ADL Instructions for Reporting Test Results -- February 2016.pdf

APPROVED

INSTRUCTIONS FOR THE

REPORTING OF MICROBIOLOGICAL

AND FAT TEST RESULTS IN

SPREADSHEET AND COMMA-

SEPARATED VALUES (CSV) TEXT

FILE (DATABASE) FORMAT

Agricultural Marketing Service (AMS) Livestock, Poultry and Seed (LPS) Program

Food Safety and Commodity Specification (FSCS) Division Room 2628 S-Bldg, Phone: (202) 692-0342

Supersedes: Instructions for the Reporting of Microbiological and Fat Test Results in Spreadsheet and Comma-Separated Values Text File (Database)

Format, March 2015 – changes from previous requirements in blue

Effective: February 2016

Approved by _________ CMS Date Issued: 03/01/09 Date Revised: 02/29/16

100 Overview

110 The Department of Agriculture (USDA), Agricultural Marketing Service (AMS), Livestock, Poultry, and

Seed Program procures a variety of meat, poultry, egg products, and aquatic foods that are distributed to participants in the National School Lunch Program (NSLP) and other Federal nutrition assistance programs. Products destined for distribution through USDA must meet product-specific microbiological testing requirements in addition to fat content requirements. The need for timely and accurate laboratory sample results and analysis of the results is critical to AMS, its suppliers, and the health and safety of those receiving these commodities. AMS enters into service contracts with laboratories to conduct the required microbiological and fat testing and to analyze and report results/summaries of the data.

120 These instructions are applicable to the AMS Designated Laboratories (ADL’s) that provide microbiological and fat testing and analysis for Federal nutrition assistance programs.

DDoersch

CMS

200 Scope

210 This document outlines the responsibilities and procedures of an ADL in the reporting of test results in spreadsheet and CSV text file format to AMS and/or its contractors/suppliers.

300 Reference Documents

310 USDA Meat Testing Services Solicitation (Effective Versions)

320 Applicable AMS Federal Purchase Program Specifications (FPPS) (Effective Versions; FPPS)

400 Responsibilities of the ADL on Data Accessibility

410 Spreadsheet Format:

411 The ADL shall record microbiological and fat test results on spreadsheets and make such spreadsheets readily available to AMS and its contractors/suppliers. Spreadsheets shall be generated daily if there are new results to be reported. Spreadsheets shall contain all available results through 11:59 pm Eastern Standard Time of the previous day, and be available for download by AMS and its contractors/suppliers each day between beginning at 12 am and 8 am Eastern Standard Time. New spreadsheet shall only be uploaded when there are new results to report. When a new spreadsheet is available for download, the ADL shall remove/replace older versions of the spreadsheet.

412 The ADL shall establish and maintain a secure website or FTP site to make the spreadsheets available for download. AMS and its contractors/suppliers shall be given access to the site through a user name and password. The ADL shall maintain a single spreadsheet for each eligible, active supplier/contractor on a fiscal year (FY) basis (October through September). At the completion of the FY, spreadsheets shall be archived and maintained in accordance with the requirements of the USDA Meat Testing Services Solicitation and the ADL’s approved technical proposal. The spreadsheets shall be made available to AMS for archiving.

413 Each spreadsheet shall be named using the following format: [EST#]-[PRODUCT TYPE]-[ADL]-[TIME STAMP]. EST # is the company’s establishment number as represented in the Food Safety Inspection Service’s (FSIS) Public Health Information System (PHIS). Under FSIS’ PHIS, the leading zeroes are removed, the final letter (“M”, “P” or “G”) is moved to the front, and a “-” is used to separate plants with multiple ID’s. Examples of establishment numbers as represented in PHIS are M675 and M24-P18217.

PRODUCT TYPE will be one of the allowable values: BonelessBeef, FinishedProduct, Fat5, Fat10, Fat15, CookedDicedChicken, UnpastWholeeggs, PastWholeeggs, or AllPurposeEggMix. [NOTE: The results for fat content shall be reported separately for each of the end product fat content targets (i.e., separate spreadsheet for ground beef products with a targeted average of 15% fat, for the beef patties-90/10, and for the lean beef patties)]. ADL will be a three digit alphabetic code designated in the laboratory’s approved technical proposal and pre-approved by the FSCS Division. TIME STAMP will have 2 digit numbers for the month, day, year, hour (24 hour clock), minute, and second that the file is created (e.g., 070111071545). Examples of acceptable file names are M675-BonelessBeef-LAB-070111071545, M24- P18217-FinishedProduct- LAB-070111071545, and M675-Fat15-LAB-070111071545.

