Retail Permit To Work System

2/3/2012
Retail Permit to Work System

Version 3.1
Effective as of : October 2011
Click >> PtW

resources in the web
Agenda
1. Why are we here? This pack is part of the HSSE on-
boarding training for new staff and
2. Why do we use PTW? also as refresher for existing staff
engaged in the Shell Retail Network
3. Training objectives Development Program
4. PTW System Applicability Reflections

1. Incident investigations tell us that PTW
system forms are not always in place or
5. Roles & Responsibilities
are not completed properly.
6. PTW System Documents 2. When the forms are used, they are often
viewed as a paperwork exercise and
7. PTW System Rules don’t change the behaviours of the
workers on site.
8. Audits, Review & Records
In other words, in the past, the system
is not being used properly!
2
Why are we here? - Examples
Date: 22 March 2011
Location: Jakarta, Indonesia
Description:
A worker had severe burn injuries from a fire that occurred when
workers were carrying out inerting works in the tank farm area.
Key PTW related findings:
• PH was trained on the HSSE requirements but the workers only

had basic induction.
• The company had extensive experience in inerting and hot

works but the workers had limited experience in working in
operational sites.
• WCF, JHA and Toolbox Talk did not incorporate the hazards &
control measures for the work activity as well as those related
to multiple work activities within a hazardous area.
• Inerting was NOT considered as hot work or a high risk activity

requiring a permit.
• Although the PH was present at site, he was not able to

directly oversee the work due to multiple activities at site.
3
Why are we here? - Examples
Date: 9 June 2011

Location: Malaysia
Description:
A canopy worker fell from a stand-alone ladder and landed
on the pavement at ground level. The falling height was
approximately 3.0m.
Key PTW related findings:

• The permit holder observed unsafe practices at site by
workers while handing over the spanner on the ladder,
however, did not intervene.
• The permit holder did not review the potential risks as a

result of the change in weather condition
• The JHA did not identify the risks of the use of ladders in
detail
4
Agenda
1. Why are we here?  PTW is about more than just completing
paperwork
2. Why do we use PTW?
 It’s about empowering workers to:
1. recognise the risks they face on site; &
3. Training objectives 2. take action to protect themselves
4. PTW System Applicability  It’s about the Permit Issuer & Permit Holder
having an open discussion about the
5. Roles & Responsibilities hazards associated with the work & the
controls that must be in place
6. PTW System Documents
 It’s about the Permit Holder talking to the
work crew to ensure they understand the
7. PTW System Rules hazards that they face & the controls they
must have in place, not just box ticking
8. Audits, Review & Records when completing a form – “Talk Not Tick”
It’s about keeping people safe!

5
Agenda
 Why are we here? 1. Train /refresh Custodians, Permit Issuers,
Permit Holders and workers on why we
have PTW in the first place – to keep
 Why do we use PTW?
people safe!
 Training objectives
2. Review the PTW system in detail to ensure
 PTW System Applicability proper understanding of how the system
works
 Roles & Responsibilities
3. Provide the Custodians with the

 PTW System Documents knowledge and tools they need to
cascade this training and the “Talk Not
 PTW System Rules Tick” message on to Permit Issuers and
Permit Holders!
 Audits, Review & Records
6
Agenda
Applicability – PTW System
 Why are we here?
 To all Shell Retail employees who issue work to
contractors pursuant to this PTW System at Shell
 Why do we use PTW? Retail locations
 To all Contractors, subcontractors, vendors & 3rd
 Training objectives parties who perform work at Shell Retail locations.
 PTW System Applicability

Applicability – Local law
 Applicable Country laws shall be complied with
when performing all work
 If this PTW System conflicts with country law, the
 PTW System Documents relevant portion of the PTW System shall not apply.
 Action : Custodians to confirm.
 PTW System Rules
Applicability – Training
 Contractors MUST train their employees, workers &
subcontractors on the requirements of this PTW
System & require compliance with it at all times
7
Agenda
 Why are we here? 1. Global PTW System Owner
• Shell Global Contractor Safety Advisor
• Steven Wrobleski
2. Asset Manager
• Shell Network Delivery Managers
3. Custodian }
 PTW System Applicability }
4. Permit Issuer } Refer to next slide for details
}
 Roles & Responsibilities 5. Permit Holder }
 PTW System Documents
8
Who’s who in PTW
PTW Roles FMC PMC Env Serv Mktg/IT/Locator
Global PTW System Global Contractor Global Contractor Global Contractor Global Contractor
Owner Safety Advisor Safety Advisor Safety Advisor Safety Advisor
FMC Mgrs / ROMs* PMC Mgr / CPMs* ES PMs / GESS

