Permits tabs - HxGN EAM - 12.1 - Feature Briefs - Hexagon

Use the defined permits on the Permits tabs on the following HxGN EAM screens:

• Assets/Positions/Systems

• Locations

• Categories

• PM Schedules

• Standard WOs

• Work Orders

Define Permit records as follows:

1. Review Details - In this section you can review the data on the Permits tab. When you enter a new record on this tab, or when you update or delete an existing record the review details are cleared, rendering the whole tab un-reviewed. Initiate the review process by clicking the Reviewed By icon. The e-Signature popup will display where you can enter your username, password, and select a Signature Type. If this gets validated OK, the system:

   • Deletes all records that are flagged Delete Pending.

   • Fills in the Review details on this tab.

   • Sets Date Review Required equal to the system date plus the number of days set for Organization Option PERMRFRQ. If you do not want regular reviews of your permit data leave this option blank.

     On the Assets, Positions, Systems, and Work Orders screens the review will also trigger a set of electronic archive records.

2. Permit - Select the permit.

3. Auto Create PTW - Defaults from the selected permit but can be overwritten.

4. PTW Type - Defaults from the selected permit but can be overwritten.

5. Type of Work - Defaults from the selected permit but can be overwritten.

6. Priority - Defaults from the selected permit but can be overwritten.

7. Risk - Defaults from the selected permit but can be overwritten.

8. LOTO Required - Defaults from the selected permit but can be overwritten.

9. Isolation Type - Defaults from the selected permit but can be overwritten.

10. All UDFs:

    • Default from the selected permit but can be overwritten.

    • Through screen designer the User Defined Field Options and User Defined Field Lookup Values will not be available. Use the Permit to Work screen for this setup.

11. Mandatory - Select this field if the permit should become mandatory on the work order.

12. Apply to Children - Use this check box if children should inherit the permit record. This way all the children of a production line will show the permit record simply by associating it one time to the parent production line. This works on both the location and equipment hierarchy.

13. Activity - Leave this field blank if the permit is applicable for the complete work order, otherwise select the Activity to which it relates. Only on screens where activities can be defined (PM Schedule, Standard WO and Work Order) can you select an activity.

14. Delete Pending - This check box is only relevant if the Organization Option PERMRREQ is set to YES. This setting prevents direct deletion of records on this tab. To delete a record on this tab two steps must be completed:

    1. User selects Delete Pending for the record that must be deleted.

    2. As part of the review process these records will be deleted. See 1. Review Details on page .

15. Source Details:

    • The Source Type, Source Code and Source Org. field hold data from foreign sources. A foreign source is any record not equal to the header record of the tab, but somehow related to it. This works similar as described on the Safety tab.

16. Buttons:

    • Add/Edit Comments - Free format comments specifically for this record.

    • Add/Edit Documents - Document attachments specifically for this record.

    The following extra fields are only available on the Permits tab of the Work Orders screen:

17. Permit Reference - Every permit you associate to the work order will get a unique number automatically assigned.

18. Active - Indicates whether the Permit is active or inactive for this work order.

19. Date Printed - Will be populated when you print the Permits for Work Order report.

20. Equipment - This lookup will be enabled only in case multi-equipment child (MEC) work orders exist. The equipment selection will also populate the Related Work Order field.

21. Revision - The revision of the permit is included making sure the work order history never changes.

22. PTW - When a permit to work is created from this permit record, either automatically or manually by clicking the Create PTW button, you will find the assigned permit to work code referenced here. Once a permit to work is created for a permit record, that permit record cannot be changed anymore.

23. PTW Status - The system also displays the Status of the related permit to work.

    The following extra buttons are only available on the Permits tab of the Work Orders screen:

24. Deactivate Permit - Changes an active permit into an inactive permit.

    • Non-mandatory permits can always be deactivated providing a permit to work is not yet created from that permit record.

    • Deactivating a mandatory permit, however, is only possible with Organization Option PERMMAPD set to YES.

25. Create PTW - This button will create a permit to work based on the settings of the selected permit record.

    • Organization Option PTWLIMIT controls the number of open permits to work the system allows (open means the permit to work Status is not Cancelled and not Closed). If this option is set to YES, only one open permit to work can exist for the work order at any one moment in time. If set to NO there are no constraints on this.

The Permits tab on the Work Orders screen does not have the Date Review Required field.

Most differences on the Permits tab of the Work Orders screen are logical because this screen is more transactional and is not setup related.

The Permits tab on the Work Orders screen is also populated automatically whenever possible. When you create a new work order, manually or automatically through the release of a PM schedule or a maintenance pattern, permits will be copied from a variety of sources related to that work order, including the equipment, related data of that equipment (category or parents), the location, parents of that location and the standard work order or PM schedule of the work order. Changes to the work order, like selecting new equipment, a new location or a new standard WO will add additional permits to the work order, if required. When adding new permits, the review details on the Permits tab will be cleared by the system, rendering the whole tab un-reviewed. The system also cleans up existing permits attached to the work order after such changes. Depending on the Organization Option PERMCLEA the system will:

1. Do nothing if PERMCLEA is NO.

2. Deactivate old permits if PERMCLEA is DEACT.

3. Delete old permits if PERMCLEA is DEL.

Old permits are defined as permits attached to the work order where PTW is empty (permits with a PTW reference will never be changed by this process) and where the source details point back to a record that is no longer associated to this work order.

Additionally, the system automatically creates permit to work records for all permits that are associated to the work order and where Auto Create PTW is selected, but only if Organization Option PTWAUTO is set to YES. Set this option to NO and a permit to work can only be created manually.

Another Organization Option is PTWLIMIT. You have seen earlier that this option, if set to YES, controls that only one permit to work can be active for a work order at any moment in time. So, with PTWLIMIT set to YES, the system stops generating after the first permit to work is created. Since more than one permit on the work order may be selected for auto creation, the system will always first try to create them for the parent work order in case of MEC work orders. Then within each individual work order the associated permits are processed and a permit to work is created based on their originating source in the following sequence:

1. PM Schedules

2. Standard Work Order

3. Work order Equipment is an Asset, Position or System

   1. Equipment itself

   2. Equipment Category

   3. Equipment Parent Equipment (if Apply to Children is selected on the parent record)

   4. Equipment Location

   5. Equipment Parent Location (if Apply to Children is selected on the parent record)

4. Work order Equipment is a Location

   1. Location itself

   2. Location Parent Location (if Apply to Children is selected on the parent record)

5. Work order Location

   1. Location itself

   2. Location Parent Location (if Apply to Children is selected on the parent record)

The third Organization Option used by this process is PTWMEC. This option controls whether multi-equipment child work orders are treated as individual work orders who will get their own permit to work attached, or whether the permit to work for the MEC work order will be attached to the multi-equipment parent work order.

If PTWLIMIT is set to YES and PTWMEC is set to YES, the system can only create one active permit to work per work order, including any MEC work orders. So, if the parent work order has two MEC work orders, a maximum of three permits to work can be created, one for each work order.
If PTWLIMIT is set to YES and PTWMEC is set to NO, the system can only create one active permit to work per work order, but for MEC work orders will always create the permit to work on the parent work order level. So, if the parent work order has two MEC work orders, a maximum of only one permit to work can be created for the complete set. And the permit to work will always reference back to the parent work order, never the MEC work order.

If PTWLIMIT is set to NO, then the system will create a permit to work record for all permits attached to the work order where Auto Create PTW is selected. With PTWMEC set to YES, the generated permit to work may reference a MEC work order. With PTWMEC set to NO the generated permit to work, even if triggered by a MEC work order, will reference the parent work order.