Engica Q4 Safety brocure - Permit to Work - ISSOW

Q4 Safety is an electronic Safety System
that provides process control for Job Hazard
Analysis, Permits, Certificates, Isolations and
safety procedures.
It complies with OSHA/HSE/OIAC/ISSOW/OLF
and other international standards, drawing
upon industrial best practice to improve
overall safety.

Read more details in the PDF Brocuhure

1. Safety
Electronic Permit to Work System /
Integrated Safe System of Work
Engica Technology Systems InternationalOne Trinity, Broad Chare, Quayside, Newcastle upon Tyne NE1 2HF, UK
Tel: [phone] Fax: [phone]
Houston Technology Center, 410 Pierce Street, Houston TX 77002, USA
Tel: [phone] Fax: [phone]
www.engica.com
Safety:
Electronic Permit to Work System / Integrated Safe System of Work
Product Ref: S20120314

2. Contents
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Contents
Safety
Electronic Permit Work System /
Integrated Safe System of Work
Pro Active Work Safety
Assisting Safety Control
Job Safety Analysis
Mitigate Work Hazards
Effective Assessment
Permits and Certificates
Intuitive Use
With Cross Check Logic
Isolation Management
Making Plant Safe to Work On
Implementation
People Delivering Solutions
Your System, Your Rules
No Compromise
Return on Investment
Improved Performance
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3. TRANSFORM YOUR SAFETY PROCESSES INTO
AN INTEGRATED SAFE SYSTEM OF WORK WITH
Q4 SAFETY FOR OPERATIONAL EXCELLENCE
ALL TYPES OF SAFETY DOCUMENTS:
• Risk Assessment (RA, JHA, JSA, TRA)
• General Work Permit
• Hot Work Permit
• Cold Work Permit
• Isolation Certificate
• Sanction to Test Certificate
• Confined Space Certificate
• Box-up Certificate
• Safety Device Bypass Certificate
• Radiography Certificate
• Scaffolding Certificate
• Crane Lift Plan Certificate
• Dive Certificate
• Access Certificate
• Basket Transfer Certificate
• Excavation Certificate
• Waste Transfer/Move Certificate
• Restricted Vehicle Certificate
• Road Closure Certificate
• Material Hazard Assessment
• Work at Height Assessment
• Gas Testing Record
Q4 Safety is an electronic Safety System
that provides process control for Job Hazard
Analysis, Permits, Certificates, Isolations and
safety procedures.
It complies with OSHA/HSE/OIAC/ISSOW/OLF
and other international standards, drawing
upon industrial best practice to improve
overall safety.
Q4 Safety check and flow methodology
provides a number of benefits to operational,
maintenance and contract personnel.
Greater efficiency is obtained through
strengthening and streamlining processes,
resulting in tighter control for adherence to
correct procedures.
Q4 Safety offers a configurable Work
Management interface to provide a
fully synchronized safety and workflow
environment. Available on both web and
rich platforms which can be configured for
disconnected and synchronized use.
Work Order
Job Hazard Analysis
Attached Supporting
Documents
Permit to Work
Isolation Certificate
Isolation Risk
Assessment
Control Certificates
Toolbox Talk
STRUCTURED SAFETY DOCUMENTS
Q4 Safety provides a configurable document framework to accommodate a variety of safety document types in a coordinated package.
Documents can be created, linked and prepared
until the issue stage. They are then interlocked
and state-flow checked to ensure all meet the
appropriate conditions required prior to issue
and through to closure. The life cycles of such
packages are handled as a group.
Pro-Active Work Safety
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Pro-Active Work Safety
Hazard
Controls
Permit
Controls
Isolation
Controls
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4. Pro-Active Work Safety
Pro-Active Work Safety / Assisting Safety Control
Assisting Safety Control
PACKAGED AND INTEGRATED
SAFETY DOCUMENTS
The system packages and interlocks work safety
documents into a cohesive group that is...
• Easy to Use
• Security Controlled
• Workflow Managed
• Approved
• Issued & Re-Issued
• Surrendered
• Closed
• Role Managed
• Skill Managed
• Concurrence Enabled
• Awareness Enabled
• Lessons Learned Enabled
• Conflict Detection Enabled
• Dynamically Monitored
• Audit Supported
• KPI Supported
DESIGNED FOR USE WITHIN:
OIL & GAS, POWER,
CHEMICAL, NUCLEAR,
FACILITY, TRANSPORT
WORK SAFETY FOR YOU, YOUR COLLEAGUES,
THE COMMUNITY AND THE ORGANISATION
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5. Job Safety Analysis
Job Safety Analysis
PROVIDING A STRUCTURED METHOD APPLIED
TO WORK PRACTICES TO MITIGATE THE RISK
OF ACCIDENTS DURING WORK ACTIVITIES
Q4 Risk Assessment (RA) supports the
identification of hazards relating to each step
of a work task and assists in the nomination
of suitable controls and precautions to reduce
the safety risks to acceptable levels.
Note the terms Job Safety Analysis (JSA),
Job Hazard Analysis (JHA) and Task Risk
Assessment (TRA) imply the same process.
FEATURING
LESSONS LEARNED
The ability to record lessons learned from a task allows users to capture information on hazards encountered during and on completion of work tasks.
This safety knowledge base is automatically
triggered to display appropriate information
to system users as future documents are being
