Welcome to Lesson 5 of the Field iD Self-Guided Onboarding Program!
If you do not see any of the modules or features discussed in this article in your Field iD instance and are interested in adding them, please contact your Customer Success Manager or shared email:email@example.com
By the end of this lesson, you will have learned how to:
- Author Lockout/ Tagout (LOTO) procedures
- Schedule lockouts and procedure audits
- Setup specific users as procedure certifiers
Lesson 5 - LOTO Videos
Watch the videos below on the LOTO functionality and workflow in Field iD. Detailed instructions follow the videos.
Authoring on Web
Before you begin creating procedures and conducting lockout/tagout events, it is recommended to work through the LOTO set-up tabs which can be accessed by clicking on Setup > Lockout / Tagout:
Manage Procedure Certifier
To start with, you need to indicate who can review and certify procedures once they have been created (authored), by giving them the relevant permissions. You can access this by going to Setup > Lockout / Tagout > Manage Procedure Certifier. It will then take you to a page of Administrator users who have this permission option available. You can then click on 'Edit' on the right-hand side of the User you want to edit and give them the required permission:
Enable by Asset Type
The next thing you want to do is enable LOTO for the Asset Types that you have created that it applies to. You can access this by going to Setup > Lockout / Tagout > Enable by Asset Type:
Select the boxes next to the asset type that you want to enable the LOTO functionality for and click on the green 'Save' button in the bottom left-hand corner. If LOTO applies to all of your asset types, you can click on 'All' above the first tick box to select them all rather than individually and then press 'Save'.
There are currently only the standard Long Form and Short Form printout template options available which the system defaults to. The templates can be accessed by going to Setup > Lockout / Tagout > Printout Templates If you choose to pay for a Professional Service to create your own PDF templates for LOTO, this is where they will be published and appear to be selected.
Finally, you can navigate to the LOTO Setup tab by going to Setup > Lockout / Tagout > LOTO Setup to edit settings within the Procedure creation/authoring process:
- Energy Type Field - In this section you can add the devices and methods that you use to lock and tag out the energy fields. This makes authoring a procedure easier as it will pre-populate this information when you select the energy source and save you from typing it in each time you add a new procedure. To do this, click on 'Edit' to the right of the energy type, then click on "Add" in the top right-hand corner, and then type in the name of the device and the method details and click 'Save'.
- LOTO Detail Fields - In this section you can also customize the text that appears in the 'Warnings, Application Process, Removal Process, Testing and Validation' fields when authoring a procedure. Click on 'Edit' to open the fields. There is already default text that populates these fields, but this gives you the chance to update it with your own information and terminology if required. On the right-hand side, click on 'Add" if you wish to create a template list of 'Warnings' to choose from as well to make authoring a procedure much easier and quicker.
- Set Default Annotation Style - Here you can choose from 'Arrow' and 'Call Out' options for when you're annotating images of your isolation points when authoring a procedure.
- Arrow will have a red arrow that you can choose the direction of
- Call Out will have the Energy Type acronym
- Lockout Reason - In this section, you can pre-populate the list of reasons to select why you're locking out a piece of equipment when creating your procedure. To add a new lockout reason, click on "Add" in the top right-hand corner. Again, this makes that process easier for the author and allows you to standardize the responses.
Authoring/Editing a Procedure
Authoring a procedure is creating a new procedure for an asset to be locked/tagged out. It is done from the asset itself rather than the asset type as each asset could be a different model or from a different supplier and may have slight differences in how they are locked/tagged out.
To author a procedure, navigate to the asset that you would like to create a procedure for by using any of the asset-searching methods from previous lessons. For asset types that LOTO has been enabled for, you will see the 'LOTO Procedures' tab appear next to 'Events' under the main asset details:
From this new page, you will be able to see any existing LOTO procedures that have been scheduled (e.g. for routine maintenance) and any that have been completed in the past. On the 'Completed Procedure Audits' tab you can view the audits that have taken place on that procedure which we will cover further in the Procedure Audit section below.
