Add a Management Review Programme
Management Reviews within a business are essential for various reasons, including the launch of new Materials, adjustments to Process Steps, changes in Packaging, Product Recalls, or it may also include various Annual Reviews. These Reviews help ensure that all documentation remains current and compliant with established standards, thereby supporting quality and accountability within your company.
In the Management Review Module, a Management Review Programme can only be created for Management Review Meetings or PRP Reviews.
The Management Review Programme allows you to automatically schedule your Management Reviews, prepare a standard agenda for the meetings, and list out the necessary participants. Creating the Programme will help you align all your future Management Reviews to follow this same format and save time in planning, scheduling and preparing the meetings.
Note: The Management Review module also contains Standalone Review Records, that do not require a Programme to be created first. These Review Records can all be added manually, with some having a scheduler option, e.g. Food Safety Plan Review, Employee Review, etc. For further information on the Standalone Review Records, see the links below.
- Employee Review (Manual/Scheduled)
- Food Safety Plan Review (Manual/Scheduled)
- Ingredient/Material Review (Manual/Scheduled)
- Update Review (Manual)
- Product Review (Manual/Scheduled)
- Quality Objective Review (Manual)
- Service Review (Manual/Scheduled)
- Training Programme Review (Manual/Scheduled)
- Document Review (Manual/Scheduled)
Navigating to the Management Review Module
To add a Management Review Programme in Safefood 360°, navigate to the Management Review module using the 'Management>Management Review' button and click the 'Add Programme' button to open a blank Management Review Programme page.
Image: Navigating to Management Review via 'Management>Management Review', Clicking 'Add Programme' Button
Image: Blank Management Review Programme
Sections of the Management Review Programme
After opening the Management Review Programme page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Management Review Programme page sections:
Image: Blank Details
1. Name: Using the open text field, enter the Name of the Management Review Programme you are creating. [Mandatory Field]
Tip: Add the Frequency or Type relating to the Management Review Programme to the name, providing further detail on the Programme. For Example:
- Senior Management Review :: Monthly
- Senior Management Review :: Annual
- PRP Review :: Annual
2. Type: Using the fixed dropdown, select the Management Programme Type you are creating, e.g. Management Review or PRP Review. [Mandatory Field]
- Management Review: Comprehensive Reviews that cover your entire operation
- PRP Review: Focus on the Pre-Requisite Programmes within your operation
Note: Selecting the 'Type' within the Management Programme does not change the Management Programme page layout. However, the 'Type' Records will have a slightly different layout.
Image: Type Dropdown
3. Responsible: Using the Master Data dropdown, select the person who is Responsible for the Management Review Programme.
Image: Responsible Dropdown
4. Enable Scheduler: If you wish to set up a Scheduler for the Management Review 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 Management Review Programme should be completed, and asking the system to generate the Management Review Record for you on a specific date.
Image: Enabled Scheduler
5. Start Date: Using the calendar field, select the Date you wish the Management Review Record to be created on, or completed for the very first time. This date will be the basis for your other Management Review Records created via the Scheduler set-up.
6. Repeat Every: Use the open text field to enter the number, and the fixed dropdown for the frequency, e.g., Years, Months, Weeks, Days, Weekdays, Weekday + Saturday, to detail how often you would like the Management Review Record to be generated.
7. Action Notice: The Action Notice can be set to prompt the system to generate the Management Review Record on or before the Start Date selected. See Action Notice Examples below. The option of the numbers of Days in the Action Notice will depend on the frequency selected within the 'Repeat Every'.
Example 1: Action Notice 0 Days - The Management Review Record will be automatically generated by the system on the Start Date selected, and the Record will be placed in the 'Actions' tab to be completed. This means the User will need to complete the Management Review Record on this day before it goes overdue in the system the next day, as the Management Review Record will be noted as overdue the day after the Start Date selected.
Example 2: Action Notice 30 Days - The Management Review Record will be automatically generated by the system 30 days before the Start Date selected, and the Record will be placed in the 'Actions' tab to be completed. This gives the User 30 days to complete the Management Review Record before it goes overdue in the system the day after the Start Date.
8. Send Email Notification: Within the Scheduler configuration section, you have the option to enable the 'Send Email Notification' or leave it turned off. The 'Send Email Notification' prompts the system to send an email to the selected User when the Management Review Record has been opened. Tick the box to enable the 'Send Email Notification' functionality.
Remember: The 'Send Email Notification' is separate from the Alerts that can be built within the Alerts module. If you have built an Alert within the Alerts module with the set up that an email should be sent when the Management Review Record has opened, and you have also enabled the 'Send Email Notification' option within the Management Review Programme, two emails will be sent.
- 1st Email Custom Built Alert: Email is sent to the Employee, or another Contact, selected within the 'Send To Contact' section of the Alert.
- 2nd Email System Set Notification: Email is sent to the User selected within the 'Send Email Notification' section of the Management Review Programme.
Click here for more information on building Alerts.
Image: Enabled Email Notification
9. User: When 'Send Email Notification' is enabled, the User selection will become visible. By default, the system will populate this section with the name of the User creating the Management Review Programme. However, if needed, the User can be changed by clicking the dropdown arrow and selecting the required User. Once the required User has been sourced, click on their name until a gray background appears and click 'Select'.
10. X: Click the red 'X' button to remove a User from the list and confirm your choice in the confirmation pop-up window.
11. Add Line: Click 'Add Line' to add more Users to receive the email notifications for Records created via the Scheduler for this Management Review Programme.
Image: 'Send Email Notification' User Dropdown
12. 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.
13. Select: Click the 'Select' button to add the User to the list.
14. Cancel: Click the 'Cancel' button to exit the User list.
Image: Completed Programme Details
You should configure the meeting details next. This includes selecting a checklist for the Agenda Items, attaching any relevant Procedures or Records in the Documents Required section, and selecting the Employees that should be In Attendance for this Review Meeting.
Image: Blank Meeting Details
1. Agenda Items: Using the Master Data dropdown, select the Checklist that will appear in the Management/PRP Review Report workflow stage. [Mandatory to select at least one Checklist]
Image: Checklist Dropdown
Note: If you do not wish to built your own Agenda Checklist, a System Default Checklist can be selected from the 'System Checklists' folder. Simply click on the dropdown arrow to open the Checklists folders, source the Management Review or PRP Review Checklist. You can select multiple Checklists if needed. Once the Checklists are selected, click the 'Select' button to add them to the Management Review/PRP Programme.
Image: System 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. Documents Required: Using the dropdown, you can select a Document from the Documents module. This Document may be an SOP, a Policy, etc that will be reviewed during the 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 Management Review/PRP 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 Management Review/PRP 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 Management Review/PRP Record.
Image: Documents Required Dropdown
5. X: Any Documents can be removed from the list by clicking the 'X' button.
6. Add Line: More Documents can be added using the 'Add Line' button.
7. In Attendance: Using the Master Data dropdown, select a list of likely or required participants. This is a preliminary list and these participants can be updated in the Management/PRP Review Record.
Image: In Attendance Dropdown
8. X: Any Contacts can be removed from the list by clicking the 'X' button.
9. Add Line: More Contacts can be added using the 'Add Line' button.
10. Save: Click the ‘Save’ button to save the Management/PRP Review Programme to your site.
11. Cancel: Click the ‘Cancel’ button to discard the Management/PRP Review and return to the Management Review module.
Image: Completed Meeting Details
Image: Saved Management Review Programme in Plan Tab
Remember: Adding a Management/PRP Review Programme will not automatically created a Management/PRP Review Record. To learn how to generate Management/PRP Review Records, see the following links below: