Add a Monitoring Record
1. How to add a Monitoring Record
There are three ways to add a Monitoring Record - through the main module page, via a Monitoring Programme from the 'Plan' tab, or Records created automatically by the system via the scheduler set up in the Monitoring Programme.
1. 'Add Record' Button in the Main Module Page
To add a Monitoring Record directly from the main module page, navigate to 'Monitoring>Monitoring' and click the 'Add Record' button. You will then be presented with an 'Add Record' pop-up where you should choose the Programme for which you want to create a Record. Once you have selected the Programme, click the 'Create' button to add a Record, or click 'Cancel' to return to the main module page. If you have selected the wrong Programme, you can re-select the correct one by clicking the dropdown arrow again.
Image: Add a Record via the 'Add Record' Button
Image: Select the Programme for Which to Add a Record
Image: A Blank Record Has Been Opened
Note: A Record is created and moved to the 'Actions' tab when the 'Save' or 'Save & Submit' button has been clicked in the Monitoring Record workflow stage. Until then, the Record 'No.' remains at 0 - indicating that it is not an active Record in the system yet.
2. 'Actions>Add Record' Directly from a Programme
To add a Record directly from a specific Programme, navigate to the Programme in the 'Plan' tab of the Monitoring module and click on the blue hyperlink in the 'Name' column of your required Programme - this will bring you to the main Programme page. Once the main Programme page has been opened, click the 'Actions' button and select 'Add Record' to create a Monitoring Record for that Programme.
Image: Programmes in the 'Plan' Tab
Image: Programme Opened from the 'Plan' Tab
Image: A Blank Record has Been Opened
3. Automatically Opened Records via a Programme Scheduler
A Monitoring Record is created automatically by the system if a Monitoring Programme has been set up with a Scheduler. To view Monitoring Records that have been opened via the Scheduler, navigate to the 'Actions' tab in the Monitoring module. The Record can be directly accessed by clicking the blue hyperlink in the 'Action Required' column.
Records for a specific Monitoring Programme can also be viewed from the main Programme page, so if a Record has been created via the Scheduler, you will also be able to access it via the main Programme page.
Tip: You will know a Record has been opened via the Scheduler as the 'Due' date column will be populated and the 'Action Required' will indicate 'Awaiting Monitoring Record' until the first workflow stage is completed. Records opened manually from the main module page or through a Monitoring Programme directly will not have the Due date populated, even if a Scheduler has been set up for that Programme.
Note: The difference between Records created via a Scheduler and manually added Records is that the Record stemming from the Scheduler will automatically be created, meaning that the first stage is 'Saved', and a system-generated number is assigned to the Record, allowing it to be added to the 'Actions' tab. The 'Action Required' for a Record created via a Scheduler will always be 'Awaiting Monitoring Record' - the first stage of the Monitoring Record workflow.
Note: By default, when a Record is opened via the Scheduler, the User selected in the 'Send Email Notification' section will receive an email notifying that the Record has been opened. Additionally, an email will also be sent to the User if the Record is not completed before the Due Date.
Image: A Monitoring Record Created via the Scheduler is Added to the 'Actions' Tab
Image: A Monitoring Record created via the Scheduler with the First Workflow Stage 'Saved'
Image: A Monitoring Record Created via the Scheduler as Displayed in the Main Monitoring Programme Page
2. Complete the Monitoring Record Workflow Stage
Image: A Blank 'Monitoring Record' Workflow Stage
Image: Completing the 'Monitoring Record' Workflow Stage
1. Date: The 'Date' field is automatically populated with the Date that the Record is being completed. This can be changed by clicking on the 'Calendar' icon and selecting the required date. You can choose a date in the past, or a future date.
2. No.: This is the line number and it will appear automatically as you click the 'Add Line' button, or if multiple Samples were selected in the Monitoring Programme, each Sample will appear in a new line next to a number.
3. Sample: If Samples were added to the Monitoring Programme, they will appear here in the same sequence as they were added in the Programme. If Samples were not added to the Monitoring Programme, you must select them here, as they are mandatory in a Monitoring Record. Samples can be selected from Master Data already uploaded to the system, namely Items, Employees, Materials, Products, Services and Hazards. [Mandatory Field]
To select or re-select a Sample, click on the dropdown arrow which will open a Master Data selection pop-up. From there, navigate to the required Master Data folder, expand it to see your options, and select the relevant one by clicking on the name until a grey background appears. Alternatively, you can use the 'Search' bar to search for a specific Sample in your Master Data. When you have chosen your Sample, click the 'Select' button to add it to the Sample section, or click 'Cancel' to return to the Record.
