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Reliance Certification Body User Manual

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1. EB 2134 516 7I 8 9 1 40 arsi show At Pages Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 80 of 107 Or offline by clicking Print fat Relance Home A box will appear requesting the Print options Select Current Tab and click OK Hide Comment History Hide Phase Tracking A verification message will appear Click OK Le 4 you want to continue Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 81 of 107 This will convert the view into a PDF document for easy review and printing SL Re certification Facility Audit Module 2 Level 2 01966 Adobe Acrobat Pro File Edit View Window Help 2 B 7 B B O 1 r15 ey F KA Tools Comment share Re certification Facility Audit Module 2 Level 2 01966 Created by Robin Goode on Sep 15 2012 1 44 19 AM Re certification Facility Audit Module Level 2 01966 8 Once a decision has been made and extensions granted for this audit route the audit to Closed with Extensions If no extension were granted move to step 9 Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM Draft Perform Nonconformities Approval Corrective Action Voided Completed Audit Review Plan and Review a Nonconformities Audit Info Due Date Sep 17 2012 Assi
2. 4 Se EE see er Ae 3 5 Closed by Supplier Audit Number elie Date 2 Audit Plans 3 Action Items eect 4 Certificates Corrective Action Plan and Review Sep 24 2012 3 Select the desired audit You will notice that the phase tracker is now in the Corrective Action Plan and Review phase fat Reliance Home A Search Application Audits 1 Audits 1 My Open Audits i 1 My Open Audits 2 Open by Supplier 3 Open by Assigned i S h Adva t Vi 4 My Calendar Columns Search nced Reset View 5 Closed by Supplier i Due Date Start Date 2 Audit Plans Ftc Bs a ____ tart Dal 3 Action Items Oct 26 2012 4 Certificates Corrective Action Plan and Review Sep 24 2012 Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM Ea Draft Perform Nonconformities Approval Corrective Action Closed with Voided Completed Audit Review Plan and Review Extensions Nonconformities Audit Info Access Control All Tabs 4 Beneath the phase tracker within the audit form you will be able to view all nonconformities found during the audit You will also notice the expected completion date for action items per each nonconformance and a link to each Action Item with the current phase being visible Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 78 of 107 ltem Informatio
3. Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 38 of 107 12 After selecting your audit checklists you may now set the date and time of the start and end to your audit This is completed by selecting the calendar icon to the right of the Start Date and Time and End Date and Time fields The exact Time Zone of the audit can also be entered Start Date and Time End Date and Time Y September 2012 Help September 12 Hour 99 10PM Minute 45 Time Zone GMT 5 00 Eastern Standard Time America N Time Zone GMT 5 00 Eastern Standard Time America N Cancel Clear OK Cancel Clear 13 Once having selected a Start Date and Time and End Date and Time you may now review the information you have placed into the audit plan thus far NOTE If you are completing a certification audit rather than a recertification audit you will be able to add both a document audit and facility audit within one audit plan Simply select the correct document audit profile first fill out the appropriate information then select Add Record to create a new audit sub form You will then be able to create the facility audit profile NOTE If you are also completing an Addendum you will be able to add it to this audit plan Simply select Add Record to create a new audit sub form You will then be able to create the addendum audit profile Reliance Certifi
4. 18 Finally a comment can be added within the Phase Dialogue box Comment This field is for additional comments 19 Once you have completed all that you would like to have completed within the Phase Dialogue box select OK 20 After selecting OK you will be brought back out to the Audits application fat Reliance Home Fe Search Application 7 s 1 My Open Audits 2 Open by Supplier 2 Audit Plans 1 My Open Audit Plan E i aaa Search View a Columns Search Advanced Reset View 5 Closed by Supplier 2 Audit Plans g 1 My Open Audit Plan wf 01033 Sep 28 2012 Audit Plan Number Due Date Type 5 Audit Plan My Calendar 6 Audit Plan Calendar At this point you may leave the audit plan within the Approval phase until needing to be approved Ifthe audit plan does not need further approval move to the next step Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 43 of 107 21 Within My Open Audit Plan locate the audit plan you created that needs approval and select it fat Reliance Home G Audits Search Application 4 v Advanced 1 Audits 2 Audit Plans 1 My Open Audit Plan i 1 My Open Audits i 2 Open by Supplier 3 Open by Assigned 4 My Calendar i 5 Closed by Supplier 2 Audit Plans New Document Refresh Copy Links Export to Excel Prin
5. Companies Training Once within the Audits application you will want to select the next to the Audit Plans from the left navigation bar then My Open Audit Plan 5i 1 Audits 1 My Open Audits 2 Open by Supplier 3 Open by Assigned 4 My Calendar 5 Closed by Supplier a2 2 Audit Plans i 2 Pending 3 Approved 5 Audit Plan My Calendar 6 Audit Plan Calendar G 3 Action Items 4 Certificates 3 Within My Open Audit Plan select New Document then Audit Plan Draft at Reliance Home g Search Application 7 a 1 Audits 2 Audit Plans 1 My O 1 My Open Audits k New Document 2 Open by Supplier p 3 Open by Assigned A udit Plan Draft 4 My Calendar 5 Closed by Supplier 2 Audit Plans 1 My Open Audit Plan 2 Pending 3 Approved 5 Audit Plan My Calendar ps 6 Audit Plan Calendar 3 Action Items 4 Certificates Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 29 of 107 4 When entering Audit Plan Draft a new tab will open Under Plan Information you will select the Plan Type and corresponding Level as demonstrated below Plan Information Number Plan Type Level Please Save z Certification Re certification Multi site Yes No Surveillance GAP
6. Secondary Response m Policy statement not signed by senior manager m Policy Statement not made available in language understood by all staff Guidance The Policy Statement must be displayed in a prominent position so all employees and Visitors are aware of the Policies Further if your labor forces include employees who do not understand the native language of your country you must post the Policy Statement in all additional languages which ensure that every employee and Visitor may understand the food safety and quality goals of the Supplier and any role they play in achieving these goals Primary Response m Minor Evidence l The policy statement was not communicated efficiently to all staff Previous Evidence Supplier Correction Attachments i First Item Previous Item Done Next Item Last Item Spell check can also be made within the Item form fg Reliance Home s Audits 01001 x SJ Item 228713 Save A F Refresh Print Spell Check More Cancel Select Done to save all changes that were made First tem Previous Item done Next Item Last Item To see the changes you made to any clause Audit Info tab select Refresh Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 67 of 107 fa Reliance Home Agg Audits 01001 x The changes you made should now be visible
7. 00019 rev 0 Save amp Close NOTE Once certified the certificate can be manually routed to Suspended Withdrawn Suspended Registration Expired or Expired and back to Certified within the certificate form Certificate 00019 Created by Robin Goode on Sep 15 2012 10 33 25 PM New Create Certificate File Certified Suspended Withdrawn Suspended Registration Expired Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 103 of 107 NOTE A certificate becomes expired on the date of the company s certificate expiration date 23 Once certified the supplier company profile will be updated with the new certificate dates Supplier All T356 Last Comment Robin Goode Sep 15 2012 11 3002 PM Registered Company information ompany Number Company Name Site Type Aes 1 11 Ciara Avenue Country city Company Wensrte Created by Megan Berlepsem on Aug 71 2012 45253 PM Comments Ads View Histon Company Type Sunpiier Addregs 7 Sule 800 Posta Code State Provinces Oro 6701 Fax Number Applicable Food Sector Categories 13 Bakery and Snack Food Processing t 17 Confectionary Manufacturing Certification Body Registration Status Re cartification Audit Dats S025 Dae Current Score QT Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved
8. Buyte Fravkirs Registration Expiration Date Aug 21 2013 Cartiticate Number Certificate Expiration Date Sep 15 2013 inita Certification Date Sep 15 2072 Next Audit Date 30 days Seo 25 2013 Page 104 of 107 Mail Activity EXAMPLE SQFI RELIANCE USERS Robin Goode ACB Certification Body Account Administrator Stephanie Davis ACB Certification Body Certification Manager Amelia Smart Tucan Peanuts Supplier Primary Contact EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile 1 An optional feature provided by SQFI is Mail Activity which allows you to send an email via the Reliance database From within the Certificate form select Send Mail Mail Activity Send Mail 2 A New Mail box will appear Select the Certificate Status Notification template and click OK New Mail Available Templates Certificate Status Notification Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 105 of 107 3 Anew tab will appear for the Mail form that will be sent via the Reliance database Notice that the certificate is automatically attached and additional file can also be added Select the icon to attach more files Attachments A Certificate pdf Similar to any email you can now send this Mail form to any one in or outside of the Reliance system Fill out the email with
9. 1 My Open Audits 2 Open by Supplier 3 Open by Assigned 4 My Calendar 5 Closed by Supplier 2 Audit Plans 1 My Open Audit Plan A Tucan Peanuts Sep 24 2012 8 00 00 AM Sep 25 2012 4 00 00 PM Kris Eagle Recertification Facility Audit Level 2 2012 Re certification Audit Tucan Peanuts i f 2 Pending _ C New Document D Refresh laa Copy Links X Export to Excel p Print View More Search View 4 Columns Search Advanced Reset View Site Start Date and Time End Date and Time Lead Auditor Audit Profile Audit Plan Title Audit Plan My Calendar 6 Audit Plan Calendar E 3 Action Items 4 Certificates Creating an Audit EXAMPLE SQFI RELIANCE USERS Robin Goode ACB Certification Body Account Administrator Kris Eagle SQF Auditor FSC 13 18 Addendums McDonalds Ethical Sourcing Sperry Kline Technical Expert FSC 17 EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile 1 Enter the audit plan by selecting it within the Audits application and Approved under Audit Plans accessed within your Reliance portal You will now notice that the phase tracker is no longer listed only the word Approved Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 46 of 107 tat Reliance Home Search Application A 1 Audits 1
10. File Name Certificate 00007 Select OK 13 Once selecting OK you will notice that the Microsoft Word certificate template has now been made available to you This is not the actual certificate record only the template You will be unable to send the certificate until it has been converted and re uploaded into Reliance as a PDF document You will have the ability to appropriately edit the certificate as necessary Certificate WP Certificate 00007 docx NOTE The content within the certificate must meet the requirements of the SQF Code ed 7 as well as the SQF Quality Shield and Logo Rules of Use for Level 3 certificates 14 To open the certificate template simply select the Microsoft Word document When the document has been successfully downloaded select Enable Editing should edits need to be made NOTE The dates however cannot be altered in the File Download Microsoft Word template If dates need to be changed contact SQFI at reliance sqfi com with the name of the company and the dates g pina E R Type Microsoft Word Document that need to be changed From sqf etq com Do you want to open or sawe this file While files from the Intemet can be useful some files can potentially ham your computer f you do not trust the source do not open or save this file What s the risk Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page
11. and the Manufacture of oil or fat based spread 22 Processing of Cereal Grains and Nuts 35 Broker or Agent Steve Double Double Auditing Services 13 Bakery and Snack Food Processing Kris Eagle ACB Incorporated 18 Preserved Food Manufacturing 17 Confectionary Manufacturing 3 Select the auditor or 5 Select OK technical expert OK Cancel Sperry Kline Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 49 of 107 6 If no further edits need to be made select Save at the bottom of the audit form to which the selected checklists from the audit plan will transfer to the bottom of the audit NOTE Once the audit has been saved no edits can be made to the checklists Make sure that all checklists are correct before saving the audit Save amp Close Cancel Audit Information Audit Number 071001 Supplier Lead Auditor Secondary Auditors Tucan Peanuts Kris Eagle Sperry Kline Audit Type Start Date and Time End Date and Time ia FAC PAE L Sep 24 2012 8 00 00 AM EDT Sep 25 2012 4 00 00 PM EDI Requested By Robin Goode Additional Information Attachments T Ba ga Other Links ia Checklists Re certification Facility Audit Module 2 Level 2 01966 Result Re certification Facility Audit Module 11 2 01967 Result Save amp Close oon Cancel If clauses need to be marked as N A bef
12. 1 Country State Province ACB Incorporated Certification Body 346 Diamond Way UNITED STATES Pennsylvania 5 When entering your company profile a new tab will open Within your company profile you will notice what is known as a phase tracker This phase tracker simply tracks the status of your company with SQFI CERTIFICATION BODY PHASE TRACKER Active companies with an active certification body license agreement with SQFI Inactive companies with a terminated or withdrawn certification body license agreement with SQFI DO NOT inactivate your certification body company profile Company 637332 Created by Ryan Cury on Aug 21 2012 4 53 49 PM mian a Active Inactive All Tabs Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 9 of 107 6 Beneath the phase tracker within your company profile is what is known as your company profile form As shown below you will be able to view your company address contact information food sector categories audit territories and any addendums your company can perform The information in your profile is not editable Company Information Company Number EJT IJZ Company Name ACH Incorporated Address 1 245 Diamond Way Country City UNITED STATES Hershey Phone Number oe 1 0s 1 Company Website Company Description Applicable Food Sector Categories 01 Production Capture and Harvesting of Livestock a
13. 98 of 107 This file was opened from a potentially unsafe location Click for more details Enable Editing 15 Within a certificate template you will notice that information has prepopulated via Reliance Should you need to have the correct signatures added to the template you can do so now NOTE NOTE NOTE J aa Authorized Byl Issued By There must be a signature on each line for both the Authorized by and Issuing Officer fields If you are creating a Level 3 SQF certificate you will also need to have your SQF Quality Shield placed into the certificate template The Quality Shield located on the Reliance generated template is simply a placeholder You can access the Quality Shield for downloading on the SQFI website www sqfi com under the Certification Bodies tab then Site Certificate Materials Only the SQF CB Primary Contact will have access to this area If you need assistance in accessing this area please contact us at reliance saqfi com or your companies SQF Primary Contact The Quality Shield is located in the header footer of the Microsoft Word certificate template You can edit your Quality Shield via any photo editor software SQFI recommends utilizing Adobe Illustrator You will then have your edited Quality Shield placed into the Level 3 certificate template where the placeholder is located In the event that you have a company address change or your comp
