People (HSE)

The People (HSE) application is a clone of the People application and adds a Details tab and a Certifications tab. The additional functionality is used for managing competencies, recording certifications, and identifying the technical and financial authorities.

In the Details tab you can specify whether a person is a technical or financial authority, whether they can be a reviewer or approver of other records in Maximo, for example a reviewer of a permit to work, or an approver of a solution, audit, or root cause failure analysis, whether they are an isolation specialist and the type, etc. A person can be an area authority for one or more areas. Some of the checkboxes found on the Details tab will take effect only if a setting is activated in OrganizationsA structural element of a Maximo database which is used for data sharing and is often aligned to a legal entity of an organisation. More (HSE) application.

The certifications tab identifies the permits and certificate types that have been associated with the person, these may or may not have been added to the Certifications (HSE) application.

There is a default query showing the people who are an Authorized Issuing Authority where they have an active permit to work.

There are no differences in the main tabs of People (HSE) and the People application found in base Maximo.

Details Tab

There are several checkboxes that control the lookups of people across various HSE applications.

Contact Information Details section

• Additional Contact Details – This text field allows additional contact details to be entered, for example mobile phone (200 characters).

Authority Levels section

The Technical Authority fields are used on a work order in the Completions section of Work Order Tracking (HSE). The Technical Authority Type is selected and then the Technical Authority Select Value is restricted to those persons who have the same Technical Authority Type. The Technical Authority Type is used in other applications Bypass Management (HSE), Audit and Survey (HSE) without a Technical Authority field.

The Financial Authority fields exist on the People (HSE) application, but the authority levels are not applied in any other HSE application.

• Technical Authority – A checkbox to indicate that this person is a technical authority. If checked the Technical Authority Type field becomes mandatory.
• Technical Authority Type – The type of technical authority associated with this Person. The field has a value list with values of Asset Integrity, Commissioning, Completion, Construction, Electrical, HSE, Inspection, Instrumentation, Mechanical, Operations, Process.
• Financial Authority – A checkbox to indicate that this person is a financial authority. If checked the Financial Authority Level field becomes mandatory.
• Financial Authority Level – The level of financial approval that this person has. The field has a value list with values of 5000, 10000, 100000, 1000000.

Person Areas table window

This table window is used with Permit to Work (HSE) and Isolation Management (HSE). A person can be a reviewer, approver, issuer or acceptor on a permit to work and a reviewer or approver on an isolation. The area associated with the location on the permit to work or isolation is matched to the active areas on the person record. If there is a match the person can be selected assuming they also have the privilege to be a reviewer, approver, issuer or acceptor. If they have no record for the area or the area record is marked as inactive then the person will not be selectable. To take effect there is a checkbox “Include verification of authorization to areas” in an action on Organizations (HSE) called Permit to Work and Isolation Management – Options (see below) which must be used.

All the fields in the table window are read-only. An area is selected by using the New Row button. Its state will be initially set to Inactive. The Change Status icon at the end of the table window rows is used to toggle the status between Inactive and Active. There is no delete row button, instead the status would be changed to Inactive. Duplicate areas cannot be created for the same person.

• Area – This is the same area which can be selected on a location record in the LocationA physical place where assets exist and where work can be performed. More Details tab of Locations (HSE) application. The areas are a set of values defined by an ALN domain called PLUSGPERMITAREA.
• Description – This is the associated description of the ALN value.
• Status – The status field is toggled between Inactive and Active using the Change Status button at the end of each row.
• Status Date – This is the date and time when the status was changed.

Authorization section

The Authorization section is mainly used on Permit to Work (HSE) and Isolation Management applications. The first three options are also associated with Job Plans (HSE) and Work Order Tracking (HSE) applications.

• Authorized Area Authority – This checkbox is used in the control of work; the area authority controls the permits that will be performed in an area. This checkbox has effect on the Job Plans (HSE) and Work Order Tracking (HSE) applications and will restrict the Select Value:
  • When selecting a Permit and Certificate Type in the Control of Work sub tab in the Details tab of Job Plans (HSE)
  • When selecting a Permit and Certificate Type on a Job Plan Task in the main tab of Job Plans (HSE)
  • When selecting a Permit and Certificate Type in the Control of Work sub tab in the Details tab of Work Order Tracking (HSE)
  • When selecting a Permit and Certificate Type on a Task in the Plans tab of Work Order Tracking (HSE)

To take effect there is an option in Organizations (HSE) called Control of Work (see below) which must be used.

This checkbox is also displayed in the Reviewers and Approvers table windows on Permit to Work (HSE) and Isolation Management (HSE) applications.

