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Monthly Vulnerability Reports

Clients utilizing the Food Safe Pro!® electronic record-keeping system are assigned a consultant who reviews their programs and records.  On a monthly basis the consultant reviews records input by establishment personnel and analyzes data for trends, for example higher temperatures noted on products, deviations from critical limits, etc. and they then submit a vulnerability report to the establishment for review.  Utilizing a data management system allows the consultant to quickly and efficiently review the data collected, often times identifying negative trends before they become a concern allowing the client to make the necessary changes to their systems to preclude problems, and ultimately allowing them to maintain focus on food safety.
Monthly vulnerability reports are reviewed as part of both the Desktop and Onsite Audits however they are not to be confused with an audit.  The vulnerability report is just that, it is a report on potential vulnerabilities as identified during data reviews.  They are typically limited to a 1 month time period as such they don’t give the total picture of the establishment.

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Audits and Food Safety Assessments

When you get a phone call from the USDA District Office, the EIAO informs you that they are going to start a FSA in two weeks, and they need the last 60 days of records. Or maybe they are investigating something and want specific records from last year. When they arrive in the plant you provide them guest access and they can query the records, you didn’t spend any time digging them up. If they want a specific days records you can go into the PSR screen, select that day, and save the data as a spread sheet, word document, etc. and email it to them. Instead of spending staff hours getting the records ready for them you literally spend minutes, or less.

Data Analysis

You decide you want to do a six month review of product temperatures, it literally takes minutes to have the 1500 (or more) temperature records pulled into your graph. You didn’t pay someone to re-enter the data from paper to a spread sheet, it was put into the system one time. You notice that you have a spike every Monday. It isn’t a deviation however it is close. After some investigating you determine that the defrost cycle on the product storage cooler is set for Sunday night, and while it should only run 30 minutes it was miss-set to run for 5 hours. Or you notice that one operator always takes the temperature at approximately the same time of day instead of taking it at a random time. You might notice that a specific vendors delivery trucks are always right on the edge of what you will accept for a receiving temperature; is that why certain products shelf life isn’t what it should be? The point is with real data you have the ability to make informed decisions. If you are using a paper based system you are spending a lot of money either recording and filing, and never using the data, or re-entering the data into spreadsheets or other programs. With Food Safe Pro!® L3 you enter it once, and have access to it whenever you need it. It is that simple!

Questions and Answers

We are often asked, how scalable is the program, I am a very small or very large operator, will it work for me? The answer is that we designed the program specifically for the food industry, it is completely scalable. You can use everything, or just the parts you want. Specific modules are listed below, there are a lot of them because you have a very heavy record keeping requirement. Think of it this way, the USDA FSIS is using their PHIS system to track you and what their inspectors find in your facility, they use their data to make decisions about you. Food Safe Pro!® L3 in turn allows you to get ahead of them, identify trends, and make decisions about your facility before they even realize there is a problem.

The other question we are asked is: I already have tracking software, or oven software, or automated cooling systems, how does Food Safe Pro!® L3 work with what I already have? In most cases Food Safe Pro!® L3 can either pull the data in directly, or allow you to utilize the other software inside Food Safe Pro!® L3; and while there are exceptions in most cases Food Safe Pro!® L3 can be configured to give you access to all of your food safety programs in one spot.

Your customers require that you be SQF, BRC, ISO 22,000 or some other program certified? Simple, utilizing the SOP module you can not only create the required programs, you can collect the data needed to demonstrate compliance. It is that simple!