Lifting Equipment Register

Introduction

The Lifting Equipment Register module helps you maintain a detailed inventory and manage the operational lifecycle of all lifting equipment, such as chains, slings, hoists, and shackles. Using this register effectively supports equipment safety, regulatory compliance, and operational readiness.

Key functions include:

• Creating and maintaining detailed records for each piece of lifting equipment.
• Logging and tracking inspection and test histories.
• Managing equipment status from initial registration through to disposal.
• Linking corrective actions from the Action Management module.

Adding and Managing Lifting Equipment

Adding New Equipment

1. Navigate to the Lifting Equipment Register module.
2. Select 'New Record'. The form will open in a 'Draft' state.
3. Ensure the correct Hierarchy (e.g., Site, Department) is set for the equipment.
4. Fill in the equipment details. Pay close attention to:
   • Type: (Required) The category of lifting equipment (e.g., "Chain", "Sling").
   • Description: (Required) A clear description of the specific item.
   • SWL (Safe Working Load): The maximum load the equipment can safely handle.
   • Serial No.: The manufacturer's unique serial number for the item.
   • Tag ID: Your internal asset or tag number for the equipment.
   • Inspection Frequency: How often formal inspections are due (e.g., "Annual", "Quarterly").
5. To save your progress and continue editing later, select 'Save'. The record remains a 'Draft'.
6. To finalize the new equipment record and place it into service, select 'Submit'. The equipment status will change to 'In Use'.

Editing Existing Equipment

1. Find and open the equipment record from the register list.
2. If the record is not already in edit mode (e.g., if its status is 'In Use'), select the 'Edit' button, usually found at the top of the form.
3. Modify the necessary information.
4. Select 'Save'.

Logging Inspections and Tests

Maintain a complete history of all safety checks by logging inspections and tests against each equipment record.

1. Open the relevant Lifting Equipment record and select 'Edit'.
2. Navigate to the 'Inspection History' or 'Test History' section.
3. Select 'Log New' (or a similar button like 'Create Inspection'/'Create Test').
4. In the form that appears, enter details such as:
   • Inspected By / Tested By: The person or entity performing the check.
   • Last Inspection / Last Test: The date the check was performed.
   • Next Inspection / Next Test: The date the next check is due. This is important for scheduling and potential notifications.
   • Details: Observations, results, or work carried out.
5. Select 'Submit' on the inspection/test form to mark it as 'Complete'. 'Save' can be used to keep it as a 'Draft' if further details are pending.

Completed inspection and test records will be listed within the respective history sections of the main equipment record.

Understanding Equipment Status and Workflow

Lifting equipment records move through several statuses, managed by buttons on the form:

• Draft: The initial state for new records. All information is editable. Select 'Submit' to move the equipment to 'In Use'.
• In Use: The equipment is active and operational. To make changes or log history, you'll typically need to select 'Edit'.
  • To remove equipment from service permanently, select the 'Destroy' button.
• Destroyed: The equipment is decommissioned or disposed of. Records in this state are archived (hidden from standard active views but retained for history).
  • Add details regarding disposal in the 'Destruction Comments' section.
  • If equipment is returned to service, it can be moved back to 'In Use' by selecting the 'Re-open' button.

Inspection and Test History records also have a simple workflow, typically from 'Draft' to 'Complete' once submitted.

Linking Corrective Actions

If an inspection or test identifies a need for repair or other follow-up, you can link tasks from the Action Management module:

1. Open the Lifting Equipment record and select 'Edit'.
2. Go to the 'Actions' section.
3. Use the 'Log New' button to create a new action or the 'Select' button to link an existing one. This ensures that any required work is formally tracked. Refer to the "Action Management" help documentation for more details.

Notifications

The system can be configured to send email notifications when the 'Next Test' date for a piece of equipment (in 'In Use' status) is approaching. These notifications usually include equipment details and a direct link to the record. Contact your system administrator if you have questions about notification settings.

Utilizing General System Features

This module also uses standard system features:

• Searching and Filtering: Use tools in the list view to find equipment.
• Customising Display: Adjust columns shown in the list view and save your preferred layouts.
• Attachments: Add files like certificates or photos to equipment records.
• Exporting Data: Export equipment lists for reporting or offline use.
• Hierarchy: Assigning equipment to the correct organizational units (Site, Department) is vital for organization and reporting.

For detailed instructions on these general features, please consult the relevant general help guides.

Best Practices for Managing Lifting Equipment

• Accuracy: Ensure all data, particularly identifiers (Serial No., Tag ID), SWL, and inspection/test dates, is accurate.
• Timeliness: Log new equipment and record inspections/tests promptly.
• Workflow: Use the correct workflow statuses to reflect the equipment's current state.
• Documentation: Utilize attachments for all relevant supporting documents.
• Regular Review: Proactively monitor equipment due for inspection or testing.