420 CSV Text File (Database) Format:

421 The ADL shall report microbiological and fat test results in CSV text file format to AMS. The data from the

CSV files will be uploaded by AMS into an AMS database. The ADL’s shall transfer all new data (from the past 24 hours) from all vendors in CSV format to AMS’ secure FTP site. CSV files shall be uploaded daily between 12 am and 8 am Eastern Standard Time. Should there be no new data to send, the CSV files shall only contain the header.

422 Daily correspondence between AMS and each ADL will occur outlining the daily counts (data points) to be uploaded to the database. Reciprocated correspondence “handshake” validating this outreach will follow each occurrence. Applicable members of the Food Safety and Commodity Specification (FSCS) Division shall be copied on correspondence. Should there be no new data for a given day, this activity is not required.

423 AMS is responsible for establishing and maintaining a secure FTP site for the ADLs to upload CSV files.

ADLs will be given access to their own individual secure FTP sites by AMS through a user name and password.

424 The ADL shall transfer the data from all vendors in one file for boneless beef, one file for finished product, one file for fat, one file for cooked diced chicken, one file for unpasteurized whole eggs, one file for pasteurized whole eggs and one file for all purpose egg mix. The files shall be named with an extension .csv for each of the products e.g., bonelessbeef.csv, finishedproduct.csv, and fat.csv, etc., respectively.

Using this file naming system, each day’s file shall overwrite the previous day’s file.

430 Concurrent to the daily uploading activities to the FTP site and CSV database, the ADL shall execute a multiple-day, redundant data upload to each of these streams. The multiple-day, redundant data upload shall be designated in the ADL’s approved technical proposal and pre-approved by the FSCS Division.

500 Instructions

510 The instructions are broken down into seven sections that contain the specific reporting requirements for boneless beef, finished product, fat test, cooked diced chicken, unpasteurized whole eggs, pasteurized whole eggs, and all-purpose egg mix results. The tables below instruct the ADL on how to set up the fields to be reported and the format in which they are to be reported.

520 The finished product data shall be sorted in order of 1) production date, 2) lot number, and 3) sublot number. The boneless beef and fat data shall be sorted in order of 1) production date and 2) lot number.

For boneless beef data, if samples are recorded on the sample request form in consecutive order and are logged into the laboratory system accordingly, then sample number may be the best field to use to sort date and lot into chronological order.

530 When microbiological and fat tests have statistical process control (SPC) requirements, as indicated in the applicable FPPS, the ADL shall supply the SPC results in their respective designated fields within the spreadsheet and CSV file as applicable. SPC values shall be maintained by the ADL so that the supplier’s process capability assessment can be determined, as described in Appendices of the applicable FPPS, and the supplier’s history can be analyzed.

600 Quality Assurance

610 Each ADL shall employ internal, daily and weekly (associated with the two upload activities) data upload validation checks in accordance with the requirements of the USDA Meat Testing Services Solicitation and as outlined in its approved technical proposal.

620 AMS will employ external, data upload validation checks on a variable-frequency basis dependent on each ADL’s data management performance.

Instructions for Reporting Results of Boneless Beef Microbiological Testing

Column Column Heading Field Description Instructions on Field Format and Values

1 Est_Number This field will identify the supplier that the sample and test result will be attributed to.

Use the supplier's FSIS Establishment Number as represented in FSIS’ PHIS. To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs).

The allowable values for this field are the establishment numbers of the suppliers on AMS' list of eligible suppliers. The list of eligible suppliers can be found at:

http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Meat‐Fish.pdf [NOTE: The establishment number should be reported using FSIS’ PHIS format. Under FSIS’ PHIS, the leading zeroes are removed, the final letter (“M” or “P”) is moved to the front, and a “-” is used to separate plants with multiple id’s. Examples of establishment numbers as represented in PHIS are M675 and M24-P18217. If an establishment has two id’s, the ADL is to use both establishment numbers separated by a “-“.]

2 Company This field will identify the company name of the supplier that the sample and test result will be attributed to.

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the company names of the suppliers on AMS' list of eligible suppliers. The list of eligible suppliers can be found at:

http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Meat‐Fish.pdf

3 Production_Date

This field identifies the day that the product represented by the sample was manufactured.

