Lenovo Smart Campus Security Department (SASC) Permit-to-Work System Executive Approval Package

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	1 of 19

Executive Approval Package

Permit-to-Work (PTW) System

Lenovo Smart Campus Security Department (SASC)

Prepared By	Lenovo Smart Campus Security Department (SASC)
Audience	All working and related parties
Version	1.0
Date	June 29, 2026
Purpose	Approval for PTW System implementation

Lenovo Smart Campus Security Department (SASC) Executive Summary and Approval Request

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	2 of 19

01. Executive Summary

Approval is requested to implement a simplified, traceable PTW system within one operational week.

Summary

By observing the current PTW process and the common practices used by everyone involved, SASC determined that the best approach is to simplify the process and requirements while maintaining high safety standards.

The proposed PTW System provides traceable data that reflects actual onsite activity, improves permit visibility, and prepares the campus for transition to a fully digitalized PTW system.

To support a smooth transition, the current PTW document will temporarily be treated as the PTW Request Form. Parties can continue using the familiar current permit format to capture work details and approvals while Security assigns and issues the new controlled PTW.

Approval Item	Decision Requested
PTW System	Approve implementation.
Workflow	Approve the frozen PTW workflow.
Forms	Approve request, issued PTW, checklist backs, register, and archive index.
Administration	Approve Security as Permit Controller.
Schedule	Approve one-operational-week rollout.

Lenovo Smart Campus Security Department (SASC) Current Issue and Proposed Solution

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	3 of 19

02. Current Issue and Proposed Solution

The system keeps the familiar field experience while improving control, traceability, and close-out discipline.

Current Issue	Operational Impact	Proposed Solution
Permit information is not consistently centralized.	Active work status is difficult to confirm quickly.	Security-controlled PTW numbering, issue, register, and archive.
Work descriptions, approvals, and safety checks sit together in one busy form.	Records are useful, but control points are not clearly separated.	Request form captures work details; issued PTW controls permit validity and close-out.
Checklist requirements vary by activity.	Permit-specific hazards can be hard to audit consistently.	Four PTW back-face checklists: Hot Work, Height, Electrical, Other High-Risk.
Future digitalization would require cleanup later.	Data may not map cleanly into a digital system.	Structured fields create traceable data ready for future electronic PTW.

Lenovo Smart Campus Security Department (SASC) PTW Workflow

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	4 of 19

03. Frozen Workflow

The approved workflow is retained; the change is document control and traceability.

1Contractor Request

Work details and required attachments.

2Area Owner Approval

Area readiness and operational acceptance.

3HSE Approval

Safety requirements and checklist validation.

4Security Verification

Route completion verified.

5PTW Number

Security assigns controlled number.

6PTW Issuance

Official permit issued and displayed.

7Work Execution

Toolbox talk, work starts, monitoring.

8Close-Out

Permit returned and closed by Security.

9Archive

Record indexed and retained.

Lenovo Smart Campus Security Department (SASC) Roles and Responsibilities

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	5 of 19

04. Roles and Responsibilities

Security controls the permit system; technical approval remains with Area Owner and HSE.

Activity	Contractor	Area Owner	HSE	Security
Prepare PTW request	R	C	C	I
Approve work area readiness	C	A	C	I
Approve safety requirements	C	C	A	I
Verify workflow completion	C	I	I	A/R
Issue, monitor, close, register, archive	C	I	I	A/R

R Responsible A Accountable C Consulted I Informed

Lenovo Smart Campus Security Department (SASC) One-Week Implementation Plan

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	6 of 19

05. Implementation Plan

The system is ready for implementation within one operational week.

Day 1

Approval and Release

Release controlled PTW package and implementation notice.

Day 2

Security Training

Train verification, numbering, issuance, monitoring, close-out, archive.

Day 3

Area Owner / HSE

Align approvals, checklist expectations, and role boundaries.

Day 4

Contractor Briefing

Brief request preparation, permit display, and return requirements.

Day 5

Go-Live

Start use, maintain register, and complete first control review.

Lenovo Smart Campus Security Department (SASC) Transition Approach

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	7 of 19

06. Transition Approach

Use the familiar current PTW as the request record until all parties complete the transition.

Step 1: Bridge Period

The current PTW document is accepted as the PTW Request Form. It captures work details, attachments, and existing approval signatures.

Step 2: Security Control

Security verifies the request record, assigns the PTW number, issues the new controlled PTW, and records it in the Daily Permit Register.

Step 3: Full Transition

After briefings are complete, all parties move to the new PTW Request Form and issued PTW as the standard process.

Why this reduces risk

The transition avoids disruption, uses a form people already recognize, and still starts the new numbering, register, close-out, and archive controls immediately.

Lenovo Smart Campus Security Department (SASC) Approved Document Set Overview

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	8 of 19

07. Document Set

The operational pack is complete, but management approval only needs a concise overview.

