What is this guide about?
Welcome to our Permit to Work Software Ultimate Guide.
Permits are vital to determining what steps must be taken when carrying out, recording and monitoring a potentially dangerous task.
A Permit to work management system is vital when controlling these high-risk activities. They provide thoroughly documented permission to perform a dangerous task. Typically, they are dependent on a strict timeline before a permit expires.
These systems usually require a lot of paperwork. All of this documentation can inhibit the permit handover process and communication between stakeholders.
This guide is here to help you. We have identified some of the most common (and frustrating!) issues that you can run in to with permit management, and how software can help to alleviate them.
Read on for the answers to all your permit to work questions!
Challenge: Too much paperwork
Excessive paperwork is one of the most common problems associated with permit management. A permit may require risk assessments, safety audits, safety training records, plant records and method statements. Not only do you have to source this documentation, relying on a paper permit can be problematic as well.
The same permit form can be photocopied repeatedly, altered, filed away and lost. This makes the permit handover process across shifts even more difficult.
Solution: A system that eliminates paperwork
The Engage EHS Permit to Work Module’s brings your permit process entirely online. It streamlines the handover process whether you are issuing the permit or performing the task:
- Users can easily create, revoke and extend permits
- Permit control can be handed over across shifts
- The issuing authority (IA) can reject and review permits at any stage
Challenge: Lack of control over permit issuance and approval
It can be difficult to keep track of your permits if they are on paper. There can be multiple parties involved in the process that you must keep track of, both employees and contractors. So not only do you have to manage the records of your own employees, but you will have to chase up the relevant documentation from your contractors.
A paper-based system also makes the process for accepting, rejecting and requesting extensions on permits more difficult.
Solution: A system that gives realtime visibility of work and permits
The Permit to Work Module provides realtime permit visibility and gives you total control over permit issuance and approval, whether it’s to employees or contractors.
- The module provides a central location for all of your contractor approval documentation
- Your contractors can accept, reject and request extensions on permits
- The module lets you easily keep track of all involved parties in a project
Challenge: Workflow Delays
As permits often rely on other safety documentation, you need to make sure they are at hand if you are using a paper-based system. However, its likely that your risk assessments, method statements and training records are scattered across different departments and locations.
You then have to go about contacting involved parties when assigning duties, with no easy way of tracking whether these actions have been completed. Both of these issues can lead to significant workflow delays.
Solution: All Permit -related info in one secure location
Using the Permit to Work Module lets you keep all permit data in one easily accessible location. This decreases workflow delays and promotes document control.
- Users can attach relevant risk assessments and method statements to permits
- The module lets you assign and track permit-related actions
- Automatic notifications keep all involved parties informed throughout the process
Challenge: Defining the body of works for your pemits
Another common problem with paper-based permit to work management systems is their lack of flexibility. It’s difficult and time consuming to follow up on a permit’s history. This can inhibit the permit handover process and communication between stakeholders
Solution: A system of fully configurable permit templates
The Permit to Work Module lets you define the body of works for your permit within a flexible system.
- Use the predefined templates to simplify works and permit creation
- Users can create any permit approval type
- Access a full timeline of a permits lifecycle and history
Create schedules or complete audits ad-hoc
No restriction on the number of users to complete audits and actions online
Complete reports on the move with all data syncing back to the central system instantly for metrics, reports and analysis
Raise and track actions against each audit
Fully configurable Permit To Work templates
Notify managers immediately when a permit request is submitted for approval
Mobile and tablet compatibility provides easy mobile access for employees and senior management
Project Approval Control
IA’s can review and reject permits at any stage of the process
Define your own question types throughout your templates
Sites Using Effective Software
Hazards Reported in 2018
McAleer & Rushe Case Study
McAleer & Rushe worked closely with the Customer Success team in Engage EHS. They took the company’s need to focus on hazard spotting and incident reporting very seriously, and always aimed to support their team as much as possible. The team work between McAller & Rushe and Engage EHS has been one of the greatest benefits.