Z Permit To Work System PTWS Manual · Z Permit To Work System PTWS Manual Document issued on: 24 Mar 14 Status: Final Effective Date: 1 May 14 Approval: Master document posted on

Z Permit To Work System

PTWS Manual

Document issued on: 24 Mar 14

Status: Final

Effective Date: 1 May 14

Approval: Master document posted on Z Intranet and Internet

Uncontrolled when downloaded or printed

Review Requirements Annual review. Re-issued only if revised. This document is published

and downloadable from the Z intranet and internet and available for

reference by all staff and contractors.

Document Title: Z PTW Manual

Version 3.2 24 Mar 14

Document Custodian: HSSE Manager Uncontrolled when printed 2

Document Author: Tracy Evans-Tracy

HSSE Project Specialist

Document Holder: Joromi Guantero

HSSE Assurance Manager

Document Custodian: Julie Rea

HSSE Manager

Document Owner: Mike Bennetts

CEO

Revision History

Version Date Summary of Revisions

Draft Version 1.0 April 2011 Draft for comment

Draft Version 2.0 May 2011 Final Draft

BRM Review July 2011

Final 1.0 July 2011

Revision 1.1 August 2011 Minor revisions to forms

Revision 1.2 December 2011 Revisions to Forms

Revision 2.0 October 2013

Draft for comment - revision to process based on PTWS

principles. The permitable activities and forms have not yet been

reviewed.

Revision 2.1 November 2013 Revisions to this document following consultation with Z impacted

parties and contractors.

Revision 3.0 13 Feb 2014 Final revision following all consultation rounds

Revision 3.1 28 Feb 2014 Changes following BRM Review and changes to wording for

permitable and medium risk electrical activity

Revision 3.2 24 Mar 2014 Minor changes following Updated PTWS Orientation Training

for clarity. No intent changes




Contents 1. Purpose, Principles and Authority .................................................................................................................. 5

1.1 Purpose ............................................................................................................................................. 5 1.2 Principles ........................................................................................................................................... 5 1.3 Authority ............................................................................................................................................ 5 1.4 PTWS risk management cycle as per AS/NZS 31000:2009 ....................................................... 5 1.5 Permit To Work ................................................................................................................................. 6

2. Applicability ...................................................................................................................................................... 6 3. Roles and Responsibilities ............................................................................................................................... 7

3.1 Roles and responsibilities table ..................................................................................................... 7 3.2 CEO - Owner .................................................................................................................................... 7 3.3 HSSE Manager - Custodian ........................................................................................................... 7 3.4 PTWS Administrator ......................................................................................................................... 8 3.5 PTWS Orientation Trainer ................................................................................................................ 8 3.6 Senior Permit Issuer .......................................................................................................................... 8 3.7 Permit Issuer ...................................................................................................................................... 9 3.8 Permit Holder ................................................................................................................................. 10 3.9 Authorised Gas Tester .................................................................................................................. 12 3.10 Z Site Representative .................................................................................................................... 13

4. Permitable Activities ...................................................................................................................................... 13 4.1 Permitable Activities (high risk) ................................................................................................... 13

5. Non-permitable Activities ............................................................................................................................ 15 5.1 Medium Risk Activities .................................................................................................................. 15 5.2 Low Risk Activities .......................................................................................................................... 16 5.3 Deliveries ......................................................................................................................................... 16

6. System Documents ........................................................................................................................................ 16 6.1 Work Clearance Form .................................................................................................................. 17 6.2 Safe Work Method Statement/Job Safety Analysis ................................................................ 17 6.3 Permit............................................................................................................................................... 19 6.4 Permit Attachments ...................................................................................................................... 19 6.5 Contractor Prequalification Process ......................................................................................... 20

7. System Rules .................................................................................................................................................... 20 7.1 Permit Validity ................................................................................................................................ 20 7.2 Remote Permitting ........................................................................................................................ 21 7.3 Self-Permitting ................................................................................................................................ 22 7.4 Contractor Permitting .................................................................................................................. 22 7.5 Blanket Permits............................................................................................................................... 22 7.6 Derogations and standard operating procedure approval process ................................. 22 7.7 Changes in Conditions................................................................................................................. 23

8. Training and Competency Requirements ................................................................................................ 23 8.1 Permit Issuers .................................................................................................................................. 23 8.2 Permit Holders ................................................................................................................................ 25 8.3 Authorised Gas Tester .................................................................................................................. 25 8.4 Worker Qualification ..................................................................................................................... 25

9. Audit & Review of PTWS ................................................................................................................................ 25 9.1 Audits ............................................................................................................................................... 25 9.2 Review and Assurance ................................................................................................................ 25 9.3 Reporting ........................................................................................................................................ 26 9.4 Records ........................................................................................................................................... 26

10. Glossary ........................................................................................................................................................... 26 11. Attachments ................................................................................................................................................... 28




Intent and Why of the Permit to Work System

At Z, we reckon everybody should do work in a safe manner on our sites so everybody

can go home safely. The Permit to Work System (PTWS) provides a practical framework to

our staff and contractors to assist in reaching our Zero Harm Workplace.

The PTWS is intended to provide an effective means of identifying significant hazards and

managing significant risk activities. In other words, a set of eyes on significant risk activities;

consulting with contractors and workers to verify the controls required have been identified

and established appropriate to the level of risk. The PTWS is also a formal means of

communication for all parties involved in the management, supervision, and actual carrying

out of the activities.

The PTWS supports Z‟s HSSE Strategy: 6 Pillars to working safely and the HSSE Management

System Manual. It is integral to Z's part of a safe system of work and is key to effectively

manage the wide range of activities Z is involved in.

A Permit is not simply permission to carry out a dangerous job. It is an essential part of a

system which through consultation with affected parties, determines how that job can be

carried out safely, and helps communicate this to those doing the job. It should not be

regarded as an easy way to eliminate hazard or reduce risk. The issue of a permit does not,

by itself, make a job safe - that can only be achieved by those preparing for the work, those

supervising the work and those carrying it out. In addition to the PTWS, other controls may

need to be taken - e.g. process or electrical isolation, or access barriers - and these will need

to be identified in task risk assessments before any work is undertaken.

