Track project approvals, licences and conditions

The Approvals & licences tab on a project lists the approvals, licences and consents the project holds, which ones each phase needs, and the conditions attached to each approval. The Conditions of approval tab in HSEQ lists the conditions of every project.

You see the tab when your organisation has HSEQ and you have View HSEQ issues. Issuing, varying, renewing and setting the status of an approval, and setting phase requirements, need Manage HSEQ issues. Importing conditions needs Raise HSEQ issues or Manage HSEQ issues. Approving a condition needs Verify HSEQ issues.

Make a competency available to projects

A project can only hold a competency marked for projects.

1. Go to Competencies and create or edit a ticket.
2. Under Credential requirements, tick Applies to projects.
3. Select Save.

Inductions cannot apply to projects.

Set what each phase requires

1. Open the project and select the Approvals & licences tab.
2. Select Phase requirements.
3. Choose a phase: Pre-construction, Construction, Post-construction or Ongoing.
4. Tick the approvals that phase needs, then select Save requirements.

A required approval the project does not hold yet is listed under Outstanding requirements at the top of the tab.

Record an approval or licence

1. On the Approvals & licences tab, select Issue approval.
2. Choose the Approval type.
3. Enter the Reference / Licence number, Issuing authority, Issue date and Expiry date.
4. Set the Initial status to Granted or Applied, then select Issue approval.

The approval appears under Approvals held. If the type list says "No project-applicable qualifications found", mark a competency Applies to projects first.

Change an approval's status

To record that an approval was surrendered or has expired, open the actions menu (...) on its row, select Set status, choose Applied, Granted, Surrendered or Expired, and select Update status.

Conditions on a surrendered or expired approval can no longer be started, completed or approved.

Vary or renew an approval

1. Open the actions menu (...) on the approval's row and select Vary / Renew.
2. Set Kind to Variation or Renewal.
3. Enter the New reference number, Issuing authority and dates.
4. Select Vary or Renew.

A new approval is recorded as Granted, and the old one is hidden from Approvals held with a Varied or Renewed badge. Select Show superseded to see it, or History in the actions menu to see every version.

Every condition that is not yet approved moves to the new approval, keeping its status, owner, due date and evidence. Its copy on the old approval reads Carried over. Approved conditions stay on the old approval. HSEQ issues linked to a condition stay linked to it on the new approval.

Import conditions of approval

1. Select the approval under Approvals held.
2. Under Conditions of approval, select Import CSV.
3. Select Download sample CSV for the format, then select Upload CSV file or paste the rows into the box.
4. Select Import conditions.

Each row needs:

• condition_number and text
• phase: pre_construction, construction, post_construction or ongoing
• one owner: owner_email (a member who can view HSEQ) or owner_org (a linked subcontractor organisation)
• due_on (YYYY-MM-DD) or recurrence (weekly, monthly, quarterly or yearly)

You can import up to 500 rows. If any row is wrong, nothing is imported and the dialog names the row and the problem, for example "Row 4: Owner not found on this account." Fix the file and import again.

When a recurring condition is approved, the next one is added with the next due date, as long as the approval is still in force. Due dates follow your organisation's calendar day.

Work a condition through to sign-off

Select a condition to open it. Its owner or assignee works it:

1. Select Start. The condition moves from Open to In progress.
2. Select Add evidence, attach the photos or documents, and select Save evidence.
3. Select Complete, add a note if you want, and select Complete again. The condition moves to Submitted.

Complete stays unavailable until the condition has evidence.

A person with Verify HSEQ issues then selects Approve, or Send back with a note saying why. A condition sent back returns to In progress, so its owner can add evidence and complete it again. The person who completed a condition cannot approve it; someone else has to.

If you see "This row changed since you opened it. Reload to continue.", someone else updated the condition. Select Reload and try again.

Find your conditions in My work

In HSEQ, the My work tab shows conditions with a Condition badge: under Assigned to me the ones you own, and under Awaiting my review the submitted ones you can approve. Select a card to open the project's Approvals & licences tab with that condition open.

Link an issue to the condition it breaches

On an HSEQ issue raised on a project, choose a condition under Link condition and select Link condition. The issue then shows Breached condition with the condition's number. Select Open approvals & licences tab to go to it, or Unlink condition to remove the link.

Only open conditions on the issue's project are listed. Linking needs Raise HSEQ issues or Manage HSEQ issues.

Review conditions across projects

1. In HSEQ, select the Conditions of approval tab.
2. Search by condition number, text, approval or reference, or filter by project, approval, phase and status.
3. Select a condition to open it.

The status filter starts on Current: conditions not yet approved, on approvals still in force. Choose All statuses to include approved, cancelled and carried-over conditions.

Select Export to download the conditions you are looking at as an Excel workbook. To export one approval's conditions, select Export under Conditions of approval on the project's tab.