Permit To Work Ensuring a Safe Work Environment Introduction Industrial workers face many hazards in their daily routines. These hazards man- ifest in the forms of toxic and flammable materials, tasks like welding or electri- cal work, or even working in confined spaces. To prevent accidents, all industrial facilities are required to implement safeguards in their operations. A Permit To Work (PTW) system is an integral part of a safe system of work and helps to manage activities that carry potential dangers to workers.
PTW systems form an essential part of the risk assessment process. All tasks should be evaluated to identify the nature of the task and any associated risks and hazards. This evaluation process helps define any precautions that need to be taken when performing a task and also is a driving factor as to whether a PTW is required or not. However, a PTW is not simply permission to work. It’s an essential piece in a system that determines how a job can be performed safely and helps communicate this to workers.
Job safety is not attained simply by issuing a PTW. It’s achieved through the co- ordination of planners, supervisors, and those carrying out the work to ensure that all dangerous work has been analyzed and planned for. Failure to implement sound procedures can create a dangerous working environment and result in se- rious injury to works. Failures in this process stem usually from lack of training or instruction, communication issues, or not understanding the true nature of how the PTW process works. What is a PTW? The terms “permit to work”, “permit”, or “work permit” refer to paper or electron- ic forms that are used in a system designed to help workers meet safety needs. This system ensures that any given task has been properly reviewed so that all safety hazards have been identified and planned for. Permits will document infor- mation like who is authorized to perform tasks, any and all precautions that must be taken, and even information about when and where work can take place.
The PTW system is a formal process used to control hazardous work while elimi- nating the risk of injury and also acts as means of communication between man- agement, supervisors, and workers tasked with executing tasks. Essential features of the permit system will include:
• Identification of who can authorize jobs and any limitations on their authority • Identifying who is responsible for defining safety precautions • Training and instruction on the issue, use, and closure of permits • Monitoring and auditing to ensure protocols are being followed • Clear identification on which types of work are considered hazardous Objectives A PTW systems ultimate goal is to help facilitate a safe environment for person- nel. This is achieved by defining some key objectives for each and every task that poses risk in any way. These objectives are:
• To ensure proper authorization has been granted for work • Communicating the exact identity, nature and extent of the job and the haz- ards involved, and the time during which the job may be carried out • Specifying the precautions to be taken, including safe isolation from poten- tial risks such as hazardous substances, electricity and other energy forms • To keep management aware of all hazardous work in progress What is a PTW? A PTW system will provide an organization with many capabilities that are essen- tial for job site safety, not just in regards to precautions taken for workers actively performing a job but also for everyone in the vicinity. PTW systems provide job sites with critical safety features like:
• The ability to prominently display permits, outlining any warnings or precau- tions that must be taken • Suspension of work if required • Control of work activities that might interact or affect another job • Formal hand over procedures when a permit is issued for a period longer than one shift • Formal hand back procedures to ensure that areas affected by work are safe and ready for reinstatement When is PTW required? Permit to work systems are required for any work that can adversely affect the safety of personnel, facilities, or even the environment. Certain work situations like the following are especially suited for PTW:
• Work involving heat such as welding or flame cutting • Any work generating sparks or other sources of ignition • Working with flammable, toxic, or otherwise dangerous substances • Electrical work • Entry and work within tanks or other confined spaces • Diving • Pressure testing • Working at height The PTW Process Permit to work is a critical aspect of job site safety and as such, the process should be closely followed to ensure that risks are identified and mitigated prop- erly. Failing to do so can have disastrous or even fatal consequences. Display Permits should always be clearly displayed at the work site or in a recognized lo- cation nearby. In addition to being posted at the job site, the person responsible for issuing a permit should also possess a copy of the permit. If the issuer is not present in the work area, the area authority should possess a copy of the permit.
Proper display of permits allows all personnel in the area to understand the scope of work, if there’s any risk associated with it, and what precautions they need to take to be safe. Suspension Work may sometimes be suspended for various reasons. Whether it’s due to a conflict with other work, scope changes, or other reasons, a permit will be sus- pended until work is ready to be continued.
While suspended, a permit stays in effect meaning that even though no active work is being done precautions should be taken. Suspended permits will also be kept in the system for records and any conditions that facilities are left in while the permit is suspended will need to be specified.
