Safe System of Work Brochure

Safe System of Work
Make It Safe
Pro-Active Work Safety
Transform your safety processes into an
Integrated Safe System of Work with Q4
Safety for Operational Excellence
Q4 Safety is an electronic Safety System that provides process
control for Job Hazard Analysis, Permits, Certificates, Isolations and
safety procedures. It complies with OSHA/HSE/OIAC/ISSOW/OLF
and other international standards, drawing upon industrial best
practice to improve overall safety.
Q4 Safety check and flow methodology provides a number of
benefits to operational, maintenance and contract personnel. Greater
efficiency is obtained through strengthening and streamlining
processes, resulting in tighter control for adherence to correct
procedures.
Q4 Safety offers a configurable Work Management interface to
provide a fully synchronized safety and workflow environment.
Available on both web and rich platforms which can be configured for
disconnected and synchronized use.
Set, Meet and Verify Safety Standards
2 Make it Safe Make it Happen

Assisting Safety Control
Work Safety for You, Your Colleagues,

the Community and the Organization
Designed for use within: Oil & Gas – Power –

Chemical – Nuclear – Facility - Transport
Make it Safe Make it Happen 3
Pro-Active Work Safety
Structured Safety Documents
Q4 Safety provides a
configurable document Work Order
framework to accommodate a
Hazard
Controls
variety of safety document

types into a coordinated
Job Permit Isolation
Hazard Controls Controls
package. Analysis
Documents can be created,

Attached Supporting
linked and prepared until the

Documents
issue stage. They are then

Permit to
Work
interlocked and state-flow
checked to ensure all meet the
Isolation
appropriate conditions required

Certificate
prior to issue and through to

Isolation Risk
Assessment
closure. The life cycle of such

packages are handled as a
Control
Certificate(s)
group. Toolbox
Talk
All types of Safety Documents can be

Risk Assessment (RA, JHA, JSA, TRA) Crane Lift Plan Certificate
managed
General Work Permit Dive Certificate
l l
Hot Work Permit Access Certificate

l l
Cold Work Permit l Basket Transfer Certificate

l l
Isolation Certificate l Excavation Certificate

l
l Sanction for Test Certificate l Waste Transfer/Move Certificate

l
l Confined Space Certificate l Restricted Vehicle Certificate
l Box-up Certificate l Road Closure Certificate
l Safety Device Bypass Certificate l Material Hazard Assessment
l Radiography Certificate l Work at Height Assessment
l Scaffolding Certificate l Gas Testing Record

Assisting Safety Control
Packaged and Integrated Safety Documents
The system packages and interlocks work safety documents into a
cohesive group that is ..
l Easy to Use
l Security Controlled
l Workflow Managed
l Approved
l Issued & Re-Issued
l Surrendered
l Closed
l Role Managed
l Skill Managed
l Concurrence Enabled
l Awareness Enabled
l Dynamically Monitored
l Audit Supported
With Visual
Dynamic
Work
Monitoring
Job Safety Analysis
Providing a structured method applied to
work practices to mitigate the risk of
accidents during
work activities Featuring
Q4 Risk Assessment (RA) New JSA Creation
supports the identification of hazards JSA Template Utilization
l
l State-Flow Control
l
relating to each step of a work task

l Specify JSA level
and assists in the nomination of
l Hazard & Control Selector
suitable controls and precautions to
l Analyze Risks
reduce the safety risks to acceptable
l Define & auto-create
levels. Note the terms Job Safety
supporting Safety
Analysis (JSA), Job Hazard Analysis Documents
(JHA) and Task Risk Assessment l Custom Hazard Selector
(TRA) imply the same process. l Custom RA Matrix
l Custom Hardcopy

Mitigate Work Hazards
The Stages of Job Safety Analysis
Following task definition the job can be broken down into a series of
work steps each being recorded on the JSA. Each work step is then
analyzed separately to determine the potential hazards related to it.
A client specific Hazard Tree is provided to stimulate thought and to
assist in defining the hazards and controls of each work step. Draft
JSA’s can be printed and used to visit the worksite to evaluate the
hazards present, followed with a JSA update, refinement and addition
of hazards and controls.
Supplementary Assessments such as materials hazards or lifting
plans can also be supported with the document attachment facilities
of the system.
JSA Steps 1
2
Work Request, Define and Categorize Work
Raise JSA and define the Equipment and Work Scope
3 Form a JSA Team (if required)
4 Define Work Steps
5 Conduct Work Site Assessment
6 Conduct Risk Assessment
6.1 Identify all the Hazards and determine risk ratings
6.2 Assign controls to risks that are not acceptable
6.3 Determine risk ratings after controls are applied
6.4 Re-assign controls until all risks are acceptable
6.5 Finalize documents
7 Submit for approval
8 Approve or Re-Assess
9 Review JSA with Work Teams at Toolbox Talk
10 Team Agreement or Stop
11 Implement Controls
12 Start Work - Monitor Controls
and Dynamic Hazards or Stop
13 Review and Capture Lessons Learned

