PERMISHEM-Application-Requester-Instructions.pptx

PERMISHEM App Request Instructions

General Instructions An approved PERMISHEM safety plan is required for entry into a confined space that meets any of the following criteria:

Potential atmospheric hazards posed from internal contaminants, or chemicals introduced or generated by tasks performed in the space.

Air monitoring is required prior to and during entry to ensure entrants are not overexposed to inhalation hazards.

Respiratory protection is required PERMISHEM requests are not required for PACS entries. PACS are confined spaces where oxygen deficiency is the only potential atmospheric hazard, positive pressure ventilation will be used to supply air, and all other hazards are controlled.

A PERMISHEM safety plan is required for each entry (not to exceed one workday) and is only valid for the duration of that entry. A separate request shall be submitted for each additional entry into the space (e.g. the work requires an additional entry the following day).

PERMISHEM requests are submitted through the PERMISHEM App, which will generate a safety plan once approved. The application consists of 9 sections requiring information needed for the entry plan, and detailed instructions for each section are provided in the following slides. The application will not allow you to proceed to the next section without entering all mandatory fields.

Please submit requests at least 5 business days prior to date of anticipated entry to ensure adequate time for review and revisions (if necessary). For urgent requests please contact oboshempermishem@state.gov directly.

General Instructions (Continued) Once submitted, SHEM will review the request and return it for edits if necessary. Sections with fields that require revisions will be highlighted in yellow, and SHEM comments can be viewed by clicking the yellow note icon on the top right of the application.

Once the safety plan is approved by SHEM the Power App will prompt the POSHO to review and approve entry. Instructions for POSHO users can be accessed here:

Once approved by the POSHO a PDF copy of the PERMISHEM Safety Plan will be made available for export. Please have a printed copy available for the entry team at time of entry. The entry supervisor must sign (wet signature) the printed copy for approval prior to entry.

After entry is completed or terminated, the POSHO will be responsible for closing out the request within the Power App, and the entry will be archived. The application will send email reminders to the POSHO to approve and close out entries.

If you experience any issues with form submission or the Power App, or have any questions, please contact oboshempermishem@state.gov.

Section 1 Defaults to user’s name. Requester can be anyone with state.gov email, including POSHO.

Please include your title (e.g. POSHO, APOSHO, CO, COR, FM, Maintenance Supervisor) Select name of post where entry will occur from dropdown menu Name of POSHO will populate based on Post selected. If POSHO is not showing or incorrect contact oboshempermishem@state.gov to be updated.

Section 2 Input name of confined space that will be entered Address of where confined space is located Insert anticipated duration of entry (not the time) in hours and minutes. E.g. an entry anticipated to last 4 hours and 15 minutes should be 04:15.

Briefly explain why entry into the space is required and provide a summary what tasks will be performed.

Entry into a confined space should only be a last resort, list other options to conduct the work that have been exhausted. If the work, simply cannot be accomplished without entry, feel free to state that here.

When providing dimensions an estimate is fine. You also have the option to toggle between dimensions or volume of space. You may also change unit of measurement.

Attachment is required to progress through application. If engineering drawings or diagrams are not available a simple sketch of the space is acceptable.

Section 3 Outline the work tasks to be performed by the entrants inside the space, in sequential order.

List all tools and equipment that will be brought into the space to accomplish the listed work tasks If yes, you must list any chemicals brought (preferably by their product name) and any chemicals that may be generated from the work (e.g. welding fumes, concrete dust).

Safety data sheets (not product sheets) are required to be uploaded if chemicals are being brought into the space.

Tip: To create lists, use Shift+Enter to make line/sentence breaks in longer text fields.

If yes, describe in detail the hot work (e.g. welding on stainless steel hardware) being conducted. Hot work requires a permit approved by the POSHO.

Section 4a Enter hazards one by one.

As you hit enter, the hazards will be listed on the right.

Follow this link for guidance on what types of hazards may be present during your entry

Section 4b All the hazards added on the previous page will be listed here Describe how each hazard will be controlled. These fields do not allow line breaks, so if you’d like to list several controls use a comma or semi-colon (;) to delineate.

