Case Studies

In our book, there can be no finer accolade than the endorsement of a delighted Customer, particularly when they are relaxed about openly sharing the kinds of workplace, workforce, safety and contractor management issues which prompted them to consider the automation of their work processes in the first place.

So, we’ve gathered together a series of Case Studies covering a variety of sectors, which we think provide an indicative view of the kinds of workplace challenges facing businesses around the world. These real, evidence-based summaries, draw upon Customer experiences pre and post deployment of P2W, which clearly demonstrate GEMsoft7’s meticulous approach to work process diagnostics and why P2W is, increasingly, the prescription for companies and organisations with reasons to question their regulatory or legislator compliance.

Oil & Gas

GEMsoft7 developed P2W as a framework on which Work Authorisation, Permit to Work or ISSOW (Permit, Isolation and Risk Management) processes can be run. 

The framework is scalable from the smallest to the very largest of workloads e.g. from Drilling platforms to offshore or onshore production environments. And, because the site license for P2W is capable of accommodating multiple, smaller sites, it is a very cost effective solution for Drilling operators and others with similar worksite and workload characteristics. 

P2W is also highly configurable and is able to embrace changes quickly ensuring your solution continues to evolve at a rate consistent with the changing demands of your company’s development. 

To appreciate how dynamic P2W is, take a look at the pdf below.

Hospitals / Health Estates

P2W brings full automation of all Work Authorisation, Control of Contractors, and Permit to Work processes to NHS Trusts, providing them with the security of knowing what Contractors are on their sites at any one time, doing what and where.

Such is the improvement in management efficiency, that Trust executives are able to reinvest saved time in other priority business areas, safe in the knowledge that they remain in full control. And, their diligence in managing all work related processes are a now a matter of auditable record.

You might call this Corporate Confidence?

Facilities Management Client

With contracted workloads increasing and different work authorisation mechanisms and processes (many of them paper based and manually administered) being applied to manage them, this UK Bank turned its attention towards its need for greater control of its Contractors and the visibility of their works across its Business Critical Units.

Until the arrival of P2W, completion of work, whether satisfactorily undertaken or otherwise, was more often signalled by an invoice than a work closure notification or change update.

This was the trigger for change!


Edrington makes some of the world’s best known Scotch Whiskies and other premium branded spirits including The Famous Grouse, Highland Park and The Macallan. As well as the whisky distilleries, the company also owns a number of manufacturing and bottling plants, with nine sites in total across Scotland. 

As part of a recent project to standardise engineering operations across all of the Scottish sites, the Health and Safety team were tasked with reviewing all of their Health and Safety processes. The team faced the challenge of reconciling the different processes, rules and systems spread across nine sites, ranging from paper permit books to spreadsheet based check lists,  which were applied inconsistently across the company.

“These risks were being handled differently across different sites,” said Julie Manuel, UK Health and Safety Manager. “Creating company-wide Health and Safety or Contractor Management reports was difficult because the data resided in many different formats. So, visibility of the combined operations was very limited and there was no efficient way to audit all of the different systems.”

It was recognised early on in the project that a company-wide electronic system to handle work permits and their associated Risk Assessments and Method Statements (RAMS) would improve visibility and eventually help to enforce a standard set of Safety management processes across all the Scottish sites. 

The Health and Safety team at Edrington chose P2W, GEMsoft7’s electronic Permit to Work and Contractor Management system because they liked the flexibility that P2W provides; it was easily configured to match their processes, rather than the other way around. “The other systems we looked at could only offer one set of processes out of the box, and any changes to reflect our way of working would need to have been undertaken at some expense and as time consuming enhancements” 

“What we also liked about GEMsoft7 was, we felt our business mattered to them and they were enthusiastic about our project. We were able to have face-to-face conversations with them, which made the configuration and setup process much easier.

The team at GEMsoft7 have a detailed knowledge, not just of the P2W technology but of the underlying Health and Safety procedures, the legislation, and how other organisations put this system into practice most effectively. They even helped manage the project and offered invaluable advice about how to get the system up and running quickly and effectively without some of the pitfalls associated with larger projects.”

Airports - Gatwick

A change of ownership at Gatwick Airport brought increased capital investment in this asset and with it, a renewed focus on the management of Contractors carrying out development works. It subsequently emerged that no, clear, overall picture existed of the work being performed by Contractors, due in no small part to the multiplicity of work process mechanisms being used to manage them. 

This lack of clarity in how work was approved, together with inconsistencies in the application of Gatwick’s Safe System of Work processes, fuelled further concerns about Gatwick’s increased exposure to risk and unnecessary costs. 

The solution was found in P2W which was already successfully deployed at Gatwick, managing the Airport’s permit systems. By simply extending the P2W’s role to include Work Authorisation, its flexible framework was able to provide the desired levels of visibility, order and consistency desired at the Airport and considered invaluable to the work approval process and the complete Control of Contractors. 

P2W also provides an indelible record of the Airport’s devotion to regulatory and legislative compliance and is pivotal in the delivery of its SiteSmart programme, part of the Airport’s wider corporate responsibility policy.

Airports - Manchester

The Manchester Airport Asset Management Team implemented P2W, the Electronic Work Authorisation and Contractor Management solution from GEMsoft7 after seeing the benefits that P2W had delivered at London Stansted Airport.

The successful implementation was summarised by the leader of the Manchester Airport Team: “In fact one of the surprising aspects of installing P2W has been how smoothly the implementation has gone from an operational perspective. We did expect some resistance from contractors, but in fact, as many of them were already used to working in very controlled environments at other sites, most have responded very well to the new, more formal but safer way of working.”

The team at the airport continues to enjoy a productive relationship with their counterparts at GEMsoft7. “What we like about working with GEMsoft7 is that we feel that they listen to us and understand our requirements, nothing that we’ve ever asked about has been dismissed; they will always go away and try to find a solution.” This could range from the creation of a permit type new to GEMsoft7, such as the “Ionising Radiation,” permit and report and audit, which records details of the location and work required on X-ray machines as required by Public Health England, to the ability to view information from the Projects folder in P2W in a gantt chart format. “