HCME Change To Pisys Electronic PTW

‘Our engineering workshop is large and extremely busy’ explained Michael Arnott, QHSE Director. ‘Our engineering teams are tackling tasks involving hazardous activities such as hot work, electrical isolations, and pressure systems – often simultaneously. It’s a dynamic environment and tasks and associated risks must be carefully managed’.

‘Our paper-based permit to work system allowed us to ensure that tasks were properly planned and approved before commencing, but the manual nature of the system meant that there were delays in approval and handback which caused operational issues – staff had to physically complete permit forms, attach the appropriate risk assessments and get manual sign off on issue or handback, because of the size of our site this could mean a significant delay in jobs commencing’

‘We also needed a better way to see who was working in each area at any given time and what tasks they were undertaking’ explained Michael, ‘The existing, heavily used permit board was cumbersome. Updates were manual, and accessing information required physical presence at the board, which took staff time and created the potential for errors. It was also difficult to effectively spot potential SIMOP issues since information on permit work location had to be manually updated, again creating the potential for jobs to overlap due to time delays in updating the board. We needed a more modern, electronic solution.’

‘Another factor is that HCME frequently uses contractors to perform engineering tasks. The ideal system would allow area supervisors to issue and close permits for contractor work. Verifying contractor certifications and insurance documents was another crucial need since we needed to be sure that all the paperwork was in order before work commenced’.

After evaluating various options, HCME selected the Pisys permit to work system. This cloud-based solution offered several advantages:

• Reduced IT Burden: Being cloud-hosted eliminated the need for local network installation and minimized local IT support requirements. Not having to manage local infrastructure was a huge bonus as it relieved pressure on the internal IT team.

  The decision to hold sensitive data offsite was a big one but Pisys were able to demonstrate how their ISO27001 information security management processes ensured robust data protection.

• Rapid Implementation: Setup and configuration were straightforward. Engaging key users early in the process allowed a smooth transition from a paper-based system, and they were able to go live with a production system within a short timeframe.

The Pisys Permit to Work system delivered significant benefits for HCME:

• Improved Visibility and Accessibility: Staff no longer needed to be physically present at the permit board. They could access real-time updates and notifications about ongoing work from any location. This facilitated better coordination and risk management as well as creating tangible time savings which helped efficiency and reduced the chance of errors.
• Streamlined Processes: Paperwork elimination reduced the risk of misplaced permits and delays in authorisation. The traditional board was replaced with a dynamic permit list, providing crucial information and updates.
• Enhanced Safety: The system enforced comprehensive risk assessments and safety protocols. The need for necessary precautions before commencing any work was ensured, contributing to a safer work environment.
• Data Consolidation and Scalability: Pisys PTW provided a centralised record of activities across the large engineering workshop, allowing visibility on all aspects of work undertaken.
• Increased Efficiency: Streamlined processes and improved access to information led to greater operational efficiency. Time previously spent managing paperwork was redirected to core tasks.
• User-Friendly Interface: The browser-based system was accessible and easy to learn. Attaching documents like risk assessments and photos directly to permits further enhanced usability and provided valuable information for both workers and management.