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SystemShutdown, Turnaround & Outage

Turnaround Readiness Review

Turnaround readiness review that reads every work product each night, sets what was reported beside what is proven, and leaves the rating and the signature to named people.

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Follow the twelve-week gate, claim by claim ↓
The problem

A turnaround readiness review built on percents someone typed

Each week a status report says job packs are ninety-something percent complete, and the line links to nothing. Outside reviews come a few times per event and look at a slice of the work.

So the gaps surface in week one. One pack called complete has an isolation list older than a plant change. A material line shows the date the buyer asked for, while the supplier’s letter promises a later one. Somewhere a letter of intent gets reported as a signed contract. The gate passed in a meeting, and the record of who agreed is thin.

Built forReadiness coordinatorsTurnaround managersRefinery managers, as sponsorsIndependent reviewersInternal auditors

The Problem Today

Readiness is a percent someone typed into a status report, so the real gaps show up in week one.

$2.65M
lost per day down at 265,000 barrels a day, $10 a barrel margin our estimate

Reported by hand today

  • Job packs
  • Materials
  • Blind lists
  • Contracts
  • Reviews come rarelyA few outside reviews per event, each a slice
  • Nobody sees who agreedA gate passes in a meeting, with thin records

The Solution

  1. Each work product readAgents open each job pack, supplier letter, blind list and contract
  2. Claimed against provenEach workstream shows what was reported and what the work proves
  3. The team answersAny gap can be answered with evidence, read by the same rule
  4. Three people, three rolesThe coordinator proposes, the manager decides, the sponsor signs

Built-in controls

  • Agents never rate a gate
  • Proposer, decider and signer are three people
  • A signed gate is frozen as signed

What You Get

Each gate is rated on what the work proves, and the biggest gaps have owners while there is still time to close them.

  • Claimed beside provenNine workstreams, each with what is not proven and why
  • The supplier’s own datesLate material found against the planned start
  • Who agreed to whatProposal, decision and signature, each on record
Twelve weeks before oil out

A turnaround readiness review at the twelve-week gate, proof first

Fourteen units come down in twelve weeks for 38 days. At this gate the team’s own rating is green. The agents read every job pack, supplier letter, blind list and contract overnight.

demoPlant, people and gate counts here are invented sample data.

  1. 017:40 a.m.

    Nine workstreams reported near complete, and only one meets the line

    Readiness coordinator

    Each workstream is two dots on a rail: what the team reported and what the agents could prove. Job packs read 96% claimed and 81% proven. Blinds and isolation sit lowest at 78% proven. The gate lines give amber while the team rated itself green, and the gate milestones run along the top to oil out.

  2. 027:45 a.m.

    This pack is called complete, and its isolation list misses a bypass

    Readiness coordinator

    The reactor effluent exchanger’s job pack is reported complete. Its isolation list is dated last turnaround but was carried over unchanged from the one before. It lists 6 blinds and does not show the warm-up bypass added later under a plant change, which needs a seventh. Its other proof rules pass, though the tensioner kits it relies on are flagged to land late.

  3. 037:50 a.m.

    61 material lines land after their planned start, 9 on the critical path

    Readiness coordinator

    Materials were reported 94% ready. Read against supplier documents rather than the dates asked for in the ERP, 83% are proven. Each late line shows its planned start and the supplier’s date as two dots, and the agent proposes ways out, such as a second supplier or air freight, for a person to choose.

  4. 047:55 a.m.

    The supplier’s letter lands the kits three days after the job starts

    Readiness coordinator

    The tensioner kits for the exchanger’s channel cover studs have a supplier letter on file. It confirms delivery three days after the job’s planned start, because the supplier’s test bench is booked. The ERP still shows the date the buyer asked for. The material date checker quotes the letter and marks the line late.

  5. 058:30 a.m.

    The team’s right to answer: a scaffold lot is signed now

    Readiness coordinator

    Any gap can be answered with evidence. The contracts lead sent a signed contract for a scaffold lot that was a letter of intent. The reply reader finds both signatures and the rate schedule, and says the lot counts. Nothing moves until the coordinator accepts. Leads who sent no reply in the window keep their gap.

  6. 069:06 a.m.

    Amber, and owners on the four biggest gaps

    Turnaround manager

    The coordinator proposed amber. The turnaround manager decides it: proven is below the gate line. He then assigns the four biggest gaps to their workstream leads, each with a proof date: job packs, blinds and isolation, materials and contracts. Permit plans for rescue and fire watch go to the safety lead by rule.

  7. 079:13 a.m.

    The sponsor opens the pack, reads who agreed to what, and signs

    Refinery manager, as sponsor

    Signing waits until the sponsor opens the gate pack. Beside it is a record of who agreed to what: who proposed the rating, who decided it, who owns each gap. She signs at amber. The pack is frozen as signed, and anything that changes after the signature is listed separately and counts toward the next gate.

