Offline Audit Tool (OAT) User Guide Version 3.0

Transcription

1 Offline Audit Tool (OAT) User Guide Version 3.0 Contents Downloading Java Development Kit... 2 Downloading the Offline Client... 7 Completing Your Audit & Utilizing the Offline Audit Tool Importing Your Audit into SQFAD... 19

2 Downloading Java Development Kit 1) To utilize the offline audit tool within Safe Quality Food Assessment Database (SQFAD), you will first need to download what is known as Java Development Kit, hereafter called JDK. Begin this process by opening a web browser and then opening a search engine of your choice (examples demonstrated below are Google and Bing). Type in the words Java Development Kit in the search field, and then select Java SE Downloads from the search results, as demonstrated below. NOTE: Java Development Kit is hosted by Oracle, not by SQFI. The downloading of JDK will vary from web browser to web browser. The download process demonstrated in this user guide was completed in Internet Explorer. If you are to experience issues with your download, you will want to contact your internal IT department or reliance@sqfi.com for any assistance. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 2 of 22

3 2) Once on Oracle s Java SE Downloads web page, you will want to select Java Platform (JDK) 7u5, which is the choice furthest to the left, as demonstrated below. Do not select any of the other three downloads made available to you. 3) After clicking on the download furthest to the left within the Java SE Downloads web page, you will then view the download information for JDK. You will first need to review the information, then select on the radio button titled Accept License Agreement. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 3 of 22

4 Once you have accepted the License Agreement, you should see the following message: OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 4 of 22

5 4) After successfully accepting the License Agreement, scroll down the page to the first set of Java SE Development Kit downloads, as shown below. You will specifically need to focus on the last two available downloads, as demonstrated below. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 5 of 22

6 DOWNLOAD DIFFERENCES You will choose the version to download based on your version of Windows. How to choose which version to download: Windows x86 this download is the 32-bit download. This download is specifically for Windows systems XP or earlier. If you have Windows Vista or Windows 7, do not download this version of JDK. Windows x64 this download is the 64-bit download. This download is specifically for Windows systems Vista or higher. If you have Windows XP or earlier versions, do not download this version of JDK. 32 bit download 64 bit download 5) Select your appropriate download link by clicking on the underlined link. After selecting the link, you will be prompted to Run or Save the download. You will want to select Run. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 6 of 22

7 The download will then begin. Once the download has successfully completed, you will be notified within your specific web browser. Downloading the Offline Client LOGGING INTO SQFAD 1) For existing users, log in to the SQFAD via the SQF website, under the Suppliers tab, then Existing Users. After opening the SQFAD login page via the SQF website, simply type in your username and password. If logging into SQFAD for the first time, you will be prompted to change your password and select your time zone for security purposes. If you lose your password, type in your username then select Forgot your password? Your username must first be entered in order to use this feature. Once selecting Forgot your password?, an automated from the system will be sent to the username s corresponding address. If you do not receive this immediately, be sure to check your spam filter. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 7 of 22

8 Once receiving your password, you will be prompted to change that password when re-entering the system for the first time. Type in the temporary password you received via the distributed , then your desired password. The password rules will be listed for you, as shown below. When completed, select OK. Do note that you also have the opportunity to change your login information in your user profile within the system (refer to Editing My User Profile User Guide ). Your username and password must first be entered in order to use this feature. After selecting Change Password, you will be prompted to change your password. Type in your existing password, followed by your desired password. The password rules will be listed for you, as shown below. When completed, select OK. Do note that you also have the opportunity to change your login information in your user profile within the system (refer to Editing My User Profile User Guide ). OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 8 of 22

9 It is important to note the End User License Agreement housed on the SQFAD login page. By signing into the SQFAD System using your personal username and password, you are acknowledging your understanding and acceptance of the terms and conditions listed in the End User License Agreement. 2) If the offline audit tool version 1.0 is already downloaded on your computer, you will want to have it deleted. Be sure to empty it from your recycle bin as well. If the tool is not downloaded, please skip to the next step. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 9 of 22

10 3) Once having logged into SQFAD, to access the Offline Client for downloading, select the Audits application. NOTE: An audit must have been assigned to you in order to access the Offline Client for downloading within SQFAD. 4) Once entering the Audits application, a new tab will open for you at the top of your page within the system, similar to that of a web browser. This is for navigation purposes within the system. NOTE: Within SQFAD, it is important that you utilize its features. Refrain from using your web browser back, forward, or refresh buttons when within the system. To refresh the page at any time, select Refresh within the SQFAD toolbar. This toolbar will 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, utilize the tabs as you would in a web browser. EXAMPLE OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 10 of 22

11 5) From the left hand navigation bar in the Audits application, select the + sign next to 1. Audits, then select 3. Open by Assigned. You will then be able to view each audit that has been assigned to yourself. Locate the audit needed, and select it, as demonstrated below. You will only be able to download the Offline Client with an audit that is in the Perform Audit phase. Left hand Navigation bar EXAMPLE If you have many audits to sift through within this area in the Audits application, you may also utilize the Column Search, to which you can specify the audit you are searching for by column. Select Columns Search to utilize this feature. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 11 of 22

