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 DOCUMENT INFORMATION SHEET

TITLE: Permit to Work Procedure and Certificates

PURPOSE AND SCOPE:

The purpose of this procedure is to describe the process to authorise specific people to carry out potentially high-risk
work, at a specific site at a specific time, and sets out the controls required to complete the work safely.
This procedure applies to all permitable activities undertaken on Watercare assets by contractors or Watercare
personnel.

DOCUMENT VERIFICATION
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Accountable: Chief Operations Officer

Name: Shane Morgan Position: Permit to Work Owner

Signature: Date:

Responsiblr: Head of Health, Safety and Wellness

Name: Bronwyn Struthers Position: Document Owner

Consulted:

Nolwenn Lagadec, Water Manager (South)

Chris Harbour, Wastewater Manager

Permit to Work Stakeholder Group

Permit to Work – trial participants

Informed: WSL Operations, WSL Infrastructure, contractors

Procedure and writable forms (digital and paper) to be available for internal use via OurPlace intranet and external
use via https://www.watercare.co.nz/About-us/Who-we-are/Health-safety-and-wellbeing/Control-of-work-system

Amendments
Version # Date

3.0 – Update following audit recommendations 20 May 2017

14 August
3.1 – Updated document to align with Watercare Control of Work system and Permit to Work Process.
2019

3.2 – Updated to include AON 1 hour fire watch requirement Sept 2020

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 The Watercare Permit to Work Procedure forms a critical part of Watercare’s Control Work System. It outlines
how we manage and authorise work identified as potentially high risk. It’s our way of making sure all safety
precautions are in place before work starts.

Purpose
This procedure outlines Watercare’s requirement to have formal, written authority to undertake work that
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we’ve identified as potentially high risk. It also allows communication about work and work status between
those undertaking the work and those overseeing it.

This procedure aims to:

• support workers in identifying and implementing the controls required to reduce risks during
significantly hazardous work
• make sure proper authorisation is given for high-risk work
• ensure that job safety analysis and risk assessments for the work are adequate
• make sure people in charge are aware of high-risk work being done in their area of control
• outline the competency required to undertake specific work tasks
• provide a system of recording potentially high-risk work to enable visibility and control of all work
• establish a procedure for the safe handover, suspension and resumption of significantly hazardous
work
• provide assurance to the business that high-risk work is adequately controlled.

Scope
This procedure applies to all workers at Watercare sites under our control.

On project sites where control of all works has been formally handed over to the contractor, the contractor
and Watercare are expected to operate under the contractor’s permit to work process (PTWP). The
contractor’s PTWP must be included in the contractor’s Health and Safety Management Plan (HSMP) and meet
or exceed the standards within this procedure. Watercare will retain Person in Charge of a Business or
Undertaking (PCBU) oversight through periodic monitoring of the contractor’s PTWP.

On brown-field sites where Watercare is in control of the site, the governing system will be the Watercare
permit to work process (PTWP).

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 How Permit to Work fits into our health and safety management system

The way we manage health and safety is outlined in our HS Toolkit. The PTWP is a hold point to manage
significantly hazardous work and forms part of Watercare’s Control of Work system as detailed below:

WATERCARE INTEGRATED MANAGEMENT SYSTEMS

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PROCUREMENT MANAGEMENT SYSTEM CONTRACTOR MANAGEMENT SYSTEM SERVICE DELIVERY MANAGEMENT SYSTEM HEALTH AND SAFETY MANAGEMENT SYSTEM

Drain layers and other 3rdparty access

or connection to Network Assets

Preliminary project HS
Tendering process 3rdparty authorisation process:
risk assessment
-Wastewater network access authorisation
- Wastewater connection authorisation
- CS entry authorisation
Pre-works delivery

Contractor pre-qualification
Project Delivery including:
Manual - Contractor HSMS
- Qualifications & capability
Does the work involve
- Inductions Drain layer or 3rd party
- Contractor improvement plan - complex confined space entry?
NO responsible for control of
-significant flow management
hazards and risks onsite.
- networks isolation?

Safe Work Method

Statement (SWMS) YES

Work assigned to
Watercare maintenance Control of
contractor.
Work System

Access required for other

PCBUs with assets on Access Authority Job Safety Analysis
Watercare sites, i.e. Spark, (AA) (JSA)
Hold Point

Chorus, Vector

Permit Required

Permit to
Yes No
Work
Follow JSA and
Procedure
Follow JSA and SOP
Permit to Work
(PTWP)
Works Delivery

instructions
Process

Pre-start or
Take 5
(daily/task)

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 Control of Work System
The Watercare Control of Work system comprises the following key controls.

Watercare Control of Work system

The Access Authority (AA) is the governing document for
controlling all works undertaken by our contractors on a
Watercare site. It is used to record details about site access,
Access work activities, responsible personnel, associated
Authority documentation required and authorisation. The completed
(AA) AA form must be approved by Watercare prior to work
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starting on the site. Authority is granted for the duration of

the works.

A Job Safety Analysis (JSA) is a procedure that helps

integrate accepted safety and health principles and practices
into a particular task or job operation for which the AA has
been authorised. In a JSA, potential hazards are identified
Job Safety for each step of the tasks and controls recommended for the
Analysis safest way to do the job.
(JSA)
The JSA will identify whether or not a permit to work is
required for the portion of the task identified as potentially
high-risk work.

The permit to work procedure (PTWP) is a set of detailed

Permit to documents that authorise specific people to carry out
Work potentially high-risk work, at a specific site at a specific time,
Procedure and sets out the controls required to complete the work
(PTWP) safely.

