SA Bioproducts, a leading manufacturer of amino acids for the global nutrition and healthcare markets, has reached a new benchmark in plant safety management with the implementation of an electronic permit to work system designed to improve and manage the process of issuing clearances on-site.
Working closely with operations staff and management at SA Bioproducts, the system was designed and implemented by ApplyIT, the South African software solution provider to the process manufacturing industry. The Aurora electronic clearance system controls the process by which clearances or permits to work in an operating plant are prepared, authorised, issued and subsequently managed.
The electronic system replaced a paper-based clearance system that was used to record equipment isolations and communicate hazards and precautions to maintenance personnel. Management of paper clearances was difficult and often unreliable, with ambiguous or incomplete information being provided. The paper-based system was not transparent as clearances could only be seen by the person in the control room and the person who accepted the clearance. The logistics of managing manual forms was inefficient, paper copies of clearances could easily go missing and modifications made to authorised clearance certificates could not be easily traced.
Incorrect classification of hazardous work resulted in maintenance personnel performing work without full authorisation. Management at SA Bioproducts believed that in order to maintain high levels of safety in the plant and prevent incidents, it needed a system that would provide it with tighter control over the clearance process.
The implementation of the Aurora electronic clearances system at the SA Bioproducts site required a multi-faceted approach that addressed issues relating to people, procedures and technology. To ensure the system was adopted by staff and contractors, use of the system needed to be straightforward and user-friendly, catering for a wide range of users of varied skills levels.
Training on the principles and operation of the system is an integral part of the induction process at SA Bioproducts. The way users interact with the software was carefully considered and screens were designed to ensure users take time to consider all aspects of the task to be performed, potential hazards, appropriate personal protective equipment (PPE), precautions and preparations required for safe work.
All system users, including contractors, are issued with electronic signatures used to perform authorisations in the system. The ability to perform certain transactions is limited to certain users, ensuring that only authorised personnel can issue clearances.
SA Bioproducts was able to build rules into the system according to set clearance procedures. These rules ensure hazards are correctly indicated on the clearance certificate and the necessary safety precautions are adhered to. This ensures information recorded on a clearance certificate is of a high integrity and all clearances are managed in accordance with defined procedures.
The electronic clearances system provides complete visibility of the status of current clearances via a display monitor in the control room, providing plant operators with a view of activities on the plant at a glance. Manufacturing managers can review the status of clearances from their desks.
"Should an incident occur that relates to the way a piece of equipment was locked out, isolated or prepared for work, the electronic clearance system provides an accurate electronic record of events for investigation purposes," says Gary Clancy, operations manager at SA Bioproducts. "The system enables detailed auditing by management - at any time authorised staff can enter the system to see the precise time a clearance was issued or signed off and by whom."
Clancy believes constant monitoring puts pressure on employees to approach clearances strictly according to set procedures.
The integrity of the system data is maintained through automated auditing of all transactions. The system also provides a mechanism for dealing with exceptions - conditions in which circumstances require a controlled deviation from existing protocols.
Clancy says the system serves two main purposes: it ensures personnel adhere to safety rules, and it reminds and coaches people of the right protocols to ensure compliance.
"Management control of safety is one of the most critical aspects of plant operations. The electronic clearances system provides management with a real-time view of exactly what`s happening on the plant. Clearances can be audited from a PC, and because compliance is enforced, safety standards are automatically raised," says Clancy.
"Safety in chemical manufacturing environments is crucial. The Aurora electronic clearances system promotes preventative safety measures and enables greater accountability for safety issues," says Gavin Halse, MD of ApplyIT.
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