How to Fill in the Master Data Workbook
What is a Master Data upload?
A Master Data upload is the process of collecting essential information that serves as the foundational building blocks necessary for building Programmes and Records across different modules within Safefood360°. The 'MasterDataUploadWorkbook' Excel file, once completed, is uploaded to the Safefood360° system. These building blocks are then used when creating different Plans or Programmes in Safefood360°, ensuring consistent and streamlined data integration. A successful and well-planned Master Data upload will greatly reduce the effort when creating Programmes with Safefood360°.
Note: Your site's 'MasterDataUploadWorkbook' will be provided to you by your Project Manager during your project implementation.
How to complete the 'MasterDataUploadWorkbook'
General Instructions
In the 'MasterDataUploadWorkbook', each tab represents a section of Master Data which can be found in the Master Data module in Safefood360°. The 'MasterDataUploadWorkbook' allows you to upload the bulk of mandatory and some non-mandatory information within the Master Data sections.
However, some non-mandatory information is not included in the 'MasterDataUploadWorkbook' upload and will either be uploaded via separate workbooks during project implementation, e.g. Supplier/Material Relationship workbook, or added manually by the User within each Master Data section at their own leisure. The sections of Master Data that can be uploaded via the workbook are noted under each Master Data tab explanation below.
Image: Example of Master Data Tabs in 'MasterDataUploadWorkbook'
Image: Example of Master Data Sections in Safefood360°
For example, in the 'Employee' tab of the 'MasterDataUploadWorkbook', the information needed to upload the bulk of mandatory and some non-mandatory information for your Employees to the Employee's module in Safefood360° can be completed. Within the 'MasterDataUploadWorkbook', the first row(s), highlighted in grey of each tab, are examples of a completed entry for that Master Data section.
Image: Employee Tab in 'MasterDataUploadWorkbook'
The columns within the 'MasterDataUploadWorkbook' refer to certain fields within the Master Data section in Safefood360°. Any fields within the Master Data section in the system that are not included within the 'MasterDataUploadWorkbook' will not be included in the upload.
Image: Employee Page in System Master Data
Columns in red text indicate mandatory information for upload. Additionally, the 'MasterDataUploadWorkbook' is designed to help ensure you don't overlook these fields. When you begin entering details, the mandatory fields will be highlighted in red within the Excel Tab. There should be no red fields remaining in any column with red text.
Image: Mandatory Fields in Employees Tab in 'MasterDataUploadWorkbook'
Columns in orange text are not mandatory for the Master Data upload, but are necessary in certain situations if you would like:
1. A User to be associated with their Employee to receive Alerts from Programmes and Records.
2. Supplier Contacts to be invited to a Supplier Portal to complete their Assessments, e.g. Full Assessments, Supplier Corrective Actions.
3. Supplier Contacts to receive Alerts for their Assessments, e.g. Full Assessments, Supplier Corrective Actions.
The fields of the columns marked in orange will also be highlighted in orange colour after you enter text in that row, but this is just a reminder and they can be left blank. However, information in these columns is highly recommended for the smooth operation of your Safefood360° site.
Image: Not Mandatory but Necessary Fields in Employees Tab in 'MasterDataUploadWorkbook'
Fields with an asterisk (*) in the column names contain dropdown values, see the example in the screenshot below. Options from the dropdown values must be selected within these columns. Text that has been typed into these columns and has not been chosen from the dropdown values will not be uploaded.
Image: Dropdown Columns in Employees Tab in 'MasterDataUploadWorkbook'
How to avoid and fix common mistakes
- Ensure you remove the examples highlighted in grey in the first row(s) of each tab to avoid unnecessary uploads. Rows cannot be deleted within the 'MasterDataUploadWorkbook'. Simply remove the text in the rows using the 'Back' or 'Delete' button on the keyboard.
- Ensure you do not have any duplicates (Product, Materials duplicates, etc.), to avoid unnecessary uploads.
- Ensure there are no blank rows between your work. If information is added under a blank row, the Master Data upload will stop at the blank row and not upload the information in the rows under the blank row.
- Phone numbers should be entered using the full country code without any spaces or dashes (for example '+4985123123123'). See the article on Contact Phone Numbers for more details.
- The Email address should be entered in the following format: [email protected]
- Each tab in the workbook has an optional 'Folder' column which allows you to organise your data into logical groups. You can use a back-slash to define sub-folders, e.g. Management\Quality.
- Not all of the tabs need to be filled in. You can manually add Master Data in Safefood360° at a later stage if you feel you are not ready for that Master Data section upload yet. However, you should aim to add in as much data as you can from the start.
'MasterDataUploadWorkbook' Tabs vs System Master Data Pages
Employees include all individuals who are employed (directly or via Agency) within your business. This encompasses not only those actively involved in production, such as line operators and quality control specialists, but also support and administrative staff, including roles in logistics, research and development, maintenance, health and safety, management, and other departments.
