Manage Permits

Create and manage Permits to Work that are used on Work Orders

Introduction

Permits are attached to Work Orders to ensure a safe work environment before starting work on a Work Order.

Prerequisites

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

  1. Create Forms (using a Form Template) for a Permit Template.
  2. Create a Permit Template and add Forms to the template.
  3. Assign a Permit Template to a Work Order Plan.
    1. When a Work Order is created, a Permit is automatically attached to it, based on the Permit Template from the Work Order Plan.
  4. Fill out the lines on the Forms related to the Permit and submit the Permit for approval (done by the Technician).
  5. Approve the Permit.
  6. When a Permit is approved, work can start on the Work Order.

The screenshot below gives you an overview of the Permit workflow.

Permit workflow
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.

Permit Line Types Explained
Permit Line Types Explained
Permit Line Types Explained-01
Permit Line Types Explained-01
Permit Line Types Explained-02
Permit Line Types Explained-02
Permit Line Types Explained-03
Permit Line Types Explained-03
Permit Line Types Explained-04
Permit Line Types Explained-04
Form Template with status
Form Template with status "Released" - ready to be added to a Permit Template

Creating a Form Template for Permits

Data Requirements

  1. At least one Category of type "Permit to Work" exists.
  2. Form Template Nos. used in Forms Setup is set up as default number series.

Steps 13 expand

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

  1. At least one released Form Template with a category for Permits exists.

Steps 10 expand

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.

Permit to Work Template

1 About permit template details. Use Permit Templates to create a list of safety-related tasks tasks. For each task, an approval workflow can be applied for use on many Work Orders so that similar maintenance work assignments can be carried out in a safe way.
2 New Permit Template. When creating a Permit Template, any added default Forms and Approvers will be used on future Permits.
3 Permit Status. To use a Permit Template, it needs to be in Status Released.
4 Permit usage. Number of Work Order Plans assigned to this Permit Template. "0" indicate that the Permit Template has yet to be used.

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.

  1. Open a Work Order card from the Work Orders list. The Work Order must have Status "Open".
  2. Select a Permit on the General FastTab > the Permit to Work field.

Creating a Permit to Work from a Template

Data Requirements

  1. At least one released Permit Template exists.
  2. The Permit to Work Template card is open.
  3. Default Approvers are not set up.

Steps 10 expand

Expected

The user can create and release a Permit to Work based on Permit to Work Template.

Creating a Permit to Work

Data Requirements

  1. At least one released Form Template with a category for Permits exists.
  2. At least one user is set up as Safe Work User.

Steps 15 expand

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

  1. At least one released Permit to Work Template exists.
  2. At least one open Work Order Plan exists.

Steps 2

  1. Open a Work Order Plan from the Work Order Plans list.

  2. 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
Permit to Work field

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.

Work Order with unapproved Permit
Work Order with unapproved Permit
Work Order with approved Permit
Work Order with approved Permit

Filling out a Permit on a Work Order

Data Requirements

  1. At least one Work Order exists - created from a Work Order Plan that includes a Permit to Work Template.
  2. The Permit added to the Work Order is released.
  3. The Work Order card is open.

Steps 6

  1. 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.

  2. 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.

  3. Select Manage > Complete to open the Form related to the Permit.

  4. 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.

  5. Confirm submitting the Permit for approval by selecting Yes on the pop-up screen.

  6. 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

  1. At least one form on a Permit is filled out.
  2. The Permit to Work card is open.

Steps 2

  1. Select the record on the Completed Forms FastTab.

  2. 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

  1. At least one form on a Permit is filled out.
  2. The Permit to Work card is open.
  3. Status on the Permit is "Released".

Steps 3

  1. Select the record on the Completed Forms FastTab.

  2. Select Manage > Correct.

  3. Select Yes.

Expected

The user can edit and resubmit answers provided in a form on the Permit.

Submit Approval Request (manually)

Data Requirements

  1. The Permit to Work card is open.
  2. All forms on the selected Permit are filled out.

Steps 1

  1. Select Request Approval > Send Approval Request.

Expected

The user can send approval requests manually.

Cancelling Approval Request

Data Requirements

  1. The Permit to Work card is open.
  2. The selected Permit has Status "Pending Approval".

Steps 2

  1. Select Request Approval > Cancel Approval Request.

  2. Select OK.

    Status on the Permit is changed to "Released".

Expected

The user can revert a "Pending Approval" status to "Released" on a Permit.

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