Engica ptw-electronic-permit-to-work-step-change-

A Step Change In
Safety Management

An engica overview of safety
management using electronic PTW
systems with an Integrated Safe
System of Work (ISSoW)

Topics
Ÿ Safer Safety Management
Ÿ An Approach to Securing an Improved Safety System
Ÿ Electronic ISSoW Systems
Ÿ Industrial Sector Approaches
Ÿ Adoption and Implementation
Ÿ Synopsis

Copyright: Engica Technology Systems Intenational © 2003

A STEP CHANGE IN SAFETY MANAGEMENT

Safer Safety
Management
All industries have issues
with safety, some more
than others and some who
have had regrettable and
unpleasant experiences.
Industrial organisations have the responsibility to
adhere to regulations, retain records, mainta i n This short review looks at various aspects of safety
standards, and if concerned improve in house safety and software associated with work risk assessment
standards. Under the umbrella of HSE directives, and permit to work (PTW) systems in the energy
initiatives and a number of industrial safety focus and chemical industries. Its scope is to explain how
groups there has been significant promotion of task an electronic software system can be used to assist
risk assessment with the aim to improve safety. Within the necessary processes. It also covers general
the UK oil & gas sector there is also an alignment of aspects of implementation and the various issues
idea's associated with permits and naming practices to associated with the adoption of software tools to
standardise certain core aspects. P a r t i c i p a n t s make a step change in safety management.
demonstrate a positi v e p r o a c t i v e a t t i t u d e t o
implementing such standards but adoption timetables
are yet to be confirmed. Safety Implications
The Energy operators have a number of additional Most people would regard safety from the point of
issues to handle influenced by international operation view of their own and colleagues well being and
and rapid ownership and equity changes. The effects rightly so. There are howeve r o t h e r d r i v e s
of increased asset disposal and acquisition, build and stemming from commercial and production issues
maintain life cycle contracts, global expansion, ageing including insurance premiums, operational uptime
experience, regional skills shortfalls, increased staff and environmental laws. The combin e d
mobility and contract outsourcing to mention a few, all requirements are now prompting organisations to
bring a strain on safety knowledge and local practice. seek and adopt more systematic approaches to
These effects must be count e r b a l a n c e d w i t h enhance existing methods.
techniques not only to maintain levels of safety but to
strive to improve them. Safety processes with the rig h t d i s t r i b u t e d
knowledge and correctly applied precautions will
Engica hav e b e e n a c t i v e l y i n v o l v e d i n w o r k handle safety effectively, but this statement holds
management techniques for over two decades and the key to the problem "distributed knowledge and
over the past five years have made substa n t i a l correctly applied precautions". Each person often
investment into a focused design and development relies upon measures ta k e n b y o t h e r t e a m
group to construct an Integrated Safe System of Work members. If one reflects upon serious events in
(ISSoW) software syste m . T h e p u r p o s e i s t o hindsight they all could have been avoided with
consolidate the ideas and initiatives derived from the appropriate precautions and controls. Lessons
various focus groups to support our existing and learned springs to mind. Management's k e y
prospective clients. The Q4 Safety ISSoW system is objective should be to establish intrinsically safe
now being launched into active duty having undergone methods with near zero risk tolerance, and get
major verification and site acceptance trials to attain them working without bankrupting the organisation
intrinsically safe certification. in the process.

An engica overview of safety management using electronic PTW systems with an Integrated Safe System of Work (ISSoW)
Page 1 of 8


An Approach to Securing an
Improved Safety System

Engica's approach is not to assume that a single system with, say,
preset permits will satisfy all organisations. It is recognised that
radical changes in many cases could cause more problems than
solutions. Staff in general are used to their existing paper based
systems that have been derived over time within their organisation.
What is beneficial in many cases is a step enhancement to
strengthen the process rather than radical change.
This does not go against the grain One shoul d n o t i g n o r e t h a t Although many may think that
of standardising certain elements changing practices takes time. safety systems have al r e a d y
of safety which has been done The sensible approach is a step been made electronic or have an
successfully in many aspects such by step philosophy to accumulate opinion that such systems do not
as hazardous s u b s t a n c e s a major step change. improve the process, it should be
definitions or lifting regulations. noted that this ar t i c l e i s
For example colour standards of The industrial organisations we discussing a more advanced and
the various permit and certificates deal with in safety management highly integrated safe system of
would seem sensible in industrial range from power generation, oil work approach.
sectors to help cross company & gas, chemical and pr o c e s s
working especially for contract based i n d u s t r i e s . T h i s h a s Such systems are now be i n g
personnel. Another item could be allowed Engica to draw upon the adopte d i n t h e e n e r g y a n d
t h e s t a n d a r di s a t i o n o f past and current practices in use proces s i n d u s t r i e s a n d w e
authorisation naming in each sector during o u r believe they will be c o m e D E
nomenclature. These aspects rely research. It has presented us FACTO in the course of time. No
up o n g o v e r n m e n t a n d with the insight into sys t e m s doubt you will have opinions and
organisation forums to establish advancement. T h i s h a s a n d Engica welcome comment and
common practices although it is continues to be done, by critical participation in r e l a t e d H S E
worth noting tha t e l e c t r o n i c analysis and by using the best forums.
systems are well positioned to methods from each sector. Our
adopt and impose such standards. research into task ri s k
assessment and its approa c h
In man y c a s e s , i t i s t h e however has derived a method
application of current or slightly that f i t s a l l i n d u s t r i e s a n d
enhanced permit and certificate provides integration from both
form f o r m a t s w i t h i n a n e w work management and permit
electronic system that will gain aspects.
the acceptance of use.

