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23. WORK AUTHORIZATION / GENERAL WORK PERMIT

1. PURPOSE
To provide a process to control work by contractors and non-operational personnel in carrying out
routine low risk work.

2. SCOPE
This procedure applies to all Marafiq controlled areas, all Marafiq employees and contractors engaged
on work for Marafiq.

3. DEFINITIONS & ACRONYMS

3.1 Acronyms:

API – Authorized Permit Issuer

APR – Authorized Permit Receiver
GWP – General Work Permit
WAI – Work Authorization Issuer

3.2 Definition

Work Authorization: A document as marked in the PTWC authorizing a contractor to carry out
non-operational work. It remains valid till the date specified by the issuer which could be
maximum for 3 months. It doesn’t require daily validation.

General Work Permit: Written authority as marked in the PTWC given by Marafiq Operations
for Marafiq Maintenance to carry out low risk work activities with appropriate control measures.
It remains valid till the date specified by the issuer which could be maximum for 3 months. It
doesn’t require daily validation.

Work Authorization Issuer –WAI: A Supervisor or Senior Operator who is authorized to issue
work authorization on behalf of the API. The WAI will have sufficient competence, language
skills and knowledge of the work area to authorize low-risk work to proceed. These individuals
will go through WAI authorization process which includes PTW Training, written test ,oral test &
authorization. WAI will issue PTWC of general work permit or work authorization nature as per
the instruction of API.

4. RESPONSIBILITIES

Central Safety Committee

The Central Safety Committee will review the use and effectiveness of this procedure and the impact it
has on the control of activities. Any deterioration in control may require revision to the scope of
activities that may be conducted using Work Authorization or General Work Permits.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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Department Managers, Superintendents and Supervisors

Department Managers are responsible for ensuring that clear instruction is provided on the correct use
of Work Authorization and General Work Permits. They will ensure that Work Authorization and
General Work Permits are used correctly within their department and arrange for audits to confirm this.

Employees
Operational employees will challenge maintenance personnel and contractors to confirm that they have
a valid PTWC to work in the areas they are responsible for.

Authorized Permit Issuers

APIs will select whether to issue the regular PTWC or Work Authorization or a General Work Permit
based on work crew whether contractor or Marafiq employee and on the level of risk involved in the
proposed work They will also decide whether to issue each Work Authorization or General Work Permit
themselves or to nominate a WAI to issue the Work Authorization on their behalf They will check the
validity of the reason for performing the work and ensure that a safe method of work is in place before
issuing Work Authorizations or General Work Permits.

Work Authorization Issuers

WAIs will check the validity of the reason for performing the work and ensure that a safe method of
work is in place before issuing Work Authorizations or General Work Permits. They will complete Work
Authorizations and General Work permits correctly and ensure that they are filled correctly. They will
bring to the attention of their API any work which they believe is too complex to be covered by a Work
Authorization or General Work Permit issued by them. The PTWC formats as shown in the PTW
Procedure which incorporates Work Authorizations & General Work Permits will be used.

Authorized Permit Receivers

APRs will provide APIs and WAIs with details of proposed work including risk assessments. APRs are
common for all categories of PTWC including Work Authorization and General Work Permits. They will
work with the APIs and WAIs to ensure that their work is conducted safely and that operational plant and
equipment is protected during the work.

Contractors
Contractors’ Supervisors will ensure that a PTWC is in place prior to commencing work and that any
conditions set out in the Work Authorization are adhered to.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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5. PROCEDURE CHARTS
5.1 Work Authorization Chart (for contractors only)

Step 1 Non-operational work

identified

Does the work warrant

Step 2
Work Authorization?

Step 3 Present evidence of

work request to
API/WAI

Step 4 Check work request

validity

Step 5 Enter date/time limits

and any conditions onto
the PTWC

Issue Work
Review by API/WAI – Step 6
Authorization – Work
set new date/time
may commence
conditions

Step 7 Any changes that pose

high risk?
No
Yes Have time/date Step 8
conditions expired
No
Work finished Step 9

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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5.2 General Work Permit Chart (for activities by Marafiq personnel only)

Step 1 Non-operational work

identified

Does the Work Warrant

Step 2
GWP?

Yes
Step 3 Present evidence of
work request to
API/WAI

Check the work request

Step 4

Step 5 Enter date/time limits

and any conditions onto
the PTWC

Issue PTWC marked as

Review by API/WAI – GWP – Work may
Step 6
set new date/time commence
conditions

Step 7 Any changes that pose

high risk?
No
Yes Have time/date Step 8
conditions expired
No
Step 9
Work finished

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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6. RELEVANT DOCUMENTS

Procedure – Permit to Work

Form – PTWC Embedded with Work Authorization &
General Work Permit

7. GUIDANCE

7.1 Work Authorization Chart

Step 1 – Non-Operational Work Identified

Non-operational work for this chart is any work carried out by contractors within an area controlled by
Marafiq. Examples include conducting topographical surveys, repairing structures, painting, fixing signs
to walls, deep cleaning and similar tasks.