processed based on applicable plant, zone,
location, isolation points and work type. In
addition the system offers MOC control of
recorded information to address and eliminate
such hazards in the future.
CLEAR WORKING PARTY COMMUNICATION
Job Safety Analysis provides the work team with identified hazards, controls, barriers and safety documents that require communicating prior to work commencement. The JSA can act as or support a Toolbox Talk where individual input, agreement, roles and responsibilities can be agreed with the working party prior to starting work.
DYNAMIC MONITORING
The team should remain aware of the potential for new hazards as work progresses and not become complacent. If necessary, they should STOP THE JOB and re-assess the task. Note Q4 RA/JSA provides the ability to re-assess and re-approve the JSA.
• New JSA Creation
• JSA Template Utilization
• Q&A Wizard
• Routine Work Facility
• Specify JSA level (1 or 2)
• State-Flow Control
• Hazard & Control Selector
• Analyze Risks
• Define & auto-create supporting Safety Documents
• Custom Hazard Selector
• Custom RA Matrix
• Custom Hardcopy
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6. Job Safety Analysis
Job Safety Analysis / Mitigate Work Hazards / Effective Assessment
Mitigate Work Hazards
THE STAGES OF JOB SAFETY ANALYSIS
Following task definition the job can be broken
down into a series of work steps, each being
recorded on the JSA. Each work step is then
analyzed separately to determine the potential
hazards related to it.
A client-specific Hazard Tree is provided to
stimulate thought and to assist in defining
the hazards and controls of each work step.
JSA STEPS
Work Request, Define and Categorize Work
Raise JSA and define the Equipment and
Work Scope
Form a JSA Team (if required)
Define Work Steps
Conduct Work Site Assessment
Conduct Risk Assessment
Identify all the Hazards and
determine risk ratings Assign controls to risks that are
not acceptable
Determine risk ratings after controls
are applied
Re-assign controls until all risks are
acceptable
Finalize documents
Submit for approval
Approve or Re-Assess
Review JSA with Work Teams at Toolbox Talk
Team Agreement or Stop
Implement Controls
Start Work - Monitor Controls and Dynamic
Hazards or Stop
Review and Capture Lessons Learned
Draft JSAs can be printed and used to visit
the worksite to evaluate the hazards present,
followed with a JSA update, refinement and
addition of hazards and controls.
Supplementary Assessments such as materials,
hazards or lifting plans can also be supported
with the document attachment facilities of
the system.
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Effective Assessment
INTERACTIVE AND INTUITIVE TOOLS
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7. Re-validated
Work
Request
Authorised
Prepared
Assigned
Expired Issued
Closed
Job Safety Anal.
Dashboard
Visual Display
Isolations
(LOTO)
Certificates
Gas
Testing
Email
Concur
Skill
Match
Hard
Copy
PERMIT CONTROL
Q4 Safety permit module is dedicated to the
management of Permit to Work documents
and Certificates.
The system supports the full life cycle of
Permits and Certificates and comes with a
configurable workflow system to validate steps
to promote safe working practices.
Permits & Certificates
FEATURING
• New Permit Creation
• Permit Template Utilization
• State-Flow Controlled
• Role and Rule Controlled
• Awareness & Acknowledgment
• Concurrence & Authorization
• Email Notification
• Issue & Surrender Control
• Re-Issue Control
• Valid To & Expiry
• Full Audit Trail & History
• Gas Testing
• Lessons Learned
• Related Safety Documents
• Attachments
Permits & Certificates
The system is designed to configure all types of safety documents, both on-screen and hardcopy, to match required formats.
Other features include management of
awareness, concurrence, lessons learned, roles
and skills.
TEMPLATES
Permits from previous jobs or template
permits can be used to create new Permits.
This facility provides significant time saving
benefits and is particularly useful for
repeated Outage or Shutdown work.
DOCUMENT FLOW
Q4 Safety controls the sequence of status
changes a Permit is moved through during
its life cycle with its flow engine. The software
ensures that all necessary procedures and
authorizations are completed before moving
to the next stage in the sequence.
If a non-compliant action is attempted the
software prevents the user from proceeding
and notifies them of the missing step or
information.
Q4 Safety manages the entire Permit process,
including: granting permission, preparing
and approving a Permit, issuing it for work
to commence and closing it following job
completion. Any work scope alterations
and shift changes are also supported by the
software as well as work conflict detection
and notification.
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STATE EXAMPLES
• Raised
• Submitted
• Approved
• Available
• Issued
• Surrendered
• Closed
• Cancelled
• Cleared
• History
WORKFLOW MENUS
The Manage Permits Menu makes it easy to locate permits in a particular condition for processing.
CONFIGURABLE WORKFLOW
Precise states and workflow can be easily configured with desired role and logic checks.