A SOP can replace the need for a permit. These SOPs must
Standard (Sometimes referred to as be developed and authorised (refer section 1.4) for use.
Operating MOPs, or SWMSs)
Procedures SOPs are instruction documents for known repeatable
(SOPs) works. SOPs are most commonly used for routine
operational, maintenance or other activities where works
are always performed in a specific sequence or manner.

The Take 5 is a simple on-site risk assessment that is

completed by the workers on site immediately prior to
commencing work, then daily, or if conditions change, until
Take 5 the work is completed.

A Take 5 should be used for a pre-start and re-start check for

SOP's and JSA's (refer Control of Work User Manual).

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 Work Initiated
Watercare Control of Work – Process flow

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YES

Risk level
JSA Residual risk high
YES reduced to 3 or NO Approved?
(4-5)? less?

Watercare Representative


Assigns the Work Subject Matter Expert(s) Site / Asset Manager
!
Watercare
Personnel (SME) reviews JSA JSA approval required
NO
ONLY

Permit to Permit Receiver to Watercare-approved self-isolation

Decide risk Permits Work Required? (within one working shift, four or
OR YES YES prepare permit
assessment Tools required? (Refer PTW less isolation points).
forms for the
decision trees)
work pack
Watercare Approved
Person to apply locks
Person in Charge of the Work NO
NO
prepares the risk assessment Take 5
and the work pack (with a SOP)
documents Person in Charge
of the Work
Request Isolations All other to fill in Isolation
YES Yes Select isolation OR
Work Pack documents Isolation? Required? Isolations
request form
must include a risk
assessment (JSA) or an
SOP or a combination of
both. NO
Additional documents
Control =
may include:
- Permit Certificates
- Control Room
- Isolation Requests
Person in Charge of the Residual Risk (manned sites)
YES


- Plans / drawings Work obtains 3 or more? - Duty Operator /
-Other relevant confirmation to proceed Process Technician
information from Control (fills in NO (non-metro)
Approved work pack
Work Authority Register) -Networks
lodged with Control

 
Engineer
Approved? (Networks and
transmission)


Work Pack returned to Person in Charge
of the Work for additional information Watercare Representative Watercare Approver
reviews the work pack authorises work pack

Permit Issue
Permit Issued? YES
Required?

Person in Charge of the Work Permit Issuer checks

Communicates JSA to the
Work Team, verifies hazards,
risks and controls, monitors
the work (Take 5).
 for conflicting
activities,
issues permits for a
defined time-period
NO

Work Starts

Approved Person(s) Control Person in Charge of the Work

to apply isolations gives final Go or No- go obtains confirmation to
as required proceed from Control
(fills in Work Authority Register)

V2.1 (w. WSL exception)

 Permit to work procedure (PTWP)
1.1 Overview
The PTWP documents and authorises potentially high-risk work. It specifies when a permit is required, how to
assess the risks, what people need to do when receiving, issuing or working under a permit and what training
and competency are required.

1.1.1 Permit to work resources

The PTWP is supported by the following resources:
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JSA and/or SOP Permit Certificates JSA register

The JSA and/or SOP details the scope of Individual hazard and risk assessment and Database for recording
work and the steps required to complete authorisation forms for the specified high- AA’s JSA’s and PTW issue.
the work. Hazards are identified, risks risk tasks to be undertaken.
assessed and controls planned.

1.1.2 Permit to work procedure

When What How Who
Control of Work
Determining the work site and scope Conversation Watercare Representative and
Step 1
AA Person in Charge of the Work
Step 2 Completing a job safety analysis JSA Person in Charge of the Work
Permit to Work Procedure
Completing the permit certificates Task risk assessment Permit Receiver (PR)
Step 3 and determining the permit risk Permit certificates
assessment scores
Cross referencing of concurrent Permit certificates, JSA register, Permit Issuer (PI)
Step 4
works and activities Work Authority register
Step 5 Issuing a permit Authorise permit documentation Permit Issuer
Working with a permit Display permits on JSA Register Permit Issuer

Communicate and display JSA & Permit Receiver

Step 6 permit certificates on site

Take 5 Person in Charge of the Work and the

Work Team
Suspending a permit Update permit certificates and Permit Issuer
Step 7
permit to work register
Revalidating a permit Validate site controls, update permit Permit Issuer and Permit Receiver
Step 8
certificates and JSA Register
Close-out of a permit Cancel permit certificates, update JSA Permit Issuer
Step 9
Register

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 1.2 When a permit to work is needed
A permit to work (PTW) is required for any of the work defined (but not limited to) below.

All confined space entries unless they have been assessed as low risk (i.e. determined as
level 1 using the Watercare Confined Space Key Requirement- Decision Tree).
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Confined space
entry

Tasks that involve work at height where working at height exceeds 2 metres (measured
from the lowest point of the worker’s body).

Excludes: Work less than 5 metres when working from a scaffold erected by a
competent person or from a scissor lift, a boom lift or a permanent ladder where the fall
Working at height
protection is permanently engineered into the plant or equipment.

Working within trenches or excavations deeper than 1.5 metres.

Excavations

The task has the potential to release hazardous energy (pressure, electrical, mechanical,
chemical, hydraulic, radiation or product).

Excludes: Watercare-approved self-isolation (within one working shift) completed for

specific plant, equipment under the self-isolation process or isolations covered by an
Hazardous energy
approved SOP that allows work to be carried out safely (four or less isolation points).