The PTWS is intended to ensure that authorized and competent people have thought about

foreseeable risks and that such risks are eliminated otherwise minimized by using suitable

control measures. Those carrying out the job should think about and understand what they

are doing to carry out their work safely, and take the necessary control measures and

requirements for which they have been trained and made responsible.

Human factors, such as people not implementing procedures properly, are often a cause of

incidents, in turn attributable to root causes such as a lack of training, instruction,

communication or understanding of either the purpose or practical application of the PTWS.

This document is intended to provide clear understanding of Z's PTWS requirements.




1. Purpose, Principles and Authority

1.1 Purpose

To provide a framework where all non-routine work is completed in a safe manner

to prevent harm to workers and others impacted by the work.

The purpose of this document is to set out Z Energy Limited„s (Z) Permit to Work

System (PTWS) requirements.

1.2 Principles

The principles of the PTWS are aimed at adding value in terms of risk reduction to keep

workers safe and eliminate otherwise minimise HSSE risks to an acceptable level for

activities that fall within its application. This will be achieved through the following

principles for Z‟s PTWS:

Lead focus is for all parties is to keep workers safe

Criteria based on severity level of risk for health, safety and environment including

acute, chronic, and catastrophic consequences

Whole of business focus

Trained competent personnel involved

Reporting permit process

Clear and simple criteria

Smart and accessible systems – user friendly

Currency of information vital

Verification and assurance built in

1.3 Authority

All Z employees, site representatives, contractors and workers, are authorised to

stop the work if there is a Health, Safety, Security or Environmental (HSSE) concern

about the work.

This PTWS document shall be effective as of 1 May 2014.

1.4 PTWS risk management cycle as per AS/NZS 31000:2009

1. Establish the context of the work activity

2. Identifying hazards

3. Assess the risk

4. Determine the necessary controls to eliminate otherwise minimize the risk using the




hierarchy of controls

5. Implement the controls ensuring competent persons carry out the activity and

issue the permit

6. Evaluate the risk to achieve as low as reasonably practicable

7. Implement additional controls (treatment) if the risk is not acceptable.

8. Consult and communicate with all relevant parties throughout the risk process and

conduct of the activity, including authorities where applicable

9. Monitor and review the outcomes of the PTWS

1.5 Permit To Work

The terms „permit-to-work‟, „permit‟ or „work permit‟ refer to the paper or electronic

certificate or form which is used as part of an overall system of work, and which has

been devised by Z to meet its specific needs. Whether it is manually or electronically

generated, the permit is a detailed document which authorizes certain people to carry

out specific work at a specific site at a certain time, and which sets out the main

controls needed to complete the job safely

2. Applicability

2.1 This document applies to all workers conducting work for and on behalf of Z, such as

employees, contractors, sub-contractors, franchisees, and retail site staff, as well as

visitors, on premises operated by Z.

2.2 The PTWS is mandatory and applies to all non-routine work being completed at

workplaces under Z operational control, Retail sites, Mini Tanker Zee sites, work

conducted under a Z Construction Contract, or when working on Z owned equipment

at sites owned or operated by others.

2.3 A permit is required for all permitable activities (as defined in section 4 of this

document). No permit is required for other works unless specifically stipulated by Z

Energy (although contractors are required to complete work clearance forms for such

work on a daily basis).

2.4 The PTWS is to be used in parallel with site safety rules. Manned sites, in particular, may

have site specific safety requirements. In the event of any inconsistency the more

prescriptive standard shall apply.

2.5 The Z Life Saving Rules (LSR) are mandatory and apply to all work completed for Z. The

LSR are used in parallel with the Permit to Work System. The Z LSR can be found at:

http://z.co.nz/ptwinfo

2.6 The requirements of this document shall apply in addition to any applicable NZ laws

and regulatory requirements, including the latest codes of practice as issued by the

regulator. This document takes precedence only where its requirements exceed those

of applicable laws and regulatory requirements.





3. Roles and Responsibilities

There are roles and responsibilities within the PTWS as set out below.

3.1 Roles and responsibilities table

Role Issue permits Self permits Appoints PI PTWS assurance

activities system

Stop work if

necessary

HSSE Manager X X X

Administrator X X X

Trainer X X

Senior Permit Issuer X X

Permit Issuer X X X

Permit Holder X X X X

Authorised Gas

Tester X X X X

Z Site Representative X X X X

Workers X X X X

Z Staff X X X X

Key: X = is not responsible and cannot undertake the task/role

= is responsible and can undertake the task/role

3.2 CEO - Owner

The C E O is the Z Energy senior manager with overall ownership and responsibility for Z‟s

HSSE practices. The CEO is the senior manager accountable to ensure an appropriate

permit-to-work system is introduced and made operational, and provide sufficient resources

to enable the permit-to-work system to be properly implemented.

3.3 HSSE Manager - Custodian

The HSSE Manager, or delegate, is responsible for maintaining and confirming the

implementation of this PTWS.

The responsibilities of the HSSE Manager are as follows:

Implement and monitor the PTWS in accordance with the requirements of this

document

Monitor and evaluate the PTWS outcomes to ensure appropriate safe work systems

are established and maintained for all work done under the PTWS

Implement a PTWS orientation program that is designed to familiarise Z Assets




Project Management Office, Z Environmental Manager, Z Maintenance

Manager, Z HSSE Specialists, Site Systems Manager, Permit Issuers, Permit Holders

and Authorised Gas Testers on the requirements of the PTWS

Appoint the PTWS Administrator, PTWS Orientation Trainer, and Senior Permit Issuer

Audit and Review the PTWS periodically to seek to ensure its effectiveness and

currency with accepted industry practice

Report to the BRM and the CEO on the effectiveness of the PTWS.

3.4 PTWS Administrator

The PTWS Administrator is the person who is responsible for administering the PTWS

documentation and records requirements.

The Administrator is appointed by the HSSE Manager, and is a Z employee.

Responsibilities of the Administrator are as follows:

Maintains a register of Permit Issuers and Authorized Gas Testers confirmed competent

by the PTWS Orientation Trainer, and other necessary documentation to verify the

requirements of this document have been met

3.5 PTWS Orientation Trainer

The PTWS Orientation Trainer is the person who is responsible for conducting the PTW

Orientation training and managing the training and competency requirements of the

PTWS.

