Audit Checklist for a Robust Permit to Work System - Verature

How robust is your Permit to Work System: Full Audit Checklist


Audit of your Permit to Work System

Are you confident in your permit-to-work system? Do you believe your workplace is safe and all safety procedures are being followed correctly? Put that to the test with our full audit checklist, designed to help you quickly identify whether a comprehensive review and revision of your Permit to Work System is required.

Our quiz is designed to assess your permit-to-work system and ensure it is doing all that it should to maintain a safe working environment. The questions cover various aspects of the system, from training and competence requirements to emergency procedures and regular audits. Remember, it’s not about getting all the answers right – it’s about ensuring safety at your workplace – so answer as honestly as possible.

We recommend completing the full audit checklist and a review of your permit to work system regularly. This will help ensure that your system is robust and safe.

So, are you ready to take the quiz? Start the quiz by selecting Yes/No to each of the questions below.

Good luck!

#1. Is there a process to identify and monitor tasks that necessitate the disabling of safety devices, such as fire and gas detectors, and to ensure that contingency plans and precautions are in place?

Disabling of devices protocol: This ensures that safety is not compromised when safety devices are inhibited and that there are plans in place to manage any potential risks.

#2. Is a signature required to confirm the completion of the job when handing back the permit?

Permit Return Signature: A hand-back signature confirms that the work has been completed as per the permit conditions, allowing for the permit to be closed and the work area to be safely returned to normal operations.

#3. Does the permit system have the adaptability to accommodate potentially dangerous tasks that were not specifically recognized at the time of its inception?

Flexibility of the Permit System: The permit system should be flexible enough to accommodate potentially dangerous tasks that were not specifically recognized at the time of its inception. This is important because work environments and tasks can change over time, and new hazards can emerge. A flexible system can adapt to these changes and continue to provide effective risk management.

#4. Is the job to be performed explicitly detailed in the permit?

Explicit job: This ensures that the scope of work is clearly defined, reducing the risk of misunderstandings that could lead to safety incidents.

#5. Is there a maintained record of training and competence?

A maintained record: provides a reference for verifying that all personnel have received the necessary training and are competent to perform their roles.

#6. Does the permit explicitly outline the safety precautions to be adhered to by permit users and other responsible individuals?

Explicit safety precautions: This ensures that everyone involved in the work is aware of the necessary precautions, thereby promoting a culture of safety.

#7. Do the authorised issuers possess adequate knowledge about the hazards associated with the relevant plant?

Contextual hazard awareness: Understanding the hazards is crucial for assessing risks and implementing appropriate safety measures, thereby ensuring the safety of all personnel.

#8. Do the training and competence requirements extend to contractors who have responsibilities under the permit-to-work system?

Competent Contractors: Contractors are part of the workforce and their actions can impact safety. Therefore, they should also meet the same standards of training and competence.

#9. Does the permit form provide a space to cross-reference other relevant certificates and permits?

Cross-referencing with other certificates & permits: Cross-referencing permits ensures that all necessary permissions have been obtained and relevant safety procedures are followed.

#10. Are copies of permits issued for the same equipment/area kept and displayed together?

Displaying permits together by area/equipment: Keeping and displaying permits together allows for easy tracking and coordination of work activities, reducing the risk of accidents due to overlapping work.

#11. Is there a definitive requirement to halt work conducted under a permit if there are changes in site conditions or emergence of new hazards?

Stop works:  This allows for reassessment of risks and implementation of additional safety measures if necessary, thereby maintaining a safe working environment.

#12. Are individuals given enough time to fulfill their duties effectively under the permit system?

Adequate time and resource: This ensures that tasks are not rushed, reducing the risk of errors or oversights that could compromise safety.

#13. Is there a protocol for reporting any incidents that occur during work conducted under a permit?

Incident reporting: A suitable system allows for the timely and accurate reporting of incidents, which can help in identifying causes, implementing corrective actions, and preventing similar incidents in the future.

#14. Are there clear procedures on how to obtain permits for specific jobs?

Clear procedures: Accessible and clear procedures are essential to make the permit system easy to use and follow, ensuring that all necessary permits are obtained before work begins.

#15. Is there an established policy that guides the evaluation of risks associated with high-hazard operations and maintenance tasks, as well as their management procedures?

