1. No category

Z Permit To Work System
PTWS Manual
Document issued on:
Status:
Effective Date:
Approval:
24 Mar 14
Final
1 May 14
Master document posted on Z Intranet and Internet
Uncontrolled when downloaded or printed
Review Requirements
Annual review. Re-issued only if revised. This document is published
and downloadable from the Z intranet and internet and available for
reference by all staff and contractors.
Document Title: Z PTW Manual
Version 3.2
24 Mar 14
Document Author:
Tracy Evans-Tracy
HSSE Project Specialist
Document Holder:
Joromi Guantero
HSSE Assurance Manager
Document Custodian:
Julie Rea
HSSE Manager
Document Owner:
Mike Bennetts
CEO
Revision History
Version
Date
Summary of Revisions
Draft Version 1.0
April 2011
Draft for comment
Draft Version 2.0
May 2011
Final Draft
BRM Review
July 2011
Final 1.0
July 2011
Revision 1.1
August 2011
Minor revisions to forms
Revision 1.2
December 2011
Revisions to Forms
Revision 2.0
October 2013
Draft for comment - revision to process based on PTWS
principles. The permitable activities and forms have not yet been
reviewed.
Revision 2.1
November 2013
Revisions to this document following consultation with Z impacted
parties and contractors.
Revision 3.0
13 Feb 2014
Final revision following all consultation rounds
Revision 3.1
28 Feb 2014
Changes following BRM Review and changes to wording for
permitable and medium risk electrical activity
Revision 3.2
24 Mar 2014
Minor changes following Updated PTWS Orientation Training
for clarity. No intent changes
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Document Title: Z PTW Manual
Version 3.2
24 Mar 14
Contents
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Purpose, Principles and Authority.................................................................................................................. 5
1.1
Purpose ............................................................................................................................................. 5
1.2
Principles ........................................................................................................................................... 5
1.3
Authority............................................................................................................................................ 5
1.4
PTWS risk management cycle as per AS/NZS 31000:2009 ....................................................... 5
1.5
Permit To Work ................................................................................................................................. 6
Applicability ...................................................................................................................................................... 6
Roles and Responsibilities ............................................................................................................................... 7
3.1
Roles and responsibilities table ..................................................................................................... 7
3.2
CEO - Owner .................................................................................................................................... 7
3.3
HSSE Manager - Custodian ........................................................................................................... 7
3.4
PTWS Administrator ......................................................................................................................... 8
3.5
PTWS Orientation Trainer ................................................................................................................ 8
3.6
Senior Permit Issuer .......................................................................................................................... 8
3.7
Permit Issuer ...................................................................................................................................... 9
3.8
Permit Holder ................................................................................................................................. 10
3.9
Authorised Gas Tester .................................................................................................................. 12
3.10 Z Site Representative .................................................................................................................... 13
Permitable Activities ...................................................................................................................................... 13
4.1
Permitable Activities (high risk) ................................................................................................... 13
Non-permitable Activities ............................................................................................................................ 15
5.1
Medium Risk Activities .................................................................................................................. 15
5.2
Low Risk Activities .......................................................................................................................... 16
5.3
Deliveries ......................................................................................................................................... 16
System Documents ........................................................................................................................................ 16
6.1
Work Clearance Form .................................................................................................................. 17
6.2
Safe Work Method Statement/Job Safety Analysis ................................................................ 17
6.3
Permit............................................................................................................................................... 19
6.4
Permit Attachments ...................................................................................................................... 19
6.5
Contractor Prequalification Process ......................................................................................... 20
System Rules .................................................................................................................................................... 20
7.1
Permit Validity ................................................................................................................................ 20
7.2
Remote Permitting ........................................................................................................................ 21
7.3
Self-Permitting ................................................................................................................................ 22
7.4
Contractor Permitting .................................................................................................................. 22
7.5
Blanket Permits............................................................................................................................... 22
7.6
Derogations and standard operating procedure approval process ................................. 22
7.7
Changes in Conditions................................................................................................................. 23
Training and Competency Requirements ................................................................................................ 23
8.1
Permit Issuers .................................................................................................................................. 23
8.2
Permit Holders ................................................................................................................................ 25
8.3
Authorised Gas Tester .................................................................................................................. 25
8.4
Worker Qualification ..................................................................................................................... 25
Audit & Review of PTWS ................................................................................................................................ 25
9.1
Audits ............................................................................................................................................... 25
9.2
Review and Assurance ................................................................................................................ 25
9.3
Reporting ........................................................................................................................................ 26
9.4
Records ........................................................................................................................................... 26
Glossary ........................................................................................................................................................... 26
Attachments ................................................................................................................................................... 28
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Document Title: Z PTW Manual
Version 3.2
24 Mar 14
Intent and Why of the Permit to Work System
At Z, we reckon everybody should do work in a safe manner on our sites so everybody
can go home safely. The Permit to Work System (PTWS) provides a practical framework to
our staff and contractors to assist in reaching our Zero Harm Workplace.
The PTWS is intended to provide an effective means of identifying significant hazards and
managing significant risk activities. In other words, a set of eyes on significant risk activities;
consulting with contractors and workers to verify the controls required have been identified
and established appropriate to the level of risk. The PTWS is also a formal means of
communication for all parties involved in the management, supervision, and actual carrying
out of the activities.
The PTWS supports Z‟s HSSE Strategy: 6 Pillars to working safely and the HSSE Management
System Manual. It is integral to Z's part of a safe system of work and is key to effectively
manage the wide range of activities Z is involved in.
A Permit is not simply permission to carry out a dangerous job. It is an essential part of a
system which through consultation with affected parties, determines how that job can be
carried out safely, and helps communicate this to those doing the job. It should not be
regarded as an easy way to eliminate hazard or reduce risk. The issue of a permit does not,
by itself, make a job safe - that can only be achieved by those preparing for the work, those
supervising the work and those carrying it out. In addition to the PTWS, other controls may
need to be taken - e.g. process or electrical isolation, or access barriers - and these will need
to be identified in task risk assessments before any work is undertaken.
The PTWS is intended to ensure that authorized and competent people have thought about
foreseeable risks and that such risks are eliminated otherwise minimized by using suitable
control measures. Those carrying out the job should think about and understand what they
are doing to carry out their work safely, and take the necessary control measures and
requirements for which they have been trained and made responsible.
Human factors, such as people not implementing procedures properly, are often a cause of
incidents, in turn attributable to root causes such as a lack of training, instruction,
communication or understanding of either the purpose or practical application of the PTWS.
This document is intended to provide clear understanding of Z's PTWS requirements.
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1.
Purpose, Principles and Authority
1.1
Purpose
1.2

To provide a framework where all non-routine work is completed in a safe manner
to prevent harm to workers and others impacted by the work.

