Requesting a Permit to Work (Work Permit) Process Training April 2015

Requesting a Work Permit Audience: Those that have been given work assignments and require a safe work permit Topics covered: •  Work Permit Process Flow Chart •  Control of the Workplace Process HS 289 00 PWGSC •  OHS Control Authority role •  Work Order – Separation of ‘Time and Space’ •  Work Permit HS 389 01 for all assigned work –  Mechanism to control all work activities including emergency work needs and after regular business hours –  Ensure integrity of building systems and protect building occupants/ visitors

•  Reference HS 105 00 Contractor HSE Policy Handbook

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Control of the Workplace •  BGIS has the role of OHS Control Authority will be responsible for authorization of all work performed for Public Works and for Tenants. The Work Permit is the primary mechanism we will use to maintain control of the workplace •  BGIS’s role as OHS Control Authority is to: –  –  –  –  – 

Ensure the safety of the work, the people and property Provide a Robust Work plan and safety awareness of hazards Control High Hazard Work / Project Work Control Low and Medium Hazard Work Ensure Compliance

•  Manage ‘Time and Space’ Calendars to schedule work and prevent overlap of trades and technicians on site •  Communicate HSE Awareness through the Safety Orientation Module •  Ensure acknowledgment of the Contractor EHS Policy Handbook •  Site OHS Plan (and sub-elements – EERP, Life Safety, etc.) •  Project-specific OHS Plan (based on the Site OHS Plan) •  The Work Permit is intended for ALL work including Emergency situations

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Requesting a Work Permit Steps Audience: For Work Permit Requesters / Permit Holders 1.  2.  3.  4.  5.  6.  7. 

8.  9.  10.  11.  12.  13.  4

Work assignments are initiated through a BGIS Work Order. The Safe Work Permit shall be dispatched with the Work Order to the assigned technician or contractor. Ensure security clearance / identification is in order for technicians assigned to the Work Order. Determine if work activity is Low/Medium or High Risk Work so that the appropriate safe work permit items are captured (Job Safety Analysis - JSA and hazard-specific Control Checklists) Before starting work, complete the Safe Work Permits, and, as applicable the JSA and control checklists to ensure safe work measures are in place to protect the worker Demonstrate / show applicable licenses / certificates to complete the work: sheet metal technician, electrician, forklift training, etc. before the start of work Ensure that other contractors / public / visitors are safe – the work will not have a safety impact (Ex. Noise, odors, safe work zone, slip/trip/fall, etc.) Review the Permit to ensure complete and check for quality / work-readiness –  permit complete and accurate –  permit-holders trained/qualified –  Permit control checklists (confined space entry, lock out, etc.) complete as needed –  Permit is accessible – maintained Get Work Permit Approval / Acknowledgement before starting work Follow and abide by safety controls / measures on the Work Permit and communicate to technicians Monitor Work Activity and adjust / update the Work Permit if any significant change to the work activity is required – process steps are altered, new equipment is needed. Post the Work Permit in the work area for accessible review / proof of safe work measures Report near miss and hazardous circumstances for remedy and safety awareness Ensure house-keeping and safety of the area is restored on completion of the job © 2015 Brookfield Global Integrated Solutions

Sample Permit

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Safe Work Permit

* The work permit addresses are listed on the next slide 6

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Permit E-mail Addresses Regional e-mail boxes are set up for you to send in the completed Safe Work Permit for review and approval: •  [email protected] •  [email protected] •  [email protected] •  [email protected] •  [email protected] •  [email protected] Once approved, the work can then be scheduled for completion

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Work Permit Sections •  Life Safety System(s) Impacted: Indicate Yes/No and what system(s) •  Other Building System(s) Impacted (shutdown required ?): security, electrical, HVAC and indicate Yes / No for Shutdown •  Include Date / Start and End Time for work assignment •  Who Requested the work? – Brookfield or Other and indicate name •  Record Work Order #, WA # (if assigned) and Project # (if assigned) •  Complete Permits are Quality Permits – complete all sections of the permit and indicate if applicable. •  By doing this, you have conducted a thorough job assessment and analysis.

