Analysis type has been removed from Animal Feed samples; all samples are
now created as Chemical
National Ref
Unique sample reference number allocated by the SFSD Desktop application.
Sample Number
Use this space if you wish to continue using your own reference.
This is the number by which the sample can be identified by the Local Authority.
Office
If your organisation has a number of offices branches in
different locations, names for each of the offices can be added to, and
then selected from, the drop down list. This can be set up in the
reference drop down menu or in the set up menu. Please contact your SFSD
System Administrator regarding this.
Sample Officer
Where your local authority/council has a number of officers taking
samples, names for each of the officers can be added to, then selected
from, the drop down list
Sample date
This should be the date that the sample was taken. The
date is selected by clicking on the tab to reveal the calendar.
The following shortcuts are available: tod(ay),
tom(orrow), y(esterday), m(onday), tu(esday), w(ednesday), thu(rsday),
f(riday), sa(turday), su(nday).
Time (24hr)
This should be the time that the sample was taken.
LAEMS Business ID
(Select from drop down list)
This data has to be imported from your premises database.
Once imported into SFSD Desktop and a business is selected, the Premises
Name and Addresses will populate automatically.
This is the unique identifying code of the business that is listed in
your premises database (e.g. APP; CAPS etc).
A premises list keyword search can be performed in the selection dialog. Entering part of a name will trigger a search of the premises name and return all premises whose name contains the charaters entered.
When you type in any element of the premises address the list will filter and find what’s in your premises uploaded data automatically.
Premises Name
This is the name that the business from which the sample was taken is
trading under. This information will usually be imported from your
premises database as part of the start up and regular configuration.
For more information, please refer to the SFSD Desktop System
Configuration Guide [Please contact your local SFSD Desktop
Administrator for more information]
Address
The address of the premises from which the sample was
taken. This information will usually be imported from your premises
database as part of the start up and regular configuration. For more
information, please refer to the SFSD Desktop System Configuration
Guide [Please contact your local SFSD Desktop Administrator for more
information]
Post Code
The postcode of the premises from which the sample was
taken. This information will usually be imported from your premises
database as part of the start up and regular configuration. For more
information, please refer to the SFSD Desktop System Configuration
Guide [Please contact your local SFSD Desktop Administrator for more
information]
Approval/reg. Number
The Approval/registration number from which the sample was taken. This
information will usually be imported from your premises database (e.g.
APP; CAPS etc).
Feed risk category
The category in which the business was rated at the last food safety
primary inspection. This information will usually be imported from your
premises database (e.g. APP; CAPS etc).
Premises type
Sub category into which the premises from which the sample was taken
should be placed. These premises sub-categories agree with the SFSD
return (i.e. Manufacturer of compound feeds).
If you are manually selecting the description and your Local Authority Management system is using the LAEMS descriptions please note the corresponding SFSD Desktop Descriptions
LAEMS Description
** SFSD Description**
Primary producers
Producers of feed materials
Manufacturers, Processors
Manufacturers of compound feed stuffs
Livestock Farms
Animal farms
Food Businesses Supplying Co-Products
Other feed businesses
Importers
Importers and representatives of establishments in third countries
Distributors/Transporters
Intermediaries, distributors, and retailers
Retailers
Intermediaries, distributors and retailers
Stores
Stores of feed materials
Purchase cost
The amount paid for the sample (if appropriate). Feed samples taken
formally are normally taken from a batch consisting of more than 6Kg and
taken from the place of packing/manufacture. You should follow your own
authority’s policy with regard to payment for feed samples.
Analysis Cost
This is an optional field and is only included for
Local Authority use. The actual cost of analysis of the sample can be
entered here.
Enforcement/investigation – these are samples which have been taken in
response to a particular incident, allegation or contravention.
Sample Type
Formal/informal. These descriptors will suit whether the
sample is routine, complaint, survey or other.
Formal
Formal samples are taken in the manner as prescribed in The
Feeding Stuffs (Sampling and Analysis) Regulations 1999 and submitted to
an accredited laboratory.
Note
N.B. Formal samples submitted for agricultural analyst must be
accompanied by a statement to the effect that the sample was taken in
the prescribed manner in accordance with the legislation if the
officer intends to take legal action.
Informal
Informal samples are samples which have not been taken in
accordance with the Sampling and Analysis regulations. They are also,
however, submitted to an accredited laboratory. They do not require an
accompanying statement.
Follow up sample
If this sample was taken following on from a preceding sample (e.g. after the first sample failed)
Index sample number
This is the number relating to the first sample taken, in order that preceding samples can be linked to this
Select Surveillance or Monitoring by choosing and option.
Sample was taken as part of a survey
This applies where a number of samples are all taken for a specific survey purpose (e.g. a set time period during which monitoring of a specific product is undertaken).
Survey Body
The name of the body or organisation that is
instigating/coordinating the survey e.g. Food Standards Agency etc.
Survey Ref
This reference number allows all samples forming part of
the survey to be linked. The first part of the survey number will
normally be provided by the ‘Survey body’ (see above) to show that the
sample forms part of the wider survey, with an option to add further
identifying numbers for each sample if required (to allow identification
of each unique sample forming part of the larger survey).
Click on the Description tab next to the Reason tab at the
top to access this window.
Brand name
Text here
Feed Description
The name that the product is sold under. Do not enter the name of the retailer if the product is just sold there and do not just repeat the name of the food.
