Permits and authorisations

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1 Procedure Index Section Title 1 Introduction. 2 Purpose 3 Definition 4 Primary authorisations 5 Secondary authorisations 6 Specific permits and authorisations Appendix 1 Primary Authorisation Quick Reference Appendix 2 Secondary Authorisation Quick Reference Toolbox talks Having read this procedure all key points must be communicated to all staff that undertake and or are involved in this activity. This must take the form of a toolbox talk and recorded along with signatures of attendee s on form SHE 13 which is available from the Health, Safety and Environment section of the Portal and from the Health and Safety Manual (see section 2 managers activities and forms). If you require any further assistance in the development of the tool box talk please contact your Health, Safety and Environment team member.

2 1 Introduction The Health and Safety at Work etc Act 1974 requires adequate systems of planning, organising and controlling work to ensure health and safety. Permits and authorisations are an essential part of a safe system of work for certain types of work to ensure that all hazards/risks are identified and controlled. 2 Purpose This document provides guidance on the types of permits and authorisations available and when to use them. 3 Definitions Term Definition Thames Water Representative (TWR) Authorised Person Deemed to include Project Managers Representative, Project Manager or any other Thames Water personnel authorised by the Project Manager Someone, who has sufficient training, knowledge and experience to enable them to recognise the hazards and risks associated with any particular plant and the associated work activities that may be carried out on that plant and as a consequence, is able to issue any relevant safety documentation to control the work safely. Authorised Persons are appointed to this position by their senior management 4 Primary Aurthorisations (TWOSA & TOCOP) Most work whether on a Thames Water site or public place will be undertaken under one of the following primary authorisations. TOCOP (Transfer of Control of Premises) Form 8351A TWOSA (Thames Water Operational Safety Authorisation) Form PS5387A These forms are available in pads from reprographics and should not be recreated and transmitted electronically. These primary authorisations are not intended for use when travelling across the premises to the place of work although access arrangements must be agreed with the site manager. They are also not intended for contractors that are meeting with site manager or their representative to discuss/agree prospective works, as long as they are accompanied by someone with sufficient knowledge of the site and its hazards. 4.1 Thames Water Operational Safety Authorisation (TWOSA) The TWOSA enables a formal exchange of essential health & safety information, where contractors/visiting workers are required to work alongside Thames Water. It is not a permit-to-work (secondary permit/authorisation), which may still be required in certain high risk or complex circumstances. A TWOSA will be issued where TW retains control of the premises. Requests for a TWOSA must be accompanied by a written safe system of work. This is to be submitted to the relevant Thames Water Representative (TWR) for review and onward transmission to TW Operations. The TWOSA must be issued by the Thames Water authorised person (As identified in the LOAD). 4.2 Transfer of Control of Premise (TOCOP) The TOCOP form confirms that a site/area has been passed over to a contractor. This form is not a Permit-to-Work, nor does it in anyway prescribe safety controls. It does, however, confirm that the site/area is now the responsibility of the main or Principal Contractor. The form must be signed by both the TW site manager and the contractor, in order to confirm both transfer and return of control of premises. A copy of the completed TOCOP should be clearly displayed on the site along with signs informing people that the area is subject to a TOCOP.