The purpose of this document is to set out Z Energy Limited„s (Z) Permit to Work
System (PTWS) requirements.
Principles
The principles of the PTWS are aimed at adding value in terms of risk reduction to keep
workers safe and eliminate otherwise minimise HSSE risks to an acceptable level for
activities that fall within its application. This will be achieved through the following
principles for Z‟s PTWS:
Lead focus is for all parties is to keep workers safe
1.3
1.4

Criteria based on severity level of risk for health, safety and environment including
acute, chronic, and catastrophic consequences

Whole of business focus

Trained competent personnel involved

Reporting permit process

Clear and simple criteria

Smart and accessible systems – user friendly

Currency of information vital

Verification and assurance built in
Authority

All Z employees, site representatives, contractors and workers, are authorised to
stop the work if there is a Health, Safety, Security or Environmental (HSSE) concern
about the work.

This PTWS document shall be effective as of 1 May 2014.
PTWS risk management cycle as per AS/NZS 31000:2009
1.
Establish the context of the work activity
2.
Identifying hazards
3.
Assess the risk
4.
Determine the necessary controls to eliminate otherwise minimize the risk using the
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hierarchy of controls
1.5
5.
Implement the controls ensuring competent persons carry out the activity and
issue the permit
6.
Evaluate the risk to achieve as low as reasonably practicable
7.
Implement additional controls (treatment) if the risk is not acceptable.
8.
Consult and communicate with all relevant parties throughout the risk process and
conduct of the activity, including authorities where applicable
9.
Monitor and review the outcomes of the PTWS
Permit To Work
The terms „permit-to-work‟, „permit‟ or „work permit‟ refer to the paper or electronic
certificate or form which is used as part of an overall system of work, and which has
been devised by Z to meet its specific needs. Whether it is manually or electronically
generated, the permit is a detailed document which authorizes certain people to carry
out specific work at a specific site at a certain time, and which sets out the main
controls needed to complete the job safely
2.
Applicability
2.1
This document applies to all workers conducting work for and on behalf of Z, such as
employees, contractors, sub-contractors, franchisees, and retail site staff, as well as
visitors, on premises operated by Z.
2.2
The PTWS is mandatory and applies to all 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.
2.3
A permit is required for all permitable activities (as defined in section 4 of this
document). No permit is required for other works unless specifically stipulated by Z
Energy (although contractors are required to complete work clearance forms for such
work on a daily basis).
2.4
The PTWS is to be used in parallel with site safety rules. Manned sites, in particular, may
have site specific safety requirements. In the event of any inconsistency the more
prescriptive standard shall apply.
2.5
The Z Life Saving Rules (LSR) are mandatory and apply to all work completed for Z. The
LSR are used in parallel with the Permit to Work System. The Z LSR can be found at:
http://z.co.nz/ptwinfo
2.6
The requirements of this document shall apply in addition to any applicable NZ laws
and regulatory requirements, including the latest codes of practice as issued by the
regulator. This document takes precedence only where its requirements exceed those
of applicable laws and regulatory requirements.
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3.
Roles and Responsibilities
There are roles and responsibilities within the PTWS as set out below.
3.1
Roles and responsibilities table
Role
Issue permits
Self permits
Appoints PI
PTWS assurance
activities system
Stop work if
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
Tester
X
X
X
X

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
3.2
CEO - Owner
The C E O is the Z Energy senior manager with overall ownership and responsibility for Z‟s
HSSE practices. The CEO is the senior manager accountable to ensure an appropriate
permit-to-work system is introduced and made operational, and provide sufficient resources
to enable the permit-to-work system to be properly implemented.
3.3
HSSE Manager - Custodian
The HSSE Manager, or delegate, is responsible for maintaining and confirming the
implementation of this PTWS.
The responsibilities of the HSSE Manager are as follows:

Implement and monitor the PTWS in accordance with the requirements of this
document

Monitor and evaluate the PTWS outcomes to ensure appropriate safe work systems
are established and maintained for all work done under the PTWS

Implement a PTWS orientation program that is designed to familiarise Z Assets
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Project Management Office, Z Environmental Manager, Z Maintenance
Manager, Z HSSE Specialists, Site Systems Manager, Permit Issuers, Permit Holders
and Authorised Gas Testers on the requirements of the PTWS
3.4

Appoint the PTWS Administrator, PTWS Orientation Trainer, and Senior Permit Issuer

Audit and Review the PTWS periodically to seek to ensure its effectiveness and
currency with accepted industry practice

Report to the BRM and the CEO on the effectiveness of the PTWS.
PTWS Administrator
The PTWS Administrator is the person who is responsible for administering the PTWS
documentation and records requirements.
The Administrator is appointed by the HSSE Manager, and is a Z employee.
Responsibilities of the Administrator are as follows:

3.5
Maintains a register of Permit Issuers and Authorized Gas Testers confirmed competent
by the PTWS Orientation Trainer, and other necessary documentation to verify the
requirements of this document have been met
PTWS Orientation Trainer
The PTWS Orientation Trainer is the person who is responsible for conducting the PTW
Orientation training and managing the training and competency requirements of the
PTWS.
The Trainer is appointed by the HSSE Manager, and is a Z worker. Responsibilities of the
Trainer are as follows:
3.6