The date will be provided by the supplier on the sample form.

The date should be reported in the mm/dd/yyyy format.

4 Lot_Number This field identifies the lot represented by the sample. This will be a unique number provided by the supplier on the sample form.

Use the identification number (alpha, numeric, or combination) provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

5 USDA_Contractor

This field will identify the contractor that boneless beef will be utilized by for finished product. The contractor will be provided by the supplier on the sample form.

Use the contractor's FSIS Establishment Number as represented in FSIS’ PHIS.

See instructions for Est_Number.

6 Material_Description

This field will identify the type of product being tested. The product type will be provided on the sample form filled out by the supplier/contractor.

[Note: ADL should make changes to their sampling form to reflect the new material descriptions and numbers.]

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable product descriptions are:

211-T1 212-S

LFTB

7 Sample_Selection

This field will identify if the test results from a lot were randomly selected by the laboratory to be utilized for assessing the process capability of the supplier, as per the FPPS.

The allowable values to be reported for this field are:

SPC

Non-SPC

8 Pounds_Produced This field identifies the pounds of product represented by the sample. The value will be provided on the sample form.

Pounds should be a numeric value with no decimal places.

9 Sample_Number This field will identify the unique number of the sample being tested.

The sample number is to identify the laboratory conducting the analysis, the calendar year that the analysis is being conducted, and a unique identifier of the sample being tested. The sample number should be reported in the following format (example):

LABYY12345678900 (16 character maximum).

Use the allowable three digit code to identify the laboratory. The year is to be a two digit number representing the calendar year the analysis was conducted. For the remaining portion of the sample number, use the sample identification system of your laboratory.

10 APC

This field will report the result of the Aerobic Plate Count (APC) test.

The test result is a number with no decimal place. If there are no colonies on the plates for the 10-1 dilution, report the < 10 Colony Forming Units (CFU)/gram (g) as 9 (when a test result is preceded with a less than (<) symbol, the value to be reported will be the number minus one). If a sample is too numerous to count, plate additional prepared dilutions to accurately count and report the CFU. If additional dilutions are not available, the value to be reported shall be the highest enumerable value plus one.

11 APC_CPU

This field is the display of the APC process capability value (CPU) of 20 consecutive lots (including the last recorded result) as defined in Appendix A of FPPS.

CPU is a numeric value with two decimal places. The calculation of the CPU (with an upper specification limit only) = ((USL – Process Average) / Standard Deviation)/3. The calculation of the standard deviation is based on all individual data points in the rolling 20. [NOTE: If all test results (values) of the rolling 20 are the same, resulting in a standard deviation of 0, then a CPU cannot be calculated and the field display should be 99999.

12 Coliform This field will report the result of the total coliform test.

The test result is a number with no decimal place. If there are no colonies on the plates for the 10-1 dilution, report the < 10 CFU/g as 9.

13 Coliform_CPU

This field is the display of the total coliform process capability value (CPU) of 20 consecutive lots (including the last recorded result) as defined in Appendix A of FPPS.

See Instructions for APC_CPU.

[NOTE: When a CPU cannot be calculated, the field display should be 999.]

14 Generic_E_coli This field will report the result of the generic Escherichia coli (E. coli) test. See Instructions for Coliform.

15 Generic_E_coli_CPU

This field is the display of the generic E. coli process capability value (CPU) of 20 consecutive lots (including the last recorded result) as defined in Appendix A of FPPS.

See Instructions for APC_CPU.

[NOTE: When a CPU cannot be calculated, the field display should be 999.]

16 Potential_E_coli_O157_H7 This field will report the result of a positive reaction with the screen test (i.e., BAX® E. coli O157:H7 MP test).

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0.

17 Presumptive_E_coli_O157_H7

This field will report the result of a sample that has typical colonies, observed on Rainbow® Agar, and reacts specifically with O157 antiserum.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0.

18 E_coli_O157_H7 This field will report the confirmed result of the E. coli O157:H7 test.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0.

19 E_coli_O157_H7_Cl

This field is the display of the central line value (Cl) which indicates the incidence of positive E.

coli O157:H7 results as defined in Appendix A of FPPS.

Cl is a numeric value with two decimal places. The Cl is the calculated process average, mean, or x-bar based on all individual data points in the rolling 20.

20 Potential_Salmonella This field will report the result of a positive reaction with the screen test (i.e., BAX® System for Screening Salmonella).

