Authorised Persons manual
Contents
1. The Web based Permit to Work Solution Authorised Persons manual Release 2 1b September 2007 CONFIDENTIAL Contents pg 1 System Overvi W 0 ccc cece cece cece cette eeeeeeeeeaeeeas 3 Be WONG rar E EEEE eee apaqtenennaucee ees 3 3 Opening the Software ccccc cece ee ceeeeeeeeeeeeeees 3 Gs Eo a came ioesccucassovedasteubdnannerce tien E 4 5 Session length saceroiceuetrcavquananeveoes rasseeteeesaaunnpuces 4 6 Home page your statistics cccceeeeeceeeeees 4 7 Home page e permits today ccceeeeeeeeeee ees 5 8 Home page control panel cccceeeeeeeeee ees 5 9 How to add a User nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnne 6 10 Method statements admin cce ccc eeeeeeeenee ees 9 11 How to assess a Method Statement 005 9 12 How to assess a request ccceeecceeeeeeeeeeeeeeeaes 9 13 High risk permits 0 cc cccc cece eeece cece ee eenssaeeeees 13 14 Generating permits 2ucsac rcctseuvecanessceiedoeoetedsventnceaes 15 19 ISSUING PEMS sccsneeceeenesspencnseenesceaaneeteosesoeeeeescece 16 16 Tracking requests ccccccceceeeeseeeeeeesseeeeeeees 18 t COSTING permilS oc syecceepetcentondsueeesccces ser r ii 18 FO INOUMCANOUS on cacceeccrsurceecceteseyecsraaseeedeenureds cee aneeces 20 19 Reports admin ccccccccceeeeeeceeeeeesaeeeeeessanees 21 Training program Authorised Persons2. v1 2 password doc 2005 Banyard Solutions Ltd CONF Pg 2 of 24 IDENTIAL 1 System overview The e permits application is a web based Permit to work solution designed to reduce the risk of injury and damage on site during maintenance and to improve productivity and management control beyond the levels possible with a paper based system e permits ensures that every permit takes account of client and legal safety criteria and is only issued when it is safe The system ensures the Right people with the Right skills work to the Right method statement in the Right place at the Right time 2 Roles The participants in the e permits process fall into 3 basic categories i System administrators that input initial Site and User data during system set up and maintain the integrity of the data thereafter ii Requestors raise and submit requests for permits and Method statements iii Authorised persons assess Method statements and Permit requests Your Permissions reflect what aspect s of risk you are competent to assess This document is for use by Authorised Persons 3 Opening the software In the address field of your browser type https lt client gt live e permits co uk and press Go The application will take you to the Login page Training program Authorised Persons v1 2 password doc Pg 3 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL 4 Login Enter your email address and Passwor
3. Multi fire EA When the all the Requests in the cluster are fully approved the Requestor s and Competent person s will be sent a change of status email If the finish date and time of a request passes before the permit is approved the permit auto rejects Rejection If you consider that part of the cluster of requests is unsafe or not sensible either in isolation or because of a clash with other approved permits and new requests you can reject the request by entering your PASSWORD at the bottom of the page and clicking WEEZE The system will ask you to confirm your decision and then ask you to type a reason for your rejection The reason will form part of an email back to the Requestor so it is most helpful to suggest what needs to change to make the request acceptable Rejecting any one of the requests in a cluster will automatically reject them all Even if other APs have approved the request if you reject it the request is rejected and the Requestor and Competent person are notified by email lf another AP has rejected a request before you try to assess it the request will not be available for review If the finish date time of a request passes without it having been assessed it will be auto rejected 14 Generating permits The system can be configured to allow Permits to be generated only from Site or to allow Permits to be generated by the Requestor or Competent person wherever they have access This usually reflects
4. Site Per mit Status Competent Person Start Finish date Per mit type Work order no 20 Bank Street 001528 Open Lester Ramsay 17 10 2006 24 10 2006 Access D4250 MS 26 Remedial eons Lv 10 amp 11 20 Bank Street 001660 Printed Lester Ramsay 26 10 2006 7 01711 2006 Access 4250 MS 030 remedial works lv 4 20 Bank Street 001643 Printed Lester Ramsay 26 10 2006 07 11 2006 Access D4250 MS 26 Remedial eoms Lv 10 amp 11 20 Bank Street 001651 Printed Richard Bovill 28 10 2006 29 10 2006 Access A summary of a request can be viewed by clicking on the permit number hyperlink This will open a new browser window showing details of the permit To return back to the report click the browser lt back gt button Training program Authorised Persons v1 2 password doc 2005 Banyard Solutions Ltd Pg 24 of 24 CONFIDENTIAL
5. the infrastructure the business the security of the estate When you enter your PASSWORD and click it signifies that you accept the residual risks to the issues you are deemed Competent to assess If the request requires multiple APs to assess it by virtue of either the Permit type Location or the Service the APs details will appear at the bottom of the request in a table Requires approval by Approved by ABC Banyard Ltd Howard Albery 01483 413789 on 1207 2 2005 Teo Khoon Wong Still awaiting approval Malaysia Airlines O20 7341 2000 Until all the APs have approved the Request it will remain part approved The Requestor can view its progress and may contact you to seek your decision Training program Authorised Persons v1 2 password doc Pg 16 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL The tick icon indicates the parts of the cluster that are approved The button indicates the parts awaiting approval Welcome p rm it S Your Pr ene The Electronic Permit to work Sobution 20 minutes left e permits today about contact help 12 12 2005 20 29 your statistics requests awaiting approval draft requests 1 await approval 0 approved 0 open permits 0 a Malaysia Airlines a 2000177 217 22005 2192 2005 Access permit AC Banyard Ltd E 000178 2112 2005 214 22005 Hot Works permit ABC Banyard Ltd 000179 2171 2 2005 21 12 2005 Fire System permit
