QualityOne Vaults provide a management system that allows you to establish and maintain safe food production practices efficiently by using the HACCP (Hazard Analysis Critical Control Points) methodology. You can create HACCP plans in your Vault to define principles and procedural requirements for maintaining your HACCP management system. To save time and effort, you can reuse existing HACCP plans as a reference when creating new HACCP plans.

Depending on your Admin’s configuration, object, field, and section labels may appear differently than the labels mentioned in this article.

HACCP Management Overview

The general process of working with HACCP Management involves the following:

Creating & Maintaining HACCP Reference Records

You must define library records used as references to select when creating a HACCP Plan. Ensure you create and maintain the following reference records as part of your organization’s regular operations:

  • Material
  • Material-Process
  • Hazard
  • Formulation
  • Formulation Composition
  • Process
  • Process Step
  • Process Step Connection
  • CCP Library
  • Action Item

After you’ve defined the initial library records, you can begin defining general hazard analysis records to store information about the potential hazards associated with certain ingredients and process steps. Ensure you create and maintain the following records:

  • Process Hazard Template
  • Ingredient Hazard Template
  • Process Known Hazard
  • Ingredient Known Hazard

Creating a HACCP Plan Design

You can create a master design for a HACCP plan that can then be copied and customized to suit the needs of different regions or individual factories.

To create a HACCP Plan Design:

  1. Navigate to Business Admin > Objects > HACCP Plans or to a custom tab.
  2. Click Create.
  3. Select the HACCP Plan Design type and click Continue.
  4. Enter a Name.
  5. Optional: Enter a Description and Title.
  6. Select a Material.
  7. Select a Process.
  8. Select a Facility.
  9. Select a HACCP System Standard.
  10. Click Save, or to create another HACCP Plan, click Save + Create.

After you’ve created your HACCP Plan Design, you must add the following records to the design. These records are specific to your HACCP Plan but can draw on information in library records. When users deep copy your HACCP plan design, Vault copies over these records, saving time and ensuring consistency:

How to Create HACCP Plan Ingredients

To create a HACCP Plan Ingredient:

  1. Navigate to the HACCP Plan Ingredient section of a HACCP Plan.
  2. Click Create.
  3. Enter a Name.
  4. Enter a Description and Formulation, if applicable.
  5. Click Save, or to create another HACCP Plan Ingredient, click Save + Create.

How to Create HACCP Plan Process Steps

To create a HACCP Plan Process Step:

  1. Navigate to the HACCP Plan Process Step section of a HACCP Plan.
  2. Click Create.
  3. Select the HACCP Plan Process Step Type:
    • Process Step: Signifies a regular processing step.
    • Material: Process step introduces a raw material, such as an auxiliary material or the receipt of a raw material.
    • Logistic: Process step involves distribution or storage of raw material.
    • Connector: Indicates the start or end of a process flow, or a step used to connect two flows or modular HACCP Plans together.
  4. Enter a Name.
  5. Optional: Enter a Description.
  6. Optional: Select a Process Step from the library.
  7. Select a CCP or OPRP label, if applicable.
    • CCP (Critical Control Point) and OPRP (Operational Prerequisite Program) steps are marked clearly on the HACCP Flow Diagram.
  8. Click Save, or to create another HACCP Plan Process Step, click Save + Create.

You can also create and edit HACCP Plan Process Steps using the HACCP Flow Diagram. After creating your HACCP Plan Ingredients and HACCP Plan Process Steps, you can use the Ingredient Involved object to specify the ingredients used in each process step in your HACCP plan.

How to Create HACCP Plan Process Step Connections

To create a HACCP Plan Process Step Connection:

  1. Navigate to Business Admin > HACCP Plan Process Step Connections.
  2. Click Create.
  3. Enter an Input Step. This is the step preceding the connection.
  4. Enter an Output Step. This is the step following the connection.
  5. Click Save, or to create another HACCP Plan Process Step Connection, click Save + Create.

You can also create and edit HACCP Plan Process Step Connections using the HACCP Flow Diagram using the HACCP Flow Diagram.

Creating Hazard Analysis Records

Once the HACCP Plan has ingredients and process steps defined, you must complete a hazard analysis and define critical control points. You must associate an Ingredient Hazard Analysis or Process Hazard Analysis with each ingredient or process step in your plan that could introduce a hazard.

After completing the hazard analysis for your design, you can add CCP-Hazard Analysis records to your HACCP Plan Design. These specify the critical control points in the HACCP Plan based on the hazards associated with the ingredients and process steps in the plan. Once you create these records, your HACCP Plan Design is ready to be used.

Next, you can add a process hazard analysis or ingredient hazard analysis to all process steps or ingredients that introduce or control for a hazard. To associate a single Process Hazard Analysis with multiple HACCP Plan Process Steps, you can create HPPS - PHA records. To associate Hazards with a Process Hazard Analysis, you can create Process Hazard Analysis - Hazard records.

Once you create these records, your HACCP Plan Design is ready to be used. You can manage hazard analysis using the HACCP Flow Diagram.

