University of Portsmouth Safe System of Work Policy

University of Portsmouth Safe System of Work Policy

Document title University of Portsmouth Safe System of Work Policy Document author and department Jonathan Latter Health & Safety Compliance Manager Approving body Jeremy Philpot Estates Operational Director Host Manager and department Jeremy Philpot Estates Operation Director Date of approval March 2014 Review date Edition no ID code March 2015 2 EITHER For public access online (internet)? Tick as appropriate OR For staff access only (intranet)? Tick as appropriate No N No N For public access on request copy to be mailed Password protected Tick as appropriate Tick as appropriate Yes No Yes No N Y External queries relating to the document to be referred in the first instance to the University Secretary: telephone 023 9284 3195 or email university.secretary@port.ac.uk.

Contents Page 1.0 Introduction... 4 2.0 Safe System of Work... 4 3.0 Initial Assessment... 4 4.0 Permit to Work... 6 5.0 Authorisation to Issue PTW by Estates Competent Persons... 8 6.0 Authority to Proceed... 9 7.0 Job Completed... 10 Appendices: Appendix A Competency Card Scheme Appendix B SSOW Flow Chart Appendix C Competent Person Matrix 3

1. Introduction 1.1 The University of Portsmouth (UoP) Estates Department is committed to operating a fully competent workforce on all of its premises. All management & supervisory staff employed by UoP or employed by our supply chain contractors directly by the Estates Department or indirectly by a Department or Faculty must be able to demonstrate competence in appropriate management, supervisory or technical skills and health & safety matters and follow the safe system of work. 1.2 This policy applies to all staff employed by the University of Portsmouth (UoP) and contractors who carry out work on UoP premises. The scope of this policy covers planned work and does not encompass emergency situations. 1.3 It is the responsibility of all UoP Heads of Department to ensure that any employee or contractor not under the direct control of the Estates Department follows these procedures where required. 2. Safe System of Work 2.1 A safe system of work is defined as the integration of personnel, articles and substances in a laid out and considered method of working which takes proper account of risks to employees, students and others who may be affected, such as visitors and contractors, and provides a formal framework to ensure that all of the steps necessary for safe working have been anticipated and implemented. 2.2 As part of the Safe System of Work process, the Project Manager / Host Manager will need to review the work that is to be undertaken and ascertain if a Permit to Work (PTW) is required before Authority to Proceed (ATP) is granted. A PTW is a formal document which has predefined criteria, prepared in advance and gives written permission for work to be carried out in a potentially hazardous environment, on dangerous equipment or which may be hazardous to staff, students, visitors and members of the public. Permits themselves do not make a job free from risks, they rely upon effective control and co-ordination in order that hazards are identified and risks are suitably managed. PTW s are issued in addition to the Risk Assessment and Method Statement (RAMS) process and should not be issued in place of RAMS as this will devalue the importance of the system. 3. Initial Assessment 3.1 Work order issued 3.1.1 When a work request is submitted a works order is raised on the Estates Computer Aid Facilities Management (CAFM) system. Work orders are prioritised with a 1 to 4 rating depending on the nature of the work order requested, priority 1 being the highest. 3.1.2 As work orders are raised they are assigned to a relevant Estates Department manager or supervisor depending on the nature of the job. This manager or supervisor is then considered to be the Project Manager for that work order. 4

3.1.3 The Project Manager selects whether the work should be carried out by the Estates Reactive Maintenance Team (RMT) operative or a contractor. 3.1.4 There will be occasions where technical managers from other UoP departments or Faculties need to be consulted in the planning and execution of a project in order to provide essential information about equipment and processes within their department which may be harmful or sensitive. They will be the Host Manager and must be consulted prior to workers entering the department. 3.2 Is the contractor authorised? 3.2.1 Before a contractor can be used for any type of work they must be on the Estates Department authorisation system. This involves ensuring they have satisfactorily completed the Contractors Health, Safety and Environmental Questionnaire and been issued (and signed to comply with) the University Health, Safety and Environmental Guidelines for Contractors. This includes ensuring that the contractor has the correct insurances, policies and procedures, competencies, etc. which would have previously been checked by the Estates Health & Safety Compliance Manager. 3.2.2 For construction and maintenance work, operatives are to have a compliant card as defined within Appendix A. 3.3 Is Estates Reactive Maintenance Team (RMT) competent for the work order? 3.3.1 Where the work order has been assigned to the RMT, the respective supervisor for that trade must ensure that the RMT operative has: sufficient knowledge of the work orders to be undertaken and the risks involved the experience and ability to carry out their duties in relation to the work order, to recognise their limitations and take appropriate action to prevent harm to those carrying out work or those affected by the work 3.3.2 Where necessary this information can be obtained from University training records found on the Estates Department Training Matrix. 3.3.3 All operatives are to have a compliant card as defined within Appendix A. 3.4 Is the work controlled by a pre-existing RAMS? 3.4.1 Pre-existing RAMS can be found in the Estates part of the University K drive (to be transferred to the EDM system in due course). When using a pre-existing RAMS care should be taken that any unknown hazards have been identified. If there are new hazards, the RAMS are to be reviewed. 3.4.2 Where a pre-existing RAMS is not available or does not sufficiently cover the scope of the works, a suitable and sufficient RAMS shall be prepared. Once these have been reviewed and signed off by the Project Manager they will need to be saved to the CAFM system under the specific work order. 5

3.4.3 No authority to proceed shall be granted until the Project Manager is satisfied that the RAMS are suitable and sufficient and any PTW requirements are sufficiently planned and prepared. 3.5 Is a Permit to Work (PTW) required? 3.5.1 For some work there may be potentially hazardous activities or situations that carry a higher risk than normal. In order to limit or reduce the risks associated with these hazardous activities a PTW system is in place and the Project Manager will ascertain whether a PTW is required for each job. PTW will only be issued by a designated Competent Person (CP). 3.5.2 For major projects where a contractor has full control of a site or works area and University staff, students, visitors and the public have no access to the area, the Project Manager may authorise the contractor to issue their own PTW under their own safe systems of work. This must be agreed prior to the start of the project and the contractors competence to do so established. 3.6 Additional information for PTW 3.6.1 When a contractor or a member of the RMT requires a PTW they should provide the relevant CP (via the Project Manager) with a suitable and sufficient assessment of the risks inherent with the work and a method statement for the works to be undertaken. This information should, whenever possible, be submitted at least 48hrs before the start of the work and will allow the CP sufficient time to assess the work in detail. 3.6.2 For work involving periodic maintenance, service contractors method statements shall be provided for specific work orders at the beginning of the contract and if necessary PTW issued as and when required. Permits will not be issued without prior notice unless for emergency callouts. 3.7 Faculty / Department hazards 3.7.1 Areas controlled by Faculties or Departments often contain unusual hazards that can vary on a day by day basis. In addition there are often special critical processes going on that can affect how work is carried out. 3.7.2 To control these potentially hazardous situations a special type of PTW exists that must be used before any work in these areas can be carried out. This PTW requires assistance from Host Managers in the Faculty / Department so any special hazards can be accounted for. This permit will also require sign off from the Host Manager before being authorised. 4. Permit to Work 4.1 PTW may be required for the following activities and detailed separate procedures are produced for each to clarify the decision making process: High and low voltage systems 6

Heating / Ventilation (pressure) systems Access to Faculty / Department controlled areas (incl. LEV s) Working at height / Roofs Hot Work Asbestos 4.2 There may be circumstances where additional PTW are required i.e. confined space entry, but the Project Manager / Host Manager will ensure this is arranged and carried out by a competent specialist contractor. 4.3 Correct operation of the PTW system will ensure: The work being undertaken is clearly defined and closely controlled All potential hazards are identified and appropriate safety precautions are applied. Everyone associated with the work being undertaken is aware of the safety measures required The period of time during which the work may take place is clearly specified The area affected is returned to a safe condition on completion. 4.4 The PTW consists of: Details of the work to be done States the control measures to be implemented Names of persons authorised to issue and receive the permit Date, time and validity period of the permit Confirmation of issue and closure of the permit 4.5 This policy documents the process the Project Manager / Host Manager will have to follow to ensure relevant competencies of workers and safe systems of work are implemented to ensure projects are completed efficiently and safely. The flow chart at Appendix B summarises this process and is cross referenced with the sections in this policy. 4.6 Issuing a PTW 4.6.1 Permits should be requested via the Project Manager. They will be stored in Estates Help Desk location in a secure area where only the CP s have access to the permit books. These permits must be allocated with the work order number to which they are to be used. 4.6.2 Before a PTW is issued the CP should visit the location where the work is to be carried out with the person receiving the permit or the member of staff undertaking the work. If the work is routine or recurring and where the CP is fully conversant with any plant, procedure or hazard involved, a visit may not be required. 4.6.3 Hazardous work must not commence until a PTW has been issued by the CP and accepted by the contractor or UoP employee. 7

4.6.4 A permit is not transferable and must only be issued for one specific work order. Where more than one CP is involved in any single job, activities must be coordinated to ensure the appropriate number of permits are issued and the activities of one contractor / UoP employee does not prejudice the safety of another. 4.6.5 A separate permit should be issued for each work order and cross referenced with any others via the work order number. The CP will retain the top copy (white). 4.6.6 The Contractor / UoP employee shall retain the under copy (green). This PTW must be on display at all times while carrying out the work. 4.6.7 Inability to show a valid permit will result in the work being stopped immediately. 4.6.8 Should the Contractor / UoP employee discover during the work that either additional work outside the scope of the permit is required, or that work described in the permit will take longer than the time period stated in the permit, then they must contact the CP immediately to discuss possible extension of the permit or issuing a new PTW which covers the new circumstances. 4.6.9 Whenever possible, work that requires a PTW should be carried out only during normal working hours. However, there will be occasions when this is not possible and the CP must ensure that he is available to monitor contractor or staff compliance throughout the duration of the permit irrespective of when it takes place. 4.7 Person Receiving the PTW 4.7.1 The person receiving the permit for the work to be performed must be: Competent in the nature of the work being performed In attendance at the location of the work as described on the permit Responsible for ensuring the work is carried out safely and in accordance with their own employers procedures and safe systems of work 5. Authorisation to Issue PTW by Estates Competent Persons 5.1 The Estates Operations Director (EOD) is responsible for ensuring that systems are in place for PTW and that they meet the legal and organisational requirements. 5.2 The Compliance Engineer shall assess and recommend to the EOD to appoint Competent Persons (CP) to issue PTW as defined in this procedure and recognised to Industry standards. The EOD will formally appoint a CP in writing to issue permits. This will be reviewed on a three yearly basis. 5.3 Those roles which can issue PTW for the respective activities are defined in Appendix C. 5.4 The EOD expects those persons designated as competent to have had valid certificated trade training (where this is deemed necessary) and: Health and safety appreciation relevant to the permit to be issued 8

Experience of the type of work to be carried out Knowledge of the PTW procedures. 6. Authority to Proceed (ATP) 6.1 Estates Project Manager - ATP / job issued 6.1.1 When the Project Manager is satisfied that all aspects of competency and safe systems of work are in place, ATP will be granted. 6.2 Arrival of Contractor 6.2.1 Contractors must sign in at the Estates Department Help Desk and a contractor s ID will be issued. This will enable the contractor to access the relevant parts of the University to complete the work order. The contractor must report to the Estates Department Help Desk to sign in even when the work to be completed is at one of the University s remote sites. 6.2.2 The contractor, upon first arrival, must undergo an Estates University health, safety and environmental induction unless this has been previously recorded as being completed by that particular operative in the last two years. The only exception to this is where the Project Manager agrees that the contractor may sign in their staff and sub-contractors and carry out inductions themselves (self contained sites only). 6.3 Starting Work 6.3.1 In all cases, checks must be made at the premises being worked on that it is safe to start work. This will involve checking in with building reception and / or Host Managers to ensure the work activity won t adversely affect any activities or processes going on in the building i.e. critical laboratory experiments, sensitive dental or medical work / consultation. If PTW is required, work cannot begin until all specified controls are in place and the permit has been issued and signed by all relevant parties. 6.4 Monitoring the Work 6.4.1 As far as is reasonably practicable, the Project Manager will monitor the work to ensure it is being carried in line with RAMS. Where a PTW has been issued, the CP shall monitor the work at regular intervals to ensure the operatives are adhering to the conditions of the permit. 6.5 Completed Work 6.5.1 When the work has been completed the Project Manager / Host Manager will inspect the site to ensure: The works have ceased and are satisfactorily completed All tools and equipment have been removed The work area has been left in a satisfactory and safe condition 9

6.5.2 Where a PTW has been issued, the CP will close the permit when they are satisfied these conditions have been met and it will be returned to the Estates Help Desk. An electronic copy will be made of the permit and attached to the CAFM system for that work order number file for audit and reference. The hard copies are to be destroyed by the competent person but the green copy may be kept by the contractor for their own records if required. 7. Job Completed 7.1 RMT job completion 7.1.1 Where the work has been carried out by RMT the CAFM system is to be updated with details of what was done, how long it took and any materials used. 7.2 Contractor job completion 7.2.1 Where the work has been carried out by a contractor they must notify the Project Manager when the work has been completed and then book out at the Estates Help Desk. There is a requirement that contractors book out in person at the Estates Help Desk even where the work has been carried out at one of the University s remote sites. The Project Manager updates the CAFM system. 7.3 Project Manager closes work order 7.3.1 The works order is updated and closed off on the CAFM system, approving the work that has been done. 10

