How to Make a Compelling Case for Adopting an Electronic Permit to Work System (ePTW)

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Industries like construction, energy, and manufacturing, which rely on the productivity and dependability of high-value, intricate assets, have unique and demanding requirements. These industries face complexities with heightened safety, compliance, and permitting stakes compared to others.

Permit to Work (PTW) systems form the foundation of effective safety management. They help identify risks before work begins, streamline communication among assessors and approvers, and oversee operations during execution. While traditional PTW systems play a crucial role in preventing accidents and ensuring seamless project execution, the paper-based processes that dominate these systems are often riddled with inefficiencies, inaccuracies, and high costs.

Enter the electronic Permit to Work (ePTW) system: a digital alternative that optimizes workflows, enhances safety, and significantly boosts efficiency. Despite the clear advantages, many decision-makers resist adopting such systems due to the perceived challenges of overhauling existing practices. This blog explores why transitioning to ePTWs is essential for improving productivity, safety, and operational effectiveness on the frontlines.

Problems with Traditional PTW Systems

Excessive Paperwork

Manual PTW processes are notoriously paperwork-heavy. On-site teams often rely on paper forms and informal communication to handle permit workflows.

A conventional PTW process typically involves three steps: submitting an application, forwarding it to an assessor, and having the assessor send it to an approver. These steps are time-consuming, as physical documents must be transported between individuals.

The abundance of forms and documents not only slows down workflows but also increases the likelihood of errors. Paperwork can be misplaced, damaged, or delayed, and managing physical records over time becomes a logistical nightmare.

On average, processing a single PTW can consume more than 20 sheets of paper. Multiply that by daily projects, and the environmental and operational costs become significant.

Limited Visibility

Traditional PTW systems often lack real-time transparency. Contractors and workers may struggle to access up-to-date permit statuses or changes, leading to confusion and delays. The manual nature of these systems hampers tracking, as permits must physically move between offices or sites. This results in bottlenecks and miscommunication, further complicating operations.

Safety Risks

In legacy PTW workflows, approvals are often reliant on personnel stationed at physical offices. Picture a scenario where a safety manager waits for an approved permit to begin work in a hazardous zone. Delays in receiving the permit – or missing signatures – can tempt managers to bypass critical safety checks.

Such lapses in protocol can turn dangerous, especially when permits are tied to essential safety measures like confirming valves are closed before hot work in confined spaces. Incomplete or outdated records in traditional PTWs make it challenging to ensure compliance and track safety, leading to increased risks and potential regulatory issues.

Advantages of ePTW Systems

Enhanced Communication

ePTW software offers substantial improvements over paper-based processes. By digitizing workflows, organizations can enjoy instant communication, real-time updates, and streamlined approvals.

A centralized, digital platform allows users to access permit data remotely through any connected device, including smartphones. This ensures timely updates for all permit-related actions, such as granting, modifying, or revoking permits.

Improved communication fosters better collaboration among management and on-site teams. Notifications, escalation alerts, and activity tracking within an ePTW system ensure everyone is informed and aligned, reducing delays and confusion.

Real-Time Oversight

Paper-based PTW systems can increase risks due to limited visibility into ongoing activities.

With ePTWs, supervisors can monitor operations as they occur, intervening when necessary. Notifications about approval requests or other permit-related actions keep everyone informed and ready to act quickly.

Additionally, digital systems provide access to real-time data, enabling organizations to identify procedural gaps and address them promptly.

Better Safety and Compliance

Safety is paramount in environments with hazardous work. In 2021, preventable workplace injuries totaled over 4.1 million in the U.S., marking an 11% increase from the previous year.

ePTWs integrate safety checks and approvals into workflows, minimizing the risk of accidents. Instant alerts keep stakeholders informed about permit statuses, ensuring compliance with safety protocols.

The digital nature of ePTWs also simplifies audits by maintaining precise, accessible records, making it easier to meet regulatory requirements.

Data Security

Electronic systems provide robust data protection, with encrypted information accessible only to authorized users. Unlike physical documents, digital records can’t be misplaced or lost.

Built-in security features in ePTWs ensure compliance with data protection regulations and maintain an auditable trail, fostering accountability and reducing legal risks.

Improved Efficiency and Productivity

Switching to ePTWs significantly reduces the time spent on permit processes. For instance, handling 200 permits per month using traditional methods might take up to 60 hours of work. Digital systems streamline these workflows, eliminating unnecessary delays and freeing up resources.

ePTWs are scalable and adaptable, ensuring they meet evolving organizational needs. The automated workflows promote transparency and minimize errors, enabling supervisors to access permit details instantly and respond effectively.

By ensuring only trained and authorized personnel access hazardous areas, ePTWs enhance workplace safety and reduce the likelihood of accidents.

Cost and Sustainability Benefits

Digitizing PTW processes eliminates the need for paper, reduces manual data entry, and removes physical storage requirements. These changes lead to leaner, cost-effective operations.

Real-time approvals and streamlined workflows also reduce downtime, saving money and increasing productivity. Furthermore, integrating safety measures helps prevent costly incidents and investigations, offering long-term savings.

Building the Business Case for ePTWs

Transitioning to an ePTW system requires aligning its benefits with organizational goals. Here are some questions to consider:

• How many employees are involved in permit writing or administration?
• What is the average cost of permit-related tasks?
• How many permits and associated records are generated weekly?
• What are the costs of delays, incidents, and regulatory non-compliance?
• Is cost avoidance or operational efficiency a higher priority?

By answering these questions and evaluating your organization’s needs, you can make a compelling case for adopting ePTWs. Beyond convenience, ePTWs safeguard assets, enhance safety, and support sustainable practices.

For more information about our ePTW solution, and how it can help your organization, contact GoBuid  today.