8. Permits & Certificates
Permits & Certificates / Intuitive Use / With Cross Check Logic
Intuitive Use
With Cross Check Logic
INTERACTIVE AND INTUITIVE
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9. Isolation Management
Isolation Management
ISOLATIONS AND CONTROL
Q4 Safety contains features to manage the
entire isolation process with controls and
checks to support logical process flow,
ensuring the synchronization of plant isolation
with Permits.
The software guides users through the process
of creating an Isolation Certificate, (Classified
Isolation Certificates or Isolations on a Permit)
by selecting the isolations required while
checking if they are already being shared
by other work.
Q4 Safety Isolation Manager controls the
sequence of status changes that an Isolation
Certificate is moved through during its life
cycle. The workflow engine ensures that all
necessary procedures and authorizations are
completed before moving to the next
stage in the sequence.
If required, the IC can be configured to work
with a Sanction to Test or Equipment Testing
Certificate to control the release of isolations
for testing in a safe manner.
The isolation and de-isolation process can be
managed with Lock or Tag control and Q4
Safety also features a mechanism for cross
locking to assist in situations where complex
cross lock procedures are required.
FEATURING
• Life cycle management
• Work inhibits
• Audit & history
• Isolation points & types
• Isolation states
• Isolation sequencing
• Shared Isolations
• Cross locked IPs
• Tag & lock box detail
• Cascaded locks
• Procedure attachments
• Visibility of work
• Visibility of shared locks
USING ISOLATION MANAGER TOOLS
To support the creation of Isolation Certificates a hierarchical plant isolation register can be used to select and add individual isolations or groups of isolations. Users can then specify the sequence and method of isolation required for work to commence safely.
The isolation and de-isolation process can be managed with Lock or Tag control. Q4 Safety gives engineers the ability to print out Isolation Lists and Tags that can be taken to the worksite and used to carry out the required isolations which are then recorded on the Isolation Certificate as having been applied.
When printed, the Certificate will display the
choice of isolation points and the configuration
condition required to make the plant safe
along with key safes and keys (if used).
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1. Build an Isolation
2. Print Isolation Lists & Tags
3. Do Isolation
4. Confirm Done in System
5. Print Isolation Certificate

