How to Fill in the Master Data Worksheet
In this article you will learn:
- What is a master data upload and how it is used
- General Instructions
- How to avoid and fix common mistakes
- Employees
- Job Descriptions
- Products
- Materials
- Services
- Non Conformance
- Cause
- Brands
- Production Units
- Units
- Customers
- Suppliers
- Organizations
- Sites
- Items
What is a Master Data upload?
A Master Data Upload is the process of collecting all the information necessary for building programs and records in different modules within Safefood 360°. The Master Data workbook, once completed, is uploaded to the Safefood 360° system. These building blocks are then used when creating different plans or programs in Safefood 360°. A successful and well planned Master Data upload will greatly reduce the effort when creating all your programs with Safefood 360°.
If you have not already done so, please download the FSMS Master Data workbook here.
If you require the SQM master data workbook click here. This would be used only when you have purchased the Supplier Quality Management Solution.
When completing the Master Data workbook you will see a tab called Causes and a tab called Nonconformances. If you require examples of these in order to complete your workbook, click here to access an excel document with examples of nonconformances and causes.
How to complete the Master Data Workbook
General Instructions
In the Master Data workbook, each tab represents a Master Data module in Safefood 360°. For example, in the Employee tab, all the information needed to bulk up upload your employees to the Employee’s module in Safefood 360° can be completed. The first row, in grey, is an example of an entry for that worksheet.
Columns highlighted in red are mandatory information for upload. There should be no blank rows or fields in any column highlighted in red.
Highlighted in orange are the columns which are not mandatory for the Master data upload, but mandatory if you have Supplier Portal or Alerts to set up. They are highly recommended for the smooth operation of your Safefood 360° site.
Fields with an asterix (*) contain drop-down values.
How to avoid and fix common mistakes
- Make sure you remove the example highlighted in grey in the first row of each tab in order to avoid unnecessary uploads.
- All the duplicates (product, materials duplicates etc.) need to be removed; this can easily be done by using an excel formula, please refer to the following link, https://www.excelfunctions.net/remove-duplicates-excel.html.
Or, use the following instructions:
* Select the range of cells, or make sure that the active cell is in a table.
* On the Data tab, in the Data Tools group, click Remove Duplicates.
* Do one or more of the following: Under Columns, select one or more columns.
* Click OK.
* Click OK.
- Blank lines need to be removed; this can be easily done by using the excel formula, please refer to the following link, https://www.extendoffice.com/documents/excel/823-excel-delete-multiple-empty-columns.html, or use the following instructions:
* Click Home > Find & Select > Go To Special, in the Go To Special dialog box, check the Blanks option.
* And then click OK, all of the blank columns of the selected range are highlighted.
* Then click Home > Delete > Delete Sheet Columns, the blank rows have been deleted from the selected range.
- Phone numbers should be entered using the full country code without any spaces or dashes (for example “+4985123123123”).
- The E-mail address should be entered in the following format: [email protected].
- Each tab in the workbook has an optional ‘Folder’ column which allows you to organize your data into logical groups. You can use a back-slash to define sub-folders, e.g. Management\Quality.
- Not all of the tabs need to be filled in. You can add them in manually later if you feel you are not ready yet for that Master data. However, you should try to get in as much data as you can from the start.
Employees
Mandatory information which must be provided:
– Employee’s first and last name.
– Employee’s nature of employment – can be chosen from a drop-down list with two options Employee or Agency. If Agency is selected then you will be asked to select the agency supplier.
– Employee’s position.
Mandatory information which must be provided when setting up Alerts:
– Employee’s e-mail address must be provided in case an employee will be the user, in order to enable the alerts to work.
The information which is optional:
– Employee ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save.
– Folder, which allows you to organize your employees into logical groups. You can use a back-slash to define sub-folders, e.g. Management\Quality.
– Employee’s address.
– Employee’s phone number.
– Employee’s mobile phone number.
– Employee’s date of birth.
– Employee’s sex.
– Employee’s nationality.
– Employee’s first language.
– Employee’s second language and their proficiency.
– Employee’s date of commencement.
Job Descriptions
Mandatory information which must be provided:
– Title of the job description.
– Description of the job (Should be no longer than 255 Characters).
