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How to Effectively Manage Extra Work During Turnarounds

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08 August

Turnarounds are complex projects that require meticulous planning and preparation spanning several years. However, even with careful planning, the reality of executing a turnaround often presents unforeseen challenges.

The discovery of extra work prompts the need to inform relevant stakeholders, evaluate the necessity of executing the additional scope, and assess its impact on the project’s schedule and finances.

In this blog post, we will explore the significance of addressing extra work during turnarounds and discuss a recommended best practice for handling such situations.

Efficient coordination and communication

Executing extra work during a turnaround entails a series of interconnected tasks that demand effective coordination and communication between multiple parties. Without a well-established communication framework, problems can arise, causing delays and cost overruns. A communication framework should inform all relevant stakeholders in time.

  • The owner team, responsible for decision-making, must be promptly informed about the additional scope. They will assess the need to proceed with the extra work, considering the necessity of executing the work before start-up, and its impact on the overall project schedule and budget.
  • Work planning, often in collaboration with contractors, should then commence to prepare the work package for execution. Unclear communication channels among all parties involved can lead to unnecessary complications and misunderstandings.
  • The cost control and scheduling team must be informed to update forecasts.

The compressed time frame of turnarounds necessitates frequent meetings with a steering group to monitor progress. To provide accurate updates, it is crucial to timely estimate the impact of all extra work daily and to adjust the schedule and cost forecasts accordingly. Inadequate communication between the parties responsible for tracking schedules and costs can result in inaccurate projections and hinder effective decision-making.

 The best practice

To address the challenges associated with extra work during turnarounds, the industry has developed numerous tools and practices. Among them, the use of dedicated software stands out as an effective solution. A software allows for to create digital forms and register all relevant information in a central location. Once the extra work is registered, automated messages can be sent to the relevant parties. This facilitates swift decision-making by the owner, ensures prompt updates for work planning and contractors, and provides immediate information to schedulers and cost estimators for impact assessment.

Conclusion

Employing dedicated software is considered the best practice for addressing extra work during turnarounds. The use of such software facilitates:

  • Effective communication,
  • Boosted coordination,
  • Improved decision-making among all relevant stakeholders.
  • Prompt notification of the owner team,
  • Timely updating for work planning and contractors,
  • Immediate information to schedulers and cost estimators for assessing the impact of extra work.

By adopting this solution, turnarounds can enhance collaboration, minimize disruptions, and improve overall project outcomes.

What do you think of such a solution? What in your opinion is the best practice to react to extra work during a Turnaround?

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