6. vig Trained in work at height b Trained in hot works Month Month EJES l Welcome Simon Ont Your session is active 20 minutes left 10 03 2005 14 41 First aider Mo CRA Mo Bar Year Authorise method statements Wake requests 7 o Complete requests from others to switch electrical circuits Me es Complete requests from others to ho turn ofon mechanical valves s Complete requests from others to No A turn offfon fire systems g Run reports Mo Fermitissuer Mo na System administrator ho Confined Electrical Height Mechanical Fire d LI d L d L d d d d Pg 7 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Welcome Nigel Rhodes Your session is active 20 minutes left 30 07 2007 15 19 your statistics user information gt draft requests 0 await approval 0 indicates required field approved 0 Company name Banyard Maintenance Ltd vE eats 0 First name fo control panel L2stname oo gt createroquest nita id duplicate request Login details Only enter these details if this user will be logging into e permits site admin Email address data admin method s ments admin Alternate email address user admin Born after 30 07 1989 aca daa Telephone number a change password p Faxno Ld Eligible to work in UK No vig a no ve I
7. 09 2007 10 12 2007 Access permit PIP Electrics WA open permits 13 control panel method s ments admin user admin reports admin change password Assessment Clicking on will open the Request for you to read what they want to do Remember e permits presents you with management information upon which to base a decision it does not make the decision for you If the information is insufficient incorrect or inconsistent you should seek Clarification and reject the request if you are not satisfied with it Your assessment should follow industry best practice procedures for APs This manual does not cover the topic The Method Statement cited in the Request will have been approved by an AP but may not be appropriate for the task to be undertaken To check that the Risk assessment and Method Statement are suitable click on next to the line How will you be doing this and then assess the attached documents lf you consider that the requestor has not included the appropriate Special risks particularly if they would trigger a high risk permit you should reject the request and explain your reason in the comments box Clashes Training program Authorised Persons v1 2 password doc Pg 12 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL If you are satisfied that the Request is sensible and safe in isolation you should then consider whether it clashes with other approved or new Requests At the top of the pag
8. 16 30 on 11 12 2005 and is overdue for closure Regards The e permits team The e permits today page will display an entry in overdue for closure 1 Training program Authorised Persons v1 2 password doc Pg 21 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Closure numbers The system can be configured within site admin to generate Closure numbers when a permit is closed The number is notified to the Requestor in an e mail PERMIT REQUEST STATUS CHANGE ABC 342 Your permit to work on the Air conditioning amp heating system at Malaysia Airlines on 20 11 2005 number 000121 has been closed Your closure number is 000121 6203 Regards The e permits team lf Competent persons do not return permits for closure when they should the APs can apply either financial or access sanctions to the contractor if closure numbers cannot be married to permit numbers Barcode reader If you have purchased the barcode option for closing permits see the separate manual for correct operation 18 Notifications Automatic notifications are sent to appropriate parties by email when anew method statement has been submitted anew request has been submitted arequest has been approved or rejected a permit is overdue for issue a permit is overdue for closure The e mails contain basic information drawn from the request and a URL that will take the user to the appropriate page Example 1 anew method state
9. No v What working outside the scope of the permit No v How not adhering to the Method statement No v close permit close page If the work was not completed select Work complete No You may need to contact the Requestor to submit a duplicate permit to continue the work at another time Non compliance If the work was not done safely select Work done safely No and detail which of the risks were unacceptable Then select what aspect of the work was non compliant the wrong who when where what or how The non compliance is logged against the Contractor and can be displayed by selecting data admin then company administration and viewing the Company Lessons learned It is an opportunity at closure to log any lessons learned about hazards inherent to the Items or Locations worked on If new information becomes available that would be beneficial for future teams to know click data admin then location administration or item administration and add a comment in the box This will appear automatically on all future permits featuring that Location or Item If you do not have permission to amend the data contact your system administrator Overdue for closure If the finish date and time of an open permit pass before the permit is closed a notification is sent to the permit issuer PERMIT REQUEST ABC 002 Your permit to work on the Air conditioning amp heating system at Malaysia Airlines number 000160 ended at
10. whether there is a permit officer available on site The global decision is registered in site admin and general options If you are unsure how your system is configured ask your system administrator If the setting is Site only issue then permits can only be generated by persons on site with the permission to do so If you have permission to Issue permits in your User profile you will be notified when permits are approved and can generate the documents If the setting is not Site only issue then Requestors and Competent persons will be notified of the approval and can generate their own permits on line The procedure for generating documents is the same for both settings Training program Authorised Persons v1 2 password doc Pg 17 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL By clicking on the URL in the e mail or selecting approved 1 permits for your attention within the e permits today page it will display the permits for printing r TA Welcome permits Your naate aches The Electronic Permit to work Solution 20 minutes left e permits today about contact help 28 09 2007 10 54 your statistics Bastaia 0 summary of access permit request approved 0 open permits 0 Who will do the work Banyard Solutions Stephen Dawson f y a When will the work be done 02 10 2007 09 00 to 02 10 2007 14 00 gt await approval 3 approved 2 Task 1 information open permits 6 Where the wor