14. Assessment Plan Information Number Plan Type Level Please Save r Multi site 5 Ifa multi site is being audited then select the Yes radio button If not simply select the No button Plan Information Number a Plan Type Please Save f f Re certification Multi site Yes a Supplier oa Title NOTE If multi site is selected the central site must first be selected and then any sub sites that will be audited Only sites that will be audited should be selected NOTE Multi site requirements are laid out in the SQF Code Ed 7 under Module 16 Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 30 of 107 After selecting the correct radio button the Supplier search field will automatically populate for you to which you will be able to select the company that you would like to conduct an audit for NOTE Only companies that are registered or due for re registration will be visible in the Supplier field 6 To select the company that you would like to conduct an internal audit for you can either type in the name of the company in the Supplier search field then select the company that appears for you in the dropdown box or you can utilize the search icon to the right of the Supplier search field for a specific company search Both searches are demonstrated below Plan Information Number Plan Type Level Pl
15. Bakery and Snack Food Processing cakes i i i i ing breakfast bars i i i i 13 Bakery and Snack Food Processing cheese curls i i i i i i i i i ng brownies ng buns 13 Bakery and Snack Food Processing chips 13 Bakery and Snack Food Processing cinnamon twists 13 Bakery and Snack Food Processing cookie dough 13 Bakery and Snack Food Processing cookies Bakery and Snack Food Processing corn chips 13 Bakery and Snack Food Processing crackers 13 Bakery and Snack Food Processing croissants 13 Bakery and Snack Food Processing croutons Bakery and Snack Food Processing danish pastry The products are now visible in the Certificate form Product 13 Bakery and Snack Food Processing snack mix 17 Confectionary Manufacturing peanut candies You may remove added products from the Product field at any time by simply selecting on the to the right of the product NOTE Products are automatically filtered based on the Food Sector Categories that were pulled from the Supplier Company profile when the Audit Plan was created Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 97 of 107 11 From the Certificate field select the Certificate template icon Certificate 12 A New Office Integration Dialog box will appear select the appropriate certificate template Hew office integration Dialog Templates
16. Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 47 of 107 3 A new tab will open at the top of the page titled Audits New You will notice a new phase tracker starting in the Draft phase Reference the Audit Plans and Audits section of this manual for information on the different Audit phases Audits New Created by Robin Goode on Sep 15 2012 1 27 34 AM EEE A Draft Perform Nonconformities Review Approval Corrective Action Plan and Review C Completed Audit 4 Atthis point you will be able to review the information populated into the audit from the audit plan beneath the audit phase tracker You will notice that you have the opportunity to edit and add additional information such as secondary Auditors Audit Information Please save the document to set the Audit Type and inherit the default values Audit Number Level Please Save 2 Supplier Lead Auditor Secondary Auditors Tucan Peanuts Kris Eagle Audit Type Start Date and Time End Date and Time Recertification Facility Audit Level 2 El Sep 24 2012 8 00 00 AM EDT F Sep 25 2012 4 00 00 PM EDI Checklists Re centification Facility Audit Module 2 Level 2 E Re certification Facility Audit Module 44 7 Requested By Ey Robin Goode r Additional Information Attachments Ea pa Other Links a Checklists save amp Close Cancel Reliance Certification Body User M
17. Companies in this application you can view your certification body company profile add additional company contacts and also view and edit particular information within your customer s company profiles Audits in this application you will create and complete an audit review and close corrective action create an audit report and issue certificates Training in this application you will be able to view your auditor s professional profile Search Applications Advanced Robin Goode America New York About Reliance Log Main Views Links User Information My Applications Robin Goode RGoode 62895 Logged on since Sep 9 2012 7 22 24 PM Logout ey Sana and ey Companies 7s a gt My Assignments HO Companies JEN Audits e Training My Applications Registration and Invoicing ey Companies e Training Audits Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 7 of 107 Companies Application amp Company Profile EXAMPLE SQFI RELIANCE COMPANIES ACB Incorporated Certification Body Company Profile 1 Within your portal select Companies from My Applications A new tab will open for you similar to that of a web browser You will be able to navigate back and forth between tabs freely when working within the system Registration and l Invoicin Companies cing 2 Once within the
18. Sippie Site Action Item Number Clause Current Phase Audit Profile 2 Audit Plans 3 Action Items C New Document Refresh Copy Links X Export to Excel Print View More Tucan Peanuts 2 1 1 2 Management Policy 2 3 M Perform Action Recertification 1 My Open Facility Audit Level 2 Ope by Phase ER Recertification 3 Completed Tucan Peanuts 2 1 2 3 Management Responsibility 2 M Perform Action Facility Audit Level 2 4 Certificates TA Penis 2 1 3 2 Food Safety Management System PEF P n Acton Recertification Facility Audit Level 2 Corrective Actions must now be entered by the supplier primary contacts In this scenario the Action Items were triggered and assigned to Amelia Smart Continue to the Action Items section NOTE If a Supplier needs assistance entering action items into Reliance direct them to the Locating and Entering Corrective Action User Guide made available on the SQFI website under the Suppliers tab then Assessment Database Existing Users Action Items ACTION ITEM PHASES Draft the action items were automatically created and routed to Perform Action by the Reliance system Perform Action in this phase the nonconformance are assigned to the supplier primary contacts The supplier can request an extension for a nonconformance during this phase Reliance Certification Body User Manual Copyright Food Marketing Institute 2012
19. a new contact first search to see if they are in the database To do this select Add Record this can be found after the last contact record xX More Contact Display Name Lookup Primary Contact Billing Contact i Luke Crystal E E First Name Middle Initial Last Name Luke Crystal User Name Job Position Fhone Email LCrystal Technical Reviewer 696 201 3402 Icrystal acb com Link to User Profile User Profile Luke Crystal Aug 21 2012 Add Record Once selecting Add Record a new blank contract sub form will appear for you You may now search for a contact by either typing in their name into the Contact Display Name Lookup field as seen below Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 12 of 107 t XxX More Contact Di okup Billing Contact a i 5 e Doe User Name Job Position Phone Email Link to User Profile Add Record j Or by selecting on the Contact Search icon to the right of the Contact Display Name Lookup field typing in the new contact s name selecting the search magnifying class icon selecting the radio button on the correct new contact then having them added and selecting OK Columns Search Advanced Reset View Jane Doe Save Search IL Jser Na u Dia 2 1 document found Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved
20. changes you made should now be visible Result Minor Evidence The policy statement we cammunicated efficiently to all staff This is a change Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 65 of 107 9 If changes need to be made to any other clause that was not found to be a nonconformance by the technical reviewer select the Audit Info tab the appropriate checklist and click into the Item Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM Dratt Perform Noncoanformities Approval Corrective Action Closed with Voided Completed Audit Review Plan and Review Extensions Result 49 Compliant 3 Minor 56 N A Re certification Facility Audit Module 11 2 01967 Result 160 N A 2 1 1 2 Management policy statement Si by seni Minor Policy 2 3 M nagement made available in langua rstood b ie policy statement was not communicated i iti efficiently to all staf communicated to all staff This is a change Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 66 of 107 The Primary Response Evidence and Supplier Correction fields are now made editable Item Information ltem The policy statement shall be signed by senior management made available in language understood by all staff and displayed in a prominent position and effectively communicated to all staff
21. contacts icon at the top right corner of the Notify field E A new window will open to which you can search for the desired individual you plan to have notified of this phase routing For example let s say you are searching for another secondary company contact to notify Luke Crystal To select Luke as an additional individual to notify simply type in his name in the search field as demonstrated below When typing in Luke s name you will notice that he appears for you in an auto search feature Simply select his name then select the Search icon magnifying glass You will now be able to select Luke First click on the check box to the left of his contact record then add him via the Add button icon Select OK 1 Search for the contact Advanced Reset View Luke Crystal gt Save Search Crystal Luke ta Name w 2 Search by selecting the magnifying glass 4 Select the Add button 3 Select the contact 5 Select OK OK Cancel NOTE You will only be able to search for existing contacts within Reliance Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 42 of 107 Luke s name will now appear for you within the Phase Dialogue Box in the Notify field You may remove added contacts from the Notify field at any time by simply selecting on the x to the right of the contact s name Luke Crystal
22. form is moved to the Create Certificate Documents phase will automatically be pulled as the certificate issue date A Phase Dialog box will appear select OK Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 93 of 107 Phase Dialog Please select the next phase and the due date send To Create Certificate Documents Due Date j Sep 17 2012 Assign To Robin Goode Notify 7 The Certificate Setup will close and you will be redirected to the Audit Plan In the Audit Plan a link is now visible Select the Certificate Setup link found in the Plan Information section Approved Audit Plan Info Last Comment Comments View History Robin Goode Sep 15 2012 1 03 51 AM Approval Plan Information Link to Certificate Setup gt Cerificate Setup Create Cerificate Documents Audits 00020 rev 0 Number Plan Type 01033 Re certification Multi site Yes tf No Supplier Tucan Peanuts Applicable Food Sector Categories 13 Bakery and Snack Food Processing 17 Confectionary Manufacturing Title 2012 Re certification Audit Tucan Peanuts Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 94 of 107 8 Anew tab will appear with the Certificate Setup information A link to the Certificate is now visible in the Site Details section Select the new Cert
23. not assigned to the Action Items if an extension request is made or an additional review is required the Actions Items can still be accessed 2 Within your portal select Audits from My Applications A new tab will open for you similar to that of a web browser You will be able to navigate back and forth between tabs freely when working within the system My Applications 72 Registration and ad Cire Invoicing i a Audits Trainine Once within the Audits application you will want to select the next to the Action Items from the left navigation bar then Open by Phase lz 1 Audits 1 My Open Audits 2 Open by Supplier 3 Open by Assigned 4 My Calendar 9 Closed by Supplier 2 Audit Plans 3 Action Items 1 My Open Oe 3 Completed 4 Certificates Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 72 of 107 3 After selecting Open by Phase within Action Items all action items currently issued will appear for you in the right window To view the action item that needs to be reviewed simply select on the item if it is visible or search for the supplier company to narrow the results fat Reliance Home Search Application 4 K Advanced 1 Audits 1 My Open Audits 2 Open by Supplier 3 Open by Assigned 4 My Calendar Closed by Supplier 2 Audit P
24. the desired message and attach any additional documents fat Reliance Home yt Audit Plan 01033 Esave R Refresh 87 Spell Check Cancel l Certificate Setup 00020 Certificate 00019 Mail Activity New Created by Robin Goode on Sep 16 2012 12 02 52 AM All Tabs Last Comment Comments Add View History Number Document Links Please Save Certificate Certified Audits 00019 rev 0 Mail Options To 3 info sqfi com Cc reliance sqfi com Bec Subject Congratulations Body B Z Fontfamily Font size X b A B 2 x Q m T a Congratulations we are happy to inform you that you have become SQF certified Select Save 4 To send the email select Send Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 106 of 107 Save amp Close Cancel 5 Once sent a link to the email that was sent will be visible in the Mail Activity area The mail form that was created can be accessed again if necessary Mail Activity Send Mail Email Congratulations Sent NOTE The exact email can be resent via the system as long as no changes are made to content and recipients CONTACT INFORMATION If you are to have any questions or experience any issues with the Reliance audit process contact SQFI for assistance at reliance sqfi com or 202 220 0635 Reliance Certification B
25. you Open By Supplier in this view you will see and can search for any audits by company name Open By Assigned in this view you will see and can search for any audits by their audit number and view to which individual the audit is assigned If the audit is assigned to multiple individuals then multiple line items will appear for each individual the audit is assigned to My Calendar in this view you will see and can search for any audits that are currently assigned to you in a calendar format Closed by Supplier in this view you will see and can search for any audits that have been closed by company name Audit Plans My Open Audit Plan in this view you will see and can search for any audit plans that are currently assigned to you Pending in this view you will see and can search for any audit plans that are currently pending approval Approved in this view you will see and can search for any audit plans that have been approved Audit Plan My Calendar in this view you will see and can search for any audit plans that are currently assigned to you in a calendar format Audit Plan Calendar in this view you will see and can search for all audit plans in a calendar format Action Items My Open in this view you will see and can search for any action items that are currently assigned to you Open By Phase in this view you will see and can search for all action items Completed in this view
26. All Rights Reserved Page 70 of 107 Review in this phase corrective actions are reviewed by the Lead Auditor and information can also be updated by the certification body administrator The certification body administrator or Lead Auditor can reject or grant any extension requests made by the supplier Completed corrective actions have been completed and the action item is no longer editable Action Items Review amp Extension Requests EXAMPLE SQFI RELIANCE USERS Luke Crystal ACB Certification Body Technical Reviewer Robin Goode ACB Certification Body Account Administrator Amelia Smart Tucan Peanuts Supplier Primary Contact Arty Young Tucan Peanuts Supplier Secondary Contact Kris Eagle SQF Auditor FSC 13 18 Addendums McDonalds Ethical Sourcing EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile 1 The action item is routed to Review phase by the supplier primary contact Amelia Smart to the Lead Auditor Kris Eagle and certification body administrator Robin Goode A notification was issued to Kris Eagle and Robin Goode when the action item was routed to Review Phase Dialog Please select the next phase and the due date Send To Review Due Date Sep 17 2012 Assign To Robin Goode Kris Eagle Notify Comment Page 71 of 107 Reliance Certification Body User Although Luke Crystal did not receive a notification and is
