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Safety

Safety in the petro-chemical industry

Permit system

The permit system plays a key role in safely carrying out work activities. It istherefore important to know which types of permit you will need when carryingout various jobs.

For many jobs you will need not only work permits, but also other kinds ofpermits. Examples are: information for excavation work and permits to close offroads.

In the previous lesson you have already learned about two permits, namely theVoltage free certificate and the Blocking certificate.

The appendices 1 to 10 mentioned in this lesson can be found in a separatebinder.

Contents of the lesson

1 Why permits are needed

2 The permit system

3 Other permits

The copyright in this material is vested in Shell Global Solutions International B.V., The Hague, The Netherlands and Shell Netherlands Raffinaderij B.V. All rightsreserved. Neither the whole or any part of this document may be reproduced, stored in any retrieval system or transmitted in any form by any means (electronic,mechanical, reprographic, recording or otherwise) without the prior written consent of the copyright owner.

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Lesson

1. Why permits are neededThe necessity for using permits is explained by means of the following example.

A pump must be removed from a plant. This will be done by personnel from themaintenance service. They received the order for this job from their manager.The original order came from the production department concerned.It is quite possible that the fitter does not know the working conditions for thispump in the plant. It is even very likely that he does not know these workingconditions, in view of the very large number of products and the differentfunctions a single pump often has. Therefore he will not know whichprecautions have to be taken. The steps he must take are generally determinedby:- the last product that passed through the pump;- other plant related factors such as pump heating, pump connection to the

process, seals, steam connections, isolation of a pump;- local situation, such as the pipe connections at the suction and discharge

sides of the pump; and whether the switch is automatic or not.

The principal who gave the original order will not always be on the spot,because in a fully continuous operation his successor in the next shift may havetaken his place. So there will be two persons involved in carrying out the job:a. the fitter from the maintenance service;b. the operator in the plant, who operates the pump.Together they read the order to remove the pump and each of them takes the inhis view required steps. The fitter collects the necessary tools and also makessure he gets whatever assistance he needs. The process operator will turn on aspare pump, so that production will continue. Now the work can be carried outon the pump, which may still be filled with a corrosive or flammable liquid andwhich could possibly still be under pressure.

In order to safely execute the work, the following steps must now be taken:1. Disable automatic switch.2. Disconnect the power to pump motor. For example by means of the control

current blocking switch (see lesson 00.11.55 -30) or by taking out fuses.3. Check by means of starter switch.4. Release pressure from pump.5. Drain pump.6. Flush pump with water.7. Steam out of the pump.8. Spade off the discharge line.9. spade off the suction line.10. Clean up work area, etc.

- principal

- safety measures

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Next, they have to pay attention to the safety equipment to be used, such asgloves, safety glasses etc. It will be clear that the operator should give enoughinformation to the fitter about the personal means of protection to be used.

The position finds himself in a not to be envied situation. To ensure his safety hemust in addition to his own actions, rely on the action of others, especially theoperators. The fitter was not present when the process operator carried out thepreparatory steps on the pump. In certain cases he will have to assume that thesesteps were indeed taken. To make everything as clear as possible it is importantthat all actions taken are also written down. This can be done by means of apermit which may include instructions for the permit holder about tools, safetyequipment and hazards.

2. The permit systemA typical permit system is illustrated in the following sections. The nowfollowing permits and forms are part of the permit system in force at the ShellManufacturing site in the Netherlands. These permits are mandatory for work tobe carried out and are always required.- verbal permission with registration;- written permission (work permits):

? LOW risk category permit;? HIGH risk category permit;? long-term permit (L-permit);? permit for working using open fire inside workshops or buildings.

In addition, there are the following supplementary permits/forms:- certificate of gas test (this information is also recorded on the work permit);- information for excavation work;- permit to smoke/ use accommodation.

Auxiliary documents that may be required when work is executed under apermit:- permit to close off roads;- permits for using sources of ionising radiation;- voltage free certificate;- isolation certificate;- registration list for work permits;- registration list for verbal and longer term permits.

The various permits and forms will now be discussed in more detail.

Question 1Which are the four types of (written) permits that are in use?

- safety equipment

- work permit

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2.1 Work permits

For most situations which require special attention, a work permit is needed.Reasons for special attention can be divided into:a. reasons from within the company, such as:

- complicated processes;- hazardous substances.

b. reasons from outside the company, such as:- legal regulations (occupational safety and health; environment).

Appendix 1A shows a typical work permit according to EEB guidelines. Thereverse side shows the decision tree (appendix 1B)

Question 2In which cases do you need a work permit?

