HACCP Manager System User guide
Table of Contents HACCP Manager System ...................................................................................................................... 4 How it works ........................................................................................................................................ 5 Installing the Software ......................................................................................................................... 6 Windows XP ...................................................................................................................................... 7 Windows Vista ................................................................................................................................... 8 Windows7 ........................................................................................................................................ 10 Communications ................................................................................................................................ 12 The HACCP Manager Database ....................................................................................................... 13 Settings ............................................................................................................................................ 14 Users ............................................................................................................................................... 16 Locations ......................................................................................................................................... 19 Items & Equipment .......................................................................................................................... 22 Critical Control Points ...................................................................................................................... 24 Corrective Actions ........................................................................................................................... 27 Menu Programming ......................................................................................................................... 29 Send the Menu to the Handheld .................................................................................................. 33 Stored Menus ................................................................................................................................ 34 Checklist Programming ................................................................................................................... 36 Send the Checklist to the Handheld ............................................................................................. 39 Stored Checklists .......................................................................................................................... 40 The Database .................................................................................................................................. 41 Temperatures ................................................................................................................................. 43 The Button Toolbar ..................................................................................................................... 44 Uploading the Handheld ............................................................................................................. 48 Sorting and Filtering the Data .................................................................................................... 50 Grouping the Data ...................................................................................................................... 52 Checklists ...................................................................................................................................... 55 The HACCP Manager Handheld ....................................................................................................... 56 The Main Menu ............................................................................................................................... 59 Select User .................................................................................................................................... 60 Select Location .............................................................................................................................. 62 Select Item or Equipment ........................................................................................................... 63 Measure the Temperature ........................................................................................................ 64 Record the Temperature ........................................................................................................ 66 Corrective Actions on The Handheld ................................................................................... 67 Checklist ........................................................................................................................................ 69 Thermometer Mode ....................................................................................................................... 70 Review Stored Records ................................................................................................................ 71 Clear All Checkmarks ................................................................................................................... 72 Power Down .................................................................................................................................. 73 Battery ............................................................................................................................................. 74 Charging ........................................................................................................................................ 75 Replacing ...................................................................................................................................... 76 Technical Support .............................................................................................................................. 77 Regulatory .......................................................................................................................................... 78 Software and Firmware Updates ....................................................................................................... 79 Handheld ......................................................................................................................................... 80 Database ......................................................................................................................................... 82 Custom Updates .............................................................................................................................. 83 Customize Updates Window ......................................................................................................... 84 Page 2
Security .............................................................................................................................................. 87 Master Security Password .............................................................................................................. 89
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HACCP Manager System
The HACCP Manager is a standalone database application designed for reporting, analyzing and storing temperature records as part of a HACCP system. The handheld is a portable data collector designed to simplify the recording of HACCP system temperatures, checklists, and corrective actions, and then allows that information to be transferred to the HACCP Manager database. System requirements: • • • • • •
Operating system: PC running Windows XP, Windows Vista, Windows7 CD ROM drive or internet connection USB port 512 MB RAM 500 MB hard drive storage space for database Appropriate permissions to install software and drivers
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How it works
The HACCP Manager application performs two basic functions: 1. Provide a way to program the handheld to collect HACCP temperatures and perform HACCP checklist audits. 2. Provide a way to store, analyze, and report HACCP temperatures. To achieve the first function, the HACCP Manager operates based on a few lists of information which are maintained by the user: • The Locations list identifies each unique area in a facility where HACCP temperature data is collected. • The Items list holds each unique food or food forms, for example "ground beef" and "beef patty". An item is then associated with a location where that item's temperature is recorded during storage or use. • The Menu list is used to program the handheld. Locations and Items are dragged from the lists and dropped onto the Menu area to build the menu. The menu is then transferred to the handheld. • The Users list identifies any employee who will be using the handheld to collect temperature data. • The Critical Control Points list is used to identify all critical control points. • The Checklist Editor is used to create a HACCP checklist. The checklist is then transferred to the handheld. To achieve the second function, the HACCP Manager database: • Retrieves recorded temperatures from the handheld. • Once in the database, the data can be analyzed by sorting and filtering using multiple user-defined parameters. • The data may be printed or it may be exported to a PDF or XLS formatted file.
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Installing the Software
The HACCP Manager software will run on Windows operating systems: • WindowsXP • Windows Vista • Windows7 The following sections describe how to install the HACCP Manager on your operating system. If any errors occur during the procedure, please contact Cooper-Atkins Corporation Technical Support.
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Windows XP
Insert the CD ROM into the CD ROM drive. Follow the instructions in the installation wizard. If the installation does not start automatically within a few seconds: • Click on the Start button located on the Windows XP Taskbar.
• Click on Run... then edit the Open: text as shown below. Replace the letter "D:\" with the appropriate letter of your CD ROM drive. For example, if your CD ROM drive is letter "E" then edit the text to "E:\SETUP.EXE". • Click on OK to continue. Follow the instructions in the installation wizard.
When the software installation is completed, remove the CD ROM from the CD ROM drive and store it in a safe place. The first time you connect the handheld to your computer and the handheld is powered on, the computer will install a device driver for the handheld as follows: Install the Device Driver • • • •
Connect the USB cable between the handheld and the PC. Turn on the handheld by pressing the power/select button on the keypad. After a few seconds the "Found New Hardware Wizard" will appear. Wait for the device driver installation to complete. The "Found New Hardware" message will indicate when the driver is installed.
The HACCP Manager system is now ready to use. If any errors occur during the procedure, please contact Cooper-Atkins Corporation Technical Support.
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Windows Vista • • • •
Insert the CD ROM into the CD ROM drive. After a few seconds the AutoPlay dialog will appear. Click on, "Run setup.exe". Follow the instructions in the installation wizard.
If the installation does not start automatically within a few seconds: • Click on the Start button located on the Windows Vista Taskbar.
• Click on Run... then edit the Open: text as shown below. Replace the letter "D:\" with the appropriate letter of your CD ROM drive. For example, if your CD ROM drive is letter "E" then edit the text to "E:\SETUP.EXE". • Click on OK to continue. Follow the instructions in the installation wizard.