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0.

21 Salmonella This field will report the confirmed result of Salmonella test. See Instructions for E_coli_O157_H7.

22 Salmonella_Cl This field is the display of the Cl which indicates the incidence of positive Salmonella results as defined in Appendix A of FPPS.

See instructions for E_coli_O157_H7_Cl.

23 Potential_E_coli_Non-

O157_STEC

This field will report the result of a positive reaction with both screen tests (stage 1 – for the stx and eae genes and stage 2 – for one or more of the target serogroup (O26, O45, O103, O111, O121, O145) genes). Both screen tests are run concurrently.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0. Lots (rows) not randomly selected for Non- O157_STEC testing will have this cell intentionally left blank.

24 Presumptive_E_coli_Non-

O157_STEC

This field will report the result of a sample that has typical colonies, observed on Rainbow® Agar, and reacts specifically with one or more of the target serogroup (O26, O45, O103, O111, O121, O145) antiserum.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0. Lots (rows) not randomly selected for Non- O157_STEC testing will have this cell intentionally left blank.

25 E_coli_O26 This field will report the confirmed result of the E. coli O26 test.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0. Lots (rows) not randomly selected for Non- O157_STEC testing will have this cell intentionally left blank.

26 E_coli_O45 This field will report the confirmed result of the E. coli O45 test.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0. Lots (rows) not randomly selected for Non- O157_STEC testing will have this cell intentionally left blank.

27 E_coli_O103 This field will report the confirmed result of the E. coli O103 test.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0. Lots (rows) not randomly selected for Non- O157_STEC testing will have this cell intentionally left blank.

28 E_coli_O111 This field will report the confirmed result of the E. coli O111 test.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0. Lots (rows) not randomly selected for Non- O157_STEC testing will have this cell intentionally left blank.

29 E_coli_O121 This field will report the confirmed result of the E. coli O121 test.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0. Lots (rows) not randomly selected for Non- O157_STEC testing will have this cell intentionally left blank.

30 E_coli_O145 This field will report the confirmed result of the E. coli O145 test.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0. Lots (rows) not randomly selected for Non- O157_STEC testing will have this cell intentionally left blank.

31 Status

This field is the display of the eligibility status of supplier as determined according to the FPPS.

The status of the supplier will be supplied by AMS to the ADL to incorporate into the spreadsheet field. Status will be classified as process capable (P) or conditional (C).

The allowable values to be reported for this field are:

P C

Instructions for Reporting Results of Finished Product (Ground Beef) Microbiological Testing

1 Est_Number This field will identify the contractor that the sample and test result will be attributed to.

Use the contractor's FSIS Establishment Number as represented in FSIS’ PHIS. To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the establishment numbers of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at:

http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Meat‐Fish.pdf [NOTE: The establishment number should be reported using FSIS’ PHIS format. Under FSIS’ PHIS, the leading zeroes are removed, the final letter (“M” or “P”) is moved to the front, and a “-” is used to separate plants with multiple id’s. Examples of establishment numbers as represented in PHIS are M675 and M24-P18217. If an establishment has two id’s, the ADL is to use both establishment numbers separated by a “-“.]

2 Company This field will identify the company name of the supplier that the sample and test result will be attributed to.

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the company names of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at:

http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Meat‐Fish.pdf

3 Production_Date

This field identifies the day that the product represented by the sample was manufactured. The date will be provided by the contractor on the sample form.

The date should be reported in the mm/dd/yyyy format.

4 Lot_Number

This field identifies the lot represented by the sample. This will be a unique number provided by the contractor on the sample form.

Use the identification number (alpha, numeric, or combination) provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

5 Material_Description

This field will identify the type of product being tested. The product type will be provided on the sample form filled out by the contractor.

[Note: ADL should make changes to their sampling form to reflect the new material descriptions and numbers.]

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The following is a list of allowable material numbers:

100158 110085 100159 100154 100154-T1 110261 110260 110349 110350 110082 110348 110347 110346 110163 110270

6 Sample_Selection

Each ground beef lot is subject to a sublot sample selection strategy. This sublot strategy is defined in the FPPS. There will be multiple sublot samples per lot (one for every approximate 10,000 lbs. of production, as described in the FPPS). The sublot sample will be utilized for assessing the process capability of the contractor, as per the FPPS.

