How to Add a Standard Cleaning Programme
To add a Standard Cleaning Programme in Safefood 360°, navigate to the Cleaning module using the 'PRP Control>Cleaning' button and click the 'Add Programme>Add Standard Cleaning' button to open a blank Standard Cleaning Programme page.
Image: Navigating to Cleaning via 'PRP Control>Cleaning', Clicking 'Add Programme>Add Standard Cleaning' Button
Image: Blank Standard Cleaning Programme
Sections of the Standard Cleaning Programme
After opening the Standard Cleaning Programme page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Standard Cleaning Programme page sections:
Image: Blank Details
1. Name: Using the open text field, enter the Name of the Standard Cleaning Programme you are creating. [Mandatory Field]
Tip: Add the Frequency or Location relating to the Standard Cleaning Programme to the name, providing further detail on the Programme. For Example:
- Standard Cleaning :: Warehouse :: Weekly
- Standard Cleaning :: Annual
- Standard Cleaning :: Production :: Monthly
2. Responsible: Using the Master Data Employee dropdown, select the Employee who should be Responsible for the overall Standard Cleaning Record. This may be a Supervisor or the Employee completing the Cleaning.
Image: Responsible Dropdown
Note: When a Standard Cleaning Record is created, the Responsible is not defined in any field of the Standard Cleaning Record. You will need to select the 'Responsible' within the Standard Cleaning Record. However, the Responsible will still see an Action on their 'My Actions' tab when the Standard Cleaning Record has opened, before the 'Responsible' has been selected.
3. Scope: Using the open text field, detail the Scope of the Standard Cleaning Programme, detailing what is to be covered.
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 Standard Cleaning 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 Standard Cleaning 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. Chemicals: Using the Master Data dropdown, select any Chemicals used throughout the Standard Cleaning. [Mandatory Field if Adding a Chemical]
Image: Chemicals Dropdown
Image: Chemical Dropdown
Note: Materials must be built within Master Data before they can be selected within the Standard Cleaning Programme. For further details on building Materials, see here.
6. Approval Details: Using the open text field, note the Approval Details for the Chemical, e.g. Supplier Documentation, etc.
7. Intended Use: Using the open text field, not the Intended Use for the Chemical, e.g. Wiping down Equipment, Cleaning Floors, etc.
8. Material Safety Data Sheet: Using the dropdown, you can select a Document from the Documents module. This Document should be the Material Safety Data Sheet for the Chemical. 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 Standard Cleaning 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: When completing a Standard Cleaning 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 Standard Cleaning Record.
Image: Material Safety Data Sheet Dropdown
9. X: Any Chemicals can be removed from the list by clicking the 'X' button.
10. Add Line: More Chemicals can be added using the 'Add Line' button.
11. Required Training: Using the Training Programme dropdown, a Training Programme can be linked to a Standard Cleaning Programme to ensure the Standard Cleaning Record is only carried out by a Trained Employee. The Employee must have their name selected within a Training Record completed for the Required Training Programme to be allowed access to complete the Standard Cleaning Record.
Image: Required Programme Dropdown
Note: Training Programmes must be built within the Training module before they can be selected within the Standard Cleaning Programme. For further details on building Training Programmes, see here.
Note: If a User who's Employee has not had a Training Record completed with their name for the Required Training Programme, they will see the Error below if they attempt to add a Record from the Standard Cleaning Programme.
Image: Error
12. X: Any Required Training Programmes can be removed from the list by clicking the 'X' button.
13. Add Line: More Required Training Programmes can be added using the 'Add Line' button.
14. Enable Scheduler: If you wish to set up a Scheduler for the Standard Cleaning 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 Standard Cleaning Programme should be completed, and asking the system to generate the Standard Cleaning Record for you on a specific date.
Image: Enabled Scheduler
15. Start Date: Using the calendar field, select the Date you wish for the Standard Cleaning Record to be generated for the very first time.
16. Repeat Every: Set the frequency at which you would like the Standard Cleaning 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.
17. Action Notice: You should set the Action Notice to '0' if you want the Standard Cleaning Record to open on the 'Start Date' noted in the Standard Cleaning Programme. However, you can also use the Action Notice to ask Safefood 360° to open the Standard Cleaning Record a specific number of days before the 'Start Date', giving you time to complete the Standard Cleaning Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Safefood 360° opening the Standard Cleaning Record, 6 days before the 'Start Date'. This gives the User time to complete the Standard Cleaning Record in Safefood 360° before it goes overdue.
18. 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 Standard Cleaning Record has been created and is ready to be completed. By default, the name of the person completing the Standard Cleaning 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 Standard Cleaning 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
19. User: Safefood 360° will automatically populate the 'User' name within the name of the User creating the Standard Cleaning Programme but you can update or add other Users who need to be notified.
20. X: Users can be deleted from the Email Notification User list by clicking the 'X' button.
21. 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
22. 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.
23. Select: Click the 'Select' button to add the User to the list.
24. Cancel: Click the 'Cancel' button to exit the User list.
Image: Completed Details
Image: Blank Tasks
1. Item: Using the Master Data Dropdown, select the Item in which the Standard Cleaning will occur, e.g. Floors, Walls, Equipment, etc. The same Item can be added more than once if different Tasks are performed on the Item. [Mandatory to have at least one Item]
Image: Item Dropdown
Image: Item Dropdown
Note: Items must be built within Master Data before they can be selected within the Standard Cleaning Programme. For further details on building Items, see here.
