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WORK INSTRUCTION

Work Instruction Number : WIN-HSM-024

Document Title

:PERMIT TO WORK PROCEDURE

Document Originator :QSC

INSTRUCTION : Please ensure that all the steps are included to fulfill the work to be done.
Note: During Construction Activities, the Permit to Work System will be managed by the Principal
Contractor, where work is contained within the BOTA BTC P/L Project Directorate site
boundary,
1.0

PURPOSE
Describes the requirements for permit-to-work systems including the authorization,
responsibility for specifying precautions, training in the issue and use of permits, monitoring
and auditing to ensure that the system works as intended.

2.0

SCOPE
Applies to Project work scope where work identified as potentially hazardous to people or
the environment is to be carried out. Permit-to-work systems shall apply to all personnel
including employees, contractors and subcontractors.

3.0

REFERENCES
WIN-HSM-015 Training
WIN-HSM-016 Competency Management Policy
BOT-PRO-QAC-009 Quality Records
WIN-HSM-028 Internal HS&E Management Audit
BOT-PRO-QAC-007 Control of Non Conformance
BOT-PRO-QAC-008 Corrective and Preventive Action

4.0

DEFINITIONS
Auditing: Examining how the whole system has been used over a period to make sure that it
has operated as intended and provide input for improvement.

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WORK INSTRUCTION

Hand-back: An instruction for handing back the part of the plant affected by the instruction
when the work is complete, in a safe condition and the plant is ready for reinstatement.
Hand-over: An instruction for handing over a valid permit if work covered by the permit is
continuing longer than one shift.
Isolation Certificate: A certificate, used in association with a permit, for providing confirmation
that particular equipment is mechanically or electrically isolated before it is worked on.
Monitoring: Routinely checking how the system is being used on the job.
Safe Area: An area whose boundaries are well defined in which specific simultaneous work
may be conducted with a single work permit for the purposes of construction.
Responsible Person: The individual issuing any permit for the area or system in which the
work will take place. This person may also be referred to as the Issuing Authority, Area
Authority or Designated Authority.
Permit-to-work: A formal written system used to control certain types of work, which are
identified as potentially hazardous. Also a means of communication between site/installation
management, plant supervisors and operators and those who carry out the hazardous work.
Used for planning potentially hazardous work and to avoid interactions, which may be
hazardous. The terms `permit-to-work', `permit' or `work permit' restricted work certificate
refer to the form which is used as part of an overall system of work and which has been
devised by the project to meet the specific needs and the requirements of this instruction.
Person in Charge of Work: The individual with direct responsibility for ensuring that the
precautions stipulated on a permit are enforced, this person may also be referred to as the
Performing Authority, Nominated Competent Person or Task Supervisor.
PTW: Permit-to-work.
Reviewing: Reviewing the fundamental design of the system to assess whether it requires
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WORK INSTRUCTION
changes.
5.0

INSTRUCTION

5.1

General

5.1.1

The permit is a LEGAL written document which authorizes specific people to carry out work,
at a certain time, and which sets out the special precautions needed to complete the work
safely.

5.1.2

Permits-to-work shall be used:

where they are needed for control of potential hazardous activities and where required
by legislation

whenever the methods by which particular work is done may be critical to the safety of
those directly involved, other nearby workers, the public or the activity itself or to the
environment

when two or more individuals or groups of people, from the same or different trades,
areas, or different contractors, need to co-ordinate their activities to ensure that their
work is completed safely.

5.1.3

Permit-to-work systems shall be applied to non-production work such as construction,

maintenance and repair, inspection, testing, alteration, reconstruction, dismantling,
adaptation, modification and cleaning. Permit-to-work may also be applied to hazardous
commissioning and production work.

5.1.4

Activities controlled under permit-to-work systems include:

hot work of any type where heat is used or generated or which may generate sources of
ignition

work which may cause an uncontrolled gas / fuel release, including any disconnection or
opening of any pipeline, vessel or equipment containing, or which has contained,

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WORK INSTRUCTION
flammable or toxic materials

electrical work

entry into confined spaces and work inside them

work at any place on an installation from which any person may be liable to fall into the
sea

work involving the use of dangerous substances, including radioactive materials and
explosives

diving activities

pressure testing

maintenance operations which may compromise critical safety systems e.g. fire and gas
detection systems, public address systems, life saving equipment and fire-fighting
equipment.

5.1.5

work at a location where persons may be liable to fall from a height of 2 meters

work requiring access to hazardous areas (as classified for electrical equipment)

For some of these activities, supplementary precautions in addition to a permit-to-work

system shall be required. Permit types are described in section 7.2 of this document.

5.1.6

All personnel starting work at a new location, particularly contractors, shall ensure that they
are familiar with instructions specifying when permit-to-work systems are required at that
particular location and how the instructions work.

5.2

Responsibilities

Developing Permit-to-Work Instructions

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5.2.1

A permit-to-work system shall be developed implemented and maintained to ensure `Control'

of potentially hazardous operations and that proper consideration is given to the risks of
particular work.

