Add a Supplier Audit Record
Note: Supplier Audit Programmes must be set up first before a Supplier Audit Record can be created. Click here to access the article on setting up a Supplier Audit Programme.
Supplier Audit Records can be generated in three ways:
To manually add a Supplier Audit Record in the Supply Chain Management module, click the 'Add Record>Add Audit’ button. A pop up will appear on screen prompting you to select the Supplier Audit Record Programme to create the Supplier Audit Record Record from. Using the dropdown, or typing into the box, locate your preferred Supplier Audit Record Programme and click 'Create'. Once created, the Supplier Audit Record Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigating to Supply Chain Management, Clicking 'Add Record>Add Audit' Button
Image: 'Add Audit' Pop Up Screen
Image: Selecting Supplier Audit Programme from Dropdown
Image: Clicking the 'Create' Button to Generate Blank Supplier Audit Record
Image: Blank Supplier Audit Record
To manually add a Supplier Audit Record Record in the Supplier Master Data page, click the 'Add Record>Add Audit’ button. A pop up will appear on screen prompting you to select the Supplier Audit Record Programme to create the Supplier Audit Record Record from. Using the dropdown, or typing into the box, locate your preferred Supplier Audit Record Programme and click 'Create'. Once created, the Supplier Audit Record Record will not be placed into the 'Actions' tab until you have clicked either the 'Save' or 'Save and Submit' buttons.
Image: Navigating to Master Data>Contacts, Selecting the Supplier who the Supplier Audit Record should be Generated
Image: Clicking 'Add Record>Add Audit' Button within Supplier Page
Image: 'Add Audit' Pop Up Screen
Image: Selecting Supplier Audit Programme from Dropdown
Image: Clicking the 'Create' Button to Generate Blank Supplier Audit Record
Image: Blank Supplier Audit Record
To have Safefood360° generate the Supplier Audit Record, and place it into the 'Actions' tab in the Supply Chain Management module for you, complete the 'Scheduler' within the Supplier Audit Programme.
Image: Scheduler Set in Supplier Audit Program
Image: Supplier Audit Record Generating Automatically from Scheduler
Image: Supplier Audit Record in Actions Tab of Supplier Chain Management
Stages of the Supplier Audit Record
After creating your Supplier Audit Record, the Audit Planning workflow section will open. The Audit Planning workflow section must be completed and saved and submitted for the next workflow section to become accessible. The other workflow sections will remain greyed out until the 'Save & Submit' button has been clicked within the workflow section before it.
See below how to complete the five workflow stages of the Supplier Audit Record:
Image: Blank Audit Planning
Note: Fields marked with the red asterisk (*) are mandatory to complete.
1. Date: The Date the Supplier Audit Record was opened will populate here. However, using the calendar field, the Date can be changed.
2. Supplier: The Supplier selected within the Supplier Audit Program will populate here. The Supplier can not be edited from here, edits must be made in the Supplier Audit Program and the Supplier Audit Record added again after the changes have been made. Edits will not be seen in Records opened before the changes were made to the Program.
3. Site: The Site detailed within the Supplier Audit Program will populate here. The Site can not be edited from here, edits must be made in the Supplier Audit Program and the Supplier Audit Record added again after the changes have been made. Edits will not be seen in Records opened before the changes were made to the Program.
4. Responsible*: The Responsible for the Audit selected within Supplier Audit Program will populate here. However, if the Responsible was not selected within the Supplier Audit Program, the Responsible must be selected now using the Master Data dropdown. If the Responsible from the Supplier Audit Program needs to be changed for this Supplier Audit Record, this can also be done using the Master Data dropdown.
Image: Responsible Dropdown
Note: If the Responsible is changed with the Supplier Audit Record, the change will not been seen in the Supplier Audit Program, the change will only be for this particular Supplier Audit Record. Any permanent changes to the Responsible must be done in the Supplier Audit Program.
5. Audit Programme: Using the open text field, an Audit Programme can be detailed to best describe the nature of the Audit.
