Peter Henderson
What is a Permit to work system
Picture this: You’re at a construction site, and there are various tasks taking place simultaneously. Some workers are welding, others are operating cranes, and some are engaged in electrical work. Amidst this bustling environment, a Permit To Work (PTW) system is there to ensure that everything runs smoothly, minimizing the risks associated with these activities.
In simple terms, a PTW system is a formalized procedure that authorizes and controls potentially hazardous work activities. It involves obtaining permission, assessing risks, and implementing necessary precautions before carrying out specific tasks. It acts as a safety net, providing a structured framework to mitigate risks and protect workers.
Why is it important
Safety First: PTW systems put safety first and foremost. Organisations can guarantee that personnel are properly trained, aware of potential risks, and equipped with the essential safety measures by establishing a comprehensive permit application procedure. This should lead to a reduction in Accidents and injuries
Risk Assessment: PTW systems provide a methodical approach to identifying and assessing risks associated with specific tasks. This allows for a full study of potential hazards and the implementation of preventive actions. Organisations that anticipate risks can take the appropriate precautions to limit their impact.
Task Coordination: In workplaces with multiple concurrent operations, a PTW system acts as an excellent coordination tool. Many teams and individuals use it as a centralised communication and collaboration platform. For example- if you have some welding going on in one part of your site you probably want to avoid doing any painting in the same area - but without proper coordination you could easily have two sets of contractors arguing over which job has priority.
How does it work
While the specifics of PTW systems differ between industries and organisations, they all follow a similar pattern. Here’s a quick overview:
1. Task identification: The person in charge of the task starts the process by recognising the work to be done and any potential dangers.
1. Permit application: The person responsible completes a permit application form, providing details about the task, required resources, safety precautions, and proposed timeline.
2. Risk assessment: The permit is reviewed by relevant parties, such as safety officers and supervisors, who assess the risks associated with the task and determine appropriate control measures. A risk assessment will normally be attached to the permit
3. Permit approval: Once all necessary precautions are in place, the permit is approved, granting authorization to proceed with the task.
4. Task execution: The task is carried out as per the approved permit, with workers adhering to the prescribed safety protocols.
5. Permit closure: After completion of the task, the permit is closed, documenting any deviations
The Pisys Electronic Permit to Work system (‘PTW’) is a cloud-based PTW system for creating and managing Permits to Work across any type of business or work site.
Common issues with Permit to work software
Permit to work systems (also ‘Control of Work’) are an ideal way to ensure that work is managed correctly and performed safely and efficiently, but choosing the wrong type of system can sometimes cause more problems than it solves - for example :
- Contractors not qualified to do the work or certification has expired
- Contractors not being aware of other work happening on site when they arrive
- Method statement not being followed by contractors or worse, not available to them
- Required Isolations not being in place prior to work starting
- Equipment not being de-isolated prior to work being completed
- Gas Tests and Fire watch not being performed for high-risk work
- Human error – lost records, incorrect data entry etc.
At the risk of appearing pretty simple and obvious, any one of these issues can, if unmanaged, have tragic results. As Health and Safety Professionals we know that often it’s the simple things that go wrong, and I am betting that many of us have direct experience of at least one of these issues in a live environment.
Paper based systems are a perfect breeding ground for issues like these – they require a huge amount of manual input, with the opportunity for error at every stage, they cannot be viewed and managed remotely, and they often lack the flexibility to accommodate different types of task, leading to ad-hoc amendments to forms. Because paper forms must be physically moved around for approval/handback etc it is also possible that tasks are delayed or worse, commenced without proper authority due to time delays in processing permits.
An electronic permit to work (PTW) system should help to address many of the issues described. Central storage of permits allows all relevant stakeholders to have immediate access to data, and controls can be imposed to prevent permit issue until all required data has been input and validated. As a management aid, the ability to quickly view permits at a specific location should help to identify potential SIMOP issues. Seamless integration with risk assessment processes should also ensure that permits can be raised as part of the RA process, or alternatively, Risk assessments can be created as part of the permit issue process. Our PTW Permit to work software is available as a cloud based solution which allows access from anywhere with internet access.
Implementation challenges
We know that Permit to work systems are core to safe working, however, a variety of challenges can make their implementation and enforcement difficult. In this section we’ll explore some of the most common challenges faced by PTW systems and provide strategies for overcoming them.