2. Tasks: Using the open text field, define the Standard Cleaning Tasks that are to be conducted during the Record. [Mandatory Field]
3. Procedures: 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 Standard Cleaning 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 Standard Cleaning 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: When completing a Standard Cleaning 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 Standard Cleaning Record.
Image: Procedure Dropdown
4. Responsible: Using the Master Data dropdown, select the Job Description that is Responsible for the Standard Cleaning Task. [Mandatory Field]
Image: Responsible Dropdown
5. Navigation Arrows: Once you add more than one Item, the Navigation Arrows will populate in blue, allowing you to use them to move Items up and down.
Image: Navigation Arrows
6. X: Any Items/Tasks can be removed from the list by clicking the 'X' button.
7. Add Line: More Items/Tasks can be added using the 'Add Line' button.
Note: Items must be added one by one. There is not an option to add multiple Items at a time.
Image: Completed Tasks
Image: Blank Verification Specification
The Verification Specification workflow stage allow you to conduct any necessary Verification to verify that the Cleaning Tasks have been carried out to standard and have been effective. There are multiple Verification Methods to choose from. However, none of the Verification Methods are mandatory to add to your Standard Cleaning Programme if not applicable to you.
Visual Inspection
1. Requirement: Using the open text field, detail what Requirements should be covered in the Visual Inspection, e.g. visual check of cleanliness required to release the Items post-cleaning.
2. Responsible: Using the Master Data dropdown, select the Responsible for the Visual Inspection, e.g. a Manager or Supervisor.
Note: When a Standard Cleaning Record is created, the Responsible for the Visual Inspection Requirement will see an Action on their 'My Actions' tab when the Standard Cleaning Record has opened. If the same contact is selected for multiple Visual Inspection Requirements, they will have multiple Actions on their 'My Actions' tab, one Action per Requirement.
Image: Responsible Dropdown
3. X: Any Visual Inspection Requirements can be removed from the list by clicking the 'X' button.
4. Add Line: More Visual Inspection Requirements can be added using the 'Add Line' button.
ATP Test Kit
5. Sample Point: Using the open text field, detail the surfaces included in the ATP Test Kit, e.g. Hopper, Metal Detector Belt, etc.
6. Target/Warning/Action: Using the numerical fields, enter the Target, Warning and Action limits for the ATP Test Kit.
- Target: The desired and expected result obtained after an effective clean against the standard procedure.
- Warning: The maximum result above which an action will need to be taken.
- Action: The maximum result which the cleaning conducted is inadequate and action must be taken including re-cleaning.
7. X: Any Sample Points can be removed from the list by clicking the 'X' button.
8. Add Line: More Sample Points can be added using the 'Add Line' button.
Chemical Concentration
9. Chemical: Using the Master Data dropdown, select the Chemical the Concentration Test will be carried out on.
Image: Chemical Dropdown
Note: Materials must be built within Master Data before they can be selected within the Standard Cleaning Programme. For further details on building Materials, see here.
10. Target/Lower Tolerance/Upper Tolerance: Using the numerical fields, enter the Target, Lower and Upper Tolerance limits for the Concentration.
- Target: This is the optimum concentration for the application of the chemical.
- Lower Tolerance: This is the minimum concentration for the application of the chemical.
- Upper Tolerance: This is the maximum concentration for the application of the chemical.
11. X: Any Chemicals can be removed from the list by clicking the 'X' button.
12. Add Line: More Chemicals can be added using the 'Add Line' button.
Residual Chemical
13. Chemical: Using the Master Data dropdown, select the Chemical the Residual Chemical Test will be carried out on.
Image: Chemical Dropdown
Note: Materials must be built within Master Data before they can be selected within the Standard Cleaning Programme. For further details on building Materials, see here.
14. Target/Upper Tolerance: Using the numerical fields, enter the Target and Upper Tolerance limits for the Residual Chemical Test.
- Target: This is the desired residual level to be found in the sample and is usually zero.
- Upper Tolerance: This is the maximum residual allowed above which action must be taken.
15. X: Any Chemicals can be removed from the list by clicking the 'X' button.
16. Add Line: More Chemicals can be added using the 'Add Line' button.
Allergen Control
17. Allergen: Using the Hazard dropdown, select the Allergen the Allergen Control Test will be carried out on.
Image: Allergen Dropdown
Note: Your Site may already have some Allergen Hazards built within the Hazard Database. However, if your Allergen is not seen in the list, you must built the Allergen Hazard before it can be selected in the Standard Cleaning Programme. For further details on building Allergen Hazards, see here.
18. Maximum: This is the maximum detectable level of allergen above which action must be taken.
19. X: Any Allergens can be removed from the list by clicking the 'X' button.
20. Add Line: More Allergens can be added using the 'Add Line' button.
21. Save: Click the ‘Save’ button to save the Standard Cleaning Programme to your site.
22. Cancel: Click the ‘Cancel’ button to discard the Standard Cleaning Programme and return to the Cleaning module.
Image: Completed Verification Specification
Image: Saved Standard Cleaning Programme in Plan Tab
Remember: Adding a Standard Cleaning Programme will not automatically created a Standard Cleaning Record. To learn how to generate Standard Cleaning Records, see here.