  8. 089:20 a.m.

    469 job packs claimed, not proven, and the reason for each

    Planning lead

    The planning lead opens the gap he now owns. Each pack reported complete but not proven is listed with its reason. Most often the isolation list misses a plant change, or there is no QA/QC plan for this turnaround. Others have materials not tied to reservations, old steps, a missing sign-off, or a file that would not open.

  9. 099:25 a.m.

    410 blind points that are not on a current marked-up drawing

    Blind list lead

    The blind list lead sees the same view for isolation. A blind point counts when it sits on a current marked-up drawing, its size, rating and gasket agree with the line list, and any look-alike flange nearby is told apart. Each row says which of those fails, so field crews know where to walk first.

Four workstreams with the widest gaps at this gate

Reported against proven, as the gate shows them.

WorkstreamReportedProvenNot proven
Job packs3,001 of 3,1262,532469 packs
Blinds and isolation3,076 of 3,4182,666410 blind points
Materials6,824 of 7,2606,026798 lines
Contracts35 of 38314 letters of intent

demoSample data, from the working solution.

Around the gate

Contracts, gap owners, the six gates and what the agents read overnight

Five more screens the coordinator, the manager and auditors open around the gate.

ContractsEach lot with its scope and value: signed, a letter of intent, or not reported. Only two signatures and a rate schedule count.
GapsSafety first, then biggest first. Each gap with what is not proven, its owner, due date and a way to ask for a reply.
All gatesSix gates from strategy to final go, the items at each, and which are closed.
Agents at workLast night’s read, step by step, and what the agents could not do, such as files that would not open.
Audit trailEach proposal, decision, assignment, reply and signature, by person or agent, with the time it happened.

demoSample data, from the working solution.

Agents read and draft, and never rate a gate

Ratings, owners and signatures belong to named people.

No percent is estimatedA workstream counts as proven only where a work product proves it; a file that will not open stays not proven.
A letter of intent is not a contractThe contract reader looks for two signatures and a rate schedule, and leaves commercial terms to people.
No supplier is contactedThe material date checker reads supplier documents and proposes ways out; a person chooses.
Field checks stay in the fieldThe blind list checker compares drawings and line lists, and never replaces positive identification by a person.
Replies are accepted by a personThe reply reader tests the team’s evidence against the same rule; the coordinator accepts or rejects it.
The agents

Eight agents test each work product, and the rating stays with people

Each one hands its findings to a workstream lead or the coordinator.

Claim collector

Records each workstream’s claim and its report line.

  • Never edits a claim
Job pack reader

Opens each job pack and tests every proof rule.

  • Never marks a pack complete
Material date checker

Takes supplier dates and compares them with planned starts.

  • Never contacts a supplier or changes an order
Blind list checker

Compares blind points with marked-up drawings, the line list and plant changes.

  • Never replaces field identification by a person
Contract reader

Looks for two signatures and a rate schedule, and reads contractor plans.

  • A letter of intent never counts
Evidence tracer

Traces scope, schedule, cost, permits and inspection to proof.

  • Never estimates a percent
Reply reader

Tests the team’s evidence against the same rule.

  • Never accepts its own reading
Gate drafter

Writes the gate pack and works out what the lines say.

  • Never sets or signs a rating

Questions sponsors and managers bring to a turnaround readiness review

What is a turnaround readiness review?

A turnaround readiness review checks, at set gates before oil out, whether planning is far enough along to execute. Here agents read every job pack, supplier letter, blind list and contract each night and set what was reported beside what the work proves. The coordinator proposes a rating, the turnaround manager decides it, and the sponsor signs.

Is this a shutdown readiness checklist with extra steps?

A checklist records that someone ticked an item. Here an item counts only when a work product proves it, and each gap names what is missing and who owns it.

Can the team challenge a gap?

Yes. Any gap can be answered with evidence. The reply reader tests it against the same rule, and the coordinator accepts or rejects it with a reason.

How does this fit our turnaround milestone schedule?

Gates sit on the same rail as your milestones, from strategy and team through scope freeze to final go. Each gate has its own items, and a gate closes only when the sponsor signs.

Does it replace an outside readiness assessment?

No. An independent reviewer can still spot check what the agents call proven and record an opinion beside the decision. The difference is that the whole set of work products is read every night, between those visits.

What about turnaround front end loading?

The early gates cover strategy, scope and long-lead orders, so the same claimed-against-proven view applies months before execution, while gaps are still cheap to close.

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Bring last week’s
readiness report.

We’ll set each percent beside what the job packs, letters and contracts prove.

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