• Authorized Issuing Authority – This checkbox is used in the control of work; the authority that issues a permit or certificate type. This checkbox has effect on the Job Plans (HSE) and Work Order Tracking (HSE) applications and will restrict the Select Value:
  • When selecting a Permit and Certificate Type in the Control of Work sub tab in the Details tab of Job Plans (HSE)
  • When selecting a Permit and Certificate Type on a Job Plan Task in the main tab of Job Plans (HSE)
  • When selecting a Permit and Certificate Type in the Control of Work sub tab in the Details tab of Work Order Tracking (HSE)
  • When selecting a Permit and Certificate Type on a Task in the Plans tab of Work Order Tracking (HSE)

To take effect there is an option in Organizations (HSE) called Control of Work (see below) which must be used.

This checkbox also has effect on the Permit to Work (HSE) and Isolation Management (HSE) applications and will restrict the Select Value on:

• Issue table window on Issue and Acceptance tab of Permit to Work (HSE),
• Countersignatures table window on Issue and Acceptance tab of Permit to Work (HSE)
• Countersignatures table window on SiteA structural element of a Maximo database that is used for data separation. More Checks and Countersignatures tab of Isolation Management (HSE),

to those people where this field is checked.

• Authorized Performing Authority – This checkbox is used in the control of work; the performing authority for a permit or certificate type. This checkbox has effect on the Job Plans (HSE) and Work Order Tracking (HSE) applications and will restrict the Select Value:
  • When selecting a Permit and Certificate Type in the Control of Work sub tab in the Details tab of Job Plans (HSE)
  • When selecting a Permit and Certificate Type on a Job Plan Task in the main tab of Job Plans (HSE)
  • When selecting a Permit and Certificate Type in the Control of Work sub tab in the Details tab of Work Order Tracking (HSE)
  • When selecting a Permit and Certificate Type on a Task in the Plans tab of Work Order Tracking (HSE)

To take effect there is an option in Organizations (HSE) called Control of Work (see below) which must be used.

This checkbox also has effect on the Permit to Work (HSE) application and will restrict the Select Value on the Acceptance table window on Issue and Acceptance tab of Permit to Work (HSE) to those people where this field is checked.

• Authorized Isolation Authority – This checkbox has effect on the Permit to Work (HSE) and Isolation Management (HSE) applications and will restrict the Select Value on:
  • Lock Out/Tag Out Operations table window of Isolations sub tab on Hazards and Isolations tab of Permit to Work (HSE) application. There are three fields in sections Isolation, Test, and De-Isolation.
  • Lock Out/Tag Out Operations table window of Isolations tab of Isolation Management (HSE) application. There are three fields in sections Isolation, Test, and De-Isolation.

to those people where this field is checked.

• Authorized Gas Tester Authority – This checkbox has effect on the Permit to Work (HSE) and Isolation Management (HSE) applications and will restrict the Select Value on the Authorized Gas Tester field on the Hazards and Isolations tab and Gas Testing sub tab of those applications to those people where this field is checked.
• Controls Entry into Confined Spaces – This checkbox has effect on the Permit to Work (HSE) application and will restrict the Select Value on the Confined Space Controller field on the main tab of that application to those people where this field is checked.
• Authorized for Radioactive Sources – This checkbox indicates the person is authorized to use radioactive sources. There is no functionality in other HSE applications which use this field.
• Authorized Site Checker – This checkbox has effect on the Permit to Work (HSE) and Isolation Management (HSE) applications and will restrict the Select Value on:
  • the Site Checked By field on the main tab of those applications,
  • Multiple Site Checks table window on Issue and Acceptance tab of Permit to Work (HSE) application,
  • Multiple Site Checks table window on Site Checks and Countersignatures tab of Isolation Management (HSE) application,

to those people where this field is checked.

