How to register a PPE request

A PPE request is the petition for new equipment (due to wear, loss, size change, etc.) when there is already a previous completed need. SmartOSH offers four ways to register the request and a single process to manage it afterwards.

Common behaviour when requesting

Regardless of the channel used, the following happens automatically when registering the request:

• The previous PPE need changes from “Completed” to “Closed” and the Closing date is filled in with the current date.
• The review, maintenance and renewal date controls of the closed need are deactivated.
• The SmartStatus notifications for the persons responsible for review, maintenance and delivery for that need stop being generated.
• A new PPE need is created with status “Not started” and a SmartStatus notification is sent to the designated employee who must carry out the delivery.

Note

In all request channels, only the types of PPE that have already been delivered and signed for at least once appear, that is, those with at least one need in “Completed” status.

Request from SmartOSH

Any user with access to SmartOSH and the relevant roles can register a request:

1. Access the PPE Needs list screen.
2. Select a need with “Completed” status.
3. Click Operations > Register PPE request.
4. If applicable, change the Request date, fill in the Request reason and, if necessary, the Requested size and Request observations.
5. Click Accept.

Note

The Register PPE request operation is only enabled when selecting a need with “Completed” status.

Request from the URL

Any user with access to SmartOSH and the relevant roles who is provided with the URL can request PPE without entering the back office:

1. Access the PPE request URL provided by the administrator.
2. Select the PPE type and the Reason for the request.
3. If the size you need is different from the one shown as “Delivered size”, fill in the Size field.
4. If you wish, fill in Observations.
5. Click Send.

Request from the App

Any user with access to the App and the relevant roles can request:

1. Log in to the App with your username and password.
2. Go to the PPE request section.
3. Select the PPE type and fill in the Reason for the request.
4. If needed, fill in Size and Observations.
5. Click Send.

Tip

To activate the Send button you must fill in at least the mandatory fields PPE type and Reason.

Request from the Viewer app

For users who access SmartOSH via the web but cannot or do not want to install the App:

1. Log in to SmartOSH with your username and password.
2. Go to the Viewer app section from the home screen.
3. Enter PPE request.
4. Select the PPE type and fill in the Reason.
5. If needed, fill in Size and Observations.
6. Click Send.

How to manage an incoming request

When a request is registered, the designated person responsible for delivery receives a SmartStatus notification with the basic information.

From that moment on, that person — or any user with access to SmartOSH and the relevant roles — can manage the delivery following the process described in How to deliver PPE to employees.

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