Image: Selecting Your Sample
Tip: If you don't have a specific Sample that you can select from the Master Data for the Monitoring Record, you can create any generic Item in the 'Master Data>Items' module, e.g., 'Daily Check', and select it in the 'Sample' column. This will allow you to 'Save & Submit' the Monitoring Record, as the 'Sample' field is mandatory and can't be left blank in the Records.
4. Trace No. (optional): The 'Trace No.' column will only appear if 'Enable Trace No. Field' has been selected in the Monitoring Programme. If the Trace No. field was disabled in the Programme, the next column displayed will be the first Test added in the Programme.
5. Tests: Enter the result for each Test as set up in the Monitoring Programme. Depending on the Test type, the way of entering results will vary.
6. Tests with Descriptions, CCP Tests, and Procedure-Linked Tests: If a Test was provided with a description, it will be displayed when you hover over the Test.
If a Test has been marked as 'CCP' in the Monitoring Programme, the 'CCP' icon will appear next to the Test name.
If a Test name is displayed in blue, it indicates a hyperlink to the Procedure Document associated with the Test in the Tests module. You can preview this Document by clicking on the name of the Test in the column.
Image: Test With a Description
Image: Test Marked as a CCP
Image: Test With a Blue Hyperlink
7. Specification Result: The 'Specification Result' column will display the overall results for the Sample entered in that line - the results will be based on the Variable and Attribute Tests. The overall Specification Result will always be the worst outcome of all of the Tests combined for the Sample point entered in the line. For example, if you have 3 Tests for a particular Sample point, and one of them received a 'Pass/Warning' or a 'Fail' result, the overall Specification Result will either be a 'Pass/Warning' or a 'Fail' for the entire Sample line.
Note: If you do not enter a result for a Test then that Test will be recorded as not conducted (result field left empty). This will not work for mandatory Tests as you will receive an error message when trying to 'Save & Submit' the workflow stage without all of the mandatory Tests being completed.
8. Completed By: If a User completing the Record has been associated with their Employee page (Contact Association), the 'Completed By' field will be automatically populated with the Employee's name. If the association has not been made between the User and Employee, the 'Completed By' will be left blank and can be populated by clicking the dropdown arrow and selecting an Employee or Supplier from Master Data. [Mandatory Field]
To select a different person, click on the dropdown arrow and expand the required folder - Employees or Suppliers. Once you have sourced the required person, click on their name until a grey background appears, and click 'Select' to add the name to the 'Completed By' column. Alternatively, you can search for a specific name using the 'Search' bar, and follow the aforementioned instructions to add the name to the 'Completed By' column.
Tip: If the 'Completed By' field has not been automatically populated in the Monitoring Record workflow stage, choose a person from your Master Data in the first line and click out of the 'Completed By' column, the rest of the 'Completed By' will be populated with the selected name. If you do not wish to add the same person for all lines, you should add the 'Completed By' person to the first line last.
Image: Select a 'Completed By'
9. Add Line: You can add multiple Samples by clicking the 'Add Line' button. This may be useful to you as you can include, for example, all monitoring points for a single day in just one Record. For instance, every time a new Product batch is finished, the operator can click 'Add Line' and complete the details of the latest, new batch. This way of using the Monitoring Record allows you to avoid creating multiple overlapping Monitoring Records and reduces the number of overall Records in the module.
If the Monitoring Programme has been assigned a Sample, then that Sample will automatically be populated in the new line. A different Sample can be re-selected as outlined in paragraph '3. Sample' above.
10. Delete Line: To delete a Sample line, click the red 'X' button and confirm your choice by clicking 'Yes' in the pop-up window, or click 'Cancel' to keep the Sample line and return to the workflow stage.
Image: Confirm Sample Line Deletion
11. Procedure/Record: If a Procedure/Record is attached in the Monitoring Programme, a blue hyperlink will appear here allowing for the Document to be previewed in the same browser window. Click on the blue hyperlink to open a pop-up preview of the attached Document.
