By Nancy Mills,2014-03-17 13:34
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Append E Permit-to-Work Procedure Version 1.0a Appendix E DEFENCE BULK FUEL INSTALLATION FACILITY MAINTENANCE INSTRUCTION PERMIT-to-WORK MODEL PROCEDURE Append E Permit-to-Work Procedure Version 1.0a -i- CONTENTS Introduction 1 Safe Work M..

    Appendix E





    Append E

    Permit-to-Work Procedure Version 1.0a


Introduction 1

    Safe Work Method Statement 2 Permit to work workflow 3

    Accreditation requirements Defence BFI facility maintenance personnel 6

    Permit-To-Work System Base Appointments 10 Safety Control Certificates 19 Safe Working Practices 21

    Specific Work Precautions 25

Append E

    Permit-to-Work Procedure Version 1.0a



    1.1. The Australian Defence force has a number of Bulk Fuel Installations (BFI) used to

    store and distribute large quantities of aviation and maritime fuels. To ensure

    compliance with Occupational Health and Safety duty of care obligations and because

    of the hazardous nature of BFI’s, specific risk management and control strategies

    involving a PERMIT-TO-WORK is to be used.

    1.2. The Department of Defence identifies the requirement for a Permit-to-Work System

    (controlled entry) to apply at all of its Bulk Fuel Installations as a critical element of its

    Occupational Health and Safety Management System (OHSMS) and the performance

    requirements of Australian Standard 1940 The storage and handling of flammable and

    combustible liquids (AS1940). Defence’s duty of care is established under the

    Occupational Health and Safety Act 1991.

    1.3. The PERMIT-TO-WORK system aims to ensure proper consideration is given to the

    risks of a particular job or task. The Permit is a written document which authorises

    certain persons to carry out specific work at a BFI. The permit also sets out the main

    precautions needed to complete the job safely. The PERMIT-TO-WORK system

    should not be regarded as a way of avoiding the need to prevent or minimise risk.

    1.4. Prior to any maintenance work on a BFI, a fully risk assessment shall be documented

    and integrated into a Safe Work Method Statement (SWMS). All maintenance

    activities within a BFI, including associated systems, is to be done by suitably trained

    and competent persons in strict accordance with an authorised PERMIT-TO-WORK.

    The issuing of a Permit-to-work can only be provided by a nominated Responsible

    Person (Petroleum) duly appointed by either the Operating Agent or the Maintenance

    Agent. The preferred option is subject to agreement between the DSGRM and the

    relevant Commander of the Base that has either a aviation or Maritime BFI.

    1.5. The Permit-to-Work System is a key risk management element of the Base and BFI

    Facility Safety Management Systems. The Permit-to-Work System guides systematic

    planning and work control to assist those involved with BFI Facility operation and

    maintenance to carry out work in accordance with safe working practices. The Permit-

    to-Work System is kept effective through Base procedures; training of personnel

    (particularly supervisors); and induction of contractors to accreditation status. The

    system is subject to regular audit (at least twice annually) and to periodic management


    1.6. These additional permit-to-work requirements for military specification fuels do not

    apply to on-base automotive (commercial grade) fuels (LPG, Diesel, Ethanol

    derivatives, and un-leaded petrol’s) storage facilities. A Permit-to-Work System for

    commercial grade BFI’s must meet the performance requirements of AS 1940 and the

    permit-to-work requirements and other applicable standards, government legislation.

    Prior to any maintenance work on these facilities a fully risk assessment shall be

    documented and integrated into a SWMS. Development of the SWMS should be done

    in consultation with involved employees and other stakeholders. The maintenance and

    operation of commercial grade fuel storage facilities are covered by the normal

    provisions of the DSG maintenance or contract programs.

    Append E

    Permit-to-Work Procedure Version 1.0a



    2.1. The safe work method statement (SWMS) is derived from a documented risk

    assessment of a task having a safety risk or risks. The SWMS is a compilation of

    documents that include but not limited to, a Job Safety Analysis, any manufacturer’s

    instructions, relevant codes of practice/industry guides, and Australian Standards..

2.2. By definition a ‘Safe work method statement’ means a statement that:

    a. identifies a work activity assessed as having a safety risk or risks;

    b. states the safety risk or risks;

    c. describes the control measures that will be applied to the work activity;

    d. describes how safety measures will be implemented to do the work safely; and

    e. includes a description of the equipment used in the work, the qualifications of

    the personnel doing the work and the training required to do the work safely.

