Q⁴ EAM - Maximize availability, reliability and performance

Evaluate and manage process changes with consistent, formal procedures

Management of Change (MoC) processes are used to outline, approve, execute and communicate changes within an organisation.

Q⁴ allows users to create MoC records, control the processes around these records and effectively manage the changes through having complete visibility at every step of the process. The system also ensures the original scope and duration of temporary changes are not exceeded without review and approval.

The MoC module can accommodate multiple types of change e.g. Equipment modifications, DCS Setting changes, Procedural changes. Each type of change can be defined on site with its own set of Authorisations, Actions and Documentation requirements.

The user-defined Authorisations allow for as many categories as you need. Examples might include; Technical, Commercial, Safety and Environment with the option of defining multiple concurrent approvals at each stage of the process. This could be multiple concurrent categories and multiple concurrent approvals per category.

Q⁴ improves awareness of site issues by integrating a MoC system into the real-time process within a web browser environment. Because an MOC can be created, defined, managed and tracked by site personnel in real-time, it dramatically improves site-wide communication.

Key features and Benefits

• Site based definition of Authorisations, Actions and Documentation Requirements for different Types of change.
• Site-defined Authorisation Categories E.g. Technical, Commercial, Safety, Environment.
• Concurrent Authorisations
• Real-time implementation action tracking and reporting

Q⁴ provides improved visibility and communication, and at the same time, increases safety and efficiency throughout your organisation’s Management of Change process.

All change requests give a clear and fully traceable overview from temporary and permanent changes to organisation, personnel, systems, procedures, equipment, products, materials or substances.

Operational and Work Risk Assessment

A highly flexible, configurable web-based solution that enables you to visualise, monitor and control Risk across your business.

The software is fully configurable to support each department’s unique risk management needs, and delivers a centralised framework for integrated analysis and reporting.

Q⁴ allows you to drive risk management best practices across your organisation, streamlining your procedures, and making them consistent and more efficient.

Key features and Benefits

• Central source for risk documents including templates, processes, risks, controls and history
• Supported with configurable comprehensive energy / location hazards and control measure information
• Underwritten with multi-work-step analysis and supported with barrier document creation such as Permits and Isolations
• Provides barrier assessment and control application to mitigate risk supported with matrix empirical assessment
• Offers configurable risk level control, role based authorisation hierarchy and multi-team collaboration
• Facilitates reappraisal on changing circumstances, and configurable automated alerts and notifications
• Integrates seamlessly to work management and across all safety documents
• Designed for in field assessment complemented with check / confirmation workflow
• Location mapping, dashboards, charts and dimensional reporting provide insight into risk across your business

Q⁴ helps you define and manage risks and controls, measure loss events and track risk metrics using Key Performance Indicators (KPIs). Its centralised database enables you to standardise your risk management and improve process consistency across your organisation.

The Q⁴ Risk Assessment can be used on a wide range of mobile devices, with functionality to support remote operation.

Covers Job Safety Analysis (JSA), Task Risk Assessment (TRA), Operational Risk Assessment (ORA).

Control of Work Smart Board

Q4 gives you the capability to visualise and manage your organisation’s full operational activity in real-time, from any location, from one seamlessly integrated platform.

Now in its 8th generation, Q4 incorporates industry best-practice for all aspects of asset, maintenance, inventory, procurement, cost, work and safety management into one powerful, fully integrated system.

Q4 Provides the facility to set out policies, processes and procedures to ensure you can fulfil the tasks required and achieve Operational Excellence.

Work Management

• Inspection, calibration and maintenance activities
• Safety critical device management
• Work Packs
• Work control, Permit to Work and Task Risk Assessment
• Scheduling and planning
• Outage Management

Supported with

• Equipment and integrity management
• Labour resources
• Vendor management
• Inventory Control
• Purchasing and budgeting
• Asset tracking

Effective Permit to Work Management

Permit to Work is a crucial part of Control of Work, the integrated management of business-critical maintenance processes.

Q⁴‘s Permit to Work transforms traditional paper-based Permit to Work forms into a fully traceable information system, maximising safety and optimising work efficiency.

Permit to Work Management

• Custom streamlined workflow based on your procedures
• Coordinated work planning, safety requests and aligned start times
• Checks for Conflicts and SIMOPS
• Work packaging to encapsulate all supporting permits and documentation
• On-screen and hard copy versions of all Permits are available
• Face to face sign-on including work party sign on/off
• Expiry Control, Next Day Permits and Revalidation Extension
• Gas Testing alerts and notification facility
• Location mapping, dashboards, charts and dimensional reporting provide live insights into permits across your facility
• Role-based control, template and audits to facilitate high compliance
• Notifications, skill checks and lessons learned for real-time awareness
• Ensures all necessary procedures and authorisations are completed
• Strict processes and certificate control ensure compliance
• Supports the complete life-cycle of every permit and certificate
• Mobile solution with optional off-line apps

Q⁴ is designed to ensure that processes are simple, quick and reliable. The system is fully scalable to support your business as it grows.

