Permit to Work (PTW) in Industrial Safety

What is the meaning of "Permit-to-Work Systems" ?

"A formal documented safety procedure, forming the part of safe system of work, which ensures the necessary action to be taken before, during and after the work."

The General acronym of Permit to Work System is PTW or PTWS.

What are the essential features of PTW System?

Essential features of PTWS systems are:

Scope of the work (Task / hazardous work)
clear identification of who may authorise particular jobs (and any limits to their authority) and
Roles & Responsibilities- who is responsible for specifying the necessary precautions;
Proper training in the issue, use and closure of permits;
Proper instruction in the issue, use and closure of permits;
Effective communication
Supervision of PTW activities and
monitoring to ensure that the system works as intended;
Auditing to ensure that the system works as intended;
clear identification of the types of work considered hazardous;
clear and standardised identification of tasks,
risk assessments,
permitted task
duration (determine permitted duration of hazardous Task) and
supplemental or simultaneous activity
and control measures.

ISSUE Section of a PTW:

ISSUE: Issue section of PTW involves the following consideration before issuing the permit to any contractor or workers

➢ Pre-Job Checks / Inspection require mandatory by the permit issuer (issuing authority)

➢ Description of work to be specifically mentioned by the permit issuer (issuing authority) ,

➢ Description of plant and location to be to be visited and to be written clearly by the permit issuer (issuing authority) ,

➢ Identify hazards and assess risks before issuing the permit by the permit issuer (issuing authority) ,

➢ Identification of safety controls measures must be done by the permit issuer (issuing authority) ,

➢ Additional permits, e.g., hot work / cold work must be specified. For instance, The welding activity to be carried out at 5 meter height than Issuing Authority should include the HOT WORK permit and WORKING AT HEIGHT PERMIT

➢ Isolation of services like, supply of electricity, inlet or outlet vales must be checked, rechecked, ensured by the permit issuer (issuing authority)

➢ Ensure that the Appropriate PPEs are available,

➢ Ensure that , Rescue and Emergency procedures must be readily available.

➢ In case of Confined Space , Hole Watcher or Confined Space watcher must be readily available.

After ensuring all above Safety Protocols and other measures , issuing authority will give his signature with correct actual date and time duration of permit.

Extension of a Permit-to-Work System in a High-Risk Activity in an Industry:

Importance of Extension:

a. Ensures ongoing safety:
b. Risk mitigation:
c. Compliance with regulations:
d. Enhanced accountability:
e. Communication and coordination:

Content of Extension:

a. Risk assessment:
b. Updated work procedures:
c. Permits renewal process:
d. Training and competency:
e. Emergency response plans:
f. Record keeping:

Importance of Shift Handover PTW :

Continuity of safety:
Communication and coordination:
Awareness of current conditions:
Identification of deviations or abnormalities:
Knowledge transfer:

Cancellation Section (Closure of Permit Section):

➢ Allocated work to be tested & Certified by the PTW Cancellation Authority/Permit Closure Authority/Permit issuer

➢ Plant satisfactorily recommissioned by the PTW Cancellation Authority/Permit Closure Authority/Permit issuer

➢ The authorized person / permit issuer accepts plant back after Certifying the Work.

➢ After Inspection and Certifying remove all isolation, etc.

➢ And initiate the process of cancellation of permit,

After Cancellation , Plant/site/Premises is now returned to the control of the PTW issuing authority.

Role and Responsibilities in Permit to Work (PTW) System:

In the PTW , there have many roles from different sections and it is mandatory to allocate their roles in the PTWS. Employers or duty holders have ultimate responsibility.

1 Permit Organizer / Permit Authority –Senior management (acting as originator) may be Permit Organizer or Permit Authority who gives approval for implementation of PTW system.

Permit Authority is responsible for overall operation of the PTW Procedure in their physical area of responsibility.

They ensuring that the PTW procedure is subject to regular monitoring and auditing, action upon the results of these audits to maintain the integrity of the system and proposing any recommendations for system improvement.

