LOTO

Setup

Before you can create and use LOTO, make sure you are able to access the Safe work application and LOTO and have the user permissions to view and perform various tasks in LOTO.

Getting Access to Safe Work and LOTO

Ensure that you have user access to Safe work app and LOTO.

1. Enable Safe work app access for users: To give yourself or another user or user group access to the Safe work app, go to Dynaway mobile > Setup > Module configuration. From the list of applications, select Safe work > Enabled, add the relevant user or user group, and set the parameter value to 'true'.

2. Enable LOTO access within the Safe work app: To grant LOTO access, navigate to Dynaway mobile > Setup > Module configuration, select Safe work > LOTO > Enabled, add the user or user group, and set the parameter value to 'true'.

Once you've completed these steps, you’ll have access to LOTO within the Safe work mobile app.

User Permissions for Tasks in LOTO

1. Enable access to Create LOTO: If you need to create LOTO records, go to Dynaway mobile > Setup > Module configuration > Safe work > LOTO > LOTO create, add yourself or another user or user group, and set the parameter value to 'true'.

2. Enable access to update LOTO Details: Go to Dynaway mobile > Setup > Module configuration > Safe work > LOTO > Update details, add the user or user group, and set the parameter value to 'true' so you or others can update LOTO details.

3. Enable access to update the Lifecycle state: To allow you or other users or user groups to update the LOTO lifecycle state, navigate to Dynaway mobile > Setup > Module configuration > Safe work > LOTO > Update lifecycle state, add the user or user group, and set the parameter value to 'true'.

4. Enable access to update plan lines: If you need to update plan lines, go to Dynaway mobile > Setup > Module configuration > Safe work > LOTO > Update Plan Lines, add the user or user group, and set the parameter value to 'true'.

5. Enable access to manage LOTO lists: To allow yourself or other users or user groups to create and manage LOTO lists, go to Dynaway mobile > Setup > Module configuration > Dynaway mobile > Setup > Module configuration > General > Manage saved search lists, add the relevant user or user group, and set the parameter value to 'true'.

Create LOTO

From the Safe work mobile app, you can directly go to the LOTO page by using the left navigation button and tapping on Lockout tagout.

Navigating to the Create LOTO page

To create a LOTO, there are three ways to navigate to the Create LOTO page:

1. Home screen: On the Safe work app, navigate to Lockout tagout and tap on Create Lockout Tagout (as seen in screenshot 01).
2. From Lockout Tagout list page: From the Lockout tagout list page, tap on Create Lockout Tagout (as seen in screenshot 02).
3. From the LOTO details Page: From the LOTO details page, tap on Create Lockout Tagout (as seen in screenshot 03). Note that when accessing the page from a LOTO details page, the Create Lockout Tagout form will automatically fill certain fields based on the existing details. If fields are prefilled, a warning will appear if you try to leave the page without saving.

Creating a LOTO

1. From the Safe work app, navigate to the Create LOTO page.
2. On the Create Lockout Tagout page, enter the details required to exercise a LOTO. The form has four sections – Information, Lifecycle, References and Validity period (as seen in screenshot 04).
3. In the Information section, in the Description field, enter an appropriate description to describe the LOTO.
4. In the Lifecycle section, for Lifecycle model, select the relevant lifecycle model. Note that if only one is available, it will be prefilled and non-editable. This selection is mandatory.
5. In the References section, add the relevant references. Note that if you access the Create LOTO page from the LOTO details page, then the details in the References section will auto-populate some of the details from the existing LOTO details.
   • Work order: From the list of work orders, choose the work order associated with the LOTO. Note that you can select multiple work orders for which LOTO can be applied.
   • Asset: Select the asset that corresponds to the LOTO. Note that you can select multiple assets for which LOTO can be applied. If you would like to select a set of assets within the selected functional location, then select Asset tree (as seen in screenshot 05).
   • Functional location: Select the functional location of the asset.
     • Note:
       • You can select multiple asset functional locations. If a functional location has sub-locations (children), you can navigate to them by clicking on the small arrow to the right of the parent location's name.
       • If you select a location which is a child of a parent location, and do not select the entire parent location, then the the checkbox will display a '-' in place of tick mark for the checkbox.
6. In the Validity period section, set a validity period that shows the time range for when the LOTO is valid from.
   • Select a 'Valid from' and 'Valid to' date and click Apply.
7. Enter the details and click on Save to create the permit.

