Control of Work

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Control of Work

1 Table of Contents

Introduction 3

Core Control of Work Functionality 4

Isolations Management 6

Job Hazard Analysis 8

Permit to Work 10

Shift Management & Work Handover 12

Considerations 14

2 Introduction Budget constraints and fragmented responsibilities for industrial risk management mean buyers of Operational Risk Management (ORM) software seek out the most comprehensive integrated functionality that can be met by Control of Work software. By enabling transparency and visibility of how everything comes together in their distributed frontline operations through digitalization, they can drive transformative change that has practical and tangible ROI.

INCREASED REDUCTION REDUCTION efficiency savings in supervisor in crew wait time wait times

REDUCTION REDUCTION in annual in recordable downtime safety incidents

3 Core Control of Work Functionality

The stakes have changed. Today’s operating environment is tough. There’s pressure to simultaneously improve productivity and efficiency. But turning strategic intent into operational reality on the ground isn’t easy.

By establishing consistent working practices and conditions, hazardous industry operators can improve their safety performance and prevent incidents. But, Control of Work solutions must be fully integrated into Operational Risk Management architectures to produce real value, and that’s where many permit to work solutions fall short.

To make more informed, effective operational decisions, organizations need to combine information from permits, isolations, and risk assessments to better manage SIMOPS and inform maintenance shift teams with a real-time view of the operational reality across the entire facility.

That’s why Permit to Work, Isolations Management, Job Hazard Analysis and Shift Management and Work Handover comprise the core functionality required for laying the foundation for Operational Excellence strategies.

20%Job Hazard Analysis

Permit36% to Work

Shift20% Management & Work Handover

24%Isolations Management

5 Isolations Management

According to independent analyst and consultant, Verdantix, Isolations Management represents 24% of the core functionality required to satisfy an effective, complete Control of Work solution.

There are (7) top criteria required for managing isolations to consider. Outlined with how each component could operate in a best practice scenario, these include:

INTEGRATION WITH PERMITS SIMULTANEOUS OPERATIONS 1 AND RISK ASSESSMENT 2 (SIMOPS) Data from external systems should It is critically important that be combined into one single everyone has a clear view with permit to work and risk understanding of all work activities assessment data to ensure that happening in their area of the all information is available to make asset to ensure the worksite is safe good decisions. and efficient. A proven system will offer a map view of all activities and functionality to highlight potential conflicts.

6 DATABASE OF EQUIPMENT ISOLATION LIST MANAGEMENT 3 ISOLATION POINTS AND 4 AND TAG GENERATION PROCEDURES The isolation management process A standard list of isolation points should be made as efficient as and procedures helps to ensure the possible to remove frustration, correct isolation point is identified which may result in workers consistently. In addition, this helps taking short-cuts. It is important drive efficiency by allowing users that Isolation Points are clearly to see if there were any issues with identified, immobilized and marked the point previously. for the duration of the job with details automatically generated by an Isolation Management system.

LOCK-OUT TAG-OUT GAS TEST 5 (LOTO) 6 MONITORING

An isolations management To ensure the worksite remains system should help ensure a safe safe during the working period, it working environment. With a robust is vital that gas tests are correctly isolation in place and capabilities done and are clearly recorded for to support cross checking and assurance purposes. visibility of its status, work teams and managers can be assured isolations are secure during the duration of work.

ISOLATION 7 VERIFICATION

For various reasons, not all isolations may comply with a company’s isolation standard or policy. A proven system will inform teams designing the plan when an isolation is created that is non-compliant, which will prompt a risk assessment to evaluate and manage the level risk. All isolation points should be confirmed in the desired state and clearly visible in a management system to ensure scheduled work activities do not conflict. Verification can continue throughout the job to ensure the isolation is robust.

7 Job Hazard Analysis

According to independent analyst and consultant, Verdantix, Job Hazard Analysis represents 20% of the core functionality required to satisfy an effective, complete Control of Work solution.

There are (7) top criteria required for effective job hazard analysis to consider. Outlined with how each component could operate in a best practice scenario, these include:

JOB CATEGORIZATION RISK 1 AND VISUALIZATION 2 ASSESSMENT

By identifying job types and Enabling consistent processes locations, work scopes can be across the business means risk controlled, removing conflicting assessments are conducted in a situations therefore driving robust, efficient manner every time. efficiency. In addition, visualization and search tools can be used to monitor the type of work planned or occurring on the asset.

8 HAZARD CONTROL MEASURE 3 IDENTIFICATION 4 IDENTIFICATION

If you don’t know the risk, you can’t Having a database of hazards and identify the hazard. Therefore, controls helps ensure the impact a pre-defined hazard list drives of hazards and their associated standardization, efficiency and controls are fully understood. A ensures hazards are not missed. robust, automated process helps This will help ensure the workforce users understand the importance is fully involved in the process. of controlling hazards.

ASSIGNING REVIEW, ANALYSIS 5 ACTIONS 6 AND LEARNING

In any busy organization, action A standard process for the review tracking is vital for ensuring and analysis of a risk assessment workers are held accountable helps ensure it is complete and is for delivery. key to ensuring a successful risk assessment process and learning for continuous improvement.

INTEGRATION 7 Reuse of data is vital for driving safety performance improvements. Making that data available across the business adds considerable value.

9 Permit to Work (PTW)

According to independent analyst and consultant, Verdantix, Permit to Work represents 36% of the core functionality required to satisfy an effective, complete Control of Work solution.