11. Per mit Status Competent Person Start Finish date Per mit type Work order no 20 Bank Street 001376 Rejected Vinee McCourt 04 10 2006 11 10 2006 Access E6120 MS 001A 20 Bank Street 001443 Open Vince McCourt 12 10 2006 26 10 2006 Access E6120 mMS 001A 20 Bank Street 001476 Rejected Vince McCourt 15 10 2006 15 10 2006 Access Draft 1234567890 1234567890 12345678901234567890 20 Bank Street 001661 Printed Vince McCourt 27 10 2006 7 10 11 2006 Access E6120 mMS 001A BDL Site Per mit Status Competent Person Start Finish date Permit type Work order no 20 Bank Street 001612 Printed Rajeev Rastogi 21 10 2006 28 10 2006 Access 001 Cutting out holes 20 Bank Street 001632 Rejected Rajeev Rastogi 24 10 2006 30 10 2006 Access H4200 MS 02 20 Bank Street 001641 Rejected Rajeev Rastogi 24 10 2006 30 10 2006 Access H4200 MS 02 20 Bank Street 001663 Rejected Rajeev Rastogi 04 11 2006 05 11 2006 Access H4200 MS 02 cutting out holes Cable amp Wireless Site Per mit Status Competent Person Start Finish date Permit type Work order no 20 Bank Street 001382 Rejected Emil Evoliov 02 10 2006 16 10 2006 Access F 700 MS 002 20 Bank Street 001469 Draft Richard Cookland 12 10 2006 15 10 2006 Access 7700 MS 022 1 20 Bank Street 001540 Open Emil Evoliov 17 10 2006 23 10 2006 Access F7700 MS 002 20 Bank Street 001536 Open Richard Cookland 19 10 2006 22 10 2006 Access 20 Bank Street 001633 Printed Richard Cookland 27 10 2006 7 29 10 2006 Access Clestra Hauserman
12. afely Trained in work at Select yes if the User has been adequately trained to Required height select check and use suitable safety equipment understand the hazards and the safety precautions necessary to work at height safely Trained in confined Select yes if the User has been adequately trained to Required spaces select check and use suitable safety equipment understand the hazards and the safety precautions necessary to work in a confined space safely Trained in hot works Select yes if the User has been adequately trained to Required undertake hot works i e welding brazing grinding etc observe and conduct a fire watch The user should understand the hazards the equipment and the precautions required to undertake the hot works safely H amp S induced date Enter the date that the user went through a health amp Optional safety induction specific to the properties where the work will take place Training program Authorised Persons v1 2 password doc Pg 9 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Corgi ACOPS date Enter the date that the user qualified to the appropriate Optional ACS standard HV 11kv qualified date Enter the date that the user was deemed competent to Optional switch 11kv circuits and authorised to do so HV 33kv qualified date Enter the date that the user was deemed competent to Optional switch 33kv circuits and authorised to do so user permissions A
13. aluate whether the clashing works are safe and sensible to proceed concurrently Based on the decision you should then either Reject or Approve the Request under review Training program Authorised Persons v1 2 password doc Pg 13 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL i Welcome permits a Nigel Rhodes Your session is active The Electronic Permit to work Sobution j 19 minutes left e penmits today about contact help 21 11 2006 14 55 clash information Service clashes 001345 0642 2006 0642 2006 Access permit Banyard Solutions Air conditioning incl Heating amp Flair Repairing Snagging Item clashes None E Dependent service clashes _None Location clashes None Status This request is awaiting approval 1 Work order number wrk 01234 bb Who will do the work Banyard Solutions Stephen Dawson Simon Olliff When will the work be done Wed 6th Dec 2006 10 00 until Wed 6th Dec 2006 15 00 task 1 Where the work will be done 20 Bank Street Level 11 Offices corridors amp receptions Office Floor Area Comments What work will be done Maintaining Testing Air conditioning incl Heating amp Flair All i tems maintain air conditioning within the office areas Why the work will be done Routine visit due How the work will be done PPM Airconditioning HVAC 01 05 AA No Special Risks Selected In the above example work to repair the compressor on th
14. ate and time of an approved permit pass before the permit is issued the permit cannot be issued Training program Authorised Persons v1 2 password doc Pg 19 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Barcode reader If you have purchased the barcode option for issuing permits see the separate manual for correct operation 16 Tracking requests Your e permits today page displays the number of requests for each site that are awaiting your approval you have been approved are overdue for issue open or overdue for closure By clicking on the statistic and Request of interest you can view the Request and monitor its progress By viewing an unapproved Request you can see who still has to assess it Next to the AP s name you will find contact details for progress chasing approval On approved permits that are overdue for issue you can see the Company the Competent person and the date time they were due to collect their Permit The Competent person may need to be contacted or the work rescheduled and a duplicate request raised You can see how many Permits are currently open and how many of them are high risk Permits You can also view a summary of each one A Permit overdue for closure indicates that the work may have overrun which will require a duplicate request to be raised It could indicate that an engineer requires help or it may be that the Permit has not been returned to the Permit Office for closure The Competent