Manage your entire isolation and de-isolation procedure

Isolation Management is an essential, fully integrated workflow feature, allowing you to prepare and create isolation / de-isolation plans directly from the Q⁴ system.

Q⁴ effectively manages the full isolation and de-isolation process. It guides users through the process of creating an Isolation Certificate, building isolation points and checking for conflicts or the sharing of isolations with other work. The system controls the sequence of status changes that an Isolation Certificate is moved through during its life cycle.

Authorisation, sequencing, verification and confirmation form part of its logical checking for safe work practice. Visual lockout procedures identify the required steps for locking out hazardous energy sources during the service and maintenance of machinery and equipment.

Isolation Management

• Dynamic, configurable isolations built through a variety of methods
• Isolation point notes and comments
• Isolation conflict detection
• Turn standard P&IDs into interactive isolation tools
• Isolation point validation and checklists
• Full key safe and lock box management from single lock box to extensive cross-locking
• Isolation tags and barcode printing configured to your design
• Sanction to Test
• Mobile enabled with optional off-line app to scan and verify IP points and tags
• Integrated to lessons learned and Isolation Pass register
• Skill checks and sequence checks to ensure compliance

Access and feedback critical information wherever you are

Q⁴‘s dynamic user accessibility and business intelligence empowers your workforce to efficiently record data and obtain critical information wherever they are working, on whichever devices they choose to use.

The Q⁴ Smart Mobile platform delivers task-based operations to operate flawlessly with the Q⁴ Digital Work Control web-based solutions. Q⁴ Smart Mobile Apps allow users to work in areas of poor or no connectivity to progress work, perform safety measures and synchronize information back to the core system when connectivity is resumed.

Front line to the control room
For connected devices, the main Q⁴ Digital Work Control with its responsive design can be viewed across many device formats. The functionality of Q⁴ Smart-Mobile Apps are designed to complement the processes of the central solution. Particularly for targeted tasks where the user could be remote or in an area with limited connectivity to the central solution.
With cross platform support and consistent Apps across all platforms, Q⁴ Apps are available to intrinsically safe devices to standard devices.

Q⁴ Apps adapt to different form factors, from Phone/PDA to Tablet. For our Windows (UWP) Apps there is also the ability to deploy to laptops or desktops and benefit from the disconnected functionality.

Features and Benefits

• Work while disconnected from the network
• Secure access to the Q⁴ Digital Work Control solutions
• Seamless connectivity synchronizing data automatically
• Capture data in the field including photographs and video
• Simple, clear and consistent user interface to get tasks done
• Available across the three major mobility platforms, Android, iOS and Windows

Complete history audits

Random audits to verify quality can be performed on work control documents including risk assessment, permits, certificates and isolations.

Q⁴ allows you to drive risk management best practices across your organisation, streamlining your procedures, and making them consistent and more efficient.

Key features and Benefits

• Full audit capabilities within Q4 if required
• Individual audit forms associated with each safety document can be configured
• In the field working through browser functionality
• Live updates with operational staff while working on mobile device
• Audit reports can be generated through list views or configured reports

Q⁴ helps you define and manage risks and controls, measure loss events and track risk metrics using Key Performance Indicators (KPIs). Its centralised database enables you to standardise your risk management and improve process consistency across your organisation.[/tx_column]

Streamlined Asset and Maintenance Control

Q⁴ CMMS delivers strategic, real-time insights and powerful tools that unite assets, work, logistics and safety to streamline work processes, reduce costs and ensure regulatory and safety compliance. Achieve the control you need to efficiently track and manage asset and location data throughout the asset life cycle.

Q⁴ gives you the ability to capture, define and monitor the characteristics of all types of assets and work-related information, whilst including
such time saving features as inheritance for data handling efficiency.

Key features and Benefits

• Manage asset registration, integrity and performance
• Integrated multi-location spares and material control
• Warranty and lifecycle management
• Manage contracts, services, resources and calendars

Q⁴ CMMS serves all industries and facilities that need to track maintenance work regardless of size or complexity.

Q⁴ is fully scalable from a single site to global roll-out, and ensures secure standardisation and efficiency across all locations.

Activity and risk across the organisation can be seen and managed in real-time from any location, for any site, using a PC or mobile device.