Verbal permission.It is sufficient to obtain verbal permission when the type of work is such that:a. the tools and/or materials which are used cause no increased risk for the

person who carries out the job;b. there is no risk that the process will be disturbed;c. there is no risk that extraordinary working situations will occur.

Registration of verbal permission is necessary because one needs to know whatwork is going on and how many people are at work in the plant. Appendix 1shows the form that is used for this registration.

Question 3Is registration necessary in the case of verbal permission to carry out work?Why?

Permission in writingIn cases where verbal permission is not enough, a work permit is needed. Thereare two categories of activities for which a work permit may be required:- low risk category:

activities which carry a risk under normal working situations;- high risk category:

activities in which special extraordinary circumstances play a role.

Category: Low risk activitiesThis category involves jobs to be carried out under normal working situations.Those parts of the plant which have to be serviced have been emptied of allhazardous substances. But it is possible that:1. The fitter himself or others working nearby will be put at risk as a result of

the tools and/or materials used.2. The operation of the plant risks being disturbed.

- conditions

- registration

- categories

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Examples are:- the use of shotblasting materials such as steel grit or carborundum;- occasional hoisting activities using mobile cranes;- welding, grinding, torch cutting;- use of stud guns;- high-pressure cleaning and unplugging activities in plants.

Category: High risk activitiesThis category is characterised by exceptional working situations. It involves allactivities in which there is a possibility that:- lack of oxygen will occur;- toxic and/or highly flammable and/or corrosive gases, vapours or liquids

will escape. When this happens, there will be immediate personal risk inmost cases.

Examples are:work on pipes, equipment, etc. that contain or have contained one or more of thefollowing substances: acetylene, ethylene oxide, oxygen, TEL, TML,concentrated DEA, chlorine, phenol, H2S, HF, bromine, light products such asthe gases propane, butane, gasoline, kerosene.

Examples of activities are: installing and removing spades; removing blind flanges; welding/cutting; turning spectacle blinds; removing plugs from equipment; tapping and welding pipes under pressure;- working on flare systems (inside and outside plot);- working on and inside sewer systems or underneath foundations, in any

location on the site;- activities requiring breathing apparatus;- work inside confined spaces (tanks, vessels, etc.).

Question 4Do occasional hoisting activities by means of mobile cranes belong to the lowrisk or the high risk category?

Question 5You are working inside a tank. To which category does this job belong?

2.2 Decision tree for permits

To decide which kind of permit is needed for carrying out a certain type ofactivity a decision tree is used. This decision tree is shown on the reverse side ofthe work permit (appendix 1B). It contains all steps to be followed, from thestarting question verbal permission or work permit? to the final answer.

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The first question is:Are there any special working situations which can produce personal risk forthe personnel present and/or for the environment, or is it possible that suchcircumstances will occur? If the answer is Yes, one can immediately skipverbal permission and work permit for the low risk category. If the answer isNo, we go to the following question.

The next question is:Is there any increased risk for the personnel present and/or for the environment,as a result of the tools and/or materials to be used?If the answer to this question is Yes, the work belongs to the low risk category.If the answer is No, we require verbal permission to be issued by a personauthorised to do so.

Returning to the first question: Are there any extraordinary workingsituations?What happens if the answer to the first question (about special workingsituations) was Yes? In that case, the next question is again: Increased risk?Answer: No.

In this case the work belongs to the high risk category.Answer: Yes.The permit can not be issued and the activities must be approached in a differentmanner.Work involving elements of the low risk and high risk categories should beavoided whenever possible. There are two ways of achieving this:1. by changing the circumstances;2. by removing the risks for personnel and environment, as well as the risk of

disturbing the process.Usually this will lead to a changed request for a work permit. For a decisionregarding the changed request, the decision tree must again be followed.

2.3 Work permit form

The form used for issuing a work permit for the low and high risk categories isshown in appendix 1: Work permit form.This form is divided into four columns:- one column for the applicant;- one column for the issuer of the permit, containing operational measures;- one column for the applicant, indicating which measures he intends to take

during the activities;- one column for authorisations.

The reason for the division into columns is to make it easy for every personinvolved to find his part of the work permit. Broadly speaking, the work permitruns from top left to bottom right. This follows the sequence of the various staffwho have to deal with the form.

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The applicantThe first step is a discussion with the issuer of the work permit (this is the personresponsible for giving final permission to carry out the work). If the decision isthat a written work permit is required, the applicant has to fill in his part of theform. He may do this himself, or he may ask someone else to do this.

