Establishment Task List and the Task Calendar 

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ESTABLISHMENT TASK LIST AND THE TASK 

CALENDAR 

Objectives 

After completion of this module, the participant will be able to: 

1. Identify the FSIS Directive that provides instructions to IPP for scheduling 

inspection tasks in PHIS. 

2. Define the following terms: 

a) Task Library, 

b) Establishment Task list, 

c) Task calendar, 

d) Routine Task, and 

e) Directed task. 

3. Describe how the task list is created for an establishment. 

4. Identify situations that require IPP to schedule and perform directed tasks. 

5. Identify the two sections of the PHIS task calendar page. 

6. Describe the principles that IPP follow when scheduling and performing 

inspection tasks. 

7. Describe the steps that IPP need to perform the first time they log in to PHIS 

each day. 

8. Identify the features of the establishment task list. 

9. Navigate the features of the task calendar page. 

10.Filter an establishment’s task list and IPP’s task calendar. 

11.Designate an approved operating day on the task calendar as “inactive” when

the establishment is not operating. 

12.Schedule, remove, reschedule, and reassign routine tasks considering the 

task priority, the IPP’s workload, and the number tasks completed to date. 

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13.Designate a scheduled task as “not performed” when it was not completed

during the month. 

14.Schedule a directed task for a specific date using the task calendar. 

References 

1. FSIS Directive 13000.1 Scheduling In-Plant Inspection Tasks in the Public 

Health Information System (PHIS), 

2. PHIS Users Guide on the insideFSIS Intranet PHIS page, and 

3. PHIS Quick Reference Guide 

Background 

FSIS recognizes that IPP have a variety of time constraints when they perform 

their inspection duties including the production schedule of their assigned 

establishments, staffing, travel for patrol assignments, emergencies that arise, 

and other factors. Hence, the task calendar function of PHIS was purposely 

designed to provide IPP with the flexibility in determining when to perform their 

inspection tasks. A “task” is a verification activity or data recording activity that 

IPP perform. The establishment task list displays the inspection tasks to be 

performed in the establishment each month. It also gives important information 

about each task, such the as expected number to be performed and the priority 

level. IPP use this information to assist them in deciding when to schedule the 

inspection tasks on their task calendar. If all the inspection tasks cannot be 

completed in the assignment by the end of the month, IPP must ensure that they 

complete the tasks with the highest priority level in PHIS because these 

tasks have the greatest impact on public health. 

PHIS Task Library 

The PHIS task library is a component of PHIS that lists all the different kinds of 

routine inspection tasks that may be performed by IPP. It also provides a 

description of each task (See Table 1). The Office of Policy and Program 

Development staff members maintain the tasks in the task library. The task 

library provides the following information for each inspection task: 

1. Name, task code, and description: In PHIS, the task name is the common way 

to distinguish one task from another. In certain components of PHIS IPP may 

see a code for a task. The code is maintained internally for analytical 

purposes; 

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2. Priority: Task priorities are expressed on a scale from 1 to 6 with 1 being 

reserved for emergency tasks, 2 being the highest routine task priority, and 6 

being the lowest routine task priority. The task priorities are determined by the 

Data Analysis and Integration Group (DAIG) based on the analysis of the 

relative public health importance of the task (See Attachment 1). 

3. Expected frequency: The frequency is expressed in terms of establishment 

operating days for most routine tasks. Other tasks may be per month, per 

quarter, or per year. Some directed tasks may be listed by the number of 

instances to be performed by a specific due date rather than an ongoing 

frequency; 

4. Inspector guidance: Brief guidance on how to perform the task, including links 

to applicable FSIS Directives or Notices; 

5. Mandatory regulatory citations: These are the regulatory requirements that 

must be verified each time IPP perform the task; 

6. Other regulatory citations: These are additional regulatory requirements that 

might be verified during the performance of the task; 

7. Specific data to be recorded each time IPP perform the task; and 

8. The type establishment the inspection task applies to based on establishment 

profile data, such as the HACCP process category and product types. 

PHIS Establishment Task List 

PHIS will compare the task definitions in the task library to information captured 

in the establishment’s profile. Based on this comparison, PHIS will generate a list 

of the appropriate routine tasks to be performed in each establishment. In other 

words, the establishment task list is the source of routine inspection tasks added 

on task calendar and performed by IPP assigned to that particular establishment. 

Recall from the establishment profile presentation that IPP are responsible for 

keeping the establishment task list up-to-date and accurate. When IPP review the 

profile, they determine if any tasks are missing from the list and add them to the 

list. IPP also determine if any tasks on the list are not applicable to the 

establishment operations and remove them from the list. 

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Establishment Task List and the Task Calendar 

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PHIS Task Calendar 

The task calendar is an electronic tool in PHIS that IPP use to plan or schedule 

the tasks they will perform each month. It provides IPP with the flexibility to 

schedule tasks on days that work best for their assignments. For instance, the 

task calendar allows IPP to schedule tasks on the day a particular product is 

produced. It also allows IPP to re-schedule a task to different day if the 

establishment changes its operating schedule or if an unforeseen issue arises. 

Lastly, IPP initiate the documentation of the task results or findings and provide 

reasons why tasks were not performed from the task calendar. 

Routine Inspection Tasks 

Routine tasks are inspection verification activities conducted on a routine, ongoing or planned basis under normal conditions. Routine tasks are allocated 

based on the information in the establishment’s profile, e.g., HACCP processing 

category and products. The frequencies for most routine inspection tasks are prorated based on the number of days each establishment operates during a given 

month. PHIS calculates the expected number of tasks based on each 

establishment’s approved operating hours recorded in the profile. 

Directed Inspection Tasks 

Directed inspection tasks are those that do not occur on a routine basis under 

normal circumstances. These tasks are performed on an as needed basis. 

Sampling tasks and export certification tasks are considered to be directed tasks 

because they do not occur on a routine basis. The scheduling and performing of 

sampling tasks will be discussed and demonstrated later in this training session. 

There are a number of ways a directed task may be initiated. 

 Positive Pathogen Sample Result 

PHIS will automatically add follow-up sampling tasks and other directed 

inspection tasks such as the HAV task to the establishment task list when a 

raw beef product sample is positive E. coli O157:H7 or non-O157 STEC. For 

other types of pathogen positive sample results recorded in PHIS, a directed 

HAV task is added to the establishment task list. 

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 FSIS Headquarters Personnel 

FSIS headquarters personnel may add directed tasks to one or more 

establishments’ task list based on identified needs. For instance, if a particular 

food safety concern is identified for particular product or process, e.g. 

fermented dry sausage, headquarters personnel may add a directed task to 

the task list of all establishments that produce fermented dry sausage. 

 Supervision 

District Office personnel or the IPP’s supervisor may request that the IPP 

perform directed tasks, e.g., due to a food borne illness outbreak 

investigation, or product recall, FSA findings, food defense alert, or according 

to the verification plan developed after an enforcement action is deferred or 

held in abeyance. 

 FSIS Policy 

In poultry slaughter establishments, Directive 6420.5 instructs IPP to perform 

a zero tolerance verification task twice per shift for each slaughter line. PHIS 

currently adds 44 routine poultry zero tolerance tasks to the establishment’s 

task list each month. Therefore, in establishments with multiple slaughter 

lines, IPP are to schedule additional instances of the routine task as directed 

tasks to accomplish the two fecal zero tolerance tasks for each evisceration 

line per shift requirement. 

When the establishment is required to implement the corrective actions in 9 

CFR 416.15 or 417.3, IPP are to verify that the establishment meets those 

corrective actions. IPP may need to perform a directed instance of the routine 

SSOP verification task or HACCP verification task to verify these corrective 

actions unless a SSOP verification task or HACCP verification task is already 

scheduled for that day and it has not been completed. 

 Conditions Observed in the Establishment 

IPP are to initiate a directed task based on conditions observed in the 

establishment. These conditions are often referred to as unplanned, “stumbleon” situations. For example, an IPP is walking through the establishment 

performing other duties when she observes a sanitary performance standard 

(SPS) noncompliance. The IPP is to initiate a directed instance of the SPS 

verification task to record her findings and document this noncompliance. 

