Permit to Work screen - HxGN EAM - 12.1 - Feature Briefs - Hexagon

HxGN EAM Safety Management

Language
English
Product
HxGN EAM
Search by Category
Feature Briefs
HxGN EAM Version
12.1

Use the Permit to Work screen to manage all your permits to work as follows:

  1. Permit to Work - Unique identification of the permit to work. The system automatically assigns a sequence number.

  2. Description - Short description of the permit to work.

  3. Organization - The organization associated to the permit to work. You cannot select common organizations, Like the Work Orders screen.

  4. Equipment - The equipment of the permit to work.

  5. PTW Type - See Permits screen.

  6. Department - Department responsible for the permit to work.

  7. Status - System Codes entity PWST.

    • A permit to work can only be edited when the Status is Unfinished.

    • A typical workflow for a permit to work would be

    • Unfinished to Request Approval,

      • To Approved

      • To Active

      • To Expired. The Status change to Expired is handled by the system automatically. When the system date is less than the Valid Until of the permit to work the Permit to Work Driver (Activate this job on the Job Setup screen) will set the new status. You can still apply this status change manually, if needed.

      • To Closed.

    • Other options that you can select are Cancelled and Suspended.

  8. eSignature Fields - When you click the eSignature icon, the eSignature popup will appear. Enter your username, password, and select a Signature Type. If this gets validated OK, the system:

    • Depending on the selected Signature type, fills in:

      • Prepared By and Date Prepared, or

      • Responsible, or

      • Holder

    • Creates electronic archive records for the permit to work.

    • Fills in the eSignature fields on this screen.

Permit to Work Details Section

  • Location - Location of the permit to work.

  • Location Note - Free text field describing the location in more detail, if required.

  • Type of Work - See Permits screen.

  • Priority - See Permits screen.

  • Risk - See Permits screen.

  • Lockout Box - This references the lockout box used in the LOTO procedure. This field can always be updated except when the Status is Cancelled or Closed or when the permit to work is currently isolated.

  • Un-assessed Conflicts - Check box indicating that conflict records exist on the Conflicts tab without a Resolution. This flag is automatically updated by the system.

  • Work Order - Reference to the originating work order.

  • Permit - Reference to the originating permit record of the work order.

  • Replaced By - Reference to a permit to work that was created to replace this permit to work.

  • Replaces - Reference to a permit to work that was replaced with this permit to work.

  • Note - Free text field for a more detailed description, for example.

Tracking Details Section

Most fields in this section are self-explanatory and therefore are omitted from this document. As discussed earlier the Prepared By, Date Prepared, Responsible and Holder are populated using the eSignature popup.

  • Isolated - Flag indicating whether the permit to work is currently isolated, which means the isolation steps on the LOTO tab are indeed taken and are in effect. This state of the permit to work is controlled by the Isolated and De-Isolated buttons.

Scheduling Section

  • Date Required - This is a date/time field where you enter at what moment the permit to work should be activated.

  • Duration (Hrs.) - The initial duration in hours that the permit to work can be active before it expires. You can use the Permit to Work Setup screen to control the maximum value for this field. You can always pick a lesser value than the maximum.

  • Extension (Hrs.) - The additional time in hours that the permit to work can be active before it expires. You can use the Permit to Work Setup screen to control the maximum value for this field. You can always pick a lesser value than the maximum.

  • Valid Until - This field is automatically maintained by the system. It is always the sum of the Date Required plus the Duration and all applied Extensions. This is the control field that will flip the permit to work to expired when the value is in the past.

  • Duration Total - This field is automatically maintained by the system. It is always the sum of the Duration and all applied Extensions. You can use the Permit to Work Setup screen to control the maximum value for this field.

  • Extension Count - The system will automatically track the number of extensions you have requested. You can use the Permit to Work Setup screen to control the maximum value for this field.

  • Suspension Reason - Free text field you can use to explain a suspension.

User Defined Fields Section

When a permit to work is created from a permit record attached to a work order, all user-defined field values will be copied from the permit to the permit to work.

The buttons on the Permit to Work screen include:

  1. Extend - Click this to extend the permit to work. 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:

    • Determines the new Extension Count, Duration Total, and Valid Until.

    • Creates electronic archive records for the permit to work.

    • Fills in the eSignature fields on this screen.

  2. Isolated - Click this when the isolation steps of the LOTO procedure are completed and the equipment is isolated from its energy sources. 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:

    • Selects the Isolated flag.

    • Updates the lockout box, removes the reference to this permit to work, and selects the In Use flag.

    • Creates electronic archive records for the permit to work.

  3. De-Isolated - Click this when the de-isolation steps of the LOTO procedure are completed and the equipment is no longer isolated from the energy sources. 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:

    • Unselects the Isolated flag.

    • Updates the lockout box, removes the reference to this permit to work, and unselects the In Use flag.

    • Creates electronic archive records for the permit to work.

  4. Sign Off - Click this for all personnel that need to sign off on the permit to work and its contents. You can use this for a variety of reasons. The most common one is to get formal agreement of the workers that they have read and understood the dangers and the precautions, both physical and procedural, before commencing the work. Secondly, after the work is completed, the workers can use it to indicate they have completed their assignment and removed their personal tags and locks, if applicable. 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:

    • Creates electronic archive records for the permit to work.

    • Fills in the eSignature fields on this screen.

  5. Contractor Sign Off - Use this button like you would the Sign Off, but now for contractors or individuals without an HxGN EAM user id. These individuals can use this popup to enter their name, the date and time, and optionally a signature type, the company they work for, their responsibility and a remark. Because there is no user id involved, this popup will not create any electronic signature or archive records for the permit to work.

  6. Copy/Replace PTW - With the Copy/Replace button you can quickly make a copy of an existing permit to work. The system opens the copy/replace popup.

    • You can always Copy.

    • Use the Replace function if an existing permit to work is no longer useful, for example all extensions have been used up. On top of the normal copy function that is performed the newly created permit to work will also reference the replaced permit to work and vice versa. The replaced permit to work will also be closed by this process. And if the permit to work is related to a permit record on the Permits tab of a work order, then a new permit record will be created on this tab as well referencing the new permit to work.

  7. Unsigned PTW Differences - Use this to see all differences between the current data of the permit to work data and the data in the electronic archive at the time of the last electronic signature. Differences will be listed for the permit to work itself, but also for the relevant child data, like that on the Safety and LOTO tab for example.

When using the Batch Update Field functionality on the List View of this screen, some fields will be unavailable for updates. Equipment, Location, and Lockout Box are updatable on the Record View, but will not be displayed in the dropdown.

The Permit to Work screen will adhere to the standard HxGN EAM settings for Department Security.

These standard tabs are available:

  1. Comments

  2. Documents

  3. Translations

  4. eRecords