Electronic Permit to Work or e-PTW software proves to be a very useful and convenient tool to establish Control, Coordination and Communication following correct work sequences among the participating agencies through computer system, facilitating:
✔ Full view of the entire work scenario to enable the in charge to take correct and fast decision
✔ Right, definite and quick communication
✔ Smooth flow of work, saving time, avoiding lengthy paper work
✔ Easy & quickly retrieval data bank
Why e-PTW?
✔ For lengthy, intricate, and voluminous jobs engaging large number of agencies and work-force and tackling variety of hazardous work situation with application of lockout-tagout isolation systems, it becomes a gigantic work to run about, contact people personally, take their clearances, making entries on the forms with signature etc.
✔ When the control centers are located at far distances and in tough geographical terrain, exercising physical control becomes extremely tedious and time consuming
✔ If any reference is needed with previous jobs undertaken earlier, one has to search the same physically from maintained library of documents
✔ The authority in command is faced with large number of PTW applications for the various location of the complex and he has to scrutinize among them taking into consideration the entire work process.
Permit Control:
“Everybody understands simplicity”
Management of permit to work documents and certificates. System supports the full cycle
of Permits and Certificates and comes with a customized workflow to validate steps to
promote safe working practices.
✔ Notification generation
✔ Permit creation
✔ Role & Rule controlled
✔ Awareness & Acknowledgement
✔ Concurrence & Authorization
✔ Email notification
✔ Issue & Surrender control
✔ Re-issue control
✔ Issue for testing
✔ Valid to & Expiry
✔ Surprise inspection by safety team
✔ Full audit trail & History
✔ Gas testing
✔ Related safety documents
✔ Attachment
TYPE OF DOCUMENTS:
✔ Risk Assessment (JHA, JSA, TRA)
✔ Hot work permit
✔ Cold work permit
✔ Isolation certificate
✔ Confined space certificate
✔ Radiography certificate
✔ Scaffolding certificate
✔ Dive certificate
✔ Excavation certificate
✔ Gas testing records
PERMIT FLOW:
e-PTW controls the sequence of status changes a permit is moved through during its life cycle with its flow engine. The software provides facility to authorized parties to mention all necessary procedures, isolations and authorization are completed before moving to the next stage in the sequence.
e-PTW manages the entire permit process, including: granting permission, preparing & approving a permit, issuing it for work to commence, testing it and closing it following job completion.
STATE EXAMPLES:
✔ Raised
✔ Submitted
✔ Approved
✔ Available
✔ Issued
✔ Surrendered
✔ Closed
✔ Cancelled
✔ On Hold
✔ History
Isolation & Control:
“Making plant SAFE to work on”e-PTW contains feature to manage the entire isolation process with controls and checks to support logical process flow, ensuring the synchronization of plant isolation with permits.
The software guides users through the process by selecting the isolations required while checking if they are already being shared by other work.
The isolation & de-isolation process can be managed with Lock or Tag control. It gives engineer the ability to print out Isolations list & Tags that can be taken to the worksite and used to carry out the required isolations which are then recorded in the software.
ISOLATION POINT VERIFICATION:
e-PTW system facilities barcode tag labels and
RFID tag item identification technology. Mobile
devices can be used to upload specified isolation points in order to provide plant engineers the ability to locate and confirm the isolation points as specified.
Appropriate isolation sequences and individual
points are provided to the user to perform and
confirm the work using RFID plant identification and matching tag label barcodes. On completion, the information can be uploaded to affirm specified isolation points have been applied. The system facilities de-isolation procedure in a similar manner.
FEATURING:
✔ Isolation points & types
✔ Isolation states
✔ Shared isolations
✔ Procedure attachments
✔ Tag & lock box detail
✔ Audit & History
Job Safety Analysis:
“PROVIDING A STRUCTURED METHOD APPLIED TO WORK PRACTICES TO MANAGE THE RISK OF ACCIDENTS DURING WORK ACTIVITIES”
Following task definition the job can be broken down into a series of work steps, each being recorded on the JSA. Each work step is then analyzed separately to determine the potential hazards related to it.