For example:

Oxygen Deficiency > Positive pressure ventilation; atmospheric monitoring

Welding Fumes > Snorkel hood exhaust ventilation; PAPR respirator; positive pressure ventilation

Explosive Atmosphere > Use intrinsically safe tools; explosion proof lighting; atmospheric monitoring; positive pressure ventilation; LOTO and block and bleed energy sources; all equipment will be grounded and bonded to prevent static electricity

Noise > Hearing Protection

Section 5 Enter name of manufacturer Most multi-gas meters will be equipped with sensors for these 4 gases.

The alarm setpoints listed are the ones that must be used during entry. Most instruments allow the user to change alarm set points.

Enter monitoring instrument model name and model number if available.

Describe step by step procedures that will be used to monitor the tank prior to entry, and during entry.

These should be listed in a manner that is easy for the entry team to follow and covers all the required tasks for air monitoring (e.g. bump testing). Use shift+enter to list procedures.

Provide name of individual who will perform air monitoring. If one cannot be identified at time of submission, use “TBD”. POSHO must ensure an individual trained in operating the equipment is selected.

Calibration must have been completed at least one year before anticipated date of entry.

If your instrument can test for additional gases, or if your entry requires testing of a gas not listed (e.g. chlorine), select yes, then name that gas in “Other description” and include the alarm set point that will be used (TLV)

Section 6 Information of the fan/blower that will be used to supply air into the space.

Provide specifications, such as duct length and effective airflow. Attach photo of specification sheet or fan plate if unknown.

Describe step by step procedures that will be ventilation the tank prior to entry, and during entry.

These should be listed in a manner that is easy for the entry team to follow and covers all the required tasks for ventilation the space (e.g. for 1 hour prior to entry). Use shift+enter to list procedures.

Select yes for all PPE that will be used by entrants during the entry.

If respiratory protection will be used, select type from drop down box, and type the details of the respirator in the “respirator details” field. The make/model of the respirator and cartridge/filter to be used are required details.

Users of respiratory protection must be fit-tested.

Section 7 Provide instructions for entrants on how to enter and exit the space safely.

State how many entrants will be in the space at any given time.

Select whichever methods of communicate between entrant and attendants will be used, if “other” describe the method.

Section 8 Enter name of entrant and click add. Entrants will be listed on the right once added.

Enter name of attendant and click add. Attendants will be listed on the right once added.

Enter name of the entry supervisor then hit save/continue.

The entry supervisor is not necessarily the work or team supervisor, but the individual who will be responsible for overseeing the entry and ensuring the safety plan is adhered to (generally the POSHO).

Section 9 Select type of rescue from the dropdown box.

Non-entry rescue is the most common type of rescue. Entry rescue may only be performed by trained individuals with proper equipment (SCBA). If relying on local emergency services, rescue must be coordinated ahead of time to ensure they have the capability to perform rescue and are on standby.

List emergency response equipment that will be used, use shift+enter to create line breaks for listing.

Describe step by step procedures for the entry team to follow in the event of an emergency and how to conduct rescue.

Outline each individual’s role during an emergency.

These should be listed in a manner that is easy for the entry team to follow and covers all the required tasks in the event of an emergency.

Submission Optional attachments field.

Submit to SHEM for review, once approved by SHEM the request will be routed to POSHO for approval.

SHEM Review Once you submit, your request will be submitted to SHEM for review and approval.

The following slides will show how to check the status of your request, and what to do if “returned for edits” by SHEM reviewer.

Check Status View all requests pending approval, close out, and incomplete requests here.

Check Status After submission, if the status of your request is “Returned for edits” then SHEM has reviewed the request and has requires more information or changes.

Click here to edit your request and review SHEM comments.

You will also be alerted of a change in status via email.

Returned for edits Each section that has an issue that needs to be resolved will be highlighted orange.

Once all the requested changes are made, or information added, click save / continue. Go through each highlighted section reviewing the comments and making necessary changes, then navigate to the approvals page.

Once you are in a highlighted section, click the note icon to view comments left by SHEM that must be addressed to proceed with approval.

After clicking the notepad, this dialogue box with SHEM comments will appear.

Please go back to the appropriate section and make the changes or add the information requested by SHEM on this page, ensuring you address every comment.

The user may not add comments here, if you have any questions or wish for clarification, reach out directly via teams or email to the SHEM reviewer who left the comment.

SHEM may reach out directly to the requester via email to resolve more complicated issues rather than leaving comments.

After all the requested changes have been made you can submit the request for SHEM review again, which will prompt them via email to review the request.

SHEM may reach out via email to help facilitate any outstanding issues.

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