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FSSNet Version 5 Food User Guide

1. Exported to Lab 324HQ 10770372007 13 40 36 07 03 2007 13 45 56 H J Exported to Lab 324HQ 26 02 2007 15 53 54 26 02 2007 15 57 46 H J Exported to Lab 324HQ 26 02 2007 14 52 00 26 02 2007 16 55 57 H Exported to Lab 324HQ 10770372007 13 46 20 07 03 2007 13 49 14 H The files exported are encrypted for the purpose of data protection If you wish to view an encrypted file then you must use the Encrypted File Viewer Encvier exe 40 Print Print Form Example Food Surveillance System Samples for examination Administrative details Sample No Premises Name Address Reason for sample taken Enforcement Investigative YES Sample Type I Informal Follow up sample NO If YES Index Sample Number Food sample taken as part of a food borne illness investigation NO Further details If YES including relevant outbreak number Description of sample taken Brand name of food N A Description true name of food COLESLAW National ref 824HQ01860000447 Business ID 16 0679 0041 0004 Food Authority Sampling Officer Analysis Type Micro Date sample taken 02 01 2008 Time 14 28 25 Premises type Provide appropriate FSA code A to J H Surveillance Monitoring YES Was the sample taken as part of a survey NO If yes as part of the following survey Relevent Survey Number Risk category Food standard Type of sample Faso 39330732 F QA raGied kumaon m the
2. Filtering Data If you want to look at a subset of the data you can restrict the records you see by selecting only certain data To apply click on the drop down button for a heading and select the value you want to filter on Example Data filtered for unsatisfactory samples Satisfactory ka Your current filter will be shown in the bottom left of the Complete Sample Browser screen Example Data filtered for unsatisfactory samples EJ To remove your filter click on the red cancel button and the filter will disappear 48 Grouping Data You can group data by selecting a heading and dragging it into the area directly above the current headings To ungroup data drag the heading back to its previous location You can also select which headings are visible by selecting each heading in the drop down menu below Example Data grouped according to Premise Type Sub category 2 Sub category 3 w Product Manufacturer Distributor Importer Country Packaging Testling lab Premis W Satishactory Premis GE Analysis es type Lab comments Comments Analysis type You can now filter on Analysis type for example w Status w Code v Local Authority Sample Number w Office code w Officer w Date sample taken W Time sample taken w Sample taken Premises type Premises name w Business ID Address 1 Address 2 Office Officer Date sample taken Time sample Sample taken Frer
3. code taken Local Authority E A Premise Sample Number type LocalAuthonly Sample Number Officer Bill Smith 49 Full Details In this screen you can view all the details for a particular sample by clicking on the All statues tab E Food Surveillance System Network System 1 Live Samples Browser File Reference Security Help New sample gt Browse Samples Food Entered to be validated Validated awaiting export Exported to Lab Sample complete with result Sampling officer aa Dick 01786 4321 Premises name 5 Sample Templates Import Samples Exported Batches vv w F VIAI Start date 17 04 2000 MAI Enddate 91 05 2008 vr All statuses Status Code Local Authority Office Date sample taken Time sample taken Sample taken Premises type Sample Number code HELE Tele Tl Officer ea Entered to be validated 999HQ 12060000012 999HQ 29 04 2008 11 41 29 29 04 2008 11 41 31 Entered to be validated 999HQ 12060000013 999HQ 29 04 2003 13 46 05 12904 2003 13 46 05 l Entered to be validated 999HQ12060000014 999HQ 29 04 2008 13 46 10 29 04 2008 13 46 10 Entered to be validated 999H0 120680000015 999HQ 29 04 2008 13 46 16 29 04 2008 13 46 18 Officer M B Sample complete with results T790HQ5000014 118551 ll 27 10 2005 14 49 00 J Off
4. dO Surveillance System FSSNet Version 5 i Food User iat Guide foodinfo hps scot nhs uk 3 D 0141 300 1946 tps www envhealth scot nhs uk x e Health FOOD HE bate ar STANDARDS Ae non AGENCY eee Scotland http www food gov uk hitp www hps scot nhs uk JULY 2008 HPS FSS UK Version 5 INTRODUCTION a ee E 5 USING THE FOOD SURVEILLANCE SYSTEM ceeceeecucuccuccnn 6 Starine the application aie cesepsneccewacwecsunnaceseswacanadsesenesscusenucsussededssvassceianginesssncseecters 6 WII SCHEON 2 enue esse ars er Ne E eE E TERE RENE SAE EEE EE TERA 8 NEWSAMI OaE E E T E E E 10 AGTMUNISCHA ON A N E AEE een 10 Food Premises Importing premises details into FSS UK Administration details 12 En OCON O ee a EE E N A EEE neuere 15 PAU 11121114 A E AE E E A A A A A A ani 15 SVIA E A9 E E E E02 12225 101 E E09 20 17 DGS 41 115 11 en ee neuere Category Tree Sample Taken FrOM ecceeeecccccccecececcccccccccccccccccccccccccccccccccccccccccococccccccccccccocococesececeseses 22 DUCTUS AOAN AEE A EE E ESE 2 N A EAE 28 12 AE SA E 24 Code OF Practice nr 26 VETS SAOMPTC RR EEE E seouvansae basics ansbaniesu nash E 28 SAMPLE Templates ricorse esir nEn EEEE EENEN EEEE EEEa i Ea 29 New Template ara EE E EE E EEEE EEA E E ENRE 30 Delete Lempl ale a a S N 31 CoD Template a E E sense 31 RO UID E een ee nen 31 D uplhcale eee E E E E 31 New Sample from
5. T790H0 000224 IB 579 lan Buchan Ice Cream and Desserts Results Outcome g Substance Ums Rest ooo o o ode Gop Detals Brows samples grid status with prosecution field overview Duplicate Sample Select the desired sample to duplicate in the Sample Browser screen Then click on the Duplicate button on the right hand side This will create a duplicate and open the sample in view mode 36 1 Live Sample Details Food sample Admin Reason Description Additional COP Micro General Analysis Type Micra Chemical National Ref 8624H001860000687 Sample Number Office Headquarters Sample Officer Sample Date 24 04 2006 Time 24 hr 16 35 5 Business ID Premises Name Address 1 Address 2 Address 3 Address 4 Post Code Food Standards Fisk Category Premises Type Purchase Cost Click the Edit Sample button on the right hand side The BOT 666 ENTERPRISE SREET BALLOO Crescent BATH rire Food Safety Risk Category Distributors Transporters F 0 00 2 gt FIU Saye With Validation F 7 Save Without Validating F8 Abandon And Close Help F1 G5 Close F2 You can then click on the Save with Validation button or the Save without Validation button Note that some fields are greyed out in the duplication process and cannot be used in order to prevent errors By default the newest sample will appear at t
6. Yes or No is selected and details can be built up by clicking on the 58 F Other additives List of additive Artificial sweetener Colour Flavour enhancer Flawouring Preservatives MSG Add selected Save Close Once the Other additives option builder appears you can select each additive by clicking the box to the left of it with the mouse once all selections have been made click the button then chose the button Your selections will now appear in the Labelling details box in the Other additives area Added water Yes or No is selected and details to be filled in Allergen notice Yes or No is selected and details can be built up by clicking on the 59 F Alergen notice List of alergen I he following cereals containing gluten wheat rye Darley oats spelt kamut and their hybridized strains Crustaceans Egg Fish Peanuts Sopbeans Milk The following nuts Almond Hazelnut Walnut Cashew Pecan nut Brazil nut Pistachio nut Macadamia nut and Queensland nut Celery Mustard Sesame seeds Sulphur dioxide and sulphites at concentrations of more than 10 marka or 10 ma litre expressed as S02 Add selected Save Close Once the Allergen notice option builder appears you can select each allergen by clicking the box to the left of it with the mouse once all selections have been made click the button then chose the button Your selections will now appear in the Labelling details
7. Browse to the file and select Load Records 13 E Import Premises Data Import Food premises Data File AFS SAFS SMet Applications T estFoodPremises xml Load Records Remove current records Records In File Records Inserted Records Updated Records Processed 11177777 m7 Once the status bar is complete click on close N B There is an option to remove all current records if you want to import a new batch tick the check box to do this If you leave the box unchecked then only new records will be added and the current records updated 14 Enforcement Click on the Reason tab next to Admin at the top to access this screen Select Enforcement Investigation by clicking on it and checking the radio button E New Sample Live Food sample Admin Reason Description Additional COP Reason for senile lekar d tetra S vers tint ete TA Y ERANG WEA AN Y Cave With YaldationiF z Enforcement Investigation Sample Type Sare Without Yal dat ng F8 Follow Up Sample Index Sample Number Food borne illness Investigation T Details including relevant outbreak number Close Help F1 F5 gt gt FIO Reason for sample taken Enforcement investigation these are samples which have been taken in response to a particular incident allegation or contravention If this option is selected the following will appear e Sample Type Control food com
