Manage System Summary
The System Summary allows the User to define and record the high-level information describing the Site and Scope of the Food Safety information. It also contains the high-level information often requested by an Auditor at the beginning of an evaluation of the Site.
Complete System Summary Record
Follow the steps below if your are completing your System Summary Record for the first time, or if you wish to edit details of an already completed System Summary Record (subsequent edits).
Image: Navigate to 'Settings>System Summary'
Image: Click 'Edit' to Access the System Summary Configuration Page for the Very First Time
Image: Accessing the System Summary Page via 'Actions>Edit' After the Initial Set-Up
Image: Sections of the System Summary
1. Plant Name: The 'Plant Name' is your Site Name. It is a pre-populated, non-editable field.
2. Plant Address: Enter the address of your plant, facility, site, or factory.
3. Food Safety Team Leader: Select the Food Safety Team Leader for this plant. Click on the dropdown arrow and select an Employee from Master Data. Click on their name until a grey background appears and click 'Select' to add the name to the Food Safety Team Leader section.
Image: Selecting a Food Safety Team Leader Form Employees in Master Data
4. Food Safety Team Deputy: Select the Food Safety Team Deputy for this plant. Click on the dropdown arrow and select an Employee from Master Data. Click on their name until a grey background appears and click 'Select' to add the name to the Food Safety Team Deputy section.
Image: Selecting a Food Safety Team Deputy Form Employees in Master Data
5. Number Employed: This is a numerical field where you can enter the total number of staff employed.
6. Production Cycle: This is an open text field where you can enter the Production Cycle type(s).
7. Shift Cycle: You should define the Shift(s) in the Shift Cycle table.
8. Shift Name: This is an open-text field where you can enter the Shift Name. [Mandatory]
9. Day Start: Click on the dropdown arrow to select the Start Day of the Shift. You can select from all days of the week.
10. Day Finish: Click on the dropdown arrow to select the Finish Day of the Shift. You can select from all days of the week.
11. Time Start: Click on the dropdown arrow to select the Start Time of the Shift.
12. Time Finish: Click on the dropdown arrow to select the Finish Time of the Shift.
13. Add Line: Click 'Add Line' to add more Shifts.
14. Remove Line: Click the red 'X' button to delete a Shift and confirm your choice in a pop-up window.
Image: Completing Shift Cycle Details
Image: Confirm Deletion of Shift Line
15. System Scope: In this open-text field, enter the Scope of the Food Safety System.
16. System Certification: Define the Food Safety System Certifications.
17. Certificate Title: Use this open-text field to enter the Title of the Certificate. [Mandatory]
18. Certificate Date: Click on the Calendar Icon to select the Date that the Certificate was issued. [Mandatory]
19. Expiry Date: Click on the Calendar Icon to select the Expiration Date of the Certificate. [Mandatory]
20. Certification Body: Click on the dropdown arrow to select the Certification Body from the Suppliers in your Master Data. [Mandatory]
21. Status: Click on the drodpown arrow to select the Certification Status. You can select from 'In Certification', 'Out of certification',' Suspended', 'Withdrawn', 'Other'. [Mandatory]
22. Add Line: Click 'Add Line' to add multiple certifications.
23. Remove Line: Click the red 'X' button to delete a certification and confirm your choice in a pop-up window.
Image: System Certification Details
Image: Confirm Deletion of Certification Line
24. Summary of Products: Use this open-text field to summarise the Products prepared at this Plant.
25. Plant Registration Number: Use this open-text field to enter the Plant Registration Number (HSE, FDA, USDA, etc.).
26. Regulatory Bodies: Regulatory Bodies are responsible for auditing your plant. Click on the dropdown arrow to select the Regulatory Bodies from the Organisations added to Master Data. Source the Organisation, select the name until a grey background appears, and click 'Select' to add it to the Regulatory Bodies section. [Mandatory]
27. Add Line: Click 'Add Line' to add multiple Regulatory Bodies.
28. Remove Line: Click the red 'X' button to delete a Regulatory Body and confirm your choice in a pop-up window.
Image: Confirm Deletion of Regulatory Body Line
29. Food Safety Policy: Use the open-text field to briefly describe your Food Safety Policy / Mission Statement.
30. Signed: Use the dropdown arrow to select an Employee from Master Data to confirm the Employee that is signing for this Record. Click on the Calendar Icon to select the Date that this Record is being signed by the Employee selected above.
Image: Complete the Signed By Employee and Signed Date
Image: Save & Cancel Buttons for the System Summary Record
31. Save: Click 'Save' to apply the changes made to the Record and to Save your progress. If it is your first time completing the System Summary Record, clicking 'Save' will immediately close the Record. If you are making subsequent changes, clicking 'Save' will prompt a 'Reason for Change' pop-up which will be added to the Audit Log.
32. Cancel: Click 'Cancel' if you wish to discard the changes made and lose your progress. If you click 'Cancel' you will be brought back to the main System Summary page.
Image: 'Reason for Change' Pop-Up Window
Image: Completed System Summary (Actions Button Appears)
Attach or Link Documents to System Summary
Image: 'Actions' Button Options for Attaching External Documents and Linking Internal Records
Image: A Linked Related Record and an Attachment
You can attach external Documents directly from your device via 'Actions>Add Attachment', or you can link internal Documents via 'Actions>Add Related Records>Other' and enter the URL link to the required Related Record.
For example, instead of completing the Food Safety Policy section of the System Summary Record, you could link the Policy directly from the Documents Module. Linking a Document via the Documents Module will ensure that the most current version is associated with the System Summary Record.