Offline Audit Tool Version 3.0

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Offline Audit Tool

Version 3.0

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Downloading Java Development Kit

1) To utilize the offline audit tool within Safe Quality Food Assessment Database (SQFAD), you will first need to download what is known as Java Development Kit, hereafter called JDK. Begin this process by opening a web browser and then opening a search engine of your choice (examples

demonstrated below are Google and Bing). Type in the words “Java Development Kit” in the search field, and then select “Java SE Downloads” from the search results, as demonstrated below.

NOTE: Java Development Kit is hosted by Oracle, not by SQFI. The downloading of JDK will vary

from web browser to web browser. The download process demonstrated in this user guide was completed in Internet Explorer. If you are to experience issues with your download, you will want to contact your internal IT department or [email protected] for any assistance.

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2) Once on Oracle’s Java SE Downloads web page, you will want to select Java Platform (JDK) 7u25,

which is the choice furthest to the left, as demonstrated below. Do not select any of the other three downloads made available to you.

3) After clicking on the download furthest to the left within the Java SE Downloads web page, you will then view the download information for JDK. You will first need to review the information, then select on the radio button titled “Accept License Agreement.”

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Once you have accepted the License Agreement, you should see the following message:

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4) After successfully accepting the License Agreement, scroll down the page to the first set of Java SE

Development Kit downloads, as shown below.

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DOWNLOAD DIFFERENCES

You will choose the version to download based on your version of Windows. How to choose which version to download:

Windows x86 – this download is the 32-bit download. This download is specifically for Windows systems

XP or earlier. If you have Windows Vista or Windows 7, do not download this version of JDK.

Windows x64 – this download is the 64-bit download. This download is specifically for Windows systems

Vista or higher. If you have Windows XP or earlier versions, do not download this version of JDK.

5) Select your appropriate download link by clicking on the underlined link. After selecting the link, you will be prompted to “Run” or “Save” the download. You will want to select “Run.”

32 bit download

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The download will then begin. Once the download has successfully completed, you will be notified within your specific web browser.

Downloading the Offline Client

LOGGING INTO SQFAD

1) For existing users, log in to the SQFAD via the SQF website, www.sqfi.com, under the “Suppliers” tab, then “Existing Users.”

After opening the SQFAD login page via the SQF website, simply type in your username and password. If logging into SQFAD for the first time, you will be prompted to change your password and select your time zone for security purposes.

If you lose your password, type in your username then select “Forgot your password?” Your username must first be entered in order to use this feature. Once selecting “Forgot your password?,” an automated email from the system will be sent to the username’s corresponding email address. If you do not receive this email immediately, be sure to check your spam filter.

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Once receiving your password, you will be prompted to change that password when re-entering the system for the first time. Type in the temporary password you received via the distributed email, then your desired password. The password rules will be listed for you, as shown below. When completed, select “OK.” Do note that you also have the opportunity to change your login

information in your user profile within the system (refer to “Editing My User Profile User Guide”).

Your username and password must first be entered in order to use this feature. After selecting

“Change Password,” you will be prompted to change your password. Type in your existing password, followed by your desired password. The password rules will be listed for you, as shown below. When completed, select “OK.” Do note that you also have the opportunity to change your login

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It is important to note the “End User License Agreement” housed on the SQFAD login page. By signing into the SQFAD System using your personal username and password, you are acknowledging your understanding and acceptance of the terms and conditions listed in the “End User License Agreement.”

2) If the offline audit tool version 1.0 is already downloaded, please delete it from your computer. Be sure to empty it from your recycle bin as well. If the tool is not downloaded, please skip to the next step.

3) Once having logged into SQFAD, to access the Offline Client for downloading, select the “Audits” application.

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NOTE: An audit must have been assigned to you in order to access the Offline Client for

downloading within SQFAD.

4) Once entering the “Audits” application, a new tab will open for you at the top of your page within the system, similar to that of a web browser. This is for navigation purposes within the system.

NOTE: Within SQFAD, it is important that you utilize its features. Refrain from using your web

browser back, forward, or refresh buttons when within the system. To refresh the page at any time, select “Refresh” within the SQFAD toolbar. This toolbar will be made accessible to you when within an application at any time, as the toolbar moves up and down your screen as you scroll up and down a form. To navigate back and forth, utilize the tabs as you would in a web browser.

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5) From the left hand navigation bar in the “Audits” application, select the “+” sign next to “1. Audits,” then select “3. Open by Assigned.” You will then be able to view each audit that has been assigned to yourself. Locate the audit needed, and select it, as demonstrated below. You will only be able to download the Offline Client with an audit that is in the “Perform Audit” phase.

EXAMPLE

If you have many audits to sift through within this area in the “Audits” application, you may also utilize the Column Search, to which you can specify the audit you are searching for by column. Select “Columns Search” to utilize this feature.