Deep Copying an Existing HACCP Plan Design

You can save time and effort starting a new HACCP Plan or HACCP Plan Design by copying the details from an existing HACCP Plan Design and its related records using the Create HACCP Plan Design from Design and Create HACCP Plan from Design actions. The Copy Record action duplicates that one (1) record only, whereas these actions deep copy the source hierarchy of a HACCP Plan and its related records by cloning the following related records:

  • HACCP Plan Ingredient
  • HACCP Plan-Process Step
  • HACCP Plan Process Step Connection
  • Action Item
  • Ingredient Hazard Analysis
  • Process Hazard Analysis
  • HPPS - PHA
  • Ingredient Involved
  • Process Hazard Analysis - Hazard
  • CCP-Hazard Analysis

You can pre-define mandatory fields for a HACCP Plan Design type record to use as a reference and use each action to reuse the details depending on your business needs:

  • Create HACCP Plan from Design: This action creates a new HACCP Plan record by copying from an existing HACCP Plan Design. You may use this action to create a HACCP plan for a specific manufacturing facility by copying the guidelines provided by the HACCP plan design.
  • Create HACCP Plan Design from Design: This action creates a new HACCP Plan Design record by copying from an existing HACCP Plan Design. You may use this action to make variations of a master HACCP plan design.

As an example, the R&D (research and development) team defines and distributes HACCP plan designs that manufacturers in various regions will use. First, the R&D team creates a HACCP Plan Design object type record for a specific manufacturing process to use as a reference by the manufacturing sites. Then, for similar manufacturing processes with slight regional differences, users can create a variation of the HACCP Plan Design record. The team accomplishes this by running the Create HACCP Plan Design from Design action on the initial HACCP Plan Design record to copy the design template to another HACCP Plan Design record for each regional difference required. After each copy is successful, regional manufacturers can customize a new HACCP Plan Design record to reflect the manufacturing process.

Meanwhile, an individual manufacturing site requires a HACCP Plan to start tracking their food production safety measures. The manufacturing site uses the Create HACCP Plan from Design action on the existing HACCP Plan Design record to copy the details to a new HACCP Plan object type record.

How to Copy an Existing HACCP Plan

When configured by your Admin, you can copy a HACCP Plan through either a lifecycle state change or a user action on a HACCP Plan record. Before copying an existing HACCP Plan, ensure you’ve created a HACCP Plan Design.

To copy an existing HACCP Plan Design:

  1. Navigate to the appropriate HACCP Plan.
  2. Select Create HACCP Plan Design from Design or Create HACCP Plan from Design from the All Actions menu.
  3. In the dialog, enter a Name.
  4. Optional: Enter a Title, External ID, and Unique Field.
  5. Click Save.

When the copy is complete, you’ll receive a notification that the HACCP Plan is created with a link to the new record or if it fails because of an error.

Populating a HACCP Plan

After creating your HACCP Plan, you can save time and effort by populating field values from existing reference records using the Populate HACCP Plan action. This action populates the extracted values into their mapped fields from the source object to the destination object as follows:

  • Formulation to HACCP Plan Ingredient
  • Process Step to HACCP Plan Process Step
  • Process Step Connection to HACCP Plan Process Step Connection
  • Ingredient Known Hazard to Ingredient Hazard Analysis
  • Process Step Known Hazard to Process Hazard Analysis - Hazards

When configured by your Admin, you can populate fields on a HACCP Plan through either a lifecycle state change or a user action on a HACCP Plan record. This action populates values from Admin-defined field-level mapping, and your Admin can configure which values to include or exclude.

As an example, the R&D team defines and maintains Ingredient Hazard Templates and Process Step Templates for various ingredients and process steps. When the R&D team creates a HACCP Plan Design to be used by factories manufacturing ice cream, they can run the Populate HACCP Plan action to auto-populate information such as hazards from the reference records associated with the ingredients and process steps in the HACCP Plan. Moreover, the Admin can also configure the action to auto-populate the Process Hazard Analysis and Ingredient Hazard Analysis records based on the matching fields that match with the corresponding Ingredient Hazard Templates and Process Step Templates.

How to Populate Values on a HACCP Plan

To populate values for a HACCP Plan, navigate to the appropriate HACCP Plan record and select Populate HACCP Plan from the All Actions menu. When the values are populated, you’ll receive a notification with a link to the HACCP Plan.

Working with the HACCP Flow Diagram

The HACCP Flow Diagram lets you view and edit the process steps and their connections, update information about process steps and connections, and see critical points for process steps in a HACCP Plan in an easy-to-use visual interface. See Working with the HACCP Flow Diagram for more details.

Limitations

The following limitations affect HACCP Management:

  • For the Create HACCP Plan Design from Design and Create HACCP Plan from Design actions, Vault will not copy a HACCP Plan record when it is related to more than 4,000 HACCP Plan, HACCP Plan Ingredient, HACCP Plan-Process Step, Ingredient Hazard Analysis, Process Hazard Analysis, HPPS - PHA, Process Hazard Analysis - Hazard, Ingredient Involved and CCP-Hazard Analysis records.
  • The Populate HACCP Plan action fails if the HACCP Plan record has more than 4,000 related records.
  • Vault does not save updates to HACCP Flow Diagrams if you attempt to reposition more than 500 nodes simultaneously.