FSSNet Version 5 Animal Feed User Guide
Contents
1. 4 Import Samples Accessed by clicking on the Import Samples button from the Main Screen Update from CFAD E Import completed samples from national database Last updated 2204 2008 10 06 0 Update testusertdteztla gov uk Records Inserted Records Updated Records Deleted Records Processed BA Close F2 Samples along with their laboratory results can be retrieved from the Central Food Administration Database CFAD It is essential the system CFAD server details have been applied prior to undertaking this operation To download the sampling data click the Log in button on the right hand side 42 Logged In F Import completed samples from national database Last updated 22 04 2008 10 06 0 w testugerteltestla gow uk EEES Records Inserted Record Updated Records Deleted Records Processed This will change the status bar from yellow to green and state Logged In when the operation has been successful You should then click on the Update button on the right hand side to initiate the transfer of data to your computer The progress bars will incrementally turn red as the process nears completion and change the display from 0 to 100 43 Import Complete E Import completed samples from national database Last updated 01 05 2008 11 05 0 testusertdtestla gov uk HER Records Inserted Records Updated Records Deleted Records Frocessed When comp2. Samples for examination Administrative details Business ID Sample No Food Authority Durham County Council Premises Name Sampling Officer Address Analysis Type Chemical LANG sample TARE Ae zz Time 10 30 00 Pramises type O Reason for sample taken Enforcement Investigate YES Surveillanca Monitaring MO Sample Type Formal Follow up sample NG Was the sample taken as part of survey NO EYES Index Samate Number If ves as part of the following survey Relevent Survey Humber Description of sample taken Feed name MASTERGROW 512 PLTS Description true name of Feed COMPLETE FEEDINGSTUFF FOR PIGS Animal species 01 03 Feed category Compound feeds Sub category 1 Complete Additional product information Statutory Statement Information Business type N Manufacturers regirsirabon no GB2020306 Business Name Address label Packaging provided Prepacked Quantity Pack size 25 Batch ar bot number 6493 Date of manufacture 0 Durability date Best before 27 03 2007 Conditions at securing sample Ambient IF Other Was the sample taken in compliance with Code af Practice requirements NO f NO reason Laboratory sample was sent to Public Analyst Lab Durham Was the the sample transported to Laboratory in compliance with Code af Practice NO Dezaipton of analysis requested Additional information ndudno details of type of analysis Click on Lem to produce print out abo
3. Surveillance System een FSSNet Version 5 Animal s f User X S Guide amp foodinfo hps scot nhs uk 5 0141 300 1946 S https www envhealth scot nhs uk o Health FOOD se Protection 3 VE ag 2e Scotland http www food gov uk http www hps scot nhs uk July 2008 HPS FSS Version 5 USING THE FOOD SURVEILLANCE SYSTEM esoooesssvsvveeessennvveeensnnnnveeennnnnnnneennnnnnsneeee 4 Starting the application 4 MAIN SCREEN san 6 New Animal Feed Sample ard 8 FEED PREMISES FIELD ORDER IMPORTING PREMISES INTO FSS UK ADMINISTRATION GUIDANCE 200ss00s0000s0000s00020000 0000000000000 0000000000000 000000000000n0000 0000000 10 ENFORCEMENT ANIMAL FEED 22 20 Eine 12 SURVEIELANCETANIMAL FEED ses 13 LABEELING ANIMAL FEED essen eu nr Een E IEEE OSEE TUE 14 CATEGORY TREE use 16 PACKAGING ANIMAL FEED a aeee 18 ANALYSIS ANIME FEED 21 BUE ABI PA eo A o anne a 27 Ho o T 27 Sample Templates vaare 28 New Sample from template 222u002240022000 nenne nnnnn nenne nenne nenne nenne nennen nennen 31 BIOWSe SANNES Aae 32 DUI dd 34 4010 q PRA nn nn O a A RR 34 PRINJEABELD 3c ni Br Ba I I ie e 40 EXPORTED SAMPLES ss 41 PE OOM RS TET UU I UE 41 IMPORT SAMPLES te 42 MPH Em 44 Browse Complete Samples isik a a 45 Grouping Data me iii Bleibe 47 A ee ee ee ee 48 EXPORFTO XM DL eec 49 Encrypted File A cT UU m Tn 50 APPENDIX Bb FEED DEFINITIONS
4. Analysis builder l mE l l e can be activated by clicking the Analysis Builder button The following window opens allowing you to select the analysis options displayed from All to more a defined list All will be selected by default but can be changed by checking the radio buttons next to an option Analysis builder PX Analysis types Acid Index Glucose Show analysis options fo Ammonium Acetate Heavy Metal Mercury Compound feeds Ammonium Sulphate Heavy Metal Cadmium Animal Fats and Oils Heavy Metals Arsenic Antibiotic Growth Promoters Heavy Metals Others Bioproteins Antimicrabials Inulin Undesirable substances Ash Insoluble in HCI Iron z All Botanical Impurities Isobutyraldehyde Botanical Purity Lactose Buiret Lysine L lysine Insert checked types Calcium Magnesium Calcium Carbonate Matter Soluble in Light Petraleu Chlorides expressed as NaCl Methionine OL Methionine Coccidiostats Microorganisms Camprlobacte Crude Ash Microorganisms E Coli Crude Fibre Microorganisms Fungi Crude Oils and Fats Microorganisms Listeria Crude Protein Microorganisms Salmonella Cystine Moisture Dioxins Mycotoxins Energy value Mitrogen Formaldahyde Other Fluorine Feed materials Analysis text 22 Select the analysis types by checking the tick boxes to their left Y Calcium Larbonate 23 When a more defined list is selected e g Feed Materials the button on the right is no longer greyed out and can be clicked on
5. 53005 110100 Eonia competa Pen rar 1753040 EOD 3 POH SEEDS Ehren Dei 70122008 111100 m DE D ETE POM TDN Chr De 14 12 2006 2800 s EGIT TEE CCE Creme Dick 4122008 ETT BE pe completa rir niit 177040 HD FOM Da China Dick DU 50008 13700 Fig Dicen Fz Above are all the samples taken by officer Christine Dick since 12 03 2005 Present by selecting the officers name from the drop down list and entering search time criteria 29 Duplicate Sample Select the desired sample to duplicate in the Sample Browser screen Then click on the Duplicate button on the right hand side This will create a duplicate and open the sample in view mode E Sample Details Live Animal feeds sample Admin Reason Labelling Additional Analysis Edit Sample FE General Analysis Type Micro Chemical National Ref 999H006020000346 Sample Humber Office Headquarters Sample Officer Sample Date 13 04 2007 Time 24 hr 16 44 Business ID Premises Marne Address 1 Address 2 Address 3 Address 4 Post Code Registration number Feed risk category Premises T ype Help F1 2 M0 64 Close F2 Click the Edit Sample button on the right hand side You can then click on the Save with Validation button or the Save without Validation button Note that some fields are greyed out in the duplication process and cannot be used in order to prevent errors By default the newest sample will appear at the top of the