The Trainer is appointed by the HSSE Manager, and is a Z worker. Responsibilities of the

Trainer are as follows:

Providing Z PTWS orientation training and testing for Permit Issuers

Maintaining the PTWS orientation documents

Verifies Permit Issuers are competent as per the requirements in this document,

including revalidation every three years of Permit Issuer competencies.

3.6 Senior Permit Issuer

The Senior Permit Issuer is the person who is responsible for monitoring the operational

performance of the PTWS, for conducting periodic operational reviews of the

implementation of the PTWS, and for providing assurance to the HSSE Manager that the

PTWS meets Z requirements and is implemented correctly.

The Senior Permit Issuer is appointed by the HSSE Manager, and is a Z employee.

Responsibilities of the Senior Permit Issuer are as follows:

Confirms six monthly operational audits are conducted of the performance




standard attained by the Permit Issuers, Permit Holders and Authorized Gas

Testers, and the PTWS as a whole is effectively implemented

Solicits and receives feedback from the users of the PTWS and consults with the

HSSE Manager, as necessary on the operation of the PTWS

Facilitating the sourcing of an adequate number of Permit Issuers who are qualified

to issue Permits to meet the operational requirements of Z

Providing technical support and advice to ensure the PTWS is implemented as

intended

Reviewing and issuing Permits as required

3.7 Permit Issuer

The Permit Issuer (PI) is responsible for taking all necessary steps to prepare, authorise

and issue the Permit to Work after identifying the work and work site/area hazards

and the controls to address such hazards.

It is not necessary for the PI to remain on site for the duration of the work as the Permit

Holder is responsible for verifying that the control measures are maintained

throughout the work and that the work party and the work stays within the limits and

conditions specified on the Permit (area, scope of work, time).

Permit Issuers are required to manage their own permit numbering. The required format

is PI initials and date.

The PIs are appointed by the Administrator. The PI must be trained on the PTWS and

successfully complete the competency training detailed further in this document

before issuing any Permit at any location.

PI‟s are likely to be experienced and competent third party personnel, Z Assets Team

members, HSSE specialists, Christchurch Airport Depot staff, or contractors.

The PI‟s responsibilities include, but are not limited to the following:

Successfully completing the Z PTWS Orientation about the Z permit process.

Critically reviewing the Safe Work Method Statement (SWMS)) that was prepared

by the Permit Holder as part of the preparation of the permit

Discussing the SWMS with the Permit Holder on site

Confirming the PH is aware of requirements of the Z PTWS

Issuing a permit that accurately details the scope of works and that the

documented controls combined are adequate to confirm the work can be

completed in a safe manner

Confirming that the hazards associated with the work and the work

site/area and other work that is or will be performed on or about the




location during Permit controlled work have been identified and assessed and

that the identified controls are adequate to perform the work in a safe and

environmentally sound manner

Confirming that all relevant parties have provided their input into the permit and

agree with the hazards and controls identified in the permit before it is issued

Verifying that all necessary supporting documentation, SWMS and drawings are

attached or referred to in the Permit are readily available while the work is

being performed

Reviewing the permit with the Permit Holder and verifying with the Permit

Holder that he/she knows the exact location of the work, the Permit conditions,

emergency procedures in the event of an emergency during the work, the

hazards that have been identified and the controls that must be taken during the

work

Specifying on the Permit any additional controls that need to be taken

during the work

Identifying any conflicts between the proposed work and other activities in the

area of the work that is being authorized by the permit, and if necessary cross-

referencing the Permits

Signing and issuing the permit

Cancelling or suspending permits that have been issued when necessary

Reviewing the work with the Permit Holder when the Permit Holder returns the

permit if required

Sign off on the permit once the work is complete

Reporting incidents and near miss incidents involving the work covered by the

permit to the Administrator

Conducting or participating in any investigation of an incident related to the

work covered and providing the investigation report to the Administrator, as

applicable

Retaining copies of the permit form and associated documents for a minimum of 6

years, and 40 years for any permits involving asbestos work or health monitoring.

3.8 Permit Holder

The Permit Holder (PH) is responsible for taking all necessary steps to perform the work

in a safe and environmentally sound manner in accordance with the permit.

The PH is typically the Contractor who is responsible for performing the work. The person

or contractor responsible for undertaking the work is responsible for:

planning their permitable activity requirements and including them in their works

programme,




engaging a competent PI a minimum of 10 working days (or as negotiated with

the PI) in advance of the date the permit is required (except in an emergency

situation – in which case phoning 111 may be the best option),

providing to the PI for review the required documentation for the permit a

minimum of 5 working days in advance of the date the permit is required,

ensuring the permit holders are trained and competent in their responsibilities as a

PH, and

providing sufficient supervision to ensure the Z PTWS requirements are met.

The PH‟s responsibilities include, but are not limited to the following:

Preparing a Safe Work Method Statement/Job Safety Analysis (SWMS/JSA) and any

other documents required

Completing a Work Clearance Form each day prior to works commencing

Identifying the need for a permit as per the works programme or in completing

the Work Clearance Form, and contacting the local PI engaged to arrange for

getting the permit(s) issued

Discussing the job fully with the PI before signing to accept the Permit

Providing input into the controls necessary to manage risks as their area of

expertise relates to the scope of work

Reviewing the risks and controls daily through a prestart / toolbox meeting and

ensuring all workers are been trained and have signed into the SWMS for the

works.

Explaining to the work party the details of the work and any potential hazards

and their associated control measure identified to mitigate the risks.

Enforcing compliance with the PTWS and permit, including without limitation,

verifying that the control measures are maintained throughout the work and

that the work party and the work stays within the limits and conditions

specified on the Permit (area, scope of work, time)

Being present personally at the work site at all times during the Permit

controlled work. If the PH must leave the work site permanently during

performance of the work, the permit shall be cancelled and all work shall stop

until such time a new permit is issued

Prominently displaying the Permit and attachments at the work site where all

Contractor employees can see them

Stopping the work and seeking advice from the PI if conditions at the site change

Taking the necessary steps to ensure the work area is left in a safe and tidy

condition, before handing back the permit to the PI on completion or suspension

of the work, as applicable




Submitting the signed completed permit on completion of the work

3.9 Authorised Gas Tester

The Authorised Gas Tester (AGT) is appointed by the Permit Holder for all permits where

atmospheric testing is a requirement.

