Bawan Al Memar for Contracting Company

Document PTW Procedures

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Permit To Work (PTW) Procedures

Contents
 Purpose & Objectives of A Permit to Work

 When Is a Permit to Work (PTW) Required?

 Permit To Work (PTW) Procedure

 Scope

1. Roles And Responsibilities of Key Personnel Involved

2. Preparing for PTW

3. Identifying Hazards and Assessing Risks

4. Implementing Control Measures

5. Issuing And Approving the Permit

6. Monitoring And Reviewing the Work

7. Closing The Permit and Post-work Evaluation

 Common Challenges and Best Practices

 Conclusion

 Purposes & Objectives of A Permit to Work

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Document PTW Procedures
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Purpose

The main purpose of a Permit to Work (PTW) system is to ensure that high-
risk activities are carried out safely and with the necessary precautions in
place. The system aims to protect workers from injury or harm and prevent
damage to equipment, facilities, and the environment. The following are
some of the key objectives of a PTW system:

 Hazard identification and risk assessment: The PTW system aims

to identify and assess the hazards associated with high-risk activities
and evaluate the risks to workers, equipment, facilities, and the
environment. This helps to ensure that appropriate controls are
implemented to manage these risks.

 Authorization and control: The PTW system provides a formalized

process for authorizing high-risk activities and ensuring they are
carried out under controlled conditions. This helps to prevent
unauthorized work and ensure that the work is carried out in a
controlled and safe manner.

 Communication and coordination: The PTW system requires

communication and coordination between all parties involved in the
work, including workers, supervisors, and contractors. This helps to
ensure that everyone is aware of the hazards and risks associated with
the work and that the necessary controls are in place.

 Monitoring and review: The PTW system includes monitoring and

review procedures to ensure that the work is carried out according to
the permit and that the controls remain effective. This helps to identify
any issues or problems that may arise during the work and take
corrective action if necessary.

Overall, the objective of a PTW system is to provide a formalized and

structured approach to managing high-risk activities, which helps to ensure
that the work is carried out safely and with the necessary controls in place to
protect workers, equipment, facilities, and the environment.

Permit To Work (PTW) Procedure

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Document PTW Procedures
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The PTW procedure is a formalized process that must be followed to ensure

that high-risk activities are carried out safely and with the necessary
precautions in place. The procedure typically includes the following steps:

SCOPE:
This procedure applies on all Riyadh metro project, It includes but is not limited to;
 All operational and maintenance activities with a risk rating of medium or higher; or
 Any works requiring an Isolations (Lockout Tagout),
 Any works requiring Working at Height,
 Any works requiring Confined Space Entry,
 Any works requiring Hot Work,
 Any works requiring Excavations,
Confined Space It is a restricted space, that is enclosed or partially
enclosed space that is:
- At atmospheric pressure during occupancy
- Is not intended or designed primarily as a
regular place of work
- Which could have restricted means for entry
or exit
AND it is foreseeable that the restricted space may
contain a hazardous atmosphere with:
- Potentially harmful levels of contaminants
and/or
- Oxygen deficiency or excess and/or
- Materials that could cause engulfment or
drowning.
Craneage Any appliance equipped with a mechanical,
hydraulic, pneumatic, or electrical means for
raising and lowering a load by ropes or chains and
for transporting a load while suspended.

Excavations Any job involving trenching, excavation, shafts,

drives, demolition, or the risk of penetrations
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requires excavation certification.

Hot Work Hot Work is if the work to be carried out involves a

source or potential source of ignition.

Isolation Point Point of energy supply to equipment than can be

isolated to prevent injury
i.e. valves, circuit breakers, etc

Lockout Tagout Means to isolate, lock and tag any equipment at

the source of energy supply to prevent its operation
or an accident associated with its energy sources.

Routine Activities A routine task is any commonplace task or duty

that is undertaken regularly on demand or at
specified intervals (more than once a year).

Working at Height Any works where there is potential for a fall of three
meters or more.

1. Roles and Responsibilities of Key Personnel Involved

One of the pivotal components of a Permit to Work (PTW) system involves

the unequivocal delineation of roles and responsibilities for all individuals
participating in the process. This ensures a comprehensive understanding of
their respective duties and fosters accountability for the safe and efficient
execution of assigned tasks. These roles and responsibilities encompass:

 Requester: The individual who initiates the work and submits the
permit request, providing essential details such as work location,
equipment involved, and potential hazards.
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 Issuer: The person responsible for reviewing the permit request,

assessing associated risks, and determining necessary control
measures. The issuer authorizes the permit issuance if deemed
acceptable.

