Collect supplier updates, delivery records, quality documents and field notes in context. Connect each source to its partner, lot and location so your team can investigate discrepancies and prepare reliable reports.
Agree the fields with your data owner. Retain original submissions, source references and definition versions so each result can be checked later.
| Record | Fields to agree | Rule that preserves context |
|---|---|---|
| Supplier & site | supplier_id · site_id · commodity · effective dates | Keep legal supplier, operating site and delivery partner distinct; one supplier may serve multiple locations. |
| Material movement | lot_id · event_type · quantity · unit · occurred_at | Link receipt, transformation and dispatch events. Record unit conversions and many-to-many lot mappings explicitly. |
| Quality observation | test / check · process point · result · source · reviewer | Keep lab results, receipt checks and approved procedure references. The food-safety owner defines limits and corrective actions. |
| Meal service | school_id · service_date · delivered · recorded uptake | Delivered portions and recorded uptake are different measures. Preserve data completeness and collection method. |
| Commercial evidence | invoice_id · spend · currency · supplier location | Specify accounting period, exchange-rate treatment and local-procurement definition before aggregation. |
| Supplier due diligence | screening criteria · assessment date · finding · action | Separate self-report, independent assessment, identified concern and verified closure. Store supporting documents and review history. |
Agree the framework and scope with the responsible team. The references below illustrate how to map evidence; they do not establish certification or a customer’s reporting obligations.
| Reference | Evidence to preserve | What not to confuse |
|---|---|---|
| GS1 traceability model | What moved; who handled it; where and when; quantity/unit; lot and event links. | A common identification and event model is not proof that all upstream lineage exists. |
| GRI 204-1 · Local procurement | Local procurement spend and total procurement budget basis for significant operating locations; local definition, currency and period. | A share of spend is not a share of suppliers. |
| GRI 308-1 / 414-1 · New-supplier screening | New suppliers screened against environmental / social criteria, eligible new suppliers, criteria and source evidence. | Screened does not mean no risks or impacts were found. |
| GRI 308-2 / 414-2 · Findings and response | Assessed suppliers, significant impacts, agreed improvements and relationship decisions with supporting context. | An uploaded policy or closed task does not establish verified improvement. |
| Codex GHP / HACCP reference | Process-specific monitoring, procedure version, deviations, corrective actions and review records. | The food-safety owner sets appropriate controls. This page supplies no universal temperature limit. |
Food4Education’s public operating model connects sourcing, storage, cooking and delivery, with Tap2Eat supporting payment and uptake data. These relationships inform the illustrative workflow above.
Read the source ↗Sedex’s ARYZTA case explores supplier visibility across business units. It offers a useful reference for keeping supplier and organizational context with assessment evidence.
Read the source ↗
Supply-chain data and school-feeding operations
How Food4Education is using Sopact in everyday work while building toward connected context across its school-feeding operations.
Read the case study ↗
Evidence across delivery partners
How WWF South Africa assembled evidence from four goals and several partners into a single funder-ready narrative.
Read the case study ↗FAQ
Agree the relationships between partner or supplier, lot, receipt, dispatch and service day. Link the relevant documents, exceptions and corrective actions to those records.
Yes. Scope the collection gaps and the agreed imports or integrations during setup. Procurement, warehouse and service systems can remain the operational systems of record.
Start with the reporting question, units, period and responsible owner. Map the relevant measures and evidence to the selected standard; a mapping does not itself establish compliance or assurance.