Personal Protective Equipment

Note

The content of this document is also explained in the video tutorial titled PPE Management

Adding a New PPE

Devices can be listed generically as equipment or inventoried individually in the PPE inventory, where you can enter quantity, expiration date, brand, and descriptions.

Note: Below we describe the process of adding a single PPE. However, you can also perform a bulk upload in .csv (Excel) format via the Import button.

1. Select the PPE item from the office menu
2. Click New
3. Enter the information: name, description, category, type, and intended use (fields marked with a red asterisk are mandatory)
4. Click Save

To proceed with PPE inventory:

1. Select PPE Inventory from the menu
2. Click New and use the Select button to choose the PPE to inventory
3. Fill in the information and click Save

Defining Equipment Sets

Navigate through the actions menu to locate the section for Personal Protective Equipment. The menu is divided into two sections:

• PPE Equipment Sets
• PPE Deliveries

Equipment sets define what will be delivered to workers, while deliveries log the actual delivery sessions and the list of people who receive the equipment.

Note: To define equipment sets, PPE must already be registered in the Material Resources section.

In the Material Resources → PPE section, ensure that you have specified:

• Name
• Category
• Type
• Intended use (single-use, shared use, or personal use)

Once devices are registered, proceed with configuring the equipment sets:

1. Select PPE Equipment Sets in the actions menu
2. Click New and select Add Custom
3. Enter the name of the PPE to be delivered
4. Select the PPE from the material resources list and click Save

Next, specify the type of use for the PPE:

• Single-use
• Shared use
• Personal use

Then assign the recipients of the equipment and save.

At this point, a new row will appear in the PPE Equipment Sets view, with status indicators for:

• Registration
• Validity
• Planning and To-Do Items

Each will initially show zero, since no recipients have yet been assigned to this equipment.

Assigning PPE Recipients

1. Select the row with the PPE name. A Detail panel will appear at the bottom. The first tab shows previously entered info, which you can edit if needed. The next tab is People, i.e., recipients of this PPE equipment.

2. Click New to assign people or work environments as recipients. A window will open where you can select recipients (individuals or environments). After selection, click Save. (The process is the same for both people and work environments.)

Recipients will appear with a status of:

• New
• Valid
• Expired

Depending on whether the PPE was previously delivered, is still valid, or has expired (requiring replacement).

Other tabs include PPE Deliveries (to view delivery dates), Resources, and Attachments (to add documents generated in 4HSE or uploaded from your computer).

Associating Resources with PPE

The Resources tab allows you to associate the PPE with:

• Tasks
• Roles
• Equipment
• Environments
• Substances
• Work Phases

1. Select the item of interest and click Next. A list of available items will appear. Select and click Confirm.
2. When the operation status shows Completed, click Finish.

The Resources tab will then display all the items for which the risk is mitigated by this PPE.

Delivering a PPE

1. Go to the PPE Deliveries menu and click New
2. Select the equipment set for which you want to schedule a delivery and click Save
3. Choose the Date and optional time slot
4. Specify the Notification Recipients. If recipients were already assigned when the PPE was created, they will appear here. Otherwise, click Add (+) to assign individual recipients or roles from the safety organization chart. Click Save.

A new row will appear with zeros under:

• Registration
• Passed
• Failed
• To Complete

And the updated delivery session date.

Clicking the row opens the Details view at the bottom, showing the delivery date and other information.

To specify recipients for the delivery:

1. Click New to display the list of previously assigned individuals
2. Select the people to whom the PPE will be delivered and click Save

The People tab will populate, with each recipient’s status set to To Complete. Clicking the link or double-clicking a name opens the Delivery Outcome window where you can mark the delivery as Passed.

You may add a Warning and a note, and modify the start date of validity if needed. The End Date of Validity can also be set manually if the PPE is listed in Material Resources but not in the inventory.

If the PPE is inventoried, and you want to link the delivery to a specific, uniquely coded item:

1. Click the Select field under PPE Inventory, then choose the specific code from the list of inventoried items. Click Save.

You can then either:

• Click Save to finalize the delivery (further changes possible)
• Click the Badge icon to issue the related certificate

Printing the Delivery Certificate

To open the Certificate Print Tool, click the icon. A window will appear showing the data entered during the delivery process. These will be printed on the certificate:

• Name
• Type of action (automatically associated with the PPE equipment set)
• Issue date (editable)
• Expiry date (editable if PPE is not inventoried; otherwise inherited from the inventory)

1. After verifying the data, click the Printer button to print the certificate
2. Choose the desired template and click Save. Then print or export the document as a PDF, HTML file, or Word document, and archive it in the office archive or locally on your PC.