 Approver: A designated authority with the requisite knowledge and

expertise, responsible for granting approval before the commencement
of work, after evaluating associated risks and control measures.

 Supervisor: The individual overseeing the work, ensuring adherence

to the permit's specifications. The supervisor is tasked with
guaranteeing a safe work environment and securing equipment
appropriately upon completion.

 Worker: The person actively performing the assigned tasks, is obliged

to follow the procedures and control measures outlined in the permit.
The worker is also responsible for promptly reporting any changes or
incidents to the supervisor.

 Other Personnel: Depending on the nature of the work, additional

personnel, such as safety officers, inspectors, or contractors, may be
involved in the PTW process. It is imperative for all individuals to
comprehend their roles and responsibilities to ensure the secure and
effective execution of the work.

2. Preparation for Permit to Work (PTW)

Prior to the commencement of work, the individual requesting the permit is

required to furnish a comprehensive description of the intended work,
encompassing details such as the location, equipment to be utilized, and
associated hazards. This information serves as the basis for evaluating the
risks linked to the work and determining the requisite control measures. The
preparatory phase involves the following steps

 Planning: The requester is tasked with meticulously planning the

work, and delineating tasks to be executed. The work plan should
encompass commencement and conclusion dates, the personnel
involved, and the equipment to be utilized.
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 Hazard Identification: The requester is obligated to identify potential

hazards related to the work, such as fire, explosion, chemical exposure,
or electrical shock. This process may involve reviewing safety data
sheets, conducting a site survey, or consulting with subject matter
experts.

 Risk Assessment: Evaluation of the risks associated with each

identified hazard is imperative to determine the likelihood and
consequences of potential incidents. This may involve utilizing a risk
assessment matrix or other tools to quantify and prioritize the
identified risks.

 Control Measures: Based on hazard identification and risk

assessment, the implementation of control measures is essential to
manage the identified risks. These measures may include engineering
controls, administrative controls, or personal protective equipment.
Documentation of the control measures should be incorporated into
the permit.

 Permit Application: Following the development of the work plan and

control measures, the requester is required to complete the permit
application form and submit it to the issuer for review. The application
should comprehensively outline details regarding the proposed work,
associated hazards and risks, as well as the implemented control
measures.

3. Hazard Identification and Risk Assessment

A fundamental aspect of a Permit to Work (PTW) is the meticulous

identification of hazards and the subsequent assessment of associated risks.
This entails the identification of potential hazards related to the work and a
comprehensive evaluation of the risks linked to those hazards. The process
of hazard identification and risk assessment encompasses the following
steps:

 Hazard Identification: The initial step involves the identification of

potential hazards associated with the work. Hazards may manifest as
physical elements, such as machinery or equipment, or chemical
elements, such as hazardous substances or gases. Environmental
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hazards, including extreme temperatures or adverse weather

conditions, are also considered.

 Risk Assessment: Following hazard identification, the subsequent

step is to assess the risks associated with those identified hazards.
Risk assessment involves the evaluation of the likelihood and
consequences of potential incidents. This may necessitate the
utilization of tools such as a risk assessment matrix to quantify risks
and prioritize control measures.

 Severity of the Risk: The risk assessment should take into account
the severity of the risk associated with each hazard, considering
potential harm to individuals, the environment, and property. The
severity of the risk assists in determining the requisite level of control
measures.

 Probability of the Risk: The risk assessment should also consider

the probability of the risk occurring, incorporating factors such as the
frequency of exposure to the hazard and the likelihood of an incident
transpiring. This information aids in determining the likelihood of an
incident and the appropriate level of control measures.

 Risk Reduction Measures: Based on the risk assessment,

identification and implementation of control measures are imperative
to effectively manage the identified risks. These measures may
encompass engineering controls, administrative controls, or personal
protective equipment, and they should be comprehensively
documented in the permit.

 Continuous Monitoring: Throughout the work process, ongoing

monitoring of the risk assessment is essential to ensure the
effectiveness of control measures. This facilitates the identification and
management of any changes to the work or hazards that may arise.

4. Implementation of Control Measures

Upon the identification of hazards and assessment of associated risks, the

imperative next step is the establishment of control measures to effectively
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Document PTW Procedures
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manage these risks. The design of these measures should aim at the
elimination or reduction of the risks inherent in the work. The process of
implementing control measures entails the following steps:

 Engineering Controls: Engineering controls necessitate the

modification of equipment or the work environment to eliminate or
mitigate risks. Illustrative examples encompass the installation of
ventilation systems to extract harmful fumes, the provision of physical
barriers safeguarding workers from falling objects, or the design of
equipment to prevent inadvertent contact with hazardous materials.