Appendix A Competency Card Scheme The Competency Card system provides the mechanism for verifying competence and as such, all members of our workforce who are carrying out construction and / or maintenance work orders as defined by The Construction, Design & Management Regulations 2007. All site staff that have a construction specific skill are required to hold a relevant competence card. Those who do not have a construction specific skill are required to hold a Site Operatives card. All Estates site staff including supply chain contractors should fall in to one of the following categories and all personnel should progress to reach category A: Category A - Category B - Category C - Category D - Hold the appropriate competence card for their job role. Hold a competence card, or recognised equivalent not specified for role, this includes individuals holding a trainee or experienced worker card are registered for an NVQ or undertaking professional competence assessment. Have passed the relevant H&S Test and applied for their specified competence card and be able to provide written proof. NB: Persons in Category C will only be deemed compliant for 12 weeks from H&S test date. Have booked the relevant H&S test but not yet passed. Verification of competence is required and authority to work will only be valid for a maximum of three weeks and not renewable. Every employee and member of our supply chain is required to support the UoP Estates Department policy towards a fully competent workforce. Our staff and supply chain are responsible to ensure that the card details are kept up to date on the CAFM system by forwarding the details to the Estates Helpdesk. For information about booking a test or obtaining a card please go to www.cscs.uk.com or for general advice and guidance contact the Estates H&S Compliance Manager. 11

List of Compliant Card Schemes (including CSCS Affiliates) CSCS - Construction Workers CCDO - Demolition Op s CSR - the Northern Irish equivalent of CSCS SKILL card - Heating, Ventilating, Air Conditioning and Refrigeration personnel SNIJIB - Scottish and Irish Plumbers CISRS - Scaffolders JIB-ECS - Electricians JIB-PMES - English and Welsh Plumbers EUSR - Utility Industries ECITB-ACE - Engineering Construction Workers ECITB-BES - Gas, Electric, Water, Oil, Refrigerants, and steam workers NRSWA - New Road and Street Works Gas Safe register - Gas Workers EMTA - Engineering & Marine Training Authority FASET - Erecting safety nets on site. IRATA - Industrial rope access IPAF - Users of all forms of powered access equipment CPCS - Plant Ops LANTRA - Traffic Management MPQC - Mobile Plant Operations CCNSG Safety Passport - Energy and Process Sectors PASMA Prefabricated Access Suppliers & Manufacturers Association The Above list will be kept under review. 12

3.1 Work Order is raised Appendix B RMT 3.1.3 Select appropriate RMT or Contractor Contractor No 3.3 Is RMT employee competent for the task? 3.2 Is contractor authorised (H&S Questionnaire completed, UOP HS&E Guidelines issued, operatives inducted? No Yes 3.4 Estates Project Manager to ensure RAMS are produced to control hazards 3.5 Are there significant hazards that require a PTW?. Yes No 6.1 Authority to proceed is granted RMT 3.6 Appropriate Competent Person to prepare PTW (This may be done by the contractor where agreed by the Project Manager) Contractor 6.2 Contractor operative arrives on site to book in (Operative must be given HS&E induction on first visit) 6.3 Work commences Project Manager to ensure PTW (where required) is authorised and issued by Competent Person. 6.4 Project Manager / Competent Person monitors progress to ensure operatives are working to RAMS (PTW can be extended if agreed with Competent Person) RMT 6.5 Work completed (PTW, where issued is closed. Copy held in CAFM) Contractor 7.1 RMT operative updates work management system 7.2 Contractor informs Estates Responsible Person and books out 7.3 Project Manager closes work order 13

Appendix C Competent Person Matrix The following Matrix displays who is authorised as Competent to issue the following Permits: Type of Permit LV Electrical Installations Heating & Ventilation Systems Faculty / Department Controlled Areas (incl. LEV s) Working at Height / Roofs Hot Work Asbestos Building Ops Manager Mech Ops Manager Electrical Ops Manager M&E Project Manager Assistant Project Manager Carpenter Supervisor Plumbing Supervisor Mech Supervisor Electrical Supervisor