Add a PRP Review Record
A PRP Review Record in Safefood360° allows a site to conduct a brief but precise review of the overall PRPs for their business. One of the greatest benefits of the PRP Review is the ability to add a fully customised Checklist allowing the User to complete a Review that is 100% relevant to their business.
Note: PRP Review Programmes must be set up first before a PRP Review Record can be created. Click here to access the article on setting up a PRP Review Programme
How to Add a PRP Review Record
A PRP Review Record can be raised in three ways:
Navigating to the Management Review main module Page
To add PRP Review Records, you must access the Management Review module main page first. To navigate to the module, click the 'Management>Management Review' buttons. Within the Management Review module, access the 'Plan' tab and click on the required PRP Review Programme by clicking on its blue hyperlink name under the 'Name' column. This will give you access to the PRP Review Programme. Once you have arrived at the PRP Review Programme, click 'Actions>Add Record' to bring you directly to the first workflow stage of the PRP Review Record. From there, you can complete the Record as per instructions outlined below.
Image: Accessing the Management Review Module
Image: Accessing the Plan Tab, Selecting the PRP Review Programme the Record should be Created From
Image: Using the 'Actions>Add Record' Buttons to add a PRP Review Record via a PRP Review Programme
To add a PRP Review Record directly from a PRP Review Programme, navigate to the Management Review module main page first. To navigate to the module, click the 'Management>Management Review' buttons. Within the Management Review module, click the 'Add Review>PRP Review' buttons. You will then be requested to select a PRP Review Programme for which you would like to add the Record. Click on the dropdown arrow, select the required Programme, and click 'Create'. This will bring you directly to the first workflow stage of the PRP Review Record. From there, you can complete the Record as per instructions outlined below.
Image: Navigation to Management Review Module, Clicking 'Add Review>PRP Review' Buttons
Image: Selecting the Programme
If a PRP Review Programme has been set up with a Scheduler, any Records opened automatically from the Scheduler will be instantly added to the 'Actions' tab with the first workflow stage 'Saved', ensuring the Record has been created in the system. Any Records fired from a Scheduler will have the 'Due' date populated, allowing you to easily recognised Records created manually and Records created via a Scheduler. To access the Record, simply click the blue hyperlink in the 'Action Required' column. This will bring you directly to the first workflow stage of the PRP Review Record. From there, you can complete the Record as per instructions outlined below.
Image: PRP Review Record Created via a Scheduler
Stages of the PRP Review Record
After creating your PRP Review Record, the PRP Review Details workflow stage will open. The PRP Review Details workflow stage must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stages will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
See below how to complete the workflow stages of the PRP Review Record:
Image: Blank 'PRP Review Details' Workflow With Prepopulated Details from the PRP Review Programme
1. Date: This date is pre-populated with the date that the Record has been opened. To change the date, click on the calendar icon.
2. Reason for Review: Click the dropdown arrow to select the reason for this PRP Review. You can select from Annual Review, Process Step Change, Equipment Change, Supply Change, Raw Material Specification Change, Ingredient/Recipe Change, Packaging Change, Storage Change, Distribution Change, Key Staff Change, Management Change, Consumer Use Change, Scientific Development, Customer Complaint, Recall/Withdrawal, Other. [Mandatory Field]
Image: 'Reason for Review' Dropdown
3. Meeting Chaired By: Click on the dropdown arrow to select the Employee/Contact who is chairing the meeting. The Employees/Contacts must first be entered to Master Data. To select a person, source the required name and click on it until a grey background appears. You can then click the 'Select' button to add them to the Review Record.
Image: Selecting a Chairperson
4. Minutes Taken By: Click on the dropdown arrow to select the Employee/Contact who is taking the Minutes of the meeting - this is usually the secretary, but you can select any Employee/Contact from Master Data. The Employees/Contacts must first be entered to Master Data. To select a person, source the required name and click on it until a grey background appears. You can then click the 'Select' button to add them to the Review Record.
