The success of your temperature monitoring depends heavily on how well users work with it. By clearly delineating responsibilities and roles and smartly setting up authorizations, you ensure that your solution performs at its best. In this article, we share best practices for implementing and managing temperature monitoring, based on our experience in the pharmaceutical and healthcare industries.
Maximizing your temperature monitoring: the role of users
How to set up temperature monitoring optimally for your people working with it.
What happens after installation?
After your temperature monitoring system is installed, the sensors are in the right places and the system begins collecting temperature and other data. At this point, it is important to consider questions such as: who will receive alarm notifications, and when? A common mistake is to send notifications to as many people as possible, which can lead to confusion and the risk that no one will take action.
In addition, it is essential to consider who should have access to the system and what privileges these users have. In organizations with multiple locations or branches, the requirements may vary from one branch to another. By discussing this carefully with your partner, you ensure that the system is set up correctly from the beginning and users remain motivated to work with it.
Grip on roles and responsibilities
Modern temperature monitoring often focuses on quality management. In many organizations, a quality manager, such as a Responsible Person (RP) or Quality Assurance Manager, is the lead user. This person manages alarm settings and follow-up procedures. From this role, other users can be created and controlled, providing oversight and control over usage.
It is important to make arrangements about who contacts the vendor with questions or problems. This keeps communication clear, especially in urgent situations. A good supplier is aware of the regulations and makes changes only with the permission of an authorized person, such as the RP.
Alarms and follow-up
Not every user has the same responsibilities in the system. For example, the QA department determines settings and roles, while a warehouse manager may be responsible for alarms in the warehouse. This does not mean, however, that just anyone can log off alarms. In a validated environment, an approval process is often required before an alarm is finally signed off.
With modern temperature monitoring systems, you can assign roles and authorizations that precisely match users’ duties and responsibilities. This not only helps structure operations, but can also lead to improvements in internal workflow.
Authorizations and accessibility
With efficient user authorizations, you can assign visibility and authority to different employees or departments. This is especially useful in organizations with multiple sites or departments. A high-end temperature monitoring solution lets you determine which users are allowed to see which locations or departments. The better solutions, such as those from Dyzle, even allow you to assign authorizations by sensor or means of transport.
By dividing responsibilities smartly, you can ensure that the right people have access to the relevant data, while the quality department maintains oversight and direction.
Testing and checking
Testing and checking user settings is an essential part of management. During the initial implementation this is often done with your vendor, but it is also important to check the settings regularly after changes in personnel or equipment. By doing this at least quarterly, you prevent problems and ensure that alarm notifications always reach the right people.
Tips and advice
As you have read, users are critical to the success of your temperature monitoring. Make sure responsibilities and roles are clear so users feel involved in ensuring quality. Here are some important tips:
- Map out in advance who will be working with the system.
- Define roles, rights and authorizations before setting up the system.
- Test and check user settings regularly.
- Choose a temperature monitoring system that offers user settings to suit your operation.
Would you like to know more about setting up your temperature monitoring optimally? Feel free to contact us for no-obligation advice.
