PTWS – Orientation Training

Permit to Work System

Orientation Training
Typical work at our site

Introducing:
• Sue – who has come to repair the toilet at Z Mana
• Fred – who has come to install new electrical socket

• Jack – who has come to install a tank for a new site

• Lisa – who has come to drop off tobacco at Z Skyway

PTW System – PI & PH Orientation Training

PTWS Requirements

At Z, we reckon everybody should work safe and

go home safe.
The PTWS is:
• Risk focused
• Specific to Z work activities
• Specific to Z site environments
• A system to ensure hazards are:
- identified,
- risk assessed,
- controls established and
- work undertaken by competent people

PTW System – PI & PH Orientation Training

PTWS– Other HSSE

Z policies/systems/rules for HSSE:

These include:
- HSSE Management System Manual
- Life Saving Rules
- Working at height policy
- Contractor Prequalification
- Site specific rules (e.g. ChCh airport depot, Retail sites,
construction sites); Standard Operating Procedures
- Permit to work system
All workers are required to comply with all regulatory requirements and
Z policies/systems/rules.

PTW System – PI & PH Orientation Training

PTWS Requirements

Authority:
• All Z employees, site representatives, contractors and workers, are
authorised to stop the work if there is a HSSE concern.

• The PTWS requirements - with in effect 1 May 2014.

PTW System – PI & PH Orientation Training

Z’s Life Saving Rules

PTW System – PI & PH Orientation Training

PTWS Applicability

• Applies to all workers conducting work for and on behalf of Z

on premises operated by Z.
• The PTWS is mandatory and applies to non- routine work
being completed at workplaces under Z operational control,
Retail sites, Mini Tanker Zee sites, work conducted under a Z
construction contract, or when working on Z owned
equipment at sites owned or operated by others.
• A permit is required for all permitable activities.

PTW System – PI & PH Orientation Training

Non-routine Work

Non-routine Work - Work that is NOT performed regularly in a controlled

environment with an approved Standing Operating Procedure or
equivalent document.

For example non-routine work is a work activity that is, but not limited to,
any of the below:

• Performed infrequently

• Outside of normal duties

• Does not have an approved standing operating procedure

• Performed in a different way from the standing operating procedure

• Has never been performed before

PTW System – PI & PH Orientation Training

Roles

Z CEO – overall owner of PTWS

HSSE Manager – PTWS custodian, responsible for the implementation of

this PTWS.

PTWS Orientation Trainer – provides PTWS training.

PTWS Administrator –administering documents, records, PTWS website

Senior Permit Issuer –monitors operational performance of the PTWS

PTW System – PI & PH Orientation Training

Roles

Permit Issuer - prepares, authorises and issues Permits to Work

Permit Holder – ensures the permit requirements are put in practice;

taking all necessary steps to perform the work in a safe and
environmentally sound manner

Authorised Gas Tester – tests and confirms the environmental working

condition is safe to work in

Site Representative - the site person who confirms the site environment is
safe for the contractor to work; sign contractor on and off site via the
Work Clearance Form (WCF) e.g. Retail Site member, Z office member,
Construction Site Manager

PTW System – PI & PH Orientation Training

Responsibilities

Permit Issuer primary responsibility:

By signing the permit the Permit Issuer agrees that they have reviewed and
discussed the work scope and required documentation with the Permit
Holder, and identified any hazards they are aware of in the permit

Permit Holder primary responsibility:

By signing the permit the Permit Holder agrees to comply by putting in
place the permit and supporting documents requirements and
continuously supervising the work

PTW System – PI & PH Orientation Training

 Roles Matrix

PTWS assurance Stop work if

Role Issue permits Self permits Appoints PI
activities system necessary
HSSE Manager X X X  
Administrator X X X  
Trainer X X   
Senior Permit Issuer  X X  
Permit Issuer  X X X 
Permit Holder X X X X 
Authorised Gas X X X X 
Tester
Z Site Representative X X X X 
Workers X X X X 
Z Staff X X X X 

Key: X = is not responsible and cannot undertake the task/role

= is responsible and can undertake the task/role
PTW System – PI & PH Orientation Training
Activity Risk Levels

Work activities are categorised based on risk:

Permitable (High Risk) activities

Non-permitable:
• Medium Risk activities,
• Low Risk activities, and
• Deliveries

Each risk category has different control measure requirements

PTW System – PI & PH Orientation Training

Permitable Activities

Permitable Activities - High Risk:

• Hot work in hazardous area
• Confined space entry
• Excavations >/= 1.5 m
• Live Electrical Work
• Abnormal work or maintenance - overriding/disabling safety critical device
• Hazardous substance exposure of high residual risk or greater
• Energised high pressure system work to hydrant lines
• Live Product Line Work
• Work at height exceeding 1.8 metres (refer exclusions)

PTW System – PI & PH Orientation Training

Permitable Activities

Permitable Activities continued - High Risk:

• Shop roof construction and/or installation
• Canopy construction and /or installation
• Working on single skin canopy roof
• Working on a non-trafficable secondary surface
• Tank Removal and/or installation
• Demolition – excluding soft strip out
• Crane work – excluding standard stock deliveries
• Any other activity that has a high or extreme residual risk
• Any other activity as determined by Z senior management/permit issuer

PTW System – PI & PH Orientation Training

Non Permitable

Medium Risk Activities:

• Restricted Space

• Excavations between 0.5 metres and 1.5 metres

• High pressure system work to a compressed air system

• Work at height 0.5 metres or greater (excluding permitable)

• Non powered hoist use involving a suspended load

• Work off site in roadways

• Work on electrical equipment and circuits

• Erection structures

PTW System – PI & PH Orientation Training

Non Permitable

• Medium Risk Activities continued:

• Pump out of product from tanks
• Drilling of monitoring wells or soil borings
• Hazardous substance exposure of medium residual risk
• Hot work outside of the hazardous zone
• Any other risk that has a medium residual risk
• Any other activity as determined by Z senior management/permit issuer

PTW System – PI & PH Orientation Training

Non Permitable

Low Risk:
• Any other activity deemed low risk using Z’s risk matrix
• E.g. changing the washer on the tap

Deliveries:
• Delivery only services – drop off and pickup standard deliveries of
stock
• For example:
- Coca cola delivery to retail store or
- construction material to a stock pile on site

PTW System – PI & PH Orientation Training

Documentation

Documentation for the PTWS is available at www.z.co.nz/ptwinfo.

• Work Clearance Form must be completed daily by all Contractors for

all work prior to starting work

• Safe Work Method Statement must be completed for Permitable

activities – high risk prior to obtaining the permit

• Job Safety Analysis or equivalent must be completed for Medium risk

work prior to performing the work

• Permit (permit to work) must be completed by the Permit Issuer for

Permitable work.

• Certificates where applicable must be used with a Permit

PTW System – PI & PH Orientation Training

Permit Certificates

Certificates:
• A – Hot Work Certificate
• B – Confined Space Certificate
• C – Work at Height - roofs, canopies and temporary structures
• D – Excavation Certificate
• E – Isolation Certificate
• F – Tank Removal / Installation Certificate
• G – Demolition Certificate
• H – Overhead Crane Certificate

PTW System – PI & PH Orientation Training

 Work Clearance Form

Work Clearance Form:

• a process of daily hazard identification; ‘Take 5’

• designed to stop work if the PTW requirements are not met

• completed by the contractor/worker performing the work in conjunction

with the Z Site Representative for manned sites/offices.