3 As part of the transfer it may be necessary to isolate plant/services. Where this is required a Permit (G) should be issued. 4,3 Application One way of minimising the responsibility for the hazards created by the contractor's work is by effectively handing over control of a site, or part of it, to the contractor for the duration of the work. On "greenfield" sites made over contractually by a TWUL to a contractor, the Contractor becomes site manager. On Company manufacturing, operational and administrative sites Thames Water management are normally the Controller of the Premises and as such will have the primary role in managing health & safety on site. In some cases however, either the whole site or parts of the site may be made over, contractually, to a contractor for the period of the contract. Note that transfer of occupancy is not intended to alter the existence or conditions of any leases relating to the site. In practical terms there are three basic situations to be considered. A) Fenced Off Workplace Where it is possible to fence off an area of a TW site, a contractor may be given contractual control of the fenced-off part. In this case the contractor is responsible for Activities within the fence; His own employees; Thames Water Employees and those of other employers in so far as they are affected by his activities; The general public affected by his activities. Thames Water still retains a responsibility for its own employees, such as TWUL Capital Delivery staff, while they are working within the contractor s compound, and Thames Water Controller of Premise will be responsible for any common parts of the site the contractor uses to gain access to his compound. In order to ensure that the transfer is effective, the following criteria must be met: The boundaries of the transferred site must be capable of being clearly delineated; The transferred site must be adequately fenced off; The contractor must have control of the relevant premises. This means that Thames Water staff may only enter with the permission and under the supervision of the contractors representative; There must be no reason for regular access to be required by TW staff. For example, if TW staff wished to gain access to a monitoring point within the affected site one day a week, TW would be unable to claim that occupancy had been transferred. B) Required Access In some cases the situation is not nearly so clear and these are probably best illustrated by the term "required access". It may well be that control of part of a site, logically and contractually passes to a contractor as mentioned above but TWUL operations might require either occasional or emergency access for operational reasons. This should be anticipated and identified in the contract. Control will usually remain with the contractor and access is gained with the contractor's agreement. In the later stages of a project TW may well take over (or take back) control of plant, buildings, etc and bring them on stream for proving trials, commissioning etc. Once operations take back control it remains with them and, if the contractor requires access to the works, a TWOSA form should be issued and cancelled by operations as often as is necessary. This is particularly important if the contractor is likely to be coming and going on an unscheduled basis.

4 C) Common Workplaces In some cases it is not possible to isolate a work site for the contractor and it is necessary for his employees to work on the operational site often, alongside TWUL employees. Clearly this situation has the most potential for one group of workers affecting the health & safety of the other. In these cases Thames Water will retain responsibility for control of the site and issue TWOSA forms as appropriate. 4.4 Exemptions to TWOSA Some work undertaken by companies on behalf of Thames Water is low risk and is carried out in low-risk environments. It has been agreed that this work may be carried out without the issue of a TWOSA. The following are some examples of this: Installation, relocation or repair of IT equipment Telephone installation, repair and relocation Sampling of water/waste for quality purposes In these cases, the contractor/visiting worker must arrange site access and make contact with the site representative on arrival and also before departure. They must have previously received information on operational site hazards and procedures. 4.5 Frequent Routine Contractors/Visiting Workers The TWOSA is also intended for issue to visiting TW specialists/contractors such as maintenance fitters, instrument mechanics, grounds maintenance etc, since local management, as Controller of the Premises, bear a responsibility for their health & safety. However, when such visits are routine or scheduled and regularly cover the same task or purpose the issue of TWOSA on every occasion may be unrealistic and unnecessary. In such cases, annual issue of TWOSA to the supervising manager of the visiting group/contractor will suffice. The smanager will be responsible for providing a separate TWOSA to cover any exceptional circumstances or operations not covered by their annual TWOSA. 4.6 Instructions to Contractors Where TWUL operational or HQ premises' management are controller of the premises and other business unit led contractors are working under the terms of either a TOCOP or TWOSA form, circumstances may well arise where Operations are dissatisfied with safety standards. As a strict general rule communication with contractors should be through the Project Managers Representative/Thames Water Representative for the project. However, in a case involving immediate danger to life and where the TWR is not on site the most senior contractor's employee on site should be approached and the Project Managers Representative/Thames Water Representative for the project informed immediately thereafter. A quick reference guide to Primary Authorisations is attached as appendix 1 to this document. 5 Secondary Authorisations 5.1 Permits to Work A permit to work system is a formal written system used to control certain types of work that are potentially hazardous. The types of work involved are typically non-routine maintenance tasks or some contractor activities. For example, a permit to work would be required when the safety of personnel working on electrically operated plant depends upon the isolation of such plant from the electricity supply at a remote control panel or switchbox. Permit to work forms are the documents which detail the work to be done and in particular the precautions to be taken. The issue of a permit is more than the granting of permission to undertake a particular task. The permit also specifies the precautions that have been, or must be, taken to ensure that the work is undertaken safely and that there is adequate communication between all the parties involved. The Health and Safety at Work Etc. Act 1974 requires adequate systems of planning, organising and controlling work to ensure health and safety. A permit to work system is regarded as an essential part of

5 a safe system of work where high risk activities are involved. Further, the Health and Safety Executive also recommend the use of a permit to work for operations such as confined spaces and hot work. There are a number of types of permit to work used in the company. These are listed below and summarised in section 6: Confined Spaces refer to the Confined Spaces Resources Manual Low and High voltage electricity - refer to Company Electrical Safety Rules Hot Work General or Mechanical Permits refer to Company Mechanical Safety Rules Sludge Digester refer to Company Code of Practice 5.2 Issuing Permits to Work Each permit to work comprises of the following four stages Stage 1 Issue The Authorised Person acting on behalf of the department or business unit requiring the work to be carried out issues the permit to the Competent Person representing the team conducting the work, the contractor or visiting worker. At this stage the permit will detail the precautions that have been taken. A method statement and valve/switching schedule may also be attached. The Authorised Person is someone who can demonstrate sufficient knowledge of the processes involved, who has been trained and appointed in writing and is identified LOAD, supplement to the Health and Safety Policy. It is unlikely that the same Authorised Person will have sufficient knowledge and experience to be able to issue all types of permit. Stage 2 Acceptance The Competent Person in charge of the team conducting the work together with the Authorised Person, at the place of work, completes the acceptance section of the permit to work to confirm that he is satisfied that the necessary precautions/isolations are in place and that the agreed safe system of work will be adhered to. Stage 3 Clearance The Competent Person in charge of the team conducting the work together with the Authorised Person, at the place of work, completes the clearance section of the permit to work to confirm that the work has been completed and that the site is left in a safe condition. Stage 4 Cancellation The Authorised Person who issued the permit to work, satisfies himself that the work has been completed, the site is safe, and then completes the cancellation section of the permit to work. The detail regarding each type of permit is in the Company rules and codes mentioned above but the following principles generally apply; The work must not deviate from that covered by the permit. If unforeseen problems or complications arise the Competent Person must suspend the work and refer back to the Authorised Person (or relevant site manager) who issued the permit before proceeding further. Any time constraints imposed by the permit must be adhered to. If the work looks likely to exceed the period specified in the permit, the Competent Person must refer back to the issuing Authorised Person (or relevant site manager) as soon as such circumstances become apparent.