Job Safety Analysis
Lessons Learned
The ability to record lessons
learned from a task allows users
to capture information on
hazards encountered during
completion of work tasks and
build a detailed safety
knowledge base for future
reference.
Clear Working Party Communication
Job Safety Analysis provides the
work team with identified
hazards, controls, barriers and
safety documents that require
communicating prior to work
commencement. The JSA can
act as or support a Toolbox Talk
where individual input,
agreement, roles and
responsibilities can be agreed
with the working party prior to
starting work.
Dynamic Monitoring
The team should remain
aware of the potential for
new hazards as work
progresses and not
become complacent.
If necessary, they should
STOP THE JOB and re-
assess the task. Note Q4
RA/JSA provides the ability
to reassess and re-approve
the JSA.
Effective Assessment
Interactive and intuitive tools

Permits & Certificates
Permit Control
Featuring
Q4 Safety permit module is New Permit Creation
dedicated to the management of Permit Template Utilization
l
Permit to Work documents and l State-Flow Controlled

l
Certificates. l Role and Rule Controlled
l Awareness &
The system supports the full life
cycle of Permits and Certificates Acknowledgment
l Concurrence &
and comes with a configurable Authorization
workflow system to validate steps l Email Notification
to promote safe working practices. l Issue & Surrender Control
l Re-Issue Control
The system is designed to
l Valid To & Expiry
configure all types of safety
l Full Audit Trail & History
documents, both on-screen and
l Gas Testing
hardcopy, to match required l Lessons Learned
formats. l Related Safety Documents
Other features include l Attachments
management of awareness,
concurrence, lessons learned,
roles and skills.
Templates
Permits from previous jobs or
template permits can be used to
create new Permits. This facility
provides significant time saving
benefits and is particularly useful
for repeated Outage or Shutdown
work.

Intuitive Use
Precise Permits

Permits & Certificates
Document Flow
Q4 Safety controls the sequence
Work
of status changes a Permit is

moved through during its life cycle
with its flow engine. The software
Request
ensures that all necessary

procedures and authorizations are
completed before moving to the
Email
Authorised
Concur
next stage in the sequence. If a

non-compliant action is attempted
Job Safety Anal.
the software prevents the user

Prepared Isolations
from proceeding and notifies them

(LOTO)
of the missing step or information.

Certificates
Q4 Safety manages the entire

Skill
Assigned
Permit process, including granting

Match
permission, preparing and

Re-validated Hard
approving a Permit, issuing it for

Copy Gas
work to commence and closing it

Testing
Expired Issued
following job completion. Any work

Dashboard
scope alterations and shift

Visual Display
changes are also supported by the

Closed
software.
Workflow Menus State Examples
Raised Surrendered
The Manage Permits Menu makes Permission Closed
l l
it easy to locate permits in a Approved Cancelled

l l
particular condition for processing. l Available l Cleared

l l
l Issued l History

With Cross Check Logic

Isolation Management
Isolations and Control
Q4 Safety contains features to
manage the entire isolation process with
controls and checks to support logical
process flow, ensuring the synchro-
nization of plant isolation with Permits.
The software guides users through the
process of creating an Isolation
Certificate, (Classified Isolation
Certificates or Isolations on a Permit)
by selecting the isolations required
while checking if they are already Featuring
being shared by other work.
Life cycle management
Q4 Safety Isolation Manager
l
controls the sequence of status

l Work inhibits
l Audit & history
changes that an Isolation Certificate is
moved through during its life cycle. l Isolation points & types
The workflow engine ensures that all l Isolation states
necessary procedures and author- l Isolation sequencing

izations are completed before moving
l Shared Isolations
to the next stage in the sequence.
l Cross locked IPs
If required the IC can be configured to
l Tag & lock box detail
work with a Sanction for Test or
Equipment Testing Certificate to l Cascaded locks
control the release of isolations for l Procedure attachments
testing in a safe manner. l Visibility of work
The isolation and de-isolation process l Visibility of shared locks
can be managed with Lock or Tag

control and Q4 Safety also features
a mechanism for cross locking to
assist in situations where complex
cross lock procedures are required. Precise Isolation
Certificates

Making Plant Safe to Work On
l Build Isolation
l Analyze
l Document
l Apply Isolations
l Lock & Tag
l Issue & Proceed
l Test Management
l De-Isolate

