Hello, I recommend the Iauditor app. Although, not specifically
deigned for permits to work. The customisable fields allowed me to create a permit to work.

Originally Posted by: hallsy

Has anyone had any experience with an electronic PTW system or can recommend a software program.

Thanks in advance 

Essentials of permit-to-work systems

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Copies of a permit-to-work should be clearly displayed:

■ at the work site, or in a recognised location near to the work site. (If this is not practicable, eg when a job is carried out in a number of locations, then the permit should be kept on the performing authority); and

■ in the central or main control or permit co-ordination room, with additional copies at any local control rooms;

■ In addition, a copy of the permit should be kept with the issuing authority, or with the area authority if that person is not located at the worksite or control room.

Originally Posted by: johnwatt

Originally Posted by: hallsy

Has anyone had any experience with an electronic PTW system or can recommend a software program.

Thanks in advance 

I've used a few electronic PTW system but a physical paper copy of the document was a fundamental part of each system. In fact it is even specified in HSE 250 section 18:

Essentials of permit-to-work systems

Display [18]

Copies of a permit-to-work should be clearly displayed:

■ at the work site, or in a recognised location near to the work site. (If this is not practicable, eg when a job is carried out in a number of locations, then the permit should be kept on the performing authority); and

■ in the central or main control or permit co-ordination room, with additional copies at any local control rooms;

■ In addition, a copy of the permit should be kept with the issuing authority, or with the area authority if that person is not located at the worksite or control room.

It's worth remembering that HSG250 is only a guidance document (and a 12 year old one at that) aimed at the petroleum and chemical industry which may well be much higher risk than the OP's area. Also, in legal terms the word "should" is very different to "must". 

The use of electronic permits systems is still not that common in the construction/maintenance industries but when i have seen them used, the communication of the permit is done via email.

The permit will be issued by the site manager (often using a tablet) and, once complete, will be automatically emailed to the supervisor of the company doing the work, as well as any other interested parties (PM, H&S Manager etc).

A well put together electronic permit system is, i've found, far more effective than a paper system as it allows for a lot more useful addons; You can easily include photos, you can pinpoint locations & set reminders for when the permit is going to expire to name but a few. Plus, there's much less chance of completed work permits going missing after the job.

I'm afraid that i can't remember any of the systems i've come across but as far as the idea of an electronic bases system goes, i'm all for it.

Johnwatt,

I'm sure we're all aware of the legal standing of HSE guidance documents. You said yourself, you follow it or you exceed it. It is in my opinion that electronic permit systems, when done properly, are far more effective than the paper based systems which were the norm when HSG250 was written (and which are still the norm on most construction sites today unfortunately). From first hand experience with countless different work permits from most of the big name contractors out there, they're all pretty much the same:

• Sheet of A4 paper,
• Few boxes to tick
• Couple of signatures
• Hopefully remember to close it off at the end of the day
• Pray it doesn't get wet/torn/lost.

This is, in some way shape or form, how almost al permits work in construction and it has been that way for some time. Electronic systems (again, when done properly) can be so much more effective than a simple piece of paper:

• Can be instantly communcated to various parties such as other managers, H&S managers, security companies, (not sure why you think that emailing is "risky"? Seems a good enough method of communication for most things nowadays, many of which are far more important!)
• Can trigger an alert when the permit is due to expire
• Easier to monitor on screen which permits are live and where (rather than tracking a stack of paper). Also useful for night working or lone working.
• Can be electronically linked to specific risk assessments and other documents.
• Almost zero chance of permits being lost
• Can be made completly idiot proof (ie can't be issued unless all fields are complete)
• Can be much more in depth without the need for a multiple page document (ie certain areas will only display as an when triggered)
• Ability to import drawings, photos, layouts, diagrams....

The possibilities of what can be done with a good, well thought out electronic system are endless. I wouldn't say that this sort of system can exceed the guidance in HSG250, i'd say it has the potential to blow it out of the water!

If electronic permit are rolled out correctly then here is my opinion on A Kurdziel's questions.

1. Where workers do not have access to IPhones, IPad, Laptops and other devices for security reasons. You can print a copy of the permit and give it to them to retain. I have worked for a major defense contractor and even they are rolling out IPad.

2. The electronic permit should be reviewed at the morning pre-work briefs just like paper copies. Awareness of the permit and the permit conditions can be verified and signed onto then. Plus mailing lists are easy to verify and update. Although, most electronic permit systems do not require emails to be sent. Let’s not forget permits should not remain in an office and our operational tools/controls.

3. Again this will be covered at the pre-work morning brief - it is best practice to ensure that the permit conditions are still in place, valid and that the work environment is as expected.

Originally Posted by: hallsy

Thanks everyone for quite an interesting discussion about the pro's and cons.  From reading all the replies I beleive a mix of paper and electronic must be the way forward.

Thanks again for all your remarks

I completely agree, the best systems I have used are electronic with a physical 'control' document. Best of both worlds.