01: Navigation to 'Create Lockout Tagout' LOTO screen from LOTO Home screen.

02: Navigation to 'Create Lockout Tagout' screen from LOTO listing screen.

03: Navigation to 'Create Lockout Tagout' screen from LOTO details screen.

04: ‘Create Lockout Tagout’ screen with fields to be entered to create a LOTO.

05: Asset screen to add asset as reference directly or with an option to select assets from 'Asset tree'.

Plan Lines with Setup and Removal Steps

For a LOTO that you create, you can define the Plan lines, LOTO Setup steps, and LOTO Removal steps.

LOTO Setup Steps

In the Setup Steps tab, you can view the setup steps available for the selected plan line.

1. To view the setup steps for a plan line, go to the Plan lines tab, select the plan line, and click the Setup steps tab. Here, you can see the checklist card of setup steps.
2. After each step is completed, you can check (or uncheck) the completion of the step on the checklist card. Note that to modify a setup step, the LOTO must be in the 'Active' and 'Approved' state, but not 'Secured'.
3. Once you check a step, you can enter the lockbox number for each step if applicable. This applies if a lockbox number was set during the creation of the LOTO (see screenshot 02).
4. After checking off all the steps, the setup part of the plan line can no longer be edited. The application will prompt a warning message before confirming the submission. Click the Confirm and Save button to finalize (see screenshot 03).
5. The application will then confirm the completion of the steps and disable further edits on this screen.
6. Once the LOTO setup steps are complete, the worker or maintenance executive will finish the associated work order.

01: LOTO details screen with 'Setup steps' selected.

02: LOTO details screen with 'Setup steps' containing 'Lock number'.

03: The warning message prompted after all setup steps are complete.

LOTO Removal Steps

In the Removal Steps tab, you can view the checklist card of removal steps for the selected plan line of the LOTO.

1. To view the LOTO removal steps for a plan line, go to the Plan Lines tab, select the plan line, and click the Removal Steps tab. Here, you can see the checklist card of removal steps.
2. After completing the work order, you can mark the removal of the LOTO by checking the completion of each step on the checklist card. Note that to modify a removal step, the LOTO must be in the 'Active', 'Approved', and 'Secured' states, but not 'Removed' (see screenshot 01).
3. Once you check a step, you must enter the lockbox number for each step (this applies if a lockbox number was set during the creation of the LOTO). After you have checked off all the removal steps, the checklist cannot be edited further.
4. The application will display a warning message before confirming the submission. Click the Save and Continue button to confirm.
5. The application will then confirm the completion of the LOTO removal steps and disable further edits on this screen.
6. With this, the LOTO is removed.

01: LOTO details page showing 'Removal steps' tab with non-secured LOTO.

Modify a Plan Line

The Safe work app allows you to create plan lines, define LOTO setup steps and LOTO removal steps. On successful creation of a LOTO, you can create a plan line for the LOTO.

