Food Defense Plan Report
There is no specific Food Defense Plan module in Safefood360°. Instead, the Food Defense Plans are created closely following the Food Safety Plan instructions, but using a specific naming convention throughout, i.e. 'Vulnerability Assessment', and using Food Defense specific Risk Assessments and Decision Trees, while also pulling information from multiple modules throughout the System, e.g. Training, Settings, etc.
As some of the elements of the Food Defense Plan are built throughout multiple modules of the system, a specific 'Food Defense Plan Report' can be run to pull all of the elements together to create the full Food Defense Plan Report. The Food Defense Plan Report can be generated in the 'Reports' tab of the Food Safety Plan module.
This article will detail the different sections of the Food Defense Plan Report and what modules the information is pulled from.
Image: A Food Defense Plan Built using the 'Add Food Safety Plan' Button in the Food Safety Plan Module, with Food Defense Plan Specific Naming Convention, Risk Assessment and Decision Tree
Image: Food Defense Plan Report in Reports Tab
How to Access the Food Defense Plan Report
To access the 'Food Defense Plan' Report in Safefood360°, navigate to the Food Safety Plan module using the 'Risk>Food Safety Plan' button, click the Reports tab and click 'Food Defense Plan' to open the Food Defense Plan Report.
Image: Navigating to Food Safety Plan via 'Risk>Food Safety Plan', Clicking the Report tab, Clicking 'Food Defense Plan'
Image: Food Defense Plan Report
View and Update/Refresh Options for the Food Defense Plan Report
Image: Export and Refresh Functions of Food Defense Plan Report
1. Export: Once you access your Food Defense Plan Report, you can view it directly in the system, or choose the format you would like to export it to view it. By clicking the ‘Export’ icon, you can select from downloadable file formats such as Word, Excel, PDF, or stay in the Report in the System without having to download anything. We suggest downloading the file in the usual Word, Excel or PDF versions to ensure the functionality of any clickable links remains. Other formats will not have this option enabled, e.g. PowerPoint file version.
2. Refresh/Update: You can Update/Refresh the Food Defense Plan Report to reflect real-time changes while directly in the Report. You can either click the blue and green ‘Refresh’ button which is next to the ‘Export’ button, or you can click the orange ‘Update’ button which is located at the top right-hand side of the Report.
Sections of the Food Defense Plan Report
After opening the Food Defense Plan Report, there are different sections to read through.
See below the details on the Food Defense Plan Report sections:
If the 'Plant Settings' and 'System Summary' sections are completed within 'Settings>Plant Settings' and 'Settings>System Summary', parts of the information from this these sections will populate within the Food Defense Plan Report under the 'Company Details' section.
Image: Company Details in Food Defense Plan Report
1. Name: The 'Name' will detail the 'Plant Name' noted within the Plant Settings.
2. Address: The 'Address' will detail the 'Plant Address' noted within the System Summary.
Image: Plant Details in Settings, and the sections that are seen in the Food Defense Plan Report
Image: System Summary in Settings, and the sections that are seen in the Food Defense Plan Report
If the 'System Summary' section is completed within 'Settings>System Summary', parts of the information from this 'System Summary' will populate within the Food Defense Plan Report under the 'System Summary' sections.
Image: System Summary in Food Defense Plan Report
1. Facility & Employee Type Description: The 'Facility & Employee Type Description' will detail the 'System Scope' noted within the System Summary.
2. Facility Identification #: The 'Facility Identification #' will detail the 'Plant Registration Number' noted within the System Summary.
Image: System Summary in Settings, and the sections that are seen in the Food Defense Plan Report
If the 'Food Safety Team' within the Study Details workflow stage of the Food Defense Plan (Food Safety Plan) has been completed, the information from this 'Food Safety Team' will then populate within the Food Defense Plan Report under the 'Food Defense Plan Team' section. Click here for further details on adding the Food Safety Team within a Food Safety Plan.