Page 2 of 8


Electronic ISSoW Systems
Advanced electronic permit to work
(PTW) s y s t e m s a r e n o w b e i n g
classified as Integra t e d S a f e
Systems of Work (ISSoW) and such
systems have a d v a n c e d w e l l
beyond the t r a d i t i o n a l p r i n t
certificates forms m o d e o r
independent risk asse s s m e n t
module.
The Q4 ISSoW system for example combines all the Q4's design allows the integration of an existing
elements of work flow, hazard mitigation and permit work systems into a seamless environment, for
procedural methods into a unified process supported example, work orders and work packs (sometimes
with relational intelligence. The safety controls and known as modules) are presented to the r i s k
execution activities are supported with intrinsically safe assessment process electronically bringing all of the
cross check methods to add real value in improving the elements into a unified process.
safety process in its preparation, execution and return
to service phases. The output is a safety work pack One of the counter arguments to electronic systems
detailing the procedures and confirmation checks to is that a robotic electronic system could lead to
make it safe. disaster due to the use of provided information
without due diligence. For example using a template
Knowledge based ISSoW process i n g o f s a f e t y that does not exactly detail the environmental
information such as risk assessments; plant isolations circumstances of the work. This of course can
allied with lessons learnt provide safety engineers the happen in a paper based system, where people
tools to process permits and certificates in an informed photocopy a past risk assessment for use. In the
and highly integrated manner. case of the Q4 system, the system either questions
or requires a check statement on each element to
A rule based flow process can be applied to the Q4 induce a rigorous process. In addition the system
ISSoW based system; configured to each permit or groups each element in a fashion to give the big
certificate type with authorisation signoffs. Each picture as well as the detail. For example isolations,
process provides an audit trail, an approac h i n lifting and material substance hazards are accessible
principle to strengthen the s a f e t y c h e c k s a n d as a unit via the risk assessment. Finally on this
responsibility awareness. The managed flow of say a aspect, in all safety matters it must be understood
toolbox or pre-work check for examp l e c a n b e that it is the responsibility of the Author i s i n g
enforced by virtue of a signatory confirming its physical Authority (AA), Senior Authorised Person (SAP) or
performance and risk acceptability. equivalent to confirm its integrity and it is the
responsibility of engineers to conform to the risk
The risk assessment process of Q4 brings all aspects assessment and permit scope. This applies equally
into the assessment process; this may even include to paper or electronic system.
other developed applications such as COSHH, MSDS,
LOLER, ATEX, DSEAR as examples. Normally the result A major advantage to highl i g h t c o m e s f r o m
can be electronically glued to the main assessment procedural documents that are updated assuming
using Q4's connection technology o r i t c a n b e they are encapsulated in the ISSoW electronic
referenced. The risk assessment tree provides hazard system. Such changes will immediately be fed to
counter measures with precautions and controls for personnel within the appropriate domain of use. This
each element or step of work. A risk matrix can be in itself overcomes the problem of maintaining racks
used on each hazard to classify the consequence and of hard copy procedural manuals and increases the
estimated probability. chance that they will actually be read!
Page 3 of 8


Electronic ISSoW Systems
Practical ISSoW Usage Issues
Assuming that a system has the necessary functionality
and processes, successful adoption depends on two key
factors: - ease of use, this one we classify as natural use
and the other is the speed of use.
"Speed of use is vital."
Even the most functionally rich system if tediously
slow will result in operators finding ways of
bypassing the system. After all a good system is
about providing information in order to give more
time to the consideration of the safety issues, risk
assessment and precaution precision with regard
to the tasks at hand, not just to a c t a s a n
executive safe guard to litigation. The measure
should be at least equal if not quicker than
manual methods.

