How to Add a Cleaning In Place (CIP) Programme
To add a Cleaning in Place (CIP) Programme in Safefood 360°, navigate to the Cleaning module using the 'PRP Control>Cleaning' button and click the 'Add Programme>Add Cleaning in Place' button to open a blank Cleaning in Place (CIP) Programme page.
Image: Navigating to Cleaning via 'PRP Control>Cleaning', Clicking 'Add Programme>Add Cleaning in Place Programme' Button
Image: Blank Cleaning In Place Programme
Sections of the Cleaning In Place (CIP) Programme
After opening the Cleaning In Place (CIP) Programme page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Cleaning In Place (CIP) Programme page sections:
Image: Blank Details
1. Name: Using the open text field, enter the Name of the Cleaning In Place (CIP) Programme you are creating. [Mandatory Field]
Tip: Add the Frequency or Machine relating to the Cleaning In Place (CIP) Programme to the name, providing further detail on the Programme. For Example:
- CIP :: Filling Machine :: Weekly
- CIP :: Line 1 :: Daily
- CIP :: Tank 1 :: Monthly
2. Responsible: Using the Master Data Employee dropdown, select the Employee who should be Responsible for the overall Cleaning In Place (CIP) Record. This may be a Supervisor or the Employee completing the Cleaning.
Image: Responsible Dropdown
Note: When a Cleaning In Place (CIP) Record is created, the Responsible is not defined in any field of the Cleaning In Place (CIP) Record. You will need to select the 'Responsible' within the Cleaning In Place (CIP) Record. However, the Responsible will still see an Action on their 'My Actions' tab when the Cleaning In Place (CIP) Record has opened, before the 'Responsible' has been selected.
3. Scope: Using the open text field, detail the Scope of the Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP). [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 Cleaning In Place (CIP) 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. Caustic Wash, Acid Solution Wash, 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) Programme to ensure the Cleaning In Place (CIP) 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 Cleaning In Place (CIP) Record.
Image: Required Programme Dropdown
Note: Training Programmes must be built within the Training module before they can be selected within the Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) Programme should be completed, and asking the system to generate the Cleaning In Place (CIP) Record for you on a specific date.
Image: Enabled Scheduler
15. Start Date: Using the calendar field, select the Date you wish for the Cleaning In Place (CIP) Record to be generated for the very first time.
16. Repeat Every: Set the frequency at which you would like the Cleaning In Place (CIP) 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 Cleaning In Place (CIP) Record to open on the 'Start Date' noted in the Cleaning In Place (CIP) Programme. However, you can also use the Action Notice to ask Safefood 360° to open the Cleaning In Place (CIP) Record a specific number of days before the 'Start Date', giving you time to complete the Cleaning In Place (CIP) Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Safefood 360° opening the Cleaning In Place (CIP) Record, 6 days before the 'Start Date'. This gives the User time to complete the Cleaning In Place (CIP) 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 Cleaning In Place (CIP) Record has been created and is ready to be completed. By default, the name of the person completing the Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Specification
1. Production Unit: Using the Master Data Dropdown, select the Production Unit in which the Cleaning In Place (CIP) will occur, e.g. Fill Machine, Tanks, etc. [Mandatory to have at least one Production Unit]
Image: Production Unit Dropdown
Image: Production Unit Dropdown
Note: Production Units must be built within Master Data before they can be selected within the Cleaning In Place (CIP) Programme. For further details on building Production Units, see here.
2. 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) 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 Cleaning In Place (CIP) Record.
Image: Procedure Dropdown
3. Responsible: Using the Master Data dropdown, select the Employee that is Responsible for the Cleaning In Place (CIP) of this Production Unit. [Mandatory Field]
Image: Responsible Dropdown
4. X: Any Production Units can be removed from the list by clicking the 'X' button.
5. Add Line: More Production Units can be added using the 'Add Line' button.
Note: Production Units must be added one by one. There is not an option to add multiple Production Units at a time.
Image: Completed Specification
Image: Blank Cycles
1. Cycle Name: Using the open text field, detail the Name of the Cycle. [Mandatory Field if Adding a Cycle]
2. Chemical: Using the Master Data dropdown, select the Chemical used in this Cycle.
Image: Chemical Dropdown
Image: Chemical Dropdown
3. Minimum Chemical Concentration: Using the numerical field, enter the Minimum Level of Chemical required for effective cleaning. (If applicable)
4. Maximum Chemical Concentration: Using the numerical field, enter the Maximum Level of Chemical required for effective cleaning. (If applicable)
5. Minimum Cycle Time (Minutes): Using the numerical field, enter the Minimum Cycle Duration Time in minutes.
6. Maximum Cycle Time (Minutes): Using the numerical field, enter the Maximum Cycle Duration Time in minutes.
7. Minimum Cycle Temperature: Using the numerical field, enter the Minimum Cycle Temperature.
8. Maximum Cycle Temperature: Using the numerical field, enter the Maximum Cycle Temperature.
9. Minimum Flow Rate: Using the numerical field, enter the Minimum Flow Rate for the Cycle. (If applicable)
10. X: Any Cycles can be removed from the list by clicking the 'X' button.
11. Add Line: More Cycles can be added using the 'Add Line' button.
Note: Although not mandatory to set within the Cleaning in Place (CIP) Programme, the Cycle Time (Minutes) and Temperature fields become mandatory within the Cleaning in Place (CIP) Record.
However, only the Cycle Name and Chemical information provided in the Cleaning in Place (CIP) Programme will pull into the Cleaning in Place (CIP) Record. The Chemical Concentration, Cycle Time (Minutes, )Temperature and Flow Rate will be blank.
Also, the information provided here in the Cycles of the Cleaning in Place (CIP) Programme do not act as a Pass/Fail limit within the Cleaning in Place (CIP) Record. The values added in the Cleaning in Place (CIP) Record will not show in Green/Red colours.
Image: Completed Cycles
Image: Verification Specification
The Verification Specification workflow stage allow you to conduct any necessary Verification to verify that the Cleaning In Place (CIP) has 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 Cleaning In Place (CIP) Programme if not applicable to you.
ATP Test Kit
1. Sample Point: Using the open text field, detail the surfaces included in the ATP Test Kit, e.g. Tank Enterance, etc.
2. 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.
3. X: Any Sample Points can be removed from the list by clicking the 'X' button.
4. Add Line: More Sample Points can be added using the 'Add Line' button.
Residual Chemical
5. 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 Cleaning In Place (CIP) Programme. For further details on building Materials, see here.
6. 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.
7. X: Any Chemicals can be removed from the list by clicking the 'X' button.
8. Add Line: More Chemicals can be added using the 'Add Line' button.
Allergen Control
9. 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 Cleaning In Place (CIP) Programme. For further details on building Allergen Hazards, see here.
10. Maximum: This is the maximum detectable level of allergen above which action must be taken.
11. X: Any Allergens can be removed from the list by clicking the 'X' button.
12. Add Line: More Allergens can be added using the 'Add Line' button.
13. Save: Click the ‘Save’ button to save the Cleaning In Place (CIP) Programme to your site.
14. Cancel: Click the ‘Cancel’ button to discard the Cleaning In Place (CIP) Programme and return to the Cleaning module.
Image: Completed Verification Specification
Image: Saved Cleaning In Place (CIP) Programme in Plan Tab
Remember: Adding a Cleaning In Place (CIP) Programme will not automatically created a Cleaning In Place (CIP) Record. To learn how to generate Cleaning In Place (CIP) Records, see here.