and follow-up as needed
• procedure and results of day-old sampling (chick pad testing of supply flock placements) are available and show acceptable results

Sub-element 1.2: Product controls

The outcome aimed for this section is for finished products to meet regulatory requirements for appropriate packaging and product identification.

For example: hatching eggs are placed on clean incubator racks or clean boxes and properly identified (source flock identification and date of lay).

Sub-element 1.3: Import controls

Imported products must meet regulatory requirements (that is, CFIA Import Reference document). Commodities that do not meet Canadian requirements could harm the local market. For example, hatching eggs or chicks from the USA must meet import requirements to enter Canada.

Sub-element 1.4: Export controls

Exported products must meet foreign country import requirements and conditions, where applicable. Commodities that do not meet these requirements could jeopardize trade and international obligations.

2. Sanitation, biosecurity, biocontainment, pest control, and chemicals

Sub-element 2.1: Sanitation, biosecurity, and bio-containment

1. Sanitation/biosecurity:

   Effective sanitation of equipment and farms is in place to prevent contamination of the birds and eggs. For example: cleaning and disinfection of the barn between flocks, foot baths containing fresh solution with the appropriate chemical concentration. Procedures must be in place regarding use of sanitation products including how to use the delivery equipment (for example, application of formaldehyde with a fogging machine).

   The National Avian On-Farm Biosecurity Standard can be used as a reference to help develop an on-farm biosecurity plan.

2. Develop and implement an emergency disease response plan. There should be an emergency plan to deal with reportable diseases, both provincial and national.

Sub-element 2.2: Pest control

An effective control program is in place for pests, including vectors, to prevent entry, to detect and eliminate pests and to prevent contamination of the birds and eggs. There must be a documented program for prevention, control, and removal of pests (for example, rodents, wild birds, darkling beetles, etc.) including vectors (for example, worms, flies, etc.). There must be a schedule for monitoring for evidence of pest and vector activity.

Sub-element 2.3: Chemicals

Chemicals must be stored and used in a manner and under conditions that do not impact negatively on human, animal health, or the environment.

The operator should:

1. maintain a list of products used and ensure that they are labelled and approved to be used for poultry farms and/or on hatching eggs/chicks
2. have written procedures for chemical handling, mixing, and storage

3. Hygiene, biosecurity and employee training

Sub-element 3.1: Hygiene and biosecurity

The farm must have biosecurity procedures developed and implemented to prevent employees and visitors as sources of contamination. For example, a procedure for farm and barn entry.

The operator should:

1. have procedures for personnel clothing and footwear, handwashing, showers, etc.
2. have controlled access to the farm:
   • define who are considered visitors
   • visitor's reason for entry
   • visitor's log sheet

The National Avian On-Farm Biosecurity Standard can be used as a reference to help develop an on-farm biosecurity plan.

Sub-element 3.2: Employee training

Employees must have adequate technical knowledge and understanding of operations or processes for which they are responsible and of how they may impact human, animal health, the environment, and other regulatory requirements.

Keep records for the following examples:

• employee training
• performance evaluations
• employee observations
• performance issues of personnel and corrective actions taken

Develop an Animal Care Code of Conduct and have the employee sign it. For reference, see the see the NFACC Code of Practice for the Care and Handling of Hatching Eggs, Breeders, Chickens and Turkeys.

4. Equipment design and maintenance

Sub-element 4.1: Equipment design and maintenance

Equipment such as moving trucks, heaters and fans are designed, used, and maintained in a manner that does not result in contamination of birds and are effective for the purpose for which they are intended.

5. Physical structure, surroundings and maintenance

Sub-element 5.1: Farms and surroundings

The surroundings and roadways must be maintained to minimize refuse, dust, fumes, and other environmental contaminants and pest harbourage areas.

Sub-element 5.2: Buildings

Buildings are designed, constructed and maintained to support the activity being conducted; support cleaning and sanitation; and prevent the entry of pests and contaminants.

For example, dirt floors and wooden barns can be difficult to sanitize effectively. A procedure must be in place to minimize or control the built-up of organisms in these types of buildings.

Sub-element 5.3: Water

Water that comes in contact with birds or eggs must be safe for its intended use. Identify the source of water supply and have control procedures to ensure that the water used meets the requirements from Health Canada.