15. d and click WHEEL p permits The Electronic Permit to work Solution Email address password O forgot password what is a session and why will it affect me a hiv news safety initiative of the year If you have not been set up as a User you will not have a PASSWORD and you cannot start a session Ask your system administrator to set you up as a User and you will be emailed a temporary password On entering this password you will be taken to a screen to change your password and select a memorable question and answer this question is used when you use the forgotten password options Welcome Nigel Rhod permits f Your Miren is acid The Electronic Permit to work Solution 19 minutes left e permits today about contact help 12 07 2007 15 39 your statistics a draft requests 21 user administration await approval 37 approved 0 old Password CS New Password __ atleast 8 chars control panel conimnewPasswrd i E create request duplicate request Memorable Question What is your Mothers maiden name w Gee I jc Answer to question data admin q method s ments admin user admin gt reports admin Please note your password needs to contain at least 1 numeral and 2 of the following change password characers A Z a z amp _ 0 A2 lt gt Bug Tracking If you have forgotten your PASSWORD click on Weira tyoe in your email address and submi
16. dd users Select yes if the User has been authorised by their Optional employer to add users Edit users Select yes if the User has been authorised by their Optional employer to edit users details Delete users select yes if the User has been authorised by their Optional employer to delete users Modify competencies Select yes if the User has been authorised by their Optional employer to modify the competencies of other users Make requests Select yes if the User has been authorised by their Optional employer to make and submit requests for permits Complete requests Select yes if the User has been authorised by their Optional from others to switch employer to complete such draft requests electrical circuits Turn on off mechanical valves or Impair fire systems Run reports Select yes if the User has been authorised by their Optional employer to run reports permit approval permissions Enter a tick against Risks the AP is Competent to assess for each permit type Access Hot works Confined Electrical Height Mechanical Fire Infrastructure C C C C L I L Engineers d E d E L LI LI Business d Security Fi You cannot pass on User or Permit approval permissions you do not hold yourself Those options will be blocked 10 Method statement admin If you have permission to approve Method Statements this area allows you to view all company s approved and rejected Method state
17. e e permits will display clashes within the same Service between dependent Services on the same ltem within the same Location it i Welcome J m J Nigel Rhodes per 1 S E Your session is active The Electronic Permit to work Solution 9 8 minutes left e permits today about contact help 21 11 2006 14 40 summary of access permit request clash information Service clashes 0013 46 0642 2006 0612 2006 Access permit Banyard Solutions Air conditioning incl Heating amp Flair Maintaining Testing S item clashes E Dependent service clashes i None Location clashes None Status This requestis awaiting approval Work order number wrk 01234 ba Who will do the work Banyard Solutions l Stephen Dawson Simon Olliff When will the work be done Wed 6th Dec 2006 10 00 until Wed 6th Dec 2006 15 00 task 1 Where the work will be done 20 Bank Street Level B1 M amp E plant rooms non critical All Locations What work will be done Repairing Snagging Air conditioning incl Heating amp Flair All tems i Repair compressor 1 on chiller B Why the work will be done Building services fault How the work will be done Air Conditioning System Repairs Repair air 001 EAA No Special Risks Selected The above example highlights that Request 1345 clashes with an approved permit 1346 because they both involve work on the Air conditioning Service You should the other permit s and ev
18. e chiller for the air conditioning system has been approved It would therefore be inappropriate to undertake Functional checks on the air conditioning units in the offices and corridors at the same time Request 0001346 should therefore be rejected Approval If you are satisfied that the Request is safe and sensible in isolation and in the context of other approved permits and new requests you can approve the request by entering your PASSWORD at the bottom of the page and clicking mranprove If you are only satisfied subject to certain conditions you can add your comments in the Special requirements box enter your PASSWORD at the bottom of the page and click RALE This comment will appear on the Permit for the Competent person to read If you wish to communicate a comment to other APs still involved in the assessment you can add your comments in the Approver s comments box enter your PASSWORD and click RALA This comment will appear next to your name in the Approved by box and will not appear on the Permit Your User permissions reflect the risks you are competent to assess i e risks to the engineers the infrastructure the business the security of the estate When you enter your PASSWORD and click it signifies that you accept the residual risks to the issues you are deemed Competent to assess Training program Authorised Persons v1 2 password doc Pg 14 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL If t
19. e timings on the related permits It is also important to check that the Method Statement includes details of how the high risk work will be done safely If you are not authorised to assess a particular permit type within the cluster you will not see a option Clashes Clashes between high risk permits and their related Access permit are not displayed as they are part of the same task If clashes are highlighted it is because the work clashes with another team s work Particular consideration should be given to clashes when high risk work is being undertaken Approval If you are satisfied that the Requests within the cluster are safe and sensible in isolation and in the context of other approved permits and new requests you can approve them by entering your PASSWORD at the bottom of each page and clicking WED If you are only satisfied subject to certain conditions you can add your comments In the Special requirements box enter your PASSWORD at the bottom of the page and click WEZA This comment will appear on the Permit for the Competent person to read lf you wish to communicate a comment to other APs still involved in the assessment you can add your comments in the Approver s comments box enter your PASSWORD and click MEZA This comment will appear next to your name in the Approved by box and will not appear on the Permit Your User permissions reflect the risks you are competent to assess i e risks to the engineers
