How to create a URS for temperature mapping in GxP

Author: Adam Hartmann-Kruckow, Co-founder of Eupry

Also read: Complete guide to URS design in temperature compliance

What is a URS for temperature mapping?

A User Requirement Specification (URS) for temperature mapping is a formal document that outlines exactly what you expect from mapping equipment and services.

It sets measurable performance standards, defines regulatory compliance requirements, and ensures all stakeholders – from quality teams to service providers – work from the same blueprint. It is not just a checklist but a communication tool that aligns your internal teams with external suppliers.

Also read: How to create a URS for temperature monitoring in GxP

Why does a URS for temperature mapping matter?

A URS is the foundation of quality assurance in temperature mapping. In pharmaceuticals, biotech, and pharmaceutical logistics, mapping verifies that storage and transport environments keep products within required temperature ranges under real‑world conditions.

However, many URSs are built on outdated assumptions, fail to fully address compliance needs, or become overly rigid, locking organisations into outdated processes.

A well‑crafted URS should:

• Ensure compliance with GxP, GDP, and GMP guidelines
• Be flexible enough to adapt to evolving regulations and operational changes
• Prevent gaps in documentation and methodology
• Reduce the risk of failed audits or repeated mapping studies
• Help suppliers understand and meet your exact needs

This flexibility is critical, especially with WHO and ISPE guidelines evolving, to ensure your URS supports both immediate compliance and long‑term efficiency across warehouses, temperature‑controlled units, and other storage environments. Without one, you risk incomplete studies, non‑compliance, costly revisions, and operational delays.

Also read: What are the WHO’s guidelines for temperature mapping

Key steps to create a GxP‑compliant temperature mapping URS

Step 1: Define scope and objectives

This step ensures everyone understands exactly what needs to be mapped and why. A clearly defined scope prevents misunderstandings with suppliers and reduces the risk of missing critical areas.

• Describe the environments, units, and operational conditions to be mapped (warehouses, cold rooms, freezers, refrigerated vehicles, incubators)
• State the number and location of sites
• Outline seasonal conditions and operational scenarios, such as door openings or load changes
• Highlight any products with higher criticality

Pro tip: Include unique challenges such as high‑frequency door openings or mixed‑temperature storage.

Also read: How to write a URS for pharmaceutical storage areas and TCUs

Step 2: Anchor in regulations

Your URS should be firmly based on relevant regulatory requirements so your mapping is audit‑ready from day one. This ensures that every aspect of the study stands up to scrutiny and aligns with established industry standards.

For a broader view on validation processes, see our CQV validation guide for pharma.

Step 3: Specify equipment requirements

Defining equipment specifications helps ensure consistent, reliable data and smooth mapping execution. Without these, you risk inaccurate readings, failed acceptance criteria, and wasted resources.

• Accuracy, resolution, and measurement uncertainty limits
• Calibration traceable to ISO 17025 standards
• Battery life, memory capacity, and environmental tolerance
• Scalability to add or remove loggers without full re‑qualification
• Placement flexibility according to risk assessments
• Wireless or manual data transfer requirements

Also read: How to choose temperature mapping data loggers and equipment

Step 4: Specify service requirements

Clarity in service expectations helps avoid misunderstandings and ensures you receive complete, compliant studies. This also reduces back‑and‑forth during procurement and keeps projects on schedule.

• Scope of work (facilities or units to be mapped)
• Seasonal mapping and operational condition testing
• Data logger placement methodology and mapping duration
• Inclusion of risk assessments and acceptance criteria
• Documentation standards for protocol, final report, calibration certificates, deviation records
• Required qualifications; GDP/GMP experience and relevant certifications

Also read: Where to place data loggers during temperature mapping?

Step 5: Include integration and strategic considerations

A URS should look beyond the immediate mapping study to how the results and systems will fit into your wider compliance framework.

• Continuous mapping setup post‑qualification
• Integration with temperature monitoring systems
• Automated report generation and digital data storage

Step 6: Data integrity and security

Defining data management requirements safeguards the accuracy and accessibility of your mapping records. Regulators increasingly expect demonstrable controls for data security and traceability.

• Secure storage and role‑based access
• Data retention period
• Backup and recovery processes
• Encryption for electronic data

Next steps

Once your mapping URS is complete, share it with equipment vendors and service providers to ensure all proposals meet your compliance and operational needs.

6 tips for writing an effective mapping URS

A mapping URS should be both reliable and adaptable. Use these tips to ensure yours stands the test of time:

• Separate equipment and service requirements for clarity: This avoids confusion when evaluating proposals.
• Link each clause to relevant regulatory guidance: Makes it easier to defend during audits and inspections.
• Use measurable values rather than vague terms: For example, state “accuracy ±0.5 °C” instead of “high accuracy.”
• Involve Quality, Validation, and Engineering teams in drafting: Ensures all operational and compliance needs are covered.
• Include flexibility for future changes: Avoid locking yourself into outdated processes by allowing for evolving technology and operational needs.
• Consider audit trends: For example, WHO GDP inspections often flag unclear acceptance criteria or inadequate calibration records.