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SafetyElectronic Permit to Work System /

Integrated Safe System of Work

Engica Technology Systems International

One Trinity, Broad Chare, Quayside, Newcastle upon Tyne NE1 2HF, UKTel: +44 (0)191 201 7777 Fax: +44 (0)191 201 7778

Houston Technology Center, 410 Pierce Street, Houston TX 77002, USATel: +1 713 357 9538 Fax: +1 832 553 1086

www.engica.com

Safety: Electronic Permit to W

ork System / Integrated Safe System

of Work

Product Ref: S20120314

Cont

ents

Safety: Electronic Permit to Work System | www.engica.com 01

Contents

SafetyElectronic Permit Work System / Integrated Safe System of Work

Pro Active Work Safety Assisting Safety Control

Job Safety Analysis Mitigate Work Hazards Effective Assessment

Permits and Certificates Intuitive UseWith Cross Check Logic

Isolation Management Making Plant Safe to Work On

Implementation

People Delivering Solutions

Your System, Your Rules

No Compromise

Return on Investment

Improved Performance

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TRANSFORM YOUR SAFETY PROCESSES INTO AN INTEGRATED SAFE SYSTEM OF WORK WITH Q4 SAFETY FOR OPERATIONAL EXCELLENCE

ALL TYPES OF SAFETY DOCUMENTS:

• Risk Assessment (RA, JHA, JSA, TRA)

• General Work Permit

• Hot Work Permit

• Cold Work Permit

• Isolation Certificate

• Sanction to Test Certificate

• Confined Space Certificate

• Box-up Certificate

• Safety Device Bypass Certificate

• Radiography Certificate

• Scaffolding Certificate

• Crane Lift Plan Certificate

• Dive Certificate

• Access Certificate

• Basket Transfer Certificate

• Excavation Certificate

• Waste Transfer/Move Certificate

• Restricted Vehicle Certificate

• Road Closure Certificate

• Material Hazard Assessment

• Work at Height Assessment

• Gas Testing Record

Q4 Safety is an electronic Safety System that provides process control for Job Hazard Analysis, Permits, Certificates, Isolations and safety procedures.

It complies with OSHA/HSE/OIAC/ISSOW/OLF and other international standards, drawing upon industrial best practice to improve overall safety.

Q4 Safety check and flow methodology provides a number of benefits to operational, maintenance and contract personnel.Greater efficiency is obtained through strengthening and streamlining processes, resulting in tighter control for adherence to correct procedures.

Q4 Safety offers a configurable Work Management interface to provide a fully synchronized safety and workflow environment. Available on both web and rich platforms which can be configured for disconnected and synchronized use.

Work Order

Job Hazard Analysis

Attached Supporting Documents

Permit to Work

Isolation Certificate

Isolation Risk Assessment

Control Certificates

Toolbox Talk

STRUCTURED SAFETY DOCUMENTS

Q4 Safety provides a configurable document framework to accommodate a variety of safety document types in a coordinated package.

Documents can be created, linked and prepared until the issue stage. They are then interlocked and state-flow checked to ensure all meet the appropriate conditions required prior to issue and through to closure. The life cycles of such packages are handled as a group.

Pro-Active Work Safety

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Pro-

Act

ive

Wor

k Sa

fety

Hazard Controls

Permit Controls

IsolationControls


Pro-Active Work Safety

Pro-

Act

ive

Wor

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/ A

ssis

ting

Safe

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ontr

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Assisting Safety ControlPACKAGED AND INTEGRATED SAFETY DOCUMENTS

The system packages and interlocks work safety documents into a cohesive group that is...

• Easy to Use

• Security Controlled

• Workflow Managed

• Approved

• Issued & Re-Issued

• Surrendered

• Closed

• Role Managed

• Skill Managed

• Concurrence Enabled

• Awareness Enabled

• Lessons Learned Enabled

• Conflict Detection Enabled

• Dynamically Monitored

• Audit Supported

• KPI Supported

DESIGNED FOR USE WITHIN:

OIL & GAS, POWER,CHEMICAL, NUCLEAR,FACILITY, TRANSPORTWORK SAFETY FOR YOU, YOUR COLLEAGUES,THE COMMUNITY AND THE ORGANISATION

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Job Safety Analysis

Job

Safe

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PROVIDING A STRUCTURED METHOD APPLIEDTO WORK PRACTICES TO MITIGATE THE RISKOF ACCIDENTS DURING WORK ACTIVITIES

Q4 Risk Assessment (RA) supports the identification of hazards relating to each step of a work task and assists in the nominationof suitable controls and precautions to reduce the safety risks to acceptable levels.Note the terms Job Safety Analysis (JSA),Job Hazard Analysis (JHA) and Task Risk Assessment (TRA) imply the same process.