A client-specific Hazard library is provided to stimulate thought and to assist in defining the hazards and controls of each work step.
Draft JSAs can be printed and used to visit the worksite to evaluate the hazard present, followed with the JSA update, refinement and addition of hazards and controls.
Supplementary assessments such as materials, hazards, lifting plans or crafts can also be supported with the document attachment facilities of the system.
JSA STEPS:
✔ Work Request, Define and Categorize Work
✔ Raise JSA and define the Equipment and Work Scope
✔ Form a JSA Team (if required)
✔ Define Work Steps
✔ Conduct Work Site Assessment
✔ Conduct Risk Assessment
• Identify all the Hazards and determine risk ratings
• Assign controls to risks that are not acceptable
• Determine risk ratings after controls are applied
• Re-assign controls until all risks are acceptable
• Finalize documents
✔ Submit for approval
✔ Approve or Re-Assess
CLEAR WORKING PARTY COMMUNICATION:
Job safety analysis provides the work team with identified hazards, controls, barriers and
safety documents that require communicating prior to work commencement. The JSA can
act as or support a Toolbox Talk where the individual input, agreement, roles and
responsibilities can be agreed with the working party prior to starting work.
Features:
Knowledge sharing- Knowledge-based processing of safety information, such as JSA, Isolations, allied with the capture of lesson learnt following work tasks and experiences gathered at
work sites during execution of actual job, provide safety engineers and other
associated agencies with powerful tool to process permits and certificates in an
informed and highly integrated manner.
Isolation management - Application maintains record of each equipment, their isolation points and isolation procedure with relevant aids like actual photographs, drawings and diagrams. It can
incorporate the uses application of different Lock-out / Tag-out accessories.
Area Map - Area map is an aerial view of the plant layout which depicts the current status of
permits issued and application waiting
✔ Identified dangerous zone classification, content of area, danger from & associated risk factor
✔ Color codes and symbols identify the nature of permits
✔ Identification marks for different permits with their brief work description
✔ With a single click, entire status of permits and application appears
✔ Identification marks for different isolation points with status
✔ Unique identification marks for confined space and continuous gas testing
monitoring depicted
Warning & Alerts - Software warn issuer if permit being raised coincides with a permit in current use on same location or grid reference, thereby saving time and effort.
Location hazard warning with danger zone classification ensures that users are aware of the potential dangers, so that the appropriate protection and control measures can be taken
Reminder for the permit validity expired
State-flow also encompasses email, concurrence, notifications, lesson learned, gas
testing and many other trigger features to support the safety processes
External References - Facility to attach any external references in form of electronic document such as work procedures, photographs, drawing, diagrams etc.
Permit Monitoring - Facilitates to maintain log of ongoing permits with wireless hand held devices
Dynamic monitoring - The safety team should remain aware of the potential for new hazards as work progress and not become complacent. If necessary, they should STOP THE JOB and
request to re-assess the task.
Permit Tracker - Track the permits and its current status
Management Information - Rule-based structure within a defined authorization process and flexible analysis functions deliver ‘real-time’ management information
Built in management reports like permit issued, suspended permits, Isolation list,
JSA list, Hazards list etc.
Graphical presentation of history to carry out statistical analysis
System supports all reports, permits and certificates to be exported as PDF files for
easy distribution purpose
Complex Job-history - Complex job having large number of permits have been planned, executed and closed, the same will be kept in storage sequentially for reference
Gas test monitoring - Log of continuous / frequent gas test data using wireless handheld devices
Approval Mechanism - This mechanism validates both the users and the data before allowing a change.
Security - System offers advanced configurable security features extending to single signon,
security switching, roll and skill matching
The strength of ASK-EHS lies in its pool of t a l e n t , e x p e r t i s e , e x p e r i e n c e a n d resourcefulness in software solution. Our strength in software solution acquires exclusive reputation from the fact that we not only develop and deliver software to our clients but also work hand-in-hand with them to implement the requisite measures at work places. Our composite team takes the full responsibility of software implantation; train the client to use and execute the software application in real-time environment with confidence and competence, thereby deriving full benefit from the software application. A qualified team of project leaders, computer programmers, software testing professionals and implementation specialist take-up software and technical development and implementation works.
