Permit to work

Templates for frequently used permits to work

When you use the same types of permits to work, a template ensures a consistent process and format.

You can create a template from an existing permit to work record. Using the List tab, search for a permit to work record that corresponds to your current goals, and specify the record as a template. You can also create a permit to work record from an existing template.

When you create a record from an existing permit to work record, only certain fields and their values are duplicated. Those fields and their values are copied from the originating record to the new record. Templates remain in Draft status.

Extension of permits to work

When you want to change the time that is needed to complete the tasks, you can extend the duration beyond the validity of the permit to work. Operational rules might dictate that a permit to work requires an extension.

When you extend a permit to work, an extension number is generated. The extension number starts with 0 and increments by 1 for each subsequent extension. You can extend an active permit to work numerous times. For each extension of a permit to work, you might want to obtain the essential issuance and acceptance sign-off.

Only a person who is authorized to issue permits to work can extend the duration. A permit to work that is extended can be approved again to ensure that the associated work processes are still valid.

Permits to work and work orders

A permit to work is frequently used with one or more work orders. You can create a work order to associate with the permit to work.

You can also generate a permit to work based on an existing work order or task. The work order or task might not be associated with a permit or a certificate type. If a work order or task is associated with a permit or a certificate type, the permit or certificate type field is populated when you specify that work order or task.

Permits to work and isolations

Permit to work records can have their own unique isolations in place, and they can also share isolations with other permits to work and isolation certificates. You can manage isolations for permits to work by adding lock out / tag out operations for each lock out / tag out plan on the Isolations subtab of the Hazards and Isolation tab. Before isolation can be removed, the work must be complete on all related permits and isolation certificates. In the De-Isolation section of the Lock Out / Tag Out Operations table, click View Common Isolations to display a list of the permits or isolation certificates that share common isolations. Only a specified issuing authority can mark isolation as complete, sanction tests, and mark the de-isolation as complete.

Permits to work and lock out or tag out plans

You can select a lock out or tag out plan in a permit to work, and create another lock out or tag out plan that is based on the original plan. You can then reuse the lock out or tag out plan in another permit to work. You can create a lock out or tag out plan when the permit to work is in any status, except for Request, Draft, or Closed.

Permits to work and related records

You can create a permit to work and relate the permit to a master permit to work. You can also create a master permit and link that master permit to other permits to work. You might want to review all the actions and the personnel that are associated with permits to work.

When you use an existing permit to work to create a new one, you create a follow-up relationship between the two permits to work. In the context of this follow-up relationship, the permit is defined as the follow-up record, and the original record is the originator. When you create a follow-up permit to work, the asset and the location are copied from the originator to the follow-up permit to work.

You can also relate permits to work with work orders and with tickets.

Permits to work and simultaneous operations

You might decide to conduct simultaneous operations. Simultaneous operations indicate that separate permits to work are assigned to the same area that is associated with a location or a unit. The activities that are associated with permits to work must be monitored.

You can identify potential clashes by reviewing the simultaneous operations that are taking place. You can review the permits to work that are assigned to the same area, the same unit, or both area and unit. You can review these permits by running conflict detection on all permits to work that are in Issued, Active, and Suspended status, with the criteria that you specify.

Permits to work and standard actions

Standard actions can be associated with permits to work. Actions can occur either before the start of the work activities or after the work activities begin. You might decide that a permit to work is not ready to be issued until certain actions are taken.

You can specify standard actions when the permit to work has a status of Draft or Request. After the permit to work is approved and the permit to work is in Active status, you confirm that the actions apply to the permit to work. You cannot add actions when the permit is in Active status.

If you hold a toolbox talk, before the toolbox talk is complete, confirm that the actions that are associated with the hazards still apply. Review the actions and confirm that precautions are in place to mitigate the hazards.

Permits to work and workflow processes

You can create workflow processes that reflect your business processes. A workflow process defines the actions and the notifications that can occur at different points in a business process. You can manage the movement of a record through a process from start to finish. You can instruct individuals to act on records, ensure that individuals act in a timely manner, and ensure that an audit trail exists for each record and process. You use the Workflow application to plan, design, build, test, implement, and manage workflow processes.

For example, for permits to work, you can create a workflow process to route the permit to work through the review and approval stages. You can have the workflow process notify you when the permit to work is approved.