User Manual PIM DAM Product Specification Form F V.1
Contents
1. User Manual PIM DAM Product Specification Form F V 1 User Manual Product Specification Form F Table of contents 1 2 3 ETE n Fell EEP E separ borane IE EA EE E EE T A T T TE 4 System REQUIFEMENHS cccseccnsccessccsecceseceseceseeceseceneeseeseeeceseesaeeceseceseesaeeeeseesaeeseeecessesaesseeeeeaeesaesseesenaeesaesees 4 PIM DAM product specification form f essssenessssensssereresserresssreresssreressererssssrrressrrressererosseerresseeresssreresseeee 5 3 1 How the PIM DAM Product Specification Form F WOrkS cccccssssscccccessecceeseesececeeeeseccessaeaeceeseaeeeeeees 5 3 2 Structure of the Product Specification Form F cccccssssscccccesececcceesececcceeseccceseeesecesseeaeecesseaeecessuaasses 5 Sal E S ar a e e E AE E R E Tene 5 3 3 Save PUG SUDNI E sinisesse a e a aa eaaa 6 3 4 Progres NOC O E ec ec E EE E E A 7 3 5 Mandatory Fields and Validation c cccccccsseeccceneccccenscccaeeeccesceeseusceseaeseeseuecesseecessaeseeseeeessaeseesees 7 39591 N mencalValUC oreren ne R E E EE 8 3 6 Location Details name address details cccccccccccccccccccsseeeesseeeeccccessseeeeeeeeeeeesseeeeeeeeessseeueeesuuaeeensesss 8 3 7 Ia es Tea ISU e E A E E EA E ON A E E E 8 3 8 Seea ea PICIOS EE EE NA A E E EAEE E T E E T 9 3 9 Calculation Fields wwssss0tccwnsennsnaiusaanvennngennisendes E EEEE EEA AAA E EE a EES 9 S E EET EE A EE E EE E A EE A EEE E E A E E 9 Completion of the Product Specif2. levencmiddesten in contact ts komen O yes NOG VERTALEN Voicoen de gebruikte verpakkingtmateriaion alien san Europece verordening 2023 2008 betreffende goede fabrinagemethoden voor matsrizien en voorwerpen bectemd om met levencevidcdeien in contact te komen O yes Ono NOG VERTALEN Volcoen de gebruikte verpakkingtmateriaion allen aan Europese verordening 10 2011 betrsffende materiaien en voorwerpen wan kunctetof bectemd om met levencemiddalen In comtaot te Komen O yes NOG VERTALEN Voldoen de getrufkts verpakkingtmateriaien alien san Europese varordaning 2322008 betreffende mataristen en voorwerpen van garpoyoisarde kumciciof Dectsmd om met leavencmiddsien in sanraking te komen yes Figure 27 Information relating to the packaging of the product must be entered in the information on packaging section 21 User Manual Product Specification Form F 4 16 SUPPLEMENTARY REQUIREMENTS All products supplied to HEMA must fulfil the supplementary requirements Tick the checkbox in this section to indicate the supplier s agreement with the supplementary requirements see Figure 28 additional requirements oo Data specified herein must be substantiated in writing on request Products delivered to HEMA must be equal in terms of model and composition to the test samples approved by the HEMA purchasing depariment In case of changes to the products new samples must be submitted to HEMA for approval The chemical and microbio
3. supplier s address also the production warehousing and packaging details The HEMA PIM DAM system will remember the different location details for each supplier This way you do not need to enter these every time All location details must be entered once for PIM DAM to recognise these This means that when entering the address details for the first time in a product specification form you need to enter the full name address details Provided that the form was submitted the next time you can select the location details from a drop down menu Please note If you use a reference item when completing the product details it is important to carefully check the location details 3 7 INGREDIENT LIST The PIM DAM system provides a pre defined ingredient list In entry fields where ingredients are requested an ingredient list will appear at the moment you start typing The user must select ingredients from this list see Figure 5 You can select an ingredient from the list that appears by clicking on the ingredient If ingredients are not listed please contact HEMA to add these to the PIM DAM ingredient list You can do so by sending an e mail to QC FOOD hema nl It is important to know that the ingredients will only appear on typing the first letters of the ingredient name It is possible that the naming of the supplier differs from the naming HEMA uses in PIM DAM Please consult the ingredients list via the button in the bleu title bar in the p
4. the information entered will be checked The system monitors if the form has been completed fully and correctly If an entry field is not entered correctly within a section or if mandatory fields were left empty the title bar will show an error message icon see Figure 2 letting you know that this section was not correctly or fully completed It is important to know that the form cannot be submitted as long as the title bars show an error message indication The user can change sections to complete information It is not mandatory to walk through the sections top down as long as the entire form has been completed fully and correctly in the end general product and supplier information Figure 2 If a section is not fully or correctly completed a red circle with a line will appear before the section title If a section is completed correctly the title bar will show a green tick before the title Figure 3 to indicate that this section is completed and free of error messages research expiry date best before date use before date Figure 3 If a section is fully or correctly completed a green tick will appear before the section title 3 5 MANDATORY FIELDS AND VALIDATION During the completion process the user is assisted by direct validation of mandatory fields This means that the system checks if the value entered complies with the HEMA guidelines or the provisions of the underlying statutory requirements If a mandatory en