If a Training Programme, which contains the naming convention 'Food Defense Awareness', is created within the Training module, the latest Training Record completed from this Training Programme will populate within the Food Defense Plan Report under the 'Food Defense Team Training' section. Click here for further details on adding a Training Programme.
Warning: It is important to be careful if renaming Training Records, ensure the name of the Training Record continues to contain 'Food Defense Awareness' as the Food Defense Plan Report will only pull Training Records that contain this wording in the Training Record name.
The placing of the words ‘Food Defense Awareness’ in the Training Programme naming convention is not important, as long as it is included as a continuous statement. For example, you could name the Training Programme as ‘2024 Food Defense Awareness’, or ‘Food Defense Awareness 2024’. Both of these options will allow for the information to be pulled into the Food Defense Plan.
Image: Food Defense Plan Team and Food Defense Team Training in Food Defense Plan Report
1. Name: The 'Name' details the Employee Name selected within the 'Food Safety Team' section of the Study Details in the Food Defense Plan.
2. Function: The 'Function' details the 'Function' selected for the Employee within the 'Food Safety Team' section of the Study Details in the Food Defense Plan.
3. Link: This link will take the User to the Employees Master Data page.
Note: The link to any Suppliers selected in the 'Food Safety Team' within the Study Details workflow stage of the Food Defense Plan (Food Safety Plan) will produce an error. This functionality is currently not available in the system. The link will only work for those Employees listed.
4. Name: The 'Name' details the Employee Name selected within the 'Food Defense Awareness' Training Record.
Note: The ‘Food Defense Team Training’ will display the Names and Record links for every Employee that has completed the Training, not just the ‘Food Defense Plan Team’ members.
5. Position: The 'Position' details the 'Position' noted in the Employee's Master Data page.
6. Last Completed: The 'Last Completed' will show the date the Training Record was last completed for this Employee.
7. Link: This link will take the User to the latest Training Record this Employee was noted within.
Image: Food Defense Plan - Study Details - Food Safety Team
Image: Training Programme that includes the correct naming convention - 'Food Defense Awareness'
Image: Training Record that includes the correct naming convention, last completed date, and Employees selected
If the 'Product/Process' and 'Scope' within the Study Details workflow stage of the Food Defense Plan are completed, the information from these sections will then populate within the Food Defense Plan Report under the 'Study Details' section.
If the 'Product Data Checklist' within the Study Details workflow stage of the Food Defense Plan is completed, the information from this section will then populate within the Food Defense Plan Report under the 'Product/Process Checklist' section.
If the 'Assign Users to Approve' within the Study Details workflow stage of the Food Defense Plan are completed, the information from these sections will then populate within the Food Defense Plan Report under the 'Vulnerability Assessment Approver' section.
Click here for further details on adding the Study Details 'Product/Process', ‘Scope’, ‘Product Data Checklist’ and ‘Approvers’.
If the 'Food Defense Plan Verification' Audit Programme has had an Audit Record completed from it, the latest Audit Record details will populate within the Food Defense Plan Report under the 'Food Defense Plan Verification' section. See here for further details on the 'Food Defense Plan Verification' Audit.
Warning: Remember naming conventions are extremely important when it comes to the Food Defense Report. The 'Product/Process', 'Scope', 'Product Data Checklist' and 'Assign Users to Approve' will only populate from a Food Safety Plan that had the naming convention 'Vulnerability Assessment' in its Title, this is how the system determines that it is a Food Defense Plan, rather than a Food Safety Plan.
Image: Study Details, Product/Process Checklist, Vulnerability Assessment Approver and Food Defense Plan Verification in Food Defense Plan Report
1. Product/Process: The 'Product/Process' is the 'Product/Process' detailed within the Food Defense Plan Study Details workflow stage. The Product/Process field (name of the Food Defense Plan) must contain the naming convention 'Vulnerability Assessment' to ensure the Food Defense Plan can be pulled into the Food Defense Plan Report.