When the software installation is completed, remove the CD ROM from the CD ROM drive and store it in a safe place. The first time you connect the handheld to your computer and the handheld is powered on, the computer will install a device driver for the handheld as follows:
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Install the Device Driver • • • •
Connect the USB cable between the handheld and the PC. Turn on the handheld by pressing the power/select button on the keypad. After a few seconds the "Found New Hardware Wizard" will appear. Wait for the device driver installation to complete. The "Found New Hardware" message will indicate when the driver is installed.
The HACCP Manager system is now ready to use. If any errors occur during the procedure, please contact Cooper-Atkins Corporation Technical Support.
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Windows7 • • • •
Insert the CD ROM into the CD ROM drive After a few seconds the AutoPlay dialog will appear. Click on, "Run setup.exe". Follow the instructions in the installation wizard.
If the installation does not start automatically within a few seconds: • Click on the Start button located on the Windows Vista Taskbar.
• Edit the text in the "Search programs and files" box as shown below. Replace the letter "D:\" with the appropriate letter of your CD ROM drive. For example, if your CD ROM drive is letter "E" then edit the text to "E:\SETUP.EXE". • Click on the "setup" icon at the top of the window to continue. Follow the instructions in the installation wizard.
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When the software installation is completed, remove the CD ROM from the CD ROM drive and store it in a safe place. The first time you connect the handheld to your computer and the handheld is powered on, the computer will install a device driver for the handheld as follows: Install the Device Driver • • • •
Connect the USB cable between the handheld and the PC. Turn on the handheld by pressing the power/select button on the keypad. After a few seconds the "Found New Hardware" window will appear. Windows will install the device driver. The "Found New Hardware" message will indicate when the driver is installed.
The HACCP Manager system is now ready to use. If any errors occur during the procedure, please contact Cooper-Atkins Corporation Technical Support.
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Communications
The HACCP Manager system uses a Universal Serial Bus (USB) connection and the operating systems' built-in Human Interface Device (HID) drivers to transfer data between the handheld and the database.
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The HACCP Manager Database
The HACCP Manager operates based on a few lists of information that are maintained by the user. • The Locations list identifies each unique area in a facility where HACCP temperature data is collected. • The Items list holds each unique food or food forms, for example "ground beef" and "beef patty". An item is then associated with a location were that item's temperature is recorded during storage or use. • The Equipment list is similar to the Items list, but is used to identify specific pieces of equipment that require HACCP temperature auditing. • The Menu list is used to program the handheld. Locations and Items are dragged from the lists and dropped onto the Menu area to build the menu. The menu is then downloaded to the handheld. • The Users list identifies who will be using the handheld to collect temperature data. • The Corrective Actions list holds possible responses to an out of range temperature condition. • The Critical Control Points list is used to identify all critical control points. The following sections describe how to set up and use the HACCP Manager.
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Settings
Settings may only be changed when the handheld is connected to the database through the USB cable and powered on. • • • •
Click on the Settings tab to view the settings options as shown below. Power on the handheld by pressing the power/select button on the keypad. Connect the USB cable between the handheld and the USB port on the PC. Wait for the handheld to display, "PC LINK UTILITY" near the top of the display.
Handheld ID# The ID# is a unique value which gets assigned during manufacturing. In the database, every temperature recorded by the handheld will include the ID#. If more than one handheld is used in a facility, the ID# may be used to identify which handheld was used to collect specific temperature records. Custom Information
Line 1 & Line 2 of Custom Information will be displayed when the handheld is first powered on, or when the splash screen is displayed. Each line can be up to 24 characters. This may be any information that describes the store name, the department or shift that the handheld is assigned to, or any other internal, custom information that is meaningful. The Custom Information is sent to the handheld when the "Set Configuration" button is clicked, or when the "Synchronize" button is clicked. After a Record is Saved
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Use these options to speed up the process of recording temperatures by reducing the number of keypad strokes necessary to save a good temperature (that is, when the temperature is within the allowable range). Auto Shutoff Delay
Use the Auto Shutoff Delay option to choose how long the handheld will wait to shut itself down. Auto shutoff occurs if no keypad button is pressed during the auto shutoff time. Pressing any key on the handheld will reset the auto shutoff timer. If the "Disabled" option is selected, the handheld will never auto shutoff unless the battery becomes too discharged for proper operation. The auto shutoff delay setting is sent to the handheld when the "Set Configuration" button is clicked, or when the "Synchronize" button is clicked. Backlight Brightness
The backlight brightness does affect the battery life. A brighter backlight requires more power from the battery, and so reduces the amount of time the handheld can be operated before requiring a recharge. The handheld will operate on medium backlight for at least 8 hours. On high backlight, about 5 hours. The backlight brightness setting is sent to the handheld when the "Set Configuration" button is clicked, or when the "Synchronize" button is clicked. Set Configuration Clicking on the "Set Configuration" button will update the handheld with the selected settings options. Erase Memory Deleting records from the handheld cannot be undone Clicking on the "Erase Memory" button will delete all the records currently stored in the handheld. Do not click on this button unless the contents of the handheld have already been transferred to the HACCP Manager database or the records are not needed.
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Users
The Users list identifies any person who may use the handheld to collect HACCP temperatures. All HACCP temperature records include the name of the user who collected those records. The users list can be edited whenever a user needs to added or removed from the list.
Users are listed in alphabetical order Add a new user • Press the Insert key, or click in the area above the first user name where it says, "Click here to add a new user name". • Type the name of the new user, for example, "Barbara Newman".
A user name may be a maximum of 24 characters. • Press the "Enter" key to save the new user name.
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The new user name will appear in the users list in alphabetical order. Edit a user name • • • •
Click on the name to be edited. The selection will be highlighted as shown. Begin typing to edit the user name. Press the keyboard "Enter" key to complete the edit operation. The "Send to Handheld" checkbox allows you to selectively send users to the handheld without having to delete the user name.
Delete a user name • Select the name to delete by clicking on it with the mouse. • Press the "Ctrl + Delete" keys and confirm by clicking on the "OK" button. • Click the "Cancel" button to cancel the deletion.