Note: Whenever IPP initiate a directed task, it is always added to the task 

calendar as an additional instance of the routine task. 

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Establishment Task List and the Task Calendar 

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PHIS Task Calendar Page 

IPP use the PHIS task calendar page to: 

 schedule the tasks they perform each month, 

 access guidance for the task, 

 remove scheduled tasks, 

 re-schedule a task on a different day, 

 reassign scheduled tasks, 

 document task results, and 

 designate tasks that could not be performed by the end of the month as 

“not performed.”

The Task Calendar page has two sections: an establishment task list and 

calendar. At the top of the Establishment Task List is the “Assignments” filter. 

When IPP have multiple assignments, they use the “Assignments” filter to select 

a specific assignment. When an assignment is selected, the establishment task 

list and task calendar will then display the information for that assignment and 

allow the inspector to schedule tasks and enter inspection results for that 

assignment. The tasks IPP are expected to perform in each establishment within 

the inspection assignment are displayed on the Establishment Task List. 

A task can be added from the Establishment Task List to the IPP’s Task 

Calendar by scheduling the task for a specific date. As IPP schedule tasks on the 

calendar and perform them, the establishment task list provides information 

about each inspection task, e.g., the number scheduled and the number done. 

The purpose of the “Task Calendar” is to display all of the specific tasks 

scheduled for all IPP and all establishments in the assignment. 

Scheduling Inspection Tasks 

IPP use the frequency and priority level of each task on the Establishment 

Task List and their knowledge of specific establishment operations, time 

constraints, staffing, and other factors to schedule their inspection tasks each 

month. At the end of the month, the number of tasks that are scheduled should 

be equal to the expected number of instances of the routine tasks that are on the

establishment’s task list. IPP should develop a method for preparing the task 

calendar that will help them to complete as many routine tasks that are on the

establishment’s task list as possible. In other words, develop a scheduling

method that works best (most efficient and effective manner) for their specific 

inspection assignment. For example, IPP may prepare a monthly calendar of 

inspection tasks for each establishment. On the first day of each month, IPP add 

all of the expected number of instances of the routine tasks to the calendar. 

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Another IPP may decide to add instances of the routine tasks at the beginning of

each work week for the entire week. In either case, IPP are to use the following

principles when scheduling tasks. 

1. IPP are to use their knowledge of establishment operations to schedule tasks 

when the applicable establishments will be operating and, if appropriate, will 

be producing the applicable product type. The operations conducted and the

products produced by establishments are subject to change. If IPP have

prepared the task calendar at the beginning of the month or the beginning of

the week, changes in production may impact the actual tasks that can be

completed. Based on information that IPP gather, they may need to

reschedule, remove, or move inspection tasks as appropriate.

Note: If an establishment works, IPP may use this time to get the routine 

tasks accomplished that they could not get accomplished during the regular 

day. Ideally, IPP can complete the higher priority tasks during the normal 

hours of operations and can use the overtime to perform some of the lower 

priority tasks on the calendar. IPP can also schedule directed tasks if they 

have exhausted all of the routine tasks on task list. In all cases, IPP need to 

indicate whether all or part of the task was performed on overtime. When IPP 

enter the results of the inspection task on the Inspection Results page, they 

click the “Activity” tab and check the “All or part of this task was performed on

reimbursable overtime” box and then click “Save”.

2. IPP are to use their knowledge of any additional inspection duties to schedule 

tasks at times when they expect to be able to complete them. 

3. IPP are to avoid predictable patterns of scheduling tasks as much as possible.

IPP are to schedule tasks on different days of the week throughout each

month to prevent establishments from being able to predict when certain 

tasks will occur. 

4. In cases where IPP become aware that they will not be able to complete all

the tasks for the month, they are to give preference to higher priority tasks. 

5. In multi-inspector assignments, IPP are to coordinate their efforts to ensure 

that each inspector understands which tasks are his or her responsibility. 

Note: When multiple IPP perform the same verification activity on the same 

shift: 

 One IPP schedules the routine task, performs it, and records the 

results, and 

 The other IPP schedules a directed instance of the routine task, 

performs it, and records the results. 

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For example, the SPHV/IIC in a slaughter processing combination 

establishment may assign multiple IPP to perform sanitation verification tasks. 

One IPP performs a Pre-operational SSOP task for slaughter operations and 

the other IPP performs a Pre-operational SSOP task for processing 

operations. 

6. IPP should not schedule too many tasks on a given day for the assignment or 

too many tasks in an individual establishment on a given day. 

The “month view” and filtering on “all establishments” on the task calendar 

page of PHIS allows IPP to view all of the tasks on the calendar for the 

entire assignment for a given day. However, using the “month view” and

filtering on “all establishments” does not display the specific tasks scheduled

at or the total number of tasks scheduled on a given day at each 

establishment. 

To ensure that they do not schedule too much work (too many tasks) in an 

establishment on a given day, IPP in assignments with multiple 

establishments may want to build the task calendar one establishment at a 

time. Once the routine tasks are added to the task calendar for one 

establishment (whether the calendar is built monthly or weekly), IPP can use 

the print function on the task calendar page and print the task calendar for 

that establishment. While looking at the number of tasks scheduled at the 

first establishment, IPP add routine tasks to the second establishment’s task 

calendar making sure not to add too many tasks on the same day they 

scheduled tasks in the first establishment. IPP must also be aware that if 

there are more than two establishments on the assignment, more tasks still 

have to be scheduled in other establishments. As each establishment’s task 

calendar is built, IPP may print it and reference it as the next establishment’s 

task calendar is built. Some work (a task or tasks) should be scheduled in 

each establishment for each shift that is operating. 

For example, on a particular day, two tasks are scheduled at establishment A, 

four tasks are scheduled at establishment B, and three tasks are scheduled at 

establishment C. On a different day, three tasks are scheduled in 

establishment A, one task is scheduled in establishment B, and five tasks are 

scheduled in establishment C. This method of preparing the task calendar for 

multiple establishments on the assignment continues, following the five 

scheduling principles above, until all the days in month have assigned tasks. 

Using this scheduling approach may assist IPP in managing their workload. 

When directed tasks or sampling tasks appear in the task list, IPP schedule them 

on the calendar following the same 6 principles for scheduling routine tasks listed 

above. Some directed and sampling tasks will have an end date before the end 

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of the current month. IPP are to ensure that they schedule directed or sampling 

tasks so that they can be completed before the applicable end dates. IPP must 

consider the priorities of the new directed, sampling, and export certification tasks 

relative to the tasks they have already scheduled on the calendar to ensure that 

they still complete the highest priority tasks by the end of the month. 

If IPP determine that they will not be able to complete all high priority tasks or all 

directed tasks by the applicable end dates, they are to discuss the situation with 

their immediate supervisor as soon as possible. The supervisor will be able to 

advise IPP on how to best arrange the necessary tasks or may be able to spread 

the necessary work to other IPP. 

Note: Supervisors need to take an active role in observing the schedules created

by IPP and ensuring the work gets done.

Removing/Re-Scheduling Inspection Tasks 

At the beginning of each work week, IPP should ask establishment management 

what operations will be conducted and what products will be produced during the

week. Based on the information provided by the establishment, IPP may need

move, or remove and reschedule inspection tasks. Even when IPP are familiar 

with the establishment’s operating schedule, an unforeseen issue may occur 

which prevents them from performing some of the tasks on the day they are 

scheduled. IPP should use the task calendar page to reschedule those tasks for 

later in the month if the task’s end date allows rescheduling it. If all of the work 

cannot be performed on a given day due to the addition of directed tasks, 

sampling tasks or export certification requests, IPP should adjust the task 

calendar by moving tasks to another day. 

Reassigning Inspection Tasks 

IPP assigned to the same establishment are expected to coordinate work efforts. 

This may require reassigning and completing tasks on the task calendar that 

have not been started and tasks that have been started (in-progress) but not 

completed from each another. Some tasks may not have been completed upon 

rotation of IPP. The newly assigned IPP will need to reassign those unfinished 

tasks to himself or herself so they can be completed. Relief IPP are expected to 

reassign and complete tasks that have been started by the regularly assigned 

IPP, if possible, while they are temporarily covering the assignment. When the 

IPP reassigns a task to himself or herself that has been started by another IPP, 

he or she will have to “unlock” the inspection result and provide a “justification.”

