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.


  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.


  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.


  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.

IBM Pulse: Invitation from IBM

We are getting excited for Pulse 2014! Here are some highlights of things on the horizon :

  • TUC Pulse Discount: As a member of the TUC, you now have access to a $400 discount to Pulse 2014! Use code PUL14TUC at registration to receive the discount. CLICK HERE to register for Pulse 2014.
  • Access the Pulse 2014 ROI Infographic HERE to see just how IBM Pulse 2014 will deliver. Did you know that all training, hands-on labs, networking, executive meetings, EXPO hours, and food & entertainment add up to a $7,000 value – more than 3x the conference rate of $2,095!
  • We’re are starting to plan our events happening in the TUC Lounge, so be on the look out in emails and social for our exciting announcements on giveaways, call for volunteers, fun games, and planning 1:1 meetings.
  • The most important announcement: We’re just having so much fun planning for Pulse 2014!
We look forward to seeing everyone at Pulse, and if you’re just as excited as we are, you can check out our Pulse 2014 page here in the TUC to be kept up to date on the latest news.

Don’t Panic, and Maximo On!

Don't Panic!

When I think of how complicated Maximo can be, I think of a quote by Douglas Adams in The Hitchhiker’s Guide to the Galaxy.

(If you like British humor, or Science Fiction, you should read this. If you like both, you probably already have, but I digress.)

“Space is big. You just won’t believe how vastly, hugely, mind- bogglingly big it is. I mean, you may think it’s a long way down the road to the (pharmacy), but that’s just peanuts to space.”

Now, replace the word “Space” with “Maximo”.

I’m sure you’ve felt the same way.

So, I will be adding a few guide posts to help you on your quest for Maximo enlightenment. AKA: Here are  a few helpful links.

Tivoli User Community
The TUC the official IBM community site, and may be the largest online and offline organization of Tivoli professionals in the world. Face to face and virtual groups collaborate at group meetings and with the online, global community to answer technical questions, find business solutions and learn about the latest innovations.

 You’ll need to weed through the Non-Maximo groups, such as Storage, cloud and other topics. There are blogs, and each group has a forum The central hub for several regional user groups. This confederation of Maximo User Groups represents users from Boston to Los Angeles. Most topics revolve around the upcoming in person meetings, but it does feature a forum area for users who wish to ask questions and share information. Each member is manually added, so avoid using a hotmail account, which spammers will often use. Keeps the forums strictly for Maximo Users.

Features a links page to currently active MUGS, and also a calendar of all “real life” MUGs, regardless of affiliation on the lower front page.

Maximo Yahoo Group The granddaddy of online Maximo help, it has been in existance since 1999. You’ll find a wealth of information within the archives. You will need to have a Yahoo account, and request membership. Make sure you give all the pertainent information, such as company, version of Maximo and why you want to join. Each person is manually validated.

Your IBM Guru
Of course, your IBM rep or System Integrator is also a great source of information.

Where ever you turn, there is help on the Maximo front. Sometimes it helps to chat with other folks that are “in the trenches” and understand your day-to-day processes. Or are the SQL gurus. Or, just have had that same problem, and can help you get through your particular issue. Just remember: Don’t Panic.

Kat Pullen is a Convergence Specialist at DataSplice, LLC, a mobile computing company founded in 2001 to deliver handheld technology to Maximo users in the field. Working as a freelance graphic designer, she originally took on a contract with DataSplice in 2004, and the rest, as they say, is history. She is also a Science Fiction nut and costumer, so please be patient with any random nonsense you may encounter.