Deleting a user name cannot be undone. Sending the Users list to the handheld The users list cannot be downloaded to the handheld while records exist in the handheld • • • • •
Only Users with the "Send to Handheld" checkbox checked will be sent to the handheld. Power on the handheld by pressing the power/select button on the keypad. Connect the USB cable between the handheld and the PC. Click on the "Download Users to Handheld" button located near the top of the Users list. Wait for the list to get transferred to the handheld. A message in the Status panel will confirm the user list was updated.
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Note: the user list is also updated when the "Synchronize" button is clicked.
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Locations
The Locations list is used to identify each unique area in a facility where HACCP temperature data is collected. A location may be assigned a default minimum and/or maximum temperature. Items placed into a location will assume the default temperatures. If both are used, the minimum temperature must be less than the maximum temperature.
Locations are listed by description in alphabetical order Add a Location • Click in the area above the first location where it says, "Click here to add a new location". • Type the description of the new location, for example, "My New Location".
A location description may be a maximum of 24 characters. The location description cannot be blank. • Press the "Enter" key to move the editor to the "Min °F" column. • (Optional) Type the value of the minimum temperature for the new location.
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• Press the "Enter" key to move the editor to the "Max °F" column. • (Optional) Type the value of the maximum temperature for the new location. • Press the "Enter" key to save the new location.
The new location will appear in the Locations list in alphabetical order. Edit a Location • Click on the location to be edited. The selection will be highlighted. • Begin typing the new location description. • Press the "Enter" key to advance the editor to the "Min °F" column. Continue until editing is complete. Delete a Location • Select the location description to delete by clicking on it with the mouse. • Press the "Delete" key and confirm by clicking the "OK" button. • Click the "Cancel" button to cancel the deletion.
Deleting a location cannot be undone.
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Items & Equipment
The Items list is used to identify discrete items that require HACCP temperature auditing. The Equipment list is used to identify specific pieces of equipment that require HACCP temperature auditing. Items and equipment may be added to a menu by dragging the item or equipment description onto the desired menu location. Editing of the Items list and the Equipment list are handled in exactly the same way described below.
Items are listed by description in alphabetical order Add an Item • Click in the area above the first item where it says, "Click here to add a new food item". • Type the description of the new item, for example, "My New Item".
An item description may be a maximum of 24 characters. • Press the "Enter" key to save the new item.
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The new item will appear in the items list in alphabetical order. Edit an item description • Click on the item to be edited. The selection will be highlighted as shown. • Begin typing the new item description. Press the "Enter" key to complete the edit operation. Delete an Item • Select the item description to delete by clicking on it with the mouse. • Press the "Delete" key and confirm by clicking the "OK" button. • Click the "Cancel" button to cancel the deletion.
Deleting an item cannot be undone.
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Critical Control Points
The Critical Control Points (CCPs) list is used to identify all critical control points. A CCP may be assigned a default minimum and/or maximum temperature. If both are used, the minimum temperature must be less than the maximum temperature.
CCPs are listed by description in alphabetical order Add a Critical Control Point • Click in the area above the first CCP where it says, "Click here to add a new CCP". • Type the description of the new CCP, for example, "My New CCP".
A CCP description may be a maximum of 24 characters. The CCP description cannot be blank. • Press the "Enter" key to move the editor to the "Min °F" column. • (Optional) Type the value of the minimum temperature for the new CCP.
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• Press the "Enter" key to move the editor to the "Max °F" column. • (Optional) Type the value of the maximum temperature for the new CCP. • Press the "Enter" key to save the new CCP.
The new CCP will appear in the CCPs list in alphabetical order. Edit a Critical Control Point • Click on the CCP to be edited. The selection will be highlighted. • Begin typing the new CCP description. • Press the "Enter" key to advance the editor to the "Min °F" column. Continue until editing is complete. Delete a Critical Control Point • Select the CCP description to delete by clicking on it with the mouse. • Press the "Delete" key and confirm by clicking the "OK" button. • Click the "Cancel" button to cancel the deletion.
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Deleting a CCP cannot be undone.
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Corrective Actions
If a recorded temperature falls outside the allowable range, the Corrective Actions list requires that the user select an appropriate corrective action. That selection is stored as a part of the temperature record. To edit the corrective action list click on the Corrective Actions button located on the Menu page toolbar.
Corrective Actions are listed in the order they are created Add a new corrective action • Click in the area above the first corrective action where it says, "Click here to add a new corrective action". • Type the name of the new corrective action, for example, "Re-temp See next record".
A corrective action may be a maximum of 24 characters. • Press the "Enter" key to save the new corrective action.
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The new corrective action will appear at the end of the Corrective Actions list. Edit a corrective action • Click on the corrective action to be edited. The selection will be highlighted as shown. • Begin typing to edit the corrective action. • Press the "Enter" key to complete the edit operation. Delete a corrective action • Select the corrective action to delete by clicking on it with the mouse. • Press the "Delete" key and confirm by clicking the "OK" button. • Click the "Cancel" button to cancel the deletion.
Deleting a corrective action cannot be undone. Sending the Corrective Actions list to the handheld • Power on the handheld by pressing the power/select button on the keypad. • Connect the USB cable between the handheld and the PC. • Click on the "Download Corrective Actions to Handheld" button located near the top of the Corrective Actions list. • Wait for the list to get transferred to the handheld. A message in the Status panel will confirm the corrective actions list was updated. Note: the corrective actions list is also updated when the "Synchronize" button is clicked.
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Menu Programming
The information that gets programmed into the handheld is defined as a "menu". A menu represents the locations in a facility where HACCP temperature collection is required, and any food items and/or equipment in each location. Optionally , items and/or equipment in a menu may have associated minimum and/or maximum temperatures which are checked during temperature collection and used to determine if the measured temperature falls within an acceptable range. If not, then a corrective action must be selected from a predefined list and recorded as a part of the temperature record. The menu may be changed as often as desired provided the handheld contains no temperature records. Any records in the handheld memory must first be transferred to the database and then deleted from the handheld.