20. h risk permits 0 site admin a overdue for closure 0 overdue for closure 1 O rer ernesecoussssccgosscorssssccgssscccnssssccwssscccreccccces method s ments admin user admin reports admin change pin Bug Tracking The number s relate to your personal e permits statistics rather than site or system statistics so the numbers will relate to Method Statements awaiting your approval Requests awaiting your approval By clicking on the count 1 the user is taken to the relevant page to view and progress the selection 7 Home page e permits today These statistics are Site specific and relate to things you have initiated It provides a quick indication of how your requests are progressing By clicking on the 1 the user is taken to the relevant page to view and progress the selection 8 Home page Control panel The left hand tool bar shows all or some of the following depending on your User permissions Create request Requestors only Duplicate request Requestors only Site admin System administrators only Data admin System administrators only Method statement admin User admin Reports admin Change PASSWORD These are explained below submitting and assessing a Method Statement first and then assessing and approving requests and running reports 9 How to add a User If you are an AP and have permission to add Users or Modify competencies you can register new APs that have been appointed I
21. he request requires multiple APs to assess it by virtue of either the Permit type Location or the Service the APs details will appear at the bottom of the request in a table Requires approval by Approved by ABC Banyard Ltd Howard Albery 01483 413789 on 121232005 Teo Khoon Wong Still awaiting approval Malaysia Airlines O20 7341 2000 Until all the APs have approved the Request it will remain part approved The Requestor can view its progress and may contact you to seek your decision When the Request is fully approved the Requestor and Competent person will be sent a change of status email If the finish date and time of a request passes before the permit is approved the permit auto rejects Rejection If you are not satisfied that the Request is safe or sensible in isolation or because of a clash with other approved permits and new requests you can reject the request by entering your PASSWORD at the bottom of the page and clicking tam The system will ask you to confirm your decision and then ask you to type a reason for your rejection The reason will form part of an email back to the Requestor so it is most helpful to suggest what needs to change to make the request acceptable If other APs have approved the request and you reject it the request is rejected and the Requestor and Competent person are notified by email lf another AP has rejected a request before you try to assess it the request will not be availab
22. hod Statement and it is compatible with the summary details close the browser window to return to e permits and select Cae It will then become available to the Contractor for use in a Request If you want to reject the Method Statement click BEAGE add your reason for rejection and then WLLL Your reason will form part of an email back to the person who submitted it so it is a good idea to make it helpful If you cannot complete the review in one session or believe it is more appropriate for someone else to evaluate it you can release the Method Statement for someone else to review by selecting WANE How to assess a Request APs are notified by email about Requests that require their involvement You may be involved as an AP by virtue of the Zone Location type Service or Permit type Notification The notification will provide a summary of the request and includes a URL that will take you to the specific Request if you click on it The email will take the following format NEW PERMIT REQUEST FOR ASSESSMENT You are asked to review a new Permit request number 000156 submitted on 05 12 2005 by Simon 011iff to work at Malaysia Airlines The request includes the following permit types Access permit Please click on the link below to open the approval screen read the contents and register your decision by selecting either Approve or Reject If you select Reject please provide your reason in the Comment box to assist ABC Ba
23. ining in your session is displayed in the top right hand corner of the page During the final 2 minutes of a session the countdown changes from minutes to seconds and a message invites you to reset your session 6 Home page your statistics The left hand tool bar shows all or some of the following depending on the User permissions draft requests 0 await approval 0 i e Requests awaiting approval approved 0 i e Approved Requests open permits 0 Training program Authorised Persons v1 2 password doc Pg 5 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Welcome Simon Olliff Your session is active 19 minutes left e permits today about contact help 10 08 2005 09 19 your statistics draft requests 1 permits today await approval 0 approved 3 tame nnn n een e teen nena e wenn nance eee n nee n eee e eee neceec nanan nnn sen sees ee er eee ceee enc ccenessesens open permits 0 site name site ref Clifford Chance Bureau 001 f y a await approval 0 Initiated by for you For your attention approved 3 draft requests 1 open permits 0 2 method s ments awaiting approval 0 method s ments awaiting approval 0 2 requests awaiting approval 0 requests awaiting approval 0 control panel overdue for issue 0 overdue for issue 0 create request open permits 0 open permits 0 duplicate request 2 open high risk permits 0 open hig
