How to distribute PPE to employees

The PPE delivery is the moment when the need changes to the “Delivered” status and the receipt for the employee’s signature is automatically generated. Smart OSH offers four different ways to do this depending on whether you deliver in bulk or individually.

Common behaviour when delivering

Regardless of the chosen method, the following happens automatically when saving the delivery:

• The PPE need status changes to “Delivered”.
• The PPE Delivery Receipt or PPE Delivery Receipt (table) report is generated (depending on the one selected in Settings).
• In the Shipments tab, a deferred shipment of the receipt to the employee is generated for signature.
• The Size stock and Movement fields in Delivery details are calculated and filled in automatically.
• The Brand and Model fields are filled in automatically if provided on the PPE detail screen.
• The Scheduled review/maintenance date and Employee scheduled to perform the review/maintenance fields are filled in automatically if the PPE type has the corresponding periodicity and responsible person defined.

Bulk delivery (same PPE and size)

Useful for delivering the same PPE and size to several employees on the same date.

1. Access the PPE Needs list screen.
2. Select the needs that share the same PPE type.
3. Click Operations > Bulk delivery (same PPE and size).
4. Fill in PPE, Size, and Delivery date.
5. Click Accept.

Tip

If the PPE type has only one PPE and one size defined, the PPE and Size fields are filled in automatically.

Bulk delivery (with PPE and size provided)

Useful when the needs already have the “PPE-Size” field filled in (for example, in second deliveries) and you want to record the delivery date for several employees in bulk.

1. Access the PPE Needs list screen.
2. Select the needs with the PPE-Size field already filled in.
3. Click Operations > Bulk delivery (with PPE and size provided).
4. Fill in the Delivery date and click Accept.

Delivery from the need detail screen

Useful for individual deliveries or when you need to fill in specific fields such as the serial number.

1. Access the PPE Needs list screen and enter the need.
2. Change the need’s Status field to “Delivered”.
3. In the Delivery details tab, select the PPE-Size and, if applicable, fill in the Serial number.
4. Click Save.

Tip

• In second or subsequent deliveries, the PPE-Size field is filled in automatically.
• The Serial number is not mandatory but it is advisable to fill it in: it appears in the PPE Delivery Receipt by employee report.
• If you fill in the PPE expiry date, that date will automatically apply as the Renewal date on the need detail screen.

Variant: fill in delivery date before status

As an alternative to manually changing the status:

1. Enter the need.
2. In the Delivery details tab, select PPE-Size, fill in the Delivery date and, if applicable, the Serial number.
3. Click Save.

When saving, the need status automatically changes to “Delivered”.

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