To add, modify or remove a plan line:

1. Open the Safework app and go to Lockout tagout.
2. On the Lockout Tagout screen, search and identify the LOTO to view details. Note that you can create filtered lists for easy access to created LOTOs - For more details view the section on LOTO Lists.
3. Scroll down to the Plan lines section.
   1. If there are plan lines existing for the LOTO, then these are displayed on the LOTO details page beneath the LOTO details as a series of expandable rows (see screenshot 01).
   2. If there are no plan lines on the LOTO (see screenshot 02) and you have possibility to modify the LOTO, you can add new plan lines by clicking on the Edit Plan Lines button (see screenshot 03).
4. Once a plan line is created, you can edit plan lines of a LOTO that is active but not yet approved. On the Loto plan line page (see screenshot 04), you can:
   1. Add new plan lines.
   2. Remove existing plan lines.
   3. Update existing plan lines (plan line type, type and assets cannot be modified on existing plan line). The application will display an error and disallow editing a plan line while saving the plan line if:
      • Two plan lines share the same line number, plan line type or related entity structure.
      • Two setup steps in a plan line share the same line number.
      • Two removal steps in a plan line share the same line number.
5. After performing the action, click on the Save button to save the details.

Note:

1. The details you see in the Plan lines section is populated based on the asset selected during the creation of LOTO (screenshot 05).
2. If more than one asset is selected during LOTO creation, there will be multiple plan lines for each selected asset (see screenshot 01).
3. To view the the setup and removal steps defined for each plan line, select the plan line and navigate to the Setup steps or Removal steps tab as desired.

01: Plan lines on LOTO details page.

02: LOTO page with no plan lines defined.

03: Option to create a plan line by clicking on 'Edit plan line'.

04: LOTO plan line page with an option to add plan line.

05: Plan lines screen when expanded to view details of plan line.

LOTO Details

To create/manage LOTO lists, ensure that you have the necessary permission for the task. For details, view the Setup > User Permissions for Tasks in LOTO section.

View LOTO Details

To view details of a LOTO,

1. Open the Safe work app and click on Lockout Tagout.
2. On the Lockout Tagout screen, search and identify the LOTO to view details.
   • Note:
     • You can find this ID in the result list after performing a search using the keyword search functionality (see details on screenshot 01).
     • You can also create filtered lists for easy access to created LOTOs - For more details view the section on LOTO Lists.
3. Click on the LOTO card.
4. You can now view the LOTO details page (screenshot 02) with the current state of the LOTO and other key details.
5. To view the references corresponding to the LOTO, scroll to the References section and click on the small arrow corresponding to References (screenshot 03).
6. On the References lockout tagout page (see screenshot 03) you can see a list of all references (Work orders, Assets, and Functional locations) that are related to the selected LOTO entity.
   • Note:
     • If there is a work order reference in the list of references, you can view the work order on Work execution app by clicking on the work order card.
     • If there is an asset reference in the list of references, you can view the asset on Work execution app by clicking on the work order card.
     • For more details on modifying LOTO references, view the section on Update LOTO References.
7. To update details, view the section below on Update Lifecycle and Other Properties.

01: Search option for LOTO with keywords.

02: LOTO details screen.

03: LOTO details screen with link to view the references in separate page.

Update Lifecycle State and Other Properties

To update the details of a LOTO,

1. Open the Safe work app and click on Lockout Tagout.
2. On the Lockout Tagout screen, search and identify the LOTO to update the details, and click on the LOTO card.
3. To update the lifecycle state of LOTO, on the LOTO details page, click the status button (screenshot 01) next to the LOTO number. Note to update the lifecycle state, or to update the LOTO setup checklist status or to update the LOTO removal checklist status you must have the necessary user or user role permission for the action.
4. After updating the lifecycle state, click the Apply button (screenshot 02) to see the updated lifecycle state.

To update any other property of the LOTO,

1. Go to the LOTO details page of the LOTO to update.
2. Click on the field of the LOTO detail. All editable fields are indicated by an Edit icon (pencil) corresponding to each field. Note that you need not click on the Edit icon to actually edit the field.
3. Edit the information in the field and save the entry.

01: LOTO lifecycle state update button.

02: Lifecycle state update screen.

Update LOTO References

The References lockout tagout page displays work orders, assets, and functional locations associated with a LOTO entity. With the required permission, you can efficiently modify references before LOTO approval. That is, for you to edit references, the LOTO must be active but not approved.