8. Code of Practice Guidance for further details Durability the way that durability is entered will depend on the information on the label For example best before and use by will normally have a day month and year which can be entered from the product label Best before would normally only carry a month and year Condition this is the condition in which the product was held in the store from which it was sampled e g at ambient temperature chilled frozen etc This can be selected from the drop down list If other specify Temperature for products that are not stable at ambient temperatures the air temperature of the cabinet or area in which the food has been stored should be taken and recorded A negative number must be entered for frozen products Please see the Code of Practice guidance for further details on obtaining temperatures when sampling 25 Code of Practice Click on the COP tab next to the Additional tab at the top to access this window E New Sample Live PR Food sample Admin Reason Description Additional COP Compliance with COP Sample was taken in compliance F Save With with COP and relevant legislation Yal dat on F 7 Explanation Save Without Sample was transported to LAB in YESANO Validating F8 compliance with COP requirements Laboratory Abandon And ka Close Description Analysis Routine or as defined by the laboratory analysis req
9. Export to XML The Export Samples to XML option is available to Administrators and is provided under the File menu This option will allow FSS to interface with other programs particularly local authority management systems XML files can be interfaced with a wide variety of programs or the data can be transformed to a different file type if needed E Food Surveillance System Network System 1 Live ERY Reference Security Help New sample 5 5 Sample Templates Import Samples 5 Exported Batches a Sample Templates Fa Exported Batches a Import Food premises Export Samples to XML Update lookup data tables Setup Exit Once the laboratory results data has been download via the Internet then the Sample and Result data can be exported from FSS to an XML file By clicking on the Export Samples to XML button a file dialog box will ask where to save the file Once the file location has been decided the progress bar will process all the samples turning red up to 100 51 E Sample export Processed Export samples w Only samples that have been added or have changed since last export Close F2 The exported XML file will now be created as requested The only samples that have been added or have changed since last export option can be ticked if you wish to as the option says only export samples that have changed since the last export if you wish to export all leave un ticked En
10. F2 In the above window the word Coleslaw is being typed by the User and is found automatically in the Category Tree You can see that the second category is Vegetables Canned and Processed a sub category of Fruit and Vegetables If the current selection of Coleslaw is correct then pressing Enter on your keyboard or clicking the Accept Selected button will select the category for this sample Tree ja Category Food types are categorised in terms of pre populated categories in the category tree Selecting the category tree button on the right of the category label allows the user to select from the populated list Clicking on one of the item headers you will see that there are sub categories under each main heading These can be used to populate the sub categories lists below e Sub category see above e Sub category level 2 see above e Sub category level 3 see above e Additional Category Information For chemical samples only Free Text to add any additional information 21 Sample Taken From For microbiological samples Only Sample taken from The Food Hygiene Regulations 2006 requires microbiological food samples that are submitted to the laboratory to be clearly identified as having been taken from a producer or from a retailer This information must be provided for particular foods as detailed in these Regulations and determines the tests and pass fail criteria for assess
11. Rum of Nature of product Ready to eat Category Fruit and Vegetables Sub category Vegetables Products and Processed Sub category Coleslaw Sub category Vegatables Coleslaw Additional category infonation Packaging provided Not prepacked Packaging material Batch or lot number Durability date Not provided N A Conditions at securing sample If Other Analysts comments FSA code M35 FSA details Vegetables Products and Processed Manufacturer N A Distributor supplier N A Importer if appropriate N A Quantity Pack size 0 Health mark Product temperature C 0 41 Print Report Example Food Surveillance System National ref Samples for examination Administrative details Business ID 10 0606 0073 0009 Sample No Food Authority Premises Name Sampling Officer Address Analysis Type Chemical Date sample taken 30 03 2007 Time 12 42 55 Premises type Provide appropriate FSA code A to J F Reason for sample taken Enforcement Investigative YES Surveillance Monitoring YES Sample Type F Formal Follow up sample NO Was the sample taken as part of a survey NO If YES Index Sample Number If yes as part of the following survey Relevent Survey Number Food sample taken as part of a food borne illness investigation NO Further details If YES including relevant outbreak number Description of sample taken Brand name of food N A Risk categ
12. button on the right hand side Logged In This will change the status bar from yellow to green and state Logged In when the operation has been successful You should then click on the Update button on the right hand side to initiate the transfer of data to your computer The progress bars will incrementally turn red as the process nears completion and change the display from 0 to 100 A number of records will be updated in the status area 45 E Import completed samples from national database Last updated 22 04 2006 10 06 0 testuger testla gow uk SEE EEE Records Inserted Record Updated Records Deleted Records Processed Import Complete When completed the status bar will state Import Complete The data is now stored in your computer and can be viewed by closing this screen and clicking Browse Samples from the Main Screen E Import completed samples from national database Seles Last updated 01 05 2006 11 05 0 testuserlatestla gov uk SESE Free Records Inserted Records Updated Records Deleted Records Processed 46 Browse Samples Accessed by clicking on the Browse Samples button from the Main Screen And selecting the Samples Complete with results tab E Food Surveillance System Network System 1 Live Samples Browser File Reference Security Help New sample Browse Samples Sample Templates Import Samples 51 Exported Batches Food Enter
13. complete with results T790HQ1 0001 68 18546 lan Buchan Ice Cream and Desserts H Sample complete with results T790HQ40001 88 IB 566 lan Buchan Ice Cream and Desserts Sample complete with results T790HQ 000189 IB 567 lanBuchan IceCreamandDesserts LI 2 Sample complete with results T790H05000190 IB 568 lan Buchan Ice Cream and Desserts E F Sample complete with results T790HQ1 0001 91 IB 569 lan Buchan Ice Cream and Desserts i il Sample complete with results T790HO 0001 92 IB 570 lan Buchan Ice Cream and Desserts H u Sample complete with results T790H05000193 E 572 lan Buchan Ice Cream and Desserts H Sample complete with results 7790HQ 00019 94 IB 571 lan Buchan Ice Cream and Desserts E Sample complete with results T790H05000217 B 573 lan Buchan z Ice C Cream and D Desserts F Sample complete with results T730HQ 00021 3 B 574 lan Buchan Ice C Cream and Desserts g Sample complete with results T790HQ4000219 IB 575 lan Buchan Ice Cream and Desserts H Sample complete with results T790HQ 000221 IB 576 lan Buchan Ice Cream and Desserts Sample complete with results T790HQ1000222 IB 577 lan Buchan Ice Cream and Desserts l Sample complete with results T790HQ 000223 IB 578 lan Buchan Ice Cream and Desserts E f Sample complete with results
14. lab You can use the plus minus box on the left hand side to show the sample details within an export batch Re Export To re export a previously exported batch or file then click on the a button The following menu will appear F Sample batches previously exported Food Batch Id Date exported Time exported Laboratory Deliver method Sample count 26 22 03 2007 14 33 44 Test Laboratory Remote transfer 21 21 03 2007 12 11 18 Test Laboratory Remote transfer 20 27 03 2007 12 01 41 Test Laboratory Remote transfer 19 12 02 2007 17 23 55 Test Laboratory Remote transfer 15 06 02 2007 10 15 26 Test Laboratory Remote transfer Samples in batch Export batch details Status Code Officer Local Authority Office Date sample Sample Number code SSSHO 06020000320 craig craig cra qqqq S99HQ 122032007 gt 44 Import Samples Accessed by clicking on the Import Samples button from the Main Screen Update from CFAD E Import completed samples from national database Last updated 22 04 2008 10 06 0 testuger testla gow uk Records Inserted Records Updated Records Deleted Records Processed Fa Clos e F2 Samples along with their laboratory results can be retrieved from the Central Food Administration Database CFAD It is essential the system CFAD server details Page 50 have been applied prior to undertaking this operation To download the sampling data click the Log in