    2.3. To aid the development of a SWMS a risk assessment of the task or job is conducted

    and depending upon the circumstances of the task, it may be appropriate for a generic

    risk assessment of several locations where the hazard and degree of risk are

    comparable, such as where the same maintenance task is conducted in a number of

    different locations in similar circumstances. The use of generic risk assessments may

    be relevant to personnel who do the same work in different locations and will help

    simplify the overall task of assessment of the different locations.

    2.4. To apply generic assessments it is necessary to ensure that the documented work

    practices, equipment, and materials are the same in each case.

2.5. Once developed and issued, the Responsible Person is to;

    a. ensure that the work is carried out in accordance with the SWMS;

    b. ensure that when there is non-compliance with the SWMS, work is stopped

    immediately, or when it is safe to do so, and not resumed until the statement is

    complied with; and

    c. ensure the SWMS is to be kept up to date and review whenever there is a change

    to the high-risk task or job.

    Appendix E

    Permit-to-Work Procedure Version 1.0a



    3.1. The Permit-to-Work System provides for the systematic generation, distribution, and

    retention of Permit-to-Work and supporting Safety Control Certificate documents that

    assist the identification, implementation, communication and recording of control

    measures agreed to form the basis of safe working for specific items of work.

    3.2. The issuing of a Permit-to-work can only be provided by a nominated Responsible

    Person (Petroleum) duly appointed by either the Operating Agent or the Maintenance

    Agent. The preferred option is subject to agreement between the DSGRM and the

    relevant Commander of the Base that has either a aviation or Maritime BFI.

    Initiation And Scheduling Of Work

    3.3. Under the Defence Bulk Fuel Installation Facility Maintenance Instruction, the

    Maintenance Agent (MA) schedules planned maintenance at least three months in

    advance or when requested by the OA or DSG-MBS for the purposes of forward

    planning of base or DSG Region activities. Planned maintenance tasks are to risk

    assessed and documented in a SWMS. Breakdown repairs are scheduled as agreed

    under CMS Contract arrangements. Where possible, breakdown repair activity should

    be assessed within a SWMS.

    3.4. The CMS Contractor advises the Operating Agent of the rolling monthly plan on a

    weekly basis to enable work to be rescheduled as necessary and to minimise time

    wasted at the Base by maintainers awaiting Permit-to-Work.

    3.5. The Responsible Person (Petroleum) schedules the preparation of required Safety

    Control Certificates and other preparations supporting the Permit-to-Work. The

    Responsible Person (Petroleum) shall review with the Permit Officer (Petroleum) the

    relevant SWMS in conjunction with the Maintenance Agent in advance of the

    commencement day of the scheduled work. The Responsible Person (Petroleum) will

    make arrangements for this review to occur.

    3.6. In the case of more complex works, such as those involving Confined Space Entry, the

    Responsible Person (Petroleum) shall ensure the timely initiation of isolation works

    which may require maintenance personnel to attend the Base and work under Permit-

    to-Work conditions.


    3.7. The Responsible Person (Petroleum) shall issue an individually numbered Permit-to-

    Work for each work scope that can be identified uniquely in terms of timing, location

    and specific subject equipment item and work party.

    3.8. A Permit-to-Work consists as a minimum of a Permit-to-Work document authorised

    by the Responsible Person (Petroleum). The Responsible Person (Petroleum) shall

    determine whether supporting Safety Control Certificates are required from authorised

    Permit Officers competent to determine and verify the effectiveness of the safe work

    controls required for:

    Appendix E

    Permit-to-Work Procedure Version 1.0a


a. Hot Work;

b. Confined Space Entry;

c. Electrical;

d. Work at Heights (including Roofs) above 2 metres;

e. Excavation deeper that 1.5 metres

    f. Cold Work (e.g prolonged work activity in an enclosed area/environment that

    operates at an artificially or naturally reduced ambient temperature at or near 4

    degrees C)

    g. Penetration (e.g, where openings or penetrations are to be made in existing or

    new suspended surfaces); and

    h. Managing Change (including new construction, design modification, demolition,

    vehicle entry or the introduction of ANY unusual hazard not controlled under

    standing instructions.)

