What is a Master Data upload and how it is used

A Master Data Upload and workbook is the process of collecting all the information necessary for building programs and records in different modules within Safefood 360. The Master Data worksheet, once completed, is uploaded to the Safefood 360 system. These building blocks are then used when creating different plans or programs in Safefood 360. A successful and well planned Master Data upload will greatly reduce the effort when creating all your programs with Safefood 360.

If you have not already done so, please download the Master Data workbook here.

For Supplier Quality Management only, you can download a shortened version of the Master Data workbook here.

General Instructions

In the MasterData workbook, each tab represents a Master Data module in Safefood 360. For example, in the Employee tab is all the information needed to bulk up upload your employees to the Employee’s module in Safefood 360. The first row, in grey, is an example entry for that workbook.

Columns highlighted in red are mandatory information for upload. There should be no blank rows or fields in any column highlighted in red.

Highlighted in orange are the columns which are not mandatory for the Master data upload, but mandatory if you have Supplier portal or Alerts to set up. They are highly recommended for a smooth operation of your Safefood 360 site.

Fields with an Asterix (*) contain drop-down values.

How to avoid and fix common mistakes

  • Make sure you remove the example highlighted in grey in the first row of each tab in order to avoid unnecessary uploads.
  • All the duplicates (product, materials duplicates etc.) need to be removed; this can easily be done by using the excel formula, please refer to the following link, http://www.excelfunctions.net/remove-duplicates-excel.html.

Or, use the following instructions:

* Select the range of cells, or make sure that the active cell is in a table

* On the Data tab, in the Data Tools group, click Remove Duplicates

* Do one or more of the following: Under Columns, select one or more columns

* Click OK

* Click OK

* Click Home > Find & Select > Go To Special, in the Go To Special dialog box, check the Blanks option

* And then click OK, all of the blank columns of the selected range are highlighted

* Then click Home > Delete > Delete Sheet Columns, the blank rows have been deleted from the selected range

  • Phone numbers should be entered using the full country code without any spaces or dashes (for example “+4985123123123”).
  • E-mail address should be entered in the following format: test@example.com.
  • Each tab in the workbook has an optional ‘Folder’ column which allows you to organize your data into logical groups. You can use a back-slash to define sub-folders, e.g. Management\Quality.
  • Not all of the tabs need to be filled in. You can add them in manually later if you feel you are not ready yet for that Master data. However, you should try to get in as much data as you can from the start.

Employees

Mandatory information which must be provided:

– Employee’s first and last name

– Employee’s nature of employment – can be chosen from a drop-down list with two options Employee or Agency. If Agency is selected then you will be asked to select the agency supplier.

– Employee’s position

Mandatory information which must be provided when setting up Alerts:

– Employee’s e-mail address must be provided in case an employee will be the user, in order to enable the alerts to work

Information which is optional:

– Employee ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save

– Folder, which allows you to organize your employees into logical groups. You can use a back-slash to define sub-folders, e.g. Management\Quality

– Employee’s address

– Employee’s phone number

– Employee’s mobile phone number

– Employee’s date of birth

– Employee’s sex

– Employee’s nationality

– Employee’s first language

– Employee’s second language and their proficiency

– Employee’s date of commencement

Job Description

Mandatory information which must be provided:

– Title of the job description

– Description of the job (Should be no longer than 255 Characters).

Information which is optional:

– ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save

– Folder which is particularly useful for separating large functions in a company such as HR from Production

Products

Mandatory information which must be provided:

– Product’s name in the proposed naming convention “ID Code :: Product Name” as it will be easier to search for related products when creating the programs/records and also, to avoid having duplicates

Information which is optional:

– ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save

– Define a folder where the product is stored. This helps you find and store the total amount of products you supply for easier reference later

Materials

Mandatory information which must be provided:

– Material’s name in the proposed naming convention “ID Code :: Material Name” as it will be easier to find the related product and also, to avoid having duplicates

Information which is optional:

– Define a folder for the ingredient or material. This helps you organize your materials into logical groups so they can be easily sourced (e.g. Ingredients\Sweeteners)

– Select the country of origin which can be chosen from drop-down list

– Brief description of the ingredient or material

Services

Mandatory information which must be provided:

– Name of the services, such as: Pest Control, Calibration, Training, 3rd Party Audits, Human Resources etc.