Where the work will disable or affect emergency systems (emergency monitoring
systems, firefighting, escape or rescue systems) or safety-critical elements.

Excludes: Routine testing of devices where the devices are not disabled.
Safety device
impairment

Any work in a explosive atmosphere area (unless the task is covered by an approved
SOP specific to the area).

These are areas that encompass explosive atmosphere zones refer: AS/NZS
Explosive
60079.10.1:2009 Classification of areas – Explosive atmospheres
atmosphere areas

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 Any work that may produce a source of ignition.

Excludes: Workshops with hot-work controls already in place. Tasks covered by an

approved SOP, e.g. flame sterilising of sample taps.
Hot work

Any other tasks where the risk assessment generates a controlled risk score in the red
zone of the job safety analysis (JSA).
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Other high-risk
work

1.3 Resources
1.3.1 Personnel

Permit Receiver (PR)

The PR plans the work activities and identifies the hazards, assesses the risks and implements controls to
enable high-risk work to be undertaken in a safe manner. Communicating and co-ordinating with both the
Work Team and the Permit Issuer, the PR ensures that risk controls are maintained and verified throughout
the course of the work.

The PR must have relevant work experience and knowledge of the type of work being undertaken, the risks
involved with the task and, where required, working knowledge of assets.

Managers must make sure there is adequate coverage of competent PRs in the areas under their control.
Managers must ensure training requirements are detailed on individual training plans.

Permit Issuer (PI)

The PI ensures that work activities needing permits are planned and co-ordinated to avoid risks caused by
simultaneous activities. This co-ordination is achieved by having one person control the issue and return of all
permits for a defined area.

The PI must have knowledge of the risks that may affect the work being undertaken and working knowledge of
the assets involved.

Managers must make sure there is adequate coverage of competent PIs in the areas under their control.
Managers must ensure training requirements are detailed on individual training plans.

For more information on our training and development systems, see HS Toolkit – Engaging with and training
our workers.

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 Safety Observer (SO)
The SO (includes safety stand-by person, spotters, fire watch) is required in the following circumstances:

• for all confined space entries

• for hot work
• for excavations
• at any time when requested by the PI or PR.
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Isolation Authorisers (SAPs and APs)

Senior Authorised Person (SAP) and Authorised Person (AP) are required for specific Watercare isolations.
Refer to the Watercare Isolation procedure.

1.3.2 JSA register

The electronic JSA register allows the PI to cross-reference permits effectively with other planned and active
works, to decide whether or not it is safe for a job to be carried out at the site.

1.3.3 Work approval register

All sites will have a work approval register (previously known as the permission to work register) where all
work activities and self-isolations are recorded.

1.3.4 Permit station

Large operational sites may also have a permit station, which is a dedicated physical area for the
administration and issuing of permits. Permit certificates should be displayed at permit stations and be
recorded in the electronic JSA Register. Permit stations may also be used to store associated equipment (e.g.
PPE, locks, tags, isolation equipment).

1.4 Exceptions and standard operating procedure (SOP) approval process

Some permitable activities (ref 1.2) identified in this permit to work process may be more effectively
controlled by an approved standard operating procedure (SOP) than a JSA and a permit to work. For these
identified exceptions, a SOP can be developed and work conducted against the SOP rather than a permit.
Follow the process below for PTW exceptions:

1. The relevant representative for the work, in consultation with workers, conducts a risk assessment
and identifies / develops the SOP.
2. The competency of personnel and the equipment required to undertake the work is detailed in the
document, as well as the requirement to complete a JSA for the task.

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 3. The relevant business unit HSW business partner and Permit Issuer are engaged to review and
confirm the developed document is appropriate to manage the foreseeable health and safety risks.
4. The final documents are then submitted to the Watercare head of health, safety and wellness and
site/asset manager.
5. The Head of health, safety and wellness and site/asset manager reviews the documents and considers
their acceptability for a PTWP deviation to be approved.
6. Once approved the SOP must be added to the PTW Deviation register. The PTW deviation register
should be maintained by the BU or asset owner who would normally authorise and issue the permits,
ensuring all documents pertaining to their hazards and risk are controlled in one place.
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1.5 Issuing a permit

The PR is responsible for completing the work details and risk assessment portions of the permit certificates,
the JSA and any supporting documentation.

The permit certificates must be submitted in advance of the planned work to allow the PI to give it appropriate
consideration. The PI can refuse to issue a PTW if they feel circumstances, including current permit workload,
may compromise the safety of people, plant, processes or the environment. The PR must plan for the work so
that the PI has a suitable amount of time to consider the application (ideally five working days).

For large, complex projects, the length of notice should be decided locally in discussion with the relevant
project workers.

Step 1 – Determining the scope of work

The PR must determine the scope of work in conjunction with the appropriate people (e.g. those asking for the
work to be done). The scope should contain sufficient detail to allow for recognition of potential hazards,
including those that may arise from concurrent activities.

Step 2 – Completing a permit certificate

Hazard identification must be a robust and thorough process, following the assessment process on the JSA.
Specific hazards and risk controls are also identified on the permit certificates. These enable the PI or PR to
double-check hazard controls against a set of typical controls and identify any shortfalls. They are not intended
as a tick list to replace proper consideration of hazards and the completion of a JSA.

Before deciding on hazard controls, consideration must be given to safer alternatives, either in terms of the
timing or the intended method of completing the work. Watercare hazard control key requirements and the
area hazard register should be used as a source of hazard and control information.