To update a LOTO reference,

1. Open the Safe work app and click on Lockout tagout.
2. On the Lockout tagout screen, search and identify the LOTO to view details, and click on the LOTO card of the LOTO for which you would like to modify references (screenshot 01).
3. Scroll down on the page to view the References section and click on the small arrow corresponding to References (see screenshot 02).
4. On the References lockout tagout page (see screenshot 03) you can see a list of all references (Work orders, Assets, and Functional locations) that are related to the selected LOTO entity. To edit the references, click on Edit References (see screenshot 03). Note that this is only possible if the LOTO is active but not yet approved.
5. On the Update references of Lockout tagout page (see screenshot 04) you can:
   • Add new references of work orders, assets or functional locations.
   • Remove one or more references of work orders, assets or functional locations.
6. After adding/removing the references, click on the Save button to apply the changes and return to the References lockout tagout page (see screenshot 05).

01: LOTO list page.

02: LOTO details page with 'References' section.

03: 'References lockout tagout' page with 'Edit References'.

04: 'Update references of Lockout Tagout' page to add or update references.

05: Updated 'References lockout tagout' page.

LOTO Lists

To create/manage LOTO lists, ensure that you have the necessary permission for the task. For details, view the Setup > User Permissions for Tasks in LOTO section.

Creating a LOTO list

1. Login to Safe work app and navigate to the Lockout Tagout page.
2. To create a new LOTO list, on the Lockout Tagout page, click the Context menu button (three dots in the top right corner), and select Create list (see screenshot 02).
3. Enter a name for the list and create a list using the filter options available for various properties like ID, Lockbox Number, Assignee, State, Functional Location, Valid From/To, Active, Approved, Removed, and Secured.
4. Once created, the list will appear on the landing page of the Lockout Tagout screen (see screenshot 03).

Publishing LOTO lists

• Note that the list you are creating is only visible to you. You can publish LOTO list to other users or groups via D365, just like other saved lists. Saved lists in the LOTO module are labelled under the LOTO area. If you want your coworkers to have access to it, see the documentation Distribute Lists to Users.

Editing a LOTO list

1. Login to Safe work application and navigate to the Lockout Tagout page.
2. On the Lockout Tagout landing page (see screenshot 04), select the list which you would like to edit.
3. You will be directed to the listing page with a complete list of LOTOs created that are a part of the selected list. Go to the Context menu (three dots in the top right corner) and select Edit list (see screenshot 05).
   • Note:
     • You cannot edit predefined lists.
     • If you do not have the required permission to edit the LOTO list then, in the context menu you will be able to see the View list option (see screenshot 06) instead of the Edit list option. On click of View list, the application will display the same page as the Edit view page but with the editing options disabled (see screenshot 07).
4. Make your changes and save the list to update the list.

Deleting a LOTO list

1. Login to Safe work application, navigate to the Lockout Tagout page, and select the list.
2. You will be directed to the listing page with a complete list of LOTOs created that are a part of the selected list. Go to the Context menu (three dots in the top right corner) and select Delete list (see screenshot 05). Note that you cannot delete predefined lists.
3. The selected list will be deleted.

01: Search LOTO using keywords.

02: Option to create LOTO list.

03: 'Create List' screen for LOTO.

04: Created LOTO lists on the LOTO landing page.

05: Context menu with option to 'Edit list' and 'Delete list'.

06: Context menu with option to 'View list' (when user has no permission to edit list).

07: 'View List' page (when user has no permission to edit list).

Search for LOTO

To search for an existing LOTO,

1. Login to the Safe work app, go to LOTO.
2. On the LOTO landing page you can search for a permit by entering keywords that match the ID or the Description fields (see screenshot 01). Enter the keywords and click on Search icon.
3. You can see a list of LOTOs that match the search criteria.

01: Search LOTO using keywords.