Add a Traceability Programme
Under GFSI Food Safety standards, you are required to test and audit your company’s Traceability system regularly. You are required to assess both the Traceability of a Product in a Supply Chain and the Traceability of an Ingredient as it passes through your facility.
With the Traceability module, you can easily set up and automatically schedule these Traceability Audits to take place and conduct the tests in alignment with GFSI requirements.
Traceability Records cannot be added as stand-alone Records in the Traceability module, which means that Traceability Programmes must be created first.
Follow the steps outlined below to create a Traceability Programme.
Image: Navigate to 'PRP Control>Traceability' and Click 'Add Programme'
Image: Blank Programme 'Details'
1. Name: Enter the Name of the Treacability Programme. This is the name you will select when you create a Traceability Record so you should ensure that a clear naming convention is used. [Mandatory]
2. Type: Click on the dropdown arrow to select the Type of Traceability Programme you are building - either 'Product Trace' or 'Ingredient/Material Trace'. [Mandatory]
Image: Selecting the Traceability Programme Type
3. Risk Criteria: Here you will see the 'Criteria' from the Risk Assessment Model embedded in the Traceability module. The Safefood360° default Risk Assessment Model is a simple, one-criteria-based Risk Assessment Model, however, you can replace this with a customised Risk Assessment Model that is based on one or more criteria and ask the support team to embed it for you into the Traceability module. See the following article for more information on adding a Risk Assessment Model and how to request a change from the Technical Support Team.
4. Risk Value: The 'Risk Value' is a dropdown containing all of the options added for each of the Risk Criteria in a Risk Assessment Model. It will display the specific Risk Criteria Value and the associated numerical Risk Value in brackets. For the default Safefood360° Risk Assessment Model, you will select from the Risk Value options of None (1), Low (2), Medium (3) and High (4). Click on the dropdown arrow to select the Risk Value. [Mandatory]
5. Total Risk: The 'Total Risk' is the calculation of your overall Risk using the Risk Values provided. 'Total Risk' is calculated for each separate criterion in the Total Risk column, and overall colour coded 'Total Risk' calculation is displayed at the bottom of the Risk table, along with a description if one is available.
Image: Risk Criteria in Traceability Programme Details vs Risk Criteria in a Risk Assessment Model
6. Attach/Link: The 'Attach/Link' column allows you to attach an external Document directly from your device, or link a URL to give justification for the risk selection for this Traceability Programme.
Attach: To attach an external Document click 'Add Attach' and then the three white dots in a blue background to access the files on your device. Select the required file to add it to the system, then click 'Upload' to add the file to the Programme. If needed, you can delete the file by clicking the red 'X' button and confirming your choice in the Confirmation pop-up window. Multiple files can be attached for each individual Risk Criterion by clicking 'Add Attach' for each new file.
Link: To attach a URL link, click 'Link'. You will then be prompted to enter a URL link. Once you have entered or pasted the URL link, the 'Name' will be automatically populated, depending on the URL type. The name field is fully editable and whatever you enter in the 'Name' field will be displayed in the Programme. If needed, you can delete the link by clicking the red 'X' button and confirming your choice in the Confirmation pop-up window. Multiple links can be attached for each separate Risk Criterion by clicking 'Link' for each new file.
7. Report: The 'Report' is an open text field for providing further details on the justification for the risk selection. Each criterion will have its own Report field to ensure that relevant information is entered in the required sections.
8. Scope: In this open-text field, describe the scope of the Traceability Programme.
9. Responsible: Select the person Responsible for overseeing this Traceability Programme. Click on the dropdown arrow and expand the required folder (Employees or Suppliers), source the required person and click on their name until a grey background appears, then click 'Select' to add them to the Programme.
Image: Selecting the Responsible
10. Enable Scheduler: You can tick the box to 'Enable Scheduler' for this Traceability Programme. The Scheduler prompts the system to open Traceability Records from the Traceability Programme at specified frequencies, as well as allowing reminder emails to be sent to the required User(s), if the 'Send Email Notification' is enabled. Follow on to Step 3 - Configure the Programme Scheduler for more details.
