Selecting a safety inspection package

Can a PDA (a handheld device) automate your food safety audits and replace paper forms as part of your OHS systems? Absolutely.

In the past, many food safety audit solutions offered ‘paper-based’ software, which produced paper checklists and questionnaires to perform audits and inspections. Once paper forms were returned to the office, they would be ‘manually’ entered to the computer database. The same concept applied to web-based solutions, which required paper forms and computers to enter the data back onto the system.

In recent years, the role of handheld devices and PDAs (personal digital assistant) has gradually increased from ‘toys’ used by early adopters to day-to-day tools deployed by organisations that want to improve their staff’s productivity and minimise unnecessary administrative tasks.

Most handheld devices operate on the Microsoft Pocket PC operating system and can easily handle safety inspections as part of the OHS systems.

Handheld devices should provide information that already exists on paper forms or on the desktop, and at the same time improve one’s ability to access and utilise the data. For example, if an inspector fills out a routine inspection report ensuring the food storage procedures are being followed and comply with HACCP, the handheld device should fulfil the same function. A handheld user can pick from a list of possible choices and/or write or type in information, according to the organisation’s requirements and preferences. The handheld should easily incorporate the option to use the built-in camera to take photos of noncompliance events.

Handheld applications specifically designed for food safety inspections and audits should deliver the following functionalities:

• List all information required by inspectors to perform their safety inspection tasks, including task list, activities, instructions and references to relevant codes and policies (eg, HACCP).
• Provide easy-to-use navigation, search capabilities and quick access to information.
• Allow safety inspectors to enter as much information as needed.
• Automatically track labour and apply it to timesheets (if applicable).
• Enable inspectors to record recommendations, take photos or record audio notes.
• Electronic signatures, voice tags and images.
• Produce custom-made safety reports as required using portable printers.

Handheld devices can include validations that allow or disallow data entry. They can also provide the user with historical information or reference to current legislation or company policies pertaining to previous inspection reports.

Handheld applications should also be designed to minimise the amount of data entry and keystrokes required by incorporating a variety of techniques, starting from pick lists, through check boxes, to look-up lists and automatically generated results and shortcuts. Minimising the amount of data entry that the end user has to perform is recommended to improve speed, accuracy, efficiency, ease of use and cost.

Finally, handheld software should be able to run on multiple hardware platforms, providing flexibility and utilisation of future technology without avoidable and costly software upgrades.

There is a wide range of PDAs available with differing functions such as Bluetooth and wireless capabilities, phone, voice recorder, scanners (barcode and RFID) and imaging capabilities.

Ruggedised and durable PDAs are available for companies operating in harsh working environments.

The desktop

To maximise utilisation and return on investment, handheld applications should not be standalone. They should be designed from the outset to collect information, display and manipulate information, and transfer information to and from the desktop application and back to the handheld seamlessly.

The desktop application should provide a variety of operational and management functions including scheduling, tracking, reminders, corrective actions, follow-ups, helpdesk, reports and analysis tools.

The means of data transfer between handheld devices and the desktop application can be through a standard cradle, wired modem, infrared, Bluetooth, wireless communications or even via web hosting facilities.

The benefits of combining software with PDAs to perform food safety inspections

Using handheld devices in conjunction with desktop applications will automatically transfer data from the handheld to the desktop application without the need for further data entry or data reformulation. In addition, the use of such technology will:

• Ensure your company is in compliance with OHS codes and HACCP, which in turn ensure your employees’ and customers’ wellbeing.
• Improve operational efficiencies; minimise unnecessary administrative tasks and data entry.
• Increase productivity and profitability; enable effective completion of tasks; simplify repeatable tasks; and provide staff with easy-to-use tools that focus on performing tasks.
• Incorporate mechanisms to focus on exceptions and ensure proper execution of tasks, including automatic listing of activities, reminders, alerts, escalation procedures, and easy access to information.
• Ensure that inspection is performed according to warranties, guidelines and regulations.
• Improve controls and accountability leading to better quality of work.

Finding the right solution

By following three simple steps, inspectors can accelerate the selection process and ensure that their selection would fit their needs:

1. Determine what you want the solution to do for you

Make sure you understand your current processes and information flow. Try to answer the following:

• List things that work well within your current process and things that can improve - focus on the process and not on software or computers.
• Prioritise potential improvement areas - for example, are the inspection procedures of a timely fashion, or are some safety inspections behind their scheduled dates due to unnecessary or copious amounts of paperwork needed to complete the safety inspection?
• Describe a short scenario where improvements can achieve your objectives. For example, minimise unnecessary administrative tasks such as remembering and rescheduling safety inspections, or eliminating unnecessary data entry.

At this point, you have gathered your requirements. Now try to answer the following:

• Who will use the system? How computer proficient are the users? (Remember to separate field staff requirements from managers and supervisors.)
• What are your procedures for paperwork flow? Will the software improve this flow or make it worse?

2. Evaluate features offered by different solution providers

Create a list of desired features so you can compare ‘apples to apples’ without getting confused (or blindsided) by the different vendor presentations.

When reviewing brochures offered by vendors or when speaking with salespeople, it is sometimes difficult to clearly identify the differences between the packages. However, certain packages offer significantly better value than their competitors, in terms of functionalities, ease of use and price.

The differences between the packages can be highlighted in the following areas:

• How comprehensive is their solution and their PDA software? Is it easy to learn and easy to use?
• How easily does the PDA integrate with the desktop application?
• Does the package enable efficient planning of safety inspection activities by using schedulers and alerts, and by automating repetitive tasks?
• Is the solution easy to use? Does it offer different levels to different users related to their responsibilities?
• Does the solution minimise unnecessary administrative tasks such as reminders and repetitive activities? For example, alerts, escalation procedures and other exceptions should be automated and should alert users proactively. Regular inspection due dates should be automatically calculated based on schedules, etc.
• Does it include management functions, reports, queries and exceptions? Can the solution help planning and can it highlight problem areas?

3. Determine the best value and fit

In your evaluation, include important factors such as the ability to tailor a solution to your needs and the cost of the solution.

Once you have created your short list of potential packages, look at the following factors to choose ‘the right solution for you’:

• Is the provider willing to tailor the solution to your needs, if required? For example, match your business processes as much as possible to ensure a smooth implementation and acceptance of the new system.
• Can you customise settings, such as field aliases and screens available to each user?
• Will the system incorporate custom-made safety inspection reports that will ensure your company is complying with HACCP?
• Will you be able to expand the use of the package without ‘hidden’ module charges, costs and complexities?
• Does the package include future software releases, so when new and improved features are added you will be receiving these upgrades without excessive additional charges?
• And finally - is the solution within your budget?

Maintaining this focused approach is the best way to select a safety inspection package that is right for your needs. By taking the time to systematically research and evaluate your options, you avoid regretting hasty decisions later.