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Z’s Permit to Work system HS-CSP-MAN-001

Z’s Permit to Work system

HS-CSP-MAN-001| © Z Energy Limited March 2016 Page 1 of 28

Revision Summary

Version Author Reasons for Change Approver Date

Approved

Draft V1.0 Draft for comment April 2011

Draft V2.0 Final draft May 2011

BRM review July 2011

Final 1.0 July 2011

Revision 1.1 Minor revisions to forms August 2011

Revision 1.2 Revisions to forms Dec 2011

Revision 2.0 Draft for comment - revision to process

based on PTWS principles. The permitable

activities and forms have not yet been

reviewed

Oct 2013

Revision 2.1 Revisions to this document following

consultation with Z, affected parties, and

contractors

Nov 2013

Revision 3.0 Final revision following all consultation

rounds

3 Feb 2014

Revision 3.1 Changes following BRM Review and

changes to wording for permitable

and medium risk electrical activity

8 Feb 2014

Revision 3.2 T Evans-Tracy Minor changes following Updated

PTWS Orientation Training for clarity. No

intent changes

4 Mar 2014

Version 4.0 N James Update of roles and responsibilities.

Update to derogation process and

roles and responsibilities. Add

reference to managing non-

accredited contractors. Changes to

Permit Issuer competency

requirements. Set out Permit Issuing

document control standard. Remove

reference to the term ‘Permitable’.

Rebranded in ZORM livery. Included

‘HSSE’ to ensure focus on HSSE risk.

J Hughes 23 Mar 2016

Document classification Unclassified

Document location Controlled copies of this document are accessible in electronic form via

the Z Energy server. All paper versions are uncontrolled documents.

Document custodian HSSE Business Partner - Projects

Document authority Deviation/variation from this procedure can only be done with the

approval of General Manager – HSSE or delegated authority



Contents

Intent and why of the Permit to Work system 4

1 Purpose, principles, and authority 5

1.1 Purpose 5

1.2 Principles 5

1.3 Stop Work authority 5

1.4 PTWS risk management cycle as per ZORM Managing Operational Risks standard 5

1.5 Permit to Work 5

2 Applicability 6

3 Roles and responsibilities 7

3.1 Specific responsibilities within the PTWS across Z 7

3.2 General Manager – HSSE (Owner) 7

3.3 HSSE Operations Manager (Custodian) 7

3.4 PTWS Administrator 8

3.5 PTWS Orientation Trainer 8

3.6 Senior Permit Issuer 8

3.7 Permit Issuer 8

3.8 Permit Holder 9

3.9 Authorised Gas Tester 10

3.10 Z Site Representative 11

4 Working under a permit 12

4.1 High-risk activities 12

5 Work not requiring a permit 14

5.1 Medium-risk activities 14

5.2 Low-risk activities 15

5.3 Deliveries 15

6 System documents 16

6.1 Work Clearance Form 16

6.2 Safe Work Method Statement / Job Safety Analysis 17

6.3 Permit 17

6.4 Permit attachments 18

6.5 Contractor pre-qualification process 18

7 System rules 19



7.1 System validity 19

7.2 Issuing a permit remotely 19

7.3 Self-permitting 20

7.4 Contractor permitting 20

7.5 Blanket permits 20

7.6 Derogations and standard operating procedure approval process 20

7.7 Changes in conditions 20

8 Training and competency requirements 22

8.1 Permit Issuers 22

8.2 Permit Holders 23

8.3 Authorised Gas Testers 23

8.4 Worker qualification 23

9 Audit and review of PTWS 24

9.1 Audits 24

9.2 Review and Assurance 24

9.3 Reporting 24

9.4 Records 24

10 Glossary 25

11 Attachments 28



Intent and why of the Permit to Work system

At Z, we reckon everybody should work safely on our sites so we can all go home safely. The Permit to

Work System (PTWS) provides a practical framework for our staff and contractors to abide by our

commitment of no harm to people or the environment.

The PTWS is intended to provide an effective means of identifying significant hazards and managing

significant HSSE risk activities. In other words, it provides a set of eyes that focus on significant HSSE risk

activities and helps Z to verify with contractors and workers the required controls that have been

identified and established to manage the level of HSSE risks associated with hazardous work tasks. The

PTWS is also a formal means of communication for all parties involved in the management, supervision,

and actual carrying out of the activities.

The PTWS is a critical HSSE risk-management tool and supports Z’s HSSE Stand and Commitments. It is an

important part of Z’s Operational Risk Management system (ZORM) and is integral to Z's safe system of

work. Most importantly, the PTWS is designed to manage those HSSE risks that could result in serious or

fatal injuries.

A Permit is not simply permission to carry out a dangerous job. It is an essential part of a system which,

through consultation with affected parties, determines how that job can be carried out safely and helps

communicate this to those doing the job. It should not be regarded as an easy way to eliminate hazards

or reduce HSSE risk. The issue of a permit does not, by itself, make a job safe - that can only be achieved

by those preparing for the work, those supervising the work, and those carrying it out. As well as the PTWS

other controls may be required (for example, process or electrical isolation, or access barriers) and these

will need to be identified in task HSSE risk assessments before any work is undertaken.

The PTWS is intended to ensure that authorised and competent people have thought about foreseeable

HSSE risks and that these risks are eliminated or minimised by using suitable control measures. Those

carrying out the job should think about and understand what they are doing to carry out their work

safely and take the necessary control measures and requirements.

Human factors, such as people not implementing procedures properly, are often a cause of incidents.

Z’s PTWS has been designed to reduce this risk. It is supported by comprehensive training, instruction,

communication, review, and (most importantly) a built-in understanding of how to practically implement

the permit system in the field.

This document is intended to provide a clear understanding of Z's PTWS requirements.



1 Purpose, principles, and authority

1.1 Purpose

• To provide a framework where all non-routine work is completed in a safe manner to prevent harm to

workers, others affected by the work and the environment

• The purpose of this document is to set out Z’s Permit to Work System (PTWS) requirements

1.2 Principles

The principles of the PTWS are aimed at adding value in terms of risk reduction to keep workers safe and

eliminate or minimise HSSE risks to an acceptable level for activities that fall within its application. This will

be achieved through the following principles for Z’s PTWS.