5. This means at the individual ingredient level rather than the component level Composite ingredients for example bread crumbs cheese or chocolate should not be entered here Instead please enter their separate ingredients for example wheat flour sugar and pasteurised milk see Figure 9 For ingredients such as flour starch modified starch lecithin vegetable or other oils and fats herbs spices please always enter the source for example wheat starch soy lecithin sunflower oil etc For ingredients derived from grains containing gluten that do not need to be labelled as such such as glucose syrup and dextrose please always enter the source of origin This may be wheat for glucose syrup for example Additives must always be entered with their functional name and start with their function for example E100 colourant Use one line for each additive product composition ingredient percentage allergens present in the country of origin ingredient GMO free ingredient wheat flour 30 wheat glutes japan france yes no E number flavor or fragrance what kind eggs what kind of eggs are used ingredient of animal origin if so which sused make a selection ha usb make a selection Figure 9 In the product composition screen the various ingredients or additives contained in the product must be entered Please use a new line for each ingredient or additive e Ingredients amp Percentages The ingredients must be entere
6. locations where the product is actually manufactured e The packaging location locations is are always the location locations where the product is packaged in the packaging required by HEMA e The storage location locations is are always the location locations where the product is stored Under Contacts enter the details of the person persons who can be contacted in case of any questions on the content of the product specification This may be the quality manager for example If there are remarks on the content this will be the contact to whom the remarks will be send 4 2 PRODUCT STRUCTURE This section indicates the components of the product A component could be a pizza base for example If the product consists of one component only for example cheese this will suffice For each component you should indicate the percentage of the product and the ingredients of the component Please make use of the embedded ingredient list Figure 8 product structure component percentage ingredient crust 40 as wheat fiour water salt Figure 8 In the product composition you should enter the various components that make up the product For each component please set out the ingredients of the component You may make use of the ingredient list 10 User Manual Product Specification Form F 4 3 PRODUCT COMPOSITION In this section please enter all ingredients that make up the product You must enter the precise composition of the product
7. will not be able to make the form work e Or Firefox e or Google Chrome If the form does not work as it should when opening the link in the e mail it is possible that it does not open the correct web browser We recommend suppliers to contact their own IT department ATTENTION Opening as well as saving and submitting the form may take a little while User Manual Product Specification Form F 3 PIM DAM PRODUCT SPECIFICATION FORM F This chapter explains the HEMA PIM DAM web form product specification F What does the form consist of which functionalities are embedded and how should the user process it There is also a section explaining how the process works on the part of HEMA towards the supplier 3 1 HOWTHE PIM DAM PRODUCT SPECIFICATION FORM F WORKS Completing HEMA s PIM DAM Product Specification Form F is mandatory to suppliers There are various moments when the product specification form must be completed e fa supplier and HEMA agreed to include a product in the HEMA range or e inthe event of a change to the composition or packaging of an existing HEMA product And finally e if the data must be updated in the context of the mandatory biennial product details audit HEMA sends the supplier a request to complete a product specification form F for a product This request is sent via e mail with two digital links one for the form in Dutch and one for the form in English Click on one of these links to
8. 622 E623 E624 E625 COI have read the additional requirements for the jip and janneke assortiment and hereby agree Figure 29 For products in the Jip amp Janneke range a number of supplementary requirements apply that the supplier must agree to This section will appear only if the product is a Jip amp Janneke product Please tick the checkbox in the bottom of the screen 22 User Manual Product Specification Form F 5 FREQUENTLY ASKED QUESTIONS This chapter contains an overview of the most frequently asked questions and the associated answers These can be consulted if you have questions during the completion process 5 1 HOW LONG WILL THE E MAIL LINK REMAIN ACTIVE The link in the e mail to jump to the PIM DAM product specification form will remain active until the form is submitted This means that the link will be deactivated on submission of the form using the submit button 5 2 WILL THE FORM BE AUTOSAVED DURING THE COMPLETION PROCESS The form is not saved automatically This is why we recommend you to use the save button during the completion process The form can be saved correctly only if all details relating to the certificates have been entered After pressing the save button a notification will appear stating that the form was saved correctly This may take a while i e a few seconds 5 3 HOW DO I ENTER A PRODUCT CHANGE If the product specifications have changed for a specific product pleas
9. The same applies to the allergen sulphite 4 6 SUPPLEMENTARY INFORMATION If a product contains chocolate meat cheese or fish supplementary information will be requested 4 6 1 SUPPLEMENTARY INFORMATION RELATING TO CHOCOLATE This section will appear if you indicated that the product contains or may contain chocolate In that case you must enter percentages for certain components HEMA uses this information to assess if the chocolate complies with the applicable legislation and regulations If a product does not contain chocolate as such but does contain chocolate ingredients please enter this accordingly in the entry field other i e see Figure 13 additional information chocolate of total dry cacao fat free dry milk Total product cacoa butter cacoa milk fat cacoa solids solids solids butter and milk fat dark chocolate milk chocolate white chocolate other namely The rates above should meet the specified minimum percentages as specified in 2000 36 EC concerning foodstuffs containing cacao chocolate In case the percentages can not be met please use the last row Contains besides cocoa butter also other vegetable fats Figure 13 This screen is displayed if you indicated that the product contains chocolate The required information must be entered here 13 User Manual Product Specification Form F 4 6 2 SUPPLEMENTARY INFORMATION RELATING TO PRODUCTS OF ANIMAL ORIGIN De