6. Clifton House Clifton Place Glasgow G3 7LN 54 APPENDIX C Version Changes Version 5 Sample status colour legend introduced Option to Re Export Option to check batch information You can now filter on Analysis Type Enhanced built in context sensitive help Enhanced built in user guide Enhanced built in help links Enhanced Print form report and label functionality 55
7. Date sample Timesample Sample taken Premises Business ID v N Sample Number vw code v taken v taken Y v type M L_ ES L L Officer Carol Jones A ems E ample complete 399H 0010000302 1234 999H0 Carol Jones 26 04 2006 15 37 19 26 04 2006 15 37 35 M 001 5585TM 1 Officer John Anderson I Sample complete 999HQXX010000312 11234 999HQ John Andersc 27 04 2006 08 31 17 27 04 2006 08 31 17 001 5585TM 1 You can use the plus minus box to expand or contract relevant sections 48 Export to XML The Export Samples to XML option is available to Administrators and is provided under the File menu This option will allow FSS to interface with other programs particularly local authority management systems XML files can be interfaced with a wide variety of programs or the data can be transformed to a different file type if needed El Food Surveillance System Network System Live File Reference Security Help P New sample Sample Templates Import Samples 9 Exported Batches la Sample Templates I3 Exported Batches ims Import Animal Feeds premises Export Samples to XML Update lookup data tables Setup Exit Once the laboratory results data has been download via the Internet then the Sample and Result data can be exported from FSS to an XML file By clicking on the Export All Samples button a file dialog box will ask where to sav
8. Send file Back Finish Cancel You will then get the following message saying the message has been successfully sent and you can be confident that the sample has been sent if there is any problems please contact HPS Food Surveillance System To export the sample to file click on the Export to file button on the right hand side You will then be asked where to export the files Once the files are exported they will change status and turn green in the Sample Browser screen 36 E Food Surveillance System Network System Live Samples Browser File Reference Security Help P New sample Browse Samples fo Sample Templates ae Import Samples ir Exported Batches Animal feed Entered to be validated Validated awaiting export Exported to Lak Sample complete with results All statuses P HM cin Local amp uthorty Office Officer Date sample Time sample v Sample Number 7j code i taken v taken amp Officer Carol Jones Exported to Lab 999HQx010000303 Sample taken fa v Business ID Premises lus v 26 04 2006 15 38 11 L 999HQ CarolJones 25 04 2006 15 38 11 D 1 5585TM 1 The files exported are encrypted for the purpose of data protection If you wish to view an encrypted file then you must use the Encrypted File Viewer Encvier exe Print 37 Animal Feed Surveillance System National ref
9. data you have entered This does not validate the data and you will not be able to export samples data to the lab You can later edit the record s in the Samples browser screen and then Save With Validation F7 Abandon And Close Caution Clicking this button will lose any data you have just entered Only use if the data entered is not needed 27 Sample Templates Accessed by selecting Sample Templates from the File menu A template provides an opportunity to reduce the commonly entered fields and to speed up data entry for frequently visited premises and or frequently taken sample types El Sample Templates Live ER Description Group 1 Template 3 Template 4 Template 5 Template Template 2 Template 1 laroup 2 Group 3 Group 4 Close e F2 Templates are managed from within this screen using the buttons on the right hand side The facility to Add Edit Delete and organise Templates is only available to an Administrator View To view a template select the template in the main screen and then click on the View Edit button Edit To edit a template select the template in the main screen and then click on the View Edit button This will allow you to view your template To then edit the template press the Edit button on the right hand side or press F6 on your keyboard 28 New Template To create a new template click on the New Template button on the right hand side A screen similar to the New Sampl
10. grid in the Browse Complete Samples screen Export Accessed by clicking on the Browse Active Samples button from the Main Screen and then clicking on the Export button on the right hand side 34 F Choose laboratory to receive export E BK Animal feed samples export eee ad Sampling officer Laboratory Below is list of Sampling officers that have samples ready to send Choose for which sampling officers samples should be sent Send to laboratory Craig Wallace Completed samples displayed as Validated awaiting export require to be exported to disk By selecting the Sampling Officer from the Sampling Officers shown you can then move on and select the Lab the sample is being sent to as shown E Choose laboratory to receive export Animal feed samples export Sampling officer Laboratory Laboratory Mow choose for which laboratory you wish to export samples Send to laboratory lt Back see Cancel 35 And click send file E Choose laboratory to receive export Sil Animal feed samples export Sampling officer Send to laboratory Laboratory Enter a comment or special instruction IF required then click the Send samples button to transmit the i samples to the designated lab Send to laborator Sender details Local authority 999 Test Installation Office Headquarters Number of samples being sent 1 Batch number 5 Details of samples 1 vbvcb Type ANIMAL FEED Chemical ec
11. imported from your premises database e g APP CAPS etc Address the address of the premises from which the sample was taken This information will usually be imported from your premises database e g APP CAPS etc Post code the postcode of the premises from which the sample was taken This information will usually be imported from your premises database e g APP CAPS etc Feed risk category the category in which the business was rated at the last food safety primary inspection This information will usually be imported from your premises database e g APP CAPS etc Premises type sub category into which the premises from which the sample was taken should be placed These premises sub categories agree with the FSA return i e Manufacturer of compound feeds Purchase cost the amount paid for the sample if appropriate Feed samples taken formally are normally taken from a batch consisting of more than 6Kg and taken from the place of packing manufacture You should follow your own authority s policy with regard to payment for feed samples Animal Feed Premises Feed premises field order Importing premises into FSS UK Administration guidance BusinessID eed Risk Category PremiseType Code Registration number Feed Risk Category H High M Medium L Low Premises Type Code K Producers of feed materials L Stores of feed materials M Manufacturers of compound fee