• Main focus for all parties is to keep workers safe

• Criteria based on severity level of risk for health, safety, security, and environment including acute,

chronic, and catastrophic consequences

• Whole of business focus

• Trained, competent personnel involved

• Recordable permit process

• Clear and simple criteria

• Smart and accessible systems – user-friendly

• Information is current and up-to-date

• Built-in verification and assurance

1.3 Stop Work authority

• All Z employees, site representatives, contractors, and workers are authorised to intervene and stop

work if they are concerned with work practices that they observe. They can request a conversation

and review of the defined safe-work practices

• This PTWS document is effective from 31 March 2016

1.4 PTWS risk management cycle as per ZORM Managing Operational Risks

standard

1 Establish the context of the work activity

2 Identify hazards

3 Assess the HSSE risks

4 Determine the necessary controls to eliminate or otherwise minimise the HSSE risks using Z’s risk

management framework

5 Implement the controls ensuring a competent person(s) carries out the activity and issues the permit

6 Evaluate the HSSE risks to an outcome where risks have been managed as far as is reasonably

practicable

7 Implement additional controls (treatment) if the HSSE risk is not acceptable

8 Consult and communicate with all relevant parties throughout the risk process and conduct of the

activity (including authorities where applicable)

9 Monitor and review the outcomes of the PTWS

10 Do not complete the task if the HSSE risks cannot be mitigated or managed to acceptable levels

1.5 Permit to Work

The terms ‘permit to work’, ‘permit’, or ‘work permit’ refer to the paper or electronic certificate or form

used as part of an overall system of work, and which has been devised by Z to meet its specific needs.

Whether it is manually or electronically generated, the permit is a detailed document which authorises

certain people to carry out specific work at a specific site at a certain time, and sets out the main

controls needed to complete the job safely.



2 Applicability

This document applies to all workers conducting work for and on behalf of Z, such as employees,

contractors, sub-contractors, franchisees, and retail site staff as well as visitors on premises operated by Z.

The PTWS is mandatory and applies to all work which is identified as potentially hazardous, including all

non-routine work being completed at workplaces under Z operational control, Retail sites, Mini-Tanker

Zee sites, work conducted under a Z construction contract, or when working on Z-owned equipment at

sites owned or operated by others.

A permit is required for all high-risk activities (as defined in section 4 of this document). No permit is

required for other works unless specifically stipulated by Z Energy. However, contractors are required to

complete work clearance forms for such work on a daily basis and Job Safety Analysis or Safe Work

Method Statements as required by the PTWS.

The PTWS is to be used in parallel with site safety rules. Manned sites in particular may have site-specific

safety requirements. In the event of any inconsistency, the more prescriptive standard shall apply.

The Z Life Saving Rules (LSR) are mandatory, apply to all work completed for Z, and are used in parallel

with the Permit to Work System. The Z LSR can be found at: http://z.co.nz/ptwinfo

The requirements of this document shall apply in addition to any applicable New Zealand laws and

regulatory requirements, including the latest codes of practice as issued by the regulator. This document

takes precedence only where its requirements exceed those of applicable laws and regulatory

requirements.

http://z.co.nz/ptwinfo



3 Roles and responsibilities

3.1 Specific responsibilities within the PTWS across Z

Role Issue permits Self-permits Appoints PI PTWS assurance

activities

system

Stop work if

necessary

General Manager –

HSSE

HSSE Operations

Manager

HSSE Assurance

Manager

PTWS Administrator

PTWS Orientation

Trainer

Senior Permit Issuer (SPI)

Permit Issuer (PI)

Permit Holder (PH

Authorised Gas Tester

Z Site Representative

Workers

Z Staff

Is not responsible and cannot undertake the task or role

Is responsible and can undertake the task or role

3.2 General Manager – HSSE (Owner)

The GM HSSE is the Z Energy senior manager with overall ownership and responsibility for Z’s HSSE

practices. The GM HSSE is the senior manager accountable to ensure an appropriate permit-to-work

system is introduced and made operational, and to provide sufficient resources to enable the permit-to-

work system to be properly implemented.

3.3 HSSE Operations Manager (Custodian)

The HSSE Operations Manager ( or delegate) is responsible for maintaining and confirming the

implementation of this PTWS.

The responsibilities of the HSSE Operations Manager are outlined below.

• Implement and monitor the PTWS in accordance with the requirements of this document

• Monitor and evaluate the PTWS outcomes to ensure appropriate safe work systems are established

and maintained for all work done under the PTWS

• Implement a PTWS orientation programme so Z Assets Project Management Office, Z Environmental

Manager, Z Maintenance Managers, Z HSSE Business Partners, Site Systems Manager, Z Office

Reception Staff, Permit Issuers, Permit Holders, and Authorised Gas Testers know the requirements of

the PTWS

• Appoint the PTWS Administrator, PTWS Orientation Trainer, and Senior Permit Issuer

• Audit and review the PTWS periodically to seek to ensure its effectiveness and currency with

accepted industry practice

• Report to the BRM and the GM HSSE on the effectiveness of the PTWS



3.4 PTWS Administrator

The PTWS Administrator is the person responsible for administering the PTWS documentation and records

requirements. They are appointed by the HSSE Operations Manager, and are a Z employee.

The responsibilities of the PTWS Administrator are outlined below.

• Maintain a register of Permit Issuers and Authorised Gas Testers confirmed competent by the PTWS

Orientation Trainer, plus other necessary documentation to verify the requirements of this document

have been met

• Solicit and receive feedback from the users of the PTWS and consult with the HSSE Operations

Manager and Senior Permit Issuer as necessary on the operation of the PTWS

• Facilitate the sourcing of an adequate number of Permit Issuers who are qualified to issue permits to

meet the operational requirements of Z

3.5 PTWS Orientation Trainer

The PTWS Orientation Trainer is responsible for conducting the PTW Orientation training and managing

the training and competency requirements of the PTWS. They are appointed by the HSSE Operations

Manager, and are a Z worker.

The responsibilities of the Trainer are outlined below.

• Provide Z PTWS orientation training and testing for Permit Issuers

• Maintain the PTWS orientation documents

• Verify Permit Issuers are competent as per the requirements in this document, including revalidation

every three years of Permit Issuer competencies

3.6 Senior Permit Issuer

The Senior Permit Issuer is responsible for monitoring the operational performance of the PTWS, for

conducting periodic operational reviews of the implementation of the PTWS, and for providing

assurance to the HSSE Operations Manager that the PTWS meets Z requirements and is implemented

correctly. The Senior Permit Issuer is appointed by the HSSE Manager, and is a Z employee.

