Personal Protective Equipment

The following instructions refer to adding a single PPE item. If you need to upload multiple devices at once, you can use the bulk import feature via .csv (Excel) file by clicking the “Import” button.

How to Add a Single PPE Item

1. From the office menu, select PPE.
2. Click the New button at the top left. You will then be asked to choose the insertion type for the PPE:

• Copy: Select this option to duplicate an existing PPE and modify it.
• New PPE: Choose this option to configure a PPE from scratch. In this example, we will proceed by adding a New PPE.

3. Fill in the required fields: name, description, category, type, and intended use. Fields marked with a red asterisk are mandatory.
4. Click Save to complete the insertion.

Inventory of an Existing PPE

If the PPE has already been added and you want to add it to the inventory to manage its specifics (quantity, expiration, etc.):

1. From the menu, select PPE Inventory.
2. Click New and then the “Select” button to find and choose the device you want to inventory.
3. Enter the additional required data (such as quantity, expiration, etc.) and click Save.

Determining Prescriptions

Scrolling through the actions menu, locate the area dedicated to Personal Protection. The menu is divided into two sections:

• PPE Prescriptions
• PPE Deliveries

Prescriptions define which PPE will be assigned to workers, while deliveries correspond to the register of when the PPE was physically delivered, including the quantity handed out and the list of recipients.

Note: To determine Prescriptions, it is essential that the devices have been previously registered in the material resources.

Once the devices are registered in the material resources, you can proceed with configuring the Prescriptions:

1. From the Actions menu, under Personal Protection, select PPE Prescriptions.
2. Click the New icon. At this point, you can choose the insertion type for the allocation:

• New: Choose this option to create a completely new allocation.
• Copy from: Select this option to duplicate an existing PPE allocation and modify it. In this example, we will proceed with New.

3. In the Name field, enter the name of the device to assign.
4. Select the PPE from the list of available material resources by clicking on *Select.
5. Click Save to complete the insertion.

Assigning PPE Recipients

1. Select the row corresponding to the PPE name. At the bottom of the screen, the detail window will open automatically.

The first tab displays the previously entered information: here you can edit or add new data if necessary. The next tab, Recipients, allows managing the recipients of this PPE allocation.

2. Click the New button to assign the PPE to people. A registration window will open where you can select the allocation recipients.

Recipients are added with one of the following statuses:

• New – PPE has not yet been delivered;
• Valid – PPE is currently valid;
• Expired – PPE has expired and needs replacement.

Associating Resources to the PPE

The Requested by tab allows you to associate the PPE with contexts where the device’s use is required to mitigate a risk. Specifically, you can link:

• Tasks
• Roles
• Equipment
• Environments
• Substances
• Work phases

1. Select the item of interest and click Next. A complete list of available elements for association will be displayed. Select the desired ones and confirm by clicking Confirm.

2. Once the operation status shows Completed, click Finish to conclude.

The Requested by tab will then be populated with all the resources where the use of this PPE is required as a risk mitigation measure.

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PPE Delivery

1. Creating a Delivery

1. Go to the PPE Deliveries menu and click New.
2. Select the PPE allocation for which you want to register the delivery and click Save.
3. Fill in the delivery details:

• Delivery date
• (Optional) Time slot and location

4. Indicate the notification recipients:

• If recipients were already associated with the allocation, they will be proposed automatically.
• You can add others by clicking Add (+) and selecting people or roles from the organizational chart.
• After selection, click Save.

Clicking the created delivery row opens the Details menu at the bottom, showing all information related to the allocation and delivery.

2. Assigning Devices to People

1. Click New in the Recipients tab.
2. All people previously associated with the allocation will be listed.
3. Select the people to whom you want to deliver the PPE and click Save.

The initial status for each recipient will be To be completed.

3. Recording the Delivery Outcome

The delivery outcome can be recorded in two ways: single or bulk.