Custodians * Shell HSSE Mgrs
Consultant *
Permit Issuers L23 Mgrs PMs / CMs / L3 GESS Engs / L3 L3 Mgrs

Mgrs Mgrs
Permit Holders L3 Site Supervisors L3 Site Supervisors L3 Site Supervisors L3 Site Supervisors
/ Workers / Workers / Workers / Workers
* ROMs, CPMs, ES PMs and HSSE Managers will combine efforts and train PIs during joint sessions wherever possible
* Several FMC and PMC HSSE Mgrs have been trained to Custodian level and are allowed to cascade training as well 9
PTW Roles & Responsibilities Summary
Training Compliance & Assurance Documentation
• Training program owner • Conduct annual desk-top review • Control global documents
Global PTW
System • Train Custodians • Conduct periodic talk not tick audits • Produce monthly Permit
Owner report
• Review monthly Permit report
N/A • Consult with Custodians to ensure N/A
system effectiveness
Asset
Manager • Conduct periodic talk not tick audits
• Train Permit Issuers • Conduct regular talk not tick audits • Maintain PI Register
Custodian • Monitor PI / PH Registers • Maintain audit action log
• Train Permit Holders • Conduct regular talk not tick audits • Maintain Permit Register /
Tracker
• Monitor PH Register
Permit Issuer • Maintain PH Register
• Retain auditable copy of
Permit
• Train technicians • Attend safety awareness training • Retain auditable copy of
Permit Holder WCFs and JHAs
10
Global PTW System Owner (Steven Wrobleski )
 Responsible for managing the PTW System on a global level. Specifically to:
1. Formally issue modifications to the system when they become
available
2. Periodically monitor implementation of the PTW System across global
Retail
Asset Manager (Shell NDMs )

 Responsible for :
1. Implementing, applying & monitoring the PTW System within the Market
Unit under his responsibility
2. Implementing a training program that is designed to train Permit Issuers
& Permit Holders on the requirements of this Shell Retail PTW System
3. Appointing Custodians
11
Custodian (All of YOU!)
 The Asset Manager will likely choose to have multiple Custodians in his/her
market to ensure proper implementation across all functions.
 Responsible for :
1. Providing assurance to the Asset Manager that the PTW System is being
implemented in his/her geographic area
2. Providing training & testing for Permit Issuers every two years
3. Maintaining a register of Permit Issuers & Permit Holders to track & confirm
an appropriate number of qualified individuals exists in his geographic
area
 Permit Issuer Register (to be completed by the Custodian) >>

https://www.surveymonkey.com/s.aspx?sm=nFqFvzJecXnxF3BAdV8JgA_3d_3d
 Permit Holder Register (to be completed by the Permit Issuer) >>

https://www.surveymonkey.com/s.aspx?sm=eteqOE3YOryfxd6_2bXEy6SA_3d_3d
(the Custodian is still responsible for the integrity of this PH Register)
4. Confirming regular audits are conducted on the PTW System

