permit to work system

          Permit-to-Work (PTW) 

A permit-to-work system is a formal recorded process used to control work which is identified as potentially hazardous. Basically, it is a formal written permission to perform a particular job especially for significant risk activity. It specifies the work to be done and the precautions to be taken. It is a formal part of safe system of work. It allows work to start only after safe procedures have been defined and It is also a means of communication between site/installation management, plant supervisors and operators and those who carry out the hazardous work. 

    Essential features of permit-to-work systems       

• Clear Identification Of Who May Authorize Particular And Who Is Responsible For Specifying The Necessary Precautions
• Training And Instruction In The Issue, Use And Closure Of Permits 
• Monitoring And Auditing To Ensure That The System Works As Intended
• Clear Identification Of The Types Of Work Considered Hazardous
• Standardized Identification Of Tasks, Risk Assessments, Permitted Task Duration And Supplemental Or Simultaneous Activity And Control Measures.

Types of Permits:

   Five types of Permits are used within the PTW procedure, each controlling a specific type of job and activity.     

Hot Work Permit –A hot work permit is required for work involving the use  of a flame or other sources of ignition. Some examples include: Electrical welding and use of welding machine, Flame cutting, Grinding (producing  sparks)                                                                                             
Cold Work Permit– A cold work permit is required for potentially hazardous work not covered by other types of work permits. Some examples include: Chemical cleaning or use of solvents, Handling of hazardous substances (e.g., toxic/corrosive chemicals, asbestos, etc.)Use of resins, typically used during blade repairs, Any painting activity, Heavy lifts (refer to Crane/Lifting procedure for definition), Erecting or dismantling scaffolds,  Any non-routine and potentially hazardous activity, Any activity requiring specific control measures to confirm safety.  

Electrical Permit – An electrical permit is required for work on electrical systems where there is a possibility of contacting energized electrical conductors. Some examples includes: Work involving the installation or repair of electrical conductors, Connection or disconnection of electric motors, Reaching into any panel, transformer or other electrical enclosure which may have energized circuits, capacitors, wiring, etc. Work on instrumentation, instrument panels, or telecom equipment, Where removal of a part of the circuit takes place outside normal operating conditions.                                         

Confined Space Entry Permit – A confined space entry permit is required to allow personnel to enter a confined space such as a blade, trench, tank, vessel, etc. A confined space entry permit allows access and inspection only. When hot work, cold work, electrical work, and/or energy isolation work is carried out in a confined space, an additional permit(s) (as required by the type of work) must be applied for and cross referenced to the confined space entry permit.                                         

Excavation/ Ground Disturbance Permit – A ground disturbance permit is required for any excavation or ground disturbance activity that involves digging,trenching, excavating or removing soil or ground.   

Sections in the Work Formats and sections of Work Permit vary from company to company. But the typical sections of a Work Permit are:            

Section 1- Exact Location and Description of Work.
Section 2- Work is Critical (Yes or No, if Yes then, Fire
           station informed?Issuer& Executor jointly checked 
           work site? Risk Assessment done & attached?)         
Section 3- Safety Requirements, it has 3 columns: Has the 
           equipment been Isolated,depressurized, blanked,blinded, 
           disconnected,flushed,purged, drained?       
Section 4- Gas Test and Electrical Isolation.                 
Section 5- Authorization/Renewal(It is safe to proceed with this 
           job)            
Section 6- Permit Closure (Agreed, site was checked and found safe).
          
General requirements of Permit-to-Work

• Display the permit at work site with associated authorizations.
• Separate permits are required so different maintenance crafts and jobs.
• Only authorized personnel holding valid “work permit issuer/executer” card can sign permit.
• Only field operators/contractors with work “permit awareness training” can sign respective column.
• Only authorized gas testers holding valid certification for gas test can sign gas test section.
• Issuer may authorize work only if the gas tests results are within the permissible range.
• Field operator must check site and sign the permit before start of the work.
• Executer must provide adequate supervision and must be always present during critical work.
• Executer must ensure providing all recommended protectives before starting work and compliance to all permit conditions. He must ensure his people are wearing appropriate PPE
• Suspend all work in case of plant emergency or accident.
• Issuing division and safety personnel have the right to stop the job any time on safety reasons
• Field operator shall monitor permit conditions and site conditions frequently.
• Executer must renew the permit if the work is “stopped” or “not started” for over 2 hrs.
• All tools and equipment shall be secured, and personnel protected from falling objects.
• Do not anchor to or suspend loads on process piping.
• Do not use scaffolds without valid green scaffold tag.
• Do not use wooden planks in running units.
• Close the permit by completing relevant section of original and field operator copy. Keep in file for 1 month.

