1) Electronic permit to work systems can improve work safety by streamlining repetitive paperwork tasks without compromising safety standards. This allows workers to spend more time on high-value safety activities. 2) A good electronic safety system guides users through correct safety procedures and authorizations, provides checks to strengthen the safety process, and supports both standardized and customized safety workflows. 3) Implementing an electronic safety system is an evolutionary process that standardizes safety procedures across assets while allowing customization. It requires defining new processes through collaboration and providing training to ensure proper adoption.

1. Technology & Services
How Electronic Permit to Work Systems Can Improve Work Safety
a report by
Engica Technology
E-permit systems have seen rapid advancement in
recent years and are currently gaining increasing
attention in the global oil industry. At this point the
questions many people are asking is ‘why use a
computerised system for safety management’ and
‘what are the benefits’?
Engica Technology is a specialist supplier of
electronic safe systems of work with over 20 years
experience in safety and workflow management for
major oil and gas clients globally. This short article
will outline some of their experiences of the
practical issues and benefits relating to e-safety
management technology and examines what is
involved in the adoption and implementation of an
electronic safety system.
Rather than seeing electronic systems as a
revolutionary change in the way the safety process is
carried out, a more accurate perspective is that
computerised safety management is more of an
evolution in methodology and a good system will guide users through the correct sequence of procedures
support and streamline the current process rather and authorisations. The result is that more time can be
than replace it with a new one. spent on high value activities with an improvement in
control over safety issues.
With rising oil and gas prices there is considerable
pressure to carry out maintenance tasks quickly and The Drive
maintain production levels; however, most oil
companies, safety professionals and senior operations Aligned with the factors previously discussed, there is
staff would rather not have a serious incident on their currently a major drive among companies in the
platform or processing plant because of the human energy sector to standardise safety procedures across
consequences, and also financial cost of accidents, not their assets. Energy operators have a number of issues
to mention the negative effect on the company’s to handle influenced by international operation and
worldwide reputation. rapid ownership and equity changes. The effects of
global expansion, ageing workforce, regional skills
In addition to this, the last thing any safety manager shortfalls, increased staff mobility and contract
wants is for workers to switch onto autopilot and outsourcing to mention a few, all bring a strain on
become complacent, which can easily occur with safety knowledge and local practice. These effects
repetitive maintenance tasks that need to be completed must be counterbalanced with techniques, not only to
quickly. The result can be careless safety assessments maintain levels of safety but to strive to improve them.
and in the worst case scenario a major accident;
therefore the optimum situation is one in which it is While companies require a single standard corporate
possible to complete the repetitive paperwork aspect of safety system, they also want a system that is theirs,
the safety process in a minimal amount of time without using their own documents and processes and one
compromising safety. This is where an electronic that can meet the varied needs of different business
system plays a role and in fact a good system will also units. Engica’s approach is not to assume that a single
strengthen the safety process with cross checks, which ‘out of the box’ solution with, for example, preset 1
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2. Technology & Services
flow of, for example, a toolbox or pre-work check
can be enforced by virtue of a signatory confirming its
physical performance and risk acceptability. Work
handover due to shift change, often a time that
requires particular care with respect to safety issues,
can be supported in a similar manner.
Isolation Management
Another important element of work safety that
permits and workflow will satisfy all organisations. It deserves special attention is the isolation of
is recognised that radical changes to fit a software equipment to ensure work can be carried out safely.
solution in many cases could cause more problems This process is managed by different companies and
than solutions. Staff in general are used to their industries in different ways. A variation of lockout
existing paper-based systems that have been derived methods such as keysafes/lockboxes and lockbars are
over time within their organisation. What is employed to ensure control over isolation and
beneficial in many cases is a step enhancement to de-isolation, as well as the method most widely used
strengthen the process rather than radical change and offshore of tagging isolation points. These systems
a flexible system is essential to support this. It is the vary considerably in complexity and because of this
application of current or slightly enhanced permit and the Q4 safety system has the capability to support
certificate forms and safety processes within a new each of the methods discussed. This ranges from the
electronic system that will gain the acceptance of printing of isolation lists and tags through to visibility
users. One should not ignore that changing practices of shared isolation points, cross locks and key
takes time. The sensible approach is a step-by-step cascades and graphical key safe planning.
philosophy to accumulate a major step change.
Integration
Using Technology
Q4’s system architecture also allows integration with
The next question to ask is ‘what can technology do an existing work management system to form a
to help with various aspects of the safety seamless environment. For example, work orders and
management process’? work packs (sometimes known as modules) are
The Q4 safety system, for example, combines all of the presented to the permit and risk assessment process
core elements of work flow, hazard mitigation and electronically, bringing all of the elements into a
permit procedural methods into a unified process unified process. This provides a powerfully
supported with relational intelligence. The safety synchronised workflow and safety management and
controls and execution activities are supplemented unlocks maximum business benefits from close
with intrinsically safe cross-check methods to add real integration between systems. Interfaces with other
value in improving the safety process in its preparation, client software such as document management
execution and return to service phases. The output is a systems can also be created, allowing the attachment
safety work pack detailing the procedures and of electronic documents including permits and
confirmation checks to support safe work. isolation diagrams (P&ID), work procedures and
photographs to safety documents.