10. ate of the certificate see Figure 19a safety systems supplier system HACCP BRC IFS 15022000 GMP other namely certificate yes no ie yes O no J yes J Yes O yes yes i no valid until Figure 19a The food safety systems section serves to enter the systems applicable to the supplier For each certificate please enter the certifying body and expiration date 16 User Manual Product Specification Form F You can use the calendar function to select the right date This is not clearly visible at first sight Move the cursor to the upper bar that states month and year Move left or right and up This displays a square that you can move to the previous month left or the next month right see Figure 19b BRC _ yes Su Mo Tu We Th Fr Sa IFS P O yes no 1 pi gt lt 5 6 F 8 S 10 1i 12 23 4 25 26 17 15022000 yes 18 19 20 21 22 23 24 e no 25 26 27 28 29 30 3i Figure 19b The food safety systems section serves to enter the expiration date of each certificate Use the calendar to browse to the right date by moving the cursor in the top bar 4 10 SELL BY USE BY DATE TEST To determine by when the product must be sold used HEMA performs sell by use by tests This section serves to indicate how the sell by use by dates of this product were determined If a test was performed please tick Yes in this section Then indicate which company test
11. ct and supplier information product structure product composition nutritional value allergen information chemical physical data microbiological details safety systems Supplier research expiry date best before date use before date compositional requirements sustainability CSR labels preparation possible claims information relating to packaging and printing ttl i additional requirements Figure 1 The product specification form consists of different sections The sections are structured based on the information requested Click the to show or hide the requested information within the section In the bottom section of the form two buttons are available save and submit Save is intended to save the information during completion of the form Submit serves to send the information to HEMA after fully completing the form You can show or hide the information within each section by clicking on the section title As the information in the form is used for among other things compliance with several statutory guidelines and for autofilling label texts the form contains functionality ensuring you enter the correct information Some entry fields and some lines on entry fields are mandatory to enable validation It is possible that other entry fields become mandatory based on completing certain fields This way the system helps the user to ensure full and correct completion of the form before submittin
12. ct the use of nanotechnology specify whether nanotechnology has been used to make this product nanotechnology has been used Onanotechnology has not been used For using dyes E102 104 110 E122 E124 and E129 a waming is leaglly required on the label These dyes are not allowed in products delivered to HEMA Specify whether colorants E102 E104 E110 E122 E124 or E129 are used to make this product these colorants are not used in this product this these colorant s is are used in this product Othese colorants are not used Figure 22 In the composition requirements section please indicate the use of certain methods or colourants These are mandatory fields 18 4 12 SUSTAINABILITY CSR CERTIFICATES In this section please enter which certificates and or labels apply to the product or to the production location There is a choice from a number of certificates considered important within HEMA see Figure 23 HEMA Home Contact compositional requirements User Manual Product Specification Form F sustainability CSR labels Cl better life Beter Leven C fair trade max havelaar C sustainable soybean oil Ar ame Soja Cl biological organic UTZ certification C sustainable fish Cl environmental label C sustainable palm oil DUURZAME PALM OLIE C rain forest alliance Figure 23 The sustainability CSR certificates section serves to enter the certificate
13. d in decreasing quantities Please use one line for each ingredient or additive Only individual ingredients that make up 2 or more of the finished product should be entered Any composite ingredients should be entered only if these make up less than 2 of the finished product Please enter the exact percentage of the ingredient in the finished product If this concerns a composite ingredient that makes up less than 2 of the product please enter 2 e Allergens Please enter which allergens are present in the ingredient e Country of origin For each individual ingredient please enter the country of origin e E number aroma If the ingredient is or contains an E number or aroma please enter the type of E number or aroma You can use the selection menu e HEMA prefers using products with natural flavours fragrances and colourants e Eggs farming system If the ingredient is or contains egg please indicate the farming system of origin You can use the selection menu e Animal origin Please indicate the animal from which the ingredient is derived if the ingredient is of animal origin 11 User Manual Product Specification Form F 4 4 NUTRITIONAL VALUES This section serves to indicate how the nutritional value was created Please enter the values for nutritional values for each 100g The portion values are automatically calculated in the system Please at least enter the values for fat saturated fat carbohydrates sugars nutritiona