15. on the right hand side of the Browse Active Samples screen The above label can be printed by selecting the Print Label button The label works on most smart label printers and has been tested on Smart Label Printer 420 54mm Model 43 Exported Samples Accessed by clicking on the Exported Samples button from the Main Screen E Food Surveillance System Network System Live Samples Browser File Reference Security Help a New sample 17 Browse Samples fs Sample Templates an Import Samples fa Exported Batches Food Samples Entered to be validated Validated awaiting expop Exported to Lab k Sample complete with results Status Code Local Authority sasa Officer Bca sample taken ur uk Spates taken Premises v Sample Number v code type Dupli amp Officer Craig Wallace rr Exported to Lab 999HO06020000298 qu 999HQ Craig Wallace 12 02 2007 17 21 26 12 02 2007 17 23 36 E Exported to Lab 999H0 06020000314 sd 999H0 Craig Wallace 21 03 2007 11 59 37 21 03 2007 12 01 15 B E xE Officer craig craig craig craig craig Export Exported to Lab 999H0 06020000320 qqqq 999HQ craig craig cr 22 03 2007 12 12 24 22 03 2007 12 13 26 C Exported to Lab 999HO06020000315 rt 999HQ craig craig cre 21 03 2007 12 10 11 2170372007 12 10 11 B gt Officer klkliklklk Create T z View tel This screen shows all samples that have been exported to the
16. or as defined by the laboratory analysis required Select yes if you require the routine suite of analysis to be undertaken by the laboratory Analysis required if tests other than routine are required to be undertaken on the sample i e no has been answered to the question above state the nature of the analysis that is to be undertaken by the laboratory Additional information including contract code 27 Saving a sample Options on completion of sample information Save With Validation F7 Save Without Validation F8 Abandon And Close Click this button or press F7 key to validate the sample data you have entered If required fields are incomplete or data errors exist the invalid field will be selected for changes to be made Click this button or press F8 key to save the sample data you have entered This does not validate the data and you will not be able to export samples data to the lab You can later edit the record s in the Samples browser screen and then Save With Validation F7 Caution Clicking this button will lose any data you have just entered Only use if the data entered is not needed 28 Sample Templates Accessed by selecting Sample Templates from the File menu or clicking on the Je Sample Templates ee button A template provides an opportunity to reduce the commonly entered fields and to speed up data entry for frequently visited premises and or frequently taken sam
17. the next data entry screen F2 Close currently open form F4 Open a lookup dialog for the selected field F5 New Record F6 Edit selected record F7 Save with validation to record being edited inserted F8 Save without validation to record being edited inserted F9 Previous data entry screen F10 Next data entry screen The data entry screens can be completed in any order Press F9 and F10 to move from one data entry screen to the next or use mouse button to click data entry screen tabs All drop down reference fields are identified by the V Use the mouse to click on this drop down field or press the ENTER key Use the tab key Si to move through all data entry fields New sample Accessed by clicking on the New Sample button from the Main Screen Administration E New Sample Live PR Food sample Admin Reason Description Additional COF General Analysis Type Micro Chemical National Ret Save With Sample Number Validation F7 Office Headquarters Save Without Sample Officer Yal dat ng F3 Sample Date 28 03 2007 r Time 24 hr 15 15 Abandon And Business ID Close Premises Name Address 1 Address Z Address 3 Address 4 Post Code Food Safety Risk Category Food Standards Fisk Category Premises Type Purchase Cost Help F1 gt gt F10 i Close F2 Analysis type Select Micro Microbiological or Chemical option by clicking on either or on the radio button
18. this screen appears you can either enter into the Food or Animal Feed Module using the radio select buttons the application remembers your choice so you do not have to keep selecting In your case you select Food Select either Live or Training to enter the main screen The Live connection is used when inputting real data into the system The Training connection can be used when entering dummy data for training other colleagues and for users to familiarise themselves with the system then click OK Main Screen The Main screen is shown below E Food Surveillance System Network System 1 Live File Reference Security Help New sample 17 Browse Samples m Sample Templates ares Import Samples m Exported Batches Menus can be accessed from the top of the screen and clicking on the following buttons can access common functions These can also be accessed in the File menu New Sample Used to enter a new sample into the system Browse Samples Used to view samples that are in the system Sample Templates Used to View Edit Create sample template Import Samples Used to import samples with results into the System Exported Batches Used to re export samples and view batch detail Shortcut Keys amp Handy Tips The application follows standard Windows design concepts TAB Moves forward from the current control to the next in the tab order SHIFT TAB Moves back to the previously selected control CTRL TAB Moves forward to
19. to access this window E New Sample 1 Live Food sample Admin Reason Description Additional COP Chemical Description OF Sample taken Brand Name Save With ee VY alidation F7 Food Description Nature of product w Save Without Validating F8 Category Category Sub category Tree gehe andon An Sub category level 2 Close Sub category level 3 FSA code Additional category Information Manufacturer Distributor Supplier Packer Importer if appropriate Country of origin UNITED KINGDOM Help F1 lt lt F5 27 Fil G Close F2 Brand name The name that the product is sold under e g Kellogs Heinz etc Note Can be pre populated Refer to Appendix A for further details e Food description A basic description of the type of food sampled Where there is a name laid down by law this must be used if not a customary name may be used If there is no customary name or it is not used a descriptive name must be used This can also be setup in the Optional Look up List are in the Reference drop down menu This is a free text area and an example is shown below Once saved the options will appear in the Food description drop down menu Nature of product These are pre populated with the following categories Ready to Eat Processed Raw and Swab Please refer to Appendix A for more details 19 Tree Tunnuunnunnuuuuununnnnl Category Tree E Category tr
20. to their left Micro Microbiological sampling is undertaken to ascertain the microbiological quality of the food and to determine the possible presence or absence of harmful microorganisms in particular foods e Chemical Food samples submitted for chemical sampling may undergo specific analyses such as for contamination presence of additives compliance with nutritional standards and labelling National Ref Unique sample reference number allocated by the FSS application 10 Sample Number Use this space if you wish to continue using your own reference This is the number by which the sample can be identified by the Local Authority Office If your organisation has a number of offices branches in different locations names for each of the offices can be added to then selected from the drop down list This can be set up in the reference drop down menu or in the set up menu Please contact your FSS Administrator regarding this Sample Officer If your organisation has a number of officers taking samples names for each of the officers can be added to then selected from the drop down list Sample Date Date that the sample was taken The date can be selected by clicking on the tab to reveal the calendar Time 24HR Time that the sample was taken The time defaults to the current time but can be changed using the up down arrows provided Business ID Select from drop down list This data has to be imported Once imported
21. 2007 13 08 45 H 16 0250 0002 0001 THE M DE Sample complete with results 30 03 2007 12 37 48 F 10 0606 0073 0009 73 EN WE Sample complete with results 30 03 2007 12 41 12 F 10 0606 0073 0009 73 EN GE Sample complete with results 30 03 2007 12 42 55 F 10 0606 0073 0009 73 EN S Sample complete with results 30 03 2007 12 44 42 ee F 10 0606 0073 0009 B Sample complete with results 30 03 2007 12 46 57 F 10 0606 0073 0009 73 EN H Sample complete with results 30 03 2007 12 48 18 F 10 0606 0073 0009 73 EN B Sample complete with results 30 03 2007 12 49 48 F 10 0606 0073 0009 er J FE z AER Results Outcome fe Substance SS Uits sect fode Group Te SC Fruit Content g 100g 48 D B02 Composition Constituent ingredient low level fi Potassium mg kg 1050 H DOS Labelling Declaration statutory Total Sugars g 100g 60 H Phosphorous mg kg 99 2 Regulation 5 of The Jam and Similar Products Regulations Northern Ireland 2003 requires the indicated total sugar content of jam determined by refractometer at 20 degrees to be accurate to 3 refractometric degrees The total sugar content of the sample was 4 lower than indicated The jam was labelled Typical values per 100g 51g fruit 64g sugar The above Colour legend Z Entered Validated E Exported H Complete GA Close F2 i All samples entered into the system can be viewed in the Browse Samples screen Apply Filter If you wish to view only a certain status of