This can be achieved by:

1. the testing frequency, based on risk
2. water test results

Sub-element 5.4: Waste disposal

A procedure must be in place that details how garbage and mortality are properly disposed off according to current provincial and municipal regulations. The procedure must prevent and control contamination of birds and the environment.

The operator should:

1. explain how the waste storage areas are secured and cleaned to avoid attracting pests
2. have a disposal procedure of other farm wastes, containers of used vaccines and drugs, expired drugs and vaccines, sharps and other biohazard materials
3. have a procedure for the disposal of carcasses, cull eggs, etc.

6. Receiving, transportation and storage

Sub-element 6.1: Receiving, transportation and storage

1. Receiving

   When applicable, birds received arrive at the farm in good condition, under appropriate temperature for their age; they were transported in clean boxes or cages/compartments kept in good condition.

2. Transportation and storage

   Hatching eggs are stored in a separate room (egg cooler) in conditions that maintain integrity and prevent contamination. For example, hatching eggs are stored under appropriate temperature and humidity ranges, and cleanliness of the egg cooler is maintained.

   Transport vehicles

   • are clean and protect the hatching eggs or birds from contamination, damage and deterioration (including temperature and humidity controls, where applicable)
   • are not being used to transport any material or substance that might cross-contaminate or adulterate hatching eggs or birds

Sub-element 6.2: Animal transportation

Animals must be transported in accordance with the CFIA Humane Transport regulatory provisions as well as per the NFACC Code of Practice for the Care and Handling of Hatching Eggs, Breeders, Chickens, and Turkeys.

7. Traceability, control, and complaints

Sub-element 7.1: Traceability and control

Flocks and their fertilized eggs must be properly identified for traceability purposes. For example, since SE can be vertically transmitted, the breeder flock source must be identifiable through fluff samples taken at the hatchery.

Sub-element 7.2: Complaints

Complaints related to diseases, pests, food safety, and animal welfare are investigated to determine root cause and that corrective actions are taken.

Disease monitoring, surveillance, and testing

The farm operator must comply with the disease monitoring, surveillance, and testing requirements under the CFIA's testing standards document. This covers monitoring and testing requirements such as Salmonella Pullorum, Salmonella Gallinarum, and Salmonella Enteritidis. All samples must be submitted to a CFIA authorized laboratory (most provincial labs).

How to write procedures/instructions for your farm

Writing a procedure or set of instructions

A procedure generally contains the following elements for the user of the procedure:

• who is responsible for conducting the procedure
• how to do it and when to do it
• required equipment or supplies and where they are located
• the records that need to be kept
• required notifications or decisions that need to be made

Include headings

The following headings may be included in each written procedure, although not all are necessary every time. For example, the ‘why' in the Introduction may be documented in policy documents or business plans rather than in the procedure. You may also wish to add additional sections or information, for example, scientific studies that support the selection of a critical threshold for a measurement, or a section on safety concerns for employees carrying out the procedure or if the procedure will affect their health and well-being. The procedure must contain tasks that are mandated by federal, provincial or municipal laws, such as notification of a reportable disease to the CFIA, or applying for a movement permit.

• Title: Provide a descriptive title that immediately lets the reader know what activity the procedure is for
• Introduction: Explain why the procedure is conducted, and provide an overview of what needs to be done and how often the procedure needs to be completed
• Responsibility: Define who is responsible for maintaining the information in the procedure, who is responsible for conducting the procedure, and who is responsible for training on the procedure
  • Use position titles or people's names and assign the specific responsibilities that apply to that position or name
• Training requirements: List all the training requirements to carry out this procedure
• Equipment and supplies: List all required equipment and supplies, including paperwork, to complete the procedure and their storage locations
• Procedural steps: Describe each specific step required to complete the procedure and any critical findings/occurrences that require notification of management or the CFIA or implementation of a contingency plan
• Contingency plan: Outline the actions to be taken should a critical finding or event occurs.
• Record keeping: List all required records to be kept or completed for the procedure
  • Instructions may be required on how to fill them out and these steps can be placed into the procedural steps section
  • This section also typically includes where and how records are stored, and how long they must be maintained, bearing in mind that records pertaining to regulatory requirements have a prescribe length of storage

Create a diagram of your farm and property

Although not mandatory to include in the PCP, it is highly recommended that a diagram of the farms be created. The purpose of the site diagram is to provide a visual overview of the physical and functional layout of the farm. A diagram also helps to establish biosecurity measures and evaluate where there is potential for cross-contamination.