The responsibilities of the Senior Permit Issuer are outlined below.

• Able to solicit and receive feedback from the users of the PTWS and consult with HSSE Operations

Manager and PTWS Administrator as necessary on the operation of the PTWS

• Provide technical support and advice to ensure the PTWS is implemented as intended

• Review and issue permits as required

3.7 Permit Issuer

The Permit Issuer (PI) is responsible for taking all necessary steps to prepare, authorise, and issue the

Permit to Work after assessing the work and work site and/or area hazards and the controls to address

these hazards.

It is not necessary for the PI to remain on site for the duration of the work as the Permit Holder is

responsible for verifying that the control measures are maintained throughout the work and that the

work party and the work stays within the limits and conditions specified on the Permit (area, scope of

work, time).

Permit Issuers manage their own permit numbering. The required format is their initials and the date

(XY/dd/mm/yy).

The PIs are appointed by the Administrator. The PI must be trained on the PTWS and successfully

complete the competency training detailed in this document before issuing any permit at any location.

PI’s are likely to be experienced and competent third-party personnel, Z Assets Team members, HSSE

Business Partners, Christchurch Airport Depot staff, Terminal staff, or contractors.



The PI’s responsibilities include, but are not limited to, the following tasks.

• Successfully complete the Z PTWS Orientation about the Z permit process

• Critically review the Safe Work Method Statement (SWMS) prepared by the Permit Holder as part of

the preparation of the permit

• Discuss the SWMS with the Permit Holder on site

• Confirm the Permit Holder is aware of the Z PTWS requirements

• Issue a permit that accurately details the scope of works and ensures that the combined

documented controls are adequate so the work can be completed in a safe manner

• Confirm that the hazards associated with the work and the work site and/or area, and other work

that is or will be performed on or about the location during permit-controlled work, have been

identified and assessed and that the identified controls are adequate to perform the work in a safe

and environmentally-sound manner

• Confirm that all relevant parties have provided their input and agree with the hazards and controls

identified in the permit before it is issued

• Verify that all necessary supporting documentation, SWMS, and drawings are attached or readily

available while the work is being performed

• Review the permit with the Permit Holder and verify that they know the exact location of the work,

the permit conditions, emergency procedures in the event of an emergency during the work, hazards

that have been identified, and the controls that must be taken during the work

• Specify (on the permit) any additional controls that need to be taken during the work

• Identify any conflicts between the proposed work and other activities in the area of the work that is

being authorised by the permit, and if necessary cross-reference the permits

• Sign and issue the permit

• Cancel or suspend permits that have been issued when necessary

• Review the work with the Permit Holder they return the permit (if required)

• Sign off on the permit once the work is complete

• Report incidents and near-miss incidents involving the work covered by the permit to the

PTWS Administrator

• Conduct or participate in any investigation of an incident related to the work covered and provide

the investigation report to the Administrator, as applicable

• Keep copies of the permit form and associated documents for a minimum of six years, and 40 years

for any permits involving asbestos work or health monitoring

3.8 Permit Holder

The Permit Holder (PH) is responsible for taking all necessary steps to perform the work in a safe and

environmentally-sound manner in accordance with the permit. They are typically the contractor who is

responsible for performing the work.

The person or contractor undertaking the work is responsible for the following tasks.

• Plan the requirements for carrying out potentially hazardous work and include them in their works

programme

• Engage a competent PI at least 10 working days (or as negotiated with the PI) before the date the

permit is required (except in an emergency situation – in which case phoning 111 may be the

best option)

• Provide the required documentation to the PI for review at least five working days before the date

the permit is required

• Ensure the permit holders are trained and competent in these responsibilities

• Provide continuous supervision to ensure the Z PTWS requirements are met

The PH’s responsibilities include, but are not limited to, the following tasks.

• Prepare a Safe Work Method Statement/Job Safety Analysis (SWMS/JSA) and any other

documents required

• Complete a Work Clearance Form each day before starting work

• Identify the need for a permit as per the works programme or in completing the Work Clearance

Form, and contact the local PI to arrange for this

• Discuss the job fully with the PI before signing to accept the permit

• Provide input into the controls necessary to manage risks as their area of expertise relates to the

scope of work

• Review the risks and controls daily through a prestart or toolbox meeting and ensure all workers are

trained and have signed into the SWMS for the works



• Explain the work details to the work party, including any potential hazards and their associated

control measure(s)

• Make sure that the PTWS and permit are complied with, including without limitation, verifying that the

control measures are maintained throughout the work and that the work party and the work stays

within the limits and conditions specified on the permit (area, scope of work, time)

• Be personally present at the work site at all times during the permit-controlled work – if they must

leave the work site permanently during performance of the work, the permit is cancelled and all work

stops until a new permit is issued

• Prominently display the Permit and attachments at the work site where all contractor employees can

see them

• Stop the work and seek advice from the PI if conditions at the site change

• Take the necessary steps to ensure the work area is left in a safe and tidy condition before handing

back the permit to the PI on completion or suspension of the work, as applicable

• Submit the signed, completed permit when work is complete

3.9 Authorised Gas Tester

The Authorised Gas Tester (AGT) is appointed by the Permit Holder for all permits where atmospheric

testing is a requirement. They are responsible for taking the necessary steps to confirm that the

atmosphere in, on, and about the work area means the work can be performed in a safe manner.

The AGT shall be adequately trained and experienced to perform the gas testing and to operate the

gas testing device. The competency requirements are detailed further in this document. The AGT must

be formally trained in the use of their own or their company gas detector device and have current

certification to demonstrate this. The AGT certification must form part of the SWMS/JSA.

The AGT shall have ready access to, and be competent to use, calibrated gas-testing equipment that is

maintained in good working condition in accordance with the manufacturer’s recommendations or

instructions.

The Authorised Gas Tester roles and responsibilities may be performed by a contractor’s qualified

technician, supervisor, or foreperson, or the PI. The AGT may be the PH, the PI, or another Z or contractor

employee, except for confined space work where the AGT cannot hold or carry out any other role.

The Authorised Gas Tester’s responsibilities include, but are not limited to, the following tasks.

