QualityOne Vaults provide audit-specific checklist functionality to allow you to create your own material verification checklists. These checklists allow you to perform internal and supplier verification for foreign-supplied material to help control hazards using a checklist’s functionalities. You can collect internal and supplier responses for all the hazards that need to be controlled for material compliance with industry requirements such as FSMA (Food Safety Modernization Act).

Before you can utilize this functionality for your audits, your Admin must configure it for use. For help with general checklist functionality, see Working with Checklists for more details.

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

About Material Verification

As part of an audit, material verification aims to help you verify that all hazards of a material are controlled by the appropriate internal or supplier user. When creating a Material Verification record, you can select from two (2) Verification Types: “Internal” for internal material verification and “Supplier” for supplier material verification. Internal material verification is a process step used to verify that material hazards are controlled by an internal user and supplier material verification is a process step used to verify that material hazards are controlled by each supplier user that supplied that material. When starting the material verification checklist for your Material Verification record, the object action label may vary for “Internal” and “Supplier” Verification Types.

Depending on your permissions and checklist configurations, you can use Hazards and Action Items for your material verification checklist.

Material Verification by Material Category

If configured by your Admin, you can instruct Vault to instantiate one (1) checklist for multiple materials in the same material category and sub-category. For example, a supplier who is providing pancake batter mixes, cookie mixes, and cake mixes must complete a material verification checklist for the flour in each type of product. Since these products all belong to the Bakery Products category and the Dry Mixes sub-category, the supplier only needs to complete one (1) material verification checklist for the flour used in all of these products, instead of completing a material verification checklist for the flour used in different types of products.

Select the Verification by Material Category as the Material Verification Type when creating Material Verification records to specify that Vault initiates a single checklist for all supplier materials in the selected specified material category and sub-category, or Verification by Material to specify that Vault initiates a checklist for the selected specified Material when you start a material verification checklist for this record.

How to Create Material Verification

In order for you to start checklists, you need to have all the required Material Verification records created.

To create a Material Verification record:

  1. Navigate to Material Verification and click Create.
  2. Select a Material Verification Type.
  3. Enter a Title.
  4. Enter a Description.
  5. Select an Organization.
  6. For Verification by Material types, select a Material.
  7. Select a Verification Type.
  8. For Verification by Material Category types, select a Material Category.
  9. Click Save, or to create another Material Verification, click Save + Create.

Starting a Material Verification Checklist

Depending on your configuration, you can start an internal or supplier material verification checklist through either a lifecycle state change or a user action on the Material Verification object record. Your organization may modify these workflows or add custom workflows to suit your team’s needs. You can initiate a workflow from the Workflow Actions menu and you can start a checklist from the appropriate record’s All Actions menu.

When you start the checklist through a user action, Vault automatically assigns the workflow owner as the checklist respondent. When starting through an entry action, Vault relies on the entry action configuration to determine the respondents. During configuration, Admins choose a role from the object. Any users in that role at the time when the lifecycle state change occurs can see the checklist task as an available task.

Using Hazards

Depending on your permissions and checklist configurations, you can add and remove hazards related to a material verification checklist question response. You can also prepopulate hazards related to the material if there are matching Material-Hazard records to a material verification checklist question response.

The Hazards displayed in each section of the checklist correspond to the Hazard Classification value set for each Hazard:

  • Biological Hazards: The contamination of food by microorganisms.
  • Chemical Hazards: The presence of harmful substances naturally occuring in food or added during food processing.
  • Physical Hazards: The contamination of food by foreign objects.
  • Allergens: The presence of major food allergens.

To add one (1) or more hazards, click the Add button under Hazards, select one (1) or more Hazards to add, and click Add. The added Hazard displays as a token.

To view the hazard, hover over the token to display the hovercard details.

To remove hazards, click the X beside the token to remove it from the question.