• FDFAU4002A - Communicate and negotiate to conduct food safety audits

Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

FDFAU4002A Mapping and Delivery Guide
Communicate and negotiate to conduct food safety audits

Version 1.0
Issue Date: March 2024


Qualification -
Unit of Competency FDFAU4002A - Communicate and negotiate to conduct food safety audits
Description This unit of competency covers the interpersonal skills and knowledge required to select and use appropriate methods of communication and negotiation to support audit processes.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit applies to regulatory, commercial or internal auditors.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites
Competency Field
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities
Slides
PPT
Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Develop a communication plan to support audit processes
  • Roles and responsibilities of the auditee are defined and agreed by both parties to address the audit scope
  • Roles and responsibilities of all personnel involved in the audit process are defined, communicated and agreed
  • Appropriate communication methods and protocols are determined and specific arrangements, including reporting requirements, are agreed
  • A communication plan is developed to identify the communication requirements and responsibilities of personnel involved in the audit process
       
Element: Select and use appropriate communication methods to conduct an audit
  • Appropriate communication methods are used to establish and maintain effective client relationships, collect audit evidence, provide and present information, facilitate meeting processes, facilitate issue management and conflict resolution and communicate audit findings
  • Communication methods are selected to take account of system owner and food business requirements, workplace culture and individual differences
  • Information provided by the auditee is interpreted in the context of the industry sector, language and culture of the business
       
Element: Negotiate to achieve agreement on audit outcomes
  • Areas of disagreement over audit outcomes are identified and clarified with the auditee
  • Understanding is sought on actions to be followed to resolve outstanding issues
  • Communication techniques are applied to encourage all relevant parties to participate and express their views fully
  • Auditee views are treated with respect
  • Options for resolving differences are explored to reach agreement and meet audit timeline and resource parameters
  • Appropriate issue resolution strategies are explored to increase the likelihood of agreement on steps required to conclude the audit
  • The negotiation process is managed to maintain constructive client relationships
  • Any areas of continuing non-compliance that result from unresolved differences are reported to system owners and appropriate authorities as required
       


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

A person who demonstrates competence in this unit must be able to select and use appropriate methods of communication and negotiation to support audit processes. This unit should be assessed together with other food safety auditing units.

Assessment must be carried out in a manner that recognises the cultural and literacy requirements of the assessee and is appropriate to the work performed. Competency in this unit must be achieved in accordance with food safety standards and regulations.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of ability to:

design a communication plan to meet the needs of stakeholders in an audit process, specifically where a number of participants have limited English language and literacy skills

facilitate and negotiate to seek understanding of audit outcomes in a conflict-based situation where the outcomes are contested by the auditee. This component of assessment must provide opportunities to select and apply appropriate communication methods.

Context of and specific resources for assessment

Competency may be assessed in an actual workplace or simulated environment where the simulated context provides access to audit findings which are disputed by the auditee. At least one of the audit scenarios should be assessed in an actual workplace context. A simulated environment must provide access to a typical range of personnel with communication skill levels appropriate to food businesses and to the roles of personnel involved in food safety audit processes.

Method of assessment

The following assessment methods should be considered to gather sufficient and valid evidence of competency:

observation of communication and conflict management skills

a report for a communication plan to conduct a food safety audit

questioning to test the level and application of knowledge

a journal or report on communication strategies used in conducting a food safety audit.

Assessment methods must satisfy the endorsed Assessment Guidelines of FDF10 Food Processing Industry Training Package.

