Permit to work system - user guide
Overview
The Permit to Work (PTW) system is a safety management tool that controls high-risk work activities by ensuring proper authorization, planning, and supervision before work begins. This system helps prevent accidents and ensures compliance with safety regulations.
Key Concepts
What is a Permit to Work?
A Permit to Work is a formal document that:
- Authorizes specific work to be performed at a specific location
- Defines safety requirements and precautions
- Establishes clear responsibilities for all parties involved
- Ensures proper risk assessment and control measures are in place
Safety Rules
Safety Rules are predefined sets of requirements that can be applied to permits based on the type of work being performed. Each safety rule can specify:
- Required skills for personnel
- Number of approvers needed
- Whether work preparation is required
- Specific safety precautions
Permit Lifecycle and Status Flow
Your permit to work system follows a structured workflow with the following statuses:
1. REQUESTED
- Initial status when a permit is first created
- Approval Required: Yes (by Coordinators)
- The permit request is submitted for initial review
2. DRAFT
- After initial coordinator approval
- Approval Required: No
- Permit can be modified and prepared for formal approval
3. CREATED
- Permit is formally created and ready for approval
- Approval Required: Yes (by designated Approvers)
- Safety rules may define specific approval requirements
4. APPROVED
- Permit has been approved by authorized personnel
- Approval Required: No
- Work can proceed to preparation phase (if required)
5. PREPARATION COMPLETED
- Work preparation activities have been completed
- Approval Required: Yes (by Issuers)
- Preparation checklist must be completed
6. ISSUED
- Permit is officially issued and active work can begin
- Approval Required: No
- All safety requirements have been met
7. ACTIVE
- Work is currently in progress
- Approval Required: No
- The permit is being used for ongoing work
8. CLEANUP COMPLETED
- Work has been completed and cleanup finished
- Approval Required: Yes (by Coordinators)
- Cleanup checklist must be completed
9. CLOSED
- Permit is closed and work is complete
- Approval Required: No
- Final status - permit lifecycle is complete
Special Statuses:
- SUSPENDED: Permit is temporarily suspended
- CANCELED: Permit has been canceled
- RESPONSIBLE APPROVAL PENDING: Waiting for responsible person approval
User Roles and Responsibilities
Requestor
- Creates initial permit requests
- Provides work details and requirements
- Selects appropriate safety rules
Coordinator
- Reviews and approves initial permit requests
- Manages overall permit workflow
- Approves final closure of permits
Approver
- Reviews and approves permits based on safety rules
- Ensures all safety requirements are met
- May be determined by safety rule configuration
Issuer
- Issues permits after preparation is complete
- Verifies all preparation work has been done
- Authorizes start of actual work
Responsible Person
- Takes responsibility for specific work activities
- Must approve their assignment to the permit
- Oversees work execution
Key Features
1. Safety Rule Integration
- Permits can be linked to predefined safety rules
- Safety rules automatically determine:
- Required skills for personnel
- Number of approvers needed
- Whether preparation work is required
2. Approval Workflow
- Multi-stage approval process
- Role-based approvals at each stage
- Automatic progression through workflow stages
- Comment tracking for all approvals/rejections
3. Skills Management
- Track required skills for work activities
- Ensure qualified personnel are assigned
- Link skills to safety rules for automatic validation
4. Work Package and Work Order Integration
- Link permits to specific work orders
- Associate with work packages for better organization
- Track permit usage across multiple work activities
5. Location-Based Permits
- Associate permits with specific locations:
- Sites
- Assets
- Bases
- Vessels
- Equipment
- Track permit usage by location
6. Checklist Management
- Preparation checklists for pre-work activities
- Cleanup checklists for post-work activities
- Customizable checklist items based on work type
7. Document Management
- Attach relevant documents to permits
- Track document versions and updates
- Ensure all stakeholders have access to current information
Getting Started
Creating a New Permit
1. Basic Information
- Enter permit name and description
- Select appropriate safety rule
- Define work period (start and end dates)
2. Location and Scope
- Specify work location (site, asset, base, etc.)
- Link to relevant work orders or work packages
- Define work scope and activities
3. Personnel and Approvals
- Assign requestor, coordinators, approvers, and issuers
- Designate responsible person for the work
- Ensure all roles have appropriate skills
4. Safety Requirements
- Complete required skills assessment
- Review safety rule requirements
- Add any additional safety notes or comments
Approval Process
1. Submit for Initial Review
- Coordinator reviews the permit request
- May request changes or additional information
- Approves to move to DRAFT status
2. Formal Approval
- Designated approvers review the permit
- May require multiple approvals based on safety rules
- Comments can be added during approval/rejection
3. Preparation Phase (if required)
- Complete preparation checklist
- Verify all pre-work activities are done
- Issuer approves completion
4. Permit Issuance
- Final review by issuer
- Permit is issued and work can begin
Managing Active Permits
- Monitor Progress: Track work progress and any issues
- Handle Changes: Process any modifications to work scope
- Suspend if Needed: Temporarily suspend permits for safety reasons
- Complete and Close: Finalize cleanup and close permits
Best Practices
For Requestors
- Provide detailed and accurate work descriptions
- Select appropriate safety rules for the work type
- Ensure all required information is complete before submission
- Communicate any changes promptly
For Approvers
- Review all safety requirements thoroughly
- Verify personnel qualifications and skills
- Add meaningful comments when approving or rejecting
- Consider environmental and operational factors
For Responsible Persons
- Understand all safety requirements before accepting responsibility
- Ensure work team is properly briefed
- Monitor compliance throughout work execution
- Report any safety concerns immediately
For Coordinators
- Maintain oversight of the entire permit process
- Ensure proper workflow progression
- Address any conflicts or issues promptly
- Verify final cleanup and closure
Safety Considerations
Risk Assessment
- All permits should include proper risk assessment
- Consider environmental factors and operational impacts
- Identify potential hazards and control measures
Communication
- Ensure all stakeholders are informed of permit status
- Maintain clear communication channels during work execution
- Document any changes or incidents
Compliance
- Follow all regulatory requirements and company policies
- Maintain proper documentation for auditing purposes
- Ensure all personnel have appropriate training and certification
Troubleshooting Common Issues
Permit Stuck in Approval
- Check if all required approvers have been notified
- Verify approvers have necessary permissions
- Review if additional information is needed
Cannot Edit Permit
- Check permit status - editing may be locked for certain statuses
- Verify user permissions for the permit
- Contact coordinator if urgent changes are needed
Missing Required Skills
- Review safety rule requirements
- Ensure qualified personnel are assigned
- Add additional personnel if needed
Approval Delays
- Follow up with designated approvers
- Check for any missing information or documentation
- Consider escalation procedures if critical
Support and Contact Information
For technical issues or questions about the permit to work system:
- Contact your system administrator
- Review your organization's safety procedures
- Consult with your safety coordinator
This knowledge base article provides an overview of the permit to work system functionality.
Always follow your organization's specific safety procedures and policies, which may include additional requirements beyond what is described in this system guide.