Sustainability & Risk/ Health & Safety / Work Categories / Track Employee Work Categories task

Schedule Estimated PPE Delivery for an Employee via Work Category

Once a work category is assigned to an employee, the employee typically must follow any PPE requirements associated with that work category.

For example, an employee assigned to the Laboratory Technician category might need to have new safety goggles every six months and new safety shoes every twelve months. This requirement might be an internal corporate standard or an industry standard imposed by an oversight group. Regardless of the requirement's origin, it is important to ensure that employees PPE be replaced on the established schedule.

Use the Track Employee Work Category task to schedule the estimated delivery date of an employee's PPE based on the employee's work category assignments. Note that although employees are assigned multiple work categories, you must schedule the delivery of PPE for one work category at a time. Within a work category, you can choose to schedule the requirements individually or in groups.

Note that with this feature, you are scheduling an estimated delivery date (the Date Put in Use field) and location for delivering the PPE items. To track when required PPE items are actually delivered to an employee, you perform a separate procedure. See Entering the Actual Delivery Date of an Employee's PPE.

To see a list of existing required PPE for an employee:

Before scheduling estimated PPE delivery based on work category, you may want to check the existing PPE estimated delivery schedule for the employee. Note that the system shows both past and pending deliveries. You can use the filter buttons at the top of the form to show only pending deliveries.

1. Select Work Categories / Track Employee Work Categories.
2. In the filter pane, select the employee.
3. In the left pane, you see all work categories assigned to this employee. Select any work category.
4. In the right pane, select the Add Work Category PPE tab.
5. The system displays the PPE associated with the work category. For example, new safety gloves and a respiratory mask every 6 months may be PPE requirements for the selected work category.
6. Check to see what PPE items have been delivered, by choosing the Show PPE Assigned to an Employee button.
7. The system lists the employee's delivery of PPE, both in the past and future. .

To schedule PPE delivery for an employee according to the assigned work category:

Before you schedule PPE delivery for an employee, you may wish to view the existing schedule for the employee, as described above.

How the system schedules the requirement is based on the defined schedule. As part of defining each PPE requirement, a safety officer will have specified either no schedule or a recurring schedule.

• If a recurring schedule pattern has been established, the system consults this pattern and determines the scheduling dates based on the Date Put in Use value that you specify, as outlined in the below procedure. For example, if you enter June 11, 2013 as the Date Put in Use, and PPE delivery is to reoccur yearly on March 1, the system will schedule the delivery dates beginning with March 1, 2014 and running until March 1, 2024. For more information, see Scheduling Routine (Concept).
• If a recurring pattern is not in effect, the system will schedule the PPE delivery for the date that you specify in Date Put in Use. In this example, the PPE delivery will be scheduled for June 11, 2013.

Before scheduling PPE delivery, you should consider if you want to schedule one requirement at a time, or schedule multiple requirements at once. For all items that you select in the list, you will enter one date. How the system schedules the delivery of these specific items depends upon the recurring schedule that is in effect. If you want tight control over the schedule, you may wish to schedule items individually or in small groups.

For example, suppose that a work category requires several PPE items and replacement of the PPE (that is, a recurring replacement schedule) is not in effect. If you select all of these requirements together, you select one delivery date for all PPE and the system will schedule the delivery for the entered date. This could be useful to ensure that all new hires have all required PPE the day they start the job.

For tight control over the generated delivery schedule, you may want review the scheduling pattern before you enter the date. You can review the scheduling pattern using the tasks of the Background Data process.

Procedure

1. Select Work Categories / Track Employee Work Categories.
2. In the filter pane, select a employee name.
3. In the left pane, you see all work categories assigned to this employee. Select a work category for which you want to schedule PPE delivery.
4. In the right pane, select the Add Work Category PPE tab.
5. The system displays the PPE items associated with the work category. For example, new safety gloves every year and a respiratory mask every 6 months may be requirements for the selected work category.
6. Select one or more PPE requirements. Note that you will set the same Put In Use Date for all requirements that you select.
7. Click Assign PPE to Employee.
8. In the "Select PPE Estimated Date Put in Use and Delivery Place" dialog, complete the following fields to indicate the estimated delivery date and place of delivery:

• Date Put in Use -- Enter the date beginning from which the scheduling routine should determine the schedule and generate PPE delivery events (if the PPE is defined for recurring renewal). If this requirement does not have a recurring schedule, the requirement will be scheduled on the date that you enter. For more information, see Scheduling Routine (Concept).
• Delivery Building/Floor/Room -- Use these fields to indicate to the employee where they can find their PPE. In some cases, PPE may be directly delivered to the employee's office. In other cases, the employee may need to go to a central location to pick it up. If you are not sure where the PPE will be delivered, you can leave these fields blank and complete them after the PPE is actually delivered.

9. Click the Assign PPE to Employee button.
10. The system generates the schedule. If it finds that PPE delivery of a required item is already scheduled for the time period, it alerts you.
11. If you wish, you can review the newly scheduled requirements using the Show PPE Assigned to Employee button.
12. To return to the Assign Work Category tab so that you can work with medical monitoring and training requirements, choose Cancel.

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