Employees who will play an active role in the Safefood360° application’s workflows will be invited as Users with access to the full application or specific modules depending on their Role given. Users are separate from Employees, Employees are not automatically invited to the system, User invitations must be sent. The User access will allow tasks to be assigned to the User who will be linked with their Employee within the platform, enabling them to complete Records, participate in Training sessions, review Documents, track progress, maintain User access across the application, and much more.
The Employee database is included in every module of the system.
Image: Example of Employees dropdown within the ’Completed By’ column of a Monitoring Record
Image: Blank Employees Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Employee Page in System Master Data
Image: Employee Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- First Name
- Last Name
- Nature of Employment*: Employee’s nature of employment is chosen from a dropdown list with two options 'Employee' or 'Agency'. If the Agency is selected, you can then manually select the agency supplier on the Employee page once the 'MasterDataUploadWorkbook' has been uploaded.
- Position
(Orange) Non Mandatory information but necessary for Alerts to work correctly:
- Email: Employee’s email address is necessary if Alerts are set up for the Employee to be alerted via email.
(Black) Optional information:
- Salutation*: Select the salutation from the default dropdown list.
- ID: Employee ID or code, if applicable. If no identifier is entered then the system will automatically generate a sequential number upon saving.
- Folder: Folders allow you to organise your Employees into logical groups. You can use a back-slash to define sub-folders, e.g. Management\Quality.
- Address
- Phone
- Mobile
- Date of Birth
- Gender*: Use the embedded dropdown list to select.
- Nationality*: Use the embedded dropdown list to select.
- First Language*: Use the embedded dropdown list to select.
- Second Language*: Use the embedded dropdown list to select.
- Second Language Proficiency*: Use the embedded dropdown list to select.
- Commencement Date
- Note
A Job Description in Safefood360° applies to a group of Employees who share similar responsibilities, e.g. QA Technician, Operation Supervisor, Janitor or to a single Employee, e.g. QA Manager, Vice President of Supply Chain. It includes a specific role name and may include a brief summary of responsibilities associated with that role.
The Job Description dropdown will be populated in the following sections of the system:
- Master Data: Employees
- Risk: Food Safety Plan (in the ‘Responsible’ column in the ‘Monitoring Details’ workflow stage)
- PRP Control: Standard Cleaning
- Supplier Management: Supplier/Material Full Assessment Record (in the ‘Responsible’ column in the ‘Control Planning’ stage)
Image: Example of Control Model in Monitoring Details of a Food Safety Plan
Image: Blank Job Description Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Job Description Page in System Master Data
Image: Job Description Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Title: Job Description name can be entered here in the open text field.
- Description: There is a maximum limit of 255 characters for this cell.
(Black) Optional information:
- Identifier: ID or Code, if applicable. If no identifier is entered then the system will automatically generate a consecutive number starting from 1 and working its way up.
- Folder: The Folders are particularly useful for separating large functions in a company such as HR from Production. You can use a back-slash to define sub-folders, e.g. Management\Quality.
- Responsibilities 1-5: Up to 5 responsibilities can be uploaded via the 'MasterDataUploadWorkbook'. However, more can be added manually by the User in the system using the 'Add Line' button in the 'Responsibilities' grid once the 'MasterDataUploadWorkbook' has been uploaded.
Product, known as Final Product in Safefood360°, refer to the completed goods that are ready for distribution to Customers. It is the end result of the production process which ensures that the Product meets specifications and adheres to Food Quality standards and complies with Food Safety regulations.
The Product database is an essential component that is used in the following modules in Safefood360°:
- Management: Product Nonconformance, Product Complaint, Recall/Withdrawal
- PRP Control: Microbiological Product Testing, Product Traceability Record
- Supplier Management: Full Assessment Record
- Monitoring: Monitoring, Receiving, Batching, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Product Recall/Withdrawal Record
Image: Blank Products Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Product Page in System Master Data
Image: Product Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name: We suggest using the naming convention, “ID Code :: Product Name” as the search bar throughout the system pulls from the name of the Master Data section only. Therefore, including the 'Identifier' in the name allows you to search for this as well. Adding the 'Identifier' into the name of the Product also allows you to distinguish between Final Products that may have the same name but different identifying numbers.
(Black) Optional Information:
- Identifier: ID or code, if applicable. If no identifier is entered then the system will automatically generate a sequential number upon saving.
- Folder: The Folders are particularly useful for separating large amounts of Products such as Chilled Products, Frozen Products, etc. You can use a back-slash to define sub-folders, e.g. Frozen Products\Raw Meat.
- Description
- Barcode Number(s): A single Barcode Number can be associated with a Final Product to be used within Monitoring Records.
Note: This Barcode Number is used in conjunction with the Monitoring module's optional ‘Barcode’ field, where an Item can be scanned during the Monitoring Record to populate the related Final Product in the Sample field to ensure the correct Final Product is added, and to make for quicker Record completion. The system looks back here to check the Barcode of the Final Product when scanned.
