Safe System of Work -Brochure

Safe System of Work

Make It Safe

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Make it Safe Make it Happen

Transform your safety processes into an Integrated Safe System of Work with Q4Safety for Operational ExcellenceQ4 Safety is an electronic Safety System that provides processcontrol for Job Hazard Analysis, Permits, Certificates, Isolations andsafety procedures. It complies with OSHA/HSE/OIAC/ISSOW/OLFand other international standards, drawing upon industrial bestpractice to improve overall safety. Q4 Safety check and flow methodology provides a number ofbenefits to operational, maintenance and contract personnel. Greaterefficiency is obtained through strengthening and streamliningprocesses, resulting in tighter control for adherence to correctprocedures.Q4 Safety offers a configurable Work Management interface toprovide a fully synchronized safety and workflow environment.Available on both web and rich platforms which can be configured fordisconnected and synchronized use.Set, Meet and Verify Safety Standards

Pro-Active Work Safety

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Work Safety for You, Your Colleagues,the Community and the Organization

Designed for use within: Oil & Gas – Power –Chemical – Nuclear – Facility - Transport

Assisting Safety Control

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Structured Safety DocumentsQ4 Safety provides aconfigurable documentframework to accommodate avariety of safety documenttypes into a coordinatedpackage.

Documents can be created,linked and prepared until theissue stage. They are theninterlocked and state-flowchecked to ensure all meet theappropriate conditions requiredprior to issue and through toclosure. The life cycle of suchpackages are handled as agroup.

All types of Safety Documents can be

managed

Pro-Active Work Safety

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l Risk Assessment (RA, JHA, JSA, TRA)l General Work Permitl Hot Work Permitl Cold Work Permitl Isolation Certificatel Sanction for Test Certificatel Confined Space Certificatel Box-up Certificatel Safety Device Bypass Certificatel Radiography Certificatel Scaffolding Certificate

l Crane Lift Plan Certificatel Dive Certificatel Access Certificatel Basket Transfer Certificatel Excavation Certificatel Waste Transfer/Move Certificatel Restricted Vehicle Certificatel Road Closure Certificatel Material Hazard Assessmentl Work at Height Assessmentl Gas Testing Record

PermitControls

HazardControls

IsolationControls

Work Order

JobHazardAnalysis

Attached SupportingDocuments

Permit toWork

IsolationCertificateIsolation RiskAssessment

ControlCertificate(s)

ToolboxTalk


Packaged and Integrated Safety DocumentsThe system packages and interlocks work safety documents into acohesive group that is ..

l Easy to Usel Security Controlledl Workflow Managed

l Approvedl Issued & Re-Issuedl Surrenderedl Closed

l Role Managedl Skill Managedl Concurrence Enabledl Awareness Enabledl Dynamically Monitoredl Audit Supported

Assisting Safety Control

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With VisualDynamicWorkMonitoring


Providing a structured method applied towork practices to mitigate the risk ofaccidents duringwork activitiesQ4 Risk Assessment (RA)supports the identification of hazardsrelating to each step of a work taskand assists in the nomination ofsuitable controls and precautions toreduce the safety risks to acceptablelevels. Note the terms Job SafetyAnalysis (JSA), Job Hazard Analysis(JHA) and Task Risk Assessment(TRA) imply the same process.

Job Safety Analysis

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Featuringl New JSA Creationl JSA Template Utilizationl State-Flow Controll Specify JSA levell Hazard & Control Selectorl Analyze Risksl Define & auto-create

supporting SafetyDocuments

l Custom Hazard Selectorl Custom RA Matrixl Custom Hardcopy


The Stages of Job Safety AnalysisFollowing task definition the job can be broken down into a series ofwork steps each being recorded on the JSA. Each work step is thenanalyzed separately to determine the potential hazards related to it. A client specific Hazard Tree is provided to stimulate thought and toassist in defining the hazards and controls of each work step. DraftJSA’s can be printed and used to visit the worksite to evaluate thehazards present, followed with a JSA update, refinement and additionof hazards and controls.Supplementary Assessments such as materials hazards or liftingplans can also be supported with the document attachment facilitiesof the system.