22. CCD0506M Christine Dick 23 11 2005 11 13 00 H DE Sample complete with results T790HQN30000206 FDIN19CCD0506 Christine Dick 10 12 2005 09 47 00 G BE Sample complete with results T790HQN30000208 FDIN20CCD0506 Christine Dick 10 12 2005 10 03 00 G Sample complete with results T790HQN30000209 FDIN21CCD0506 Christine Dick 10 12 2005 10 16 00 G BE Sample complete with results T790HQN30000210 FDIN22CCD0506 Christine Dick 14 12 2005 10 34 00 G DE Sample complete with results T 90HQN30000211 FDIN23CCD0506 Christine Dick 14 12 2005 10 58 00 G BE Sample complete with results T 390HON 30000212 FDIN24CCD0506 Christine Dick 10 12 2005 11 03 00 G GE Sample complete with results T 90HQN30000213 FDIN25CCDO506 Christine Dick 10 12 2005 11 13 00 G GE Sample complete with results T79OHQN30000214 FDIN26CCD0506 Christine Dick 14 12 2005 11 24 00 G H Sample complete with results T790HQN30000215 FDIN27CCD0506 Christine Dick 14 12 2005 11 32 00 G H Sample complete with results T790HON30000216 FDIN28CCDO506 Christine Dick 01 12 2005 11 37 00 G Above are all the samples taken by officer Christine Dick since 17 04 2000 Present by selecting the officers name from the drop down list and entering search time criteria Sample Status New in version 5 is the colour legend which helps identify what status a particular sample is at The colour legend is found at the bottom of the browse samples screen and is show below Colour legend Entered Valida
23. F10 To create a template fields are filled in as per a normal sample Certain fields cannot be filled in ahead of time and are marked N A Fields that will vary with each sample should be left blank and then completed at the time of taking the sample For ease of searching provide each template with a suitable description in the field Template Description before saving To save the template click on the Save button on the right or press F7 on your keyboard 30 Delete Template To delete a template select the template in the main screen and then click on the Delete Template button on the right hand side This will permanently remove the template from the system Copy Template To copy a template select the template in the main screen and then click on the Copy Template button on the right hand side This will create a duplicate template with the name prefixed with COPY OF Groups Templates can be organised into logical groups if required The Groups button accesses the administration screen F Sample Template Groups Sele Food sample template groups Group e Template E dit FE 7 g Delete Duplicate The duplicate function is used to duplicate a previously made template This saves you time if you create a full template from scratch and only have a couple of changes to make you can duplicate it and edit it 31 New Sample from template The facility to create a new sample from
24. QN20000129 FDIN4CCD0506X Christine Dick 01 09 2005 14 02 00 J Exp WE Sample complete with results T790HON200001 30 FDINSCCD0506 Christine Dick 01 09 2005 14 03 00 J WE Sample complete with results T790HQN20000131 FDIN6CCDO506x Christine Dick 01 09 2005 14 04 00 J P BE Sample complete with results T790HQN20000132 FDIN7CCD 05063 Christine Dick 01 09 2005 14 06 00 J H Sample complete with results T 90HQN200001 33 FDINSCCDO506 Christine Dick 01 09 2005 14 08 00 J Pr i Sample complete with results T790HON 200001 34 FDINSCCDO506X Christine Dick 01 09 2005 14 10 00 iJ 1 WE Sample complete with results T790HQN20000135 FDIN10CCD0506X Christine Dick 01 09 2005 14 11 00 J Pri GE Sample complete with results T 90HQN200001 36 FDINT1CCDOSO6 Christine Dick 01 09 2005 14 12 00 J WE Sample complete with results T790HQN20000156 FDIN12CCDO506M Christine Dick 27 09 2005 12 43 00 C Creat ME Sample complete with results T790HQN20000157 FDIN13CCD0506M Christine Dick 27 09 2005 13 11 00 E H Sample complete with results T790HQN20000158 FDIN14CCD0506M Christine Dick 27 09 2005 13 12 00 E View BE Sample complete with results T 90HQN20000159 FDIN15CCDO506M Christine Dick 27 09 2005 13 13 00 C GE Sample complete with results T790HQN30000177 FDIN16CCD0506X Christine Dick 11 11 2005 11 46 00 G GE Sample complete with results T S0HOQN300001 78 FDIN17CCD0506 Christine Dick 11 11 2005 11 51 00 G BE Sample complete with results T790HQN30000136 FDSU18
25. Reference menu Importer if appropriate if the name of the person or company importing is available from the product label enter it here This field can be pre populated via the Reference menu Country of origin if the Country that the food originated from is available from the product label select the country form the drop down menu There is also an option of N A 23 Packaging Click on the Additional tab next to the Description tab at the top to access this window E New Sample Live Fooc sample Admin Reason Description Additional COP Micro Packaging Validation F7 Packaging material Other Material Save Without j Yal dat ng F8 Pack Units Pack Quantity size E atchLot No Abandon And Health Mark SUE Durability Durability Day Year 4 digits eg 2003 Condition IF other Specify Temperature Help IF1 lt lt F5 gt gt FIO i Close F2 e Packaging provided The way in which the product was packaged for sale if applicable Select from the drop down menu Also See Appendix B for definitions z If not prepacked e g meats sold loose from a deli counter the following button Labeling will appear where you can then populate information on labelling details For further information refer to Appendix B Packaging Packaging provided Hot prepacked Labelling e Labelling This heading relates to non pre packed foods This is the information that woul
26. a sample e g Entered to be validated you can change the Sample Status at the top of the screen using the tab system Sort Data You can sort the data by clicking on a column header Sample Officers The example shows data ordered alphabetically by Sample Officer You can see the small up arrow Clicking again reverses the sort order 33 Sample Officer X You can see the small down arrow The default sort order is to have the newest sample at the top Locate Sample E Food Surveillance System Network System 1 Live Samples Browser D File Reference Security Help New sample Browse Samples 5 Sample Templates Import Samples 51 Exported Batches Entered to be validated Yalidated awaiting export Sampling officer Christine Dick 01786 432187 Premises name Exported to Lab Start date 17 04 2000 End date 01 05 2008 Status Code Local Authority Office Date sample taken Time sample taken Sample taken Premises type D Sample Number code Officer Christine Dick 01786 432187 Sample complete with resul All statuses DE Sample complete with results T790HQN20000124 FDINICCDO506X Christine Dick 01 09 2005 12 06 00 J ns GE Sample complete with results T790HQN20000127 FDIN2CCD0506X Christine Dick 01 09 2005 13 58 00 J DE Sample complete with results T790HQN20000123 FDIN3CCD0506X Christine Dick 01 09 2005 14 00 00 J GE Sample complete with results T790H
27. a template is only available to a User not an Administrator and is accessed by selecting Sample Templates from the File menu To create a new sample from an existing template select your template in the main screen and click on the Create Sample button on the right hand side i Sample Templates s x i Food sample templates cd escription View Edit Group J Template Group 3 Group 4 Group 5 Template G Group1 Create Template 1 Sample Template 2 Template 3 Confirm Template 4 Delete Template 5 Template Copy template Groups Duplicate CI em This will prompt to create a New Sample Template Order You can change the order in which the templates appear in the list by clicking on the s option at the top right hand side This will order the templates in Alphabetical order making them easier to find 32 Browse Active Samples Accessed by clicking on the Browse Active Samples button from the Main Screen E Food Surveillance System Network System 1 Live Samples Browser B File Reference Security Help Sl New sample Browse Samples 5 Sample Templates Import Samples 51 Exported Batches Food Entered to be validated Yalidated awaiting export Sample complete with results New Sampling officer v v Al Start date 10 04 2000 ei Premises name M A Enddate 24 04 2008 View c
28. aging before being offered for sale and which is intended to be cooked without opening the packaging and which is ready for sale to the ultimate consumer or to a catering establishment This does not include foods such as individually wrapped sweets or chocolates which are not enclosed in any further packaging and which are not intended for sale as individual items 61 APPENDIX C HPS CONTACTS HPS System Administrator If you have any questions regarding the project please contact Lorna Dryburgh Systems Administrator mailto Lorna Dryburgh hps scot nhs uk Tel 0141 300 1147 Kelly Pumfrey Project Support Manager mailto Kelly Pumfrey hps scot nhs uk Tel 0141 300 1946 Craig Wallace IT Systems Support Officer mailto Craig Wallace hps scot nhs uk Tel 0141 300 1411 HPS Environmental Health Consultants If you have any questions or comments relating to the FSS please contact Rod House Consultant in Environmental Health mailto Rod House hps scot nhs uk Tel 0141 300 1116 OR Lynn Cree Adviser in Environmental Health mailto Lynn Cree hps scot nhs uk Tel 0141 300 1114 Postal Address HPS Clifton House Clifton Place Glasgow G3 7LN 62 Version Changes Version 5 Enhanced Colour Legend for sample status differentiation Option to Re Export batches Option to check batch information You can now filter on Analysis Type Enhanced built in help links Enhanced built in user guidance Enha