 Administrative Controls: Administrative controls involve the

implementation of procedures or policies to diminish risks. Instances of
administrative controls include the formulation of standard operating
procedures for hazardous tasks, the training of workers in safe work
practices, or the initiation of a permit-to-work system to regulate high-
risk activities.

 Personal Protective Equipment (PPE): PPE serves to shield

workers from hazards associated with the work. Examples of PPE
encompass safety glasses, gloves, respirators, or hearing protection.
The selection of PPE should align with the hazards associated with the
work and the requisite level of protection.

 Selection of Control Measures: The choice of control measures

should be informed by the risk assessment, considering the severity
and probability of risks associated with the work. Documentation of
these control measures within the permit is crucial, and their
communication to all involved workers is paramount.

 Implementation of Control Measures: After the selection of control

measures, their implementation should precede the initiation of work.
This may involve equipment installation, procedural development, or
the provision of PPE to workers. Ongoing monitoring of the
effectiveness of these control measures throughout the work process is
essential to ensure their efficacy in managing risks.

5. Permit Issuance and Approval

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In the event that the risks associated with the intended work are deemed
acceptable, the issuance of the permit becomes viable. The permit, inclusive
of details concerning the work to be executed, associated hazards and risks,
as well as control measures, must be comprehensively structured. The
process of issuing and approving the permit encompasses the subsequent
steps:

 Review of Permit Application: The individual responsible for permit

issuance is tasked with scrutinizing the application to ensure the
provision of all requisite information and the identification and
assessment of risks associated with the work.

 Approval of Permit: Authorization of the permit should be conferred

by a designated individual possessing the necessary knowledge and
expertise to evaluate the risks and control measures pertaining to the
work. Permit approval signifies the acceptability of risks associated
with the work and the sufficiency of control measures.

 Issuance of Permit: Following approval, the permit is to be issued to

the requester, incorporating details pertaining to the intended work,
associated hazards and risks, and prescribed control measures. Special
instructions or conditions for the work should also be included.

 Display of Permit: The permit should be conspicuously displayed

within the work area to be easily visible to all involved workers. Regular
review by the supervisor is essential to ascertain adherence to the
permit's specifications.

 Permit Review: Periodic reviews of the permit are imperative to

verify the efficacy of the control measures in managing associated
risks. Any identified changes to the work or newly recognized hazards
may necessitate permit amendments or suspension. Upon completion
of the work, the permit should be closed, and a post-work evaluation
conducted to extract lessons learned and identify opportunities for
improvement.

6. Work Monitoring and Review

Throughout the course of the work, it is imperative for the supervisor to

vigilantly monitor its execution to ensure strict adherence to the stipulations
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outlined in the permit. In the event that alterations to the work or the
identification of new hazards transpire, the permit may necessitate
amendment or suspension. The monitoring and reviewing process may
encompass the following steps:

 Regular Inspections: The supervisor should undertake periodic

inspections of the work area, focusing on adherence to the permit.
These inspections should specifically target hazards and risks
delineated in the permit, encompassing evaluations of control
measures and Personal Protective Equipment (PPE).

 Incident Reporting: In the event of any incidents or near misses

during work, immediate reporting to the supervisor is imperative.
Subsequently, the supervisor is tasked with conducting an
investigation and implementing corrective measures to forestall the
recurrence of similar incidents.

 Permit Amendment: Identification of changes to the work or new

hazards may necessitate the amendment of the permit. The supervisor
should meticulously review the permit, assessing the need for any
modifications. If deemed necessary, the permit should be amended
and reissued prior to the resumption of work.

 Permit Suspension: If the safe execution of the work is

compromised, the permit should be promptly suspended. This scenario
may arise due to the identification of new hazards or the
ineffectiveness of control measures in managing associated risks. Work
should not proceed until the identified issues are resolved, and the
permit is reissued.

 Permit Closure: Upon the completion of the work, the supervisor is

obligated to ensure the safety of the work area and secure all
equipment appropriately. Subsequently, the permit can be officially
closed, and a post-work evaluation should be conducted to extract
lessons learned and pinpoint opportunities for improvement.
Documentation of the post-work evaluation should be communicated
to all pertinent stakeholders.

 7. Closing the Permit and Conducting Post-Work Evaluation

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 Upon the conclusion of the work, it is incumbent upon the supervisor to

ensure the safety of the work area and the proper securing of all
equipment. Subsequently, the permit can be officially closed, and a
post-work evaluation should be undertaken to discern lessons learned
and identify avenues for improvement. The culmination of the permit
closure and post-work evaluation entails the subsequent steps:

 Work Area Inspection: The supervisor is to execute a final inspection

to verify the securement of all equipment and ascertain the safety of
the work area, facilitating the entry of other workers.

