Add a Calibration Programme
To add a Calibration Programme in Safefood 360°, navigate to the Calibration module using the 'PRP Control>Calibration' button and click the 'Add Programme' button to open a blank Calibration Programme page.
Image: Navigating to Calibration via 'PRP Control>Calibration', Clicking 'Add Programme' Button
Image: Blank Calibration Programme
Sections of the Calibration Programme
After opening the Calibration Programme page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Calibration Programme page sections:
Image: Blank Details
1. Name: Using the open text field, enter the Name of the Calibration Programme you are creating. [Mandatory Field]
Tip: Add the Frequency or Item relating to the Calibration Programme to the name, providing further detail on the Programme. For Example:
- Internal Calibration :: SC01 :: Scales :: PS487494 :: Monthly
- Internal Calibration :: FK05 :: Forklift :: 789879 :: Monthly
- External Calibration :: All Scales :: Annual
2. Item: Using the Master Data Dropdown, select the Item that the Calibration is for, e.g. Forklift, Scales, etc. [Mandatory Field]
Note: Only one Item can be selected within a Calibration Programme, therefore, you will have a Calibration Programme per Item.
If you do not wish to have a Calibration Programme per Item, you can create one Item for a group of equipment, e.g. All Scales, Metal Detectors, etc., and this Item can be selected in the Calibration Programme. However, by choosing to set up your Calibration Programmes in this manner, you will not have the list of each individual equipment by it's name or ID.
You may choose to group equipment into one Item for External 3rd Party Calibration Programmes only, as you will receive a document from your Calibration Company with all the equipment names and ID's. This document can then be attached to the Calibration Programme to provide the individual details of each equipment.
Note: Items must be built within Master Data before they can be selected within the Calibration Programme. For further details on building Items, see here.
Image: Item Dropdown
Image: Item Dropdown
3. Type: Using the fixed dropdown, select the Type of Calibration being carried out in this Programme. [Mandatory Field]
Note: The 'Type' dropdown does not change the layout of the Calibration Programme or Calibration Record. It is simply noting whether the Calibration is:
- Certified: Carried out by an External 3rd Party Calibration Company
- Check: Carried out Internally by an Employee
Image: Type Dropdown
4. Risk: Using the dropdown, select the Risk from the Risk Values, None (1), Low (2), Medium (3) or High (4). This Risk Value will become the Risk of the Calibration Programme. Using the 'Attach/Link' buttons, you can attach a file from your device or link a URL to an internal system Record/Document, or any external sources, to help justify your chosen Risk Value for the Risk Assessment. Both the attachment and the link will be displayed in the Risk Assessment to be viewed at another time. Using the 'Report' open text field, you can provide further justification for your Risk Assessment choice.
Note: The 'Risk Value' is a Mandatory Field. However, the 'Attach/Link' and 'Report' are not.
Image: Risk Dropdown
Note: The Risk Assessment within the Calibration Programme is the System Default Risk Assessment. This Risk Assessment can be updated if you wish to create your own Risk Assessment Model. For further details on changing Module Default Risk Assessment Models, see here.
5. Responsible: Using the Master Data Employee dropdown, select the Employee who should be Responsible for completing the Calibration Record.
Image: Responsible Dropdown
Note: When a Calibration Record is created, the Responsible is not defined in any field of the Calibration Record. You will need to select the 'Calibrator' within the Calibration Record. However, the Responsible will still see an Action on their 'My Actions' tab when the Calibration Record has opened, before the 'Calibrator' has been selected.
6. Enable Scheduler: If you wish to set up a Scheduler for the Calibration Programme, defining the start date and frequency at which it should be generated to be completed, e.g. Repeat Every 1 Month, the Enable Scheduler box can be ticked. You are simply defining how often the particular Calibration Programme should be completed, and asking the system to generate the Calibration Record for you on a specific date.
Image: Enabled Scheduler
7. Start Date: Using the calendar field, select the Date you wish for the Calibration Record to be generated for the very first time.
8. Repeat Every: Set the frequency at which you would like the Calibration Record to be generated. Simply type the number within the first field and select the frequency options from the dropdown, e.g. Years, Months, Weeks, Days, Weekdays, Weekday + Saturday.
9. Action Notice: You should set the Action Notice to '0' if you want the Calibration Record to open on the 'Start Date' noted in the Calibration Programme. However, you can also use the Action Notice to ask Safefood 360° to open the Calibration Record a specific number of days before the 'Start Date', giving you time to complete the Calibration Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Safefood 360° opening the Calibration Record, 6 days before the 'Start Date'. This gives the User time to complete the Calibration Record in Safefood 360° before it goes overdue.