27. Companies application you can view your certification body company profile and search for any company that has selected your certification body COMPANIES APPLICATIONS My Companies in this view you will see any companies that you are listed as a company contact for Your certification body company profile will be found here My Suppliers in this view you will see and search for any supplier company profiles that have selected your certification body to complete their SQF audit Teer fa Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 8 of 107 3 Select the My Companies view from the left navigation bar to view your certification body in the right window 3 ong Search Application Robin Goode America New York Close 1 My Companies 4 My Companies if 2 My Suppliers Refresh CopyLinks Y Exportto Excel J Print View More Search View 4 Columns Search Advanced Reset View Company Name Company Type Site Type Address 1 Country State Province ACB Incorporated Certification Body 346 Diamond Way UNITED STATES Pennsylvania 4 To access your certification company profile simply select on the company name as shown below 1 My Companies amp Refresh m Copy Links X Export to Excel p Print View More Search View 4 Columns Search Advanced Reset View Company Name Company Type Site Type Address
28. ES BERMUDA NOTE The food sector categories territories and addendum fields are based on your license agreement and thus the reason it is maintained by SQFI If any changes need to be made to your company record contact SQFI at reliance safi com This certification body company profile is not Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 10 of 107 connected to the profile provided on the SQFI website If changes need to be made to the profile online contact SQFI at reliance safi com Company Contacts amp User Profiles EXAMPLE SQFI RELIANCE USERS Robin Goode ACB Certification Body Account Administrator Luke Crystal ACB Certification Body Technical Reviewer Stephanie Davis ACB Certification Body Certification Manager CONTACT TYPES Primary Contact these individuals will have the ability to register and re register companies add company contacts create an audit plan have the most control during an audit make changes to a supplier company profile and create audit reports There is absolutely no limit to how many Primary Contacts there are for a certification body within the Reliance system It is recommended that administrators technical reviewers and certification managers are identified as primary contacts Billing Contact these individuals will register or re register companies They will have access similar to a secondary contact There is abs
29. F Professional profile has a link to their user profile within the Reliance system You can view the user profile in read only format which could be helpful if your auditor or technical expert forgot their Reliance username Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 23 of 107 System Record No 000355 Link to User Profile User Profile Steve Double Aug 21 20 User Display Name Middle Initial steve Double Email Training Groups steve_double auditing com standard Users NOTE SQF Professional profiles are maintained by SQFI If changes need to be completed contact SQFI directly at info safi com Audits Application 1 Within your portal select Audits from My Applications A new tab will open for you similar to that of a web browser The Audits application is where all SQF audits will be performed My Applications J Registration and 4 oe Invoicing omp 3 Audits e Training Search Application Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 24 of 107 2 Once within the Audits application you will automatically open within the Audits Open by Assigned view Below is a breakdown of all left hand navigation views AUDITS APPLICATIONS Audits My Open Audits in this view you will see and can search for any audits that are currently assigned to
30. M Approved Audit Plan Info Last Comment Comments View History Robin Goode Sep 15 20 3 51 AM Approval Plan Information Certificate Setup Link to Certificate Setup Number Plan Type 01033 Re certification Multi site C Yes No Supplier Tucan Peanuts Applicable Food Sector Categories 13 Bakery and Snack Food Processing 17 Confectionary Manufacturing Title 2012 Re certiication Audit Tucan Peanuts 4 Anew tab will appear for the Certificate Setup This step is meant as a verification step of the company audit type and audit score Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 92 of 107 ah Reliance Home iJ Audit Plan 01033 xf E Asme A 1 Spell Check Cancel Certificate Setup New Created by Robin Goode on Sep 15 2012 10 23 44 PM mian a Setup Create Certificate Documents Done Last Comment Comments Add View History Number Document Links Please Save 2012 Re certification Audit Tucan Peanuts 01033 rev 1 Approved Audit Plan Information Number Plan Type Title 01033 Re certification 2012 Re certification Audit Tucan Peanuts Site Details Site Score Rating Tucan Peanuts 97 E Excellent Link to Certificate Save amp Close 5 Select Save Save amp Close Certificate Setup 00020 Basic Access Control All Tabs NOTE The date and time that the certificate set up
31. My Open Audits 2 Open by Supplier 3 Open by Assigned i 4 My Calendar 5 Closed by Supplier 2 Audit Plans af 1 My Open Audit Plan Sep 24 2012 8 00 00 AM Sep 25 2012 4 00 00 PM Kris Eagle Recertification Facility Audit Level 2 2012 Re certification Audit Tucan Peanuts 2 Pending 5 Audit Plan My Calendar 6 Audit Plan Calendar EF 3 Action Items 4 Certificates 2 Audit Plans 3 Approved E 4 Columns Search Advanced Reset View Start Date and Time End Date and Time Lead Auditor Audit Profile Audit Plan Title Audit Plan 01033 Created by Robin Goode on Sep 14 2012 9 41 26 PM Approved l Audit Plan Info Revision History Access Control All Tabs 2 You will now need to create the audit itself by selecting Schedule Audit located at the bottom of the form Plan Information Number Plan Type 01033 Re certification Multi site Yes No supplier Tucan Peanuts Applicable Food Sector Categories 13 Bakery and Snack Food Processing 17 Confectionary Manufacturing Title 2012 Re certification Audit Tucan Peanuts Scheduled Audits Audit Profile Lead Auditor Recertification Facility Audit Level 2 Kris Eagle Checklists Start Date and Time End Date and Time Re certification Facility Ap lodule Level sep 24 2012 8 00 00 AM EDT 0400 sep 25 2012 4 00 00 PM EDT 0400 2 Re certiication Fag Current Audit Schedule Audit Reliance
32. Oct 22 2012 2 To view the professional profile of your auditor or technical expert within the Reliance system click on their name 1 Professionali Active y a Columns Search Advanced Reset View Double Steve 000355 Auditor Jul 26 2013 Double Auditing Services Eagle Kris 000356 Auditor 57373 Feb 9 2013 ACB Incorporated Kline Sperry 000357 Technical Expert 08000 Oct 227 2012 3 Anew tab will appear with your Professional s profile which contains information on their food sector categories risk level and registration dates If the professional is an auditor addendums the auditor can perform will be provided Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 22 of 107 Personint Training Access Control All Tate Last Ccommant Ryan Cury Aug 21 3012 1331 Pe Jistan Record Mo Link to Usar Profis User Profile Seve Double Aug 21 3012 User Dieplay Hame First Sae Dobe Ae Company Nams Applicable Addendum s Sourcing MeDonaikis Tal Fax Attachment Registration Detalts Professional Typa Registration ID Registration Date J 2 2012 Mikis Initial pi Training Groups Siena Users 21 Ols Fate ang Pe Manufacture of oll or esad spreads 72 Processing of Cereal Grains and Nuts 35 Broker or Agent Grace Parked Status Jul 26 21S Active Expiration Date Juni 26 2013 NOTE Every SQ
33. Page 13 of 107 If they are an existing contact skip to step 7 If you cannot find your contact click Cancel and continue to step 2 2 If the contact is not in the database you must first create a user profile then have them added as a contact to your profile At the bottom of your Company Profile select the New User button Save amp Close Cance New User 3 After selecting New User a new tab will appear with a blank User Profile Simply fill in the correct information into the new user profile Basic All Tabs Last Comment Comments Add View History Basic Settings E Disabled user cannot login O Inactive user cannot login nor be assigned to a document User Name Display Name First Name Middle Initial Last Name SDavis Stephanie Davis Stephanie Davis Email Job Position sdavis abc com Certification Manager Office Phone Cell Phone Primary Location Other Locations Additional Security Time fone If this field is left blank the Pri mary Location s time zone will be used otherwise the user will be prompted to select his time zone upon login Lal J j i Reset Password Save Save amp Close ance NOTE Any field denoted with a red asterisk must be filled with data If you attempt to save the User Profile without filling out all of the required fields you will be provided with an error message NOTE It is important to make a note of the username you are c
34. Re certification Facility Audit Module 2 Level 2 01966 Result 49 Compliant 3 Minor 55 N A Re certification Facility Audit Module 11 2 01967 Result 160 N A Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 61 of 107 7 Select the first checklist Re certification Facility Audit Module 2 Level 2 01966 Result 49 Compliant 3 Minor 56 N A Re certification Facility Audit Module 11 2 01967 Result 160 N A This will open a new tab with the audit checklist Click Show All Pages to view the full audit checklist The review of the audit can be made online via this view fat Reliance Home y Audits 01001 x a F Ss Re certification Facility Audit Module 2 Level 2 01966 Created by Robin Goode on Sep 15 2012 1 44 19 AM _ Assigned Completed DENE m the SF System clones bed safety fundamentals outlined in 2 4 2 and the food safety plan outlined in 2 4 3 to take appropriate action to ensure the integrity of the SQF System communicate to relevant personnel all information essential to ensure the effective implementation and maintenance E 23 lls elir Le lle 10 Jor 11 next 1 Gol show an Pages Or offline by clicking Print fal Reliance Home A Audits X A box will appear requesting the Print options Select Current Tab and click OK Reliance Certification Body User Manual Copyright Food Marketing Institut
35. Result Mi Evidence The policy statement we Ommunicated efficiently to all staff This is a change 10 If edits need to be made by the Lead Auditor Kris Eagle the audit must be routed back to the Nonconformities Review phase Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM OS NN Draft Perform Nonconformities Approval Corrective Action Closed with Voided _ Completed Audit Review Plan and Review Extensions Nonconformities Audit Info Access Control All Tabs A Phase Dialog box will appear and a Comment will be required before the audit can be routed back to the Lead Auditor Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 68 of 107 Please select the next phase and the due date Nonconformities Review Due Date Sep 19 2012 il Assign To Kris Eagle Notify hi Comment Select OK to finalize the routing of the audit back to the Auditor 11 Once the audit has been reviewed and no further edits need to be made you may route the audit to the Corrective Action Plan and Review phase A new Phase Dialog box will appear routing the audit to all certification body primary contacts Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM Draft Perform Nonconformities Approval Corrective Action Closed with Voided Completed Audit Review Plan and Revi
36. SBSQF Reliance Certification Body User Manual For CB Administrators amp Staff Contents Ola eee eee ee ee E ee ee ee ee 3 PO VV WTS NG ater sets eects es erase ato orn guste secsrcn ce enn sent goa ade es seen austen eno eee ees 4 Home Portal amp Applications Overview cccccccsseccccessececeesecccceeeccceeeseceesusececeuseeeeeeecessuaeceeeenceeseueecetsenesss 6 Companies Application amp COMPANY Profile ccecccccsssccccessececessececceseccceeesecessuseeseeeeceeseesecessenecesseegeceeseees 8 Company Contacts amp User PEO INS ccc cas secs ccteaceacsenseneceesnos a E en Gesssaespmoaseanesece rae 11 Supplier Company Profiles ene een nee nen eevee eee 17 Training Application amp Professional Profiles cccccscccccssscccceessececeesecccceecceeeusceteusecesseeeceessuecesseenecessenes 21 PAGE S71 Ce UO eenaa 24 Audit Plans and PAU GIES sessen S Es 26 creamed Aae E A en E 28 SACI A ee NOU pes a E S 46 EUNE A g E E 51 ROUTE AR AUNT CO be Perlorm e Urearen rrn A 54 TE RMC ERE VI CW ee reece or enter ee ere E E ee ee 57 PR CUO Pa UI ae a E A E E 70 Action Items Review amp Extension Requests cccsseccsseccsseccseeceesecceucececceueecsnseseneceusessucenaeceeeeseneetsaeesens 71 e a e mie ay ar2 909 eea nee nee ee een eee 77 Creatine on CIC RETO aaria ET RENE EENE EE 83 Cae T EEC ee ee E E A A 90 PAU PCE EEEE E EN E E AE E E AE EEEE E EA 105 Reliance Certification Body User Manual Copyr
37. Y Advanced Robin Goode America New York About Reliance Loc Main Views Links ser Information My Applications Robin Goode RGoode 62895 a Logged on since Sep 9 2012 7 22 24 PM Logout ey aa and ey Companies My Assignments 2 Companies JEN Audits Training NOTE There are two ways to access the same information in the Reliance system Each folder that you have in your My Assignments area corresponds to an application that is given in the My Applications area Although you are provide with a direct link to the audit or item you wish to open in My Assignments the advantage of using the My Application area is the various views which help you to search for information 2 The My Applications area provides you with a view of all the applications you have access to as a Certification Body contact Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 6 of 107 MY APPLICATIONS Registration and Invoicing the registration or re registration of a supplier is completed within this application Additionally any invoices for any companies which you have registered or re registered within the Reliance system can be retrieved in this application Only single site companies view the Companies Application section for more details can be registered in this application All multi sites and seasonal sites should be registered by SQFI
38. added and selecting OK Contact Display Name Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 15 of 107 1 Type in name Columns Search Advanced Reset View Stephanie Davis Sen Coa odve Veall ID User Name isplay Name First Name Last Name Job Position Cell Phone Office Phone 62 904 SDavis Siephanie Davis Stephanie Davis Certification Manager 2 Select Magnifying Glass icon to pull up contact record 3 Select radio button to left of contact name Cancel 1 document found 5 Select OK E K Came Email sdavis abc com 4 Select Add Rutton i Stephanie Davis 6 After linking the user record to the company all of the appropriate details will auto populate within the contact sub form As a Primary Contact you now have the ability to either designate this new contact as a Primary Contact a Billing Contact both or neither Selecting neither would make this contact a Secondary Contact If you are unsure as to what a Secondary Contact is or any Contact type refer to the Company Contacts amp User Profiles Contact Display Name Lookup Primary Contact Stephanie Davis E First Name Middle Initial Stephanie User Name Job Position Phone SDavis Certification Manager Link to User Profile User Profile Stephanie Davis Sep 10 2012 Add Record Last Name Davis xX More Billing Contac
