PPE Register

Introduction to the PPE Register

The PPE Register module helps your organization track and manage Personal Protective Equipment (PPE) issued to personnel. It provides a central place to record who has which PPE items, when they were issued, and when they might need re-issuing or inspection. This supports worker safety, compliance, and inventory management.

Key Uses:

• Document PPE issued to individuals.
• Track issue dates and scheduled re-issue/inspection dates.
• Select from a pre-defined list of available PPE items.
• Link follow-up tasks (e.g., "Order new stock") to PPE issuance records.

Using the PPE Register

Managing PPE involves creating a main PPE Issuance Record for an individual and then logging each Specific PPE Item Issued to them.

Creating a PPE Issuance Record and Logging Items

1. Start a New Record: From the PPE Register module, select 'New Record'.
2. Assign Hierarchy: Confirm the correct Company, Division, Department, and Site. These are mandatory and usually pre-filled based on your profile.
3. Identify the Recipient: In the 'Details' section, select the Name of the person receiving the PPE. This field is required.
4. Log Specific PPE Items:
   • In the "Items Issued" section, click 'Add New'. This opens the 'PPE Item Issue' form for detailing a single item.
   • Item Supplied: Choose the PPE item from the dropdown list (e.g., "Gloves - Standard," "Hard Hat"). This list is managed by your system administrator.
   • Date of issue: Record when the item was given out.
   • Size & Quantity: Specify the size (if applicable) and how many were issued.
   • Due for Reissue: Enter the date this item is expected to be re-issued or needs inspection. This is important for managing PPE lifecycles and ensuring timely replacements or checks.
   • Attachments (Optional): You can attach files specific to this item (e.g., fitting instructions, individual sign-off sheet).
   • Select 'Submit' on the 'PPE Item Issue' form. The item will now appear in the "Items Issued" list on the main record.
   • Repeat this step for each different PPE item issued to the person.
5. Finalize the Issuance Record:
   • Select 'Save' on the main PPE Issuance Record to keep it as a 'Draft' if you need to complete it later or are waiting for more information.
   • Select 'Submit' to finalize the record, moving it to the 'Active' state, indicating the PPE has been officially recorded as issued.

Workflow Stages

Understanding the status of your records is important:

• PPE Issuance Record (Main Record for an Individual):
  • Draft: The record is being created or modified and is not yet official.
  • Active: The PPE issuance is officially logged. From this state, the record can later be 'Archived' if it's no longer current (e.g., person leaves, all PPE returned).
  • Archived: The record is kept for historical purposes but is not part of active lists. An archived record can be 'Re-opened' if it needs to become active again.
• PPE Item Issue (Log for a Specific Item):
  • Draft: The details of the specific item are being entered.
  • Saved: The item's details are confirmed and linked to the main issuance record.

Other Important Features

• Linking Actions: If follow-up is needed (e.g., ordering more stock, scheduling a fit test), use the 'Actions' section on the main PPE Issuance Record. You can 'Log New' to create a new task or 'Select' to link an existing one from the Action Management module.
• Attachments: Besides attaching files to individual items, you can add general attachments to the main PPE Issuance Record (e.g., a signed overall PPE agreement for the person).
• Searching: You can find PPE Issuance Records using the global search by the person's name (e.g., "PPE Issued for Jane Doe"). Date filters and column-specific filters are also available within the module.
• Record Lists: Customize the columns displayed in the list views to show the information most relevant to you.
• Exporting/Importing Data: Users with appropriate permissions can export register data for reporting or offline analysis, or import new records using a system-provided template.

For more detailed instructions on standard system functions like "Adding Attachments," "Searching Records," "Customising Column Headings," "Exporting Data," and "Importing Data," please refer to the general help guides for those features.