Advanced operations on PPE requirements

Beyond the main delivery and signing workflow, the PPE Needs list screen allows you to perform several advanced operations to correct, adjust, or renew the status of the needs.

Create new needs before the renewal date

Useful when a PPE must be replaced before the scheduled date (due to wear, size change, etc.) without waiting for the automatic renewal cycle.

1. Access the PPE Needs list screen.
2. Select one or more needs in the “Completed” status.
3. Click Operations > Create new needs in bulk.

Note

The operation is only active when selecting needs in the “Completed” status. When executed, it automatically:

• Changes the previous need from “Completed” to “Closed” with the Closing Date of the day.
• Deactivates the review, maintenance, and renewal date controls of the closed need.
• Stops generating SmartStatus notifications for the responsible parties regarding the closed need.
• Creates a new need in the “Not started” status and a SmartStatus alert for the employee scheduled for delivery.

Cancel and uncancel needs

Cancel in bulk

Useful when one or more needs no longer apply (job change, employee leaving, etc.).

1. Access the PPE Needs list screen.
2. Select the needs.
3. Click Operations > Cancel needs in bulk.

Cancel an individual need

1. Enter the need.
2. Check the Cancel need box.
3. Click Save.

Uncancel in bulk

To reactivate cancelled needs:

1. Access the PPE Needs list screen.
2. Select the needs.
3. Click Operations > Uncancel needs in bulk.

Uncancel an individual need

1. Enter the need.
2. Uncheck the Cancel need box.
3. Click Save.

Caution

Cancelling a need should be used as an exception. As a general rule, when there is a relationship between a type of PPE and a scope or entity, the needs apply to all employees.

Change delivery, renewal, or closing date

Useful for correcting incorrect dates or adjusting schedules in bulk.

1. Access the PPE Needs list screen.
2. Select the corresponding needs.
3. Click Operations > Change dates in bulk.
4. Check Change delivery date, Change renewal date, or Change closing date.
5. Select the new date and click Accept.

Caution

The operation only changes the date on applicable and not cancelled needs:

• Delivery date: only for needs with “Delivered” status.
• Renewal date: only for needs with “Delivered” and/or “Completed” status.
• Closing date: only for needs with “Completed” and/or “Closed” status.

Reassign the responsible person

To change the responsible person for delivery, review, and/or maintenance scheduled for one or more needs:

1. Access the PPE Needs list screen.
2. Select the needs.
3. Click Operations > Reassign responsible.
4. Check Change employee in the Delivery, Review, and/or Maintenance sections you need to change.
5. Click the Person field icon and select an employee, or check Reassign to me.
6. Click Accept.

Caution

• Employee scheduled to perform the delivery: only changes if the needs are in “Not started” and/or “Requested” status and not cancelled.
• Employee scheduled to perform the review: changes always except if the needs are in “Closed” status or cancelled.
• Employee scheduled to perform maintenance: changes always except if the needs are in “Closed” status or cancelled.

Reset the status of a need

Useful when you need to “start from scratch” with a need already managed (due to data error, testing, or mass cancellation).

1. Access the PPE Needs list screen.
2. Select the corresponding needs.
3. Click Operations > Reset needs status in bulk.
4. Confirm by clicking Yes.

Danger

When resetting, the need’s status changes to “Not started” and the following fields are erased (if completed):

• PPE, Size, Brand, Model, Registration number.
• Delivery date, Renewal date, Closing date.
• All fields in the Request, Review, and Maintenance tabs.

This action cannot be undone. Make sure this is what you need before confirming.

---

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