"Natural use is important."
Systems designed for rocket scientists are only
good for rocket scientists. This does not mean
that a bit of training is not needed but it does
mean that the system provides an intuitive and
consistent interface at each stage or phase of the
safety assessment or permit assembly. Q4
systems for example have been developed by
standing over the shoulders of safety engineers
and watching experienced and novice users use
the system many times to refine its interface. We
do not accept inco h e r e n c y b l a m i n g i t o n
technology shortfalls. This has led in one of its
key features to represent on screen permits as if
actual paper permits, or isolation certificates.
The simulation of paper methods with data
enhancing reflect natural processing rather than
separate element screens. We call this WYSIWYG Other factors come to bear where certain types of
"what you see is what you get". Have you tried repetitive work require processing. Processing that
some web based systems where you fill out a takes excessive time will inevitability be bypassed by
segment, go back to another and your original staff like it or not. This situation has to be avoided
input is lost and you feel lost. Yes it might be OK and can be accomplished with risk assessment
to purchase a book on-line but it's no good when library and process route. This still ensures a risk
you have spent a lot of time defining the isolation assessment and signoff process but provides an
and lost your information! effective streamlined method for this type of work.

Page 4 of 8


Industrial Sector Approaches
Our observation of the oil & gas,
power generation and chemical
sectors show that each has a
framework of permits and
certificates that reflect practices
within that industrial sector.

Taking the the Oil & Gas sector first, its "permit form"
generally acts as a risk assessment along w i t h
references to applicable isolation and other related
certificates. The Power Generation industry tends to
provides risk and method statements that are attached
to a work order along with specific PTW and isolations
certificates that have to be obtained prior to work
commencement. In essence both are similar but the Improved Safety
presentation of information varies substantially.

It is difficult to generalise in a short overview, but a
Planning & Tracking
brief synopsis is that the Oil & Gas industry in the UK
feature a permit which contains a check approach to Engica have introduced two new concepts and
risk assessment with attached isolation certificates. methods to support the safety process, one being
Most systems provide a form of surren d e r a n d the m e c h a n i s m t o p l a n s h u t d o w n s a f e t y
handover method with an emphasis on the permit valid requirements visually and efficiently. The other is
duration and its expiry time. Power Generation in the an introduction of a digital dashboard to inform
UK tends to lead with an appropriate permit containing operational controllers of all work permit activities,
the isolations, controls and precautions with a risk and permit location tracking and validity status.
method statement attached to the work order.
The Q4 ISSoW Safety System provides a unique
All sectors in UK use various arra n g e m e n t s o f and powerful integration with Microsoft Visio to
lockboxes and lock bars to secure perm i t s a n d develop visual isolation networks that can serve in
isolations. UK Power plants substantially utilise lockbox the preparation of isolation documents for a plant
cross locking as a more common feature to derive outage or shutdown. The functions provide a visual
cascaded permits. Cascaded locking introduces a more drag and drop mechanism on Equipment an d
complex arrangement to manage in terms of permit Isolations to provide a system, or sub-system
planning and release but provides efficient lock network, that can be called upon to generate
arrangements and faster shutdown isolation to work documents within the permit system. You can use
release. Note the method does not compromise safety. Visio to draw your lock boxes or bars in any way
USA power and oil operators on the other hand tend to that is convenient and clear. Then, drawing data
rely on isolation lists which are a form of isolation directly from the safety database use our unique
certificate with plant tagging rather than lock box Visio integration to assign equipment, isolations and
security. The nuclear power business in both UK and other information directly onto the Visio diagram.
USA exhibit substantial additional safety cross checks Draw on cascades and cross-locks for an outage
and authorisation clearance. Chemical and process and then save the entire design straight into the
organisations seem to use a hybrid of such systems safety system as an outage or shutdown template.
with process strength dependent on the danger rating
of the site.

Page 5 of 8


Adoption and Implementation
Safety is no doubt one of the top priorities to
operators and introducing a step improvement
change to safety methods needs a plan, resource
and a supplier with the necessary expertise.
An electronic system can be installed and configured quite quickly onto an organisation
network. A summary of elements associated with an electronic system configuration are
shown below.
Ÿ Configuration of Screen and Hardcopy Permit and Certificate Forms along with State Flow Logic
Ÿ Entry of Authorisation personnel and permissions
Ÿ Injection of Plant Isolation Information (note: - can be grown with system)
Ÿ Injection of Risk Assessment Information (note: - can be grown with system)
Ÿ Configuration of Site Drawing for Digital Dashboard (optional)
Ÿ Integration with existing Work Management System (optional)

It is the definition and the adoption programme tha t
needs special attention. As one might guess the
definition stage presents a series of challenges to
get agreement if methods are going to be improved
over the existing process rather than a current
system setup. For the oil and gas offshore people
getting people together should be factored into the
plan. Always put in place a project manager with
the authority level to facilitate and make decisions.
Allocate realistic timescales but with hard target
milestones. All pretty obvious but needless to say
are the reasons why many software systems get
delayed. Engica are obviously here to help the
process. Our UK office currently implem e n t s
numerous major systems each year so we've seen
and been there. We rely on success for our next
job so we want our clients to shape up well.