Isolation Management
Using Isolation Manager Tools
To support the creation of Isolation Certificates a hierarchical plant
isolation register can be used to select and add individual or groups of
isolations. Users can then specify the sequence and method of
isolation required for work to commence safely.
The isolation and de-isolation process can be managed with Lock or
Tag control. Q4 Safety gives engineers the ability to print out
Isolation Lists and Tags that can be taken to the worksite and used to
carry out the required isolations which are then recorded on the
Isolation Certificate as having been applied. When printed, the
Certificate will display the choice of isolation points and the
configuration condition required to make the plant safe along with key
safes and keys (if used).
1. Build an Isolation
2. Print Isolation List & Tags
3. Do Isolation
4. Confirm Done in System
5. Print Isolation Certificate

Making Plant Safe to Work On

Implementation
Our Approach
Q4 Safety systems are not just items of software, they are business
systems and we treat each implementation of our products as a
complete business project.
Based on our experiences of implementing our Q4 solutions through
a wide variety of industries we have developed an implementation
methodology which has now become a fundamental part of our
solution.
Central to this methodology is the partnership we build with our client
during the project allowing the team to combine our in depth
knowledge of the product and past usage with the client's
understanding of their own work practices and requirements.
Go-Live
Training
Preparation
Software
Testing Configuration

People Delivering Solutions
Preparation The initial stage will confirm the
objectives and scope of the project, identify tasks
to be carried out and determine software
configuration.
Software Configuration This stage involves
making the baseline software work the way a
customer wants. A core element to this process
is to build a set of WYSIWYGs (What You See Is
What You Get). These are data input screens
that closely resemble the resultant hard copy With an assigned
printouts and rule logic. team to each project
Testing Testing is normally split into two phases, Factory Acceptance

Tests (FATS) and Site Acceptance Tests (SATS).
Training While Super-Users and the Customer Project Manager will
have undergone sufficient training to enable them to participate in tasks
such as process mapping, FATS and SATS, additional staff training is still
required. Formal, role-specific training and assessment materials have to
be prepared, IT staff need formal training on system administration and
we normally attend initial roll-out training sessions led by the Super-Users
to provide confidence.
Go-live With preparation, configuration, testing and training completed
we reach the moment everyone has been working for – go-live. Staff
should be aware of the impending switch from an existing system to an
electronic system from a combination of a co-ordinated awareness
campaign and roll-out training. Final data is set up, software is installed
and tested on user workstations and key users are selected to begin the
process of using the system to process live data. Engica provides on-site
support to staff during this early, confidence building stage and finally the
project is signed off and formally handed over to the Engica Support
Department who provide ongoing support as required.
Your System, Your Rules
System Configuration
A core design goal of all Q4 systems is to provide you with a system
that adapts to your process and required safety documents, rather
than forcing procedural change to match the software.
The Q4 architecture allows the system to be configured to precise
requirements using instruction sets that are utilized by the Q4 Engine,
some of the common configuration features are described below:
User Screen Permits and Certificates
The Q4 system includes the ability to operate client-specific forms for
all document types in the form of software screens that closely
represent the paper JSA, Permits and Certificates. The system
supports any number of types, each of which has its own layout,
logic and data to provide users with immediate familiarity and rule
base.
Hard Copy Certificates and Permits
The format of printed Permits and documents is also client specific.
Engica has implemented different sizes, colors, styles, watermarks,
single/double side and continuation sheet handling on many printer
types.
Isolation and Lock Out/Tag Out Methods
The software can be configured to match the full range of methods
used by different companies for Isolation procedures with features
and process flow to support the use of Isolation Certificates or the
alternative method of showing Isolations on Permits. A range of lock
out/tag out methods are also matched to suit client preference such
as key safes/lock boxes, lock bars and tagging systems.

No Compromise
Safety Document State Flows
Q4 documents such as Risk Assessments, Permits and Certificates
are controlled through a configurable status engine. This controls the
possible status of documents, the authorized changes to status and
the levels of authority and data integrity required to make the status
change. This mechanism validates both the user and the data before
allowing a change. State-flow also encompasses email, concurrence,
notifications, lessons learned, gas testing and many other trigger
features to support the safety process.
Configurable Hazards and Control Library
The Q4 Risk Assessment process is supported by a “baseline”
hazard tree. This can be changed by the client to contain their own
applicable hazards and potential controls. The tree can be added to
and developed by the client to evolve as new hazards and controls
are recognized through work tasks.
Security
Q4 systems offer advanced configurable security features extending
to single sign on, security switching, role and skill matching.
Work Management Integration
Q4 Safety can be seamlessly integrated to work management
systems via the Q4 API. A number of leading systems are integrated
to date.
Language
Q4 systems are designed to work and switch instantly to multiple
languages and can have new languages added as required.
Integration
Q4 systems are ideal for integration to other systems. The multi-tier
object orientated architecture with its fully exposed API is designed to
communicate with such systems as MSDS, DMS, LOLER, CMMS,
ERP and many more.