• Successfully complete training on performing gas testing and gas-testing equipment

• Conduct gas tests (oxygen, toxic, LEL/flammability, and so on) immediately before a permit is issued,

and then at the frequency specified on the permit and SWMS/JSA to verify that a hazardous

atmosphere is not present

• Prior to each use, calibrate and inspect the gas-testing equipment and confirm it is the appropriate

equipment, is calibrated, and is fit for purpose. Equipment that is not calibrated and not fit for

purpose must not be used, marked as ‘DO NOT USE’, and removed from the work site

• The AGT must continue to take gas readings and record them on the permit documentation as

required by the permit conditions (for example, it may be a single test, or recorded hourly)

• Immediately stop the work and instruct personnel to withdraw from the work area to a safe area

whenever a gas test or change in conditions indicates that it is unsafe for the work to continue or is

not covered by the permit. The AGT must immediately report the condition to the PH, who will then

immediately inform the PI



3.10 Z Site Representative

The Z Site Representative (for manned operating sites only, such as Retail sites, Christchurch Airport

Depot, terminal sites, and Z offices) is the member of the site staff who has the following responsibilities.

• Confirm each day that the contractor or workers performing the work has:

• completed and signed a Work Clearance Form (WCF)

• a permit if required (as identified on the WCF

• completed the appropriate contractor induction requirements (ID card verification)

where applicable

• Provide a hazard brief for the site and significant activities that will be happening on site for the day

• Check work activity and if any work practices appear inconsistent with Z’s LSR intervene with the

relevant party and inform their supervisor

• Stop the work if there is a HSSE concern about the work

• Confirm that the Work Clearance Form (WCF) is signed when the person(s) performing the work

and/or the contractor leaves the site

• Advise those performing the work and/or the contractor of any new hazards as they become aware

of them



4 Working under a permit

4.1 High-risk activities

Permits are required for the high-risk activities described below at all times, including a Safe Work Method

Statement (SWMS) and any other supporting certificates and/or documentation.

Note: Any work excluded in the high-risk activity descriptions is only excluded being permitted. All other relevant

documentation for the work must still be completed.

Activity Description

Hot work in a

hazardous zone

Hazardous zones are as per the Classification of Hazardous areas

AS/NZS 2430.3:2004.

Hot work is any work that may produce a source of ignition. This includes

using any equipment that is not rated for use in a hazardous zone. It also

includes any work that may result in a spark entering a hazardous zone,

such as:

• welding

• blow-torches

• flame cutting

• any work involving an open flame

• sparking from jack hammers or concrete saws

• drilling

• grinding

• use of portable electric heaters

• electrical tools or equipment that are not explosion-proof or

intrinsically safe

• sandblasting operations

• operation of internal combustion engines

Confined space entry

(CSE)

All work that meets the definition in AS/NZS 2865. For example:

• manhole risers or tank sumps

• all underground and aboveground tanks and vessels

• car wash clarifier pits

• excavations >/= 1.5 metres

• trenches

• tank vaults

• storm water management systems

• crawl spaces beneath buildings

• service bay pit

• oil-water separators

• grease traps

• canopy space where canopy is double-skinned

• any water or waste-handling systems large enough for human entry

The above description is written to reflect Z works and Z requirements for

permits for CSE. The AS/NZS 2865:2009 definition for CSE is detailed in section

10 Glossary of this document and must be used to determine CSE activities

being undertaken that a permit will be required for. All requirements set out

in AS/NZS 2865:2009 are to be followed by the contractor and it is their

responsibility to ensure this.

Excavations and

trenching >/= 1.5 m




Live electrical work • Modifications and/or alterations to energised conductors within

switchboards

• All work on electrical lines and equipment where the line is energised

• Does not include energising equipment and/or circuits for testing (these

are covered in medium-risk activities)

Abnormal work or

maintenance

Where a standard operating procedure has not already been approved for

work by Z’s Senior Permit Issuer, HSSE Business Partner, or GM-HSSE by way of

derogation that involves overriding or disabling a safety-critical device,

including leaving a site operating with a disabled safety-critical device

Hazardous substance

exposure of high

residual risk or greater

Including, but not limited to, known asbestos and lead work. This includes

any physical modification or demolition of specific building structures or

materials (such as tanks, building insulation) that contain asbestos and/or

lead, among other hazardous substances

Energised high-pressure

system work to hydrant

lines

Not including energising equipment and lines for testing or samples

Live product line work Includes non-routine work not covered by an approved standard operating

procedure on pressurised or live energised product lines where either

product or vapours are still present (for example, modifications to existing

fuel lines).

Not including energising equipment and lines for testing or samples

Work at height

exceeding 1.8 metres

Measured from the lowest point of the worker’s body excluding work less

than five metres when working from a scaffold erected by a competent

person, or from a scissor lift, boom lift, or a permanent ladder, where the fall

protection is permanently engineered into the plant or equipment.

Note: All regulatory requirements must be met when using a scaffold, scissor lift, boom lift,

or permanent ladder.

Shop roof construction

and/or installation

Canopy construction

and/or installation

Working on single-skin

canopies

Working on a non-

trafficable secondary

surface

Includes, but is not limited to:

• ceiling cavities

• brittle roofs

• skylights

Tank removal and/or

installation

Demolition Excluding soft strip-out (except where asbestos has been identified)

Crane work Any crane work including a hiab and excluding standard stock deliveries to

a stock receiving area

Any other activity that

has a high or critical

residual risk

When risk assessed using the Z risk assessment matrix

Any other activity as

determined by Z

Energy’s senior

management and/or

senior permit issuer



5 Work not requiring a permit

5.1 Medium-risk activities

Medium-risk activities (as detailed below) must be undertaken under the supervision of a Z prequalified

contractor or Mini-Tankers Zee or Retail Site Retailer, and in accordance with their HSSE Management

Plan for the project/contract or Operational Manuals.

An exemption to engage a non-accredited contractor to perform unsupervised work may be

requested. These will be reviewed on a case-by-case basis and be relevant to one-off activities.

Exemptions must be prepared in advance of the work and be reviewed and approved by a HSSE

Business Partner before the work starts.

A SWMS, Job Safety Analysis (JSA), or Standard Operating Procedure (SOP) is required for medium-risk

activities at all times.