PTW System – PI & PH Orientation Training

 Z Risk Assessment Matrix
LIKELIHOOD
90-100% probability that the event
will occur in the next 12 months
50-90% probability that the event
will occur in the next 12 months
25-50% probability that the event
will occur in the next 12 months
5-25% probability that the event will
occur in the next 12 months
0-5% probability that the event will
occur in the next 12 months
Reporting and Mitigation Actions
CRITICAL
Further treatment should be
considered immediately. Consider
ceasing operations created by the
risk or revise the strategy to increase
the opportunity for treatment.
Critical risks must be reported to the
Executive and the CEO immediately
upon its identification. Critical risks
require Z Executive Team level
management review and
acceptance if the risk is to continue.
Monitoring of control effectiveness is
critical. Risks without control shall be
treated immediately.
MEDIUM
Risk is generally acceptable
provided that the risk is managed.
Report Medium residual risks up
through the management chain to
the appropriate Operational
Manager. Risk mitigation actions are
to be developed or introduce
sufficient controls to lower risk level as
soon as possible.
CONSEQUENCES
Insignificant Minor Moderate Major Extreme
A B C D E
Almost
Certain 1
Likely 2
Possible 3
Unlikely 4
Rare 5
Injuries with severity up to first aid Medical treatment case , Lost work day cases resulting in Life-threatening consequences; Fatality or multiple or
cases. restricted work case, & lost work up to 21 days away from work. Permanent total disability (PTD) widespread long-term health
Health and
HIGH day cases resulting in up to 7 or injury with irreversible health impacts.
injury
Further treatment should be days away from work. problems resulting from injury or
considered. High risks must Little damage or threat to Minor health effect, fully Diagnosed occupational illness occupational illness.
be reported to the Executive health. reversible in the short term case, irreversible damage to
as soon as possible after it health; long-term disabilites.
has been identified.
Loss of containment (LOC) or loss Loss of containment (LOC) or loss Loss of containment (LOC) or loss Loss of containment (LOC) or loss
of primary containment (LOPC) of primary containment (LOPC) of primary containment (LOPC) of primary containment (LOPC)
Environmental impact
Requires Z Executive Team
management attention and up to 5 litres (except marine oil up to 70 litres (except marine oil above 70 litres and up to 700 above 700 litres (except marine
at least quarterly review. spill which is of higher risk) spill which is of higher risk) litres (except marine oil spill) oil spill)
Monitoring of control
effectiveness is important.
Tier 1 marine oil spill Tier 2 marine oil spill Tier 3 marine oil spill
Risk without control shall be
treated immediately and Single exceedance of statutory Frequent (1 or 2 per year) Multiple environmental impacts Medium/Long-term
controls put in place. environmental limits requiring exceedance of statutory (more than 2 within 12 months) environmental impacts requiring
remediation work of no more environmental limits, requiring resulting in remediation work for remediation work for a period
LOW than 7 days. remediation work of a between a period of greater than 1 greater than 3 months.
In general risks rated as Low 1 week and 1 month. month and less than 3 months.
residual risk should be able to Damage and remediation < Damage and remediation $100K Damage and remediation $1M - Damage and remediation $10M Damage and remediation >
Damage and loss
be accepted. Acceptable $100K except when process - $1M (except when process $10M (except when process - $50M (except when process $50M
risks do not require treatment; safety related) safety related) safety related) safety related)
however the controls,
procedures and practices will Tier 2 process safety incident Tier 1 process safety incident
need periodic monitoring to Incident results in temporary Temporary loss of local Loss of major infrastructure for Loss of major infrastructure for a Loss of major infrastructure for a
ensure that the level of the shutdown of infrastructure for less infrastructure (less than a week) period of 1 month. period of greater than 1 month period greater than 3 months
risk has not changed. than 4 hours. and less than 3 months.
SWMS/JSA Hierarchy of Controls

Hierarchy of controls for determining control measures in order:

1. Eliminate the hazard e.g. by changing the work
2. Substitute e.g. change material/equipment to one with a
less hazard, lower risk
3. Isolate the hazard e.g. by providing a form of barrier, or
separation by time or space
4. Engineering Controls e.g. physical guards, structures, stop
buttons
5. Administration Controls e.g. SWMS, procedures, training
6. PPE e.g. by providing personal protective equipment and
clothing

PTW System – PI & PH Orientation Training

Hierarchy of Fall Protection Controls

Fall Protection hierarchy of controls for determining work at height

control measures in order:
1. Eliminate the work at height e.g. by changing the work
2. Work from permanent guard rail; parapet
3. Work from temporary guard rail or elevating working
platform (scissor lift/boom lift)
4. Work with fall restraint means - PPE
5. Work with fall arrest means - PPE

PTW System – PI & PH Orientation Training

Permit Validity

Permit is valid for:

• a specific activity, site, within a specific period of time.
• only issued for a maximum of 5 consecutive calendar days.
• applied for in advance of the work – ideally 10 working days
• issued immediately prior to the start of the permitable work
• renewed via the Work Clearance Form each day by Permit Holder
• expires after 5 days regardless of the activity

Self Permits
• No one is allowed to issue a Permit to themselves

PTW System – PI & PH Orientation Training

Permit Validity

Remote Permits
A remote Permit can ONLY be issued if ALL of the following criteria
is satisfied:
- The PI has knowledge of the site or has reliable drawings
and site data
- The PI has a detailed knowledge of the task and activities
to be permitted
- The PI has experience working with the Contractor and
individual PH.
- The Z senior permit issuer or delegate confirms remote
permitting is appropriate and the above criteria have
been met.

