This function is used to create and allocate permits or certifications to an object, specific, and events. In principle if a Work Order requires a certain certification for an object to enable the latter to work on the bespoke Work Order, this is what is validated against. New permits must also be created via the Permit Register functionality. Within the Permit register a permit is created and a start and end date can be identified for the permit, but the Permit may only be valid on this task until a certain date due to certain regulations. The validity of the permit can be defined for the applicable Service Request registered. Once defined, it can be linked to the Object. A permit has a valid period, which is assigned to it. The allocation to the Object can have an expiry date before the end of the Permit Expiry date. The same Permit can be linked to multiple Objects.

Objectives

The following objects are functional for permit management:

  • Identify and standardize permits/certifications/licenses as needed to ensure law requirements/safety/hazards and minimize health and safety incidents
  • Standardise permit report requirements
  • Ensure compliance with all permit requirements

Business process for Permits

The following is a graphical design of the different steps to create permits/certificates/licenses for maintenance and/or operations work orders:

 

How to create base permits

Setup of base permits

Follow the following path to open the form : Strategic Asset Management > Setup > Base >Permit

1.      Click on the New button to create a new permit/license/certificate.

2.      The following is an example for the base permit form view.

 

3.      Click in the Type field and select the type from the available options.

4.      Click in the Permit code field and add a code that will describe the permit.

5.      Click in the Permit description field and add a description to the permit.

6.      Click in the Category field and define if the permit will used for external or internal purposes.

7.      Click the Classification field and select to whom the permit will be allocated, i.e. a specific, organisation, customer or supplier.

8.      Save the record by pressing CTRL+S.

9.      Delete button if you want to delete a selected record.

10.  Select the Related permits button to link any permits, licenses or certificates that are related to each other. For example: You have a drivers license for a heavy duty vehicle, then any of the other vehicle licenses will be related to the selected heavy vehicle license.

11.  The following is an example for the base related permit form view.

 

12.  Select the Base permit age button to add the ageing period for a permit, certificate, license. For example: A vehicle license is valid for a period of 12 months and the driver license for driving the vehicle is valid for 60 months.

13.  The following is an example for the base permit age form view.

 

How to add Event Permits

Setup of Event Permit

Event Object Tasks should be defined for all tasks that are performed repetitively. The latter can include service tasks (for example: insurance, monthly rental, monthly usage, delivery, collection) which occurs frequently. For these event tasks, an event permit can be setup against the event objects. The following process indicates how to add event permits.

Follow the following path to open the form : Strategic Asset Management > Setup > Event > Event Definition > Event Object

  1. Select the pre-defined event template and click on Event object button. From the event object, click on the Setup action button, and select the Event permit button to add permits, licenses or certificates to the selected event template.

2.      The following is an example for Event Object form view.

 

3.      Save the record by pressing CTRL+S.

How to create permits in Permit register

Setup of permits in permit register

This function is used to create the permit register and allocate permits or certifications to an object, specific, and events.

Follow the following path to open the form : Strategic Asset Management > Common > Permit management > Permit Register

  1. Click on the NEW action button, to define the permit/license/certificate detail information that will be allocated.

2.      The following is an example for permit register form view.

 

3.      Click in the Permit code field and select the permit from the available options.

4.      Click in the Permit ID field and add an identification for the permit that will uniquely define the permit/license/certificates.

5.      Add the Description field with a short detailed description of the permit.

6.      Add the Reference no field with the reference number associated with the permit/license/certificate.

7.      Add the Date issued field with the date when the permit/license/certificate was issued. This date and the expiry date will be used to check the validation of the permit base on the ageing detail that was setup in the base data.

8.      The Classification field is to define to whom the permit will be allocated. For example drivers licenses will be allocated to employees that are responsible for transporting goods. This will be defaulted in from the base permit setup data.

9.      The Expiry date field is to define the date when the permit will expiry. The field will be calculated from the ageing setup data.

10.  The Expiry meter field is to define the meter reading of the asset when the permit expires. This will be defaulted in from the base permit setup data.

11.  The UOM code field is the unit of measure that will be used to define the ageing of the permit. This will be defaulted in from the base permit setup data.

12.  The Permit status field will be in Created state when the record is saved. Change the status to Approved to define the permit when ready to use or Cancelled if the permit is no longer valid or in use.

13.  Save the record by pressing CTRL+S.

Permit allocation in permit register

This function is used to allocate the permits in the permit register to an object, specific, supplier, customer or organisation.

Follow the following path to open the form : Strategic Asset Management > Common > Permit management > Permit Register

  1. Select the Permit/license/certificate to be allocated.
  2. Click on the Permit allocation action button, to allocate the permit/license/certificate and select from the available options.

3.      The following is an example for permit allocation view.

 

Permit ageing in permit register

This function is used to add the permits ageing in the permit register.