Guidance information for assessment

To ensure consistency in one's performance, competency should be demonstrated on more than one occasion over a period of time in order to cover a variety of circumstances, cases and responsibilities, and where possible, over a number of assessment activities.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)


Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

Required skills

Ability to:

select, design and use appropriate communication methods and techniques to support the audit process and the needs of the audience

apply strategies to communicate with people at different levels of the food business with different English language, literacy and technical skill levels

facilitate groups to resolve sensitive and/or conflict-based issues

structure and present written and verbal information that is thorough, legible, clear, accurate and appropriate to the purpose and the audience

use information systems, technologies and software to manage security, authorisation and distribution of audit data and records

communicate information in environments where the recipients may be hostile to the information being presented

apply issue resolution strategies

Required knowledge

Knowledge of:

legislation that impacts on acceptable communication methods and conduct, including anti-discrimination, anti-harassment and privacy legislation

vocabulary and terms relevant to audit process, including terms and jargon to describe food safety legislation, technical processes and industry standards

confidentiality needs and expectations of food businesses

strategies to communicate in culturally diverse environments

dynamics of conflict and strategies to manage resolution

the structure, authority levels and lines of reporting within a food business

communication methods relevant to different groups and audiences

reporting formats and requirements to meet client and legislative needs

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Licensing/certification requirements

This unit is part of a set of units that are a minimum requirement for auditors of food safety programs

Communication plan

A communication plan identifies:

the type and purpose of information to be provided through each stage of the audit process

audiences for types of information

the form or method of communication (e.g. written report, verbal presentation)

when/how often the communication will occur reporting procedures and responsibilities, including reporting timelines, formats and procedure for reporting serious/critical food safety hazards

Communication methods and protocols

Methods of communication may include:

written presentations and reports

two-way verbal interaction

constructive feedback

active listening

questioning to elicit, confirm and clarity information

interview techniques

facilitation of meetings and group processes

interpreting non-verbal skills and body language

Communication protocols may include:

confidentiality

objectivity

information access and dissemination

levels of communication/lines or reporting

timeliness of providing information/responding to information requests

Food business requirements

Business requirements may require that communication is consistent with:

confidentiality requirements

legal requirements and related policies and procedures relating to communication requirements

professional codes of conduct/personal attributes of auditors

information that is accurate, thorough and clearly presented

resource parameters

organisational structure and delegated levels of authority

existing communication mechanisms and systems used in the auditee's workplace

Individual differences

Individual differences may include but are not limited to:

age

race

gender

culture

religion

impairment/disability

physical features

educational background

technical skill level

communication styles and skill levels

English language and literacy

any other individual characteristics that may need to be taken into account in designing communication as covered by relevant legislation

Issue resolution strategies

Issue resolution strategies may include:

establishing open communication practices to encourage the trust and engagement of all parties

designing processes that ensure all parties have opportunities to fully express their position

involving personnel with additional expertise (this may include other expertise from the auditing body and/or the regulator)

validating evidence used to support audit findings

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Roles and responsibilities of the auditee are defined and agreed by both parties to address the audit scope 
Roles and responsibilities of all personnel involved in the audit process are defined, communicated and agreed 
Appropriate communication methods and protocols are determined and specific arrangements, including reporting requirements, are agreed 
A communication plan is developed to identify the communication requirements and responsibilities of personnel involved in the audit process 
Appropriate communication methods are used to establish and maintain effective client relationships, collect audit evidence, provide and present information, facilitate meeting processes, facilitate issue management and conflict resolution and communicate audit findings 
Communication methods are selected to take account of system owner and food business requirements, workplace culture and individual differences 
Information provided by the auditee is interpreted in the context of the industry sector, language and culture of the business 
Areas of disagreement over audit outcomes are identified and clarified with the auditee 
Understanding is sought on actions to be followed to resolve outstanding issues 
Communication techniques are applied to encourage all relevant parties to participate and express their views fully 
Auditee views are treated with respect 
Options for resolving differences are explored to reach agreement and meet audit timeline and resource parameters 
Appropriate issue resolution strategies are explored to increase the likelihood of agreement on steps required to conclude the audit 
The negotiation process is managed to maintain constructive client relationships 
Any areas of continuing non-compliance that result from unresolved differences are reported to system owners and appropriate authorities as required 

Forms

Assessment Cover Sheet

FDFAU4002A - Communicate and negotiate to conduct food safety audits
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:


Assessment Record Sheet

FDFAU4002A - Communicate and negotiate to conduct food safety audits

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: