Product Ref: S20120314 Engica Technology Systems International One Trinity, Broad Chare, Quayside, Newcastle upon Tyne NE1 2HF, UK Tel: +44 (0)191 201 7777 Fax: +44 (0)191 201 7778 Houston Technology Center, 410 Pierce Street, Houston TX 77002, USA Tel: +1 713 357 9538 Fax: +1 832 553 1086 www.engica.com Safety: Electronic Permit to Work System / Integrated Safe System of Work Safety Electronic Permit to Work System / Integrated Safe System of Work
Contents Safety Electronic Permit Work System / Integrated Safe System of Work Pro Active Work Safety Assisting Safety Control Job Safety Analysis Mitigate Work Hazards Effective Assessment Permits and Certificates Intuitive Use With Cross Check Logic Isolation Management Making Plant Safe to Work On Implementation People Delivering Solutions Your System, Your Rules No Compromise Return on Investment Improved Performance 02 06 10 14 18 20 22 24 26 27 Contents 01
Pro-Active Work Safety TRANSFORM YOUR SAFETY PROCESSES INTO AN INTEGRATED SAFE SYSTEM OF WORK WITH Q4 SAFETY FOR OPERATIONAL EXCELLENCE Q4 Safety is an electronic Safety System that provides process control for Job Hazard Analysis, Permits, Certificates, Isolations and safety procedures. It complies with OSHA/HSE/OIAC/ISSOW/OLF and other international standards, drawing upon industrial best practice to improve overall safety. Q4 Safety check and flow methodology provides a number of benefits to operational, maintenance and contract personnel. Greater efficiency is obtained through strengthening and streamlining processes, resulting in tighter control for adherence to correct procedures. ALL TYPES OF SAFETY DOCUMENTS: Risk Assessment (RA, JHA, JSA, TRA) General Work Permit Hot Work Permit Cold Work Permit Isolation Certificate Work Order Permit Controls Hazard Controls Isolation Controls Q4 Safety offers a configurable Work Management interface to provide a fully synchronized safety and workflow environment. Available on both web and rich platforms which can be configured for disconnected and synchronized use. Sanction to Test Certificate Confined Space Certificate Box-up Certificate Safety Device Bypass Certificate Radiography Certificate Job Hazard Analysis Attached Supporting Documents Scaffolding Certificate STRUCTURED SAFETY DOCUMENTS Q4 Safety provides a configurable document framework to accommodate a variety of safety document types in a coordinated package. Documents can be created, linked and prepared until the issue stage. They are then interlocked and state-flow checked to ensure all meet the appropriate conditions required prior to issue and through to closure. The life cycles of such packages are handled as a group. Crane Lift Plan Certificate Dive Certificate Access Certificate Basket Transfer Certificate Excavation Certificate Waste Transfer/Move Certificate Restricted Vehicle Certificate Road Closure Certificate Material Hazard Assessment Work at Height Assessment Gas Testing Record Permit to Work Isolation Certificate Isolation Risk Assessment Control Certificates Toolbox Talk Pro-Active Work Safety 02 03
Pro-Active Work Safety Assisting Safety Control PACKAGED AND INTEGRATED SAFETY DOCUMENTS DESIGNED FOR USE WITHIN: OIL & GAS, POWER, CHEMICAL, NUCLEAR, FACILITY, TRANSPORT WORK SAFETY FOR YOU, YOUR COLLEAGUES, THE COMMUNITY AND THE ORGANISATION The system packages and interlocks work safety documents into a cohesive group that is... Easy to Use Security Controlled Workflow Managed Approved Issued & Re-Issued Surrendered Closed Role Managed Skill Managed Concurrence Enabled Awareness Enabled Lessons Learned Enabled Conflict Detection Enabled Dynamically Monitored Audit Supported KPI Supported Pro-Active Work Safety / Assisting Safety Control 04 05
Job Safety Analysis PROVIDING A STRUCTURED METHOD APPLIED TO WORK PRACTICES TO MITIGATE THE RISK OF ACCIDENTS DURING WORK ACTIVITIES Q4 Risk Assessment (RA) supports the identification of hazards relating to each step of a work task and assists in the nomination of suitable controls and precautions to reduce the safety risks to acceptable levels. Note the terms Job Safety Analysis (JSA), Job Hazard Analysis (JHA) and Task Risk Assessment (TRA) imply the same process. FEATURING New JSA Creation JSA Template Utilization Q&A Wizard Routine Work Facility Specify JSA level (1 or 2) State-Flow Control Hazard & Control Selector Analyze Risks Define & auto-create supporting Safety Documents Custom Hazard Selector Custom RA Matrix Custom Hardcopy LESSONS LEARNED The ability to record lessons learned from a task allows users to capture information on hazards encountered during and on completion of work tasks. This safety knowledge base is automatically triggered to display appropriate information to system users as future documents are being processed based on applicable plant, zone, location, isolation points and work type. In addition the system offers MOC control of recorded information to address and eliminate such hazards in the future. CLEAR WORKING PARTY COMMUNICATION Job Safety Analysis provides the work team with identified hazards, controls, barriers and safety documents that require communicating prior to work commencement. The JSA can act as or support a Toolbox Talk where individual input, agreement, roles and responsibilities can be agreed with the working party prior to starting work. DYNAMIC MONITORING The team should remain aware of the potential for new hazards as work progresses and not become complacent. If necessary, they should STOP THE JOB and re-assess the task. Note Q4 RA/JSA provides the ability to re-assess and re-approve the JSA. Job Safety Analysis 07
Job Safety Analysis Mitigate Work Hazards THE STAGES OF JOB SAFETY ANALYSIS Following task definition the job can be broken down into a series of work steps, each being recorded on the JSA. Each work step is then analyzed separately to determine the potential hazards related to it. A client-specific Hazard Tree is provided to stimulate thought and to assist in defining the hazards and controls of each work step. Draft JSAs can be printed and used to visit the worksite to evaluate the hazards present, followed with a JSA update, refinement and addition of hazards and controls. Supplementary Assessments such as materials, hazards or lifting plans can also be supported with the document attachment facilities of the system. JSA STEPS 1 Work Request, Define and Categorize Work 2 Raise JSA and define the Equipment and Work Scope 3 Form a JSA Team (if required) 4 Define Work Steps 5 Conduct Work Site Assessment 6 Conduct Risk Assessment 6.1 Identify all the Hazards and determine risk ratings 6.2 Assign controls to risks that are not acceptable 6.3 Determine risk ratings after controls are applied 6.4 Re-assign controls until all risks are acceptable 6.5 Finalize documents 7 Submit for approval 8 Approve or Re-Assess 9 Review JSA with Work Teams at Toolbox Talk 10 Team Agreement or Stop 11 Implement Controls 12 Start Work - Monitor Controls and Dynamic Hazards or Stop 13 Review and Capture Lessons Learned Effective Assessment INTERACTIVE AND INTUITIVE TOOLS Job Safety Analysis / Mitigate Work Hazards / Effective Assessment 08 09
Permits & Certificates CONFIGURABLE WORKFLOW PERMIT CONTROL Work Precise states and workflow can be easily configured with desired role and logic checks. Q4 Safety permit module is dedicated to the management of Permit to Work documents and Certificates. The system is designed to configure all types of safety documents, both on-screen and hardcopy, to match required formats. Request WORKFLOW MENUS The system supports the full life cycle of Permits and Certificates and comes with a configurable workflow system to validate steps to promote safe working practices. Other features include management of awareness, concurrence, lessons learned, roles and skills. TEMPLATES Authorised Prepared Email Concur Job Safety Anal. Isolations (LOTO) Certificates The Manage Permits Menu makes it easy to locate permits in a particular condition for processing. FEATURING New Permit Creation Permit Template Utilization State-Flow Controlled Role and Rule Controlled Awareness & Acknowledgment Concurrence & Authorization Email Notification Issue & Surrender Control Re-Issue Control Valid To & Expiry Full Audit Trail & History Gas Testing Lessons Learned Related Safety Documents Attachments Permits from previous jobs or template permits can be used to create new Permits. This facility provides significant time saving benefits and is particularly useful for repeated Outage or Shutdown work. DOCUMENT FLOW Q4 Safety controls the sequence of status changes a Permit is moved through during its life cycle with its flow engine. The software ensures that all necessary procedures and authorizations are completed before moving to the next stage in the sequence. If a non-compliant action is attempted the software prevents the user from proceeding and notifies them of the missing step or information. Q4 Safety manages the entire Permit process, including: granting permission, preparing and approving a Permit, issuing it for work to commence and closing it following job completion. Any work scope alterations and shift changes are also supported by the software as well as work conflict detection and notification. Re-validated Expired Assigned Issued Closed Skill Match Hard Copy Gas Testing Dashboard Visual Display STATE EXAMPLES Raised Submitted Approved Available Issued Surrendered Closed Cancelled Cleared History Permits & Certificates 10 11
Permits & Certificates Intuitive Use With Cross Check Logic INTERACTIVE AND INTUITIVE Permits & Certificates / Intuitive Use / With Cross Check Logic 12 13
