Manage Permits
Introduction
Permits are attached to Work Orders to ensure a safe work environment before starting work on a Work Order.
- Prerequisite
You have completed setup for Permits.
- Audience
- Permit Requester, Permit Reviewer, Permit Approver, Maintenance Manager, Technician
Overview
A Permit to Work contains a list of conditions to be met or tasks to be done to ensure that maintenance work described in a Work Order can be carried out in a safe way. A Permit is attached to a Work Order. The Technician scheduled to work on the Work Order fills out the Permit and submits it for approval. The Technician must not start work on the Work Order before the related Permit is approved.
Working with Permits includes
- Create Forms (using a Form Template) for a Permit Template.
- Create a Permit Template and add Forms to the template.
- Assign a Permit Template to a Work Order Plan.
- When a Work Order is created, a Permit is automatically attached to it, based on the Permit Template from the Work Order Plan.
- Fill out the lines on the Forms related to the Permit and submit the Permit for approval (done by the Technician).
- Approve the Permit.
- When a Permit is approved, work can start on the Work Order.
The screenshot below gives you an overview of the Permit workflow.
Create and Release a Form Template for Permits
You can create a Form Template to be used for Permits in the Dynaway Forms module. You add a Form Template to a Permit Template. Next, you assign a Permit Template to a Work Order Plan.
The Form Template may contain few or many tasks that a Technician must carry out as part of a Work Order maintenance job. Permit tasks are related to safety, for example
- Ensure that electricity is switched off
- Ensure that any flammable substances have been removed
- Install insulating mats in the work area
When you create a Form Template for Permits, you add the lines (tasks) that a Technician must complete. You manually change status on a Form Template when it is ready to be used. Here is a status overview:
| Status | Description / related action |
|---|---|
| Open | The Form Template is created. |
| Released | You can attach the Form Template to a Permit Template. |
| Closed | The Form Template is no longer used. |
When you add a line (task), there are several line types to choose from in the Type field. To give you an idea of what the different lines types look like to the Technician that fills out a checklist - and what they are used for - take a look at the five screenshots "Permit Line Types Explained" below.
- "Permit Line Types Explained" is a Form Template for Permits in which each line explains a type.
- "Permit Line Types Explained [01-02-03-04]" show how a line created for each Permit type is shown on the Permit. During creation of a Permit (Form Template Card), you can always select Process > Preview to see if the Permit is presented in the right way, using the correct line types.
- The final screenshot "Form Template with status "Released"..." is an example of a Form Template for Permits that could be used on a Work Order - to be done before the actual maintenance job starts.
When a Form Template is ready to be used, you update the status to "Released". Released Form Templates can be added to a Permit Template, which is assigned to a Work Order Plan. When the Work Order Plan is calculated, a Permit is created on the related Work Order. The Permit contains the Form Templates from the Permit Template.
Refer to the test case below for a step-by-step procedure on how to create a Form Template for Permits.
Creating a Form Template for Permits
Data Requirements
- At least one Category of type "Permit to Work" exists.
- Form Template Nos. used in Forms Setup is set up as default number series.
Steps 13 expand
Search for and select Form Templates.
Select New.
Enter a Name (title) for the Template. A Code is automatically created from the number series setup.
Enter a Description.
Select a Category Code of type "Permit to Work".
On the Questions tab, you add the required Permit tasks as lines. Enter text in the Question Text field.
Enter Instruction Text if further explanation is required (apart from what you added in the Question field).
Select a Type on a Permit line.
Select the Mandatory check box for lines that are important to the task at hand.
Example: On a Permit, you may ask a Technician about general comments or ideas for new ways to do the work. That sort of task on a Permit should not be marked as mandatory.
If a Permit line involves GDPR-related data, select the GDPR check box on the line.
Note: If you select type "Boolean" or "Option" or "Select" on a Checklist line, you see a Configure Forms link in the Related Forms field. For these three types, you can select the link to open a Form in which you can add another Form - to be triggered if a specific answer/option is selected.
