The permit-to-work process is designed to ensure the safe execution of all non-routine work. It aids in identifying all job-related hazards, mitigating risks, implementing necessary controls, and ensuring that personnel are trained and competent. Furthermore, it promotes proper coordination and manages interactions among all involved parties.
Examples Of Work That Require A Permit
Examples of activities that will be controlled by a permit to work in a high-risk environment include:
- Maintenance and repair tasks.
- Breakdown and emergency repairs.
- Installation or modifications of equipment in an operating plant.
- Any task that involves hazardous materials or conditions, for example working with dangerous substances, or with high pressure or with extreme temperatures.
- Work at elevation.
- Work in confined spaces that are not designed for human occupation.
- Hot work outside of designated areas.
- Any work requiring isolation from energy or other hazards using lock out tag out.
When Is A Permit To Work Not Required?
Is a permit to work always necessary?
Much of the work in high risk environments is routine and repetitive. Requiring a permit for every such task could quickly turn a permit system into an administrative burden, potentially negatively impacting safety. For example a permit is probably not required if the work involves a simple routine visual inspection, such as a daily supervisor walkabout.
Or perhaps the work is routine in nature and covered by a standard operating procedure; and the shift process operators doing the task are known to be fully trained in the procedure.
Other examples of jobs that do not necessarily require a permit to work include housekeeping, simple routine maintenance such as regular lubrication of moving parts, tightening loose bolts and other tasks that are part of the regular maintenance schedule. A permit is also usually not required when doing hot work like welding or grinding in a designated work area such as a workshop.
Most work in non-hazardous areas such as office buildings will also likely not require a permit to work unless work is being done on electrical installations, elevators or HVAC systems (for example).
Clarifying The Need For A Permit In The Site Procedures
However, it’s crucial not to assume that everyone will automatically know which jobs require a permit and which ones are exceptions. When it comes to safety, it is important to err on the side of caution. Always remember however that if a unnecessary complex permit to work procedure is prescribed where it does not make sense, it could backfire as people start ignoring the procedure and finding ways around it. The reason for a permit to work must make sense and be understood by everyone involved in the task owing to the inherent risks of the work to be done.
Therefore, the permit to work procedure must clearly outline the circumstances that necessitate a permit. Because not everyone will read the procedure, these “rules for safe work” need to be simplified and made accessible to all working on the site.
The guiding principle should be that a permit to work will always be required for any non-routine work where there is potential exposure to hazards and possible safety risk.
Other Reasons For Requiring A Permit To Work
There might be other reasons for controlling work with a permit. These reasons are typically secondary to the primary safety objective. For example, a permit may also be used in situations that involve part time or occasional contractors. The permit might therefore serve both a safety function, a control of work function and even afterwards serve to check the contractor invoices for work completed.
The Low Risk Permit
In many industrial settings, even certain low-risk activities like mowing the lawn may also require a permit to work. Other examples of low risk work might be work near to or adjacent to the operational areas. Tasks such as painting, repairs to walkways and roads and replacing lagging may be classed as low risk, depending on the nature of the operation. Even the taking of samples from process equipment may be deemed as low risk, but still require a permit.
It’s crucial that the permit to work procedure clearly defines what is low-risk work. It should explicitly state when a permit is required and whether the task is covered by another procedure.
When low-risk work is taking place, approving and monitoring the required permits can consume operational resources and potentially divert the attention of key operations personnel away from the more hazardous activities on the plant. In these situations a low risk permit is used that follows a simplified process. A low risk permit is a type of permit that is easier to manage and involves fewer authorisation personnel, yet does not compromise basic safety.
An alternative to a “Low Risk Permit” is the simplified “Access Permit”, used in some organisations to control low risk work in specified areas.
Correct Classification Of The Permit During Work Planning And Permit Initiation
During the work planning phase, an individual, known as the “permit applicant” or “permit initiator,” is responsible for accurately defining the task’s scope and initiating the permit when necessary. This person will be responsible for ensuring that the risks associated with the work are properly evaluated, and that the permit (if required) is properly initiated. Any classification error at the planning stage could result in workers later being exposed to risks because they might follow the incorrect procedure.
The permit applicant or initiator therefore plays a critical role in the early initiation process and these individuals need of course to be trained and competent in order to initiate the correct type of permit.
A newly initiated permit will typically be fully reviewed and then approved by a second role such as a Permit Controller. This serves as a second check to ensure that the permit is correctly classified.
How Permit To Work Software Helps Determine The Correct Process To Follow
When utilising permit-to-work software, the initial risk evaluation, permit requirement, and permit type are typically built into the workflow process.
For instance, IntelliPERMIT offers several tools to facilitate accurate permit creation, including a job hazard analysis, (also known as a job risk assessment). IntelliPERMIT also makes use of a “permit wizard”. The permit wizard guides the user using a step by step process to accurately define the work to be done, specify the type of permit, identify hazards, evaluate the inherent safety risk and specify the necessary precautions. Moreover, the IntelliPERMIT workflow ensures that the information provided by the permit initiator is double-checked before approval and permit issue. This workflow process can be customised to use precisely the same approval procedure that is required by your organisation.
Conclusion
In conclusion, not all tasks in a typical mine or factory necessitate a permit to work. It is therefore very important that the site procedures are crystal clear about the exact circumstances under which a permit is required. Certain types of work are classed as “low risk” and follow a simpler procedure, but will still require a permit. Other types of work are classed as “routine” and can be controlled using standard operating procedures proving the tasks are executed by properly trained and competent process operators.
When a permit to work is required, the permit initiator (or permit applicant) must diligently follow all prescribed steps to determine the need for a permit and classify the permit type. The use of electronic permit to work software is a useful way to guide the permit initiator through this process, and ensure that all decisions taken are subsequently checked and authorised by experienced personnel before the permit is issued.
Harness the power of IntelliPERMIT to transform your safety risk analysis and control of work in hazardous environments. IntelliPERMIT not only enhances safety and productivity but also boosts operational performance by mitigating the occurrence and impact of accidents. It ensures that your hazardous plants are managed with utmost safety and efficiency, striking a balance between risk minimisation and productivity maximisation.
Don’t miss out on the opportunity to improve your operational safety. For more insights on implementing control of work and permit to work systems, contact the IntelliPERMIT team at Adapt IT right now. Your journey towards a safer and more productive work environment can start today.