14. duct is established please enclose a copy of the shelf life study to this document NOG VERTALEN Heeft u voor dit product of een soortgelijk product een houdbaarheidstest bij een onafhankelijk microbiologisch laboratorium ingezet O yes no NOG VERTALEN Geeft u alstublieft aan waarom een houdbaarheidstest ontbreekt to test this field is filled with text Figure 21 If you tick No in the sell by use by date test section please enter the reason of not performing any tests 4 11 COMPOSITION REQUIREMENTS Under composition requirements please indicate if the product is free of GMO ingredients from the source of origin Please also indicate if nanotechnology was used HEMA aims to limit its use Using the colourants E102 E104 E110 E122 E124 and E129 for which you are legally required to include a warning on the label is only in exceptional cases allowed in products for distribution to HEMA In this section please indicate if none or any of the above colourants with the numbers E102 E104 E110 E122 E124 or E129 were used see Figure 22 compositional requirements The used raw materials and additives in the product are not GMO free from the source of ongin Please indicate whether this is the case the used raw materials and additives in this product are GMO free from the source of origin Othe used raw materials and additives in this product are not GMO free from the source of origin HEMA aims to restri
15. e discuss this with the relevant HEMA contact Your contact will have to start an internal process within HEMA to ensure that the specifications can be updated The supplier will receive an e mail with a link to the form in order to enter the update for the specific product 5 4 WHAT IF THE INGREDIENT IS NOT INCLUDED IN THE INGREDIENT LIST If the ingredient is not included in the ingredient list it must be added by HEMA Plese be aware that the missing ingredient can only be an individual ingredient like soy flower and never a composite product like soy sauce The supplier should report the missing ingredient in an e mail to qc food hema nl Your contact will e mail or call you accordingly or communicate under which name the ingredient can be found in the list After adding the ingredient this will be communicated by HEMA accordingly allowing the supplier to continue completion of the form Please remember to save the data you entered It is important to know that the ingredients will only appear on typing the first letters of the ingredient name It is possible that the naming of the supplier differs from the naming HEMA uses in PIM DAM Please consult the ingredients list via the button in the bleu title bar in the product specifications form to be ensured that a certain ingredient is not available in PIM DAM before you contact HEMA 5 5 WHAT IF MY LOCATION IS NOT INCLUDED IN THE LIST It is possible that production or packaging locations a
16. ed the product and the parameters applied We kindly request you to attach a copy of the analysis report Now several entry fields will appear that must be completed Figure 20 research expiry date best before date use before date To ensure the best before date use before date of a product shelf life studies are used Please indicate how the shelf life study of this product is established please enclose a copy of the shelf life study to this document NOG VERTALEN Heeft u voor dit product of een soortgelijk product een houdbaarheidstest bij een onafhankelijk microbiologisch laboratorium ingezet yes no product research agency storage temperature during the test parameters value parameters at the end of the best before date use before date Figure 20 The sell by use by date test section serves to indicate if tests have been performed and which parameters were applied in the test Please forward the analysis report to HEMA If tests were performed and you tick Yes the above screen appears 17 User Manual Product Specification Form F If no tests were performed to establish the sell by use by dates of the product please indicate why not A separate field is available in the form for this purpose see Figure 21 research expiry date best before date use before date me To ensure the best before date use before date of a product shelf life studies are used Please indicate how the shelf life study of this pro
17. ested here relate to consumer packaging These details will also be used in preparing the packaging text Information entered in this section will be reused in different sections of the form to add specific sections and calculate nutritional values among other things For example The choice IFS category in the entry field will affect the appearance or non appearance of supplementary sections For instance if a group is selected that may contain chocolate the section supplementary information chocolate will be added Other additional sections include information relating to animal origin and information relating to vitamins amp minerals as additives Also basic units such as net weight content and portion size will be reused later in the form for example to automatically calculate the nutritional value per portion This section also requires entering the Consumer Act indications This means the legal name for the product for example confectionery for winegums or milk chocolate for an easter egg As a basic unit you may select g or ml This unit will be copied to the rest of the form Please ensure that the selected weight indication matches the statutory indication of weight In the entry field use by after opening please enter 0 if the product should be consumed immediately Supplier Information The supplier is always the company from which HEMA buys the product e The product location locations is are always the location
18. g it 3 3 SAVE PRINT AND SUBMIT If the supplier wants to save the form during the completion process because not everything has been entered or because the user has to wait for information necessary to complete the form the Save button can be used Be aware that if started in a section relating to certificates these sections need to be completed or emptied before being able to save the form The Save button is available in the bottom section of the screen We recommend saving the form a few times during completion to ensure you do not lose the data you entered Please note that the form is saved only if the sections relating to the certificates are completed correctly These can be found in the sections food safety systems sell by use by date tests CSR certificates and information relating to the packaging For your own archiving you can print the form The Print button is available in the bottom section of the screen Please be aware that once the form is submitted it will not be available anymore The form cannot be submitted until all fields are completed correctly The Submit button is available in the bottom section of the screen User Manual Product Specification Form F 3 4 PROGRESS INDICATOR The form consists of various sections that can drop down or close by clicking the title bar The form contains mandatory entry fields and fields that must comply with certain rules As soon as you start filling a section