6. Audit Type*: Using the system set dropdown list, select the Type of Audit being conducted, e.g. Initial Audit, Scheduled, Limited On-Site Audit, etc. The Audit Type must be completed.
Image: Audit Type Dropdown
7. Due Date: If a scheduler was completed within the Supplier Audit Program, the Due Date will have auto populated within the Due Date field. However, if no scheduler was added or you would like to edited the Due Date, use the calendar field.
8. Scope of Audit: Using the open text field the Scope of the Audit can be detailed.
9: Exclusions from Audit: Using the open text field the Exclusions from the Audit can be detailed.
10. Plant Size: Using the open text field the Plant Size can be detailed.
11. Number of Employees: Using the open text field the number of Employees that work for the Supplier can be detailed.
12. Number of Food Safety Plans: Using the open text field the number of Food Safety Plans/HACCP the Supplier has can be detailed.
13. Subcontracted Processes: Using the open text field the Subcontracted Processes the Supplier has can be detailed.
14. Major Changes Since Last Audit: Using the open text field any changes since the last Audit can be detailed.
15. Site Description: Using the open text field a brief description of the Supplier's Site and the nature of the business can be detailed.
16. Product Categories: Using the open text field a description of the Product Categories the Supplier represents or handles can be detailed.
17. Finished Product Safety Rationale: Using the open text field the rationale of the finished product safety (most vital features that would make products safe to consume) for this Supplier's products can be detailed.
18. High Care: Using the 'Yes/No' dropdown, select if the Supplier Materials are High Care.
19. High Risk: Using the 'Yes/No' dropdown, select if the Supplier Materials are High Risk.
20. Allergens Handled on Site: Using the open text field the Allergens handled on Site can be detailed.
21. Product Claims Made e.g. Organic: Using the open text field the Product Claims can be detailed, e.g. Halal, Kosher, Vegan, etc.
22. Product Recalls in the last 12 months: Using the open text field the number of Recalls the Supplier has had can be detailed.
23. Products in production at time of audit: Using the open text field the Products in production during the Audit can be detailed.
24. Auditor Name*: The Audit Team can be detailed here, using the Master Data dropdown. At least one Auditor must be added to save the Supplier Audit Record.
Image: Auditor Name Dropdown
25. Auditor Number: The Auditor's Number can be detailed using the open text field, if applicable.
26. Role*: Using the system set list, the Auditors Role can be selected, e.g. Auditor, Lead Auditor, or Observer. The Role must be completed for the Auditor.
Image: Role Dropdown
27. Opening Meeting: Using the 'Yes/No' dropdown, select if the Auditor was present for the Opening Meeting. The 'Yes' response will be defaulted by the system.
28. Site Inspection: Using the 'Yes/No' dropdown, select if the Auditor was present for the Site Inspection. The 'Yes' response will be defaulted by the system.
29. Document Review: Using the 'Yes/No' dropdown, select if the Auditor was present for the Document Review. The 'Yes' response will be defaulted by the system.
30. Closing Meeting: Using the 'Yes/No' dropdown, select if the Auditor was present for the Closing Meeting. The 'Yes' response will be defaulted by the system.
Image: Opening Meeting, Site Inspection Document Review and Closing Meeting Dropdown
31. X: To delete a line, click the 'X' button. However, remember at least one Auditor must be detailed to save the Supplier Audit Record.
32. Add Line: Click the 'Add Line' button to add an additional line for another Auditor.
33. Person Name*: The Supplier Attendees can be detailed here, using the open text field. The Supplier Attendees are not mandatory to complete. However, if you are adding a Supplier Attendee, the Person Name becomes mandatory.
34. Position: The Supplier Attendees Position can be detailed using the open text field, e.g. QA Manager, Production Superior, QA Technician, etc.
35. Opening Meeting: Using the 'Yes/No' dropdown, select if the Supplier Attendee was present for the Opening Meeting. The 'Yes' response will be defaulted by the system.
36. Site Inspection: Using the 'Yes/No' dropdown, select if the Supplier Attendee was present for the Site Inspection. The 'Yes' response will be defaulted by the system.
