Month: September 2021

What is a Barcode System?

Posted: 9/28/2021

Stockroom worker scanning printed barcodes using a wired barcode scanner as part of a maintenance barcode system.

When you think of a barcode system, your first thought is probably a cashier scanning items at the checkout lane at a grocery store. However, the use of barcodes is not limited to a retail environment. Many organizations use a barcode system to improve their asset and inventory tracking practices. This article provides an overview of the main components of a typical barcode system.

What is a Barcode System?

A barcode system is a network of hardware and software used to automate data collection through the use of barcodes. It consists of barcodes, barcode scanners, barcode printers and labels, and barcoding software. For maintenance management purposes, barcoding capability is usually a feature of computerized maintenance management system (CMMS) software.

There are many applications of barcoding in maintenance management, but among the most common uses are asset tagging and MRO inventory management.

Barcodes

Close up view of a 1D barcode label, made up of parallel lines.

A barcode is a representation of data in a coded format, usually in the form of parallel lines or a square of strategically spaced pixels. In simple terms, a barcode is a visual “language” that can be read by scanners and software. Barcodes are generated by barcoding software and printed onto labels using a specialized printer. Each of these components is covered elsewhere in this article.

How Do Barcodes Work

Barcodes are used to represent information that uniquely identifies an asset, such as a name or number. The combination of black and white spaces represents alphanumeric characters that follow preset rules depending on the type of barcode and barcode font being used. When scanned with a laser light from a barcode scanner, the encoded information is translated into readable data.

Types of Barcodes

Examples of 1D and 2D barcodes, including Code 128, Code 39, UPC, and QR

Clockwise from top left: Code 128, 1D; Code 39, 1D; Quick Response (QR) code, 2D; Universal Product Code (UPC), 1D

 

Barcodes are categorized as either 1-dimensional (1D) or 2-dimensional (2D). 1D barcodes are comprised of vertical lines and numbers on a single horizontal line, and are used to encode a small string of alphanumeric characters. 2D barcodes are composed using 2-dimensional symbols and shapes. Due to their increased size and dimension, 2D barcodes are used to encode larger amounts of data.

Within each barcode category are multiple different types of barcodes. Each type of barcode differs in terms of the amount of information it holds, while also considering factors such as business application, type of product, label size, and region where the business operates. Listed below are the most commonly used types of barcodes.

1-dimensional Barcodes

  • Code 39: Oldest type of barcode; number can be any length that fits on the label
  • Code 128: Derived from the American Standard Code for Information Exchange (ASCII) 128 character set (encoding standard for electronic communication); compact and can automatically be switched to shortened version to optimize length
  • Interleaved 2 of 5: Numeric only barcode used for encoding pairs of numbers, so digits must be even
  • Universal Product Code (UPC): Found on nearly every retail item, originally created for grocery stores for quick receipt printing and inventory tracking; must be 11 characters
  • EAN: Subset of UPC, used by booksellers, libraries and universities for book tracking; created from 13 digit ISBN numbers

2-dimensional Barcodes

  • QR: Newest type of barcode; is used to link to web pages, add contacts, scan event tickets, and much more
  • PDF417: A 2D stacked linear barcode used for driver licenses and other government materials; can be linked to more than one file
  • Data Matrix: A 2D square that can encode huge amounts of information in one space; used in electronics and healthcare

Barcode Scanners

A barcode scanner is an input device used to scan or read a barcode with a laser or camera. Like a keyboard, barcode scanners connect to a computer and enter encoded barcode data into a software application such as an inventory management system or CMMS. Barcode scanners can be either wired or wireless.

Wired Barcode Scanners

A wired barcode scanner laying on cardboard boxes in a warehouse.

Wired barcode scanners are commonly used in retail settings to scan barcode labels on larger items that do not fit on the checkout lane belt. They are handheld, but have a cradle like a phone and are connected with a cord.

Wired scanners work well in small stockrooms where the cord can reach where needed, or for barcode scanning small items that are easily moved to the scanner area.  Because wired scanners tether an employee to a workstation, they tend to be viewed as more cumbersome and less convenient than wireless scanners; however, they often cost less.

