How to create a URS for temperature mapping in GxP
Guidelines and templates
Need a temperature mapping URS that ticks every compliance box and makes supplier evaluation easier? This guide shows you how to build a document that covers all requirements – and avoids costly re‑mapping.
Author: Jakob Konradsen, Chief Quality Officer and co-founder at Eupry
Get a structured starting point aligned with WHO and ISPE to help you design your URS for mapping equipment and/or services.
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However, many URSs are built on outdated assumptions, fail to fully address compliance needs, or become overly rigid, locking organisations into outdated processes.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
Download your URS template
Get a free URS template to save time and ensure completeness when creating your URS for temperature mapping equipment and services.
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.
Common pitfalls to avoid when designing your mapping URS
Even well‑intentioned URSs can fail if they fall into these traps:
- Using a generic URS without adapting it to your environment: Leads to irrelevant requirements or missed needs.
- Not specifying documentation deliverables in detail: Causes gaps that can delay qualification and trigger audit findings.
- Overlooking seasonal or operational stress testing: Misses real‑world performance issues and weakens validation.
- Missing integration requirements for future continuous mapping: Creates barriers to scalability and efficiency.
- Failing to address data integrity at all levels: Weak controls over logger calibration records or raw data files can lead to non‑compliance.
- Overcomplicating requirements: Excessive technical detail can slow procurement and make systems harder to operate.
- Ignoring supplier capabilities: Including requirements suppliers cannot meet wastes time and delays projects.
- Neglecting change control alignment: Failing to link URS updates with change control procedures can cause compliance gaps when equipment or processes evolve.
Frequently asked questions about URS design for mapping solutions
URS template: Temperature mapping equipment and services in GxP
Define the right mapping solution for YOUR operation
Make the URS design process faster and more reliable with our URS template for temperature mapping in GxP, including separate sections for equipment and services, example clauses, and regulatory references.