Restricted space

Includes:

• any manhole risers or tank sumps

• interceptors

• grease traps

• ceiling spaces that do not meet the definition of a confined space

Excavation between

0.5 metres and

1.5 metres

High-pressure system

work to a compressed

air system

Work at height

0.5 metres or greater

Work that is not specified as high risk or requiring a permit

Non-powered hoist use

involving a suspended

load

Work offsite in

roadways

Traffic management plan required and obtained. For example, for

connection of services including sewer, electrical power, or water

Work on low-voltage

equipment and circuits

• Includes fault finding, trouble shooting, and/or diagnostics on electrical

equipment where the equipment will be energised to allow this

• ‘Lock Out, Tag Out’ is to be applied for all repairs and replacement

of parts

• All other de-energised prescribed electrical work, including additions

and alterations to final circuits, or the installation of new and

replacement equipment

Erection of structures Architectural load-bearing structures

Pump-out of product

from tanks

Drilling of monitoring

wells or soil borings

Hazardous substance

exposure of medium

residual risk

Including, but not limited to:

• cutting MDF or SMF

• glues

• urea

• formaldehyde

Hot work outside of the

hazardous zone

Including, but not limited to:

• welding

• grinding

• portable heat sources




Any other activity that

has a medium residual

risk

When risk assessed using the Z risk assessment matrix

Any other activity as

determined necessary

by Z Energy’s senior

management, HSSE

team and/or senior

permit issuer

5.2 Low-risk activities

All other works that are not set out as high-risk and medium-risk activities do not require a permit or a

SWMS/JSA unless specifically required by Z Energy. However, a hazard identification and HSSE risk

assessment must still be completed and appropriate control measures undertaken to eliminate or

reduce HSSE risk. A record is to be kept as evidence of this process.

The works do require a Work Clearance Form to be completed daily by the contractor. This may form

part or all of the hazard identification and risk assessment required for low-HSSE-risk activities.

5.3 Deliveries

Delivery-only services – this is only for standard deliveries of stock to a stock receiving area. Suppliers are

responsible for completing a hazard identification and HSSE risk assessment for the delivery services,

including:

• implementing any controls identified to eliminate or reduce HSSE risk

• having competent delivery staff trained in manual handling

• having drivers who hold a current driver’s licence for the specific delivery task requirements



6 System documents

Documentation for the PTWS is available at www.z.co.nz/ptwinfo. The primary PTWS documents are

shown in the following table.

Document Description

Work Clearance Form Must be completed daily by all contractors for all work and workers before

starting. Attachment 4 contains the Work Clearance Form that shall be used

Safe Work Method

Statement

Must be completed by all contractors for work done under a permit prior to

performing the work

Job Safety Analysis This (or equivalent document) must be completed by all contractors for

high and medium-risk work prior to performing the work

Permit (work permit,

permit-to-work)

Must be completed by the appropriate PI for all high-risk work (work under

permit). Attachment 7 contains the permit form that shall be used unless

applicable law requires a specific permit or that the permit contains

particular information

Certificates Where applicable, must be used in conjunction with the permit. See

Attachment 8 Permit Certificates A-H

6.1 Work Clearance Form

A Work Clearance form (WCF) is completed by the person or contractor performing the work in

conjunction with the Site Representative for manned sites. Work Clearance is a process of hazard

identification and is used to verify that all activities on site are undertaken with the knowledge of the Site

Representative. The Site Representative advises the person performing the work or the contractor if there

are any operational or site conditions that may have an impact on performing the work safely (for

example, product delivery).

The Work Clearance process is also designed to stop the work or trigger the need for a permit if certain

conditions are not met.

The WCF is also used by the Permit Holder to renew a permit on a daily basis as long as the permit

validation period has not expired. If the permit validation period has expired, the Permit Holder must stop

the work and consult the Permit Issuer.

A WCF is required daily for all work. It is to be completed before starting the work each day, and closed

by sign-out with the Site Representative at the end of that day’s activities.

Where more than one worker is involved in the activity, a toolbox talk is to be conducted with all workers

before starting work to discuss the hazards identified on site and the required control measures.

A WCF must be completed at unmanned and closed locations, but a signature by the Site

Representative is not required. The unmanned or closed status is noted on the Work Clearance Form.

A minimum of two copies of the WCF are required:

• site copy to remain on site

• contractor copy to be filed by the contractor

See Attachment 4 for a copy of the Work Clearance Form.

http://www.z.co.nz/ptwinfo



6.2 Safe Work Method Statement / Job Safety Analysis

SWMS/JSAs detail specific safety requirements for the job. They are required for high and

medium-risk works. The requirements are outlined below.

1 The Contractor who is to perform the work shall complete the SWMS/JSA.

2 For work done under a permit, the Permit Issuer shall review the SWMS before authorising the permit.

3 For medium-risk activities, the SWMS/JSA shall be reviewed by the contractor’s supervisor or

representative prior to the work starting.

4 The PI shall document on the permit any additional controls that the contractor must undertake to

manage hazards and associated risks present on the site. The permit shall align with and complement

the Contractor’s SWMS/JSA.

5 The Permit Holder shall ensure that the SWMS/JSA and permit are followed.

Attachment 6 has a template for a SWMS.

A SWMS/JSA is a process of breaking down work activities into individual tasks, identifying associated

hazards against these tasks, risk-assessing them, and then determining appropriate methods of

eliminating, isolating, or minimising the identified hazards for the tasks to be undertaken.

The steps for completing a SWMS/JSA are outlined below.

1 Complete a task list (for example, break-down of work activities into tasks).

2 Complete a hazard identification assessment for all tasks.

3 Identify the high-risk tasks or hazards through HSSE risk assessment.

4 Identify control measures to be implemented to eliminate, isolate, or minimise the identified hazards

and HSSE risks.

5 Ensure the control measures reflect the Hierarchy of controls and the degree of HSSE risk.

6 Include the Z permit requirements for the task or hazard.

7 Assess the residual HSSE risk for the hazards identified:

• if the residual HSSE risk is high, return to step 4 and reassess the control measures

• if the HSSE risk is medium, consider further control measures to reduce the HSSE risk and/or

monitoring and review requirements

8 Assign a responsible person for high-risk work and describe how the control measures are to be

implemented, monitored, and reviewed.