Real-time Work Planning and Scheduling across your sites

Q⁴ Work Management provides many features and powerful tools that allow you to go beyond just managing work. The system caters for both maintenance, operational and contractor access views, providing applicable workflow and role-based processes to streamline coordination across all disciplines. Q⁴ enables you to take control and continuously make improvements, driving you one step closer to achieving your safety and maintenance optimum goals.

Key features and Benefits

• Custom streamlined workflow based on your procedures
• Seamlessly integrate work orders from SAP and other systems
• Plan work using work and safety control facilities
• Organise work for routine, emergency and outages with Gantt control
• Assess, assign and control work including procedures
• Request necessary safety documents and perform task risk assessment
• Plan schedule dates to plant release aligned to permit status
• Handle and coordinate multi-work parties
• View safety work packs and know their status
• Supports automated alerts and notifications
• Map work location, track progress and completion details
• Capture results, photographs and supporting documents
• Integrates across all modules including shift logs, incident and MoC

Q⁴‘s workflow can be fully configured to match your requirements. The state workflow engine supports security and role management for each step to provide control including approvals. Using the Q⁴ Control of Work module Work Order tasks can be risk-assessed and safety documents can be requested, created and processed.

The Q⁴ Work and Safety can be used on a wide range of mobile devices, with functionality to support remote operation. All work activities are recorded in History and can be analysed using Q⁴ reporting facilities or by external report tools.

Q⁴ is fully scalable from a single site to global roll-out, and ensures secure standardisation and efficiency across all locations.

Optimise your Inventory

Q⁴ gives you the capability to manage and track inventory across multiple locations with ease. Take your Maintenance, Repair and Operations (MRO) inventory management to the next level by purchasing and receiving parts, associating parts with assets and PMs, and quickly locating inventory items.

Key features and Benefits

• Optimise inventory in line with strategy and policies
• Manage multi-store locations
• Establish control policies using ROQ & ROL
• Forecast spares/material requirements

Multi-location spares and material management is fully integrated with the work and equipment applications to optimise its critical role.

It features streamline administration by assisting procurement, engineering and stores staff to tightly manage stock, vendors, contracts and transactions. A series of processing and information facilities are provided to minimise stock holdings, consistent with your maintenance strategy.

Support all phases of enterprise-wide procurement

Create and receive against Purchase Orders (POs) and requisitions, and track and report on your purchases.

Q⁴ PO handles the entire process from request to receipt, invoice matching and payment.  Features are provided to handle multiple currency rates and PO types for alternative companies, goods returns, adjustments, inspections and much more.

In addition the PO process flow can be configured to match precise requirements including workflow and PO hardcopy.

Key features and Benefits

• Streamline purchasing and cost-effectiveness
• Set department and authorisation budgets
• Budget, forecast, tender, vendor and best buy appraisals
• Integrates with third party financial accounting systems

Users can order parts from supplier catalogues and have these purchases reflected automatically on inventory and purchase order records from within Q⁴. Logical purchase processing is supported with forecasting, tendering, vendor and best buy appraisal.

Multi-dimensional, real-time visibility across your site

Q⁴‘s dynamic dashboard provides complete visibility of all work across your organisation, including where the work is taking place, who by, when, why and how.

It’s intuitive and highly configurable interface offers real-time work activity tracking, alerts and notifications. Impressive navigation is available with multiple graphical views, zoom and layers. Setup is easy and maps are fully configurable. The system can also be integrated with third-party mapping systems such as Esri’s GIS software.

Key features and benefits

Turn basic P&IDs into fully interactive isolation point tools

P&IDs play a key role in operational tasks such as safety, inspections, turn-around planning and much more.

Import your own P&ID files to create interactive isolation plans by adding actions, rules and isolation points that fully integrate throughout Q⁴ SAFETY.

Q⁴ enforces rules and connectivity checks to optimise the entire engineering process, helping you save money without compromising safety or integrity.

P&ID features and benefits

• Reduce operational risk – upload and manage your P&IDs and associated information more efficiently
• Make right decisions early. Q⁴‘s rules-driven design helps avoid late and expensive changes
• Maximise productivity through streamlined tasks across your site(s) and enable global work sharing
• Visual identification of isolation points and more traditional search features

Q⁴ supports P&IDs interaction, use of standard isolation templates, tag labels production and Isolation Safety Risk Assessment.

GIS integration brings a new level to Q4’s interactive visual capabilities

Businesses who use ESRI’s ArcGIS (Geographical Information System) to represent data as their central dashboard, across potentially multiple applications, can also display live information from the Q⁴ permit workflow. This is in addition to our own Smart Map functionality.

