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User Manual: Safe Work Permit
Safe Work Permit Internal Use Only Page 1 of 16
User Manual
Safe Work Permit
User Manual: Safe Work Permit
Safe Work Permit Internal Use Only Page 2 of 16
Revision History
Date Author Version Reviewed
By Change Reference
15/04/2019 Trupti Bhosale Draft Santhosh
Thomas Initial Draft
Revision Sign-off
Name Approved Date
Santhosh Thomas Approved 16/04/2019
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Table of Contents
1 Introduction ....................................................................................................................... 4
1.1 Purpose ..................................................................................................................................... 4
1.2 Scope ........................................................................................................................................ 4
1.3 Intended Audience ................................................................................................................... 4
2 Link .................................................................................................................................... 5
3 Roles .................................................................................................................................. 7
3.1 Roles for Safe Work Permit System .......................................................................................... 7
3.2 Extension and Closure of Work Permit .................................................................................... 7
4 Role based System Requirements ................................................................................... 8
4.1 Initiator Role ............................................................................................................................. 8
4.2 Approver Role ......................................................................................................................... 10
4.3 Super Admin ........................................................................................................................... 12
5 Emails .............................................................................................................................. 15
6 Contact Details ................................................................................................................ 16
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1 Introduction
Safe Work Permit will be an online tool used by Atos Syntel admin team to raise requests for permit for all those
visiting Atos Syntel premises for contractual work. Work permit shall be valid only for a specific date range, and will
need approval by the appointed SPOC at each location. These SPOC’s will be able to approve/deny requests. The
tool will act as a single repository for all the work permit requests, which in turn will help in analytics.
1.1 Purpose
Currently the details for work permit are filled on a paper document. This document is then given to the location
SPOC for approval. The document is reviewed by the location SPOC and as a part of approval, the document is
signed. The signed document is then considered as the Safe Work Permit document. The new process shall digitize
the manual process, which in turn will save the manual intervention for getting the request raised and approved.
The online application will automate these activities by allowing the admin to fill in all the required details of the work
permit via application. All those requests’ that are raised by the team shall be available for approval to the location
SPOC. Only requests that are approved by the SPOC shall be considered as approved requests. Requests that
are denied shall be available for the admin team to make the changes and resubmit. The new application shall also
have the facility to view reports location wise and permit wise.
1.2 Scope
This document explains the process of raising requests and approval process for work permit. It also includes the
process of viewing the reports.
1.3 Intended Audience
This user guide is intended as a reference guide for the users of Atos Syntel Admin Portal. This document is
exclusively meant for Atos Syntel Employees Admin team having valid Atos Syntel credentials.
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2 Link
A link in myAtosSyntel will be provided to access Admin Portal application. This link in turn will redirect the user to
Login screen of Admin Management Portal. User will have to enter valid Atos Syntel credentials to access Admin
Management Portal. If user logins to Admin Management portal by accessing the link in myAtosSyntel, irrespective
of the login credentials entered in the myAtosSyntel, user will still need to enter the credentials to access Admin
Management portal.
The link to access Atos Syntel Admin Portal is: https://adminportal.syntel.in/AdminPortal/login.jsp
Navigation for Safe Work Permit Module: Atos Syntel Admin Portal -> Login Page -> Work Permit
Below is the login screen of Atos Syntel Admin Portal.
Fig 1. Atos Syntel Admin Portal – Login
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Once user logins in with valid Atos Syntel credentials, Home page will be displayed with several menu options.
Depending upon the role of the logged in user, the screen access will be different for each user.
Below is the Home page of Atos Syntel Admin Portal:
Fig 2. Atos Syntel Admin Portal – Safe Work Permit
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3 Roles
3.1 Roles for Safe Work Permit System
Following are the roles identified for Safe Work Permit System
Role Access Rights
Initiator Following rights are available for this role:
1. Raise Request: Allows the user to raise a request for Safe Work Permit, pertaining to the logged in user’s location.
2. View Request: Allows the user to view all the requests pertaining to the logged in user’s location.
Approver Following rights are available for this role:
1. Raise Request: Allows the user to raise a request for Safe Work Permit, pertaining to the logged in user’s location. Requests raised by this user shall be Self Approved,
2. View Request: Allows the user to view all the requests pertaining to the logged in user’s location.
3. Approve Request: Only those requests having status as “Pending with Approver” for the logged in user’s location will be displayed for approval.