Quality training is centr a l t o t h e u s e o f a n
Integrated Safe System of Work. Central to the use Here are some aspects that pertain to
of the Q4 Permit system are a series of training offshore sites
packages to get the system working effectively for
all your staff and contracting personnel. A series of Ÿ Project Management
purpose built training packages to get the system Ÿ Awareness and Communication Campaign
implemented across the field and onshore sites can Ÿ Purpose Built E-Training Adoption Package
be constructed to install confidence in the system Ÿ Procedure Manuals
and the discipline to use the systems correctly. In Ÿ Super User and Administ r a t i o n S y s t e m
addition purpose built e-learning courses can be Training
designed as part of the overall project. The e- Ÿ Mass Staff Training
learning courses are tailored around the necessary Ÿ Offshore Handholding
level of knowledge each user needs.

Page 6 of 8


Adoption and Implementation
Operational Languages
International installations with regard to nativ e
language operators such as China and Kazakhstan
have to be borne in mind. The Q4 Safety system has
been purposely designed for multi-lingual deployment.
This can be in the pure native langua g e w h i c h
substantially applies to Power utilities, whilst oil and
gas often uses English as its management language.
Having a single language however may degrade its
message functions to native staff. Engica overcome
this by having dual language formats on both forms
and data. This type of configuration takes longer to
implement and increases the cost of a system due to
providing dual language training and other elements.

As a footnote our experience is that Polish translation
represented one of the harder languages to present
due to phrase and field label lengths. Chinese or
symbolic script is surprisingly much easier but requires
the whole system to be uni-coded which Q4 is. Another
advisory point is to choose a system that has already
undergone one system multi-language use or you will Cost Considerations
be waiting a long time for its delivery, Engica's first
translation experience was Japanese over ten years Recognising that safety should not be sacrificed for
ago and we had to learn many hard lessons about data cost, it is however normal to factor the cost into a
base query language handling and other language solution selection. With regard to a Software Safety
interface factors. Engica are pleased to say that we Management System a view must be taken not only
have developed the necessary techniques to overcome on the initial implementa t i o n w h i c h s h o u l d
these factors and have a track record of proven use in encompass the necessary project elements to make
many languages. the installation a success but also confirmation on
the life running costs. Selection of the technology
and its underlying architecture play a key role in
Life Cycle Considerations keeping the costs fair with regard to sys t e m
support, upgrades and development of new custom
elements that may be needed. Sound advice is to
Situations vary depending upon the plants life cycle
always check with existing users and to question
which can categorised into six basic phases; plant
variation to contract costs as well as overall costs.
design, plant construction & commissioning, early life
operation, mid-life operation, late-life operation but
Factors such as experience, size of user base,
approaching retirement and finally decommissioning &
integration track record and international support
disassembly. All require a comprehensive approach to
may well affect a solution choice. The best is not
safety but d e s i g n t o m i d - l i f e o f f e r t h e b e s t
necessarily the most expensive but the application
opportunities to apply new electronic systems if looking
choice must have a pedigree of proven use to avoid
at the return on investment.
problems with a mission critical safety system.
The oil and gas industry have a good track record of
Engica feel well positioned in all of the aspects
early deployment of management systems and new
mentioned above and more, and can a s s e s s
design and builds offer a great opportunity to get
potential client requirements and prepare a detailed
systems set up even through the design phase ready
project plan with unambiguous costs for both the
for the construction and operation phases.
implementation project and its life cycle costs.

Page 7 of 8


Synopsis
The age of Integrated Safe System of Work
ISSoW systems is taking shape and there are
a number of further techniques not covered in
this short article that can also assist a safety
engineer. The next decade will see substantial
improvements although a completely risk free
environment is somewhat hard to envisage.
Dealing with high energy, Mother Nature,
harsh environme n t s a n d a b s o l u t e s t a f f
awareness all create a challenge to safety.

For more information see
www.engica.com

Engica Technology provide software,
implementation and integration for
mission critical maintenance, work
flow, safety and logistic management.

Author: Ken Huskisson
Copyright: Engica Technology Systems
Intenational © 2003

Page 8 of 8

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