The allowable values to be reported for this field are:

SPC

7 Sublot_Number This field identifies the number of the sublot sample being tested.

Use a numerical coding system to identify the sublot samples (i.e., 1, 2, 3).

8 Pounds_Produced

This field identifies the pounds of product represented by the sample. The value will be provided on the sample form. The contractor is required to supply the pounds of product represented by each sublot sample, as per the FPPS.

Pounds should be a numeric value with no decimal places.

9 Sample_Number This field will identify the unique number of the sample being tested.

The sample number is to identify the laboratory conducting the analysis, the calendar year that the analysis is being conducted, and a unique identifier of the sample being tested. The sample number should be reported in the following format (example):

LABYY12345678900 (16 character maximum).

Use the allowable three digit code to identify the laboratory. The year is to be a two digit number representing the calendar year the analysis was conducted. For the remaining portion of the sample number, use the sample identification system of your laboratory.

10 APC This field will report the result of the Aerobic Plate Count (APC) test.

The test result is a number with no decimal place. If there are no colonies on the plates for the 10-1 dilution, report the < 10 Colony Forming Units (CFU)/gram (g) as 9 (when a test result is preceded with a less than (<) symbol, the value to be reported will be the number minus one). If a sample is too numerous to count, plate additional prepared dilutions to accurately count and report the CFU. If additional dilutions are not available, the value to be reported shall be the highest enumerable value plus one.

11 APC_CPU

This field is the display of the APC process capability value (CPU) of 20 consecutive lots (including the last recorded result) as defined in Appendix A of FPPS.

CPU is a numeric value with two decimal places. The calculation of the CPU (with an upper specification limit only) = ((USL – Process Average) / Standard Deviation)/3. The calculation of the standard deviation is based on all individual data points in the rolling 20. If all test results (values) of the rolling 20 are the same, resulting in a standard deviation of 0, then a CPU cannot be calculate and the field display should be 99999.

12 Coliform This field will report the result of the total coliform test.

The test result is a number with no decimal place. If there are no colonies on the plates for the 10-1 dilution, report the < 10 CFU/g as 9.

13 Coliform_CPU

This field is the display of the total coliform process capability value (CPU) of 20 consecutive lots (including the last recorded result) as defined in Appendix A of FPPS.

See Instructions for APC_CPU.

[NOTE: The display value for this field when a CPU cannot be calculated is 999.]

14 Generic_E_coli This field will report the result of the generic Escherichia coli (E. coli) test. See Instructions for Coliform.

15 Generic_E_coli_CPU

This field is the display of the generic E. coli process capability value (CPU) of 20 consecutive lots (including the last recorded result) as defined in Appendix A of FPPS.

See Instructions for APC_CPU.

[NOTE: When a CPU cannot be calculated, the field display should be 999.]

16 Potential_E_coli_O157_H7 This field will report the result of a positive reaction with the screen test (i.e., BAX® E.

coli O157:H7 MP test).

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0.

17 Presumptive_E_coli_O157_H7

This field will report the result of a sample that has typical colonies, observed on Rainbow® Agar, and reacts specifically with O157 antiserum.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0.

18 E_coli_O157_H7 This field will report the confirmed result of the E. coli O157:H7 test.

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0.

19 E_coli_O157_H7_Cl

This field is the display of the Cl which indicates the incidence of positive E. coli O157:H7 results as defined in Appendix A of FPPS.

Cl is a numeric value with two decimal places. The Cl is the calculated process average, mean, or x-bar based on all individual data points in the rolling 20.

20 Potential_Salmonella This field will report the result of a positive reaction with the screen test (i.e., BAX® System for Screening Salmonella).

The test result is a numeric value with no decimal place. A positive test result is to be recorded as 1 and a negative result is to be recorded as 0.

21 Salmonella This field will report the confirmed result of Salmonella test. See Instructions for E_coli_O157_H7.

22 Salmonella_Cl

This field is the display of the Cl which indicates the incidence of positive Salmonella results as defined in Appendix A of FPPS).

See instructions for E_coli_O157_H7_Cl.

23 Status

This field is the display of the eligibility status of contractor as determined according to the FPPS. The status of the contractor will be supplied by AMS to the ADL to incorporate into the spreadsheet field. Status will be classified as process capable (P) or conditional (C).