Wireless Barcode Scanners

Wireless barcode scanners are the most common types of barcode scanners found in an asset management and MRO inventory management environment. Like wired scanners, they are handheld and have a cradle, but are not attached with a cord. Instead, wireless scanners use radio waves to transmit data via a paired USB receiver or Bluetooth connection.

Wireless scanners are preferred over wired barcode scanners because of the mobility afforded to employees. They are easy to carry and can be used to scan assets or inventory in a wider area, though there are some limitations to their range.

Mobile Computer Scanners

A mobile computer with integrated barcode scanner displayed on top of boxes in a warehouse.

The ultimate wireless scanner is a mobile computer with an integrated scanner. These devices combine the processing power of an onboard computer with the scanning functionality of wireless scanners. While wired and wireless barcode scanners must be connected to desktop computer (or laptop) in order to function, mobile computer scanners allow users to move freely and perform tasks anywhere. However, special software, docking hardware, and drivers are required for use.

Barcode Printers and Labels

In order to use barcodes, you must be able to print them. Barcode printers are specialized printers used for printing barcode labels for industrial purposes. There is a wide variety of printer options available, offering different degrees of print volume, mobility, type of printing, and printing technology. In addition, organizations must consider the type and size of barcodes to use, as well as the material used for barcode labels. They must withstand different operating environments such as hot, cold, dusty, or wet locations.

Barcode Software

Barcode software generates the 1D or 2D barcodes that get printed onto labels and read by scanners. While there are many standalone barcode software options available on the market, many do not offer the MRO inventory management capabilities required for maintenance management.

Fortunately, many CMMS solutions include barcoding functionality, so no dedicated barcode software is required. Organizations that desire to implement a barcode system are responsible for selecting compatible scanners, printers, and labels.

Barcoding with FTMaintenance Select

FTMaintenance Select barcode capability saves you time in identifying your assets and introducing a high level of accuracy into your organization’s everyday data entry activities. Leverage our consulting services to explore how you can integrate a barcode system into your existing inventory management, asset management, and work order management processes. Contact us today to learn more about the FTMaintenance Select barcode system.

What is Safe Quality Food Certification?

Posted: 9/21/2021

Loaves of bread, which meet Safe Quality Foods standards, coming down a conveyor belt.

Food and beverage manufacturers must comply with myriad food safety and quality requirements. In addition to regulations required by law, organizations throughout the food supply chain are also required to meet additional food safety standards in order to do business. Safe Quality Food (SQF) is one such example. This article provides an overview of SQF and how computerized maintenance management system (CMMS) software can help organizations achieve SQF certification.

What is Safe Quality Food (SQF)?

Safe Quality Food is a food safety management certification used to control food safety risks, and is managed by the Safe Quality Food Institute, a division of the Food Marketing Institute (FMI). SQF standards are based on Hazard Analysis and Critical Control Point (HACCP) guidelines, which focus on analyzing and controlling food safety hazards. In addition, SQF incorporates principles laid out in the ISO 9001 standards, the international standards and requirements for quality management systems (QMS).

Originally developed in Australia in 1994 as one set of food safety standards, SQF has evolved into a suite of standards that encompass the entire food supply chain including:

  • Food, ingredient, and food packaging manufacturing
  • Consumer products packaging
  • Animal feed and pet food manufacturing
  • Storage, transportation, distribution, and logistics
  • Catering operations
  • Agricultural packing and farming

Today, SQF standards are recognized by the Global Food Safety Initiative (GFSI) as a benchmark certification program for the food and beverage industry. While it is not required by law to obtain SQF certification, many retailers and manufacturers require it from their business partners.

SQF Certification

SQF-certified organizations are ones that have successfully implemented a food safety and quality program that meets SQF standards. Organizations can obtain 3 levels of certification, described below. Note that each higher certification level encompasses all the standards and requirements of that level and the level below it.

  • Level 1 SQF certification addresses issues related to basic food safety, and covers Good Agricultural Practices (GAPs), Good Manufacturing Practices (GMPs), and Good Distribution Practices (GDPs).
  • Level 2 SQF certification covers HACCP-based food safety planning.
  • Level 3 SQF certification focuses on food quality as well as food safety.

