Creating clearance permit

This page allows you to create a clearance permit. Tell me more.

Select the “Create Clearance Permit” link under the “EAM Clearance Permit System” business component.

The “Create Clearance Permit” page appears.

The system displays the following fields. The system displays these fields only on creation of Clearance Permit:

Clearance Permit	The automatic number that is generated by the system for the clearance permit.
Date	The date on which the clearance permit was created.
Status	The status of the clearance permit. The system displays “Fresh” on creating the clearance permit.

Enter the following field:

Reason

The reason for creating the clearance permit (Alphanumeric, 150).

Zoom facility available.

Enter the following field in the “Copy” group box:

Clearance Permit	The clearance permit from which the details must be copied (Alphanumeric, 30).
	Help facility available

Click the “Copy” pushbutton.

Note: The system copies the details of the clearance permit to the clearance permit that is created.

Enter the following fields:

Ref. Doc. Type	Use the drop-down list box to select the type of the document based on which the clearance permit is created. The system provides the following options:
	Work Order – Select this option if you are creating a clearance permit based on a work order.
	Insp. Order – Select this option if you are creating a clearance permit based on an inspection order.
	Calib. Order – Select this option if you are creating a clearance permit based on a calibration order.
	Clearance Request – Select this option if you are creating a clearance permit based on a clearance request.

The system displays “Clearance Request”, by default.

Ref. Doc. No.	The identifier of the reference document based on which the clearance permit was created (Alphanumeric, 30). Mandatory. Ensure the following:
	If you have selected “Work Order” in the “Ref Doc Type” field, ensure that the work order is already created in the “Create Work Order” activity in the “Work Order” business component and is in the “Scheduled” or “InProgress.” status.
	If you have selected “Insp. Order” in the “Ref Doc Type” field, ensure that the inspection order is already created in the “Create Inspection Order” activity of the “Inspection Order” business component and is in the “Fresh” or “InProgress” status.
	If you have selected “Calib. Order” in the “Ref Doc Type” field, ensure that the calibration order is already defined in the “Create Calibration Order” activity of the “Calibration Order” business component and is in the “Fresh” status.
	If you have selected “Clearance Request” in the “Ref Doc Type” field, ensure that the clearance request is already created in the “Create Clearance Request “ activity and is in the “Fresh” or “Approved” status.
	Help facility available
Valid From	The date from which the clearance permit is valid (Date Format). Mandatory.
	Enter the time from which clearance permit is valid in the edit box alongside (Time Format). If you leave the field blank, the system considers the current system time.
To	The date till which clearance permit is valid (Date Format). Mandatory.
	Enter the time till which clearance permit is valid in the edit box alongside (Time Format). If you leave the field blank, the system considers the current system time.

Note: Ensure that the date entered in the “To” field is later than the date entered in the “Valid From” field.

Permit Type	Use the drop-down list box to select the type of the permit. The system fills in all the permit types that have been defined in the “Define Permit Types” activity and which are in the “Active” status. Leave the field blank, if you do not wish to define any permit type. The system leaves the field blank, by default.
Category	Use the drop-down list box to select the category of the permit. The system fills in this field with all the categories that have been defined in the “Maintain User Defined Fields” and which are in the “Active” status. Leave the field blank if you do not wish to specify any category. The system leaves the field blank, by default.

Enter the following fields in the “Permit Holder” group box:

Employee	Click this radio button and enter in the edit box alongside, the ID of the employee who is responsible for holding the clearance permit (Alphanumeric, 30). Ensure that the employee is already defined in the “Define Employee” activity of the “Resources” business component and is in the “Current” status.
	Help facility available
Contractor	Click this radio button and enter in the edit box alongside, the ID of the contractor who is responsible for holding the clearance permit (Alphanumeric, 30).

Enter the following details in the “Activity Details” group box to copy the activities from a lockout or a tagout procedure to the clearance permit:


LOTO Procedure	The lockout or tagout procedure from which the activities must be copied (Alphanumeric, 30).
	Help facility available

Click the “Copy” pushbutton.

Note: The system retrieves the activities of the lockout or tagout procedure in the “Activity Details” multiline:

Click the “Get Defaults” pushbutton if you wish to retrieve the lockout and tagout procedures and the safety procedures that have been defined for the equipment or location or for Permit Type selected in the Permit Type drop down box, for which clearance permit is issued.

Note: The system retrieves in the “Activity Details” multiline, the lockout and tagout procedures that have been set as default for the equipment or location or for the permit type in the “Set Default Procedures” activity. The system also retrieves the safety procedures as default in the “Attach Safety Procedure” page, if you wish to attach safety procedures to the clearance permit.

Enter the following fields in the “Activity Details” multiline:

Seq. No.	The order in which the activities must be performed (Integer). Ensure that the sequence number is a positive integer and is unique to the multiline.
	If you have left the sequence number blank for all the multiline rows, the system automatically assigns a sequence number to each of them, in multiples of five, when you click the “Create” pushbutton.

Note: If you have left the sequence number blank for some of the multiline rows, the system arranges those rows in the order in which they are entered in the multiline, and numbers these rows to be the last in the sequence. The system then rearranges the rows in the ascending order of the sequence number and renumbers the rows with multiples of five.

Activity	The activity that must be performed for clearance (Alphanumeric, 30). Ensure that the activity is already defined in the “Create Activity” activity and is in the “Active” status.
	Help facility available.
Desc.	The description of a non-standard activity (Alphanumeric, 150). You cannot modify the description of an activity that is already defined.
Activities Performed ?	Use the drop-down list box to specify whether the activity has been performed or not. The system provides the options: “Yes” and “No”. Leave the field blank, if you do not wish to specify whether the activity has been performed or not.
Performed By	The employee ID of the person who performed the activity (Alphanumeric, 10). Ensure that the employee is already defined in the "Employee Information" business component of Ramco Human Resources Management Solutions and is in the “Current” status. Mandatory when Activities Performed is selected as “Yes”. Help facility available.

