Permit to Work Workflow and Authorisation Process

Permit to Work Lifecycle Stages

Permits progress through distinct workflow stages:

1. Draft: The initial creation stage. The permit is being prepared and is not yet formally submitted.

   • Action: Progress to 'Open' by using a button like 'Create Permit'.

2. Open: The permit application is formally created but requires completion of all details, including specific safety checklists and Authoriser assignment, before it can be submitted for approval.

   • Action: Once ready, 'Submit for Authorisation' to send it to the approver.

3. Requested: The permit is with the designated 'Authoriser' for review.

   • Authoriser Actions:
     • Authorise: If all conditions are met and checklists completed, the Authoriser approves the permit. It moves to 'Authorised'.
     • Reject: If changes are needed, the Authoriser can reject it, typically returning it to the 'Open' state for amendment by the applicant.
     • Cancel: The permit can be cancelled if it's no longer needed.

4. Authorised: The permit is approved. Work can proceed as per the permit's conditions and specified times. Editing is usually restricted.

   • Action: A 'Cancel' option is typically available if work is completed or stopped.

5. Expired: If an 'Authorised' permit's end date passes, it may automatically move to 'Expired'. Work cannot continue under an expired permit.

   • Possible Actions: Depending on system setup, options like 'Re-open' (to amend and resubmit) or 'Cancel' (to archive) may be available.

6. Cancelled: The permit is inactive and archived. This can occur manually at any stage or systematically (e.g., after expiry).

   • Possible Action: A 'Re-Open' option might exist to reactivate it if cancelled in error.

Notifications

The system typically sends email notifications at key workflow points, such as when a permit is submitted for authorisation, approved, or cancelled, to keep relevant parties (Applicant, Holder, Authoriser) informed.