Note: This Barcode Number is not used in conjunction with the Receiving & Inspection module ‘Barcode Field’ where an Item can be scanned at receiving to ensure it has the correct Barcode.
Raw Materials, known as Materials in Safefood360°, refer to the basic ingredients, packaging materials and chemicals used in the production of food Products. These Materials are either unprocessed or minimally processed and serve as essential components for creating Final Products.
Material database is an essential component that is used in the following modules in Safefood360°:
- Master Data: Customers, Suppliers, Final Product
- Management: Ingredient/Material Nonconformance, Ingredient/Material Management Review
- PRP Control: Cleaning, Contamination Control, Microbiological Material Testing, Pest Control, Material Traceability Record
- Supplier Management: Material Full Assessments Programmes/Records
- Monitoring: Monitoring, Receiving, Batching, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Cleaning Programme
Image: Blank Materials Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Material Page in System Master Data
Image: Material Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name: We suggest using the naming convention, “Material Code :: Material Name” as the search bar throughout the system pulls from the name of the Master Data section only. Therefore, including the 'Material Code' in the name allows you to search for this as well. Adding the 'Material Code' into the name of the Material also allows you to distinguish between Ingredients/Materials that may have the same name but different identifying numbers.
(Black) Optional Information:
- Our Material Code
- Folder: The Folders are particularly useful to help you organise your Materials into logical groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Ingredients\Sweeteners.
- Barcode Number(s): Barcode Number(s) can be associated with an Ingredient/Material to be used within the Monitoring and Receiving & Inspection modules. However, there are different rules for Barcode Number(s) in each module:
- Use a comma to separate multiple Barcode Numbers associated with the Ingredient/Material for use in Receiving & Inspection module
- Only one single Barcode Number can be associated with the Ingredient/Material for use in Monitoring module
- Country of Origin 1-3*: Up to 3 Countries of Origin can be uploaded via the 'MasterDataUploadWorkbook'. Select the relevant Country from the embedded dropdown list. However, more can be added manually by the User in the system using the 'Add Line' button once the 'MasterDataUploadWorkbook' has been uploaded.
- Description
- Risk: The Internal Risk of the Material can be entered here. The default system Material Risk levels are categorised as None, Low, Medium and High. It's important to note that this Risk can vary from the Material Risk coming from the most recent Material Assessment of a particular Supplier.
- Risk Report
Various generic Services that are essential for ensuring quality and safety for successful operational activities within your company will be added here. These can include Quality Assurance, Food Safety Compliance, Training and other Services.
The Service dropdown will be available in:
- Management: Service Complaints, Service Nonconformance, Service Management Review Records
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Service Nonconformance Record
Image: Blank Services Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Service Page in System Master Data
Image: Service Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name: The generic name of the Service such as Pest Control, Calibration, Training, 3rd Party Audits, Human Resources, etc. This is not the specific Supplier that supplies you with this Service. The specific Supplier(s) of this Service can be added in the 'Suppliers' tab.
(Black) Optional Information:
- Identifier: ID or code, if applicable. If no identifier is entered then the system will automatically generate a consecutive number upon saving.
- Folder: The Folders are particularly useful for organising your Services into logical groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Training Services\Warehouse Training.
- Description
- Risk: The default system Risks are classified as None, Low, Medium and High.
- Risk Report
Nonconformance categories refer to specific classifications of issues or deviations that occur when food Products, Materials or Processes do not meet established Safety standards or regulatory requirements. These categories help to identify, document, and manage any discrepancies that may affect Food Quality or Safety.
Nonconformances are used to set up a predefined list of elements that can then be applied throughout the Safefood360° solution eliminating the need to type these categories twice, or the risk of an operator not knowing the correct category. Nonconformances can be categorised into groups such as Quality Issues, Supplier-Related, Foreign Matter, Service-Related and others.
Nonconformance categories are widely used in the following modules:
- Management: Complaints, Corrective Action, Nonconformance
- Supply Chain Management: Pre-Assessment Records, Supplier/Material Full Assessment Records, Supplier Audit Records
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Nonconformance in Complaint Record
Image: Blank Nonconformances Tab in 'MasterDataUploadWorkbook' Excel File
Note: Within the Nonconformance tab you will see the usual examples in grey but also a list of ready to use Nonconformances provided by Safefood360°. Feel free to keep, edit or delete any of these Nonconformances.
Image: Blank Nonconformance Page in System Master Data
Image: Nonconformance Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name: We suggest using the naming convention, “Nonconformance Category :: Specific Nonconformance”. This allows you to see the Nonconformance Category in the name of the Nonconformance.
- Description
- Risk: The default system Risks are classified as None, Low, Medium and High. If you are unsure of the Risk you would like to provide your Nonconformance but would like it to be uploaded within the 'MasterDataUploadWorkbook', simply select the Risk option of 'None'. You can then manually 'Edit' the Nonconformance at a later time within your site.