Super Admin Following rights will be available for this role:
1. Raise Request: Allows the user to raise a request for Safe Work Permit, pertaining to the logged in user’s location. Requests raised by this user shall be Self Approved.
2. View Request: Allows the user to view all the requests pertaining to the logged in user’s location.
3. Approve Request: Only those requests having status as “Pending with Approver” for the logged in user’s location will be displayed for approval.
4. Request Access: Different types of Access can be granted to the users. 5. Report: To view the report location wise and permit wise via Safe Work Permit system.
3.2 Extension and Closure of Work Permit
1. All the approved Work Permits can be extended until the Permit is valid on the day of Extension. This can
be extended via the View Request screen.
2. All the work permits whose end date is equal to today’s date shall be Auto closed on the same day at
midnight 12:00.
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4 Role based System Requirements
4.1 Initiator Role
Users who have been assigned Initiator Role will have access to below screens in Safe Work Permit module:
1. Raise Request 2. View Request
Raise Request
Navigation Flow Admin Portal -> Login -> Work Permit -> Raise Request
Screen Function This screen allows the user to raise a request for Safe Work Permit, pertaining to the logged in user’s location. All the requests that are submitted by users having this role shall have status as Pending Approver.
Screen
Fig 3. Raise Request
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View Request
Navigation Flow Admin Portal -> Login -> Work Permit -> View Request
Screen Function This screen allows the user to view all the requests for Safe Work Permit, pertaining to the logged in user’s location irrespective of the current status.
Screen
Fig 4. View Request
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4.2 Approver Role
Users who have been assigned Approver Role will have access to below screens in Safe Work Permit module:
1. Raise Request 2. View Request 3. Approve Request
Raise Request
Same as 4.1 Initiator Role – Raise Request
Note: All the requests that are submitted by users having Approver role shall be self-approved and shall have status as “Approved”.
View Request
Same as 4.1 Initiator Role – View Request
Approve Request
Navigation Flow Admin Portal -> Login -> Work Permit -> Approve Request
Screen Function This screen allows for approval/rejection of the requests raised for safe work permits. Only those requests having status as “Pending with Approver” for the logged in user’s location will be displayed on this screen.
Screen
Fig 5. Work Permit – Approve Requests (View Mode)
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Fig 6. Work Permit – Approve Request
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4.3 Super Admin
Users who have been assigned Super Admin Role will have access to below screens in Safe Work Permit module:
1. Raise Request 2. View Request 3. Approve Request 4. Request Access
5. Reports
Raise Request
Same as 4.2 Approver Role – Raise Request
View Request
Same as 4.1 Initiator Role – View Request
Approve Request
Same as 4.2 Approver Role – Approve Request
Request Access
Navigation Flow Admin Portal -> Login -> Work Permit -> Admin Activity - > Request Access
Screen Function This screen allows the Super Admin user to provide access to users for Safe Work Permit system.
Screen
Fig 7. Request Access
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Reports - Location
Navigation Flow Admin Portal -> Login -> Work Permit -> Admin Activity - > Reports -> Location
Screen Function This screen allows the Super Admin user to access location wise reports for the requests created via Safe Work Permit.
Screen
Fig 8. Reports - Location
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Reports - Permit
Navigation Flow Admin Portal -> Login -> Work Permit -> Admin Activity - > Reports -> Permit
Screen Function This screen allows the Super Admin user to access permit wise reports for the requests created via Safe Work Permit.
Screen
Fig 9. Reports - Permit
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5 Emails Emails shall be triggered via the Safe Work Permit tool in the below conditions:
Case 1: Request is Approved
To Location Initiator, Approver, Security, Safety officer
Subject Line Work Permit has been approved
Email Content Hi, Work Permit XXX has been Approved. Regards, Admin Team *Note-Please do not respond to this e-mail, as this mail-box is for outbound messages only.
Case 2: Request is Rejected
To Location Initiator, Approver
Subject Line Work Permit has been rejected
Email Content Hi, Work Permit XXX has been rejected. Kindly make the corrections and send back for approval. Regards, Admin Team *Note-Please do not respond to this e-mail, as this mail-box is for outbound messages only.
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6 Contact Details
Location
Security Email
Safety Officer Email
Mumbai
Pune
Gurgaon [email protected] [email protected]
Chennai [email protected]
Manila