GIS Integration features and benefits

• Your site plan displayed over multi-levels in one dynamic real-time screen
• Alerts and Notification
• Interactive GIS points
• Direct document access including dialogue boxes for high level document information
• Filter capability for user defined views based on list views

Engica have advanced to Silver Tier in the Esri Partner Network. Esri is the global leader in GIS and provide the backbone for the world’s mapping and spatial analytics.

Q⁴‘s industry-proven workflow engine provides powerful interactive scheduling and Gantt tools to balance work priorities, safety, spares and resources, coordinated with your planned or forced outage opportunities. Unlike other maintenance software, Q⁴ is a complete management solution for the entire project and asset life cycle. The system allows you to plan and execute your time-critical event.

Outage and shutdown features

• Work specifications and scheduling
• Outage modelling and Gantt planning
• Event monitoring
• Notification and awareness
• Shift Logs and Handover
• Mobile access and reporting

All maintenance key stages are managed via an electronic approval process, including: job detailing, estimations, materials ordering, progress recording and time recording through to quality assurance, which means all event information exists in one system and is not spread across different programs.

Fully configurable reporting tools that support your unique business requirements

Q4 provides a range of powerful, dynamic reporting tools that give valuable real-time insights to help monitor your sites and manage your business better.

Accurate and fully auditable reporting gives you total confidence in your decision-making and compliance with internal and statutory procedures.

Q⁴ reporting features and benefits

• Instantly visualise, analyse and take action on live, accurate data in different graphical formats
• Comprehensive reporting, including Quick Search and advanced searching
• Highly configurable, intuitive list views with drill-down to detail level
• View multiple documents from within one screen
• Bulk status update features and link functionality to associated documents

The software is fully configurable to support each department’s unique needs, and delivers a centralised framework for integrated analysis and reporting.

Capture and transfer log information for complete plant and operation visibility and analysis

Enhance operational efficiency with streamlined transfer of information between shift teams, operators and commercial users.
Q⁴ Smart Log is a configurable digital logging application used to construct a range of logs that match your site’s precise requirements. Unlike paper-based, whiteboard or Office-based systems, Smart Log offers a dynamic approach to capture, access, analyse and transfer information in a structured and easy to use way.

Logs provide the facility to quickly collect, track and handover key information for all your teams:

• Multiple facility / Site logs
• Maintenance
• Operations
• Shift handover and awareness
• Permits, TRA and LOTO
• Incidents
• Site inspections and rounds
• Registers

Smart Log can be used as a standalone product or is available in the Q⁴ Digital Work Control system as a fully integrated facility.

Features

• Log and track entries of site and department activities
• Deliver/receive operational instructions acknowledgements
• Utilise templates to collect, transfer and track KPIs
• Define and record operational events
• Record Safety Audit logs
• Accident and Incident reports
• Rounds and Inspections
• Mobile ready

MANAGE YOUR EQUIPMENT TEST PROCEDURE

Sanction to Test (STT) ensures that tests are not performed without all issued permits being surrendered for increased safety.

• Sanction to Test certificate controls release of isolations
• Isolation points can be selected for removal
• Validations between permits and Sanction to Test
• Seamlessly integrates with other documents in Q⁴

If required, the Isolation and Certificate can be configured to work with a Sanction to Test or Equipment Testing Certificate to control the release of isolations for testing in a safe manner.

Seamless Single Sign-On and Biometrics for identity management

The innovative technology behind Q⁴ allows businesses to be more efficient, mobile and flexible. Users have the capability to securely log on to the system from any location with a variety of different methods including Single Sign-On (SSO) and Biometrics.

SSO is supported through Active Directory or through SAML via a third-party identity provider such as OKTA. Most identity providers, including OKTA include Biometrics in their multi-factor authentication offering.

Single Sign-On (SSO)

With Q⁴‘s Single Sign-On (SSO) portal, users only have to enter one set of credentials to access the system in the cloud and behind the firewall via desktops, smartphones and tablets. This greatly improves user experience and increases productivity while keeping data secure.

Biometrics

Biometrics identifiers are measurable characteristics of an individual that can be used to establish and verify his/her identity.

Fingerprint single sign-on is seamlessly and fully integrated into Active Directory which enables IT administrators to centrally manage users fingerprint login information.

The software is fully configurable to support each department and users specific requirements.

Secure operations with two-factor authentication

Two-factor authentication (also known as 2FA) is an extra layer of security designed to ensure that you’re the only person who can access your account, even if someone knows your password.