In broad terms, hazard controls should be selected on:

1. The ability to eliminate risks wherever possible (e.g. moving equipment to ground level
versus working on it from height)
2. The possibility of isolating people from potential harm (e.g. isolating energy sources)
3. The safety of the actual tasks (e.g. spark containment during welding)
4. The safety of individuals (i.e. PPE to be worn or used).

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 The permit certificate must be completed before the PTW authorisation can be applied for. The completed
permit certificates must be attached to the JSA or SOP.

Step 3 – Determining the risk assessment score

Every permit certificate must have a raw and residual risk assessment score 1 determined by the PR and
endorsed by the PI. The risk score identifies the overall degree of risk involved in the job and subsequent level
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of authorisation and supervision.

The chart below outlines the work supervision and permit authorisation requirements based on the residual
risk assessment score.

Residual risk
High Medium Low
assessment
(4-5) (3) (1-2)
score
PI to authorise permits.
Site/Asset manager to
Required authorise JSA PI to authorise permits
PI to authorise permits
controls PI must view the site and
verify controls with the PR
prior to work starting.

Absences from the job

Absences from the job site of 1–2
Supervision site of 2–4 hours
PR must be at the job at all hours acceptable at the PI’s
required by acceptable at the PI’s
times. discretion. Must be contactable
Permit Receiver discretion. Must be
at all times.
contactable at all times.

PR can be responsible for one PR can be responsible

Simultaneous PR cannot be responsible
orange-level permit and one for up to three green-
permits for any other permits.
green-level permit. level permits.

Step 4 – Cross-referencing
The objective of a cross-reference of concurrent works and activities is to make sure no interaction takes place
between work activities that might endanger the health and safety of workers or others. The JSA register and
the permit station enables PIs to evaluate active and suspended permits and any other work in the area.

The PI must be aware of potential interaction when issuing different permits on the same piece of equipment
or system or where there may be potential conflict with adjacent work activities. Such situations must be
minimised by careful planning and suitable precautions before issuing permits.

Where work may affect other stakeholders, the PI must make sure they are notified.

1
Risk scores are determined using the risk matrix on the JSA.

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 Step 5 – Issuing a permit to work (PTW)
Prior to issuing a PTW, it needs to be authorised by the PI. The PI must be trained for permit issuing.
Authorisation shows the PI is satisfied the necessary precautions are being taken to control the work. Where
the risk assessment score has determined additional authorisation is needed, the appropriate manager must
co-authorise the permit.

Following completion of all parts of the permit certificates, the PTW can be issued. Any field on the PTW not
applicable to the job task must have “N/A” in the field.

The PI must inform affected stakeholders that the PTW has been issued.
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No one can issue a permit to work for work they will be carrying out themselves.

Issuing a permit remotely

Face-to-face communication between PI and PR is recommended and must be used wherever possible.
However there may be situations where this is not practical (for example, work on remote sites or in an
emergency situation where timely assistance from emergency services is not available).

In these instances other measures shall be taken to verify that hazards and risks are identified and adequately
communicated. Where possible the use of technology should be considered to improve communications
between all parties (such as video conferencing).

A permit can ONLY be issued remotely if ALL the following criteria are satisfied:

• the permit residual risk assessment score is a 3 or less

• the PI knows the site/asset or has reliable drawings and site data
• the PI has a knowledge of the task and activities to be permitted
• the Site/Asset manager confirms remote permitting is appropriate

This is the process for issuing a permit remotely.

1. The PR completes the JSA and permit certificates, taking into account the site conditions and referring
to the site operators or control room for additional information as required
2. The PR phones the PI and communicates the task, risk assessment and proposed controls.
3. The PR takes a photo (using phone or IPad) of completed JSA and Permit certificates and sends it to
the PI.
4. The PI reviews the documentation and either proposes additional controls (back to step 2) or
authorises the permit by providing the PR with a unique authorisation code.
5. The PR confirms their understanding of the permit conditions and their ability to comply with these
conditions by signing the permit and writing the PI authorisation code on their copy.

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 REMOTE PERMIT TO WORK - PROCESS FLOW
Undertake risk assessment
(JSA) Permit receiver Permit Issuer to
as required under e-mails required contact permit
Watercare Control of Work information back to receiver for required
System permit issuer information

No
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Permit Receiver
Duty Controller PI:
completes &
forwards docs to Do the
Does the work e-mails relevant (PDF)
Authorised Permit Issuer docs satisfy all
Require a YES JSA/SOP, Permit
for PTW Key
PTW? Certificates
Review & Authorisation Requirements?
to
(escalation as req’d)
Duty Controller

NO YES

Permit Issuer
Proceed with work
reviews, & authorises docs.
In accordance with
Provides authorisation
Watercare Control of Work
code to
System
Permit Receiver

Step 6 – Working with the PTW

Work can be done only within the constraints of the permit certificates. Should conditions change that make
the permit certificates invalid, the PR must discuss the requirements with the PI. Any changes must be
considered with the same rigour as the original permit application. If approved, the changes must be updated
on the permit certificates and JSA. If the changes are not approved, the work must not go ahead until a new
permit certificate has been raised and authorised.

The PR must discuss the conditions of the permit certificate with the workers doing the job.

The PR must abide by the supervision requirements determined by the risk assessment.

Step 7 – Suspending the PTW

The PTW must be suspended in the following circumstances:

1. When work has stopped, but the job is not complete and a different PR will continue the work (e.g.
work carried out during a single shift only or when waiting for materials or services)

2. During any handover of the site to emergency services

3. At the discretion of the PI or PR.

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 In certain circumstances, it may be appropriate to cancel the permit certificate and implement a secure long-
term isolation procedure. A new isolation permit must be raised before removing long-term isolations.

