Editing clearance permit

This page allows you to edit a clearance permit. You can edit a clearance permit that is selected. Tell me more.

Select the “Edit Clearance Permit” link from the “Select Clearance Permit” page. Alternatively, select the hyperlinked clearance permit from the multiline of the same page.

The “Edit Clearance Permit” page appears.

Enter the following field, if you wish to edit the details of a clearance permit other than the clearance permit selected from the previous page:

Clearance Permit	The clearance permit to be edited (Alphanumeric, 30).
	Press <Enter>. The system retrieves the details of the clearance permit.

The system displays the following fields:

Date	The system displays the current date.
Status	The status of the clearance permit, which can be “Fresh”.

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 being edited.

Enter the following fields:

Ref. Doc. Type	Use the drop-down list box to modify 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 clearance permit is required for carrying out maintenance on the equipment/location (Date Format). Mandatory. Ensure that this date is equal to or later than the current system date.
	Enter the time from which clearance permit is required 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 required for carrying out maintenance on equipment/location (Date Format) Mandatory.
	Enter the time till which clearance permit is required 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 modify the type of the permit. The system fills in all the permit types that have been defined in the “Define Permit Types” activity of the “Clearance Permit” business component and which are in the “Active” status. Leave the field blank, if you do not wish to define any permit type.
Category	Use the drop-down list box to modify 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.

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 “Employee Induction” business component of Ramco Human Resources Management Solutions 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 Safety procedures that have been defined for the equipment or location and/or selected Permit Type 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 in the “Equipment Clearance Details” activity.

Enter the following fields in the 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 “Edit” pushbutton.

Note: If you have left the sequence number blank for some of the multiline rows, the system arranges those rows in the 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 as a part of the lockout or tagout procedure of the clearance (Alphanumeric, 30).
	Help facility available.
Desc.	The description of the activity (Alphanumeric, 150). You cannot modify the description of an activity that is retrieved by the system.
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 do not wish to specify whether the activity is performed.
Performed By	The login ID of the person 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 and is in the “Current” status. Mandatory when Activities Performed is selected as “Yes”.

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 procedure is a lockout or a tagout procedure. The system leaves the field blank, by default.
No of Tags	The number of tags that must be displayed in case of a lockout/tagout activity (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 with 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.

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

Activities Performed By	The login ID of the user who has performed the activities (Alphanumeric, 10).
	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).
Remarks	Any additional information about the permit (Alphanumeric, 255).
	Zoom facility available

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 clearance permit.
Click the“Delete icon in the toolbar above the multiline to delete the activities that are marked for deletion.
Click the “Cancel Permit” pushbutton to cancel the clearance permit.

Note: The system cancels the clearance permit and sets the status of the clearance permit as “Canceled”.

Click the “Edit” pushbutton to edit the details of the clearance permit.

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

Created By	The login ID of the user who created the clearance permit.
Created Date	The date and time at which the clearance permit was created.
Last Modified By	The login ID of the user who last modified the clearance permit.
Last Modified Date	The date and time at which the clearance permit was last modified.

To proceed, carry out the following

Select the “Attach Safety Procedure” link from the bottom of the page to modify the safety procedures that are attached to the clearance permit.

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

Editing clearance permit – An overview

This page allows you to edit a clearance permit. You can edit a clearance permit that is selected in the previous page. You can also enter a clearance permit in this page and edit it. You can also modify a clearance permit by copying the details of an existing clearance permit.

The following details of the clearance permit can be edited:

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 lockout/tagout activity,then 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.

You can also cancel a clearance permit in this page. Only permits that are in the “Fresh” status can be “Canceled”. On cancellation, the system changes the status of the clearance permit to “Canceled”.

The system saves the details of modification that is done on the clearance permit along with the login ID of the user who modified the permit and the date and time of modification.

Pre-requisite

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

What you can do in this page

Specify activities to be carried out for the clearance permit by copying the activities from an existing lockout or tagout procedure.

Get the default lockout or tagout procedure and Safety Procedure.

Edit a clearance permit by copying the details from an existing permit

Specify activities to be carried out for the clearance permit by copying the activities from an existing lockout or tagout procedure.

You can specify the activities that must be performed as a part of clearance by copying the activities from an existing lockout or a tagout procedure.

Enter the lockout or tagout procedure from which activities must be copied in the “From Lockout/Tagout Procedure” field.
Click the “Copy” pushbutton.

The system retrieves in the multiline all the activities that must be performed as a part of the lockout or tagout procedure.

Get the default lockout or tagout procedure and Safety Procedure.

You can attach a lockout or tagout procedure and Safety Procedure to the clearance permit by getting the procedures that has been defined by default for the equipment or location and/or Permit Type for which clearance permit is created.

Click the “Get Defaults” pushbutton.

The system retrieves in the multiline all the activities that belong to the lockout or tagout procedures that are defined as default for the equipment or location.

Edit a clearance permit by copying the details from an existing permit

You can edit the details of a clearance permit by copying the details form an existing clearance permit.

Enter the clearance permit from which the details must be copied in the “From Clearance Permit” field.
Click the “Copy” pushbutton.

The system modifies the clearance permit by copying the details from the existing permit.