CASE STUDY
Large Healthcare company selects Pisys PTW for Facilities Management
Summary
A large US based healthcare company adopted our Permit to Work system to assist in the facilities management at a large new-build hospital in the UK
Background
One of the world’s largest healthcare facilities operators faced significant challenges with their traditional paper-based permit to work (PTW) system. As a critical component in managing safety and compliance, the PTW system is essential in ensuring that maintenance and operational tasks are performed safely, particularly in acute healthcare environments where risks are higher. However, the existing paper-based system presented several issues that hindered efficiency and effectiveness. These issues included difficulties in managing and auditing permits, inefficient resource usage, limited managerial oversight, and insufficient control over health and safety protocols for contractors.
In response to these challenges, the operator decided in 2020 to transition from their outdated paper-based PTW system to a more modern and efficient electronic PTW system. The goal was to enhance their auditing capabilities, optimize resource usage, provide better managerial oversight, and tighten health and safety controls. Additionally, with the advent of the COVID-19 pandemic, there was an urgent need to adapt to new safety requirements, making the transition even more critical as they undertook the facilities management of a new UK based hospital.
Challenge
The Site HSE manager kindly described the challenges he faced
Why did you need an electronic Permit to Work system?
We have a dynamic and constantly evolving business model and we needed a flexible electronic PTW System which coped with ever increasing compliance and client demands along with a need to stream line the process in a more time efficient manner to free up operatives.
What were the main requirements and features you were looking for
We were looking for a system that adhered to ISO27001 to comply with company and client protocols, was remotely accessible and had the ability to customise to site requirements.
We required the system to have numerous users with varying degrees of access and control over the issuing of permits. Working in the Health Care industry we also required a user friendly, intuitive system that is easily auditable by internal and external auditors.
Our older paper based system was not really flexible or scalable enough to cope with the demands of the project and we decided to go to the market to source a digital system.
Solution
My first point of contact was with the product team who made the whole demonstration and purchasing process simple and efficient. We were able to access a trial system configured to match our precise requirements – this allowed us to better understand how the system would work within our business. The team walked us through the process and have always been on hand since completion to assist with queries and upgrades.
Our implementation of the Pisys PTW system has involved engaging with sub-contractors to send in details and RAMS of works in advance so permits can be created by supervisors and issued by appropriate engineers on day of works. This enables us to send completed electronic copies of the PTW to the operative carrying out the works, the client and any other relevant parties ensuring all have knowledge of on going live works.
As part of the implementation Pisys digitised 2000 rooms and work areas which gives us excellent visualisation of jobs in progress. It is critical for us to be able to identify what jobs are happening on site but the system also automatically flags potential SIMOPS which for a site of this size can easily go unnoticed using a paper based system.
The types of permits we are currently utilising are general permit to work, hot works and working at height. Another advantage of Pisys is when a hot works permit is carried out we can send an electronic copy to the clients fire officer
During the COVID pandemic we were able to have a decreased presence on site without having a decrease in work output simply because Permits can be raised and created by appropriate people off site and checked and issued by people on site. Along with there being no physical contact with the platform being electronic our Covid risk has greatly reduced keeping ourselves and our clients safer.
Result
The benefit to our company is we are now more time efficient, greater level of compliance and auditability and a lowered carbon footprint. As a user and permit issuer the PTW software has allowed me to achieve a greater level of time management efficiency along with the ability to monitor permits whilst anywhere on site using a tablet. Our client has benefited with a more robust, traceable and concise form of permitting.
How would you summarise the solution and working with Pisys?
Efficiency and compliance increased with risk and carbon footprint drastically decreased. The Pisys team have been exceptionally quick to respond to all our questions and issues throughout.
ENHANCED
Control
EASY
To Access
RAPID
Adoption
Testimonial
'The switch to the Pisys electronic PTW system has been a game-changer for us. Not only has it improved our compliance and auditing capabilities, but it has also significantly enhanced our ability to manage and control health and safety risks on-site. The support from Pisys, especially during COVID-19, has been outstanding. We can now ensure that all safety protocols are followed correctly, which is crucial in our high-risk environment.'
Pisys Permit to work system is fully customisable and supports compliance with HSE/ISO/OHSAS Standards
It can be adapted to support your existing Control of Work or HSE Management System and is compatible with HSE Guidance on Electronic Permit to Work Systems, as per HSG250 and because existing control of work systems can be transferred onto PTW, set-up & training times are kept to a minimum. Our Permit to Work system integrates with the Action Tracker and Task Risk Manager modules of the Pisys 360 Suite.