In the event of an emergency evacuation, the emergency response takes priority over completing ‘paper
work’. Permits will not need to be noted as suspended in the JSAJSA Register register. However, all permit
certificates will need to be revalidated after emergencies to make sure conditions haven’t altered.

Step 8 – Revalidating the PTW

Before starting work following a suspension, the permit certificates must be revalidated.
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The PI and PR must make sure the conditions of the permit certificates are still valid.

Certain permit certificates can be revalidated up to five times. Should work extend beyond this, the PTW must
be cancelled and a new permit certificate raised.

There is no time restriction on a suspended PTW, but revalidation is at the discretion of the PI.

Step 9 – Close-out a PTW

The PTW shall be closed-out by the PI:

1. On completion of the job

2. Following the maximum five revalidations
3. If a dangerous situation arises or an uncontrolled hazard is identified.

The PR, in applying for the close-out, is making a statement that the worksite has been left in a safe condition,
and the PI has to be satisfied of this before they accept the completed permit certificates. This may include a
worksite inspection.

PTWs must not be closed-out unless all isolations relating to the permitable work have been removed,
disabled safety-critical devices have been reinstated and checks have been made to ensure their operation.

The PI must inform stakeholders the permit has been closed-out.

1.6 Isolations
• Isolations must be undertaken following the Watercare Isolation procedure.

A self-isolation (LOTO) can be used by authorised Watercare staff where the work is being done under a SOP or
where the risk assessment score is 3 or less.

A remote isolation certificate is required where a self-isolation impacts on or is affected by concurrent works
being carried out in the field. Authorisation is permitted by the PI not present at the location of the work
where the work is being done under a SOP or where the risk assessment score is 3 or less.

The PI must still verify that they are satisfied safety precautions are adequate before remotely authorising the
PTW. The PI must also update the JSA Register with the permit details and perform a cross-reference (refer

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January 2020
 section 1.5, Step 4). The PR must display the remote isolation certificates at the site and communicate to all
personnel affected. The PR must also provide a copy to the PI at the earliest opportunity.
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 2 Monitoring and review
Auditing is an integral part of managing the PTWP. It is a documented activity that verifies that the
requirements of the system have been established, they have been documented and they are effective.

Auditing requirements include:

1. Monitoring by permit issuers – Permit Issuers must monitor the first permit of new Permit Receivers.
This is to ensure the PR understanding, communication and implementation of the PTWP. Thereafter
permit issuers should monitor a minimum of 1 in every 10 permits personally issued. The monitoring
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must be recorded in the PIs audit in iCare. Key checks are:

a. Is the permit properly displayed?
b. Has it been properly documented?
c. Is the required safety equipment in place?
d. Have permit requirements been communicated to permit users?
e. Does the actual work and permit scope match?
f. Is appropriate supervision present on site?
2. Monitoring of the PTWP by the responsible manager for the asset. With the assistance of the HSW
business partners, these audits examine each business unit or site for compliance with the overall
PTWP and be undertaken 6 monthly. The audit must randomly review permits for the period and
include an in-the-field audit. Report of the audit should be recorded in iCare
3. Organisational review of the PTWP will be included as part of Critical Risk audits scheduled by the
Head of health, safety and wellness.

All corrective actions must be recorded in iCare.

3 Documentation
Record Review Retention time Location
Permit certificates Daily during works 5 years 1 year on site
4 years – Recall
JSA Daily during works 5 years 1 year on site
6 years – Recall
Standard operating Reviewed annually Ongoing Operational facility
procedure Obsolete – Recall
Training record Annually Duration of validity HRSS
Induction record Annually Renewed every 24 HRSS
months
Daily monitoring N/A 5 years Permit to work register

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 Appendix A: Roles and responsibilities
Position Responsibilities
Isolation Authorisers Authorised Person – A person appointed in writing by a Senior Authorised Person
and is approved to issue isolation permits within the scope of the certificate of
appointment, covering electrical, mechanical and operations.

Senior Authorised Person – A person who is appointed in writing by a responsible

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manager for the asset and is approved to issue isolation permits within the scope
of the certificate of appointment, covering electrical, mechanical and operations.

Site / Asset Managers Has overall responsibility for the PTWP and makes sure:
• the PTWP is followed
• the PTWP is adequately resourced
• audits meet the defined requirements
• training systems meet the defined requirements.
Health Safety and Must facilitate an annual review of the PTWP.
Wellness Manager
Permit Issuer (PI) PIs are responsible for the single-point co-ordination of work activities within their
defined areas and for informing others where the work may infringe on another
area or activity.

PIs must:
• issue permit certificates
• verify the worksite is safe for the work to be undertaken
• analyse the effectiveness of the JSA
• make sure the PR fully understands the requirements of the permit,
including any constraints
• enter the correct details into the PTW register
• participate in permit audits
• revalidate suspended permits
• cancel permits
• inform relevant stakeholders of permit status
• make sure adequate isolations are applied and maintained
• identify and arrange immediate action for non-compliance issues
• escalate to asset / site managers any permits where the potential high risk
cannot be mitigated, (level 4 and 5 residual risk).

The PI may suspend, cancel or decline to issue a permit if they feel circumstances,
including current permit workload, may compromise the safety of people, plant,
process or the environment.