PTW System – PI & PH Orientation Training

Permit Validity

Contractor Permitting
• A PI may issue a Permit to another person in the same Contractor
organisation.
Blanket Permits
• Blanket Permits are not permitted.
Derogations and standard operating procedure approval
• SOP more appropriate for repetitive, routine activities.
• Refer to PTWS Manual for procedure to obtain derogation approval
Changes in Conditions

• Stop work and notify Permit Issuer

PTW System – PI & PH Orientation Training

 Training and Competency
PTWS Training
Roles
Permit Issuer
Permit Issuer
Permit Issuer
Permit Issuer
Permit Issuer - Hot Work
Permit Issuer - Confined Space
Permit Issuer - Excavation
Permit Issuer - Isolation
Permit Issuer - Work at Height
Permit Holder (Recommend)
Permit Holder (Recommend)
Key Personnel Z
Key Personnel Contractors (Recommended)
Work Clearance Form - Z Site Rep/Site Manager
PTW System – PI & PH Orientation Training
Training Courses / Certification Completed
Z PTWS Orientation quiz 90% pass, (can retest up to 3 times)
2 x Supervised Permits and recommended as PI
4 years work experience relevant to activities they issue Permits for
US 17590
Hot Work Certificate Issuer
Confined Space Certificate Issuer
Excavation Certificate Issuer
Isolation Certificate Electrical / Mechanical Issuer
Working at Height Issuer
Z PTWS Orientation
US 17588
Z PTWS Orientation attendance
Z PTWS Orientation attendance
Z PTWS site rep e-learning module
Training and Competency

Permit Issuer Training – specific activity requirements

Permit Type Qualification
Confined Space US 3058 Gas testing in high risk industries
US 25510 Atmospheric testing
US 17599 Confined Space planning
US 18426 Hazard Identification
Hot Work US 3058 Gas testing in high risk industries
US 25510 Atmospheric testing
US 25043 Energy isolation
Work at Height US 17600 Safe work practices for working at
heights
US 25045 Employ height safety equipment in
the workplace
Excavation US 14611 Excavation hazards and traffic
control
US 10543 Protect underground services during
excavation and reinstatement
Electrical / US 25043 Energy isolation
Mechanical Isolation

PTW System – PI & PH Orientation Training

PTWS Documentation Available

• www.z.co.nz/ptwinfo

Contacts

• Neil Moon – Senior Permit Issuer

• Neil.Moon@z.co.nz

• Tracy – PTWS Orientation Trainer

• Tracy.evans-tracy@z.co.nz

PTW System – PI & PH Orientation Training

Transition Timeline

PTWS transitional requirements timeframe :

• 1 May 14 - effective date for all criteria except:
- 30 Jun 14 Updated Z PTWS Orientation training completed

- 1 Jul 14 SWMS template compliance by Permit Holder

- 1 May 15 Updated Safetrac training completed by Z employees

- 1 May 15 Updated legal documents

- 1 May 15 Full Permit Issuer competency requirements compliance

(plan to meet requirements and progress evidence to be

submitted to the PTWS Trainer by 30 Jun 14, 1 Dec 14, 1 Mar 15

- 1 May 15 Full compliance to PTWS Manual

PTW System – PI & PH Orientation Training

Typical work at our site

Introducing:
• Sue – who has come to repair the toilet at Z Mana
• Fred – who has come to install new electrical socket

• Jack – who has come to install a tank for a new site

• Lisa – who has come to drop off tobacco at Z Skyway

PTW System – PI & PH Orientation Training

Tank installation
Tank installation
Tank installation
Tank installation
Tank installation
Tank installation
Tank installation