37. Document Review: Using the 'Yes/No' dropdown, select if the Supplier Attendee was present for the Document Review. The 'Yes' response will be defaulted by the system.
38. Closing Meeting: Using the 'Yes/No' dropdown, select if the Supplier Attendee was present for the Closing Meeting. The 'Yes' response will be defaulted by the system.
Image: Opening Meeting, Site Inspection Document Review and Closing Meeting Dropdown
39. X: To delete a line, click the 'X' button.
40. Add Line: Click the 'Add Line' button to add an additional line for another Supplier Attendee.
41. Save: Click the 'Save' to save the details entered and leave the Audit Planning workflow stage open, the next workflow stage will not open. Mandatory fields are required to be completed to click Save. If you are not ready to add details to the 'Key Audit Personnel' and 'Supplier Attendance' sections which contain mandatory fields, use the delete button to remove the line and then click the 'Save' button.
42. Save & Submit: Click the 'Save & Submit' button to complete the Audit Planning workflow stage and open the next workflow stage. All Mandatory fields require completion in order to save and submit the workflow stage.
43. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Image: Completed Audit Planning
Image: Blank Record
Doclist
1. No.: The 'No.' field displays the number of the Requirement. The 'No.' was defined in the Doclist.
2. Requirement: The Requirement can detail a heading, instructions or Document that should be attached. The Requirement was defined in the Doclist.
Note: When the Document is saved to the Document module, the 'No.' and Text behind the ':' in the 'Requirement' will be included in the Document naming convention, along with the Supplier Name. See here to access the article on creating a Doclist.
Remember: If the Document in the Supplier Audit Doclist has the same Naming Convention of a Document previously uploaded from a Pre-Assessment or Full Assessment Doclist, the system will note this same Naming Convention and update the previously added Document within the Document module with this new Document. The previously added Document will remain as a historically added Document within the Document page in the Documents module. However, the newly added Document will become the most up to date Document.
Image: Document with same Naming Convention
3. Document Preview: If a Document was attached to a line of the Doclist, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Doclist, then this field will be blank. You may have used this function to ask your Supplier to download a Document, sign it and attach it back within the Doclist, e.g. a Supplier Agreement.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview Icon
Image: Document Preview and Download Options
4. Next Review Date: If the Document being attached has an expiration date, a 'Next Review Date' for the Document can be set by using the calendar field. If the Document being attached does not have an expiration date, the 'Next Review Date' can be left empty. 10 Days before the Review Date arrives, an automatic Document Review Record will generate and be placed in the 'Actions' tab of the Management Review module, and the Supplier Portal. The Supplier Contact linked to the Document will receive a system notification that the Document will soon expire and an updated version must be uploaded. The 10 Days Action Notice is a built in system notification.
5. Comments/Observations: The Auditor can use the Comments/Observations open text field to provide further details on their Documents if needed.
6. File: The Auditor can attach an external file directly from their device to the Doclist line using the 'File' field. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Doclist and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Remember: Only one file can be added to each Doclist line. Ensure you have provided the correct amount of Doclist lines for the Supplier to successfully upload all required documentation. See here to access the article on creating a Doclist.
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to Doclist
Image: File Attached to Doclist
7. Corrective Action: If a Nonconformance is noted and requires a Supplier Corrective Action Record to be created, the Auditor can tick the Corrective Action box.
Warning: The 'Corrective Action' listed in the Checklist is a 'Supplier Corrective Action'. This means that the Corrective Action Records will be visible on the Supplier Portal, even if you assign the responsibility to an internal employee.
If you wish to create a Corrective Action for internal use only, use the option ‘Actions>Add Related Record>Corrective Action' button. In raising the Corrective Action this way, the Supplier will see the linked related record, however, will not have access to view it. The Supplier will be brought to an error page stating 'Unfortunately, you do not have permission to access the requested resource. Please contact your site administrator for further information. You may click back on your browser to return to the previous page.'
Checklist
8. No.: The 'No.' field displays the number of the Requirement. The 'No.' was defined in the Checklist.
9. Requirement: The Requirement can detail a heading, instructions or question that should be answered. The Requirement was defined in the Checklist.