FEATURING

LESSONS LEARNED

The ability to record lessons learned froma task allows users to capture information on hazards encountered during and on completion of work tasks.

This safety knowledge base is automatically triggered to display appropriate informationto system users as future documents are being processed based on applicable plant, zone, location, isolation points and work type. In addition the system offers MOC control of recorded information to address and eliminate such hazards in the future.

CLEAR WORKING PARTY COMMUNICATION

Job Safety Analysis provides the work team with identified hazards, controls, barriers and safety documents that require communicating priorto work commencement. The JSA can act asor support a Toolbox Talk where individualinput, agreement, roles and responsibilitiescan be agreed with the working party priorto starting work.

DYNAMIC MONITORING

The team should remain aware of the potential for new hazards as work progresses and not become complacent. If necessary, they should STOP THE JOB and re-assess the task. Note Q4 RA/JSA provides the ability to re-assess andre-approve the JSA.

• New JSA Creation

• JSA Template Utilization

• Q&A Wizard

• Routine Work Facility

• Specify JSA level (1 or 2)

• State-Flow Control

• Hazard & Control Selector

• Analyze Risks

• Define & auto-create supporting Safety Documents

• Custom Hazard Selector

• Custom RA Matrix

• Custom Hardcopy


Job Safety Analysis

Job

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/ Miti

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Mitigate Work Hazards

THE STAGES OF JOB SAFETY ANALYSIS

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 Tree is provided to stimulate thought and to assist in defining the hazards and controls of each work step.

JSA STEPSWork Request, Define and Categorize Work

Raise JSA and define the Equipment andWork 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

Review JSA with Work Teams at Toolbox Talk

Team Agreement or Stop

Implement Controls

Start Work - Monitor Controls and Dynamic Hazards or Stop

Review and Capture Lessons Learned

Draft JSAs can be printed and used to visit the worksite to evaluate the hazards present, followed with a JSA update, refinement and addition of hazards and controls.

Supplementary Assessments such as materials, hazards or lifting plans can also be supported with the document attachment facilities ofthe system.

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Effective Assessment

INTERACTIVE AND INTUITIVE TOOLS

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Re-validated

Work

Request

Authorised

Prepared

Assigned

Expired Issued

Closed

Job Safety Anal.

Dashboard

Visual Display

Isolations(LOTO)

Certificates

GasTesting

EmailConcur

SkillMatch

HardCopy

PERMIT CONTROL

Q4 Safety permit module is dedicated to the management of Permit to Work documents and Certificates.

The system supports the full life cycle of Permits and Certificates and comes with a configurable workflow system to validate stepsto promote safe working practices.

Permits & Certificates

FEATURING

• New Permit Creation

• Permit Template Utilization

• State-Flow Controlled

• Role and Rule Controlled

• Awareness & Acknowledgment

• Concurrence & Authorization

• Email Notification

• Issue & Surrender Control

• Re-Issue Control

• Valid To & Expiry

• Full Audit Trail & History

• Gas Testing

• Lessons Learned

• Related Safety Documents

• Attachments

Perm

its

& C

erti

ficat

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The system is designed to configure all types of safety documents, both on-screen and hardcopy, to match required formats.

Other features include management of awareness, concurrence, lessons learned, roles and skills.

TEMPLATES

Permits from previous jobs or templatepermits can be used to create new Permits.This facility provides significant time saving benefits and is particularly useful forrepeated Outage or Shutdown work.

DOCUMENT FLOW

Q4 Safety controls the sequence of status changes a Permit is moved through during its life cycle with its flow engine. The software ensures that all necessary procedures and authorizations are completed before movingto the next stage in the sequence.

If a non-compliant action is attempted the software prevents the user from proceeding and notifies them of the missing step or information.

