0. SEAA Toolbox
February-2017
PM-#
You will find four topics in this package with notes at the bottom of each slide to support you in presenting the Toolbox topic.
It includes:
The purpose and who to contact for further information.
We welcome your feedback.
Please note this is a universal package for use by all our people – topics are for field and office based staff.

1. Toolbox Intent – Presentation leaders’ notes
A Toolbox slide set – distributed through the regular ‘regional engagement and communication’ channel each month
A consolidated aggregate of SEAA awareness topics to share with your work group as appropriate.
It will include at least four topics that are to be delivered over the month – each topic no greater than 10 minutes in length.
The delivery of the Toolbox is to disseminate work related information that can develop employee and contractor personal awareness of safety, health, environmental, aboriginal affairs and technical issues; and
Enable employees to contribute ideas, and make suggestions that may build a cooperative climate in the workplace and improve quality, productivity, morale, and above all else, safety and health.
The Toolbox topics will be made available through the OHS & Contractors Web page on the first Monday of each month for all Water Corporation business areas, Alliances, and Contractors
Include explanation of the purpose of SEAA Toolbox
Nine steps to success:
Select the topics that are relevant to your work team.
Plan how and when you will conduct the toolbox talks for all personnel (including sub-contractors and their sub-tier contractors)
The topics may be presented as one meeting or broken down into 4, via PPT or handouts.
The content of the topic cannot be changed and shall be delivered within 4 weeks of issue.
You may seek assistance in delivering the talks, for example from the SEAA Team; sub-contractor supervisors and Team Leaders.
Plan the toolbox talk a few days in advance to ensure you have a strong, current knowledge of the scheduled topic.
You should be confident that you will be able to present the talk without reading it word for word and lead a discussion afterward.
Conduct Toolbox Talk -
Use actual equipment to illustrate your points wherever possible; coordinate handouts and other material you intend to use at the talk.
Focus on one specific operation and provide and emphasize the importance of a particular issue or process.
Provide an opportunity for all personnel to ask questions and promote discussion wherever possible.
Finally, ensure sufficient clarification is given to the work group and if required, provide additional information, instruction, and coaching to ensure :
All members of the group have a clear understanding of the topic discussed.
Close the toolbox talk by reinforcing the key points that emerge during the meeting.

2. For further information
Topic
Contact
Clearance to Work
Trevor Roffman:
Contact the team for any support you may need.
For general enquiries contact: Lisa Mitchell
Our Support Model - Link

3. CLEARANCE TO WORK
Part 1 of 4
JAN 2017

4. Objectives
Clearance to Work is used “To reduce risk to the asset and contractors interacting with our assets. (WC-OSH-023)”
To address the gaps identified from investigation into two recent HPI’s.
To enable better management of risk for urgent repair work and where a contractor is required to respond to a job as a matter of urgency.
Safety Flash (INC050360)
Safety Flash (INC050034)
The Clearance to Work procedure is designed to reduce risk to our assets and contractors interacting with our assets. Contractors need to be issued with Clearance to Work where they are to:
Perform work on a Water Corporation asset or facility; and/or
Where they will be ‘at risk’ from an asset or facility.
2 recent breaches of the procedure resulting in two HPI incidents have identified gaps which place us and our contractors at risk. To ensure we manage the risk appropriately the business has made changes to the procedure. These changes are to ensure that the process is still upheld where a contractor is required to respond to a job as a matter of urgency.
The changes to the procedure are to ‘close the gap’ in relation to where CTW may be required in under the required 5 day timeframe for notification.
These changes are to ensure that each region is clear on what the expectations are when CTW is required in these shorter timeframes.
At last December's Service Delivery Manager’s Forum, the proposal was discussed that were ANY contractors are working on our depots/assets unsupervised, A CTW permit would be raised for ALL works. This proposal has now been agreed by all members of the SDM forum in January 2017.
These changes have been included into the procedure with a checklist to assist regions to ensure the contractor has everything in place before they can commence work.