(Black) Optional Information:
- Folder: The Folders are particularly useful to help you organise your Nonconformances into logical groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Foreign Matter\Wood.
- Risk Report
Tip: You don't need a different Nonconformance for each Product/Material. The same Nonconformance, e.g. "Foreign Body :: Metal" can be used throughout the system.
Causes categories refer to the underlying deviations that affect Product, Material or Process quality and safety. Identifying Root Causes is essential for implementing Corrective Actions, conducting the Investigation and Root Cause analysis and preventing future issues. Causes can be categorised into groups such as Work Rules/Policies, Purchasing & Material Control, Skill Level, Personnel and others.
Causes are widely used in the following modules of the system:
- Management: Corrective Action, Nonconformance
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Cause dropdown in Corrective Action Record
Image: Blank Causes Tab in 'MasterDataUploadWorkbook' Excel File
Note: Within the Causes tab you will see the usual examples in grey but also a list of ready to use Causes provided by Safefood360°. Feel free to keep, edit or delete any of these Causes.
Image: Blank Cause Page in System Master Data
Image: Cause Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Causes into logical groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Personnel\Training.
- Description
Brands in Safefood360° refer to the specific Product Lines or Labels under which food Products are marketed and sold. Brands can be used for example under the Complaints module to keep track of which Brands are generating the most Complaints.
Below is the complete list of modules where Brands are utilised within the application:
- Master Data: Products
- Management: Complaints, Product Nonconformance, Recall/Withdrawal
- PRP Control: Microbiological Product Testing Record
- Supplier Management: Supplier/Material Full Assessment Record
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Brands in Recall/Withdrawal Record
Image: Blank Brands Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Brand Page in System Master Data
Image: Brand Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Brands into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Retail\North America.
- Description
Production Units are utilised to establish a predefined list of elements that can be applied consistently throughout the Safefood360° solution, eliminating the need to re-enter them or the risk for the User to type them incorrectly. Production units refer to specific production lines, areas, or parts of a larger production system where distinct food processing or packaging stages occur. For example, a Production Unit might be a section of the facility dedicated to cooking, assembly, or packaging, with each unit having its own set of requirements for hygiene, temperature control, and equipment maintenance.
Production Units are widely used in the following modules of the system:
- Management: Complaints, Product Nonconformance, Recall/Withdrawal
- PRP Control: Cleaning in Place, Microbiological Product Testing Records and Final Product Traceability Records
- Supplier Management: Supplier/Material Full Assessment Record
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Production Units dropdown in Cleaning in Place Programme
Image: Blank Production Units Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Production Unit Page in System Master Data
Image: Production Unit Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name: As Production Units represent a specific stage in the production process, examples can be: Blending and Mixing Line, Cooking Unit, Packaging Line, etc.
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Production Units into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Production\High Risk Area.
- Description
Units of Measurement are standardised quantities used to access and manage various aspects of Food Safety such as weight, volume, quantity, size, temperature and others. Common Units include grams, kilograms, pounds and ounces for weight, litres and millilitres for volume, and degrees Celsius or Fahrenheit for temperature, ensuring consistency and accuracy in food quality and safety throughout the production process.
Units of Measurement pulled from the Master Data are utilised in the following modules of the system:
- Management: Final Product Traceability Record
- Monitoring: Monitoring, Receiving and Batching, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Units of Measurement Batching Record
Image: Blank Units of Measurement (Units) Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Unit of Measurement Page in System Master Data
Image: Unit of Measurement Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
- Sub Units: If you prefer not to specify it, you can simply add '1'.
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Unit of Measurement into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Weight\Pallet.
- Description
Customers refer to businesses that purchase Final Products for resale, distribution, or incorporation into their own offerings. These Customers can include grocery stores, restaurants, wholesalers, food distributors, and catering services.
The following modules of the system contain the Customers dropdown list:
- Master Data: Documents, Products, Materials, Suppliers
- Management: Complaints, Corrective Actions, Auditing, Management Review, Nonconformance, Recall/Withdrawal Record, Quality Management Record
- PRP Control: Cleaning, Maintenance, Personal Hygiene Code of Practice Record, Contamination Control, Microbiological Control Record, Glass & Plastic Control, Pest Control, Traceability Record, Training
- Supplier Management: Supplier/Material Full Assessment Record, Supplier Audit Record
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
- Utilities: Alerts, Reports, Discussion
- Settings: Users
Image: Example of Customers in Complaint Record
Image: Blank Customers Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Customer Page in System Master Data
Image: Customer Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name: For the Customer Name, we suggest using the naming convention, “Identifier :: Customer Name” as the search bar throughout the system pulls from the name of the Master Data section only. Therefore including the 'Identifier' in the name allows you to search for this as well. Adding the 'Identifier' into the name of the Customer also allows you to distinguish between Customers that may have the same name but different identifying numbers. The Customer location can also be included in the naming convention if you have the same Customer located in different countries/states, e.g. "Identifier :: Customer Name :: Location".