Two-factor authentication dramatically improves the security of your user account and all the information you store within Q⁴. Identity providers such as OKTA support multi-factor authentication.

Benefits of two-factor authentication

• Strengthens security with an additional layer of protection for your business
• Prevents unauthorised users from accessing corporate data with passwords alone
• Increased flexibility with users logging on to a shared system
• Easily integrate with SAML authentication with no coding for additional improved security

Organizations administrators can enable both two-factor authentication and SAML single sign-on to add extra authentication measures for their workers.

Seamless bidirectional Control of Work / Maintenance Management

Integration of financial information is critical to the successful management of your operations.

Q⁴ integrates the infinite number of processes a company operates with, saving both time and money. The system’s bidirectional Control of Work / maintenance management integration ensures no duplicate information input is required when using multiple applications.

Engica provides a Finance REST API that supports ODATA and support for message queues. This allows integration with third party middleware such as BizTalk.

Engica also provides its own integration service where clients do not have their own middleware.

Benefits of ERP and Finance integration

• Share information (assets, equipment, and more) between systems (and databases)
• Generate Work Orders from your maintenance system, update Q⁴ Permits and send data back, allowing for real time planning and work execution
• View all Work items in graphical formats within Q⁴
• SIMOPS help ensure compliance and increase safety by automating exception handling, approvals, and full audit trails across multiple applications
• Flexible and configurable to suit specific business requirements

Improve work quality with direct access to accurate plant information

Documentation is one of your most valuable assets and drives opportunities throughout your organisation.

Q⁴ has the capability to interface with your existing Document Management system (DMS) and allow for documents (and their correct versions) to be linked with Work Specifications, Work Orders etc. This facilitates work preparation and supports the safe and efficient execution of work.

DMS integration benefits

• Direct, secure access from Q⁴ to documents stored in your DMS
• Documents can be associated to any Q⁴ object type
• Enables document flow processes (document approval, transmittal, notifications, collaboration)
• Reduces the risk of non-compliance. For example, records retention schedules can be automated, and new documents can be more easily classified and stored.
• Integrates with a range of DMS including SharePoint

Improve efficiency of your internal calibration management operations

Q4’s calibration management is designed to schedule and record the results of all your calibration activities and costs. Complete with work orders, calibration management helps minimise operator input during normal and repair operations. Each piece of equipment can be scheduled independently and easy-to-read reports and automatic notifications indicate when equipment is due for calibration.

Users can easily and quickly access all relevant information including date of last calibration and calibration due date, complete history of previous calibrations, details of equipment maintenance and repair, operating and calibration procedures and much more.

Calibration management features and benefits

• Create calibration instructions and check points for instrument and control equipment
• Eliminate unnecessary calibrations
• Decrease labour hours and minimise costs
• Streamline workflow
• Maintain regulatory compliance and improve overall efficiency
• Integrates with third-party calibration systems
• Flexible and configurable to suit specific business requirements

Seamless bidirectional Control of Work / Maintenance Management data

Our powerful ERP adaptors help you automate business processes between different ERP systems, and improve your analytic capabilities by connecting safety process management to operations, and operations with engineering information.

Q⁴ integrates with a wide range of ERP solutions including SAP, Maximo and Infor. The system supports bidirectional communication via BizTalk and REST API, plus Engica provides its own integration service where clients do not have their own middleware.

Features and benefits

• Share critical information (assets, equipment, and more) between systems (and databases)
• Generate Work Orders from your maintenance system, update Q⁴ Permits and send data back, allowing for real time planning and work execution
• View all Work items in graphical formats within Q⁴
• SIMOPS help ensure compliance and increase safety by automating exception handling, approvals, and full audit trails across multiple applications
• Flexible and configurable to suit specific business requirements

Collaborate, plan and deliver. Increased Transparency in Multi-Project / Operation Management

Efficient collaboration across projects is key to multi-project management success.

Q4’s powerful planning integration adaptors and tools allow you to create project plans, interactive Gantt charts, and collaborate in real time with team members.

The system supports built-in Gantt planning with dynamic updating that can be created from shutdown plans to optimise forced outage opportunities.

Q4’s Projectlink interfaces directly with MS Project, and provides bidirectional data flow for work orders, so you can track task progress, budgeting and resources, and deliver projects on-time.

Features and benefits

• Plan, schedule, and control large-scale operations and individual projects
• Determine project health through KPI metrics
• Assign resources to tasks and adjust assignments to resolve allocation conflicts
• Monitor and visualise project performance versus plan
• Interface with other Project Management applications such as Primavera and MS Project

Efficient real-time information management and control for demanding operations

SCADA  systems (Supervisory Control and Data Acquisition) are crucial for many industries as they help maintain plant efficiency, process data for smarter decisions, and communicate system issues to help mitigate downtime.