Information which is optional:
– ID or code, if applicable. If no identifier is entered then the system will automatically generate a number.
– Folder is particularly useful for separating large functions in a company such as HR from Production.
Products
Mandatory information which must be provided:
– Product name in the proposed naming convention, “ID Code :: Product Name” as it will be easier to search for related products when creating the programs/records and also, to avoid having duplicates.
Information which is optional:
– ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save.
– Define a folder where the product is stored. This helps you find and store the total amount of products you supply for easier reference later.
Materials
Mandatory information which must be provided:
– Material name in the proposed naming convention “ID Code :: Material Name” as it will be easier to find the related product and also, to avoid having duplicates.
Information which is optional:
– Define a folder for the ingredient or material. This helps you organize your materials into logical groups so they can be easily sourced (e.g. Ingredients\Sweeteners).
– Select the country of origin which can be chosen from drop-down list.
– Brief description of the ingredient or material.
Services
Mandatory information which must be provided:
– Name of the services, such as, Pest Control, Calibration, Training, 3rd Party Audits, Human Resources etc.
Information which is optional:
– ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save.
– Select which folder you want to save the service in. This helps you to group and categorize services into neat collections so you can easily search for, or navigate to them later.
Non Conformance
Mandatory information which must be provided:
– The name of the nonconformance.
– Description.
Tip: Description of non-conformance won’t appear when selecting non-conformance in Safefood 360˚. The description can be included in the name of non-conformance in the following naming convention: e.g. “Foreign Body :: Metal”.
Tip: You don’t need a different NC for products/materials. The same NC “Foreign Body :: Metal” can be used throughout the application.
Information which is optional:
– Folder will allow you to easily distinguish the locations of nonconformances for future use.
Cause
Mandatory information which must be provided:
– The name of the root cause.
The information which is optional:
– Folder, in case you intend to create an exhaustive list of different causes. It might make sense to categorize them into folders that will help the user find the correct cause type later on.
Brands
Mandatory information which must be provided:
– The name of the production unit.
Information which is optional:
– Select which folder the production unit will be saved under. This will allow you to easily distinguish the locations of production units for future use.
– Brief description of the production unit.
Units
Mandatory information which must be provided:
– The name of the unit (units of weight, height, product, density etc.).
– Sub Units: In the example provided in the workbook, the unit comprises of 12 x 12 x 24 pallets, which means each unit has 3456 sub-units. Only numerical values should be entered here.
The information which is optional:
– Folder: Save the unit of measurement into the units folder.
– Description of the unit.
Customers
Mandatory information which must be provided:
– The name of the customer.
The information which is optional:
– ID or code for this customer if you have one.
– Folder.
– Phone number.
– Postal address details.
– Telephone or fax.
– Contact person, position and e-mail address.
Suppliers
Mandatory information which must be provided:
– The name of the supplier.
Mandatory information which must be provided when setting up the Supplier portal:
– E-mail address: This email will be used for email notifications that are sent to the supplier
– Contact person.
– The phone number for the contact person.
The information which is optional:
– The folder where you can group suppliers by type.
– 24 Hour contact should contain a full phone number (with country code). This phone number is used when SMS alerts are being sent to the supplier.
– ID or code for this supplier if you have one.
– Address.
– Telephone.
– Fax.
Organizations
Mandatory information which must be provided:
– The name of the organization.
Information which is optional:
– ID or code for the organization if you have one.
– Folder: store it in the appropriate folder according to the type of organization.
– Organization telephone details.
– Postal address details.
– Contact name.
– Contact position.
– Contact’s e-mail address and phone number: These contact details are used when sending out alerts to the contact person, so make sure the email is correct and the phone number has a country code included.
Sites
Mandatory information which must be provided:
– The name of the site.
Information which is optional:
– ID or code for the site if you have one.
– Folder: you can categorize your site contacts into folders allowing you to keep multiple contacts in better order.
– Site telephone details.
– Postal address details.
– Contact name.
– Contact position.
– Contact’s e-mail address and phone number: This email will be used for email notifications that are sent to the site contact. The 24 Hour Contact field should contain a full phone number (with a country code – for example “+4985123123123”). This phone number is used when SMS alerts are being sent to the site.
Items