24. k will be done 20 Bank Street Level 02 M amp E plant rooms non critical North East Fan Room control panel What work will be done aa I Testing Air conditioning incl Heating amp Flair 2nd Floor compartment AHU gt method s ments admin maintain air con user admin gt reports admin change password J include any method statements with permit note these will open in their own windows Click next to the permit you need to print and it will open a summary page detailing the first task Check it is the correct one select whether you want to print the method statement documents as well tick the box and then click m generate permit B The document s will open in separate windows To print the documents select File Print and select your printer To change the layout on the page select File Page Setup and make the changes you desire You can then select either or W On a page displaying approved requests for your attention those that have been printed will have an icon of a printer 2 next to them 15 Issuing permits The system can be configured to allow Permits to be issued only from Site or to allow Permits to be issued by the Requestor or Competent person wherever they have access This usually reflects whether there is a permit officer on site The global decision is registered in site admin and general options If you are unsure how your system is configured ask your system administrator If the setti
25. le for review If the finish date time of a request passes without it having been assessed it will be auto rejected 13 High risk permits APs are notified by email about high risk permit requests that require their involvement You may be involved specifically because of the Permit type Notification High risk permit requests may be listed in the email notification you receive When you click on the URL in the email or open the requesis awaiting approval page you will see high risk permits hanging under the Access request in a tree lf you GL any of the requests in the cluster you will see the others listed as Related permits You can open any request in the cluster by selecting it Assessment Your assessment of the requests should proceed as in section 12 Attention is drawn to the following warning Remember e permits presents you with management information upon which to base a decision it does not make the decision for you If the information is insufficient incorrect or inconsistent you should seek clarification and reject the request if you are not satisfied with it Your assessment should follow industry best practice procedures for APs This manual does not cover the topic Training program Authorised Persons v1 2 password doc Pg 15 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL The assessment of high risk permits more complex because of the inter related permits Particular attention should be given to th
26. ment has been submitted NEW METHOD STATEMENT FOR ASSESSMENT You are asked to review a new Risk assessment and Method statement submitted on 18 11 2005 by ABC Banyard Ltd to undertake Maintaining testing the Air conditioning amp heating system within Malaysia Airlines Please click on the link below to open the submission read the contents and register your decision by selecting either Approve or Reject If you select Reject please provide your reason in the Comment box to assist ABC Banyard Ltd in revising their submission Your comment will form part of an email sent back to ABC Banyard Ltd http allen e permits co uk methodstatements_view aspx msid 23 Please assess this submission as soon as possible thank you Regards The e permits team Training program Authorised Persons v1 2 password doc Pg 22 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Example 2 a request requires assessment NEW PERMIT REQUEST FOR ASSESSMENT You are asked to review a new Permit request number 000177 submitted on 12 12 2005 by Simon 011iff to work at Malaysia Airlines The request includes the following permit types Access permit Hot Works permit 000178 Fire System permit 000179 Please click on the link below to open the approval screen read the contents and register your decision by selecting either Approve or Reject If you select Reject please provide your reason in the Comment box to a
27. ments and those awaiting approval 11 How to assess a Method statement Before a User can make a request they need to have submitted a Method Statement and had it approved Training program Authorised Persons v1 2 password doc Pg 10 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL 12 When you are notified that there is a new Method Statement for assessment or you see it indicated in e permits today click on Method s ments admin and you will see it under Method Statements awaiting approval Welcome p ermits j i Your ee oa The Electronic Permit to work Solution i 20 minutes left permits today about contact help 02 12 2005 17 25 your statistics ko method statements administration await approval 5 approved 0 rejected MS open permits 0 control panel method statements awaiting approval create request Show far All Sites v Show for All Contractors y duplicate request site admin data admin Company Service Title Submitted Underreviewby J method s ments admin ABC Banyard Ltd Lightning protection TestMS 021832005 Click on WEA to open the submission To indicate to other APs that you are reviewing the Method Statement select WALE Read the summary details of the activity service and location it covers and then open and assess the attached file s by clicking on the hyperlinks The files will open in a new browser window If you approve the Met
28. n the left hand task bar click on User admin and then click on edict Training program Authorised Persons v1 2 password doc Pg 6 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL permits The Electronic Permit to work Sobution permits today about contact help your statistics user information draft requests 1 Picea gt ani eppieval 0 indicates pegueu field approved 4 Company name open permits 0 First name Last name control panel create request Initial duplicate request Email address site admin data admin Alternate email address method s ments admin Born after 10 081 987 Mo user admin Telephone number reports admin change pin Mobile no Fax no Ee PIN Bug Tracking Eligible to work in UK Is current user competances CSCS numbers skills card Competent person Mo Apprentice Security cleared Qualified electrician No Trained in confined spaces Mo H amp 5 induced date CORGU ACOPS date Hi 11 ky qualified date H S3ky qualified date user permissions Add users No Edit users Mo Delete users Modify competences D Add data Cos locations items etc Mo Edit data ho Delete data Add sites Edit sites Delete sites permit approval permissions Access Hot works Infrastructure rl L Engineers rl F Business F Security Training program Authorised Persons v1 2 password doc ABC Banyard Ltd