12. Report: This is an open-text field that allows you to enter any additional details or an overall report for the Monitoring Record workflow stage.
13. Retest: If any Tests fail and a Retest is required for them, enable the box - this will open the 'Retest' workflow stage next. If a Retest is not required, leave the box unticked, and the next workflow stage - 'Verification', will be opened.
14. Save: Click 'Save' to create the Record, assign it a system-generated number and move it to the 'Actions' tab of the Monitoring module. You can click the 'Save' button as many times as needed while completing the Record without providing a signature. You should click 'Save' if you intend to access the 'Monitoring Record' workflow stage numerous times before it is completed.
Note: Although clicking 'Save' does not provide the Record workflow stage with a signature and a timestamp, your name is recorded in the 'Audit Log' of the Record.
Image: A Completed 'Monitoring Record' Workflow Stage - Before 'Save', with Specification Results
Image: A Completed 'Monitoring Record' Workflow Stage - After 'Save'
15. Save & Submit: Click 'Save & Submit' to complete this workflow stage and move on to the next workflow stage ('Retest' or 'Verification', depending on whether you enable the Retest or not). Clicking 'Save & Submit' will provide a timestamp signature. If you need to access this workflow stage again, you will need to expand the stage and click the 'Edit' button.
The Signature added when a workflow stage is 'Saved & Submitted' will be the signature of the User completing the Record, regardless of what name was selected in the 'Completed By' column in the Record.
Note: A Record cannot be 'Saved & Submitted' until all mandatory Tests have been completed.
Image: A Mandatory Test Has Not Been Completed - Record Cannot Be 'Saved & Submitted'
Image: A Completed 'Monitoring Record' Workflow Stage - After 'Save & Submit'
16. Cancel: Click 'Cancel' if you wish to discard your progress and return to the main Monitoring module page.
2.1. System Functions and Messages
Freezing of 'No.' and 'Sample' Columns in Completion Mode: If you have a large number of Tests, the 'No.' and 'Sample' columns will be frozen during Record completion for easier navigation, when completing or editing the workflow stage for the first time. Once the workflow stage is in view mode (i.e., when the 'Monitoring Record' workflow stage or the overall Record has been 'Saved & Submitted'), the 'No.' and 'Sample' columns will move together with the other columns when using the scroll bar.
Image: Frozen View of 'No.' and 'Sample' Columns in Completion Mode
Image: Movable View of 'No.' and 'Sample' Columns in View Mode
Event Notice: If a specification for an Attribute Test has been provided with an 'Event Notice', it will be displayed when the Monitoring Record workflow stage has been 'Saved' or 'Saved & Submitted'. To acknowledge the Event Notice, click 'Ok'.
Image: Event Notice for an Attribute Test
Record Modified by Another User: As for other Records in Safefood360°, only one User should work in a Record at any given time to ensure that the progress is not lost. If a Record was already 'Saved' or 'Saved & Submitted' by another User, a warning message will appear. You will have to refresh the page, losing your progress, and will need to re-enter the information.
Image: Warning - Record Already Modified by Another User
3. Complete the 'Retest' Workflow Stage (if applicable)
To open the 'Retest' workflow stage next, tick the 'Retest' box before you 'Save & Submit' the Monitoring Record workflow stage. If the box is left unticked, the next workflow stage to open will be 'Verification'.
Only the Sample Point, Trace Number (if applicable) and the failed Tests will be carried over to the 'Retest' workflow stage.
Image: Retest for Test Required - Box Ticked in 'Monitoring Record' Workflow Stage
Image: 'Retest' Workflow Stage Opened - Sample, Trace No., Failed Tests Pulled to the Stage Only
Image: Completed 'Retest' Workflow Stage, 'Monitoring Record' Workflow Stage Closed and Collapsed
The 'Retest' workflow stage has the same functionality as the 'Monitoring Record' workflow stage, in regards to how the sections are completed. Click here to return to the 'Monitoring Record' workflow stage explanation.
1. No., Sample, Trace No.: The 'No.' field is locked, whereas the Sample, and Trace No. (if applicable) are pulled from the 'Monitoring Record' workflow stage, however, they still remain editable fields, if needed.
2. Failed Tests: The failed Tests for the Sample are automatically pulled in by the system. Complete these Tests in the same manner as you did in the 'Monitoring Record' workflow stage.