12. information on the label For example best before best before end There is a provision for the officer to enter the day month and year as well as a drop down calendar 19 4 January 4 2006 I A Day Month Year Enter Durability date e g 07 09 2002 Condition this is the storage condition in which the product is in at the point of sampling l e at ambient temperature chilled frozen etc This can be selected from the drop down list There is also a provision that allows the officer to enter free text if other 20 Analysis Animal Feed Click on the Analysis tab next to the Additional tab at the top to access this window F New Sample 1 Live PR Animal feeds sample Admin Reason Labelling Additional Analysis Micro Compliance with COP Sample was taken in compliance Save With with statutory requirements NU 7 YES NO V alidation F 7 Explanations Save Without Laboratory T Validating F8 Analysis Routine or as defined by the rer Abandon And laboratory analysis required NO YES NO Analysis builder Close Analysis required Additional Information including contract code Help F1 Fa 2 gt F10 G Close F2 Analysis e Sample was taken in compliance with COP and relevant legislation the prescribed method for taking formal samples is contained in the Feeding Stuffs Sampling and Analysis Regulations 1999 Guidance for taking of samples can also be f
13. ir Sample Templates a Import Samples Ir Exported Batches Animal feed Entered to be validated Exported ta m 1 Sample complete with results All statuses Sampling officer Wall Start date 98 04 2005 v Premises name M L Enddate 17 04 2007 Status Code Local Authority Office Officer Date sample Time sample Pa taken Premises Business ID v Sample Number vw code v v taken v taken v type ds Officer Carol Jones Validated awaiting export M Sample complete 999HQx 010000302 1234 Carol Jones 26 04 2006 15 37 19 26 04 2006 15 37 35 O01 5585TM Validated awaitin SISHG lt 01 000317 test 333HQ Caroldones 29 08 2006 00 04 29 29 08 2006 00 04 23 K 401 31LOCH 1 Validated awaitinn SISHG lt 01 0000316 tuesday test 333HG Carol Jones 28 08 2006 23 59 58 29 08 2006 00 04 16 K 401 31LOCH 1 Officer John Anderson I Entered to be val 999HO X01 0000303 1234 333HQ John amp ndersc 26 04 2006 15 38 11 26 04 2006 15 38 11 001 558STM 1 I Entered to be val 999HO lt 010000304 11234 999HQ John Andersc 26 04 2006 15 46 46 26 04 2006 15 46 46 O01 5585TM I Entered to be val 999HQx 010000305 1234 999HQ John Anderse 26 04 2006 15 43 03 26 04 2006 15 49 03 O01 5585TM LXX Entered to be val 999HQx 010000314 1234 9995HQ John Anderse 27 04 2006 09 39 55 27 04 2006 09 39 55 001 558STM 1 MA Sample complete 999HQxx lt 010000312 1234 9995HQ John Anderse 27 04 2006 08 31 17 27 04 2006 08 31 17 001 5585TM 1 Officer Tom
14. tab to save time address Label Importer if appropriate enter importer details if appropriate If the sample has not been sampled at the point of importation and the name of the Importer is contained on the product label enter this information at this point Country of Origin If the Country that the food originated from is available from the product label select the country form the drop down menu Category Tree 16 E Category tree mr 6 DESCRIPTION ITEM CODE FER Feed Additives E EM Feed materials El fal Mat specified EH Fremistures F Close F2 Accept Selected You can use the plus minus box H to expand or contract the categories To find a particular food category you can start typing and the search will be narrowed down as you type 17 E Category tree EE DESCRIPTION ITEM CODE mr Complementary Complete Feeds for particular nutritional purposes E SEI Drinking water Drinking water SES Feed Additives Acidity Regulators Amino Acids their salts and analogues nt caking agents Antioxidants a Binders s Colourarits mr Compounds of Trace Elements Denaturants Digestibility Enhancers E mulzifiers Flavouring Compounds Gelling Agents Gut Flora Stabilizers a Preservatives In the above window the word Antioxidants is being typed by the User and is found automatically in
15. the Category Tree You can see that the First category is Feed Additives Antioxidants is a sub category of Feed Additives If the current selection of Antioxidants is correct then pressing Enter on your keyboard or clicking the Accept Selected button will select the category for this sample Packaging Animal Feed 18 Click on the Additional tab next to the Description tab at the top to access this window F New Sample 1 Live Animal feeds sample Admin Reason Labelling Additional Analysis Micro Packaging V alidation F 7 Package size Package Units Batch number Save Without Validating F8 Date of manufacture Abandon And Durability Close Durability Day Tear 4 digits eg 2003 Condition If other Specify Help F1 IF gt FI GA Close F2 e Packaging provided the way in which the product was packaged for sale if applicable Select from the drop down menu i e pre packed not pre packed o Package size declared on product packaging The number of units should be entered here E Package units the unit of measurement stated on the product packaging e g gm Kg ml etc These units are contained in the drop down menu provided Batch No the batch number allows for traceability Prescribed by the Feeding Stuffs Regulations and is in general found on the label attached to the product e Durability the way that durability is entered will depend on the
16. to select every analysis type listed Analysis builder Analysis types Acid Index Ash Insoluble in HEI Botanical Purity Calcium Calcium Carbonate Chlorides expressed as Nall Crude Ash volatile Hitrogenous Bases Show analysis options fo Compound feeds Feed materials Bioproteinz Undesirable substances All Crude Fibre Crude Oils and Fats Crude Protein Glucose Iniulim Lactose Lysine L lsine Magnesium Matter Soluble in Light Petroleu Methionine DL Methionine bh ombure Phosphorus Reducing Sugars Sodium Starch Sucrose Total Sugars st La La La La La La La La La La La La La La La La La La La La La La La Analysis test Acid Index Ash Insoluble in HCI Botanical Purity Calcium Calcium Carbonate Chlorides expressed az Mall Crude Ash Crude Fibre Crude Oils and Fats Crude Protein Glucose Inulin Lactose Lysine L lysine Magnesium Matter Soluble in Light Petroleum Methionine D L ethionine Mlousture Phosphorus Reducing Sugars Sodium Starch Sucrose Total Sugars Volatile Mitrogenous Bases Analysis builder Analysis types Ash Insoluble in HEI Calcium Chlorides expressed as M acl Food torial Crude Ash ES eg rH Crude Fibre Bioprotens Crude Dils and Fats Undesirable substances Crude Protein All Cystine Energy Value Lysine L lysine Magnesium Methionine OL Methionine Moisture Fhosphorus Potassium Uncheck all Sodium Starch G