Responsibilities

Permit Authority:This role is carried out by the Facility/Site/Project Manager and has the following responsibilities:

• Overall operation of the Permit to Work Procedure in their physical area of responsibility.
• Ensuring that the Permit to Work procedure is subject to regular monitoring and auditing, action upon the results of these audits to
  maintain the integrity of the system and proposing any recommendations for system improvement.
• Authorizing the Area Authority, Performing Authority, and Issuing Authority to carry out their duties, as described in this procedure.
• Ensuring that the training and competency standards, as defined in this procedure are followed and to satisfy himself/herself that the
  Area authority is competent.
• Authorization of all categories of Work Permits.
• Approval of Lessons Learned and audits.

Area Authority (AA):                                            

They are responsible for the day-to-day management of the Permit to Work process within their defined area. The Area Authority is normally Project Manager, site manager, or equivalent, although any individual can be assigned this role. There can be more than one Area Authority at the site or premises.

• Have overall responsibility for the safe control of non-routine work activities within their defined area in accordance with the Permit to Work system, including the issue of all Work Permits and associated Certificates.

• Ensure the appropriate level of risk assessment has been carried out for the task.

• Ensure that appropriate controls are identified for each identified hazard.

• Ensure all the agreed control measures are in place, confirm that the Performing Authority fully understands the scope of the task and that other members of the work party have been fully briefed via a safety Toolbox Talk or equivalent means of communication.

• Provide the culture to “STOP the Job” if anyone feels unsafe or uncertain about any aspect of the task.

• Approve isolation design, control isolation implementation and ensure the agreed isolation are in place prior to allowing an associated permit to be issued.

• Ensure that the isolation are properly removed after completion of the work and cancellation of the permit.

• Ensure that work site inspections are carried out before, during and after the performance of each task

• Ensure that adequate handovers take place at shift change, crew change or other change out/over of Area Authorities, Performing Authorities and Isolation Authorities. 

Issuing Authority (IA) 

The Issuing authority may be the Lead Technician or Supervisor responsible for normal operations within a particular discipline. The issuing authority shall be an individual with additional training and understanding of safe practices.

• The Issuing Authority may be the Area Authority. If not the Aria Authority, the Issuing Authority will support the Aria Authority in the safe control of work activities.

• This position is responsible to the Aria Authority for the management and safety of all activities within the designated area, including the issue of a PTW.

• Must be onsite for the duration of the Permitted task and confirm the job is performed per the requirements of the Permit, JSEA(Job Safety and Environmental Analysis), Safe Work Plan and/or Level 2 risk assessment, whichever is applicable to the Permit.

• Issue Permits in accordance with the procedures within their area.

• Work closely with the PA when planning Permits to confirm that the appropriate hazards and controls have been identified for that task.

 THE SAME PERSON CANNOT ACT AS Issuing Authority AND Performing Authority FOR THE SAME TASK.

• Confirm that all appropriate control measures are put in place prior to allowing a Permit to go live.

• Confirm that the Performing authority fully understands the scope of the task and that other members of the work party are fully briefed and all hazards continue to be mitigated by controls to as low as reasonably practicable (ALARP).

• Ensure that any agreed supplementary controls are recorded on the Permit and applied

• Ensure that only work covered within the Permit scope takes place.

• Ensure that lessons learned from the job are captured.

• Ensure that the work site is kept in a clean and safe condition both during and upon completion of the job.

• Ensure adequate handovers take place at shift and crew change periods with the oncoming Performing and Area Authorities. 

Authorized Gas Tester

• Shall minimally test for the presence of flammable vapors, toxic gases, and oxygen prior to and during work covered by a Hot Work or Confined Space Entry Permit.

• When it is determined that Volatile Organic Compounds (VOCs) or other toxic agents may be present, the PA or AGT shall notify the Issuing Authority and Aria Authority and consultation with the HSE Advisor shall be initiated.