6 Issue and cancellation should be completed by the same Authorised Person. If in exceptional circumstances this is not possible such as a change of shift or unforeseen emergency during the permit period, there must be a formal, recorded handover of responsibility from the departing issuer to the arriving canceller. Such handover should cover the isolation points, key holders, method of work etc. Both Authorised Persons should sign the handover record. Further guidance is provided with the permit to work forms. 5.3 Isolations There are various methods of securing isolation that can be used depending upon the type of plant and the circumstances, such as: Padlock with only one key in the possession of the Competent Person in charge of the work. Multiple padlocks with individual key holders so that all have to be present to restore power, flow. Isolation keys held in a key safe with two locks. Authorised and Competent Persons each have a key to the safe and isolation keys cannot be released until both are present. 6 Specific Permits and Authorisations 6.1 Mobile Crane Authorisation This authorisation is for use with cranes hired in by Thames Water or contractors cranes only (not for TW owned cranes). Where the project is notifiable under the Construction (Design and Management) Regulations 2007 or is in a TOCOP area then a mobile crane authorisation form is not required. For all other projects the need should be noted on the TWOSA form under the column headed "Tools/equipment" and the relevant crane authorisation section under the column headed permit and cross ref. Docs completed. Where Thames Water is the hirer and arranging for a hire and lift agreement, the situation is fairly straightforward (. The Authorisation Form (6232A) should be completed by the hirer, ensuring that the checklist on the front inside cover is followed. Third parties, eg. Contractors, T.W. personnel from other service/operational groups, wishing to bring cranes onto site should identify that need to the site manager. The person authorised to complete the form is identified in the LOAD. Where contractors are controllers of the premises in their own working compound then the Mobile Crane Authorisation (6232A) is not required simply to cross the Thames Water site to reach the contractors compound. Essential information relating to heavy transport (bridge and pipe culvert weight loadings and overhead obstructions etc) is required to be provided by the controller of the premises as part of the CDM07-J (existing site hazards). The authorisation form is divided into 8 sections each of which should be fully completed. 1. Owner, crane type and SWL. 2. Location(s) of work, restricted areas/access, max. working radius/reach. 3. Ground conditions (e.g underground services & culverts, max. road & bridge loadings, made up ground. 4. Obstructions, overhead/side clearances. 5. Maximum load to be lifted. 6. Carriage of any one person in man riders. Documentation, statutory certificates, (see below), insurance documents, operators' proficiency certificates.

7 Other potential hazards, deep water, gas risks etc. Records which must be available with hired mobile cranes Record of a weekly inspection NB: Record of a thorough examination under the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) of the crane and any associated lifting accessories, chains, slings etc. Please refer to the TWUL standard for Mechanical Lifting Operations for full details. The crane operator must hold a current CITB/CTA certificate of training and competence for the type of plant he is operating. The crane authorisation is intended to provide the essential exchange of information to ensure safe crane operation. It is not anticipated that personnel issuing the Mobile Crane Authorisation form would require detailed knowledge of cranes or crane operations since their role is largely intended to check records and provide site specific information to the crane operator. The form will be signed by the Operational Manager issuing the TWOSA, where applicable, in the column marked HIRER/REPRESENTATIVE. 6.2 Confined Space C Permit This permit is used where the general safe systems of work outlined in the Code of Practice for Confined Spaces (PS5431A) are insufficient and a specific safe system of work has to be developed. In general a confined space C Permit will be required where TW Operations have identified:- A particular hazard in the confined space, or its connections; That additional control is required, due to the equipment or substances being used during the work. Contractors are required to follow the TW Code of Practice for Confined Spaces and the TW Confined Space Resource Manual as a minimum, when working under a TWOSA, however if working under a TOCOP contractors may use their own systems. 6.3 General G Permit A Permit to Work system is a formal written system used to control certain types of work that are potentially hazardous or of a complex nature. In general a Permit to Work (G) will be required where TW Operations has identified that:- Or The plant or equipment is of a complex nature; There exists a risk to works operation; The person carrying out the work is not considered to have sufficient understanding or experience of the particular plant to isolate it safely. The plant or operation has been specifically identified as requiring a PTW(G) in the local organisation arrangements for health and safety, the Safe System of Work or a linked Permit (e.g. E or H) Prior to signing the permit, the Authorised Person (G) must physically inspect the plant to ensure that the plant is isolated and that all details of the method of isolation or control are itemised on the permit. An inspection must be carried out prior to the piece of equipment being commissioned, by the nominated Authorised Person prior to cancellation. Where there are long intervals in between the job, the PTW (G) is to be cancelled and reissued once works recommence. 6.4 Plant Release Certificate

