Operating Policies (HSE)

An operating policy defines a maintenance strategy or operating policy for a work asset. It can also be used for a performance standard. Operating policies may result from:

• asset studies – example, FMECA, or Reliability Centered Maintenance
• hazard studies – example, Hazards and Operability Study (HAZOP), or a Layers of Protection Analysis (LOPA) study
• an Investigation

The Operating Policy (HSE) application identifies what drives the policy, how it is implemented, how performance is monitored and who was involved in setting the policy and approving it. Once defined it is used on many other applications, Assets (HSE), Locations (HSE), Job Plans (HSE), Preventive Maintenance (HSE), Defects (HSE), MOC (HSE), Audit and Survey (HSE), Risk Assessment (HSE), Regulatory Compliance (HSE), and on Work Order Tracking (HSE).

The main object for an Operating Policy resides at the SYSTEMORGSITE level. If the OrganizationA structural element of a Maximo database which is used for data sharing and is often aligned to a legal entity of an organisation. More and SiteA structural element of a Maximo database that is used for data separation. More are left blank, then after first save these fields will become read-only. Operating Policies have to be at ACTIVE state to be referenced in other Maximo applications.

Operating Policy Tab

• Operating Policy – This is part of the unique key with ORGID and SITEID. By default, it has a maximum of 10 characters.
• Description – The description or title of the operating policy. It has a long description field.
• Type – The type of operating policy is supported by a value list with values of Inspection, Performance Standard, Predictive Maintenance, Run to Failure.
• Category – The category of the operating policy is supported by a value list with values of Condition Based, Risk Based Inspection.
• Organization – This field is part of the unique key with SITEID and POLICYNUM. It will become read-only after first save.
• Site – This field is part of the unique key with ORGID and POLICYNUM. It will become read-only after first save.
• Status – The status field is read-only and is changed using the action Change Status. Valid values are DRAFT, ACTIVE, INACTIVE, with DRAFT being the default. At ACTIVE and INACTIVE states, the operating policy record is read-only, it can only be modified at DRAFT status.
• Status Date – The Status Date is read-only and is set when the Change Status action is used.
• Owner – The person who is responsible for the operating policy across the business. The field is read-only, and it is set by using either the Take Ownership or Select Owner actions. It will be blanked if the Owner Group is set.
• Owner Group – The group who are collectively responsible for the operating policy across the business. The field is read-only, and it is set by using the Select Owner action. It will be blanked if the Owner is set.

Policy Drivers section

• Source – The source of the operating policy is supported by a value list with values of FMECA, Hazard & Operability Study, Investigation, Layer of Protection Analysis, Reliability Centered Maintenance.
• Reference – The reference for the source of the operating policy, for example it could be the Investigation number.
• Regulation – The operating policy may be driven by a regulation. This field is supported by a Select Value and a Go To Regulatory Compliance (HSE). Regulations have to be at ACTIVE state with an Applies To field set to GENERIC. When applied the policy number will be displayed in the Operating Policies sub tab of the Where Used tab on Regulatory Compliance (HSE) application.
• Risk Assessment – The risk assessment associated with this operating policy. This field is supported by a Select Value and a Go To Risk Assessment (HSE). The risk assessment has to be in Active state to be applied.
• Failure Class – The failure class associated with the operating policy. This field is supported by a Select Value and a Go To Failure Codes. Only the failure codes at the top of the failure hierarchies (the failure class) can be entered.

Performance section

• Classification – The classification of the operating policy, with standard menu of Classify, Clear Classification and Go To Classifications. The Class Use With Object is PLUSGPOLICY. On selection the Class Description field will be filled.
• Class Description – The description of the classification hierarchy. There is a Select Value lookup. Often the fastest way to find the relevant classification is to enter a word in the class description and then try to tab out, the Select Value will show all the classifications that include that word. On selection the Classification field will be filled.
• KPI – A KPI that is used to measure the performance of the operating policy. This field is supported with a Select Value and a Go To KPI Manager.
• Assessment Agency – The agency that assesses compliance to the operating policy. There is a value list with values of DNV, Lloyds Register, Audit Agency, Internal Assessment, Self Audit by Vendor.
• Assurance Activity Required – A check box to indicate that the operating policy requires an assurance activity. For example, an operating policy on fire safety may require assurance from the local fire brigade. When this operating policy is associated with a job plan or a work order then this setting is copied to a similar Assurance Activity checkbox on those records, but it can be unchecked.

