PT Notes
What is a PHA Planning Package?
PT Notes is a series of topical technical notes on process safety provided periodically by Primatech for your benefit. Please feel free to provide feedback.
A PHA Planning Package is the collection of information, requirements, expectations, and preparatory materials developed prior to conducting a Process Hazard Analysis (PHA) study. It is essential for the success of any PHA study.
The Planning Package establishes the conditions under which the study will be conducted, ensures consistency across PHA studies, and provides clarity for the facilitator, team, and management. Each element of the package plays a specific role in preparing the team and preventing gaps, confusion, or inefficiencies.
The key items in a PHA Planning Package are described below, together with the reasons each one is needed.
Purpose: A statement describing why the PHA study is being conducted (e.g., regulatory compliance, revalidation, MOC, new project, or emerging risk concerns).
The purpose:
- Establishes the intent of the study and aligns expectations.
- Provides context for the PHA study team and management sponsor.
- Helps to determine the appropriate PHA method, team, and depth of analysis.
Scope: A clear definition of the boundaries of the analysis, including operating modes, lifecycle phases, and any assumptions, or exclusions.
The scope:
- Prevents scope creep and overlooked elements.
- Ensures the team analyzes all relevant operating modes (e.g., normal, startup, shutdown, maintenance, abnormal conditions).
- Allows the facilitator to effectively plan nodes or systems to be studied.
- Provides a basis for determining required process safety information (PSI).
Objectives: A description of the study goals, such as identifying hazards and receptors to be addressed.
The objectives:
- Ensure the team understands the intended outcomes.
- Align the depth of analysis with corporate or regulatory expectations.
- Clarify whether supporting activities (e.g., LOPA, SIL verification) will be part of the study.
Method: Specification of the PHA technique(s) that will be used (e.g., HAZOP, What‑If, FMEA, CHAZOP), along with references to applicable corporate standards, procedures, and risk matrices.
Specification of the method:
- Ensures analytical consistency across studies and facilities.
- Eliminates confusion about terminology, worksheet structure, and risk‑ranking criteria.
- Helps the PHA study team prepare for the style of questioning and documentation expected.
- Ensures compliance with internal and external standards.
Team Composition: A list of required team members and their qualifications, including identification of the facilitator and scribe.
The team composition:
- Ensures that the team has the full set of competencies needed for the study.
- Prevents schedule delays caused by missing disciplines.
- Establishes attendance expectations before the study begins.
- Supports defensible analysis by showing that knowledgeable personnel participated.
Roles and Responsibilities: A detailed description of what each participant is responsible for, covering the facilitator, scribe, team members, document controllers, and management sponsors.
The roles and responsibilities:
- Eliminate uncertainty about who provides PSI, who validates drawings, and who owns action items.
- Prevent disputes during the PHA study.
- Help maintain efficient meeting flow by clarifying decision authority.
- Ensure recommendations and follow‑up actions have owners responsible for them.
Required Process Safety Information: The list of documents and data needed for the study, such as P&IDs, PFDs, cause‑and‑effect diagrams, equipment specifications, relief data, operating procedures, and design bases.
Accurate, complete and available process safety information:
- Prevents wasted time during meetings caused by missing or outdated documents.
- Ensures the team uses a consistent, verified set of reference materials.
Schedule and Timeline: The meeting plan, including start and end dates, daily session lengths, attendance requirements, milestones, and report deadlines.
The schedule and timeline:
- Ensure key personnel are available when needed.
- Prevent cancellations, delays, and loss of study momentum.
- Enable management to allocate resources appropriately.
- Support efficient PHA study execution and predictable project timelines.
Resources and Logistics: Information on meeting rooms, remote‑connection platforms, software tools used for documentation, administrative support, and any specialized technical tools.
Resources and logistics:
- Ensure meetings run smoothly and productively.
- Prevent interruptions caused by inadequate technology or facilities.
- Help the facilitator prepare study materials in advance.
- Minimize downtime and frustration during the study.
Reporting Requirements and Deliverables: A description of how the final PHA study documentation will be structured, delivered, reviewed, and archived. This includes worksheets, reports, action item lists, and any required summaries.
Reporting requirements and deliverables:
- Define expectations for documentation quality and format.
- Ensure consistency across PHA studies and across sites.
- Help management understand what they will receive and when.
- Support auditability and regulatory defensibility.
Report Distribution: Specification of who will receive the draft and final PHA study reports, action item list, and supporting documentation.
Report distribution:
- Ensures all required stakeholders receive the study results.
- Confirms that regulatory, corporate, and project distribution requirements are met.
- Prevents gaps in communication that could delay action item closure or follow‑on studies.
- Documents accountability for report review, retention, and use.
Recommendation Tracking and Follow‑Up: The process for assigning, tracking, and closing action items generated by the PHA study.
Recommendation tracking and follow‑up:
- Meets regulatory requirements.
- Prevents action items from being lost or delayed.
- Provides transparency and accountability.
- Ensures that risk‑reduction measures are implemented and verified.
Review and Approval Process: The workflow for reviewing and approving the Planning Package itself as well as the completed PHA study.
The review and approval process:
- Ensures management understands and supports the scope, team, resources, and expectations.
- Confirms authority for decisions made during the study.
- Provides an auditable record of due diligence.
- Establishes MOC requirements for changes to the study plan.
A PHA Planning Package is a comprehensive set of preparatory materials that defines how a PHA study will be conducted and what is required for success. Each item contributes to clarity, consistency, efficiency, and regulatory defensibility. Together, these elements ensure that a PHA study proceeds in a structured, informed, and well‑governed manner.
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