¶ Introduction
PPE is defined as:
All equipment (including clothing that provides protection against the weather) which is intended to be worn or held by a person at work which protects them against one or more risks to their health and safety.
PPE includes equipment such as safety footwear, hard hats, high visibility waistcoats, goggles, life jackets, respirators and safety harnesses.
Waterproof, weatherproof, or insulated clothing is subject to the regulations only if its use is necessary to protect employees against adverse climatic conditions that could otherwise affect their health and safety.
Legislation requires the use of Personnel Protective Equipment (PPE) to reduce employee exposure to hazards when other controls are not feasible or effective in reducing these exposures to acceptable levels. Employers are required to determine if PPE should be used to protect their workers.
Personnel Protective Equipment (PPE) is the safety equipment issued to employees to carry out their tasks. The Dynamics 365 Health, Safety and Environment module has the functionality to issue PPE to an employee as well as track safety equipment issued by an employee. It uses and requires the Dynamics 365 Inventory module.
Codes of Practice give detailed practical guidance on how to comply with requirements and obligations under work health and safety laws.
¶ Typical flow
¶ Navigation
¶ Specific setups
¶ Step 1: Setup PPE journal names
Go to: HSE > PPE > Setup for PPE > Inventory journal names
- On the Action pane, click on the New button
- Type a Name for the journal
- Type a short Description for the name of the journal
- In the Type field, select PPE from the drop down list
- Complete the form with the relevant details of the journal
The Offset account:
- can be setup on the Journal name
- or selected on the PPE Journal header under the General Index tab
- or selected on each Journal line
¶ Step 2: Setup Parameters
Go to: HSE > Setup > Occupational health and safety parameters
- Under the General tab, select the Default stock journal from the drop down list so that users can perform PPE specific functions
- When Yes is selected for Hide PPE requirements, the PPE requirements Fast tab on the following forms will not be available:
- Job plans (HSE > Setup > Work > Job plan)
- Object type (HSE > Setup > Objects > Object type)
- Resources (HSE > Setup > Work location > Resources)
¶ Step 3: Setup PPE types
Go to: HSE > PPE > Setup for PPE > PPE types
- On the Action pane, click on the New button
- Enter the PPE type ID
- Enter a brief Description of the PPE type
- Select the relevant PPE classification from the drop-down list
¶ Step 4: Setup PPE product details
Go to: HSE > PPE > Setup for PPE > PPE Products
- On the Action pane, click on the New button
- Capture the details of the new product
- Click OK
Even though the Dynamics 365 product master file is used for PPE items, it is important to note that only PPE items are displayed in the Health, Safety and environment module
Details of the new product will appear on the list page
¶ Step 4.1: Update PPE type
- On the PPE products list page, select the relevant PPE product
- Under the General Fast tab, in the HSE/OHS item type field group, select the relevant PPE type from the dropdown list
The HSE/OHS item type is selected on the Product, not on the Released product
Classification of PPE items:
- Safety glasses
- Safety shoes
- Hearing protection
- Respirator
- Full face shield
- Gloves
- Welding shirts/Arm bands
- Fall protection
- Apron/Chaps
Please refer to the Product information manual with regards to setting up products. PPE items can be marked in the PPE field group on the General Fast tab. Select the PPE classification from the dropdown list.
¶ Step 5: Release PPE products
After PPE products have been created, they need to be released so that they can be selected for Job plans and Work locations
- On the left-hand side of the grid, tick the boxes of the products that you want to release. If you want to release all the products in the list, tick top tick box to select all the lines
- On the Action pane, click the Release products button
- Add or remove products to be released to the selected companies
- Click Next
- Select the companies to be authorised to use the listed product definitions
- Click Next
- Click Finish to confirm the selected products and companies
¶ Step 5.1: Product dimension groups
After creating the PPE products, they need to be added to Dimension groups. An item dimension group is divided into three Product dimension groups:
- Product Dimension Group:
- Contains the item dimensions: configuration, size and color. In Dynamics 365 there are two types of items: Product and Product Master.
- Product Dimension group
- Storage Dimension group:
- Contains all the dimensions related to storage of an item or product: site, warehouse, location and pallet id.
- Tracking Dimension group:
- Contains serial number and batch number setup.