12
Permit Issuer (PI)
 Likely to be an L3 Contractor, PMC Project Manager, GESS Consultant Engineer,
Shell Engineer (in non-FMC/PMC markets). Responsible for:
1. Attending the PTW System Training & passing the PI qualifying test every two years
2. Having knowledge of the work activity for which the Permit is being issued
3. Providing training & testing for Permit Holders every two years
4. Confirming that the Permit Holder has passed the qualifying test prior to issuing the Permit
5. Reviewing the Job Hazard Analysis that was prepared by the Permit Holder
6. Confirming that the hazards associated with the work have been identified & assessed and that the
identified controls are adequate to perform the work in a safe & environmentally sound manner
7. Confirming that the Permit Holder is prepared to implement all identified controls
8. Verifying that all supporting documentation, Job Hazard Analyses & drawings are attached or
referred to in the Permit are readily available on site while the work is being performed
9. Reviewing the Permit with the Permit Holder & verifying that he/she knows the exact location of the
work, the Permit conditions, emergency procedures, the hazards that have been identified & the
controls that must be taken during the work
10.Specifying on the Permit any additional precautions that need to be taken during the work
11.Identifying any conflicts between the proposed work & other activities in the area and informing all
people who may be affected by the work
12.Signing and issuing the Permit on site following signed acceptance by the Permit Holder
13.Signing off on the Permit once the work is complete & confirming the work area has been left in a
clean and safe condition
 It is not necessary for the PI to remain on site for the duration of the work as the PH is
responsible for verifying that the precautions are maintained throughout the work13
Permit Register
 In order to ensure proper and consistent application of the PTW system, we
must track all Permits that are issued
 Two tools have been developed to assist us:
1. A web based tool will be used for all Maintenance Permits that are
issued
2. The existing High Risk Activity Tracker / Forecaster will be used for all
Construction and Environmental Services Permits that are issued :
 It is the responsibility of the Permit Issuer to ensure all Permits are properly
recorded
14
Permit Holder (PH)
 The Permit Holder (PH) is the person or Contractor who is responsible for
performing the work. Responsible for:
1. Attending the PTW System Training & passing the PH qualifying test every two years
2. Preparing a Job Hazard Analysis and any other documents required
3. Discussing the job fully with the PI before signing to accept the Permit
4. Providing input into the controls necessary to manage risks
5. Explaining to the work crew the details of the work & any potential hazards & controls
6. Enforcing compliance with the Permit including verifying that the precautions are maintained
throughout the work & that the work stays within the limits & conditions specified on the Permit
(area, scope of work, time, etc)
7. Being present personally at the work site at all times during the Permit controlled work. If the PH
must leave the work site during performance of the work, the Permit shall be cancelled & all
work shall stop until such time a new Permit is issued
8. Having the Permit & attachments readily accessible at the work site where all Contractor
employees can review them
9. Stopping the work and seeking advice from the PI if conditions at the site change
10. Taking the necessary steps to clean the work area & confirming it is left in a safe condition
11. Handing back the Permit to the PI upon completion or suspension of the work
Training and Qualifying Test

 PI & PH candidates must attend the PTW System Training & pass the qualifying test prior
to qualifying for their respective roles & once every two years thereafter. If the PI or PH
candidate does not pass the qualifying test, the test may be retaken up to 3 times 15
Agenda
 PTW System Documents There are 3 primary documents, namely :
1. Work Clearance Form (WCF)

2. Job Hazard Analysis (JHA)
3. Permit
16
Work Clearance Form (WCF)
Activity Table Details

High Risk
1. When is it required ? must be

completed every time a
contractor visits a site to carry
out work
2. Used to ensure all work is

undertaken with the consent of
Medium Risk
the Site Representative
3. The Site Representative advises

the Contractor if there are any
site conditions that may impact
the Contractor safely
performing the work (e.g.
product delivery)
Low Risk
4. Valid for: Maximum 1 day

17
 All sections must be completed on
site.
 This form is valid for a maximum of 1
day
 The contents of the WCF must be
communicated to the work crew –
TALK NOT TICK!
Scope, eg. brief description of the work

(e.g. Paint canopy using mobile scaffold)
Hazards, e.g. fall from height
Controls, e.g. use scaffold with proper

guardrail system, safety helmet, etc
This form must be reviewed &

acknowledged by the Site Rep.
18
Agenda

3. Permit
19
Job Hazard Analysis (JHA)
1. When required ?
 for all High & Medium risk activities. To
be completed by the contractor.
2. What is JHA
High Risk
 Process of breaking down work

activities into individual steps,
identifying associated hazards &
determining methods of eliminating,
isolating or minimising the hazards
 The contents of the JHA must be
communicated by the contractor to
the work crew – TALK NOT TICK!
Medium Risk
3. Why is it important?
 Eliminating, isolating or minimising
hazards in the workplace can lead to:
1. Fewer injuries and illnesses
2. Safer and more effective work
methods
3. Increased worker productivity
4. Reduced workers compensation
Low Risk
costs
20
[1] Job Steps
1. Break down the work into basic job steps
2. List the steps in the sequence that they should be
performed
3. Experience has shown that most work can be broken
down into 15 steps or less
4. If more than 15 steps are identified, try to merge
some steps without losing essential detail
5. If merging the steps is not possible, it is
recommended that the job is split and separate JHAs
are prepared
[2] Job Steps Hazards

