Digitized handling of work certificates saves time

Kraftringen is an energy company in Sweden with activities involving electricity grids, electricity sales, heating, cooling, gas,fiber and various contracting services. Headquarters are based in Lund and the majority of activities are undertaken in Lund, Lomma, Eslöv and Hörby. Operations are also firmly established in Northwest Skåne, Blekinge, Småland, Södermanland, Sjuhäradsbygden and on the plains of Västergötland.


During the spring in 2016, Kraftringen migrated from T7 to MaintMaster and with the transition comes the digitization of their process for handling work certificates. Previously engineers had to complete the forms manually which were sent to the control room, which in turn completed its parts and in turn issued a work certificate confirming that work could begin. Nowadays the whole process is integrated directly in the job in the maintenance system and can therefore be handled completely digitally. This delivers a major time advantage in that engineers do not have to go to the control room to retrieve or submit forms. As Kraftringen’s facilities are scattered across southern Sweden, they save a lot of time traveling between facilities that previously required manual handling.


How does the digital management of the process work?
Five new tabs have been created on the job card:

  • • Risk assessment
    • Work request
    • Scheduled stop list
    • Work in confined spaces
    • Work certificates


Before starting work, a risk assessment is conducted that is made up of two parts. The first part addresses the risks inherent in the actual execution. This is either carried out by the provider or facility engineer depending on the nature of the work. When the first part has been completed, the other sections of the work request are completed. The work request and risk assessment then move on in the system to operations which is responsible for assessing the risks arising out of the process. Operations creates a scheduled stop list, and if necessary, a connection list is also produced for electricity. If required, “Work in confined spaces” may also be applicable. A work certificate is subsequently issued which means that it is OK to carry out the work. The work certificate must be renewed every day unless otherwise agreed. It is always Operations that take the decision about how long the work certificate is to last.


When the work has been completed, the provider or facility engineer completes their part of the work request and work certificate and returns it to Operations, which in turn can restore the stopped parts and complete the work request. All signing of the various operations is carried out in the maintenance system, no “manual” signatures are required. For this there are also a number of prints linked to the different forms that can be printed.


1. The custom job card with the added tabs: risk assessment, work request, scheduled stop list, confined space work and work certificates.

Kraftringen Step1


2. Risk assessment tab. Each line should be assessed with Comments where necessary.

Kraftringen Step 2



3. Work request tab. Displays the measures necessary to implement the job Work certificate tab.

Kraftringen Step 3


4. Work can begin once the issuer has signed the work certificate.

Kraftringen Step 4