How to register a type of EPI

The type of PPE is the family of personal protective equipment (for example, “safety footwear”). Before you can register specific PPE, assign sizes, and create requirements, you need to have the PPE type configured with its standards, responsibilities, and frequencies.

Steps to create the PPE type

1. Go to PPE > Configuration > PPE Types and click New.
2. Fill in the PPE type details.
3. Click Save.

Caution

Consequences of unchecking the «Active» box of a PPE type:

• The PPE type becomes Inactive status and no longer appears when linking to positions, roles, activities, etc.
• The PPE items of that type become Inactive status and no longer appear for issuance.
• Minimum stock controls are deactivated and SmartStatus purchase alerts stop being generated.
• New requirements are no longer automatically generated for affected employees.
• Existing requirements retain their status but become «Inactive»: they will not generate new requirements even if they have a renewal frequency. They appear as Inactive status in the «View active» filter. Exception: requirements in «Not started» status are deleted.

When rechecking Active, all the above is restored and the requirements become active again, including those with statuses «Requested», «Issued», «Cancelled», «Completed», and «Closed».

Link applicable standards

1. Go to the Applicable standards tab and click Link.
2. Select the standards you want to apply.
3. Click Accept and then Save.

Define responsibilities and frequencies

From the Responsibilities tab of the PPE type, you can configure who is responsible and how often it is reviewed, maintained, or renewed.

Delivery responsibility

By employee:

1. In the Responsibilities tab, under Delivery, check Free responsible and click the icon in the Responsible field.
2. Select an employee and click Accept.
3. Click Save.

By role:

1. Click the icon in the Role field.
2. Select a role and click Accept.
3. Click Save.

Review frequency and responsibility

1. In Responsibilities, check the Review field and fill in the frequency. Click Save.
2. Under Review, check Free responsible and select the responsible person (by employee or by role, same as delivery responsibility).
3. Click Save.

Maintenance frequency and responsibility

Same process as review, but for the Maintenance field and the Maintenance section.

Renewal frequency

1. In Responsibilities, check the Renewal field.
2. Fill in the renewal frequency.
3. Click Save.

Tip

The renewal frequency triggers the automatic creation of a new requirement when the renewal date of the previous one expires. Configure it before creating requirements so that the first ones have the expected dates correctly calculated.

Link courses to the PPE type

If issuing the PPE requires prior completion of a training course, you can link it:

1. Go to the Courses tab and click Link.
2. Select one or more courses.
3. Click Accept and then Save.

---

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