Automating the Process of Providing Employees with Personal Protective Equipment

Context: Why PPE Automation is Becoming a Necessity

With the transition to the Uniform Standard Norms (USN) and stricter industrial safety requirements, manual management of providing employees with personal protective equipment (PPE) is becoming inefficient. This is especially true for high-tech industries, such as pharmaceuticals, where in addition to standard PPE, strict accounting of technological clothing for cleanrooms (in accordance with GMP rules) is required. In her presentation, Olga Budanova, Industrial Safety Director of the Promomed Group of Companies, analyzes a practical case of automating this complex process based on 1C products.

From Chaos to Uniform Norms: First Steps

The speaker shows by the example of her company that automation is impossible without preliminary data systematization. Before implementing IT solutions, a large-scale preparatory stage was completed:

• Creation of a cross-functional commission. Quality assurance specialists, technologists, and department heads were involved in developing the process. This made it possible to take into account all the nuances, including requirements for technological clothing.
• Classification of workwear. All clothing was divided into categories: transitional, main, for cleanrooms, duty, and consumables. This simplified the understanding of the needs of each area.
• Reducing the color palette. Abandoning individual colors for each workshop made it possible to consolidate purchase batches, reduce costs, and simplify logistics.
• Development of uniform provision matrices. Summary tables (initially in Excel) specified the norms for each position, taking into account the cleanroom class, PPE characteristics, and annual demand.

Solution Architecture: How 1C Systems Work Together

The presentation details the process of integrating various 1C modules to create a seamless PPE provision loop:

• 1C:HRM (Human Resources Management). Acts as a source of HR data (hiring, dismissals, transfers, vacations).
• 1C:Occupational Safety. The core of the system, where issuance norms and electronic PPE orders for specific employees are generated.
• 1C:ERP (Procurement and Warehouse). The system receives demand data, checks warehouse balances (eliminating duplicate orders if the item is already in stock), and generates requests to suppliers.

This architecture allows automating PPE assignment immediately upon hiring or transferring an employee, as well as controlling the entire lifecycle of workwear from procurement to write-off.

Abandoning Paper Cards and Economic Impact

The key result of the implementation was the transition to electronic accounting. The system automatically generates the MB-7 accounting statement upon PPE issuance (currently with a live signature, but a transition to electronic digital signatures is planned). This made it possible to abandon maintaining paper personal PPE issuance record cards (they are generated electronically and can be printed if necessary).

The speaker notes that despite the growth in staff numbers and production expansion, automation and nomenclature optimization have reduced overall PPE procurement costs. In addition, ordering errors have been minimized (duplicate requests eliminated) and approval times have been shortened.

What You Will Learn from This Webinar:

• How to combine USN requirements and GMP standards when developing issuance norms for PPE and technological clothing?
• How to build data exchange between the HR system, the occupational safety module, and warehouse accounting?
• How to implement PPE issuance without maintaining paper personal cards?
• What difficulties can be encountered when synchronizing nomenclature directories between different departments?
• How to determine wear periods for managers and engineering staff when transitioning to the USN?