19. ication Form F ccccccsssssccccceesseccecaeesccccceeeecessaueecesseeaeeeeeseaaeecessueaeeeeees 10 4 1 General Product and Supplier Information ccccccccssssecccceeseccecceeesececsaeseecessaeuecesseaaeecesseaaeeeessages 10 4 2 Product SUG U era E E E E E E E E A E A 10 4 3 Product Compo UON scenen E E R a 11 4 4 NUTNOM V OOE siie ER EE E E E 12 4 5 information GIO OT Allergens sane sway camecarsannns saddens etoetsantawsslavaiecans sau uectesseuhontoosteatdonesscutenteuetsaenetersaussmeadeanene 12 4 6 Supplementary IONIC AU O esii oeio A TE EO oie 13 4 6 1 Supplementary Information relating to Chocolate sesseenseseeenssseeeesssreresssrerssssrersssrrresssreresss 13 4 6 2 Supplementary Information relating to Products of Animal OF igin c cccccccssecceeeseceeeeeeeeeeeees 14 4 6 3 Supplementary Information relating to Vitamins amp Minerals as Additives 15 4 7 Chemical Physical Dala aciri EE E Ea 15 4 8 Micropora Cal Da c eenen T E A E EE eee 16 4 9 Poo e SYS E aa E E A E E E N 16 ANG Sel by Use py Date TeSt irsinin iiien n E E EAE E E EE EEE E EE 17 4 11 ComposiHon Regue ments scicastvadennsunsaamanacesannpenmseunaerconanhsanneunarecannacsmantnedensasnnheammamadsaunaaeenshainatscanaaet 18 412 Sustainability CSR Certificates cerron a EE iaaa 19 4 13 Prepara ORN MeO anaE E E E E 20 aa POSSE CINIS e E E E E E EEN 20 4 15 Information relevant to the Packaging ccccccccsssseccccceseecccceee
20. ication Form F 1 GENERAL This user instruction was prepared as a support tool when completing the PIM DAM web form Product Form F The PIM DAM form product specification F replaces the current MS Word HEMA product specification form F HEMA sends this form to the suppliers to obtain extensive information on the product supplied Completing HEMA s PIM DAM Product Specification Form F is mandatory to suppliers The information in the form is used for among other things compliance with several statutory guidelines and for autofilling label texts The PIM DAM web form was introduced among other reasons to provide maximum support to the user the supplier when completing the form The supplier is assisted in entering the correct data based on validation The user instruction consists of a number of chapters e Chapter 2 indicates which key requirements there are for working with the web form e Chapter 3 provides a general explanation of the PIM DAM web form Product Specification Form F This describes how the PIM DAM web form works indicating its functionalities Furthermore the process of requesting and approving information etc is explained e Chapter 4 further explains the various sections of the form and how to complete these e Chapter 5 is a FAQ section 2 SYSTEM REQUIREMENTS In order to use the PIM DAM web form the supplier must use e Internet Explorer version 9 0 or higher Any Internet Explorer version lower than 9 0
21. l fibre protein and sodium see Figure 10 The system will automatically calculate the values of some nutrients Based on the macro nutrients the energy value is calculated automatically The value for salt is automatically calculated based on the sodium value These calculations are performed in accordance with European legislation nutritional value which method is used to determine the nutritional value calculated on base of ingredients N energy kJ 30392 58 121570 30 energy kcal 7264 00 29056 00 fat 0 0 00 carbohydrates 388 1552 00 dietary fiber 858 3432 00 protein 999 3996 00 sodium 0 55 2 20 salt 5 50 Figure 10 In the nutritional value section the values of nutrients per 100 g ml must be entered The portion values are calculated automatically 4 5 INFORMATION ABOUT ALLERGENS In this section enter for each allergen in the list if this is or may be present in the product see Figure 11 e Allergen is present in the product e Allergen may be present in the product cross contamination It is mandatory to inform HEMA of possible cross contamination HEMA states this on all her products even though it is not required by legislation e Allergen is not present in the product and cannot be present in the product due to cross contamination allergen information gluten ODO peanuts Ps macadamia PEES lactose ODO nuts wheat O O soya He cacao OOOO celery HOr rye ODO milk D gluta
22. llowing claims can be entered general claims free of allergens food claim according to EG 1924 2006 or other claims for example generic health claims content claims If no claims are applicable this must be indicated with the relevant tick box in the bottom of the section see Figure 22 The supplier indicates which claims are applicable to the product However HEMA will decide whether or not these claims can and or will be applied possible claims O enriched with vitamins general claims O enriched with minerais ima no artificial colours or flavourings O enrehed with vitamine O enriched with minerais za mo artifiolai colours no added fisvourings ony cetural colorants Goes not conten sromes only mature ingredients not con a allergen free E gluten free fonty If orocc comtaminaton Ic sito ruled out completely E gluten free only If orocc comtaminaton Ic sito ruled out completely E wsctoce tree only If orocc conmtamin ation ic aito ruled out completely a than abov EA milk protein free onty ororc oontemination ic aico ruiec out ocenpietety on food claims according to EC 1924 2006 none of above energy Clow energy vaise E ceoresced energy value C no energy x a fat iow fat 2 tat tree none of the clsime at mentioned above Figure 26 The possible claims section provides the option of indicating which claims are possibly applicable to the product This section consists of a number of diffe