Providing Z PTWS orientation training and testing for Permit Issuers

Maintaining the PTWS orientation documents

Verifies Permit Issuers are competent as per the requirements in this document,
including revalidation every three years of Permit Issuer competencies.
Senior Permit Issuer
The Senior Permit Issuer is the person who is responsible for monitoring the operational
performance of the PTWS, for conducting periodic operational reviews of the
implementation of the PTWS, and for providing assurance to the HSSE Manager that the
PTWS meets Z requirements and is implemented correctly.
The Senior Permit Issuer is appointed by the HSSE Manager, and is a Z employee.
Responsibilities of the Senior Permit Issuer are as follows:

Confirms six monthly operational audits are conducted of the performance
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standard attained by the Permit Issuers, Permit Holders and Authorized Gas
Testers, and the PTWS as a whole is effectively implemented
3.7

Solicits and receives feedback from the users of the PTWS and consults with the
HSSE Manager, as necessary on the operation of the PTWS

Facilitating the sourcing of an adequate number of Permit Issuers who are qualified
to issue Permits to meet the operational requirements of Z

Providing technical support and advice to ensure the PTWS is implemented as
intended

Reviewing and issuing Permits as required
Permit Issuer
The Permit Issuer (PI) is responsible for taking all necessary steps to prepare, authorise
and issue the Permit to Work after identifying the work and work site/area hazards
and the controls to address such hazards.
It is not necessary for the PI to remain on site for the duration of the work as the Permit
Holder is responsible for verifying that the control measures are maintained
throughout the work and that the work party and the work stays within the limits and
conditions specified on the Permit (area, scope of work, time).
Permit Issuers are required to manage their own permit numbering. The required format
is PI initials and date.
The PIs are appointed by the Administrator. The PI must be trained on the PTWS and
successfully complete the competency training detailed further in this document
before issuing any Permit at any location.
PI‟s are likely to be experienced and competent third party personnel, Z Assets Team
members, HSSE specialists, Christchurch Airport Depot staff, or contractors.
The PI‟s responsibilities include, but are not limited to the following:

Successfully completing the Z PTWS Orientation about the Z permit process.

Critically reviewing the Safe Work Method Statement (SWMS)) that was prepared
by the Permit Holder as part of the preparation of the permit

Discussing the SWMS with the Permit Holder on site

Confirming the PH is aware of requirements of the Z PTWS

Issuing a permit that accurately details the scope of works and that the
documented controls combined are adequate to confirm the work can be
completed in a safe manner

Confirming that the hazards associated with the work and the work
site/area and other work that is or will be performed on or about the
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location during Permit controlled work have been identified and assessed and
that the identified controls are adequate to perform the work in a safe and
environmentally sound manner
3.8

Confirming that all relevant parties have provided their input into the permit and
agree with the hazards and controls identified in the permit before it is issued

Verifying that all necessary supporting documentation, SWMS and drawings are
attached or referred to in the Permit are readily available while the work is
being performed

Reviewing the permit with the Permit Holder and verifying with the Permit
Holder that he/she knows the exact location of the work, the Permit conditions,
emergency procedures in the event of an emergency during the work, the
hazards that have been identified and the controls that must be taken during the
work

Specifying on the Permit any additional controls that need to be taken
during the work

Identifying any conflicts between the proposed work and other activities in the
area of the work that is being authorized by the permit, and if necessary crossreferencing the Permits

Signing and issuing the permit

Cancelling or suspending permits that have been issued when necessary

Reviewing the work with the Permit Holder when the Permit Holder returns the
permit if required

Sign off on the permit once the work is complete

Reporting incidents and near miss incidents involving the work covered by the
permit to the Administrator

Conducting or participating in any investigation of an incident related to the
work covered and providing the investigation report to the Administrator, as
applicable

Retaining copies of the permit form and associated documents for a minimum of 6
years, and 40 years for any permits involving asbestos work or health monitoring.
Permit Holder
The Permit Holder (PH) is responsible for taking all necessary steps to perform the work
in a safe and environmentally sound manner in accordance with the permit.
The PH is typically the Contractor who is responsible for performing the work. The person
or contractor responsible for undertaking the work is responsible for:

planning their permitable activity requirements and including them in their works
programme,
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
engaging a competent PI a minimum of 10 working days (or as negotiated with
the PI) in advance of the date the permit is required (except in an emergency
situation – in which case phoning 111 may be the best option),

providing to the PI for review the required documentation for the permit a
minimum of 5 working days in advance of the date the permit is required,

ensuring the permit holders are trained and competent in their responsibilities as a
PH, and

providing sufficient supervision to ensure the Z PTWS requirements are met.
The PH‟s responsibilities include, but are not limited to the following:

Preparing a Safe Work Method Statement/Job Safety Analysis (SWMS/JSA) and any
other documents required

Completing a Work Clearance Form each day prior to works commencing

Identifying the need for a permit as per the works programme or in completing
the Work Clearance Form, and contacting the local PI engaged to arrange for
getting the permit(s) issued

Discussing the job fully with the PI before signing to accept the Permit

Providing input into the controls necessary to manage risks as their area of
expertise relates to the scope of work

Reviewing the risks and controls daily through a prestart / toolbox meeting and
ensuring all workers are been trained and have signed into the SWMS for the
works.

Explaining to the work party the details of the work and any potential hazards
and their associated control measure identified to mitigate the risks.

