PrimusGFS Application Manual

Transcription

1 Introduction This manual was designed to assist you in the process of entering a PrimusGFS application. 1. Beginning your application. It is important to first decide who will be the organization (applicant for certification) and which operations you would like to audit. What is an Organization? The organization is the company which is to be certificated, this Organization is responsible for the whole Food Safety Program and must have a Food Safety Management System (FSMS) implemented before the audit. This FSMS must cover all the operations to be audited under this Organization (whether they are facilities, ranches, greenhouses or harvest crews). Decide which Operations you would like to certify. An operation can be a facility like a Processor, Packinghouse, Cooler, Storage & Distribution Center, Ranch, Greenhouse or Harvest Crew. Hints & Tips You can select more than one operation for your application, please refer to the PrimusGFS General Regulations for more info on Operation Definitions Page 1 of 12

2 2. Where to find PGFS Documentation (see figure A). Visit Click on Services, Schemes then PrimusGFS (See Fig. A) Fig.A Buyers can be directed to our site To review the PGFS audit checklist and compliance criteria click on this link Click on Documents to view all related documents. Fig. B Page 2 of 12

3 3. Requesting a log-in (see figure C). To request a login click on the second green box. This login & password will be used for all applications associated with this organization. It is where you will also be able to access and enter your Corrective Actions, as well as view the status of your audit. Please fill in the information details below completely. Click on Request Login This will send an notification (ref. fig. D) to PrimusGFSAdmin@primusauditingops.com and your request will be reviewed and approved. If we are unable to approve it we will contact you to explain by phone or . Fig. C Hints Tips You can always go back to this page for ups and This is the notification that the PGFS Admin receives with the details you entered in Page 3 of 12

4 your request (see Fig. D). Fig. D This is the notification you will receive when your login has been successfully approved. Fig. E ABC123 Password Hints & Tips We suggest you add this link to your favorites as you will need it to access/ enter your Corrective Actions, check your audit status and for future applications for this organization. Beginning your application. Please click on New Application to begin. Note: You must have login approved before starting an application. The following window will appear, please accept both terms to accept. Click continue. Page 4 of 12

5 Note: Please fill out application in order as it will not allow you to skip steps Section 1: ORGANIZATION INFORMATION Please enter and update all information for the Organization, if any of the addresses need to be edited, please click on Edit Organization details. Hints & Tips Please keep your login & password in a safe place, if it is misplaced, please contact us. Section 2 : CONTACTS Please designate a Contact (there can be multiple). If a consultant is added as a contact, a contact from the organization must be included as well. The Contact(s) will receive all audit documentation, i.e. Preliminary Results, NCR Summary, Final Results and Certificates and names will be displayed on the application. To assign contacts click on select next to the contact name to move contacts from left to right. Page 5 of 12

6 Jane Doe Jane Doe Section 3: OPERATIONS Select your operation type. Click on Add New Operation or select an existing operation from the drop down menu. If this is the first time this operation will be audited under PGFS you will need to create a new operation. Enter in the details for this facility operation, please fill out the information in its entirety. Page 6 of 12

7 Your completed information should look something like this. The next step is adding in your products. You may only list commodities that will be present during your audit (does not apply to Storage & Distribution Audits). Keep in mind, products should be listed without specifying the variety, how its grown (organic, conventional, hydroponic) etc. These parameters are set per Azzule the Scheme Owner. All operations must be in production during the audit Note: Crops included in the harvest crew audit applications (and therefore, the scope of the audit) should only be for a specific crop or group of similar crops, and should be specific to one ranch (regardless of whether or not the ranch is being certified as well). If there are multiple crop groups that the auditee wants audited that are all located on the same ranch, those harvest crews should receive two separate audits. Page 7 of 12

8 Type in the product name. Then click Search Product Go to the drop down screen and select the product. Click add product. Do this until you have entered in all of the products to be covered in the scope of the audit. Once you add in the commodities, you will see them appear in the screen below. You will also see a summary of the information you entered for your facility operation on the right. The next step is to specify if you have a HACCP plan. This is part of Module 3 and will always be applicable to all facility operations. For those facility operations where there are not Critical Control Points identified, some sections of the Module 3 may not be applicable. Please make sure you review those questions to meet the requirement for this module. Page 8 of 12

9 Once you are done, click on Add Operation. If the operation was successfully entered you will see the operation saved as shown below. If you need to edit, add products or update info, click on edit. Page 9 of 12

10 Section 4: OPTIONS Please enter in your tentative audit dates, this is not a confirmation. Once your application is approved your Audit Coordinator will contact you to confirm the dates. Specify the audit language; this is for those companies that need bilingual auditors. Make comments or notes that will help us schedule your audit. Click on Save Options. Adding a Shipper. Please keep in mind the shippers listed on the application will be billed for full or partial payment of the audit(s). If the Organization is paying please list them as a Shipper. Type in the shipper name, then click on Search Shipper. Select your desired shipper from the drop down menu. Then click add shipper. If the shipper is not on the list click add new, and fill out the billing information. The following screen will appear after you ve saved the shipper information. Please specify which audits are to be linked to this shipper. Please repeat this step for all of your shippers, Page 10 of 12

11 should you have more than one. If this was done correctly you will receive the following notification. Click OK. You can add more shippers or go on to the next step, submitting the application. Please be sure to read the statement below, check the box and then submit your application. A text box will appear once you hit submit. It is mandatory that you make comments or it will not submit the application. You will also need to return the attached Auditing and Sublicense Agreement as soon as possible. Your application will not be approved until it has been returned to your Audit Page 11 of 12

12 Coordinator. If you need a copy of the Auditing and Sublicense Agreement please contact the audit department at (805) or by at PrimusGFSadmin@primusauditingops.com. Your application will be reviewed and you will be notified by if your application has been accepted or rejected. NOTE: If your application is rejected, please make the necessary changes and resubmit. Tip: Please enter your application as early as possible giving enough time for the Audit Coordinator to process your application and confirm an auditor, ideally between 4-6 weeks. Remember that booking in advance may help you choose the ideal audit date. Booking early may also help minimize expenses since we can try to organize other audits in your area therefore reduce auditor travel costs. USA - Headquarters Mexico Chile Costa Rica 1259 Furukawa Way Santa Maria, CA Calle Millet No. 109 Colonia La Estancia, Zapopan, Jalisco, C.P Alameda del Libertador Bernardo OHiggins #252 Oficina 41 Región Metropolitana, Chile Urbanización Vista Flor San Pedro Santa Bárbara, Heredia, Costa Rica Direct Directo Directo Directo Fax Fax Page 12 of 12