23. logical data specified by the supplier must be approved by HEMA If these data are not filled out completely only the standards as used by HEMA s laboratones will apply Shelf life studies for refrigerated products must be carried out at 7 C The shelf life on delivery to the depot specified by the supplier must be approved by HEMA Products must meet the applicable Dutch and European legislation with respect to foodstuff and packaging materials Changes may only be implemented with prior approval from HEMA The accuracy of the submitted data is guaranteed by the supplier and supplier hereby indeminifies HEMA for any damage that may result from any inaccuracies in these data have read the additional requirements and hereby agree EE Figure 28 All products supplied to HEMA must fulfil the supplementary requirements The checkbox must be ticked after reading the requirements 4 17 SUPPLEMENTARY REQUIREMENTS RELATING TO THE JIP amp JANNEKE RANGE All products in the Jip amp Janneke range are subject to supplementary requirements relating to their composition All products must comply with these requirements in order to be included in the Jip amp Janneke range This section will appear only for Jip amp Janneke products displaying all requirements that must be fulfilled You must enter your agreement with the requirements indicating that all requirements are fulfilled see Figure 29 composition requirements for jip a
24. mate OH O mustard barley O S O almonds e chicken O O lt gt sesame H 4 z i seeds ae 3 oat ODO hazelnuts H coriander OOO E n sulphite He sper spelt ODO walnuts e maize OOO 2 lupin HD i i kamut D cashews e legumes OOS moltiuscs anii a crustaceans DO pecan nuts OES pork OO egg DOO brazil nuts Peces beef DOO fish Oe pistachio e carrots JOHO nuts Figure 11 In the allergens section please enter for each allergen if it is or may present in the product This must be entered for each value in the list 12 User Manual Product Specification Form F If the product contains or may contain fish shellfish or seafood please indicate the specific type of fish shellfish or other seafood For the allergen sulphite please indicate if this concerns a quantity under or over 10 ppm The form will ensure that these fields appear after ticking these allergens see Figure 12 sulphite OHO i l pey silane ia nes GEER maize OOO SYTT a n lupin O4 2 o kamut OKH cashews O 4 0 legumes COOH DL noi molluscs O 4 0 y crustaceans HOHO pecan nuts O 4 0 n P egg 0u O brazil nuts O 8 O beef JOHO fish O O pistachio Os 4f 0 castia Ou nuts specify the type of fish is the quantity of sulphite lt 10 ppm Figure 12 If you indicate that fish shellfish or seafood are included in the recipe a supplementary entry field appears in the allergens section
25. mp janneke range There are additional requirement for products included in the HEMA Jip amp Janneke product range All Jip amp Janneke products must meet these requirements Only products that meet the following requirements can be included in the HEMA Jip amp Janneke product range Jip amp Janneke products are made only from natural not nature identical ingredients an exception is made for compounds of vitamins and minerals according tot Dutch legislation Warenwetbesluit toevoeging micro voedingsstofien aan levensmiddelen and EU regulation 1925 2006 EC and only when permission is granted by HEMAN All used materials ingredients and additives must be GMO free from source of origin The use of sulphite is not permitted Only the following colours are permitted for use in Jip amp Janneke products E100 E101 E120 E140 E150a E153 only European E160a E160c E160d E160e E160f E161a E161b E161c E1610 E161e E161f E161h E162 E163 only if sulphite is not used E170 E171 E172 E173 E174 en E175 There are no artificial sweeteners permitted for use in Jip amp Janneke products The following additives other than colours are not allowed in Jip amp Janneke products E210 E211 E212 E213 E220 E221 E222 E223 E224 E226 E227 E226 E249 F250 E251 E252 E264 E290 E320 E321 E407 E412 416 E420 E421 E422 E460 E461 463 F464 E465 E466 463 E469 E514 515 E516 E517 E520 E521 E522 E523 E620 E621 E
26. olerance m maximum tolerance M densiy gom genr gont fruit level sugar level g 100g Figure 17 The chemical physical information section generally indicates the aW and pH values Also if applicable supplementary information on fruit syrup children s drinks and fruit juices nuts peanuts raisins currants and derived ingredients 15 4 8 MICR OBIOLOGICAL DATA User Manual Product Specification Form F This section serves to enter supplementary information on microbiological properties of the product For each parameter displayed if applicable for the product please enter the following see Figure 18 e Target value e Minimum tolerance e Maxi mum tolerance microbiological details parameter value total aerobic colony forming unit 100000 ferment moulds ferment amp moulds enterobacteniaceae lactobacillus colony forming unit dairy notJactobacillus coliforms minimum tolerance m maximum tolerance M Figure 18 The microbiological details section serves to enter these properties regarding the product Please note that this section contains a number of mandatory fields that are not immediately visible 4 9 FOOD SAFETY SYSTEMS In this section please indicate which food safety systems are applicable to the supplier The default values for the system are set to No For each food safety system the certifying body that issued the certificate must be entered and the expiration d
27. open the PIM DAM product specification form for the specific product in an internet browser 3 2 STRUCTURE OF THE PRODUCT SPECIFICATION FORM F After opening the form using the link the section General Product and Supplier Information opens The HEMA item number and product name are autofilled clarifying which product the form pertains to 3 2 1 SECTIONS The form consists of various sections to contain different detail groups i e e General product and supplier information e Product structure e Product composition e Nutritional value e Details of allergens e Chemical physical data microbiological data e Food safety systems supplier e Sell by use by dates tests e Composition e ingredient requirements e Sustainability CSR certificates e Method of preparation e Possible claims e Information relating to the packaging and finally e any supplementary requirements In addition to these main sections the form has some supplementary sections that appear only if a product has certain features This concerns the following sections e Supplementary information relating to chocolate e Supplementary information relating to products of animal origin and e Supplementary information relating to vitamins amp minerals as additives User Manual Product Specification Form F The various sections are individually reviewed in Chapter 4 All the different sections are displayed in Figure 1 general produ