10. Send Email Notification: Tick the box to enable the 'Send Email Notification' option. This allows you to note the selected Users who should be notified via email that the Calibration Record has been created and is ready to be completed. By default, the name of the person completing the Calibration Programme page will be added to the User details. However, this User can be changed. If you leave this box unticked, no one will be directly notified when the Calibration Record opens.
Note: The 'Action Notice' dropdown options will increase depending on the 'Repeat Every' dropdown option selected, e.g. 1 Year frequency will result in up to a maximum of 365 days 'Action Notice', 6 Months will result in up to a maximum of 180 days 'Action Notice' and 1 Month will result in up to a maximum of 30 days 'Action Notice'.
Image: Enabled Email Notification
11. User: Safefood 360° will automatically populate the 'User' name within the name of the User creating the Calibration Programme but you can update or add other Users who need to be notified.
12. X: Users can be deleted from the Email Notification User list by clicking the 'X' button.
13. Add Line: More Users can be added using the 'Add Line' button. Clicking the grey dropdown arrow while on the User line will provide you with the full list of Users within your Safefood 360° site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor. Choose the User you want to add to the Email Notification list and click 'Select'. You can repeat this for as many Users as needed. Click 'Cancel' to exit the User list.
Image: 'Send Email Notification' User Dropdown
14. User: Once you have clicked the 'Add Line' button, click the dropdown arrow to access the list of Users. This will provide you with the full list of Users within your Safefood 360° site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor.
15. Select: Click the 'Select' button to add the User to the list.
16. Cancel: Click the 'Cancel' button to exit the User list.
Image: Completed Details
Image: Blank Specification
1. Range/To: Using the numerical field, enter the operating Range of the Item, e.g. 0 to 1000 for a Scales, 1 to 14 for a pH Meter, etc.
Note: If the Item you are creating the Calibration Programme doesn't have a Range that will work within the Range/To fields, e.g. a Metal Detector, you can place the number 1 within the Range/To fields.
2. Unit of Measurement: Using the open text field, detail the Unit of Measurement the Item is recorded in, e.g. Grams, Kg, °C, etc.
3. Increments: Using the numerical field, enter the Increment of measurement for the unit, e.g. 1, 1.0, 1.00, etc.
4. Procedure: Using the dropdown, you can select a Document from the Documents module. This Document may be an SOP to aid the Responsible in completing the Calibration Record. Navigate through the Document folders to find your required Document or use the 'Search' bar to search for the Document by name. If your required Document is not uploaded to your site at the time that you are completing the Calibration Programme page, one can be added by clicking on the main Documents folder and clicking ‘Add New’. This will bring you directly to the ‘Master Data>Documents>Add Document’ page where you can add the required Document to your site.
Note: The 'View' field will only populate once the Calibration Programme has been saved.
Note: When completing a Calibration Record, the Document will be accessible. Simply click on the name of the Document, which will appear in blue text (a hyperlink to the Document), and view or download the Document while within the Calibration Record.
Image: Procedure Dropdown
5. X: Any Procedures can be removed from the list by clicking the 'X' button.
6. Add Line: More Procedures can be added using the 'Add Line' button.
7. Basis of Calibration: Using the fixed dropdown, select the Basis of Calibration, Traceable (National Standard), Traceable (International Standard) or Non-traceable. The open text field beside the Basis of Calibration dropdown can be used to detail the exact Standard used.
Image: Basis of Calibration Dropdown
8. Calibration Points: Using the numerical field, enter the Calibration Points that will be checked in the Calibration Record. Using the Lower and Upper Tolerance numerical fields, you can define the specifications of the Calibration Points. [Mandatory to have at least one Calibration Point]
Note: The Calibration Points will turn Red in colour within the Calibration Record if they reach the Lower or Upper Tolerance. The Calibration Points will remain Green in colour within the Calibration Record if they remain within the specification limits.
Note: If the Item you are creating the Calibration Programme doesn't have Calibration Points that will work within the Calibration Points field, e.g. a Metal Detector, you can place the number 1 within the Calibration Points field.
9. X: Any Calibration Points can be removed from the list by clicking the 'X' button.
10. Add Line: More Calibration Points can be added using the 'Add Line' button.
11. Save: Click the ‘Save’ button to save the Calibration Programme to your site.
12: Cancel: Click the ‘Cancel’ button to discard the Calibration Programme and return to the Calibration module.
Image: Completed Specification
Image: Saved Calibration Programme in Plan Tab
Remember: Adding a Calibration Programme will not automatically created a Calibration Record. To learn how to generate Calibration Records, see here.