Q4 Safety manages the entire Permit process, including: granting permission, preparing and approving a Permit, issuing it for work to commence and closing it following job completion. Any work scope alterations and shift changes are also supported by the software as well as work conflict detectionand notification.


STATE EXAMPLES

• Raised

• Submitted

• Approved

• Available

• Issued

• Surrendered

• Closed

• Cancelled

• Cleared

• History

WORKFLOW MENUS

The Manage Permits Menu makes it easy to locate permits in a particular condition for processing.

CONFIGURABLE WORKFLOW

Precise states and workflow can be easily configured with desired role and logic checks.

Permits & Certificates

Perm

its

& C

erti

ficat

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Intu

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Intuitive Use

With Cross Check Logic

INTERACTIVE AND INTUITIVE


Isolation Management

Isol

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ISOLATIONS AND CONTROL

Q4 Safety contains features 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 of creating an Isolation Certificate, (Classified Isolation Certificates or Isolations on a Permit) by selecting the isolations required while checking if they are already being sharedby other work.

Q4 Safety Isolation Manager controls the sequence of status changes that an Isolation Certificate is moved through during its life cycle. The workflow engine ensures that all necessary procedures and authorizations are completed before moving to the nextstage in the sequence.

If required, the IC can be configured to work with a Sanction to Test or Equipment Testing Certificate to control the release of isolations for testing in a safe manner.

The isolation and de-isolation process can be managed with Lock or Tag control and Q4 Safety also features a mechanism for cross locking to assist in situations where complex cross lock procedures are required.

FEATURING

• Life cycle management

• Work inhibits

• Audit & history

• Isolation points & types

• Isolation states

• Isolation sequencing

• Shared Isolations

• Cross locked IPs

• Tag & lock box detail

• Cascaded locks

• Procedure attachments

• Visibility of work

• Visibility of shared locks

USING ISOLATION MANAGER TOOLS

To support the creation of Isolation Certificates a hierarchical plant isolation register can be used to select and add individual isolationsor groups of isolations. Users can then specify the sequence and method of isolation required for work to commence safely.

The isolation and de-isolation process can be managed with Lock or Tag control. Q4 Safety gives engineers the ability to print outIsolation Lists and Tags that can be taken to the worksite and used to carry out the required isolations which are then recorded on theIsolation Certificate as having been applied.

When printed, the Certificate will display the choice of isolation points and the configuration condition required to make the plant safe along with key safes and keys (if used).


1. Build an Isolation

2. Print Isolation Lists & Tags

3. Do Isolation

4. Confirm Done in System

5. Print Isolation Certificate

Isolation Management

Isol

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to W

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Making Plant Safe to Work On

PRECISE ISOLATION CERTIFICATES

• Build Isolation

• Analyze

• Document

• Apply Isolations

• Lock & Tag

• Issue & Proceed

• Test Management

• De-Isolate

INTERACTIVE AND INTUITIVE TOOLSISOLATION POINT VERIFICATION

Q4 Safety facilitates barcode tag labels and RFID plant item identification technology. Intrinsically safe mobile devices can be used to upload the specified isolation points from Isolation Certificates in order to provide plant engineers the ability to locate and confirm the isolation points as specified.

Appropriate isolation sequence and individual points are provided to the user to perform and confirm the work using RFID plant identification and matching tag label bar codes. On completion, the information can then be uploaded to affirm specified isolation points have been applied. The system facilitates de-isolation procedures in a similar manner.


Implementation

OUR APPROACH

Q4 systems are not just items of software, they are business solutions and we treat each implementation of our products as a complete business project.

Based on our experiences of implementing our Q4 solutions through a wide variety of industries, we have developed an implementation methodology which has now become a fundamental part of our solution.

Central to this methodology is the partnership we build with our client during the project allowing the team to combine our in-depth knowledge of the product and past usage with the client’s understanding of their own work practices and requirements.

Impl

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Preparation

Software Configuration

Testing

Training

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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-ordinated 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 live data.

Engica 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 Engica Support Departmentwho provide ongoing support as required.

Peop

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People Delivering Solutions

PREPARATION

The initial stage will confirm the objectives and scope of the project, identify tasks to be carried out and determine software configuration.

SOFTWARE CONFIGURATION

This stage involves making the baseline software work the way a customer wants.A core element to this process is to build aset of WYSIWYGs (What You See Is What You Get). These are data input screens that closely resemble the resulting hard copy printouts and rule logic.

