How to Add and Complete a Contamination Report Record
Note: A Contamination Report Record is a Standalone Record and does not require a Programme to be set up first before it can be created.
The Contamination Control module in Ideagen Safe Food helps you proactively manage and prevent contamination hazards within food production environments.
The Contamination Report Record has one workflow stage to be completed. Below are the steps that must be carried out in order to complete a Contamination Report Record. Expand each step below for further explanation.
Image: Blank Contamination Details
1. Date/Time: The Date and Time the Record was opened will auto populate within this date and time fields. However, they can be changed if needed by clicking into the calendar field and using the calendar to select the correct date, or clicking the time field and using the time dropdown options to select the correct time.
2. Type: Using the fixed system dropdown, select the Type of Contamination. [Mandatory Field]
Image: Type Dropdown
3. Source: Using the open text field, details the source of Contamination. [Mandatory Field]
4. Description: Using the open text field, describe the contamination in detail.
5. Reported By: Using the Master Data dropdown, select the Individual who has reported the contamination.
Image: Reported By Dropdown
6. Reported To: Using the Master Data dropdown, select the Individual who the contamination was reported to.
Image: Reported To Dropdown
Note: The 'Reported To' does not receive an Action or Notification on their Dashboard when selected as 'Reported To'. There is also not a possibility to create an Alert to fire to the Generic 'Reported To' Contact.
Therefore to inform the 'Reported To' Contact, you can use the 'Actions>Email' option to email the 'Record to the 'Reported To' Contact to ensure they are aware of the Breakage.
Remember, the 'Actions' button is only available when the Record has been 'Saved' or 'Saved & Submitted'. For further details on the Email Feature, see here.
Image: 'Actions>Email' Buttons Available when Record 'Saved'
7. 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 Contamination Report Record. 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
8. Requirements: The Contamination Report Checklist Requirements list a number of questions to be answered.
Note: The Contamination Report Checklist seen is a System Default Checklist. As the Contamination Report is a standalone Record and does not require a Programme to be built, we cannot simply select a new Checklist ourselves. To change the Checklist within the Contamination Report, you will need to create a Checklist in Master Data and send a ticket to Support to embed the new Checklist within all Contamination Reports going forward.
Important to Remember: Although the Requirement questions can be customised using the Checklist, the Answer will always be 'Yes/No/Not Applicable'. Therefore you must ensure your Requirement questions have the correct verbiage for 'Yes/No/Not Applicable' responses.
9. Answer: The Answer field will always auto populate to 'Yes', However, using the fixed dropdown, the Answer can be changed each Requirement questions. [Mandatory Field]
Image: Answer Dropdown
10. Notes: Using the open text field, any notes on the Requirement questions and Answers can be added.
11. Restart Production?: Using the fixed dropdown, select whether Production was Restarted, 'Yes/'No'.
Image: Restart Production Dropdown
12. Notes: Using the open text field, any final notes and closing commentary can be added.
13. Save: Click the 'Save' button to save the details you have entered so far to place the Record within the 'Actions' tab. Once saved, the Record will be assigned a sequential 'No.' and the status 'Open - Awaiting Contamination Details' will be detailed at the top of the Record. You can hit the 'Save' button as many times as needed until you are ready to finalise your Record, in which you then click the 'Save & Submit' button.
Warning: If you do not click 'Save' or 'Save & Submit' at least once and move away from the Record, you will lose all the details entered and the Record will not be visible in any tab of the Contamination Control module, as it was never created as a Record.
Image: Record Saved with Open Status and 'No.' Added
14. Save & Submit: Click the 'Save & Submit' button to save the details you have entered and place the Record within the 'Complete' tab. Once saved and submitted, the Record will be marked as completed, a signature of the User will be noted, and if changes are needed, the 'Edit' button within the stage must be used.
Image: Record Saved & Submitted with Completed Status and Signature Added
15. Cancel: Click the 'Cancel' button to discard any of the details you have entered and return to the Contamination Control module. The Record will not be saved.