Persons performing the identified work and/or contractors must prepare SWMS/JSAs taking into

account the:

• circumstances at the workplace that may affect the way in which high-risk work is carried out

• requirements detailed in any relevant Site Specific Safety Plan for the work and/or the HSSE

requirements for the workplace

The SWMS/JSA must be expressed in a way that is readily accessible and understandable to those who

use it.

If work is not carried out in accordance with the SWMS/JSA for the work, the contractor or site

representative must ensure that the work is:

• stopped immediately or as soon as it is safe to do so

• resumed only in accordance with the SWMS/JSA

6.3 Permit

A permit is a document used to describe the work to be performed, tools to be used, and hazards

associated with the planned work. A permit is issued for a particular task or activity, not for multiple

activities over a period of time. It identifies the requirements to be in place to eliminate, isolate, or

minimise the hazards or risks associated with the task or activity. Together the contactor’s SWMS/JSA and

the permit shall cover all risks and identify the necessary control measures to ensure the risks are as low

as reasonably practicable.

A Permit is required for potentially hazardous work specified in the PTWS activity table at all times.



A permit is required for medium-risk works where required in the main contractor’s HSSE Management

plan for the project or contract.

The permit must be accepted by the PH and authorised by the PI before work starts. Once the work is

complete, the PH signs and submits the completed permit to the PI. The PI must sign the permit to verify

the job is complete and that the permit is closed.

The permit and all associated documents (such as the Work Clearance Form, SWMS/JSA, and so on)

readily accessible to all contractor employees at the work site.

6.4 Permit attachments

Various activities require attachments to the permit, so more detail of the tasks can be recorded if

required. Attachments are separate forms which are completed by the PI, PH, or AGT during the works.

The appropriate Attachment forms are to be included as part of the permit.


Attachment A Hot Work Certificate

Attachment B Confined Space Certificate

Attachment C Work at Height - roofs, canopies and temporary structures

Attachment D Excavation Certificate

Attachment E Isolation Certificate

Attachment F Tank Removal / Installation Certificate

Attachment G Demolition Certificate

Attachment H Overhead Crane Certificate

6.5 Contractor pre-qualification process

Contractors are required to demonstrate, via the Z contractor management system (CMS)

prequalification process, that they have the necessary HSSE management systems in place to manage

HSSE risks in their given field.

A typical contractor prequalification process may consist of the following components:

• a review of the contractor’s HSSE plan and supporting documentation

• a HSSE capability and competency questionnaire to be completed by the contractor

• an evaluation of the contractor’s previous HSSE performance

• an HSSE audit of the contractor’s performance

• validation of the relevant insurance requirements

The prequalification records are held in Z’s contractor management system, which is accessible by Z and

the contractor themselves. The prequalification is renewed every two years.



7 System rules

7.1 System validity

A permit is valid for a specific task or activity, on a specific site, within a specific period of time. The

normal working hours for the project or contract are to be used as the basis for determining the specific

period of time.

Permits may be applied for in advance of the work, and may be issued up to 24 hours before the

high-risk activity starting.

Permits may only be issued for a maximum of five consecutive calendar days, as the benefits of a

discussion with a PI and daily handover and signing of the permit may erode over a period of time. Site

conditions may also change over time and require further discussion.

A permit issued for work that extends beyond one day must be renewed at the start of each day.

Provided site conditions have not changed and the permit validation period has not expired, the Permit

Holder can renew a permit by completing a new Work Clearance Form each day. If the permit

validation period has expired, the Permit Holder must stop the work and consult the Permit Issuer. The

Permit Issuer must issue a new permit before the works under permit can restart.

A permit can be extended for a period no more than 48 hours past the planned expiry date and time if

the PI has come to the site to issue the permit and knows about the site and the contractor (PH)

performing the work. The PI and PH must discuss and review the conditions of the permit and ensure the

conditions for the permit have not changed. If the permit conditions have changed, then the permit is

invalid and a new permit must be issued before the works restart. The PH must request an extension in

writing (email is acceptable) to the Permit Issuer, outlining the reasons for the request. The PI shall review

and can verbally accept the extension. However, this must be confirmed in writing (email is

acceptable).

7.2 Issuing a permit remotely

Whilst face-to-face communication between Permit Issuer and Permit Holder is recommended and must

be used wherever possible, there may be situations where this is not practical (for example, work on

remote sites of a low-risk nature for a very short time frame or in an emergency situation where timely

assistance from emergency services is not available). In these instances other measures shall be taken to

verify that HSSE risks are identified and adequately communicated.

A remote permit can ONLY be issued if ALL the following criteria are satisfied:

• the PI knows the site or has reliable drawings and site data

• the PI has a detailed knowledge of the task and activities to be permitted

• the PI has experience working with the contractor and individual PH

• the Z Senior Permit Issuer (or delegate) confirms remote permitting is appropriate and that the above

criteria have been met

This is the process for issuing a permit remotely.

1 The PI and the PH complete the permit over the phone, taking into account the site conditions and

referring to the Site Operator or Retailer if required

2 The completed permit is sent to the PH on site who reviews the specified conditions and confirms their

understanding of the conditions and their ability to comply with these conditions by signing the

permit.

3 The completed, signed permit is faxed or scanned and emailed back to the Permit Issuer.

4 The Permit Issuer must verify that they have a copy of the SWMS/JSA completed by the contractor for

the activity.

5 The contents of the SWMS/JSA must also be discussed in light of the permit conditions.

6 A second PI must approve the remote permit. At least one of the PIs must be the Z Senior Permit Issuer

(or delegate). Communication between all parties (PH, and two PIs) can be done remotely from

each other.

7 Where possible the use of technology should be considered to improve communications between all

parties (such as video conferencing).



7.3 Self-permitting

No one is allowed to issue a permit to themselves, as one of the main objectives of a PTWS is having a

discussion about the safety of a project.

7.4 Contractor permitting

A PI who has met the competency requirements to be a Z PI may issue a permit to another person in the

same contractor organisation. The PTWS Administrator will review a sample of these permits each quarter

to ensure the permit requirements are being maintained.

7.5 Blanket permits

Blanket permits are not allowed. Long-term routine work is more effectively controlled by means of

standard operating procedure or work instruction than by the use of blanket permits.

