In this feature use case blog, we will be highlighting some of the traceability reports in Croptracker. The Mock Recall: Lot Code Report and the Receiving Traceability Report are designed to help users locate the path of inventory through their operations for food safety reporting including real and mock recall scenarios.
In the last several years, traceability requirements for food producers have been formalized and increasing in almost all areas of the world. In North America, both the Canadian Food Inspection Agency and the USA’s Food and Drug Administration have released updated information, resources and deadlines for compliance regarding increased traceability demands on food growers, packers, processors, storage facilities and retailers. Both these traceability systems use similar guidelines and require similar information to be stored and linked to inventory. The FDA guidelines are particularly specific and well defined and we will use them throughout this article.
Food Safety Traceability Definitions:
Traceability Lot Code (TLC):
A unique code assigned to and linked to the inventory that can
be traced through all processes and is linked to Key Data
Elements about the inventory.
Key Data Elements (KDE):
Information about the inventory that needs to be recorded is
linked to it. This information will change slightly depending on
what step of the process the inventory is in but generally
includes the date the inventory was received or processed and
the origin.
Critical Tracking Events (CTE):
A part of the inventory’s process that requires information to
be logged and tracked against the inventory. This includes the
times the inventory is created, received at new locations,
cooled, processed, packed and shipped and received at retail
locations.
Traceability Plan:
All food producers and retailers must have a plan to identify
and track inventory in the event of a recall. Records of
inventory received, packed, processed and shipped must be
retained for at least 2 years and the path to find all the
information needed for a recall must be documented. Clear
process documents for how to find the inventory path need to be
maintained and staff need to be trained to find this information
quickly. In the event of a recall, this information must be
provided to auditors within 24 hours.
Many Croptracker users handle all or part of their traceability plan using Croptracker’s inventory management modules. Harvest, Receiving, Storage, Processing/Packing, and Shipping modules all help to track Key Data Elements (KDE) at various Critical Tracking Events (CTE). Using these modules in combination creates an end-to-end traceability plan. Each CTE and the corresponding Croptracker module are outlined below.
Harvest:
The person or organization harvesting the produce is responsible
for creating the initial inventory records including the date it
was harvested, the specific location it was harvested from
including the ability to reference the location on a map of the
farm, and the crop type/variety of the inventory.
All this information can be created and stored in Croptracker
using the Farm Map system and the Harvest module. Detailed farm
maps including GIS map overlays are available to all Croptacker
users and are the organizing structure for linking inventory to
its source.
Croptracker’s Harvest module
supports many workflows to allow users to quickly record what was
harvested and where and ensure it is labeled so it can be easily
followed through the rest of the process.
Receiving:
The person or organization taking possession of the harvested
inventory is responsible for creating a Traceability Lot Code
(TLC). When inventory arrives at a receiving location, the date
and origin of the inventory, and the receiving location must be
logged and associated with the TLC. The harvester must provide
information about the growing location to the receiver when
sending inventory to a receiving location.
With
Croptracker’s Receiving module, inventory can be assigned a Lot Code and associated with its
origin in seconds. New labels can be applied for following
inventory through the next steps.
Cooling:
A process of cooling the inventory after harvest before it
is packed. (This does not include Controlled Atmosphere storage
processes.) When inventory is moved into cooling, the location and
description of the location must be kept.
In
Croptracker’s storage module, tags can be scanned into rooms for cooling before they are
packed or processed. Inventory locations, room details and the
length of time in storage can be determined at a glance to prove
adequate cooling time.
Initial Pack:
The process of first packing after receiving inventory. A new TLC
needs to be generated at this point if multiple inventory TLCs are
being packed together. The date and location of the pack need to
be documented and associated with the new TLC.
Croptracker’s Packing module
is used to combine inventory together and record the packed
product configuration and amount at the end. The date of the pack,
the pack location and the incoming inventory can be easily logged
on either the mobile or browser platforms. New product and pallet
tags can be printed and applied to directly link new TLCs and for
scanning into other processes.
Transformation / Processing:
Any process that transforms the inventory into something else or
changes its state, like drying or chopping, must be logged and a
new TLC must be issued if the inventory is combined with other
inventory. The date and location of the processing must be
associated with the new TLC. The
Packing module
in Croptracker can also be used to record state changes in
inventory. If a harvested product is cleaned or chopped or dried
and combined with other inventory, it can be assigned a new TLC
with updated information about the weight and contents of the
processed goods. This inventory can then be packed for retail or
shipped to other locations for further processing and packing.
Shipping:
The process of transporting inventory to new locations must be
documented including the date, the location it is shipped from and
the location it is headed to. If multiple TLCs are shipped at
once, all TLCs must be linked to this information.
Recording all the KDEs about
shipping in Croptracker
can be recorded on the app or the browser in just a few clicks.
The date of shipping, the location inventory was shipped from,
records of all the inventory being shipped together and the
destination can be logged and shipping record summaries can be
printed and sent with orders for easy receiving for the customer.
The retailer receiving products will have all the information they
need for their traceability plan.
Both the Mock Recall: Lot Code Report and the Receiving Traceability Report are used as visual shortcuts for seeing the whole inventory path. They quickly demonstrate recall readiness and show a Traceability Plan path. Below is an annotated example of a Mock Recall: Lot Report to illustrate the path of onions through harvest, cooling, cutting and packing and shipping to a customer, documenting Key Data Elements at all Critical Tracking Events.
Croptracker's inventory tracking features, including the Mock Recall: Lot Code Report and the Receiving Traceability Report, provide invaluable tools for growers and food producers to meet stringent traceability requirements. By leveraging these features, users can efficiently document and track the path of their inventory through every Critical Tracking Event, from harvest to shipping. This not only ensures compliance with regulatory demands from agencies like the Canadian Food Inspection Agency and the FDA but also enhances food safety by facilitating swift and effective recall actions when necessary. All information is stored securely in one spot and Croptracker’s reports prove the path of inventory movement with the click of a button. Croptracker's modules simplify the process of linking key data elements to Traceability Lot Codes, implementing a comprehensive Traceability Plan seamlessly.