The applicant remains responsible for the correct, complete and clear descriptionof:- the work to be done;- the location where the work is to be carried out;- how the work is to be carried out;- which tools and/or materials may be used, or must be used;- an indication of how and when the work is to be carried out;- precautions to be taken and personal means of protection to be used.This description is very important. It determines the process of dealing with therequest and issuing the work permit.

The applicant is the first one to sign the form. By placing his signature heaccepts responsibility for the information he has given.

The issuerWhat is the task of the person issuing the work permit? Together (if necessary)with the department that will carry out the work, his responsibility is to define:- the category to which the work belongs;- the operational measures that must be taken to ensure safe execution of the

job;- any additional information that should be given to the holder, in view of

potential risks.

Now we get to the point where the authority to make decisions, that the personissuing the work permit has, plays an important role.

This person is authorised to issue permits for low risk category activities.

If this person decides that the work belongs to the high risk category, he mustcomplete his part of the work permit form and then pass it on to the head of thesafety district (Department manager or Section head).

Question 6What does the person issuing the work permit have to do when filling in theform?

The head of the safety districtExtra checks and support are supplied by the head of the safety district, or hisdeputy.What are his responsibilities? The head of the safety district takes action in thecase of activities belonging to the high risk category. In such cases he isresponsible for all written information on the form.Next to this control function, he also has an advisory task. If necessary, he mustgive the issuer of the work permit mandatory instructions about the measures tobe taken.

- written work permit

- authority

- tasks

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Before he signs the form, he will check that:- the description given by the applicant is clear;- the planned operational measures are adequate;- the instructions to the holder are adequate;- the measures to betaken by the holder of the permit are adequate;- the holder will have received sufficient information about potential risks.

The signature of the head of the safety district means final approval of the wayin which the work will be carried out and of the working conditions. Anyadditional measures he considers necessary will be written on the form underspecial operational aspects. After the head of the safety district has signed theform, it will be returned to the person issuing the work permit.

The holderOne of the people who will carry out the job will be the holder of the workpermit.The holder must read and understand what is written in the columns activitiesand instructions to the holder( 1st and 3rd column). In particular he must, ofcourse, understand the potential risks.

The holder has to sign the form and his signature indicates that:- he has understood the contents of the work permit;- he accepts these contents.

After the work permit for activities of the high risk category has been signed bythe head of the safety district, the form will be returned to the person issuing thepermit.

The person issuing the permit checks the following points:- Has the situation in which the work will be done remained unchanged?- Have all necessary operational measures been taken?- Has the holder understood the restrictions under which he must work?- Has the holder understood the remaining information?

When the issuer of the work permit has checked that all conditions have beenfulfilled, he asks the holder to sign the form. Then the issuer is the last to sign,thereby completing the form.

The operator of the unitThis is the operator who is in charge of operating and supervising the unit inwhich the work is to be carried out. He must make sure he knows what kind ofwork is to be done and which operational measures have been taken. He mustrealise that, if the circumstances in his unit change in such a way that dangerouscircumstances can arise, the work has to be stopped. The operator of the unitnotes the results of the gas test on the work permit form and reads the contentsof the work permit. (This means he is also the person who carries out the gastest) This is also the moment that he will have taken note of the operationalmeasures laid down, that they are correct and will remain in place. With that, thework permit has become valid and the work can begin.

- checks

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Co-signatoryThere can be situations where the work influences not only the district itself, butother districts as well. It is of course also possible that activities in other districtshave a disturbing influence on the work carried out in ones own district. If sucha situation occurs, co-signing is required.

In the case of a permit for low risk category activities, the co-signatory may beanother person authorised to issue work permits. If one is dealing with a highrisk category permit, the head of the relevant safety district will have to be theco-signatory.

Question 7Work is being done which belongs to a high risk category, which has aninfluence on more than one district. How should the work permit be handled inthis case?

2.4 L-permit

The normal maximum duration of a work permit is seven consecutive days.L-permits form an exception. These have a maximum period of validity of oneyear.

The conditions for an L-permit are the following:1 It concerns work that need to be carried out at regular intervals or that

require a longer period of time.2 The holder must be a skilled person.3 The holder is familiar with the plant.4 The work does not require special attention from the operators.

This type of work can only belong to the low risk category. If the activities arenot of this category, a written work permit for activities in the high risk categorymust still be applied for.The work permit is issued in the name of one particular person, it has amaximum duration of one year and it may not be transferred to another person.

2.5 Urgent situations

It is not always possible to wait for a work permit in urgent situations. Waitingfor a work permit may endanger safety and/or the environment. In cases where itis impossible to wait for a work permit, it is the rule that, in the interest of safetyand to prevent environmental damage, the work may be carried out without awork permit. The work must then be done under permanent supervision ofoperational personnel from the relevant safety district.

