How to Add a Code of Practice Programme
A Code of Practice can be explained as a set of requirements agreed upon by a people who will carry out a particular action. A Codes of Practice generally cover a wide range of Health & Safety rules/requirements within the business, e.g. a Visitor Questionnaire that every visitor to the facility will need to sign before entering. The Code of Practice module in Ideagen Safe Food allows you to set up different Code of Practice Programmes in one place, and convert all the paper work in to digital format. Documenting all Visitors is often required as a prerequisite program in food safety regulations and standards.
Below are the steps that must be carried out in order to add a Code of Practice Programme Expand each step below for further explanation.
To add a Code of Practice Programme in Ideagen Safe Food, navigate to the Code of Practice module using the ‘PRP Control>Code of Practice button and click the 'Add Programme' button to open a blank Code of Practice Programme page.
Image: Navigating to Code of Practice via ‘PRP Control>Code of Practice’, Clicking 'Add Programme’
Image: Blank Code of Practice Programme Page
After opening the Code of Practice Programme page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Pest Inspection Programme page sections:
Image: Blank Details
1. Name: Using the open text field, enter the name of the Code of Practice Programme. [Mandatory Field]
Tip: Add the Content Type or the Individuals relating to the Code of Practice Programme to the name, providing further detail on the Programme. For Example:
- Personal Hygiene :: Internal Employees
- Personal Hygiene :: Visitors and Contractors
Note: The text 'COP Record' is automatically added to the end of the Record Name when created. Therefore, you may not wish to include a similar text in Programme Name, as it will be duplicated in the Record Name.
Image: 'COP Record' Text added to Record Name
2. Scope: Using the open text field, enter the Scope of the Code of Practice Programme.
3. 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 Code of Practice 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 Code of Practice 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.
4. Procedure: Using the dropdown, you can select a Document from the Documents module. This Document may be a detailed list of rules/requirements the individual needs to read before agreeing to the Code of Practice. 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 Code of Practice 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 Code of Practice 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 the Document within the Preview Pop Up.
Image: Procedure Dropdown
5. Responsible: Using the Master Data dropdown, select the person Responsible for the Programme.
Image: Responsible Dropdown
Image: Completed Details
Note: As with most Programmes in Ideagen Safe Food, you will have the option to add a Scheduler to the Programme. However, the Scheduler may not be applicable for Code of Practice Programmes, as we don't always know when a Record will need to opened. Therefore, you can skip the Scheduler and simply open the Record manually.
Image: Disabled Scheduler
1. Enable Scheduler: If you wish to set up a Scheduler for the Code of Practice 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 Code of Practice Programme should be completed, and asking the system to generate the Code of Practice Record for you on a specific date.
Image: Enabled Scheduler
2. Start Date: Using the calendar field, select the Date you wish for the Code of Practice Record to be generated for the very first time.
3. Repeat Every: Set the frequency at which you would like the Code of Practice 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.
4. Action Notice: You should set the Action Notice to '0' if you want the Code of Practice Record to open on the 'Start Date' noted in the Code of Practice Programme. However, you can also use the Action Notice to ask Ideagen Safe Food to open the Code of Practice Record a specific number of days before the 'Start Date', giving you time to complete the Code of Practice Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Ideagen Safe Food opening the Code of Practice Record, 6 days before the 'Start Date'. This gives the User time to complete the Code of Practice Record in Ideagen Safe Food before it goes overdue.
5. 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 Code of Practice Record has been created and is ready to be completed. By default, the name of the person completing the Code of Practice 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 Code of Practice 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
6. User: Ideagen Safe Food will automatically populate the 'User' name within the name of the User creating the Code of Practice Programme but you can update or add other Users who need to be notified.
7. X: Users can be deleted from the Email Notification User list by clicking the 'X' button.
8. 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 Ideagen Safe Food 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
9. 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 Ideagen Safe Food site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor.
10. Select: Click the 'Select' button to add the User to the list.
11. Cancel: Click the 'Cancel' button to exit the User list.
Image: Enabled Scheduler
Image: Blank Checklists
1. Codes Checklist: Using the Master Data dropdown, select the Checklist you wish to appear in the Code of Practice workflow stage of the Code of Practice Record. This Checklist is the list of rules/requirements the person will agree to. You can select from your own 'My Checklists' folder or the System Default Checklists for the module in the 'System Checklists>Module Default Checklists>Code of Practice' folders. [Mandatory to select at least one Checklist]
Important to Remember: Although the Rules/Requirements can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore you must ensure your Rules/Requirement have the correct verbiage for 'Yes/No' responses.
Note: When selecting multiple Checklists via the tick-box option, the Checklists will be added to the Programme in alphabetical order. If you require a different order for your Checklists to appear in, you should use the 'Add Line' option and add the Checklists individually.
Image: Checklist Dropdown
2. X: Any Checklists can be removed from the list by clicking the 'X' button.
3. Add Line: More Checklists can be added using the 'Add Line' button.
4. Close Out Checklist: Using the Master Data dropdown, select the Checklist you wish to appear in the Close Out workflow stage of the Code of Practice Record. This Checklist is the list of questions the person will answer. You can select from your own 'My Checklists' folder or the System Default Checklists for the module in the 'System Checklists>Module Default Checklists>Code of Practice' folders. [Mandatory to select at least one Checklist]
Important to Remember: Although the Questions can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore you must ensure your Questions have the correct verbiage for 'Yes/No' responses.
Note: When selecting multiple Checklists via the tick-box option, the Checklists will be added to the Programme in alphabetical order. If you require a different order for your Checklists to appear in, you should use the 'Add Line' option and add the Checklists individually.
Image: Checklist Dropdown
5. X: Any Checklists can be removed from the list by clicking the 'X' button.
6. Add Line: More Checklists can be added using the 'Add Line' button.
Image: Completed Checklists
Image: Save Button
1. Save: Click the ‘Save’ button to save the Code of Practice Programme to your site.
Note: It's very important to click the 'Save' button, otherwise the Code of Practice Programme will not be added to your site.
2: Cancel: Click the ‘Cancel’ button to discard the Code of Practice Programme and return to the Code of Practice module.
Image: Saved Code of Practice Programme
Related User Guide Articles
- How to Edit a Code of Practice Programme