29. al COP Reason for sample taken eee cae eee arenes as eee Gave With Yal dat onfF z Save Without Validating F8 Abandon And lose Survelance Monitoring Sample Type Sample was taken as part of a survey Survey Body Survey Ret lt lt IF gt gt FIO G Close F2 Surveillance monitoring e Surveillance monitoring these are programmed samples taken as part of a Council s sampling plan or survey lf this option is selected the following will appear e Sample type formal informal select formal informal form the drop down menu Formal For microbiological samples this field relates to samples taken including those without a witness in accordance with the procedures outlined in the Code of Practice and if applicable any product specific sampling examination legislation and submitted to an accredited laboratory Single part samples taken of foods for which 17 multi part sampling is prescribed are coded as formal on the basis that the sampling is carried out to Code of Practice standards For chemical Samples this field relates to samples taken in accordance with the procedures outlined in the Code of Practice and if applicable any product specific sampling examination legislation and submitted to an accredited laboratory In Scotland such samples would be witnessed Food samples which are classed as formal may but do not have to be used in evidence i
30. box in the Allergen notice area Prepacked for direct sale Seem ERE a As with Not prepacked the button again becomes active and the choices detailed in Not prepacked also apply to Prepacked for direct sale a Food other than flour confectionery bread edible ices and cow s milk that is pre packed by a retailer for sale by him on the premises where the food is packed or from a vehicle or stall used by him b Flour confectionery bread and edible ices that are pre packed by a retailer for sale as in sub paragraph a of this definition or pre packed by the producer of 60 the food for sale by him either on the premises where the food is produced or on other premises from which he conducts business under the same name as the business conducted on the premises where the food is produced c Cow s milk that is put into containers on the premises where the milk is produced by the person owning or having control of the herd from which the milk is produced for sale by him on those premises or from a vehicle or stall used by him Prepacked for ultimate consumer TO THE ULTIMATE CONSUMER OR CATERING ESTABLISHMENT Food that is put into packaging before being offered for sale in such a way that Food whether wholly or only partly enclosed cannot be altered without opening or changing the packaging and is ready for sale to the ultimate consumer or to a catering establishment and includes a food which is wholly enclosed in pack
31. crypted File Viewer This program facilitates the viewing of previously exported encrypted files To run this program select FSS Network then Encrypted File Viewer from your start menu 5F55 sample file viewer File operations Samples in this batch view file Click on the View File button at the top left hand corner and select your file 32 Document and Settings My Documents Er CMclennan on SC1E Hw E 5 305 hy Network File name 790N1 2 enc Places Files of type Cancel 53 You can then view the data in your selected file SFSS sample file viewer Sele a File operations Samples in this batch View file Drag a column header here to group by that column nn E le SE Le R EE BEE pd me 10 era E dele mi 29 09 2003 110936 H 54 APPENDIX A DEFINITIONS Brand name of food E g Kellogg s Heinz This can be setup in the Optional Look up Lists area in the Reference drop down menu This is a free text area and an example is shown below Once saved the options will appear in the Brand Name drop down menu F Lookup lists Brand name Food description Manufacturer Distributor Importer Survey Reference HEINZ KELLOGS KIT KAT MALTESERS MARS SNICKERS 55 Food description Where there is a name laid down by law this must be used If not a customary name may be used If there is no customary name or it is not used a descriptive name must be used Th
32. d have been supplied at the counter display etc 24 e g minimum meat content etc and can be selected using the options provided Packaging material This heading applies to foods that are pre packed Select the type of packaging from the drop down menu Other material this is where other field has been selected from the drop down menu in the Packaging material category above Type in a description of the type of material used for packaging the product Pack quantity size this can be taken from the packaging e g 500 g the number should be entered here the units in the pack units field below Also See Appendix A Pack units these are the units stated on the size weight capacity of the product e g grams kgs mls etc e g 500 g the g would represent the pack units Batch Lot no some products will contain batch or unit number to allow traceability by the manufacturer This can be taken from the packaging where applicable Health Mark Some types of foodstuff e g live bivalve molluscs minced meats dairy products require to be produced by a manufacturer premises that have been approved by the local authority To demonstrate that the food has come from approved premises the food is marked with a health mark There are differing forms of health mark depending on the intended destination of the product e g for sale nationally across Europe etc Please see section 5 of the
33. ecommended that the retailer indicate whether the product needs to be fully cooked prior to consumption Steak pies may be considered ready to eat or require further cooking prior to consumption Steak pies that have been fired off should be considered ready to eat while those with raw pastry should be considered as a raw product and should be displayed in the appropriate manner To ensure that the purchaser is provided with appropriate information it is recommended that the retailer indicate that the product needs to be fully cooked prior to consumption Swab For completeness swabs can be recorded within the Food Surveillance System If SWAB is selected under Nature of Product the Category SubCategory Packaging amp Durability fields are automatically completed 57 APPENDIX B Packaging Guidance Packaging Labelling Not prepacked Labelling list then the button becomes active The Labelling details box now appears where additional details can be filled in See Below E Labelling details vexconen Ors O Preservatives Ci res No Other additives Oes O No Added water O Yes No Alergen notice Cires Q No Suitable for vegetarians Other declarations ves No including if the s product was previously frozen View Label Meat Content Yes or No is selected and details to be filled in Preservatives Yes or No is selected and details to be filled in Other additives
34. ed to be validated Yalidated awaiting export Sample complete with results N Sampling officer v All Start date 17704 2000 Premises name vI All Enddate 91 05 2008 Vie Sample Number code GE Sample complete with results T790HQN 30000208 FDINZOCCD 0506 Christine Dick 10 12 2005 10 03 00 G DE Sample complete with results T 90HQN30000209 FDIN21CCDO506 Christine Dick 10 12 2005 10 16 00 G DE Sample complete with results T 90HQN30000210 FDIN22CCDO0506 Christine Dick 14 12 2005 10 34 00 G GE Sample complete with results T790HON 30000211 FDIN23CCD0506 Christine Dick 14 12 2005 10 58 00 G Exe GE Sample complete with results T 90HON 30000212 FDIN24CCDO0506 Christine Dick 10 12 2005 11 09 00 G BE Sample complete with results T790HQN3000021 3 FDIN25CCD0506 Christine Dick 10 12 2005 11 13 00 G Export GE Sample complete with results T 90HON 3000021 4 FDIN26CCDO0506 Christine Dick 14 12 2005 11 24 00 G GE Sample complete with results T 90HON30000215 FDIN27CCDO506 Christine Dick 14 12 2005 11 32 00 G Print WE Sample complete with results T790HON30000216 FDIN28CCD0506 Christine Dick 01 12 2005 11 37 00 G Print Officer Craig Wallace GEE Sample complete with results 999HOXx01 0000632 TEST Craig Wallace 04 07 2007 00 00 00 A piotr Officer Gordon Mason 01786 432084 Create T WE Sample complete with results T 790HOQN 30000203 SGGMEHFC10506M Gordon Maso 07 12 2005 03 45 00 H WE Sample compl