TESTING

Testing is normally split into two phases, Factory Acceptance Tests (FATS) and Site Acceptance Tests (SATS).

TRAINING

While Super-Users and the Customer Project Manager will have undergone sufficient training to enable them to participate in tasks such as process mapping, FATS and SATS, additional staff training is still required.

Formal, role-specific training and assessment materials have to be prepared, IT staff need formal training on system administration and we normally attend initial roll-out trainingsessions led by the Super-Users to provide confidence.

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Your System, Your Rules

Your

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SYSTEM CONFIGURATION

A core design goal of all Q4 systems is to provide you with a system that adapts to your process and required safety documents, rather than forcing procedural change to match the software.

The Q4 architecture allows the system to be configured to precise requirements using instruction sets that are utilized by the Q4 Engine. Some of the common configurationfeatures are described on this page:

USER SCREEN PERMITS AND CERTIFICATES

The Q4 system includes the ability to operate client-specific forms for all document types in the form of software screens that closely represent the paper Job Safety Analysis, Permits and Certificates.

The system supports any number of types, each of which has its own layout, logic and data to provide users with immediate familiarity and rule base.

HARD COPY CERTIFICATES AND PERMITS

The format of printed Permits and documents is also client specific. Engica has implemented different sizes, colors, 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 procedures with features and process flow to support theuse 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 preference suchas key safes/lock boxes, lock bars andtagging systems.


No

Com

prom

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No Compromise

SAFETY DOCUMENT STATE FLOWS

Q4 documents such as Risk Assessments, Permits and Certificates are controlled through a configurable status engine. This controls the possible status of documents, the authorized changes to status and the levels of authority and data integrity required to make the status change.

This mechanism validates both the user and the data before allowing a change. State-flow also encompasses email, concurrence, notifications, lessons learned, gas testing andmany other trigger features to support the safety process.

CONFIGURABLE HAZARDS AND CONTROL LIBRARY

The Q4 Risk Assessment process is supported by a “baseline” hazard tree. This can be changed by the client to contain their own applicable hazards and potential controls. The tree can be added to and developed by the client to evolve as new hazards and controls are recognized through work tasks.

SECURITY

Q4 systems offer advanced configurable security features extending to single sign-on, security switching, role and skill matching.

WORK MANAGEMENT INTEGRATION

Q4 Safety can be seamlessly integrated to work management systems via the Q4 API. A number of leading systems are integrated to date.

LANGUAGE

Q4 systems are designed to work in and switch instantly to multiple languages and can have new languages added as required.

INTEGRATION

Q4 systems are ideal for integration to other systems. The multi-tier object-orientated architecture with its fully exposed API is designed to communicate with such systems as MSDS, DMS, LOLER, CMMS, and many more.


Return on Investment

Retu

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Improved Performance

Although cost benefits are secondary to that of safety it is beneficial to understand that adopting an electronic safe system of workcan substantially contribute to the goalof operational 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, duringand after work activities as well as achieving fewer incidents due to greater safety vigilance.

Sector case profiles available on request

SAFER SAFETY DOCUMENTS

• Enforcement of Safety Process Rules

• Awareness, Concurrence & Knowledge

• Accuracy & Legibility

• Activity Knowledge

• Packaged & Related Safety Documents

PERSONAL ADVANTAGES

• Easier To Access & Process

• Use of Lessons Learned

• Knowledge & Awareness

EXTRA CONTROL

• Cross Checks

• Role & Skill Checks

• Alerts

• Planning & Awareness

• Quality

• Analysis

BETTER COMMUNICATION

• Central Information

• Faster Communication

• Confirmed Communication

Engica’s track record of over 30 years delivering solutions to international energy and industrial markets guarantees proven technology and high quality implementations. This is why we are supplier of choice for demanding multinational companies.

BETTER

Information

Assessment

Knowledge

Rule Adoption

Process

Application

Responsibility

Communication

Awareness

Behavior

Dynamics

Audit

ROIIMPROVED SAFETY

COST REDUCTION

IMPROVED UPTIME

OPERATIONAL EFFECTIVENESS

• Increased Efficiency

• Increased Uptime

• Lower Operational Cost