Enforcing compliance with the PTWS and permit, including without limitation,
verifying that the control measures are maintained throughout the work and
that the work party and the work stays within the limits and conditions
specified on the Permit (area, scope of work, time)

Being present personally at the work site at all times during the Permit
controlled work. If the PH must leave the work site permanently during
performance of the work, the permit shall be cancelled and all work shall stop
until such time a new permit is issued

Prominently displaying the Permit and attachments at the work site where all
Contractor employees can see them

Stopping the work and seeking advice from the PI if conditions at the site change

Taking the necessary steps to ensure the work area is left in a safe and tidy
condition, before handing back the permit to the PI on completion or suspension
of the work, as applicable
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
3.9
Submitting the signed completed permit on completion of the work
Authorised Gas Tester
The Authorised Gas Tester (AGT) is appointed by the Permit Holder for all permits where
atmospheric testing is a requirement.
The AGT is responsible for taking the necessary steps to confirm that the
atmosphere in, on and about the work area is such that the work can be
performed in a safe manner.
The AGT shall be adequately trained and experienced to perform the gas testing
and in the operation of the gas testing device. The competency requirements are
detailed further in this document. The AGT shall be formally trained in the use of their
own/company gas detector device and have current certification to demonstrate
this. The AGT certification must form part of the SWMS/JSA.
The AGT shall have ready access to and be competent to use calibrated gas
testing equipment that is maintained in good working condition in accordance with
the manufacturer‟s recommendations / instructions.
The Authorised Gas Tester roles and responsibilities may be performed by a
Contractor‟s qualified technician, supervisor or foreman or the PI. The AGT may be
the PH or the PI or another Z or Contractor employee, except for confined space work
where the AGT cannot hold or carry out any other role.
The Authorised Gas Tester‟s responsibilities include, but are not limited to the following:

Successfully completing the training concerning performance of gas testing and
necessary gas testing equipment training

Conducting gas tests (oxygen, toxic and LEL/flammability, etc.) immediately
prior to Permit issuance and at the frequency specified on the Permit and
SWMS/JSA to verify that a hazardous atmosphere is not present

Prior to each use, calibrating and inspecting the gas testing equipment and
confirming it is the appropriate equipment, is calibrated, and is fit for purpose.
Equipment that is not calibrated and fit for purpose shall not be used and shall
be marked as “DO NOT USE” and removed from the work site

Providing the PI with the results of all gas test taken as part of the permit
issuance process. The PI shall record the gas tests results on the permit prior to
issuance

The AGT must continue to take ongoing gas readings and record them on the
Permit documentation.

Immediately stopping the work and instructing personnel to withdraw from the
work area to a safe area whenever a gas test or change in conditions
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indicates that it is unsafe for the work to continue or is not covered by the permit
and immediately report the condition to the PH. The PH must immediately inform
the PI.
3.10 Z Site Representative
The Z Site Representative (for manned operating sites only; i.e. retail sites, Christchurch
airport depot) is the member of the site staff who:

C onfirm that the contractor/workers performing the work when arriving to site
each day has completed and signed a Work Clearance Form (WCF), has a permit
if required (as identified on the WCF), and has completed the appropriate
contractor induction requirements (ID card verification) where applicable.

Provide a hazard brief for the site and significant activities that will be happening
on site for the day.

Check work activity onsite and if any work practices appear inconsistent with Z‟s
LSR intervene with the relevant party and inform their supervisor.

Site Representatives are authorised to stop the work if there is a HSSE concern
about the work.

Confirm when the persons performing the work and/or contractor leaves the site
they sign the Work Clearance Form (WCF).

The Site Representative must advise the persons performing the work and/or the
contractor of any new hazards as they know of them.
4.
Permitable Activities
4.1
Permitable Activities (high risk)
Permits are required for the below permitable activities at all times, including a Safe
Work Method Statement (SWMS) and any other supporting certificates /
documentation. Note any work that is described as excluded in the permitable activity
descriptions is only excluded being permitted. All other relevant documentation for the
work must still be completed.

Hot work in a hazardous zone
Hazardous zones are as per the Classification of Hazardous areas AS/NZS
2430.3:2004. Hot work is any work that may produce a source of ignition. This
includes using any equipment that is not rated for use in a hazardous zone. It
also includes any work that may result in a spark entering a hazardous zone. For
example: welding, blow-torches, flame cutting, any work involving an open flame,
sparking from jack hammers or concrete saws, drilling, grinding, use of portable
electric heaters, electrical tools/equipment that are not explosion proof or
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intrinsically safe, sandblasting operations, operation of internal combustion
engines.

Confined space entry (CSE) - all work that meets the definition in AS/NZS 2865. For
example:
Manhole risers or tank sumps, all underground and aboveground tanks and
vessels, car wash clarifier pits, excavations >/= 1.5 meters, trenches, tank vaults,
storm water management systems, crawl spaces beneath buildings, service bay
pit, oil-water separators, grease traps, canopy space where canopy is double
skinned, any water or waste handling systems large enough for human entry.
The above description is written to reflect Z works and Z requirements for permits
for CSE. The AS/NZS 2865:2009 definition for CSE is detailed at section 10 - Glossary
of this document and must be used to determine CSE activities being undertaken
that a permit will be required for. All requirements set out in AS/NZS 2865:2009 are
to be followed by the Contractor. It is the responsibility of the Contractor to ensure
this.

Excavations and trenching >/= 1.5 m

Live Electrical Work - Modifications/alterations to energised conductors within
switchboards and all work on electrical lines and equipment where the line is
energised. Not including energising equipment and/or circuits for testing which is
covered in medium risk activities.

Abnormal work or maintenance, where a standard operating procedure has not
already been approved for, that involves overriding or disabling a safety critical
device; including leaving a site operating with a disabled safety critical device.

Hazardous substance exposure of high residual risk or greater – including but not
limited to: known asbestos and lead work. This includes any physical modification
or demolition of specific building structures/materials (i.e. tanks, building
insulation) that contain asbestos, lead, among other hazardous substances.

Energized high pressure system work to hydrant lines. Not including energizing
equipment and lines for testing or samples.

Live Product Line work - includes all work on live energized product lines where
either product or vapours are still present (i.e. modifications to existing fuel lines).
Not including energizing equipment and lines for testing or samples.

Work at height exceeding1.8 metres (measured from the lowest point of the
worker‟s body) excluding work less than 5 meters when working from a scaffold
erected by a competent person, or from a scissor lift, or boom lift, or a permanent
ladder, where the fall protection is permanently engineered into the
plant/equipment. Note all regulatory requirements must be met in the use of a
scaffold, scissor lift, boom lift, and permanent ladder.

Shop roof construction and/or installation.

Canopy construction and/or installation
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
Working on single skin canopies.

Working on a non-trafficable secondary surface, i.e. ceiling cavities, brittle roofs,
skylights, among others.

Tank removal and/or installation.