The system displays the following field:

Name

The name of the person who performed the activity.

Enter the following field:

Performed Date	The date on which the activity was performed (Date Format).Mandatory when Activities Performed is selected as “Yes”. This date should be earlier than the system date.
Time	The time at which the activity was performed (Time Format).Mandatory when Activities Performed is selected as “Yes”. This time should be earlier than the system time.
Activity On	Use the drop-down list box to specify the maintainable object on which the activity must be performed. The system provides the following options:
	Equipment – Select this option if the activity must be performed on equipment.
	Location – Select this option if the activity must be performed on location.
	Others – Select this option if the activity must be performed on equipment and location other than the equipment and location that have been defined.

The system leaves the field blank, by default.

Code

The identifier of the equipment or location on which the activity must be performed (Alphanumeric, 30). Ensure the following:

If you have specified “Equipment” in the “Activity On” field, ensure that the equipment entered in this field is already defined in the “Create Equipment” activity of the “Equipment Induction” business component and is in the “Active” status.

If you have specified “Location” in the “Activity On” field, ensure that the location is already defined in the “Create Location” activity of the “Maintenance Organization” business component and is in the “Active” status.

Help facility available.

Note: Ensure that the “Activity –Activity On- Code” combination is unique to the multiline.

Desc.	The description of the equipment or location (Alphanumeric, 150). This field cannot be modified if the “Activity On” field is set either as “Equipment” or “Location”.
Lockout / Tagout	Use the drop-down list box to specify whether the activity must be performed as a part of lockout or tagout procedure. The system provides the options: “LockOut” and “TagOut”. Leave the field blank, if you do not wish to specify if the activity is a lockout or a tagout activity. The system leaves the field blank, by default.
No of Tags	The number of tags that must be displayed in case of a tagout procedure (Decimal). Ensure that the number entered here is positive.
Remarks	Any additional information about the activity (Alphanumeric, 255).
Key No.	The number of the key that must be used in case of a lockout (Alphanumeric, 30).
User-Defined	Use the drop-down list box to specify any additional information about the activity. The system fills in this field all the user-defined fields that have been defined in the “Maintain User Defined Fields” activity and which are in the “Active” status. Leave the field blank, if you do not wish to specify any additional information. The system leaves the field blank, by default.

Enter the following fields below the multiline if you wish to record the details of the activities performed for all the activities together:

Activities Performed By	The employee ID of the user who has performed the activity (Alphanumeric, 10). Ensure that the employee is already defined in the “Employee Information” business component of Ramco Human Resources Management Solutions
	Help facility available.
Performed Date	The date on which the activities were performed (Date Format).
	Enter the time at which the activities were performed in the edit box alongside (Time Format).

Check the box in the “Select” column of the multiline to select those activities that you do not wish to define as a part of the lockout or tagout procedure of the clearance.
Click the Delete icon in the toolbar above the multiline to delete the selected activities.
Click the “Create” pushbutton to create the clearance permit.

The system performs the following:

Generates an automatic number for the clearance permit and displays it in the “Clearance Permit” field.
Creates a clearance permit with the “Fresh” status.
If the clearance permit was created based on a clearance request and if the status of the clearance request is “Fresh”, the system changes the status to “Approved”.

The system displays the following fields in the “Record Statistics” group box:

Created By	The login ID of the user who created the permit.
Created Date	The date and time at which the permit was created.
Last Modified By	In this activity, the system displays the login ID of the user who created the permit.
Last Modified Date	In this activity, the system displaya the date and time at which the permit was created.

To proceed, carry out the following

Select the “Attach Safety Procedure” link from the bottom of the page to attach a safety procedure to the clearance permit.
Select “View Clearance Details” link from the bottom of the page to view the clearance permit conflicts.

Select “View Referred Equipment/Locations” link from the bottom of the page to view all the equipment and locations on which the clearance permit is raised.

Creating clearance permit – An overview

This page allows you to create a clearance permit. You can create a clearance permit directly or you can also create a clearance permit by copying the details from an existing clearance permit. You can create a clearance permit by specifying the following details:

The reason for which clearance is required.
The document based on which the clearance permit is created. The document can be a clearance request, a work order, inspection order or a calibration order.
The period for which the clearance permit is valid.
The type and the category of the clearance permit.
The person who is responsible for holding the permit when maintenance activities are being carried out on the equipment or location.
The lockout or the tagout procedure that must be performed as a part of the clearance activity. The activities pertaining to the lockout or tagout procedure can be specified directly or copied from an existing lockout or tagout procedure. The following details must be specified for the activities:

	The activity that must be performed and its description.
	The sequence in which the activity must be performed.
	Whether the activity has been performed or not.
	If the activity has been performed, the employee who has performed the activity and the date and time at which the activity is performed.
	Whether the activity is a lockout or a tagout activity.
	If the activity is a tagout, the number of tags that must be placed to indicate that maintenance activities are carried out on the equipment or location.
	Any other additional information about the activity.

The system creates the clearance permit in a “Fresh” status and stores the login ID of the user who created the clearance permit along with the date and time of creation.

Pre-requisite

“Create Work Order” of “Work Order”business component and “Schedule Work order” activity of the “Work Order Planning & Scheduling” business component

“Create Calibration Order” activity of the “Calibration Order” business component.

“Create Inspection Order” activity of the “Inspection Order” business component.

“Create Clearance Request” activity