39. anges must be made by SQFI Contact SQFI directly at reliance sqfi com to make this change Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 20 of 107 6 Click Save amp Close to save any changes made on the company profile Save amp Chose Cancel A New User Training Application amp Professional Profiles EXAMPLE SQFI RELIANCE USERS Steven Double SQF Auditor FSC 10 11 12 13 14 15 16 17 18 19 20 21 22 35 Addendums McDonalds Ethical Sourcing Kris Eagle SQF Auditor FSC 13 18 Addendums McDonalds Ethical Sourcing Sperry Kline Technical Expert FSC 17 1 Within your portal select Training from My Applications A new tab will open for you similar to that of a web browser The Training application is where all SQF Professional profiles are heldd A list of all auditors and technical experts associated with your certification body can be viewed in this area My Applications i Registration an P Cinisi Invoicing cama e Training Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 21 of 107 eh rounco rone ie 1 Professional Active columns Search Advanced Reset Vew a Double Steve 000355 Auditor Jul 26 2013 Double Auditing Services a Eagle Kris 000356 Auditor Feb 9 2013 ACB Incorporated a Kline Sperry 000357 Technical Expert
40. anual Copyright Food Marketing Institute 2012 All Rights Reserved Page 48 of 107 NOTE It is highly recommended you do not Save the audit right away You are only able to edit checklists when the audit has not been saved Make sure that all checklists are correct before saving the audit Checklists Re certification Facility Audit Module 2 Level 2 Re certification Facility Audit hamedoole AA a NOTE Within an audit you will be unable to edit the Supplier audit level or Lead Auditor If changes need to be made a new audit plan will need to be created Additionally the audit that was created from the audit plan will need to be routed to the Voided phase 5 To add any secondary auditors simply type or select on the people search icon on the right hand side of the secondary auditors field to which you can search for additional auditors or technical experts and add them as a secondary auditor Secondary Auditors 1 Search for the auditor or technical expert Sperry Kline Search View 4 Columns Search Advanced Reset View Name Company Name FSCs 2 Select the Magnifying Glass icon to pull up the contact record 4 Select the Canning Pasteurizing UR Aseptic Operations 16 Ice Drink Beverage Processing 7 Add Button 17 Confectionary Manufacturing 18 Preserved Food Manufacturing 19 Food Ingredient Manufacture 20 Recipe Meals Manufacture 21 Oils Fats
41. any logo has been updated please let SQFI know as early as possible at reliance sqfi com Note that to have this information changed on your certificate template will require rounds of administrator testing and reimporting within Reliance This process can take up to a week Please do not expect SQFI to have a certificate template edited and uploaded into Reliance in one day You will have to have this information edited manually in the case of an urgent situation Your company address is located in the header footer of the Microsoft Word certificate template and can be edited there Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 99 of 107 IMPORTANT Your Quality Shield must meet the requirements specified in the SQF Quality Shield and Logo Rules of Use This document is located under the Documents tab of the SQFI website 16 Once you have completed making the necessary edits to your certificate template you can either save the template to a safe place on your computer for further editing or you can convert the Microsoft Word template to a PDF document You will be uploading the PDF document into Reliance to have sent to your Supplier 17 Once you have converted the Microsoft Word template into a PDF document you can have it uploaded by selecting the Upload button under Certificate in Reliance where you originally selected the certificate template Certificat
42. available in language understood by all staff and displayed in a prominent position and effectively communicated to all staff Mandatory clauses cannot be marked as N A To mark an item as N A within the checklist select on the search icon in the right corner of The following Items are not applicable in this Audit field You will be able to select as many non mandatory items as you please The following Items are not applicable in this Audit Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 52 of 107 3 To mark an item as N A simply select the check box next to the desired item then add it to the right and select OK L lo Vpoenmeauuit aimut uuu yanuatc a viveuer tai runny strays PSyuUuncrrciits Hime 1y uic E Development 2 3 establishment of use by or best before dates microbiological 2 3 1 5 Specification and Product Development 2 3 criteria consumer preparation storage and handling requirements A food safety plan shall be validated and verified for each new product 2 3 1 4 Specification and Product and its associated process through conversion to commercial Development 2 production and distribution or where a change to ingredients process or packaging occurs that may impact food safety yaw and packaging materials including but not additives hazardous chemicals and processing Jnished product safety shall be documente
43. cDonalds Ethical Sourcing SQF Auditor FSC 13 18 Addendums McDonalds Ethical Sourcing Technical Expert FSC 17 EXAMPLE SQFI RELIANCE COMPANIES Certification Body Company Profile Supplier Company Profile 1 Throughout the audit process a temporary audit report can be created from the Audit Info tab of the audit This audit report can only be created per checklist This report can be accessed by any certification body contact auditors linked to the audit and supplier company contacts Of all users examples provided Steven Double would be the only user unable to access the audit report for Tucan Peanuts since he was not associated with or assigned to the audit To review the full audit click on the Audit Info tab of the audit Scroll down to the bottom of the audit form to the Checklist section Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM raf Jef Nonconformities Approval Corrective Action Closed with Voided Completed Plan and Review Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 84 of 107 Checklists Re certification Facility Audit Module 2 Level 2 01966 Result 49 Compliant 3 Minor 58 N A Re certification Facility Audit Module 11 2 01967 Result 160 N A Select the first checklist Re certification Facility Audit Module 2 Level 2 0196 Result 49 Compliant 3 Minor 58 N A Re certification Facility Audit M
44. cated to all staff Secondary Response m Policy statement not signed by senior manager m Policy Statement not made available in language understood by all staff Guidance The Policy Statement must be displayed in a prominent position so all employees and Visitors are aware of the Policies Further if your labor forces include employees who do not understand the native language of your country you must post the Policy Statement in all additional languages which ensure that every employee and Visitor may understand the food safety and quality goals of the Supplier and any role they play in achieving these goals Primary Response Minor Evidence The policy statement was not communicated efficiently to all staff Previous Evidence Supplier Correction Attachments t First Item Previous Item Done Next Item Last Item Spell check can also be made within the Item form Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 64 of 107 fa Reliance Home lt j Audits x J Audits 01001 x Select Done to save all changes that were made To see the changes you made to any nonconformance in the Nonconformities tab select Reload Nonconformities either at the top or bottom of the audit form fal Reliance Home lt j Audits x a Reload Noncontormities 1p gt eee Reload Noncontormities Save Save amp Close Cancel The
45. cation Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 79 of 107 6 To review the full audit to review click on the Audit Info tab Scroll down to the bottom of the audit form to the Checklist section Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM Draft Perform Nonconformities Approval Corrective Action Closed with Voided Completed Audit Review Plan and Review Extensions T Noncontformities Audit Info Access Control All Tabs Checklists Re certification Facility Audit Module 2 Level 2 01966 Result 49 Compliant 3 Minor 58 N A Re certification Facility Audit Module 11 2 01967 Result 160 N A 7 Select the first checklist Checklists Re certification Facility Audit Module 2 Level 2 01966 Result 49 Compliant 3 Minor 55 N A Re certification Facility Audit Module 11 2 01967 Result 160 N A This will open a new tab with the audit checklist Click Show All Pages to view the full audit checklist The review of the audit can be made online via this view the de plementation review and maintenance of the SQF System including food safety fundamentals outlined in 2 4 2 and the food safety plan outlined in 2 4 3 to take appropriate action to ensure the integrity of the SQF System communicate to relevant personnel all information essential to ensure the effective implementation and maintenance
46. cation Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 39 of 107 Scheduled Audits xo More Audit Profile Lead Auditor keeg E End Date and Time Sep 25 2012 4 00 00 PM EDT Start Date and Time sep 24 2012 8 00 00 AM EDT 0400 Re certification Facility Audit x Module 2 Level 2 Re certification Facility Audit Kaeediolen mar _ Current Audit Add Record 14 Select Save at the bottom of your screen or in the Reliance toolbar at the top of your screen OR fal Reliance Home TA Audits x a i 15 At this point you can route the audit plan from the Draft phase to the Approval phase To complete this locate the phase tracker within the Audit Plan then select Approval as demonstrated below Reference the Audit Plans and Audits section of this manual for information on the different Audit Plan phases Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 40 of 107 16 Once having selected Approval you will notice a pop up system feature titled a Phase Dialogue box This box is a feature in which you are able to notify other Reliance users any time you phase any audit plan audit action item or certificate forward AUDIT PLAN PHASE DIALOGUE BOX Send To this field documents which phase you are routing the phase tracker to Within an audit
47. ch company contact will receive an automated email notification when entering this phase It is only during this phase that the company can be re registered Expired a company will enter the Expired phase on the date of their registration expiration It is important that the company re register prior to this date If the company enters the Expiration phase their current SQF certificate can be suspended due to registration expiration 5 Asa Certification Body contact there are certain fields which you can edit since it links directly to the audit that will be performed and the certificate you will issue Below is a breakdown of the direct links and fields which are editable to you as a certification body contact Company Name as will be shown on the certificate that will be issued via the system Phone Number will be visible on the SQFI website via the certified Suppliers public search Company Website will be visible on the SQFI website via the certified Suppliers public search Company Description will be visible on the SQFI website via the certified Suppliers public search Food Sector Categories pulled during the audit plan to verify the lead auditor has the applicable FSCs to conduct the audit Company Contacts Primary Contacts will be pulled and assigned to the audit once it is routed to Nonconformities Review by the auditor NOTE Each of the above fields will be reviewed and edited as necessary prior to
48. created the audit plan can route it forward to Approval or back to Draft phase Voided anyone who is assigned the audit plan can route the audit plan to Void but a reason must be provided The audit plan will be removed from all audit views if voided Warning Once voided only SQFI can reinstate the audit plan Approved no changes can be made to the audit plan and the audit plan has moved to the Approved audits view AUDIT PHASES Draft in the phase the certification body administrator has the ability to change the modules before it is saved start and end date and time of the audit and any secondary auditors or technical experts Only the individual who created the audit can route it forward to Perform Audit Perform Audit in this phase the team of auditors anyone listed in the Lead Auditor and Secondary Auditors fields have the ability to perform the audit online or by using the EtQ offline audit tool Spell check and attachments to the audit can be made during this time in the online system Anyone from the audit team can route the audit forward to Nonconformities Review or back to Draft Nonconformities Review in this phase only the lead auditor has the ability to review and edit the audit online Spell check and attachments to the audit can be made during this time The lead auditor can only route the audit forward to Approval Approval in this phase the
49. d contact SQFI at reliance sqfi com with the correct audit number and screenshot of the incorrect address Certificate Details Certificate Number 637333 Supplier Tucan Peanuts Address 1 11 Chatman Avenue Address 2 Suite 600 City State Province Postal Code Country Cleveland Ohio 44101 UNITED STATES Scope of Certification Date of Issue Expiration sep 15 2012 sep 15 2013 End Date of Audit Date of Next Audit Sep 25 2012 Sep 25 2013 Certificate Hn oa Mail Activity Send Mail Save amp Close ence 10 To select products click on the Lookup field provided Product Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 96 of 107 A new window will appear with all products based on the Food Sector Categories of the supplier company Select the products for the certificate 1 Find and select products 13 Bakery and Snack Food Processing snack mix 13 Bakery and Snack Food Processing bagels 17 Confectionary Manufacturing peanut candies ng biscuit mix ng biscuits Lie ai Fie 2 Click Add button ng breadsticks 13 Bakery and Snack Food Processi 13 Bakery and Snack Food Processi 13 Bakery and Snack Food Process 13 Bakery and Snack Food Processi 13 Bakery and Snack Food Processi 13 Bakery and Snack Food Process 13 Bakery and Snack Food Processi 13 Bakery and Snack Food Processing cake mix 13
50. d and 2 3 2 2 Raw and Packaging Materials 2 All raw and packaging materials and ingredients shall comply with the 3 relevant legislation The methods and responsibility for developing and approving detailed aa eee ne raw material ingredient and packaging specifications shall be documented Raw and packaging materials and ingredients shall be validated to ensure product safety is not compromised and the material is fit for its 2 3 2 4 Raw and Packaging Materials 2 intended purpose Validation of raw materials and ingredients shall include certificate of conformance or certificate of analysis or sampling and testing Validation of packaging materials shall include certification that all eee ee eee 4 Once selecting OK the items you selected as not applicable will automatically be marked by the system Click Refresh to view the changes fa Reliance Home Audits x g Audit Plan 01033 x J Audits 01001 x You will also notice that there is an option to create new ad hoc questions These questions are not scored and could be used for informational or training purposes Note that although not scored they will appear in the report that is created by the Reliance system Add New Item Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 53 of 107 5 To save and close out of this checklist simply select Save and Close Save amp Clo
51. dded to the right window by clicking on the Add button as shown below When you are happy with your selected checklist s select OK Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 37 of 107 1 Select the checklist Re certification Facility Audit Module 2 Level 2 Re certification Facility Audit Module 2 Level 2 Re certification Facility Audit Module 11 2 Additional Questions 2 Re certification Faciitv Audit Module 10 2 Re certification Facility Audit Module 11 2 Re cenmcation Facility Audit Module 14 2 Re certification Facility Audit Module 13 2 Re certification Facility Audit Module 5 2 Re certification Facility Audit Module 6 2 Re certification Facility Audit Module 7 2 Re certification Facility Audit Module 6 2 Re certification Facility Audit Module 9 2 3 Click OK OK Cancel Once selecting OK you will be brought back to your audit plan to which you will now notice your selected checklist s listed Checklists Re certification Facility Audit E Module 2 Level 2 Re certification Facility Audit Module 11 2 You may also remove an unwanted checklist within the Draft phase by simply scrolling over the unwanted checklist and selecting the x that appears to the right as shown below Checklists Re certification Facility Audit Re certification Facility Audit Module 11 2
