How to Add a Pest Control Programme
A Pest Control Programme is created when you conduct Pest Control Activities on-site, e.g. fogging or EFK lamp replacement.
Below are the steps that must be carried out in order to add a Pest Control Programme. Expand each step below for further explanation.
Images: Navigating to Pest Control Module via ‘PRP Control>Pest Control’, Clicking 'Add Programme>Pest Control Programme’
Image: Blank Pest Control Programme
After opening the Pest Control Programme page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Pest Control Programme page sections:
Image: Blank Details
1. Name: Using the open text field, enter the Name of the Pest Control Programme you are creating. [Mandatory Field]
Tip: Add the Location or Frequency relating to the Pest Control Programme to the name, providing further detail on the Programme. For Example:
- Pest Control :: Warehouse :: Monthly
- Pest Control :: Production :: Weekly
2. Conducted By: Using the Master Data dropdown, select the person who will be conducting the Pest Control activity. [Mandatory Field]
Image: Selecting Conducted By using Master Data Dropdown
3. Responsible: Using the Master Data Employee or Supplier dropdown, select the person Responsible for the Programme.
Image: Selecting Responsible using Master Data Employee or Supplier Dropdown
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 Pest Control 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 Pest Control 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.
5. Targeted Pests: Using the open text field, enter the Pests that are being targeted in this Pest Control Programme, e.g. mice, insects, etc.
6. Chemicals: Using the Master Data Material dropdown, select the Materials that are used during the Pest Control.
Image: Material Dropdown
7. Approval Details: Using the open text field, enter the Approval Details of the Chemical selected.
8. Intended Use: Using the open text field, enter the Intended Use of the Chemical selected.
9. Safety Data Sheet: Using the dropdown, you can select a Document from the Documents module. This Document should be the Chemical Safety Data Sheet. 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 Pest Control 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 Pest Control 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: Safety Data Sheet Dropdown
10. X: Any Chemicals can be removed from the list by clicking the 'X' button.
11. Add Line: More Chemicals can be added using the 'Add Line' button.
Note: Chemicals must be added one by one. There is not an option to add multiple Chemicals at a time.
12. Training Certificates Name: Using the Master Data dropdown, select the people involved in the Pest Control to note if they have obtained a Training Certificate.
Image: Training Certificates Name Dropdown
13. Obtained: Using the 'Yes/No' dropdown, select if the person involved in the Pest Control has obtained a Training Certificate.
Image: 'Yes/No' Dropdown
14. X: Any Training Certificates Names can be removed from the list by clicking the 'X' button.
15. Add Line: More Training Certificates Names can be added using the 'Add Line' button.
16. Procedure: Using the dropdown, you can select a Document from the Documents module. This Document may be an SOP to aid the Inspector in completing the Pest Control 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 Pest Control 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 Pest Inspection 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
17. X: Any Procedures Names can be removed from the list by clicking the 'X' button.
18. Add Line: More Procedures can be added using the 'Add Line' button.
19. Site Maps: Using the Site Map dropdown, select the Site Maps relating to the Pest Control.
Note: When completing a Pest Control Record, the Site Map will be accessible. Simply click on the name of the Site Map, which will appear in blue text (a hyperlink to the Site Map), and view the Site Map in a new browser tab. There is no Pop Up Preview Screen for the Site Map.
Note: Site Maps are built in the Pest Control Module using the 'Add Site Map' button. For more details on how to build a Site Map, see here.
20. X: Any Site Maps can be removed from the list by clicking the 'X' button.
21. Add Line: More Site Maps can be added using the 'Add Line' button.
Image: Completed Details
Image: Disabled Scheduler
1. Enable Scheduler: If you wish to set up a Scheduler for the Pest Control 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 Pest Control Programme should be completed, and asking the system to generate the Pest Control Record for you on a specific date.
Image: Enabled Scheduler
2. Start Date: Using the calendar field, select the Date you wish for the Pest Control Record to be generated for the very first time.
3. Repeat Every: Set the frequency at which you would like the Pest Control 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 Pest Control Record to open on the 'Start Date' noted in the Pest Control Programme. However, you can also use the Action Notice to ask Ideagen Safe Food to open the Pest Control Record a specific number of days before the 'Start Date', giving you time to complete the Pest Control Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Ideagen Safe Food opening the Pest Control Record, 6 days before the 'Start Date'. This gives the User time to complete the Pest Control 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 Pest Control Record has been created and is ready to be completed. By default, the name of the person completing the Pest Control 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 Pest Control 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 Pest Control 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 Specification
1. Task: Using the open text field, detail the Tasks that are carried out during this Pest Control activity. [Mandatory to have a least one Task]
2. Responsible: Using the Master Data dropdown, select the person Responsible for the Task. [Mandatory Field]
Image: Responsible Dropdown
3. X: Any Task can be removed from the list by clicking the 'X' button.
4. Add Line: More Tasks can be added using the 'Add Line' button.
Image: Completed Specification
Image: Save Button
1. Save: Click the ‘Save’ button to save the Pest Control Programme to your site.
Note: It's very important to click the 'Save' button, otherwise the Pest Control Programme will not be added to your site.
2: Cancel: Click the ‘Cancel’ button to discard the Pest Control Programme and return to the Pest Control module.
Image: Saved Pest Control Programme
Related User Guide Articles
- How to Edit a Pest Control Programme
- How to Raise a Pest Control Record *Remember: Adding a Pest Control Programme will not automatically raise a Pest Control Record.