PTW Permits

PERMITS

All stages of permits are managed from the Permits page, the default landing page for Lucidity Permit to Work. 

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From the Permit page of Lucidity Permit to Work, users can:

• Add new permits

• Edit or delete existing permits

• Move permits through the workflow stages

• Report of existing permits

Permit Workflow Stages

The permit workflow moves the permit through a series of stages. Once the permit is created, progression to the next stage is generally triggered by either the permit manager or the permit approver. Prerequisites may be required prior to progressing to the next stage.

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Add New Permit (Draft and Submit Stage)

To add a new permit, from the Permits page:

1. Click 'Add New'

2. Complete all fields (see table 'Definitions of Fields' below)

   1. saving at any stage will mark the permit with a status of 'Draft'

3. Click 'Submit' to change the status to 'Submitted'

The details captured for each permit may vary slightly between each system configuration. Fields marked with * are mandatory.

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Definition of Fields

There are a range of filters that can be used to categorise permits. These can assist when filtering or sorting permits and can be edited via the Settings tab. 

*The roles involved can overlap. For example, the permit manager may be the same person as the permit approver.

Permit Isolations

To add a new Isolation, from the relevant permit:

1. Click 'Add'

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2. In the pop-over box that appears, complete all fields (see table 'Definitions of Fields' below)

   1. The details captured for each Isolation may vary slightly between each system configuration. Fields marked with * are mandatory.

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3. Click 'Save and New' to add additional isolations or 'Save' to continue

Definition of Fields

Log of Changes

A log of change is recorded for each isolation and is accessible by clicking 'Edit' on the far right-hand side of the Isolation.

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Edit Permit

To edit any details of an existing permit, from the Permits page:

1. Locate the specific permit using relevant filters

2. Click the permit or 'Edit' to the far right of the permit

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3. Adjust fields as required

4. Click 'Save'

Approve Permit

Before the permit can be approved, it must be validated by the permit approver. It can then be approved or rejected from the permit page:

1. Locate the specific permit using relevant filters

2. Click the permit or 'Edit' to the far right of the permit

3. Review all details of the permit and scroll to the approval section

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4. Enter any comments

5. Click 'Reject' to reject the permit

   1. In the pop-up window enter comments for the rejection

   2. Click 'OK' to save and to return to the Permits page

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   3. The Permit status will change to 'Draft' until it is resubmitted

6. Click 'Approve' to approve the permit and return to the Permits page

7. The permit status will change to 'approved'

Start the Permit

Once approved, the permit can be marked as started. All isolations must be marked as isolated (set to 'Yes') first.

To mark a permit as 'Started,' from the Permit page:

1. Locate the specific permit using relevant filters

2. Click the permit or 'Edit' to the far right of the permit

3. Review all isolations and ensure all are marked as isolated (set to 'Yes')

4. Scroll to the start section

5. Click 'Start'

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6. Click 'Save' or the 'Permits' menu to return to the Permit page

7. The permit status will change to 'Started'

Finish or Restart the Permit

The permit manager can mark the permit as 'Finished' once work is complete or if work needs to be paused.

To mark a permit as 'Finished,' from the Permit page:

1. Locate the specific permit using relevant filters

2. Click the permit or 'Edit' to the far right of the permit

3. Scroll to the finish section

4. Enter any relevant comments

5. Click 'Finish'

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6. Click 'Save' or the 'Permits' menu to return to the permit page

7. The permit status will change to 'Finished'

Close the Permit

The permit approver or permit manager can mark the permit as 'Closed' once the worksite is clean and Isolations have been reinstated (set to 'No').

To mark a permit as 'Finished,' from the Permit page:

1. Locate the specific permit using relevant filters

2. Click the permit or 'Edit' to the far right of the permit

3. Review all isolations and ensure all are be marked as removed (set to 'No')

4. Scroll to the close section

5. Enter any relevant comments

6. Click 'Restart' if the permit needs to be reopened

   1. The permit will revert back to a status of 'Started'

7. Click 'Close' 

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Delete Permit

To delete a permit, from the Permit Page:

1. Locate the specific permit using relevant filters

2. Click 'Actions' to the far right of the relevant permit

3. Click 'Delete'

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4. In the pop-up that appears, click 'Delete' to completely delete the permit from the system

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Reporting from the Permit page

An Excel list report is available from the Permits Page. Reports will reflect filtered search options as displayed on the lower half of the Permits page. 

To generate a report, from the Permits page:

1. Click 'Show Filters'

2. Select the relevant filters

3. Click 'Filter'

4. All results will be displayed at the bottom of the screen

5. Click 'Excel Export' to generate this report into Excel

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Permit Notifications

Email notifications will be sent automatically as part of the Permit Workflow. These notifications will be sent as follows:

It is important to note that scheduled reports via emails can also be utilised to notify users of additional information as required. Refer to the My Emails user guide for more details.