10. Document Preview: If a Document was attached to a line of the Checklist, a Document Preview Icon will appear. The Document Preview Icon can be clicked, and the option to Preview or Download the Document will become available. If there was no Document attached to a line of the Checklist, then this field will be blank.
Note: A file with a size more than 10MB will not be visible on the 'Preview' screen. A file larger than 10MB will be downloaded to your device when the 'Preview' option is accessed.
Image: Document Preview Icon
Image: Document Preview and Download Options
11. Response: If the Requirement is noted as a 'Heading' in the Checklist, there will be no option for the Response field, as this field is only used to answer questions. The options in the Responses dropdown will depend on if the Responses have been built within the Checklist or a Rating, either way the options for the question response will be available here. The Auditor will click into each Response field opposite the question and select the correct Response, or the Response has been set to auto populate within the Checklist, the Auditor can click into the Response field to change the Response where needed.
Image: Response Dropdown without Scoring
Image: Response Dropdown with Scoring
12. Comments/Observations: The Auditor can use the Comments/Observations open text field to provide further details on their Responses to the questions if needed.
13. '+' Icon: The Auditor can use the '+' Icon to add another line to the Requirement. This additional line allows the Auditor to add another comment and raise another Corrective Action for the same Requirement.
Image: '+' Icon
Image: Added Line
Image: '-' Icon Clicked and Added Line Removed
14. Add File / Link: Using the 'Add File / Link' field, the Auditor can:
- Add File: Attach an external file directly from their device to the Checklist line using the 'Add File' field. The Auditor may want to provide evidence to back up their Requirement Response. Once the 'Add File' button has been clicked, an ‘Add File’ pop-up will be displayed. Click the three dots to access the files on your device. Locate the file you wish to attach to the Checklist line and click 'Open'. Once your file is within the 'File' field, click the 'Upload' button to attach the file to the 'File' field. To view the file, click the name of the file which will be in blue text, a preview screen will appear. The file can be removed from the 'File' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal. More than one file can be added within the Checklist, simply click the 'Add File' button again and follow the steps to add the file.
- Add Link: Attach an external or internal URL Link to the Checklist line using the 'Add Link' field. The Auditor may want to provide evidence to back up their Requirement Response. Once the 'Add Link' button has been clicked, an ‘Add Link’ pop-up will be displayed. Locate the URL you wish to attach to the Checklist and paste the URL into the URL field. Once the URL is within the 'URL' field, the name of the URL will auto populate. Click the 'Save & Submit' button to attach the URL to the Checklist. To view the URL, click the name of the URL which will be in blue text, and you will be directed to that URL on a separate tab. The URL can be removed from the 'Link' field at any time by clicking the 'x' button, click the 'Yes' button to confirm removal, click 'No' button to cancel the removal.
Image: 'Add File' Pop Up Screen and Three Dots to Access Files
Image: Selecting File from Device Folder, Click 'Open' to Select File
Image: Click 'Upload' to Upload File to Checklist
Image: File Attached to Checklist
Image: 'Add Link' Pop-Up Screen
Image: Click 'Save & Submit' to add URL Link to the Action
Image: URL Link Attached to the Checklist
15. Corrective Action: If a Nonconformance is noted and requires a Supplier Corrective Action Record to be created, the Auditor can tick the Corrective Action box.
Warning: The 'Corrective Action' listed in the Checklist is a 'Supplier Corrective Action'. This means that the Corrective Action Records will be visible on the Supplier Portal, even if you assign the responsibility to an internal employee.
If you wish to create a Corrective Action for internal use only, use the option ‘Actions>Add Related Record>Corrective Action' button. In raising the Corrective Action this way, the Supplier will see the linked related record, however, will not have access to view it. The Supplier will be brought to an error page stating 'Unfortunately, you do not have permission to access the requested resource. Please contact your site administrator for further information. You may click back on your browser to return to the previous page.'
