BIFM Briefing 2
April 2009
Safe operation of permit to work systems
Background & industry problems
Originally, the Permit to Work (PTW) system was developed as a formal written
document to control high hazard activities associated with the petroleum, chemical
and allied industries. The use of PTWs has expanded and they are now being used
in a diverse range of industries and situations.
However, unfortunately and all too often, PTWs are being used inappropriately or
ineffectually. Numerous accident investigations have identified that, far from
controlling the risks arising from workplace activities, poorly conceived and
implemented PTW systems are creating complacent attitudes that risks are somehow
controlling themselves, merely because they may have been identified.
What is going wrong?
More and more situations have arisen where organisations issue PTWs in place of
visitor access passes for contractors carrying out work within their premises,
regardless of whether their activities are high risk, or not. This, coupled with
inadequate or nonexistent training, has, in many instances, had the effect of grossly
devaluing attitudes to and the usefulness of permits. There has often been a failure
to recognise that the issue of a permit does not by itself make a job safe.
If you need to keep an audit trail of contractors entering your premises then consider
use of an ‘Authority to Work’ form. This can include many of the elements you may
require to satisfy your internal or client-led procedures.
The danger of the inappropriate use of Permits to Work is the establishment of a
‘False Security Blanket’, with many organisations wrongly believing that by insisting
upon the issue of PTWs they are doing all that is required of them to demonstrate
their efforts to control risks.
Effective training
There is no requirement within health and safety law to operate PTW systems,
although they can form an essential part of safe systems of work for many
maintenance activities.
If you are going to use PTWs, however, your PTW system must be designed to
ensure that proper consideration is given to the risks of a particular job and the
permit itself must be a sufficiently detailed document which authorises certain people
to carry out specific work at a specific place at a certain time, and which sets out the
precautions needed to complete the job safely.
Effective training is the necessary foundation for the successful implementation of a
PTW system. Those who issue permits must be sufficiently knowledgeable about the
hazards and precautions associated with the proposed work; they must be able to
ask enough “what if” questions to enable them to identify all potential hazards.
Employees and contractors who work under permits must fully understand the
importance of the PTW system and be trained in its use.
Above all, once a permit has been issued, regular monitoring must be carried out to
ensure work is being carried out as planned. Deviation from the agreed methodology
without recourse to the permit issuer has often been identified as the cause of
accidents. If you are operating a PTW system on behalf of a client (contractor FM
situation) then ensure you have enough info and authority to run system effectively.
Check that:
The job is a High Risk activity and warrants a permit.
A Permit to Work System may be needed:
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Whenever it is intended to carry out work which may adversely affect the
safety of personnel, plant or the environment
Non-production work
Non-routine operations
Co-ordination of 2 or more individuals / groups
Where there is a transfer of work / responsibility
A Permit to Work System must not be used for:
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The control of general visitors to site
Routine maintenance tasks in non-hazardous areas
The control of contractors / sub-contractors for the above category of work
A Permit to Work:
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is a “Formal recorded process” for HIGH RISK activities
is the highest level of control for HIGH RISK activities
must be monitored, audited and reviewed
must not be used to control contractors/sub-contractors for anything other
than HIGH RISK activities.
The issue of a PTW does not, by itself, make a job safe
Further information may be obtained from the HSE website at www.hse.gov.uk
The BIFM acknowledges the support and contribution of the HSE and GSH in the
preparation of this Briefing.
Disclaimer
Although great care has been taken in the compilation and preparation of this
briefing, the BIFM cannot in any circumstances accept responsibility for errors,
omissions or advice given.
About the British Institute of Facilities Management
The BIFM is the ‘natural home’ of facilities management in the UK. Founded in 1993,
the Institute provides information, education, training and networking services for
over 12,000 members – both individual professionals and organisations.
The Institute is inclusive, working across related disciplines and forming alliances
with like-minded professional bodies. Increasingly international in outlook, the BIFM
is a founding member of both EuroFM and Global FM.
BIFM’s members are responsible for many of the services that support business and
other organisations, including business continuity, health & safety, space planning,
energy management, maintenance and catering.
For more information visit www.bifm.org.uk or telephone 0845 0581356.