Qualtrax Compliance Software

Complying with food safety and regulatory standards requires daily attention to the production area, product inspection, and audits. Using AuditMatic in conjunction with Qualtrax allows you to eliminate the reams of paper that are generated during daily, shift and even hourly facility oversight. By collecting plant floor inspection and audit data on rugged handheld computers, you can be assured that work is being performed in a timely and thorough way, and that the accumulated food safety compliance data is stored in a database, making it actionable and visible to your team. To see AuditMatic in action, watch the short video below.

Your customers require audits and third party certifications. The industry is embracing tools for automation as the complexity and importance of compliance is increasing. GFSI has aimed to provide a commonly accepted framework and consolidation is the promise. This is not the reality. You are not the only one that feels this way, and you are certainly not the only one trying to make sense of all of the different standards. We’ve helped others, and we can help you. Managing food safety compliance requirements and taking appropriate action is much simpler when you use Qualtrax.

Problem: Mike has requirements to meet SQF level 2, has bi-annual Silliker audits and has specific customers visit nearly every month. He can’t afford to be burdened with inefficient processes and administrative tasks. He needs to know at a glance what’s happening, where we are at any point in time and be able to act swiftly to address key food safety compliance issues so he’s ready for an audit anytime.

Solution: Using Qualtrax, Mike is able to easily assess all of his requirements by each standard or even deeper by individual element of the standard. Qualtrax can associate any key process or document to the associated standard or sub-element of the standard. So, if Mike needs to know what corrective actions have been issued over a certain period of time or what key documents still needs to be approved for compliance to section 4.1.1 of SQF, it’s all there at his fingertips a couple clicks away. Plus, now he can quickly track down responsible parties and ensure on-time completion of record reviews, trainings, and inspection logs in minutes.

Managing Customer Complaints from inception to resolution is critical to maintaining customer satisfaction, supplier standards, and regulatory compliance. Paper-based processes are time-consuming and drain valuable resources.

Problem: Karen just received a customer complaint phone call from her largest customer. She emails Scott, the QA Manager, and informs him of the non-conforming product that was received by their customer. Scott then has a discussion with the shipping department and accounts payable informing them of the refund and replacement. Scott then emails customer service and the sales department to inform them of the issue's resolution. Only after all this time and multiple departmental interactions is the process documented.

Solution: Karen received a customer compliant and instantly opens Qualtrax and launches a workflow to record the details of the incoming complaint as the customer discusses the issue. She clicks a button and an email with a summary of the issue is sent to all affected departments. Each department is assigned tasks to complete within Qualtrax to resolve the complaint. Priority is established and documentation and audit trails automatically are recorded with each department and individual actions. Time to resolution and administrative work has dramatically reduced.

Corrective and Preventative Actions are the backbone of an effective quality management program. Without an effective system for documentation, timely response and reaction, and subsequent preventative programs implemented, the result can be very costly. The problem most food companies have is not documenting the corrective actions but being able to provide a timely response through resolution, demonstrating an audit trail of actions taken for food safety compliance, and assigning a responsible authority for each step of the workflow.

Problem: Jessica is currently trying to keep up with four different CAPAs from various departments within the company. Each CAPA is in a different phase of completion. Keeping track of progress and communicating progress to the necessary parties is a time drain.

Solution: Jessica gets each CAPA started electronically in Qualtrax. (In fact, one was automatically initiated based on a non-compliant reading taken on a cook line.) Jessica can set up daily reports to come directly to her email to track each CAPA’s progress. The different steps are routed from person to person electronically, so Jessica’s day is suddenly open again and she no longer needs to waste her time worrying about each CAPA’s progress. The information she needs comes directly to her inbox.

How much time do you spend each day managing documents, ensuring accurate records are available for auditors, customers, and internal stakeholders? It doesn’t matter if you’re reviewing, revising, circulating, printing, filing, faxing, scanning, mailing, or just storing a document. The bottom line is that document management costs you time and money, and Qualtrax can help you overhaul the way you currently think of document management. Let Qualtrax work for you and alleviate the cost and burden of administrative overkill as it provides electronic approval and access, efficient storage, document identification numbers that can easily be searched, automatic review, a full audit trail of previous document revisions, and a fully reportable indexed document system.

Problem: Ben’s company produces hundreds of documents each week that all need to be retained (transactions, shipping records, logs, etc.) for auditing and QA purposes. (This doesn’t even include employee training documentation.) All of these documents have to be stored in a place where they can easily be found, and the documents just keep piling up. Each page passes through Ben’s hands, and is being stored and managed on premise (until it can’t fit anymore and it’s shipped to an expensive storage warehouse).

Solution: All of the documents that Ben once managed are now in Qualtrax and are tracked electronically. When new documents come in, they are entered into the system and are immediately tracked, stored, and instantly available for the appropriate personnel (including auditors). Ben has reduced the amount of time he spends managing documents, the cost of space, and the cost of paper products.

Making sure employees are current on company policies and procedures is an absolute requirement to ensuring properly trained staff and compliant employment records. This becomes a difficult task when you have different functional groups with different requirements for job-specific training, especially if you have several different locations. Managing training records and certifications takes time and can be exhausting and expensive to manage, but it’s often more costly when not managed appropriately in the form of NR’s, and it’s easy to make small errors that can cost you when you’re audited.

• How do you make sure everyone’s trainings are up to date?
• Did the new hire get all the training they need to work in their role or group?
• When you give a promotion, how do you track which additional trainings are needed?
• What about competency sign-offs to ensure the training was effective?
• If someone switches roles, do their new training requirements follow them and get accomplished?

Qualtrax can help you seamlessly manage all of these issues with its training management tool.

Problem: Erika is manually managing her company’s training records, but it’s hard to really know where bottlenecks in the training process are occurring from employee to employee. Her spreadsheet just isn’t cutting it. To add to the trouble, competency checks are required, so that’s one more level of communication that she’ll have to deal with manually.

Solution: Using Qualtrax, Erika sets up various groups in the system, and when a new employee is hired into that group, that employee’s training will be accounted for. Erika can pull a quick report to see where there are gaps in required trainings. There’s even a report to show that competency sign-offs are required and whether or not they’ve been completed. All of this information is communicated automatically and electronically, so now Erika doesn’t have to second guess herself when it comes to maintaining training records.