Work under suspended permits cannot be started until the issuing authority has verified that conditions are safe and work can continue. The suspended permit will either be revalidated or a new permit will be issued. In some cases, the per- mit may be canceled. As far as the PTW system is concerned, the suspended job is treated as if it were new work when it is restarted. This may be the best option if the suspension of work is indefinite. Interaction It’s important to make sure that activities under a permit do not create danger for another, even if the work does not require a PTW. The PTW Process Any person involved in the process of issuing permits should be aware of any and all interactions and should ensure that when a permit is prepared, the work to be carried out does not interfere with any other activities that are planned or in progress. Shift Handover If work is carried over onto another shift, then a handover procedure should be in place. This process ensures that incoming workers are aware of any outstand- ing permit controlled jobs, the status of each job, and the status of the facility. Any work in progress should be left in a condition that can be easily communi- cated and understood by the incoming shift.
A permit log, file, or display board is an excellent way of recording ongoing per- mits that require a handover procedure. In addition, it’s recommended that the incoming authority approves the continuation of the permit prior to starting work. Shift Hand-backs The hand-back procedure acts as a final checklist for any work performed under a permit, ensuring that all work performed under has been completely success- fully. This process will ask questions like:
• Has the facility or equipment been returned to a safe condition? • Has the resolution been verified by the person responsible for signing off on the permit? • Has the person in control of operational activities acknowledged on the per- mit that the facility or equipment has been returned to the control of pro- duction staff? Permit Authorization & Supervision A PTW system will be fully effective only if the permits are coordinated and con- trolled by an issuing authority and there is adequate supervision and monitor- ing of the system to make sure that procedures are being followed. This should include site visits by the issuing authority to check whether the conditions of the permit are being complied with (as a minimum, at start and completion of the The PTW Process task, with interim checks depending on hazard, complexity, and duration of task).
Managers and supervisions cannot rely solely on reviewing forms to see whether they’ve been completed properly. They should also carry out additional checks on a sample basis. Careful consideration should be given to the number of sig- natures required for a permit. Signatures or initials should only be required when they add value to the safety of the work being performed. Those signing permits or supporting documentation should have specific training and authorization from the organization.
When there is a high risk of danger, the permit should be reviewed by an ad- ditional person capable of authorization prior to being issued. High-risk tasks should be rigorously reviewed and examined before being approved to ensure that workers are as safe as possible when working. Under no circumstances should a person issue a permit to themselves.
Effective supervision of the PTW system can be diluted in the case of a large number of permits under the control of one person. Site management should have arrangements to identify very active periods (e.g. during plant shutdowns) and assess what steps are necessary to maintain the required supervision, e.g. either by limiting the number of active permits or by providing additional re- sources for supervision and coordination of permits.
The duty holder should ensure the permit-to-work system is properly resourced. Permit issuers need sufficient time to check site conditions (as a minimum, at start and completion of tasks, plus intermediate checks as appropriate), to en- sure effective implementation of the system. In particular, high hazard or com- plex tasks will require a greater degree of monitoring. This will restrict the num- ber of permits a single issuer can manage at any one time. Permit Completion Once work has been completed, issued copies of the permit should be reunited and returned to the issuing authority for approval. Both the issuer and the task supervisor will sign off on the work to indicate that the work has been The PTW Process completed pending inspection by all signatory parties.
During the inspection, the permit issuer or a delegated representative will con- duct an inspection of the work site to confirm that it has been left in satisfactory condition. If for any reason the inspector is not satisfied with the job site condi- tions, a signature can be withheld and the permit will stay open so that workers can rectify any outstanding issues.
In cases where the shutdown of systems like fire and gas detection is necessary, these overrides will need to be canceled as part of the permit completion pro- cess. Overrides should be in place for the shortest amount of time possible and they should not necessarily wait until the work has been completed to be can- celed. These scenarios should be clearly indicated on the permit granted.