Page 18 of 28 | Version 3.2 |

January 2020
 Permit Receiver (PR) Applies for the permit and is responsible for:
• compliance with the JSA
• completion of the permit certificates
• consultation with the PI on appropriate hazard controls
• obtaining authorisation before starting work
• making sure all permit users are adequately competent
• ensuring the site is safe for handover or permit suspension
• making sure the worksite is safe prior to applying for a suspension (may
include enabling safety-critical systems for the period of the suspension)
• communicating the conditions of the permit to all permit users
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• following the conditions of the permit

• applying for cancellation of the permit at the end of the job or after five
revalidations
• ensuring a copy of any rescue or emergency plans are held on site
• displaying a copy of the permit at the worksite
• follows worksite supervision requirements
• liaising with the PI if conditions change
• informing the PI when the fire watch has ended so that hot work
certificates can be closed
• making sure the worksite is safe, isolations have been removed and safety-
critical systems enabled and confirmed prior to applying for cancellation of
the permit.
Permit Users Individuals working within the PTWP must make sure:
• They have received adequate instructions and fully understand the
requirements of the PTWP
• They do not start any work requiring a permit until it has been properly
authorised and issued
• They receive a briefing from the PR on the job and they understand the
potential hazards and precautions to be taken
• They follow instructions specified on the permit and by the PR
• When they stop work, they leave the site and any equipment they are
using in a safe condition
• If in any doubt or if circumstances change, they stop work and consult
with the PR.
Person in Charge (PIC) An individual delegated to ensure appropriate supervision of works on site when
of the Work the Permit Receiver is absent (applies to low or medium risk works).
Safety Observer (SO) The SO is responsible for:
• constantly monitoring the work and adjacent areas
• making sure any hazards that arise as a consequence of the work or
changes in the area are immediately communicated to other stakeholders
• notifying the PR of any uncontrolled hazards
• making sure there is an adequate means of communication with
stakeholders (Where the communication is hand signals, the SO must
remain in a position so the signals can be seen. Where the communication
is talking e.g. on a mobile phone, over a RT or directly to people, the SO

Page 19 of 28 | Version 3.2 |

January 2020
 must be able to be heard at all times.)
• ensuring all safety requirements specified on the permit are in place
throughout the job
• stopping work if it becomes dangerous to continue
• initiating rescue, emergency response or containment procedures if
required.

Excavation SO (often referred to as a spotter)

In addition to the responsibilities outlined above, an excavation SO is responsible
for:
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• making sure all workers (including themselves) are physically isolated from
entrapment between equipment or materials and the working area
• warning equipment operators of any unexpected underground services or
warning indicators (e.g. tape)
• maintaining isolation from surrounding work hazards (e.g. overhead
power lines clearance)
• making sure a means of communication with the excavator operator and
all other stakeholders exists at all times.

Hot Work SO (often referred to as a fire watch)

In addition to the responsibilities outlined above, the hot work SO’s responsibilities
include:
• detecting, containing and extinguishing all sparks, hot debris etc.
• monitoring wind direction (if required)
• remaining at the worksite continuously for 1 hour after completion of
work to make sure no ignition sources remain
• being competent in using the appropriate fire extinguisher
• counter-signing the hot-work certificate
• informing the PR when the fire watch has ended so the hot-work
certificate can be closed.

Confined Space Entry SO

In addition to the responsibilities outlined above, confined space entry SO’s
responsibilities include:
• checks to ensure the equipment is currently calibrated, prior to the start
of work
• pre-entry testing before and after breaks and recording the peak
atmosphere results on the confined space entry certificate
• maintaining control of the entry and exit of a confined space
• barring the entry point during breaks and at the end of the work period
• authorising those entering and leaving the confined space
• recording the entrant’s name, date of entry, entry time and exit time on
the confined space entry certificate
• regularly verifying the status of those working in the confined space
• maintaining contact with entrants in confined spaces

Page 20 of 28 | Version 3.2 |

January 2020
 • understanding what the rescue plan is and assisting in its execution
• recognising and promptly responding to abnormal conditions or incidents
inside and outside the confined space and raising the alarm if required
• evacuating the confined space if an emergency alarm sounds (except for
planned routine alarm tests)
• continuously monitoring and recording the confined space atmosphere
and stopping the work and evacuating workers from the confined space if
atmospheric test results are outside the prescribed limits
• making sure, without entering the confined space, that all workers have
recorded their exit from the confined space
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• counter-signing the confined space permit

• not entering a confined space under any circumstances.

Page 21 of 28 | Version 3.2 |

January 2020
 Appendix B: Training and competency
Anyone working under a permit must be competent to complete the work safely. Wherever possible, training
must be to recognised New Zealand qualifications.

No one can issue or receive a permit without a suitable level of competency achieved through training. A way
of demonstrating this competency is through the following NZQA unit standards, a trade certificate i.e.
electrical or welding, or a Watercare-approved alternative:

Role Unit Standard

Unit standard number: 17590 17588

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Apply for, accept and carry out work

Issue worksite-specific work
Unit standard description: according to a work permit in the
permits
workplace

Permit Issuer 

Permit Receiver 

In addition, the following training is required for certain jobs:

Mandatory Confined Space Entry Training Requirements

6400,
25510 or
Unit standard number: 17599 18426 6401 & 17596
3058
6402

Demonstrate Demonstrate
Plan a knowledge of knowledge of
Unit standard description: confined hazards associated Gas testing First aid safety observer
space entry with confined responsibility in
spaces the workplace