28. pending on choices you made previously this section will require supplementary information on meat cold cuts cheese fish and fisheries products additional information relating to products from animal origin general EC number manufacturer AD B ane meat and meat products meat product 1 enumeration used technical parts and organs what are the countries of origin of the meat used quantity of meat per 100 gram product composed of pieces of meat add meat product Figure 1413 This figure shows the screen where you must enter supplementary details on animal origin cheese cheese product 1 which type of milk was used what are the countries of origin of the milk which thermal treatment has the milk been subjected to which mould has been used which bacterium has been used is the cheese equipped with a paraffin layer has natamicin been used which type of coagulant has been used add chee Figure 15 This figure shows the screen where you must enter supplementary details on cheese in the product 14 User Manual Product Specification Form F 4 6 3 SUPPLEMENTARY INFORMATION RELATING TO VITAMINS amp MINERALS AS ADDITIVES This section must be entered only if the product is enriched with vitamins and or minerals or if the product is a natural source of vitamins and or minerals You are requested to indicate e Which vitamins and or minerals as additives the product contains e For enriched products
29. re not yet entered in PIM DAM In that case please enter the new name address details of the location in the form To ensure that the system will remember the location details please save the form 5 6 HOW DO COMPLETE THE FORM WHEN MAKING USE OF A REFERENCE ITEM If several products have largely the same characteristics you can make use of a reference item The data in the form are autofilled in that case saving the supplier some time However please carefully check all autofilled fields in order to ensure the details apply to the relevant item Please carefully double check the values before submitting the form 5 7 HOW COME CANNOT SAVE THE FORM A start is made in sections related to certificates The concerning section needs to be finished or emptied in able to save the form The sections can be filled in later as well as uploading the concerning certificates 23
30. rent types of claims general claims allergen free food claim according to EG 1924 2006 or other Also enter an answer if none of the previous claims are applicable This is visible in the left and right sections of the figure 20 User Manual Product Specification Form F 4 15 INFORMATION RELEVANT TO THE PACKAGING This serves to enter supplementary information regarding which materials come in contact with the foodstuffs see Figure 23 Please indicate if the packaging material used complies with the various European regulations e European regulation 1935 2004 relating to materials and objects intended for contact with foodstuffs e European regulation 2023 2006 relating to proper manufacturing methods for materials and objects intended for contact with foodstuffs e European regulation 10 2011 relating to plastic materials and objects intended for contact with foodstuffs e European regulation 282 2008 relating to recycled plastic materials and objects intended for contact with foodstuffs information relating to packaging and printing INOG VERTALEN Weke materisien komen in coctact met de levensmiddeien in de verpekting 7 Wanneer hier verpakkingen worden ngevuld dient per verpakking een SRACIOF cercant een soorgelk certficaat of eigen ondertekende verkiering te worden gedpioed materisit NOG VERTALEN Voidoen de gebruikte verpakkingsmsteriaion allan san Europese verordening 1926 2004 inzake materialan en voorwarpan Dectsmd om met
31. roduct specifications form to be ensured that a certain ingredient is not available in PIM DAM before you contact HEMA Please note that only individual ingredients can be added to the ingredient list This means that ingredients such as jam and soy sauce will not be available Jam consists of fruit sugar and preservatives or emulsifiers Those are the ingredients you should state product structure component percentage ingredient mustard 13 mus x mushroom mushroom extract mushrooms mussels mustard cress mustard flour mustard seed Figure 5 The pre defined ingredient list is visible for the fields where these are requested The relevant ingredient must be selected from this list User Manual Product Specification Form F 3 8 SELECTION FIELDS In some entry fields only a certain value may be entered These fields have a pre defined list to select from E number flavor or fragrance what kind eggs what kind of eggs are used ingredient of animal origin if so which imal is used make a selection ha animal natural kind natural identical kind artificial kind yes no Figure 6 In order to ensure uniform entries in the entry fields the entry fields have pre defined values The user must select one of these values 3 9 CALCULATION FIELDS In order to simplify the form and increase entry quality calculation rules are added This means a number of fields are autofilled based on entries in o
32. s or labels that are applicable to the product or to the production location For each certificate label supplementary information may be requested For each certificate label supplementary information may be requested This information will become visible as soon as a certificate label is ticked see Figure 24 sustainability CSR labels CI better life Beter Leven WV biological organic which ingredient s does it concern percentage of final product product number or certificate W environmental label which ingredient s does it concern percentage of final product Figure 24 Supplementary information will be requested for each certificate label The associated entry fields will appear as soon as you tick the certificate label 19 User Manual Product Specification Form F 4 13 PREPARATION METHOD If the product needs to be prepared after buying the preparation method must be entered in this section For preparation in microwave ovens please base the instructions on a microwave of at least 750 Watts see Figure 25 preparation capacity temperature time preparation method microwave 30 ae c mimes convector oven c manuitee other c Figure 25 The preparation method temperature time and instructions for this product must be entered in this section separately for each method 4 14 POSSIBLE CLAIMS This section serves to enter which claims may be expected The fo