35. ee EE DESCRIPTION ITEM_CODE eel Beverages Cakes and Confectionary E ES Dairy Products ce fa Drinks E Eggs and Egg Products E Fish and Shellfish Food for Particular Nutritional Uses Fruit and Vegetables SE Herbs and Spices pgmn Ice Cream and Desserts a Materials and Articles in Contact with Food ER Meat and Meat Products Game and Poultry EE Nuts and Nut Products Snacks ES Others E Er Prepared Dishes A t Selected HER Soups Broths and Sauces see Fa Close F2 You can use the plus minus box H to expand or contract the categories To find a particular food category you can start typing and the search will be narrowed down as you type 20 E Category tree EE DESCRIPTION ITEM_CODE E T Flawourings 01 01 04 T Other Additives 01 01 99 E P Other Miscellaneous Additives 01 01 07 HHT Preservatives 01 01 05 HT Sweeteners 11 01 06 EE Bakery Products and Cereal Ue H EE Beverages 03 GARI Cakes and Confectionary 04 H EE Dairy Products 05 E ER Drinks DE H EE Eggs and Egg Products 07 ER Fish and Shellfish 08 EE Food for Particular Nutritional Uses 3 SEE Fruit and Vegetables 10 HS Fruit Fresh and Frozen 10 01 Fruit Products and Processed 10 02 HHF Protein Foods 10 05 T Vegetables Canned and Frocessed 10 04 SEE SEI H P Canned Vegetables 10 04 01 7 Dried Vegetables 10 04 02 T Other Vegetable Products 10 04 99 G Close
36. ete with results T 30HGN 30000204 SGGMEHFC20506M Gordon Maso 07 12 2005 09 47 00 H View te WE Sample complete with results T790HQN30000205 SGGMEHFC30506 Gordon Maso 07 12 2005 09 50 00 H et pros Officer lan Buchan 01786 432262 WE Sample complete with results T790H05000167 IB545 lan Buchan 29 09 2005 13 00 00 G GE Sample complete with results T790H0 000168 IB546 lan Buchan 29 09 2005 13 00 00 G WE Sample complete with results T790H0 000188 IB 566 lan Buchan 23 11 2005 11 30 00 E B Sample complete with results T790HQ4000189 IB 567 lan Buchan 23 11 2005 12 05 00 C DE Sample complete with results T790H0 000190 IB 568 lan Buchan 23 11 2005 15 10 00 G BE Sample complete with results T790HQ14000191 IB 569 lan Buchan 23 11 2005 15 45 00 E WE Sample complete with results T790H0 000192 IB 570 lan Buchan 24 11 2005 09 40 00 H of Ld Results Outcome c S fR This screen shows all your sampling data along with laboratory results Querying the database Using the Browse Complete Samples you can look at your samples complete with the laboratory results and the Analysts comments Sorting Data To begin sorting data click on the relevant heading A small upwards arrow will appear on the right hand side of the heading This indicates an ascending sort Click again and the arrow will point downwards indication a descending sort Example Data sorted in alphabetical name order L FF bo r 47
37. f appropriate Guidance on premises and field layout Food Premises Importing premises details into FSS UK Administration details This file can be generated from your Local Authority Management System Instructions on how to do this can be found in your Local Authority Management System guidance or by contacting your FSS Administrator IT Department or Local Authority Management System Administrator The field order of this file is as follows ood Safety Risk Category Code remiseType Code ood Standards Risk Category Code 12 Food Safety Risk Category Code A MOA Import Error Premises Type Code A Primary Producers B Slaughterhouses C Manufacturers processors D Packers E Importers Exporters F Distributors Transporters G Retailers H Restaurants and other Caterers I Materials and Articles Manufacturers and Suppliers J Manufacturers mainly selling by retail Food Standards Risk Category Code A B C Unrated An example file A001 Greggs 144 Sauchiehall Street Glasgow G3 6LN A J A A002 Tecso 200 Argyle Street Finnieston Glasgow G5 7LA E J B A003 Safeway 300 Argyle Street Finnieston Glasgow G5 7LN B G C To import this file into FSSNet click on File Import Food Premises ES Reference Security Help New sample a Fa Sample Templates i Exported Batches wre Import Food premises Export Samples to XML West Yorkshire XML Import Update lookup data tables Setup Exit
38. he top of the grid in the Browse Complete Samples screen 37 Export Accessed by clicking on the Browse Active Samples button from the Main Screen m and then clicking on the Export button on the right hand side Laune mann F Choose laboratory to receive export Sel Food samples export Sethe Sampling officer Laboratory Below is a list of Sampling officers that have samples ready to send Choose for which sampling officers samples should be sent B Send to laboratory Bill Smith Tom Thumb cres Completed samples displayed as Validated awaiting export or blue in status can be exported to the laboratory using this method Click on the bitin button and then by selecting the Sampling Officer from the Sampling Officers shown you can then move on and select the Lab the sample is being sent to as shown 38 F Choose laboratory to receive export Food samples export Sampling officer Laboratory Laboratory How choose for which laboratory you wish to export samples Send to laboratory s Public Analyst Lab Dundee samples And click send file E Choose laboratory to receive export Seles Food samples export Sampling officer Send to laboratory Be Laboratory Enter a comment or special instruction if required then click the Send samples button to transmit the samples to the designated lab Send to laborato Sender details Local authority 999HQ Test Cou
39. icer Christine Dick 01786 432187 Officer Craig Wallace Sample complete with results 999H0 gt XX010000632 TEST Craig Wallace 04 07 2007 00 00 00 E Officer Gordon Mason 01786 432084 Sample complete with results T790HGN30000203 SGGMEHFC10506M Gordon Maso 07712 2005 03 45 00 H Sample complete with results T790HQN30000204 SGGMEHFC20506M Gordon Maso 07 12 2005 09 47 00 H ME Sample complete with results T790HON30000205 SGGMEHFC30506 Gordon Maso 07 12 2005 03 50 00 H Officer lan Buchan 01786 432262 E Officer Joe Bloggs DE Sample complete with results 999HQ 0108000023 CLIENTSREF 22222 Joe Bloggs 16 05 2006 18 19 00 H E Officer Mark Norfolk Sample complete with results 333H 3010000315 MEN HERRING T Mark Norfolk 22 02 2007 13 35 00 G Sample complete with results S9SWKADXXO1 0000317 MEN C8W 22 02 0 iM atk Norfolk 22 02 2007 1 2 16 00 C ME Sample complete with results 999wKA0X010000318 MEN CHW72270270 Mark Norfolk 22 02 2007 12 20 00 C Officer Michael Kibaris 01786432071 H Officer Terry McDougall 01786 432172 Officer sd C Exported to Lab 999H012060000003 ff 999HQ sd 14 04 2008 16 04 22 14 04 2008 16 05 04 A 777 Exported to Lab 939H912060000006 999HQ sd 18 04 2008 14 53 03 18 04 2008 14 53 44 A You can use the plus minus box to expand or contract relevant sections 50 P u D g lt 5 Ti
40. into FSS and a business is selected the Premises Name and Addresses will populate automatically This field can be left blank and the Premises Name and Addresses typed in manually This is the unique identifying code of the business that is listed in your premises database e g APP CAPS etc Premises Name The name that the business from which the sample was taken is trading under This information will usually be imported from your premises database e g APP CAPS etc Address The address of the premises from which the sample was taken This information will usually be imported from your premises database e g APP CAPS etc Post Code The postcode of the premises from which the sample was taken This information will usually be imported from your premises database e g APP CAPS etc 11 Food Safety Risk Category Food Standards Risk Category Premises Type Purchase Cost The category in which the business was rated at the last food safety primary inspection This information will usually be imported from your premises database e g APP CAPS etc The category in which the business was rated at the last food standards primary inspection This information will usually be imported from your premises database e g APP CAPS etc Sub category into which the premises from which the sample was taken should be placed These premises sub categories agree with the FSA return The amount paid for the sample i
41. is can also be setup in the Optional Look up List are in the Reference drop down menu This is a free text area and an example is shown below Once saved the options will appear in the Food description drop down menu E Lookup lists E Eg Brand name Food description Manufacturer Distributor Importer Survey Reference Cancel Sort List Close F2 Nature of Product The definitions provided reflect current food labelling regulations Raw These are foods that are not Ready to eat and which have not been processed ina manner that is likely to have altered their original microbiological contamination levels such food would include raw red meat poultry meat and raw fish whether or not they have been diced cut or filleted It would also include root vegetables and shellfish that have not been processed and are not consumed raw In Scotland it also includes raw milk 56 Processed These are foods that are not Ready to eat but have been treated or modified in a manner that is likely to have altered their original raw state with respect to microbiological contamination levels Such processes would include e Preservation such as smoking curing pickling marinating freezing Heat processing such as par cooking Flash frying Thermising This category also includes convenience foods and microwave meals that require re heating Foods such as vegetables that are subjected to processes such as peeli