1. Requirements - The initial stage will confirm the objectives and scope of the project, identify tasks to be carried out and determine software configuration.
2. Software Configuration - This stage involves making the baseline software work the way a customer wants. A core element to this process is to build a set of WYSIWYG. These are data input
screens that closely resembles the resulting hard copy printouts and rule logic.
3. Testing - Testing is normally split into two phases, Factory Acceptance Testing (FAT) and
User Acceptance Testing (UAT)
4. Training - While administrator and customer project manager will have undergone sufficient training to enable them to participate in tasks such as process mapping, FAT and UAT, additional staff training is still required.
Formal, role-specific training and assessment materials have to be prepared, IT staff needs formal training on system administration and we normally organize roll-out training sessions led by the administrator to provide confidence.
5. Go-Live - With preparation, configuration, testing and training completed we reach the moment everyone has been working for – go-live. Staff should be aware of the impending switch from an existing system to an electronic system from a combination of a co-ordinate awareness campaign and roll-out training.
Final data is set up, software is installed and tested on user workstations and key users are selected to begin the process of using the system to process the live data.
ASK-EHS provides on-site support to staff during this early confidence building stage and finally the project is signed off and formally handed over to the ASK-EHS support department who provide ongoing support as and when required.
Warning & Alerts - Software warn issuer if permit being raised coincides with a permit in current use on same location or grid reference, thereby saving time and effort.
Location hazard warning with danger zone classification ensures that users are aware of the potential dangers, so that the appropriate protection and control measures can be taken
Reminder for the permit validity expired
State-flow also encompasses email, concurrence, notifications, lesson learned, gas
testing and many other trigger features to support the safety processes
External References - Facility to attach any external references in form of electronic document such as work procedures, photographs, drawing, diagrams etc.
Permit Monitoring - Facilitates to maintain log of ongoing permits with wireless hand held devices
Dynamic monitoring - The safety team should remain aware of the potential for new hazards as work progress and not become complacent. If necessary, they should STOP THE JOB and
request to re-assess the task.
Permit Tracker - Track the permits and its current status
Management Information - Rule-based structure within a defined authorization process and flexible analysis functions deliver ‘real-time’ management information
Built in management reports like permit issued, suspended permits, Isolation list,
JSA list, Hazards list etc.
Graphical presentation of history to carry out statistical analysis
System supports all reports, permits and certificates to be exported as PDF files for
easy distribution purpose
Complex Job-history - Complex job having large number of permits have been planned, executed and closed, the same will be kept in storage sequentially for reference
Gas test monitoring - Log of continuous / frequent gas test data using wireless handheld devices
Approval Mechanism - This mechanism validates both the users and the data before allowing a change.
Security - System offers advanced configurable security features extending to single signon,
security switching, roll and skill matching
ASK EHS Approach & Implementation:
“In your game, “good enough” isn’t just good enough”
The strength of ASK-EHS lies in its pool of t a l e n t , e x p e r t i s e , e x p e r i e n c e a n d resourcefulness in software solution. Our strength in software solution acquires exclusive reputation from the fact that we not only develop and deliver software to our clients but also work hand-in-hand with them to implement the requisite measures at work places. Our composite team takes the full responsibility of software implantation; train the client to use and execute the software application in real-time environment with confidence and competence, thereby deriving full benefit from the software application. A qualified team of project leaders, computer programmers, software testing professionals and implementation specialist take-up software and technical development and implementation works.
1. Requirements - The initial stage will confirm the objectives and scope of the project, identify tasks to be carried out and determine software configuration.
2. Software Configuration - This stage involves making the baseline software work the way a customer wants. A core element to this process is to build a set of WYSIWYG. These are data input
screens that closely resembles the resulting hard copy printouts and rule logic.