(Orange) Non Mandatory information but useful information to have:
- Contact Salutation*: Use the embedded dropdown list to select.
- Contact First Name
- Contact Last Name
- Contact Email
(Black) Optional Information:
- Identifier: ID or code, if applicable. If no identifier is entered then the system will automatically generate a sequential number upon saving.
- Folder: The Folders are particularly useful for organising your Customers into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Retail\North America.
- Address
- Town/City
- State/Region
- Postcode
- Country*: Use the embedded dropdown list to select.
- Telephone
- Fax
- Direct Dial
- Contact Position
- Contact 24 Hour: You can specify a phone number here if applicable.
- Customer Note
Suppliers are businesses that provide Raw Materials, Ingredients, Packaging, or other essential goods and services necessary for food production and distribution. These Suppliers can include farms, ingredient manufacturers, packaging companies, and logistics providers.
The following modules of the system contain the Suppliers dropdown list:
- Master Data: Documents, Materials, Services, Customers
- Risk: Food Safety Plan
- Management: Complaints, Corrective Actions, Auditing, Management Review, Nonconformance, Recall/Withdrawal, Quality Management Records
- PRP Control: Calibration, Cleaning, Maintenance, Code of Practice, Contamination Control, Microbiological Control, Glass & Plastic Control, Pest Control, Medical Screening Programme, Traceability, Training
- Supplier Management: Supplier/Material Full Assessment Programme/Record, Supplier Audit
- Monitoring: Monitoring, Receiving, Batching, Receiving & Inspection* (if applicable to your Site)
- Utilities: Alerts, Reports, Discussion
- Settings: Users
Image: Example of Suppliers in Complaint Record
Image: Blank Suppliers Tab in 'MasterDataUploadWorkbook' Excel File
Tip: If a Supplier has multiple Contacts that you wish to upload via the 'MasterDataUploadWorkbook', simply copy the Supplier information from columns B - M and T down as many rows as you would like to add Contacts within. Add the Main Supplier Contact who will be invited to the portal in the first row. The other Contact information can then be added into the following rows. The system will know due to the copied information from columns B - M and T, that is the one Supplier but with multiple contacts, not multiple different Suppliers. Always remember that the top row is allocated for the Supplier Main Contact.
Example of a Supplier upload with multiple Contacts in the screenshot above rows 3 - 5.
Image: Blank Supplier Page in System Master Data
Image: Supplier Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name: For the Supplier Name, we suggest using the naming convention, “Identifier :: Supplier Name” as the search bar throughout the system pulls from the name of the Master Data section only. Therefore, including the 'Identifier' in the name allows you to search for this as well. Adding the 'Identifier' into the name of the Supplier also allows you to distinguish between Suppliers that may have the same name but different identifying numbers. The Supplier location can also be included in the naming convention if you have the same Supplier located in different countries/states, e.g. "Identifier :: Supplier Name :: Location".
Tip: If a Supplier has multiple locations, a naming convention can be established to create a Supplier Entity for each location, and creating a 'Corporate' Supplier as a 'Parent' Supplier with all Supplier locations as 'Children' Suppliers.
(Orange) Non Mandatory information but necessary for the Supplier Portal:
- Contact Salutation
- Contact First Name
- Contact Last Name
- Contact Email: Supplier contact email will be used for system email notifications and Alerts that are sent to the Supplier contact. If you don't want the Supplier to receive an invitation to the portal as well as any system email notifications, you can leave this field blank and add the Supplier email address into the optional 'Supplier Note' field.
(Black) Optional Information:
- Identifier: ID or code, if applicable. If no identifier is entered then the system will automatically generate a consecutive number upon saving.
- Folder: The Folders are particularly useful for organising your Supplier into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Raw Materials\Dried Fruit.
- Reference
- Address
- Town/City
- State/Region
- Post Code
- Country*: Use the dropdown list to select the Country.
- Telephone
- Fax
- Direct Dial
- Contact Position
- Contact 24 Hour: This field should contain a full phone number (with country code). This phone number is used when SMS Alerts are being sent to the Supplier contact.
- Supplier Note.
Tip: Ensure to include all Supplier Types (Manufacturers, Agents and Brokers, etc.) into your Suppliers Tab in the 'MasterDataUploadWorkbook'. Although Supplier Relationships/Connections are not completed within the 'MasterDataUploadWorkbook', these connections can be made later (through the Supplier/Material Relationship workbook during implementation project, or manually by the User on the 'Supplier' Master Data Page).