 Permit Closure: Closure of the permit is permissible once the work is

concluded, and the work area is deemed safe. The permit should be
appropriately filed for future reference and securely stored.

 Post-Work Evaluation: A comprehensive post-work evaluation

should ensue to pinpoint lessons learned and opportunities for
improvement. This involves a scrutiny of the efficacy of control
measures, identification of any issues arising during the work, and an
assessment of the overall effectiveness of the Permit to Work (PTW)
system.

 Documentation of Post-Work Evaluation: The outcomes of the

post-work evaluation should be meticulously documented and
communicated to all pertinent stakeholders. This documentation may
encompass recommendations for enhancing the PTW system or
addressing issues identified during the course of the work.

 Continuous Improvement: The post-work evaluation should serve as

a catalyst for continuous improvement of the PTW system. This may
encompass a review of procedures and control measures, provision of
additional training to personnel, or adaptation of the PTW system
based on feedback from workers or supervisors.

Common Challenges and Best Practices in Permit to Work (PTW)

System Implementation
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The implementation of a Permit to Work (PTW) system can be fraught with

challenges, and organizations may encounter various common impediments,
including:

 Resistance to Change: The introduction of a new system often faces

resistance, particularly from workers accustomed to established work
practices. Effectively communicating the benefits of the PTW system to
workers and involving them in the development and implementation
process is crucial.

 Lack of Training: A potential obstacle lies in workers and supervisors

lacking familiarity with the PTW system, necessitating training to
comprehend their respective roles and responsibilities. It is imperative
to provide comprehensive training to all personnel involved in the PTW
system.

 Inadequate Risk Assessment: An inadequately conducted risk

assessment can result in ineffective control measures, failing to
manage the risks associated with the work adequately. Ensuring a
thorough risk assessment that identifies and assesses all hazards and
risks is of paramount importance.

 Poor Communication: Communication plays a pivotal role in the

success of the PTW system. It is essential to guarantee that all
personnel engaged in the PTW system comprehend their roles and
responsibilities and possess the ability to communicate effectively with
one another. To mitigate these challenges, organizations can adopt
several best practices when implementing a Permit to Work (PTW)
system. These practices encompass:

 Senior Management Commitment: Commitment from senior

management is paramount, necessitating the provision of essential
resources to successfully implement and sustain the PTW system.

 Comprehensive Training: All personnel engaged in the PTW system

should undergo comprehensive training, covering their roles and
responsibilities, the risk assessment process, and the requisite control
measures.
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 Effective Risk Assessment: A thorough risk assessment is

indispensable, ensuring the identification of all hazards and risks
associated with the work. Control measures should align with the
results of the risk assessment and prove effective in managing the
identified risks.

 Clear Communication: Communication stands as a pivotal factor in

the success of the PTW system. It is imperative to guarantee effective
communication among all personnel involved in the system, fostering
an understanding of their roles and responsibilities.

 Continuous Improvement: Regular reviews of the PTW system

should be conducted to identify opportunities for improvement. This
may involve scrutinizing procedures and control measures, providing
additional training to personnel, or instituting system changes based
on feedback from workers or supervisors.

By following these best practices, organizations can overcome common

challenges and ensure the successful implementation and ongoing
effectiveness of their PTW system.

Conclusion :

The incorporation of a Permit-to-Work (PTW) system stands as a critical

component within any safety management system. Through the
implementation of a comprehensive PTW system, organizations can
effectively navigate and mitigate risks associated with hazardous work,
thereby safeguarding the well-being of their personnel. Fundamental
elements integral to a PTW system encompass hazard identification, risk
assessment, the implementation of control measures, and ongoing
monitoring and review of the work.

Concurrently, common challenges encountered during the implementation of

a PTW system involve resistance to change, insufficient training, inadequate
risk assessment, and deficiencies in communication. To ensure the successful
implementation of a PTW system, adhering to best practices is essential.
These encompass securing commitment from senior management, providing
thorough training, conducting effective risk assessments, fostering clear
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communication channels, and perpetually striving for continuous

improvement.

Final Thoughts and Recommendations:

It is imperative for organizations to accord utmost priority to safety in the

workplace and to institute a comprehensive Permit-to-Work (PTW) system for
the effective management of risks associated with hazardous work.
Companies should allocate resources to provide training for all personnel
engaged in the PTW system, consistently review and update procedures, and
perpetually strive to enhance the system to guarantee its efficacy. Through
these measures, companies can establish a safer work environment for their
employees, diminish incidents and injuries, and elevate overall safety
performance.