How to Add a Microbiological Monitoring Programme
Below are the steps that must be carried out in order to add a Microbiological Monitoring Programme. Expand each step below for further explanation.
After opening the Microbiological Monitoring Programme page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Microbiological Monitoring Programme page sections:
Image: Blank Details
1. Name: Using the open text field, enter the Name of the Microbiological Monitoring Programme you are creating. [Mandatory Field]
Tip: Add the Microorganism Name, Location or Frequency relating to the Microbiological Monitoring Programme to the name, providing further detail on the Programme. For Example:
- Environmental Monitoring :: Escherichia coli :: Monthly
- Environmental Monitoring :: Escherichia coli :: Production :: Monthly
2. Microorganism: Using the Master Data Hazard dropdown, select the Microorganism that is being tested. [Mandatory Field]
Note: When a Microbiological Monitoring Record is being created, the Microorganism defined here will auto-populate in the Record. However, the Microorganism cannot be changed from within the Record. Therefore, it is important to ensure to select the correct Microorganism in the Programme.
Image: Selecting Microorganism using Master Data Hazards Dropdown
3. Responsible: Using the Master Data Employee or Supplier dropdown, select the person Responsible for the Programme. [Mandatory Field]
Note: When a Microbiological Monitoring Record is being created, the Responsible defined here will auto-populate in the Record. The Responsible can be changed within the Record.
Image: Selecting Responsible using Master Data Employee or Supplier Dropdown
4. Testing By: Using the Master Data Employee or Supplier dropdown, select the person conducting the Testing.
Note: As the 'Testing By' is not mandatory, it can be left blank and completed in the Record instead. However, if the 'Testing By' has been completed in the Programme, the Employee/Supplier selected will then auto-populate in the Record.
Image: Selecting Testing By using Master Data Employee or Supplier Dropdown
5. Scope: Using the open text field, enter the Scope of the Microbiological Monitoring Programme.
Note: When a Microbiological Monitoring Record is being created, the Scope defined here will auto-populate in the Record. However, the Scope cannot be changed from within the Record. Therefore, it is important to ensure to select the correct Scope in the Programme.
6. Procedure: Using the dropdown, you can select a Document from the Documents module. This Document may be an SOP to aid the Tester in completing the Microbiological Monitoring 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 Microbiological Monitoring 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 Microbiological Monitoring 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
7. Method Accredited?: Using the 'Yes/No' dropdown, select if the Method of Testing is Accredited or not.
Image: Method Accredited Yes/No Dropdown
8. 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 Microbiological Monitoring 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 Microbiological Monitoring 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.
Image: Completed Details
Image: Disabled Scheduler
1. Enable Scheduler: If you wish to set up a Scheduler for the Microbiological Monitoring 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 Microbiological Monitoring Programme should be completed, and asking the system to generate the Microbiological Monitoring Record for you on a specific date.
Image: Enabled Scheduler
2. Start Date: Using the calendar field, select the Date you wish for the Microbiological Monitoring Record to be generated for the very first time.
3. Repeat Every: Set the frequency at which you would like the Microbiological Monitoring 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 Microbiological Monitoring Record to open on the 'Start Date' noted in the Microbiological Monitoring Programme. However, you can also use the Action Notice to ask Ideagen Safe Food to open the Microbiological Monitoring Record a specific number of days before the 'Start Date', giving you time to complete the Microbiological Monitoring Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Ideagen Safe Food opening the Microbiological Monitoring Record, 6 days before the 'Start Date'. This gives the User time to complete the Microbiological Monitoring 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 Microbiological Monitoring Record has been created and is ready to be completed. By default, the name of the person completing the Microbiological Monitoring 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 Microbiological Monitoring 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 Microbiological Monitoring 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 Test Specification
1. Sample Point: Using the Master Data Items and Employee dropdown, select the Sample Point that is being tested for. [Mandatory Field]
Image: Selecting Sample Point using Items or Employees dropdown
2. Target: Using the numerical field, enter the Target Value for the Microorganism being Tested for. This Value is a Pass Result.
Note: The Target (Pass) Values will appear in Black in the Record.
3. Warning Limit: Using the numerical field, enter the Warning Limit Value for the Microorganism being Tested for. This Value is still a Pass Result but is close to becoming a Failure, e.g. Upper Spec Limit.
Note: The Warning (Pass Warning) Values will appear in Orange in the Record.
4. Action Limit: Using the numerical field, enter the Action Limit Value for the Microorganism being Tested for. This Value is a Fail Result.
Note: The Action (Fail) Values will appear in Red in the Record.
5. Legal Limit: Using the numerical field, enter the Legal Limit Value for the Microorganism being Tested for. This Value is a Fail Result.
Note: The Legal (Fail) Values will appear in Red in the Record.
6. Notes: Using the open text field, enter relevant Notes for the Microorganism Testing, e.g. instructions for the Tester, unit of measurement, etc.
Note: When a Microbiological Monitoring Record is being created, the Notes defined here will auto-populate in the Record. The Notes can be changed within the Record.
7. X: Any Sample Points can be removed from the list by clicking the 'X' button.
8. Add Line: More Sample Points can be added using the 'Add Line' button.
Note: Sample Points must be added one by one. There is not an option to add multiple Sample Points at a time.
Image: Completed Test Specification
Image: 'Save' Button
1. Save: Click the ‘Save’ button to save the Microbiological Monitoring Programme to your site.
Note: It's very important to click the 'Save' button, otherwise the Microbiological Monitoring Programme will not be added to your site.
2: Cancel: Click the ‘Cancel’ button to discard the Microbiological Monitoring Programme and return to the Microbiological Control module.
Image: Saved Microbiological Monitoring Programme in Plan Tab
Related User Guide Articles
- How to Raise a Microbiological Monitoring Record *Remember: Adding a Microbiological Monitoring Programme will not automatically raise a Microbiological Monitoring Record.
