Inspection Verification 

7/18/2016 

PHIS INSPECTION VERIFICATION (PART 1) 

Objectives 

After completing this section of the training, participants will be able to: 

1. Navigate the Inspection Results page in PHIS 

2. Record the result of an inspection task in PHIS 

3. Document the regulations verified during the performance of a inspection task 

4. Create an Inspection Note in PHIS 

Documenting Inspection Task Results in PHIS 

FSIS intends to use the results of inspection tasks and information about 

establishment operations to guide policy development and target Agency 

resources to those activities that will best protect public health. To assist with 

these types of decisions, the Public Health Information System (PHIS) is 

designed to capture information about inspection tasks such as: 

1. Which regulatory requirements IPP verified, and whether they observed 

compliance or noncompliance; 

*************************************************************************************** 

Note: PHIS will prompt IPP to select the specific regulatory requirements that 

they verified while performing the inspection task from a list. The list contains 

mandatory regulatory requirements that must be verified during the 

performance of the inspection task. The list also includes non-mandatory 

regulatory requirements that may be verified. In this context, “mandatory” 

does not mean that an establishment has to meet only that regulation and 

not the others in the list. Establishments must still meet all applicable 

regulations. “Mandatory” means that IPP must verify that regulation before 

they can mark the inspection task as “completed” in PHIS. Mandatory 

regulations in the list of regulations will have a blue highlight. 

**************************************************************************************** 

2. How IPP verified the regulatory requirements (e.g. recordkeeping or review 

and observation). 

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Inspection Task Status Definitions 

Each inspection task has a status displayed in PHIS. The task statuses are 

defined in the following table. 

Status in PHIS Definition 

Inspection Task Not Open (blue on task 

calendar) 

 Task has been added to 

inspector’s task calendar

 Verification component option 

has NOT been selected in 

PHIS 

Open or in progress (yellow 

on the task calendar) 

 Verification component option 

has been selected in PHIS 

 IPP have begun to enter results 

Completed (green on the 

task calendar) 

 All verification has been 

performed and all results for 

the task have been entered into 

PHIS 

 If an NR was issued, the NR’s 

status has been updated to 

“completed”

 “Inspection completed” box has 

been marked on “the inspection 

results” page for the task

Not Performed (red on the 

task calendar) 

 IPP has NOT started the task 

before its end date (usually the 

last work day of the month) 

Hands-on Activity 

The following hands-on activity is intended to provide familiarity and experience 

with the PHIS Inspection Result page that is used to document the results of 

inspection tasks performed by IPP. The hands-on activity will also demonstrate 

documenting an inspection task that results in compliance with the regulations 

that the IPP verified. 

Holland Point Foods, a large establishment that prepares RTE deli lunch meat 

and hot dog products, is the example establishment used for this hands-on 

activity. 

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Inspection Verification 

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For this hands-on activity, you (as Robert Barclay) will: 

 navigate the Inspection Results page and 

 document the results of a SPS verification task with no noncompliance 

observed. 

Follow these steps along with the instructor. 

 Open the laptop 

 Log-onto laptop: 

 User Name: FSIS_user 

 Password: FSIS 

 Double click the Start Internet Explorer icon 

 PHIS Log-in 

 Select User: Robert Barclay (your #) 

Schedule a SPS Verification Task 

1. Click Task Calendar option in the left navigation menu 

2. From the Establishment Task List, click the drop-down arrow and 

select Holland Point Foods as the establishment 

3. Type SPS in the task name filter 

4. Click the Filter icon 

5. Click Contains in the pick list 

6. Find the SPS Verification task on the task list 

7. Click the Add link in the routine column for the SPS Verification 

task 

8. Type the number “1” in the box for Today’s Date in the task 

calendar pop-up window 

9. Click the Save button 

10.Scroll down to the Task Calendar and see if the SPS Verification 

task is on the calendar for Today 

11.Sign out of PHIS-Click the Red X top right of the screen 

IPP use PHIS to document the results of their inspection tasks. After IPP 

perform an inspection task, they are to open the “Inspection Results” page for 

the specific inspection task, select applicable “tabs”, and record their results in 

PHIS. They are to make the appropriate entries regarding the task and their 

findings of regulatory compliance or noncompliance by checking appropriate 

boxes, making appropriate selections from lists, or typing in text. PHIS will allow 

inspection tasks to extend over more than one day. Thus, IPP may enter partial 

results on one day and then continue/finish performing the task by entering the 

remaining results on another day. 

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The primary method of accessing the Inspection Results page is through the 

Task Calendar. Other pathways are also available in PHIS for accessing the 

Inspection Results page. For example, IPP can also access the Inspection 

Results page using the Inspection Verification left navigation menu. The results 

of all inspection tasks are documented on Inspection Results page. 