Site diagrams can be hand-drawn or computer-generated. It is recommended that you create a base diagram of your physical layout which is less likely to change over time (placement of buildings, ground slope, etc.) upon which the other elements that are more likely to change can be superimposed (for example, traffic flow patterns):

• Draw the boundaries of the property – add public roads that go through the property
• Add basic physical infrastructure, including well water locations and other agricultural water sources (for example, ponds and rivers)
• Buildings – such as other barns, egg room, office, break and staff room, living quarters, workshop, laboratory, feed storage, isolation unit, hatchery, rearing, feed mixing (if done on farm), waste storage, mortality shed/incinerator, litter shed, etc.
• Other infrastructure – such as fences, gates, power generation, shipping and receiving areas (clean and dirty areas), composting shed, staff parking, visitor parking, etc.
• Superimpose traffic flow patterns (conveyances and people) into and out of the premises including permitted access and egress points if not already described

Glossary of terms

Biocontainment (bioconfinement)

Application of measures and procedures implemented to prevent the spread and release of pests, diseases and contaminants from a site.

Biosecurity (biosécurité)

A set of practices used to minimize the transmission of pests, diseases and contaminants including their introduction (bioexclusion), spread within populations (biomanagement), and release (biocontainment).

Contaminant (contaminant)

Any biological, physical, chemical agent or other substance that is present in a regulated commodity and that compromises human, animal or plant health or the environment.

Control measure (mesure de contrôle)

Any action or activity that can be used to prevent, manage or eliminate a hazard or mitigate the risk.

Corrective action (mesure corrective)

The steps that a regulated party takes to address non-compliance, which includes controlling affected product, conducting root cause analysis and modifying procedures to prevent recurrence.

Hazard – Biological (danger biologique)

Any illness – or disease-causing pathogen, micro-organism, pest or vector that poses a danger to human, animal or plant health or the environment.

Hazard – Chemical (danger chimique)

A chemical substance that poses a danger to human, animal or plant health or the environment.

Hazard – Physical (danger physique)

Any foreign material that is not normally found in a commodity and that poses a danger to human, animal or plant health or the environment.

Inputs (intrants)

Any incoming materials used to prepare, process, or produce regulated commodities.

Monitoring (surveillance)

The act of conducting a planned sequence of observations or measurements of control parameters to assess whether a control measure is under control.

Operator (exploitant)

Those person responsible for the management decisions in operating a poultry farm.

Pest (ravageur)

Any species, strain or biotype of organism injurious to or impacting on human, animal or plant health or the environment (including prions).

Premises (lieu)

A geographically defined place that includes lands, establishments, buildings and facilities (for example, greenhouses, corrals, assembly centre ).

Preventive control plan (plan de contrôle préventif)

A combination of control measures that, when taken as a whole, provide for a science-based approach to managing risks posed by hazards and contribute to achieving compliance with regulatory requirements.

Sanitation (assainissement)

Cleanliness appropriate to the operations of the regulated party.

Systems-based approach (approche axée sur un système)

An integrated, flexible, multi-faceted approach to analyzing and managing risk that considers the actions of all of the steps or processes and controls that make up commodity production or preparation.

Validation (validation)

Obtaining evidence that a control measure or combination of control measures, if properly implemented, is capable of controlling the hazard to a specified outcome.
(Codex)

Verification (vérification)

The application of methods, procedures, tests and other evaluations, in addition to monitoring, to determine whether the control measure is or has been operating as intended.

Visibly clean (visiblement propre)

Means the absence of organic matter on the surface, such as feces, blood, shavings, etc.

Acronyms

CFIA

Canadian Food Inspection Agency

HAA

Health of Animals Act

HACCP

Hazard Analysis Critical Control Points

HAR

Health of Animals Regulations

NFACC

National Farm Animal Care Council

OFFSP

On Farm Food Safety Programs

PCP

Preventive Control Plan

SE

Salmonella Enteritidis

SOP

Standard Operating Procedure