5.2.2

The Principal Contractor / BOTA BTC P/L Project Directorate shall have overall
responsibility for ensuring proper permit-to-work instructions are developed and followed.
The Principal Contractor / BOTA BTC P/L Project Directorate shall nominate a senior
manager responsible for ensuring:

that a permit-to-work system is implemented for the onshore site as required, consistent
with this Management Policy

that the systems and instructions satisfy, as a minimum, all the legal requirements
relating to the site or installation and to the work, work area and location

the permit-to-work system clearly specifies who may issue permits and how permits are
to be obtained for specific work. The issue of a permit by a person to themselves is
prohibited

properly documented isolation instructions are developed and implemented

that instructions are established and maintained for all work done under the permit-towork system

that arrangements are made for the workforce to be made aware of the permit-to-work
instruction and the systems, and are trained in their operation. These arrangements
shall cover the whole workforce, including contractors and sub-contractors.

5.2.3

The permit-to-work systems shall be developed in consultation with employees, contractors,

Safety Representatives and Safety Committees.

5.3

Training and Instruction

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5.3.1

All personnel involved in using the permit-to-work system, the approval and issue of permits
shall be fully trained in all aspects of permit instructions including the issue and use of
permits. This training and instruction shall conform to the Projects training requirements.

5.3.2

Training shall include coverage of legal requirements, official guidance material (e.g. HSE
Guidance), company and industry guidance, requirements and instructions (including form
types, restrictions and validities), and all aspects of each individual's specific role and
responsibilities. Training courses shall be concluded with a formal, written test.

5.3.3

Formal records of all training shall be maintained. Refresher training shall be conducted at a
maximum of two-year intervals. Written confirmation shall be provided for individuals who
successfully undergo training.

5.4

Responsibilities Under Permit-to-Work

5.4.1

The Principal Contractor Project Manager shall ensure that all personnel engaged in the
preparation of permits, and responsible for the supervision and performance of the work, are
identified.

5.4.2

Prior to being given responsibilities under the permit-to-work system, formal assessment of
competence of personnel is required.

A record of competence assessment shall be

maintained.
5.4.3

All personnel who have special responsibilities under the permit-to-work system (e.g. issuing
and isolating authorities) including personnel responsible for carrying out isolations shall be
formally authorized to undertake the duties required of them.

These people shall be

provided with sufficient time to carry out these duties properly.

5.4.4

The nominated responsible person is, the person issuing the permit to the supervisor in
charge of the work. The nominated responsible person shall know what is being done,
especially at critical points such as hand-over or suspension.

5.4.5

Appointment by site management, of a nominated responsible person shall be based on:

relevant work experience and seniority

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familiarization with the plant

training and validation

any other appropriate factors

5.4.6

The senior management of contracting companies working on behalf of the Principal

Contractor or Project Management Team shall:

ensure that they are told of and understand the permit-to-work systems and other
arrangements that apply to the project

ensure that all supervisors and employees and subcontractors are made aware of,
and understand the permit-to-work systems and instructions and any other specific
arrangements made for the work, area or location in which they are to work

ensure that all supervisors and employees understand why these systems and
instructions exist and the need for them to be followed.

5.4.7 The Principal Contractors nominated responsible Person shall co-ordinate and control
the issue and return of permits. He shall be in a position to have an overview of all operations
in-progress or planned on the installation or site in order to avoid risks caused by simultaneous
activities which may have hazardous interactions.

5.4.8

Supervisory staff, whether employed by the Principal Contractor, operators, or

contractors, shall ensure that:

they, and the workforce under their control, do not start any work requiring permit
until it has been authorized and issued

no work is started until the supervisor is satisfied that the person carrying out the
work fully understands their responsibilities under the permit-to-work system

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the conditions and precautions specified in the permits issued to them or employees
under their control are fully understood and followed at all times

they understand the operation of and the consequences of non-compliance with the
permit-to-work systems and instructions applicable to the areas in which they are
responsible for work.

5.4.9

All personnel who carry out work of any kind on the site, including contractors and
subcontractors are responsible for:

ensuring that they do not start on any work requiring a permit until one has been authorized and
issued

having a good general understanding of the permit-to-work systems and instructions that are
operated in any location at which they may have to work

having a detailed working knowledge of any permit-to-work system and instruction that applies
to their own work.

5.5

Monitoring

5.5.1

The Principal Contractor shall ensure that:

the instructions and systems used are monitored to ensure that they are effective
and correctly applied and system works as intended

a system of spot checks is used to ensure that the permits are being followed.

5.6

Audit

5.6.1

The Principal Contractor shall ensure that the instructions and systems are audited as
required, but in any case at least every 6 months (WIN-HSM-028). The HS&E function shall
schedule the audits and ensure they are conducted.

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5.7

Review

5.7.1

Permit-to-work instructions and systems shall be reviewed regularly, at a minimum every 12

months, to assess their effectiveness and amended and updated as necessary. This review
shall normally be covered during Management Review of the Management System.

6.0

Documentation

Form No.:PSF-QAC-017

Prepared By :T. A. - R. F.

Checked By :G. SOUTHALL

Approved By :H. ERSOY

Date

Revision

:B

:30.07.2002