42. ment by the food examiner This is a compulsory field and there is an option to select N A when appropriate E New Sample 1 Live fx Food sample Admin Reason Description Additional COP Micro Edit Sample F6 Description OF Sample taken Yal dat onfF 7 Food Description Nature of product Save Without L Validating FS Category Category Sub category Tree se ee Sub category level 2 Sub category level 3 FSA code Sample taken from Description Manufacturer Distributor Suppliers Packer Importer if appropriate gt UNITED KINGDOM Country of origin Help F1 F3 gt gt FIO i Close F2 FSA code FSA codes are pre populated and are linked to the Category Tree This field is automatically populated following completion of the category tree fields o Manufacturer if the name of the manufacturer is available from the product label enter it here This field can be pre populated via the Reference menu 22 Distributer supplier packer if the name of the company distributing supplying or packing the food is available from the product label enter It here This field can be pre populated via the
43. n a case of enforcement action However coding samples for FSS as formal refers to the integrity of the sampling procedure and examination not the intended use of the sample Informal For microbiological and chemical samples this definition relates to samples which do not fall into the definition of formal samples e g have not been taken in accordance with the Code of Practice but which have been submitted to an accredited laboratory Microbiological samples which do not fulfill the criteria for Formal Microbiological samples should not be logged into FSS Sample was taken as part of a survey This applies where a number of samples are all taken for a specific survey purpose e g a set time period during which monitoring of a specific product is undertaken If this box is checked the following will appear Survey body the name of the body or organisation that is instigating coordinating the survey e g Food Standards Agency etc Survey ref This reference number allows all samples forming part of the survey to be linked The first part of the survey number will normally be provided by the Survey body See above to show that the sample forms part of the wider survey with an option to add further identifying numbers for each sample if required to allow identification of each unique sample forming part of the larger survey 18 Description Click on the Description tab next to the Reason tab at the top
44. nced built in context sensitive help Prosecution functionality Enhanced Print Form Label and Report functionality 63
45. ncil Office Headquarters Number of samples being sent 2 Batch number 120 Details of samples 1 Type FOOD Micro MARIE ROSE SAUCE 2 8324070406 Type FOOD Chemical FRUIT JUICE Send file lt Back Finish Cancel 39 You will then get the following message saying the message has been successfully sent and you can be confident that the sample has been sent if there is any problems please contact HPS Food Surveillance System Then click on the L button to complete the process To export the sample to file click on the Export to file Aue button on the right hand side Please note this must only be used if you have a problem with your internet connection if this is the case please contact HPS and your Laboratory for further advice You will then be asked which location you wish to export the files to Once you have saved them to the desired location e g Desktop then you can attach to an email or other device and follow the procedure you have with your laboratory Once the files are exported they will change status and turn green in the Sample Browser Screen WD Eile Reference Security Help New sample 17 Browse Samples F Sample Templates a Import Samples Fa Exported Batches Food Entered to be validated Validated awaiting expo Sample complete with results All statuses H Status Date sample taken Time sample taken Sample taken Premises type iz code Officer AINE MCCABE
46. ng and blanching are also included Ready to eat These are foods that are ready for consumption without further treatment or processing This definition covers both unwrapped and pre wrapped ready to eat foods and is intended to apply whether the ready to eat food may be consumed hot or cold The expression further treatment or processing is not intended to include food preparation activities such as light washing slicing chopping portioning marinating or preservation carried out by the consumer by way of preference to an otherwise ready to eat item Examples of ready to eat items include cooked meats cooked meat products and preparations such as pies and sausage rolls cooked roast chickens sandwiches and filled rolls dairy products such as milk and cheese fruit pre washed topped and tailed vegetables prepared vegetable salads whole vegetable items such as tomatoes and or cucumbers quiches scotch eggs savoury pies ready to eat and tinned ready to eat fish and fish products such as salmon tuna or sardines preserves and jams condiments bread confectionery and biscuits Certain foods such as black puddings either bought in or manufactured on site may be ready to eat or require further cooking before consumption It remains for the proprietor of the food business to assess the status of such foods and to display them in the appropriate manner To ensure that the purchaser is provided with appropriate information it is r
47. nts If no prosecution taken has been Analysis type set then the check box will appear Era Seulienilel en as L in browse samples grid 35 E Food Surveillance System Network System 1 Live Samples Browser VE B File Reference Security Help i New sample Browse Samples Sample Templates Import Samples 51 Exported Batches Food I Entered to be validated Validated awaiting export Exported to Lark Sample complets with results AII statuses statuses Sampling officer per ck 01 f Bb 4 43 32187 7 V All Start date 177 04 2000 z Premises name lt MAI End date OV f05 2008 Code Local Authority Office Officer Category Prosecution Sample Number code taken gi Sample complete with results T790HON30000216 FDIN28CCD0506 Christine Dick Others l Officer Craig Wallace OH Sample complete with results 999HOX 01 0000632 TEST Craig Wallace Drinks la Officer Gordon Mason 01786 432084 al Sample complete with results T730HQN30000203 _ SGGMEHFC1 0506M Gordon Maso Meat and Meat Products Gam M Sample complete with results T 90HQN30000204 SGGMEHFC20506M Gordon Maso Fish and Shellfish E Sample complete with results T790HQGN30000205 SGGMEHFC30506 Gordon Maso Prepared Dishes Officer lan Buchan 01786 432262 al Sample complete with results T790H05000167 18545 lan Buchan Ice Cream and Desserts sl Sample
48. ode E Officer AINE MCCABE Sample complete with results 16 01 2008 14 59 42 H 13 0559 0001 0006 1 CUl So DE Sample complete with results 31 07 2007 13 07 20 H 16 0250 0002 0001 THE M Export H Sample complete with results 14 02 2007 14 46 45 H 12 1185 0013 0001 13 15 I Sample complete with results 14 02 2007 14 54 50 H 12 1185 0013 0001 13 15 Esper to fle Sample complete with results 14 02 2007 14 57 27 H 12 1185 0013 0001 13 15 BEE Sample complete with results 14 02 2007 14 59 46 H 12 1185 0013 0001 13 15 Print form DE Sample complete with results 14 02 2007 15 02 10 H 1211857001 3 0001 13 15 pam MBE Sample complete with results 21 02 2007 14 14 17 G 20 1006 0080 0007 80 51 Print label B Sample complete with results 21 02 2007 14 25 44 H 09 0481 0025 0007 5 PA EN Sample complete with results 21 02 2007 14 28 45 H 09 0481 0025 0007 25 CL Piot report H Sample complete with results 21 02 2007 14 32 31 H 09 0481 0025 0007 25 CL iii Sample complete with results 21 03 2007 14 28 58 H 15 0673 0001 0200 1 DOI Create Template BE Sample complete with results 21 03 2007 14 32 01 H 15 0673 0001 0200 1 DOE F BEE Sample complete with results 21 03 2007 14 34 11 H 15 0673 0001 0200 1 DOI View templates GE Sample complete with results 21 03 2007 14 36 09 H 15 0673 0001 0200 ee MEME Sample complete with results 21 03 2007 14 38 12 H 15 0673 0001 0200 1 DOI jat prcsecution BE Sample complete with results 31 07
49. ory Food standard Description true name of food APRICOT AND ALMOND CHUTNEY Type of sample Faso 393030732 F QI raged okuman m the Rum af Nature of product Ready to eat Category Soups Broths and Sauces FSA code M56 Sub category Sauces and Condiments FSA details Sauces and Condiments Sub category Pickles and Chutneys Sub category Chutneys Manufacturer OFF BEAT BOTTLING COMPANY Additional category information Distributor supplier N A Importer if appropriate N A Packaging provided Prepacked for ultimate consumer Packaging material Glass Quantity Pack size 1 Batch or lot number Health mark Durability date Best before end 10 2007 Conditions at securing sample If Other Product temperature C 0 Analysts comments Whilst the level of sorbic acid preservative found was not excessive this additive was not included in the list of ingredients given on the label Laboratory results Test substance Units tested Test result Benzoic Acid mg kg lt 10 Sorbic Acid mg kg 92 Sulphur Dioxide mg kg lt 10 Outcome of analysis Analysis group Code Outcome Labelling D08 Ingredients list 42 Print Label Example Local authority Office Officer Food description APRICOT AND ALMOND CHUTNEY Sample number Nat sample IHRM ANITA AMAIA number 94H 0147 0186000 From the Browse Active Samples screen forms can be printed as part completed or fully completed forms by selecting the Print Form or Print Report button