Established Risk Assessment Policy: Having an established policy for risk assessment of high-hazard operations and maintenance activities is crucial. This ensures that all potential risks are identified, evaluated, and mitigated before any work begins. It helps in maintaining a safe working environment and prevents accidents or incidents that could harm employees or damage equipment.

#16. Is there a system in place to coordinate all work activities and identify potential interactions?

Coordination and avoiding clashes: Coordination of work activities helps prevent accidents caused by unexpected interactions between different tasks.

#17. If there are isolations common to more than one permit, is there a procedure to prevent the isolation from being removed before all the permits have been signed off?

Authorisation to Remove Isolation procedures: This procedure ensures that safety measures remain in place until all associated work has been completed and checked.

#18. Are individuals given written proof of completed relevant training, and are these documents verified before appointments are made within the permit-to-work system?

Written proof of training:  Provides tangible evidence of training completion and allows for verification before assigning responsibilities, ensuring that only qualified individuals are appointed.

#19. Does the safety induction training include a comprehensive overview of the permit system?

Permit training: Training on the permit system ensures that all personnel are aware of the permit system and its importance in maintaining safety on site.

#20. Is it well-understood by all concerned parties which types of work or areas require the use of permits?

Understanding the scope of the permit system: ensures that it is applied correctly and consistently, reducing the risk of accidents due to unpermitted work.

#21. Is the permit-to-work system subject to appropriate audits, preferably by individuals not typically employed at the site?

External Audits: external audits can provide an unbiased assessment of the system’s effectiveness and identify areas for improvement, thereby enhancing the overall safety of the workplace.

#22. Are those with special roles in the permit system, such as issuing and isolating authorities, adequately authorised and trained?

Competent Personnel: This ensures that key personnel are competent and understand their responsibilities, which is crucial for the effective operation of the permit system.

#23. Is the permit system recognised as essential for certain types of work throughout the site or installation?

Importance Recognised: Recognition of the system’s importance promotes compliance and ensures that the system is used whenever necessary.

#24. Is there a clear guideline on who has the authority to issue permits?

Clear guidelines on permit issuance: Clear guidelines ensure that only qualified and authorised individuals can approve potentially hazardous work, enhancing the safety of the workplace.

#25. Is there a system in place to monitor or conduct periodic checks to confirm adherence to permits?

Permit Checks: Ensures that the permit system is being followed correctly and consistently, which is crucial for maintaining safety standards.

#26. Is the permit holder required to sign the permit to acknowledge that they have read and understood the hazards and control measures detailed in the permit?

Permit Acceptance: The recipient’s signature confirms their understanding of the permit conditions and their commitment to follow the safety measures, which is crucial for ensuring safety.

#27. Are the responsibilities for managing the permit-to-work system, designing the permit form and system scope, determining the type of jobs that require a permit, and controlling contractors clearly defined?

Clear definition of responsibilities: ensures that everyone involved in the system knows their roles and duties. This promotes accountability and effective implementation of the system.

#28. Does the permit include explicit instructions on how to manage or abandon the job in case of an emergency?

Emergency protocol: This ensures that personnel know how to respond effectively in emergencies, which can help to prevent injuries and damage.

#29. Do the permits clearly state a deadline for expiration or renewal?

Valid From and To: Time limits ensure that the permit conditions are reviewed at regular intervals and that the permit is still valid for the current work conditions, promoting ongoing safety.

#30. Is there a procedure to ensure that all potentially affected individuals agree to the proposed work before it begins?

Agreeing to permitted works: Gaining agreement from all affected parties ensures that everyone is aware of the planned work and can take necessary precautions.

#31. Is there a requirement for a formal evaluation of an individual’s competence before they are assigned responsibilities under the permit procedure?

Formal Evaluation: A formal evaluation ensures that only competent individuals are given responsibilities, thereby maintaining the integrity of the permit system.

#32. Are the goals of the permit system well articulated and comprehended?

Clear Understanding of Permit System Objectives: The objectives of the permit system need to be clearly defined and understood by all involved. This ensures that everyone knows their roles and responsibilities, and what they need to do to comply with the system. It also ensures that the system is implemented and used correctly, which is essential for it to be effective in preventing accidents and ensuring safety.

#33. If an electronic system is used, is there a reliable method to recover the coordination of work activities if the electronic system fails?

Recovery Method: A recovery method ensures that work coordination can continue even in the event of a system failure, maintaining safety and productivity.