Left hand Navigation bar

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6) Once you have located your audit, select it by clicking anywhere on the audit itself. A new tab will

open within SQFAD, to which you can locate the link to download the Offline Client. This link is always housed under the “Audit Information” area within the Audit form. The link for download is specifically found under the “Export Audit” and “Import Audit” buttons, as shown below.

7) To begin the download of the Offline Client, select “Please download the offline client” the link.

NOTE: You will only need to download the Offline Client ONCE. After downloading the program

once to your computer, you will not need to download it a second time.

In the event that your computer hard drive crashes, or you upgrade to a new computer, you will need to download the Offline Client again.

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8) To place the Offline Audit Tool on your computer, simply right click on “EtQ Offline Audit,” select

“Cut,” then “Paste” the tool to your desktop (or in a safe area on your computer). It is suggested that the Offline Audit Tool is saved to your desktop for easy access.

9) With the Offline Audit Tool successfully saved to your computer (preferably your computer desktop), you have correctly downloaded the tool for future use. You will open and complete all exported audits through this Offline Audit Tool.

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Completing Your Audit & Utilizing the Offline Audit Tool

1) To access your exported audit, you must first open your Offline Audit Tool. If your Offline Audit Tool is available on your desktop, double click on the program to open it.

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3) Locate the exported audit zip file on your computer, select it, and click “Open.”

4) Within the Offline Audit Tool, your exported audit should now open in each of the checklists that were created within the audit. To open each checklist, click on the “+” to the left of each folder. Once opening each checklist via the “+” sign to the left of each checklist, you may begin completing that audit checklist by selecting one item at a time. This will open the item information within the checklist.

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5) Below is a key of the primary responses and the colors associated with them.

NOTE: Any item marked as not applicable in advance within the checklists in SQFAD (online)

has the ability to be edited within the Offline Audit Tool by the acting Auditor.

NOTE: When successfully completing an item, the circle that was once empty to the left of the

item will turn its respective color (please see key above). It is important to ensure that the primary responses and evidence are entered for each item (besides those marked as N/A). If a change to the primary response is needed, click on a different response. To remove a response click on the response that is currently highlighted.

You can also utilize the “Summary Report” within the Offline Audit Tool to see the status and breakdown of answered items filled in within the tool itself. Select “Summary Report” to view this information.

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Once the checklist has been entirely filled out, you can generate a PDF Summary of the

nonconformities entered. The checklist must be completely filled out (i.e. primary response selected for each item) so the audit can be properly phased forward. Click on the “Nonconformity Summary Report” to generate this report.

6) After completing the audit, you may check the spelling by selecting “Check Spelling” under “Spell Checker” located at the top of the tool.

7) To create a user dictionary, select “Spell Checker” then “Spelling preferences.” Check the items in the spelling preferences box that meet your requirements and select “Create User Dictionary.” Save the user dictionary in a safe, secure location on your computer for future use. Spelling errors are indicated by a red line under the misspelled word. Additionally, misspelled words in an element will be indicated by a multi-colored icon.

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8) Finally, when completed with entering audit data within the Offline Audit Tool, select “Save.” You

can then exit the tool by selecting “Exit.”

NOTE: When working within the Offline Audit Tool, you may access the tool multiple times to

edit data. Nothing will import into SQFAD until you manually import the audit into the system.

Importing Your Audit into SQFAD

1) When you have completed the audit checklist, you will be able to import your audit back into SQFAD. To import your audit into the system, first login to SQFAD, and enter the “Audits” application from your portal.

2) Access your audit within the “Audits” application from your SQFAD portal. Within the “Audits” application, under “Audits” select “My Open Audits.”

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3) Click into the audit. Within the audit, you will notice the “Import Audit” button. Select this button to

import the audit back into SQFAD. 4) Select “Import Audit.”

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5) A new window will open, which will locate the audit zip file from your computer. Begin by selecting

the hyperlink icon, as demonstrated below.

6) After selecting on the hyperlink icon, you will want to locate the audit zip file. Once selected, click on “Open.”

NOTE: When importing the audit, ensure that the zip file is imported, not the folder (as shown

above).

7) Once selecting “Open,” the audit should appear within the import field.

Don’t Import Me!

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NOTE: If the audit file name is too large (more than 80 characters), the system will not allow

you to import the audit zip file. Rename the file on your computer, and then repeat Step 6.

8) Select “Import.”

If your audit successfully imported all audit data, you will see the below message. The above message should always read ‘Importing audits completed successfully’. If the message above displays an error message such as ‘audit imported but with errors’, please contact sqfi at [email protected].

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NOTE: If there is no error message but the audit does not advance to ‘Approval’ from

‘Non-Conformities Review’ , please double-check that all primary responses have been completed. You can verify this by reviewing the Summary Report.

Offline Audit Tool Version 3.0