33. secccceeeecceseeusecessueaeeeesseaueeeesseeaeeeeees 21 User Manual Product Specification Form F 4 16 Supplementary Requirements ccccsssecccsssecccenscccsensccseueeccsesecssueceseuecesseuseessuusesseaeeesseseessaneessaaess 22 4 17 Supplementary Requirements relating to the Jip amp Janneke RAange ccccccsssscccccssecceeeeeeeseesseeeeees 22 5 Frequently Asked QUEeSTIONS cssscccccesssetccsessesccscassecccseassecccseussesecssussesecssauserecssauseseeseussetecssusserecseassess 23 5 1 How long will the e mail link remain active nnnnosnnnsssnnssensssernsssrnssrrsssrrsssrrsssrrsssreessresssrresseresseene 23 5 2 Will the form be autosaved during the completion process sssseenssssrerssssrersssrrresssreressereresseree 23 5 3 How do enter a product ChHANge csssccccccsssecccccessecccccesecceseeueecceseeeseceesuaaeecesseeaeeessuaaeeessageeeeses 23 5 4 What if the ingredient is not included in the ingredient list cccccsssssssececeesseeceeeeeeeeeeesaeeeeeeeseees 23 5 5 What if my location is not included in the list snnnnooseenessseenosseeerssseeresssreresssrerosssreeesseeresseeeresseree 23 5 6 How do I complete the form when making use of a reference item sessnsssseenssssseressererssssreresseree 23 5 7 HOW COME CANNOT save the FON cccccccsssssseeccccceseessseeccceeseeesseecccesssauusecceeesssuauseeeceesssauaaeeeeeeeeaas 23 User Manual Product Specif
34. ther fields These entry fields are greyed out and the values appear when entry fields are autofilled with the calculation results Figure 7 nutritional value which method is used to determine the nutritional value calculated on base of ingredients wv energy kJ 30392 58 121570 30 energy kcal 7264 00 29056 00 fat 0 0 00 carbohydrates 388 1552 00 Figure 7 The fields that are autofilled based on a calculation rule are greyed out The value appears if the data for the required calculation are entered These fields cannot be edited 3 10 CERTIFICATES All certificates that apply to the product must be supplied to HEMA This also applies to all updates and or new versions of certificates already delivered HEMA will check if all certificates indicated in the form were actually received by HEMA The form provides a drop down list to select from all known certificates if the form in which the certificate is uploaded is at least saved It also includes an option for uploading a new certificate User Manual Product Specification Form F 4 COMPLETION OF THE PRODUCT SPECIFICATION FORM F The previous chapter set out the composition of the form and the functionalities used This paragraph will set out the content of the various sections and the values to be entered A detailed explanation will follow for each section of the form 4 1 GENERAL PRODUCT AND SUPPLIER INFORMATION General Product Information The details requ
35. try field is left empty or the entry is incorrect an error message will appear The entry field will have a red box around it and a text will appear explaining the error message see Figure 4 Enter the mandatory fields and follow up on the error message to ensure the error messages disappear and the fields are restored to their previous colour product composition ingredient percentage allergens present in the country of origin ingredient GMO free eee et eee ingredient r Ps O yes s _ required field required field ee no E number flavor or fragrance what kind eggs what kind of eggs are used ingredient of animal origin if so which is used make a selection ha animal make a selection M Figure 4 The system assists you in entering the form correctly and completely Mandatory entry fields that have no entry or an incorrect entry will become red and an error message will appear below the entry field User Manual Product Specification Form F 3 5 1 NUMERICAL VALUES The validation is activated on some of the entry fields to check if a numerical value was entered The following then applies to numbers 0 through 9 must be entered If it concerns a number with decimals use dot as the separator e Correct 0 1 7 8 9 44 e Incorrect 0 1 7 8 nine 3 6 LOCATION DETAILS NAME ADDRESS DETAILS Various name address details are to be entered in the form The supplier data and if different from the
36. which permissible compound was used For natural levels please enter natural e The content per 100 gr ml at the end of the use by date The values per portion and the Recommended Dietary Allowance RDA are autofilled see Figure 16 additional information added vitamins amp minerals vitamins amp minerals compounds used content at the end of RDA per 100 g content at the end of ADH per portion of 12 the shelf life per 100 g the shelf life per g portion of 12 g Vitamin A retinol v 12 ug 1 5 ug 1 4 ug 0 2 ug v Figure 1614 The supplementary information for vitamins and or minerals as additives per 100 g should be entered in the above screen The form automatically calculates the value 4 7 CHEMICAL PHYSICAL DATA This serves to enter supplementary information on Aw and pH values If applicable please enter supplementary information on fruit syrup children s drinks and fruit juices nuts peanuts raisins currants and derived ingredients If the data are not fully completed only the standards applied by HEMA s laboratory will apply For all applicable values please indicate the following see Figure 17 e Target value e Minimum tolerance e Maximum tolerance chemical physical data general parameter value minimum tolerance m maximum tolerance Mv aw value 10000000 400 pH 1526 1615 165145145 additional for drink syrups drinks for children and fruit juices parameter value minimum t
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