Policy Implemented By section

• Operating Procedure – The operating procedure that implements the operating policy. This field is supported by a Select Value and Go To Operating Procedures (HSE). The operating procedure has to be in Active state to be applied.
• Meter – The meter used to implement the operating policy. This field is supported by a Select Value and Go To Meters.
• Measurement Point – The measurement point used to implement the operating policy. This field is supported by a Select Value and Go To Condition Monitoring. The Select Value is filtered by the selected Meter. If the meter is blank then selecting a measurement point will set the meter field. This field would only be used if the operating policy is associated with a single asset as a measurement point is specific to an asset or location.

Approvals section

• Created By – The person who created this operating policy, which is defaulted on insert. It is an enterable field with a Select Value and Go To People (HSE). The selected person has to be in Active state. The person’s display name is shown alongside this field.
• Created Date – A read-only field that is defaulted when the operating policy is created.
• Approved By – The person who approved this operating policy. The field is supported with a Select Value and Go To People (HSE). The selected person has to be in Active state. The approver’s display name is shown alongside this field. Selecting an approver will set the approval date.
• Approval Date – A read-only field that is set when the Approved By field has an approver. It is updated if the approved by name is changed.

Policy Established By table window

The people who were involved in establishing the operating policy and who are likely to review it periodically.

• Participant – A person who was involved in creating or approving this operating policy. The field is supported with a Select Value and Go To People (HSE). The selected person has to be in Active state. The person’s display name is shown alongside this field.
• Person’s Location, Person’s Site, Status – These fields are read-only and show the values from the participants person record.

Where Used Tab

The Where Used tab has a series of sub tabs each with a table window indicating the records where the operating policy has been used. The records are read-only, and you cannot insert a record or delete a record from these table windows.

There are other applications where operating policies are used, and additional subtabs could be configured to show these. MOC (HSE), Defects (HSE), Audits and Surveys (HSE) are some other applications, but you may not do this for Work Order Tracking (HSE) because it is a high-volume application.

Specification Tab

The Specification tab is how we would see it in many applications across Maximo.

If you are going to reuse the classifications for asset, locationsA physical place where assets exist and where work can be performed. More and items then do not forget to review each attribute to see whether it applies to an operating policy. In the picture above most (if not all) of the attributes would be inappropriate in the context of an operating policy.

Use this button   found at the right-hand side of the Attributes table window on the Classifications application. Then delete the row associated with Use With Object PLUSGPOLICY for each attribute that you do not want to use on the Operating Policies (HSE) application.

Related Records Tab

The Related Records tab allows you to relate the operating policy to any type of ticket or work order. There is an Operating Policy field on many of the ticket and work order based applications but when you associate an operating policy it does not create a relationship record so that it is seen in either of these two table windows.

Log Tab

This is the standard tab seen in many applications with sub tabs for Work Log and Communication Log.

Action – View Operating Policy History

There is no View History that shows status and ownership changes. Instead the action View Operating Policy History shows changes made to the Source and Type fields.

Actions

• Change Status
• Take Ownership
• Select Owner
• View Operating Policy History
• Create Communication
• Modify/Delete Work Log

Operating Procedures (HSE)

The Operating Procedures application provides a means of referencing key standards and procedures across many other HSE applications. Once defined operating procedures can be associated with; Operating Policies (HSE), Hazards (HSE), Job Plans (HSE), Incidents (HSE), Defects (HSE), MOC (HSE), Audit and Survey (HSE), Certifications (HSE), Regulatory Compliance (HSE), Operator Tasks (HSE), Permit to Work (HSE), Isolation Management (HSE), and on Work Order Tracking (HSE). An operating policy can be associated with a location or asset, but not an operating procedure.

There are maintenance procedures, performance procedures, operating procedures and procedures associated with obtaining permits. The detail of the procedure is likely to be held in a separate document but linked to the operating procedure record in Maximo. Therefore, the details in the operating procedure lines may only be the section summaries rather than the full text, or the pieces of the operating procedure that provide benefit when seen directly within Maximo.

