The Permit to Work (PTW) system is a critical component when addressing safety in industries like Oil & Gas, Construction, Chemicals, Hydrocarbon, Energy, Petrochemicals, Pharmaceuticals, and more. These industries are continuously striving to implement PTW systems tailored to their specific operations. The PTW system is an essential part of their overall safety management approach, helping to achieve high safety performance while minimizing risks associated with maintenance, emergency activities, planned & unplanned repairs, and more.
The goal is to align with industry standards, apply lessons learned from past incidents, and implement preventive measures that can help avoid accidents. Despite these efforts, many organizations face challenges that impact their ability to meet the growing demand for PTW compliance, resulting in work delays, production disruptions, and missed deadlines. This creates a significant workload for agencies and personnel tasked with ensuring timely PTW approvals and reviews, often causing delays in maintenance and operations.
The PTW system is also highlighted in the ISO 45001:2018 under clause 6.1.1, emphasizing its importance in improving Occupational Health and Safety (OH&S) performance. However, many organizations struggle with common PTW challenges, such as:
- Filling conventional paper-based forms (usually in triplicate)
- Coordinating permit requests and identifying the appropriate authorities for approvals
- Ensuring accurate communication and coordination between multiple agencies
- Identifying appropriate authorities for conducting physical safety checks and evaluations
- Managing the complexity of contractor involvement and their unfamiliarity with organizational hierarchies and PTW processes
- Reconciling varying PTW formats across different plants with differing geographical influences
A Business Case for Digitizing the PTW System
Digitizing the PTW system provides a host of benefits to help overcome these challenges and streamline processes. Here are the top five advantages of implementing PTW software:
1. Convenience in Carrying Out a PTW Process
With PTW software, you can create templates, save drafts, and share permit forms digitally, saving time and resources. Permits reach control centers and approving authorities quickly, speeding up the approval process. Software minimizes human errors and ensures that no approvals are bypassed, reducing the risk of mistakes.
2. A Web-Based Application – Compatible with Handheld Devices
Web-based PTW applications offer the flexibility of being accessed on various devices, including handheld devices. This ensures that personnel, whether on-site or remote, can access the system and handle PTW requests and approvals with ease.
3. Consistent and Uniform Process – Centralization Through Customization
For organizations with multiple plants across different regions, a centralized PTW system allows for uniformity in processes. Headquarters can enforce standardized procedures for PTW management across all locations, ensuring compliance and consistency.
4. Operational Effectiveness
Digitizing the PTW system leads to numerous operational improvements, including enhanced efficiency, increased uptime, reduced operational costs, and transparent coordination across agencies. The software ensures easier access to data and smoother interactions, improving overall workflow.
5. MIS & KPIs – Digital Benefits
With PTW software, management can easily generate quick reports, access empirical data, and identify trends and insights derived from past near misses and incidents. Graphical representations of data make it easier for management to review performance and make data-driven decisions to improve safety standards.
For more details on how digital PTW software can enhance your safety management, visit Core EHS Digital Permit to Work Management.
Conclusion
Digitizing the PTW system is not just a convenience—it’s a crucial step toward strengthening workplace safety. The benefits of adopting a customized PTW software application include streamlined processes, improved communication, better operational efficiency, and the ability to maintain compliance with industry standards like ISO 45001:2018.
What are your thoughts on moving from a traditional paper-based system to a digital PTW solution? Share your thoughts with us!