52. de on Sep 14 2012 9 41 26 PM h A Draft Approval Voided Audit Plan Info Revision History All Tabs Last Comment Comments Add View History Robin Goode Sep 15 2012 12 22 14 AM Draft Plan Information Number Plan Type 01033 Re certification Multi site C Yes No Supplier Tucan Peanuts Applicable Food Sector Categories 13 Bakery and Snack Food Processing 1 7 Confectionary Manufacturing Title 2012 Re certification Audit Tucan Peanuts Scheduled Audits Audit Profile Lead Auditor Recertification Facility Audit Level 2 Kris Eagle NOTE The Lead Auditor will not be able to be edited after the audit plan has been approved Ensure that this information is in fact correct before approving the audit plan 24 A Phase Dialogue box will appear for you If ready to approve the audit plan select OK Phase Dialog Please select the next phase Send To pamare To notify a contact follow step 17 Notify Comment Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 45 of 107 25 Once selecting OK you will be brought back out into the Audits application The audit plan has now moved from My Open Audit Plan to Approved under Audit Plans as demonstrated below fat Reliance Home Audits Search Application s Advanced Robin Goode America New York Close Help owe 2 Audit Plans 3 Approved i
53. ded Registration Expired Withdrawn Audit Plans and Audits RELIANCE AUDIT TERMINOLOGY Audit Plan holds all of your basic audit information what is the audit type What is the audit level What checklists are associated with this audit When is the audit taking place Audit holds your specific audit You will be able to export and import audit data via the Offline Audit Tool review your nonconformities and enter your corrective actions within this area Action Items these are the nonconformances which are sent to the supplier when the audit is routed to Corrective Actions Plan and Review Action Items are assigned to the Primary Contacts of a Supplier company The supplier s corrective actions are entered into the Action Items Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 26 of 107 AUDIT PLAN PHASES Draft in the phase the certification body administrator has the ability to identify the audit type level lead auditor and select the applicable modules and addendums that will need to be performed during the audit Only the individual who created the audit plan can route it forward to Approval Approval in the phase the certification body administrator has the ability to review the information entered during the Draft phase If changes need to be made then the audit plan can be routed back to Draft Only the individual who
54. dit ch Add Record Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 34 of 107 A new window will open with a list of all auditors that are associated with your certification body and have at least one matching Food Sector Category with the company being audited Select the Lead Auditor who will be conducting the audit Search View Columns Search Advanced Reset View Kris Eagle ACB Incorporated and Snack Food Processing 18 Preserved Food Manufacturing keagle gmail ci E Steve Double EH Documents 1 to 2 of 2 Once choosing your Auditor select the Add button then OK You will then be brought back to your audit plan 11 You should now notice your Auditor listed within the Lead Auditor field You will next select the Checklists for the audit Like that of the Audit Profile and Lead Auditor fields select the search icon to the right of the Checklists field Scheduled Audits Audit Profile Lead Auditor Checklists Start Date and Time End Date and Time Re certification Facility Audit Module 2 Level 2 Current Audit Add Record Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 35 of 107 A new window will open to which you can select the appropriate checklists for your audit The checklists you will utili
55. dit Report 00021 Created by Robin Goode on Sep 15 2012 9 40 41 PM Basic Access Control All Tabs Last Comment Comments Add View History Number Document Links 00021 2012 Re certification Audit Tucan Peanuts 01033 rev 1 Approved Company Information Company ID 637333 Company Name Tucan Peanuts Address 1 11 Chatman Avenue Address 7 Suite 500 City State Province Postal Code Country Cleveland Ohio 44101 UNITED STATES Certification Body Information CB Name ACB Incorporated Country UNITED STATES Phone 696 201 2031 Click Save to save the report Gq m 4 Audits Audit Plan 01033 x sae Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 88 of 107 A box will appear requesting the print options Select Current Tab and click OK i E rary L i Upto nc All Tabs E Hide Comment History E Hide Phase Tracking A verification message will appear Click OK Audit Report 00024 Created by Robin Goode on Sep 15 2012 i444 PM 2042 Ae certtication Aude Tucan peanas 01033 jrw 1 Agprowed Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 89 of 107 NOTE The user information of the individual who creates the audit report will appear on the bottom of the audit report Within
56. dit views if voided Warning Once voided only SQFI can reinstate the audit Completed no changes can be made to the audit and the audit has moved to the Closed by Supplier audits view Creating an Audit Plan EXAMPLE SQFI RELIANCE USERS Robin Goode ACB Certification Body Account Administrator Luke Crystal ACB Certification Body Technical Reviewer Steven Double SQF Auditor FSC 10 11 12 13 14 15 16 17 18 19 20 21 22 35 Addendums McDonalds Ethical Sourcing Kris Eagle SQF Auditor FSC 13 18 Addendums McDonalds Ethical Sourcing Sperry Kline Technical Expert FSC 17 EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile Casual Cupcakes Inc Supplier Company Profile 1 Before beginning an audit plan it is absolutely crucial that you review the Supplier company profile that will be audited Reference the Supplier Company Profiles section of this manual particularly page 19 to ensure each and every correct Supplier field is reviewed in advance of audit plan setup 2 Within your portal select Audits from My Applications A new tab will open for you similar to that of a web browser You will be able to navigate back and forth between tabs freely when working within the system Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 28 of 107 Registration and Invoicing
57. e Certificate 00007 docx uxi a C0 EE oo Organize New folder Ww Favorites E Desktop mi Downloads Recent Places Libraries E3 Documents a Music E Pictures E Videos ee Certificate 00007 mami a Adobe Acrobat Document Filename Certificate 00007 All Files i Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 100 of 107 19 Once selecting Open you will notice that the PDF certificate has uploaded into Reliance You may remove the Microsoft Word certificate template by scrolling over the document and selecting the red X Select OK when prompted Certificate fF Certificate 00007 docx JA Certificate 00007 pdf Certificate F Certificate 00007 docx ux p Certificate 00007 pdf Es 20 With the PDF certificate now within Reliance select Save if you wish to certify the company at this time otherwise select Save and Close If you select Save and Close then the certificate form will remain in draft form Clicking Save allows you to continue with the certification steps 21 If Save was selected then from the certificate phase tracker move the certificate to Certified Certificate 00019 Created by Robin Goode on Sep 15 2012 10 33 25 PM 3 New Create Certificate File E y Certified Sus pended Withdrawn Suspended Registratio
58. e 2012 All Rights Reserved Page 62 of 107 E Hide Comment History E Hide Phase Tracking A verification message will appear Click OK File Edit View Window Help Tools i Comment i Share Re certiication Facility Audit Module 2 Level 2 01966 Re certification Facility Audit Module 2 Level 2 01966 Created by Robin Goode on Sep 15 2012 1 44 19 AM 8 If during this phase any further edits need to be made by the technical reviewer to the nonconformities before routing to corrective action review you can have them made under the Nonconformities tab and by clicking into the Clause Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 63 of 107 e Nonconformities Item Information Clause 2 1 1 2 Management Policy 2 3 M Item The policy statement shall be signed by senior management made available in language understood by all staff and displayed in a prominent position and effectively communicated to all staff Secondary Response m Policy statement not signed by senior manager m Policy Statement not made available in language understood by all staff The Primary Response Evidence and Supplier Correction fields are now made editable Item Information ltem The policy statement shall be signed by senior management made available in language understood by all staff and displayed in a prominent position and effectively communi
59. ease Save Re certification 2 Multi site Yes Supplier Tucan P S Faa Type in name then select me Plan Information Number Plan Type Please Save Re certification Multi site Yes No Supplier Title Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 31 of 107 1 Tvpe in name Tucan Columns Search Advanced Reset View Company Name O cape geod 2 Select Magnifying Glass icon to Casual Cupcakes Inc ng Std pull up contact record 4 Select Add 3 Select radio button to left of Button new contact er Tucan Peanuts Documents 1 to 2 of 2 5 Select OK OK Cancel 7 After selecting your desired company you will notice that the Applicable Food Sector Categories for that company automatically populate underneath the Supplier field NOTE If the incorrect Food Sector Categories are appearing for the company that you have selected you will be unable to edit those Food Sector Categories within the Audit Plan Draft area Essentially this means that the incorrect Food Sector Categories exist for that company within the Company Profile since the information is managed within the Company Profile A Primary Contact has the ability to edit Food Sector Categories within a Company Profile refer to the Supplier Company Profile section of this manual Once the Applicable Food Sector Catego
60. ed 2 Audit Plans 3 Action Items 4 Certificates 3 Select the desired audit You will notice that the phase tracker is now in the Approval phase tat Reliance Home Search Application Se Audits 1 Audits 1 My Open Audits 3 1 My Open Audits 2 Open by Supplier j x ances Search View Columns Search Advanced Reset View retest eit aoa Audit Nu Start Date 2 Audit Plans i 3 Action Items J 01001 Sep 21 2012 4 Certificates Sep 24 2012 Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM TO a a a T Draft Perform Nonconformities Approval Corrective Action Closed with Voided Completed Audit Review Plan and Review Extensions Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 59 of 107 4 Beneath the phase tracker within the audit form you will be able to view all nonconformities found during the audit You will also notice the expected completion date for action items per each nonconformance and that each nonconformance has been assigned to the primary contacts of the audited company In this scenario the nonconformances have been assigned to Amelia Smart the Supplier Primary Contact NOTE The Supplier Primary Contact listed for the facility prior to audit plan creation will be the contact associated with each action item If this individual needs to be changed after an audit plan ha
61. ew Extensions Audit Info Please select the next phase and the due date Send To Corrective Action Plan and Review Due Date Oct 26 2012 Assign To Robin Goode Luke Crystal Stephanie Davis Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 69 of 107 Select OK Once selecting OK you will be brought back out to the Audits application tat Reliance Home Search Application 4 wo Advanced Luke Crystal America N Sek Audits 1 Audits 1 My Open Audits My Open Audits C New Document A Refresh Copy Links X Export to Excel Print View More 2 Open by Supplier Skee ee a Search View 4 Columns Search Advanced Reset View 4 My Calendar a en Seia Audit Number Due Date Type Phase Start Date 2 Audit Plans 3 Action Items x 01001 Oct 26 2012 Audits Corrective Action Plan and Review Sep 24 2012 4 Certificates Routing the audit triggers the creation of Action Items to the Primary Contacts of the Supplier Company These Action Items are now visible in the Action Items Open By Phase view fat Reliance Home Search Application 4 Advanced Luke Crystal America New York Clog G Audits 3 Action Items 2 Open by Phase 1 My Open Audits 1 2 Open by Supplier t 3 0 Assigned oe Search View Columns Search Advanced Reset View 1 4 My Calendar Lm noes Uy
62. f 107 5 You can review all nonconformances in the Nonconformities tab Nonconformities ltem Information Clause 2 1 1 2 Management Policy 2 3 M ltem The policy statement shall be signed by senior management made available in language understood by all staff and displayed in a prominent position and effectively communicated to all staff Secondary Response m Policy statement not signed by senior manager m Policy Statement not made available in language understood by all staff Guidance The Policy Statement must be displayed in a prominent position so all employees and Visitors are aware of the Policies Further if your labor forces include employees who do not understand the native language of your country you must post the Policy Statement in all additional languages which ensy that every employee and Visitor may understand the food safety and quality goals of the Supplier and any role they play in achieving these go Result Minor Evidence The policy statement was not communicated efficiently to all staff 6 To review the full audit click on the Audit Info tab This view is similar to that which was provided in the Draft phase Scroll down to the bottom of the audit form to the Checklist section Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM Draft Perform Noncontormities Approval Corrective Action Closed with Voided Completed Audit Review Plan and Review Extensions Checklists
63. f 107 NOTE Marking a clause as N A does not mean that the clause will be removed from the audit it simply marks the clause as N A for the audit team The audit team can always deselect the clause especially if while onsite they find that the clause is applicable 2 This will open a new tab to which you will be able to view each checklist item You will then be able to mark certain items as N A should an item not be applicable to the company being audited fat Reliance Home J v Audit Plan 01033 vf Audits 01001 zi Re certification Facility Audi H Sae A Refresh f Print 8 SpellCheck More Cancel Re certification Facility Audit Module 2 Level 2 01966 Created by Robin Goode on Sep 15 2012 1 44 19 AM em o Draft Assigned ete Last Comment Comments Add View History Robin Goode Sep 15 2012 1 44 19 AM Draft Checklist Type Re certification Facility Audit Module 2 Level 2 Checklist Number Document Links 01966 Audits 01001 Draft due Sep 22 2012 NOTE If an item is mandatory the Mandatory checkbox is checked per the SQF Code Ed 7 then you will be unable to mark the item as not applicable Only items that are not mandatory may be marked as N A in the audit by the certification body contact Clauses that are mandatory can be marked as N A by the auditor while onsite 2 1 1 2 Management The policy statement shall be signed by senior Result Policy 2 3 M management made
64. gging into Reliance for the first time New users will be prompted to change their password and select their time zone for security purposes The password rules will be listed for you as shown below Change Password Password Rules Please change your password Minimum password length is 1 Old Password Must contain at least 1 digit s Must contain at least 1 letter s including At least 1 lower case letter s New Password t least upper case letter s Must contain at least 1 letter s including At least 1 lower case letters Confirm Password t least upper case letter s Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 4 of 107 Enter in your time zone by either using the dropdown menu or writing it into the field provided as shown below The time zone you select should be based on your work office location Please select your time zone Select your Time Zone po Please select your time zone Select your Time Zone GMT 6 00 Eastern Standard Time America Rankin Inlet GMT 5 00 Eastern Standard Time America Cayman GMT 5 00 Eastern Standard Time America Detroit GMT 5 00 Eastern Standard Time America Fort Wayne GMT 5 00 Eastern Standard Time America Grand Turk GMT 5 00 Eastern Standard Time America Indiana Indianapalis GMT 5 00 Eastern Standard Time America Indiana Knox GMT 5 00 Eastern Standard Time America India