The AGT is responsible for taking the necessary steps to confirm that the

atmosphere in, on and about the work area is such that the work can be

performed in a safe manner.

The AGT shall be adequately trained and experienced to perform the gas testing

and in the operation of the gas testing device. The competency requirements are

detailed further in this document. The AGT shall be formally trained in the use of their

own/company gas detector device and have current certification to demonstrate

this. The AGT certification must form part of the SWMS/JSA.

The AGT shall have ready access to and be competent to use calibrated gas

testing equipment that is maintained in good working condition in accordance with

the manufacturer‟s recommendations / instructions.

The Authorised Gas Tester roles and responsibilities may be performed by a

Contractor‟s qualified technician, supervisor or foreman or the PI. The AGT may be

the PH or the PI or another Z or Contractor employee, except for confined space work

where the AGT cannot hold or carry out any other role.

The Authorised Gas Tester‟s responsibilities include, but are not limited to the following:

Successfully completing the training concerning performance of gas testing and

necessary gas testing equipment training

Conducting gas tests (oxygen, toxic and LEL/flammability, etc.) immediately

prior to Permit issuance and at the frequency specified on the Permit and

SWMS/JSA to verify that a hazardous atmosphere is not present

Prior to each use, calibrating and inspecting the gas testing equipment and

confirming it is the appropriate equipment, is calibrated, and is fit for purpose.

Equipment that is not calibrated and fit for purpose shall not be used and shall

be marked as “DO NOT USE” and removed from the work site

Providing the PI with the results of all gas test taken as part of the permit

issuance process. The PI shall record the gas tests results on the permit prior to

issuance

The AGT must continue to take ongoing gas readings and record them on the

Permit documentation.

Immediately stopping the work and instructing personnel to withdraw from the

work area to a safe area whenever a gas test or change in conditions




indicates that it is unsafe for the work to continue or is not covered by the permit

and immediately report the condition to the PH. The PH must immediately inform

the PI.

3.10 Z Site Representative

The Z Site Representative (for manned operating sites only; i.e. retail sites, Christchurch

airport depot) is the member of the site staff who:

Confirm that the contractor/workers performing the work when arriving to site

each day has completed and signed a Work Clearance Form (WCF), has a permit

if required (as identified on the WCF), and has completed the appropriate

contractor induction requirements (ID card verification) where applicable.

Provide a hazard brief for the site and significant activities that will be happening

on site for the day.

Check work activity onsite and if any work practices appear inconsistent with Z‟s

LSR intervene with the relevant party and inform their supervisor.

Site Representatives are authorised to stop the work if there is a HSSE concern

about the work.

Confirm when the persons performing the work and/or contractor leaves the site

they sign the Work Clearance Form (WCF).

The Site Representative must advise the persons performing the work and/or the

contractor of any new hazards as they know of them.

4. Permitable Activities

4.1 Permitable Activities (high risk)

Permits are required for the below permitable activities at all times, including a Safe

Work Method Statement (SWMS) and any other supporting certificates /

documentation. Note any work that is described as excluded in the permitable activity

descriptions is only excluded being permitted. All other relevant documentation for the

work must still be completed.

Hot work in a hazardous zone

Hazardous zones are as per the Classification of Hazardous areas AS/NZS

2430.3:2004. Hot work is any work that may produce a source of ignition. This

includes using any equipment that is not rated for use in a hazardous zone. It

also includes any work that may result in a spark entering a hazardous zone. For

example: welding, blow-torches, flame cutting, any work involving an open flame,

sparking from jack hammers or concrete saws, drilling, grinding, use of portable

electric heaters, electrical tools/equipment that are not explosion proof or




intrinsically safe, sandblasting operations, operation of internal combustion

engines.

Confined space entry (CSE) - all work that meets the definition in AS/NZS 2865. For

example:

Manhole risers or tank sumps, all underground and aboveground tanks and

vessels, car wash clarifier pits, excavations >/= 1.5 meters, trenches, tank vaults,

storm water management systems, crawl spaces beneath buildings, service bay

pit, oil-water separators, grease traps, canopy space where canopy is double

skinned, any water or waste handling systems large enough for human entry.

The above description is written to reflect Z works and Z requirements for permits

for CSE. The AS/NZS 2865:2009 definition for CSE is detailed at section 10 - Glossary

of this document and must be used to determine CSE activities being undertaken

that a permit will be required for. All requirements set out in AS/NZS 2865:2009 are

to be followed by the Contractor. It is the responsibility of the Contractor to ensure

this.

Excavations and trenching >/= 1.5 m

Live Electrical Work - Modifications/alterations to energised conductors within

switchboards and all work on electrical lines and equipment where the line is

energised. Not including energising equipment and/or circuits for testing which is

covered in medium risk activities.

Abnormal work or maintenance, where a standard operating procedure has not

already been approved for, that involves overriding or disabling a safety critical

device; including leaving a site operating with a disabled safety critical device.

Hazardous substance exposure of high residual risk or greater – including but not

limited to: known asbestos and lead work. This includes any physical modification

or demolition of specific building structures/materials (i.e. tanks, building

insulation) that contain asbestos, lead, among other hazardous substances.

Energized high pressure system work to hydrant lines. Not including energizing

equipment and lines for testing or samples.

Live Product Line work - includes all work on live energized product lines where

either product or vapours are still present (i.e. modifications to existing fuel lines).

Not including energizing equipment and lines for testing or samples.

Work at height exceeding1.8 metres (measured from the lowest point of the

worker‟s body) excluding work less than 5 meters when working from a scaffold

erected by a competent person, or from a scissor lift, or boom lift, or a permanent

ladder, where the fall protection is permanently engineered into the

plant/equipment. Note all regulatory requirements must be met in the use of a

scaffold, scissor lift, boom lift, and permanent ladder.

Shop roof construction and/or installation.

Canopy construction and/or installation




Working on single skin canopies.

Working on a non-trafficable secondary surface, i.e. ceiling cavities, brittle roofs,

skylights, among others.

Tank removal and/or installation.

Demolition – excluding soft strip out (except where Asbestos has been identified).

Crane work – Any crane work including a hiab and excluding standard stock

deliveries to a stock receiving area.