17. ET IT HODE 27 MHJ DE Chviciira Dick El AE 2005 135000 1 ET MG NT 2 FUH OD ME Choma Dec DIALER 14 05 n EE iom compie nnns TENNE er Creire Dea DU DG m EE DE TETT 17040 Ltn 1501 FAA IA 1d p pprUmETTTT 173000 00000131 TODO DEN Chandra Tuc DI ADE ROS 14 EAD f TR Sapa completa Pron 1753040 MOTE ON CCD SEE Ehre Dick OOS 14 0500 4 BE oi mtem eats rer MATTE FO OCD PSOE Creta Dis Et AG m a LL ELLE TH COLL ja RED EE rier Tone D MENS id Wh A BENE unde complete ris nid TH ER FOM CTI Chiste Tack DI AG DM 141100 1 EUIS 130 DORT NG IL HITEETOSOC China Teck DI A022 DOES 141200 1 TET OH HTG FOM Chora Duc 2000862005 12430 ie Pee TH ner GIER Chis Dic 27060005 13100 ie BEN uude regunt ruins 17040 Hill A EE Erre Da ENDE 134800 t BEN aspis complete eii nica TTEREDIZZEUDTI 3 ITE HISEIISEKH hanna Dil 37002005 1271100 nada completa Pa ruat 1753080 H300001 77 HELL DOSE Ezina Dec TI L2ODS 114500 a secs copita rn rr Me LES For TELDE Cheira Ds 11 ina ntu EEE uie mnn nennt ESTELA KENT Chin De 20112008 14100 E BE aspe completa riis uidi 177040 Haine POM Sacco China Dick 101377 420 ra ETE 17304 NOTE IDHXCIDONK Chvicira Dick 10127005 IGENE a B tesoro coerce pat rr VrsoH oa For EE DISK Cheira Dis VA ES 16 06 5 BE mu complet en 173040 430000 CEN here De 1 22006 DET ii BE ee crept tied TFA Hon MDA Chane Dad 11397005 ID rao a __ Spe complete tires 1730440 HODET IDHXLLIOEK China Dick VL
18. Thumb Validated awaitin SISHO lt 01000318 Zax 999HQ Tom Thumb 29 08 2006 00 05 35 29 08 2006 00 05 35 K AOT3TLOCHA All samples entered into the system can be viewed in the Browse Samples screen Apply Filter If you wish to view only a certain status of a sample e g Entered to be validated you can change the Sample Status at the top of the screen using the tab system Sort Data You can sort the data by clicking on a column header Sample Officer The example shows data ordered alphabetically by Sample Officer You can see the small up arrow Clicking again reverses the sort order Sample Officer You can see the small down arrow The default sort order is to have the newest sample at the top 32 Locate Sample UN cia asema Serio eb JETA E cari red ag pma Targa 47 bra pes OG Esparta ic Mn wel Fa TE Lin m hala nd code Vlade imitar epi C ea d bar Dil um zeugt nil nd Mi aring rica Lent Chek a r tapte TRG T Fri Fere rear O MM Erf UT r ie Engel A Ml kl EE NT igari ene OEA A Frases io ba mad Ho Feline cy naa Tron 11 43 27 Rind o De EE Crid to ba radiated Tan FLO nam SUCH DOT 114140 EN Erdei toba chain D IE 1155 a Te Fat MA Ered do be a THD op ES E nice AA 11 5524 E re E Dua Narud PPT 1753040 4000014 esa n 374103005 14 4300 n Tine kamp Office Ceira Di 00706 0107 BE unde completa ris mit 179040 H3000d134 MHOR TXEN FI 1 BEN
19. UCNOSE Threonine L threonine Tryptophan L tryptophan Vitamin Vitamin B vitamin O Insert checked types Check all Display columns 2 Analysis test Save lose 24 i Insert checked t Once the analysis types have been selected click on the button This will insert them into the analysis text box as a list Click on Save at the bottom to close this window and return to the Analysis window The analysis types appear as a list in the Analysis required text box Analysis required Acid Index Ash Insoluble in HOL Botanical Purity Calcium Calcium Carbonate Chlorides expressed as Nall Crude Ash Crude Fibre Crude Oils and Fats Crude Protein Glucose Inulin Lactose Lysine L lysine Magnesium Matter Soluble in Light Petroleum Methionine Additional Information free text provision allows the officer to input further information if required Including contract code and the contract code if known Additional Information including contract code 23 Saving a Sample Animal Feed Options on completion of sample information Save With Validation F7 Save Without Validation F8 Abandon And Close Click this button or press F7 key to validate the sample data you have entered If required fields are incomplete or data errors exist the invalid field will be selected for changes to be made Click this button or press F8 key to save the sample data you have entered This does not validate the dat
20. a and you will not be able to export samples data to the lab You can later edit the record s in the Samples browser screen and then Save With Validation F7 Caution Clicking this button will lose any data you have just entered Only use if the data entered is not needed 26 Durability Date Best before dd MM yyyy in that order Best before end MM yyyy in that order Use by dd MM yyyy in that order Not provided The date field becomes invalid Code of Practice The Code of Practice provides guidance on the procedures to be followed by authorised officers taking food samples Does the sample procedure comply with COP requirements The Code of Practice addresses issues relating to food samples taken for the purpose of Analysis and Examination This relates to the procedures which authorised officers should follow when procuring and handling food samples taken under the Food Safety Act 1990 and the Food safety Sampling and Qualifications Regulations 1990 that may ultimately be the subject of legal proceedings Refer to the Code of Practice for specific details Saving a sample Options on completion of sample information Save With Validation F7 Click this button or press F7 key to validate the sample data you have entered If required fields are incomplete or data errors exist the invalid field will be selected for changes to be made Save Without Validation F8 Click this button or press F8 key to save the sample