Supervisors are to assist in ensuring that tasks are being completed and the 

tasks (work) is evenly distributed between IPP assigned to the same 

establishments. 

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Note: An IPP cannot assign a task (work) to another IPP but an IPP can take a 

task (work) assigned to another IPP. 

Goal for Completing Inspection Tasks 

The ideal situation or overall goal is that IPP complete all routine tasks for the 

month. In this case, the number of completed tasks would equal the number of 

planned tasks by the end of the month. 

# Planned = # Scheduled = # Completed 

Designating Tasks as “Not Performed”

The ideal situation or overall goal is that IPP complete all the routine tasks for the 

month (i.e., the number of completed tasks matches the number of expected 

or planned tasks at the end of the month). Even though IPP have scheduled

all of the expected tasks, there are going to be times when they cannot perform

all them by the end of the month. Those tasks that are still on the task calendar 

that have not been started by the end of the month are marked as “not 

performed”. IPP must select the appropriate “justification” for not performing the

task from a drop down list in PHIS. Thus, at the end of the month, IPP account for 

all of the expected instances of a task that were on the establishment’s task list in

one way or another. 

The IPP may mark a task as “not performed” and select the appropriate

“justification” whenever it becomes apparent that they will not be able to perform 

the task before its end date. However, IPP must keep in mind the principles in 

FSIS Directive 13,000.1 when deciding to mark a task as “not performed.” IPP 

must give preference to completing higher priority inspection tasks, if they cannot 

complete all tasks for an assignment. If IPP cannot complete a task on the day 

they scheduled it, and there is still time before the task’s end date, IPP are to do 

the following, in order: 

 Reschedule the task on another day before the task end date, 

 Look for a lower-priority task on another day before the task end date and 

replace it with the rescheduled higher priority task. 

 In assignments covered by more than one IPP, bring it to the attention of 

the supervisor, who may assign the task to another inspector who has 

time to perform the task before the end date. If so, the supervisor is to 

instruct the other inspector to edit the task in PHIS to reassign the task to 

himself or herself. 

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 If there is no opportunity to perform the task before the task end date, then 

mark it as “not performed” and select a reason.

Note: Once a task is designated as “not performed” it cannot be opened 

or unlocked. 

Because most routine inspection tasks have task end dates on the last day of the 

month, the most likely scenario is that IPP will mark any remaining tasks that 

have not been started as “not performed” on the last day of the month or near the 

end of the month – after the opportunity for rescheduling the tasks has been 

exhausted. 

Coverage Assignments 

PHIS maintains information about IPP in-plant assignments. The information 

available to the IPP is limited to his/her work assignments. However, IPP often 

cover assignments other than their permanent assignment. The most obvious 

example is relief inspectors, but other IPP will temporarily cover an assignment 

that is not their assignment. To access and interact with PHIS while temporarily 

covering another employee’s inspection duties, IPP must be designated as 

covering that assignment in PHIS. The temporary coverage does not disrupt the 

permanent assignment structure, but allows IPP to enter information into the 

system for the coverage assignment. A coverage assignment can be set up 

within PHIS on a long term basis and only used when needed, or it can be set up 

only when the coverage occurs. There are two mechanisms in PHIS to designate 

a coverage assignment. 

At the district office level, the resource management analyst (RMA) can directly 

designate individual employees to provide coverage in the Assignments page of 

PHIS. When coverage of an assignment has been predetermined like temporary 

duty assignments for relief inspectors or coverage for pre-approved leave 

periods, the RMA adds the applicable employees to the coverage assignments 

within the resource management role of PHIS. 

For more immediate and unforeseen situations that necessitate temporary 

coverage of another employee’s assignment, IPP use the “Coverage

Assignments” left navigation menu to access the Coverage Assignment page to 

select the specified assignments and add them to their coverage list. 

When one or more coverage assignments have been set up for an IPP, whether 

by the RMA or by the inspector, those covered assignments will be available to 

that inspector through the PHIS task calendar and Inspection Verification left 

navigation menus. On the Task Calendar page, IPP use the “Assignments” filter 

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at the top of the Establishment Task List panel to select an assignment from the 

available choices. The establishment task list and task calendar will then display 

the information for that assignment and allow the inspector to schedule tasks and 

enter results for that assignment. When IPP are finished covering the temporary 

assignment, they are to use the “Assignments” filter again to select their regular 

assignment. 

When providing coverage, the IPP is fully empowered to perform verification 

activities in the establishment or the assignment as the regularly assigned IPP. 

They are to review the tasks already scheduled for that assignment and the 

remaining tasks on the task list and make sure they complete tasks that are 

already in-progress (open tasks) as well as tasks that are not yet started (not 

opened or not scheduled yet), focusing first on the higher priority tasks. If IPP are 

covering multiple assignments at the same time, they are to ensure that they 

focus on the highest priority tasks first and then complete lower priority tasks if 

time permits. 

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PHIS Daily Activities to Ensure Tasks are Scheduled and 

Performed 

When Logging in to PHIS for the First Time during the Work Day, IPP 

should (in this order): 

1. Review any new alerts on the dashboard of the homepage. The alerts: 

 Are generated automatically based on data entered into the system and 

events that occur in the establishment 

 Provide IPP with urgent or critical information 

 May direct IPP to perform additional inspection tasks or take other action

2. Review each establishment’s task list to find any new directed tasks. Directed 

inspection tasks: 

 Are generated automatically based on data entered into the system 

 May be generated by supervision, the District Office, or Headquarters 

3. Review each establishment’s task list to find any new sampling tasks. 

4. If the establishment exports product, determine if there are any new export 

requests. 

5. Review the task calendar to see what inspection tasks are already scheduled 

for the week or month. 

6. Add any new directed inspection tasks/sampling tasks/export requests to the 

task calendar. 

IPP are to consider the priorities of the new tasks relative to the tasks already

scheduled on the calendar to ensure that they still complete the most 

important tasks by the end of the month. For sampling tasks, they need to 

plan ahead to ensure they can collect the sample during the designated time 

period. 

7. Adjust the task calendar, if the work cannot all be performed on a given day 

due the addition of directed inspection tasks/sampling tasks/export requests. 

8. Review any open NRs to determine if they can verify that the establishment 

has brought itself back into compliance while performing inspection tasks. 

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Hands-on Activity 

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

with the PHIS task calendar that is used to schedule and document the results of 

inspection tasks performed by IPP. In the first hands-on activity, you will learn to 

navigate the features of the PHIS Task Calendar page using Groveton, small 

grinding establishment, as the example establishment. For the second hands-on 

activity, you will schedule tasks for Holland Point Foods which is a large 

establishment that prepares RTE deli lunch meat and hot dog products. For the 

last hands-on activity, you will designate days as active and inactive, remove, 

reschedule, reassign tasks, and schedule directed tasks for Open Beef, Inc., a 

beef slaughter and processing combination establishment. 

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

 Review the PHIS task calendar page features, and 

 Navigate the features of the PHIS task calendar page. 

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 (#) 

Accessing the Task Calendar Page 

To access the Task Calendar page: 

1. Click Task Calendar in left navigation menu 

The Task Calendar page is divided into two sections: 

 The Establishment Task List 

 The Task Calendar 

The Establishment Task List panel (blue title bar) is at the top of the page and the 

task calendar panel (blue title bar) in the middle of the page. 

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2. Click the down arrow on the right side of the screen to Scroll Down 

and observe the task calendar 

3. Click the up arrow on the right side of the screen to Scroll Up to top 

of the calendar page 

Establishment Task List Navigation 

The Establishment Task List panel can be expanded or hidden to make more 

room on the screen for viewing the Task Calendar. 

4. Click on the Double Arrow in the Establishment Task List panel to 

Close (hide) and click it again to Open the task list 

When IPP have inspection responsibilities in multiple assignments (e.g., a 

coverage assignment and their own assignment), they use the Assignments 

filter to select between specific assignments. This temporary coverage does not 

disrupt the permanent assignment structure, but allows them to schedule tasks 

and enter task results for that assignment. The drop-down list represents the 

Business unit, i.e., OFO, the District Office, circuit, and the specific assignment. 

