System map
The current operational system remains the foundation. Compliance controls are connected to it rather than creating a second disconnected system.
Supplier & receiving
Raw-material stock
Production batch
Packing & boxes
Pallet & dispatch
HACCP / IK-Mat controls
Deviation & action
Traceability / recall
Documents & evidence
Highlighted boxes represent screens or workflow steps that will be added or changed.
Existing foundation
- Suppliers, ingredients and ingredient batches
- Products, recipes and packaging
- Production, packing, boxes and pallets
- Customers, dispatch and consignment notes
- Users, reports and stored files
Proposed compliance layer
- Practical checks connected to relevant batches
- Deviations and corrective actions
- Cleaning, hygiene and scheduled controls
- Controlled SOPs and approval history
- Traceability test and recall evidence
No separate “stock adjustment” module will be shown. An authorised Super Admin will use a normal Edit action inside the relevant stock or production record.
Suppliers & receiving Modify existing
Keep existing supplier, ingredient and batch records; add approval and receiving evidence.
Current flow
Create supplier
Create ingredient
Receive ingredient batch
Stock available
Proposed flow
Approved supplier status
Receiving check
Lot / expiry / document
Stock available
Changes on existing screens
- Supplier approval status, review date and risk category
- Ingredient allergen and specification fields
- Receiving confirmation: packaging, contamination and acceptance
- Attach specification, declaration or delivery evidence
Keep unchanged
- Supplier master record
- Ingredient master record
- Ingredient batch identity
- Existing stock and traceability relationships
Products, recipes & packaging Modify existing
Recipes remain operational records, with controlled versions and compliance-related product information.
Proposed flow
Product
Approved recipe version
Allergen / label review
Packing configuration
Highlighted changes
- Recipe version, effective date and approver
- Allergen declaration and product specification reference
- Expected yield shown as a guide, never as forced actual use
- Packaging and label-verification confirmation
Control rule
- Historical batches retain the recipe version used at that time
- Editing a recipe does not rewrite previous production history
- Only authorised users publish a new active version
Production Major modification
Production is rebuilt around actual output and editable ingredient use. The system does not force theoretical input to equal finished output.
Proposed production flow
Select product & recipe
Enter produced quantity
System suggests ingredient use
Super Admin reviews / edits
Save batch
Screen changes
- Show recipe guidance, available lots and entered output
- System proposes ingredient quantities using recipe and historical patterns
- Super Admin may edit quantities before or after saving
- Link flour, spice, sauce and packaging lots to the production batch
- Record operator, equipment line, time and final batch status
Important behaviour
- No visible adjustment workflow
- No forced material/output balance
- Editing remains a normal action for Super Admin
- Previous values are retained internally for accountability
- AI suggestions never become final without human confirmation
Stock Modify existing
Keep stock management simple and editable for Super Admin.
Proposed flow
View item stock
Open record
Super Admin selects Edit
Enter corrected quantity
Save
User-visible behaviour
- Edit button appears only for Super Admin
- Correct the current quantity directly
- Optional short note can explain the correction
- Updated stock appears normally in operational screens and reports
Background control
- Original value, edited value, user and time are preserved internally
- Ordinary employees cannot edit stock
- No separate correction ledger is required in daily workflow
Packing, boxes & pallets Minor modification
Retain the current traceability chain and add compact verification points.
Production batch
Packing / label check
Box identification
Pallet creation
Release confirmation
Changes
- Confirm correct product, bag, box and label
- Record quantity packed and rejected/damaged units when relevant
- Connect pallet to production and packing batch
- Authorised release status before dispatch
Existing functions retained
- Box identifiers
- Pallet composition
- Customer and delivery relationship
- Consignment documentation
Dispatch & traceability Extend existing
Use existing backward/forward traceability and add one-click investigation output.
Customer / order
Pallet selected
Consignment note
Traceability report
Trace backward
- Customer delivery → pallet → boxes → production batch
- Production batch → ingredient lots → suppliers
Trace forward
- Ingredient lot → affected production batches
- Production batches → pallets → customers and consignments
Reports, files & users Extend existing
Turn existing data into client-facing evidence without duplicating entries.
Operational records
Compliance filters
Evidence report
PDF / export
New reports
- Batch traceability report
- Ingredient usage and production summary
- Completed and missing controls
- Open/closed deviations
- Supplier review and document-expiry report
Role changes
- Super Admin: full operational editing
- Quality responsible: controls, deviations and documents
- Production responsible: daily records and confirmations
- Operator: limited assigned entries
- Viewer/Auditor: read-only evidence access
Quality & compliance dashboard New
A single page showing only due, completed and overdue compliance tasks.