21. alysis sample taken Save With V alidation F 7 General Sample Type Save Without Validating F8 Follow Up Sample Index Sample Number Surveillance Monitoring Abandon And Close Sample was taken as part of a survey Survey Body Survey Ref Help F1 lt lt IF Fil G Close F2 Surveillance monitoring e Sample was taken as part of a survey this applies where a number of samples are all taken for a specific survey purpose e g a set time period during which monitoring of a specific product is undertaken e Survey body the name of the body or organisation that is instigating coordinating the survey e g Food Standards Agency etc 13 e Survey ref this reference number allows all samples forming part of the survey to be linked The first part of the survey number will normally be provided by the Survey body see above to show that the sample forms part of the wider survey with an option to add further identifying numbers for each sample if required to allow identification of each unique sample forming part of the larger survey Notes o Formal formal samples are taken in the manner as prescribed in The Feeding Stuffs Sampling and Analysis Regulations 1999 and submitted to an accredited laboratory N B Formal samples submitted to the agriculture analyst must be accompanied by a statement to the effect that the sample was taken in the prescribed manner in accordance with the legi
22. d stuffs N Importers and representatives of establishments in third countries O Intermediaries distributors and retailers P Manufacturers of additives and premixtures Q Animal farms R Other feed businesses e g 11402 One Stop 110 South Road Taunton Somerset TA1 3BP H K 123245 1691 One Stop 126 Wordsworth Drive Taunton Somerset A1 2HJ M L M 28940 Thorntons 21 Old Market Centre Taunton Somerset TA1 2AT L M 12536 19549 Ireson s 2a St James Street Taunton Somerset TAl 1JH H L 34776 10 To import this file into FSSNet click on File Import Animal feeds Premises 358 Reference Security Help New sample 4 Sample Templates al i Exported Batches lates Import Animal feeds premises Export Samples to XML Update lookup data tables Setup Exit Browse to the file and select Load Records E Import Premises Data 3 ER Import Animal feed premises Data File I SFSS SFS55Met Applications TestFoodFremises xml Load Records Remove current records Records In File Records Inserted Records Updated Records Frocessed 11777777 00 Once the status bar is complete click on close N B There is an option to remove all current records if you want to import a new batch tick the check box to do this If you leave the box unchecked then only new records will be added and the current records updated 11 Enforcement Animal Feed Click on the Reason tab next to Admin at the to
23. e the file Once the file location has been decided the progress bar will process all the samples turning red up to 100 49 Sample export Processed Export samples Only samples that have been added or have changed since last export Close F2 The exported XML file will now be created as requested There is also an option to only export samples that have been added or changed since the last export this can be selected by checking the check box Encrypted File Viewer This program facilitates the viewing of previously exported encrypted files To run this program select FSS Network then Encrypted File Viewer from your start menu 5F55 sample file viewer File operations Samples in this batch View file Drag a column header here ta group by that column Click on the View File button at the top left hand corner and select your file 50 BIK Look in ih 3 Floppy amp Gc SEN ET Document and Settings Desktop 2 My Documents sn on SCIEH WES 305 My Network File name son 2z enc Places Files of type Cancel 51 You can then view the data in your selected file 5F55 sample file viewer Sele a File operations Samples in this batch View file Prag column header here to group by that column Eno ODE EN SE Le eS SM Els EM BA sil me 10 TEUER G dele Smith 2308 2003 11033 HH 52 APPENDIX B FEED DEFINITIONS Statutory Requ
24. e screen will appear E New Sample template Live Animal feed sample template Admin Reason Labeling Additional Analysis General Template group Template description Save changes FF Analysis Type Micro Chemical Office Headquarters Abandon changes Sample Officer Business ID u Update premises when creating sample Premises Marne Address 1 Address 2 Address 3 Address 4 Post Code Registration number Feed risk category FremisesType Cl F2 To create a template fields are filled in as per a normal sample Certain fields cannot be filled in ahead of time and are marked N A Fields that will vary with each sample should be left blank and then completed at the time of taking the sample For ease of searching provide each template with a suitable description in the field Template Description before saving To save the template click on the Save button on the right or press F7 on your keyboard 29 Delete Template To delete a template select the template in the main screen and then click on the Delete Template button on the right hand side This will permanently remove the template from the system Copy Template To copy a template select the template in the main screen and then click on the Copy Template button on the right hand side This will create a duplicate template with the name prefixed with COPY OF Groups Templates can be organised into logical groups if required The Gro
25. ecuring sample Ambient li Other Public analyst comments Analysis for od was not carried out Enzyme linked immunosorbent assay ELISA methods were used for the analysis of total aflatoxin deoxynivalenol zesralenone and ochratoxin 4 in the sample In my opinion the evel of aflatoxin B1 present in the sample did not exceed the maximum perm ted amount specified in The Feeding Stuffs England Regulations 2005 am further of the ogmion that the levels of deoxynivalenol zearalenone and ochratoxin in the sample dod not exceed the guidance values specified in Commission Recommendation 2008 57HVEC Laboratory results _Testsubstance CCC tested Testresut 1 1 1 1 1 1 Aflatoxin ug kg 10 Outcome of analysis Analysis group Code Outcome Undesirable GOD Analysed only Print report x Click on to produce the print out above this is complete with PA s comments and Outcome analysis 39 Print Label Example Local authority Office Officer Karyn Cunningham Food description A COMPLETE FEED FOR LAYERS LAS Sample number 1397 Nat sample ON number D9THEISKG0000842 From the Browse Active Samples screen forms can be printed as part completed or fully completed forms by selecting the Print Form or Print Report button on the right hand side of the Browse Active Samples screen The above label can be printed by selecting the Print Label button The label works on most smart label printers and has been tes