50. plaint formal informal other Follow up sample If this sample was taken following on from a preceding sample e g after the first sample failed Index sample number this is the number relating to the first sample taken in order that preceding samples can be linked to this 15 Food borne illness investigation Tick this box if this sample was taken as part of an investigation into an alleged case of food borne illness Details including relevant outbreak number This number is generated by the Local Authority and allows all samples forming part of the outbreak to be linked Sample numbers should be in a format that is recognisable to the Local Authority and can be easily traced and retrieved If a sample is given a number that is too simplistic e g 1 2008 it could be replicated by other Authorities inputting similar numbers making retrieval and identification difficult Prefixing the number with a code for the Local Authority e g XYZ 1 2008 would resolve this potential issue This will also assist in the event that an outbreak spreads across Local Authority Health board boundaries in that the initiating coordinating Authority can be recognised 16 Surveillance Click on the Reason tab next to the Admin tab at the top to access this window Select Surveillance Monitoring by clicking on it and checking the radio button E New Sample Live Ale x Food sample Admin Reason Description Addition
51. ple types E Sample Templates Food sample templates Description Group Template 5 Template 4 Template 3 Template 2 Template 1 Group 5 Group 4 Ele x Me Template Create Sample Groups Duplicate Close 33 F2 Templates are managed from within this screen using the buttons on the right hand side The facility to Add Edit Delete and organise Templates is only available to an Administrator View To view a template select the template in the main screen and then click on the View Edit button Edit To edit a template select the template in the main screen and then click on the View Edit button This will allow you to view your template To then edit the template press the Edit button on the right hand side or press F6 on your keyboard 29 New Template To create a new template click on the New Template button on the right hand side A screen similar to the New Sample screen will appear F New Sample Live Food sample template Admin Reason Description Additional COF General Template group Template description Save changes F7 i i fa Chemical Analysis Type ICTO emica E Office Headquarters Sample Officer Business ID Update premises when creating sample Premises Name Address 1 Address Z Address 3 Address 4 Post Code Food Safety Risk Category Food Standards Risk Category Premises Type G Close F gt gt
52. round The surveillance system involves local councils feeding sampling data to the frontline laboratories that in turn after analysis will upload all sampling and analysis data into the central database held and managed at HPS Health Protection Scotland The central database is accessed through a secure web server allowing different levels of access by contributing councils laboratories and the Food Standards Agency Sample Data Data gathering by EHOs TSOs will be conducted in the field and entered into the network application along with sample identifiers Samples will be identified and submitted to an associated public analyst or NHSS laboratory All laboratories participating in this system will be UKAS accredited and on the EU Official List for food law enforcement Sample Analysis The laboratories will perform the appropriate analysis examination and enter the results in to their local database system The public analyst laboratories are using a dedicated laboratory information management system and the NHS laboratories are using heterogeneous systems Data will be extracted from the network application into the corresponding laboratory database The data will be cleansed and normalised prior to uploading into the Centralised Food Analysis Database CFAD maintained at HPS Data Abstraction and Reporting The individual council s surveillance and analysis data will be available for querying using the network application Comparison
53. s across the country can be undertaken by controlled access to the CFAD by local councils public analysts NHS laboratories and the FSA This will provide controlled access to the CFAD by local Councils Public Analysts NHSS laboratories and the FSA The database may be queried and reports obtained using an authorised Internet connection to the web server The FSS UK Website address is https www envhealth scot nhs uk USING THE FOOD SURVEILLANCE SYSTEM Starting the application To open the application double click the FSS icon on your desktop After running the program you will see the following security login screen Uzer name gt Password You will need to enter a valid Username and Password to continue running the application otherwise the following warning message will be displayed Warning After entering a valid User name and Password you will see the application introduction screen Food Surveillance System ee Surveillance System Sample entry system Helpline Project links 0141 300 1946 Web site https Awe envhealth scot nhs uk General enquiries food nfo amp hps scot nhs uk Web enguines webadmin Ihps scot nhs Uk HPS website http Www hps scot nhs uk Video Screencasts Version 5 https Wa ervhealth scotohs uk UserMan Video aspe Food J Animal feed MacLaren West Ltd 1 Main Street Cumbernauld Connection Telephone 01236 732726 Wii maclarenwest co uk Once
54. ted Exported EH Complete Set Prosecution The prosecution field should be completed for samples reported as failed and where legal proceedings have been concluded The field is completed by selecting the particular sample and clicking on the Set prosecution L button shown on the right hand side of the grid 34 New l Set prosecution The following message will appear once the View button is selected LF Duplicate Confirm p Set prosecution against selected sample E Export Export to file You can then select Yes to set the prosecution or No to cancel Print f om this option Print label LIE If Yes is selected then the following message appears Print report Food Survei Eg Create Template Update succeeded View templates Set prosecution To check the prosecution status of a sample you can select the column view in the browse samples area At the top left hand side you can select the button and the drop down field choice grid appears Set Prosecution can then be selected by selecting and deselecting the next to it w Product Manufacturer Prosecution l Distributor r If the prosecution taken has been Importer set then the check box under the seen Prosecution taken field in the A Lab Be _ browse samples area Testling lab corresponding to the particular wi Satisfactory sample will appear as Analysis Lab comments _ Comme
55. template iendris sedesie 32 Template Order use emailen 32 Browse Active Samples eisen ee ee 33 Local e SOMO esse sehe EE A EE E EE E R 34 SP SANIN aora EEEE A EE T 34 SELFTONECUN ON a E E TEN EAE EEE A EE 34 Duplicate Sample ssssoosoosoossssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssoo 36 EPO ee ee ers 38 14 ONAN E UEUEEUUERIONENERSURTERITETTTENS EN OEE E A E 4l Tn TO E E E E E DA EE E24 41 PI REDON een ANE N EO 42 Fron TCL NO n A E er a a PE 0 D E NA FR FEE 43 Epor Cd Samples san ee een ee 44 REEXDOT eis 44 Import Samples u 45 Browse Samples ciiise oan E E eseinehii ae 47 Groupm e Di la 532 2 res O O 49 Ful Deals E R 50 ESPOT LO XML uw unse ENEE 51 Encrypted File Viewer osses sac ses Cere eier 52 APPENDIX A DEFINITION Sorire nie anaE rE cass vaaswuensinsatanseenteceseesses 55 Brand name OF 1000 55 Food description sssrinin E E 56 Nat re OF Productionsissa eoa e e i 56 APPENDIX B Packaging GuidanCe cccccccccecececececccccccccecoccccccssooooececccceees 58 PP ACI 114 11 1292 0910 792 2280170 E EENE EE erh 58 APPENDIX C HPS CONTACTS 4 un a ees 62 HPS System Administrator ccc00000000000000000000000000000000000000000000000000000000000000000 62 HPS Environmental Health Consultants 00000s0sss0000000000000000000000000000000000 62 Postal Alldressau asien 62 Version CMAN GCG esi ner A E seen een een ersehen 63 INTRODUCTION Backg
56. uired YES NO Analysis required Additional Information including contract code Help IF1 IF3 gt gt FIO e Sample was taken in compliance with COP and relevant legislation Guidance for the taking of samples can be found in the documents Guidance on Food Sampling for Microbiological Examination January 2002 produced by LACORS and in the Food Standards Agency s document Practical Sampling Guidance For Food Standards And Feeding Stuffs Part 2 Food Standards Sampling In Scotland in order to comply with the requirements of the Code of practice the taking of the food sample should normally be witnessed e Explanation if the sample was not taken in compliance with the COP state the nature of the deviation from the COP and the reasons why e Sample was transported to lab in compliance with COP requirements Guidance for the taking of samples can be found in the documents Guidance on Food Sampling for Microbiological Examination January 26 2002 produced by LACORS and in the Food Standards Agency s document Practical Sampling Guidance For Food Standards And Feeding Stuffs Part 2 Food Standards Sampling In Scotland in order to comply with the requirements of the Code of practice the taking of the food sample should normally be witnessed Laboratory The laboratory that the sample was sent to Names of the relevant labs can be pre installed into the drop down menu Analysis Routine

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