Resistance from Employees
One of the biggest challenges faced by PTW systems is resistance from employees. People naturally fear change, so workers may view the PTW system as bureaucratic, time-consuming, and inconvenient, and may be reluctant to comply with the additional paperwork and processes required to obtain a permit. Additionally, workers may be more focused on getting the job done quickly than on following safety procedures, which can lead to noncompliance with Permit To Work requirements.
So – how do we move forward?. It’s essential to involve employees in the development and implementation of the PTW system. You will get a higher level of buy-in from colleagues and compliance with safety procedures when they feel that they have a stake in the process and when they understand the importance of the procedures for their own safety. Communication is also key – it’s important to explain the reasons for the PTW system, the benefits it provides, and the consequences of noncompliance. Training and education can also help to ensure that workers understand the procedures and feel confident in their ability to comply with them.
Most companies which succeed in their Permit To Work implementations relay heavily on a steering committee, consisting of staff from different parts of the organization. The team an provide input on the development and implementation of the PTW system, ensuring that it meets the needs of all workers. Additionally, it can serve as a communication channel, providing regular updates on the progress of the PTW system and addressing any concerns or questions that arise.
Lack of Buy-In from Management
Another common challenge faced in implementing any PTW system is a lack of buy-in from management. They may push back against the additional paperwork and processes required by the system, or they may not fully understand the importance of the system for ensuring safety. Additionally, management may be more focused on meeting production goals and other business requirements than on complying with safety procedures, which can manifest as a lack of support for the PTW system.
Clear communication is essential here . Management need to be made aware of the importance of the PTW system for ensuring safety and reducing risk. They should understand that the PTW system is a critical element of the organization’s safety management system and that the risks of not having a reliable system can be extremely severe, with consequences, both for workers and for the organization as a whole. Providing data on the benefits of the PTW system, such as reduced incidents and injuries, can also help to demonstrate its value.
Involving senior staff in the development and implementation process can have huge benefits . Accessing the experience of your senior team will help to ensure that the system meets the needs of the organization and that management is invested in its success. Additionally, providing regular updates on the progress of the PTW system and its impact on safety can help to demonstrate the value of the system and reinforce the importance of compliance.
Difficulty in Obtaining Buy-In from Stakeholders
PTW systems can also face challenges in obtaining buy-in from other stakeholders, such as contractors, regulators, and customers who may not be familiar with the PTW system, may have different safety procedures in place, or may simply be unaware of the potential benefits of the system.
As before, it’s important to clearly communicate the benefits and importance of the PTW system. Training and education sessions can help, some companies also include an area on their corporate intranet which can also act as a resource for training materials and links to the system. Additionally, it’s important to involve stakeholders in the development and implementation of the PTW system to ensure that it meets their needs and aligns with their safety procedures.
Configuring the PTW system to align with industry best practices and regulatory requirements should help to increase the credibility of the system and make it easier for stakeholders to understand and adopt . You should find that this also helps to streamline the permit approval process, reducing the time and resources required to obtain a permit.
Inadequate Risk Assessment
Risk assessment should be at the heart of every permit , helping to identify and control hazards to ensure that all work is performed safely. A poorly designed or implemented risk assessment process can lead to incorrect hazard identification, inadequate risk control measures, or missed hazards, all of which can lead to incidents or injuries.
A typical risk assessment process will include :
- Identification of all hazards relating to the tasks to be performed under the permit
- assessing the severity and likelihood of those hazards
- identifying appropriate risk control measures to mitigate the risks. It can be helpful to include feedback from multiple stakeholders here
Additionally, it’s essential to ensure that the risk assessment process is carried out by competent and trained personnel who understand the hazards associated with the work and the risk control measures required to mitigate those hazards. It’s also a good idea to regularly review the process to ensure that it continues to be effective.
Inconsistent Enforcement
For the permit to work system to succeed, it’s vital that everyone uses it properly. Particularly if replacing an existing system it’s important that a clean transition is made to the new system so that you do not end up with gaps in the process, causing confusion and increasing risk.
Establishing clear and consistent processes for permit creation and management is critical to success – ensure that all permits are reviewed by suitably qualified personnel at each stage from issue to handback. The system should be flexible enough to cater for all the tasks to be undertaken by the business, without forcing staff to navigate unnecessary or cumbersome screens. Audit teams should also regularly review use of the PTW system to ensure that the permit process is operating as intended and that staff are comfortable with usage