Data in a process control system can be used to cross-check information relating to process conditions, isolations and plant status. Carefully integrating the process control system with Q⁴ can improve the visibility of work in progress to process operators, provide early warning of abnormal hazardous plant conditions, better coordinate production and maintenance and more.

Q⁴ has the capability to integrate with SCADA software systems including OSI’s SCADA suite, to aid automation and raise work orders based upon condition monitoring events.

This integration enables the Process Control System (SCADA or PLC) to receive work orders from Q⁴, and then generate real-time process data (e.g. materials management) during production that is automatically fed back to the system to allow further processing.

Seamless bidirectional Control of Work / Maintenance Management data

Our powerful SAP adaptor helps you automate business processes between your existing SAP ERP system, and improve your analytic capabilities by connecting safety process management to operations, and operations with engineering information.

Q⁴ supports bidirectional communication via BizTalk and REST API, plus Engica provides its own integration service where clients do not have their own middleware.

Features and benefits

• Share critical information (assets, equipment, and more) between systems (and databases)
• Generate Work Orders from your maintenance system, update Q⁴ Permits and send data back, allowing for real time planning and work execution
• View all Work items in graphical formats within Q⁴
• SIMOPS help ensure compliance and increase safety by automating exception handling, approvals, and full audit trails across multiple applications
• Flexible and configurable to suit specific business requirements

Real-time Work Planning and Scheduling across your sites

Q⁴ Work Management provides many features and powerful tools that allow you to go beyond just managing work. The system enables you to take control and continuously make improvements, driving you one step closer to achieving your maintenance goals.

Key features and Benefits

• Custom streamlined workflow based on your procedures
• Perform planned and emergency maintenance activities
• Assess, assign and control work
• Track progress and completion details
• Integrates across all modules including shift logs, safety and MoC

Q⁴‘s workflow can be fully configured to match your requirements. The state workflow engine supports security and role management for each step to provide control including approvals.

All work activities (work detail, time, spares, resource, safety, calibration etc) are recorded in History and can be analysed using Q4 reporting facilities or by external report tools.

Using the Q⁴ Control of Work module Work Order tasks can be risk-assessed and safety documents can be requested, created and processed.

The Q⁴ Work and Safety can be used on a wide range of mobile devices, with functionality to support remote operation. All work activities are recorded in History and can be analysed using Q⁴ reporting facilities or by external report tools.

Q⁴ is fully scalable from a single site to global roll-out, and ensures secure standardisation and efficiency across all locations.

Q⁴ Plant Interface – The right information to the right people at the right time

Q⁴ Plant Interface is a key platform that improves operations and maintenance, and at the same time, maximises the reliability and availability of plant assets by achieving greater predictability

Plant Interfaces gives you access to all your field devices giving you the capability to carry out essential management tasks such as changing device parameters.

Q⁴ has been significantly enhanced with new functions that provide statistical data needed to identify the overall status of devices in a plant.

The system helps both operators and maintenance personnel prevent downtime, reduce maintenance costs and increase plant safety.

Maintenance information immediately notifies the right people depending on the type and criticality of the diagnostic data analysis. Necessary actions can then be taken at the right time, maximising productivity.

Some examples include:

• Ability to use measurement points to perform trending and defect analysis
• Ability to create work orders based on a pre-set condition monitoring tolerances for a measuring point on a specific equipment
• Ability to define upper and lower limits for condition monitoring points Ability to specify upper/lower limit PM for condition monitoring points
• Ability to specify an upper/lower limit Job Plan.
• Ability to trigger generation of work order if accruement value reaches upper/lower limits

Control Contractor Site Visits

Q⁴ Contractor offers the functionality necessary for end-to-end management of work assignments and required safety processes for tasks performed on your sites by contractor personnel. We enable, via dedicated contractor portals, visibility of existing pre-vetted contractor qualifications and personnel competencies.

A self-service contractor access desk facilitates enterprise-wide compliance and efficient life cycle management.

Integrated into the eco-system of control of work, Q⁴ Contractor provides a process-driven environment to manage contractor site work, safety and credentials. These include competency, vetted authorization, visit on-boarding, resources, roles, permit to work, risk assessments, hazardous substances, conflict detection, induction, qualifications, training, notifications and audits.