Single Mode

• Click the
  icon or double-click on the person’s name to open the detail window.
• Select the delivery outcome (e.g., Passed, indicating successful delivery).
• (Optional) Check the W (warning) box to highlight those needing attention.
• Edit, if necessary:
• Start validity date
• End validity date
• Associate the PPE with the inventory if the device is registered.
• Specify the quantity delivered. The default is 1, but you can modify it if needed. The delivered device quantity will automatically update the available quantity in the inventory once the delivery certificate is issued.

You can then proceed in two ways:

• Save to keep the option to modify data later.
• Or click the rosette icon to issue the delivery certificate.

Caution

Once the certificate is issued, the delivery is considered complete and cannot be modified.

Bulk Mode

• From the Recipients tab toolbar, click Guided procedures and select Bulk edit.
• The list of all recipients will be shown.
• Click the status badge to change it to Passed (equivalent to delivered).
• (Optional) Check the W (warning) box to highlight those needing attention.
• When finished, click Confirm to save all changes.
• In bulk mode, the number of devices delivered is always 1 per recipient.

Caution

The outcome registration can only be modified until the delivery certificate is issued.

From the guided procedures, you can also issue delivery certificates for all recipients who passed delivery using the Bulk certificate creation tool.

Printing the Delivery Certificate

To open the certificate printing tool, click the blue icon representing the certificate. A window will open allowing you to verify and edit, if necessary, the data to be included on the certificate. These include:

• Recipient’s name
• The action type, automatically associated with the PPE allocation
• The issue date, which can be modified or kept as previously entered
• The expiration date, automatically inherited from the inventory if the PPE is registered, or manually editable if not registered

1. Verify all data accuracy and proceed with printing the certificate by clicking the printer icon button.

2. Select the desired template and click Save. You can then choose to print the certificate or generate a file in PDF, HTML, or Word format.

3. Archive the document in the office folder or save it locally on your PC for personal management.

Multiple PPE delivery

In addition to the standard flow via the PPE Deliveries menu, a guided procedure is available to record the delivery of several PPE items to a single worker in a single operation. It is intended for cases where a worker receives multiple equipment at the same time (e.g. onboarding, role change or PPE wear). It is useful to track multiple deliveries and to produce a delivery record signed by the worker that acts as the delivery receipt.

The procedure runs in two steps: in the first you select and configure what to deliver; in the second you review the final record and collect the recipient’s signature.

Starting the procedure

1. Open the Worker detail page.
2. From the toolbar, click the Wizards menu and select Multiple PPE Delivery.

Step 1 — Selecting the allocations

A window opens with the table of PPE allocations currently active for the worker. Each row has the following columns:

• Action code and Action name of the allocation
• Last certificate release date, if any
• Last certificate expiry date, if any
• Status of the allocation (New, Valid, Expiring, Expired)
• Inventory — dropdown of the available inventory entries (with remaining quantity in brackets). If the action is not linked to a specific PPE inventory entry, a free text field is available to provide an indication
• Expiry date of the new certificate — pre-filled with the due date of the inventory item selected or, if missing, computed from the allocation validity; editable
• Qty — number of items delivered for that allocation (default 1)
• Return — tick if, together with the delivery of the new PPE, the previously held PPE is being handed back

Below the table a free Notes field is available; it will be reported read-only on the final record.

For each allocation you want to deliver:

1. Tick the checkbox in the first column of the row: the editable fields of the row become enabled.
2. Verify or edit the inventory entry, the expiry date and the quantity.
3. If the delivery is a return, tick Return.

When done, click Save in the toolbar to move to Step 2.

Step 2 — Final record and signature

Step 2 shows the delivery record to be signed by the recipient. The record contains:

• title and introduction of the record
• summary of the performed deliveries and any notes
• dedicated space for the recipient’s signature

Once the signature has been placed, clicking Save again:

1. A prompt asks in which folder of the 4HSE filesystem to save the signed delivery document, which can be printed later.
2. On confirmation, the record is saved as an attachment and, for each selected allocation, 4HSE automatically creates:
   • a delivery certificate, with today’s issue date and the expiry indicated on the row
   • the link from the certificate to the PPE allocation
   • the signed delivery record attached to the produced certificates
3. If the delivery is linked to an inventory entry, the stock is automatically decremented based on the indicated quantity.