Organisations encompass a range of entities, including government bodies, regulatory agencies, industry associations, and nonprofit societies, all of which play a role in promoting food safety, quality standards, and industry best practices. Government bodies such as the FDA or USDA set regulations and enforce compliance, while industry associations and societies, like the Global Food Safety Initiative (GFSI), support the industry through advocacy, research, and the spreading of food safety knowledge. Together, these organisations work to ensure that food production and distribution meet safety, quality, and ethical standards that protect public health and build consumer trust.
The Organisations dropdown list will be populated in the modules below:
- Master Data: Documents
- Management: Corrective Actions, Auditing, Management Review, Nonconformance, Recall/Withdrawal Record, Quality Management Record
- PRP Control: Cleaning, Maintenance, Personal Hygiene Code of Practice Record, Contamination Control, Microbiological Control Record, Glass & Plastic Control, Pest Control, Traceability Record, Training
- Supplier Management: Supplier Audit Record
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
- Utilities: Alerts, Reports, Discussion
- Settings: Users
Image: Example of Organisations in Recall/Withdrawal Record
Image: Blank Organisations Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Organisation Page in System Master Data
Image: Organisation Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Orange) Non Mandatory information but useful information to have:
- Contact Salutation
- Contact First Name
- Contact Last Name
- Contact Email
(Black) Optional Information:
- Identifier: ID or code, if applicable. If no identifier is entered then the system will automatically generate a consecutive number upon saving.
- Folder: The Folders are particularly useful for organising your Organisations into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Local Authority\Emergency.
- Address
- Town/City
- State/Region
- Post Code
- Country*: Select the applicable Country from the dropdown list.
- Telephone
- Fax
- Direct Dial
- Contact Position
- Contact 24 Hour: You can specify a phone number here if applicable.
- Organisation Note
Sites refer to specific physical locations or facilities where various stages of food production, processing, packaging, and distribution take place. These Sites can include factories, processing plants, warehouses, and distribution centres in different locations that are integral parts of your company.
The Sites dropdown list will be accessible within these modules:
- Master Data: Documents
- Management: Complaints, Corrective Actions, Site Auditing (Site Audit and Site Self Assessment), Management Review, Nonconformance, Recall/Withdrawal Record, Quality Management Record
- PRP Control: Cleaning, Maintenance, Personal Hygiene Code of Practice Record, Contamination Control, Microbiological Control Record, Glass & Plastic Control, Pest Control, Traceability Record, Training
- Supplier Management: Supplier/Material Full Assessment Record, Supplier Audit Record
- Utilities: Alerts, Reports, Discussion
- Settings: Users
Image: Example of Sites in Complaints Record
Image: Blank Sites Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Site Page in System Master Data
Image: Site Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Orange) Non Mandatory information but useful information to have:
- Contact Salutation
- Contact First Name
- Contact Last Name
- Contact Email
(Black) Optional Information:
- Identifier: ID or code, if applicable. If no identifier is entered then the system will automatically generate a sequential number upon saving.
- Folder: The Folders are particularly useful for organising your Sites into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Packaging\North America.
- Address
- Town/City
- State/Region
- Post Code
- Country*: Select the applicable Country from the dropdown list.
- Telephone
- Fax
- Direct Dial
- Contact Position
- Contact 24 Hour: You can specify a phone number here if applicable.
- Site Note
Items refer to various types of infrastructure such as:
- production equipment (such as machinery: conveyors, ovens, mixers, etc., or tools)
- facility fixtures (such as overhead lights, air filtration units, computer screens, bins for disposal, etc.)
- calibration items (such as thermometers, scales, pH meters, etc.)
- supplies essential for maintaining food safety and quality standards throughout the production process
The modules below will populate the Items database:
- Management: Product Nonconformance
- PRP Control: Calibration, Cleaning, Maintenance, Microbiological Monitoring Programme, Glass & Plastic Control
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (if applicable to your Site)
Image: Example of Items in Glass & Plastic Control Programme
Image: Blank Items Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Items Page in System Master Data
Image: Items Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name: We suggest using the naming convention, “Identifier :: Item Name" as the search bar throughout the system pulls from the name of the Master Data section only. Therefore including the 'Identifier' in the name allows you to search for this as well. Adding the 'Identifier' into the name of the Item also allows you to distinguish between Items that may have the same name but different identifying numbers. If your Item has a Serial Number, you can also add this into your naming convention to allow you to search for this in the search bar, e.g. “Identifier :: Item Name :: Serial Number".
(Black) Optional Information:
- Identifier: ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon saving.
- Folder: The Folders are particularly useful for organising your Items into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Equipment\Metal Detectors.
- Serial No
- Location
- Notes
Supplier Categories refer to classifications for different types of Materials or Services provided by Suppliers, such as Raw Materials (e.g. ingredients like flour, sugar, or meat), Finished Products, Primary, Secondary or Tertiary Packaging (e.g. bottles, cans, boxes, pallets, crates), Chemical Ingredients, Logistics and others. These categories help streamline supplier management by organising Suppliers according to the type of goods or services they provide, ensuring that each aspect of the production process has reliable and compliant sources.