If you enable the 'Retest' box in the 'Monitoring Record' workflow stage without any failed Tests, the 'Retest' workflow stage will be opened, but no Samples or Tests will be pulled into the 'Retest' section. You will only be able to complete the 'Report' section in the 'Retest' workflow stage.
Image: No Failed Tests in 'Monitoring Record' Workflow Stage, but 'Retest' Was Enabled
3. Specification Result: This is the overall Specification Result for all of the completed Retests. The overall Specification Result will always be the worst outcome of all of the Tests combined for the Sample point entered in the line.
4. Completed By: Select the person who completed the Retest for the Sample. [Mandatory Field]
5. Add Line: Click 'Add Line' to add more Samples. Please note, adding a new Sample to the Retest via the 'Add Line' button will only allow the completion of the overall failed Tests, not all of the Tests as in the 'Monitoring Record' workflow stage.
6. Report: This is an open-text field that allows you to enter any additional details or an overall Report for the Retest workflow stage.
7. Save: Click 'Save' to save your progress. You can click the 'Save' button as many times as needed while completing the 'Retest' stage without providing a signature.
8. Save & Submit: Click 'Save & Submit' to complete this workflow stage and move on to the next workflow stage - 'Verification'. Clicking 'Save & Submit' will provide a timestamp signature. If you need to access this workflow stage again, you will need to expand the stage and click the 'Edit' button.
9. Cancel: Click 'Cancel' if you wish to discard your progress and return to the main Monitoring module page.
Note: Only the failed Tests will be pulled from the 'Monitoring Record' workflow stage and only for the Samples that have received a Test with a 'Fail' result. For each Sample in the 'Retest' workflow stage, you only have to complete the failed Tests, not all displayed Tests.
Note: A line can be added in this stage, but not removed. If you accidentally add a line, you can:
1) Leave the Tests unanswered for the Sample (if no mandatory Tests are present), or
2) Reload the page, losing your progress - you will have to re-enter the Retest details again.
Warning: If a mandatory Test has failed for any Samples, when it is pulled into the Retest stage, it will need to be answered for all Samples.
4. Complete the Verification Workflow Stage
Image: An Empty 'Verification' Workflow stage, With the 'Retest' Stage Closed and Collapsed
1. Checklist Requirements: The Checklist Requirements will be listed here and may vary depending on the Checklist selected in the Monitoring Programme. The default system Verification Checklist contains a single question: 'Have samples passed all required test specifications?'
2. Result: The Checklist Responses will be displayed in the 'Result' column. If a default Response was selected in the Monitoring Programme, it will be displayed here. Click on the result to change it. The possible Responses for a Verification Checklist are 'Yes', 'No', 'Not Applicable'.
3. Verification Report: Enter a Verification Report if required. This is an open-text field.
4. Decision: Confirm your Decision for the 'Verification' workflow stage. By default, the 'Release' Decision is selected. If the Record is 'Saved & Submitted' with the 'Release' Decision, the Record will be completed, closed, and moved to the 'Complete' tab in the main Monitoring module page. If the 'Nonconformance/Deviation' Decision is selected, the final workflow stage, 'Nonconformance/Deviation' will be opened.
You may like to use the 'Nonconformance/Deviation' Decision, for example, if a Retest has failed and additional actions are required to resolve this issue.
5. Save: You can click the 'Save' button as many times as needed while completing the Record without providing a signature. You should click 'Save' if you intend to access the 'Verification' workflow stage numerous times before it is completed.
6. Save & Submit: Click 'Save & Submit' to complete this workflow stage and move on to the next workflow stage - 'Nonconformance/Deviation', or to close the Record and move it to the 'Complete' tab in the main Monitoring module page, depending on the chosen Decision.
Clicking 'Save & Submit' will provide a timestamp signature. If you need to access this workflow stage again, you will need to expand the stage and click the 'Edit' button (if this is not the last workflow stage), or access the Record in the 'Complete' tab, and then click 'Edit' in the 'Verification' workflow stage (if this is the last workflow stage).
7. Cancel: Click 'Cancel' if you wish to discard your progress and return to the main Monitoring module page.
5. Conduct the Nonconformance/Deviation Workflow Stage (if applicable)
Image: An Empty 'Nonconformance/Deviation' Workflow Stage, 'Verification' Workflow Stage Closed and Collapsed
If the 'Nonconformance/Deviation' box is ticked in the 'Verification' workflow stage, the 'Nonconformance/Deviation' workflow stage will open. This stage is not pre-populated with information and all parts need to be manually completed.