When you have completed the Form Template, select Release > Release in the ribbon.
The Status field is updated to "Released". Now, the Form Template for Permits can be attached to a Permit Template or a Permit.
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Note: It is possible to revert status on a Form Template to status "Open". This is done if you want to prevent selection of the Form Template on a Permit Template or a Permit.
To revert the status on a Checklist, you select Release > Reopen in the ribbon.
Tip: During creation of a Form Template for Permits, you can select Process > Preview to see how the Form Template will be presented to the Technician.
Expected
The user can create and release a Form Template for Permits, which is used on Permit Templates and Permits.
Create a Permit Template
The Purpose of a Permit Template is to create a task list regarding safety-related tasks, including a specific approval workflow, which can be used across multiple Work Orders. This approach ensures that maintenance work can be carried out in a safe way, and that the same safety tasks can be applied to different work situations.
A Permit Template may include one or more Form Templates for Permits.
When you have created a Permit Template, you can
- Assign the Permit Template to a Work Order Plan. When the Work Order Plan is calculated, a Work Order is created, and a Permit is automatically created for the Work Order (based on the Permit Template).
- Manually create a Permit and add Forms to it. Then, it is possible to manually add the Permit to an open Work Order.
Note: As described above, you can manually create a Permit and add Forms to it without using a Permit Template. However, we recommend that you use Permit Templates because they allow you to create one template to be used on several Work Order Plans and related Work Orders. Any updates on a Permit Template will automatically affect related Work Order Plans and Work Orders.
A Permit Template can go through various states, depending on the actions taken on the Permit Template. Here is a status overview:
|
Permit Template Status |
Description / related action |
|---|---|
| Open | The Permit Template is created and editable. |
| Released | The Permit Template can be Assigned to Work Order Plans and Permits. |
| Inactive | The Permit Template cannot be used. |
Refer to the test case below for a step-by-step procedure on how to create a Permit Template.
Creating a Permit Template
Data Requirements
- At least one released Form Template with a category for Permits exists.
Steps 10 expand
On the Safe Work role center, select Permit to Work > Permit to Work Templates.
Optional: If you are on another role center, search for and select Permit to Work Templates.
Select New.
Select the Description field. A number for the Permit Template is automatically inserted in the No. field.
Enter a Description.
If you want the Permit Template to be valid for a specific period, enter number of days in the Days Valid field.
On the Forms FastTab, select the Template Code field and select a Form Template.
At least one Form Template must be selected. If required, you can add more lines and select more Form Templates.
On the Approvers FastTab, select the User Name field and select an Approver.
At least one Approver must be selected. If required, you can add more lines and select more Approvers.
For each Approver line, select an Approval Role ("Reviewer" or "Approver").
Select Release > Release in the ribbon. The status in the Status field is updated to "Released".
When a Permit Template is relased, you cannot edit it. If you want to edit it, select Release > Reopen to revert status to "Open".
Expected
The user can create and release a Permit Template.
A Permit Template must be in status "Released" before you can add it to a Work Order Plan or create a Permit from it.
Create a Permit from a Template
You can manually create a Permit to Work and add Form Templates and Approvers to it. When the Permit is created, you can manually add the Permit to a Work Order.
You manually create a Permit to Work in two ways:
- On a Permit to Work Template card, select Process > Create Permit.
- In the Permits to Works list, select New.
Refer to the two test cases below for step-by-step procedures on how to create Permits manually.
When you have created a Permit to Work, you can add it to a Work Order.
- Open a Work Order card from the Work Orders list. The Work Order must have Status "Open".
- Select a Permit on the General FastTab > the Permit to Work field.
Creating a Permit to Work from a Template
Data Requirements
- At least one released Permit Template exists.
- The Permit to Work Template card is open.
- Default Approvers are not set up.
Steps 10 expand
Select Process > Create Permit in the ribbon.
Select Yes.
On the Permit to Work card, enter a Description.
Select Process > Approval Setup in the ribbon.