For:
pre-packed branded products, enter the brand name, eg ‘Heinz’ or ‘Kellogg’s’.
pre-packed own branded products, typically from supermarket chains, enter ‘[Retailer] own label’, eg ‘Tesco own label’, ‘Asda own label’.
food sold loose, eg from a staffed counter in a supermarket or fresh
fruit and vegetables, if a brand name can be identified, use it
(bearing in mind that it could be ‘own label’). If not, enter ‘No
brand’.
ingredients/packaged goods sold in a restaurant/café/takeaway, if a
brand name can be identified, use that. If not, enter ‘No brand’.
meals, enter ‘No brand’.
A basic description of the type of feed sampled where there is a name
laid down by law. (This must be used). In most instances, the feed
type will be one of those prescribed by law. For example, a
Complementary Feed.
Animal Species
The type of animal species the feed has been produced
for in conjunction with the list contained in the Feeding Stuffs
Regulations. This list is provided via the drop-down menu
Category
See Category tree (Next Page)
Sub Category
This will populate with feed category once selected in category tree
Additional Product Information
This allows the officer to enter free text.
Statutory Statement information
Information that is prescribed by feed legislation which must accompany the feed at the point of its final destination in the supply chain (i.e.
the product label on pre-packed feed or the delivery docket on feed
delivered loose from bulk).
Business type
Business types can either be entered free text or via the drop-down menu provided (i.e. Distributor).
Manuf. approval/reg. no
A dedicated number allocated to the feed business operator by the local authority in accordance with the Feed Hygiene Regulation.
Business name Address (Label)
Enter details from label on feed or select “Use main address” to pull in the address details from the Admin tab to save time.
Importer (if appropriate)
Enter importer details if appropriate. If the sample has not been sampled at the point of importation and the name of the Importer is contained on the product label, enter this information at this point.
Country of Origin
If the Country that the food originated from is available from the product label, select the country form the drop-down menu.
Category Tree
This is accessible via the “Category Tree” button
Once the Category Tree button has been selected you will be presented
with the search screen.
The box shown below is where you input your keyword/s in order to search
the category tree. The example below demonstrates the process of searching for
and selecting “Binders”
As you type, the system will dynamically search through the category
tree displaying any descriptions that contain or match your search
criteria.
You will notice that each result is prefixed with L1 or L2; these
represent the different sub category levels within the category tree.
Note
The level 2 description is required to to proceed,
so in the event that the L1 and L2 descriptions are the same i.e.
“Drinking Water” the L2 description should be selected)
Once you have accepted the category (Accept Selected button) all of the
relevant category fields within the Sample description screen are
automatically filled in.
Click on the Additional tab next to the Description tab at
the top to access this window.
Packaging provided
The way in which the product was packaged for sale (if applicable). Select from the drop down menu (i.e. pre-packed/not pre-packed).
Package size
Declared on product packaging. The number of units should be entered here.
Package units
The unit of measurement stated on the product packaging e.g. gm, Kg, ml, etc. These units are contained in the drop-down menu provided.
Batch No
The batch number allows for traceability. Prescribed by the Feeding Stuffs Regulations, and is, in general, found on the label attached to the product.
Durability
The way that durability is entered will depend on the information on the label. For example, ‘best before’/‘best before end.’ There is a provision for the officer to enter the day, month and year.
Condition
This is the storage condition in which the product is in at the point of sampling i.e. at ambient temperature, chilled, frozen etc. This can be selected from the drop-down list. There is also a provision that allows the officer to enter free text if ‘other’
Click on the Analysis tab next to the Additional tab at the top to access this window.
Sample was taken in compliance with COP and relevant legislation:
The prescribed method for taking formal samples is contained in the Feeding Stuffs (Sampling and Analysis) Regulations 1999. Guidance for taking of samples can also be found in guidance produced by LACORS and in the Food Standards Agency’s document ‘Practical Sampling Guidance For Food Standards And Feeding Stuffs”.
In the event of any legal action being taken, the sample must betaken in accordance with the legislation and in Scotland must be corroborated (i.e. a formal sample must be witnessed).
Explanation
If the sample was not taken in compliance with the
COP/legislation (i.e. an informal as opposed to a formal sample), the officer can enter
an explanation in the free-text box provided.
Laboratory
Names of the relevant labs that samples are to be sent to
will have been pre-installed into the drop-down menu (i.e. Brigadoon
Scientific Services).
Analysis - Routine (or as defined by the laboratory) analysis required?:
Select ‘yes’ if you require the routine suite of analysis to be
undertaken by the laboratory. If ‘no’ is selected, the officer has the
opportunity to select the exact type of analysis required by clicking on
the Analysis Builder drop down menu (e.g. if the officer only wishes the
analysis of heavy metals or certain additives). See Analysis Builder
(next page)
Additional information if required. Including contract code:
Free text box - Allows the officer to input further information and the contract code if known
Analysis Builder:
If tests other than routine are required to be undertaken on the sample
(i.e. ‘no’ has been answered to the “Is routine analysis
required”), the Analysis Builder can be used to select from a list of
common analysis types.
The “Analysis Builder” is activated by clicking the Analysis
Builder button
The following window opens allowing you to select the analysis options
displayed:
The Analysis builder has been updated for version 8 of SFSD Desktop and
now works more like the Category Tree screen. You have a search box on
the right and a tree list of the items on the right.
By typing in the search box you get a list on the right hand side of the
results for the search, click on of the results highlights the item on
the left. Ticking the highlighted item will insert it into the bottom
box. Can can also click on the items in the bottom box and the item will
also be highlighted in the tree list. This allows you to easily add and
remove items.
In the following screen we have entered “zinc” in the search box which
has listed 3 results.
We can now click on the Feed additives: trace elements: Zinc entry and
click the check box to add the item to the sample.
Once we have entered all the required Analysis we can close the form and accept entries by selecting the Use Selected option.
The analysis types appear as a list in the Analysis required text box.