65. ghts Reserved Completing an Audit EXAMPLE SQFI RELIANCE USERS Stephanie Davis ACB Certification Body Certification Manager EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile 1 Once all action items have been reviewed and completed and any extension addressed the audit process can continue Since Stephanie Davis the Certification Manager is listed as a Primary Contact she has access to review the audit during the Corrective Actions Plan amp Review phase within the Reliance system An email was sent by the Lead Auditor outside the Reliance system informing the Certification Manager that the audit was ready for a certification decision 2 Within your portal select Audits from My Applications A new tab will open for you similar to that of a web browser You will be able to navigate back and forth between tabs freely when working within the system My Applications Registration and EE a Invoicing ae d Audits Training Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 77 of 107 Once within the Audits application you will want to select My Open Audits from the left navigation bar A list of all audits that are assigned to you will appear in the right window fat Reliance Home Ee Search Application 7 bdits 1 My Open Audits 4 My Calendar Search View
66. gn To Notify Comment Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 82 of 107 A Phase Dialog box will appear Select OK 9 Once a decision has been made and all action items have been closed and the audit is complete route the audit to Completed Created by Robin Goode on Sep 15 2012 1 27 34 AM Audits 01001 Draft Perform e5 Approval Corrective Action Closed with Voided Completed Audit Review Plan and Review Extensions F Nonconformities i Phase Dialog Please select the next phase Send To Completed Notify a Comment A Phase Dialog box will appear Select OK 10 A communication should be sent to the certification body administrator with the certification decision outside of the Reliance system Creating an Audit Report EXAMPLE SQFI RELIANCE USERS Robin Goode ACB Certification Body Account Administrator Page 83 of 107 Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Luke Crystal Stephanie Davis Amelia Smart Arty Young Steven Double Kris Eagle Sperry Kline ACB Tucan Peanuts ACB Certification Body Technical Reviewer ACB Certification Body Certification Manager Tucan Peanuts Supplier Primary Contact Tucan Peanuts Supplier Secondary Contact SQF Auditor FSC 10 11 12 13 14 15 16 17 18 19 20 21 22 35 Addendums M
67. having an audit plan created for a Supplier to ensure the most current and correct data is pulled and referenced throughout an audit conducted in Reliance Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 19 of 107 All Tabs Last Comment Megan Berlepsch Aug 21 2012 5 10 04 PM Registered Company Information Company Number 637333 Company Name Tucan Peanuts Site Type Central Site Sub Site Seasonal gt Single Site Address 1 11 Chatman Avenue Country UNITED STATES Phone Number 301 498 0000 Company Website P Company Description Applicable Food Sector Categories 13 Bakery and Snack Food Processing 17 Confectionary Manufacturing Certification Body ACB Incorporated Comments Add View History Company Type Supplier Address Suite 600 State Province yo Postal Code Ohio 7 44101 Fax Number Registration Status Registration Expiration Date Registered Aug 21 2013 NOTE Similar to your company profile you can add and delete contacts in the Supplier Company Profile Follow the same steps provided in the Company Contacts and User Profiles section NOTE As a certification body contact you cannot make changes to the Buyers that are listed on the Supplier Company Profile This is a contractual agreement that must occur between the Supplier and SQFI to release their audit report NOTE All address ch
68. ificate link provided Certificate Setup 00020 Created by Robin Goode on Sep 15 2012 10 23 44 PM M Setup Create Certificate Documents Control All Tabs Last Comment Comments Add View Robin Goode Sep 15 2012 10 33 25 PM Setup Number Document Links 2012 Re certification Audit Tucan Peanuts 01033 rev 1 Approved 00020 Audit Plan Information Number Plan Type Title 01033 Re certification 2012 Re certiication Audit Tucan Peanuts Site Details Site Score Rating Tucan Peanuts g7 E Excellent Link to Certificate Certificate Create Certificate File Audits 00019 rev 0 Save amp Close 9 Anew tab will appear with the Certificate form fat Reliance Home lt Q Audits yf Audit Plan 01033 Certificate Setup 00020 E Certificate 00019 H Sae A Refresh j Print 8 SpellCheck More Cancel Certificate 00019 Created by Robin Goode on Sep 15 2012 10 33 25 PM TD i TS OD PS PE memes New Create Certificate File Certified Suspended Withdrawn Suspended Registration Expired Expired yntrol All Tabs Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 95 of 107 Within the Certificate Details products can now be selected NOTE The address cannot be changed at this point As laid out in page20 the address must have been verified prior to the audit plan being created If the address needs to be change
69. ight Food Marketing Institute 2012 All Rights Reserved Page 2 of 107 Overview The Safe Quality Food SQF Institute launched the SQF Reliance Assessment Database on July 2 2012 Similar to Quickfire Office previous SQF assessment database Reliance provides licensed Certification Bodies the opportunity to conduct the complete SQF audit s within the database system The instructions in this user manual will provide Certification Bodies information on how to maintain their company profile review auditor and customer profiles create an audit review corrective actions and certify a supplier In addition to this manual Certification Bodies should review the SQF Supplier user guides provided on the SQF website www saqfi com under the Suppliers tab then Assessment Database In the event that a supplier experiences issues with completing any task within Reliance a Certification Body should direct that customer to the SQF Supplier user guides which are always made available on the SQF website via the Suppliers tab then Assessment Database NOTE This manual was created using the web browser Internet Explorer 9 on a Windows 7 PC Within Reliance it is important that you utilize Reliance features It is suggested that you do not use your web browser back forward or refresh buttons when within the system To refresh a page within Reliance at any time select Refresh within the Reliance toolbar This toolbar w
70. ill be made accessible to you when within an application at any time as the toolbar moves up and down your screen as you scroll up and down a form To navigate back and forth simply utilize the tabs as you would in a web browser Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 3 of 107 Logging into Reliance 1 For existing users log into Reliance via the SQF website www safi com under the Certification Bodies tab under Resources or by clicking the link below SQF Reliance Assessment Database http saf etq com production reliance After opening the Reliance login page via the SQF website simply type in your username and password into the correct fields as demonstrated below CONFIDENTIAL AND PROPRIETARY TO ETQ MANAGEMENT CONSULTANTS INC Et This software and documentation may be used solehy pursuant to the terns and conditions of a written license agreement with Et Unauthonmed use is Stricthy prohibited lf provided to for or on behalf of the United States of Ametica its agencies and or instrumentalites software and documentation are licensed with RESTRICTED RIGHTS under the applicable contract subcontract or bower tier subcontract and applicable law and regulation Unpublished rights reserved under the copyright laws of the United States of America Copyright 2011 EtQ All rights reserved The information below is for users that are lo
71. ion Facility Audit Module 2 Level 2 Additional Questions 2 Additional Questions 2 Re certification Facility Audit Module 10 2 Re certification Facility Audit Module 10 2 Re certification Facility Audit Module 11 2 Re certification Facility Audit Module 11 2 Re certification Facility Audit Module 12 2 Re certification Facility Audit Module 12 2 Re certification Facility Audit Module 13 2 Re certification Facility Audit Module 13 2 Re certification Facility Audit Module 5 2 Re certification Facility Audit Module 5 2 Re certification Facility Audit Module 6 2 Re certification Facility Audit Module 6 2 Re certification Facility Audit Module 7 2 Re certification Facility Audit Module 7 2 Re certification Facility Audit Module 8 2 Re certification Facility Audit Module 8 2 Re certification Facility Audit Module 9 2 Re certification Facility Audit Module 9 2 Clicking One Holding Down Shift Key ity Audit Module Level lity Audit Module 10 2 Re certification Facility Audit Module 11 2 Re certification Facility Audit Module 12 2 Re certification Facility Audit Module 13 2 Re certification Facility Audit Module 5 2 Re certification Facility Audit Module 6 2 Re cerntification Facility Audit Module 7 2 Re certification Facility Audit Module 6 2 Re certification Facility Audit Module 9 2 Holding Down Control Key Once your selections have been made you can have your selected checklist s a
72. ive Actions Plan and Review and Closed with Extensions or Completed phase Perform Audit should have pre populated for you within this field You will not need to alter this field Due Date this field designates a date for when the approval will need to be reviewed The system will automatically designate this date however you also have the opportunity to select a review date This field must have a date entered as it is a required field denoted with a red asterisk Assign To this field designates which individuals will be notified by email of your phase tracker routing This field is not editable as it will automatically be designated to the audit team to perform the audit Notify this field allows you to notify other individuals via email that you are routing the audit phase tracker forward to the Perform Audit phase You have the opportunity to add other company contacts within this field You do not have to notify other individuals when routing the audit forward This is an optional feature Comment this field is for additional comments These comments will list for those individuals being notified that the audit is moving to the Perform Audit phase Phase Dialog Please select the next phase and the due date send To Perform Audit Due Date Sep 25 2012 Assign To Sperry Kline Kris Eagle Notify Comment Reliance Certification Body User Manual Copyright O Food Marketing I
73. l section will be visible in the Action Item form Since Luke Crystal was not assigned the nonconformance all the information is provided in read only format Action Taken Supplier Completion Date Noy 1 2012 Action Taken Action plan is in place until resources can be allocated Attachment s Extension Information Your Estimated Completion Date is greater than the Expected Completion Date which requires an Extension If you wish to proceed please mark the checkbox below and provide a reason Otherwise update the Estimated Completion Date Reason for Extension Extension request has been made by upper management to provide adequate time to find more personnel Extension Decision f Wes No Reason for Extension Decision Any approvals or requests for more information will need to be communicated to the certification body administrator or Lead Auditor outside of the Reliance system NOTE The Lead Auditor and the certification body administrator will have access to approve or reject extension requests It is recommended that the approval information provided by the technical reviewer be recorded in the Technical Review Comments field 6 If an extension request is granted then the Lead Auditor or certification body administrator can route the audit back to Perform Action to the supplier so that it can to be completed by the newly approved due date Reliance Certification Body User Manual Copyright O Food Marketing Ins
74. lans 3 Action Items 1 My Open Search View Site Tucan Peanuts 3 Completed 4 Certificates 3 Action Items Z Open by Phase searching for the supplier company J You can also narrow your view by L New Docyfment 2 Refresh Copy Links X Export to Excel Print View More 4 Columns Search Advanced Reset View Action Item Number Clause 2 1 1 2 Management Policy 2 3 M 2 1 2 3 Management Responsibility 2 M 2 1 3 2 Food Safety Management System 2 3 M Current Phase Perform Action Perform Action Perform Action Luke Crystal America New York Clos Audit Profile Recertification Facility Audit Level 2 Recertification Facility Audit Level 2 Recertification Facility Audit Level 2 4 A tab will open with the action item information Within this form you will see the code clause guidance the nonconformance type evidence provided by the auditor supplier correction and all supporting documentation Since Luke Crystal was not assigned the nonconformance all the information is provided in read only format Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 73 of 107 Action Item 02335 Created by Luke Crystal on 15 2012 11352041 AM S ew Perm Aciol Review CGompleiec N Last Comment Comments View Histor Amelia Smart Sep 15 2012 1237 79 PM Perform Action Hu
75. mber Document Lnks Audis 01001 Corneke Adin Plan and Review due OA 27 2012 Hem Information CEUs 21 32 Food Sae Management System 2 3 M Itam 00d sabh manal Shall be documented malialned made salable fo relevant siai and Include or reference fe wren procedures pne neaqui he programs a e plans and offer documentalion necessary ta support the development and Ihe lnplementallon ea System Primary Responsa Minar Eviiencs The fod Saat manal doss mot suppor fie malnierance of fhe SOF system Planned Acthon Acton Item Assigned To Amelia Sman Corectia action Expected Completion Date Cet 25 2012 Action Taken Supplier Completion Date Seo 28 2012 Acton Taken TRE is a Connective aior Attachment s HW Correcthe Action Response coc Technical Fleview Comments Attachment s Any changes or approvals will need to be communicated to the certification body administrator or Lead Auditor outside of the Reliance system NOTE The Lead Auditor and the certification body administrator will have access to approve the corrective action submitted and also enter comments and attachments in the Technical Review Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 74 of 107 section Additionally the Action Item can be routed forward by either the Lead Auditor or the certification body administrator 5 If an extension request was made an additiona
76. n Clause 2 1 1 2 Management Policy 2 3 M ltem The policy statement shall be signed by senior management made available in language understood by all staf and displayed in a prominent position and effectively communicated to all staff Secondary Response m Policy statement not signed by senior manager m Policy Statement not made available in language understood by all staff Guidance The Policy Statement must be displayed in a prominent position so all employees and Visitors are aware of the Policies Further if your labor forces include employees who do not understand the native language of your country you must post the Policy Statement in all additional languages which ensure that every employee and Visitor may understand the food safety and quality goals of the Supplier and any role they play in achieving these goals Result Minor Evidence The policy statement was not communicated efficiently to all staff This is a change Supplier Response Supplier Correction Assignee s Amelia Smart Expected Completion Due Date Oct 25 2012 Action Taken Action Item 02533 Completed 5 You can review all nonconformances in the Nonconformities tab Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM OO S Draft Perform Nonconfognities Approval Corrective Action Closed with Voided Completed Audit a Plan and Review Extensions T Nonconformities Audit Info Access Contro Reliance Certifi