When the IPP selects a different assignment the establishment names change in 

the Establishment Filter (“Select Establishments” box). The establishments that 

are displayed in the establishment filter (“Select Establishments” box) list are 

based on the assignment selected in the Assignments filter. The establishments 

are listed in alphabetical order. 

5. Click on the drop-down list arrow for Assignments filter 

6. Select (highlight and click) Alameda 0599-01-# 

 Open Beef replaces Groveton in the Select Establishment box 

7. Reselect Alameda 0597-01-01 by repeating step 5 and selecting it 

The routine tasks that IPP perform are filtered by the establishment or set of 

establishments in the assignment. Routine tasks in the list for an establishment 

are based on the establishment’s processes and operations, and the finished 

products shipped from the establishment. This information was entered into the 

establishment’s profile.

8. Click the drop-down list arrow for the “Select Establishments” box 

to Select a specific establishment 

 There are two establishments in this assignment: Groveton and 

Holland Point Foods 

 Selecting Holland Point Foods would display the routine tasks 

for this establishment for the 60 day period or the IPP selected 

date range 

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The tasks displayed for an establishment are based on the type of tasks selected 

in the “Filter Task by” drop-down list, e.g., Domestic, Export (not functional in 

PHIS at this time), Import, and Lab Sampling. The “default view” for the

establishment task list is “Domestic.”

9. Click the drop-down list arrow for “Filter Task by” to Select lab 

sampling, export (when functional), or import 

 Scrolling down and highlighting and clicking on Lab Sampling 

would bring up any directed lab sampling tasks for Groveton 

The establishment task list will list the current month and the next month’s routine

tasks (60 days) to be performed for the each establishment. IPP may want to 

review previous months’ tasks that were scheduled and performed, or just the 

current month’s task to be scheduled and performed, or only next month’s tasks 

to be scheduled and performed. 

10.Click the Calendar icons 

 Calendar Widget Navigation 

o The single left arrow moves the month backward and the 

single right arrow moves the month forward 

o Left double arrow moves the calendar back 3 months and 

right double arrow moves to the calendar forward 3 months 

11.Change the date range to “December 1, 2015 to December 31, 2015 

(click the first calendar icon, then click the small left arrow to bring up 

the previous month and select the day (1); then click the second 

calendar icon, then click the small left arrow twice and select the day 

(31)) 

12.Click the Refresh Tasks button 

 Only the tasks for the month of December are displayed 

13.Change the date range to February 1, 2016 to February 29, 2016 

(repeat steps 11 and 12 except click the small single right arrow twice 

and then select the day when the calendar opens, click Refresh 

Tasks button) 

14.Reset the date range from January 1 to February 29, then click the 

Refresh Tasks button 

The Establishment Task List has specific features which include: 

 Task name: IPP can refer to Attachment 1 to see all the task names in the 

task library. 

Inspection Methods 8-16 
 

 

 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

 Task priority level: In situations where IPP know that they will not be able to 

complete all of the tasks in a given month, they are to use the priority scale to 

decide which tasks are more important to complete. Lower numerical priority 

values indicate more important tasks. In other words, it is more important to 

complete a priority 2 task than a priority 6 task. At the end of the month, the 

tasks that remain incomplete should generally be the lowest priority tasks. 

 Task start date/end date: These dates show the period during which the 

inspection task is to be performed based on its frequency. For most tasks the 

date range will correspond to a single month. For other tasks, the date range 

may include 3 months. IPP schedule the specified number of instances of the 

task before the stated end date. The task list displays tasks for the current 

month and the next month. 

 Expected/planned number of tasks: PHIS will consider the establishment’s 

approved operating hours and the intended frequency of each task to 

calculate how many instances of each task will be on the task list for the 

month. 

 Number of scheduled tasks: As IPP schedule instances of each inspection 

task on the calendar, this field will keep track of how many have been 

scheduled. 

 Task category: Indicates whether the task is a routine task or a directed task. 

 Number of tasks completed/done: As IPP perform their inspection tasks and 

enter results, the tasks will be designated as done. As the tasks are marked 

complete on the inspection results page of PHIS, the “number done” field will 

track them. 

 Task “add” link: This link is used to schedule both routine and directed tasks 

on the task calendar. 

The tasks on the task list can be narrowed by entering criteria such as the task 

name (or part of the task name), priority level, and task category in the filter 

boxes below the column headings. After typing in the filter criteria, IPP must click 

the filter icon (looks like a funnel) and select how they want the criteria to be 

applied. The tasks that are displayed on the Establishment Task list are based on 

the criteria entered. 

15.Type HACCP in task name filter box 

16.Click the Filter icon 

17.Click Contains from the pick list 

 Only the HACCP tasks are listed 

Inspection Methods 8-17 
 

 

 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

18.Click the Refresh Tasks button 

 The filter criteria is erased 

Note: If IPP want to review just the HACCP verification tasks for the 

current month, they need to narrow the date range before filtering using 

the word HACCP. Clicking on the Refresh Tasks button when the IPP 

narrows the date range also refreshes the task list filters. 

19.Type in the number 3 in the priority filter box 

20.Click the Filter icon 

21.Click LessThanOrEqualTo from the pick list 

22.Click on the down arrow or Scroll down 

 Only priority 2 or 3 tasks are listed 

23.Click the Refresh Tasks button 

24.Type in the letter D in the category filter box 

25.Click the Filter icon 

26.Click StartsWith from the pick list 

 Only directed tasks are listed 

27.Click the Refresh Tasks button 

The blue “Add” link is used to add the task to the task calendar. A specific task 

can be added as a routine task or as directed instance of that task. When the 

“Add” link is missing, the IPP has already scheduled or completed the expected 

or planned number instances of that routine or directed task. If a one of the 

scheduled task is removed from the calendar then the “Add” link would reappear. 

28.Find the Operational SSOP Review and Observation task in the 

task list for January by scrolling down or filtering using SSOP 

29.Click the Add link in the routine column 

The calendar month popup browser opens, showing the establishment name, 

task code/name, active period (start and end dates for the task) and remaining 

number of tasks to schedule. The calendar displays the days for IPP to 

randomly select and schedule the task. The available days reflect the 

establishment’s anticipated operating schedule

IPP can schedule one task, several tasks, all of the remaining routine tasks for 

the month at once time by entering the desired number of tasks in each day box 

of the calendar popup window. IPP can also schedule as many directed 

instances of a task by the same method. However, IPP will only be able to add 

multiple directed tasks with the same justification or reason on the calendar 

from the list. 

Inspection Methods 8-18 
 

 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

30.Check the Small Box for Tuesday and type a “1” in the Red 

Highlighted Box and left click the Small Box for Tuesday again 

 This will schedule the Operational SSOP Review and 

Observation task for every Tuesday of the month; notice the 

grayed out “1” in the box for every Tuesday of the month 

31.Click Cancel 

Note: To add the task to the calendar you would have clicked the “Save” 

rather than “Cancel”. You will add tasks to the IPP’s calendar in the next 

hands-on activity. 

32.Click the Add link in the routine column for the Operational SSOP 

Review and Observation task for January again 

33.Type a “1” in the box for January 4, 6, 11, 18, 22, 25, 26 and 28 

 This will schedule the Operational SSOP Review and 

Observation task on the IPP’s task calendar for the selected

days 

34.Click Cancel 

35.Scroll down until the Task Calendar panel is at the top of the screen 

Task Calendar Navigation 

The task calendar displays all of the tasks scheduled for all IPP and all 

establishments in the assignment. Tasks displayed on the calendar may be listed 

(filtered) by IPP name and/or establishment. IPP can document the results for 

inspection tasks directly from the task calendar using the Task Menu. The 

calendar has a “drag and drop” feature for easily moving scheduled domestic 

tasks to another day on the IPP’s task calendar. IPP use the task calendar to 

identify days that the establishment does not normally work as operating days. 

They also identified approved operating days as non-workdays whenever 

establishment decides not to conduct operations. 

