Manage work permits

Create and manage work permits that are used on work orders

Introduction

Work permits are attached to work orders to ensure a safe work environment before starting work on a work order.

Prerequisite

The Dynaway Forms module is installed in D365FO.

Audience
Permit Requester, Permit Reviewer, Permit Approver, Risk Assessment Manager, Maintenance Manager

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. 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, next step is to create a permit for the work order.

When you create a permit in Asset management, you select a template for the permit. The template typically contains a checklist with steps to be completed before it is safe to start working on the work order.

A permit can go through various states, depending on the actions taken on the permit. Here is a status overview:

Permit status Description / related action
Requested The permit is created.
Pending The permit is pending review.
Reviewed The permit has been reviewed.
Rejected The permit is rejected.
Approved The permit is approved.
Issued Work on the related work order has started.
Closed The work order is completed.

Refer to the test case below for a step-by-step procedure on how to create a permit on a work order.

Refer to section Form templates below for information on how to work with templates, which are used on permits.

Two screenshots are shown below:

  • An overview of the workflow for a permit
  • An example of a permit created on a work order. Next step is to ensure that all conditions described in the permit are met to make the permit ready for approval.

Permit workflow
Permit created on a work order
Top

Creating a permit on a work order

Data Requirements

  1. At least one open work order exists.
  2. At least one form template for permits exists.

Steps 7

  1. In Asset management, select a work order in a Work orders list.

  2. Select Safe Work > Permits.

  3. Select Create permit.

  4. Enter a Name for the permit.

  5. Select a Form template that contains the safety descriptions relevant for the work order.

  6. If you want the permit to be valid for a specific period, select the relevant dates in the Valid from and Valid to fields.

  7. Select OK.

Expected

A permit is created for the selected work order. A form is created, based on the permit.

In Asset management, select a work order in a list, or open a work order card. Then, select Safe Work > Permits > Permits to see the work permits created for a work order.

Top

Approve a work permit

When a permit is created on a work order, 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. Then, you update and approve the permit. This is done in the Forms module, on the form that was created from the permit.

When the form is approved, the status of the permit is automatically updated to "Approved". 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".

Refer to the test case below for a step-by-step procedure on how to approve a permit on a work order.

The screenshot below shows an example of a form created from a permit. Answers are added to the form to document that the conditions or tasks described in the Text column have been dealt with. The form has been approved, and as a result, the related permit is also approved. This means work can start on the related work order.

Permit form updated and approved. The approved permit allows you to start work on the related work order.
Top

Approving a work permit

Data Requirements

  1. At least one permit with status "Requested" exists on a work order.

Steps 12 expand

Expected

You can add answers to the lines/tasks in the Form fields section.

Status of the form is updated to "Approved". Status of the permit is updated to "Approved".

Top

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.

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 and adding a task to a form template.

The screenshot below shows an example of a form template.

Example: Form template for electrical work
Top

Creating a form template for work permits

Data Requirements

  1. The Forms module is available in D365FO.

Steps 7

  1. In D365FO, select the Forms > Setup > Form templates.

  2. Optional: If form templates already exist, and you want to copy a template, select that template in the list.

  3. Select Create form template.

  4. In the Form template field, enter the ID or title of the template.

  5. In the Name field, enter a name or description of the template.

  6. Optional: If you want to copy an existing template, select the Copy from form template check box.

  7. Select OK.

Expected

The user can create a form template.

Top

Roles

Roles can be added to a form template, if required. This is done if you want to assign tasks in the form workflow to specific employees. You can set up roles for

  • Requester
  • Reviewer
  • Rejecter
  • Approver

If you add roles to a template, only employees who are assigned that role can request / review / reject / approve a form that uses the template.

  1. To add a role to a form template, go to Forms > Setup > Form templates.
  2. Select and open a form template from the Form templates list.
  3. On the Form roles FastTab, select Add.
  4. In the Form role field, select the role and save the changes.

Refer to the test case below for a step-by-step procedure on how to create roles in the Forms module.

The screenshot below shows an example of a form template with roles added.

Example: A form template with two roles. You can assign one or more employees to the same role.
Top

Creating roles

Data Requirements

  1. The Forms module is available in D365FO.

Steps 9

  1. In the Forms module, select Setup > Form roles.

  2. Select New.

  3. In the Form role field, enter a title for the role

  4. In the Name field, enter a name or description.

  5. In the Role type field, select a role.

    Four role types are available: Requester - Reviewer - Approver - Rejecter

  6. Optional: If the role should only be used on work permits created for a specific functional location, select a location in the Functional location field.

  7. On the Workers FastTab, select Add and select the arrow-down button shown in the Worker field to open the list of employees.

  8. In the employee list, search for and select the employee you want to assign the role to.

  9. Select Save.

Expected

You can create a new role and assign an employee to the role.

If required, you can assign several employees to the same role.

Top

You can add form templates to a form template. This is useful if you created several form templates, describing 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 cannot start work on a work order before all form templates included in the related work permit have been updated and approved.

  1. To add a template to a form template, go to Forms > Setup > Form templates.
  2. Select and open a form template from the Form templates list.
  3. On the Related form templates FastTab, select Add.
  4. In the Form template field, select the template and save the changes.

Top
Copyright Dynaway A/S