CompWALK is adding a new feature set, Live Logging, to save you time when collecting, storing and reporting compliance and quality activities. After hearing from clients that completing and storing logs is done manually and frequently, we sought out to create a solution to ease the burden of logging.
We found that quality and compliance managers were tasked with documenting certain activities and data points on a regular basis; sometimes weekly, daily or even every hour. Depending on your facilities activities, you could have restroom cleaning logs, worker training logs, temperature monitoring logs…and the list goes on. This information is collected in a grid format and was typically done by pen and paper, creating a large amount of paper documents that needed to be sorted and stored. In the event of an audit, monthly, weekly and daily logs would need to be shown for years of compliance activities which meant digging through file cabinets and binders of paper.
While CompWALK supports custom audits and checklists, the information being collected on these paper logs did not fit the checklist format as easily. We started developing this new feature by working with food safety consultants, farmers and restaurant managers, asking how they currently conduct logs. After conducting interviews and collecting document samples, we started to build out the program so that users can create their own log templates, conduct logs more efficiently and store log reports.
Build your own Log Templates
After reviewing log documentation from food safety professionals in a number of verticals, we soon realized no two logs are the same. Our first task was to create an intuitive log template builder so that users can create custom templates that are relevant to their operations.
We broke a log into three different parts – the header, footer and body. The header includes the title of the log, instructions and general information about the time period and location for the log. The footer is typically for managers to approve and sign off on the log. The log body is a grid with custom headers where the user can fill out a number of different data points like temperature range, date, time, etc. The header, footer and body are populated with data types to create the log template, including:
- Date: select a date from a calendar picker
- Time: select a time
- Free Text: type text in the field
- Dropdown: select one option from a list
- Temperature Range: set an acceptable range that a temperature should fall between
- Single Temperature: type one temperature in Celsius or Fahrenheit
- Yes, No, N/A: pre-filled dropdown options for – yes, no, N/A – compliant, non-compliant, N/A – pass, fail, N/A
- Location: select a location from a dropdown list
Adding Modules
Previewing your Template
As you build your log, you can always click preview to see a sample of what it will look like.
Conduct Logs Digitally
Once log templates are created, a user can digitally fill them out. After naming your log, selecting a template and location, you can start entering data points for the template. Depending on the data fields selected, the user may have a dropdown of options, a calendar picker, time picker or numeric value. Logs can be saved while in-progress so users can return another time and complete the log and multiple users can fill out one log to accommodate shift work.
“I think there is a massive cost savings in labor as well as data trending” Trevor Morones, Control Point Consulting
Launching a New Log
To start a new log, simply give it a name, select your location and select a template. You can type email addresses or select users to receive a report once the log is completed.
Filling out your Log
You will see a grid with headers indicating the data points that will be filled out for this log. Once a row is completed, click Add and it will be appended to the log entries table.
Tracking Corrective Actions through Logging
Users are able to create an incident if a nonconformity is uncovered without having to leave the logging feature. An incident enables users to document the nonconformity, like a refrigerator temperature being too warm, assign a user to resolve this by a certain date and track any corrective actions taken to result of this incident.
Integrating with Data Loggers
Live logging also provides the opportunity to integrate with existing data loggers like temperature monitors. If these loggers are connected via bluetooth or WiFi, the CompWALK logging tool can talk to these devices and auto-record data depending on the frequency needed.
Organize and Store Log Reports
Once a log is completed, an Excel report is automatically created and saved in an online file repository. This organized file repository allows users to sort documents by location, date uploaded, user associated, Log ID and tags. Tags are words associated with a file, kind of like a folder, so you can categorize and sort your files. For example, a worker training log conducted on April, 23, 2019 could have the tags 2019 FSMA, Food Safety and Packinghouse all associated with it. If an auditor comes onsite and wants to see all documents required by FSMA in 2019, the user can search the 2019 FSMA tag and download all documents with that tag.
One of the biggest advantages of live logging is standardizing the data collected in log templates. By standardizing the data collected in a digital format, CompWALK clients will be able to report metrics over time, identify trends and plan for future compliance needs. When logs are filled out by pen and paper, it can be very difficult to trend data and requires a manual input into Excel or other reporting tools. With live logging, management can use Microsoft Power BI, a business intelligence reporting tool, to determine how many refrigerators are operating at 100% or the percentage of logs conducted on-time by employee.
