What you don't know about the permit management system
A Permit Management System, often referred to as PTW, is an important operational procedure used by organizations to grant documented authorization for tasks deemed hazardous or non-routine. This article provides an in-depth understanding of PTW, the different types of work permits, the benefits of digitization, and effective implementation strategies.
What is a permit management system?
Permit Management System or PTW is defined as a standard operating procedure used by organizations to issue documented permission to perform tasks that are considered hazardous or non-routine. The work permit form consists of specific instructions about the nature of the job, time and location as well as sufficient information about important safety procedures that must be followed.
Valid work permit documents, whether paper or digital, must contain the following key components:
Authorization: Must include approvals from designated personnel at various stages of permit management.
Roles and Responsibilities: Clearly defined roles for the individuals involved in the task.
Risk identification: comprehensive assessment of potential risks and corresponding preventive measures.
Task Description: Exact details about the task, including scope, timeline, and step-by-step instructions.
Risk Assessment: Comprehensive safety protocols, which may include site audits, equipment inspections, employee training, and more, tailored to the specific job.
Status Records: A system for tracking the status of permits, whether they are open, closed, canceled, or reissued.
DocSuite's permission management system plays a vital role in organizing and monitoring access to documents and information. It allows users to impose specific access restrictions based on the permissions assigned to each individual. This helps protect data and ensure information security by determining who can access which file or document. Thus reducing the risk of leaks or unauthorized use.
Why use a permit management system?
A permit management system provides an easy way for organizations to continually monitor workflows using a well-documented system to streamline processes and control safety outcomes.
Without a permit management system, you are unknowingly putting yourself and those around you at risk, for example: Imagine being stuck or suffocating in a closed workplace without anyone knowing you are actually there or operating machinery without adequate practice or training.
The permit management system offers several attractive advantages:
Enhance safety
Ensures that employees are adequately equipped with appropriate personal protective equipment (PPE), trained in safe work procedures, and informed of potential hazards before beginning their duties.
Increase accountability
By granting permits, organizations shift responsibility for any accidents or near-misses onto themselves, with safety as the top priority.
Improve analysis
Record keeping and data collection provide insights into staging incidents, calculating the probabilities of human error, and facilitating investment in better safety equipment and operational procedures.
What are the types of work permits?
There are seven main types of work permits: hot work permits, cold work permits, confined space work permits, chemical work permits, work at height permits, and drilling permits. Each work permit is classified according to the nature of the job and the risks involved.
Hot work permits
Permitting to perform tasks in conditions that result in sparks, flames, or any other source of ignition. Examples of hot work permits include welding, welding, flammable gases, and other heat-producing operations.
Cold work permit
It is a permit to operate machinery or other jobs that do not generate any form of heat during the manufacturing process. Mechanically induced bending, shearing, compression, and pulling are some examples of a cold work permit.
Height work permit
It is defined as a permit to work in elevated spaces (2 meters from the ground), whether ladders, scaffolds, mobile elevated work platforms (MEWP) and other spaces that are far from the ground.
Permit to enter confined spaces
It is a permit to perform tasks in a confined space exposed to hazards such as suffocation, a substance with the potential for ingestion, toxic atmosphere, etc. Confined spaces refer to ventilation holes, shafts, sewers, tanks and much more.
Drilling permit
It is a permit for employees to mine or excavate land in order to build infrastructure, extract resources, or discover hidden artifacts. The risks involved in excavation work include falls, entrapment, explosions, airborne contaminants, etc.
Chemical work permit
Obtaining a license to work with harmful chemicals or in chemically stimulating atmospheres that are toxic or corrosive in nature, and chemical engineers who mostly work in chemical factories and laboratories.
Electrical insulation permit
Authorized to work in high voltage areas subject to uncontrolled electrical dispersion, common electrical insulation work is the management and maintenance of locking systems and site maintenance by electrical engineers.
Digitizing the aunt's statement
Digitizing the PTW permit management system helps eliminate cumbersome Excel-based or paper-based processes that are typically associated with a manual PTW system. With an electronic permit management system, you can optimize the entire process to create a system that is always connected, easy to use and highly collaborative while increasing accessibility and control over permits.
