Imagine your project or turnaround scope is a 100 yard field.
Your objective is to get all 100 or 1000 of your packages from one end of that field to the other.
They have to pass through each of 5 Stages, gaining 20 yards as they complete each Stage.
This is the challenge facing project and turnaround teams.
This challenge benefits from a common playbook for all team members (staff and crews) involved.
Your site procedures and processes are the rules of the game. Lessons learned in the Completion stage help to improve these processes for the next project or event.
With upwards of 50 sign-offs that need to be tracked through the life of each Package, complexity rules.
A standard approach to managing this huge amount of data starts with a common platform that empowers the team to follow pre-defined ‘plays’ to get the job done.
Strategic Stage – the 20 yard line
- Screeners complete qualitative and quantitative risk analyses;
- Reviews by Safety, Environmental, Operations, Inspection and Technical;
- Identify design information and/or potential hazards artifacts.
Do these activities well, and only the ‘right’ scope enters the Tactical stage. Work that may be done outside the turnaround or outage should not be included as resources are limited and space is congested during these events. Likewise, even if a package turns up after the cut-off date, having an effective and streamlined screening method may enable it to be included with little added pain.
Tactical Stage – the 40 yard line
- Prepare workable logic-based plans and estimates of Labor, Equipment, Materials and Services.
- Operations builds isolation (LOTO) plans for each asset and unit as well as unit shutdown and startup sequences.
- Inspection prepares Inspection Templates for each asset type.
The details collected in this stage are the building blocks for the rest of the effort. A ‘great planner’ is worth their weight in gold. This is not an exaggeration. Planning is likely the single biggest difference maker – after the manager of the event or project. Planners have the benefit of years of hand-on field experience.
Logistical Stage – the 60 yard line
- Procurement uses estimated quantities of manhours, equipment hours, material quantities to create consolidated Requisitions and RFQs. Requests for Quote, Bid tabulations, PO and contract award processes provision labor and materials.
- Warehouse receives materials.
- Materials clerks build package-based Kits in readiness for an efficient issuance of materials to crews.
- Contractor personnel attend safety orientations and are assigned to designated crews.
- Schedule and cost baselines provide a basis for KPI generation.
Using estimated data from the Tactical stage, Procurement and Contracting teams use standard processes to ensure that the required materials, equipment services and contracted crews are onsite in time for the Execution stage. Safety orientations, site walks, and team-building meetings are conducted in preparation for the event.
Cost and schedule baselines are built and set are targets for KPIs during execution.
Execution Stage – the 80 yard line
- Equipment isolation, opening, cleaning, inspection and repair and maintenance, QA/QC ensures that the work is completed as planned.
- Contractor crews work on designated packages and steps and report progress via mobiles or radio, providing a real time view of the state of the work.
- Dashboards reflect KPIs in real time, providing management with the tools to redirect staff and crews if needed to solve emerging issues.
Following isolation of each equipment, crews work safely to clean them, in preparation for Inspectors to review them for unexpected ‘discovery work’. Discovery work is treated as a scope change and undergoes rapid Strategic stage review, Tactical planning and estimating and Logistical stage expediting as the situation requires. The mission is to not delay the planned outage.
Planned work is completed safely and QA/QC teams perform regulatory and corporate standard test to ensure a quality completion of the work.
The equipment is buttoned up, isolations removed and is ready to be reactivated into operations.
Completion Stage – the 100 yard line
- Demob crews
- Record as-built changes
- Evaluate planned versus actual
- Review lessons learned and modify processes to build in these lessons
- Pay bills
- Update ERP with history
Learning from lessons enable changes that improve the flow for the next project or event. No need for copious records that will not get read. As the PO and PO items are in the system, invoice verification is a simple and clean process and is also integrated with the ERP data.
Take a break. You earned it!