Above, the location "Buffet" has been added to the menu, and two items, "Cold Entree" and "Cold Side" have been added to the Buffet location. Notice the items have assumed the default Min °F and Max °F temperature values. Edit the Min and Max values • Click on the value "140" in the "Min °F" column for the "Cold Entree" item. Type in a new value of "35" then press the keyboard "Enter" key to complete the editing. • Follow the same procedure to edit other values. Note: the default values for the location itself cannot be edited within the menu. Remember: if both minimum and maximum values are used, the minimum value must be less than the maximum value. Add an item to the menu Note: The menu must include at least one location in order to add items or equipment. • Click on the "Items" tab to view the Items list. • Place the mouse cursor over the item named, "Hot Entree" • Press and hold down the left mouse button, then "drag" the mouse cursor onto the menu area. Notice the menu panel header indicates into which location the item will be placed. • When the correct location is selected, release the left mouse button to "drop" the item into the selected location. • Edit the default minimum and/or maximum values as needed.
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Add a location to the menu • • • •
Click on the "Locations" tab to view the Locations list. Place the mouse cursor over the item named, "Walk-In Cooler". Press and hold down the left mouse button, then "drag" the mouse cursor onto the menu area. Release the left mouse button to "drop" the location onto the menu as shown below.
Add a Critical Control Point to the menu • Click on the "CCPs" tab to view the CCP list. • Place the mouse cursor over the item named, "Hot Cooked Food". • Press and hold down the left mouse button, then "drag" the mouse cursor over the target item in the menu area for the CCP. • Release the left mouse button to "drop" the CCP onto the menu as shown below. Notice that the item shown, "Hot Entree" takes on the CCP Min and/or Max temperature values, overriding the default values from the location. If the CCP is dropped onto the menu on the same row as the location name, all items already in that location will assume the CCP Min and/or Max values.
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Reorder the menu items The menu information will be transferred to the handheld with locations and items/equipment listed in the same order that they appear in the menu. It may be useful to organize the menu such that temperature collection can be done in a logical, efficient manner. For example, within the Buffet, it may be logical to measure the Hot Entree temperature before the Cold Entree. In this case, the Hot Entree item needs to be moved to a position above the Cold Entree. • Position the mouse cursor over the item, "Hot Entree". • Press and hold down the left mouse button. • "Drag" the mouse cursor to the empty area to the left of the items. Notice the drag indicator: if pointing up (as shown below) the item will be dropped above the highlighted item; if pointing down the item will be dropped below the highlighted item. • Release the left mouse button to "drop" the item in its new position within the menu.
Locations may be reordered in the same manner as items. Items may also be moved from one location to another (for example, if an item was accidentally dropped into the wrong location). Below the item, "Salad Dressing" is dragged into the "Buffet" location. Notice the drag indicator becomes a yellow arrow when the item is dragged over the location description.
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Notice that after the item is moved to a new location, the item minimum and maximum values are assigned the default values for the new location. The values may be edited as described above (see, "Edit the Min and Max temperature values").
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Send the Menu to the Handheld
The completed menu may now be downloaded to the handheld.
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Stored Menus
A menu can be saved as a "Stored Menu". Stored menus can save menu programming time if the same or similar menus are used repeatedly.
Saving a menu as a Stored Menu • Click on the "Save as..." button. • A "Save As" dialog window will appear as shown here:
• In the "File name:" area, type a name for the new stored menu, or • To replace an existing stored menu with the new one, click on the existing stored menu in the "Save As" dialog window. • Click on the "Save" button to save the new stored menu. The menu is now saved as a stored menu and will appear in the Stored Menu list. To use a stored menu double click on the stored menu name. The stored menu will load into the menu area.
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Checklist Programming
Every HACCP program must include verification of the measures taken to ensure adherence. The checklist editor provides a way to create a HACCP program checklist and use the handheld to perform the checklist verification. The checklist is organized in levels: the top level displays the checklist category. A category will include one or more questions, and each question can include up to three corrective actions specific to that question. In the event of a negative question response, the operator will select one of the available corrective actions. A checklist is limited as follows: • • • • •
A total of 150 questions per checklist (total or all questions in all categories) Maximum of 24 characters to describe a category Maximum of 150 characters to describe a question Maximum of 58 characters to describe a corrective action
Header Panel The Checklist Header Panel displays the name of the checklist in the checklist editor. If the checklist is new and has never been saved, the header panel caption will be blank. If the database application is closed without saving the checklist, a prompt will allow the checklist to be saved to prevent loss of work.
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Toolbar
Clicking on: will download the checklist to the handheld. will show all levels the entire checklist. will hide questions and corrective actions levels of the entire checklist. will erase the entire checklist contents from the editor. will save changes to the stored checklist. will save the checklist as a new or different stored checklist. will print the checklist. will create a new checklist. will add a new category to the checklist. Click on the Category button dropdown arrow to set the default behavior: add a new category and question
or add a new category and question and corrective action
will add a new question to the selected category. Click on the Question button dropdown arrow to set the default behavior: add a new question
add a new question and a corrective action
will add a new corrective action to the selected question.
Editor
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Use the Checklist Editor to create a HACCP checklist. Add new Categories, questions, and corrective actions to the checklist using the toolbar buttons. Edit the text to create the checklist. By default, the question type is yes or no. To change the question type to numeric, click in the "Type" column and type the letter "n". Then Min and Max values may be added if desired. Category Create a new checklist category by clicking on the "Category" button, or press the F3 key, then edit the category text. Category text may be up to 24 characters. A checklist is limited to 150 categories. Question
Create a new category question by clicking on the "Question" button, or press the F4 key, then edit the question text. Question text may be up to 150 characters long. A checklist is limited to 150 questions. Corrective Action Create a new question corrective action (each question may have up to three specific corrective actions) by clicking on the "Question" button, or press the F5 key, then edit the corrective action text. Corrective action text may be up to 58 characters.
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Send the Checklist to the Handheld
This help topic is unavailable. See Checklist Programming
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Stored Checklists
This help topic is unavailable. See Checklist Programming
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The Database
Data Table
The Data Table displays the temperature records. Various tools such as filtering, sorting, and grouping are available to select and organize the records for data analysis. When producing a report, only the records that are available in the Data Table will be included.