5. Authorised Persons List
Clearance to Work
CTW Permit is required in the following circumstances:
There is a risk of damage to the asset or its ongoing operation.
The Contractor will be at risk through interaction with the asset.
The Contractor is not going to be directly supervised by Water Corporation’s representative.
Authorised Persons List
The current process states that a minimum 5 day timeframe is required when lodging Clearance to Work. This is not always going to be practical as in some circumstances, urgent repair work is required to be carried out on Water Corporation assets and facilities.
Where urgent works are requested by a region/district, a representative from the region must initiate the CTW process with an ‘Authorised Person’. This can be done in conjunction with the contractor.
A CTW Permit is not required when the Contractor is engaged by and directly supervised on site by the relevant Water Corporation’s operations team.
A CTW permit also does not apply to Alliance Contractors working on the assets over which they have day-to-day control,
A CTW must be raised where a contractor is coming to a depot at short notice to repair a floodlight that has been requested as urgent by the relevant depot representative - Where supervision cannot be provided by the Water Corporation.
A CTW would not be required if a contractor was coming to the depot office to unblock a toilet that is causing flooding in the office bathrooms (supervision must be applied).
These changes have been included into the procedure with a checklist to assist regions to ensure the contractor has everything in place before they can commence work.

6. Note this includes reactive maintenance
Clearance to Work
YES
There is a risk of damage to the asset or its ongoing operation.
The Contractor will be at risk through interaction with the asset. This includes all levels of risk Low, Med & High
The Contractor is not going to be directly supervised by Water Corporation’s representative.
Note this includes reactive maintenance NO
Performing the task under direct Water Corporation Supervision.
Some more examples for CTW requirements . If in doubt, speak to an ‘Authorised Person’
Authorised Persons List

7. Key Changes New Section - 5.4 Repair Work and Reactive Maintenance:
“Where urgent reactive repair work is required a Clearance to Work permit must be completed. Unless the contractor remains supervised at all times by a WC representative.
Upon arrival to Site, the Authorised Person or delegate shall complete the Clearance to Work Acceptance checklist (Appendix E) to ensure the Contractor has fulfilled the requirements under this Procedure prior to conducting the work.”
Where repair work and reactive maintenance is required, the region’s ‘Authorised Person’ must initiate the CTW process where applicable.
Programmed Facility Management will also apply their own checklist upon arrival at offices and depots managed under the Programmed Facility Management contract.
The current process states that a minimum 5 day timeframe is required when lodging Clearance to Work. This is not always going to be practical as in some circumstances, urgent repair work is required to be carried out on Water Corporation assets and facilities.
Where urgent works are requested by a region/district, a representative from the region must initiate the CTW process with an ‘Authorised Person’. This can be done in conjunction with the contractor.
The region must make provision for where the CTW is required in these urgent repair timeframes.

8. CTW Requirements Checklist
Completion of the checklist will determine if the work can proceed
If the checklist is NOT completed, the work cannot commence.
Speak to the ‘Authorised Person’ for further instruction.
“No CTW, No Work”
A checklist has been created to assist the business to determine where CTW needs applied.
As part of receiving the contractor’s CTW, they must also have:
Site Specific Induction
Water Corporation HSE Contractor Induction
Specific risk assessment documentation to perform their scope of work (if not, provide them with WC Safe Job Planning template or ‘Step Back’
Appropriate PPE for the task
Remember, this is only to be used where urgent repair work is necessary and the standard 5 day notification period cannot be met.
The ‘Authorised Person’ is trained and competent to complete the checklist and make this determination.

9. What the contractor needs from you
Site specific induction
Understanding of the associated risks & PPE requirements
An approved CTW permit (as applicable)
Contact details for the ‘Authorised Person’ or nominated representative where CTW does not apply.
A site specific induction from a representative of the business area.
Clear understanding of the associated risks & PPE requirements for the depot or asset.
An approved CTW permit (as applicable).
Contact details for the ‘Authorised Person’ or nominated representative where CTW does not apply.