Isolation Management ISOLATIONS AND CONTROL Q4 Safety contains features to manage the entire isolation process with controls and checks to support logical process flow, ensuring the synchronization of plant isolation with Permits. The software guides users through the process of creating an Isolation Certificate, (Classified Isolation Certificates or Isolations on a Permit) by selecting the isolations required while checking if they are already being shared by other work. Q4 Safety Isolation Manager controls the sequence of status changes that an Isolation Certificate is moved through during its life cycle. The workflow engine ensures that all necessary procedures and authorizations are completed before moving to the next stage in the sequence. If required, the IC can be configured to work with a Sanction to Test or Equipment Testing Certificate to control the release of isolations for testing in a safe manner. FEATURING Life cycle management Work inhibits Audit & history Isolation points & types Isolation states Isolation sequencing Shared Isolations Cross locked IPs Tag & lock box detail Cascaded locks Procedure attachments Visibility of work Visibility of shared locks 1. Build an Isolation 2. Print Isolation Lists & Tags 3. Do Isolation 4. Confirm Done in System 5. Print Isolation Certificate The isolation and de-isolation process can be managed with Lock or Tag control and Q4 Safety also features a mechanism for cross locking to assist in situations where complex cross lock procedures are required. USING ISOLATION MANAGER TOOLS To support the creation of Isolation Certificates a hierarchical plant isolation register can be used to select and add individual isolations or groups of isolations. Users can then specify the sequence and method of isolation required for work to commence safely. The isolation and de-isolation process can be managed with Lock or Tag control. Q4 Safety gives engineers the ability to print out Isolation Lists and Tags that can be taken to the worksite and used to carry out the required isolations which are then recorded on the Isolation Certificate as having been applied. When printed, the Certificate will display the choice of isolation points and the configuration condition required to make the plant safe along with key safes and keys (if used). Isolation Management 14 15
Isolation Management Making Plant Safe to Work On ISOLATION POINT VERIFICATION PRECISE ISOLATION CERTIFICATES INTERACTIVE AND INTUITIVE TOOLS Q4 Safety facilitates barcode tag labels and RFID plant item identification technology. Intrinsically safe mobile devices can be used to upload the specified isolation points from Isolation Certificates in order to provide plant engineers the ability to locate and confirm the isolation points as specified. Appropriate isolation sequence and individual points are provided to the user to perform and confirm the work using RFID plant identification and matching tag label bar codes. On completion, the information can then be uploaded to affirm specified isolation points have been applied. The system facilitates de-isolation procedures in a similar manner. Build Isolation Analyze Document Apply Isolations Lock & Tag Issue & Proceed Test Management De-Isolate Isolation Management / Making Plant Safe to Work On 16 17
Implementation OUR APPROACH Q4 systems are not just items of software, they are business solutions and we treat each implementation of our products as a complete business project. Based on our experiences of implementing our Q4 solutions through a wide variety of industries, we have developed an implementation methodology which has now become a fundamental part of our solution. Go-Live 5 Central to this methodology is the partnership we build with our client during the project allowing the team to combine our in-depth knowledge of the product and past usage with the client s understanding of their own work practices and requirements. Training 4 Testing 3 Software Configuration 2 Preparation 1 Implementation 19
People Delivering Solutions PREPARATION 1 The initial stage will confirm the objectives and scope of the project, identify tasks to be carried out and determine software configuration. SOFTWARE CONFIGURATION 2 This stage involves making the baseline software work the way a customer wants. A core element to this process is to build a set of WYSIWYGs (What You See Is What You Get). These are data input screens that closely resemble the resulting hard copy printouts and rule logic. TESTING Testing is normally split into two phases, Factory Acceptance Tests (FATS) and Site Acceptance Tests (SATS). TRAINING While Super-Users and the Customer Project Manager will have undergone sufficient training to enable them to participate in tasks such as process mapping, FATS and SATS, additional staff training is still required. Formal, role-specific training and assessment materials have to be prepared, IT staff need formal training on system administration and we normally attend initial roll-out training sessions led by the Super-Users to provide confidence. 3 4 GO-LIVE With preparation, configuration, testing and training completed we reach the moment everyone has been working for go-live. Staff should be aware of the impending switch from an existing system to an electronic system from a combination of a co-ordinated awareness campaign and roll-out training. Final data is set up, software is installed and tested on user workstations and key users are selected to begin the process of using the system to process live data. Engica provides on-site support to staff during this early confidence-building stage and finally the project is signed off and formally handed over to the Engica Support Department who provide ongoing support as required. 5 People Delivering Solutions 20