8 This document is used to give permission for a particular item of plant, generator, pump etc to be worked on. It is used to confirm the availability of the item for either maintenance or operational service. It is especially useful where there are several items of identical plant in the same area and can be used to distinguish one from another e.g. Pump No. 5. The person undertaking the work will generally carry out their own isolations. It may be used in addition to the various permits and authorisations. It is not a permit to work. Prior to cancellation of the certificate, the isolation where applicable must be removed and the plant commissioned. The work carried out will then be inspected by a TW nominated person and the certificate cancelled. 6.5 Digesters To undertake work on digestion plant involving the decommissioning or commissioning of a digester, the breaking of gas lines, removal of gas compressors or boosters or any other work that involved the purging of the gas system, will require the use of a General Permit (G). The individual issuing this permit must have been assessed and appointed as an Authorised Person (D) Digesters. 6.6 Electrical (E) Permit An Electrical Permit (E) is issued to a Competent Person by a Senior Authorised Person in the case of high or low voltage equipment or by an Authorised Person (LV) in the case of low voltage equipment. The permit confirms that it is safe to carry out specific electrical work on an item of electrical equipment, that has been securely isolated from the electrical system. The individual issuing this permit must have been assessed and appointed as an Authorised Person (AP) to the appropriate level ((SAP HV), (AP HV) or (AP LV)). The permit is to have a unique serial number, be produced in triplicate and to be in the mandatory form as detailed in the Electrical Safety Rules Appendix 3.

9 Appendix 1 Primary Authorisation Quick Reference TOCOP When to use? When an area of a TW site can be handed over to a Contractor (making the contractor CoP) TW do not generally require access to the area while work is undertaken. Who can issue? Site manager TWOSA When both TW and a contractor require access to the same area of site possibly at the same time. (so TW remain CoP) Completing outstanding work after formal handover of project to operations Use of existing TW plant during commissioning of new plant Authorised person identified in the LOAD Who is it issued to? How much notice is required? Requirements prior to issue TOCOPs and TWOSAs shall only be issued to the main contractor and not directly to their sub-contractors. The main contractor is responsible for coordinating their work on site and that of their sub-contractors. (Subcontractors should be issued with a copy of the TWOSA and be working to the Contractors Health and Safety Handbook as a minimum. A copy of the authorisation must be displayed at the working area in a prominent location (if no defined work area available to display then must be kept available). Requests for Primary Authorisations, along with all supporting documentation, must be made at least 10 working days before required or as agreed locally with the CoP. In the event of emergency works, the request must be made ASAP. Note to site manager: In some locations, local procedures dictate that a method statement/risk assessment review form may need to be completed if the person reviewing the contractors system of work and issuing the TWOSA differs For ALL works except those which are notifiable under the Construction (Design and Management) Regulations 2007, the site manager must provide site specific information relating to hazards and risks which exist on site. (It is assumed that for notifiable projects this information should have already been provided.) Site plan outlining area to be transferred Contractor/visiting worker to submit written system of work via relevant TWR to be reviewed by competent person on behalf of site manager

10 TWOSA TOCOP How long does it last? Does it need to be cancelled? Who is site manager? Who can access the controlled area? Issued for the duration of the job/section of work or annually, whichever is the shortest. Requests for an extension must be made at least 1 week prior to the expiry of the current authorisation It must be reviewed if work area/site circumstances change significantly. Yes, when the site manager agrees that the area is ready to be handed back. (It may be appropriate to complete the work under a TWOSA e.g. commissioning) The contractor. TW staff can only gain access under the control of the Contractor (including out of hours/emergency) Contractors staff and TW staff under the control of Contractor only. Issued for the duration of the job/section of work or quarterly, whichever is the shortest. It can be issued annually for frequent low-risk work in low-risk environment (e.g. office cleaning) Must be reviewed if work or site circumstances change significantly If there are long intervals (greater than one month) between stages of a job, the TWOSA should be cancelled and re-issued once work recommences Yes, it must be cancelled once the work is completed, suspended or expires. The TW Operations/premises manager remain site manager Note: The Contractor remains in control of his immediate work area. Contractor and TW staff. TW staff should not access the immediate vicinity of the contractors work area without first informing the contractor so that he can make the area safe or inform the person of the hazards. The Contractor has duty to prevent unauthorised access to his works and must inform visitors of any hazards that exist. Practicalities Must be able to clearly delineate the area The transferred site must be clearly designated A copy of the valid TOCOP clearly displayed in a prominent location Signage must be erected to confirm the area is subject to a TOCOP The contractor must have control of the premises (site) There must be no reason for regular access by TW site (Infrequent access can be arranged with Contractor). This reduces TW level of responsibility for operations carried out by the Contractor in the TOCOP area. This is not a permit to work This draws out info on hazardous operations being undertaken allowing risks to be communicated between contractor/visiting worker and TW staff A copy of a valid TWOSA must be clearly displayed in a prominent location Ideally used for minor works contractors Facilitates an exchange of information between Thames Water and the Contractor.