Supplier Category can be found in:
- Master Data: Suppliers
- Supplier Management: Pre-Assessment Record
Image: Example Supplier Category in Supplier Master Data
Image: Blank Supplier Category Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Supplier Category Page in System Master Data
Image: Supplier Category Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Supplier Categories into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Raw Material\Meat.
- Description
Material Categories refer to classifications of Raw Materials used in food production and packaging, organised based on their function and role in the supply chain. These categories help streamline quality control, ensure compliance with safety standards, and facilitate effective tracking of ingredients and supplies. Examples of Material Categories can include Raw Materials, Primary Packaging Materials, Processing Aids (i.e. substances like lubricants or anti-caking agents that assist in manufacturing but are not part of the Final Product), Cleaning and Sanitation Supplies (i.e. sanitisers, detergents and other disinfectants essential for maintaining hygiene standards).
Supplier Category is present in the following modules or Records:
- Master Data: Materials
- Supplier Management: Pre-Assessment Record
Image: Example Material Category in Material Master Data
Image: Blank Material Category Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Material Category Page in System Master Data
Image: Material Category Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Material Categories into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Raw Material\Meat.
- Description
Costs/Losses Categories refer to classifications of expenses and resource wastage associated with deviations from quality and safety standards. These categories help to monitor the financial impact of Nonconformance issues. Examples of costs and losses categories include Material Waste, Monetary Loss, Rework Costs, Product Recall Costs, Downtime Losses and others.
The Costs/Losses dropdown list is populated in:
- Management: Nonconformance
Image: Example Cost/Losses in Nonconformance Record
Image: Blank Costs/Losses Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Costs/Losses Page in System Master Data
Image: Costs/Losses Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Costs/Losses into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Loss\Hours.
- Description
Supplier Types are classifications used to identify the roles and functions of various Suppliers within the supply chain. Examples of Supplier Types include Agent, Broker, Manufacturer.
Supplier Types are present in the following modules of the system:
- Master Data: Suppliers
- Supplier Management: Pre-Assessment Record
Image: Example Supplier Type in Pre-Assessment Record
Image: Blank Supplier Type Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Supplier Type Page in System Master Data
Image: Supplier Type Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Supplier Type into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Ingredients\Meat.
- Description
Customer Categories are classifications that describe the different types of Customers, organised by the nature of their business and the scale of their purchases to tailor the Products, Packaging, and Distribution strategies. Examples of Customer Categories include Retail (stores or chains that sell directly to consumers), Wholesale (distributors who purchase in bulk and resell to various retailers), Export (Customers based in international markets, requiring compliance with specific export regulations) and others.
Customer Categories are utilised in the following modules or Records:
- Master Data: Customers
- Supplier Management: Supplier/Material Full Assessment Record
Image: Example Customer Category in Customer Master Data
Image: Blank Customer Category Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Customer Category Page in System Master Data
Image: Customer Category Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Customer Categories into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Retail\Grocery.
- Description
Product Category refers to a classification of Final Products that share similar characteristics or are intended for a similar purpose for easier management, analysis, and marketing in production and sales strategies. Examples of Product Categories are Dairy Products, Bakery Products, Meat and Poultry, Frozen Foods, Beverages, Condiments and Sauces and others.
Product Category dropdown list will populate in:
- Supplier Management: Supplier/Material Full Assessment Record
Image: Example Product Category in Supplier Full Assessment Record
Image: Blank Product Category Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Product Category Page in System Master Data
Image: Product Category Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Product Categories into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Raw Material\Meat.
- Description
Site Categories refer to the classification of physical locations where food production, processing, storage, or distribution occurs within your business. The Sites can be categorised based on their specific functions, processes, or operational characteristics. Site Categories can be classified into Dairy Processing Plant, Meat Processing Facility, Beverage, Warehouse or Distribution Centre.
Site Category dropdown list will populate in:
- Supplier Management: Supplier/Material Full Assessment Record
Image: Example Site Category in Supplier Full Assessment Record
Image: Blank Site Category Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Site Category Page in System Master Data
Image: Site Category Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Site Categories into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Manufacturing\Raw Material.
- Description
If you wish to categorise your Supplier by Countries in the Scope of Approval, you will need to compile a list of Countries.
The Country database will populate in:
- Supplier Management: Supplier/Material Full Assessment Record
Image: Example Country in Supplier Full Assessment Record
Image: Blank Country Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Country Page in System Master Data
Image: Country Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Countries into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. America\North America.
- Description
If you wish to categorise your Supplier by Regions in the Scope of Approval, e.g. EMEA, APAC, Europe, etc., you will need to compile a list of Regions.
The Region database will populate in:
- Supplier Management: Supplier/Material Full Assessment Record
Image: Example Region in Supplier Full Assessment Record
Image: Blank Region Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Region Page in System Master Data
Image: Region Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Regions into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders.