Key Features

CONTRACTOR SELECTION / APPROVAL

• Manage contractor details and personnel
• Contractor self-management of mandatory documentation
• Insurance / personnel / induction / skill records
• Contractor selection / approval / portal assignment
• Pre-site induction prior to site visits
• ID badge issuing

PRE-SITE VISIT REQUIREMENTS

• Pre-booking of all contractors and visitors to site
• Contractor portal to upload information and receive work instructions, safety requisites and confirmations
• Personnel assignments and work scope
• Uploading and approval of RAMS
• Pre-work task risk assessment and permit requirements
• Equipment and hazardous substances approval

ON-SITE

• On-site personnel entrance verification
• On-site induction
• Work location visualization and potential conflict management
• Task Risk Assessment (TRA) approval and Permit to Work (PTW) acceptance and closure

MANAGEMENT

• General management of contractor status, personnel IDs and verifications
• Expiry, revalidation and approvals of contractor and personnel with automated reminders
• Dashboard of contractor performance KPI’s
• Reporting and Audit trails

Incident Reporting Made Simple

Capture, manage and investigate incidents at the operational level. Reporting of EHS incidents or near misses can be completed on the go and from any location. Information capture includes supporting attachments, photographs and video footage. The workflow action tracking ensures that corrective measures identified in investigations are tracked until sign off. The incident desk provides information including outstanding issues and historical trends.

Types of Incidents

• Agency Legal
• Audit Assessment
• Chemical
• Emissions
• Environmental Permit Deviation
• Explosion
• Fire
• Injury Illness
• Near Miss
• Observation
• Process Hazard Analysis
• Production Loss
• Property Damage
• Security
• Spill
• Transportation

Key Benefits

• Benchmark and compare incident information across the organization
• Comply with standards and regulations around safety such as: RIDDOR/OSHA
• Improve action tracking and incident prevention and manage Corrective and Preventive Actions
• Notify and escalate incidents based on severity
• Integrated across the Q4 Control of Work, leading and lagging indicator information is instantly accessible

Custom Logs and Registers

The configurable digital operations general logbook system allows you to overcome the challenges of paper-based logs, spread sheets and other register systems. Connecting information from many different sources in one central location gives real-time event visibility across your organization and the Q⁴ system.

Q⁴ Smart Log for Shift, Incident, Register and General log offers a user-friendly screen designer and powerful tools to give you the capability to configure the system to meet your organization’s specific workflow processes and requirements. Create and configure custom logs or modify existing templates with your own terminology and information flow.

Q⁴ Smart Log can operate as a stand-alone logbook system or work with the Q⁴ Digital Work Control suite. It is also possible to integrate with other industry third party plant systems, so you can automatically capture and retrieve events using your existing standard interfaces.

General benefits

• Create custom logs as required
• Define form and data collection
• Registers for O&M tracking with custom registers
• Configurable workflow and approval cycle
• Real-time implementation tracking
• Includes commercial and technical
• Authorisation

Support work and safety with associated documents

Documentation is one of your most valuable assets and drives opportunities throughout your organization. Q⁴ has the capability to interface with your existing Document Management system (DMS) and allow for documents (and their correct versions) to be linked with Work Specifications, Work Orders etc. This facilitates work preparation and supports the safe and efficient execution of work.

DMS integration benefits

• Direct, secure access from Q⁴ to documents stored in your DMS
• Documents can be associated to any Q⁴ object type
• Enables document flow processes (document approval, transmittal, notifications, collaboration)
• Reduces the risk of non-compliance. For example, records retention schedules can be automated, and new documents can be more easily classified and stored.
• Integrates with a range of DMS systems including SharePoint

Standardized eLearning and webinars for where and when

Engica provides standardized eLearning built around the Q⁴ Control of Work solution covering Work, Risk Assessment, Permit to Work, Isolation Management and associated supporting elements. Webinar tutorials are available on system framework enabling interactive software training provided by our experienced training personnel. These are presented using the latest version of Q⁴, helping to build the capability of your personnel and enabling them to work smarter.

The use of classroom, eLearning, webinar tutorials and specific client LMS can be blended to provide a schedule best suited to you and your targeted learning requirements.

Scope

• Standard system videos
• Adaptable to client requirements
• Increase knowledge
• Bespoke eLearning courses

Best-Practice Training for Control of Work

Engica can provide classroom training based on client configured systems, appropriate for specific disciplines such as administrators, super-users (train the trainer) and end user role-based staff including Work Planners, Area Authority, Signatory, Performing Authority, Contractors and more.

Our emphasis is to improve safety for all and to promote the very best in Control of Work safety practices. We also provide go-live support where our staff are available to train and assist end-users as they start to use the system.

The use of classroom, elearning, webinar tutorials and specific client LMS can be blended to provide a schedule best suited to you and your targeted learning requirements.