2. Permit issuer / Issuing authority - Top Management identify the Permit Issuing authority which may consists of Site or installation managers / Project manager/ Safety manager (acting as issuing authority )

Permit issuer issue permits in accordance with the procedures within their area.
They are responsible for safety of everyone involved in PTWS and every activities within the designated area.
They ensure that all appropriate control measures are put in place prior to allowing a Permit to go live.
They ensure that permit receiver fully understands the scope of the task and that other members of the work party/contractor are fully briefed.

3. Permit Receiver / Permit Holder -Individuals worker / Contractors’ and subcontractors’ management will be receiving the Permit and will be called sometimes Permit Holder ( Sometimes known as acting as performing authority or permit user) .

Permit receiver initiating and completing all applicable section of the permit.
Permit Receiver supervising the work prescribe in the PTW to ensure it is conducted in the most efficient manner.
Permit Receiver notifying the issuer of work progress and completion, and ensuring that the site is returned to a safe and operational state .
Permit receiver taking adequate care to preserve the permit in good condition.

4. Area Authority (Site In-charge) –Permit Authority will decide the Area Authority , it may Supervisor / Individuals (acting as site checker or isolating authority)

They have overall responsibility for the safe control of non-routine work activities within their defined area in accordance with the PTW system, including the issue of all Work Permits and associated Certificates ( e.g. providing isolation of services).

Why PTW is used? Why to use PTW ?

PTW establish the Formal documented safety Procedure at workplace.
PTW system is used for High Risk Activity to prevent injuries to personnel.
The adequate risk control system is systematically considered and recorded in PTWS.
PTW ensure and determine that it is safe to perform the designated job.
PTW systems ensure that all work is carried out in safest possible manner.
PTW system specifies the working conditions and procedure for safe execution of High Risk Activities.
PTW systems conforms the control measures like Engineering Control , Administrative Control etc.
PTW system helps to fulfill the HSG Guidance (HSG 250) and defend in prosecution in case of any event or accident.

When are PTW systems required? In what activities PTW system is implemented?

(Refer www.hse.gov.uk , HSG 250)

PTWS are normally considered most appropriate to:

Non-production work (eg maintenance, repair, inspection, testing, alteration, construction, dismantling, adaptation, modification, cleaning etc.);
Non-routine operations;
Jobs where two or more individuals or groups need to co-ordinate activities to complete the job safely;
jobs where there is a transfer of work and responsibilities from one group to another. (e.g. Shift Handover permit)

What are the Non-routine Activities?

Work/Task or activities which are s NOT performed regularly in a controlled environment with an approved SOP(Safe Operating Procedures ) or equivalent document.

For Example- In a Chemical manufacturing company, a planned breakdown was planned after 12 months but due to Internal blockage in a pump, the operation of the plant was stopped and Emergency breakdown was carried out. This emergency breakdown helped to avoid explosion or release of chemical which could have happened due to technical internal blockage problem.

The following activities can be considered in the Non-routine Activities:

Performed infrequently ( e.g. Building maintenance or renovation work after 5 years or so)
Activities performed outside of normal duties .(e.g. Due to machine breakdown, the maintenance worker was called after the normal duty hours )
Does not have an approved SOP / Method Statement or Work instruction (e.g. A machine maintenance is performed by the User / Customer in the absence of Maintenance Instruction Manual )
Activities are performed in a different way from the approved SOP (e.g. Breaking of an Tank /containment by an incompetent worker )
The task or activity never has been performed before. ( e.g. In a manufacturing plant , the Confined Space activity is performed first time to install the Storage Tank for petrol or gasoline)

(The above activities are examples of Non -routine activities , but not limited to these examples.)

Where PTW Systems applies ?

All High Risk activities requires PTW system.