77. n Expired Expired All Tabs Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 101 of 107 NOTE Once certified the products on the certificate cannot be changed A Phase Dialog box will appear As the primary contact for the company Amelia Smart will be notified that Tucan Peanuts has been certified Phase Dialog Please select the next phase and the due date send To Certified Due Date Sep 17 2012 Assign To Robin Goode Amelia Smart Comment Select OK Page 102 of 107 Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved 22 The Certificate form will now close and you will be directed to the Certificate Setup form Tucan Peanuts has now been certified To access the certificate again select the link to the Certificate Certificate Setup 00020 Created by Robin Goode on Sep 15 2012 10 23 44 PM a Setup Create Certificate Documents Last Comment Comments Add View H Robin Goode Sep 15 2012 10 33 25 PM Setup Number Document Links 2012 Re certification Audit Tucan Peanuts 01033 rev 1 Approved 00020 Audit Plan Information Number Plan Type Title 01033 Re certification 2012 Re certiication Audit Tucan Peanuts Site Details Site hoy Score Rating Tucan Peanuts M g7 E Excellent Link to Certificate Certificate Create Certificate File Audits
78. na Marenga select your Time Zone GMT 5 00 Eastern Standard Time US Eastern Foe ca When completed select OK NOTE You have the opportunity to change your login information in your user profile within the system refer to the User Profiles section of this manual Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 5 of 107 Home Portal amp Applications Overview 1 When logging into Reliance you will first be directed to what is known as your Reliance portal Your portal holds your user information assignments and applications RELIANCE PORTAL User Information holds your login information your Display Name Username and User ID Number This area also informs you as to when you last logged in and provides you the ability to log out My Assignments holds any information that you can action Do you need to re register a company Do you need to create an audit Do you need to review corrective actions Do you need to create a certificate This area is your hot spot for all items that you must have completed within Reliance at any given time My Applications holds all of the applications you can access You can find all of your information within this area including your Companies Audits and Registration history You will soend the majority of your time in your applications within the system search Applications 4
79. nd Game Animals 02 Growing and Production of Animal Feeds 03 Growing and Production of Fresh Produce 04 Fresh Produce Packhouse Operations 05 Extensive Broad Acre Agriculture Operations 06 Harvest and Intensive Farming of Fish O7 Slaughterhouse Boning and Butchery Operations O06 Processing of Manufactured Meats and Poultry 0S Seafood Processing 10 Dairy Food Processing 11 Honey Processing 12 Egg Processing 13 Bakery and Snack Food Processing 14 Fruit and Vegetable Processing 15 Canning Pasteunzing UHT and Aseptic Operations 16 Ice Drink Beverage Processing 17 Gonfectonary Manufacturing 18 Preserved Food Manufacturing 19 Food Ingredient Manufacture 20 Recipe Meals Manufacture 21 Oi Fats and the Manufacture of oil or fat based spreads Processing of Cereal Grains and Nuts Food Catering and Food Service Operations Fozi retailing Fresh Produce Wholesaling and Distribution Food Wholesaling and Distribution Manufacture of Food Sector Packaging Materials Provision of Grop Spray Services Provision of Field Harvest Services Provision of Sanitation and Hygiene Services Wnufacie of Animal Feeks Broker or Agent SESH SSO a Soo eof Applicable Addendums Ethical Sourcing McDonalds Company Type Certification Bady Address 2 Suite 4 State Province Postal Code Pennsylvania 17112 Fax Number Bo8 701 100 Territorries CANADA GREENLAND MEXICO ST PIERRE AND MIQUELON UNITED STAT
80. nstitute 2012 All Rights Reserved Page 55 of 107 2 To notify other individual s that you are routing the audit to the Perform Audit phase simply select the contacts icon at the top right corner of the Notify field T A new window will open to which you can search for the desired individual you plan to have notified of this phase routing For example let s say you are searching for another secondary company contact to notify Luke Crystal To select Luke as an additional individual to notify simply type in his name in the search field as demonstrated below When typing in Luke s name you will notice that he appears for you in an auto search feature Simply select his name then select the Search icon magnifying glass You will now be able to select Luke First click on the check box to the left of his contact record then Add him via the Add icon Select OK 1 Search for the contact Advanced Reset View Luke Crystal gt Save Search Crystal Luke ta Name w 2 Search by selecting the magnifying glass 4 Select the Add button 3 Select the contact 5 Select OK OK Cancel NOTE You will only be able to search for existing contacts within Reliance Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 56 of 107 Luke s name will now appear for you within the Phase Dialogue box in the No
81. odule 11 2 01967 Result 160 N A This will open a new tab with the audit checklist Click Print fal Relance Home a ser 01001 x A box will appear requesting the Print options Select Current Tab and click OK AllTabs Current Tab Hide Comment History Hide Phase Tracking Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 85 of 107 A verification message will appear Click OK Message from webpage This will convert the view into a PDF document for easy review and printing It can now be saved to your computer and printed ap Re certification Facility Audit Module 2 Level 2 01966 Adobe Acrobat Pro File Edit View Window Help Tools i Comment i Share Re certiication Facility Audit Module 2 Level 2 01966 Re certification Facility Audit Module 2 Level 2 01966 Created by Robin Goode on Sep 15 2012 1 44 19 AM Repeat the above steps for all checklists 2 The final audit report can only be created when an audit has been routed to Closed with Extensions or Completed This audit report can only be created from within the Audit Plan by a certification body contact SQF professionals and supplier contact cannot create a copy of the final audit report Enter the audit plan by selecting it within the Audits application and Approved under Audit Plans accessed within your Reliance por
82. ody User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 107 of 107
83. olutely no limit to how many Billing Contacts there are for a certification body within the Reliance system Secondary Contact these individuals can view all audits plans audits and nonconformances created by the certification body in read only format Secondary contacts can edit supplier company profiles There is absolutely no limit to how many Secondary Contacts there are for a certification body within the Reliance system 1 All company contact information is heldd within your Company Profile at the bottom of the profile page in sub forms known as Contacts Detail One sub form represents one contact Only a Primary Contact has the ability to add contacts to a Company Profile Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 11 of 107 Contacts Detail xX More Contact Display Name Lookup Primary Contact Billing Contact Robin Goode E First Name Middle Initial Last Name Robin Goode User Name Job Position Phone Email RGoode Account Coordinator 918 296 1987 rgoode acb com Link to User Profile User Profile Robin Goode Aug 21 2012 t X More Contact Display Name Lookup Primary Contact Billing Contact Luke Crystal E E First Name Middle Initial Last Name Luke Crystal User Name Job Position Phone Email LCrystal Technical Reviewer 999 201 3402 Icrystal acb com Link to User Profile User Profile Luke Crystal Aug 21 2072 When adding
84. ore the audit is routed to the audit team then continue to the Editing an Audit section of this manual If the audit is ready to be performed and routed to the audit team then continue to the Routing the Audit section of this manual Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 50 of 107 Editing an Audit EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile 1 Within Draft audit move to the bottom to the Checklist section and select the checklist that corresponds to the clause that should be marked as Not Applicable N A Audits MH Created by Roblin Goode on Sep 15 2012 127 4 AM Awdit into Last comment Comments AJJ View Histor Rabin Goode Sep 15 2012 144019 AM Orat Link to Audit Pian 2012 Fie certification Audit Tucan Peanuts 01083 rev 1 Approved Audit Intonation Audit Humber gogi Suppiler Tan Fesinuts Awdit Type Start Date and Time 7 End Date amd Time E Recertification Faciify Audi Level 2 Sep 24 2012 200000 AM EDT yf Sep 25 2012 4000000 PM EDTA E Requested By Robh Gaon Additional intonation Attachments a bn Other Links PIceniication Facility Awd Module 2 Level 2 01956 Reekin Facility Aud Module 11 2 01567 Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 51 o
85. plan you will be routing the phase tracker to the Approval phase then eventually the Approved phase Approval should have pre populated for you within this field You will not need to alter this field Due Date this field designates a date for when the approval will need to be reviewed The system will automatically designate this date Assign To this field designates which individuals will be notified by email of the audit being routed This field is not editable as it will automatically be designated with the individual who created the audit plan for the audit Notify this field allows you to notify other individuals via email that you are routing the audit plan phase tracker forward to the Approval phase You have the opportunity to add other company contacts within this field You do not have to notify other individuals when routing the audit plan forward This is an optional feature Comment this field is for additional comments These comments will list for those individuals being notified that the audit plan is moving to the Approval phase Phase Dialog Please select the next phase send To Approval Due Date sep 20 2012 Robin Goode Comment Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 41 of 107 17 To notify other individual s that you are routing the audit plan to the Approval phase simply select the
86. reating for your new user You must provide the new user with this information outside of the Reliance system The new user will have the ability to edit their user profile once entering the system if they choose to utilize a different user name Their temporary password will always be etq The new user will be prompted to change this temporary password when entering the system for the first time Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 14 of 107 4 Once you have completed filling out the user profile select Save amp Close This will bring you back out to your company profile where you can now link the user you create to your company Reset Password Save amp Close Can cel 5 The contact sub form you created in step 1 is still visible so you may now search for the contact you just created by either typing in their name into the Contact Display Name Lookup field as seen below x Wore Contact Di Primary Contact Billing Contact Stephaniel E E Stephanie Chapman Pe Last Name Stephanie Vincent Type in name then Select me Stephanie Lopez Stephanie Davis 6b Position Phone Cell Add Record Or by selecting on the Contact Search icon to the right of the Contact Display Name Lookup field typing in the new contact s name selecting the search magnifying class icon selecting the radio button on the correct new contact then having them
87. ries have been correctly edited within the Company Profile start the Audit Plan Draft over to which they should now correctly appear Plan Information Number Plan Type Please Save Re certification Multi site Yes No Supplier Tucan Peanuts Applicable Food Sector Categories 13 Bakery and Snack Food Processing 17 Confectionary Manufacturing Title Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 32 of 107 8 Finally enter a title for your audit within the Title field This is a free text field and the audit plan can be named anything For this user manual 2012 Re certification Audit Tucan Peanuts has been assigned as the title Plan Information Number Plan Type Level Please Save Re certification v 2 Multi site Yes No Supplier Tucan Peanuts Applicable Food Sector Categories 13 Bakery and Snack Food Processing 1 Confectionary Manufacturing Title 2012 Re certification Audit Tucan Peanuts Once having entered a title the Plan Information section is now complete 9 You will now enter the audit scheduling section beneath the Plan Information The Scheduled Audits section is where you will select the checklists that make up the audit itself where you will select the lead auditor and where you will schedule your audit First you must select what is known as an Audit P
88. rofile The Audit Profile is filtered based off of the information you have already entered within the audit plan specifically the audit type and level Select your audit profile by selecting on the search icon to the right of the Audit Profile field to which a new window will open for you A Re certification Facility Audit Level 2 audit will be utilized during this user manual demonstration scheduled Audits Audit Profile Lead Auditor ad Checklists Start Date and Time End Date and Time i Current Audit e Add Record Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 33 of 107 NOTE Only those audits that match your audit type and audit level will appear for you within the Audit Profile search Recertification Facility Audit Level 2 Ethical Sourcing McDonalds Select the correct audit profile then select OK 10 Once selecting OK you will be brought back to your audit plan You should now notice the audit profile that you selected listed within the Audit Profile field You will next select the Lead Auditor Like that of the Audit Profile select the search icon to the right of the Lead Auditor field Scheduled Audits Audit Profile Lead Auditor Recertification Facility Audit Level2 Checklists Start Date and Time Re certification Facility Audit Module 2 Level 2 End Date and Time Current Au
89. roved Sep 24 2012 8 00 00 AM Sep 25 2012 4 00 00 PM Kris Eagle Recertification Facility Audit Level 2 2012 Re certification Audit Tucan Peanuts 5 Audit Plan My Calendar 6 Audit Plan Calendar 3 Action Items 4 Certificates NOTE The certificate for an audit can only be created when a facility audit has been routed to Closed with Extensions or Completed CB contacts and SQFI staff have the ability to generate the certificate setup However the CB user who clicks the Certificate Setup button is the only user who has access to create the certificate file and route the certificate to certified in Reliance 2 The Verified Lead Auditor and Supplier contacts do NOT have the ability to create the certificate even though the Certificate Setup button is visible an error message appears if they click the Create Certificate button T Audits x e Audits 00048 x J Audit Plan 00052 x iy amp Sorry the system encountered the following problem You are not authorized to view this document Please contact SQFI Administration if you have any questions or comments 3 Within the audit plan form scroll down to the plan information section and select the Certificate Setup button Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 91 of 107 Audit Plan 01033 Created by Robin Goode on Sep 14 2012 9 41 26 P