26. irements The methods for taking samples of feeding stuffs are set out in the Sampling and Analysis Regulations 2005 The taking of samples in compliance with this regulation would enable formal enforcement action to be taken by the feed authority if necessary such samples are often referred to as formal samples All other samples are informal samples except where they have been obtained from a complainant in which case they are complaint samples Durability Date These are set out in the Feeding stuffs Regulations 2005 Schedule 3 Paragraph 18 and should enter into the database as follows Use before dd MM yyyy in that order Best before MM yyyy in that order APPENDIX C HPS CONTACTS HPS System Administrator If you have any questions regarding the project please contact Lorna Dryburgh Systems Administrator mailto Lorna Dryburgh hps scot nhs uk Tel 0141 300 1147 Kelly Pumfrey Project Support Manager mailto Kelly Pumfrey hps scot nhs uk Tel 0141 300 1946 Craig Wallace IT Systems Support Officer mailto Craig Wallace hps scot nhs uk Tel 0141 300 1411 HPS Environmental Health Consultants If you have any questions or comments relating to the FSS please contact Rod House Consultant in Environmental Health mailto Rod House hps scot nhs uk 53 Tel 0141 300 1116 OR Lynn Cree Adviser in Environmental Health mailto Lynn Cree Qhps scot nhs uk Tel 0141 300 1114 Postal Address HPS
27. leted the status bar will state Import Complete The data is now stored in your computer and can be viewed by closing this screen and clicking Browse Complete Samples from the Main Screen 44 Browse Complete Samples Accessed by clicking on the Browse Complete Samples button from the Main Screen Food Surveillance System Network System Live Samples Browser KF Fie Reference Security Help New sample Wi Browse Samples fs Sample Templates ah Import Samples fs Exported Batches Animal feed Entered to be validated Validated awaiting export Exported to Lak Sample complete with results All statuses Sampling officer V All Start date 08 04 2005 X Premises name v Al Enddate 1704 2007 v Status Code Local Authority Office Officer Date sample Time sample Sample taken Premises Business ID v v Sample Number vw code y v taken v taken Y v type dl Officer Carol Jones M Sample complete S99HOX 010000302 1234 333HQ Carol Jones 26 04 2006 15 37 19 25 04 2006 15 37 35 M D 1 5585TM 1 Officer John Anderson M Sample complete 939HG 010000312 1234 999HQ John Anderse 27 04 2006 08 31 17 27 04 2006 08 31 17 001 558STM 1 EEE E Results Outcome E Substance us Pesat loe Group Details g Proteins from bovine species Present E33 Microbiology Other Proteins from porcine species Present E BOO Composition Analysed only Proteins from poultry specie
28. mise Type Country Packaging v Satisfactory Analysis v Testing Lab Lab comment Comment v Animal species v Date af manufacture aos Registration number emma es hype he v Label reg number Premis a E nd Label bus type v Packaging date Analysis type You can now filter on Analysis type for example Status Code Local Authority Sample Number Office code Officer Date sample taken Time sample taken Sample taken Premises type Premises name Business IL Address 1 Address 2 A i Officer Date sample taken Time sample _ oample taken taken B Officer Bil J mith Staus y Code Local Authority E Dice Officer Date sample taken il Time sample Sample taken 2 Premise i Sample Number code taken tpe LocalAuthonly J Sample Number B Officer Bil Smith 47 Full Details In this screen you can view all the details for a particular sample by clicking on the All statues tab E Food Surveillance System Network System Live Samples Browser Ji File Reference Security Help 1d New sample Browse Samples a Sample Templates ae Import Samples a Exported Batches Animal feed Entered to be validated Validated awaiting export Exported to Lab Sample complete with results Sampling officer rl v Al Start date 08 04 2005 Premises name MAI Enddate 17 04 2007 Status Code LocalAuthorty Office Officer
29. ol CTRL TAB Moves forward to the next data entry screen F2 Close currently open form F4 Open a lookup dialog for the selected field F5 New Record F6 Edit selected record F7 Save with validation to record being edited inserted F8 Save without validation to record being edited inserted F9 Previous data entry screen F10 Next data entry screen The data entry screens can be completed in any order Press F9 and F10 to move from one data entry screen to the next or use mouse button to click data entry screen tabs All drop down reference fields are identified by the V Use the mouse to click on this drop down field or press the ENTER key Use the tab key Si to move through all data entry fields New Animal Feed sample Accessed by clicking on the New Animal Feed button from the Main Screen Administration Animal Feed E New Sample 1 Live Animal feeds sample Admin Reason Labelling Additional Analysis Chemical General Analysis Type Micra Chemical National Ref Save With S ample Number V alidation F 7 Office Headquarters Save Without Sample Officer Validating F8 Sample Date 08 06 2008 Time 24 hr 13 36 Abandon And Business ID Close Premises Name Address 1 Address 2 Address 3 Address 4 Post Code Approvalsregitratiar number Feed risk category Premises ype Help F1 22 F10 Close F2 Micro microbiological sampling is undertaken to ascertain
30. ound in guidance produced by LACORS and in the Food Standards Agency s document Practical Sampling Guidance For Food Standards And Feeding Stuffs N B In the event of any legal action being taken the sample must be taken in accordance with the legislation and in Scotland must be corroborated 1 e a formal sample must be witnessed e Explanation if the sample was not taken in compliance with the COP legislation i e an informal as opposed to a formal sample the officer can enter an explanation in the free text box provided 21 e Laboratory names of the relevant labs that samples are to be sent to have be pre installed into the drop down menu i e Glasgow Scientific Services e Analysis Routine or as defined by the laboratory analysis required select yes if you require the routine suite of analysis to be undertaken by the laboratory If no is selected the officer has the opportunity to select the exact type of analysis required by clicking on the Analysis Builder drop down menu e g if the officer only wishes the analysis of heavy metals or certain additives e Analysis Builder if tests other than routine are required to be undertaken on the sample i e no has been answered to the question above and there is nothing contained in the Analysis Builder that mirrors the material to be analysed this provision allows the officer to enter text outlining the exact nature of the analysis required