Knowledge-based Processing
Real Time Dashboard
Knowledge-based processing of safety information,
such as risk assessments and plant isolations, allied Finally the Q4 ‘realtime dashboard’ provides browser
with the capture of lessons learnt following work based access to permit status from anywhere on the
tasks, provide safety engineers with powerful tools to network. The dashboard uses maps of the facility to
process permits and certificates in an informed and allow the user to navigate around views of the
highly integrated manner. platform or plant. Each view displays all active
permits and isolation certificates, along with any
Rule and Role Based active risk assessments that have no associated
permit/certificate. Expired documents are shown as
A rule and role based flow process can be applied to flashing and each document type has its own
the Q4 safety system; configured to each permit or customisable icon and colour.
certificate type with authorisation signoffs. Each
process automatically generates an electronic audit Practical Issues
trail, an approach in principle to strengthen the safety
2 checks and awareness of key personnel. The managed Speed of Use
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3. How Electronic Permit to Work Systems Can Improve Work Safety
approach to projects is vital. This ensures that
Even the most functionally rich system if tediously companies realise the core improvements in
slow will result in operators finding ways of efficiency and increased adherence to safety best
bypassing the system. After all, a good system is about practice, which are an essential element in the
providing information in order to give more time to current constantly evolving industry.
the consideration of the safety issues, risk assessment
and precautions relating to the tasks at hand, not just Safety is no doubt one of the top priorities to
to act as an executive safeguard to litigation. The operators and introducing a step improvement
measure should be at least equal, if not quicker than, change to safety methods needs a plan, resource and
manual methods. a supplier with the necessary expertise.
Natural Use An electronic system can be installed and configured
quite quickly onto an organisation’s network. A
Systems designed for rocket scientists are only summary of elements associated with an electronic
appropriate for rocket scientists. This does not mean system configuration will now follow.
that some training is not required, but it does mean
that the system should provide an intuitive and • Configuration of screen and hardcopy permit and
consistent interface at each stage or phase of the certificate forms along with state flow logic.
safety assessment or permit assembly. Q4 systems have • Entry of authorisation personnel and permissions.
been developed by standing over the shoulders of • Collation of plant isolation information.
safety engineers and watching experienced and • Collation of risk assessment information.
novice users use the system many times to refine its • Configuration of site drawing for digital dashboard.
interface. It is not valid to accept incoherency, • Integration with existing and other work
blaming it on technology shortfalls. This has led to management systems.
the development of on-screen permits and forms that
accurately reflect existing paper permits or isolation It is the definition and the adoption programme that
certificates. The simulation of paper methods with needs special attention. As one might imagine, the
data enhancing reflect natural processing rather than definition stage presents a series of challenges to
separate element screens. This is known as ‘what you obtain agreement if methods are going to be
see is what you get’ (WYSIWYG). improved over the existing process rather than
merely replicating a current system setup. For the
Other factors come to bear where certain types of offshore oil and gas industry scheduling project team
repetitive work require processing. Processing that discussions should be factored into the plan. Always
takes excessive time will inevitably be bypassed by put in place a project manager with the authority
staff. This situation has to be avoided and can be level to facilitate and make decisions. Allocate
accomplished with features such as a risk assessment realistic timescales but with hard target milestones.
library and process route. This still ensures a risk All these points may seem evident, as are the reasons
assessment and signoff process, but provides an why many software systems are delayed. Engica are
effectively streamlined method for this type of work. here to help with the process.
Adoption and Implementation Training
Engica have built up an extensive knowledge base of Quality training is fundamental to the use of a safety
the key issues relating to the adoption and management system. Central to the Q4 safety system
implementation of safety systems through the are a series of training packages to make the system
delivery of projects for major operators such as work effectively for all staff and contract personnel
Chevron Texaco, BP, Marathon Oil, Kerr McGee and instil confidence in the system. In addition,
and Qatargas. This expertise in ensuring installations purpose-built e-learning courses can be designed as
are rolled out on time and within budget has often part of the overall project. The e-learning courses are
been in challenging locations such as the South tailored around the necessary level of knowledge
China Sea, offshore Angola and the North Sea. each user group’s needs.
Experience has also been gained through working in
a diverse range of operating environments, Some aspects pertaining to offshore sites are:
encompassing both offshore and onshore facilities
such as platforms, floating production storage and • project management;
offload (vessels) (FPSOs), liquified natural gas (LNG) • awareness and communication campaign;
plants and refineries. • purpose-built e-training adoption packages;
• procedure manuals;
The important thing to note is that an innovative • super user and administration system training; 3
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4. Technology & Services
• mass staff training; and safety engineer. The next decade will see substantial
• offshore handholding. improvements as more companies adopt electronic
methodologies and new developments evolve to
Languages improve industry best practice.
International installations with regard to native Engica Technology provides software,
language operators, such as China and Kazakhstan, implementation and integration for mission critical
have to be borne in mind. The Q4 safety system has maintenance and safety management. ■
been purposely designed for multi-lingual
deployment and has the ability to run dual language
versions simultaneously. Contact Information
Synopsis For more information:
The age of electronic safe systems of work is taking Website: http://www.engica.com
shape and there are a number of further techniques
not covered in this short article that can also assist a
4
BUSINESS BRIEFING: EXPLORATION & PRODUCTION: THE OIL & GAS REVIEW 2005