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Work Permit Sections •  Work Plan / Details / Location of Work •  Indicate work order assignment details such as installation of… delivery of.. Repair of… or maintenance of… (indicate systems/Equipment) •  Include details/description of work so that it can be reviewed objectively with checklist items below •  Indicate Location of the work (floor of the building, equipment room, etc.) •  Indicate any special details or considerations for the job

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Work Permit Sections – Work Information

Checklist [Example]

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Work Permit Sections – Work Information •  Risk Assessment –  If the risk assessment questions indicate “YES” – the permit directs the permit holder to complete and ensure the assigned controls are implemented for the assigned job –  The Risk Assessment is not intended to replace a Job Safety Assessment. The “Controls” as identified above are intended as prompts for the permit authorizer; The permit holder is responsible for conducting a proper job safety assessment and safety briefing to the workers prior to the commencement of the work as well as implementing any additional controls that may be required specific to the work tasks.

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Work Permit Sections – Work Information •  Complete contractor information with name of company, permit holder, contact number and names of all workers

•  Leave bottom of the permit for Brookfield GIS use only. •  E-mail completed permit to regional address for approval.

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Work Permit •  BGIS has the role of OHS Control Authority will be responsible for authorization of all work performed for Public Works and for the Tenants. The Work Permit is the primary mechanism we will use to maintain control of the workplace •  BGIS’s role as OHS Control Authority is to: –  –  –  –  – 

Ensure the safety of the work, the people and property Provide a Robust Work plan and safety awareness of hazards Control High Hazard Work / Project Work Control Low and Medium Hazard Work Ensure Compliance

•  Manage ‘Time and Space’ Calendars to schedule work and prevent overlap of trades and technicians on site •  Communicate HSE Awareness through the Safety Orientation Module •  Ensure acknowledgment of the Contractor EHS Policy Handbook •  Site OHS Plan (and sub-elements – EERP, Life Safety, etc.) •  Project-specific OHS Plan •  The Work Permit is intended for ALL work including Emergency situations 13

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Work Permit Inputs Below are some of the tools to be used to create a robust safe work permit. A work permit is permission to work in a structured and defined manner. Any significant changes to the way work is performed should be highlighted to BGIS for awareness and the safe work permit should be updated to reflect the changes needed to complete the job safely. Remember safety is paramount and all other successes depend on safety! •  •  •  •  •  • 

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HS 105 00 Contractor Health, Safety Environment Policy Handbook HS 389 01 Safe Work Permit HS 265 01 Job Safety Analysis HS 287 01 Building OHS Plan HS 288 01 Project-specific OHS Plan OHS Control Checklists – HS 267 01 Lock Out/ Tag Out, HS 262 01 Hot Work Permit, HS 242 01 Confined Space, work at heights, etc.

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Work Permit Inputs •  Tenant-initiated work – work order issued by the TSC and they will attach a safe work permit •  Send the completed permit to the HSE mailbox for review and approval •  If a permit comes through O&U work permit, the MTL will generate a work order, attach the work permit and send to the permit mailbox for HSE coordinator review

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Contractor HSE Policy Handbook HS 105 00 Health, Safety and Environment Policy Handbook •  Posted on the Brookfield Johnson Controls Portal for contractors to reference •  16 page document with OHS/ENV requirements and an acknowledgement page which the contractors should complete on OHS/ENV Orientation •  HSE Coordinator to maintain record of the acknowledgement page for the vendor on site •  Building OHS Plan •  Project-specific OHS Plan

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Contractor’s Acknowledgement

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Important Questions / Control Points •  •  •  • 

Is a Safe Work Plan in place identifying all safety hazards? Is a High Hazard Permit authorized where required? Does the Permit requester have required licenses, certifications, tools? Have the Building OHS and Project-Specific OHS Plan controls been reviewed and in place for the assigned work? •  Does the Permit requester have Security Clearance to do the job? •  Has the Permit requester completed a Site Orientation •  Has the work been adequately separated from other work from a ‘Time and Space’ standpoint? •  Have all significant changes in the work plan been considered and the safe work permit updated to reflect the changes in work activities and the corresponding safety controls/measures •  Have precautions been considered when working with environmentally regulated systems (ex: fuel tank systems, halocarbon systems, etc.) and all required steps as well as documentation noted?” •  Has a review been completed to ensure work / projects completed on grounds or lands will not have a negative impact on an endangered species?

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Sample Job Safety Analysis

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Sample Safety Control Checklists

•  Where elevated risk occurs, complete the appropriate additional safety control •  Checklist such as the Lock out and Tag out checklist or the Confined Space Entry Permit

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