- Description
Process Operations refer to the various stages and activities involved in transforming Raw Materials into Finished Products. These operations typically include a series of steps such as Mixing, Heating, Cooling, Fermenting, Drying, and Packaging, Quality Controls and Safety Checks.
Process Operations are utilised in:
- Supplier Management: Supplier/Material Full Assessment Record
Image: Example Process Operations in Supplier Full Assessment Record
Image: Blank Process Operation Tab in 'MasterDataUploadWorkbook' Excel File
Image: Blank Process Operation Page in System Master Data
Image: Process Operation Page After 'MasterDataUploadWorkbook'
(Red) Mandatory information that must be provided:
- Name
(Black) Optional Information:
- Folder: The Folders are particularly useful for organising your Process Operations into structured groups so they can be easily sourced. You can use a back-slash to define sub-folders, e.g. Manufacturing\Cutting.
- Description
Open Data Fields are free-form boxes that don’t have preset limitations, so Users can type in specific details or observations as needed. There are multiple types of Open Data Fields in Safefood360°, such as Open Text Field, Numerical Field, Date Field, Timestamp, Dropdown List, File Upload and Barcode Field* (*only applicable in the Receiving & Inspections module). They are useful for documenting information that may vary from one inspection to another and for adding context that predefined fields with specifications cannot capture. Open Data Fields provide flexibility and allow inspectors to input real-time, accurate observations or measurements, which is crucial for effective monitoring and documentation in food safety processes.
Open Data Fields are widely used in the ‘Monitoring’ centre in Safefood360°:
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
Image: Example Open Data Field in Monitoring Record
Image: Blank Open Data Field Tab in 'MasterDataUploadWorkbook' Excel File
Image: Open Data Field Page in System Master Data
Depending on the 'Open Data Type' you have selected in column F, you will be required to fill out different information within the 'MasterDataUploadWorkbook' for that particular Open Data Field Type. Open Data Fields are rarely mass uploaded via the 'MasterDataUploadWorkbook', as Open Data Fields are usually built alongside the building of Monitoring and Receiving Programmes in Safefood360°. During the implementation of a project, the uploading/building of Open Data Fields will be explained further by your Project Manager.
Note: The Open Data 'Barcode Field' cannot be uploaded via the 'MasterDataUploadWorkbook'. This must be built manually in the system. The 'Barcode Field' can only be used within the Receiving and Inspection module.
An Attribute Test is a quality control Test that evaluates whether specific characteristics (attributes) of a Product or Process meet defined standards or criteria. Instead of measuring specific quantities, Attribute Tests are Pass/Fail assessments based on the presence or absence of particular attributes.
Attribute Tests are widely utilised in the‘Monitoring’ centre in Safefood360°:
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
Image: Example of Attribute Test in Monitoring Record
Image: Blank Attribute Test Tab in 'MasterDataUploadWorkbook' Excel File
Image: Attribute Test Page in System Master Data
Attribute Tests are rarely mass uploaded via the 'MasterDataUploadWorkbook', as Attribute Tests are usually built alongside the building of Monitoring and Receiving Programmes in Safefood360°. During the implementation of a project, the uploading/building of Attribute Tests will be explained further by your Project Manager.
Note: Although not shown in the 'MasterDataUploadWorkbook' screenshot above, up to 19 Specifications can be added to an Attribute Test via the 'MasterDataUploadWorkbook'.
A Variable Test is a quality control Test that measures specific, quantitative characteristics of a Product or Process. Unlike Attribute Tests, Variable Tests provide continuous data that can be measured on a numerical scale, allowing for more precise assessments. They allow food manufacturers to monitor variations in the production process, making it easier to identify trends and take Corrective Actions. They are essential for controlling Product consistency, meeting regulatory standards, and ensuring that products are both safe and high-quality. Variable tests assess characteristics such as weight, temperature, pH, concentration, dimensions, or moisture content.
Below are the modules of the ‘Monitoring’ centre in Safefood360° where Variable Tests are widely utilised:
- Monitoring: Monitoring, Receiving, Receiving & Inspection* (*if applicable to your Site)
Image: Example Variable Test in Monitoring Record
Image: Blank Variable Test Tab in 'MasterDataUploadWorkbook' Excel File
Image: Variable Test Page in System Master Data
Depending on the 'Test Configuration' you have selected in column G, you will be required to fill out different information within the 'MasterDataUploadWorkbook' for that particular Variable Test Type. Variable Tests are rarely mass uploaded via the 'MasterDataUploadWorkbook', as Variable Tests are usually built alongside the building of Monitoring and Receiving Programmes in Safefood360°. During the implementation of a project, the uploading/building of Variable Tests will be explained further by your Project Manager.
Note: The 'Differential Date' Variable Single Data Test cannot be uploaded via the 'MasterDataUploadWorkbook'. This must be built manually in the system. The 'Differential Date' Variable Single Data Test can only be used within the Receiving and Inspection module.