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The Button Toolbar
Use the buttons on the toolbar to perform various functions on the data in the Data Table. Dataset functions include: • • • • •
Uploading records from the handheld Filtering by session or by date range Printing a report Exporting to a PDF or XLS file Adjusting the Data Table column visibility
Click here for more information on The Button Toolbar. Column Headers
To reposition a column, drag the column header and drop it at the new position. To resize a column, position the mouse between two columns and then drag to the desired column width. The Column Headers are also used to adjust the way data is displayed in the Data Table including: • Sorting the data by a column value, ascending or descending • Filtering the data • Grouping the data See also Hide/Show Columns, Sorting and Filtering, Grouping Record Count The record count indicates how many records are included in a particular filtered data
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Temperatures
This help topic is unavailable. See The Database
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The Button Toolbar
Expand All button When records are grouped, this button expands the contents of each group heading to show all of the records. This button has no effect when records are not grouped.
Collapse All button When records are grouped, this button collapses the contents of each group so only the headings are visible. This button has no effect when records are not grouped.
Select records by session button Each time a group of records are uploaded from the handheld, they are assigned a unique session number. This button opens the "Select sessions to view" window.
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Click on the session number to select the session you would like to view. Hold Shift and click to select multiple sessions. Press "Ok" to filter the records so that only the sessions you have selected are visible. Click the "Show all records" button to remove this filter.
Select by date range button The view of records can be filtered so that only those from a specific date range are visible. Click this button to open the "Select Records by Date Range" window.
Use the "From Date" and "To Date" boxes to select the date range you would like to view and click "OK" to apply the filter.
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Click the "Show all records" button to remove this filter.
Show all records button This button removes all filters which have been applied to the database view.
Upload Handheld... button Records saved in the handheld should be uploaded to the database for storage, analysis, and reporting. This button initiates a record transfer from the handheld to the databse.
Hide/Show Columns... button The columns which are visible on-screen and in a printed report can be selected with the "Hide/Show Columns..." button. This button opens the "Columns to Show" window. Click to select or deselect which columns are visible.
After customizing your column selection, click "Ok" to close the "Columns to Show" window.
Print... button Reports can be printed to create hard-copy backups of stored records. This button opens the "Print Preview" window where the report can be formatted before printing.
Save to PDF... button
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A PDF version of the printed report can be generated directly from the Database screen. This button opens the "PDF Export Options" window.
Here you can chose various PDF export settings, select which page or pages of the report to export, customize document information for the generated report, or add security settings to the PDF export. The "PDF Export Options" does not allow customization of the printed report itself. To change the format of the exported report, click the "Print..." button to open the "Print Preview" window before exporting to PDF.
Save to XLS... button Records can be exported to a spreadsheet for further detailed analysis. This button exports the filtered record list to XLS format, which can be opened with any spreadsheet programs which supports the XLS file format.
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Uploading the Handheld
Each time the HACCP Manager handheld is used to record temperatures, a record is created. The record contains pertinent information regarding the temperature measurement, including: • • • • • • • • •
User's name Location the temperature was taken Item or Equipment name Critical Control Point * Minimum temperature limit * Maximum temperature limit * Actual temperature of the item Time and date the temperature was taken Corrective Action taken *
* = Omitted if not applicable. See Menu Programming for details. As the HACCP Manager handheld has a maximum capacity of 3000 records, these records must be uploaded to the database for long-term storage, detailed analysis, and reporting purposes. Once records are uploaded from the handheld to the database, they can be cleared from the handheld. Records are transferred from the HACCP Manager handheld to the database through the USB connection. To transfer records, follow these four simple steps: 1. 2. 3. 4.
Launch the HACCP Manager database on your PC. Connect a USB cable between the USB port on the handheld and a USB port on your PC. Turn on the handheld by pressing the center button. On the Database tab in the HACCP Manager database, click the "Upload Handheld..." button.
After the records have be uploaded, you will be prompted to clear the memory in the handheld.
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If the records are not cleared before the next upload session, they will be uploaded again and the database will contain duplicate records. For this reason, it is recommended that you clear the records from the handheld after each upload. A warning will pop up whenever you are about to delete records from the handheld.
Clicking the "Yes" button removes records from the handheld permanently, but does not affect the records in the database. Once an upload session completes, the database view is filtered by just the records which were recently uploaded. Click the "Show all records" button to remove the filter.
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Sorting and Filtering the Data
The data in the Data Table can be sorted by clicking on one of the column headers. Shown here the data has been sorted by the Date column with the most recent date at the top. Clicking the Date column header again will change the sort order with the oldest date at the top.
Records can be filtered so that a smaller subset of the entire record dataset can be analyzed. To filter records, move the mouse to the upper right corner of the column header, then click on the filter icon. A selection of checkboxes will appear, allowing you to select only the records which match your criteria. Here the Locations column is in the process of having a filter applied.
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Grouping the Data
Grouping is used to organize the records by one or more columns. Note: not all of the columns can be used for grouping.
In this example the Locations column will be used for grouping the records: • Move the mouse cursor over the desired column header • Hold down the left mouse button and drag the column header to the area immediately above the column headers • When the green arrows appear (see the example above), release the mouse button. Notice the records are now grouped by Location, and each location group indicates the count of how many records it contains. Here the location, "Grill Cooler" contains 5 records. Click on the expand icon to the left of the Grill Cooler Location to view the records in that location.
Grouping can use multiple columns to further enhance the data analysis. In the next example the Date column has been dragged onto the grouping area. Notice that now the records are grouped first by Location, and then each location is grouped by Date.
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To change the grouping order, drag the group items to the desired position within the grouping area. Notice the green positioning arrows indicate where the dragged object will be dropped.
Notice after "Date" is moved ahead of "Location", the records are rearranged.
To ungroup the Data Table, drag the column header and return it to the Data Table header area.
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Checklists
This help topic is unavailable. See The Database
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The HACCP Manager Handheld
The Splash Screen is displayed for 5 seconds every time the handheld is powered on, or when the user presses the left navigation arrow button from the Main Menu. The user may press the power/select button on the keypad to dismiss the splash screen immediately.