11 Appendix 2 Secondary Authorisation Quick Reference When to use? What procedure is it? Who can issue? Who is it issued to? How much notice is required? Requirement prior to issue How long does it last? Does it need to be cancelled? HOT WORKS PERMIT CRANE AUTHORISATION Under TWOSA only For projects that are working under a TWOSA and are nonnotifiable under the CDM Regulations 2007 or nonconstruction work Hot Works Code Mechanical Lifting Operations Standard. Hot Works Permit (PS Authority for the use of 5393A) Hired Mobile Crane (form 6232A) Lifting Equipment Guidelines (PS5402A) Thames Water Thames Water authorised person (H) authorised person (G) Group or individuals carrying out the work Main Contractor (not sub-contractors) CONFINED SPACE C PERMIT All Class C entries except those under a TOCOP TW Code of Practice for Confined Spaces (PS5431A) Confined Space Resource Manual (PS503) Thames Water Authorised Persons (C) CP2 in charge of party carrying out the work ELECTRICAL E PERMIT Contractors under a TWOSA or TOCOP or TW technicians Safety Rules for Electrical Apparatus (PU1735) issue 7 Thames Water SAP (HV), AP (HV) of AP (LV) Group or individuals carrying out the work Generally a minimum of 2 days but must be confirmed by site manager at start of project. Maximum 1 day Contractor to provide lifting plan Duration of lift(s).if crane is changed then new authorisation required Written safe system of work to be received and reviewed prior to issue of the permit Duration of entry Yes No Yes Yes Practicalities A contractor working under a TOCOP will use his own systems Information on hazards for notifiable projects is included in the pre-construction information. Non-notifiable projects last 30 days or less, or 500 or less person days. A contractor working under a TOCOP will use his own safety management system Written switching schedule and single line diagram Duration of job Where the contractor has been formally assessed as competent, they may issue their own LV permits. Supply Authority issue own permits for main supply e.g substations

12 When to use? What procedure is it? Who can issue? Who is it issued to? How much notice is required? Requirements prior to issue How long does it last? Does it need to be cancelled? Practicalities GENERAL G PERMIT Contractors under a TWOSA or TOCOP or TW technicians Mechanical safety rules (PH202) Thames Water Authorised Person (G) Group or individuals carrying out the work GENERAL G PERMIT FOR DIGESTERS Contractors under a TWOSA or TOCOP or TW technicians Digester Code of Practice (PS5432A) issue 2 Thames Water Authorised Person (D) Group or individuals carrying out the work PLANT RELEASE Contractors under a TWOSA or TW technicians Plant release certificate book (PS5419A) Thames Water Authorised Person (G) Group or individuals carrying out the work Generally a minimum of 2 days but must be confirmed by site manager at start of project. Written safe system of work to be received and reviewed prior to issue of the permit Written safe system of work to be received and reviewed prior to issue of the permit Duration of job Duration of job Duration of job Yes Yes Yes Isolation to be carried out by TW nominated person. Only required under TOCOP where it is necessary to isolate plant as part of the transfer. Isolation to be carried out by TW nominated person. Only required under TOCOP where it is necessary to isolate plant as part of the transfer. Isolation generally carried out by contractors personnel

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