Any other activity that has a high or critical residual risk when risk assessed using

the Z risk assessment matrix at Attachment 5.

Any other activity as determined by Z Energy‟s senior management and/or senior

permit issuer.

5. Non-permitable Activities

5.1 Medium Risk Activities

Medium risk activities as detailed below are required to be undertaken under the

supervision of a Z prequalified contractor or Mini Tankers Zee or Retail Site Retailer, and

in accordance with their HSSE Management Plan for the project/contract or

Operational Manuals. Contractors who are not prequalified must work under a

prequalified contractor.

A SWMS or Job Safety Analysis (JSA) or Standard Operating Procedure (SOP) is required

for Medium risk activities at all times.

Restricted Space

Includes any manhole risers or tank sumps, interceptors, grease traps, or ceiling

spaces that do not meet the definition of a confined space

Excavation between 0.5 meters and 1.5 meters

High pressure system work to a compressed air system

Work at Height 0.5 meters or greater that is not specified as a permitable activity.

Non-powered hoist use involving a suspended load

Work offsite in roadways – traffic management plan required and obtained. For

example; for connection of services including sewer, electrical power, water.

Work on low voltage equipment and circuits

Includes fault finding/trouble shooting/diagnostics on electrical equipment where

the equipment will be energised to allow this.

For all repairs and replacement of parts “Lock Out Tag Out” is to be applied.

All other de-energised prescribed electrical work including additions and

alterations to final circuits, the installation of new and replacement equipment.




Erection of structures such as architectural load bearing structures

Pump out of product from tanks

Drilling of monitoring wells or soil borings

Hazardous substance exposure of medium residual risk – including but not limited to:

cutting MDF /SMF, glues, urea, formaldehyde.

Hot work outside of the hazardous zone – including but not limited to: welding,

grinding, and portable heat sources.

Any other activity that has a medium residual risk when risk assessed using the Z risk

assessment matrix at Attachment 5.

Any other activity as determined necessary by Z Energy‟s senior management and/or

senior permit issuer.

5.2 Low Risk Activities

All other works that are not set out as Permitable and Medium risk activities do not

require a Permit or a SWMS/JSA unless specifically required by Z Energy. However, a

hazard identification and risk assessment is required to be completed and appropriate

control measures undertaken to eliminate or otherwise reduce risk. A record is to be

maintained as evidence of this process.

The works do require a Work Clearance Form to be completed daily by the contractor.

The Work Clearance Form may form part of or all of the hazard identification and risk

assessment required for low risk activities.

5.3 Deliveries

Delivery only services – this is only for standard deliveries of stock to a stock receiving

area. Suppliers are responsible for: completing a hazard identification and risk

assessment for the delivery services including implementing any controls identified to

eliminate or otherwise reduce risk, having competent delivery staff trained in manual

handling, and drivers who hold a current driver‟s licence for the specific delivery task

requirements.

6. System Documents

Documentation for the PTWS is available at www.z.co.nz/ptwinfo. The primary PTWS

documents are as follows:

Work Clearance Form, which must be completed daily by all Contractors for all

work and workers prior to commencing. Attachment 4 contains the Work

Clearance that shall be used

Safe Work Method Statement must be completed by all Contractors for

permitable activities prior to performing the work.

http://www.z.co.nz/ptwinfo




Job Safety Analysis, or equivalent document must be completed by all

Contractors for Permitable and Medium risk work prior to performing the work

Permit (work permit, permit-to-work), which must be completed by the

appropriate PI for all Permitable work. Attachment 7 contains the Permit form that

shall be used unless applicable law requires a specific Permit or that the Permit

contains particular information.

Certificates, which where applicable must be used in conjunction with the Permit;

refer Attachment 8 Permit Certificates A-H.

6.1 Work Clearance Form

A Work Clearance Form (WCF) is completed by the person performing the work or

Contractor performing the work in conjunction with the Site Representative for manned

sites. Work Clearance is a process of hazard identification and is used to verify that all

activities on site are undertaken with the knowledge of the Site Representative. The

Site Representative is to advise the person performing the work or Contractor if there

are any operational or site conditions that may have an impact on performing the work

safely (e.g. product delivery).

The Work Clearance process is also designed to stop the work or trigger the need for

a Permit if certain conditions are not met.

The WCF is also used by the Permit Holder to renew a Permit on a daily basis provided

the Permit validation period has not expired. If the Permit validation period has

expired, the Permit Holder must stop the work and consult the Permit Issuer.

A WCF is required daily for all work. It is to be completed prior to the start of the work

activity for the day, and closed by sign out with the Site Representative at the end of the

day‟s activities.

Where more than one worker is involved in the activity a tool box talk is to be conducted

with all the workers prior to starting the work to discuss the hazards identified on site and the

required control measures.

A WCF must be completed at unmanned and closed locations, but a signature by the

Site Representative is not required. The unmanned or closed status shall be noted on the

Work Clearance Form.

A minimum of two copies of the WCF are required:

1. One site copy to remain on site

2. One Contractor copy to be filed by the Contractor

The WCF is at Attachment 4.

6.2 Safe Work Method Statement/Job Safety Analysis




SWMS/JSAs are the document that details specific safety requirements for the job.

SWMS/JSAs are required for Permitable and Medium risk works.

The requirements are:

1. The Contractor who is to perform the work shall complete the SWMS/JSA.

2. For permitable activities, the Permit Issuer shall review the SWMS prior to

authorising the Permit.

3. For medium risk activities, the SWMS/JSA shall be reviewed by the contractor‟s

supervisor, or representative, prior to the work starting.

4. The PI shall document on the Permit any additional controls that the Contractor

must undertake to manage hazards and associated risks present on the site.

The Permit shall align with and compliment the Contractor‟s SWMS/JSA.

5 . The Permit Holder shall ensure that the SWMS/JSA and permit are followed.

A template for a SWMS is included at Attachment 6

A SWMS/JSA is a process of breaking down work activities into individual tasks,

identifying associated hazards against these tasks, risk assessing them, and then

determining appropriate methods of eliminating otherwise, isolating or minimising the

identified hazards for the tasks to be undertaken.