1. Once the job steps are complete, you must now
[1] [2] [3] identify the hazards associated with each step
2. Examine each step for hazards that could be present
3. Consider unexpected circumstances that could
3 steps in completing a JHA are: release or expose the hazard and the potential
incident that could result
1. Break down the work into job
steps [3] Job Steps Controls (3 ways to control a hazard)
2. Complete a hazard assessment 1. Eliminate the hazard (e.g. purchase pre-cut wood
for all job steps rather than using a circular saw)
2. Isolate the hazard (e.g. isolate electrical hazards by
3. Identify controls (eliminate, locking and tagging out electrical equipment )
isolate, minimise) against the 3. Minimise the hazard (e.g. build canopy at ground
identified hazards level) 21
Circle any high risk work that applies
Complete
all fields
Provide a brief description of the work (e.g. Paint canopy
using mobile scaffold)
e.g. paint e.g. fall from e.g. use scaffold

canopy using a height with proper
roller guardrail system
 Permit Issuer will review JHA prior to completing Permit

 The Permit will list any additional controls
• Contractors can use the Shell JHA template; or

• Contractors can use their own JHA template provided it clearly identifies the job
steps, job step hazards and job step controls
22
e.g. scaffold, e.g. proper barricade,

rollers, brushes, etc safety helmet, safety
glasses, etc
The details of the JHA must be explained

to the work crew – TALK NOT TICK!
Work crew must sign the JHA indicating

that they understand it and will comply!
23
Agenda

3. Permit
24
Permits
Permits
 Describes work to be done, tools to be
used & hazards associated with the work
High Risk
 Identifies requirements to be in place to

eliminate, isolate or minimise the hazards
 The Contactor’s JHA and the Permit

together should cover all the risks and
identify appropriate control measures
 Permit is only valid for a specified period

of time (maximum of 5 consecutive
Medium Risk
calendar days)
 Permit must be accepted by the Permit

Holder and authorized by the Permit Issuer
before the work begins
 Required for High Risk activities

Low Risk
25
Permits
Use unique Permit number
Complete all fields
Indicate which High Risk Activity

triggered the need for a Permit
Describe work to be done and tools to be

used
Circle required PPE
Indicate location of fire extinguishers
List any additional hazards & controls that

the PH failed to document in the JHA
Indicate equipment that must be isolated

(locked & tagged), e.g. dispensers, lights, etc.
Indicate who isolated the equipment

and who withdrew the isolation 26
Permits
Document instructions for turning the

equipment back on (e.g. check with Site
Rep. before turning dispenser back on)
Complete all fields
All permits require a WCF

& JHA to be attached
If gas testing is required (e.g. confined

space entry, hot work, etc), then
records must be attached
Could include MSDS sheets, equipment

operating instructions, etc
Permit is valid for a maximum of 5

consecutive calendar days
1. All sections must be completed by the PI

2. This form must be reviewed and accepted by the PH and authorised by the PI
3. This form is valid for a maximum of 5 consecutive calendar days
4. The contents of the Permit must be communicated by the PH to the work crew – TALK NOT TICK!
27
Agenda
 Why are we here? Permit validity : a Permit is valid for:
1. A specific scope of works
2. A specific site
 Why do we use PTW? 3. A specific time period
4. A specific Permit Holder
 Training objectives Remote Permitting & Self Permitting
 Remote Permitting & Self Permitting are not
 PTW System Applicability allowed as this would defeat one of the primary
objectives of a PTW System of having a second
 Roles & Responsibilities pair of eyes on site to critically review the
proposed controls
 PTW System Documents Contractor Permitting

 An individual may issue a Permit to another
 PTW System Rules person in the same Contractor organisation
provided the PI is not a member of the work
crew
Blanket Permits
 Blanket Permits covering multiple locations are
not permitted 28
Agenda
Changes in Condition & Emergency Action
 In the case of any of the following, the PH must
 Why do we use PTW? suspend the work & refer back to the PI to determine
the appropriate course of action:
 Training objectives 1) The specified equipment or tools not being

available
2) The type of work changing
 Roles & Responsibilities 3) The work being suspended
4) The conditions changing on site (e.g release of

 PTW System Documents
gas)
 PTW System Rules 5) An emergency in the area
6) Weather conditions changing