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Indicates the firmware version operating on the handheld. Custom Information
Line 1 & Line 2 of Custom Information will be displayed when the handheld is first powered on, or when the splash screen is displayed. Each line can be up to 24 characters. This may be any information that describes the store name, the department or shift that the handheld is assigned to, or any other internal, custom information that is meaningful. The Custom Information is sent to the handheld when the "Set Configuration" button is clicked, or when the "Synchronize" button is clicked. See also: Device Information section in the Settings topic. Device ID The Device ID# is a unique, read-only value, assigned during the manufacturing process, and is used to identify which handheld device was used to collect specific temperature records. Date/Time of Last Upload
This shows the date and time when the handheld was last uploaded to the database. Memory Usage The handheld can store up to 3,000 temperature records in memory. Memory Usage shows the number of records that are stored in the handheld memory and the number of records that may be added before the memory is full. In this example, there are 0 records in memory and 3,000 records may be added. Calendar/Clock
The handheld has an internal clock and calendar that is used to mark the time and date of the temperature records. The time and date are set each time the handheld is synchronized with the database. The calendar will compensate for leap year up to 2099. However, the clock does not adjust for Daylight Saving Time. If the PC adjusts for Daylight Saving Time then the handheld clock will be adjusted during the next synchronization. See also: Set Time & Date section in the Settings topic. Keypad
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Scroll Up Key
Use this keypad button to move the list selection up. Navigate Left
Use this keypad button to navigate between screens or other options. Scroll Down Key
Use this keypad button to move the list selection down. Navigate Right
Use this keypad button to navigate between screens or other options. Power / Select
Use this button to turn the handheld power on or off. To turn off the handheld, press and hold this button for two seconds. This keypad button is also used to select the highlighted list or menu item. See also Power Down USB Connector
All data communication between the database and the 37100 handheld is accomplished using the Universal Serial Bus (USB) and the standard HID driver.
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The Main Menu
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Select User
Select User Window
Use the up and down scroll arrows on the keypad to move the selection, then press the power/select button to select the highlighted user name. Select Press the power/select button on the handheld keypad to select the highlighted user. Go to the Main Menu Press the left navigation arrow button on the keypad to return to the Main Menu. Page 60
Scroll Down This indicates that the keypad down arrow may be used to scroll down to the next user name. Use the up arrow to scroll up to the previous user name. Battery Life Indicator Indicates battery life remaining before recharge is required. When the battery gets low the indicator will turn to red and a message will appear on the display once every minute to remind the user to recharge soon. Use of the handheld can continue until the battery life reaches a critical point. The handheld will not permit further use until the battery is recharged. See Also: Battery Charging
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Select Location
Checkmarks
Checkmarks are shown when items (or equipment) in a location have been recorded. On the Select Location menu, a dot will appear beside a location to indicate that some items in that location have been checked. When all items in a location have been checked, a checkmark will appear beside the location. See also: Clear All Checkmarks, Select Item or Equipment Scroll Up This indicates that the keypad up arrow may be used to scroll up to the previous location. Use the up and down navigation arrows on the keypad to move the selection, then press the power/select button to select the highlighted location.
Select Press the power/select button on the keypad to select the highlighted location. Items and equipment in this location will appear on the display (See, "items & Equipment on the handheld"). Main Menu Press the left arrow button on the keypad to navigate to the Main Menu.
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Select Item or Equipment
Scroll Up/Down Press the up or down scroll arrows to move the selection to the desired list item.
Checkmarks
Checkmarks are shown when the item (or equipment) has been recorded. See also: Clear All Checkmarks , Select Location Select To choose an item from the list, press the power/select button on the keypad. Locations To return to the Select Location list, press the left arrow button on the keypad.
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Measure the Temperature
Item Description This is the description of the selected item or equipment. Temperature Limits
This is the allowable temperature range for the selected item- here the allowable range for a "good" temperature can be from140°F to 170°F. An item may have a minimum, maximum, both, or neither. Measurement Stability Indicator
Reaching a "stable" temperature ensures that your HACCP Manager system is collecting valid data. Recording a temperature before it stabilizes adds unnecessary risk. As the reading stabilizes, the center line moves closer to horizontal. Once stable, the HACCP Manager handheld will determine if that stable reading falls within your preset limits and display in blue (too cold), red (too hot), or green (within limits). Current Temperature
The current temperature of the item being measured- here the current temperature of the "Hot Entree" is 145.6°F and is within the allowable range, and the measurement stability indicator will be displayed in green.
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Available Memory
This indicates how many more records the handheld memory can accept before it is full. When the memory is full, no additional temperatures can be recorded. The handheld must be uploaded to the database and the handheld memory must then be cleared. While the handheld memory is full, temperatures may still be measured using the Thermometer mode. See also Thermometer Mode Current Date & Time
This is the current date and time settings of the handheld and is also used to "time stamp" each temperature record. Keypad Options To return to the Select Item list, press the left navigation arrow button. To record the temperature, press the power/select button.
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Record the Temperature
While measuring the temperature of an item or piece of equipment, press the power/select button.
Record Preview
The Record Preview screen displays the information that will be saved with the temperature record. It allows you to be certain you have selected the proper corrective action, or if not, to change the corrective action. Use the up/down scroll buttons to select either Save or Change Corrective Action option and then press the power/select button. When the temperature is within limits and no corrective action is required, the record preview screen may be skipped to save time. See also After a Record is Saved
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Corrective Actions on The Handheld
When a temperature is recorded that is outside of the allowable temperature range, a corrective action must be added to the temperature record to later indicate what action was performed to address the out of range temperature. Note: the auto shutoff feature is disabled while the Corrective Actions screen is displayed.
Temperature Data
The allowable temperature range for this item is between 35°F (shown in blue) and 40°F (shown in red). The measured temperature for this item is 30.0°F shown in blue because it is below the minimum allowed temperature, and a corrective action must be selected. Corrective Actions Window
The available corrective actions are listed. Use the up and down scroll arrow buttons on the keypad to highlight the appropriate action. Here the "Notify Manager" action is highlighted. Save Selection
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When the appropriate corrective action is highlighted, press the power/select button on the keypad to advance to the Record Temperature screen. See also Record the Temperature Scroll Up This indicates that the keypad up arrow may be used to scroll up to the previous action. Scroll Down This indicates that the keypad down arrow may be used to scroll down to the next action.
