Keys to Successful PHA Studies

Process hazard analysis studies are ubiquitous in the chemical processing industries, but the degree to which they are embraced varies from company to company. Some companies derive great benefits and extol the virtues of a well-executed HAZOP, whereas others just go through the motions to satisfy regulatory requirements, and often find the exercise to be ineffective. The resources required for completing a PHA can be substantial, and it is important that a facility get the most out of their efforts. In this respect, companies are investing in a PHA study, and the investment and the benefits can be greatly improved if certain key factors are addressed.

There are several factors that actively govern whether or not the PHA study will be successful:

Other factors, by their omission or misuse, can lead to disappointing results from a PHA study, regardless of the areas mentioned above. These include an inadequate meeting space and poorly prepared study documentation. A PHA that meets the basic requirements as well as covers supplementary issues to enhance the overall quality of the study will provide a good return on investment.

The most critical link of any project is the project leader. If the leader is not able to adequately perform his or her duties, then the project will suffer. The same principle applies to the PHA Team Leader. Team Leaders are required to play two separate, but equally important roles as a technical facilitator and as a process safety expert.
A PHA meeting is like any other business meeting, and it takes the skills of a good facilitator to ensure smooth proceedings. In order to do so, the Team Leader must have knowledge and practice in the method being used. Additionally, a Team Leader's value is increased exponentially if he or she can also provide assistance to the team in making good, technical decisions.

Key Factors	How to Achieve
1. Knowledge of the PHA method	Attend a course provided by process safety experts that covers at least the HAZOP, What-If?, and FMEA methods
2. Experience in applying the PHA method	Attend PHA studies either as a team member or scribe, then volunteer to lead PHAs. Maintain and improve facilitation skills by leading PHAs frequently
3. Knowledge of the process being evaluated	Take a tour of the facility prior to conducting the PHA Read operating manuals or technical summaries of the process to prepare Review the P&IDs in details before the PHA
4. Enhance process safety knowledge	PHA team leader should have a technical background, preferably an engineer or experienced technician. PHA team leader should have knowledge of safety and risk management principles.
5. Assure no biases	The PHA team leader should not also be the project manager. If an un-biased team leader is not available, consider hiring a 3rd party consultant to assist.

A PHA is always a team effort, and the success of the study depends on the quality of the team. A team is used to relay operational experience about the facility being evaluated, and to provide technical opinions about the design conditions and constraints of the equipment. It is therefore important that a balanced team structure be achieved.

Team Member Key Factors	How to Achieve
1. Team must collectively have knowledge and experience regarding the process being evaluated.	The following departments send representatives to ensure a balanced team: Operations Process engineering Operations engineering Maintenance Inspection Safety Environmental
2. Experienced operations representative	The P&IDs and the operating procedures do not tell the whole story. It is necessary to include as part of any PHA team an experienced operations representative.
3. Willingness to participate	All team members must understand and accept the PHA approach. Choose team members who are willing participants, and believe in the PHA philosophy
4. Team size	Keep the team size between 4-7 team members. Too few people do not provide enough collective knowledge, and too many people make it difficult to communicate.
5. Continuity of Key Team Members	Ensure that the study maintains the same quality throughout the entire study by ensuring that key team members participate in all sessions. Before the study decide which team members will be required for all of the PHA sessions, and schedule accordingly.

The PHA methods all rely on the availability of accurate information pertaining to the process being evaluated. The PHA Team Members provide experience in operating or designing the facility, but to complete the information, technical documentation is required. All together, the technical documentation is called Process Safety Information. It is necessary that the Process Safety Information (PSI) is accurate and complete; otherwise, the PHA team may be misled.

*PSI*	*How to Achieve*
1. Accuracy	Perform field walkthrough of P&ID to ensure accuracy of information. Update P&ID prior to the study.
2. Availability	Provide each team member with his or her own copy to ensure everyone has access to the same information. This will apply to P&IDs, PFDs, plot plans, and incident reports. For less frequently referenced information, ensure unlimited access to the information during the course of the study.

Here is some of the of process safety information required for a complete PHA study.

Not every PHA method will suit the particular process being evaluated. In some cases a combination of methods will be suitable: it is the task of both the Team Leader and the project manager to decide which method will be used, well in advance of the study.