- On the PPE product, on the Action Pane, open the Product tab
- On the Action pane, in the Setup group, click the Dimension groups button
- Select the relevant dimension groups from the drop down lists
¶ Step 5.2: Validate PPE products
Go to: HSE > PPE > Setup for PPE > Released PPE products
- Select the PPE product that you want to validate
- Under the General Fast tab
- Select the relevant Item model group from the drop down list
- Under the Manage inventory Fast tab
- Select the relevant Unit from the drop down list
- Under the Purchase Fast tab
- Select the relevant Unit from the drop down list
- Under the Sell Fast tab
- Select the relevant Unit from the drop down list
- Under the Manage cost Fast tab
- Select the relevant Item group from the drop down list
- On the Action pane, in the Maintain group, click on the Validate button
¶ Step 5.3: Adding stock quantities
- Select the relevant PPE item
- On the Action pane, open the Manage costs tab
- In the Set up group, click on the Item price button
- In the Action pane, click on the Activate pending price(s) button
- The line will dissappear
- Close the form
- In the Action pane, open the Manage stock tab
- In the View group, click on the On-hand stock button
- In the Action pane, click on the Quantity adjustment button
- In the Button strip, click on the New button
- Select the Site and Warehouse
- In the Quantity field, enter a number
- Click on OK
¶ Step 6: Create PPE requirements
¶ Step 6.1: PPE requirements for a Job plan
This is where the user specifies what PPE is required for the type of work that is to be done
Go to: HSE > Setup > Work > Job plan
- In the Button strip, click New or select an existing Job plan that you need to add PPE requirements to
- Expand the PPE required Fast tab
- Click Add
- Select the PPE required for the Job plan
- Enter the required Quantity
- Select the Frequency with which the item should be issued
- Open the Inventory dimensions Index tab
- Select the relevant Site and Warehouse from the drop down lists
- Click Save
¶ Step 6.2: PPE requirements for a Work location
This is where the user specifies what PPE is required at the location where work is to be done
Go to: HSE > Setup > Work location > Resources
- Select the resource that you want to create the required PPE for
- Expand the PPE required Fast tab
- Click Add
- Select the PPE required for the Work location
- Enter the required Quantity
- Select the Frequency with which the item should be issued
- Open the Inventory dimensions Index tab
- Select the relevant Site from the drop down list
- Click Save
PPE products can only be setup for resources of Type: Machine, Tool or Location
¶ Step 6.3: PPE requirements for an Object type
This is where the user specifies what PPE is required when working with/on a specific object
Go to: HSE > Setup > Objects > Object type
- Select the object that you want to create the required PPE for
- Expand the PPE required Fast tab
- Click Add
- Select the PPE required for the Object type
- Enter the required Quantity
- Select the Frequency with which the item should be issued
- Open the Inventory dimensions Index tab
- Select the relevant Site from the drop down list
- Click Save
¶ Step 6.4: PPE requirements per Job
This is where the user specifies what the PPE allowance is for a specific job
Go to: HSE > PPE > Setup for PPE > Human resource jobs
- Select the relevant job
- Expand the PPE allowance Fast tab
- In the Button strip, click on the Add button
- Select the relevant PPE type from the drop-down list
- Select the relevant Item number from the dropdown list
- In the Allowance field, specify how often the selected PPE item is allowed to be issued for this job
¶ Daily use
¶ Step 7: Create a PPE journal
The PPE Journal has the same functionality as a Stock movement journal in Stock management, with the exception of an additional field that enables the issuing of PPE to employees
Go to: HSE > PPE > PPE journal
- On the Action pane, click New
- On the Create inventory journal form, enter a brief Description for the new journal
- Select the relevant Site from the dropdown list
- Select the relevant Warehouse from the dropdown list
- Click OK
The Offset account:
- can be setup on the Journal name
- or selected on the PPE Journal header under the General Index tab
- or selected on each Journal line
There are two ways to create journal lines:
- Create journal lines manually
- Create journal lines by using the Create inventory line dialog
¶ Step 7.1: Create journal lines manually
- On the PPE journal form, on Action pane, click the Lines button
Under the Journal lines section:
- Click on the New button
- Enter the following information:
- Date
- Item number
- Worker
- CW quantity and unit
- Quantity (- for reducing stock; + for adding stock e.g. when PPE is returned by the worker)
- Cost price and amount
- Specify the Offset account
Ensure that the period journals are open for the applicable period
¶ Step 7.2: Create journal lines by using the Create inventory line dialog
Go to: HSE > PPE journal
- Select a Journal from the list
- On the Action pane, click on the Lines button
The Inventory Journal lines form will open
- On the Action pane, click on the Create PPE button
- On the Create inventory line dialog, one or more relevant requirements can be selected from the dropdown lists
- If Yes is selected under the Merge duplicates into one field, the PPE items with the same Site and Item number will be merged into one line
- Indicate whether this is a PPE Replacement
- Select the Worker to whom the PPE is to be issued from the dropdown list
- Select the Date for the inventory transfer
- Click OK
- The new inventory line will be added (with a negative value) under the Journal lines Fast tab
- If the Replacement box was not checked on the create dialog, the New check box in the line will be checked
- Enter a Reason for the new/replaced item
¶ Step 7.3: Check PPE allowance
To check for PPE allowance (according to the PPE allowance setup per job) before posting the journal
- On the Action pane, click on the Check PPE allowance button
¶ Step 8: Posting the PPE journal
On the Journal lines, inventory form:
- On the Action pane, click on the Post button
- On the Post journal parameters form, click on the OK button
A blue line will appear with a message confirming that the journal has been posted
The PPE Journal can also be used when PPE is returned to stores. The same process will be followed. Note that the quantity will then be a positive value.
¶ Step 9: Create a Case on a PPE item
Go to: HSE > PPE > Setup for PPE > Released PPE products
- Select the relevant PPE item
- On the Action pane, under the General tab, in the Maintain cases group, click on the Create case button
- Enter the relevant detail on the New case dialog
- Click on the Create button
- On the Case detail form, expand the Associations Fast tab (The PPE item will be listed here)
- On the Action pane, in the Advance group, click on the Launch an investigationbutton
The link to the investigation is under the Associations Fast tab
¶ Reporting
¶ Step 10: Tracking issued PPE items
Go to: HSE > Worker
- Select the worker that you want to work with
- On the Action pane, open the Health and safety tab
- In the PPE group, click on the Issued button
All related PPE product movements for the selected employee will be displayed
¶ Step 11: PPE stock movement report
Users can also print a PPE stock movement report per employee
Go to: HSE > PPE > Reports and Inquiries > PPE stock movement report
- If you want to see the report on a specific worker, select the relevant worker
- Click OK
¶ Step 12: PPE allowance matrix export
Go to: HSE > PPE > Reports and Inquiries > PPE allowance matrix export
- Use the filters to narrow down your search
- Click on the Open in Microsoft Office button and select Export to Excel