7.6 Derogations and standard operating procedure approval process

On occasions an approved standing operating procedure (SOP) may be more appropriate for

repetitive, routine activities. A SOP can be developed and work conducted against the SOP rather than

a permit. For example, this could evolve from projects that require the same implementation of minor

work in a hazardous area on the forecourt of all retail sites. When the potential for the work to be

conducted under an SOP is identified, the following process is to be followed.

1 The relevant Z representative for the work, in consultation with the contractor, conducts a risk

assessment and develops the SOP, and SWMS/JSA (which may be one document).

2 The competency of personnel and the equipment required to undertake the work is detailed in the

document(s) as well as the requirement to complete a daily Work Clearance Form.

3 If the work is for a project rather than ongoing routine work, the project timeline for the work is

detailed.

4 The relevant business unit HSSE partner is engaged to review and confirm the developed

document(s) are appropriate to manage the foreseeable HSSE risks.

5 A Permit Issuer is engaged to review and confirm the developed document(s) are appropriate to

manage the foreseeable HSSE risks.

6 The final documents are then provided to the Z Senior Permit Issuer and PTWS Administrator for review

and submission to the GM-HSSE.

7 The GM-HSSE reviews the documents and considers their acceptability for a PTWS derogation to

be approved.

8 The PTWS Administrator manages the derogation register and document control requirements for

all derogations.

The Z derogation form and procedure is available at:

http://matters.gel.local/HSSE/HSSE Published Documents/Forms

7.7 Changes in conditions

The Permit Holder must suspend the work and discuss the appropriate course of action with the Permit

Issuer if of any of the following circumstances occur during the course of an activity under permit control:

• the specified equipment or tools to be used are not available

• the type of work changes

• the process conditions change (for example, the unexpected release of product or gas nearby)

• an emergency in the area

• weather conditions change and increase the HSSE risk profile of the works

• conflicting work is being undertaken by another Permit Holder or contractor

If a tanker arrives to complete a delivery of product on site, work is to stop and be assessed for

additional HSSE risk. Hot work is to stop and stay stopped for a minimum of 30 minutes after the delivery

has been completed.

http://matters.gel.local/HSSE/HSSE%20Published%20Documents/Forms/Form.aspx

http://matters.gel.local/HSSE/HSSE%20Published%20Documents/Forms/Form.aspx



8 Training and competency requirements

8.1 Permit Issuers

PI candidates must do the following.

1 Attend the Z PTWS Orientation session and score a minimum of 90% on the qualifying test. If this

score is not achieved, the PI candidate may retake the test. Candidates may take the test up to

three times. The PTWS Orientation session is provided by Z.

2 Successfully complete the following NZ Qualification Authorities (NZQA) Unit Standards:

Capability Qualification

Permit Issuer • US 17590 Permit Issuer (Issue worksite specific work permits)

Hazard Identification • US 17602 Hazard Identification (Describe hazard identification and

control and apply risk assessment procedures under supervision in the

workplace)

The courses are designed to ensure that PIs understand their responsibilities as a Permit Issuer and the

common hazards to be covered in a permit. These courses must be completed before the PI can

undertake provisional permit issuing.

3 Following the successful completion of the Z PTWS Orientation and qualifications as identified above,

the PI can complete permits under supervision. For each type of permit the Permit Issuer is able to

complete they must complete two successful permits under supervision (Senior Permit Issuer or

delegate) and be deemed competent by the supervisor to issue permits unsupervised. The supervisor

will be a competent and experienced PI who is suitable to supervise PI on probation.

The supervisor must confirm that the PI has demonstrated for the supervised activities:

• a practical understanding of the relevant hazards and risks

• the ability to communicate effectively the permit requirements to the PH

• the correct PTW process and documentation

To ensure PIs are competent in the risks associated with particular high-risk (work under permit)

activities, they must have:

• approximately four years work experience in a relevant supervisory role for the permits they will be

confirmed to issue

or

• successfully completed and hold a current qualification in the following work-specific NZQA US:

Permit type Qualification

Confined Space • US 3058 Gas testing in high risk industries

• US 25510 Atmospheric testing

• US 17599 Confined Space planning

• US 18426 Hazard Identification

Hot Work • US 3058 Gas testing in high risk industries

• US 25510 Atmospheric testing

• US 25043 Energy isolation

Work at Height • US 17600 Safe work practices for working at heights

• US 25045 Employ height safety equipment in the workplace

Excavation • US 14611 Excavation hazards and traffic control

• US 10543 Protect underground services during excavation and

reinstatement

Electrical or

Mechanical Isolation

• US 25043 Energy isolation

This training is to be revalidated at intervals specified by the approved training organisation or every

three years (whichever is the minimum time frame).



8.2 Permit Holders

It is the responsibility of the PH company to ensure the PH is familiar with the Z PTWS.

It is recommended that PHs successfully complete the NZQA US 17588 Permit Holder (apply for, accept,

and carry out work according to a work permit in the workplace) to further understand their

responsibilities and the permit process.

8.3 Authorised Gas Testers

An authorised Gas tester must successfully complete and hold a current qualification in the following.

Capability Qualification

Gas Testing • US 3058 Gas testing in high risk industries

Atmospheric Testing • US 25510 Atmospheric testing

The Gas Tester must be trained in the use of their own or company gas-detector device.

This training is to be revalidated at intervals specified by the approved training organisation or every

three years (whichever is the minimum time frame).

8.4 Worker qualification

Personnel undertaking works for Z are to be adequately trained by their employer and training records

are to be available upon request by Z. The minimum training requirements for specific roles with an HSSE

focus for the activities are detailed in the Z Contractor Management System Standard for Construction

and Maintenance Performance available at http://z.co.nz/ptwinfo




9 Audit and review of PTWS

9.1 Audits

As a minimum requirement, audits of PTWS including high-risk activity documentation should be carried

out as part of the Z HSSE audit programme every six months. These audits are arranged by the HSSE

Assurance Manager. The HSSE Operations Manager, HSSE Business Partner – Projects, and Senior Permit

Issuer peer review the audit and it is also reviewed by the Z’s HSSE Assurance Manager.

9.2 Review and Assurance

The HSSE Operations Manager, in conjunction with the HSSE Assurance Manager, shall annually review

the effectiveness of the PTWS and modify it where necessary as part of continuous improvement of

ZORM. Factors to be taken into account include:

• changes in legislation

• industry guides

• review of Incident Reports

• inspection and audit findings

• feedback from users

9.3 Reporting

The results of audits, reviews and assurance are reported to the Business Risk Meeting by the GM-HSSE

Manager.