Demolition – excluding soft strip out (except where Asbestos has been identified).

Crane work – Any crane work including a hiab and excluding standard stock
deliveries to a stock receiving area.

Any other activity that has a high or critical residual risk when risk assessed using
the Z risk assessment matrix at Attachment 5.

Any other activity as determined by Z Energy‟s senior management and/or senior
permit issuer.
5.
Non-permitable Activities
5.1
Medium Risk Activities
Medium risk activities as detailed below are required to be undertaken under the
supervision of a Z prequalified contractor or Mini Tankers Zee or Retail Site Retailer, and
in accordance with their HSSE Management Plan for the project/contract or
Operational Manuals. Contractors who are not prequalified must work under a
prequalified contractor.
A SWMS or Job Safety Analysis (JSA) or Standard Operating Procedure (SOP) is required
for Medium risk activities at all times.

Restricted Space
Includes any manhole risers or tank sumps, interceptors, grease traps, or ceiling
spaces that do not meet the definition of a confined space

Excavation between 0.5 meters and 1.5 meters

High pressure system work to a compressed air system

Work at Height 0.5 meters or greater that is not specified as a permitable activity.

Non-powered hoist use involving a suspended load

Work offsite in roadways – traffic management plan required and obtained. For
example; for connection of services including sewer, electrical power, water.

Work on low voltage equipment and circuits
Includes fault finding/trouble shooting/diagnostics on electrical equipment where
the equipment will be energised to allow this.
For all repairs and replacement of parts “Lock Out Tag Out” is to be applied.
All other de-energised prescribed electrical work including additions and
alterations to final circuits, the installation of new and replacement equipment.
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5.2

Erection of structures such as architectural load bearing structures

Pump out of product from tanks

Drilling of monitoring wells or soil borings

Hazardous substance exposure of medium residual risk – including but not limited to:
cutting MDF /SMF, glues, urea, formaldehyde.

Hot work outside of the hazardous zone – including but not limited to: welding,
grinding, and portable heat sources.

Any other activity that has a medium residual risk when risk assessed using the Z risk
assessment matrix at Attachment 5.

Any other activity as determined necessary by Z Energy‟s senior management and/or
senior permit issuer.
Low Risk Activities
All other works that are not set out as Permitable and Medium risk activities do not
require a Permit or a SWMS/JSA unless specifically required by Z Energy. However, a
hazard identification and risk assessment is required to be completed and appropriate
control measures undertaken to eliminate or otherwise reduce risk. A record is to be
maintained as evidence of this process.
The works do require a Work Clearance Form to be completed daily by the contractor.
The Work Clearance Form may form part of or all of the hazard identification and risk
assessment required for low risk activities.
5.3
Deliveries
Delivery only services – this is only for standard deliveries of stock to a stock receiving
area. Suppliers are responsible for: completing a hazard identification and risk
assessment for the delivery services including implementing any controls identified to
eliminate or otherwise reduce risk, having competent delivery staff trained in manual
handling, and drivers who hold a current driver‟s licence for the specific delivery task
requirements.
6.
System Documents
Documentation for the PTWS is available at www.z.co.nz/ptwinfo. The primary PTWS
documents are as follows:

Work Clearance Form, which must be completed daily by all Contractors for all
work and workers prior to commencing. Attachment 4 contains the Work
Clearance that shall be used

Safe Work Method Statement must be completed by all Contractors for
permitable activities prior to performing the work.
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6.1

Job Safety Analysis, or equivalent document must be completed by all
Contractors for Permitable and Medium risk work prior to performing the work

Permit (work permit, permit-to-work), which must be completed by the
appropriate PI for all Permitable work. Attachment 7 contains the Permit form that
shall be used unless applicable law requires a specific Permit or that the Permit
contains particular information.

Certificates, which where applicable must be used in conjunction with the Permit;
refer Attachment 8 Permit Certificates A-H.
Work Clearance Form
A Work Clearance Form (WCF) is completed by the person performing the work or
Contractor performing the work in conjunction with the Site Representative for manned
sites. Work Clearance is a process of hazard identification and is used to verify that all
activities on site are undertaken with the knowledge of the Site Representative. The
Site Representative is to advise the person performing the work or Contractor if there
are any operational or site conditions that may have an impact on performing the work
safely (e.g. product delivery).
The Work Clearance process is also designed to stop the work or trigger the need for
a Permit if certain conditions are not met.
The WCF is also used by the Permit Holder to renew a Permit on a daily basis provided
the Permit validation period has not expired. If the Permit validation period has
expired, the Permit Holder must stop the work and consult the Permit Issuer.
A WCF is required daily for all work. It is to be completed prior to the start of the work
activity for the day, and closed by sign out with the Site Representative at the end of the
day‟s activities.
Where more than one worker is involved in the activity a tool box talk is to be conducted
with all the workers prior to starting the work to discuss the hazards identified on site and the
required control measures.
A WCF must be completed at unmanned and closed locations, but a signature by the
Site Representative is not required. The unmanned or closed status shall be noted on the
Work Clearance Form.
A minimum of two copies of the WCF are required:
1.
One site copy to remain on site
2.
One Contractor copy to be filed by the Contractor
The WCF is at Attachment 4.
6.2
Safe Work Method Statement/Job Safety Analysis
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SWMS/JSAs are the document that details specific safety requirements for the job.
SWMS/JSAs are required for Permitable and Medium risk works.
The requirements are:
1.
The Contractor who is to perform the work shall complete the SWMS/JSA.
2.
For permitable activities, the Permit Issuer shall review the SWMS prior to
authorising the Permit.
3.
For medium risk activities, the SWMS/JSA shall be reviewed by the contractor‟s
supervisor, or representative, prior to the work starting.
4.
The PI shall document on the Permit any additional controls that the Contractor
must undertake to manage hazards and associated risks present on the site.
The Permit shall align with and compliment the Contractor‟s SWMS/JSA.
5.
The Permit Holder shall ensure that the SWMS/JSA and permit are followed.
A template for a SWMS is included at Attachment 6
A SWMS/JSA is a process of breaking down work activities into individual tasks,
identifying associated hazards against these tasks, risk assessing them, and then
determining appropriate methods of eliminating otherwise, isolating or minimising the
identified hazards for the tasks to be undertaken.
The steps in completing a SWMS/JSA are:
1.
Completing a task list, e.g. break down of work activities into tasks.
2.
Completing a hazard identification assessment for all tasks.
3.
Identify through risk assessment the tasks/hazards that are high risk.
4.
Identifying control measures to be implemented to eliminate otherwise isolate, or
minimize the hazards and risks identified.
5.
Ensure the control measures reflect the hierarchy of controls and the degree of
risk.
6.
Include the Z permit requirements for the task/hazard.
7.
Assess the residual risk for the hazards identified
a. If the residual risk is high return to step 4 and reassess the control measures to
reduce the risk.
b. If the risk is medium consider further control measures to reduce the risk and/or
monitoring and review requirements.
8.
For high risk work assign a responsible person and describe how the control
measures are to be implemented, monitored and reviewed; and assign a person
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responsible for ensuring this occurs.
Persons performing the identified work and/or Contractors must prepare SWMS/JSAs
taking into account:

circumstances at the workplace that may affect the way in which high risk work is
carried out, and

the requirements detailed in any relevant Site Specific Safety Plan for the work
and/or the HSSE requirements for the workplace, and

be expressed in a way that is readily accessible and understandable to persons
who use it.
Compliance with SWMS/JSA - If work is not carried out in accordance with the
SWMS/JSA for the work, the contractor or site representative must ensure that the work:
6.3

is stopped immediately or as soon as it is safe to do so, and

resumed only in accordance with the SWMS/JSA.
Permit
A Permit is a document used to describe the work to be performed, tools to be used
and hazards associated with the planned work. A Permit is issued for a particular
task or activity, not for multiple activities over a period of time. It identifies the
requirements to be in place to eliminate, otherwise isolate or minimise the
hazards/risks associated with the task or activity. Together the contactor‟s SWMS/JSA
and the Permit shall cover all of the risks and identify the necessary control measures
to ensure the risks are as low as reasonably practicable.
A Permit is required for Permitable activities at all times.
A Permit is required for Medium risk works where required in the main contractors HSSE
Management plan for the project/contract.
The Permit must be accepted by the PH and authorised by the PI prior to the work
commencing.
Once the work is complete, the PH signs the Permit and submits the completed Permit.
The PI must sign the Permit as evidence of having verified the job is complete and that
the Permit is closed.
The Permit and all associated documents (i.e. Work Clearance Form, SWMS/JSA,
etc.) shall be available at the work site readily accessible to all Contractor
employees.
6.4
Permit Attachments
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Various activities require attachments to the permit, in order to allow for further detail
of the tasks to be recorded should it be required. Attachments are separate forms
which are completed by the PI, PH or AGT during the works. The appropriate
Attachment Forms are to be included as part of the Permit.
Attachment A – Hot Work Certificate
Attachment B – Confined Space Certificate
Attachment C – Work at Height - roofs, canopies and temporary structures
Attachment D – Excavation Certificate
Attachment E – Isolation Certificate
Attachment F – Tank Removal / Installation Certificate
Attachment G - Demolition Certificate
Attachment H - Overhead Crane Certificate
6.5
Contractor Prequalification Process
Contractors are required to demonstrate, via the Z prequalification process, that they
have the necessary HSSE management systems in place to manage HSSE risks in their
given field. A typical contractor prequalification process may consist of the following
components:

A review of the Contractor‟s HSSE plan and supporting documentation

A HSSE capability and competency questionnaire to be completed by the
Contractor

An evaluation of the Contractor‟s previous HSSE performance

An HSSE audit of the Contractor‟s performance
The prequalification records are held in Z‟s prequalification vendor‟s software system
which is accessible by Z and the contractor themselves. The prequalification is
renewed every two years.
7.
System Rules
7.1
Permit Validity
A Permit is valid for a specific task or activity, on a specific site, within a specific
period of time. The normal working hours for the project /contract are to be used as the
basis for determining the specific period of time.
Permits may only be issued for a maximum of five (5) consecutive calendar days, as
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the benefits of a discussion with a PI and daily handover and signing of the Permit
may erode over a period of time. Site conditions may also change over time and
require further discussion.
A Permit that is issued for work that extends beyond one day must be renewed at the
commencement of each day. Provided site conditions have not changed and the
Permit validation period has not expired, the Permit Holder is able to renew a
Permit by completing a new Work Clearance Form on a daily basis. If the Permit
validation period has expired, the Permit Holder must stop the work and consult the
Permit Issuer. The Permit Holder must renew the Permit via the Work Clearance Form
each day.
Permits may be applied for in advance of the work, but the Permit shall be issued
immediately prior to the performance of the permitted work. Exception to this is in
the case of Remote Permits which may be issued up to 24 hours in advance.
7.2
Remote Permitting
Whilst face-to-face communication between Permit Issuer and Permit Holder is
recommended and must be used wherever possible, there may be situations where
this is not practical, e.g. work on remote sites of a low risk nature for a very short
timeframe or an emergency situation where timely assistance from emergency services
is not available. In these instances other measures shall be taken to verify that risks are
identified and adequately communicated.
A remote Permit can ONLY be issued if ALL of the following criteria are 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.
In situations such as this, the following process is to be conducted:

The PI and the PH complete the Permit over the phone, taking into account the
site conditions and referring to the Site Operator / Retailer if required

The completed Permit is sent to the PH on site who reviews the specified conditions
and confirms their understanding of the conditions and their ability to comply with
these conditions by signing the Permit

The completed, signed Permit is then faxed or scanned and emailed back to the
Permit Issuer.

The Permit Issuer must verify that they have a copy of the SWMS/JSA that has been
completed by the Contractor for the activity.
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7.3

The contents of the SWMS/JSA must also be discussed in light of the Permit
conditions.

A second PI must also approve the remote permit and at least one of the PI‟s must
be the Z senior permit issuer or delegate. The communication between all parties,
(PH, and two PIs) can be done remotely from each other.