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Checklist
: Insert description text here... And don't forget to add keyword for this topic
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Thermometer Mode
Use Thermometer Mode if you want to measure temperatures but don't need to record them.
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Review Stored Records
This feature allows you to see all the records stored in the handheld. When reviewing the stored records, the newest record is displayed first. Use the up and down scroll buttons to see each record. You can opt to jump to the first record (oldest) or the last record (newest) to save time.
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Clear All Checkmarks
After recording the temperature of an item or piece of equipment, a checkmark will appear beside the item to indicate that this item (or equipment) has been recorded. If it is necessary to make another round of temperature recordings before the handheld is uploaded to the database, the checkmarks may be cleared: • navigate to the Main Menu • scroll up or down to select the "Clear All Checkmarks" menu item • Press the power/select button A message will appear briefly to confirm that the checkmarks have been cleared. NOTE: clearing the checkmarks does not erase or in any way alter the records already stored in the handheld.
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Power Down
Select Power Down to turn off the handheld. The handheld will also power down when the power/select button is held down for a few seconds. The exception to this is during temperature recording, the handheld will not power down if a corrective action is required, or if a record needs to be saved.
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Battery
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Charging
To charge the handheld battery either: • connect the USB cable between the computer USB port and the handheld USB connector. • connect the USB cable between the wall adaptor and the handheld USB connector. Allow the battery to charge for at least three hours. Note: if connected to the computer USB port, the computer must be running in order for the USB port to supply power for charging the battery.
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Replacing 1. Remove the handheld from the protective boot. 2. Remove the two screws located on the back of the handheld, and remove the battery door. 3. Lift the old battery out of the battery compartment, and disconnect it from the handheld by gently pulling on the battery wires. 4. Install the new battery by reversing the procedure. The battery wires should nest in the channel beneath the battery so that the battery can seat flat within the battery compartment without damage to the wires. Note: the battery connector has an alignment feature to prevent reversed connection. Be sure the battery door gasket is in place before replacing the battery door.
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Technical Support
For all technical support please contact: Customer Service Cooper-Atkins Corporation 33 Reeds Gap Road Middlefield, CT 06455-0450 (860) 349-3473 Option #2
[email protected] email technical support
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Regulatory 1.0
CE Comments 1.1 EMC Directive Cooper-Atkins’s handheld HACCP Manager has been tested to meet the European Electromagnetic Compatibility Directive (EMC Directive, 2004/108/EC). The Declaration of Conformity for your instrument lists the specific standards to which the instrument was tested. 1.2 Emission Testing The instrument fulfills the requirements for Class B equipment. 1.3 Radiated Immunity Testing. The instrument meets the requirements for radiated immunity. Note: When exposed to certain frequencies between 385 and 659 MHz, the instrument may experience a -20°F change but will recover when the frequency transmission is removed. This is acceptable per Annex A of EN61326-1.
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Software and Firmware Updates
To address critical changes and software/firmware bugs, Cooper-Atkins offers updates for your HACCP Manager database and handheld. Updates can be downloaded and applied automatically as they become available, or they can be downloaded and applied manually as needed. Checking for and downloading updates requires an internet connection.
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Handheld
Automatic and manual updates for the handheld are controlled through the Help menu. An internet connection is required to check for available updates and to download update files. When a handheld is powered up and plugged into a computer running the HACCP Manager database, the firmware version is read by the database and compared to the latest firmware version. Any available firmware updates will be applied to the handheld when it is plugged in. When an update is applied, the handheld will enter a "boot-mode" during which time the screen on the handheld will be turned off. DO NOT disconnect the handheld during the update. The handheld will power back up with the latest firmware version once the update is complete. The first time your handheld enters boot-mode, Windows will launch the "Found New Hardware Wizard." Wait for the device driver installation to complete. The "Found New Hardware" message will indicate when the driver is installed.
Windows XP
Windows Vista & Windows 7 The HACCP Manager database will now load the new firmware into the handheld. If any errors occur during the procedure, please contact Cooper-Atkins Corporation Technical Support.
Check for updates on startup
When "Check on Startup" is selected, the latest known firmware version is compared to the most recent release available on the Internet each time the database is launched. If a newer version is found, the update is downloaded automatically.
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If a handheld is plugged into the computer and turned on during database startup, the update will be applied as needed.
Check for updates immediately
"Check Now..." is used to manually check for available updates when "Check on Startup" is deselected or when the database is already running. If a newer version is found, the update is downloaded at this time. If a handheld is plugged into the computer and turned on when "Check Now..." is clicked, the update will be applied as needed.
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Database
Automatic and manual updates for the database are controlled through the Help menu. An internet connection is required to check for available updates and to download update files.
The database may need to shut down and restart during the update process. Depending on your system settings, you may get a confirmation box asking if you want to allow "wusetup.exe" to make changes to your computer. Select "Yes" complete the update process.
If any errors occur during the procedure, please contact Cooper-Atkins Corporation Technical Support. Check for updates on startup
When "Check on Startup" is selected, the current database version is compared to the most recent release available on the Internet each time the database is launched. If a newer version is found, the update is downloaded and applied automatically.
Check for updates immediately
"Check Now..." is used to manually check for available updates when "Check on Startup" is deselected or when the database is already running. If a newer version is found, the update is downloaded and applied at this time
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Custom Updates
Using the default update settings may not be appropriate in all situations. In some cases, the company HACCP Coordinator or IT department may want to approve updates before they are applied to the live HACCP Manager program. Additionally, some IT environments have restricted or limited connection to the Internet. In these cases, it may be desirable to control where and how the HACCP Manager looks for updates.