Follow the following path to open the form : Strategic Asset Management > Common > Permit management > Permit Register

  1. Click on the NEW action button, to create the permit/license/certificate ageing defaults.

2.      The following is an example for permit ageing view.

 

3.      Select Unit of measure field to define the type ageing of the permit. If this was setup in the base permit it will be defaulted in from the base permit setup data.

4.      The UOM code field is the unit of measure that will be used to define the ageing of the permit. If this was setup in the base permit it will be defaulted in from the base permit setup data.

5.      The start date field will define when the permit ageing period begin if the unit of measure was of type calendar. If this was setup in the base permit it will be defaulted in from the base permit setup data.

6.      The end date field will define when the permit ageing period expire if the unit of measure was of type calendar. If this was setup in the base permit it will be defaulted in from the base permit setup data.

7.      The start meter field will define when the permit ageing meter reading begin if the unit of measure was of type meter. If this was setup in the base permit it will be defaulted in from the base permit setup data.

8.      The end meter field will define when the permit ageing meter reading if the unit of measure was of type meter. If this was setup in the base permit it will be defaulted in from the base permit setup data.

9.      Save the record by pressing CTRL+S.

How to add permits to objects

Setup of Permits for objects (Organisation)

This function is used to view and maintain the permits against pre-defined objects (assets), and for this example permits for organisations.

Follow the following path to open the form : Strategic Asset Management > Setup > Object > Organisation Definition

1.      The following is an example for organisation permit form view.

 

 

  1. Select the Organisation in the organisation definition form, click then on the Object structure action button.
  2. Click on the SETUP, Organisation Permit action button.
  3. Click on the NEW action button, to add the permit/license/certificate for the organisation permit.

5.      Select Permit register field to define the type of permit for the organisation. Select from pre-defined list of permits in the permit register. Only permits that were allocated to an organisation will be visible to select from.

6.      The Permit code, description and date issued fields will be defaulted in from the permit register detail.

7.      Save the record by pressing CTRL+S and Close the Organisation permit form.

Setup of Permits for objects (Vehicle)

This function is used to view and maintain the permits against pre-defined objects (assets), and for this example permits for vehicle.

Follow the following path to open the form : Strategic Asset Management > Setup > Object > Transport Definition

1.      The following is an example for vehicle permit form view.

 

 

  1. Select the vehicle object in the transport definition form, click then on the Object structure action button.
  2. Click on the SETUP, Permit action button.
  3. Click on the NEW action button, to add the permit/license/certificate for the vehicle permit.

5.      Select Permit code field to define the type of permit for the vehicle. Select from pre-defined list of permits in the permit register. Only permits that were allocated to specific asset will be visible to select from.

6.      The Description and date issued fields will be defaulted in from the permit register detail.

7.      Save the record by pressing CTRL+S and Close the vehicle permit form.

  1. Click on the Object permit age action button, to maintain/view the permit/license/certificate ageing for the vehicle permit.

How to add permits to specifics

Setup of Permits for Specific Asset (Employee)

This function is used to view and maintain the permits against pre-defined specifics (assets/employees), and for this example permits for an employee.

Follow the following path to open the form : Strategic Asset Management > Common > Strategic assets > Personnel Register

(Different views can be opened on Specifics Register. The following views: Equipment Register - View only specifics of type Equipment. Personnel Register - View only specifics of type personnel. Specific Register - End Use - View all specifics that are created as the complete end use items. Specific Register - View all the specifics in the register.)

1.      The following is an example for Personnel register (List page) form view.

 

  1. Select the Employee in the personnel register list page, click then on the Setup action button.
  2. Click on the Permit action button.
  3. Click on the NEW action button, and to add the permit/license/certificate for the employee, select from the available drop down list of permits the valid permit that was created in the permit register. Multiple permits can be added to the specific (employee).

5.      Save the record by pressing CTRL+S and Close the forms.

Setup of Permits for Specific Asset (Vehicle)

This function is used to view and maintain the permits against pre-defined specifics (assets/employees), and for this example permits for an vehicle.

Follow the following path to open the form : Strategic Asset Management > Common > Strategic assets > Transport Register

(Different views can be opened on Specifics Register. The following views: Equipment Register - View only specifics of type Equipment. Personnel Register - View only specifics of type personnel. Specific Register - End Use - View all specifics that are created as the complete end use items. Specific Register - View all the specifics in the register.)

1.      The following is an example for Transport register (List page) form view.

 

  1. Select the Vehicle in the transport register list page, click then on the Setup action button.
  2. Click on the Permit action button.
  3. Click on the NEW action button, and to add the permit/license/certificate for the vehicle, select from the available drop down list of permits the valid permit that was created in the permit register. Multiple permits can be added to the specific (vehicle).

5.      Save the record by pressing CTRL+S and Close the forms.

How to validate permits for work orders in Operations/Maintenance

Validate of Permits for work orders

This function is used to view and validate the permits against work orders in operations/maintenance.

Still to be completed - await development