90. s SQF Auditor FSC 13 18 Addendums McDonalds Ethical Sourcing EXAMPLE SQFI RELIANCE COMPANIES Certification Body Company Profile Supplier Company Profile 1 The Audit is routed to the Approval phase by the Lead Auditor Kris Eagle for certification body technical review Since Luke Crystal is listed as a Primary Contact he has access to review the audit during the Approval phase within the Reliance system A notification was issued to Luke Crystal Robin Goode and Stephanie David when the audit was routed to Approval by the Lead Auditor Phase Dialog Please select the next phase and the due date Send To Due Date Assign To Notify Approval Sep 21 2012 Robin Goode Luke Crystal stephanie Davis Comment 2 Within your portal select Audits from My Applications A new tab will open for you similar to that of a web browser You will be able to navigate back and forth between tabs freely when working within the system Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 58 of 107 Registration and Invoicing Companies Training Once within the Audits application you will want to select My Open Audits from the left navigation bar A list of all audits that are assigned to you will appear in the right window 1 Audits SESE 1 My Open Audits 2 Open by Supplier 3 Open by Assign
91. s been created contact SQFI at reliance sqfi com with all of the necessary information towards having the individual changed in the system audit reference company name correct contact name contact job description contact email address and contact telephone number ltem Information Clause 2 1 1 2 Management Policy 2 3 M ltem The policy statement shall be signed by senior management made available in language understood by all staff and displayed in a prominent position and effectively communicated to all staff Secondary Response m Policy statement not signed by senior manager m Policy Statement not made available in language understood by all staff Guidance The Policy Statement must be displayed in a prominent position so all employees and Visitors are aware of the Policies Further if your labor forces include employees who do not understand the native lanquage of your country you must past the Policy Statement in all additional languages which ensure that every employee and Visitor may understand the food safety and quality goals of the Supplier and any role they play in achieving these goals Result Minar Evidence The policy statement was not communicated efficiently to all staff Supplier Response Supplier Correction Assignee s Amelia Smart Expected Completion Due Date Oct 25 2012 Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 60 o
92. se Seance To edit any of your other checklists repeat the Steps above If the audit is ready to be performed and routed to the audit team then continue to the Routing the Audit to be Performed section of this manual Routing an Audit to be Performed EXAMPLE SQFI RELIANCE USERS Robin Goode ACB Certification Body Account Administrator Kris Eagle SQF Auditor FSC 13 18 Addendums McDonalds Ethical Sourcing Sperry Kline Technical Expert FSC 17 EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile 1 Once having reviewed the audit you may now route the audit within the phase tracker to Perform Audit Audits 01001 Created by Robin Goode on Sep 15 2012 1 27 34 AM um SE Draft Perform Nonconformities Approval 4 e Ay Plan and Closed with Voided Completed cxtensons Review Audit Info Access Cor All Tabs Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 54 of 107 A new Phase Dialogue box will appear for you this time routing to the audit team in this case the Lead Auditor Kris Eagle and the Technical Expert Secondary Auditor field Sperry Kline AUDIT PHASE DIALOGUE BOX Send To this field documents which phase you are routing the phase tracker to Within an audit you will be routing the phase tracker to the Perform Audit phase then eventually the Correct
93. ser Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 17 of 107 Registration an Invoicing Companies e Training 2 Once within the Companies application select the My Suppliers view from the left navigation bar to see any supplier companies that are linked to your certification body in the right window Tucan Peanuts Registered Sual LUBCARES Nc egistere Casual Cupcakes Registered 3 To access a supplier company profile simply select on the company name as shown below 2 My Suppliers Casual Cupcakes Inc Registered Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 18 of 107 4 When entering the Supplier Company Profile a new tab will open Within the Supplier Company Profile you will notice what is known as a phase tracker This phase tracker will track the registration status of the company Supplier 637333 Created by Megan Berlepsch on Aug 21 2012 4 52 53 PM en ee ees Registered SUPPLIER COMPANY PHASE TRACKER Registered when the company is within the Registered phase the facility is considered active Company registration is annual and is based on annual sales The company cannot be re registered during this phase Due for Re Registration a company will enter the Due for Re registration phase exactly 90 days prior to their company registration s expiration date Ea
94. t E Email sdavis abc com NOTE Every contact record has a link to the contact s user profile You can view any contact s user profile by clicking the link as seen below This allows you to view their general information and Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 16 of 107 username which could be helpful if your colleague or customer forgot their Reliance username You will only be able to edit your own user profile record 7 To change or reissue your password open your user profile record follow the previous step and select Reset Password You can either enter a new password in or select the Reset to the default password box to change your password to the generic etg password Reset Password Dialog New Password Confirm Password Reset to the default password a OK Cancel ST Click OK to save your changes Supplier Company Profiles EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile Casual Cupcakes Inc Supplier Company Profile Franklins Buyer Company Profile 1 Within your portal select Companies from My Applications A new tab will open for you similar to that of a web browser You will be able to navigate back and forth between tabs freely when working within the system Reliance Certification Body U
95. t View More I s Search View Ma7 4 Columns Search Advanced Reset View Due Date Type Open Audit Plan Sep 28 2012 Audit Plan 2 Pending 3 Approved Audit Plan My Calendar i 6 Audit Plan Calendar 22 When entering the audit plan for approval you will notice that the phase tracker has updated You now have the opportunity to Voided Approved or route the audit plan back to Draft should any edits need to be made to the audit plan information Reference the Audit Plans and Audits section of this manual for information on the different Audit Plan phases Audit Plan 01033 Created by Robin Goode on Sep 14 2012 9 41 26 PM ee M Draft Approval Voided Approved NOTE If you notice an error within the audit plan information simply route the audit plan back to the Draft phase by selecting Draft on the phase tracker A comment is required within the Phase Tracker whenever routing any item backward within Reliance This is to ensure that a reason is captured as to why something is being routed backwards EE M Drat Approval Voided Approved Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 44 of 107 23 If you are happy with the information listed within the audit plan route the audit forward by selecting Approved within the audit plan phase tracker Audit Plan 01033 Created by Robin Goo
96. tal Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 86 of 107 tat Reliance Home fe Search Application Et 2 Audit Plans 3 Approved E 1 My Open Audits 2 Open by Supplier 3 Open by Assigned 4 My Calendar i 5 Closed by Supplier A Start Date and T End Date and Ti aai F2 Audit Plans meen oo ia E End Dato and Fol iieb nian tent _Audit Plan Title 1 My Open Audit Plan a Tucan Peanuts Sep 24 2012 8 00 00 AM Sep 25 2012 4 00 00 PM Kris Eagle Recertification Facility Audit Level 2 2012 Re certification Audit Tucan Peanuts 1 2 Pending SE 3 Approved 5 Audit Plan My Calendar G 3 Action Items 4 Certificates Within the audit plan form scroll down to the scheduled audits section Scheduled Audits Audit Profile Lead Auditor Recertification Facility Audit Level 2 Kris Eagle Checklists Start Date and Time End Date and Time Re certification Facility Audit Module 2 Level sep 24 2012 8 00 00 AM EDT 0400 sep 25 2012 4 00 00 PM EDT 0400 J Re certification Facility Audit Module 1A 12 Current Audit Audits 01001 Completed Create Audit Report Select the Create Audit Report button A new window will appear with the audit report Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 87 of 107 Au
97. technical reviewers if they are listed as primary contacts have the ability to review and edit the audit online Spell check and additional attachments to the audit can be made during this time Information on appeals of nonconformances can be entered into the system during this phase Any primary contacts can route the audit forward to Corrective Action Plan and Review or back to Nonconformities Review Corrective Actions Plan and Review in this phase triggers for all nonconformances found have been sent to the supplier These are called Action Items in the system Once the Action Items have been entered by the supplier and reviewed by the lead auditor and technical review team the certification manager if they are listed as a primary contact can route the audit to the next phase Any primary contacts can route the audit forward to Closed with Extensions or Completed phase No changes can be made to the audit at this time Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 27 of 107 Closed with Extensions in this phase no changes can be made to the audit The certification body contact that created the audit in the system has the ability to route the audit to Completed once all extensions have been closed out Voided anyone who is assigned the audit can route the audit to Void but a reason must be provided The audit will be removed from all au
98. the Audit Plan a link to the audit report that was created is now visible Scheduled Audits Audit Profile Lead Auditor Recertification Facility Audit Level 2 Kris Eagle Checklists Start Date and Time End Date and Time Re certification Facility Audit Module 2 Level sep 24 2012 8 00 00 AM EDT 0400 sep 25 2012 4 00 00 PM EDT 0400 2 Re certification Facility Audit Module 11 2 Current Audit Audits 01001 Completed Audit Report Create Audit Report Audit Report Audits 00021 rev NOTE The link can be utilized by all certification body contacts to reprint the audit report If an update has occurred then a new report can be created following the steps provided above Creating a Certificate EXAMPLE SQFI RELIANCE USERS Robin Goode ACB Certification Body Account Administrator Stephanie Davis ACB Certification Body Certification Manager Amelia Smart Tucan Peanuts Supplier Primary Contact EXAMPLE SQFI RELIANCE COMPANIES ACB Certification Body Company Profile Tucan Peanuts Supplier Company Profile Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Rights Reserved Page 90 of 107 1 Enter the audit plan by selecting it within the Audits application and Approved under Audit Plans accessed within your Reliance portal in order to access the Certificate Setup button tat Reliance Home Search Application 2 Audit Plans 3 App
99. tify field You may remove added contacts from the Notify field at any time by simply selecting on the x to the right of the contact s name Luke Crystal 3 Finally acomment can be added within the Phase Dialogue Box Comment This field is for additional comments A 4 Once you have completed all that you would like to have completed within the Phase Dialogue Box select OK Once selecting OK you will be brought back out to the Audits application If you are brought to the Approved Audit Plan then close the Audit Plan The audit is now with the audit team to be performed NOTE Any audit in the system can be viewed in the Audits Open by Assigned or Audits Open by Supplier views NOTE If you have a first time Auditor it is important that they have the Offline Audit Tool downloaded correctly to their computer Feel free to direct them to the Reliance Auditor User Guide made available on our website under the SQF Professionals tab This guide will map out the process of having this software correctly downloaded Technical Review EXAMPLE SQFI RELIANCE USERS Luke Crystal ACB Certification Body Technical Reviewer Amelia Smart Tucan Peanuts Supplier Primary Contact Arty Young Tucan Peanuts Supplier Secondary Contact Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 57 of 107 Kris Eagle ACB Tucan Peanut
100. titute 2012 All Rights Reserved Page 75 of 107 Created by Luke Crystal on Sep 16 2012 1 52 41 AM Action Item 02535 CI a E D New Perform Action Review Completed All Tabs A Phase Dialog box will appear and a Comment will be required before the action item can be routed back to the supplier primary contact Amelia Smart Click OK Amelia will be notified via an email notification that the action item has been routed back to her Phase Dialog Please select the next phase and the due date send To Perform Action Due Date Sep 16 2012 Assign To Amelia Smart 7 Once all actions items have been routed to Completed and any extensions have been addressed the audit process can continue The Lead Auditor or certification body administrator must contact the Certification Manager outside the Reliance system to begin the certificate decision 8 When reviewing action items you can send notifications to your Auditor via the Send Mail feature in the tool bar at any time Select Send Mail then fill out the phase tracker with your notification An email will be sent to your Auditor with a direct link to the action item Print Cancel aw Copy Link Send Notification Send Document Notification Send To Subject Action Item O CANCE L Open Email Log q Send Notification Page 76 of 107 Reliance Certification Body User Manual Copyright Food Marketing Institute 2012 All Ri
101. you will see and can search for all completed action items Certificates Certified in this view you will see and can search for any certificates which have been issued by supplier that are currently in the Certified phase Expired in this view you will see and can search for any certificates which have been issued by supplier that are currently Expired Suspended in this view you will see and can search for any certificates which have been issued by supplier that are currently in the Suspended phase Suspended Registration Expired in this view you will see and can search for any certificates which have been issued by supplier that are currently in the Suspended phase due to their registration expiration Note that SQFI will move certificates to the Suspended Registration Expired phase Reliance Certification Body User Manual Copyright O Food Marketing Institute 2012 All Rights Reserved Page 25 of 107 Withdrawn in this view you will see and can search for any certificates which have been issued by supplier that are currently in the Withdrawn phase 2 Open by Supplier 3 Open by Assigned 4 My Calendar Closed by Supplier 2 Audit Plans 1 My Open Audit Plan 2 Pending 3 Approved Audit Plan My Calendar 6 Audit Plan Calendar 3 Action Items 1 My Open 2 Open by Phase 3 Completed zF 4 Certificates Certified Expired Suspended Suspen
102. ze are the modules that specifically correspond with the Applicable Food Sector Categories of the company being internally audited Select the correct checklists for your internal audit NOTE A listing of which modules correspond with which Food Sector Categories can be found in the SQF Code Ed 7 under Part A Section 1 2 Re certification Facility Audit Module 2 Level 2 Re certification Facility Audit Module 2 Level 2 Additional Questions 2 Re certification Facility Audit Module 10 2 Re certification Facility Audit Module 11 2 Re certification Facility Audit Module 12 2 Re certification Facility Audit Module 13 2 Re certification Facility Audit Module 5 2 Re certification Facility Audit Module 6 2 Re certification Facility Audit Module T 2 Re certification Facility Audit Module 6 2 Re certification Facility Audit Module 9 2 OK Cancel To have a checklist or checklists added select the checklists from the left hand window You can select one by clicking on it select a group by holding down the Shift key on your keyboard and clicking a the first and last of your desired cluster or select multiple by holding down the Control key on your keyboard and making your selections Reliance Certification Body User Manual Copyright OFood Marketing Institute 2012 All Rights Reserved Page 36 of 107 CHECKLIST SELECTION SHORT CUTS Re certification Facility Audit Module 2 Level 2 Re certificat

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