GS1 Australia Recall Health Services User Guide

GS1 Australia Recall Health Services

Specifications

• Title: GS1 Recall User Guide
• Version: 15
• Date: 13th April 2024
• Doc Type: User Guide

Product Usage Instructions

Disclaimer
THIS DOCUMENT IS PROVIDED “AS IS” WITH NO WARRANTIES WHATSOEVER, INCLUDING ANY WARRANTY OF MERCHANTABILITY, NONINFRINGMENT, FITNESS FOR PARTICULAR PURPOSE, OR ANY WARRANTY OTHER WISE ARISING OUT OF THIS SPECIFICATION. GS1 Australia disclaims all liability for any damages arising from use or misuse of this document or its contents, whether special, indirect, consequential, or compensatory damages, and including liability for infringement of any intellectual property rights, relating to use of information in or reliance upon this document. GS1 Australia retains the right to make changes to this document or its contents at any time, without notice. GS1 Australia makes no warranty for the use of this document and assumes no responsibility for any errors which may appear in the document, nor does it make a commitment to update the information contained herein.

Receiving a Notification
To receive a Notification from an Initiator (Sponsor) your company must be assigned a Company Type of ‘Receiver’ or both Initiator and Receiver in GS1 Recall. The company that initiated the Notification must add your company as a recipient of the Notification.
When an Initiating company selects your company as a Recipient for its Recall Notification and the Notification is issued by GS1 Recall, your users with User Role type of Receiver will be sent an email alert advising them that there is a notification waiting for their action in the GS1 Recall portal.

This email alert will contain several details, including:

• Notification ID (Global Document Type Identifier GDTI)
• Reference ID
• Issuing Company
• Notification Title
• Brief description of product(s) being recalled / withdrawn
• Link to the Recall Letter
• Link to the GS1 Recall Website

To view the notification, you must first log into GS1 Recall. You can also elect to receive SMS alerts when there are GS1 Recall notifications sent to you. This setting can only be activated by the Subscription Administrator.

Locating the Received Notification
Login to GS1 Recall as a Recipient and click on the Received Notifications tab This will display a list of Notifications received by your company.

1. Login to GS1 Recall as a Recipient and click on the Received Notifications tab to view the list of Notifications received by your company.
2. Cross check the reference ID with the ID received in the email to ensure correct notification viewing.
3. Use the plus button on the left-hand side to expand actions and view the notification.

Cross check the reference ID with the ID you received in the email to confirm you are viewing the correct notification.

Once you have clarified which notification you are viewing, use the plus button on the left-hand side to expand a list of actions, and view the notification.

Product Type Filtering
If product type filtering is active, you will only see relevant Notifications based on filters set by the Subscription Administrator. To view all notices targeted to your location, uncheck the Filter by Product Type option. If you have product type filtering active, you will only see Notifications relevant to the filters your Subscription Administrator has activate for you (see Chapter 2 Product Type Filtering). However, if you wish to view all notices targeted to your location, uncheck the Filter by Product Type option.

Reviewing the Received Notification
After clicking ‘view’, you will be redirected to the notification summary where you can view all provided information. After you have clicked ‘view’ you will be redirected to the notification summary. Here you can view a summary of all information provided in the notification.

You can also view the notification details in several ways;

Notification Snapshot
Shows notification ID’s and information on whether the notification is an Update of a previous notification
Notification Information
Holds all information regarding the recall. E.g. GTIN’s, Batch Numbers, Photos to identify the product and information on whether the product is suitable for donation.
Notification Summary
The Summary provides all the necessary information to be able to action the notification quickly. GS1 Recall also allows you to download and view the notification in PDF format.

To download and view the notification in this format, locate the link under the Action section:

• Download PDF
• Summary Notification PDF

The Received Notifications section allows you to perform several functions in the Notification:

• Create xml
• Notes
• Distribute
• Report Progress

Reporting Progress
You will be able to report on the progress of the recall, back to the sponsor using the ‘Report Progress’ option. This option can be used multiple times during the life cycle of the recall to enter progress information. Click on the Report Progress link. The following screen will be displayed;

1. To report progress:
   Click on ‘Report Progress’ and enter progress information multiple times during the recall life cycle.