The steps in completing a SWMS/JSA are:

1. Completing a task list, e.g. break down of work activities into tasks.

2. Completing a hazard identification assessment for all tasks.

3. Identify through risk assessment the tasks/hazards that are high risk.

4. Identifying control measures to be implemented to eliminate otherwise isolate, or

minimize the hazards and risks identified.

5. Ensure the control measures reflect the hierarchy of controls and the degree of

risk.

6. Include the Z permit requirements for the task/hazard.

7. Assess the residual risk for the hazards identified

a. If the residual risk is high return to step 4 and reassess the control measures to

reduce the risk.

b. If the risk is medium consider further control measures to reduce the risk and/or

monitoring and review requirements.

8. For high risk work assign a responsible person and describe how the control

measures are to be implemented, monitored and reviewed; and assign a person




responsible for ensuring this occurs.

Persons performing the identified work and/or Contractors must prepare SWMS/JSAs

taking into account:

circumstances at the workplace that may affect the way in which high risk work is

carried out, and

the requirements detailed in any relevant Site Specific Safety Plan for the work

and/or the HSSE requirements for the workplace, and

be expressed in a way that is readily accessible and understandable to persons

who use it.

Compliance with SWMS/JSA - If work is not carried out in accordance with the

SWMS/JSA for the work, the contractor or site representative must ensure that the work:

is stopped immediately or as soon as it is safe to do so, and

resumed only in accordance with the SWMS/JSA.

6.3 Permit

A Permit is a document used to describe the work to be performed, tools to be used

and hazards associated with the planned work. A Permit is issued for a particular

task or activity, not for multiple activities over a period of time. It identifies the

requirements to be in place to eliminate, otherwise isolate or minimise the

hazards/risks associated with the task or activity. Together the contactor‟s SWMS/JSA

and the Permit shall cover all of the risks and identify the necessary control measures

to ensure the risks are as low as reasonably practicable.

A Permit is required for Permitable activities at all times.

A Permit is required for Medium risk works where required in the main contractors HSSE

Management plan for the project/contract.

The Permit must be accepted by the PH and authorised by the PI prior to the work

commencing.

Once the work is complete, the PH signs the Permit and submits the completed Permit.

The PI must sign the Permit as evidence of having verified the job is complete and that

the Permit is closed.

The Permit and all associated documents (i.e. Work Clearance Form, SWMS/JSA,

etc.) shall be available at the work site readily accessible to all Contractor

employees.

6.4 Permit Attachments




Various activities require attachments to the permit, in order to allow for further detail

of the tasks to be recorded should it be required. Attachments are separate forms

which are completed by the PI, PH or AGT during the works. The appropriate

Attachment Forms are to be included as part of the Permit.

Attachment A – Hot Work Certificate

Attachment B – Confined Space Certificate

Attachment C – Work at Height - roofs, canopies and temporary structures

Attachment D – Excavation Certificate

Attachment E – Isolation Certificate

Attachment F – Tank Removal / Installation Certificate

Attachment G - Demolition Certificate

Attachment H - Overhead Crane Certificate

6.5 Contractor Prequalification Process

Contractors are required to demonstrate, via the Z prequalification process, that they

have the necessary HSSE management systems in place to manage HSSE risks in their

given field. A typical contractor prequalification process may consist of the following

components:

A review of the Contractor‟s HSSE plan and supporting documentation

A HSSE capability and competency questionnaire to be completed by the

Contractor

An evaluation of the Contractor‟s previous HSSE performance

An HSSE audit of the Contractor‟s performance

The prequalification records are held in Z‟s prequalification vendor‟s software system

which is accessible by Z and the contractor themselves. The prequalification is

renewed every two years.

7. System Rules

7.1 Permit Validity

A Permit is valid for a specific task or activity, on a specific site, within a specific

period of time. The normal working hours for the project /contract are to be used as the

basis for determining the specific period of time.

Permits may only be issued for a maximum of five (5) consecutive calendar days, as




the benefits of a discussion with a PI and daily handover and signing of the Permit

may erode over a period of time. Site conditions may also change over time and

require further discussion.

A Permit that is issued for work that extends beyond one day must be renewed at the

commencement of each day. Provided site conditions have not changed and the

Permit validation period has not expired, the Permit Holder is able to renew a

Permit by completing a new Work Clearance Form on a daily basis. If the Permit

validation period has expired, the Permit Holder must stop the work and consult the

Permit Issuer. The Permit Holder must renew the Permit via the Work Clearance Form

each day.

Permits may be applied for in advance of the work, but the Permit shall be issued

immediately prior to the performance of the permitted work. Exception to this is in

the case of Remote Permits which may be issued up to 24 hours in advance.

7.2 Remote Permitting

Whilst face-to-face communication between Permit Issuer and Permit Holder is

recommended and must be used wherever possible, there may be situations where

this is not practical, e.g. work on remote sites of a low risk nature for a very short

timeframe or an emergency situation where timely assistance from emergency services

is not available. In these instances other measures shall be taken to verify that risks are

identified and adequately communicated.

A remote Permit can ONLY be issued if ALL of the following criteria are satisfied:

The PI has knowledge of the site or has reliable drawings and site data

The PI has a detailed knowledge of the task and activities to be permitted

The PI has experience working with the Contractor and individual PH.

The Z senior permit issuer or delegate confirms remote permitting is appropriate

and the above criteria have been met.

In situations such as this, the following process is to be conducted:

The PI and the PH complete the Permit over the phone, taking into account the

site conditions and referring to the Site Operator / Retailer if required

The completed Permit is sent to the PH on site who reviews the specified conditions

and confirms their understanding of the conditions and their ability to comply with

these conditions by signing the Permit

The completed, signed Permit is then faxed or scanned and emailed back to the

Permit Issuer.

The Permit Issuer must verify that they have a copy of the SWMS/JSA that has been

completed by the Contractor for the activity.




The contents of the SWMS/JSA must also be discussed in light of the Permit

conditions.

A second PI must also approve the remote permit and at least one of the PI‟s must

be the Z senior permit issuer or delegate. The communication between all parties,

(PH, and two PIs) can be done remotely from each other.

Where possible the use of technology options should be considered to improve

communications between all parties, i.e. video conferencing.

7.3 Self-Permitting

No one is allowed to issue a Permit to themselves, as this would defeat one of the prime

objectives of a PTWS of having a discussion about the safety of a project.