Mitigate Work Hazards

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1 Work Request, Define and Categorize Work2 Raise JSA and define the Equipment and Work Scope3 Form a JSA Team (if required)4 Define Work Steps5 Conduct Work Site Assessment6 Conduct Risk Assessment6.1 Identify all the Hazards and determine risk ratings6.2 Assign controls to risks that are not acceptable6.3 Determine risk ratings after controls are applied6.4 Re-assign controls until all risks are acceptable6.5 Finalize documents7 Submit for approval8 Approve or Re-Assess9 Review JSA with Work Teams at Toolbox Talk10 Team Agreement or Stop11 Implement Controls12 Start Work - Monitor Controls

and Dynamic Hazards or Stop13 Review and Capture Lessons Learned

JSA Steps


Lessons LearnedThe ability to record lessonslearned from a task allows usersto capture information onhazards encountered duringcompletion of work tasks andbuild a detailed safetyknowledge base for futurereference.Clear Working Party Communication

Job Safety Analysis provides thework team with identifiedhazards, controls, barriers andsafety documents that requirecommunicating prior to workcommencement. The JSA canact as or support a Toolbox Talkwhere individual input,agreement, roles and responsibilities can be agreedwith the working party prior tostarting work.

Dynamic MonitoringThe team should remainaware of the potential fornew hazards as workprogresses and notbecome complacent. If necessary, they shouldSTOP THE JOB and re-assess the task. Note Q4RA/JSA provides the abilityto reassess and re-approvethe JSA.

Job Safety Analysis

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Interactive and intuitive tools

Effective Assessment

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Permit ControlQ4 Safety permit module isdedicated to the management ofPermit to Work documents andCertificates.The system supports the full lifecycle of Permits and Certificatesand comes with a configurableworkflow system to validate stepsto promote safe working practices.The system is designed toconfigure all types of safetydocuments, both on-screen andhardcopy, to match requiredformats.Other features includemanagement of awareness,concurrence, lessons learned,roles and skills.TemplatesPermits from previous jobs ortemplate permits can be used tocreate new Permits. This facilityprovides significant time savingbenefits and is particularly usefulfor repeated Outage or Shutdownwork.

Permits & Certificates

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Featuringl New Permit Creationl Permit Template Utilizationl State-Flow Controlledl Role and Rule Controlledl Awareness & Acknowledgment

l Concurrence &Authorization

l Email Notificationl Issue & Surrender Controll Re-Issue Controll Valid To & Expiryl Full Audit Trail & Historyl Gas Testingl Lessons Learnedl Related Safety Documentsl Attachments



Precise Permits

Intuitive Use

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Document FlowQ4 Safety controls the sequenceof status changes a Permit ismoved through during its life cyclewith its flow engine. The softwareensures that all necessaryprocedures and authorizations arecompleted before moving to thenext stage in the sequence. If anon-compliant action is attemptedthe software prevents the userfrom proceeding and notifies themof the missing step or information.Q4 Safety manages the entirePermit process, including grantingpermission, preparing andapproving a Permit, issuing it forwork to commence and closing itfollowing job completion. Any workscope alterations and shiftchanges are also supported by thesoftware. Workflow MenusThe Manage Permits Menu makesit easy to locate permits in aparticular condition for processing.

Permits & Certificates

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l Raised l Permissionl Approvedl Availablel Issued

l Surrenderedl Closedl Cancelledl Clearedl History

State Examples

Work

Request

Authorised

Prepared

Assigned

Issued

Closed

Re-validated

Expired

DashboardVisual Display

Isolations(LOTO)

GasTesting

Certificates

Job Safety Anal.

