Using Maximo Oil and Gas to manage permits to work

Using Maximo for Oil and Gas, v7.5.1 to manage work processes with permits to work

The following was originally posted in the IBM Developer Works blog by Liliane Himmel 

To manage the safety of personnel and the workplace, you can define permits to work. Using corresponding work order records, you can associate tasks with permits to work. You can also associate authorized personnel with permit or certificate types to ensure that personnel have the necessary credentials to carry out those tasks. You can specify who is authorized to review and approve the permits to work. You can define the isolations and hazards that are associated with specific assets, and the actions to be taken in emergency situations. You can also create related record relationships between tickets, permits to work, and work orders.

In the Drilling and Completion application, you can review the permits to work that are related to work orders to ensure that all permits are included. Permits to work provide a system of control to ensure the safety of the plant. You can use permits to work to manage the work activities and to ensure that steps are taken to prevent accidents.

Creating permits to work

A permit to work defines the hazards and isolations that are associated with work activities. When you create permits to work, you provide the details with which the permit is associated. You ensure that permits to work are ready to be issued. Optionally, you can hold toolbox talks to communicate the safety aspects of the work activities.

A permit to work defines the hazards and isolations that are associated with work activities. When you create permits to work, you provide the details with which the permit is associated. You ensure that permits to work are ready to be issued. Optionally, you can hold toolbox talks to communicate the safety aspects of the work activities.

About this task
When you create a permit to work, you must evaluate the hazards that are involved in completing the work that is associated with that permit. You can also define the conditions for work.

In addition to creating permits to work from the Permit to Work application, you can create permits to work from the Work Order Tracking application and from the Drilling and Completion application.

Assets or locations are isolated to allow work to be carried out without hazards for personnel. Procedures are followed to contain an asset or a location before an authorized person can work on it. For example, you can specify that an asset is isolated from a potentially hazardous source of energy. When the work is complete, the steps that were taken to isolate that asset are removed so that the asset can be returned to production.

Procedure

  1. In the Permit and Certificate Types application, define a permit or certificate type to associate with this permit to work. Use the rich text editor of the Long Description field to assign a color and a font size to the text. You can assign a different color to highlight the type of permit or certificate. The highlighted text displays in the Permit Header field of the Permit to Work application.
  2. In the People application, authorize qualified, active personnel to conduct gas tests and to record emissions.
  3. In the Risk Assessment application, identify the hazards that are associated with work operations and assess their risks. Hazard records must belong to the same organization as the permit to work.
  4. In the Permit to Work application, click New Permit to Work on the toolbar.
  5. On the Permit to Work tab, specify the beginning and end dates and times, the permit level, and the site for the permit to work.
  6. Specify the asset and location details that are associated with the permit to work. If a permit to work is associated with a work order, the asset and location fields are populated from the work order.
  7. Specify the task details. If the certificate type is an isolation certificate, specify the type of isolation specialization that is required, and the reason for the isolation.
  8. On the Hazards and Isolations tab, specify the risk assessment, the gas testing details, the conditions for work, the isolations, and the hazardous materials.
  9. Save the record.

Ensuring that permits to work are ready to be issued

Verifying the conditions that are associated with permits to work

A toolbox talk is a safety presentation that is given to inform employees about safety procedures. You can also use toolbox talks to verify the conditions that are associated with the work activities. You record the attendees.

Before you begin

The permit to work must be reviewed, approved, issued, and in Active status before the toolbox talk is conducted.

The operating procedures that you add to the toolbox talk must also be in Active status. Operating procedures can be added or removed only when the permit to work is in Draft status.

About this task

You can specify the same identifier for multiple operating procedures, but the combination of organization, site, and procedure number must be unique.

Standard actions can be added when the permit to work is in Request or in Draft status. Review the checklist of standard actions during the toolbox talk. Standard actions cannot be added or removed when the permit to work is in Active status.

Items to be reviewed can include additional work hazards and control measures, or stop the job entries.

Procedure

  1. In the People application, add members of the team and their authorizations and certificates.
  2. In the Operating Procedures application, create the operating procedures to be discussed during the toolbox talk.
  3. On the Toolbox Talk tab of the Permit to Work application, specify the permit to work that requires a toolbox talk.
  4. On the Toolbox Talk tabs, specify the operating procedures, the actions or action groups, and the items to be reviewed.
  5. On the Work Party Declaration tab, specify the members of the team who attended the toolbox talk.
  6. In the Toolbox Talk Completion table, specify whether a toolbox talk was held and the person who held the toolbox talk. You also specify the date and time when the toolbox talk was held.
  7. Save the record.