7.4 Contractor Permitting

A PI who has met the competency requirements to be a Z PI may issue a Permit to

another person in the same Contractor organisation. The administrator will review a

sample of these permits each quarter to ensure the permit requirements are being

maintained.

7.5 Blanket Permits

Blanket Permits are not permitted. Long-term routine work is more effectively controlled

by means of standard operating procedure or work instruction than by the use of

Blanket Permits.

7.6 Derogations and standard operating procedure approval process

On occasions an approved standing operating procedure (SOP)may be more

appropriate for repetitive, routine activities. A SOP can be developed and for work to

be conducted against the SOP rather than a permit. This could evolve from projects

that require the same implementation of minor work in a hazardous area on the

forecourt of all retail sites. When the potential for the work to be conducted under an

SOP is identified the following process is to be followed:

1. The relevant Z representative for the work in consultation with the identified

contractor for the work is to conduct a risk assessment and develop the SOP, and

SWMS/JSA (which may be one document).

2. The competency of personnel and the equipment required to undertake the work

are to be detailed in the document(s) as well as the requirement to complete a

Work Clearance Form daily.

3. If the work is for a project rather than ongoing routine work, the project timeline for

the work is to be detailed.

4. A permit issuer is to be engaged to review and confirm the developed

document(s) are appropriate to manage the foreseeable risks.

5. The final documents are then to be provided to the Z senior permit issuer for review




and submission to the CEO.

6. The CEO will review the documents and consider their acceptability for a PTWS

derogation to be approved.

The Z derogation procedure is available at:

http://matters.gel.local/HSSE/HSSE/Published_Documents/HSSE_Procedures

7.7 Changes in Conditions

In the event of any of the following circumstances occurring during the course of an

activity under Permit control, the Permit Holder must suspend the work and refer directly

back to the Permit Issuer on the appropriate course of action:

The specified equipment or tools to be used are not available

The type of work changes

The process conditions change (e.g. unexpected release of product / gas

nearby)

An emergency in the area

Weather conditions change and increase the risk profile of the works

Conflicting work is being undertaken by another Permit Holder or Contractor

In the event that a tanker arrives to complete a delivery of product on site, work is to

stop and be assessed for additional risk. Hotwork is to stop and stay stopped for a

minimum of 30 minutes after the delivery has been completed.

8. Training and Competency Requirements

8.1 Permit Issuers

PI candidates must:

1. Attend the Z PTWS Orientation session and score a minimum of 90% on the

qualifying test. If a 90% score is not achieved, the PI candidate may retake the

test. Candidates may take the test up to 3 times. The PTWS Orientation session is

provided by Z.

2. PIs must also successfully complete the NZ Qualification Authorities (NZQA) Unit

Standard (US) 17590 Permit Issuer, to further understand their responsibilities as a

permit issuer and the common hazards to be covered in a permit. This course

must be completed prior to the PI being confirmed to undertake permit issuing

without supervision by a competent PI.

3. Following the successful completion of the Z PTWS Orientation and qualifications as

identified below for specific permits, the PI can complete permits under supervision.

http://matters.gel.local/HSSE/HSSE/Published_Documents/HSSE_Procedures




For each type of permit the permit issuer is able to complete the PI must complete two

successful permits under supervision and be deemed competent by the supervisor to

issue permits unsupervised. The supervisor will be a competent and experienced PI

who has been identified as suitable to supervise PI on probation.

Note the supervisor is to confirm that the PI has demonstrated for the permitable

activities supervised:

a practical understanding of the relevant hazards and risks

the ability to communicate effectively the permit requirements to the PH,

and

the correct PTW process and documentation.

To ensure PIs have competency in the risks associated with particular permitable

activities, PIs must have approximately 4 years work experience in a relevant

supervisory role for the permits they will be confirmed to issue, and have

successfully completed and hold a current qualification in the following NZQA USs

to issue specific permits:

Permit Type Qualification

Confined Space US 3058 Gas testing in high risk industries

US 25510 Atmospheric testing

US 17599 Confined Space planning

US 18426 Hazard Identification

Hot Work US 3058 Gas testing in high risk industries

US 25510 Atmospheric testing

US 25043 Energy isolation

Work at Height US 17600 Safe work practices for working at

heights

US 25045 Employ height safety equipment in

the workplace

Excavation US 14611 Excavation hazards and traffic

control

US 10543 Protect underground services during

excavation and reinstatement

Electrical /

Mechanical Isolation

US 25043 Energy isolation

The above mentioned training is to be revalidated at the set intervals specified by

the approved training organization or 3 yearly whichever is the minimum

timeframe.




8.2 Permit Holders

It is the responsibility of the PH Company to ensure the PH is familiar with the Z PTWS.

It is recommended that PHs successfully complete the NZQA US 17588 to further

understand their responsibilities and the permit process.

8.3 Authorised Gas Tester

An authorized Gas tester must successfully complete and hold a current qualification to

the NZQA US 3058 Gas testing in high risk industries and US 25510 Atmospheric testing,

and be trained in the use of their own/company gas detector device

The above mentioned training is to be revalidated at the set intervals specified by the

approved training organization or 3 yearly whichever is the minimum timeframe.

8.4 Worker Qualification

Personnel undertaking works for Z are to be adequately trained by their employer and

training records are to be available upon request by Z. The minimum training

requirements for specific roles with an HSSE focus for the activities are detailed in the Z

Contractor Management System Standard for Construction and Maintenance

Performance available at: http://z.co.nz/ptwinfo

9. Audit & Review of PTWS

9.1 Audits

Audits of permitable activities documentation, as a minimum, should be carried out

as part of the Z HSSE audit program every six months. These audits are to be

arranged by the HSSE Assurance Manager. The Asset Manager or Asset HSSE Specialist

i s to peer review the audit and it is to be reviewed by the HSSE Assurance Manager of

Z.

9.2 Review and Assurance

The HSSE Manager in conjunction with the Risk and Assurance Manager, shall annually

review the effectiveness of the PTWS and modify it where necessary as part of

continuous improvement of HSSE management. Factors to be taken into account

include:

Changes in legislation

Industry guides

Review of Incident Reports

Inspection & Audit findings

Feedback from users





9.3 Reporting

The results of audits, reviews and assurance are to be reported to the Business Risk

Meeting by the HSSE Manager.