16. Score Result: If the 'Show Score Result in Audit Record Stage' has been enabled in the Supplier audit Program, the score of the Audit will populate here. If a Rating with scoring has been selected in the Supplier Audit Program the Total Score and Percentage will show. While working through the Record stage, the Score Result will update if the 'Save' button is clicked. As the Rating is mandatory to select within the Supplier Audit Program, the Rating may have been created without a scoring, this will result in a 'Not applicable' text appearing for the Score Result.
Image: Score Result when no Score is involved with Checklist Responses
Image: Score Result when a Score is involved with Checklist Responses
17. Report: The Auditor can use the open text 'Report' field to note any comments on the Record workflow stage.
18. Save: Click the 'Save' button to simply save any changes made in the Record workflow stage, leaving this workflow stage open.
19. Save & Submit: The Auditor will click the 'Save & Submit' button when they have fully completed the Doclist and Checklist. Once the 'Save & Submit' button is clicked the Supplier Audit Record will move to the next workflow stage.
20. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Document Approval:
Documents attached in the Doclist may require individual approval from an Approver or multiple Approvers if this has been setup in the Supplier's page in Master Data. When the Record workflow stage of the Supplier Audit Record is 'Saved & Submitted' by the Auditor, the Documents attached in the Doclist will then require approval by the Approvers. An email notification will be sent to the Approvers for each Document and an action will appear in the Documents module 'Actions' tab for each Document pending approval. See here to access the article on Approving Documents attached in a Doclist.
Image: Completed Record
If no Corrective Action box was ticked within the Record workflow stage, the Nonconformance & Corrective Actions details will say 'No Corrective Actions'.
Image: No Corrective Actions Raised within Data Collection Workflow Stage
If a Corrective Action box was ticked within the Record workflow stage, the Nonconformance & Corrective Action details can be completed here by the Auditor. Once the Auditor has clicked the 'Save & Submit' button the Supplier Corrective Action Record will be generated.
Image: Corrective Action Raised within Data Collection Workflow Stage
1. No.: The 'No.' from the Record Requirement/Document line from which the Corrective Action box was ticked, will automatically populate here.
2. Requirement: The 'Requirement' from the Record Requirement/Document line from which the Corrective Action box was ticked, will automatically populate here.
3. Response: The 'Response' from the Record Requirement/Document line from which the Corrective Action box was ticked, will automatically populate here. The Response cannot be edited from here. If you require to edit a Response, you must do so within the Response field of the 'Record' workflow stage.
4. Comments/Observations: The 'Comments/Observations' from the Record Requirement/Document line from which the Corrective Action box was ticked, will automatically populate here. If the 'Comments/Observations' were not completed in the Record workflow stage, they must be added now within this workflow stage as this field is now mandatory.
5. Nonconformance Category: The Nonconformance Category can be selected using the system set dropdown list, Minor, Major, Critical, Recommendation. Although the Nonconformance Category is not mandatory, if selected, it will populate the Risk of the Supplier Corrective Action Record with the Nonconformance Category.
Image: Nonconformance Category Dropdown
6. Responsible: The individual 'Responsible' to complete Supplier Corrective Action Response workflow stage should be selected using the Master Data dropdown. If the Supplier Contact has access to their Supplier Portal, the Supplier Contact should be selected here. The Supplier can then complete the Supplier Corrective Action Response workflow stage. If the Supplier Contact does not have access to the Supplier Portal and you do not wish to provide the Supplier with Supplier Portal access, the 'Responsible' can be selected as an internal Employee.
Image: Responsible Dropdown
Note: The Supplier folder will contain all Suppliers from Master Data, not just the Supplier the Supplier Audit Record has been sent to. Therefore you will need to search using the folders or search bar for the correct Supplier Contact.
7. Due Date: The 'Due Date' that the Supplier Corrective Action Record is to be completed by should be noted using the calendar field.
8. Report: The Auditor can detail any further comments in the open data 'Report' field.
9. Save: Click the 'Save' button to simply save any changes made in the Nonconformance & Corrective Action workflow stage, leaving this workflow stage open.
