General procedure for PPE management

Before delving into each specific operation, it is useful to have an overview of the configuration and management flow of PPE in Smart OSH. This page describes the 12 steps of the general procedure and the 5 states that each PPE requirement goes through.

Procedure steps

From the PPE module you should follow this sequence for a correct start-up:

1. Create the PPE types from Settings > PPE Types.
2. Define the frequencies (inspection, maintenance, renewal) and responsibilities (delivery, inspection, maintenance) in the Responsibilities tab of the PPE type.
3. Create the PPE items of the PPE type from the PPE tab of the PPE type.
4. Assign sizes to the PPE with the Assign sizes operation from the Sizes tab of the PPE.
5. Define the purchasing managers from the Sizes tab of the PPE, if needed.
6. Create stock movements for each size from the Movements tab of the PPE Stock. You can use the Initial stock action type if convenient.
7. Link scopes and/or entities to the PPE type from the Relations tab so that PPE requirements are generated.
8. (Optional) If you want a specific PPE to be delivered only in certain scopes, link scopes or entities to the PPE from its Relations tab.
9. Deliver the PPE to employees with the operations Bulk delivery (same PPE and size) or Bulk delivery (with PPE and size informed) from the PPE Requirements list screen.
10. Have employees sign the delivery receipt with the Sign delivery receipt operation.
11. Record PPE inspections with Bulk inspection or from the Inspections tab of each requirement.
12. Record PPE maintenance with Bulk maintenance or from the Maintenance tab of each requirement.

Tip

Every PPE needs at least one size to be deliverable.

The action of linking scopes to the PPE type (step 7) can be done either from the PPE type or from the scope/entity.

Caution

Define the frequencies and responsibilities before creating the requirements. If defined afterwards, the fields Renewal date, Employee expected to perform the delivery, Expected inspection date and Expected maintenance date DO NOT update in already created requirements (only in new ones).

Caution

Create the PPE stocks before the requirements. The application automatically calculates stock by size at each delivery.

Note

PPE requirements are created asynchronously, not immediately. To force their creation, use the Recalculate requirements operation from the detail or list screen of PPE Types.

Logic of the states of a requirement

Each PPE requirement changes state automatically as the process progresses:

• Not started: initial state when the requirement is created.
• Requested: when the employee requests new PPE.
• Delivered: upon entering a delivery date and saving.
• Completed: when the employee signs the delivery receipt.
• Closed: when a new requirement is created after a new request or when the renewal date is exceeded, at which point the previous requirement is closed automatically.

Tip

By knowing these five states well, you can interpret any list of requirements at a glance and know what action is next.

---

Source: M-SO-20-19-01 «PPE User Manual», version 1, 21/12/2020.