Review and Approval Authorization section

• Authorized for Solution Approval – This checkbox has effect on the Solutions (HSE) application and will restrict the Select Value on the five owner or approval by fields in the Approval Details section on the Ownership tab to those people where this field is checked.
• Authorized for RCFA Approval – This checkbox has effect on the Investigations (HSE) application and will restrict the Select Value on the Approved By field in the RCFA sub tab of the Analysis tab to those people where this field is checked.
• Authorized for Approval of Human Factor Analyses – This checkbox has effect on the Investigations (HSE) application and will restrict the Select Value on the Approved By field in the Human Factors sub tab of the Analysis tab to those people where this field is checked.
• Authorized for MOC Review, Approval and Authorization – This checkbox has effect on the MOC (HSE) application and will restrict the Select Value on Reviewers, Approvers and Authorizers to those people where this field is checked. To take effect there is an action in Organizations (HSE) called Management of Change – Additional Options (see below) which must be used.
• Authorized for Permit to Work Review and Approval – This checkbox has effect on the Permit to Work (HSE) and Isolation Management applications and will restrict the Select Value on Reviewers and Approvers to those people where this field is checked. To take effect there is an action in Organizations (HSE) called Permit to Work and Isolation Management – Options (see below) which must be used.
• Authorized for Certifications Review and Approval – This checkbox has effect on the Certifications (HSE) application and will restrict the Select Value on Reviewers and Approvers to those people where this field is checked. To take effect there is an action in Organizations (HSE) called Certifications – Options (see below) which must be used.
• Authorized for Audit and Survey Approval – This checkbox has effect on the Audit and Survey (HSE) application and will restrict the Select Value on the Approved By field on the main tab to those people where this field is checked.
• Authorized for Risk Assessment Review and Approval – This checkbox has effect on the Risk Assessments (HSE) application and will restrict the Select Value on Reviewers and Approvers to those people where this field is checked. To take effect there is an action in Organizations (HSE) called Risk Assessment – Options (see below) which must be used.
• Authorized for Bypass Management Review and Approval – This checkbox has effect on the Bypass Management (HSE) application and will restrict the Select Value on Reviewers and Approvers to those people where this field is checked. To take effect there is an action in Organizations (HSE) called Bypass Management – Options (see below) which must be used.

Isolation Specialist section

• Isolation Specialist – This checkbox has no effect in other Maximo applications and has been provided in case clients wish to use it. When checked the Isolation Specialist Type field becomes mandatory. There is an Isolation Specialist field with the same domain of values in Permit to Work (HSE) and Isolation Management (HSE) applications. The Isolation Authority fields in the Hazards and Isolations tab of these applications could be extended with a table domain to restrict the people presented in a Select Value to those that match the type of Isolation Specialist needed.
• Isolation Specialist Type – This field is read-only and becomes mandatory when the Isolation Specialist field is checked and will be blanked if it is unchecked. The field is supported by a value list with values of Alarms, High Voltage, Medium Voltage.

Certificates Tab

The Certificates Tab allows certificates to be recorded against a person. Each record has to have a Permit and Certificate Type, but the actual certificate does not have to be registered in the Certifications (HSE) application. Either the section marked Certificate, or the one marked Certification Record will be used, it is unlikely that there would be a need to use both sections.

Details section

• Permit and Certificate Type – This mandatory field is supported with a Select Value and Go To Permit and Certificate Types (HSE). The Permit and Certificate Types that can be selected are those at Active state and where the Personal checkbox is checked. The Category can be either Certificate or Permit.
• Status – This is a read-only field that displays the current status of the Permit and Certificate Type, active, inactive or draft.
• Category – This is a read-only field that displays the category of the Permit and Certificate Type, either Certificate or Permit.
• Personal – This is a read-only field that displays the Personal checkbox from the Permit and Certificate Type record.

Certificate section

• Certificate Acquired – A checkbox to indicate that a certification has been acquired. When checked the Date of Certification becomes mandatory and the Certificate Expiration Date becomes enterable.
• Date of Certification – This read-only field becomes enterable when the Certificate Acquired field is checked. It has a date lookup, it can be a future date.
• Certificate – This field is used for the certificate number or identifier of the certificate (50 characters).
• Certificate Expiration Date – This read-only field becomes enterable when the Certificate Acquired field is checked. It has a date lookup; the date has to be later than the Date of Certification.

Certification Record section

• Certification – The certification record associated with the person. There is a Select Value and Go To Certifications (HSE) application. The certification records that can be selected must be in Active state, but they need not have the same Permit and Certificate Type.
• Extension – A certification record can be extended and this read-only field shows the number of times the certificate has been extended. If it shows zero, then it has not been extended.
• Expiry – This is a read-only field that displays the expiry date on the certification record.

Organizations (HSE)

In the actions under Oil and Gas/HSE Manager Shared Options there are a number of actions and their dialog boxes which work in conjunction with the fields found in the People (HSE) Details tab.

Control of Work

In the Job Plans (HSE) and Work Order Tracking (HSE) applications there are fields for Authorized Area Authority, Authorized Issuing Authority, and Authorized Performing Authority. These will be found in the Control of Work sub tab of the Details tab and also in the tasks of the job plan or work order. The settings made on the job plan are copied across to the work order when the job plan is applied.