7) Conflicting work being undertaken by another PH
or contractor
29
Agenda
Audits
 PTW System audits shall be carried out as
 Why do we use PTW? part of the Market Unit’s HSSE audit program
or as part of the FMC/PMC/GESS Consultant’s
audit program
 The Custodian is responsible for confirming
that regular audits are conducted & for
providing assurance to the Asset Manager
that the PTW System is properly implemented
 Roles & Responsibilities in his/her market
 Typical audit questions are:

 PTW System Documents 1. Is the Permit readily accessible at the work site
where all Contractor employees can review
it?
2. Have the WCF, JHA & Permit been properly
completed?
 Audits, Review & Records 3. Have all the hazards been identified?
4. Are the controls adequate & being
implemented?
5. Has the work party been briefed & do they
fully understand the Permit controls? 30
Review
 The Global PTW System Owner, in consultation with the Asset Manager,
shall review the effectiveness of the PTW System and modify it where
necessary as part of continuous improvement of HSSE management
 Factors to be taken into account include:

1. Changes in legislation
2. Industry and Group guides
3. Review of incident reports
4. Inspection & audit findings
5. Feedback from users
Records
 Permits & supporting documentation must be retained according to local
legislative & Market Unit requirements
 At a minimum, PTW System documents shall be retained for 1 year 31

Remember
• PTW is about more than just completing paperwork
• It’s about empowering workers to:

- recognise the risks they face on site; and
- take action to protect themselves
• It’s about the Permit Issuer and Permit Holder having an open discussion
about the hazards associated with the work and the controls that must be
in place
• It’s about the Permit Holder talking to the work crew to ensure they
understand the hazards that they face and the controls they must have in
place, not just box ticking when completing a form – “Talk Not Tick”
It’s about keeping people safe!

32
Summary of Changes from V3 to V3.1
Short Description of the Change
Appendix 2 Inerting or purging works will require a permit.
Appendix 2 Permit Issuer to identify and recognise simultaneous works, the associated hazards and mitigate the risks.
This is to be documented in the permit under “Additional Hazards and Controls”.
33
Thank You
34

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2/3/2012

Click >> PtW

4. PTW System Applicability Reflections

Key PTW related findings:

• PH was trained on the HSSE requirements but the workers only

• The company had extensive experience in inerting and hot

• Inerting was NOT considered as hot work or a high risk activity

• Although the PH was present at site, he was not able to

Date: 9 June 2011

Key PTW related findings:

• The permit holder did not review the potential risks as a

It’s about keeping people safe!

3. Provide the Custodians with the

 PTW System Applicability

 PTW System Documents

 PTW System Rules

 Audits, Review & Records

FMC Mgrs / ROMs* PMC Mgr / CPMs* ES PMs / GESS

Permit Issuers L23 Mgrs PMs / CMs / L3 GESS Engs / L3 L3 Mgrs

Asset Manager (Shell NDMs )

 Permit Issuer Register (to be completed by the Custodian) >>

 Permit Holder Register (to be completed by the Permit Issuer) >>

4. Confirming regular audits are conducted on the PTW System

 Two tools have been developed to assist us:

Training and Qualifying Test

 Why do we use PTW?

 PTW System Applicability

 Roles & Responsibilities

 PTW System Documents There are 3 primary documents, namely :

1. Work Clearance Form (WCF)

Activity Table Details

Work Clearance Form (WCF)

1. When is it required ? must be

2. Used to ensure all work is

the Site Representative

3. The Site Representative advises

4. Valid for: Maximum 1 day

Scope, eg. brief description of the work

Hazards, e.g. fall from height

Controls, e.g. use scaffold with proper

This form must be reviewed &

 Why do we use PTW?

 PTW System Applicability

 Roles & Responsibilities

 PTW System Documents There are 3 primary documents, namely :

1. Work Clearance Form (WCF)

 Process of breaking down work

[2] Job Steps Hazards

e.g. paint e.g. fall from e.g. use scaffold

 Permit Issuer will review JHA prior to completing Permit

• Contractors can use the Shell JHA template; or

e.g. scaffold, e.g. proper barricade,

The details of the JHA must be explained

Work crew must sign the JHA indicating

 Why do we use PTW?

 PTW System Applicability

 Roles & Responsibilities

 PTW System Documents There are 3 primary documents, namely :

1. Work Clearance Form (WCF)

 Identifies requirements to be in place to

 The Contactor’s JHA and the Permit

 Permit is only valid for a specified period