Information which is optional:

– ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save

– Select which folder you want to save the service in. This helps you to group and categorize services into neat collections so you can easily search for, or navigate to them later

– Description of the service

Non Conformance

Mandatory information which must be provided:

– The name of the non-conformance

– Description

Tip: Description of non-conformance won’t appear when selecting non-conformance in Safefood 360˚. The description can be included in the name of non-conformance in the following naming convention: e.g. “Foreign Body :: Metal”

Tip: You don’t need a different NC for products/materials. The same NC “Foreign Body :: Metal” can be used throughout the application.

Information which is optional:

– Folder will allow you to easily distinguish the locations of non-conformances for future use

Cause

Mandatory information which must be provided:

– The name of root cause

Information which is optional:

– Folder, in case you intend to create an exhaustive list of different causes. It might make sense to categorize them into folders that will help the user find the correct cause type later on

– Description of the causes

Brands

Mandatory information which must be provided:

– The name of the brand

Information which is optional:

– Folder

– Description

Production Units

Mandatory information which must be provided:

– The name of the production unit

Information which is optional:

– Select which folder the production unit will be saved under. This will allow you to easily distinguish the locations of production units for future use

– Brief description of the production unit

Units

Mandatory information which must be provided:

– The name of the unit (units of weight, height, product, density etc.)

– Sub Units: In the example provided in the workbook, the unit comprises of 12 x 12 x 24 pallets, which means each unit has 3456 sub-units.

Information which is optional:

– Folder: Save the unit of measurement into the units folder

– Description of the unit

Checklists

Mandatory information which must be provided:

– The name of the checklist

Tip: It is a good idea to develop a consistent naming practice for your checklists so that you will be able to tell different checklists from each other even after a long time

– Description of the check

Information which is optional:

– Folder: Organize your checklists into folders so they are easy to find when you need them

– Number of the check (if applicable)

Tip: Make sure the reference number doesn’t contain any dashes as they are equal to ‘minus’ in excel and not accepted

Customers

Mandatory information which must be provided:

– The name of the customer

Information which is optional:

– ID or code for this customer if you have one

– Folder

– Phone number

– Postal address details

– Telephone or fax

– Contact person, position and e-mail address

– 24 Hour contact

Suppliers

Mandatory information which must be provided:

– The name of the supplier

Mandatory information which must be provided when setting up the Supplier portal:

– E-mail address: This email will be used for email notifications that are sent to the supplier

– Contact person

– Phone number for the contact person

Information which is optional:

– Folder where you can group suppliers by type

– 24 Hour contact should contain a full phone number (with a country code). This phone number is used when SMS alerts are being sent to the supplier

– ID or code for this supplier if you have one

– Address

– Telephone

– Fax

Organisations

Mandatory information which must be provided:

– The name of the organization

Information which is optional:

– ID or code for the organization if you have one

– Folder: store it in the appropriate folder according to the type of organization

– Organization telephone details

– Postal address details

– Contact name

– Contact position

– Contact’s e-mail address and phone number: These contact details are used when sending out alerts to the contact person, so make sure the email is correct and the phone number has a country code included

Sites

Mandatory information which must be provided:

– The name of the site

Information which is optional:

– ID or code for the site if you have one

– Folder: you can categorize your site contacts into folders allowing you to keep multiple contacts in better order

– Site telephone details

– Postal address details

– Contact name

– Contact position

– Contact’s e-mail address and phone number: This email will be used for email notifications that are sent to the site contact. The 24 Hour Contact field should contain a full phone number (with a country code – for example “+4985123123123”). This phone number is used when SMS alerts are being sent to the site

Items

Mandatory information which must be provided:

– The name and model of the item

Information which is optional:

– ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save

– Folder: you can categorize your items into folders allowing you to keep them in better order

– Serial number

– Location

Parts

Mandatory information which must be provided:

– The name of the Item

Information which is optional, but useful to have them in place:

– ID or code, if applicable. If no identifier is entered then the system will automatically generate a number upon save

– Folder: you can categorize your parts into folders allowing you to keep them in better order

– Stock level at which a new order needs to be made

– Location