12 6) Once you have located your audit, select it by clicking anywhere on the audit itself. A new tab will open within SQFAD, to which you can locate the link to download the Offline Client. This link is always housed under the Audit Information area within the Audit form. The link for download is specifically found under the Export Audit and Import Audit buttons, as shown below. 7) To begin the download of the Offline Client, select Please download the offline client the link. NOTE: You will only need to download the Offline Client ONCE. After downloading the program once to your computer, you will not need to download it a second time. In the event that your computer hard drive crashes, or you upgrade to a new computer, you will need to download the Offline Client again. Select Save File OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 12 of 22

13 8) To place the Offline Audit Tool on your computer, simply right click on EtQ Offline Audit, select Cut, then Paste the tool to your desktop (or in a safe area on your computer). It is suggested that the Offline Audit Tool is saved to your desktop for easy access. 9) With the Offline Audit Tool successfully saved to your computer (preferably your computer desktop), you have correctly downloaded the tool for future use. You will open and complete all exported audits through this Offline Audit Tool. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 13 of 22

14 Completing Your Audit & Utilizing the Offline Audit Tool 1) To access your exported audit, you must first open your Offline Audit Tool. If your Offline Audit Tool is available on your desktop, double click on the program to open it. 2) Select Open. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 14 of 22

15 3) Locate the exported audit zip file on your computer, select it, and click Open. 4) Within the Offline Audit Tool, your exported audit should now open with each of the checklists that were assigned during the audit plan. In order to supply the SQF Practitioner information, click on the top folder in the left hand pane. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 15 of 22

16 You may then enter the SQF Practitioner name (First Last) in the provided space to the right so that the information will be placed on the Nonconformity Summary Report. Any information entered into this field for the SQF Practitioner will be reflected on the Nonconformity Summary Report. 5) To open each checklist, click on the + to the left of each folder. Once opening each checklist via the + sign to the left of each checklist, you may begin completing that audit checklist by selecting one item at a time. This will open the item information within the checklist. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 16 of 22

17 6) Below is a key of the primary responses and the colors associated with them. NOTE: NOTE: Any item marked as not applicable in advance within the checklists in SQFAD (online) has the ability to be edited within the Offline Audit Tool by the acting Auditor. When successfully completing an item, the circle that was once empty to the left of the item will turn its respective color (please see key above). It is important to ensure that the primary responses and evidence are entered for each item (besides those marked as N/A). If a change to the primary response is needed, click on a different response. To remove a response click on the response that is currently highlighted. You can also utilize the Summary Report within the Offline Audit Tool to see the status and breakdown of answered items filled in within the tool itself. Select Summary Report to view this information. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 17 of 22

18 Once the checklist has been entirely filled out, you can generate a PDF Summary of the nonconformities entered. The checklist must be completely filled out (i.e. primary response selected for each item) so the audit can be properly phased forward. Click on the Nonconformity Summary Report to generate this report. 7) After completing the audit, you may check the spelling by selecting Check Spelling under Spell Checker located at the top of the tool. 8) To create a user dictionary, select Spell Checker then Spelling preferences. Check the items in the spelling preferences box that meet your requirements and select Create User Dictionary. Save the user dictionary in a safe, secure location on your computer for future use. Spelling errors are indicated by a red line under the misspelled word. Additionally, misspelled words in an element will be indicated by a multi-colored icon. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 18 of 22

19 9) Finally, when completed with entering audit data within the Offline Audit Tool, select Save. You can then exit the tool by selecting Exit. NOTE: When working within the Offline Audit Tool, you may access the tool multiple times to edit data. Nothing will import into SQFAD until you manually import the audit into the system. Importing Your Audit into SQFAD 1) When you have completed the audit checklist, you will be able to import your audit back into SQFAD. To import your audit into the system, first login to SQFAD, and enter the Audits application from your portal. 2) Access your audit within the Audits application from your SQFAD portal. Within the Audits application, under Audits select My Open Audits. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 19 of 22

20 3) Click into the audit. Within the audit, you will notice the Import Audit button. Select this button to import the audit back into SQFAD. 4) Select Import Audit. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 20 of 22

21 5) A new window will open, which will locate the audit zip file from your computer. Begin by selecting the hyperlink icon, as demonstrated below. 6) After selecting on the hyperlink icon, you will want to locate the audit zip file. Once selected, click on Open. Don t Import Me! Import Me! NOTE: When importing the audit, ensure that the zip file is imported, not the folder (as shown above). 7) Once selecting Open, the audit should appear within the import field. OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 21 of 22

22 NOTE: If the audit file name is too large (more than 80 characters), the system will not allow you to import the audit zip file. Rename the file on your computer, and then repeat Step 6. 8) Select Import. If your audit successfully imported all audit data, you will see the below message. The above message should always read Importing audits completed successfully. If the message above displays an error message such as audit imported but with errors, please contact sqfi at 9) NOTE: If there is no error message but the audit does not advance to Approval from Non- Conformities Review, please double-check that all primary responses have been completed. You can verify this by reviewing the Summary Report. If you are to have any questions, or experience any issues with the completion of an audit, first contact your Certification Body for assistance. You may also contact SQFI for assistance at or OAT Audit Tool Version 3.0 User Guide. Copyright Safe Quality Food Institute All Rights Reserved. Page 22 of 22