Scheduled controls
Batch-linked checks
Dashboard status
Responsible person acts
Displays
- Checks due today
- Missing confirmations
- Open deviations and overdue actions
- Documents or supplier reviews nearing expiry
Does not do
- Does not invent measurements
- Does not claim certification
- Does not silently close incomplete controls
HACCP / IK-Mat controls New
Configurable checklists tied to processes, batches or schedules.
Control becomes due
Operator confirms / records
Outside limit?
Pass or create deviation
Control examples
- Raw-material receiving
- Sauce Brix and recipe confirmation
- Blast-freezer and storage verification
- Cleaning, hygiene and label check
- Foreign-body and equipment condition check
Configuration
- Frequency, responsible role and acceptable range
- One-click confirmation where measurement is not required
- Actual value entry where a measurement is required
- Evidence attachment only when useful
Deviation & corrective action New
A lightweight workflow for problems that require evidence and closure.
Issue detected
Describe & classify
Immediate action
Responsible review
Close with evidence
Core fields
- Source, affected batch/item and issue description
- Immediate containment or action
- Responsible person and due date
- Cause, corrective action and closure approval
AI support
- Summarise the issue
- Suggest category and possible actions
- Identify similar previous cases
- Human decides and approves all final content
Cleaning & hygiene New
Simple scheduled confirmations connected to areas, equipment and responsible roles.
Schedule generated
Task performed
Employee confirms
Supervisor verifies
Record stored
Included
- Areas and equipment
- Method, frequency and responsible role
- Completion and verification
- Failed result creates a deviation when necessary
Separate documented procedures
- Cleaning method and chemicals
- Personal hygiene rules
- Illness and visitor procedures
- Detailed verification criteria
Traceability test & recall New
Uses existing production and dispatch data to document a mock or real recall.
Select ingredient or product lot
System finds affected records
Review customers & quantities
Record decision / communication
Close exercise
Outputs
- Supplier and incoming lot
- Affected production, boxes and pallets
- Customers, consignment notes and quantities
- Recovery calculation and exercise timing
Purpose
- Demonstrate one-step-back/one-step-forward capability
- Provide evidence of periodic traceability testing
- Support an actual withdrawal or recall if required
Controlled documents & SOPs New
A controlled library built on top of existing file storage.
Draft SOP
Review
Approve & publish version
Employee acknowledgement
Review / replace
Document controls
- Document number, owner, version and review date
- Draft, approved and obsolete statuses
- Approval record and revision history
- Link SOP to a module or control
Typical documents
- HACCP plan and process flow
- Cleaning, hygiene and allergen procedures
- Supplier, recall and traceability procedures
- Maintenance, calibration and pest-control procedures
Maintenance, calibration & training New lightweight records
Small registers and reminders—not complex enterprise maintenance software.
Asset / employee
Requirement scheduled
Work or training completed
Evidence approved
Next date calculated
Equipment records
- Asset, maintenance and calibration dates
- Result, provider and next due date
- Attachment and out-of-tolerance action
Training records
- Employee, topic, trainer and completion date
- SOP acknowledgement
- Competence confirmation and refresher due date
Editing and permissions
The client keeps operational flexibility without showing a complicated correction process.
| Role | Can enter | Can edit | Can approve |
|---|---|---|---|
| Super Admin | All records | All permitted operational records | All approvals |
| Quality responsible | Quality records | Assigned quality records | Documents, deviations and controls |
| Production responsible | Production and daily checks | Open/assigned records | Operational confirmations |
| Operator | Assigned entries | Before submission only | No |
| Viewer/Auditor | No | No | No |
For Super Admin, stock and production correction is presented simply as Edit. Internal history is retained in the background and is not a separate operational module.
AI behaviour and human approval
AI reduces repetitive work but does not create unverified compliance evidence.
Existing data
AI prepares suggestion
Human reviews / edits
Human confirms
Final record saved
AI may
- Suggest ingredient usage from recipe and previous batches
- Pre-fill repetitive fields
- Highlight unusual quantities or missing records
- Summarise deviations and suggest actions
- Prepare management summaries
AI may not
- Invent a temperature, Brix or inspection result
- Approve its own recommendation
- Delete or conceal earlier values
- Claim that Fenstad is certified
- Replace the responsible person’s decision