The Select Value and Go To People (HSE) on these fields will allow Active people to be selected. But if the:

• “Person must be Authorized Area Authority?” is checked then this is limited to those people who have the field “Authorized Area Authority” checked.
• “Person must be Authorized Issuing Authority?” is checked then this is limited to those people who have the field “Authorized Issuing Authority” checked.
• “Person must be Authorized Performing Authority?” is checked then this is limited to those people who have the field “Authorized Performing Authority” checked.

Qualification Verification

A qualification can have an associated Permit and Certificate Type which is Active and marked as Personal. This association is then used in Work Order Tracking (HSE) when using the Select Value in the Labor field on the Plans and Actuals tab, Labor sub tab. The Select Value will be restricted to those labor whose person record indicates that they have the Permit and Certificate Type associated with the Required Qualification. For this to take effect the check box “Allow verification of labor qualifications on job plans and on work orders” must be selected. The Required Qualification can also be entered on the Job Plan Labor tab so that this is copied when the job plan is applied to a work order.

Management of Change – Additional Options

In the MOC (HSE) application there are multiple places where Review, Approval and Authorization details can be added:

• Review and Approve Tab – Reviewers table window
• Review and Approve Tab – Approvers table window
• Authorize Tab – Authorizers table window
• Pre-Start Safety Review – Summary Details, Review By field

The Select Value and Go To People (HSE) on these fields will allow Active people to be selected. But if the “MOC review, approval, and authorization require authorized person?” is checked then this is limited to those people who have the field “Authorized for MOC Review, Approval, and Authorization” checked.

Permit to Work and Isolation Management – Options

In the Permit to Work (HSE) and Isolation Management (HSE) applications there are multiple places where Review and Approval details can be added:

• Review and Approval Tab – Reviewers table window
• Review and Approval Tab – Approvers table window

The Select Value and Go To People (HSE) on these fields will allow Active people to be selected. But if the “Review and approval require authorized person?” is checked then this is limited to those people who have the field “Authorized for Permit to Work Review and Approval” checked.

The “Include verification of authorization to areas” extends this functionality limiting the people who can be selected to those where there is a match between the location’s area and the Active areas defined against the person. The location’s area is entered in the Area Classifications section on the Location Details tab of Locations (HSE) application.

Certifications – Options

In the Certifications (HSE) application there are multiple places where Review and Approval details can be added:

• Review and Approval Tab – Reviewers table window
• Review and Approval Tab – Approvers table window

The Select Value and Go To People (HSE) on these fields will allow Active people to be selected. But if the “Certifications review and approval require authorized person?” is checked then this is limited to those people who have the field “Authorized for Certifications Review and Approval” checked.

Risk Assessment – Options

In the Risk Assessment (HSE) application there are multiple places where Review and Approval details can be added:

• Review and Approval Tab – Reviewers table window
• Review and Approval Tab – Approvers table window

The Select Value and Go To People (HSE) on these fields will allow Active people to be selected. But if the “Require authorized person to review or approve Risk Assessments?” is checked then this is limited to those people who have the field “Authorized for Risk Assessment Review or Approval?” checked.

Bypass Management – Options

In the Bypass Management (HSE) application there are multiple places where Review and Approval details can be added:

• Review and Approve Tab – Reviewers table window
• Review and Approve Tab – Approvers table window

The Select Value and Go To People (HSE) on these fields will allow Active people to be selected. But if the “Require authorized person to review or approve Bypass Management operations?” is checked then this is limited to those people who have the field “Authorized for Bypass Management Review or Approval” checked.

Qualifications (HSE)

In the Qualifications (HSE) application there is one additional field that has been added.

Certification Information section

• Certificate Type – This field indicates the Permit and Certificate Type that must be obtained by a person for their labor record to be used on a work order where this certificate type is marked as being required. This field has a Select Value and Go To Permit and Certificate Types (HSE). The Permit and Certificate Type must be at Active status and marked as Personal to be selected.

The functionality that uses this association requires a checkbox in the action Qualification Verification (see above) in the Organizations (HSE) application to be selected.

A qualification can have an associated Permit and Certificate Type which is Active and marked as Personal. In the Job Plans (HSE) application on the Labor tab you can indicate the required qualification. When the Job Plan is applied to a work order the required qualification is copied. The Select Value on the Labor field of the Plans and Actuals tab, Labor sub tab, will be restricted to those persons who have the acquired certification if the setting in Organizations (HSE) has been set. There is no similar restriction when assigning the labor to the work order on the Assignments tab, but this could be added through configuration.