As mentioned earlier, SQF certification is typically required by an organization’s business partners. They dictate the level of certification needed. Therefore, it is important for organizations to know their firmographic (basic information about their business-to-business partners and vendors), and requirements of other companies with whom they work.

SQF Certification Process

According to the Safe Quality Food Institute, the SQF certification process involves the following steps:

  1. Learn about the SQF code
  2. Register your company in the SQF assessment database
  3. Designate an SQF practitioner
  4. Choose the level of certification
  5. Obtain proposal from SQF-licensed certification bodies
  6. Conduct a pre-assessment (optional)
  7. Choose a certification body and schedule an audit
  8. Conduct the certification audit

Since the results of SQF certification are tied to food safety, the certification process is necessarily rigorous, taking between 6 months and 2 years. This timeline depends on many factors including existing certifications, level of certification to be achieved, training, dedicated resources, and availability of outside assistance, if necessary.

The Role of Maintenance in SQF Certification

By nature, maintenance activities introduce multiple risks to food safety and quality. For example, employees may contaminate equipment surfaces that touch food. Parts, tools, or debris can fall into product if equipment and openings are not properly covered. Bacteria or pests may make their way into food production or storage areas if not properly managed.

To help their organization meet SQF and other quality management requirements, maintenance departments must carefully plan, schedule, perform, and document maintenance work. These tasks are especially challenging for organizations that rely on manual maintenance tracking systems, which is common in the maintenance industry.  However, the SQF certification process necessitates the implementation of a well-organized maintenance management system, such as computerized maintenance management system (CMMS) software.

Further Reading: Why Food and Beverage Manufacturers Need to Invest in a CMMS

CMMS and Safe Quality Food Compliance

CMMS software addresses many maintenance management needs of organizations pursuing SQF certification.  Let’s take a look at a few examples from the SQF Food Safety Code for Manufacturing, Edition 9, Part B, Module 11, Section 11.2 and discuss how a CMMS can be used to meet the standard. The latest SQF codes are available on the SQFI website.

11.2.1.2: Routine maintenance of plant and equipment in any food processing, handling, or storage areas shall be performed according to a maintenance control schedule and recorded. The maintenance schedule shall be prepared to include buildings, equipment, and other areas of the premises critical to the maintenance of product safety.

This standard has to do with preventive maintenance (PM). It says that routine maintenance for food manufacturing assets should be scheduled and documented. CMMS software offers powerful work order scheduling functionality, with the ability to customize maintenance schedules to virtually any date-based or run-time based schedule. When work orders are completed, the system automatically creates a maintenance history for the asset.

11.2.1.3: Failures of plant and equipment in any food processing, handling, or storage areas shall be documented and reviewed, and their repair(s) incorporated into the maintenance control schedule.

This standard addresses how to manage asset failures. In addition to planned maintenance, CMMS software tracks corrective maintenance (CM) events as well. Unplanned CM is carried out in response to failures, with the work order serving as documentation of such failures. Organizations that perform advanced failure analysis may also track asset failures using CMMS failure codes.

The second part of this standard states that the resolution of a failure must be worked into the maintenance schedule. This work usually takes the form of a proactive maintenance technique such as preventive or predictive maintenance (PdM). CMMS software makes it easy to create new recurring work orders and adjust future schedules accordingly.

11.2.2.3: Maintenance staff and contractors shall remove all tools and debris from any maintenance activity once it has been completed, and inform the area supervisor and maintenance supervisor, so appropriate hygiene and sanitation can be conducted and a pre-operational inspection completed prior to the restarting of site operations.

As described earlier, maintenance personnel present a high risk of contaminating food products simply by doing their jobs. Standard 11.2.2.3 addresses issues that may arise after maintenance work is complete. It requires technicians to check the area for any parts and tools involved in the repair, clean any dirt or debris from the asset, and notify another person when work is complete. Organizations may document clean-up procedures by creating PM tasks or attaching relevant documentation to work orders.

Achieve SQF Certification with the Help of FTMaintenance Select

FTMaintenance Select allows organizations in the food and beverage industry to maintain their equipment and facility assets while ensuring the safety and quality of food products. It provides a single platform for planning, scheduling, documenting, and optimizing maintenance activities and tracking maintenance resources. Schedule a demo today to learn more about how FTMaintenance Select can help you meet SQF requirements.