10. Isolation Management
Isolation Management / Making Plant Safe to Work On
Making Plant Safe to Work On
PRECISE ISOLATION CERTIFICATES
• Build Isolation
• Analyze
• Document
• Apply Isolations
• Lock & Tag
• Issue & Proceed
• Test Management
• De-Isolate
INTERACTIVE AND INTUITIVE TOOLSISOLATION POINT VERIFICATION
Q4 Safety facilitates barcode tag labels and
RFID plant item identification technology.
Intrinsically safe mobile devices can be used
to upload the specified isolation points from
Isolation Certificates in order to provide plant
engineers the ability to locate and confirm the
isolation points as specified.
Appropriate isolation sequence and individual
points are provided to the user to perform
and confirm the work using RFID plant
identification and matching tag label bar
codes. On completion, the information can
then be uploaded to affirm specified isolation
points have been applied. The system facilitates
de-isolation procedures in a similar manner.
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11. Implementation
OUR APPROACH
Q4 systems are not just items of software,
they are business solutions and we treat each
implementation of our products as a complete
business project.
Based on our experiences of implementing
our Q4 solutions through a wide variety
of industries, we have developed an
implementation methodology which has now
become a fundamental part of our solution.
Central to this methodology is the partnership
we build with our client during the project
allowing the team to combine our in-depth
knowledge of the product and past usage with
the client’s understanding of their own work
practices and requirements.
Implementation

Preparation
Software Configuration
Testing
Training
Go-Live 5
4
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12. GO-LIVE
With preparation, configuration, testing and
training completed we reach the moment
everyone has been working for – go-live.
Staff should be aware of the impending switch
from an existing system to an electronic
system from a combination of a co-ordinated
awareness campaign and roll-out training.
Final data is set up, software is installed and
tested on user workstations and key users are
selected to begin the process of using the
system to process live data.
Engica provides on-site support to staff during
this early confidence-building stage and finally
the project is signed off and formally handed
over to the Engica Support Department
who provide ongoing support as required.
People Delivering Solutions
People Delivering Solutions
PREPARATION
The initial stage will confirm the objectives and scope of the project, identify tasks to be carried out and determine software configuration.
SOFTWARE CONFIGURATION
This stage involves making the baseline software work the way a customer wants. A core element to this process is to build a set of WYSIWYGs (What You See Is What You Get). These are data input screens that closely resemble the resulting hard copy printouts and rule logic.
TESTING
Testing is normally split into two phases, Factory Acceptance Tests (FATS) and Site Acceptance Tests (SATS).
TRAINING
While Super-Users and the Customer Project Manager will have undergone sufficient training to enable them to participate in tasks such as process mapping, FATS and SATS, additional staff training is still required.
Formal, role-specific training and assessment
materials have to be prepared, IT staff need
formal training on system administration and
we normally attend initial roll-out training
sessions led by the Super-Users to provide
confidence.
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13. Your System, Your Rules
Your System, Your Rules
SYSTEM CONFIGURATION
A core design goal of all Q4 systems is to
provide you with a system that adapts to your
process and required safety documents, rather
than forcing procedural change to match
the software.
The Q4 architecture allows the system to be
configured to precise requirements using
instruction sets that are utilized by the Q4
Engine. Some of the common configuration
features are described on this page:
USER SCREEN PERMITS AND CERTIFICATES
The Q4 system includes the ability to operate
client-specific forms for all document types
in the form of software screens that closely
represent the paper Job Safety Analysis,
Permits and Certificates.
The system supports any number of types,
each of which has its own layout, logic and data
to provide users with immediate familiarity and
rule base.
HARD COPY CERTIFICATES AND PERMITS
The format of printed Permits and documents is also client specific. Engica has implemented different sizes, colors, styles, watermarks, single/double side and continuation sheet handling on many printer types.
ISOLATION AND LOCK OUT/
TAG OUT METHODS
The software can be configured to match
the full range of methods used by different
companies for Isolation procedures with
features and process flow to support the
use of Isolation Certificates or the alternative
method of showing Isolations on Permits.
A range of lock out/tag out methods are
matched to suit client preference such
as key safes/lock boxes, lock bars and
tagging systems.
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14. No Compromise