Some Example of High Risk Activities:

HOT WORK PERMIT - Hot work (involving naked flames, or creation of ignition sources) activity.
LIVE ELECTRICAL PERMIT- Working on live electricity / High-voltage electrical systems.
CONFINED SPACE ENTRY PERMIT - Confined-space entry.
EXCAVATION PERMIT- Excavation (near buried services).
DEMOLITION PERMIT – Demolition Activity
WORKING AT HEIGHT PERMIT –Working at height.
RADIATION PERMIT- Radiography Testing/ Radiation Hazard or work
COLD WORK PERMIT- Cold Work activities- like Manual handling & General Activities
Working on the High pressure Pipeline- HIGH PRESSURE PIPELINE PERMIT- Operational high pressure pipelines.-
Maintenance activity of machines - MAINTENANCE OF COMPLEX MACHINERY PERMIT- Maintenance of Complex machinery.
Working on the Moving machine-MOVING MACHINERY PERMIT-
Lifting activity- LIFT PERMIT –Crane Critical Lifts / Man Lift
Usage of Hazardous substances- Storing Gas Containers & Flammable Substances,
Storage of Hazardous Substances Permit- Storing Gas Containers & Flammable Substances,
Handling or Transportation of Hazardous substances
Asbestos related activities etc.

What are the General Principles(aspects) should be considered with respect to the PTW system ? (Refer www.gov.uk)

The following aspects should be considered with respect to the PTW system.

Human factors; ( E.g. Job factors , Individual Factors and Organisational Factors )
Management of the work permit systems;
Poorly skilled work force;
Unconscious and conscious incompetence;
Objectives of the work permit system;
Types of work permits required; and
Contents of the work permits.

What are the contributory factors for an assessor to consider concerning the Work Permit System? (Refer www.hse.gov.uk)

The Safety Report should address the following points:

Whether staff have been sufficiently informed, instructed, trained and supervised to minimise a potential human failing during operation of the work permit system;
Whether the work permit system includes sufficient safety information, maintenance instructions, correct PPE and equipment for use;
Whether the work permit contains sufficient information about the type of work required (Equipment removal, excavation, hot/cold work, repairing seals, vessel entry, waste disposal, isolation);
Whether there is sufficient provision available to fulfil the requirements of the work permit system;
Whether the employees responsible for control of the maintenance work are identified within the work permit system and that the work is properly authorised by a responsible person;
Whether the work permit system is managed, regularly inspected and reviewed;
Whether all work permits are kept on file;
Human factors (stress, fatigue, shift work, attitude);
Whether sufficient precautions are taken prior to initiating a work permit (isolation, draining, flushing, environmental monitoring, risk assessments, communication, time allotted for the work);
Whether staff are aware of the type of environment they are working in during the operation of a work permit (flammable, corrosive, explosive, zones 0, 1 & 2, electricity supplies);
Whether the person responsible for operating the plant is aware of the type of maintenance involved and how long it is likely to take; and
Whether the work permit system involves a formal procedure whereby the maintained plant or equipment is handed back to operation.

What are the possible Major Hazards may arise in PTW system. (Refer www.hse.gov.uk)

Major hazards could arise from the following:

Wrong type of work permit used; ( e.g. In place of Hot Work permit for welding activity, , cold work permit is issued )
Wrong information about work required on the work permit; ( e.g. Fire Safety precautions not considered for Hot work activity )
Failure to recognise the hazards where work is carried out (e.g. flammable substances);
Introduction of ignition source in controlled flameproof area (e.g. welding, non spark-proof tools, non-intrinsically safe equipment used in intrinsically safe zones);
Terms of work permit not adhered to (e.g. failure to isolate plant and/or drain lines of hazardous substances);
Failure to hand-over plant in safe condition on completion of work/cancelling of work permit;
Unauthorised staff performing work permit functions;
Poor management of the work permit system; and
Insufficient supervision
Insufficient monitoring of the work permit system.
Failing of the site safety management system;
Failure to recognise a hazard before and during maintenance;
Failure to comply with the work permit system in hazardous environments; and
Communication failure during the use of a work permit system.

How to monitor the PTW system?

HSE Authority has developed a checklist for the day-to-day monitoring of the PTW system. ( Refer HSG250, page 36)

To prepare this article , the HSG250 ( www.hse.gov.uk) has been considered. To see the detailed guidelines, use the following link.

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