The electronic permit management system provides many advantages, including:
Efficiency: Instant issuance of permits with necessary licenses.
Real-time information: Instant transmission of permit details to authorized personnel.
Centralized database: All permit activity, from issuance to closing, can be accessed remotely via any connected device.
Performance Monitoring: Get valuable insights into the progress of operations.
Enhanced Collaboration: Facilitates communication between management and on-site employees to get instant updates on safety permit status.
Automation: Intelligent automation technology ensures that permits are issued or rejected only when all criteria are met and safety procedures are implemented.
Notifications: Receive instant alerts and notifications across the management chain regarding permit activities, requests and escalations.
DocSuite's permit management system is distinguished by several aspects, including:
Fine-grained control: Provides the fine-grained ability for users to define permissions and permissions for each individual or group, allowing access to be customized effectively.
Data Protection: Enhances security and protects data from leaking or unauthorized access by restricting access to sensitive information.
Ease of use: It offers a simple and easy-to-use user interface that facilitates the process of specifying and modifying permits without the need for advanced technical skills.
Activity Tracking: Provides tracking features to record activities, which helps in monitoring access and analyzing logs for compliance and security.
Enhancing cooperation: It contributes to enhancing cooperation between users by granting specific permissions to edit or view without the need to share passwords or copy files.
Multi-platform support: Integrates well with other systems and provides support for multiple environments, making it suitable for a variety of uses and businesses.
What is a PTW checklist
Permit management checklist is defined as a comprehensive documentation of everything associated with the work permit to be issued. The checklist form should cover all aspects of the work permit including details related to the work, safety checks to be followed, worker profiles, emergency protocols, licenses, and duration of work. etc.
Let's explore some basic items of a permit checklist:
Complete credentials and authorizations
Names, designations and signatures of the originator, permit user, issuing authority, site auditor and other designated authorities.
Permit title and reference number
To give a clear definition of the work permit form to ensure ease of storing and retrieving permits.
Work location and timing
Location and timing of the job: Names, designations, and signatures of the permit creator, permit user, issuing authority, site auditor, and other designated authorities.
detect location
This will help determine the exact location of the plant where the job will be performed.
Job description
A complete summary of the task to be performed with procedures to be followed, scope of work and constraints.
hazard identification
A complete summary of the risks you may face while working from residual, ergonomic, physical, radiation and more.
Precautionary steps
Safety measures to be taken to avoid any dangerous conditions that may arise during work.
Personal protective equipment
A list of safety equipment needed while performing the assigned task. Safety equipment includes gloves, breathing mask, safety helmets, shoes, belts, and more depending on the job.
Allow logging out
The last part of the permit management system is where you will have to state whether the work is complete or incomplete.
Successful implementation of a permit management system depends on several critical factors:
Emphasize the importance of a permit management system and when to use it to all participants in your organization.
Provide an appropriate and comprehensive training program for your employees, no matter how good your permit management system is.
Make sure you do not start any business without an approved work permit.
Ensure that all required authorizations are granted before starting the task.
Ensure that the completed permit is stored and managed properly
Permit management system from DocSuite
As a comprehensive permit management system, DocSuite is able to handle all your work permit activities. The software is used across various industries – from oil and gas to construction, manufacturing and pharmaceuticals. Some of the key features include:
Easy permit template builder
Powerful control panel
Customizable workflow
Contractor management system
Electronic signature
Access via web browser or mobile apps
Customizable to suit your requirements
DocSuite's permit management system features a robust and intuitive interface design that requires minimal training. We now realize the importance of the permit management system, as it contributes to organizing and facilitating access and information control processes. Providing the ability to accurately assign permits enhances the security and effectiveness of using this system, which It contributes to improving the user experience and ensuring smooth operations. Through continuous improvement and adaptation to user needs, the permit management system remains a vital part of the Doc Suite architecture to ensure security and efficiency in information management.