HACCP manual editions and hazard analysis

What is an edition of the HACCP manual?

It’s each signed version of your food safety plan: 1, 2, 3… The plan starts «in draft», with no number. Approving it makes it «in force» and gives it an edition number. A manual in force can’t be edited or deleted: to change it, create a new edition. When you approve that one, the previous edition becomes «archived», kept exactly as it was.

Activation and first approval: Adding equipment and control points.

Which changes need a new edition?

You need a new edition to:

• Change the «Activity profile» or the boxes describing what happens in your kitchen.
• Monitor less: retire a control, loosen a frequency, increase the grace period or remove a day the business is open.
• Change the hazard analysis or the manual sections.

You don’t need one for these, which are done on the manual in force:

• Adding controls with «Refresh controls», with a reason that is printed next to the control.
• Tightening a frequency or cutting the grace period.
• Designating or handing over the responsible person and the deputy.

How do I create a new edition?

Only the account owner or an administrator can, never under impersonation. In «HACCP» → «Records»:

1. At the foot of the plan in force, press «Create new edition».
2. Fill in «What is being revised, and why», with at least 15 characters. That text is printed next to the edition.
3. Press «Create the edition».

This signs nothing; it creates a draft. Above the record book you’ll see the notice «There is a new draft edition of the plan awaiting approval», visible to every management user. While it exists the button isn’t offered: only one draft per site.

What gets copied and what is kept?

• Copied, if your account’s country hasn’t changed: your profile, your boxes, the person responsible and your controls with their frequency and criteria, plus the declared verification and any process procedures already adopted.
• The hazard analysis and the manual sections are not copied. You have to declare them again in the draft; in Spain the catalog proposals come back as pending review.
• The edition in force stays in force until you approve the new one: your site is never left without a manual.
• The signature and sealed content of each edition are never rewritten.
• If your account’s country has changed, the new edition starts empty for the current country: no controls, criteria or frequencies are copied from the previous country. If a draft from the previous country was left over, remove it first with «Discard draft».

«Discard draft» removes a draft only if it has no records. The previous signed manual is preserved.

How do I review the hazard analysis?

Inside the draft, in the «Review the draft before signing» block. Only the owner or an administrator can edit it, never under impersonation, and only while it’s a draft.

In Spain, the analysis comes with proposals from the catalog marked «Template proposal; requires operator review». Outside Spain (CODEX), hazards are always the operator’s own. For each hazard:

1. Under «Review», choose «Adopt», «Leave pending» or «Not applicable (with reason)». The reason is mandatory if it doesn’t apply.
2. Set the «Significance (optional)» and its reason.
3. Write the «Adopted preventive measure» and the «Planned corrective procedure».
4. Press «Save declaration».

To adopt several proposals at once, tick «I have reviewed this proposal and want to adopt it» on each one and press «Adopt selected reviewed proposals». The batch only adopts hazards: preventive measures, corrective procedures, sections and links are still outstanding.

For a hazard that isn’t on the list, open «Add operator hazard»: «Name», «Hazard type» (B, Q, F or A), «Hazard stage» (ET01 to ET14), «Source» and, if you like, «Origin».

How do I link a hazard to a control point?

Once a hazard is adopted, its link form appears. Choose the control point, write the «Reason» and, where relevant, the «Scope» and the «Classification justification». Press «Adopt link with reason». The class (PCC, PPRO or PPR) is the control point’s own. To remove it, use «Remove draft link». A hazard with links can’t be set back to pending or not applicable: remove its links first.

Which manual sections need completing?

Five: «Team and roles», «Scope, products and activity», «Intended use and consumers», «Flow · proposed stages and operator note» and «On-site confirmation». Each one is marked «Documented» (with its «Declaration»), «Pending» or «Not applicable, declared by the operator» (with its «Reason»). A documented on-site confirmation asks for «Person», «Date» and «Confirmation performed».

Plan verification is also declared in the draft: prerequisites and verification.

How do I sign and activate the new edition?

At the end of the review, press «Approve plan». The dialog reloads the outstanding items, asks «Who signs the manual?» (a person’s first and last name) and, if that matches the company name, asks you to confirm you are signing as a person. For a new edition it warns you: «The control points in force will become the ones in this new edition».

• You can’t sign, among other blockers the dialog lists, a manual with no controls, with a CCP that has no critical limit, or without a named responsible person.
• Outstanding documentation items don’t stop you signing, but the edition is shown as «Edition approved with N outstanding documentation items; it does not establish a complete HACCP system».
• If the manual changes while you’re reviewing it, signing is rejected and you have to review it again.

On approval, the previous edition is archived in the same step. In Spain the next review is set one year out; outside Spain (CODEX) no date is set automatically.

What happens to records already made?

• While you review, the team keeps recording against the edition in force, and the draft creates no gaps: the new edition only applies from its approval.
• Everything recorded under the previous edition stays in the book, with its original references. No new records can be added to its points, but voiding is still available under its usual rules (Record book).
• An open breakdown carries over to the new edition, without stating that it was repaired.

Where can I see the signed analysis?

In «HACCP» → «Temperatures» → «View report & print», section «A. HACCP plan manual» → «1. Hazard analysis», marked «Approved manual · sealed content». Editions approved before this review existed show as «Historical snapshot unavailable»: they don’t get an analysis made up afterwards.

Does it depend on my subscription?

Documenting the analysis and creating editions only requires being the owner or an administrator. Your subscription decides which controls the manual can include: fridge, freezer and hot-holding temperatures with Mise Pro, every other record type with Mise Pro HACCP. Reading and printing what’s already recorded never depends on your plan.

Known limits

• Miselup doesn’t validate or certify your hazard analysis: it documents what your establishment decides and signs.
• An adopted proposal isn’t a documented procedure, and a suggested link isn’t a fact: both have to be declared.