Access the Inspection Results Page from the Task Calendar 

1. Log back into PHIS as Robert Barclay (#) 

2. Click the Task Calendar option on the navigation menu 

3. Scroll down and filter the task calendar for Robert Barclay (#) and 

Holland Point Foods 

4. Scroll down and locate the SPS Verification task scheduled for 

Today on the calendar 

5. Right-click on the task and select Document 

 Right clicking on the task displays the Task Menu 

 The Inspection Results page is displayed when Document is 

selected from the Task menu 

6. Click the Square in upper right corner of the pop box to maximize the 

screen 

The Inspection Results page can be divided into four sections: a header, tabs, 

tab details, and footer. The header and footer are the same for all seven tabs. 

PHIS will assign a 14 character alpha numerical number to each inspection 

result. The create date is set when the IPP claims (starts) the task. The update 

date is set every time the IPP clicks “save” on the Inspection Results page. The 

start and end date default to the create date but these dates can be adjusted by 

the IPP if results are being recorded on a different date than start date. The dates 

do not change unless the IPP adjusts them manually. The header also lists the 

type of inspection, the task name, the IPP’s name and the task status. 

There are eight tabs on the Inspection Results page. The “Task” tab is the

default view. The current tab has black text, a white background, and a gold 

highlight along the top of the tab. Tabs that are available have black text on a 

gray background. Tabs that are unavailable tabs have gray text on a gray 

background. 

IPP can click on any tab to see the detail (information fields) for that tab. The 

detail section is determined by PHIS based on the requirements of the inspection 

task being performed. The detail section changes for each tab. 

There is a check box and several buttons in the footer. When the IPP clicks the 

Save button, information entered on all the tabs is saved to the PHIS database. 

The cancel button just closes the Inspection Results page without saving. The 

Create/Edit NR is enabled when IPP find a regulatory noncompliance. The 

Create/Edit NR button takes the IPP to the Noncompliance Record page. The 

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Create/Edit MOI button is enabled when IPP identify non-regulatory concerns. 

IPP check the “Inspection Completed” box when all verification has been 

performed and all results for the task have been entered into PHIS. 

Inspection Results Page Navigation 

Because a SPS verification task was selected on the task calendar the HATS 

and Vulnerable Points tabs are disabled (note the gray text). The HATS tab is 

only available when the IPP is documenting the results of a Humane Handling or 

Good Commercial Practices (GCP) task. The Vulnerable points tab is only 

available when IPP are documenting the results of a Food Defense task. The 

Task tab is the default view, so let’s examine the four remaining tabs that are 

available. 

7. Click the Activity tab 

The details section for this tab requires the IPP to select a verification activity or 

component as denoted by the red asterisk. Recordkeeping is selected when IPP 

verify regulatory requirements by only looking at records. Review and 

observation is selected when IPP either obtain their own inspection result or 

measurement, or observe an establishment employee perform an activity. “Both” 

is selected when IPP use both verification components to verify the regulatory 

requirements. 

For HACCP Verification tasks, IPP should enter the HACCP plan, CCPs and 

prerequisite programs that were verified while performing the task. This 

information is not entered for other tasks only HACCP Verification tasks. 

When all or part of the task was performed on reimbursable overtime, IPP 

check the box. 

8. Click the Regulations tab 

 A grid with regulations is displayed 

PHIS will prompt IPP to select the specific regulatory requirements that they 

verified while performing the inspection task from a list. The list contains 

mandatory regulatory requirements that must be verified during the performance 

of the inspection task. The list also includes non-mandatory regulatory 

requirements that may be verified. “Mandatory” means that IPP must verify that 

regulation or designate it as “not applicable” before they can mark the inspection 

task as “completed” in PHIS.

9. Scroll down the page 

 Mandatory regulations are highlighted 

 Other regulations that may be verified are also listed but are not 

highlighted 

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10.Click the 416.1 link 

 Brings up Part 416-Santation Regulations 

 IPP can review the regulatory requirement if necessary 

11.Click the Black X in the top right corner to close the pop-up box 

12.Click the Findings tab 

Non-regulatory concerns are findings or observations that do not represent 

noncompliance but should be communicated to establishment management. IPP 

may check the Non Regulatory Concern box, then click the save button which will 

enable the Create/Edit MOI button in the footer. The MOI is used to document 

inspection findings discussed with establishment management and 

management’s responses. 

Note: IPP are to use the non-regulatory check box to create an MOI when the 

performance of a Good Commercial Practice (GCP) task indicates mistreatment 

of poultry. 

Two text areas are provided for the Findings tab that IPP may use to document 

findings and comments as necessary. Comments could include any additional 

information the IPP wants to record that is directly related to the task. For 

example, IPP should enter the production lot number or identification, and the 

CCPs and prerequisite programs as they are verified for the HACCP tasks. If for 

some reason, the IPP that started the task unable to complete it, the IPP that is 

assigned to complete the task will know the specific production and not duplicate 

verifying the regulatory requirements. 

The IPP should use the “Inspection Notes” tool when an observation or finding 

relates to the overall operations of the establishment rather than a particular 

inspection task or if the finding should be shared with all IPP assigned to the 

establishment. 

