June 13, 2012 Discussion on Interfaces

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June 13, 2012



Discussion on Interfaces


Site
A
:

Will be Sales site. Will handle all search traffic and inquiries, products, services offered etc.

This Site will only contain sales database and payments for security reasons. Also separating on two
servers will avoid any traffic issues that may arise with the application if lot of visitor traffic is flows on
one site.

Site
B
:

Secure application Server. Only registered users can access this site for their first time activation
or regular logins.

This
server link will be installed a Desktop shortcut icon on the desktop so browsers open this
application directly in full size mode.


Interfaces:

A.

Super Admin

(site A)
sales

B.

Clients


(site A)

a.

Admin or User Interface (Main Pages

Dashboard)

(site B)

b.

Back Up Us
er Interface


Under Revie
w

(site B)
GI

C.

Form Design Tool


(site B)

D.

Inspection Interface


(site B)

E.

Requests and Notification Management Interface

(site B)

F.

Reporting and Charts Interface




(site B)

A.

Super Admin


Handles Membership Accounts to send useful
Information

to members.

1.

Receives New Sign up Requests

(
A copy of the request is to be sent to the sender)

2.

Registration process

a.

Process the inquiry and
performs need assessment with clients
.

(Keep notes of
the process)

b.

If inquiry proceeds, Enters a
registration process

c.

Completes
any missing

information using original request ticket # on

t
he original
request form.

d.

Enters product type,

Chooses users,

payments terms, frequencies, auto renewal
options Credit Card on file etc.

3.

Processes Payments

4.

Set up Cl
ients Account and Initiates Activation Code

5.

Notifies Client of their new Account (Via auto

email)

Manages all clients’ information and can view reports and charts and can send system
update or maintenance notices,
full management
control

for
client’s

mana
gement.



B.

Clients

Activates the Product using Secure Application Server (
First Sign in screen to use activation
)

Receives

Welcome
video
and
other
video tutorial how to use the system.
Downloads a desktop
shortcut.

And will asked to use a wizard for their f
irst time setup (with Skip option)

1.

System Manager (Admin Controls)


a.

Inputs admin information and creates the very first Admin account as System Manager.

b.

Enters system Configuration
(e.g. date format etc.

Data
Backup

features etc.
)

2.

Company Profile
(enter
s

all company information)

3.

Employees
(enters or import employees and then enters or link their contacts)

4.

Users
(creates users and send
requests.
they receives welcome screen with their first
time log in information)

a.

List of Employees
:

Create
a new user or
select from

t
he employee list.

b.

Active Users (defines group as auditors, approval authorities, inspectors etc).

c.

Back up Users (for absentees) Need to Discuss how this can be implemented without affecting security integrity.

5.

Equipment/
locations

(
enters all
location and equipments that requires inspection or checked, requests approvals).

6.

Products
(enters or imports product list, request approvals)

7.

Suppliers
(enter or import suppliers and request approvals for new customers)

8.

Customers
(enter or import
customers and request approvals for new customers)

9.

Compliance Programs & Procedures

(enter or import customers and request approvals for new customers) e.g.

a.

HACCP

i.

Forms (1
-
10) option to re
-
enter Information or just attach documents

b.

Prerequisite

i.

A
-
G

ii.

Elemen
ts

iii.

Sub Element

c.

BRC

i.

1
-
10

ii.

Elements

iii.

Sub elements

d.

SQF

i.

1
-
10

ii.

Elements

iii.

Sub elements

e.

Other

10.

Forms
(
Creates Form Categories, and designs forms with in categories, may send Approval
Requests)

a.

System Categories

i.

Inspection Form

ii.

Corrective Action Forms

iii.

FSA Forms

iv.

Work
Order Form
s


b.

Custom Categories

i.

Audit Forms

ii.

Recall Forms

1.

Receiving Forms

2.

Production Forms

3.

Inventory Forms

4.

Shipping Forms


11.

Training
(
using forms or programs
Specifies training for
each document ,

and may request

Approval Requests

for new training additions
)

12.

Finished Records Database

(will create report and chart groups for quick)
(by default sort by completion date)

a.

Reports

(related to all forms and
Trainings
)

b.

Charts

Auto Reports and charts to selected users or Management Employee

setup as report group in t
heir
user profiles
.



Notification and
Requests (Manages Requests for all
Task and Action Request)

o

Choose Request Type: Form (Corrective Actions, FSA, Inspection Forms, Work Order Form, New Product Approval, New
Customer Approval, New Supplier Approval, New
Employee or User Approval, New Procedure, New Training) This also
applies to updated training.

C.

User Interface

Main Components of USER
Page Interface

Header:
(
Company Logo
,
Header
Messages,
Help Button Options, Contact Admin, and contact system
admin etc)

User Dashboard:

User Sign in Details,

Welcome Message, Logged in As Name,

Time Log in, LAST Log in, Account Settings. Etc



System
Manager
(Admin
Panel
)

o

Admin Name, and details,

o

System Control and Configurations



Date format, Weight Format
, Temperature for
mat



Default Notifications


Noti fications/Requests



Company Profile

o

Name Address, logo, Departments, Contacts etc

o

Other company Information from Slide



Employe
es



Users
(Need
Review
Approval Requests)

o

Acti ve Users

o

Back up Users (for absentees)



Equipment/
locations

(Need
Review
Approval
Requests)



Products

(Need
Review
Approval Requests)



Suppliers

(Need
Review
Approval Requests)