There are (8) top criteria required for managing work permits to consider. Outlined with how each component could operate in a best practice scenario, these include:

ACTIVITY DIGITAL PTW 1 DESCRIPTION 2 WORKFLOWS

The permit should ensure the Standard workflows drive the activity is clearly defined and all approvals process to ensure controls are in place to manage the relevant personnel are involved in identified hazards. The appropriate approving the work to start. This level of authority should review process begins when the work is and approve that work is safe to identified, scheduled into the plan commence. The controls in place with an understanding of the scope will support safe work execution. of work and all safety-related dependencies identified – including isolations, scaffolding, and rigging.

10 PERMIT STATUS PERMIT 3 TRACKING 4 COMPLIANCE

Monitoring the status of work Compliance assurance is a critical is critical in any operational part of the control process as environment where situations can well as to support continuous dynamically change; therefore, it is improvement. A best-of-breed important to have a clear, real-time solution will offer compliance understanding of the operational tracking capabilities to drive reality. continuous improvement.

ACTIVITY CHANGE LATERAL 5 IMPLEMENTATION 6 LEARNING

As dynamic change happens, the Having information at your activity needs to stop and be fingertips is vital in the dynamic re-assessed and evaluated for new world of operations. Therefore, or changing sources of risk, and being able to quickly retrieve additional controls may need to be information from the last time put in place. the activity was carried out leads to better decision-making and efficiency.

TRANSLATION INTO INTEGRATION 7 MULTIPLE/LOCAL LANGUAGES 8 Data and systems must be Safety information should always integrated to allow information to be available in local languages to be shared across the organization. ensure clarity. No assumptions should ever be made that could lead to a risky situation.

11 Shift Management & Work Handover

According to independent analyst and consultant, Verdantix, Shift Management and Work Handover represents 20% of the core functionality required to satisfy an effective, complete Control of Work solution.

There are (5) top criteria required for the shift management and handover process to consider. Outlined with how each component could operate in a best practice scenario, these include:

LOGBOOK SHIFT/CREW 1 2 HANDOVER WORKFLOWS By using information that is automatically gathered during The oncoming crew should be the shift, properly collated into provided with a concise handover categories, and published as a in a standard format. Following the handover, leading operators can structured conversation, teams ensure quality information is can electronically sign. In addition, communicated to support a better- all handovers can be made visible quality handover and helps ensure to management, so they have a events that happen at the start of a more detailed understanding of busy shift are not forgotten about. the current reality and can drive quality.

12 REPORTING 3 AND ANALYSIS

The handover should be “frozen” and retained for future audit purposes. This can easily be done with the help of an electronic reporting and analysis engine.

INTEGRATION WITH 4 INDUSTRIAL SYSTEMS

The status of key equipment should be recorded directly to support the shift handover.

INTEGRATION WITH 5 BUSINESS SYSTEMS

Removing the bureaucratic workload from operators in terms of manually connecting permits, isolations and risk assessments ensures they have more time for face-to- face conversations to support a seamless shift change.

13 Considerations

Implementing technology without truly understanding how it enables strategy will only set up digital transformation projects for failure. With over 30 years of experience integrating technology into operational practice, Sphera’s Operational Risk Management Team understands how to practically bring disparate data and business processes together to create actionable insights so people can stay safe and get more done.

By providing visibility of how everything comes together in their distributed frontline operations, a Sphera customer was able to better understand SIMOPS and the tradeoffs they needed to make as part of their operational decision-making – specifically around activity planning. This resulted in strong digital ROI:

$6,500,000 in annual 50% REDUCTION in 75% REDUCTION frontline efficiency savings supervisor wait time in crew wait times

And importantly a 47% REDUCTION 20% REDUCTION in in annual downtime recordable safety incidents

14 And while ROI can be measured in wrench time efficiency and asset uptime improvements, safety gains should also be considered - in particular those that reduce LTIs (lost time injuries), leaks, emissions, near-misses, incidents, property damage, business interruptions, loss of market share, litigation, incident investigation costs and regulatory penalties.

A well-defined approach can result in tremendous gains. As organizations embark on their journey to Operational Excellence with Control of Work, they should:

• Consider how Control of Work can help existing frontline operational processes

• Raise deviation records for any non-conformance that impacts risk on the facility – including procedures, competencies, and more

• Get upstream of operational processes by looking at work planning and scheduling

• Consider risk at all levels of the operation

Contact us to learn how Sphera’s Operational Risk Management can support your digital Operational Excellence journey with advanced capabilities that include integrated Control of Work, operations and maintenance scheduling and planning, process safety barrier management, emergency preparedness and response, operations logbook and shift handover, IT/OT integration and more to enhance organizations’ ability to identify, assess and mitigate risk associated with physical assets and operations in real-time.

Are you ready to turn data into actionable insights? Discover Sphera’s Control of Work application.

sphera.com/contact-us

15 ABOUT SPHERA Sphera is the leading global provider of Integrated Risk Management software and information services with a focus on Environment Health, Safety & Sustainability (EHS&S), Operational Risk Manage- ment and Product Stewardship. Sphera has advanced Operational Excellence for more than 30 years, serving companies and cus- tomers across the globe to create a safer, more sustainable and productive world.

www.sphera.com

For more information contact us at: https://sphera.com/contact-us