The allowable values to be reported for this field are:

P C

Instructions for Reporting Results of Finished Product (Ground Beef) Fat Testing

1 Est_Number This field will identify the contractor that the sample and test result will be attributed to.

Use the contractor's FSIS Establishment Number as represented in FSIS’ PHIS. To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the establishment numbers of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at: http://www.ams.usda.gov/AMSv1.0/commoditypurchasing [NOTE: The establishment number should be reported using FSIS’ PHIS format. Under FSIS’ PHIS, the leading zeroes are removed, the final letter (“M” or “P”) is moved to the front, and a “-” is used to separate plants with multiple id’s. Examples of establishment numbers as represented in PHIS are M675 and M24-P18217. If an establishment has two id’s, the ADL is to use both establishment numbers separated by a “-“.]

2 Company This field will identify the company name of the supplier that the sample and test result will be attributed to.

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the company names of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at:

http://www.ams.usda.gov/AMSv1.0/commoditypurchasing

3 Production_Date

This field identifies the day that the product represented by the sample was manufactured.

The date will be provided by the contractor on the sample form.

The date should be reported in the mm/dd/yyyy format.

4 Lot_Number This field identifies the lot represented by the sample. This will be a unique number provided by the contractor on the sample form.

Use the identification number (alpha, numeric, or combination) provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

5 Material_Description

This field will identify the type of product being tested. The product type (i.e., material description) will be provided on the sample form filled out by the contractor. The fat content and process capability of the contractor will be assessed separately for product with the same targeted fat content (i.e., ground beef products with a targeted average of 15% fat, the beef patties-90/10, and the lean beef patties).

[Note: ADL should make changes to their sampling form to reflect the new material descriptions and codes.]

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The list of allowable material descriptions are:

15% Fat Lean Beef Patties Beef Patties-90/10 [NOTE: Results for fat content are to be reported on separate spreadsheets for each of the end product fat content targets.]

6 Sample_Number This field will identify the unique number of the sample being tested. This number is to be assigned by the laboratory.

The sample number is to identify the laboratory conducting the analysis, the calendar year that the analysis is being conducted, and a unique identifier of the sample being tested. The sample number should be reported in the following format (example):

LABYY12345678900 (16 character maximum).

Use the allowable three digit code to identify the laboratory. The year is to be a two digit number representing the calendar year the analysis was conducted. For the remaining portion of the sample number, use the sample identification system of your laboratory.

7 Average_Fat This field will report the result of the average fat percentage of the four samples units representing the lot of product being tested.

The test result is a numeric value with two decimal places.

8 Sample_1 This field will report the fat percentage result of the 1st sample unit of the lot represented by the sample.

The test result is a numeric value with two decimal places.

9 Sample_2 This field will report the fat percentage result of the 2nd sample unit of the lot represented by the sample.

The test result is a numeric value with two decimal places.

10 Sample_3 This field will report the fat percentage result of the 3rd sample unit of the lot represented by the sample.

The test result is a numeric value with two decimal places.

11 Sample_4 This field will report the fat percentage result of the 4th sample unit of the lot represented by the sample.

The test result is a numeric value with two decimal places.

12 Fat_Cpk

This column is the display of the FAT process capability value (Cpk/CPU) of 20 consecutive lots (including the last recorded result) as defined in FPPS.

Cpk/CPU is a numeric value with two decimal places. For the products with an upper specification limit only (i.e., NTE 10% fat patties), the calculation of the CPU = ((USL – Process Average) / Standard Deviation)/3. For products with an upper and lower specification limit (USL and LSL, respectively), the calculation of the Cpk = ((Smallest Difference between the USL or the LSL and the Process Average) / Standard Deviation)/3. For a more detailed instruction on how to calculate CPK, see Appendix A of the FPPS). The calculation of the standard deviation is based on all individual data points in the rolling

20. If all test results (values) of the rolling 20 are the same, resulting in a standard deviation of 0, then a Cpk/CPU cannot be calculate and the field display should be 99.

13 Status

This field is the display of the eligibility status of contractor as determined according to the FPPS. The status of the contractor will be supplied by AMS to the ADL to incorporate into the spreadsheet field. Status will be classified as reliable (R) or unreliable (U).

The allowable values to be reported for this field are:

R U

Instructions for Reporting Results of Cooked Diced Chicken Microbiological Testing

1 ADL name This field will identify the laboratory analyzing the sample

Use the allowable three digit code to identify the laboratory as discussed in Section 413.