2. Scope: The 'Scope' is the 'Scope' detailed in the Food Defense Plan Study Details workflow stage.
3. Vulnerability Assessment Approver: The 'Vulnerability Assessment Approvers' are those Users selected within the 'Assign Users to Approve' field of the Food Defense Plan. The 'Status' will detail if the User has approved the Food Defense Plan or if it is awaiting their approval. The 'Date Approved' will note the date on which approval was made.
4. Product/Process Checklist: The 'Product/Process Checklist' is the 'Product Data' Checklist detailed within the Food Defense Plan Study Details workflow stage.
5. Food Defense Plan Verification: The 'Food Defense Plan Verification' is the last signature on the Audit Record that has come from the Audit Programme which includes the words 'Food Defense Plan Verification'.
Image: Study Details, Product/Process Checklist, Vulnerability Assessment Approver and Food Defense Plan Verification in Food Defense Plan Study Details
Image: Latest Internal Audit Record that includes the correct naming convention - 'Food Defense Plan Verification', and a Verification Signature
If a Hazard Analysis has been added for a Process Step, and a Risk Assessment workflow stage has been completed within this Hazard Analysis, the information from this 'Risk Assessment' will then populate within the Food Defense Plan Report under the 'Vulnerability Assessment' section. See here for further details on completing the Risk Assessment workflow stage.
Image: Vulnerability Assessment in Food Defense Plan Report
1. Process Step: The 'Process Step' for which the 'Risk Assessment' workflow stage of the Hazard Analysis was completed in the Food Defense Plan.
2. Details: The 'Details' will detail the 'Details/Source' from the Hazard Details workflow stage of the Hazard Analysis.
3. Criteria: The 'Criteria' will detail the Name of the Risk Criteria created within the Risk Assessment Model.
4. Description: The 'Description' will detail the description of the Risk Value that was selected within the Risk Assessment workflow stage of the Hazard Analysis. The options within the Risk Value have been created within the Risk Assessment Model.
5. Total Risk: The 'Total Risk' will detail the Total Risk assigned to the Risk Value that was selected within the Risk Assessment workflow stage of the Hazard Analysis. The Total Risk will have been defined within the Risk Assessment Model.
6. Result: The 'Result', in the example seen above is 'Significant Vulnerability', this will detail the overall Risk Result for the Hazard Analysis. The outcome of this number will be defined in the Risk Assessment Model within the Risk Ratings section.
Tip: For more information on building a Risk Assessment Model, click here.
Image: Vulnerability Assessment Details from Hazard Analysis Workflow
If a Hazard Analysis has been added for a Process Step, and a Decision Tree workflow stage has been completed within the Hazard Analysis, the information from this 'Decision Tree' will then populate within the Food Defense Plan Report under the 'Vulnerability Assessment Outcome' section. See here for further details on completing the Decision Tree workflow stage.
Image: Vulnerability Assessment Outcome in Food Defense Plan Report
1. Process Step: The 'Process Step' for which the 'Decision Tree' workflow stage within the Hazard Analysis was completed in the Food Defense Plan.
2. Result: The 'Result' detailed in the Decision Tree workflow stage. The 'Result' is pre-built within the Decision Tree Model.
3. Report: The 'Decision Report' detailed in the Decision Tree workflow stage.
Tip: For more information on building a Decision Tree Model, click here.
Image: Vulnerability Assessment Outcome from Hazard Analysis Workflow
If a Hazard Analysis has been added for a Process Step, and the Monitoring Details workflow stage has been completed within the Hazard Analysis, the information from this 'Monitoring Details' will then populate within the Food Defense Plan Report under the 'Mitigation Strategies' section. See here for further details on completing the Monitoring Details workflow stage.