    3.9. The relevant Permit Officer shall issue a uniquely numbered Safety Control Certificate cross-referenced to every Permit-to-Work to which it relates.

Permit Issue and Acceptance

    3.10. The Permit-to-Work is primarily an authorisation to conduct a prescribed high-risk activity and issued between:

a. the Responsible Person (Petroleum) as ISSUER


    b. the Permit Holder and Work Party as RECEIVER of agreed actions and their


    3.11. Prior to accepting a Permit-to-Work, the receiving Permit Holder (and each member of the Work Party) shall:

    a. satisfy the Responsible Person of their Base induction accreditation status and

    competence for the work by display of their Defence Identification Pass;

    b. provide all necessary information about proposed work methods sufficient to

    enable the required safety controls to be agreed;

    c. read and acknowledge the identified hazards and required precautions;

    Appendix E

    Permit-to-Work Procedure Version 1.0a


    d. inspect the work site to verify the isolations and other precautions to their own

    satisfaction, and apply personal locks and DANGER tags duly signed, dated and

    numbered in correspondence with the relevant Permit-to-Work and or SWMS


    e. record the date and time of acceptance; and

    f. sign the Permit-to-Work and record their Defence Identification Pass number on

    the Permit.

    3.12. The Responsible Person shall ensure that relevant Permit Control Officers and BFI

    Facility Operators are aware of the proposed work and the Permit-to-Work conditions,

    and that Standby Persons and Fire Safety Watchers are briefed in accord with Permit

    Officers’ Safety Control Certificates. BFI Facility Operators, Standby Persons and

    Fire Safety Watchers shall sign the Permit-to-Work and Safety Control Certificates to

    acknowledge their role and briefing.

    Permit Changes, Withdrawal and Expiry

    3.13. In the event of a change of personnel performing the work, the original recipient(s)

    shall ‘sign-off’ the Permit and the new personnel shall discuss the hazards and

    precautions with the Responsible Person and shall ‘sign-on’ as if accepting the Permit

    from the outset of the work.

    3.14. In the event of a change of the Responsible Person responsible for the work, the new

    Responsible Person shall discuss the work being performed and the precautions in

    place with the original Responsible Person and, if satisfied, shall countersign Permit.

    In addition, contractors/maintenance personnel working at the BFI site shall be

    formally notified of the change of the Responsible Person.

    3.15. The Permit-to-Work shall be displayed at the worksite and a copy kept on the job at all

    times while work is continuing and a copy of the Permit-to-Work shall be retained by

    the Responsible Person as a record of work in progress.

    3.16. The Permit Control Officer shall monitor compliance with Permit-to-Work conditions

    and shall take appropriate corrective action when the nature of the work or conditions


    3.17. BFI Facility Operators have full authority to stop work being performed and withdraw

    a Permit-to-Work at any time without reference. If a Permit-to-Work is withdrawn,

    work is not to continue until the Responsible Person reissues the Permit. If the

    precautions of the Permit are changed, the Responsible Person and other personnel

    involved shall consider reporting the circumstances as an Incident for further


    3.18. The maximum period of validity for a Permit-to-Work shall be 24 hours.

    Work Acceptance & Permit Closure

    Appendix E

    Permit-to-Work Procedure Version 1.0a


    3.19. If it is necessary to test-run equipment or test circuits, the Responsible Person shall:

    a. specify the limitations of the test and any additional precautions;

    b. control removal of isolations for the test; and

    c. verify reinstatement of the isolations prior to authorisation of further work.

3.20. On completion of the work, the Permit Holder shall:

    a. report the job status to the Responsible Person;

    b. remove personal locks, isolations and DANGER tags;

    c. record the job status, together with date and time, and sign off on all copies of

    the Permit; and

    d. return the Job Copy of the Permit to the Responsible Person.

3.21. The Responsible Person shall:

    a. check the status of the work, ensuring all locks, isolations and danger tags have

    been removed;

    b. record whether the equipment is ready to return to service in its Authorised

    Configuration (or take corrective action) and the maintainer has left the work

    area in a clean and tidy state in accordance with the BFI Facility Maintenance

    Instruction; and

    c. sign and record the date and time of acceptance, constituting Permit closure.

3.22. Isolations shall remain correctly tagged and locked and any ‘open ends’ shall be

    blanked if work is incomplete, or until all other associated Permits have been closed

    and the equipment is ready for return to service.