How it works
By default, update files are downloaded by the HACCP Manager via HTTP from several different directories in the Cooper-Atkins update website site. To set your HACCP Manager to get updates from a custom location, first download the latest HACCP Manager update package from http://www.cooper-atkinsupdates.com/haccp/ updates.zip. Next, extract this zip folder into the location you plan to pull updates from. This location can be on an FTP site, a website (HTTP), or a file server (UNC). Lastly, set the location, download protocol, and other settings by using the Customize Updates window.
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Customize Updates Window
The Customize Updates window allows you to set the download location and protocol for HACCP Manager updates. Update Source
To use the default update location and protocol, select 'Cooper-Atkins Default Updates' as the Update Source. To customize where and how updates are downloaded, select 'Custom' and fill out the remainder of the form as appropriate. Download Protocol
Select the protocol which is appropriate for your custom update location. If updates will be located on an internal web server, select HTTP and fill out the Website URL and Directory fields. If updates will be located on an FTP server, select FTP and fill out the FTP Server, FTP Port, Passive FTP, and Directory fields. If updates will be located on a file server or the local disk, select File Server and fill out the File Server and Directory fields.
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In addition to the fields listed for each protocol, if the location requires authentication, fill in the User ID and Password fields as well. If authentication is not required, leave these fields blank. FTP Port
If using FTP to download updates, enter the FTP server port number. In most cases, this will be port 21. Passive FTP To use passive FTP, check this box. For active FTP, leave this box unchecked. Typically if the HACCP Manager will be looking for updates from behind a firewall, you will select passive FTP mode. User ID and Password
If the custom location you will be downloading updates from requires authentication, use the User ID and Password fields to allow access. Leave these blank if authentication is not required. Website URL FTP Server File Server
If using HTTP to download updates from a web server, enter the website URL in this field. Although you have selected HTTP as the protocol, the website URL still must include 'http://' as in the example given in parenthesis. The specific directory on the website which contains the update package should be listed in the Directory field.
If using FTP to download updates from an FTP server, enter the server name in this field. The server name does not include the protocol (ftp://) and should not include the directory on the FTP server. Only the server name should be entered here, as in the example given in parenthesis. The specific directory on the FTP site which contains the update package should be listed in the Directory field.
If using UNC to download updates from a file server, enter the file server name in this field. Network drive locations in the format '\\networklocation' are supported as well as mapped and local drives using drive letter designation, as in 'D:'.
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The specific directory on the file server which contains the update package should be listed in the Directory field.
Directory / Subdirectory
Once the website URL, FTP server name, or file server name has been used to initiate a connection, the HACCP Manager program will have to navigate to the appropriate directory to find the updates. Enter the directory and subdirectory in this field. This will be the location where you have unzipped the update package (available here). Examples: If you have unzipped the update package on your web server so that the new files and directories are in 'http://www.website.com/updates/cooperatkins/', you would enter 'http://www.website.com' in the Website URL field and 'updates/cooperatkins' in this field. If you have unzipped the update package on your FTP server so that the new files and directories are in 'ftpservername.com/updates/cooperatkins/', you would enter 'ftpservername.com' in the FTP Server Name field and 'updates/cooperatkins' in this field. If you have unzipped the update package on a network file server so that the new files and directories are in '\\fileserver\updates\cooperatkins\', you would enter '\\fileserver' in the File Server Name field and 'updates\cooperatkins' in this field.
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Security
The HACCP Manager offers two forms of security. Database Security prevents unauthorized changes to the settings, menus, checklists, etc. in your HACCP Manager program. Handheld Security introduces Personal Identification Numbers (PINs) to ensure the correct user name is associated with temperature and checklist records. Database Security Enabling Database Security locks and password protects the Menu Programming page of the HACCP Manager software. To prevent inadvertent locking of the Menu Programming page, the Master Security Password must supplied when enabling this security feature. When the Menu Programming page is locked, the Database page will display by default when the application is launched. The database can be unlocked by any user account which has Manager permissions by selecting the user name and providing that user's password. By default, each user is created with a password of "Welcome" which should be changed for security purposes. This feature is disabled until the Master Security Password has been set. Handheld Security Enabling Handheld PINs requires each user of the handheld to enter a five-digit Personal Identification Number (PIN) after selecting their name. The temperature recording and checklist functions on the handheld are locked out until a valid user name and PIN are selected. Handheld PINs can be changed by typing the new PIN in the Handheld PIN column of the user list. Up to five digits (0-9) can be entered as a PIN. On the handheld, PINs of fewer than five digits are leftpadded with zeros, as shown in the following example. If your PIN is... Enter this on the handheld... 1
00001
123
00123
12345
12345
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Print User PINs A list of user names and PINs can be printed and stored in a secure location for reference. Because this feature exposes all user PINs, the Master Security Password must be supplied before the print function will work. This feature is disabled until the Master Security Password has been set. Permission Levels
To maintain database security, two levels of user permissions can be set. Standard permissions allow a user to access only the Database page of the HACCP Manager program when the application is locked. Manager level permissions allow the user to unlock the database with their password and access the Menu Programming page. Enter or Change PIN
PINs can be entered and changed by simply typing the new PIN in the 'Handheld PIN' column of the user list. For security, user PINs are not displayed for all to see. Enter or Change Password Manager level users can set and change their password by clicking the 'Enter Password' button in the 'Database Password' column of the user list. When changing a password after a password has been set, the user will be prompted for the old password. If the old password has been lost or forgotten, the Master Security Password may be used instead.
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Master Security Password
Master Security Password
A Master Security Password must be set in order to enable database security. To set the Master Security Password, Select "Set Master Password" from the "Settings" menu. You will have to be logged on to your computer as a system administrator. Be sure to retain this password in a secure location, as you will need it to enable database security and to unlock certain features of the HACCP Manager software, such as printing user PINs and resetting forgotten passwords. Set Master Password To enable database security, click the this menu option. You must be a system administrator to set the Master Security Password. Save this password in a secure place, as it is required to change forgotten user-level passwords, print the user/PIN list, and enable/disable database security. Lock Database Once database security has been enabled, the database can be locked by selecting Lock Database from the Settings menu. This will leave the Database tab available to all users, but only allow users with Manager level permissions to access the Menu Programming tab. Once the database has been unlocked by a user with Manager level permissions, it can be locked again by selecting this menu option.
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