Note that visitors who merely observe or whose activities are restricted to office-type work do not need
a Work Authorization. Their presence on site is managed through security procedures.

Step 2 – Does the work Require WA?

For the Work Authorization, the tasks will be repeated and will remain reasonably consistent over a
period of time. For all the jobs which come under WA, the PTWC could be marked with validity for a
specific period, maximum 3 months. Method statement is not required for jobs covered by WA.

Examples of low risk activities which are covered by Work Authorization are:

 HVAC routine maintenance

 Vibration measurement
 Routine calibration of Analyzers
 Changing of fused tube lights in the buildings
 Topographical survey
 Painting road markings
 Fixing signs to walls
 Geophysical survey
 Decorating rooms
 Thorough examination
 Photographic survey
 Installing furniture
 Training exercises
 Thermo graphic survey
 Any other low risk routine activities mutual agreement of APR , API and APC.

The following activities are not covered by WA :

 Work requiring isolation
 work in confined spaces
 Diving operations
PROPRIETARY NOTICE IMPORTANT
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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 Hot work
 Entry with B.A.
 Critical lifts with more than 5 t, use of two cranes, fly jib
 Radiography
 Work on combustible lines
 Work on toxic lines
 Work near high voltage system / equipment
 Work on pressure systems
 Work on unprotected roof
 Live electrical work
 Work on sensitive equipment
 Excavation jobs
 On line leak arresting jobs
 Any other activities which API considers as high risk activity

Note that a Work Authorization is required for all non-operation work to cover the whole scope and
specified duration of the proposed work. In addition to the Work Authorization, one or more permits
may be required to carry out particular activities that pose high risk.

Turnkey Projects
A single Work Authorization is required to give permission to turnkey project contractors to carry out
work on Marafiq sites but where the project site is fully enclosed and requires zero or very few
interfaces with Marafiq Operations. The Work Authorization will be issued following a review of the
project plan. After this, the turnkey project contractor will use his own permit and authorization
systems. The Marafiq coordinating department will monitor and audit the use of such systems.

Step 3 – Present Evidence or Work Request The APR responsible for executing the proposed work will
present to the API for the area evidence that the proposed work has been requested by Marafiq. This
evidence may be part of a framework agreement, an order, an instruction or order from the
Procurement and Contracts Department, a letter or e-mail from a Marafiq manager or similar. . Note
that the information presented must include a clear indication of the proposed location of the work.
Preferably, this information will be presented in advance of the proposed commencement date to allow
time for review and clarification.

Step 4 – Check Validity and Sufficiency

The API will decide whether to manage the Work Authorization process himself or to nominate a WAI to
manage the Work Authorization on his behalf. The API or WAI will check the validity of the evidence of
the work request. This may involve confirming with the Marafiq manager mentioned on the evidence
that the request is valid or checking with procurement databases for orders. Then the API/WAI will
review the method statement to determine if the proposed work can be covered by a Work
Authorization, if the low-level risks are managed sufficiently and to review the impact that this work may
have on other work or operations and vice-versa. The API/WAI does not need to visit the proposed
work location but may wish to do so if he is unsure of the impact of the work on the surrounding area.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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Step 5 – Work Authorization Conditions

The API/WAI will set validity date maximum 3 months for the Work Authorization in line with the
proposed work duration and in line with any restrictions due to other operations or activities Then the
API/WAI will add any conditions that must be adhered to in order to ensure the safety of all those who
could be affected.

Note that all Work Authorizations will be logged to enable tracking of open and closed authorizations.
The issuing department will be responsible for the logging process.

Step 6 – Work May Commence

The API/WAI signs the Work Authorization on, obtains the signature of the APR responsible for
executing the work to acknowledge the conditions and date/time constraints and presents one copy of
the Work Authorization to the APR and retains the other copy. The retained copy will be kept in a
Work Authorization folder for as long as it remains valid and will be filed for a period of one year after
completion of the work. .

The APR must also ensure that a copy of the Work Authorization is available to view at the work
location.

Step 7 – Changes?
If any changes occur which significantly affect the nature or location of the work the APR responsible
for executing the work must alert the API/WAI and stop work and refer to the Permit to Work procedure.
If not, continue work. The API/WAI will be expected to monitor all work carried out under a Work
Authorization from time to time to confirm that the work has not changed and that work is being carried
out safely . He may also become aware of a change in circumstances that warrants a review of the
Work Authorization.