Some methods are complex and require significant resources and time. If these methods are used for a scope of work that is very large, the amount of time needed to complete the evaluation will be unmanageable. Similarly, simple methods may not yield the technical results desired for a complex system. If the wrong method is chosen, the team can end up spending too much time, or not achieving the desired results.

*Key Factors*	*How to Achieve*
1. Objectives & Scope	The PHA method is based on the scope and objectives of the study. The PHA method would be different for a cursory review than for a detailed review. Prior to determining what method is desired, take the time to set out the objectives and scope of the study.
2. Time Required	Determine how much time is willing to be invested in the study. This will limit which methods can be used.
3. Available Expertise	Determine what expertise the available team leaders have. If they are not experienced with the method chosen, then find a 3rd party consultant who is.

A PHA meeting environment needs to be conducive to the achieving the goals of the study. This means that interruptions need to be limited; each person needs to have his or her own personal space to be able to work effectively; and the meeting room needs to have the conveniences to accommodate a lengthy meeting. Additionally, many of the people who will be attending the meeting are not used to siting in a room for several hours at a time. It is important that the PHA team leader or the PHA coordinator is sensitive to the needs of the personnel while they attend the study.

Often the people who arrange PHA studies think solely about the technical information needed, and forget that comfort plays a large factor in a person's performance.

*Key Factors*	*How to Achieve*
1. Meeting room size	Choose a room large enough to accommodate all of the expected team members. Remember that each person will have his or her own drawings & note paper. A conference room table is needed to accommodate the space required.
2. Meeting room location	Choose a meeting location that minimizes interruptions. For example, do not hold the PHA study in the control room, where operators or foremen may be distracted by the daily operations. Do not hold it in a common area, such a lunchroom, where disturbances are frequent.
3. Meeting room amenities	The meeting room should be equipped to ensure effective communication. This may mean: White board/chalk board Overhead projector Telephone Computer access to the DCS The meeting room should also have personal amenities nearby that are required for comfort over a long meeting time, such as a lavatory, coffee/tea/water, and a designated smoking area for breaks
4. Meeting Duration	Optimize the team members' alertness by holding the PHA team sessions in the morning. Limit the PHA sessions to a maximum of 6 hours, if possible. Take frequent breaks. For studies that will last several weeks, consider working 4 days per week, to allow team members to return to their normal work routine at least once during the week.

A lot of time and effort goes into a PHA study, and the information gathered during the study can be retained as useful reference information. In fact, the discussions during a PHA need to be adequately documented, as they are a record of the current hazards of the facility. U.S. regulations require that the PHA documentation be kept for the life of the process, and the documentation is a legal record of completion of the PHA. Without proper documentation, it is impossible to communicate to others the risks associated with the process. A well-documented PHA study, however, can be used as a reference material for future projects, training, and other risk assessments.

*Key Factors*	*How to Achieve*
1. Accurate documentation	Use a software package, e.g. PHA-Pro™, or spreadsheet that is designed to document PHA studies. Use a technical scribe to ensure that all the discussions are captured. This may not be necessary if the PHA team leader is experienced.
2. Quality Assurance	Provide the team members with a copy of the documentation for their review and comment. It is the responsibility of the Team Leader to ensure the documentation is accurate. Have another person who is familiar with the method and the process review the worksheets as a quality audit.
3. Referencing documentation	Write a report to accompany the PHA worksheets. This report should contain the following subjects: Purpose, objective & scope List of team members & their qualifications Overview of method used Discussion of results and recommendations

A Process Hazard Analysis is an exceptional tool to identify credible causes and consequences of major safety hazards and operability concerns associated with a process. It also provides for a means to reduce the risks of these hazards, if they are judged to be unacceptable. A project manager who takes the time to optimize the key factors for conducting a PHA study will find a significant increase in the return on the time and money invested on the PHA. The optimization techniques outlined in this paper are simple and make sense, but require advance planning. For companies who use PHA as part of their general safety and risk management program, it is worth the effort to ensure that these basic measures are taken to ensure optimal study efficiency.

Other technical issues, such as risk ranking, human factors analysis, facility siting, and global events analysis further enhance the quality of PHA studies. Watch for future articles from AcuSafe on these more advanced topics.


		AcuSafe -> August 2000 Newsletter
		Keys to Successful PHA Studies