Manage Work Permits
Introduction
Work permits are attached to work orders to ensure a safe work environment before starting work on a work order. Permits are a Form type and are highly customizable.
- Prerequisites
The Dynaway Safe Work and Dynaway Forms modules are installed in D365FO.
Create a Work Permit on a Work Order
A work permit contains a list of conditions to be met to ensure that maintenance work can be carried out in a safe way. Permits are simply forms with 'Permit' as the form type. A work permit is attached to a work order. The maintenance worker scheduled to work on the work order is not allowed to start working on the maintenance job until the related permit is approved.
Refer to Microsoft documentation to learn how to create work orders in Asset management - manually or using preventive maintenance:
When a work order is created, the next step is to create a permit for the work order.
When you create a permit in Asset management, you need to select a template for the permit. The template typically contains a checklist with steps to be completed before it's safe to start working on the work order. Refer to the section Form templates below for information on how to work with templates, which are used on permits.
Refer to the test case below for a step-by-step procedure on how to create a permit on a work order.
Two screenshots are shown below:
- An overview of the workflow for a permit.
- An example of a permit created on a work order. The next step is to ensure that all conditions described in the permit are met to make the permit ready for approval.
Edit and Update a Permit
It's possible to make changes to a permit after you have created it. Here are some of the most common actions to take from a permit after it has been created:
- Permits managers, Permits users, and Maintenance managers can provide answers for form fields.
- Add more work orders to a permit or delete some.
- Update the lifecycle state of a permit.
- View the lifecycle state log to see the history of lifecycle state updates for the selected permit.
- Change the validity period.
View the documentation for Forms to learn more about working with forms.
Add or delete work orders
Add more work orders by going to the 'Work orders' tab and selecting Add. As you can see in screenshot 01 below, it's also possible to remove a work order. However, if a permit becomes approved, it will not be possible to add or delete related work orders.
Update lifecycle state
From a permit you can also update the lifecycle state just like you can do for assets, functional locations, maintenance requests, and work order, by going to Lifecycle state > Update lifecycle state.
View lifecycle state log
From 'Lifecycle state' you can select the Lifecycle state log button to preview the history of lifecycle state updates for the selected permit and related remarks if any have been provided when lifecycle states have been updated. You can see an example of that in screenshot 02.
Creating a Permit on a Work Order
Data Requirements
- At least one open work order exists.
- At least one form template for permits exists.
Steps 6
In Asset management, select a work order in a Work orders list.
Select Safe Work > Related > Permits.
Select Create permit.
Select a Form template that contains the safety descriptions relevant for the work order.
If you want the permit to be valid for a specific period, select the relevant dates in the Valid from and Valid to fields.
Select OK.
Expected
A permit is created for the selected work order.
In Asset management, select a work order in a list, or open a work order card. Then, select Safe Work > Related > Permits to see the work permits created for a work order.
Approve a Work Permit
When a permit is created on a work order, the next step is ensure that the conditions described in the permit are met, and related actions carried out, to ensure a safe work environment for maintenance worker who will work on the work order. You then proceed to update the lifecycle state of the permit to 'Approved'.
In order to be able to start work orders related to a permit, the 'Approved' lifecycle state must have the 'Approved' checkbox enabled, which you can see in screenshot 01 below.
When the permit is approved, the lifecycle state of the permit is automatically updated to 'Approved' in the 'Current lifecycle state' field, which you can see in screenshot 02. Now, the work order is ready to be worked on, and you can update the work order lifecycle state on the work order to 'In progress'.
In case when some permits on a work order have not been approved, and you try to start the work order, you will see an error (screenshot 03). From the error, you can click the work order link which takes you to the 'Safe work overview' page. On this page, you can see a list of all permits related to this work order together with their current lifecycle states, which you can see an example of in screenshot 04.
View Work Orders with Related Permits
On the All work orders page, you can filter work orders to view only the work orders that have related permits.
In 'Filters', you can use the button Filter permits to view only work orders that have related permits in the list. In screenshot 01 below, you can see an example of a filtered list of work orders with related permits. You can view the number of permits related to the work order ('Precautions/Permits/LOTOs' column) and a mark specifying whether all these permits are approved ('Permits approved' column).
You can also view permits on a specific work order by selecting a work order from list and going to Safe work > Related > Permits which you can see an example of in screenshot 02.
You can also do the same from a specific asset or functional location in case you want to see work orders with related permits that have work order lines with a specific asset or functional location on it.
Form Templates
Templates for work permits are used as a safety checklist on work orders to ensure that work can be carried out in a safe manner.
In the Dynaway Forms module, you create templates that are used on work permits. When you create a work permit in Asset management, you add a form template and a work order to the permit. A form template describes conditions to be met or tasks to be completed before it is safe to start work in a specific environment. Read more here about how to set up and work with Forms.
You can use the same template, describing safe work in a specific work environment, for different work permits that are created for work orders in a similar environment. You can create general or very specific templates, depending on the safety measures required for your maintenance workers. On a form template, you can add other templates. This means you can create many form templates and combine them as you require.
Examples of work environments that can be described in form templates:
- Electrical work
- Hot work
- Confined spaces
- Hazardous materials
Refer to the two test cases below for step-by-step procedures regarding creating a form template.
The screenshot below shows an example of a form template.
Creating a Form Template for Work Permits
Data Requirements
- The Forms module is available in D365FO.
Steps 7
In D365FO, select the Forms > Setup > Form templates.
Optional: If form templates already exist, and you want to copy a template, select that template in the list.
Select Create form template.
In the Form template field, enter the ID or title of the template.
In the Name field, enter a name or description of the template.
Optional: If you want to copy an existing template, select the Copy from form template check box.
Select OK.
Expected
The user can create a form template.
Related Templates
You can add form templates to a form template. This is useful if you have created several form templates that describe specific safety workflows or variations of a workflow. In that case, you can describe safety tasks in a form template and add templates that include other tasks to support safety requirements in a specific work situation.
If you add templates to a form template, a maintenance worker can't start work on a work order before all form templates included in the related work permit have been updated and approved.
- To add a template to a form template, go to Forms > Setup > Form templates.
- Select and open a form template from the Form templates list.
- On the Related form templates FastTab, select Add.
- In the Form template field, select the template and save the changes.