2 Est_Number This field will identify the contractor that the sample and test result will be attributed to

Use the contractor's FSIS Establishment Number as represented in FSIS’ PHIS. To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the establishment numbers of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Poultry‐Egg.pdf [NOTE: The establishment number should be reported using FSIS’ PHIS format. Under FSIS’ PHIS, the leading zeroes are removed, the final letter (“P”) is moved to the front, and a “-” is used to separate plants with multiple id’s. A vendor may have establishments at more than one location and they should be identified with the establishment number assigned by FSIS for a given location.

Eg. The establishment number for Crider Inc, at Stillmore, GA is 27424P.

3 Company This field will identify the company name of the supplier that the sample and test result will be attributed to.

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the company names of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at:

http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Poultry‐Egg.pdf

4 Production_Date

This field identifies the day that the product represented by the sample was manufactured.

The date will be provided by the contractor on the sample form.

The date should be reported in the mm/dd/yyyy format.

5 Sample_Number/Lot number

This field will identify the unique number of the sample being tested.

Use the identification number provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

6 Sub lot number This field will identify the unique number of the Sub lot of the sample as provided by the contractor

Use the identification number provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

7 Salmonella This field is for reporting the results for Salmonella the sample is tested for.

The results of the test for this organism is reported as positive (1) or negative (0).

8 L. monocytogenes This field is for reporting the results for L.

monocytogenes the sample is tested for

The results of the test for this organism is reported as positive (1) or negative (0).

9 SPC (aerobic plate count)

This field identifies the group of aerobic organisms grown on nutrient agar.

The values reported are in colony forming units (CFU)/gram sample.

These values are whole number without any decimal place.

10 Coliform This field identifies total coliforms in the sample The values are reported in CFU/gram sample without decimal place.

11 E.coli This field identifies total generic E.coli in the sample The values are reported in CFU/g sample without decimal place.

Coagulase positive

Staphylococcus. aureus This field identifies the total counts for coagulase positive Staphylococcus. aureus The values are reported in CFU/g without decimal.

Instructions for Reporting Results of Unpasteurized Liquid Whole Eggs Microbiological Testing

1 ADL name This field will identify the laboratory analyzing the sample

Use the allowable three digit code to identify the laboratory as discussed in Section 413.

2 Company This field will identify the company name of the supplier that the sample and test result will be attributed to.

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the company names of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at:

http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Poultry‐Egg.pdf

3 Est_Number This field will identify the contractor that the sample and test result will be attributed to

Use the contractor's FSIS Establishment Number as represented in FSIS’ PHIS. To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the establishment numbers of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Poultry‐Egg.pdf [NOTE: The establishment number should be reported using FSIS’ PHIS format. Under FSIS’ PHIS, the leading zeroes are removed, the final letter (“G”) is moved to the front, and a “-” is used to separate plants with multiple id’s. Examples of establishment numbers as represented in PHIS is, 21683G. A vendor may have establishments at more than one location and they should be identified with the establishment number assigned by FSIS for a given location.

Eg. the establishment number for Sparboe Foods at Boyden IA is 1238G and at New Hampton, IA is 21683G.

4 Production_Date

This field identifies the day that the product represented by the sample was manufactured.

The date will be provided by the supplier on the sample form.

The date should be reported in the mm/dd/yyyy format.

5 Sample_Number/Lot number

This field will identify the unique number of the sample being tested.

Use the identification number provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

6 SPC (aerobic plate count)

This field identifies the group of aerobic organisms grown on nutrient agar.

The values reported are in colony forming units (CFU)/gram sample.

These values are whole number without any decimal place.

7 Coliform This field identifies total coliforms in the sample The values are reported in CFU/gram sample without decimal place.

8 E.coli This field identifies total generic E.coli in the sample The values are reported in CFU/g sample without decimal place.

Instructions for Reporting Results of All Purpose Egg Mix Microbiological Testing

1 ADL name This field will identify the laboratory analyzing the sample

Use the allowable three digit code to identify the laboratory as discussed in Section 413.

2 Company This field will identify the company name of the supplier that the sample and test result will be attributed to.

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the company names of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at:

http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Poultry‐Egg.pdf

3 Est_Number This field will identify the contractor that the sample and test result will be attributed to

Use the contractor's FSIS Establishment Number as represented in FSIS’ PHIS. To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the establishment numbers of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Poultry‐Egg.pdf [NOTE: The establishment number should be reported using FSIS’ PHIS format. Under FSIS’ PHIS, the leading zeroes are removed, the final letter (“G”) is moved to the front, and a “-” is used to separate plants with multiple id’s. Examples of establishment numbers as represented in PHIS is, 21683G. A vendor may have establishments at more than one location and they should be identified with the establishment number assigned by FSIS for a given location.