The tasks on the calendar are identified by: 

 task name, 

 establishment number, and 

 the IPP that is assigned to perform the task. 

The task calendar page utilizes colors for designating the current month’s 

operating days as “active” or “inactive”, identifying the previous month’s days, 

and identifying the upcoming month’s days. IPP may schedule tasks on active 

days but cannot schedule tasks on days designated as inactive. It also uses 

symbols and colors to designate the status of a particular task on the calendar. 

The color coding makes it easy for IPP to recognize which days are “active” and

which days are “inactive,” and the status of the task in PHIS. 

Inspection Methods 8-19 
 

 

 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

Color designations for the days on the calendar include: 

 Next/Prior Month Days 

o light gray (in the month view) 

 Saturday/Sunday/Inactive Operating Days 

o light blue 

 Active Days 

o no shading 

Statuses of scheduled tasks on the Task Calendar include: 

 Not opened – This is a task that has been scheduled onto the task 

calendar, but IPP have not begun to enter results in PHIS. This task with 

have a blue shaded box with the task, establishment number and name, 

and IPP name. 

 Open – This is a task that has been scheduled onto the task calendar and 

IPP have begun to enter results. This task will have a yellow shaded box 

with a green circular arrow in top left corner of the box. 

 Completed – This is a task that has been scheduled onto the task 

calendar and finished. IPP have performed all necessary verification and 

entered all results in PHIS. This task will have a green shaded box and a 

green check mark in top left corner of the box. 

 Not performed – This is a task from the Establishment Task List that has 

been scheduled onto the Task Calendar but IPP had not begun to enter 

results by the end of the scheduled period. This task will have a red 

shaded box and a red “x” in top left corner of the box. 

The default view (the first time the task calendar is accessed) for the tasks on the 

task calendar is all inspectors and all establishments. By using the filters, IPP 

can view the tasks to be performed by each inspector during the month or all of 

the tasks to be performed at a specific establishment during the month. 

36.Click the drop-down list arrow for the Inspector 

37.Click the drop-down list arrow for the Establishment 

The task calendar has 3 date views. 

 Month- shows tasks for the month (which is the default) 

 Week-shows tasks for the week 

 Day-shows tasks for a particular day 

Inspection Methods 8-20 
 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

Each date view uses the IPP’s name and the establishment name to limit the 

tasks displayed. 

38.Click the left arrow in the upper left corner of the calendar to see the 

scheduled tasks (completed, in progress and not opened) for 

December, 2015 

39.Click the right arrow in the upper left corner of the calendar, then click 

it again, to see the scheduled tasks for February 

40.Click the left arrow in the upper left corner of the calendar to return to 

January (current month view) 

41.Click the Week link to see the tasks for the first week of the month 

42.Click the left arrow in the upper left corner of the calendar to see just 

the previous Week’s scheduled tasks 

43.Click the right arrow in the upper left corner of the calendar, then click 

it again, to see just the scheduled tasks for the next Week 

44.Click the Today link to see the tasks scheduled for the Current Day 

45.Click the left arrow in the upper left corner of the calendar to see the 

tasks scheduled Yesterday 

46.Click the right arrow in the upper left corner of the calendar, then click 

it again to see the tasks scheduled for Tomorrow 

47.Click the Calendar icon (by the Today link) 

48.Click the left arrow to bring up the month of December 

49.Click December 22, 2015 to see the scheduled tasks for that specific 

day 

There are several options in PHIS for printing the task calendar list. 

50.Click the Printer Icon 

 A pop-up window displays all the scheduled tasks for the 

assignment during the month regardless of which calendar date 

view has been selected (day, week, or month) 

 The list displayed can be sorted by using the Report filters at 

the top of the screen 

51.Type Holland Point in the establishment name box 

52.Click the drop down list arrow for the Task Name 

53.Click Operational SSOP Review and Observation 

54.Click the Refresh Button 

 Only the scheduled Operational SSOP Review and Observation 

tasks for Holland Point Foods are displayed for the date range 

55.Click the Clear Button 

 All report filter criteria is cleared except the “Group by” filter

 Select “none” to reset the Group by filter

56.Click the Refresh Button 

Inspection Methods 8-21 
 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

 The original display is reset (all tasks and all establishments) for 

the date range 

57.Click the drop-down list arrow for the Task Status 

58.Click the drop-down list arrow for the Group by filter 

59.Click Day, Establishment 

 The scheduled tasks are now displayed by day and 

establishment 

60.Click the Printer Icon to print the list (not functional in training) 

61.Click Cancel in print window 

The task calendar list can be saved to the hard drive of the IPP’s computer’s as a 

PDF, MS excel or MS word file for further reference. 

62.Click the PDF icon 

63.Click the Open button to open the file 

64.Click the File in the upper left corner 

65.Click Save As in the menu 

66.Rename the file by typing January Task List in the file name box 

67.Click the Save button 

68.Click the Red X to close the form window 

69.Click the Black X (top right corner) to close the print pop-up window 

Once a task has been added to the calendar, there are several operations that 

IPP can performed on that task. For instance, the task start date can be changed, 

the results of the task can be documented, or the task can be removed from the 

calendar. To perform such operations, IPP will use the Task Menu. 

70.Click the Month link 

71.Click the right arrow to see the scheduled tasks for January 

72.Find the General Labeling task on the task calendar for January 25, 

2016 

73.Right click the General Labeling task to bring up the Task Menu 

74.Click Information-brings up the guidance pop-up window 

75.Click the Black X (top right corner) of the pop-up window to close it 

76.Right click the General Labeling task to bring up the Task Menu 

77.Click Justification-brings up the page for designating a task as “not

performed”

78.Click the drop-down list arrow for the justification box 

 Brings up the “not performed” choices 

Note: You will designate this task as “not performed” in the next 

hands-on activity. 

79.Click the Close button 

Inspection Methods 8-22 
 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

80.Right click the General Labeling task to bring up the Task Menu 

81.Click Document-brings up the Inspection Results page 

Note: You will document inspection results later in this training 

session. 

82.Click the Close button 

83.Select Groveton Meats in the establishment filter list 

84.Right click the General Labeling task to bring up the Task Menu 

85.Click Edit-brings up the Edit Establishment Task list page 

 The IPP can review task details such as the establishment, task 

category, start/end dates, number planned, number scheduled, 

and priority level on this page 

 The IPP can change the date the task will be performed on this 

page 

 The IPP can reassign a task previously assigned to another IPP 

to himself or herself 

86.Click the Cancel button 

87.Right click the General Labeling task to bring up the Task Menu 

 Clicking Remove, removes the task from the calendar and puts 

it back on the task list 

 The task still needs to be performed by the defined end date 

Note: Removing tasks from the task calendar is demonstrated 

in the third hands-on activity. 

The Task Menu selections are different for an in-progress, completed, and not 

performed task. The “Information” selection is the same as previously 

discussed, e.g., lists relevant FSIS Directives. The “Remove” selection is gone. 

A task that is in-progress (has been started), completed or designated as not 

performed cannot be removed from the calendar. The “Edit” selection has been 

replaced with a “Review” selection. IPP can still review the tasks details but they 

cannot change the task date or assign a task completed by another IPP to 

himself or herself anymore. A task that is in-progress may be reassigned from 

one IPP to another IPP or edited, and a completed task may be edited using the 

“Document” selection. If a change is made to the task by an IPP who did not 

start the task or complete the task, PHIS requires that the IPP provide a 

“justification” or reason for making the change to the task.

88.Find the Raw Non-Intact HACCP Task that is Completed (green) 

for January 22, 2016 

89.Right click on the Raw Non-Intact HACCP Task to bring up the Task 

Menu 

90.Click Review 

Inspection Methods 8-23 
 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

 The task details are displayed but notice the date box is grayed 

out and there is no save button 

91.Click the Go Back button 

92.Right click again on the Raw Non-Intact HACCP Task to bring up 

the task menu 

93.Click Document 

 The Inspection Results page is displayed where IPP could make 

changes to the entries 

94.Click the Close button 

For the first part of this hands-on activity, you (as Robert Barclay) will perform the 

following task calendar management: 

 Review the establishment task list and schedule high priority tasks (level 

2, 3, and 4), and 

 Designate a General Labeling task scheduled for December 30, 2015 as 

“not performed” because of IPP time constraints. 