3. Testing - Testing is normally split into two phases, Factory Acceptance Testing (FAT) and
User Acceptance Testing (UAT)
4. Training - While administrator and customer project manager will have undergone sufficient training to enable them to participate in tasks such as process mapping, FAT and UAT, additional staff training is still required.
Formal, role-specific training and assessment materials have to be prepared, IT staff needs formal training on system administration and we normally organize roll-out training sessions led by the administrator to provide confidence.
5. Go-Live - With preparation, configuration, testing and training completed we reach the moment everyone has been working for – go-live. Staff should be aware of the impending switch from an existing system to an electronic system from a combination of a co-ordinate awareness campaign and roll-out training.
Final data is set up, software is installed and tested on user workstations and key users are selected to begin the process of using the system to process the live data.
ASK-EHS provides on-site support to staff during this early confidence building stage and finally the project is signed off and formally handed over to the ASK-EHS support department who provide ongoing support as and when required.
System Configuration:
“Your system, your rules”A core design goal of e-PTW system is to provide you with a system that adapts to your process and required permit forms and checklists, rather than forcing procedural change to match the software.
The architecture allows the system to be configured precise requirements using instruction sets that are utilized by you. Some of the common configuration features are;
Permits and Certificates - ability to operate client specific forms for all document types in the form of software screens that closely represent the paper JSA, Permits and Certificates. The system supports any number of types, which has its own layout, logic and data to provide users with
immediate familiarity and rule based.
Hard copy Certificates and Permits – The format of printed Permits and documents is also client specific. ASK-EHS has implemented different sizes, color, styles, watermarks, single/double side and continuation sheet handling on many printer types.
Isolation and Lock-out / Tag-out methods – The software can be configured to match the full range of methods used by different companies for isolation procedure with features and process flow to support the use of isolation certificates or the alternative method of showing isolations on permits. A range of Lock-out/Tag-out methods are matched to suit client preferences tailor-made tags.
Hazard & Control library – Risk assessment is supported by Hazard library. This can be changed by client to contain their own applicable hazards and potential controls. The library can be added to and developed by the client to evolve as new hazard and controls are recognized through work tasks.
User roles & rights – ability to assign specific roles and rights to authorized person to view, add, edit e-PTW system various stages.
Integration – e-PTW system is open for integration to other systems. The multi-tier object-oriented architecture with its fully exposed APIs is designed to communicate with other systems like MSDS, SAP, ERP systems.
Summary:
“Improved Safety, Cost Reduction, Improved Uptime”Although cost benefits are secondary to that of safety it is beneficial to understand that adopting an electronic safe system of work can substantially contribute to the goal of operating excellence while reducing operational costs relatively well.
In summary, benefits are based on more effective and efficient administration systems to enforce safety procedures prior to, during and after work activities as well as achieving fewer incidents due to greater safety vigilance.
BETTER
✔ Isolation points & types
✔ Information
✔ Assessment
✔ Knowledge
✔ Rule adoption
✔ Process
✔ Transparency
✔ Application
✔ Responsibility
✔ Communication
✔ Awareness
✔ Behavior
✔ Audit
EXTRA CONTROL
✔ Cross checks
✔ Role checks
✔ Alerts
✔ Planning & Awareness
✔ Quality
✔ Statistical Analysis
✔ History
BETTER COMMUNICATION
✔ Central information
✔ Faster communication
✔ Confirmed communication
PERSONAL ADVANTAGES
✔ Easier to access the process
✔ Knowledge and awareness
✔ Quick availability of authorities without any personal communication
OPERATIONAL EFFECTIVENESS
✔ Increased efficiency
✔ Increased Uptime
✔ Lower operational cost
Source: ASK EHS Electronic Permit to Work Software
*This post, or any related presentation about ASK-EHS’ strategy, strength and possible future developments, directions and functionality of products and/or platforms, are all subject to change and may be changed by ASK-EHS at any time due to any reason without notice. The information in this document is not a commitment, promise or legal obligation to deliver any material, code or functionality.
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