9.4 Records

Permits and supporting documentation must be retained according to legislative and Z requirements.

Permits are to be kept by the PI for a minimum of six years, and 40 years for any permits involving

asbestos work or health monitoring.

Training and competency records for Permit Issuers must be retained according to legislative and

Z requirements.



10 Glossary

Term Definition

Competent person A person who has acquired through training, qualification, or experience

the knowledge and skills to carry out the task, and where required has met

the regulatory requirements to carry out the task.

Confined Space

(as per AS 2865: 2009)

An enclosed or partially enclosed space that is not intended or designed

primarily for human occupancy, within which there is a risk of one or more of

the following: (a) An oxygen concentration outside the safe oxygen range.

(b) A concentration of airborne contaminant that may cause impairment, loss

of consciousness or asphyxiation.

(c) A concentration of flammable airborne contaminant that may cause injury

from fire or explosion.

(d) Engulfment in a stored free-flowing solid or a rising level of liquid that may

cause suffocation or drowning.

Also refer to AS 2865: 2009 section1.5.5 notes 1-5 which provide examples of

enclosed or partially-enclosed spaces that may meet the definition criteria

for a confined space.

Contractor Any contractor company or subcontractor company engaged to carry out

works for Z and any workers of such companies.

Crane Crane means a powered device that:

(a) is equipped with mechanical means for raising or lowering loads

suspended by means of a hook or other load handling device

(b) can, by the movement of the whole device or of its boom, jib trolley,

or other such part, reposition or move suspended loads both

vertically and horizontally

Includes all parts of the crane down to and including the hook or load-

handling device, and all ropes, wires, chains or other devices used to move

the hook, or device. Does not include lifting tackle that is not an integral

part of the crane.

Hazard An activity, arrangement, circumstance, event, occurrence, phenomenon,

process, situation, or substance (whether arising or caused within or outside

a place of work) that is an actual or potential cause or source of harm and

includes:

(a) a situation where a person’s behaviour may be an actual or potential

cause or source of harm to the person or another person

(b) without limitation, a situation described in subparagraph (a) resulting

from physical or mental fatigue, drugs, alcohol, traumatic shock, or

another temporary condition that affects a person’s behaviour

High pressure High pressure covers pressures higher than normal, especially higher than

atmospheric pressure.

Z hydrant operating pressures – below 1,000 kPa (145 psi)

Test pressures – below 1,300 kPa (190 psi)

HSSE Health, Safety, Security, Environment

Inspection Checking the permit controls in practice using a using a checklist or

equivalent document.

Isolation A physical barrier between a source of energy (mechanical, electrical,

hydraulic, or static head) or process materials and a place of work.

JSA Job Safety Analysis



Term Definition

Low Voltage

equipment

Electricity (Safety)

Regulations 2010

Any voltage exceeding 50 volts AC or 120 volts ripple-free DC but not

exceeding 1,000 volts AC or 1,500 volts ripple-free DC.

For example: 50 V alternating current and 120 V direct current up to

1,000 V AC and 1500 V DC

Monitoring Routine checking of permits and controls in the course of the work

Non-routine work Work that is NOT performed regularly in a controlled environment with an

approved Standing Operating Procedure or equivalent document. For

example, non-routine work is a work activity that is, but not limited to, any of

the below:

• performed infrequently

• outside of normal duties

• does not have an approved standing operating procedure

• performed in a different way from the standing operating procedure

• has never been performed before

Permit The terms ‘permit-to-work’, ‘permit’ or ‘work permit’ refer to the paper or

electronic certificate or form which is used as part of an overall system of

work, and which has been devised by Z to meet its specific needs.

Whether it is manually or electronically generated, the permit is a detailed

document which authorises certain people to carry out specific work at a

specific site at a certain time, and which sets out the main control measures

needed to complete the job safely.

Permit validity period The period during which a permit may remain active, and after which the

work site controls must be reassessed.

PH Permit Holder

PI Permit Issuer

PTWS Z’s Permit to Work System

Review Examining the fundamental design of the system to see whether it should be

changed in the light of experience.

Risk The probability and consequences of a hazard resulting in harm or damage.

Safety critical device An essential safety device designed to prevent injury or incident; including

devices required to de-energise a hazardous energy source.

For example, a part, assembly, installation, or production system with one or

more essential characteristics that, if not conforming to the design data or

quality requirements, would result in an unsafe condition that could cause loss or

damage to the end item or major components, loss of control, or injury to

personnel.

Site Representative Person responsible for the overall safety of a particular site. This could be the

Site Manager, terminal manager, construction manager, or a designated

employee.

Soft strip out Non-structural deconstruction, including removal of all appliances,

windows, doors, and other finishing materials.

SWMS Safe Work Method Statement

Work The works, including temporary works, to be executed in accordance with

the Z contract.



Term Definition

Worker Someone who carries out work in any capacity for Z or at a Z workplace,

including work as:

• a Z employee

• a contractor or subcontractor

• an employee of a contractor or subcontractor

• an employee of a labour hire company who has been assigned to work

for Z or at a Z workplace

• an apprentice or trainee

• a student gaining work experience

• a volunteer

Workplace A place where work is carried out for Z or on behalf of Z and includes any

place where a worker goes, or is likely to be, while at work. This includes a

vehicle, vessel, aircraft, or other mobile structure, and any waters and any

installation on land, on the bed of any waters, or floating on any waters.

WCF Work Clearance Form

A document used to identify and review the hazards inherent in the work

being undertaken.

Z Z Energy Limited

Zee Contractor for Mini-Tankers providing Direct Machine Refuelling and other

refuelling services



11 Attachments

All Attachments to the PTWS Manual are held separately in stand-alone documents for ease of

updating. The Attachments are available at: http://z.co.nz/ptwinfo


Attachment 1 Permit To Work System Flowchart

Attachment 2 PTWS – Activity Table

Attachment 3 (Typical) Retail Site Hazardous Areas Map

Attachment 4 Work Clearance Form - roofs, canopies and temporary structures

Attachment 5 Z Risk Assessment Matrix

Attachment 6 Safe Work Method Statement Template

Attachment 7 Permit to Work Form

Attachment 8 Permit Certificates A-H

Attachment 9 Identification of a Confined Space Decision Tree