Image: Mitigation Strategies in Food Defense Plan Report
1. Process Step: The 'Process Step' for which the 'Monitoring Details' workflow stage of the Hazard Analysis was completed within the Food Defense Plan.
2. Mitigation Strategy: The 'Mitigation Strategy' is the 'Name' of the Monitoring Details.
3. Control Name: The 'Control Name' is the 'Control' detailed in the Monitoring Details.
4. Control Limit: The 'Control Limit' is the 'Control Limit' detailed in the Monitoring Details.
5. How: The 'How' is the 'How' detailed in the Monitoring Details.
6. Responsible: The 'Responsible' is the 'Responsible' selected in the Monitoring Details.
7. Frequency: The 'Frequency' is the 'Frequency' detailed in the Monitoring Details.
8. Corrective Action: The 'Corrective Action' is the 'Corrective Action' detailed in the Monitoring Details.
9. Record Name: The 'Record Name' is the 'Record' selected in the Monitoring Details.
10. Verification: The 'Verification' is the 'Verification' detailed in the Monitoring Details.
Image: Hazard Analysis Monitoring Details from in a Food Defense Plan
If a Hazard Analysis has been added for a Process Step, the Monitoring Details stage has been completed within the Hazard Analysis, and a Monitoring Programme has been selected for the ‘Record’, any Monitoring Records that come from this Monitoring Programme will populate within the Food Defense Plan Report under 'Mitigation Strategies Monitoring' section.
Image: Mitigation Strategies Monitoring in Food Defense Plan Report
1. Process Step: The 'Process Step' where the 'Monitoring Details' workflow stage in the Hazard Analysis was completed within the Food Defense Plan.
2. Program Name: The 'Program Name' of the Monitoring Programme that was added to the 'Record' section of the Monitoring Details.
3. Record Name: The 'Record Name' of the Monitoring Record that came from the Monitoring Programme. The Record Name will also have a Record number in brackets, provided automatically by the System once a Record is opened. The information displayed in the ‘Record Name’ column are clickable links that will bring you directly to the Record.
4. Record Date: The 'Record Date' of the Monitoring Record is the date when it was first created.
5. Sample: The 'Sample' within the Monitoring Record. If there are multiple samples in the Record you will see all samples listed here.
6. Result: The 'Result' achieved for each Sample within the Monitoring Record. If the Result is blank, the Test for that Sample may not have been completed within the Monitoring Record.
Image: Monitoring Programme Linked in Monitoring Details of the Hazard Analysis in the Food Defense Plan
Image: A Open Monitoring Record from a Monitoring Programme that is linked within the Monitoring Details of Food Defense Plan
Remember: Only Monitoring Programmes selected in the 'Record' column of the Monitoring Details workflow stage of the Hazard Analysis in the Food Defense Plan, will populate in the Mitigation Strategies Monitoring section of the Food Defense Plan Report.
Note: The Monitoring Records from these Monitoring Programmes will only populate in the Food Defense Plan Report when a Test has been completed within that Monitoring Record. Any open Monitoring Records from these Monitoring Programmes that have no Test completed within them, will not show in the Food Defense Plan Report.
If a Monitoring Record is completed for a Monitoring Programme that was linked in the Monitoring Details in the Food Defense Plan, and if a Corrective Action has been raised for that Monitoring Record, the information from this Corrective Action will populate within the Food Defense Plan Report under the 'Corrective Action' section. Corrective Actions can be raised for Monitoring Records using the 'Actions>Add Related Record>Corrective Action' buttons.
Tip: For more information on how to create a Corrective Action Record, click here.
1. Process Step: The 'Process Step' that the Monitoring Record, from where this Corrective Action was raised, is linked to in the Food Defense Plan.
2. Name: The 'Name' and link to the Corrective Action Record which is raised from the Monitoring Record. The 'Name' will show the Monitoring Record name and the Corrective Action name in the following layout: Monitoring Record Name_Corrective Action Record Name (CA number)’
3. Record Date: The 'Record Date' that the Corrective Action was opened.
4. Action Detail: The 'Action Detail' is the information typed into 'the Details' open text field within the 'Non-conformance/Issue Detail' workflow stage of the Corrective Action.