Scheduling Tasks 

IPP use the expected frequency of each task and the task’s priority level from the 

Establishment Task List, and their knowledge of the establishment’s operations 

to schedule their inspection tasks. When scheduling tasks on the calendar, they 

follow the 6 principles for scheduling tasks that were previously discussed. 

1. Scroll up to the Establishment Task List Panel (blue bar) 

2. Click the drop-down arrow and select Holland Point Foods as the 

establishment 

3. Click the Calendar icon to the right of the “To Date”

4. Click the small single left arrow and select January 31, 2016 and 

click the Refresh Tasks button 

5. Type SSOP in the task name filter 

6. Click the Filter icon 

7. Click Contains in the pick list 

8. Find the Operational SSOP Review and Observation task on the 

task list 

9. Review the data displayed in the task list for this task 

 The number planned, number scheduled and number done 

10.Click the Add link in the routine column for the Operational SSOP 

Review and Observation task 

11.Type the number “1” in the box for January 27th and 29th in the 

task calendar pop-up window 

Inspection Methods 8-24 
 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

12. Click the Save button 

13.Inspect the # Sch column for the task that you just scheduled, 

Operational SSOP Review and Observation, ensuring that the 

value has been increased by two 

14.Continue scheduling the following priority 2 tasks using the same 

process in steps 10 and 11: 

 Operational SSOP Record Review task on January 28, 2016 

 Pre-Op SSOP Record Review task on January 28, 2016 

 Pre-Op SSOP Review and Observation task on January 28, 

2016 

Note: PHIS tracks the normal number of hours for a workday. As the IPP 

schedules tasks on the calendar for an individual day, the system checks 

to see if there is enough time to perform all them. PHIS will issue a 

warning if the number of tasks scheduled for an IPP for one day exceeds 

the normal workload for a day. The error is only a warning and does not 

preclude the inspector from scheduling as many tasks as they see 

appropriate for a day. 

15.Click the Refresh Tasks button 

16.Type a 3 in the Priority Level filter 

17.Click the Filter icon 

18.Click GreaterThanOrEqualTo to list only priority 3, 4, 5 and 6 level 

tasks 

19.Schedule the following priority 4 and 6 level tasks using the same 

process in steps 10 and 11: 

 Labeling Product Standards task on January 27, 2016 

 Fully Cooked Not Shelf Stable HACCP task on January 27, 

2016 

20.Scroll down to the Task Calendar 

21.Click the Today link, then click the Week View and view the 7 tasks 

you just added to the calendar 

Rather than removing a task from the calendar and rescheduling it, a scheduled 

domestic task can be easily moved to a different day in the Week or Month view 

by using the drag and drop feature. A check box enables the IPP turn on or off 

the ability to reschedule tasks on the calendar by dragging and dropping them. 

Note: Sampling and export certification tasks should not be moved using the 

“drag and drop” calendar feature. These tasks must be cancelled and 

rescheduled. 

22.Select Holland Point Foods in the establishment filter list 

Inspection Methods 8-25 
 

 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

23.Click the small box next to Enable Drag and Drop to move a task to 

different day 

24.Left click and hold down on the Pre-Op SSOP Record Review task 

scheduled on January 28, 2016 and drag it to January 27, 2016 

25.Click the box again to Disable Drag and Drop 

26.Filter the calendar by Inspector Robert Barclay and the 

Establishment All, then click the Month view to see only Robert 

Barclay’s tasks at all establishments for January 2016 

27.Filter the calendar by Establishment Groveton to see only Robert 

Barclay’s tasks scheduled at Groveton for the January 2016 

28.Filter the task calendar by Inspector Robert Barclay and the 

Establishment Holland Point Foods 

29.Click the Today link to see the tasks for the current day on the 

calendar at Holland Point Foods 

For the second part of this hands-on activity, you (as Robert Barclay) will 

designate a task as “not performed” on the calendar.

Designating Tasks as Not Performed 

At the end of each month, IPP designate any tasks that were not completed as 

“not performed” and provide a justification or reason for not performing the task 

in PHIS. 

1. Click Month view to see all the tasks on the calendar for the month 

2. Click the left arrow to see the scheduled tasks (completed, in 

progress and not opened) for December 

3. Right-click the General Labeling task scheduled on December 30, 

2015 

4. Select Justification from the task menu 

5. Click the Justification drop-down list arrow, click Assigned Other 

Duties 

6. Type the comment “Coverage Assignment” (Optional)

7. Click the Save button 

8. Click the Close button 

9. Sign out of PHIS 

For the last hands-on activity, you (as Jeb Morwork) will perform the following 

task calendar management: 

 Set February 26, 2016 as inactive because the establishment will be 

closed due to equipment updates, 

Inspection Methods 8-26 
 

 

 

 

 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

 Set January 30, 2016 as active because it has more orders to fill for the 

month, 

 Reassign priority 1, 2 and 3 tasks from Robert Allen to his own schedule 

because Robert Allen has gone on emergency leave, 

 Reassign a task that Robert Allen started the day before he went on leave, 

 Remove and reschedule tasks on his own schedule (based on priority 

level) to make time for the extra tasks he took from Robert Allen, and 

 Add 2 “directed tasks” to the calendar. 

We need to change assignments and access the task calendar by doing the 

following: 

1. Log into PHIS and Select User Jeb Morwork (your #) 

2. Select Task Calendar from the navigation menu 

3. Scroll down to the Task Calendar Panel 

4. Filter the calendar by Inspector All and the establishment Open Beef 

Designating Non-Workdays as Active and Approved Workdays as Inactive 

If an establishment chooses not to operate on one or more of their approved 

operating days, IPP will mark those days as “inactive” on the task calendar. As a 

result, PHIS re-calculates the expected number of tasks based on the new 

number of operating days for the month. For example, an establishment is 

approved to operate Monday through Friday, 6 a.m. to 2:30 p.m. However, during 

the winter, the establishment receives fewer orders; so management elects not to 

operate on Fridays in December and January. The inspector assigned to this 

establishment marks those Fridays as “inactive” on the task calendar. Therefore, 

PHIS adds fewer instances of each inspection task to the establishment task list 

for the months of December and January. Likewise, days that are not normal 

operating days (e.g., Saturday overtime) need to be “activated” so tasks may be 

scheduled on those days. 

5. Click Active/Inactive icon (calendar and clock) 

6. Manually type in 1/30/2016 in the date box or click the calendar icon 

and select this date 

7. Mark Day as Active is already selected in drop-down list, so click the 

Save button 

 Notice that the box for 1/30/2016 changed from light blue to white 

which indicates an active day 

Inspection Methods 8-27 
 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

Note: Routine tasks can now be scheduled on Saturday January 30, 

2016. If all of the routine instances of a particular task have already 

been scheduled for the month, the IPP can perform a directed instance 

of that task on Saturday January 30, 2016. During overtime hours, 

regardless if IPP perform a routine or a directed task, they need to 

indicate whether all or part of the task was performed on overtime. 

8. Click Active/Inactive icon (calendar and clock) 

9. Manually type in the 2/26/2016 in the date box or click the calendar 

icon and select this date 

10.If you use the calendar, click the single right arrow and select 

2/26/2016 

11.Click the Drop-Down List Arrow, then click Mark Day as Inactive 

12.Click the Save button 

 The box for 2/26/2016 changes from white to light blue which 

indicates an inactive day 

 Tasks cannot be scheduled on inactive days, e.g., on 

2/26/2016 

Reassigning Scheduled Tasks 

There will be occasions when IPP will need to provide temporary coverage at 

another assignment or perform tasks assigned to other IPP in the same 

assignment due to emergency situations. IPP are to reassign high priority tasks 

from the other assignment or the other IPP in the same assignment to their task 

calendar. 