HardCopy

Skill

Match

Email

Concur



With Cross Check Logic

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Isolations and ControlQ4 Safety contains features tomanage the entire isolation process withcontrols and checks to support logicalprocess flow, ensuring the synchro-nization of plant isolation with Permits.The software guides users through theprocess of creating an IsolationCertificate, (Classified IsolationCertificates or Isolations on a Permit)by selecting the isolations requiredwhile checking if they are alreadybeing shared by other work. Q4 Safety Isolation Managercontrols the sequence of statuschanges that an Isolation Certificate ismoved through during its life cycle.The workflow engine ensures that allnecessary procedures and author-izations are completed before movingto the next stage in the sequence.If required the IC can be configured towork with a Sanction for Test orEquipment Testing Certificate tocontrol the release of isolations fortesting in a safe manner.The isolation and de-isolation processcan be managed with Lock or Tagcontrol and Q4 Safety also featuresa mechanism for cross locking toassist in situations where complexcross lock procedures are required.

Isolation Management

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Featuringl Life cycle managementl Work inhibitsl Audit & historyl Isolation points & typesl Isolation statesl Isolation sequencingl Shared Isolationsl Cross locked IPsl Tag & lock box detaill Cascaded locksl Procedure attachmentsl Visibility of workl Visibility of shared locks

Precise IsolationCertificates


l Build Isolationl Analyzel Documentl Apply Isolationsl Lock & Tagl Issue & Proceedl Test Managementl De-Isolate

Making Plant Safe to Work On

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Using Isolation Manager ToolsTo support the creation of Isolation Certificates a hierarchical plantisolation register can be used to select and add individual or groups ofisolations. Users can then specify the sequence and method ofisolation required for work to commence safely. The isolation and de-isolation process can be managed with Lock orTag control. Q4 Safety gives engineers the ability to print outIsolation Lists and Tags that can be taken to the worksite and used tocarry out the required isolations which are then recorded on theIsolation Certificate as having been applied. When printed, theCertificate will display the choice of isolation points and theconfiguration condition required to make the plant safe along with keysafes and keys (if used).

Isolation Management

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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

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Our ApproachQ4 Safety systems are not just items of software, they are businesssystems and we treat each implementation of our products as acomplete business project.Based on our experiences of implementing our Q4 solutions througha wide variety of industries we have developed an implementationmethodology which has now become a fundamental part of oursolution.Central to this methodology is the partnership we build with our clientduring the project allowing the team to combine our in depthknowledge of the product and past usage with the client'sunderstanding of their own work practices and requirements.

Implementation

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Preparation

SoftwareConfigurationTesting

Training

Go-Live


Preparation The initial stage will confirm theobjectives and scope of the project, identify tasksto be carried out and determine softwareconfiguration.Software Configuration This stage involvesmaking the baseline software work the way acustomer wants. A core element to this processis to build a set of WYSIWYGs (What You See IsWhat You Get). These are data input screensthat closely resemble the resultant hard copyprintouts and rule logic.Testing Testing is normally split into two phases, Factory AcceptanceTests (FATS) and Site Acceptance Tests (SATS).Training While Super-Users and the Customer Project Manager willhave undergone sufficient training to enable them to participate in taskssuch as process mapping, FATS and SATS, additional staff training is stillrequired. Formal, role-specific training and assessment materials have tobe prepared, IT staff need formal training on system administration andwe normally attend initial roll-out training sessions led by the Super-Usersto provide confidence.Go-live With preparation, configuration, testing and training completedwe reach the moment everyone has been working for – go-live. Staffshould be aware of the impending switch from an existing system to anelectronic system from a combination of a co-ordinated awarenesscampaign and roll-out training. Final data is set up, software is installedand tested on user workstations and key users are selected to begin theprocess of using the system to process live data. Engica provides on-sitesupport to staff during this early, confidence building stage and finally theproject is signed off and formally handed over to the Engica SupportDepartment who provide ongoing support as required.