Note: At least one approver must be set up.
Select User Name.
Select Approval Role for the added user.
If more Approvers are required, repeat steps 5-6 for each user.
Select Close.
Select Release > Release in the ribbon.
Select Yes.
Expected
The user can create and release a Permit to Work based on Permit to Work Template.
Creating a Permit to Work
Data Requirements
- At least one released Form Template with a category for Permits exists.
- At least one user is set up as Safe Work User.
Steps 15 expand
Search for and select Permits to Work.
Select New.
On the Permit to Work card, go to the Description field and enter a description.
A No. is automatically added, based on the number series setup.
Select Valid From.
Select Valid To.
Select Process > Form Templates in the ribbon.
Select at least one record in the Template Code field.
Return to the Permit to Work card.
Select Process > Approval Setup in the ribbon.
Note: At least one approver must be set up.
Select a User Name.
Select an Approval Role for the added user.
If more Approvers are required, repeat steps 10-11 for each user.
Select Close.
Select Release > Release in the ribbon.
Select Yes.
Expected
The user can create and release a Permit to Work.
Assign a Permit to a Work Order Plan
When you have created a Permit to Work Template, next step is to add the template to a Work Order Plan.
When you release and calculate a Work Order Plan, and a Work Order is created from the plan, a Permit is automatically created for the Work Order, based on the Permit to Work Template.
Refer to the test case below for a step-by-step procedure on how to add a Permit to Work Template to a Work Order Plan.
Adding a Permit Template to a Work Order Plan
Data Requirements
- At least one released Permit to Work Template exists.
- At least one open Work Order Plan exists.
Steps 2
Open a Work Order Plan from the Work Order Plans list.
On the General FastTab, select a template in the Permit Template field.
Expected
The user can add a Permit to Work Template to an open Work Order Plan.
Fill out a Permit on a Work Order
When a Work Order is created from the Work Order Plan,
- a Notification line at the top of the screen on the Work Order card notifies the user of an unapproved Permit, or a Permit that was approved outside the valid time frame.
- the Permit number is shown in bold text and red color in the Permit to Work field on the Work Order. This means that the Permit has not yet been approved.
- if there is a specific validity period on the Permit (which was set up on the Permit to Work Template), you can only complete the Permit and submit it for approval within that period.
Refer to the test case below for a step-by-step procedure on how to fill out a Permit on a Work Order.
On a Work Order card, in the Permit to Work field, the text formatting of the Permit No. informs you which approval state the Permit is in.
|
Text Format in |
Description |
|---|---|
| Green color, bold | The Permit is approved within the valid time frame. |
| Red color, bold | The Permit is not approved. |
| Red color, italic | The Permit is approved outside the valid time frame. |
The screenshots below show a Work Order with an unapproved Permit, and a Permit approved within the valid time frame.
Filling out a Permit on a Work Order
Data Requirements
- At least one Work Order exists - created from a Work Order Plan that includes a Permit to Work Template.
- The Permit added to the Work Order is released.
- The Work Order card is open.
Steps 6
Notice that at the top of the Work Order, on the Notification line, a notification is shown regarding the unapproved Permit.
The Work Permit No. is shown in the Permit to Work field in bold, red text because the Permit is not approved.
Select the ellipsis button in the Permit to Work field.
On the Permit to Work screen, select a Permit record/line on the Open Forms FastTab. There may be one or more Permits that you must complete.
Select Manage > Complete to open the Form related to the Permit.
Complete all tasks / questions one by one. When all tasks are completed, select Submit.
Note: An answer on a task/question might trigger the opening of another Form, which you must also complete.
Confirm submitting the Permit for approval by selecting Yes on the pop-up screen.
Repeat steps 2-5 for each Open Form.
Expected
The user can fill out Forms added to a Permit.
When a Form is completed and submitted for approval on a Permit, it is automatically moved to the Completed Forms FastTab on the Permit.
When a Permit is awaiting approval, a Notification about this is shown at the top of the Work Order.
