User Manual: HOTWORKS PERMIT SYSTEM

Hotwork permit system was developed with an aim to simplify the process of

registering the hotworks and to display all the hotworks going on in the refinery

pictorially on real-time basis. (Note: This package is not in lieu of the statutory

requirements for hotworks.)

This document aims at guiding the end users in working in the Hotwork Permit

System.

The end user roles for the system are defined as

1. Requester

2. Approver

3. Issuer

4. Reports

The scope for each role is described below

1. Requester – Is a project engineer who requests for a hotwork permit from the unit

concerned. Can request for a new hotwork permit, request for renewal of an existing

permit, and close a hotwork permit if the work is completed. View reports.

2. Approver – Is a Manager / person designated, who approves the permit after viewing

all the details. View reports.

3. Issuer – Is a Deputy Manager / person designated, who actually issues the permit for

the corresponding shift for a new hotwork or for a renewal request. Can extend the permit

validity period in the system as and when required as the definite end date of each permit

is not known before hand. View reports.

4. Reports – Department heads / Top management people who can view the reports

provided in the system.

Login into the Application:

To log into the application,

Open Internet explorer. Type in http://10.5.0.173/hwpmlif2

Enter your username and password and click on Login as shown in the picture below.

On successful login, the menu is displayed to the user as per the role he has been assigned

in the package.

Enter user name

and password and

click on login

Requester:

On successful login the following is the page displayed to the requester.

Menu items displayed are

1. Request new hot work permit

2. Request renewal of hot work

3. Edit/Delete Hot Work Request

4. Extend Hot Work Permit Period

5. Close hot work

6. Hot works in progress Map Textual

7. Reports

1. Request New Hot Work Permit

On clicking this link a page with the “refinery map” is displayed to the user. The user

has to select the location where the hotwork will take place and “right click the mouse on

the map”. On mouse right click a menu is displayed with menu item “create”. Click on

the menu “Create” link a window will open for entering the details of the new hotwork.

Select the location and

right click on the map.

Click on the “create”

link of the menu.

The picture below displays the window for entering the details of the new hot work

permit request.

Details such as the work location, shift, nature of job, contractor’s name, no. of workmen,

job start date, tentative job end date , unit have are to be entered. After entering all the

details click on “Submit” button. If you find that the details entered are incorrect then you

can use the “Reset” button to clear all the fields. After submitting the hotwork request a

serial no. is assigned to the request. On clicking the “close” button the form is closed.

To Submit the

details

Clears all the

fields Closes the form

2. Request Renewal Hot Work Permit

On clicking this link the list of hotworks requested by you is displayed. Select a hotwork

no. for which a renewal is required and click on the “Submit” button.

On submitting the details of the hotwork permit are displayed in the next page as shown

below. In the form enter the renewal shift and the date on which the renewal is required

and submit.

Select HWP No.

Select Shift. Select Date

On submitting with these details the renewal request for the hotwork permit will be with

the concerned Unit who are to issue the permit. The renewal request can be made before

hand.

3. Close Hotwork

After the hotwork is completed the engineer can close the hotwork. After closing no more

renewals against this permit are possible. Select the hotwork number to be closed and

click on submit.

On submit the details of the hotwork permit are displayed in the next page as shown

below. Click the submit button, a confirmation message is displayed, if you would like

continue click on OK and the hotwork is closed.

Select HWP No.

Click OK to

Submit

4. Reports

On clicking the reports link the following Links are displayed for the various reports.

4.1. Requests for Approval

On clicking this link all the requests for hotworks made by the requester are displayed.

4.2. Open Hot Work Permits

On clicking this link all the hotworks that are open and which have been requested by the

requester who is logged in are displayed.

4.3. Closed Hot work Permits

On clicking this link all the hotworks that are closed by the requester who is logged in are

displayed.

4.4. Hot Work Permit Query

On clicking this link a form is displayed to enter the hotwork no. On entering the

hotwork no and submitting the entire details of the hotwork are displayed to the user.

Details such, as when the Hotwork was initiated, by whom it was approved/issued and

when and how many times it was renewed and if closed, then by whom and when.

5. Logout

On clicking this link the user is logged out of the application and is redirected to the

home page.

Approver:

The login process is the same. On successful login the following is the page displayed to

the approver.

Menu items displayed are

1. Approve hot work request

2. Hotworks in progress Map Textual

3. Reports

1. Approve Hot Work Request

Step 1: On clicking the link “Approve Hot Work Request” the list of Serial nos. assigned

to each hotwork are displayed for approval. Select a serial no. and click on the Submit

button.

Select Serial No.

Step 2: On submitting the details of the hotwork are displayed. Click on the approve

button to approve the hotwork.

Step 3: Approve Screen will appear:

Clcik to

Approve.

ISSUER:

The login process is the same. On successful login the following is the page displayed to

the issuer.

Menu items displayed are

1. Issue new hot work permit

2. Renew Hot Work Permit

3. Renew Hot Work Permit with new No.

4. Hotworks in Progress Map/Textual

5. Reports

Issue new hot work permit.

Step 1: Click on Issue new hot work permit. Following screen will appear.

Step 2: Select corresponding Serial No and Submit:

Select Serial No.

Enter HWP No.

Click here to issue.

Step 3: Enter new HWP No. as given on the Paper Permit and Submit:

Renew Hot Work Permit

Step 1: Click on Renew Hot Work Permit.

Step 2: Select correct Hotwork No and Shift and Submit.

Select Shift. Select HWP No.

Click to renew.

Step 4: Click on “Renew” for Renewing the Permit.

Renew Hot Work Permit with new No.

Step 1: Click on Renew Hot Work Permit with new No.

Step 2: Enter HotWork Permit No. to be assigned new New No. and Submit.

Enter HWP No.

Assign new HWP

No.

Step 4: Enter new Permit No. and Assign.