1. Draw the current and proposed material flow
Start at harvest or intake and follow material through staging, treatment, storage, testing, release, and any rework. Mark where batches are identified, where material waits, and which team owns each handoff.
Draw the proposed route on the same map. Look for extra movement, bottlenecks, space conflicts, and places where treated and untreated material could be confused. The map should show the whole operating process, not only the equipment location.
- Where will material enter and leave the proposed step?
- How will batch status be visible at each handoff?
- What changes on a peak harvest day?
2. Confirm site requirements with the actual configuration
Ask the supplier for the proposed unit’s documented dimensions, access clearances, utility needs, environmental limits, safety requirements, and service access. Verify those requirements against the chosen room with the facility and qualified trades.
Record open items rather than guessing. The proposed configuration may change after a pilot, so identify which site work is needed to test the process and which work depends on a final commercial decision.
- What supplier documents define installation needs?
- Who signs off on room, utility, and safety fit?
- Which assumptions remain unverified?
3. Assign the operating and quality roles
Name the people who will schedule batches, load and unload material, choose settings, maintain records, clean the equipment, respond to alarms, and review quality results. Clarify which tasks require training or authorization before the unit is used.
Draft the operating procedure around the actual workflow. Include an exception path for an interrupted cycle, a mismatched batch record, or material that does not meet release criteria.
- Who owns each step and backup coverage?
- Which records are required at the point of work?
- What happens when the normal sequence is interrupted?
4. Define commissioning and handoff
Before routine use, agree on a documented check that the installed system matches the approved configuration, its controls work as intended, operators are trained, and records can be retrieved. Separate this site check from evidence about product outcomes.
Set a handoff point from installation to operations. Record unresolved issues, the owner and due date of each issue, and any limit on use until it is closed.
- What must be demonstrated before the first production batch?
- Where are settings, training, and maintenance records kept?
- Who authorizes the handoff to operations?
5. Make the go or no-go review explicit
Compare the pilot results with the criteria chosen in advance. Include product quality, throughput, operator workload, facility fit, service support, and the local compliance review. A single positive result does not answer all of those questions.
Document the decision, its scope, and any next step. If the team proceeds, define which products and settings are approved and when the plan should be revisited.
- Which evidence supports the decision?
- Which uses remain outside the approved scope?
- Who can pause or revise the process later?
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