5. Due Date: The 'Due Date' is the date selected within the 'Due Date' field within the 'Non-conformance/Issue Detail' workflow stage of the Corrective Action.
6. Report: The 'Report' is the information typed into 'Report' open text field within the 'Investigation and Root Cause Analysis' workflow stage of the Corrective Action.
7. Acton Required: The 'Action Required' is the information typed into 'Action Required' open text fields within the 'Action Details' workflow stage of the Corrective Action. There will be a separate line for each 'Action' noted in the Corrective Action.
8. Status: the 'Status' will show if the Corrective Action Record is completed (Closed) or if it's still an open action (Open).
Image: A Monitoring Record Opened from Monitoring Programme Linked within Monitoring Details of Food Defense Plan, which a Corrective Action will now be raised using the 'Actions>Add Related Record' Button
Image: 'Add Corrective Action' Button
Image: Corrective Action Details Completed and 'Save & Submit' Button Then Clicked
Image: Corrective Action Record Created and Linked to Monitoring Record
Image: Corrective Action Record Raised and Linked to the Monitoring Record with Details that pull into Food Defense Plan Report
If you routinely conduct Internal Audits for verification of your Food Defense, and would like for the Food Defense Plan Verification section of the Report to be populated, an Auditing Programme can be set up using the correct naming convention. The name of the Audit Programme must include the words 'Food Defense Plan Verification' somewhere in the name. This allows the system to recognise that the information for this Audit Record must be pulled into the Food Defense Plan Report. The most recent Audit Record created for this Audit Programme will populate in the Food Defense Plan Verification section of the Food Defense Plan Report.
Warning: It is important to be careful if renaming the Audit Records. You should ensure that the name of the Audit Record continues to contain 'Food Defense Plan Verification' somewhere in its name, as the Food Defense Plan Report will only pull Audit Records that contain this wording in the Audit Record name.
Image: Food Defense Plan Verification in the Food defense Plan Report
1. Requirement: This column will pull from the 'Requirement' section of the Audit Record. This will include all headings and questions within the Audit Checklist.
2. Response: This column will pull from the 'Response' section of the Audit Record. This will include the Responses selected for each Requirement within the Audit Record. Responses will be left blank where headings are noted within the Checklist, as Responses do not apply to the headings.
3. Comments/Observations: This column will pull from the 'Comments/Observations' section of the Audit Record.
4. Action Required: This column will pull from the 'Actions Required' section of the Corrective Action Record. This is also a direct clickable link to the Corrective Action Record.
Image: 'Food Defense Plan Verification' - Audit Programme
Image: Last Completed 'Food Defense Plan Verification' Audit Record
Image: Corrective Action Raised from Audit
1. Emergency Contacts: Emergency Contact information is pulled from the Organisations that have been placed into a folder called 'Food Defense Plan' in Master Data>Contacts. To add an Emergency Contact, navigate to Master Data>Contacts and click the 'Add Contact>Organisation' button. As mentioned, it is important to add the Organisation into a folder called 'Food Defense Plan', as only the Organisations within this folder will be pulled through to the Food Defense Report. The number will be pulled from the 'Phone' field.
2. Company Emergency Contacts: Company Emergency Contacts will show a link to the Suppliers and Customers in Master Data. The link will take the User to Master Data>Contacts, where they can see Customers, Suppliers, Organisations, Sites and Locations.
Image: Organisation Placed in 'Food Defense Plan' Folder
Image: Phone Number within Emergency Contacts
Note: The 'Phone' that is pulled into the 'Emergency Contacts' is coming from the 'Phone' within the Organisation, not the Contact's 24 Hour Contact within the Organisation.