Step 8 – Time or Date Expiry?

If the work will continue beyond the time or date constraints set out on the Work Authorization, the
supervisor responsible for executing the work will inform the API/WAI. The API/WAI will also check on
work due to finish identifying such instances. The API/WAI will review the circumstances and set new
conditions, date and time constraints as appropriate even to the extent of suspending the work until it is
safe to proceed. Work may only commence when the new Work Authorization is issued with the
current conditions.

Step 9 – Work Finished

On completion of the work the APR responsible for executing the work ensures that the area is left safe
before leaving and signs to say that the work is complete. The signed form is returned to the API/WAI.

7.2 General Work Permit Chart

Step 1 – Non-Operational Work Identified

Non-operational work is any work carried out by Marafiq employees which falls outside of the normal
operation job tasks undertaken in a particular area.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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Step 2 – Does the Work Warrant GWP ?

The Permit to Work Procedure contains clear instructions on the activities and locations that require a
GPW .For the GWP, the tasks will be repeated and will remain reasonably consistent over a period of
time. For all the jobs which come under GWP, the PTWC could be marked with validity for a specific
period, maximum 3 months. Method statement is not required for jobs covered by WA Examples of low
risk activities are:

 HVAC routine maintenance

 Vibration measurement
 Routine calibration of Analyzers
 Changing of fused tube lights in the buildings
 GWP is not applicable to the potentially high risk jobs as mentioned in PTWC procedure.
 GWP not applicable to the jobs that require isolation certificates.
 Topographical survey
 Painting road markings
 Fixing signs to walls
 Geophysical survey
 Decorating rooms
 Thorough examination
 Photographic survey
 Installing furniture
 Training exercises
 Thermo graphic survey
 Any other low risk routine activities mutually agreed by APC, APR & API. For guidance OHS
section shall be consulted.

Activities that are not covered by GWP include:

Work in confined spaces Radiography Live electrical work

Diving operations Work on combustible lines Work on sensitive equip’t
Hot work Work on toxic lines Work requiring isolation
Entry with B.A. Work on pressure systems API judgment of high risk

All potentially high Risk in PTW Procedure section 3.2.14

Step 3 – Provide evidence of work request

The APR responsible for executing the proposed work will explain the API about the job details.

Step 4 – Check Sufficiency

The API will decide whether to manage the General Work Permit process himself or to nominate a WAI
to manage the General Work Permit on his behalf. The API/WAI does not need to visit the proposed
work location but may wish to do so if he is unsure of the impact of the work on the surrounding area.

Step 5 – GWP Conditions

PROPRIETARY NOTICE IMPORTANT
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.
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The API/WAI will set validity date, maximum 3 months for the GWP in line with the proposed work
duration and in line with any restrictions due to other operations or activities. Equally, time restrictions
may be defined where required. Then the API/WAI will add any conditions that must be adhered to in
order to ensure the safety of all those who could be affected.

Note that all GWP will be logged to enable tracking of open and closed authorizations .The issuing
department will be responsible for the logging process.

Step 6 – Work May Commence

The API/WAI signs the General Work Permit on, obtains the signature of the APR responsible for
executing the work to acknowledge the conditions and date/time constraints and presents one copy of
the General Work Permit to the APR and retains the other copy. The retained copy will be kept in a
General Work Permit folder for as long as it remains valid and will be filed for a period of one year
after completion of the work. .

The APR responsible for execution of the work ensure that a copy of the General Work Permit is
available to view at the work location.

Step 7 – Changes?
If any changes occur which significantly affect the nature or location of the work the APR responsible
for executing the work must alert the API/WAI stop work and refer to the Permit to Work procedure. If
not, continue work. The API/WAI will be expected to monitor all work carried out under a General Work
Permit from time to time to confirm that the work has not changed and that work is being carried out
safely
Step 8 – Time or Date Expiry?
If the work will continue beyond the time or date constraints set out on the General Work Permit, the
supervisor responsible for executing the work will inform the API/WAI. The API/WAI will also check on
work due to finish identifying such instances. The API/WAI will review the circumstances and set new
conditions, date and time constraints as appropriate even to the extent of suspending the work until it is
safe to proceed. Work may only commence when new amended General Work Permit is issued Note
that a copy of the valid General Work Permit must be held by both parties.

Step 9 – Work Finished

On completion of the work the APR responsible for executing the work ensures that the area is left safe
before leaving and signs to say that the work is complete. The signed form is returned to the API/WAI.

PROPRIETARY NOTICE IMPORTANT

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO MARAFIQ. ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY MARAFIQ. Only document with stamps are considered official.