1. Filter the calendar by Inspector Robert Allen and the establishment 

Open Beef 

2. View Robert’s scheduled tasks for January 28 and 29, 2016, the two 

days that he is on emergency leave 

3. Right click on Robert’s task Operational SSOP Review and 

Observation scheduled for 1/28/2016 and then click Edit from the 

Task Menu 

4. In the Edit screen, note that the task that was assigned to Robert will 

now be assigned to Jeb, then click the Save button 

5. Continue to reassign Robert Allen’s priority 2 and 3 tasks (listed

below) on 1/28/2016 and 1/29/2016 to yourself, Jeb Morwork, using 

the same process as steps 3 and 4 

 Operational SSOP Record Review task on 1/29/2016 

 Hazard Analysis Verification (HAV) task on 1/28/2016 

6. Set the calendar Inspector filter to All so that you can see the tasks 

that you have reassigned from Robert to yourself (Jeb) 

Inspection Methods 8-28 
 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

7. Right click on Robert’s task Review Establishment Data started 

(yellow, in-progress) on 1/27/2016 and then click Document from the 

Task Menu 

 The Inspection Results page is displayed 

8. Click the Justification link at the end of the message that appears at 

the top of the screen 

9. Click the Justification drop-down list arrow, then click “The original 

Inspector is Unavailable”

10.Type “Original IPP is on Emergency Leave” in the Reason to Edit 

Inspection Result Box 

 Entering a reason for unlocking the task is mandatory 

11.Click the Unlock button to save the justification 

12.Notice the inspector name in the middle of the page is now Jeb 

Morwork rather Robert Allen 

13.Scroll to the bottom of the page, there is a grid with a justification, 

reason to edit, who made the edit, and date 

14.Click the Close button 

Note: The name of the IPP that scheduled the task (in this case 

Robert Allen) does not change to Jeb Morwork on the task calendar. 

The task remains yellow (in-progress) until an IPP checks the 

“inspection task completed” box.

Removing Scheduled Tasks and Rescheduling Tasks 

The task calendar allows flexibility to remove and reschedule tasks during the 

month to adapt to changing conditions as necessary. In this case, Jeb Morwork 

has to cover for Robert Allen who is on emergency leave. Jeb has reassigned 

high priority tasks from Robert Allen’s task calendar to his calendar for the time 

Robert Allen is on leave. Since Jeb added some of Robert’s tasks to his calendar 

he cannot perform all scheduled tasks on his calendar. Now, Jeb has to adjust 

his task calendar by moving tasks to another day or by removing some tasks 

from his calendar to be rescheduled at a later date based on task priority. 

1. Filter the calendar by Inspector Jeb Morwork and the establishment 

Open Beef 

2. Right click on the task Slaughter HACCP task scheduled for 

1/28/2016 and then click Edit 

3. Click the Calendar icon and select 1/30/2016 

4. Click Save button and ensure that this task is on the calendar for 

1/30/2016 

5. Filter Task List by the establishment Open Beef (should already be 

selected) 

Inspection Methods 8-29 
 

 

 

 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

6. Filter the task list for January tasks by clicking the calendar icon next 

to the To: Date Box, clicking the small left single arrow and then 

selecting 1/31/2016 

7. Click the Refresh Tasks button 

8. Type Raw in task name filter box 

9. Click the Filter icon 

10.Click Contains from the pick list 

11.Find the Raw Intact HACCP task in the task list and look at the value 

in the # Plan column and the value in the # Sch column 

12.Now scroll down, right click on the task Raw Intact HACCP task 

scheduled for 1/29/2016 and then click Remove 

13.Review the calendar to ensure that this task is no longer displayed on 

the calendar for 1/29/2016 

14.Scroll up and review the task list and notice that the value in # Sch 

column decreased by 1 

15.Click the Refresh Tasks button 

Adding Directed Tasks 

Directed inspection tasks may be initiated in several ways. In some cases, PHIS 

will automatically add a directed task to the task list in response to certain 

information, e.g., a noncompliance entry or lab results within the system. IPP are 

to initiate directed procedures when they have a reason to perform an additional 

instance of a routine task. In other words, IPP are to initiate an additional 

instance of one or more of the routine tasks in the calendar task list when they 

are instructed to perform a task at a higher frequency than the routine frequency 

in PHIS, e.g., for poultry zero tolerance verification. In addition, IPP also initiate a 

directed instance of the routine task based on conditions they observe in the 

establishment, e.g., noncompliance with regulatory requirements. 

For this part of the hands-on activity, Jeb Morwork will add a: 

 Pre-Operational SSOP Review and Observation verification task as a 

directed task based on policy instruction. 

 Sanitation Performance Standard (SPS) verification task as a directed task 

because he observed noncompliance with regulatory requirements 

1. Type SSOP in task name filter box 

2. Click the Filter icon 

3. Click Contains from the pick list 

4. Click the Add link in the directed column for the Pre-Op SSOP 

Review and Observation task 

Inspection Methods 8-30 
 

 

Establishment Task List and the Task Calendar 

11/7/2019 

5. Type the number “1” in the box for January 28, 2016 in the task 

calendar pop-up window 

6. Click the drop down list arrow at the bottom of the calendar, then click 

Supervisor Instruction for the reason 

 A justification is required 

7. Click the Save button 

8. Review the task list and confirm that a new directed Pre-Op SSOP 

Review and Observation task is listed (The #Sch is 1) 

9. Scroll down and confirm that the directed task is now on the calendar 

for 1/28/2016 

10.If you are not sure, right click on the task Pre-Op SSOP Review and 

Observation task, then click Edit 

11.Look for the word Directed in the task details 

12.Click the Cancel button 

13.Type SPS in task name filter box 

14.Click the Filter icon 

15.Click Contains from the pick list 

16.Click the Add link in the directed column for the SPS verification 

task 

17.Type the number “1” in the box for January 28, 2016 in the task 

calendar pop-up window 

18.Click drop down list arrow at the bottom of the calendar, then click To 

Document Noncompliance for the reason 

19.Click the Save button 

20.Review the task list and confirm that a new directed SPS verification 

task is listed (The #Sch is 1) 

21.Scroll down and confirm that the directed task is now on the calendar 

for 1/28/2016 

22.If you are not sure, right click on the task SPS verification task, then 

click Edit 

23.Look for the word Directed in the task details 

Sign-Out 

Click Sign Out and close your laptop at this point because the next topic will 

begin with policy information and your laptop is not needed. 

Inspection Methods 8-31 
 

Establishment Task List and the Task Calendar 

11/7/2019 

Establishment Task List and the Task Calendar Workshop 

1. Describe the difference between a routine task and a directed task. 

2. How are directed tasks initiated? 

3. Describe the principles that IPP should follow when scheduling inspection 

tasks. 

4. What is the ultimate goal or ideal situation for completing inspection tasks? 

Inspection Methods 8-32 
 

 

 

 

 

 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

Attachment 1: Prioritization of Procedures 

 Priority 1 High 

 Reserved for emergency directed procedures 

 Priority 2 High 

 All Verification and Follow up Sampling for 

 E. coli O157:H7 sampling in beef products 

 Listeria monocytogenes sampling in ready-to-eat products 

 All pre-operational and operational SSOP tasks 

 Humane Handling and Good Commercial Practices Tasks 

 Priority 3 Medium 

 Big 8 Formulation verification tasks 

 Salmonella Verification and All Other Sampling 

 Sanitation Performance Standards and Sanitary Dressing verification tasks 

 Hazard Analysis verification tasks 

 Zero tolerance verification tasks 

 Food Defense verification tasks 

 Review of Establishment Data verification tasks 

 SRM verification tasks 

 Priority 4 Medium 

 Raw, non-intact (i.e. ground) HACCP verification tasks 

 Raw intact HACCP verification tasks 

 Fully cooked, not shelf stable HACCP verification tasks 

 Heat treated, not fully cooked, not shelf stable HACCP verification tasks 

 Slaughter HACCP verification tasks 

 Priority 5 Low 

 Thermally processed, commercially sterile (i.e. canning) HACCP tasks 

 Not heat treated, shelf stable HACCP verification tasks 

 Heat treated, shelf stable HACCP verification tasks 

 Secondary Inhibitors HACCP verification tasks 

 Custom/Retail exemption verification tasks 

 Review/Update establishment profile and establishment meetings 

 Priority 6 Low 

 Generic E. coli verification tasks 

 Economic wholesomeness verification tasks 

 Percent Yield/Shrink 

 X Percent Solution 

 MSS/MSP/PDBFT/PDPFT/PDCB/AMRS 

 Batter/Breading 

 Livestock Finished Product Standards 

 Poultry Finished Product Standards 

 Labeling verification tasks 

 Labeling – Product Standards 

 Child Nutrition/Grade Labeling/Declared Count/Vignette 

 Labeling – Net Weights 

 General Labeling 

 Export tasks 

Inspection Methods 8-33 
 

Establishment Task List and the Task Calendar 

11/7/2019 

Table 1: Dictionary of Inspection Tasks in PHIS 

Inspection Task Name Inspection Task Description 

Pre-Op SSOP Record Review Pre-operational Sanitation SOP verification by review of 

establishment records 

Pre-Op SSOP Record Review 

(Import) 