1. Deviation and Root Cause: In this open-text field, enter the Root Cause and other Details for the Nonconformance/Deviation.
2. Action Required: This is an open-text field where you can define the required Actions to deal with this Nonconformance/Deviation.
3. Responsible Employee: Use the dropdown to select the Employee that will be responsible for the Action
4. Deadline Date: Click on the 'Calendar' icon to select the Deadline Date for the Action to be completed.
5. Completed By Employee: Use the dropdown to select the Employee who completed the Action. This may or may not be the same Employee as selected in the 'Responsible' column.
6. Completed Date: Click on the 'Calendar' icon to select the date that the Action was actually completed.
7. Add Line: Click 'Add Line' to add more lines to detail the Deviation Actions.
8. Remove Line: Click the red 'X' button to delete a Deviation Action. Confirm your choice by clicking 'Yes' on the pop-up window, or click 'No' to keep the Action and return to the Record.
9. Report: This is an open-text field where you can enter overall Report details for the Deviation and Root Cause analysis. You can make notes about the success of the exercise, detail if improvements are required for the process, etc.
10. Save: Click 'Save' to save your progress. You can click the 'Save' button as many times as needed while completing the Record without providing a signature. You should click 'Save' if you intend to access the 'Nonconformance/Deviation' workflow stage numerous times before it is completed.
11. Save & Submit: Click 'Save & Submit' to complete this workflow stage and complete and close the Record. The Record will be closed and moved to the 'Complete' tab on the main Monitoring module page. Clicking 'Save & Submit' will provide a timestamp signature. If you need to access this workflow stage again, you will need to access the Record in the 'Complete' tab and click 'Edit' on the workflow stage.
12. Cancel: Click 'Cancel' if you wish to discard your progress and return to the main Monitoring Module page.
Note: A specific Nonconformance Record will not be automatically created in the Nonconformance module when the 'Nonconformance/Deviation' workflow stage is opened in a Monitoring Record. If you want to raise a Nonconformance as a standalone Record for this Monitoring Record, click the 'Actions' button and select 'Add Related Record>Nonconformance'.
Image: Select the 'Responsible' and 'Completed By' Employees
Image: Select the 'Deadline' and 'Completed' Dates
Image: A Saved 'Nonconformance/Deviation' Workflow Stage
Note: Before the 'Nonconformance/Deviation' workflow stage is 'Saved', the selected Employee naming convention is 'Surname, Name (Position)'. When the stage is 'Saved', or 'Saved & Submitted' the naming convention is changed to 'Name Surname' without any punctuation marks or positions.
Image: Final Monitoring Record Workflow Stage 'Saved & Submitted', Record Completed and Closed, All Stages Expanded
If you need to make changes to a closed Record, you will have to navigate to the Record in the 'Complete' tab. When you click into the Record in the 'Name' column, the closed Record will be opened and the 'Edit' button will be visible in each of the workflow stages. In a closed Record, all of the workflow stages will be expanded.
Image: Completed Record Moved to the 'Complete' Tab in the Monitoring Module
Once you 'Save & Submit' a workflow stage, before the Record is closed, the workflow stage will be collapsed and the next workflow stage will be opened. To access the required workflow stage again to make changes, click the dropdown arrow to expand the stage, and click 'Edit'. When you have made your changes, only the 'Save & Submit' and 'Cancel' buttons will be displayed. Once you click 'Save & Submit', you will have to enter a 'Reason for Change' which will also be added to the Audit Log of the Record. Additionally, another signature will be added to the edited stage.
Image: 'Monitoring Record' Workflow Stage Closed and Collapsed, 'Verification' Workflow Stage Opened
Image: 'Monitoring Record' Workflow Stage Expanded to Make Changes, Click the 'Edit' Button
Image: 'Monitoring Record' Workflow Stage in 'Edit' Mode, Retest Required for a Failed Test
Image: 'Reason for Change' Required
Image: 'Monitoring Record' Workflow Stage Closed, New 'Retest' Workflow Stage Opened
Image: 'Monitoring Record' Stage With Two Signatures, Indicating 'Save & Submit' Was Clicked Again