Notification Details
Clarify the notification you are reporting with information provided. Notification Details gives you a few points of information for you to clarify which notification you are reporting.

CSV Download
Download a CSV file displaying progress report information for viewing or record-keeping purposes after full response to the Notification. For ease of viewing or record keeping, a CSV file can be downloaded which displays all the progress report information.

This is best used once the Notification has been responded to in full.

Updating Notification Corrective Action Status
To report on the Notification Status, select a Corrective Action Status from the drop-down list provided.

• Acknowledged: Use the ‘acknowledge’ status to advise the initiating company that you have reviewed their notification and it will be actioned shortly.
• In Progress : the requested remedy actions have begun to take place
• Completed: Once actioned, use the ‘completed’ status to advise the initiating company that there are no further actions to be taken. Additional information can be added in the comment box below the status.
• Reopened: If the notification was closed prematurely or it needs to be reopened for any reason, adjust the status to Reopened and place a comment in the ‘comment’ box.
• Not impacted: Your company is not affected by this notification

Click add after selecting a status to ensure it saves to the Notification Corrective Action Status History.

Notification Corrective Action Status History
The system maintains a historical record in the Status History Table with timestamps for various status updates. The system keeps a historical record in the Status History Table Unread is time stamped to when the receiver, first received the notification. Received is time stamped when the notification is opened to view its details. All other status updates are time stamped to when the user clicked ‘Add’, in the above step.

Note: ‘In Progress’ can be added multiple times.

File Attachments
Attach files like completed response reports by clicking ‘add attachments’ and then ‘save’. Files can be attached and sent back to the initiator. This could be something like a completed response report. Select your file/s by clicking add attachments and click save.

Item Quantity Reporting
Track item quantities found of the affected item listed in the notification, acknowledging positive and negative numbers. Item status is used to track how many items you have found of the affected item listed in the notification. This field can acknowledge both positive and negative numbers. If the incorrect number is added initially, it can be amended. Example below;

Item Level Reporting
If the initiator has selected Item Level reporting, then you are only required to provide the total quantity of each item on the notification. You can provide item reporting either by Item Report Table or via Item Reporting Import Export feature. To complete item report via Item Report Table, enter items found into the Quantity field and click submit. You can adjust the Unit of measure to a higher level of packaging if you wish.

Comments can also be left to advise further details, such as if a 3rd party reported the quantity, and their specific department or location. To complete item report via Item Report Import Export, first download a copy of the Item Report table, open to edit in Excel, add Item quantities, save, and import back to the portal. This feature is helpful when there are many items for which quantities needs reporting. Please note that when imported, the existing data, if any, in the Item Report Table will be overwritten.

This information will now be visible to the initiating company for status reporting.

Batch Level Reporting
If the Initiator has selected Batch Level Reporting, they require more detailed qty reporting. Batch Reporting is completed separately to Status Reporting. Quantities for each product on the notification need to be entered by tracking code.

Select Batch Reports from the dashboard:

Next, enter the number of products located into Recipient Quantity Found against each of the relevant tracking code

Ensure you click Submit to save your changes

Printing a Notification
Download the PDF of the notification and select the Print option this will allow you to print a copy of the Notification on your local printer.

Using Notes to Communicate with the Initiator
The Add Note functionality enables the Receiver to send a note directly to the Initiating company regarding the received Notification. Once a Note has been created the initiating company will receive an email alert advising them that there is a Note to be reviewed for the Notification. Notes are communicated only between the Initiator company and the Receiver that created the note. Other recipients on the Notification will not receive any communications regarding this note.

Actions to open the Notes feature are:

• Log in to GS1 Recall
• Click the Received Notifications tab
• Click the plus button on the left-hand side of the page to open actions
• Click notes

When a note is sent to a receiver, there will be a (1) next to ‘Notes’ on the radio button on the Received notifications screen, as below:
Any notes that have been sent to the Receiver will be displayed on this screen. You will be able to view these notes and respond to them by clicking on the View link on this screen.