No Compromise
SAFETY DOCUMENT STATE FLOWS
Q4 documents such as Risk Assessments,
Permits and Certificates are controlled through
a configurable status engine. This controls the
possible status of documents, the authorized
changes to status and the levels of authority
and data integrity required to make the
status change.
This mechanism validates both the user and
the data before allowing a change. State-
flow also encompasses email, concurrence,
notifications, lessons learned, gas testing and
many other trigger features to support the
safety process.
CONFIGURABLE HAZARDS
AND CONTROL LIBRARY
The Q4 Risk Assessment process is supported
by a “baseline” hazard tree. This can be changed
by the client to contain their own applicable
hazards and potential controls. The tree can be
added to and developed by the client to evolve
as new hazards and controls are recognized
through work tasks.
SECURITY
Q4 systems offer advanced configurable security features extending to single sign-on, security switching, role and skill matching.
WORK MANAGEMENT INTEGRATION
Q4 Safety can be seamlessly integrated to work management systems via the Q4 API. A number of leading systems are integrated to date.
LANGUAGE
Q4 systems are designed to work in and switch instantly to multiple languages and can have new languages added as required.
INTEGRATION
Q4 systems are ideal for integration to other systems. The multi-tier object-orientated architecture with its fully exposed API is designed to communicate with such systems as MSDS, DMS, LOLER, CMMS, and many more.
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15. Return on Investment
Return on Investment

Impr
oved Performance
Improved Performance
Although cost benefits are secondary to that
of safety it is beneficial to understand that
adopting an electronic safe system of work
can substantially contribute to the goal
of operational excellence while reducing
operational costs relatively well.
In summary, benefits are based on more
effective and efficient administration systems
to enforce safety procedures prior to, during
and after work activities as well as achieving
fewer incidents due to greater safety vigilance.
Sector case profiles available on request
SAFER SAFETY DOCUMENTS
• Enforcement of Safety Process Rules
• Awareness, Concurrence & Knowledge
• Accuracy & Legibility
• Activity Knowledge
• Packaged & Related Safety Documents
PERSONAL ADVANTAGES
• Easier To Access & Process
• Use of Lessons Learned
• Knowledge & Awareness
EXTRA CONTROL
• Cross Checks
• Role & Skill Checks
• Alerts
• Planning & Awareness
• Quality
• Analysis
BETTER COMMUNICATION
• Central Information
• Faster Communication
• Confirmed Communication
Engica’s track record of over 30 years delivering
solutions to international energy and industrial
markets guarantees proven technology and high
quality implementations.

This is why we are supplier of choice for
demanding multinational companies.
BETTER
Information
Assessment
Knowledge
Rule Adoption
Process
Application
Responsibility
Communication
Awareness
Behavior
Dynamics
Audit
ROI
IMPROVED SAFETY
COST REDUCTION
IMPROVED UPTIME
OPERATIONAL EFFECTIVENESS
• Increased Efficiency
• Increased Uptime
• Lower Operational Cost
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