Permit Issuer   

Permit Receiver   

Stand-by person    

Confined space entrant  

Page 22 of 28 | Version 3.2 |

January 2020
 Mandatory Working at Height Training Requirements

6400,
Unit standard
15757 23229 23232 6401 & 17596
number:
6402

Use, install and Use a safety Develop a rescue Demonstrate

disestablish harness for plan for recovery of knowledge of
Unit standard
proprietary fall personal fall a suspended First aid safety observer
description:
arrest system when prevention when individual after a responsibility in
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working at height working at height fall the workplace

Permit Receiver   

People installing or
using a fall arrest  
system

People using a

safety harness

Stand-by person  

Hot Work Training Requirements

Unit standard
3271 4647 17596
number:

Suppress fire with hand Demonstrate knowledge of safety

Unit standard Explain principles of fire
extinguishers and fixed observer responsibility in the
description: science
hose reels workplace

Stand-by person Optional2 Optional Mandatory

Welders Must hold an appropriate qualification or relevant unit standard

Workers must be informed of the PTWP at a level relevant to their level of involvement. Generally this will be
undertaken as part of an induction as follows:

• Contractors: Overview of the PTWP

• Workers who are likely to use the PTWP: full outline of the PTWP

2
Stand-by persons for hot work must have training on how to use a fire extinguisher and on the principles of
fire science, which can be taught on the job. Certification the unit standards noted in the table is optional.

Page 23 of 28 | Version 3.2 |

January 2020
 Appendix C: Definitions
Terminology Description
Active permit The status of a permit that has been issued, until such time as it is suspended or
cancelled
Authorisation code A unique authorisation code provided by a PI to a PR by text or email for remote
issuing and authorisation of permit certificates.
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Brown-field works Works that can have an impact on existing operating assets (These assets need to
stay in operation and maintain an acceptable level of output and quality during the
works.)
Competent person A person who has, through a combination of training, education and experience,
acquired knowledge and skills enabling them to perform a specified task correctly
Confined space A confined space means an enclosed or partially enclosed space that:
• is not designed or intended primarily to be occupied by a person, for
example, it has poor ventilation, poor lighting, and the size or location of
the opening makes it physically difficult to get in and out of or to remove
an injured or unconscious person from the space, and;
• is, or is designed or intended to be, at normal atmospheric pressure while
any person is in the space, and
• is or is likely to be a risk to health and safety from one or more of the
following:
o An atmosphere that does not have a safe level of oxygen, (below
19.5 and above 23.5%),
o Contaminants, including airborne gases, vapours or dusts that
may cause injury from fire or explosion, (e.g. methane),
o Harmful concentrations of any airborne contaminants, (i.e. those
above the relevant exposure standard, or are likely to cause
impairment, loss of consciousness or asphyxiation, such as
hydrogen sulphide, carbon monoxide, volatile organic
compounds), or
o Engulfment by any liquid or free flowing solid that may cause
suffocation or drowning, (such as: water, wastewater, storm
water or sludge).
Disable (or override) The temporary bypass of a safety device to allow certain work to proceed without
causing an unnecessary process shut down or fire alarm, e.g. fire detector disabled
during welding operation
Emergency systems Emergency systems, including fire sprinklers, fire ring mains, deluge or suppression
systems, firefighting supply equipment including pumps and engines, firefighting
supply tanks, fire or smoke detection equipment, chemical alarms, equipment
alarms or stop devices (relating to emergencies), evacuation alarms, emergency
signage

Page 24 of 28 | Version 3.2 |

January 2020
 Explosive Atmosphere An area in which an explosive atmosphere is or may be expected to be present
Zone which require special precautions for the construction, installation and use of
equipment. These areas are plotted on site asset plans and classified as a
Explosive Atmosphere Zones in accordance with AS/NZS 60079.10.1:2009 Explosive
Atmospheres.

A zone is based on how often explosive gasses may be present and for how long:

• Zone 0: Explosive gas atmosphere present continuously or for long

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periods
• Zone 1: Explosive gas atmosphere is likely to occur during normal
operation
• Zone 2: Explosive gas atmosphere is not likely to occur, but if it does
occur, it will exist for a short period only.

Flammable or Any fuel with the potential to explode or burn, including solid materials,
combustable materials substances, vapours, gases, and dust.

Precautions must consider

• any area within 10 metres of any combustible or flammable materials
• any area within 10 metres of any combustible or flammable material
release points (flanged or threaded piping connections; instrumentation
bleeds, separators, tanks, dehydrators, regulators, meters, compressor
stations, transfer pumps, and other equipment)
• any area where combustible or flammable material is more than 10
metres away but is easily ignitable or where situated near adjacent wall or
floor openings
• any area where combustible or flammable materials are adjacent to the
opposite side of metal partitions, walls, ceilings or roofs and are likely to
be ignited by heat conduction or radiation
Reference: Health and Safety at Work (Hazardous Substances) Regulations 2017):
Handover The process of transferring responsibility for work activity between shift workers
Hazardous energy All energy within the system includes:
• electrical
• stored or residual energy, such as within capacitors, springs, elevated
devices, rotating flywheels
• hydraulic systems
• pneumatic systems
• pressure systems, such as fluids, product and air
• gravity systems

High-risk works For this procedure, high risk relates to activities where the proposed controls
cannot reduce the risk below high or very high risk (4 or 5 on the WSL Risk matrix)

Page 25 of 28 | Version 3.2 |

January 2020
 Hot work Any operation that uses naked flames or produces sparks within the proximity of
flammable materials or structures. Or the use of non-intrinsically safe or
flameproof equipment in potentially flammable atmospheres