Document	Purpose	Control Point
PTW Request Form	Captures work description, attachments, planned dates, safety requirements, and approvals.	Before Security issues PTW.
Issued PTW	Official controlled permit issued by Security against an approved request.	Permit display, validity, monitoring, return, close-out.
Checklist Back Pages	Permit-specific controls for Hot Work, Height, Electrical, and Other High-Risk work.	Printed on reverse/back of applicable PTW copy.
Daily Permit Register	Daily view of active, returned, and closed permits.	Security administration.
Permit Archive Index	Traceable record of closed permits and supporting documents.	Security archive control.

Lenovo Smart Campus Security Department (SASC) PTW Request Form Sample

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	9 of 19

08. Form Sample

PTW Request Form: familiar permit presentation, clearer request-stage purpose.

Section 1: Task Description

Issued To	Responsible Supervisor	Phone No.
Location	Equipment No.	Shift
Start Date	End Date	Attached Documents
Date and Work Description

Section 2: Request Safety Requirements

Requirement	Yes	No	N/A	Remarks
Risk assessment attached
Linked permits / attachments identified
Required PPE / specific controls identified

Section 3: Request Approval

Contractor

Date / Time / Name / Signature

Area Owner

Date / Time / Name / Signature

HSE

Date / Time / Name / Signature

Security Verification

Date / Time / Name / Signature

Lenovo Smart Campus Security Department (SASC) Issued PTW Sample

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	10 of 19

09. Form Sample

Issued PTW: Security-controlled permit issued against the approved request.

Permit Code		Permit Number		Approved Request Ref.

Section 1: Issue and Validity

Issued To	Location	Permit Category
Valid From	Valid To	Checklist Back
Permit Display Location	Toolbox Talk Completed	Security Issuer

Section 2: Acceptance, Monitoring, and Close-Out

Control	Date / Time	Name	Job Title	Signature
Issue and Acceptance
Security Monitoring
Extension / Cancellation
Permit Return and Close-Out

Lenovo Smart Campus Security Department (SASC) Checklist Back Pages Summary

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	11 of 19

10. Checklist Back Pages

Each permit category has a specific reverse-side checklist, printed on the back of the applicable PTW.

Hot Work

Risk assessment, fire watch, flammable clearance, extinguisher/hose, fire blanket, welding/cutting inspection, gas test log.

Working at Height

Platform/scaffold inspection, fall protection, harness/lanyard, anchor point, ladder safety, drop zone, secured tools.

Electrical

Isolation, lockout/tagout, zero-energy verification, circuit identification, electrical PPE, barricades, competent person.

Other High-Risk

Method statement, barricades, special equipment, emergency arrangement, PPE, linked permits, special HSE conditions.

Security Manager

Name / Signature / Date

HSE Manager

Name / Signature / Date

Operations Manager

Name / Signature / Date

Site Director

Name / Signature / Date

Lenovo Smart Campus Security Department (SASC) Appendix A - PTW System Overview

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	12 of 19

Appendix A

PTW System Overview Diagram

Lenovo Smart Campus Security Department (SASC) Appendix B - Overall PTW Process

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	13 of 19

Appendix B

Overall PTW Process Diagram

Lenovo Smart Campus Security Department (SASC) Appendix C - Responsibilities and Security Workflow

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	14 of 19

Appendix C

Responsibility Flow and Security Daily Workflow

Lenovo Smart Campus Security Department (SASC) Appendix D - Document Flow and Relationships

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	15 of 19

Appendix D

PTW Document Flow and Document Relationship

Lenovo Smart Campus Security Department (SASC) Appendix E - Permit Status and Validity

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	16 of 19

Appendix E

Permit Status Lifecycle and Validity Decision Flow

Permit status lifecycle flowchart diagram

Lenovo Smart Campus Security Department (SASC) Appendix F - NCR Copy Distribution

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	17 of 19

Appendix F

NCR Permit Book Copy Distribution

Lenovo Smart Campus Security Department (SASC) Appendix G - Digitalization: Ops-Hub PTW Tour

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	18 of 19

Appendix G

Ops-Hub PTW Tour — At a Glance

Portal: https://ops-hub.live · Digital mirror of the paper PTW flow. Four touch-points, no paragraphs — captions only.

1 Public request portal · /request

No login · structured form · returns tracking reference.

2 Internal dashboard · /ptw

Triage · open dialog · approve / reject · resend email.

3 Approval email

Single-use signed link · delivery status tracked.

4 Issued permit PDF

Auto-numbered SASC-PTW-… · print-ready · audit-logged.

In-app entry: “Guide & workflow” pill (dashboard) · “Recommended reading” card (/request).

Lenovo Smart Campus Security Department (SASC) Appendix H - Ops-Hub PTW Lifecycle Walkthrough

Document No.	SASC-PTW-EXE-001
Version	1.0
Status	Executive Review
Page	19 of 19

Appendix H

Lifecycle Flow — Requestor · System · Approver

Six steps. Three lanes. Status pills mirror the paper lifecycle in Appendix E.

Alignment with the SOP. Digital states (Pending → Approved / Rejected → Closed) mirror Appendix E one-to-one. No new categories, no new approval roles, no change to validity rules. Ops-Hub executes the SOP; it does not replace it.