Your System, Your Rules SYSTEM CONFIGURATION A core design goal of all Q4 systems is to provide you with a system that adapts to your process and required safety documents, rather than forcing procedural change to match the software. The Q4 architecture allows the system to be configured to precise requirements using instruction sets that are utilized by the Q4 Engine. Some of the common configuration features are described on this page: USER SCREEN PERMITS AND CERTIFICATES The Q4 system includes the ability to operate client-specific forms for all document types in the form of software screens that closely represent the paper Job Safety Analysis, Permits and Certificates. HARD COPY CERTIFICATES AND PERMITS The format of printed Permits and documents is also client specific. Engica has implemented different sizes, colors, styles, watermarks, single/double side and continuation sheet handling on many printer types. The system supports any number of types, each of which has its own layout, logic and data to provide users with immediate familiarity and rule base. ISOLATION AND LOCK OUT/ TAG OUT METHODS The software can be configured to match the full range of methods used by different companies for Isolation procedures with features and process flow to support the use of Isolation Certificates or the alternative method of showing Isolations on Permits. A range of lock out/tag out methods are matched to suit client preference such as key safes/lock boxes, lock bars and tagging systems. Your System, Your Rules 22 23
No Compromise SAFETY DOCUMENT STATE FLOWS Q4 documents such as Risk Assessments, Permits and Certificates are controlled through a configurable status engine. This controls the possible status of documents, the authorized changes to status and the levels of authority and data integrity required to make the status change. This mechanism validates both the user and the data before allowing a change. Stateflow also encompasses email, concurrence, notifications, lessons learned, gas testing and many other trigger features to support the safety process. CONFIGURABLE HAZARDS AND CONTROL LIBRARY The Q4 Risk Assessment process is supported by a baseline hazard tree. This can be changed by the client to contain their own applicable hazards and potential controls. The tree can be added to and developed by the client to evolve as new hazards and controls are recognized through work tasks. SECURITY Q4 systems offer advanced configurable security features extending to single sign-on, security switching, role and skill matching. WORK MANAGEMENT INTEGRATION Q4 Safety can be seamlessly integrated to work management systems via the Q4 API. A number of leading systems are integrated to date. LANGUAGE Q4 systems are designed to work in and switch instantly to multiple languages and can have new languages added as required. INTEGRATION Q4 systems are ideal for integration to other systems. The multi-tier object-orientated architecture with its fully exposed API is designed to communicate with such systems as MSDS, DMS, LOLER, CMMS, and many more. No Compromise 25
Return on Investment Improved Performance Engica s track record of over 30 years delivering solutions to international energy and industrial markets guarantees proven technology and high quality implementations. This is why we are supplier of choice for demanding multinational companies. SAFER SAFETY DOCUMENTS Enforcement of Safety Process Rules Awareness, Concurrence & Knowledge Accuracy & Legibility Activity Knowledge Packaged & Related Safety Documents ROI IMPROVED SAFETY COST REDUCTION IMPROVED UPTIME Although cost benefits are secondary to that of safety it is beneficial to understand that adopting an electronic safe system of work can substantially contribute to the goal of operational excellence while reducing operational costs relatively well. In summary, benefits are based on more effective and efficient administration systems to enforce safety procedures prior to, during and after work activities as well as achieving fewer incidents due to greater safety vigilance. Sector case profiles available on request BETTER Information Assessment Knowledge Rule Adoption Process Application Responsibility Communication Awareness Behavior Dynamics Audit PERSONAL ADVANTAGES Easier To Access & Process Use of Lessons Learned Knowledge & Awareness EXTRA CONTROL Cross Checks Role & Skill Checks Alerts Planning & Awareness Quality Analysis BETTER COMMUNICATION Central Information Faster Communication Confirmed Communication OPERATIONAL EFFECTIVENESS Increased Efficiency Increased Uptime Lower Operational Cost Return on Investment Improved Performance 26 27