Image: Selecting the Person Taking the Minutes
5. Scope: Use this open-text field to enter the Scope of the PRP Review
6. Notes: Use this open-text field to add any additional notes about the PRP Review meeting, the attendees, etc.
7. Documents Required: If any Documents were attached in the PRP Review Programme, they will be displayed here, otherwise, the section will be left blank. If you wish to attach another Document, click on the dropdown arrow and source the required Document from Master Data. Once you have found the required Document, click on the Document's name until a grey background appears and click 'Select' to add it to the Record.
8. Add Line: Click the 'Add Line' button to add more Documents.
9. X: Click the red 'X' button to remove a Document. You will be asked to confirm your choice in a pop-up window.
Image: Attaching a Document from Master Data
10. In Attendance: If attendees were selected in the PRP Review Programme, they will be displayed here, otherwise, the section will be blank. To select an attendee from Employees and Contacts added to Master Data, click on the dropdown arrow and source the required name and click on it until a grey background appears. You can then click the 'Select' button to add them to the Review Record. If you select an Employee, the 'Position' field will be automatically populated. If you select any other Contact, the 'Position' section will be left blank.
Image: Selecting an Attendee
Image: Contacts do not Populate the 'Position' Column
11. Add Line: Click 'Add Line' to add more attendees.
12. X: Click the red 'X' button to remove an attendee from the list. You will be asked to confirm your choice in a pop-up window.
13. Apologies: Click on the dropdown arrow to select Employees who should have been in attendance but could not make the meeting. To select an Employee, click on the dropdown arrow and source the Employee from the 'Employees' folder. Once you have sourced the required Employee, click on their name until a grey background appears, and click 'Select' to add them to the Record.
Image: Selecting Employees that did not Make the Meeting
14. Add Line: Click the 'Add Line' button to add multiple Employees to the 'Apologies' list.
15. X: Click the red 'X' button to remove an Employee from the list. You will be asked to confirm your choice in a pop-up window.
16. Save: Click the 'Save' button to save your progress - this will create the PRP Review Record and move it to the 'Actions' tab until it is fully completed. Clicking the 'Save' button will not cause a signature to be added to the Record.
17. Save & Submit: Click the 'Save & Submit' button when you are happy to close this workflow stage and move on to the next workflow stage, 'PRP Review Report'. When you 'Save & Submit' a workflow stage, a signature is added and the stage is collapsed, allowing for the next workflow stage to open.
18. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Management Review module page. If the Record was not yet 'Saved' or 'Saved & Submitted', a new Record will not be created and all of your progress will be lost. If the Record was previously 'Saved' or 'Saved & Submitted', you will lose your progress, but the Record will remain in the 'Actions' tab.
Image: Completed 'PRP Review Details' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. PRP Review Report: The next workflow stage has been enabled and expanded, ready to be completed.
Image: 'PRP Review Details' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
Image: Blank 'PRP Review Report' Workflow Stage
1. Executive Summary: Use this open-text field to enter an executive summary for the report.
2. Agenda Items & Report: This section will display the Checklist items as selected in the PRP Review Programme. Additionally, the Items are fully editable at the Record stage - simply click in the required field in the Item column and make your changes.
3. Review: The Review responses are automatically pre-populated with a 'Yes' response to help you speed up the completion of the Record. To select a different response, click on the dropdown arrow. By default, you can only select a 'Yes' or 'No' Response. The response refers to if the agenda item has been reviewed or not.
Image: Editing an Item (1) and Selecting a 'Reviewed' Response (2)
4. Report: A Report can be entered for each agenda item using the open-text field.
In a PRP Review Record, there is no option to add an Attachment or a Link to a specific Agenda Item, however, you can still add external Documents directly from your device via the 'Actions' button. Simply click the 'Actions>Add Attachment' button and select your file to attach it to the overall Record. The attached documents will be linked at the top of the PRP Review Record.
