Skip to content

Electronic Permit to Work System

Following is a proposal for implementation of an electronic permit to work system for Sonoco Products Malaysia. This system aims to enhance safety, streamline operations, and improve overall efficiency within the organization.

Problem Statement

Sonoco Products Malaysia currently relies on a manual paper-based permit to work system. This traditional approach has several inherent challenges, including:

  1. Lack of real-time visibility
  2. Error-prone process
  3. Tedious workflow
  4. Limited reporting and analytics

Safety concern

Paper-based systems often lead to delays and inefficiencies in capturing and updating permit statuses. This lack of real-time visibility can result in miscommunication and potential safety hazards.

Proposed Solution

We propose the implementation of an electronic permit to work system to overcome the challenges outlined above. This system will leverage digital technology and automation to provide real-time visibility, streamline workflows, and improve overall safety and efficiency. The key features of the proposed system include:

  • Centralized web-based platform
  • Workflow automation
  • Real-time updates
  • Data analytics and reporting
  • Integration with existing systems

Benefits

  1. A secure, web-based platform that allows employees to access and manage permits from any location, enhancing collaboration and efficiency.
  2. Automate the permit workflow, including initiation, approval, and closure processes, reducing manual effort and ensuring timely processing.
  3. Provide real-time updates and notifications to relevant stakeholders, ensuring transparency and effective communication.
  4. Enable comprehensive data analytics and reporting, allowing for better decision-making and continuous improvement efforts.
  5. Integration with Sonoco's existing systems, such as the ERP and safety management systems, to ensure data consistency and interoperability.

User journey

The proposed electronic permit to work system will follow the following user journey:

  • Permit Initiation: An authorized employee initiates a permit request by filling out a digital form with all relevant details, such as the scope of work, location, duration, required resources, and safety precautions.

  • Safety Assessments: The system facilitates safety assessments and risk evaluations, ensuring compliance with safety regulations and standards.

  • Review and Approval: The system automatically routes the permit request to the appropriate personnel for review and approval based on predefined rules and hierarchies.

  • Permit Issuance: Upon approval, the system generates a digital permit, which includes all necessary information and safety guidelines, and sends it to the requester and relevant stakeholders.

  • Work Execution: The permit holder and workers carry out the permitted work while adhering to the specified safety guidelines.

  • Closure and Reporting: After completion of the work, the permit holder submits a closure report in the system, documenting any observations, incidents, or lessons learned. The system generates reports and analytics based on the captured data.

Info

The system maintains a detailed audit trail of permit activities, providing a historical record for audits, investigations, and compliance purposes.

Project timeline

We propose the following timeline for the implementation of the electronic permit to work system:

  1. Phase 1: System Analysis and Requirements Gathering - 1 week
  2. Phase 2: System Development and Customization - 5 week
  3. Phase 3: User Acceptance Testing and System Integration - 1 week
  4. Phase 4: Training and Rollout - 1 week
  5. Phase 5: Post-Implementation Support and Maintenance

The estimated duration for the entire implementation process is approximately 8 weeks. This timeline can be further refined based on Sonoco's specific requirements and constraints.

Agile development

During the development phase, Magnus Code will be in constant communication with Sonoco to ensure that the requirements are met. Agile development of weekly sprints will be used to ensure that the solution is meeting the requirements.

Info

Where possible, Magnus Code will carry out the project in parallel to minimize the overall project duration.

Project cost

The cost of implementing the electronic permit to work system for Sonoco Products Malaysia is dependent on several factors, including the scale of implementation, customizations required, and ongoing support and maintenance needs. Our proposed payment structure consists of the following elements:

  1. Initial Implementation Fee: A one-time fee to cover the system development, customization, and deployment.
  2. License and Subscription Fees: An annual fee to cover the licensing and access to the system, including any upgrades and new features.
  3. Support and Maintenance Fees: Ongoing support and maintenance services to ensure the system's smooth operation and timely updates.

We are open to discussing and finalizing the payment structure based on mutual agreement and understanding.

  • One time development fee
Description Price (MYR) Price after discount (MYR)
Project Management/ Requirement gathering 12,640 Free
System development. 44,720 23,640
Testing and intergration 32,800 3,580
Onboarding, deployment and training 8,880 Free
Total 99,040 27,220
  • License and subscription fee
Description Price (MYR) Price after discount (MYR)
Software license 8,000 2,250
Authorization server 1,500 750
Elasticsearch 1,500 799
Application server 200 200
Api server Free Free
Total 11,200 3,999
  • Support and maintenance fee
Description Price (MYR) Price after discount (MYR)
Support and maintenance 3,250 Free
  • Total cost (First 12 Months)
Description Price (MYR)
One time fee 27,220
Monthly fee 47,988
Total 75,208
  • Cost for second year onwards (yearly)
Description Price (MYR)
Monthly fee 3,999
Total 47,988

Change request

Sonoco can request for changes to the system at any point in time through the change request process. The change request process is as follows:

  1. Sonoco to submit the change request to Magnus Code.
  2. Magnus Code to review the change request and provide a quote for the change request.
  3. Sonoco to approve the quote and Magnus Code to carry out the change request.

Payment terms

Payment terms are as follows:

  1. 100% of the one time development fee is to be paid upfront.
  2. Monthly fee shall be paid after completion of phase 3.
  3. Monthly subscription fee is to be paid either on quarterly or yearly basis.