On the right-hand side will be a button for 'Manage Procedures' which will bring up a menu of options to choose from:
Author - This is what you choose when you want to create a new procedure for the respective asset or copy an existing one and then edit which may be a quicker option.
When you click on 'New', you will be prompted to complete 3 steps:
1. Put in the Procedure Details - the majority of this information will be populated with what you set up earlier in the lesson in the LOTO Setup tab. Once done, click on 'Continue':
2. Put in the Procedure Content - start by choosing the energy type to be isolated by clicking on the 'Add Isolation Point' button:
Then add in the isolation details - when you select the device (if you set up devices in the previous LOTO Setup section, this will then populate the Lockout Method box so you don't have to type it in on the go). It is recommended to upload an image and annotate it to point out exactly where the lockout/tagout is required on the asset to make it clear for those isolating the energy source. Once finished, click on 'Done'.
Below is a brief explanation of the other options available when you select 'Manage Procedures':
Recurring Schedules - This is where you can see what LOTO schedules have been created and you can create new schedules as required.
View Published - Here you can see a list of all the published procedures for this asset. From here, you can copy, unpublish, review previous versions, view the recurring schedules for the procedures, and print it to display next to the asset (long and short options are available):
Drafts - Here you can see a list of the procedures that are still in a draft state.
Waiting for Certification - Here you will see a list of procedures that have been created by a user who can author procedures but can't certify them. This requires someone with permission to certify procedures to review and approve it before it can be published and put to use.
Rejected - Here you will see any procedures that have been rejected and why.
Previously Published - Here you will see any procedures that were previously published but have since been unpublished (e.g. if it is an older version or it's no longer required)
Certifying a Procedure
Once you have created a procedure, it will need to be certified by someone who has permission to do so. This adds an extra layer of verification and ensures the procedure is accurate and safe before publishing it. Anyone who has permission to certify a procedure will receive an email notification to inform them there are procedures to certify. If there are procedures awaiting certification, you will find this by clicking on Lockout / Tagout > Procedure Certifications:
To review the procedure, click on the 'Actions' button on the right-hand side and then 'Start Certification Procedure Process'.
You will then go through the same three steps as outlined above when authoring a procedure and you can make edits along the way. In the final stage, there is the option to 'Publish' or 'Reject' if the procedure is incorrect.
If published, this will then appear in the list of published procedures which can be found by going to the asset themselves or viewing them all, by clicking on Lockout/ Tagout > Procedures.
Procedures need to be regularly reviewed to ensure everything is still accurate and up to date as there can be significant consequences if isolations are not executed correctly. You can create a recurring schedule for these audits.
Before you set up a schedule, you need to create the Procedure Audit which can be done from the Event Types section (See Lesson 3 - Events Basics). The Event Form works in exactly the same way, as does completing the event which can be started by clicking on Lockout/ Tagout > Upcoming Audits or from the Asset's page:
There are two types of recurring schedules that can be set up for Procedures:
- Lockout schedules - when the asset needs to be locked/ tagged out to conduct a service against it safely
- Procedure Audit schedules - when the lockout/ tagout procedure needs to be reviewed to ensure it's still accurate
To create a recurring schedule, click on Lockout/Tagout > Procedures. To the right of the Procedure, click on the arrow next to 'Revise' and then 'Recurring Schedules':
You will then see any existing schedules for that procedure with the option in the top right to create a new one:
When you click on 'Create New Rule', first select which type, and then you can determine the frequency and assignee:
Top 3 Takeaways from this lesson:
- Conducting LOTO is only done from the mobile application, not the web (See Lesson 7 - Mobile App)
- Creating and conducting a Procedure Audit works in the same way as creating and conducting an Event Type
- Procedure Audits cannot be conducted on an ad hoc basis, they must be set up on a recurring schedule
Homework - Before beginning the next lesson
- Setup LOTO features and enable LOTO for the Asset Type(s) it applies to
- Author and Certify a LOTO procedure
- Create a Procedure Audit Event Type
- Create LOTO and Procedure Audit schedule