Image: Attaching an External File Directly from Your Device
5. Add Line: Click 'Add Line' to add more agenda items.
6. X: Click the red 'X' button to remove and agenda item. You will be asked to confirm your choice in a pop-up window.
7. Save: Click the 'Save' button to save your progress and come back to the Record to complete parts of the workflow stage as many times as needed. Clicking the 'Save' button will not cause a signature to be added to the Record.
8. Save & Submit: Click the 'Save & Submit' button when you are happy to close this workflow stage and move on to the final workflow stage, 'Action & Improvement Report'. When you 'Save & Submit' a workflow stage, a signature is added and the stage is collapsed, allowing for the next workflow stage to open.
9. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Management Review module page. Clicking the 'Cancel' button will cause you to loose your progress without the possibility of recovering the information.
Image: Completed 'PRP Review Report' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Action & Improvement Report: The next workflow stage has been enabled and expanded, ready to be completed.
Image: 'PRP Review Report' Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
Image: Blank 'Action & Improvement Report' Workflow Stage
Note: If you decide to 'Save' or 'Save & Submit' this workflow stage without completing the Report, you must ensure that you delete the empty line first.
Image: Error when clicking 'Save' or 'Save & Submit' When the Report is Empty
1. Action Required: Use the open-text field to enter details of the Required Action.
2. Responsible: Use the dropdown arrow to select a responsible Employee or Contact added to Master Data who is responsible for completing the Action. To select a responsible, source the required name and click on it until a grey background appears, then click 'Select' to add it to the Record.
Image: Select a 'Responsible' for the 'Action Required'
3. Deadline: Use the Calendar icon to add a Deadline date for the Action Required. Click on the icon and select the required date.
Image: Selecting a 'Deadline' Date for the 'Action Required'
Note: At this stage, if you decide to 'Save & Submit' the workflow stage and provide a signature, you can. However, unlike other Records in the system, the workflow stage, and subsequently the whole Record, will not be completed and moved to the 'Complete' tab. For the 'Action & Improvement Report' workflow stage to be closed, and the Management Review Record to be completed, the 'Report', 'Completed By' and 'Completed' must be populated.
Image: 'Actions & Improvement Report' Workflow Stage is 'Saved & Submitted' but the Record is not Completed and the Stage is not Closed
4. Report: You should use this open-text field to report back with findings of how the Required Action has been taken to improve the identified opportunity.
5. Completed By: Use the dropdown to select the person who completed the Action - this does not have to be the same person selected as the 'Responsible'. To select the 'Completed By', source the required name and click on it until a grey background appears, then click 'Select' to add it to the Record.
Image: Selecting the 'Completed By'
6. Completed: Use the Calendar icon to add a Completed date for the Action Required. Click on the icon and select the required date.
Image: Selecting a 'Completed' Date
7. Add Line: Click the 'Add Line' button to add more Actions.
8. Remove Line: Click the red 'X' button to remove an Action. You will be asked to confirm your choice in a pop-up window.
9. Save: Click the 'Save' button to save your progress and come back to the Record to complete parts of the workflow stage as many times as needed. Clicking the 'Save' button will not cause a signature to be added to the Record.
10. Save & Submit: Click the 'Save & Submit' button when you are happy to close this workflow stage and to complete the Record. The Record will now be moved to the 'Complete' tab. When you 'Save & Submit' a workflow stage, a signature is added. To access the stage to make changes, you will need to click the 'Edit' button.
11. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Management Review module page. Clicking the 'Cancel' button will cause you to loose your progress without the possibility of recovering the information.
Image: Completed 'Action & Improvement Report' Workflow Stage After the 'Save & Submit' Button is Clicked. The Record is 'Completed' and a Second Signature is Provided (The Stage was 'Saved & Submitted' First Without the 'Report', 'Completed By' and 'Completed' Populated)
