We would like to raise awareness to all CBs that the Secretariat created a wiki about all GLOBALG.A.P. IT systems. This wiki is regularly updated with useful information for the users. You can find it here. Any comments/suggestions for improvement about wiki are welcome in: customer_support@globalgap.org.

We kindly ask CBs to avoid uploading large files where possible. The reason is that large files in the upload queue cause significant delays for all CBs in the database. It is therefore recommended that larger files are preferably uploaded in the evenings, as the database remains active during the night.

We also kindly request that CBs check files carefully prior to uploading. Unsuccessful uploads and subsequent re-uploads due to avoidable mistakes (e.g., incorrect O-key) is another reason for delays.

Lastly, we kindly ask CBs to refrain from uploading the same file more than once. If you do miss a reply email with regards to an upload, kindly contact the Customer Support Team instead. There are instances where the same file has been uploaded five times, causing significant delay as a result.

Database performance

Please try to refrain from uploading large files (e.g., product upload sheets) whenever feasible. This precaution is advised as the presence of large files in the upload queue can cause considerable delays for all CBs. It is therefore recommended that larger files be uploaded during the evening when possible, as the database remains active overnight.

Additionally, we kindly request that you meticulously review files prior to uploading. Instances of unsuccessful uploads and subsequent reuploads due to avoidable errors (such as an incorrect O-key) contribute to delays.

Lastly, we urge you to refrain from uploading the same file multiple times. If you miss an email reply regarding an upload, please contact the Customer Support team. Instances have arisen where the same file has been uploaded multiple times, resulting in significant delays.

Guidance on the GLOBALG.A.P. IT systems

We have received numerous inquiries regarding the utilization of our IT systems. At this juncture, we wish to direct your attention to the technical news releases, records for IFA v6, and pertinent Wiki articles. These resources comprehensively address many commonly asked questions. Should further assistance be required, the Customer Support team stands ready to help you.

Previously communicated on 12 October 2023

Here we would like to communicate temporary changes in Audit Online Hub (AOH) (Legacy) upload rules v1.1 July 2023 regarding only the percentage of uploading checklists (changes in blue). Following changes apply from 1 September 2023 until further notice:

• 20% of all checklists for IFA v5.2, IFA v5.3, IFA v5.4-1-GFS, HPSS v1.2, or PHA v1.2 shall be uploaded per month.

Those IFA checklists uploaded for the FSMA PSR add-on, the Nurture Module or because of the use of GLOBALG.A.P. Remote may be counted towards the 20% referenced before.

This is a temporary change and all other rules included in AOH (Legacy) upload rules v1.1 July 2023 remain unchanged.

We would like to remind you that the AOH upload rules have been updated, as communicated in TN 03/2023. The new rules include a reduced mandatory upload percentage for many GLOBALG.A.P. standards and add-ons. In addition to the rules communicated in TN 03/2023, we want to further clarify a change to the mandatory upload percentage for certain standards:

As of 1 December 2023, 20% of all checklists for CoC v6, IFA v5.2 for combinable crops (CC)/plant propagation material (PPM), IFA v5.4-1-GFS, Harmonized Produce Safety Standard (HPSS) v1.2, or Produce Handling Assurance (PHA) v1.2 shall be uploaded per month.

For a full overview of the AOH upload rules, please consider the information presented above together with the information in TN 03/2023.

About auditors’ status

Currently there are still a number of auditors assigned IFA v6 Farm Assurance Products in CB-AT with the approval status 'Open'. We kindly ask CBs that when all required documents are uploaded in CB-AT to change the status to “Submitted to GLOBALG.A.P.” so that the Secretariat can proceed with the reviews. We would like to clarify that the “temporarily approved” status of the FAP´s in CB-AT allows the auditor to do audits in AOH under that FAP. We will allow CBs to continue uploading the required documents and assigning the respective statuses in CB-AT for all FAPs until further notification.

In the meantime, CBs shall register all their auditors in CB-AT to assign them a GAIN number, before assigning an audit to the auditors. GLOBALG.A.P. database will validate during the transition period described in point 2.1 that all registered auditors have passed the necessary online tests.

CB application in CB-AT

Please note that the application for IFA v6 and several add-ons scope extensions are now done directly in CB-AT. The process starts with the assigning of the Farm Assurance Product (FAP) under the Certification Body Module. For IFA v6 application you will need to upload the confirmation letter from the Accreditation Body. When done, please inform GLOBALG.A.P. Secretariat by email so that application can be reviewed.

Please note that for all the CBs who received automatic approvals for IFA v6 and add-ons, the FAPs also need to be assigned in CB-AT. We advise CBs to check in the website or CB Extranet their approval status before adding the FAP in CB-AT.

New role in CB-AT

The CB certificate signatory role has been included in CB-AT. This role is intended for the person who signs the certificate in Validation Service, as communicated in TN 02/2023. No qualification requirement or training applies for this role.

We would like to remind you that the reviewer and the Certification committee are also roles available in CB-AT that CBs shall assign to their staff per FAP in order to use AOH and VS.

The preferred language in CB-AT is the one CB auditors use to conduct audits and to pass the farm auditor online test. CBs may also choose additional languages in CB-AT per farm assurance product if their farm auditors feel competent enough in these languages to take the farm auditor online test. Please ensure that the preferred language is also selected for the farm assurance product. CBs may add more language preferences for farm auditors for each farm assurance product in addition to the languages previously chosen, but they cannot switch the preferred language more than once. If they do so more than once, a financial sanction will apply.

Where CBs follow the smart IT process, meaning that they use AOH for the audit report and VS to issue the certificate/letter of conformance, CB auditors shall be approved in CB-AT (statuses “approved” and “temporarily approved” work for AOH and VS). We would like to remind CBs when uploading the necessary documents in CB-AT to also click the “submit to GLOBALG.A.P.” button for each farm assurance product.

Where CBs use the database only for their audit report and certification decisions, auditors shall only be registered in CB-AT and have completed the mandatory online training.

Also, we want to remind CBs to assign the “CB certificate signatory” role to users that they wish to be used as “authorized person” in VS. This role is found on the user profile below “preferred language” and is a “Yes/No” role.

CBs shall make sure that auditors are registered in AOH using the same email address they use in CB-AT, otherwise synchronization cannot be established.

News items from technical news editions published in Q4 2023 and beyond are published here. Please check the document center for technical news editions published prior to this.