Add a new note

• Click Add New Topic

On the next scree, select your note recipient, in this case, the company initiating the Recall, add your topic and note details

Click Save to send your note to the Initiating company and return to the ‘Note Thread’

You can update or reply to the note should you wish to

Receiving Updated Notifications
An updated notification may be received if the initiator need to communicate new information which could include:

• Additional batches of products have been found to be defective
• Changes to the geographical area affected
• Additional product information becomes available

Updated notification are treated as new notifications and need to be responded to separate from the original. A new email alert will be sent to Recipients and appropriate action can be taken for the updated received notification.

View an Updated Notification
The main dashboard will display the most recent version of a notification. If you wish to view an older version, uncheck the ‘show latest version’ checkbox on the dashboard The reference ID column will display V01, V02, V03, etc for any subsequent updates to a notification. Use the plus button on the left-hand side to expand a list of actions and select view.

Clicking view will take you directly to Notification Summary where you can see if the notification is an update and the reason why it was updated.

Updates require new status reporting to be completed in the Report Progress module.
The Receiver can proceed to report progress, add notes etc. for this updated Notification as per the process in section 4.0 process.

Reminder Notices
As a recipient, you could receive one or all of the below emails. These Reminder Notices will be emailed to reflect reporting statuses that are overdue and require action.

Subscribed Recipients

• The first reminder is to View the Notification: This goes out after 24 hours to the recipient if they have not viewed the notification.
• The second reminder is to View the Notification : This goes out after 48 hours to the recipient if they have not viewed the notification.
• The third reminder is to Start Reporting: T his goes out after 7 days to the recipient if they have not Viewed or Started reporting on the notification
• The fourth reminder is to Complete Reporting: This goes out after 28 days to the recipient if they have not marked the notification as completed

Note: Initiators can adjust the timing of these reminder emails. In some cases, your reminder schedule may differ from above.

Non-Subscribed Recipients

• The first reminder is to View the Notification: This goes out after 24 hours to the non-subscribed recipient if they have not viewed the notification.
• The second reminder is to View the Notification: This goes out after 48 hours to the non-subscribed recipient if they have not viewed the notification.

Bundling Notifications
Received notifications can be bundled together to indicate the notices are related. A new Search field has been added to enable searching of all received notifications across multiple fields:

• Notification Name
• Identifier – GTIN
• Alternate Identifier
• Alternate Identifier Value
• Product Name
• Brand

Note: Notifications that are already bundled will not display from this search field.

Add relevant search text to the Search textbox (1) and select the Search button. A new checkbox is displayed next to each recall and a Bundle name textbox (2) is displayed.

In order to bundle recalls, select the checkbox(s) (3) next to the recalls you wish to bundle and add a name to the bundle textbox.

For each recall that is part of a bundle, the Notification Snapshot View outlines the recalls that are bundled.

Archiving a Notification
A Received Notification can be archived once deemed no longer relevant. To be archived, the notification will need to be put into a ‘Completed’ status. See 4.2. Once the corrective actions Status History entry has the ‘Completed’ status, back in the Received Notification table, you will be able to Archive the notification.

Click on ‘Archive’ and follow the prompts to archive the Received Notification. Once archived you will see a confirmation

Archiving a Received Notification simply moves the notification into Archive status. This does not physically remove the notification from GS1 Recall. The Archived Received Notification can still be accessed within the system. In the Received Notifications main table, changing the Archive Filter to Show Archived Notifications as below will display all archived Notifications. Display an archived Notification by clicking on the Notification Title. Once the Notification is displayed, you can restore it from archive by clicking the ‘Restore’ option on the Notification Workflow section.

FA Q

Q: Can I download the notification details?
A: Yes, you can download a CSV file with all progress report information for record-keeping purposes.

Q: How do I report progress back to the sponsor?
A: Use the ‘Report Progress’ option multiple times during the recall life cycle to enter progress information.

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