• Authorized Gas Tester  shall be trained on the specific monitor in use and must understand the limitations of the devices that they are using.

Fire Watch                                                  

The Fire Watch is responsible for confirming that:

• Flammable materials have been cleared away from the work area

• Sparks and welding spatter are contained by the use of fire blankets.

• Firefighting equipment is available and ready for immediate use.

• The alarm is sounded immediately and work suspended when a fire or gas release occurs in the area.

• The work site is monitored for 30 minutes after Hot Work stops.

• Authorize continuation of work where additional hazards are identified at the work site. 

• Monitor work time limits specified on individual Permits.

• Restrict the number of Permits an individual Performing Authority manages at any one time.

• Confirm all personnel working within PTW are appropriately trained.

Performing Authority (PA) 

The PA’s main duties are to:    

• Initiate the Permit and identify the hazards and control measures for the task    being planned.

• Participate in any Risk Assessment where required.

• Hold tool box meetings as necessary to ensure that all other persons involved in the task fully understand the scope of the work, the identified hazards and associated controls (and ensure that all participating in the task sign off the work site hard copy of the Permit).

• Provide the culture to “STOP the Job” if anyone feels unsafe or uncertain about any aspect of the task. 

• Ensure that only personnel authorized by the Permit participate in the work and no unauthorized interference takes place.

• Ensure that if there are any changes to the initial Permit conditions the work is stopped and reassessed (Note: these include both changes in the work scope and conditions at the work site).

• Report and interact regularly with the Aria Authority and Issuing Authority on any issues, to ensure risks 

Procedure:Initiation of Permit to Work :A Work Permit (PTW form) must be filled out and approved at the beginning of each workday before work commences. The work permit is a daily permit and will need to be signed off at the end of each workday with comments related to the day’s progress.

A.The Performing Authority initiates the Permit process by completing the first two sections of the work permit.
B.If the work activities will include Energy Isolation (LOTO),Hot Work,Confined Space or Ground Disturbance, the PA will initiate these permits as well.
C.The Performing Authority must complete a JSEA identifying the key steps of the task, the hazards involved with each step,and the methods for controlling each identified hazard.
D.The Performing Authority will submit the completed Permit(s)and JSEA to the Issuing Authority for approval. It is the Permit Requester’s responsibility to ensure that the Issuing Authority has all of the necessary information to determine the proper safety procedures to be followed.
E.Following the completion of the Permit, the Performing Authority shall give the Permit to the Issuing Authority for review and approval.If the Issuing Authority approves the Permit, he/she shall take the Permit to the Aria Authority for his/her review and approval.
F.At a minimum, all Hot Work, Confined Space Entry, Ground Disturbance, “live” electrical work, and Critical Lifts require permit signature by the Aria Authority.

Approval

A. The Permit(s) and JSEA application is submitted to the Area Authority for approval. The Permit application is reviewed for impact on all SIMOPS(simultaneous operations) and/or proposed activities and to confirm that all potential hazards have been identified and precautions specified. Additional information shall be added when necessary.

B. When initial information is insufficient, the application shall be rejected. The application can be resubmitted when the necessary information is filled in on the Permit.

C. The Permit is then approved, subject to specified detailed precautions being implemented under the responsibility of the Issuing Authority.

Preparations

A. The Issuing Authority shall confirm that all necessary precautions are defined, implemented, and maintained in place during the Permit validity period.

B. The Issuing Authority shall confirm that all potential hazards from ongoing and potentially conflicting activities (SIMOPS) are identified. If necessary, additional precautions shall be put in place

C. A Permit shall only be issued after all required safety equipment is in place and all defined isolations are fully implemented.

       

Commencement

A. Utilizing the JSEA process, the Performing Authority must explain the Permit conditions to all persons involved with the job before they start work. All personnel working on the Permitted job must sign the JSEA that is maintained and posted at the work site.

B. Should new personnel be assigned to an active Permit, the Performing Authority must review the JSEA and work scope with the new personnel. Only then can the new personnel commence work on the active Permit.

C. Should any employee working on a permitted job consider that conditions are unsafe for work to continue, they should immediately inform all personnel working on the job, stop the work, make the work site is safe, and inform the Performing Authority and/or Issuing Authority.