31. p to access this screen Select Enforcement Investigation by clicking on it and checking the radio button El New Sample 1 Live Animal feeds sample Admin Reason Labelling Additional Analysis sample taken Save With validationf F 7 General Sample Type Save Without Validating F8 Follow Up Sample Index Sample Number Surveillance Monitoring aora Sample was taken as part of a survey Survey Body Survey Ref Help F1 lt lt IF3l F10 G Close F2 Reason for taking Sample Enforcement Investigation or Surveillance Monitoring reason why the sample has been taken in the first instance enforcement investigation would cover for example routine or complaint whereas surveillance monitoring would cover survey or project samples e Sample Type formal informal These descriptors will suit whether the sample is routine complaint survey or other o Follow up sample if this sample was taken following on from a preceding sample e g after the first sample failed e Index sample number this is the number relating to the first sample taken in order that preceding samples can be linked to this 12 Surveillance Animal Feed Click on the Reason tab next to the Admin tab at the top to access this window Select Surveillance Monitoring by clicking on it and checking the radio button E New Sample 1 Live EJE3 Animal feeds sample Admin Reason Labelling Additional An
32. s Absent A BOO Composition Analysed only This screen shows all your sampling data along with laboratory results Querying the database Using the Browse Complete Samples you can look at your samples complete with the laboratory results and the Analysts comments Sorting Data To begin sorting data click on the relevant heading A small upwards arrow will appear on the right hand side of the heading This indicates an ascending sort Click again and the arrow will point downwards indication a descending sort Example Data sorted in alphabetical name order Mame Filtering Data If you want to look at a subset of the data you can restrict the records you see by selecting only certain data 45 To apply click on the drop down button for a heading and select the value you want to filter on Example Data filtered for unsatisfactory samples satisfactory Your current filter will be shown in the bottom left of the Complete Sample Browser screen Example Data filtered for unsatisfactory samples Ely To remove your filter click on the red cancel button and the filter will disappear 46 Grouping Data You can group data by selecting a heading and dragging it into the area directly above the current headings To ungroup data drag the heading back to its previous location You can also select which headings are visible by selecting each heading in the drop down menu below Example Data grouped according to Pre
33. s your choice so you do not have to keep selecting In your case you select Animal Feed Select either Live or Training to enter the main screen The Live connection is used when inputting real data into the system The Training connection can be used when entering dummy data for training other colleagues and for users to familiarise themselves with the system then click OK On this screen you will find some useful links to the FSS website general enquiries email address HPS website and a link to download video help Main Screen The Main screen is shown below El Food Surveillance System Network System 1 Live File Reference Security Help Mew sample gt Browse Samples P Sample Templates a Import Samples s Exported Batches Animal feed Menus can be accessed from the top of the screen and clicking on the following buttons can access common functions These can also be accessed in the File menu New Sample Used to enter a new sample into the system Browse Samples Used to view samples that are in the system Sample Templates Used to View Edit Create sample template Import Samples Used to import samples with results into the System Exported Batches Used to re export samples and view batch detail Shortcut Keys amp Handy Tips The application follows standard Windows design concepts TAB Moves forward from the current control to the next in the tab order SHIFT TAB Moves back to the previously selected contr
34. slation if the officer intends to take legal action e Informal informal samples are samples which have not been taken in accordance with the Sampling and Analysis regulations They are also however submitted to an accredited laboratory They do not require an accompanying statement Labelling Animal Feed Click on the Labelling tab next to the Reason tab at the top to access this window 14 E New Sample 1 Live Animal feeds sample Admin Reason Labelling Additional Analysis Description Of Sample taken Pix Micro Feed description Animal species Category Sub category Additional product Information Statutory statement Information Business type Manufacturer Approval Aeg No Business name _ address Label Importer IF appropriate Country of origin lt IFI Feed Name Feed Description Animal Species Category Save With V alidation F 7 m Save Without Validating F8 Choose Category Abandon And DE cw n Use main address Cw UNITED KINGDOM Help F1 2 110 G Close F2 the name that the product is sold under e g Pedigree Chum a basic description of the type of feed sampled Where there is a name laid down by law this must be used In most instances the feed type will be one of those prescribed by law For example a Complimentary Feed The type of animal species the feed has been produced for in conjunction with the li
35. sonia 53 DANN Dale ee 53 APPENDIX C TIPS CONTACT SG 53 HPS Svstem Admiblsll OM vaar 53 HPS Environmental Health Consultants cccoccccccccnccccnncccnncnnnnononnnnnncnonnnnnnnncnnnos 53 POStalL ATENA ETNE 54 APPENDEX ss 55 Version Gane Sn E E ET 55 USING THE FOOD SURVEILLANGE SYSTEM Starting the application To open the application double click the FSS icon on your desktop After running the program you will see the following security login screen E Login Uzer name RR Password You will need to enter a valid Username and Password to continue running the application otherwise the following warning message will be displayed Warning After entering a valid User name and Password you will see the application introduction screen Food Surveillance System Surveillance System Sample entry system Helpline Project links 0141 300 1345 web site https Aus envhealth scot nhs uk General enquines foodintot thos scot nhs uk Web enquines webadrmincehps scot nhs uk HPS website http wenn hps scot nha uk Video Screencasts Version z https nw envhealth scot nha ukr User Marn video aspe Food e Animal feed MacLaren West Ltd 1 Main Street Cumbernauld Connection Telephone 01236 733726 www maclarenwest co uk Exit Once this screen appears you can either enter into the Food or Animal Feed Module using the radio select buttons the application remember