    4.1. For maintenance-related work on its BFI facilities, Defence delivers all maintenance

    activities via suite of Comprehensive Maintenance Services contracts. Specialised

    consultants and maintenance contractors may be selected either through the Defence

    Infrastructure Panel (DIP) - sub-panel 3 fuel farm works and appraisals, or using the

    Regional Comprehensive Maintenance Services (CMS) consultancy panel, or if

    necessary, specialised consultants may be selected via open tender.

    4.2. Irrespective of the selection method, Defence qualifies as panel members, contractors,

    and consultants, of having the capability to perform nominated specific maintenance

    tasks identified in the Defence Bulk Fuels Maintenance Facility Instruction. Appendix E

    Permit-to-Work Procedure Version 1.0a


    4.3. Contractor and consultant panel members must certify their individual personnel as

    competent to undertake a nominated range of specific maintenance tasks identified in

    the Defence BFI Facility Maintenance Instruction in accordance with the contractor’s

    work method statements and the individual’s licences, training, experience and

    supervision provided.

    4.4. Certified competent maintenance personnel assigned by their employer to work in a

    Defence BFI Facility are required to obtain Defence-specific accreditation through

    induction and training in:

    a. the general requirements of Defence Establishments in the Region where their

    employer is contracted (by the CMS Contractor), providing general knowledge

    and understanding of the Permit-to-Work Systems that apply in Defence;

    b. the local Base Rules at which they work (by the CMS Contractor), including

    specific local requirements of Permit-to-Work systems that apply across the

    Base and how they apply to the individual’s work. Understanding is indicated

    by individuals signing the relevant local Base Contractor Site Safety Agreement;


    c. the specific local BFI Facility Rules (established by the Operating Defence Unit),

    including specific requirements of the Permit-to-Work system as applied to the

    BFI. This requirement to be carried out by the Responsible Person (Petroleum).

    4.5. The Base Contractor Safety Agreement covers Base Rules applicable to all visitors and

    contractors including:

    a. Base road safety;

    b. Unacceptable behaviour;

    c. Access to runways and taxiways, the BFI and other restricted areas;

    d. Pest Control;

    e. Radiation hazards;

    f. Noise;

    g. First Aid; and

    h. Asbestos

    4.6. The Base Contractor Safety Agreement also covers critical areas especially relevant to

    work in the Bulk Fuel Installation:

    a. Certificate of Competency and Permit-to-Work;

    Appendix E

    Permit-to-Work Procedure Version 1.0a


    b. Confined Spaces;

    c. Construction and Excavation;

    d. Hot Work Permits;

    e. Fire and explosion (including smoking and ignition sources);

    f. Emergency Response;

    g. Environmental Impact; and

    h. Chemical Use limited to materials covered by BFI Standing Instructions

    (expressly excluding the use of detergents).

    4.7. In these critical areas of the Contractor Site Safety Agreement, the requirements of the

    BFI Facility prevail over Base Rules wherever there is any conflict.

    4.8. Each contractor organisation must ensure that its management are fully aware of the

    Permit-to-Work system, its principles, why it must be followed precisely, and provide

    systematic support to its full and rigorous implementation at each Base. This includes

    making arrangements for periodic refresher training to Defence Base requirements.

    4.9. While employed on a Defence establishment, personnel fully accredited to perform

    maintenance on a BFI Facility are required to carry a current Identification Pass issued

    by Defence that indicates their qualification, including any limitations. This

    Identification Pass must be produced on request to the Responsible Person (Petroleum)

    prior to the issue of any Permit-to-Work.

    4.10. DIP and CMS Panel members are required to nominate suitably experienced

    individuals who have a responsible and mature attitude to safety to undergo additional

    training by Defence as On Base Supervisors. On Base Supervisors are required to

    exercise leadership of contractor work parties through a higher-level understanding of

    the Permit-to-Work System and safe systems of work generally, and also be the Permit

    Holder for a Work Party.

    Permit Holder

    4.11. The Permit Holder is the competent person responsible for:

    a. ensuring the accuracy of information detailed on the Permit-to-Work in regard to

    clearly defined scope of work, location and equipment details;

    b. being involved in the preparation of SWMS for high-risk activities as required

    and being familiar with those prepared for the work covered by Permits sought

    and held;

Appendix E

    Permit-to-Work Procedure Version 1.0a


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