D. If the work scope changes (e.g., Hot Work or Confined Space found to be necessary after starting work), an application must be made for a new Permit of the appropriate type for the additional work.

E. The Issuing Authority may withdraw a Permit at any time if the specified precautions and conditions are breached, become invalid, or if operational safety is compromised.

Work Progress     

Depending on work progress, the following instructions shall be followed as applicable:

A. If the work is completed by the end of the shift, the requirements of the Work Completed section apply.

B. If the work is incomplete at the end of the shift, or is suspended during the shift, and the work is intended to continue on the following or subsequent shifts, a new permit must be issued.

a.  The Issuing Authority shall confirm that the Permit and specified precautions and conditions are still valid and that the work does not conflict with ongoing work activities. When appropriate, this involves a work site visit by the Issuing Authority or a suitable delegate. Gas testing and the application of safety bypasses must be carried out where specified. Isolation security must be verified where practical.

b.  The Performing Authority shall explain the Permit conditions (utilizing the JSEA) to all persons before they start work, and shall confirm that newly involved personnel’s signatures are added (at the work site) to the JSEA.

Work Completed or Work Delayed and Permit Invalid

A. Whether work is completed or work is delayed and a Permit becomes invalid, the Performing Authority must confirm that the site is left safe and

tidy and that all personnel have been withdrawn.

B. The Performing Authority shall communicate the work status to the Issuing Authority.

C. The Performing Authority shall confirm that the work for which the Permit was prepared has been completed or delayed, all personnel have been withdrawn, and all plant process and equipment affected by the work have been left in a safe condition.

D. The Issuing Authority shall have the site checked.

E. Where work has been delayed and can now be completed, any new Permit must identify the above Permit’s isolation status, specified precautions and conditions, and all new requirements.

F. The Issuing Authority shall file each Permit and its associated documentation, which shall be maintained at the worksite for a minimum period of one year.

G. Upon completion of work, and particularly for unique or complex work activities, the knowledge gained should be shared

Emergency Suspensions or Cancellations

A. Any time an emergency situation or alarm occurs at the site, ALL PERMITS ARE SUSPENDED. This confirms that personnel are disengaged from the work and that all work activities cease during an emergency or perceived emergency. Before work activities may resume, the work areas, shall be assessed by the Performing Authority. If determined to be safe for work, the Performing Authority will notify the Issuing Authority and the Issuing Authority will authorize the resumption of the work activity.

B. Similarly, if anyone calls for a work stoppage (Stop the Job) because of a perceived or real safety hazard, the Permit is immediately suspended and the ‘Stop the Job’ procedure shall be followed to resolve the situation or concerns. Once again, the Performing Authority will assess the work area, make changes to the JSEA, etc. before resuming the work.

C. If the work stoppage occurs because the scope of work at the work site exceeds or is not accurately described on the Permit, the Permit is to be immediately cancelled by the Performing Authority and this cancellation communicated to the Issuing Authority and Aria Authority. An investigation will be conducted into the reasons for this and corrective actions taken before a new Permit request is presented for review and approval.

Limitation of Active Permits

To confirm that adequate management of all work activities is maintained, the Aria Authority, in conjunction with the Issuing Authority, may place a limit on the number of active Permits the Issuing Authority can control at any one time. All applications for Permits in excess of those allowed by the Aria Authority shall be held and issued only when active Permits are canceled or suspended.

Permit Duration
Permits shall be approved for the work scope and time period specified on the Permit.A Permit must be suspended and re-issued  after one of the following scenarios has occurred:
a.One work shift, with a maximum time of 12 hours, has ended 
b.When the work plan deviates from the original plan
c.After work scope changes
d.When there is a change in the personnel involved
e.Whenever an emergency alarm is sounded

Training

All personnel involved in the use of the Permit to Work system or Permit procedures shall be both trained and assessed as competent to the appropriate level                                                                                          

Auditing

a.Site Management shall carry out quarterly audits of the PTW system.      

b.The audit should include both examination of the documentation and discussion with personnel involved in PTW issue and receipt.  

c.The checklist attached to this procedure shall be used to document the quarterly audits.      

d.The completed quarterly checklists shall be kept on file for a period of three years.