10. Save & Submit: The Auditor will click the 'Save & Submit' button when they have completed the Nonconformance & Corrective Action details. Once the 'Save & Submit' button is clicked a Supplier Corrective Action Record will be generated and linked to the top if the Supplier Audit Record. The Supplier Audit Record will also move to the next workflow stage.
11. Cancel: Click the 'Cancel' button discard of the information added and move back to the Supply Chain Management module.
Image: Completed Nonconformance & Corrective Action and Supplier Corrective Action Link in Related Records
Image: Blank Result
1. Score Result: The Audit Score Result is calculated automatically based on the Rating that was selected within the Supplier Audit Program will appear here. If a Rating with scoring has been selected in the Supplier Audit Program the Total Score and Percentage will show. As the Rating is mandatory to select within the Supplier Audit Program, the Rating may have been created without a scoring, this will result in a 'Not applicable' text appearing for the Score Result.
Image: Score Result when no Score is involved with Checklist Responses
Image: Score Result when a Score is involved with Checklist Responses
2. Result*: The Audit Result will automatically populate based on the Rating that was selected within the Supplier Audit Program if a scoring is included. However, it can be changed manually if needed. If the Rating selected did not have a scoring, the Audit Result will need to be selected manually as this is a mandatory field and the Auditor will be unable to 'Save & Submit' the Supplier Audit Record unless it is completed.
Image: Result Dropdown coming from Result in the Rating selected in the Supplier Audit Pogram
3. Rating*: The Audit Rating will automatically populate based on the Rating that was selected within the Supplier Audit Program if a scoring is included. However, it can be changed manually if needed. If the Rating selected did not have a scoring, the Audit Rating will need to be selected manually as this is a mandatory field and the Auditor will be unable to 'Save & Submit' the Supplier Audit Record unless it is completed.
Image: Rating Dropdown coming from Rating in the Rating selected in the Supplier Audit Pogram
Remember: The 'Result' and 'Rating' dropdowns will depend on the data built within the Rating that has been selected in the Supplier Audit Program.
Image: 'Rating' and 'Result' Section of Rating
4. Status: The Audit Status should be selected using the system set dropdown of 'Approved/Not Approved'. The Audit Status will update the Supplier's Status in the system. This will override any Assessments completed before it.
Image: Status Dropdown
5. Scope of Approval: The Scope of Approval can be detailed using the Master Data dropdown of Categories, Sites and Customers.
Image: Scope of Approval Dropdown
6. X: Click the 'X' button to remove any of the lines previously added.
7. Add Line: Click the 'Add Line' button to add additional lines to the Scope of Approval.
8. Summary Section: The Summary Section details the Overall and Heading Level sections of the Checklist.
9. Score Result: The Score Result details the scores of the Overall and Heading Level sections of the Checklist.
10. Result: The Result details the Result from the Rating of the Overall and Heading Level sections of the Checklist.
11. Rating: The Rating details the Rating from the Rating of the Overall and Heading Level sections of the Checklist.
12. Nonconformance: The Nonconformance details the number of Nonconformances raised in the Overall and Heading Level sections of the Checklist.
Image: Summary Table when no Score is involved with Checklist Responses
Image: Summary Table when a Score is involved with Checklist Responses
13. Responses Section: The Responses Section details the Overall and Heading Level sections of the Checklist.
14. Responses: The Responses details the different Responses possible for the Checklist Questions and notes the number of each Response selected in the Overall and Heading Level sections of the Checklist.
Image: Responses Table when no Score is involved with Checklist Responses
Image: Responses Table when a Score is involved with Checklist Responses
15. Report: The Auditor can use the open text 'Report' field to note any comments on the Audit Result workflow stage.
16. Save: Click the 'Save' button to simply save any changes made in the Audit Result workflow stage, leaving this workflow stage open.
17. Save & Submit: The Auditor will click the 'Save & Submit' button when they have fully completed the Audit Result workflow stage. Once the 'Save & Submit' button is clicked the Supplier Audit Record will move to the next workflow stage.
18. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Image: Completed Result
Image: Blank Post Audit Report Information
1. Days: The Day of the Audit that you are noting the hours for can be selected from the dropdown of numbers, e.g. 1, 2, 3, 4, etc.