Customers

(Need
Review
Approval Requests)



Compliance Programs & Procedures

(Need
Review
Approval Requests)

o

HACCP



Forms (1
-
10)

optio
n to re
-
enter
I
nformation or just attach
documents

o

Prerequisite



A
-
G



Elements



Sub Element

o

BRC



1
-
10



Elements



Sub elements

o

SQF



1
-
10



Elements



Sub elements

o

Other



Forms

(Need
Review
Approval Requests)

o

Inspection Form

o

Corrective Action Forms

o

Work Order Forms

o

FSA

Forms

o

Audit Forms

o

Shipping Forms

o

Receiving

Forms

o

Production Forms

o

Inventory Forms

o

Recall Forms



Training

(Need
Review
Approval Requests)



Reports(
Finished Records

Database
)

(by
default sort by completion date)

o

Reports


o

Charts

o

Auto Reports and
charts to

selected

users or Management

Employee
.

My Assigned Task and
Activities

List

View Option
s

button
(Calendar view of
the Scheduled Tasks
, Sorted
by my Daily Tasks, Weekly,
Month
,
Select

Fields to be
shown under

etc)


Inspection Forms:


Form Code: Form Name: I
nspection
Frequency: Due
:

Priority
: Past Due:


Verifications:


Training:


Action Requests:


Corrective Actions:


Send Request Now

Sent/
Recei ved

(New,
Pending Review, in progress,
Complete
d).

Inspecti on
Forms (1
new)

Veri fi cati ons (2 new)

Trai ni ng (0)

Acti ons (4 new)

CARS (1)

FSA (0)

W/O (1)

Audit (1)







Secti on for Application
Noti fications:

or
promoti on adds (as
needed).

FOOTER for Notes and Messages etc

D.

Form Design Tool

1.

Choos
ing
a

Form Type
: Inspection Form, CAR
, WO, etc

2.

Selecting a
pplicable
Compliance Pro
grams
, References
, Verification Procedures etc.

3.

Training Qualifications:

Does this form need Training : Y or N

a.

If Y, Pl ease select Training program(s) for this

4.

Add
H
eader

(Record Title Date etc)

(Option to save and use standard header previou
sly designed)

5.

Body
:

(Question, Checks etc)

(
Option to duplica
te body from an existing record)

a.

Add questions

b.

Add
open
Answer Fi elds

or For
mula Fields (+,
-
, X, %age etc)

c.

Exi sting field

d.

Add Li mits or Acceptable Ranges

to each field
.

e.

Defi ne
Acti ons

if limits
or ranges are not met.

(e.g. If Yes, enter a sub questi
o
n

and define that exactly the
same way and this process will continue until l oop is closed)

If No, DO following Acti ons

f.

Choose Request Action Options

for this question

g.

Add
Noti fication

6.

Add Footer
:

(Record Revision, Approved by,
Revised

by etc)

(Option to save and use standard
footer

previ ously
designed)

a.

Record Approval


7.

Status:

Acti ve, I
nactive

8.

Form
Fill up

S
ettings:

Frequency,
as required, upon deviation
etc. See slide

Moni toring

Set up for

ABC
Form

Assign
Monitoring To
:
(multiple user
l ists
)

Users already on this l ist will be listed as
currently

Assigned Users (users
can be added or deleted from here. Each ti me record is updated or revised system should ask to send an update
request to assigned
users.) If this feature is selected

this
should bring up a pop up window for proper management of
update delete additions and search of Users).

Note: If Training preference is selected for
trained monitor for this record, this will i ndicate
status

of Train
ing of each
user selected above and will ask i f you would l ike to send training request to all or only to the ones need it. Since this
record i s revised do you want to update training for all users selected
above?

Noti fy U
sers
: Send Request now

(i f you do not send it now you will be asked to send request at exit from this record if
you have choose to notify users.


9.

Verification

Settings
:

a.

If user misses this or
verification

is not set

by the user,
system should ask as a reminder that you did not
specify any verification for this Form do you want to continue

or
define them now.

If you continue system
wi l l still ask you before saving and will ask you to knowingly by pass verification. By default Verification i s
must.

b.

If veri fication i s chosen; see b
elow i n new window.

Veri fication set up for

ABC Form

c.

Sel ect applicable types of verification for this record: Onsite Verification Only, Record Verification Only,
Both, none.

d.

Add frequencies for Verifications see slides

etc.

Assign Verification To: (multiple user
lists selection).

i.

Send
Verification R
eq
uest Now

ii.

Thi s will add a Verification Task i nto user account as new task request awaiting acceptance from
the user.

Once user

10.

Notify Users:

Send Request now (if you do not send i t now you will be asked to send request at exit from this record if
you have choose to notify users.

Do you require Review approval for this form: Y or N.

Save Form

(it will be pending approval if you choose so)
,

Cancel
, Save
as

Draft

Before

saving
-

Based on Answers related to training, approval, and Assignments above system will i ntelligently make

sure that all cri teria
are

met. If training is selected
it will be sent to both Assigned Monitors

and
Verifiers
.


E.

In
spection Interface

To be discussed

F.

Requests and Notification Management Interface

To be discussed

G.

Reporting and Charts Interface

To be discussed



Potential Changes
:

Multiple Facility option

Interactive Program and Procedures Design tool (simple tool to
enter Design programs)

Interactive Training design Tool (simple tool to enter training)

Recall Management

Separating Verifications from Forms and use them as separate Tool.

Non
-
User Sign in opti
on for signing training records.