Pre-Op Sanitation SOP Verification by review of import 

establishment records 

Pre-Op SSOP Review and 

Observation 

Review the establishment's SSOP and become familiar with the 

procedures 

Pre-Op SSOP Review and 

Observation (Import) 

Review the import establishment's SSOP and become familiar with 

the procedures 

Operational SSOP Record 

Review 

Verify operational SSOP records 

Operational SSOP Record 

Review (Import) 

Verify operational SSOP records 

Operational SSOP Review and 

Observation 

Verification of the establishment's operational SSOP 

Operational SSOP Review and 

Observation (Import) 

Verification of the import establishment's operational SSOP 

SPS Verification Verification of the sanitation performance standards 

SPS Verification (Import) Verification of the sanitation performance standards 

Beef Sanitary Dressing Verify Sanitary Dressing in Livestock Slaughter Establishments 

SPS Verification (V) Verification of sanitation performance standards in voluntary 

facilities 

Generic E. coli Verification Verify the establishment's generic E. coli program. 

Hazard Analysis Verification Hazard Analysis Verification for all HACCP categories 

Directed Hazard Analysis 

Verification 

Directed HAV procedure is initiated if a public health based 

threshold has been exceeded (e.g., positive pathogen test results, 

trend of food safety NCs, or other information that requires followup). 

Review of Establishment Data Weekly review of establishment data per Directive 5000.2 

Inspection Methods 8-34 
 

 

 

Establishment Task List and the Task Calendar 

11/7/2019 

Inspection Task Name Inspection Task Description 

Raw Non-Intact HACCP Verification of all 4 HACCP regulatory requirements through the use 

of review and observation and recordkeeping components 

Raw Intact HACCP Verification of all 4 HACCP regulatory requirements through the use 

of review and observation and recordkeeping components 

Thermally ProcessedCommercially Sterile HACCP Verification of the 318.300, Subpart G, 381.300, Subpart X; Canning 

and Canned Products regulatory requirements and HACCP 

regulatory requirements. 

Not Heat Treated-Shelf Stable 

HACCP 

Verification of all 4 HACCP regulatory requirements through the use 

of review and observation and recordkeeping components 

Heat Treated-Shelf Stable 

HACCP 

Verification of all 4 HACCP regulatory requirements through the 

review and observation and recordkeeping components. 

Fully Cooked-Not Shelf Stable 

HACCP 

Verification of all 4 HACCP regulatory requirements through review 

and observation and recordkeeping components. 

Heat Treated-Not Fully 

Cooked-Not Shelf Stable 

HACCP 

Verification of all 4 HACCP regulatory requirements through use of 

review/observation and recordkeeping components. 

Secondary Inhibitors-Not 

Shelf Stable HACCP 

Verification of all 4 HACCP regulatory requirements through the use 

of review/observation and recordkeeping components. 

Slaughter HACCP Verification of all 4 HACCP regulatory requirements through the 

review/observation and recordkeeping components. 

SRM Control Verification Verify establishments effectively remove, segregate, and dispose of 

SRMs for s selected lot of product. 

Livestock Zero Tolerance 

Verification 

Verification of zero tolerance for feces, milk, ingesta on livestock 

carcasses 

Poultry Zero Tolerance 

Verification 

Verification of zero tolerance for feces on poultry carcasses entering 

chilling system. 

Percent Yield/Shrink Verify certain products that have a specified %Yield/Shrink as part of 

their Standard of Identity are met and not misbranded. 

X Percent (%) Solution Verify products that contain Percent (%) Added Solution meet 

regulatory standards and are not misbranded. 

Inspection Methods 8-35 
Establishment Task List and the Task Calendar 

11/7/2019 

Inspection Task Name Inspection Task Description 

MSS; MSP; PDBFT; PDPFT; 

PDCB; PDCP; AMRS 

Verify Mechanically Separated, Partially Defatted, and Advanced 

Meat Recovery Products meet regulatory requirements. 

Batter/Breading Verify batter and breading of applicable products meets regulatory 

requirements and product is not misbranded. 

Livestock Finished Product 

Standards 

Verify Livestock products are wholesome and not adulterated. 

Poultry Finished Product 

Standards 

Verify poultry products are produced in a safe, wholesome manner 

and not misbranded. 

Big 8 Formulation Verification Product formulation and labeling targeting the eight most common 

(“Big 8”) food allergens.

Labeling - Product Standards Verify the regulatory or Food Standards and Labeling Policy Book 

standards of identity. 

Child Nutrition/Grade 

Labeling/Declared 

Count/Vignette 

Verify child nutrition labeling for accuracy and regulatory 

compliance. Verify accuracy of grade labeling (e.g., choice; prime; 

select). Verify declared counts when product is sold by the piece. 

Verify vignette is approved and reasonably reflects product within 

the package 

Labeling - Net Weights Verify the product meets the net weight regulatory requirements. 

Labeling (Scale Calibration) 

(Import) 

Verify scale calibration and acceptability. 

General Labeling Verify all products that bear a label bear all required information 

and are approved (generically/sketch) 

General Labeling (Import) Monitoring the stamping/marking of US Inspected and Passed 

cartons, containers, etc. 

General Labeling (V) Duplicate of General labeling (04B04) for voluntary facilities. 

General Labeling (Pre-Stamp) 

(Import) 

Monitoring of pre-stamped lots and program 

Livestock Humane Handling Verify that livestock is slaughtered in accordance with regulatory 

humane handling practice. 

Inspection Methods 8-36 
Establishment Task List and the Task Calendar 

11/7/2019 

Inspection Task Name Inspection Task Description 

Poultry Good Commercial 

Practices 

Verify that poultry is slaughtered in accordance with good 

commercial practices in a manner that will result in thorough 

bleeding of the carcasses and ensure breathing has stopped prior to 

scalding. 

Salmonella Verification 

Sampling 

Directed requests to collect Salmonella verification samples. 

Microbiological Sampling Directed collection of microbiological samples 

Economic Verification 

Sampling 

Directed sampling for economic wholesomeness issues 

Directed Residue Sampling Task for directed residue sampling for NRP 

Export Certification Verification of information provided on FSIS Form 9060-1, labeling 

of shipping containers, and export marks. 

Export Certification (V) Document export certification at voluntary facility 

Custom Exempt Verify that custom exempt operations in official establishments 

meet regulatory requirements and do not impact inspected 

products or operations. 

Retail Exempt Verify that retail exempt operations do not interfere with inspected 

products/operations 

Other Inspection 

Requirements 

Verify other inspection requirements 

Update Establishment Profile Review and update establishment profile to reflect current 

establishment operations. 

Update Establishment Profile 

(Import) 

Review Establishment Profile and make any needed corrections to 

reflect current operations. Please refer to FSIS Directive 5300.1 for 

instructions on the PHIS establishment profile. 

Meeting with Establishment 

Management 

Meet with establishment management 

Food Defense Verify establishment policies, procedures, countermeasures to 

mitigate vulnerabilities to intentional contamination. 

Inspection Methods 8-37 
Establishment Task List and the Task Calendar 

11/7/2019 

Inspection Task Name Inspection Task Description 

Food Defense - (Import) Verify establishment policies, procedures, countermeasures to 

mitigate vulnerabilities to intentional contamination. 

Inspection Methods 8-38