9.4 Records

Permits & supporting documentation must be retained according to legislative and Z

requirements. Permits are to be kept by the PI for six years minimum, and 40 years for

any permits involving asbestos work or health monitoring.

Training and competency records for Permit Issuers must be retained according to

legislative and Z requirements.

10. Glossary

Term Definition

Competent person A person who has acquired through training, qualification or experience

the knowledge and skills to carry out the task, and where required has

met the regulatory requirements to carry out the task.

Confined Space

(as per AS 2865: 2009)

An enclosed or partially enclosed space that is not intended or designed

primarily for human occupancy, within which there is a risk of one or more

of the following:

(a) An oxygen concentration outside the safe oxygen range.

(b) A concentration of airborne contaminant that may cause

impairment, loss of consciousness or asphyxiation.

(c) A concentration of flammable airbourne contaminant that may

cause injury from fire or explosion.

(d) Engulfment in a stored free-flowing solid or a rising level of liquid that

may cause suffocation or drowning.

Also refer to AS 2865: 2009 section1.5.5 notes 1-5 which provide examples of

enclosed or partially enclosed spaces that may meet the definition criteria

for a confined space.

Contractor Any contractor company or subcontractor company engaged to carry out

works for Z and any workers of such companies.

Crane Crane means a powered device:

i. That is equipped with mechanical means for raising or lowering

loads suspended by means of a hook or other load handling

device; and

ii. That can, by the movement of the whole device or of its boom, jib

trolley or other such part, reposition or move suspended loads both

vertically and horizontally; and

Includes all parts of the crane down to and including the hook or load-

handling device, and all ropes, wires, chains or other devices used to

move the hook, or device; but does not include lifting tackle that is not an

integral part of the crane

Hazard An activity, arrangement, circumstance, event, occurrence, phenomenon,

process, situation, or substance (whether arising or caused within or outside a




Term Definition

place of work) that is an actual or potential cause or source of harm; and

include:

i. a situation where a person‟s behaviour may be an actual or

potential cause or source of harm to the person or another person;

and

ii. without limitation, a situation described in subparagraph (i) resulting

from physical or mental fatigue, drugs, alcohol, traumatic shock, or

an-other temporary condition that affects a person‟s behaviour.

High Pressure High pressure covers pressures higher than normal, especially higher than

atmospheric pressure.

Z hydrant operating pressures - below 1000kpa (145psi) and test pressures

below 1300kpa (190psi)

HSSE Health, Safety, Security, Environment

Inspection Checking the Permit controls in practice using a using a checklist or

equivalent document.

Isolation A physical barrier between a source of energy (mechanical, electrical,

hydraulic or static head) or process materials and a place of work.

JSA Job Safety Analysis

Low Voltage

equipment

Electricity (Safety)

Regulations 2010

Low voltage means any voltage exceeding 50 volts AC or 120 volts ripple-

free DC but not exceeding 1000 volts AC or 1500 volts ripple-free DC. For

example: 50V alternating current and 120V direct current up to 1000V AC

and 1500V DC

Monitoring Routine checking of Permits and controls in the course of the work

Non-routine work Work that is NOT performed regularly in a controlled environment with an

approved Standing Operating Procedure or equivalent document. For

example non-routine work is a work activity that is, but not limited to, any

of the below:

• Performed infrequently

• Outside of normal duties

• Does not have an approved standing operating procedure

• Performed in a different way from the standing operating

procedure

• Has never been performed before

Permit The terms „permit-to-work‟, „permit‟ or „work permit‟ refer to the paper or

electronic certificate or form which is used as part of an overall system of

work, and which has been devised by Z to meet its specific needs.

Whether it is manually or electronically generated, the permit is a detailed

document which authorises certain people to carry out specific work at a

specific site at a certain time, and which sets out the main control

measures needed to complete the job safely.

Permit Validity Period The period during which a Permit may remain active, and after which the

work site controls must be reassessed.

PH Permit Holder

PI Permit Issuer

PTWS Z‟s Permit to Work System

Review Examining the fundamental design of the system to see whether it should

be changed in the light of experience.

Risk The probability and consequences of a hazard resulting in harm or damage.

Safety critical device An essential safety device designed to prevent injury or incident; including

devices required to de-energize a hazardous energy source.

For example: A part, assembly, installation, or production system with one or

more essential characteristics that, if not conforming to the design data or

quality requirements, would result in an unsafe condition that could cause loss




Term Definition

or damage to the end item or major components, loss of control, or injury to

personnel.

Site Representative Person responsible for the overall safety of a particular site. This could be

the Site Operator or a designated employee.

Soft strip out Non-structural deconstruction, including removal of all appliances,

windows, doors, and other finishing materials.

SWMS Safe Work Method Statement

Work The works, including temporary works, to be executed in accordance

with the Z contract.

Worker A person is a worker if the person carries out work in any capacity for Z or

at a Z workplace, including work as:

A Z employee

A contractor or subcontractor

An employee of a contractor or subcontractor

An employee of a labour hire company who has been assigned to

work for Z or at a Z workplace

An apprentice or trainee

A student gaining work experience

A volunteer

Workplace A place where work is carried out for Z or on behalf of Z and includes any

place where a worker goes, or is likely to be, while at work. This includes a

vehicle, vessel, aircraft or other mobile structure, and any waters and any

installation on land, on the bed of any waters or floating on any waters.

WCF Work clearance form; a document used to identify and review the

hazards inherent in the work being undertaken.

Z Z Energy Limited

Zee Contractor for Mini Tankers providing Direct Machine Refuelling and other

refuelling services

11. Attachments

All Attachments to the PTWS Manual are held separately in a stand-alone document for ease

of updating. The Attachments are available at: http://z.co.nz/ptwinfo

Attachment 1 – Permit To Work System Flowchart Attachment 2 – PTWS – Activity Table Attachment 3 – (Typical) Retail Site Hazardous Areas Map Attachment 4 – Work Clearance Form - roofs, canopies and temporary structures Attachment 5 – Z Risk Assessment Matrix Attachment 6 – Safe Work Method Statement Template Attachment 7 – Permit to Work Form Attachment 8 – Permit Certificates A-H

Attachment 9 – Identification of a Confined Space Decision Tree