Category 1 hot work includes:

• welding, cutting, brazing or burning with a torch, electric arc or soldering
iron
• using a propane torch
• grinding
• any use of an open flame
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Category 2 hot work includes:

• sandblasting (abrasive blasting, either wet or dry)
• chipping, ripping or other cutting by impact
• breaking concrete
• use of internal combustion equipment (vehicles, portable generators and
air compressors)
• opening of electrical equipment
• using explosive-charge powered tools
• hot tapping
• using non-explosion-proof electrical equipment, such as heaters, motors,
coils, extension cords, tools and lights
• using portable electronic devices (including mobile phones, pagers, radios,
portable computers and handheld computers)

Isolating group control Edge protection systems, barriers, scaffolding, guardrails or multi-use mobile
measures (working at elevated work platforms
height)
Isolating personal Total restraint system, single-user mobile elevated work platform, platform
control measures (work (podium) ladder, mobile guarding system, man cages
at height)
Isolation A physical barrier between a source of energy and a place of work
Job safety analysis (JSA) A JSA is a job based risk assessment to provide all workers with a clear safe system
of work. The JSA includes task specific safety precautions related to:
• The people involved
• The plant and equipment used
• The materials
• The working environment
JSA register A summary of JSA’s and associated permits that have been issued and their current
status
Monitoring The routine check and observation of how the PTW conditions are being met
Must Indicates that a statement is mandatory
Permit Document supporting the permit to work process, which outlines additional
control information for certain specified types of significantly hazardous work
Permit Designate A competent person acting as a representative to the PI

Page 26 of 28 | Version 3.2 |

January 2020
 Permit Issuer The person responsible for authorising work that is subject to a permit
Permit Receiver The person supervising the workers engaged in a job that is the subject of a permit
PI Permit issuer
Potentially hazardous For the purpose of this procedure, potentially hazardous relates to tasks defined in
section 7.3
PR Permit receiver
Precaution Action required to reduce risk or to mitigate against harmful effects
PTWP Permit to work procedure
Remote isolation Gives assurance to the recipient of a subsequent and related isolation permit
procedure
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Residual risk assessment Risk assessment score that determines level of authority and supervision by the PR
score
Revalidation The reassessment of the worksite and permit conditions to determine if work can
continue safely for another set period of time
Review A re-examination of the fundamental design of the system to see whether or not it
should be changed in light of experience
Routine work Work carried out by workers that is considered part of their normal duties
Safety-critical element Specific devices identified in the site MHF safety case
Safety observer The person responsible for monitoring hazardous work, stopping work if a
dangerous situation arises and initiating rescue, emergency or containment
procedures
Self-isolation A Watercare-authorised procedure for short-term isolation (completed within one
working shift) of specific plant, equipment or process that allows work to be
carried out safely (four or less isolation points)
Should Indicates a recommendation
So far as is reasonably As defined by the Health and Safety at Work Act 2015
practicable (SFRP)
Standard operating An approved, documented procedure, used by trained workers, for routine work
procedure (SOP) and includes identification of hazards and risks and details the controls for
managing those hazards and risks
Suspended permit The temporary invalidation of a permit certificate for a period during which the
subject work has stopped
Validity The period during which the permit may remain active before reassessing the
worksite conditions

Page 27 of 28 | Version 3.2 |

January 2020
 Appendix D: Permit to Work – Decision Trees
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Page 28 of 28 | Version 3.2 |

January 2020
 Appendix E: Further reading
Internal documents

• Managing contractors and access to workplaces

• Managing Risk
• MHF safety management system (enquire at Ardmore WTP)
• Confined Space Key Requirement
• Working at Height Key Requirement
• Working in Excavations Key Requirement
• Hazardous Substances (Volatile Atmospheres) Process
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• Isolation procedure
• AA
• JSA

Legislation

• Gas Act 1992

• Health and Safety at Work (HSW) Hazardous Substances Regulations 2017
• HSW Major Hazard Facility Regulations 2016
• HSW General Risk and Workplace Management Regulations 2016
• Electricity Safety Regulations (2010)

Guidance

• Workplace exposure standards and biological exposure indices

• Approved Code of Practice (ACOP) Management of substances hazardous to health in the place of
work
• Best practice guidelines for working at height in New Zealand
• Guidelines for Hazardous materials and preventing fires or explosions
• Best Practice guidelines for safe use of machinery

Page 29 of 28 | Version 3.2 |

January 2020
 Appendix E: Workflow and document recording process
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Permit to Work – Work flow and document recording process

Watercare & Service Provider Watercare & Service Provider Watercare Service Provider Watercare
Authority to Access Work Planning Permit Issue Work Execution Permit Close-out

AA JSA

Self Isolation Work Approval

Permitable Work
NO (LOTO) Register
Identified?

Confined Space
Isolation Permit YES Daily / Task
Permit
Day works execution
Pre-start

Work at Height Remote Isolation

Permit Permit
MANAGE

Confirm isolations in
place?

Excavation Permit Work complete?

YES

Safety Device YES

NO
Impairment PTW
PTW Issue
application

Hazardous Revalidate Significant risk

Suspend PTW NO
Atmosphere Zone PTW change?
Permit

YES
Hot Works Permit
Permits and PTW
closed-out

OTHER (High Risk)

Works Permit
RECORD

Watercare
Permit upload to Permit closed in PTW
Control of Works PTW register updated
WSL PTW register register
register
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