#34. Does the permit system mandate the identification and documentation of potential hazards at the work site on the permit?

Identify potential hazards: This ensures that all potential risks are considered and appropriate safety measures are implemented.

#35. Does the permit provide a handover process for work that extends beyond a shift or other work period, including work that has been suspended?

Permit Handover: A handover process ensures that safety information is passed on to the next shift or team, maintaining continuity of safety measures.

#36. Do the permits distinctly outline the task to be performed, the recipient of the permit, and the specific plant or location where the work is to be carried out?

Specific data capture: Clear and specific information on the permit ensures that the work is carried out as planned, in the correct location and by the authorised person, reducing the risk of accidents.

#37. Are there well-documented isolation procedures for potentially hazardous plant equipment, and do they cater for long-term isolation?

Isolation Procedures documented: Well-documented isolation procedures ensure that the necessary precautions are taken when working on hazardous equipment, thereby enhancing safety.

#38. Does the permit system allow the permit holder to keep a copy and also maintain a log of active and suspended permits at the issuance point?

Permit Log and Permit Copies: This practice ensures that there is a record of all permits issued, which can be useful for tracking and auditing purposes. It also allows the permit holder to have a reference of the permit conditions at all times.

#39. Is there a process for reviewing the permit system at specified intervals?

Review Process: Regular reviews can help to ensure that the system remains effective and up-to-date, taking into account changes in operations, technology, regulations, and best practices. This contributes to continuous improvement in safety management.

#40. Is it mandatory for a copy of the permit to be exhibited at the work site?

Permit copies on display: Displaying a copy of the permit at the work site allows everyone in the area to be aware of the ongoing work and its associated hazards, promoting a safer work environment.

#41. Is there a rule preventing individuals from issuing permits to themselves?

Prevention from self-issue of permits: This rule prevents potential conflicts of interest and ensures that the permit approval process is unbiased and thorough.

Finish

Results

Congratulations! You and other concerned stakeholders have a strong understanding of the permit-to-work system and its importance in maintaining a safe working environment. Your knowledge and adherence to the system are commendable. However, it’s important to remember that safety is an ongoing process. We recommend you to complete an audit regularly to ensure that your system remains robust and safe.

It seems there are some areas of the permit-to-work system that may need further attention. This system is crucial for maintaining a safe working environment, and it’s important that all aspects are thoroughly understood and implemented. We recommend you to review the areas where you answered ‘No’ and take necessary actions to address them. Also, completing the full audit regularly will help ensure that your system is robust and safe. Remember, safety is everyone’s responsibility.


Verature: Permit to Work System

Verature’s Permit to Work System is providing a more efficient, reliable and transparent approach to managing workplace safety. It has revolutionised the permit to work system, introducing: customised permit templates and workflow, allowing for a more tailored approach to safety and ensuring that the permit system aligns with your specific operational needs; robust permission-setting around authorised permit issuers, ensuring that only qualified individuals can issue permits, enhancing the reliability of the system; compared to traditional paper-based systems, Verature’s digital platform provides a clearer and more comprehensive view of all high-risk activities and associated permits across multiple sites and locations.

Interested in what making the switch could look like for you?

Book your FREE demo to learn more!

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Verature PtW System: Key Features

  1. Unified Access, Permissions, and Scalability: Ensure data security and scalability with Verature’s unified access environment, tailoring permission types based on roles and responsibilities within your permit-to-work system and providing unlimited users with scalable packages.
  2. Database of competent persons: Store all training records and collate your database of competent and authorised users, with automated reminders when training is due for renewal.
  3. Real-Time Reporting: Access permit dashboards, and on-site audit reports in real-time across multiple sites, for informed decision-making.
  4. Custom Permit Template: Streamline the PTW and ATW process with Verature’s digital permit management system that replicates your existing templates.
  5. Incident management: Proactively track incidents to maintain safety standards.
  6. Permit Mapping:
    Map live permits across locations, to easily visualise high-risk works and identify any potential clashes
  7. Audit High-risk works:
    Perform audits on high-risk works, attach pictures and templates to create detailed audits.
  8. Retrievable Records: Access a robust log for permits and associated documentation, ensuring transparency and compliance.
Why Choose Verature?
  • Elevate safety standards and enhance compliance.
  • Experience secure access, streamlined workflows, and real-time reporting.
  • Choose Verature to take your permit safety and compliance management to the next level.

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