In many cases the operating procedure will be implementing an operating policy and it will be referenced on a job plan, but it is on the job plan task and not the header. When the job plan is applied to a work order the operating procedure is copied across to the work order task. As the reference to the operating procedure is at the task level then the operating procedure record in Maximo may only be the fragment of the Operating Procedure document that is associated with the task. This might be the case for maintenance procedures.

The main object for an operating procedure resides at the SYSTEMORGSITE level. If the Organization and Site are left blank, then after first save these fields will become read-only. Operating Procedures have to be at ACTIVE state to be referenced in other Maximo applications.

Operating Procedure Tab

• Operating Procedure – This is part of the unique key with ORGID and SITEID. By default, it has a maximum of 10 characters.
• Description – The description or title of the operating procedure. It has a long description field.
• Type – The type of operating procedure. This field is supported with a value list with values of Maintenance, Operating, Performance, Permit.
• Category – The category of operating procedure. This field is supported with a value list with values of Commissioning, Design, Inspection, Plant Start-Up, Test.
• Organization – This field is part of the unique key with SITEID and PROCNUM. It will become read-only after first save.
• Site – This field is part of the unique key with ORGID and PROCNUM. It will become read-only after first save.
• Status – The status field is read-only and is changed using the action Change Status. Valid values are DRAFT, ACTIVE, INACTIVE, with DRAFT being the default. At ACTIVE and INACTIVE states, the operating procedure record is read-only, it can only be modified at DRAFT status.
• Status Date – The Status Date is read-only and is set when the Change Status action is used.
• Owner – The person who is responsible for the operating procedure across the business. The field is read-only, and it is set by using either the Take Ownership or Select Owner actions. It will be blanked if the Owner Group is set.
• Owner Group – The group who are collectively responsible for the operating procedure across the business. The field is read-only, and it is set by using the Select Owner action. It will be blanked if the Owner is set.
• Reference – The reference for the source of the operating procedure, this may be the associated document number.

Details section

• Details – The summary of the operating procedure. It is not the long description of the description field.
• Regulation – The operating procedure may be driven by a regulation. This field is supported by a Select Value and a Go To Regulatory Compliance (HSE). Regulations have to be at ACTIVE state with an Applies To field set to GENERIC. When applied the procedure number will be displayed in the Operating Procedures sub tab of the Where Used tab on Regulatory Compliance (HSE) application. The regulation has to be in Active state to be applied.
• Created By – The person who created this operating procedure, which is defaulted on insert. It is an enterable field with a Select Value and Go To People (HSE). The selected person has to be in Active state. The person’s display name is shown alongside this field.
• Approved By – The person who approved this operating procedure. The field is supported with a Select Value and Go To People (HSE). The selected person has to be in Active state. The approver’s display name is shown alongside this field. Selecting an approver will set the approval date.

Dates section

• Created Date – A read-only field that is defaulted when the operating procedure is created.
• Approval Date – A read-only field that is set when the Approved By field has an approver. It is updated if the approved by name is changed.
• Start Date – The effective date for the operating procedure. It has to be earlier than the end date unless this is blank.
• End Date – The end date for the operating procedure. It has to be later than the start date unless this is blank. It will often be left blank.
• Renewal Date – The date when the operating procedure is due to be reviewed.

Procedure Lines Tab

The details of the operating procedure can be encapsulated in this tab. Each line is likely to represent a section of the operating procedure. The description field would then be the title, the details field a summary of the operating procedure’s section and the description’s long description could contain the full text contained in the section. If a procedure line is being duplicated across multiple operating procedures then you may consider using a standard action instead.

• Line Number – The line number of the operating procedure becomes read-only after first save.
• Description – The description of the operating procedure line, it may be the section header in the Operating Procedure document. It has a long description with rich text formatting that might contain the full text of this section of the operating procedure.
• Standard Action – A standard action may be associated with the operating procedure. It is likely to be used instead of the description field. The standard action’s description and its long description can be viewed but these are read-only.
• Details – A brief summary of the operating procedure line (200 characters).

The description’s long description may contain the full text of this section of the operating procedure.

Log Tab

This is the standard tab seen in many applications with sub tabs for Work Log and Communication Log.

Actions

• Change Status
• Take Ownership
• Select Owner
• View History – displays status and ownership history (see below)
• Create Communication
• Modify/Delete Work Log