29. ng is Site only issue then permits can only be issued by persons on site with the permission to do so If you have permission to Issue permits in your User profile you will be notified when permits are approved and can issue the permit s If the setting is not Site only issue then Requestors and Competent persons will be notified of the approval and can issue their own permit s on line When someone arrives at the Permit office to collect the permit you should check that the Competent person and his team are those named on the permit Training program Authorised Persons v1 2 password doc Pg 18 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL The permit should not be signed for by anyone other than the named Competent person The Competent person should read the Acceptance declaration and sign and date the permit next to his pre printed name If you are satisfied that all safety precautions are in place you should sign as the Issuer The Keys that relate to the Locations and Items will be detailed on the permit if the data has been entered The system should then be updated to reflect that the physical permit has been issued By selecting approved 1 permits for your attention within the e permits today page it will display the permits for issuing it Welcome r E Howard Albery p ermits Your session is active i The Electronic Permit to work Sobution a 20 minutes left e permits today about con
30. nyard Ltd in revising their submission Your comment will form part of an email sent back to ABC Banyard Ltd http allen e permits co uk request_approve aspx requestid 156 j program Authorised Persons v1 2 password doc Pg 11 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Please assess this submission as soon as possible thank you Regards The e permits team Alternatively you can click on the count within your statistics or the requesis awaiting approval 1 which can both be found on the e permits today page This will open a page showing requests awaiting approval Within the list of Access permit requests you may find clusters of High risk permit requests hanging underneath Access permit requests as below Request 000147 is clustered with 000146 request 000150 is clustered with 000149 and 000156 is on its own For more about High risk permit approvals see Section 13 Welcome permits Mick Southam Your session is active 19 minutes left e penmnits today about contact help PFOS P00F 11 29 your statistics await approval 0 requests awaiting your attention approved 0 one th 0 20 Bank Street 004490 22 09 2007 23 09 2007 Access permit PIP Electrics RS The Electronic Pemmit to work Sobution f y a 004500 22 09 2007 23 09 2007 Access permit PIP Electrics BS 004501 22 09 2007 22 09 2007 Access permit PIP Electrics Gua k paises al 4 004502 20
31. ogram Authorised Persons v1 2 password doc Pg 20 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Clicking on will display a summary of the Task and allow you to log whether the work was completed and whether the work was done safely If it was set both selections to yes and click WEIZ e Welcome p e rm 1 ts Your cesses acre The Electronic Permit to work Solution 20 minutes left e permits today about contact help 27 10 2006 11 23 your statistics Wadi bid 0 summary of access permit request approved 0 open permits 0 Who will do the work Banyard Solutions Simon Olliff f y a When will the work be done 11 11 2006 10 00 to 11 11 2006 20 00 await approval 15 approved 1 Task 1 information he set olan a Where the work will be done What work will be done Maintaining Testing Electrical LV control panel method s ments admin Comment test user admin pi i i reports admin lease check the following before closing the permit change pin Work complete No v Work done safely No v Bug Trackin Sug racing Unacceptable risks Non compliance by contractor Risk to engineers No v Who wrong personnel working No v Risk to infrastructure No v When working outside the duration of the permit No v Risk to business No v Where working in the wrong place No v Risk to security of the estate
32. person should be contacted to ascertain the true situation 17 Closing permits When someone arrives at the Permit office to close the permit you should check that he is the Competent person named on the permit The permit should not be signed by anyone other than the named Competent person The Competent person should read the Clearance declaration and sign and date the permit next to his pre printed name If you are satisfied that the permit should be closed you should sign and date the permit as the Closer The Keys should be returned The system should then be updated to reflect that the physical permit has been closed By selecting open permits 1 for your attention within the e permits today page it will display the permits for closure Welcome p r m it S y Your Serene posal The Electronic Permit to work Sobution 20 minutes left e permits today about contact help 12 12 2005 23 03 your statistics your issued permits draft requests 1 await approval 0 approved 0 open permits 0 issued permits for your attention Malaysia Airlines f y a E 000177 21 2 2005 21 12 2005 Access permit A8C Banyard Ltd await approval 0 Ss 2000178 2112 2005 21 12 2005 Hot Works permit ABC Baryard Ltd approved 0 _ 00179 21 12 2005 21 12 2005 Fire System permit Multi fire view open permits 3 They should be closed in sequence starting with the high risk permits Training pr