13.Observe the Approvals and Questionnaire tabs 

 Questionnaires can be attached to inspection tasks as needed 

by the Agency 

 The tab is disabled if there is no approval or questionnaire 

available 

Enter the Inspection Result for the SPS Verification Task 

Before the results of an inspection task can be entered on the Inspection Result 

page, the IPP must claim the task. The IPP that claims the task is responsible for 

performing it and documenting the results. Recall from the task calendar 

presentation, that another IPP can complete it, but he or she will have to unlock 

the task and provide a reason for unlocking it. 

14.Click the Activity tab again 

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15.Click the radio button for the Review and Observation verification 

component 

16.Click the Save button 

 The task is now claimed 

 A message at the top of the screen says “inspection result 

saved successfully”

Note: If a verification component is not selected before the IPP saves, 

he or she will get an error message at the top of the page. 

IPP identify the specific regulations they verified during the performance of each 

inspection task. PHIS does not allow a task to be designated as “completed” in 

the system unless all of the mandatory regulations for the task have been verified 

or the N/A (not applicable) box has been checked and a justification for not 

verifying the regulation has been provided. 

17.Click the Regulations tab 

18.Check the mandatory regulation as verified- 416.1 

 The SPS Verification task only has one mandatory regulation 

19.Check 416.2(b)(1), 416.2(h)(2) and 416.4(b) as also verified 

 Recall that IPP are to choose one or more of the Sanitation 

Performance Standards to verify while performing this task 

20.Click the Save button 

When all verification has been performed and all results for the task have been 

entered into PHIS, the IPP can complete the inspection task. All verification 

includes verifying that the establishment is back in compliance with the regulatory 

requirements if an NR was issued. In this example, noncompliance was not 

observed. 

21.Check the Inspection Completed box at the bottom of the screen 

22.Click the Save button 

23.Click Close button 

 The inspection result has been entered 

 The SPS verification task on the calendar turns green to 

indicate it has been completed 

 The number in the “done” column for the SPS verification task 

on the task list will increase by 1 

24.Click the Home bread crumb 

The Role of Inspection Notes 

The “Notes” tool enables IPP to document observations, trends, and other issues 

that relate to establishment operations that should be brought to the attention the 

establishment. Notes can also be used as memory joggers for IPP to follow-up 

on a particular observation or issue. For example, IPP should document and 

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discuss less-than-perfect sanitary conditions or execution of establishment 

procedures and programs with establishment management that at the time do 

not represent noncompliance but could lead to noncompliance. 

Inspection notes are maintained within the system in 10 categories: facilities, 

equipment, sanitation, processing, safety, FSA, food defense, export, support 

and records. 

There are several advantages to entering specific observations into PHIS using 

the inspection notes feature. For instance, entering notes into PHIS can facilitate 

communication between: 

1. IPP in the same assignment, 

2. relief IPP and the assigned IPP, 

3. IPP and their supervisors, and 

4. IPP and other parts of the FSIS chain of command. 

The inspection notes tool allows IPP in the same assignment and relief IPP to 

review findings, issues, or concerns previously observed. By having access to 

such information, they are better equipped to identify developing problems. They 

can act to prevent issues that could affect public health. For example, while 

performing inspection verification tasks, assigned IPP can continue to focus 

attention on a particular finding, trend, or issue and if necessary, continue to 

document the establishment’s inability or unwillingness to address or correct the

issue before it leads to noncompliance. 

**************************************************************************************************** 

Note: The use of inspection notes is not intended to replace documentation of 

noncompliance on NRs. All regulatory noncompliance should be documented on 

an NR. 

******************************************************************************************** 

Hands-on Activity 

For this hands-on activity, you (as Robert Barclay) will create inspection notes in 

PHIS. While performing the SPS verification task, you observed some conditions 

in the establishment that did not rise to the level of noncompliance. You feel the 

conditions you observed need to be documented and discussed with 

establishment management. 

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Inspection Verification 

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Creating Inspection Notes 

1. Click the Down Arrow next to Inspection Verification in the left 

navigation menu 

2. Click Select Establishment from the sub menu 

3. Click the radio button to select Holland Point Foods even if there is 

a green dot in front of Holland Point Foods 

4. Click on Inspection Notes in the left navigation menu 

 The Inspector Notes List page and grid is displayed 

5. Click the Create Note button 

6. Check the Enable Auto Save box and select the “autosave content 

for every” 20 minutes

Note: If you don’t hit the save button often you may lose data. Using

“auto save” provides a warning so you can save your data.

7. Populate Data: 

 Today’s date (change if needed) 

 First shift radio button selected 

 Select Facilities as the category 

8. In the text box Type: Several lights were out in the formulation room 

and a few out in the sliced product packaging room 

9. Click the Save button and then the Cancel button 

 Notice the note you created is displayed in the grid 

10.Create an additional note for Today using the information below; 

select the best fit category 

 Three times this week one of the hand wash sinks in the sliced 

product packaging room has had no paper towels 

Note: These examples represent less-than-perfect issues that need to 

be discussed with establishment management. Both of them could lead 

to noncompliance if the establishment does not take action. 

11.Click the Save button and then the Cancel button 

12.Sign out of PHIS by clicking the Red X in the top right corner of the 

screen 

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