Completing permits to work

Effective communication throughout the permit to work process is crucial to ensuring that risks are managed. After work is complete or if work is left to be done by another team, the details of returning the permit to work must be documented.

Canceling permits to work

When all of the work activities are complete, and the plant is returned to a safe condition, you can cancel or suspend active permits to work.

About this task

You can review and audit the permit to work before or after you close the record. Audit and survey records that are associated with permits to work must belong to the same site and organization. Before a permit to work can be closed, all isolations that are in place must be removed.

Procedure

  1. In the Permit to Work application, select the permit to work that you want to cancel.
  2. On the Cancelation Details table of the Handback and Cancellation tab, specify the cancellation details.
  3. Specify whether a lessons learned meeting was held or whether there are lessons learned that are associated with this permit to work.
  4. Specify whether this permit to work must go through an audit process. If this permit to work is linked to an audit and survey record, specify the record identifier.
  5. Specify whether the work site was cleared.
  6. Save the record.

Where is Your True North?

This blog will address what I feel are the more practical aspects and user considerations of what it takes to implement and manage an Enterprise Asset Management System (EAMS) in facilities or processing plants.  There are many challenges to making an EAMS work but a key component in today’s world is how do you simplify the user experience.  Steve Job’s showed us how to take that concept to reality.  Expectations from users are high – There is an App for that.  Where are we providing a similar user experience in our Maximo world?

That being said lets back up a minute and talk about the real reason we use Maximo:  Achieving Plant and Facilities Excellence.

Implementing Maximo is a daunting task.  There are a broad scope of applications, functionality within those applications, configurability options, software/hardware requirements, system administration support skills, and reporting options.  Business process re-engineering is also required to match the business needs with the software design.  The standard challenges associated with implementing and upgrading Maximo include:

  • The drive to quickly demonstrate short-term gains
  • Lack of a consistent standard for obtaining KPI measures
  • Ineffective preventive maintenance management planning
  • Inconsistent management of plant outages
  • Lack of understanding the concepts of reliability-based maintenance
  • Configuration of the asset-based work management system
  • Restrictions imposed by corporate IT governance-related mandates
  • Training and resistance to the technology
  • Integration with other core applications

The point being that there are many ways to go off the trail and into the wilderness.  So do you have any idea where your true North is? Do you have a Compass?  Here is a compass to the three things you should focus on to ensure excellence in plant and facilities maintenance:

  1. Asset reliability
  2. Streamlined business processes
  3. Optimized information technology

Asset Reliability
If your equipment or facilities are not up and running you are not in business!  Doing the right things at the right time, with eyes on what matters most better be your primary objective.  Focus here should be on asset failures that could result in:

  • Loss of life or serious personal injury
  • Regulatory compliance violations
  • Adverse effect on the environment
  • Loss of revenue or productivity

Streamlining Business Processes
The credibility of your business depends on collecting accurate data and establishing crystal clear work directions.  Focus on collecting accurate data, no more, no less. Remove un-necessary steps in your business processes that impede productivity.  Constantly question why you do, what you do, how you do it, and who does it.  Peel the onion, get down to the essence of your business processes and close the gap between perception and reality.

Optimizing IT (Information Technology)
Making good decisions relies upon having accurate and timely information. Focus on optimizing the use of dashboards, start centers, smart phones, tablets, and handheld devices to push and pull data in ways that are intuitive to the way you work.  Everyone from the person turning wrenches to the executive in the corner office reaps the benefits of timely and accurate data that is relative to their jobs.  Improve the user experience by making it easy, making it work ‘like I do’, and Optimizing IT.

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About Randy McDaniel:
Randy has a B.S. degree in Mechanical Engineering from the California State University at Fullerton and has spent over 35 years in the field of maintenance engineering, maintenance planning, capital projects construction, and facilities maintenance. His industry experience includes oil refineries, petrochemical plants, universities, steel mills, assembly plants, lumber mills, and utility plants.

He has spent time as a Maximo senior consultant providing business process re-engineering assessments and managing Maximo implementations. A vocal advocate of Maximo, Randy has been the Chairman of the Southern California Maximo Users Group since 1998 where he often presents best practices, tips and other real life Maximo experiences.

Currently Randy is the Maximo System Administrator and Facilities Management Information Systems Integration Manager at the University of California Los Angeles. He manages the implementation of Maximo and provides IT integration direction and vision for the General Services business unit.

This post originally appeared on the Tivoli User Community boards on January 29, 2013, and is reprinted with permission of the author