Eg. the establishment number for Sparboe Foods at Boyden IA is 1238G and at New Hampton, IA is 21683G.

4 Production_Date

This field identifies the day that the product represented by the sample was manufactured.

The date will be provided by the supplier on the sample form.

The date should be reported in the mm/dd/yyyy format.

5 Sample_Number This field will identify the unique number of the sample being tested.

Use the identification number provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

6 Lot Number This field identifies the lot represented by the sample. This will be a unique number provided by the supplier on the sample form.

Use the identification number (alpha, numeric, or combination) provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

7 SPC (aerobic plate count)

This field identifies the group of aerobic organisms grown on nutrient agar.

The values reported are in colony forming units (CFU)/gram sample.

These values are whole number without any decimal place.

8 Salmonella This field is for reporting the results for Salmonella the sample is tested for.

The results of the test for this organism is reported as positive (1) or negative (0).

9 Coliform This field identifies total coliforms in the sample The values are reported in CFU/gram sample without decimal place.

10 Moisture This field is for reporting the result for moisture content of the sample. The test result is a numeric value with one decimal place.

11 Palatability This field is for reporting the result for the palatability score for the sample. The test result is a numeric value with one decimal place.

Instructions for Reporting Results of Pasteurized Whole Eggs Microbiological Testing

1 ADL Name This field will identify the laboratory analyzing the sample

Use the allowable three digit code to identify the laboratory as discussed in Section 413.

2 Company This field will identify the company name of the supplier that the sample and test result will be attributed to.

To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the company names of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at:

http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Poultry‐Egg.pdf

3 Est_Number This field will identify the contractor that the sample and test result will be attributed to

Use the contractor's FSIS Establishment Number as represented in FSIS’ PHIS. To ensure quality data, develop a system that validates against a list of allowable values (e.g., drop-downs). The allowable values for this field are the establishment numbers of the contractors on AMS' list of eligible contractors. The list of eligible contractors can be found at http://www.ams.usda.gov/sites/default/files/media/SellingFood‐ EligibleSuppliers‐Poultry‐Egg.pdf [NOTE: The establishment number should be reported using FSIS’ PHIS format. Under FSIS’ PHIS, the leading zeroes are removed, the final letter (“G”) is moved to the front, and a “-” is used to separate plants with multiple id’s. Examples of establishment numbers as represented in PHIS is, 21683G. A vendor may have establishments at more than one location and they should be identified with the establishment number assigned by FSIS for a given location.

Eg. the establishment number for Sparboe Foods at Boyden IA is 1238G and at New Hampton, IA is 21683G.

4 Production_Date

This field identifies the day that the product represented by the sample was manufactured.

The date will be provided by the supplier on the sample form.

The date should be reported in the mm/dd/yyyy format.

5 Sample Number This field identifies the lot represented by the sample. This will be a unique number provided by the supplier on the sample form.

Use the identification number (alpha, numeric, or combination) provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

6 Lot number This field identifies the lot represented by the sample. This will be a unique number provided by the supplier on the sample form.

Use the identification number (alpha, numeric, or combination) provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

7 Sub-lot number This field identifies the sub-lot represented by the sample. This will be a unique number provided by the supplier on the sample form.

Use the identification number (alpha, numeric, or combination) provided on the sample form. Exercise consistency throughout entering and reporting of these values (i.e., general formatting of data entered should be the same throughout all cells of this column--spacing, underscoring, symbols, capitalization, font, font size) and ensure that lot numbers can be sorted in order.

8 SPC (aerobic plate count)

This field identifies the group of aerobic organisms grown on nutrient agar.

The values reported are in colony forming units (CFU)/gram sample.

These values are whole number without any decimal place.

9 Coliform This field identifies total coliforms in the sample The values are reported in CFU/gram sample without decimal place.

10 Salmonella This field is for reporting the results for Salmonella the sample is tested for.

The results of the test for this organism is reported as positive (1) or negative (0).

11 pH This field is reporting the test results pH value The result is a numerical value reported in with one decimal place.

12 Egg Solids This field is for reporting the test result for egg solids in the sample The result is a numeric value reported with one decimal place.