Where possible the use of technology options should be considered to improve
communications between all parties, i.e. video conferencing.
Self-Permitting
No one is allowed to issue a Permit to themselves, as this would defeat one of the prime
objectives of a PTWS of having a discussion about the safety of a project.
7.4
Contractor Permitting
A PI who has met the competency requirements to be a Z PI may issue a Permit to
another person in the same Contractor organisation. The administrator will review a
sample of these permits each quarter to ensure the permit requirements are being
maintained.
7.5
Blanket Permits
Blanket Permits are not permitted. Long-term routine work is more effectively controlled
by means of standard operating procedure or work instruction than by the use of
Blanket Permits.
7.6
Derogations and standard operating procedure approval process
On occasions an approved standing operating procedure (SOP)may be more
appropriate for repetitive, routine activities. A SOP can be developed and for work to
be conducted against the SOP rather than a permit. This could evolve from projects
that require the same implementation of minor work in a hazardous area on the
forecourt of all retail sites. When the potential for the work to be conducted under an
SOP is identified the following process is to be followed:
1.
The relevant Z representative for the work in consultation with the identified
contractor for the work is to conduct a risk assessment and develop the SOP, and
SWMS/JSA (which may be one document).
2.
The competency of personnel and the equipment required to undertake the work
are to be detailed in the document(s) as well as the requirement to complete a
Work Clearance Form daily.
3.
If the work is for a project rather than ongoing routine work, the project timeline for
the work is to be detailed.
4.
A permit issuer is to be engaged to review and confirm the developed
document(s) are appropriate to manage the foreseeable risks.
5.
The final documents are then to be provided to the Z senior permit issuer for review
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and submission to the CEO.
6.
The CEO will review the documents and consider their acceptability for a PTWS
derogation to be approved.
The Z derogation procedure is available at:
http://matters.gel.local/HSSE/HSSE/Published_Documents/HSSE_Procedures
7.7
Changes in Conditions
In the event of any of the following circumstances occurring during the course of an
activity under Permit control, the Permit Holder must suspend the work and refer directly
back to the Permit Issuer on the appropriate course of action:

The specified equipment or tools to be used are not available

The type of work changes

The process conditions change (e.g. unexpected release of product / gas
nearby)

An emergency in the area

Weather conditions change and increase the risk profile of the works

Conflicting work is being undertaken by another Permit Holder or Contractor
In the event that a tanker arrives to complete a delivery of product on site, work is to
stop and be assessed for additional risk. Hotwork is to stop and stay stopped for a
minimum of 30 minutes after the delivery has been completed.
8.
Training and Competency Requirements
8.1
Permit Issuers
PI candidates must:
1.
Attend the Z PTWS Orientation session and score a minimum of 90% on the
qualifying test. If a 90% score is not achieved, the PI candidate may retake the
test. Candidates may take the test up to 3 times. The PTWS Orientation session is
provided by Z.
2.
PIs must also successfully complete the NZ Qualification Authorities (NZQA) Unit
Standard (US) 17590 Permit Issuer, to further understand their responsibilities as a
permit issuer and the common hazards to be covered in a permit. This course
must be completed prior to the PI being confirmed to undertake permit issuing
without supervision by a competent PI.
3. Following the successful completion of the Z PTWS Orientation and qualifications as
identified below for specific permits, the PI can complete permits under supervision.
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For each type of permit the permit issuer is able to complete the PI must complete two
successful permits under supervision and be deemed competent by the supervisor to
issue permits unsupervised. The supervisor will be a competent and experienced PI
who has been identified as suitable to supervise PI on probation.
Note the supervisor is to confirm that the PI has demonstrated for the permitable
activities supervised:

a practical understanding of the relevant hazards and risks

the ability to communicate effectively the permit requirements to the PH,
and

the correct PTW process and documentation.
To ensure PIs have competency in the risks associated with particular permitable
activities, PIs must have approximately 4 years work experience in a relevant
supervisory role for the permits they will be confirmed to issue, and have
successfully completed and hold a current qualification in the following NZQA USs
to issue specific permits:
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 /
Mechanical Isolation
US 25043 Energy isolation
The above mentioned training is to be revalidated at the set intervals specified by
the approved training organization or 3 yearly whichever is the minimum
timeframe.
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8.2
Permit Holders
It is the responsibility of the PH Company to ensure the PH is familiar with the Z PTWS.
It is recommended that PHs successfully complete the NZQA US 17588 to further
understand their responsibilities and the permit process.
8.3
Authorised Gas Tester
An authorized Gas tester must successfully complete and hold a current qualification to
the NZQA US 3058 Gas testing in high risk industries and US 25510 Atmospheric testing,
and be trained in the use of their own/company gas detector device
The above mentioned training is to be revalidated at the set intervals specified by the
approved training organization or 3 yearly whichever is the minimum timeframe.
8.4
Worker Qualification
Personnel undertaking works for Z are to be adequately trained by their employer and
training records are to be available upon request by Z. The minimum training
requirements for specific roles with an HSSE focus for the activities are detailed in the Z
Contractor Management System Standard for Construction and Maintenance
Performance available at: http://z.co.nz/ptwinfo
9.
Audit & Review of PTWS
9.1
Audits
Audits of permitable activities documentation, as a minimum, should be carried out
as part of the Z HSSE audit program every six months. These audits are to be
arranged by the HSSE Assurance Manager. The Asset Manager or Asset HSSE Specialist
i s to peer review the audit and it is to be reviewed by the HSSE Assurance Manager of
Z.
9.2
Review and Assurance
The HSSE Manager in conjunction with the Risk and Assurance Manager, shall annually
review the effectiveness of the PTWS and modify it where necessary as part of
continuous improvement of HSSE management. Factors to be taken into account
include:

Changes in legislation

Industry guides

Review of Incident Reports

Inspection & Audit findings

Feedback from users
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9.3
Reporting
The results of audits, reviews and assurance are to be reported to the Business Risk
Meeting by the HSSE Manager.
9.4
Records
Permits & supporting documentation must be retained according to legislative and Z
requirements. Permits are to be kept by the PI for six years minimum, and 40 years for
any permits involving asbestos work or health monitoring.
Training and competency records for Permit Issuers must be retained according to
legislative and Z requirements.
10.
Glossary
Term
Competent person
Confined Space
(as per AS 2865: 2009)
Contractor
Crane
Hazard
Document Custodian: HSSE Manager
Definition
A person who has acquired through training, qualification or experience
the knowledge and skills to carry out the task, and where required has
met the regulatory requirements to carry out the task.
An enclosed or partially enclosed space that is not intended or designed
primarily for human occupancy, within which there is a risk of one or more
of the following:
(a) An oxygen concentration outside the safe oxygen range.
(b) A concentration of airborne contaminant that may cause
impairment, loss of consciousness or asphyxiation.
(c) A concentration of flammable airbourne contaminant that may
cause injury from fire or explosion.
(d) Engulfment in a stored free-flowing solid or a rising level of liquid that
may cause suffocation or drowning.
Also refer to AS 2865: 2009 section1.5.5 notes 1-5 which provide examples of
enclosed or partially enclosed spaces that may meet the definition criteria
for a confined space.
Any contractor company or subcontractor company engaged to carry out
works for Z and any workers of such companies.
Crane means a powered device:
i.
That is equipped with mechanical means for raising or lowering
loads suspended by means of a hook or other load handling
device; and
ii.
That can, by the movement of the whole device or of its boom, jib
trolley or other such part, reposition or move suspended loads both
vertically and horizontally; and
Includes all parts of the crane down to and including the hook or loadhandling device, and all ropes, wires, chains or other devices used to
move the hook, or device; but does not include lifting tackle that is not an
integral part of the crane
An activity, arrangement, circumstance, event, occurrence, phenomenon,
process, situation, or substance (whether arising or caused within or outside a
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Term
High Pressure
HSSE
Inspection
Isolation
JSA
Low Voltage
equipment
Electricity (Safety)
Regulations 2010
Monitoring
Non-routine work
Permit
Permit Validity Period
PH
PI
PTWS
Review
Risk
Safety critical device
Document Custodian: HSSE Manager
Definition
place of work) that is an actual or potential cause or source of harm; and
include:
i.
a situation where a person‟s behaviour may be an actual or
potential cause or source of harm to the person or another person;
and
ii.
without limitation, a situation described in subparagraph (i) resulting
from physical or mental fatigue, drugs, alcohol, traumatic shock, or
an-other temporary condition that affects a person‟s behaviour.
High pressure covers pressures higher than normal, especially higher than
atmospheric pressure.
Z hydrant operating pressures - below 1000kpa (145psi) and test pressures
below 1300kpa (190psi)
Health, Safety, Security, Environment
Checking the Permit controls in practice using a using a checklist or
equivalent document.
A physical barrier between a source of energy (mechanical, electrical,
hydraulic or static head) or process materials and a place of work.
Job Safety Analysis
Low voltage means any voltage exceeding 50 volts AC or 120 volts ripplefree DC but not exceeding 1000 volts AC or 1500 volts ripple-free DC. For
example: 50V alternating current and 120V direct current up to 1000V AC
and 1500V DC
Routine checking of Permits and controls in the course of the 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
The terms „permit-to-work‟, „permit‟ or „work permit‟ refer to the paper or
electronic certificate or form which is used as part of an overall system of
work, and which has been devised by Z to meet its specific needs.
Whether it is manually or electronically generated, the permit is a detailed
document which authorises certain people to carry out specific work at a
specific site at a certain time, and which sets out the main control
measures needed to complete the job safely.
The period during which a Permit may remain active, and after which the
work site controls must be reassessed.
Permit Holder
Permit Issuer
Z‟s Permit to Work System
Examining the fundamental design of the system to see whether it should
be changed in the light of experience.
The probability and consequences of a hazard resulting in harm or damage.
An essential safety device designed to prevent injury or incident; including
devices required to de-energize a hazardous energy source.
For example: A part, assembly, installation, or production system with one or
more essential characteristics that, if not conforming to the design data or
quality requirements, would result in an unsafe condition that could cause loss
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Term
Site Representative
Soft strip out
SWMS
Work
Worker
Workplace
WCF
Z
Zee
11.
Definition
or damage to the end item or major components, loss of control, or injury to
personnel.
Person responsible for the overall safety of a particular site. This could be
the Site Operator or a designated employee.
Non-structural deconstruction, including removal of all appliances,
windows, doors, and other finishing materials.
Safe Work Method Statement
The works, including temporary works, to be executed in accordance
with the Z contract.
A person is a worker if the person carries out work in any capacity for Z or
at a Z workplace, including work as:

A Z employee

A contractor or subcontractor

An employee of a contractor or subcontractor

An employee of a labour hire company who has been assigned to
work for Z or at a Z workplace

An apprentice or trainee

A student gaining work experience

A volunteer
A place where work is carried out for Z or on behalf of Z and includes any
place where a worker goes, or is likely to be, while at work. This includes a
vehicle, vessel, aircraft or other mobile structure, and any waters and any
installation on land, on the bed of any waters or floating on any waters.
Work clearance form; a document used to identify and review the
hazards inherent in the work being undertaken.
Z Energy Limited
Contractor for Mini Tankers providing Direct Machine Refuelling and other
refuelling services
Attachments
All Attachments to the PTWS Manual are held separately in a stand-alone document for ease
of updating. The Attachments are available at: http://z.co.nz/ptwinfo
Attachment 1 – Permit To Work System Flowchart
Attachment 2 – PTWS – Activity Table
Attachment 3 – (Typical) Retail Site Hazardous Areas Map
Attachment 4 – Work Clearance Form - roofs, canopies and temporary structures
Attachment 5 – Z Risk Assessment Matrix
Attachment 6 – Safe Work Method Statement Template
Attachment 7 – Permit to Work Form
Attachment 8 – Permit Certificates A-H
Attachment 9 – Identification of a Confined Space Decision Tree
Document Custodian: HSSE Manager
Uncontrolled when printed
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