36. st contained in the Feeding Stuffs Regulations This list is provided via the drop down menu Click on the lu icon and select a feed category from the codes provided on category tree feed types are categorised in terms of pre populated categories in the category tree Selecting the category tree button on the right of the category label allows the user to select from the populated 15 list e g Compound Feed Clicking on one of the item headers you will see that there are sub categories under each main heading e g Complimentary Feed These can be used to populate the sub categories lists below Sub Category This will populate with feed category once selected in category tree Additional Product Information This allows the officer to enter free text Statutory Statement information information that is prescribed by feed legislation which must accompany the feed at the point of its final destination in the supply chain i e the product label on pre packed feed or the delivery docket on feed delivered loose from bulk Business type business types can either be entered free text or via the drop down menu provided i e Distributor Manuf approval reg no a dedicated number allocated to the feed business operator by the local authority in accordance with the Feed Hygiene Regulation Use main Business name Enter details from label on feed or select bd to pull in the address details from the Admin
37. ted on Smart Label Printer 420 54mm Model 40 Exported Samples Accessed by clicking on the Exported Samples button from the Main Screen Food Surveillance System Network System Live Samples Browser a Fie Reference Security Help New sample gt Browse Samples fa Sample Templates at Import Samples a Exported Batches Animal feed Entered to be validated Validated awaiting export Exported to Lak Sample complete with results All statuses Status Code Local Authority Dffice Date sample eme sample rampe taken Premises ia ID v Sample Number vw code v taken taken type Officer Carol Jones Exported to Lab 999HQx 010000303 338HQ CarolJones 26 04 2006 15 38 11 26 04 2006 15 38 11 L O01 5585TM 1 This screen shows all samples that have been exported to the lab You can use the plus minus box on the left hand side to show the sample details within an export batch Re Export To re export a previously exported batch or file then click on the MA button The following menu will appear F Sample batches previously exported Animal feed Batch Id Date exported Time exported Deliver method e 14042007 Tasar Test Laboratory Remote transfer He send to Lab He expart to file Samples i In batch Export batch details Status Code Officer Local Authority Office Date anal Sample Number code 1999H 0010000303 CarolJones 1234 399H0 26 04 2006 5
38. the microbiological quality of feed and to determine the possible presence or absence of harmful microorganisms in feed There are currently no microbiological standards set in feeding stuffs legislation for which the FSA act as the central competent body Chemical feed samples submitted for chemical sampling may undergo specific analyses such as for contamination presence of additives compliance with nutritional standards and National ref unique sample reference number allocated by the FSS application e Sample number this is the number by which the sample can be identified by the Local Authority Office if your organisation has a number of offices branches in different locations names for each of the offices can be added to then selected from the drop down list Sample Officer if your organisation has a number of officers taking samples names for each of the officers can be added to then selected from the drop down list Sample date date that the sample was taken The date can be selected by clicking on the tab to reveal the calendar Time time that the sample was taken The time defaults to the current time but can be changed using the up down arrows provided Business ID this is the unique identifying code of the business that is listed in your premises database e g APP CAPS etc Premises name the name that the business from which the sample was taken Is trading under This information will usually be
39. ups button accesses the administration screen E Animal feeds sample template groups Sle Animal feed template groups Gap Template v g ME Edit FE Delete 30 New Sample from template The facility to create a new sample from a template is accessed by selecting Sample Templates from the File menu To create a new sample from an existing template select your template in the main screen and click on the Create Sample button on the right hand side 3 Animal feeds sample templates Animal feed sample templates Description covey COPY OF over LOPY OF COPY OF cwcw COPY OF COPY OF COPY OF evev COPY OF COPY OF COPY OF COPY OF evev COPY OF COPY OF COPY OF COPY OF COPY OF over COPY OF COPY OF COPY OF COPY OF COPY OF COPY OF evev COPY OF COPY OF COPY OF COPY OF COPY OF COPY OF COPY OF evev COPY OF COPY OF COPY OF COPY OF COPY OF COPY OF COPY OF COPY OF evev COPY OF COPY OF COPY 0 ER COPY OF COPY OF COPY O eee OF COPY OF c COPY OF COPY OF COPY O OF COPY OFL COPY OF COPY OF COPY O us OF COPY OF E CYCY This will prompt to create a New Sample The sample will now be entered in the same way as creating a New Sample except fields are pre populated from the template 31 Browse Samples Accessed by clicking on the Browse Samples button from the Main Screen E Food Surveillance System Network System Live Samples Browser a Fie Reference Security Help L4 New sample 1 gt Browse Samples
40. ve From the Browse Active Samples screen forms can be printed as blank part completed or fully completed forms by selecting the Print buttons on the right hand side of the Browse Active Samples screen 38 Animal Feed Surveillance System National ref 091HQ05660001111 Samples with results Administrative details Business ID Sample No 1461 Food Authority Durham County Council Premises Mame CARRS BILLINGTON AGRICULTURE LTD Sampling Officer Alan Hodgson Address MONT ALBO ROAD BARNARD CASTLE COUNTY DURHAM DL12 SLD Analysis Type Chemical Date sample taken 07 10 12006 Time 13 45 00 Pramises type 0 Reason for sample taken Enforcement Investigate YES Surveillance Monitoring YES Sample Type Formal Follow up sample NO Was the sample taken as part of a survey YES lf YES Index Sample Number If yes as part of the following survey FSA Relevent Survey Humber Description of sample taken Feed name GROWERS INTENSIVE FELLETS Description true name of Feed A COMPLETE FEEDINGSTUFF FOR POULTRY nmal species 04 04 Feed category Compound feeds Sub category 1 Complete Additional product information Statutory Statement Information Business type M Manufacturers regirstration no GB 2020306 Business NamelAddress labe Packaging provided Prepacked Quantity Pack size 25 kg Batch ar lot number P04023 Date of manufacture Durability date Best before 27 02 2008 Conditions at s
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