- L-permit conditions

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2.6 Registration

Operational personnel must at all times know in which part of the plant or plantsite people are at work, and which activities are being carried out. Only then canassistance be guaranteed or the work be stopped when problems arise.

In every plant, a registration system must updated every day. This can be doneby means of a form, a clear notice board, or both. The form shown inappendix 2A can be used for this.

2.7 Basic rules

Finally, a summary of the most important rules:

Rule 1:If possible under the circumstances, the simplest form of permission is chosen.Rule 2:If there is a doubt between verbal or written permission, the choice is always awritten permission (work permit).Rule 3:If there is a doubt between activities belonging to the low risk or high riskcategory, the choice is always for the high risk category.Rule 4:Before starting to issue a work permit, one should check whether there are anypersons who hold a long-term work permit.Rule 5:In emergency situations work can be carried out without a work permit.However, the condition is that the work is done under permanent supervision ofoperational personnel of the relevant safety district.

3. Other permits

3.1 Activities using open fire

For working with open fire inside workshops or buildings, the yellow workpermit form shown in appendix 1A is also used. This will then be treated as along-term work permit. This permit is valid inside workshops and/or buildings ina particular safety district where open fire will be used for a period ofindefinite duration. This permit is issued by the head of the safety districtconcerned.

The maximum duration of this work permit is one calendar year. The permit isissued mainly for contractor facilities and workshops inside a specified safetydistrict. In the case of contractor facilities the director of the contractingcompany or his local deputy will be holder of the permit. In the case of ownfacilities, the head of the section concerned, the area engineer or departmentalhead will be holder of the permit.

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Question 8Who is authorised to issue a permit to use open fire?

3.2 Certificate of gas test

This blue form, which is shown in appendix 3 (Certificate of gas test), must becompleted after a gas test has been carried out. A gas test is performed inconnection with work using open fire or when closed spaces have to beentered. These Certificates of gas test are issued by the company in combinationwith a work permit, on which it is duly noted.The gas test form is divided into three different tests:- A-test: check on explosive gases;- B-test: check on toxic vapours or gases;- C-test: check of oxygen content.

The form also contains another section, which is used to give permission for asingle entry or exit of the plant site by vehicles. This applies in particular to:- small vehicles such as delivery trucks from the materials department, and

toolcars;- picking up or delivering materials on the plant site by means of heavy duty

lifters.

3.3 Information for excavation work

This is not a work permit, but it forms part of the permit system in the case ofearthwork. Appendix 4 entitled Information for excavation work shows theform. Excavation work has a potential risk in that dangerous pipes, cables etc.may be hit. To prevent this danger, everyone must have an information form forexcavation work, in addition to the work permit. Excavation covers thefollowing activities:- manual excavation, using a spade (the use of a pickaxe is prohibited);- machine excavation;- hacking by hand or by machine (in foundations, for example);- driving piles, sheet piling, earthing electrodes etc.;- soil drilling.

3.4 Smoking permit

Smoking is forbidden on the site and in plants, except in those places where it isallowed and a written permit has been granted.Appendix 5, entitled Form for Smoking/accommodation permit , shows such apermit.These must also be issued for temporary portacabins, sheds or romney huts.

- types of gas tests

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3.5 Permission to close off roads

Whenever it becomes necessary to close roads, completely or partially, a writtenpermit from SD department is required (see appendix 6: Road closure permit).The SD will take care of consultation with the responsible area supervisors.SD also ensures the permit is properly signed. SD will supply the necessarybarriers, signs, red warning lights, etc. only after the permit has been issued.In case of a road closure for a short period of time, verbal permission willsuffice.

3.6 Permit for sources of ionising radiation

This permit (see appendix 7: Permit for sources of ionising radiation) ismandatory in the case of using or ownership of X-ray equipment, radioactivematerial and radioactive sources.

The special risks that are present when using such materials require an additionalpermit (yellow forms). This permit does never replace a work permit.

However, the use of this kind of material is highly specialised work. Thereforethese permits will not be discussed any further in this lesson, with the exceptionthat a few important points should be mentioned:- if an accident occurs (for example: fire, explosion), immediately inform the

Safety department;- avoid contact with material that has radioactive radiation;- it might be possible that different radioactive sources interact with each

other. A radioactive measurement used in a process, for instance, can beaffected by the source of ionising radiation used for work at that site.

3.7 Voltage free certificate and isolation certificate

When working on electrically powered equipment or electrical apparatus, theremay be a risk of personal injury or material damage due to unexpected switchingon of the equipment. If this is the case, measures must be taken to preventequipment being switched on. The fitter is not allowed to disconnect power, orswitch to a stand-by position, unless the shift supervisor or his deputy has signedthe relevant order on the Voltage free certificate.

