How to Add and Complete a Breakage Report Record
Note: A Breakage Report is a Standalone Record and does not require a Programme to be set up first before it can be created.
The Breakage Report Record allows you to capture Glass or Plastic Breakages found as a result of Glass & Plastic Audits or once off issues.
Below are the steps that must be carried out in order to add and complete a Breakage Report Record. Expand each step below for further explanation.
To manually add a Breakage Report Record in Safefood 360°, navigate to the Glass & Plastic Control module via 'PRP Control>Glass & Plastic Control' and click the 'Add Breakage' button.
Image: Navigate to the Glass & Plastic Control Module and Click 'Add Breakage' Button
Once created, the Breakage Report Record will open on the Breakage Details workflow stage. However, the Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Blank Breakage Report Record
After creating your Breakage Report Record, the Breakage Details workflow stage will open. The Breakage Report Record is a one workflow stage Record. Therefore, you will not see any workflows section greyed out. The Breakage Report Record is simply completed once the Breakage Details workflow stage is 'Saved & Submitted'.
Image: Blank Breakage Report Record
1. Breakage 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.
Image: Calendar Field
Image: Time Dropdown
2. Item: Using the Master Data Dropdown, select the Item in which Breakage occurred, e.g. Forklift, Line 1, Packaging Machine, etc. [Mandatory Field]
Note: Items must be built within Master Data before they can be selected within the Glass & Plastic Programme. For further details on building Items, see here.
Image: Item Dropdown
Image: Item Dropdown
3. Name: Using the open text field, specify the piece of Glass or Plastic on the Item that the Breakage occurred, e.g Forklift Lights, Packaging Machine Buttons, etc. [Mandatory Field]
Tip: You can add if the Item piece is made of Glass or Plastic within brackets in the Name column, providing further details on the Item and piece of Glass or Plastic.
Note: The 'Name' field will become the Name of the Breakage Report Record.
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 Breakage 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
5. Reported By: Using the Master Data Employee dropdown, select the Employee who Reported the Breakage.
Image: Reported By Dropdown
6. Reported To: Using the Master Data Employee dropdown, select the Employee who the Breakage 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. Description: Using the open text field, describe the Breakage in detail. [Mandatory Field]
8. Requirement: The Breakage Report Checklist Requirements list a number of questions to be answered.
Note: The Breakage Report Checklist seen is a System Default Checklist. As the Breakage 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 Breakage Report, you will need to create a Checklist in Master Data and send a ticket to Support to embed the new Checklist within all Breakage Reports going forward.
Important to Remember: Although the Requirement questions can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore you must ensure your Requirement questions have the correct verbiage for 'Yes/No' 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 Report' 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 Glass & Plastic 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 'Report' 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 Glass and Plastic Control module. The Record will not be saved.
Tip: If a Corrective Action is needed following the Breakage Report, use the 'Actions>Add Related Record>Corrective Action' button to create a Corrective Action Record and link it to the Breakage Report Record.
Image: Creating a Corrective Action using the 'Actions>Add Related Record>Corrective Action' Buttons
Image: Corrective Action Pop Up
