Digital Permit to Work (PTW): Transforming Workplace Safety and Accountability

With the recent workplace fatalities in Singapore, there is a strong focus on increasing safety and accountability within the workforce. The Ministry of Manpower (MOM) has concluded that individual negligence and a lack of risk control measures are to blame for these tragic incidents. As a result, MOM has strengthened its regulations on workplace safety such as issuing composition fines and stop-work orders, emphasising the need for employers to be more vigilant and responsible in ensuring the well-being of their employees. This call for increased diligence aligns with Singapore's rapid technological advancements, where innovative solutions like the Permit to Work (PTW) system have emerged as practical tools for enhancing workplace safety. This article discusses the role of PTW systems in preventing workplace accidents in Singapore.

What is ePTW Software/System?

As Singapore advances technologically, electronic PTW (ePTW) systems are gaining prominence. These digital solutions streamline the PTW process, making it more efficient and accessible. Real-time tracking, digital approvals, and automated documentation are some benefits of ePTW/PTW systems.

What are the Different Types of PTW?

Types of PTW

In Singapore, PTW systems can take several forms, including:

Hot Work Permit: Required for tasks involving open flames, welding, or other heat sources.
Confined Space Entry Permit: Ensuring adequate safety measures is essential for work within confined spaces.
Electrical Isolation Permit: Ensures electrical systems are safely disconnected for maintenance or repair.
Work At Height Permit: For activities like scaffolding and roof work, emphasising fall prevention measures.

Why is PTW Crucial for Hazardous Work?

A PTW is the gateway to hazardous work in Singapore. But why is it so crucial?

Safety Assurance

PTWs are safety guidelines outlining step-by-step procedures, risk assessments, and necessary precautions. They act as a formal agreement among all stakeholders, ensuring everyone is on the same page regarding safety protocols.

Moreover, a PTW greatly contributes to the improvement of Workplace Safety and Health (WSH) standards. As of June 2022, Tan, an industry expert, reported that over 500 Small and Medium-sized Enterprises (SMEs) have leveraged the Productivity Solutions Grant (PSG) to adopt advanced technology solutions such as PTW systems aimed at enhancing WSH standards in their workplaces.

These technological advancements offer several key advantages:

Improves WSH

Enhanced Safety Through Detailed Records: PTWs ensure that only qualified individuals approve and oversee work processes, creating a digital record that enhances accountability.
Safeguarding Against PTW Falsification: PTWs cannot be backdated, providing a protective measure against unauthorised or fraudulent changes and reinforcing safety protocols.
Comprehensive Monitoring of High-Risk Activities: The digital PTW system offers a complete overview of ongoing high-risk tasks, simplifying effective management and monitoring.
Location Verification at Every PTW Stage: Location tracking ensures the physical presence of users at specified sites, enabling thorough safety checks and adherence to standards.
Supervisory Insights with a Safety Dashboard: Safety supervisors gain access to a dashboard that assists in identifying conflicting tasks and overdue permits, facilitating proactive safety measures.

Productivity

One of the notable benefits of transitioning to a digital PTW system is the significant reduction in paperwork and waiting time. This newfound efficiency allows for easy reassignment of tasks to other staff members, especially in cases of staff absences. Companies have reported improvements in productivity by up to 50% due to streamlined workflows and reduced administrative burdens.

Workforce Development

Additionally, the implementation of a digital PTW system empowers worksite supervisors to acquire the skills needed to manage and navigate this technology. They can harness its visualisation and analytics capabilities to make more informed decisions in their day-to-day operations, contributing to their professional development and enhancing overall safety practices in the workplace.

How Do I Submit a PTW?

Understanding how to navigate the PTW process is vital for all stakeholders. Here's a brief overview:

Who is Responsible to Apply for the PTW for Hazardous Work?

Any individual or team planning hazardous work must submit a PTW application. PTW users, often contractors, are pivotal in ensuring safe work execution. They must collaborate closely with the PTW authority team, adhere to PTW conditions, and take these essential steps:

Understand and address work hazards before starting
Communicate hazards during PTW application
Ensure workers comply with PTW conditions and are trained for safe work
Leave the site safely after work, informing the PTW authority team
Stop work and seek guidance if safety concerns arise

Who is the PTW Coordinator?

A PTW coordinator, often an experienced safety professional, plays a pivotal role. They ensure the PTW complies with safety standards and liaise between workers and management.

PTW coordinators can also be known as Occupiers and Site Management. They hold overall responsibility for PTW systems. All involved parties, including employees and contractors, must be trained and understand their roles. Key responsibilities for occupiers/site management include:

Establishing a comprehensive PTW system with clear procedures
Identifying work categories requiring PTW and specifying permit details
Providing necessary resources and defining roles transparently
Training all personnel and maintaining a list of appointed roles
Encouraging communication and documentation accessibility
Developing procedures for permit planning, coordination, and emergencies
Resolving PTW-related issues and ensuring proper shift handover
Implementing monitoring, auditing, and review mechanisms
Keeping permit records for auditing and incident investigation
Evaluating workload impact with PTW system modifications

Who Will Approve PTW?

Designated PTW Authority or safety committees must approve the PTW. The PTW authority team plays a crucial role in ensuring the safety of work activities. Their key responsibilities include verifying site readiness and safety requirements before authorising the permit. Therefore, the PTW authority team must be competent, knowledgeable about work hazards, and have the authority to approve or reject permits based on safety considerations. This authority should be accompanied by the necessary training, experience, and skills to make informed decisions regarding work commencement.

How Long Does Work Permit Approve?

The duration of PTW approval varies, but understanding the factors that influence it is essential for efficient project planning and execution. Typically, PTWs may be valid for a few hours, a day, or the duration of a specific project.

It's noteworthy that clients who have used the PTW module within the Hubble Safety Management System, has experienced a remarkable efficiency improvement. Clients reported a 60% reduction in the time required for PTW approval and management when transitioning to the Hubble PTW Module. This substantial time-saving aspect underscores the benefits of digital solutions in streamlining and expediting PTW processes, allowing organisations to enhance safety without compromising productivity.

Conclusion

In conclusion, recent workplace accidents in Singapore emphasise the need for enhanced safety and accountability. The digital PTW/ePTW systems offer a solution by streamlining processes, improving safety, and boosting productivity.

To create safer workplaces, consider adopting the digital PTW/ePTW systems. Schedule a demo with us today and be a part of the safer, more efficient future of Singapore's workplaces.

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