Scope

• Based on Engica’s in depth knowledge of Control of Work
• Bespoke face-to-face training
• Available on-site or at our office training facilities
• Combination of classroom tuition and practical exercises
• Interactive practical training using the system
• Role Based Courses Include
  • Work Planning and Safety Assessment
  • Hazard Awareness
  • Risk Assessment
  • Permit to Work
  • Isolation Management
  • Notification and Awareness

Delivery Methodology

Our team-based implementation approach offers expertise that translates your requirements into reality. Engica’s methodology is focused on converting and improving current work practices into a streamlined digital workflow solution. Working closely with our customers is a crucial part of the process. We assign each client a dedicated project team who collaborate and configure your system, setup and initiate go live operation. And with our full support, we build a long-term partnership helping your business processes.

Advice on best practices and the ability to maintain control of the project via agreed milestones include the following elements:

Project elements

• Proven process mapping methodology and precise workflow definition
• Configuration, review and change management
• Testing across Cloud / On-Premise / Mobile against acceptance criteria
• Site training and remote training with webinars and eLearning material
• Go live and support

Experience to Guide you on Control of Work Methods

If you are looking to change your safe system of work (be it a legacy paper system or electronic), our services can guide both system design and processes towards a more effective Control of Work solution. Using our highly experienced personnel to review existing practices we can assist with best practice, moving clients towards operational excellence.

Our services expertise results from extensive solutions exposure and detailed knowledge of the many systems that have been configured and implemented over the years to precise client and industrial requirements.

Scope

• Process Review and Mapping
• Gap analyses
• Change Management
• Workflow Analysis
• Risk Assessment
• Permit to Work
• Isolation Management
• Audits
• Implementation Support

Perform safety audits on processed documents

The Audit facility provides a formal Q&A mechanism to track individual users of the safety system.

Audits
HSE strategies can conduct audits on a predefined or random basis across documents which can be done on current or archived records within a controlled life workflow. Safety document and packages can be audited with a flexible Q&A process that provides an outcome of the status, pass/fail, outcome score, comments, performed by, date and time.

Audit Trail
To support the Q⁴ Audit facility, Q⁴ Safety automatically provides a full audit trail of document creation and state changes. During the workflow process all data changes, state-moves, authorities and recipients and time stamps are recorded. Valuable information such as who approved the permit, including concurrence and acknowledgements are easy traceable for all documents to make the audit accurate.

KPI
Audit statistics are available to keep track of safety standards and KPI indicators.

ORM supports the Control of Work with a view of active operational and task activities

Operational Risk Management (ORM) is defined as a continual cyclic process which includes risk assessment, risk decision making, and implementation of risk controls, which results in acceptance, mitigation, or avoidance of risk.

In the case of SimOps where multiple activities are occurring at the same time which often occur in shutdowns the ORM facility within Q⁴ can be used to join up Work Task Risk Assessments, Mitigation Barriers as well Operation Activity for a holistic view of risk producing an empirical overall risk factor for decision making.

Scope

• Active Work and Scheduled Work
• Active Permits and Isolations
• Task Risk Assessment Evaluation
• Isolation Risk Assessment
• Operational Activities
• Protection Inhibits

Register Staff and Contractors for Skills, Roles, Competency, Work Authorization and Approval

Q⁴ resource supports both internal and contractor personnel, roles, skills and competency all maintained with expiry, notifications and re-evaluation.

Workflow rules are available for use with the Work and Permit to Work system at assignment and issue stages, ensuring correct skills and roles are considered.

In the case of contractor personnel, the facility manages information to ensure contractors arriving on-site are compliant and working safely. This is supported via contractor’s induction, considering what they are qualified to do, who is qualified, and any other pre-requisites before site entry is granted prior to work commencing.

Key Benefits

• Skill & Training Records and Monitoring
• Competency & Skill Accreditation
• Authorization
• User System Rights & Control
• Role Management
• Competency & Skill Vetting
• Re-appraisal Notification Triggers

Register Logs provide a common mechanism to capture Work and Safety related information

The configurable digital operations Register logbook system allows you to overcome the challenges of paper-based logs and spread silo systems, connecting information from many different sources in one central location. This facilitates real-time event visibility across your organization and also across the Q⁴ system, including the Control of Work applets.

Types of Registers

• Inhibits
• Emergency Safety Device Bypass
• Flange, Blinds and Spades
• Leaks and Weeps
• Isolation Problems
• Passing Valves
• Competence Deviations
• Temporary Repairs
• Temporary Equipment
• Inspection Rounds
• Operator Rounds
• Standing Orders
• Sampling
• Fire Extinguishers
• and more…