The process of returning equipment and other facilities back into service, con- firming that the work has been completed, there are no hazards left by the work, all overrides have been canceled, and the operators or supervisors responsible for the area in question can formally take ownership of the equipment or facility. PTW Roles & Responsibilities Site management has the overall responsibility for ensuring that proper PTW systems are implemented and followed. Anyone who carries out work of any kind on a site, whether they’re contractors or employees, will have responsibili- ties and duties under a PTW system. It’s important that each person is adequate- ly trained and knows exactly what their responsibilities and duties are if they are expected to be carried out correctly. Typical roles and responsibilities are outlined as: Permit Issuer • Solid understanding of the nature of work in question • Able to identify any and all hazards associated with the job • Ensure that all necessary precautions are implemented • Inform all people who might be affected by job prior to work beginning • Cross reference permits for tasks that might interact • Arrange for work site to be examined before work begins, on completion of work, and if work is suspended • Manage shift handover and hand-back
Permit Receiver • Solid understanding of the PTW system • Able to identify where they will be working • Perform work once permit has been issued • Able to understand the assigned task and any hazards or precautions that should be taken • Closely follow instructions specified on permit • Leave the site and any equipment being used in a safe condition when work has stopped PTW Roles & Responsibilities
Supervisors (acting as performing authority or permit user) • Ensure that people working under them are trained and instructed on how to use PTW as applied to their particular location • Discuss the job thoroughly with permit issuer • Verify that permit is posted at job site • Brief workers on permit details • Maintain precautions throughout the work activity • Inform workers is circumstances change • Maintain permit limitations • Ensure workers have left the job site in a safe condition • Inform permit issuer of work completion
Contractors (acting as performing authority or permit user) • Ensure that they and people working for them have received adequate in- struction and training in PTW as applied in that particular location • Monitor the training of their employees • Ensure that up-to-date records of trained personnel are kept
Individuals (acting as permit user, site checker or isolating authority) • Must be able to demonstrate a good understanding of the PTW systems that are operated in any location at which they may have to work • Ensure that they do not start work on any job requiring a permit until one has been authorized and issued, its content understood and necessary pre- cautions taken • Ensure that the conditions and precautions specified in the permits issued to them, or for work in which they will be involved, are fully implemented and will continue to be effective throughout the duration of work • Strictly follow all the precautions and safety measures that the permits and instructions state they should take • When in any doubt, or if any circumstances or conditions change, stop work, make the work area safe and get advice immediately PTW Training & Compliance Proper training a compliance to PTW cannot be stressed enough. Organiza- tions that implement PTW systems have a good reason for doing so, often due to dangerous work that must take place. Since this work cannot be avoided, it’s imperative that all employees are properly trained and able to comply with any guidelines set in place. What does a PTW look like? Organizations often design PTW forms to meet specific needs. By creating sep- arate permits for different tasks, an organization can ensure that each permit is able to place emphasis on addressing risks and precautions for specific types of work.
Form design should reflect the PTW system used on the site, allowing any and all personnel to quickly and easily identify a permit as well as all of the important information the permit is displaying. Permit forms help facilitate clear communi- cation between several parties and ensuring that the form conveys the PTW sys- tem accurately is critical to success. Factors to consider when designing a PTW form can include:
• Clearly state who does what and when • Use color coding whenever possible • Place items on the permit in the order they’re performed • Make cross-referencing easy by keeping related information together • Leave enough room for descriptions (e.g. to list area involved, hazards and precautions), • Provide actual quantitative values and limits (e.g. don’t just say ‘must not exceed a critical level’). • Clearly show the approval and closure signature blocks
Permits that are able to specifically address certain kinds of work provide much more value for an organization. Certain types of work share very similar risks and precautions and by defining permits for types of needs, it allows organizations to address each kind of work based on unique needs. Types of permits or certifi- cates can include: PTW Training & Compliance Permits that are able to specifically address certain kinds of work provide much more value for an organization. Certain types of work share very similar risks and precautions and by defining permits for types of needs, it allows organizations to address each kind of work based on unique needs. Types of permits or certifi- cates can include:
• Hot work • Cold work • Confined space entry • Breaking containment • Isolation certificate • High voltage electrical isolation • Sanction to test • Excavation • Diving
Regardless of whatever media is employed at a particular job site or installation, it is essential that the particular use and types of permit are clear to everyone involved or affected by potentially hazardous work. Electronic Permits Permits can be generated electronically and a large number of organizations are using this type of system. This can drastically reduce the amount of paperwork involved in the permitting process. Prior to implementing an automated permit system, an organization should ensure that:
• Access is secured to prevent unauthorized issue or acceptance • Permits cannot be issued remotely without a site visit • Operators are trained to assess specific jobs before issuing permits • Printing of permits is enabled for display at the job site • Approval process for existing permits has been modified to comply with soft- ware Auditing & Review The ultimate success of a PTW system depends on the training and knowledge of the people carrying out the activities in question. If they do not have a sound understanding of permit or isolation requirements, what it means to them and what their responsibilities are, the system will have a limited effect on preventing accidents.
PTW, certificates, and risk assessments should be retained at the job site by the issuing authority for at least 30 days after completion. After 30 days, these docu- ments should then be archived for later review if needed.
In addition to checks carried out by issuers, PTW monitoring checks should be undertaken by site management and supervisors to verify compliance with work instructions and safety measures. Information gained from monitoring permits should be used to promote safe work practices on the job site.
The permit system should be regularly audited by personnel who are well versed in the system, preferably as an external resource so that they’re able to be as objective as possible. Audits should examine monitoring records and other his- torical records. Any instances of non-compliance with the PTW system should be recorded and remedial measures tracked to ensure that all issues are closed out.