Return on Investment
Although cost benefits are secondary to that of safety it is beneficial to
understand that adopting an electronic safe system of work can
substantially contribute to the goal of operational excellence while
reducing operational costs relatively well.
ROI
In summary, benefits are based on more effective and efficient
administration systems to enforce safety procedures prior to, during
and after work activities as well as achieving fewer incidents due to
greater safety vigilance.
Ô Improved Safety
Ô Cost Reduction
Ô Improved Uptime
Location Specific Considerations

Each location is likely to have varying factors that need consideration
when building an ROI case. A few of them are listed below:
l Is there a need to improve safety procedures and methods?
l How effective and efficient is the current system?
l Is it possible to improve safety?
l Can discipline be applied to improve safety?
l Have incidents caused plant downtime?
l Can work efficiency be improved by timely permit preparation?
l Can shutdowns be shortened by efficient permit planning?
l Are environmental issues a problem?
l Is the site multi-national?

Improved Performance
Safer Safety Documents
l Enforcement of Safety Process
Rules Better
l Awareness, Concurrence & 4 Information
Knowledge 4 Assessment
l Accuracy & Legibility
l Activity Knowledge
4 Knowledge
l Packaged & Related Safety 4 Rule Adoption
Documents 4 Process
Personnel Advantages 4 Application
l Easier To Access & Process
l Use of Lessons Learned

4 Responsibility
l Knowledge & Awareness 4 Communication
Extra Control 4 Awareness
l Cross Checks
4 Behavior
l Role & Skill Checks
l Alerts
4 Dynamics
l Planning & Awareness 4 Audit
l Quality
l Analysis
Better Communication
l Central Information
Engica’s track record of over
l Faster Communication
25 years delivering solutions to
international energy and
l Confirmed Communication
industrial markets guarantees
Operational Effectiveness
proven technology and high
l Increased Efficiency
quality implementations.
l Increased Uptime
This is why we are supplier
l Lower Operational Cost

of choice for demanding
multi-national companies.
Make it Safe, Make it Happen, Make it Engica
Engica Technology Systems Int.
One Trinity, Broad Chare,

Quayside, Newcastle upon Tyne,
NE1 2HF, UK
Tel: +44 191 201 7777
Fax: +44 191 201 7778
Houston Technology Centre,

410 Pierce Street, Houston,
TX 77002, USA
Tel: +1 713 357 9538
Fax: +1 832 553 1086
Product No. 080331.1
www.engica.com

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Safe System of Work

2 Make it Safe Make it Happen

Work Safety for You, Your Colleagues,

Designed for use within: Oil & Gas – Power –

variety of safety document

Documents can be created,

linked and prepared until the

issue stage. They are then

appropriate conditions required

prior to issue and through to

closure. The life cycle of such

All types of Safety Documents can be

Hot Work Permit Access Certificate

Cold Work Permit l Basket Transfer Certificate

Isolation Certificate l Excavation Certificate

l Sanction for Test Certificate l Waste Transfer/Move Certificate

l Confined Space Certificate l Restricted Vehicle Certificate

l Box-up Certificate l Road Closure Certificate

l Safety Device Bypass Certificate l Material Hazard Assessment

l Radiography Certificate l Work at Height Assessment

l Scaffolding Certificate l Gas Testing Record

4 Make it Safe Make it Happen

l Issued & Re-Issued

relating to each step of a work task

(TRA) imply the same process. l Custom RA Matrix

6 Make it Safe Make it Happen

Make it Safe Make it Happen 7

Make it Safe Make it Happen 9

Permit to Work documents and l State-Flow Controlled

Certificates. l Role and Rule Controlled

Other features include l Attachments

10 Make it Safe Make it Happen

Make it Safe Make it Happen 11

of status changes a Permit is

ensures that all necessary

next stage in the sequence. If a

the software prevents the user

from proceeding and notifies them

of the missing step or information.

Q4 Safety manages the entire

Permit process, including granting

permission, preparing and

approving a Permit, issuing it for

work to commence and closing it

following job completion. Any work

scope alterations and shift

changes are also supported by the

it easy to locate permits in a Approved Cancelled

particular condition for processing. l Available l Cleared

12 Make it Safe Make it Happen

Make it Safe Make it Happen 13

controls the sequence of status

The workflow engine ensures that all l Isolation states

necessary procedures and author- l Isolation sequencing

control the release of isolations for l Procedure attachments

testing in a safe manner. l Visibility of work

The isolation and de-isolation process l Visibility of shared locks

can be managed with Lock or Tag

14 Make it Safe Make it Happen

Make it Safe Make it Happen 15

2. Print Isolation List & Tags

4. Confirm Done in System

5. Print Isolation Certificate