33. rs old Telephone number Type their landline contact number Optional Type their mobile phone contact number Optional Type their fax number Optional Eligible to work in the Select yes if the User is entitled to work legally in the Required UK UK under current legislation Is current select yes if the User is entitled to access the Required e permits system or be included on a permit request user competencies CSCS skills card Enter the number shown on the User s CSCS card number Competent person Select yes if the User has been authorised by their Optional employer to supervise the work of others or work alone unsupervised First aider Select yes if the User holds a recognised First aid Optional qualification and is authorized by their employer to give First aid to colleagues Apprentice Select yes if the User is in training and should not be Required allowed to work unaccompanied Clean CRB disclosure CRB disclosure Select yes if the User holds a clean CRB disclosure Select yes if the User holds a clean CRB disclosure if the User holds a clean CRB disclosure Required cleared Select yes if the User holds current clearance to work Optional in secure premises Qualified electrician Select yes if the User is deemed by their employer to Required have adequate training and experience to undertake electrical work competently and s
34. s current user competances CSCS number skills card OoOo bB Competent person First aider Apprentice cre Security cleared Qualified electrician Trained in confined spaces H amp S induced date CORGI ACOPS date HV 11kv qualified date HV 33kv qualified date user permissions Add users Authorise method statements Edit users Delete users Make requests cw accra orate Complete requests from others to turn offfon mechanical valves Modify competences Add data Cos locations items etc Complete requests from others to _ turn offfon fire systems Delete data Run reports Add sites Edit sites Permit issuer Delete sites System administrator permit approval permissions Access Hotworks Confined Electrical Height Mechanical Fire Infrastructure O d O O O Engineers El El O O O O Business a Security user information Company name Auto populates Required Enter Competent person or other operative s first name Enter Competent person or other operative s last name Type their middle initial Optional Email address Type their email address Optional Training program Authorised Persons v1 2 password doc Pg 8 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL Alternate email address Alternative email address from which a requestor may Optional make a request or a Competent person may need to be notified of a permit approval Select yes if the person is under 18 yea
35. ssist ABC Banyard Ltd in revising their submission Your comment will form part of an email sent back to ABC Banyard Ltd http allen e permits co uk request_approve aspx requestid 177 Please assess this submission as soon as possible thank you Regards The e permits team 19 Reports admin Reports are currently available to interrogate the request and permit database using filters and sorts Welcome permits j Nigel Rhodes Your session is active Five EironiG Pr MAME Soarian 20 minutes left e penmits today about contact help 06 03 2007 16 03 your statistics draft requests 0 reports await approval 0 approved 0 open permits 0 Permit based reports Site name All Sites control panel _ create request Company All Companies duplicate request Competent person All Users site admin data admin Permit type method s ments admin status user admin reports admin Permit start date between DO and OoOo f h rd change passwo Permit finish date between ee E Group by Bug Tracking Sort by Don t forget to change your printer setup to landscape before printing The results are returned in a new window as follows Training program Authorised Persons v1 2 password doc Pg 23 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL 2 permits The Electronic Permit to work Solution Alandale Logistics Limited Site
36. t Your PASSWORD will then be emailed to your shortly after suggesting that you change it to one only you will remember Training program Authorised Persons v1 2 password doc Pg 4 of 24 2005 Banyard Solutions Ltd CONFIDENTIAL You can also use the change password button within your control panel the process is as below and you are asked for your old password your new password and to answer your previously selected memorable question Welcome Nigel Rhodes Your session is active 19 minutes left e permits today about contact help 12 07 2007 15 39 your statistics ss Fa eo requests 21 user administration await approval 37 approved 0 Oid Password D open permits 2 New Password LJ fattest 8 chars control panel _ Confirm new Password create request duplicate request Memorable Question Whatis your Mothers maiden name w irnir Answer to question data admin j method s ments admin user admin reports admin Please note your password needs to contain at least 1 numeral and 2 of the following change password characers A Z a z amp _ H A lt gt Bug Tracking 5 Session length Sessions will automatically time out after 20 minutes of inactivity Any interaction with the server will start a new 20 minute session for you If your session times out you will loose any unsaved data so you are advised to save changes regularly The time rema
37. tact help 12 12 2005 21 52 your statistics your approved requests draft requests 1 await approval 0 approved 0 open permits 0 approved requests for your attention Malaysia Airlines f y a E 000177 214 2 2005 2112 2005 Access permit ABC Banyard Ltd view await approval 0 E 4000178 214 2 2005 2142 2005 Hot Works permit ABC Banyard Ltd A Epe 000979 219 2 2005 21 1 2 2005 Fire System permit Multi fire view open permits 3 Click next to the permit if you need to check it is the correct one to issue then select WAIA To register that you have issued the permit click G The permits can be issued in sequence with the Access permit first then the high risk permits Issued permits display an icon a If the wrong Competent person arrives on site or a team member is not listed on the permit the permit should not be issued Ask the Requestor to create a duplicate of the incorrect permit change the names and submit the permit for approval Overdue for issue If the start date and time of an approved permit pass before the permit is issued a notification is sent to the Requestor and the Competent person PERMIT REQUEST V6063 Your permit to work on the Hose reels at Malaysia Airlines on 21 11 2005 number 000128 is overdue for issue Regards The e permits team The e permits today page will display an entry in overdue for issue 1 If the finish d
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