The Voltage free certificate must be filled in according to the instructions on theform. The Voltage free certificate also gives written permission for the fitter tocarry out electrical work in accordance with instructions issued by the company.

Sometimes, work is to be done not on the electrical part of the apparatus, but onthe equipment powered by the electrical part, for example a pump. In such cases,it is sufficient to isolate the starter switch. Because such operations are not of anelectrical nature, they may also be carried out by operational personnel. Theperson issuing the work permit must specify which measures were taken andhow the isolation was carried out. He records these details in the sectionOperational measures.

- Security Department (SD)

- additional permit

- permit for the fitter

- voltage free certificate

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SummaryThe reasons why it is necessary to have a work permit were explained using theremoval of a pump as an example.

In general, a work permit will be needed for any situation which requires specialattention. The reasons for special attention can be divided into:a. reasons from within the company, such as:- complicated processes;- hazardous substances.b. reasons from outside the company, such as:- legislation (occupational safety and health environment).

The following permits and forms are part of the permit system at the ShellManufacturing site in the Netherlands:- verbal permission with registration.- written permission (work permits).

low risk category permit: work that carries a risk under normal workingsituations;

high risk category permit: work under extraordinary working situations; long-term permit (L-permit);

The conditions for an L-permit are the following:1 It applies to work that must be done at regular intervals, or that

requires a longer period of time.2 The holder must be a skilled person.3 The holder is familiar with the plant.4 The work does not demand special attention from the operators.

permit for work using open fire inside workshops or buildings. Themaximum duration of this permit is one calendar year. The permit isissued mainly for contractor facilities and for workshops inside aspecified safety district.

- certificate of gas test.The gas test form is divided into three different tests:

A-test: check on explosive gases;B-test: check on toxic vapours or gases;C-test: check of oxygen content.

- information for excavation.This is not a work permit, but it forms part of the permit system in the caseof excavation.

- smoking/accommodation permits.- permit to close off roads.

Requests for this type of permit must be addressed to SD department.- permits for sources of ionising radiation.

This permit is mandatory in the case of using or having under control X-rayequipment, radioactive material and radioactive sources.

- voltage free certificate.- isolation certificate.

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TestExercisesDo not send in your answers for correction

1. Which reasons from within the company require the use of work permits?

2. What is meant by normal working situations?

3. There is work to be done that contains low risk category elements as wellas high risk category elements. Is it allowed to carry out such work?

4. Which category of activities also requires the head of the safety district tofill in the work permit?

5. Whom do you have to inform in the case of an accident with radioactivesources?

6. What is the difference between a work permit and an L-permit?

7. Under which circumstances can work which would normally require a workpermit be done without a work permit?

8. What are the three parts into which the gas test form is divided?

Answers to the questions in the lesson1. Written work permits can be divided into:

- category low risk permits;- category high risk permits;- long-term permits (L-permits);- open fire permits.

2. In general, work permits are needed in situations which require extraattention.

3. Registration of verbal permission is necessary because one needs to knowwhat work is going on and how many people are at work in the plant.

4. Occasional hoisting by means of mobile cranes belongs to the low riskcategory.

5. Working inside closed spaces such as tanks belongs to the high riskcategory.

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6. The person issuing the permit decides:- the category to which the work belongs;- the operational measures that must be taken to ensure safe execution of

the job;- the conditions which must be fulfilled by the holder in carrying out the

work;- any additional information that should be given to the holder, in view of

potential risks.

7. For activities of the high risk category that extend to more than one districtthe head of the relevant safety district has to co-sign the work permit.

8. A permit to use open fire can be issued by the head of the safety district.

Answers to the exercises1. Reasons from within the company include, for example, complicated

processes and hazardous substances.

2. Under normal working situations the parts of the plant on which work is tobe carried out no longer contain any hazardous substances.

3. No, work involving elements from the low risk and high risk categoriesshould be avoided whenever possible.

4. For high risk category activities the head of the safety district should alsofill in the work permit.

5. In the case of an accident the Safety department must be informedimmediately.

6. A work permit normally has a maximum duration of seven consecutivedays. The L-permit has a maximum duration of one year.

7. In the interest of safety and to prevent environmental damage, work can becarried out without a work permit. In that case, it should be done underpermanent supervision of operational personnel from the relevant safetydistrict.

8. The gas test form can be divided into:A-test: check on explosive gases;B-test: check on toxic vapours or gases;C-test: check of oxygen content.