(99b) Optimization of Risk Control System through Digital Work Permit Transformation

PT Pupuk Kalimantan Timur is a chemical company that produces ammonia, urea and NPK fertilizer with domestic and foreign market segments. The company also stores & uses chemicals in its operational activities and has a high potential hazard in production process. Under these conditions, the company has a responsibility to always maintain the potential hazard in every activity. In addition to ensuring that all production facilities are in good condition, companies also need to ensure that every operational activity, maintenance, modification, and development are carried out safely. There are several layers of risk control in the workplace, one of which is the application of work permits.

Work permit is a written permission to do a job in which it is explained about the conditions and requirements for safe work that should be met before, during and after doing the work. Work permit aims as a safety guarantee for workers who will carry out the job activities, as well as an effort to prevent accidents, process safety incidents, occupational diseases, or other events that can cause harm to workers, equipment, and the environment.

Work permits are issued using paper media with varied formats according to the type of work, such as Hot work permits, Lifting permits, etc. The work permit document consists of three copies with distribution to the executor, safety, and the employer (area/equipment owner). In addition, the issuance process (submission, approval, and closing) of permits must be done face to face.

In its implementation, it was found that the main problems were the points of evaluation. There are untracked permit documents as much as 15% of the total permits issued in all plants, so there is a potential for hidden deviation. In addition, the high use of paperwork permits, requires a lot of storage media, because in a month normal operations can issue permits on average ± 5000 copies, not including Turn Around permits which can issued around ± 3000 copies/month for 1 plant.

From these conditions, we tried to do a root cause analysis through the Ishikawa diagram and found some root causes. Based on the root cause, we tried to innovate by creating an online work permit application system that called "PKT e-Permit", which aims to eliminate untraceable permit documents and transform work culture towards digitalization. This system makes it easy for employer/area owners, executors and other authorities to monitor their work in real-time and automatically documented in the system database. So that there are no more untraceable documents.

This application has received recognition by obtaining an acknowledgment of the Intellectual Property Rights certificate for the PKT e-Permit Application system from the Indonesian Ministry of Law and Human Rights.

With the PKT e-Permit, the additional benefits obtained are:

1. Minimize time of work permits issuance and recapitulation up to 80%.
2. Reducing deviations from OHS requirements (Contractor Safety Management System, SHE Plan & Job Risk Analysis).
3. Eliminate deviations from abuse of authority issuing officers and approval of work permits.
4. Reduce paper usage intensity by more than 66%.
5. Strengthening the layer of Process Safety management implementation
6. Minimizing the risk of work accidents and process safety incidents (PSI).
7. Supporting company programs in the implementation of industry 4.0 by achieving the Indonesian Industry 4.0 Readiness Index (INDI 4.0) award.
8. Adding value to our company because the applications of our innovation has been used by company’s partners