Image: Completed 'Details' Section of the Traceability Programme
Within the Details section of the Traceability Programme, you have the option to 'Enable Scheduler' for the Programme. The Scheduler will prompt Traceability Records to generate automatically in the Traceability Module at the specified dates. See below on how to configure the Scheduler Details.
To enable the Scheduler, tick the white box and complete the configuration as described below.
Image: Scheduler Disabled
Image: Scheduler Enabled, Send Email Notification Disabled
Image: Scheduler Enabled, Send Email Notification Enabled
1. Enable Scheduler: Tick the box to Enable the Scheduler.
If you do not wish to Enable the Scheduler, leave this box unticked and move on to Step 4 to continue the Traceability Programme setup.
2. Start Date: Using the calendar field, select the Date you wish the Traceability Record to be created on, or completed for the very first time. This date will be the basis for your other Review Records created via the Scheduler set-up.
3. Repeat Every: Use the open text field to enter the number, and the fixed dropdown for the frequency, e.g. Years, Months, Weeks, etc., to detail how often you would like the Traceability Record to be generated.
4. Action Notice: The Action Notice can be set to prompt the system to generate the Treability Record on or before the Start Date selected. The option of the numbers of Days in the Action Notice will depend on the frequency selected within the 'Repeat Every'.
5. Send Email Notification: Within the Scheduler configuration section, you have the option to enable the 'Send Email Notification' or leave it turned off. The 'Send Email Notification' prompts the system to send an email to the selected User when the Traceability Record has been opened. Tick the box to enable the 'Send Email Notification' functionality.
6. User: When 'Send Email Notification' is enabled, the User selection will become visible. By default, the system will populate this section with the name of the User creating the Traceability Programme. However, if needed, the User can be changed by clicking the dropdown arrow and selecting the required User. Once the required User has been sourced, click on their name until a gray background appears and click 'Select'.
Image: Selecting a User for the Email Notifications
7. Add Line: Click 'Add Line' to add more Users to receive the email notifications for Traceability Records created via the Scheduler for this Traceability Programme.
8. Remove Line: Click the red 'X' button to remove a User from the list and confirm your choice in the confirmation pop-up window.
Checklists: The Checklists are automatically pre-populated with the relevant default System checklist built for the Traceability module. Each of the Checklist can be replaced with customised Checklists built in the Categories Module.
1. Plan Checklist: By default, this is pre-populated with a Traceability Plan Checklist from the 'System Checklists' folder. This Checklist defines the steps and actions in your Traceability Audit Plan. Click on the dropdown arrow to re-select a different Checklist. You can choose from 'My Checklists' and 'System Checklists' folders.
2. Document Checklist: By default, this is pre-populated with a Traceability Document Checklist from the 'System Checklists' folder. This Checklist contains a list of certain Documents that you should be checking that are present and up-to-date to demonstrate that your Traceability system is working correctly. Click on the dropdown arrow to re-select a different Checklist. You can choose from 'My Checklists' and 'System Checklists' folders.
3. Close out Checklist: By default, this is pre-populated with a Closeout Checklist from the 'System Checklists' folder. This Checklist contains questions about the success of the Traceability test exercise has been, etc. Click on the dropdown arrow to re-select a different Checklist. You can choose from 'My Checklists' and 'System Checklists' folders.
Image: Re-Selecting the Checklists (Plan, Document, Close-out) - Click on the Dropdown Arrow
Image: Expand the Required Folder
Image: Selecting from 'My Checklists' Folder
Image: Selecting from 'System Checklists' Folder
Image: Save the Programme
1. Save: Click 'Save' to save the Programme and move it to the 'Plan' tab.
2. Cancel: Click 'Cancel' to cancel your progress and discard any changes.
Image: A 'Saved' Traceability Programme
Image: A Traceability Programme in the 'Plan' Tab