When a Permit is approved, the link to the Permit in the Permit to Work field on the Work Order is shown in bold text and green color.
Inspect and Edit Answers on a Permit
When a Technician has filled out all forms on a Permit and submitted the Permit for approval, he or she can review the answers provided in the forms.
If the Permit is not yet approved, the Technician is able to correct answers or cancel the submitting for approval, if required.
Refer to four test cases below for step-by-step procedures on how to
- inspect answers on a Permit
- correct answers on a Permit
- submit approval request (manually)
- cancel approval request
Note: On a Permit to Work card, select Process > Work Orders or Posted Work Orders to see a list of the Work Orders or Posted Work Orders that use the Permit.
Inspecting Answers
Data Requirements
- At least one form on a Permit is filled out.
- The Permit to Work card is open.
Steps 2
Select the record on the Completed Forms FastTab.
Select Manage > Answers.
In the Completed Form Lines list, questions and related answers are shown.
Expected
The user can review answers provided in a form on a Permit.
Correcting Answers
Data Requirements
- At least one form on a Permit is filled out.
- The Permit to Work card is open.
- Status on the Permit is "Released".
Steps 3
Select the record on the Completed Forms FastTab.
Select Manage > Correct.
Select Yes.
Expected
The user can edit and resubmit answers provided in a form on the Permit.
Submit Approval Request (manually)
Data Requirements
- The Permit to Work card is open.
- All forms on the selected Permit are filled out.
Steps 1
Select Request Approval > Send Approval Request.
Expected
The user can send approval requests manually.
Cancelling Approval Request
Data Requirements
- The Permit to Work card is open.
- The selected Permit has Status "Pending Approval".
Steps 2
Select Request Approval > Cancel Approval Request.
Select OK.
Status on the Permit is changed to "Released".
Expected
The user can revert a "Pending Approval" status to "Released" on a Permit.
Approve a Permit
The employees assigned to review or approve Permits find the pending approvals in the Requests to Approve list. In this list, you can approve or reject or delegate Permits. If you delegate, it means you pass on the task of approving a Permit to another employee.
Refer to the test cases below for step-by-step procedures on how to
- approve
- open before approving
- reject
- delegate
a Permit.
Note: In the Work Orders list, you can select Actions > Permit Required to filter the list to get an overview of all the Work Orders with Permits that require approval or have expired.
Approving a Permit
Data Requirements
- At least one Permit is assigned to the current user for approval.
Steps 3
Search for and select Requests to Approve.
Select a Permit in the list.
Select Approve in the ribbon.
Expected
The user can approve a Permit.
Opening Before Approving
Data Requirements
- At least one Permit is assigned to the current user for approval.
Steps 3
Search for and select Requests to Approve.
Select a Permit in the list.
Select Open Record in the ribbon.
Expected
The user can open a Permit to Work card and inspect it before approval.
Rejecting a Permit
Data Requirements
- At least one Permit is assigned to the current user for approval.
Steps 3
Search for and select Requests to Approve.
Select a Permit in the list.
Select Reject in the ribbon.
Expected
The user can reject a Permit.
Delegating a Permit
Data Requirements
- At least one Permit is assigned to the current user for approval.
- Approval User Setup exists.
Steps 3
Search for and select Requests to Approve.
Select a Permit in the list.
Select Delegate in the ribbon.
Expected
The user can delegate Permit approval to another employee.
Reapprove a Permit
If a Permit requires an extension of the validation date, you must reapprove it to be valid on a Work Order.
The employees assigned to review or approve Permits find the pending approvals in the Requests to Approve list.
Refer to the test case below for a step-by-step procedure on how to reapprove a Permit.
Reapproving a Permit
Data Requirements
- At least one Permit has status "Approved", and the validation date has expired.
Steps 5
Search for and select Requests to Approve.
Open a Permit from the list that requires reapproval.
Select Actions > Reapprove in the ribbon.
Select a new Valid To date.
Select Yes.
Expected
The user can reapprove a Permit.