Image: Audit Days Dropdown
2. Date: The Date of the Audit Day that you are noting the hours for can be selected from the calendar field.
3. Day Start: The Day Start time of the Audit Day that you are noting the hours for can be selected from the dropdown of times.
Image: Audit Day Start Dropdown
4. Day Finish: The Day Finish time of the Audit Day that you are noting the hours for can be selected from the dropdown of times.
Image: Audit Day Finish Dropdown
5. Activity: The Activity of the Audit Day that you are noting the hours for can be selected from the dropdown of activities, e.g. Onsite - Audit, Onsite - Production Site Inspection, Onsite - Break, Onsite - Other, etc.
Image: Audit Activity Dropdown
6. X: Click the 'X' button to remove any of the lines previously added.
7. Add Line: Click the 'Add Line' button to add more Audit Days.
8. Audit Duration Totals: After the Post Audit Report Information workflow stage is saved, Safefood360° will automatically calculate how many hours were spent on which activity. This will allow you to assess how effectively you spent your time during this Supplier Audit.
Image: Audit Duration Totals Calculated
9. Notes: Any overall comments on the Supplier Audit Record can be added in the open text 'Report' field.
10. Previous Audit Rating: The Previous Audit Rating can be selected from the dropdown, which comes from the Rating in the Supplier Audit Program. This will help you keep track on the development of the Supplier. If the Supplier has been audited previously using Safefood360°, e.g. a Supplier Audit Record has been completed from the same Supplier Audit Program, the previous Audit Rating appears automatically.
Image: Previous Audit Rating Dropdown
11. Previous Audit Due Date: The Previous Audit Due Date can be selected from the calendar field. If the Supplier has been audited previously using Safefood360°, e.g. a Supplier Audit Record has been completed from the same Supplier Audit Program, the previous Audit Due Date appears automatically.
12. Next Audit Type: The Next Audit Type can be selected using the system set dropdown list, e.g. Initial Audit, Limited On-site, On-site Audit, Paper Audit.
Image: Next Audit Type Dropdown
13. Due Date: The Due Date for the next Supplier Audit Record can be selected using the calendar field.
14. Audit Frequency: The Audit Frequency for the next Supplier Audit Record can be detailed using the open text field and the system set dropdown list, e.g. Yearly, Monthly, Days, etc.
Note:
Scheduler Set Previously in Supplier Audit Program: If there is a Scheduler completed within the Supplier Audit Program before the Supplier Audit Record was created, the Due Date and Audit Frequency will auto populate within the Record. If the Scheduler is then updated within the Supplier Audit Record, once the 'Save' or 'Save & Submit' button has been clicked the Scheduler will update within the Supplier Audit Program.
No Scheduler Set Previously in Supplier Audit Program: If there is no Scheduler completed within the Supplier audit Program before the Supplier Audit Record was created, the Due Date and Audit Frequency will not populate within the Record. If the Scheduler is then completed within the Supplier Audit Record, once the 'Save' or 'Save & Submit' button has been clicked, the Scheduler will be completed within the Supplier Audit Program. However, the 'Actions Notice' and 'Send Email Notification' of the Scheduler are not detailed in the Record, therefore will be left blank in the Supplier Audit Program. To complete the 'Actions Notice' and 'Send Email Notification', use the 'Actions>Edit' button to edit the Supplier Audit Program to set the 'Action Notice' and 'Send Email Notification' if needed.
15. Report: The Auditor can use the open text 'Report' field to note any comments on the Post Audit Report Information workflow stage.
16. Save: Click the 'Save' button to simply save any changes made in the Post Audit Report Information workflow stage, leaving this workflow stage open.
17. Save & Submit: The Auditor will click the 'Save & Submit' button when they have fully completed the Post Audit Report Information workflow stage. Once the 'Save & Submit' button is clicked the Supplier Audit Record will be completed, and move to the 'Complete' tab.
18. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Supply Chain Management module.
Image: Completed Post Audit Report Information