People Delivering Solutions

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With an assignedteam to each project


System ConfigurationA core design goal of all Q4 systems is to provide you with a systemthat adapts to your process and required safety documents, ratherthan forcing procedural change to match the software. The Q4 architecture allows the system to be configured to preciserequirements 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 forall document types in the form of software screens that closelyrepresent the paper JSA, Permits and Certificates. The systemsupports any number of types, each of which has its own layout,logic and data to provide users with immediate familiarity and rulebase.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 printertypes.Isolation and Lock Out/Tag Out Methods

The software can be configured to match the full range of methodsused by different companies for Isolation procedures with featuresand process flow to support the use of Isolation Certificates or thealternative method of showing Isolations on Permits. A range of lockout/tag out methods are also matched to suit client preference suchas key safes/lock boxes, lock bars and tagging systems.

Your System, Your Rules

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Safety Document State FlowsQ4 documents such as Risk Assessments, Permits and Certificatesare controlled through a configurable status engine. This controls thepossible status of documents, the authorized changes to status andthe levels of authority and data integrity required to make the statuschange. This mechanism validates both the user and the data beforeallowing a change. State-flow also encompasses email, concurrence,notifications, lessons learned, gas testing and many other triggerfeatures 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 ownapplicable hazards and potential controls. The tree can be added toand developed by the client to evolve as new hazards and controlsare recognized through work tasks.

SecurityQ4 systems offer advanced configurable security features extendingto single sign on, security switching, role and skill matching.

Work Management IntegrationQ4 Safety can be seamlessly integrated to work managementsystems via the Q4 API. A number of leading systems are integratedto date.

LanguageQ4 systems are designed to work and switch instantly to multiplelanguages and can have new languages added as required.

IntegrationQ4 systems are ideal for integration to other systems. The multi-tierobject orientated architecture with its fully exposed API is designed tocommunicate with such systems as MSDS, DMS, LOLER, CMMS,ERP and many more.

No Compromise

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Although cost benefits are secondary to that of safety it is beneficial tounderstand that adopting an electronic safe system of work cansubstantially contribute to the goal of operational excellence whilereducing operational costs relatively well.In summary, benefits are based on more effective and efficientadministration systems to enforce safety procedures prior to, duringand after work activities as well as achieving fewer incidents due togreater safety vigilance.

Ô Improved Safety

Ô Cost Reduction

Ô Improved Uptime

Location Specific ConsiderationsEach location is likely to have varying factors that need considerationwhen 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?

Return on Investment

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ROI


Safer Safety Documents l Enforcement of Safety Process

Rulesl Awareness, Concurrence &

Knowledgel Accuracy & Legibilityl Activity Knowledgel Packaged & Related Safety

Documents

Personnel Advantagesl Easier To Access & Processl Use of Lessons Learned l Knowledge & Awareness

Extra Controll Cross Checksl Role & Skill Checksl Alertsl Planning & Awarenessl Qualityl Analysis

Better Communicationl Central Informationl Faster Communicationl Confirmed Communication

Operational Effectiveness l Increased Efficiencyl Increased Uptime l Lower Operational Cost

Improved Performance

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Engica’s track record of over 25 years delivering solutions tointernational energy andindustrial markets guaranteesproven technology and highquality implementations.

This is why we are supplier of choice for demanding multi-national companies.

Better4 Information4Assessment4 Knowledge4 Rule Adoption4 Process4Application4 Responsibility4 Communication4Awareness4 Behavior4 Dynamics4Audit

www.engica.com

Engica Technology Systems Int.

One Trinity, Broad Chare,Quayside, Newcastle upon Tyne,

NE1 2HF, UKTel: +44 191 201 7777 Fax: +44 191 201 7778

Houston Technology Centre,410 Pierce Street, Houston,

TX 77002, USATel: +1 713 357 9538

Fax: +1 832 553 1086

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Make it Safe, Make it Happen, Make it Engica