A turnaround execution plan is the product of countless hours of labor, finding the optimal succession of activities such that a turnaround can be executed in the safest, most effective way.
As the turnaround team you have considered numerous things before a scope item is taken up in the plan.
Risk assessments have been made, alternative solutions have been considered and eventually, the complete set of activities have been worked out to the last nut and bolt. This all resulted in a complete work package with all necessary information, delegation of resources, and stakeholder approvals.
In the meantime, the hundreds of scope items are combined in one single turnaround schedule which has been optimized for resource allocation, considering several factors like overcrowding and the availability of equipment and contractors. You have finished the schedule, and you are ready for the upcoming turnaround.
Then suddenly someone comes up to you and says: “Our engineering team has been working on the specs of the safety valves and we noticed that 6 of the current PSVs are not compliant with our new specifications. Could you replace those while you are working there?”
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After your initial reaction to put it on the scope list for the next turnaround, as the scope freeze was already 6 months ago, they produced compelling reasons why these safety valves need changing. So now you must change your meticulously planned execution plan to incorporate the extra scope.
The following steps may help you include extra scope in a fast-track manner into your execution plan without opening the door to inefficiencies and unnecessary risks.
1) Impact assessment
Once the need for additional scope is established, conduct a thorough impact assessment. Evaluate potential risks, in the example of replacing safety valves, a thorough investigation should take place if it is feasible to timely procure the required materials. If this is not the case, investigate the possibility of alternative solutions, for example: Is it feasible to implement a temporary fix with minimal impact on the total turnaround execution plan? Consider factors such as potential benefits, execution risks, operability and stakeholder expectations.
2) Evaluate the extra work
Once the scope has been assessed and the most feasible solution has been chosen the extra work needs to be detailed out and prepared. Break down the work into smaller, manageable tasks which can be incorporated into the schedule and work breakdown schedule.
3) Allocate resources
Assess the availability of personnel, equipment, and materials required for the additional scope. Assign the field activities to the dedicated contractors and inform them of the scope change. Consider redistributing resources to ensure optimal utilization and prevent bottlenecks.
4) Scheduling adjustments
It is important to do a thorough analysis of the impact of the extra activities on the turnaround schedule. Analyze if and how the critical path is impacted and if existing time buffers in the schedule have been adjusted. Identify the activities which have a bigger risk of impacting the critical path or eating up the buffers, such that these can be monitored closely during execution.
5) Risk management
With the inclusion of extra scope, there might be an increased potential for risks. Identify potential risks associated with the additional work and develop mitigation strategies. This proactive approach will help in maintaining control over potential issues that could impact the project’s success.
6) Stakeholder communication
Effective communication is key to managing the scope changes. Keep stakeholders informed about the impact of the scope changes on timelines and budgets. Address concerns and expectations early to mitigate misunderstandings later in the project.
7) Continuous monitoring and adaptation
Regularly monitor the progress of both the original scope and the added scope. Try to incorporate real-time data and feedback to adjust the execution plan and schedule when needed. Flexibility is essential in accommodating changes while minimizing disruptions. In addition, make sure that any changes are communicated quickly and clearly to all parties involved.
8) Documentation and Lessons Learned
Next to keeping track of all scope changes during the project, it is important to document how these scope changes occurred and evaluate what could have been done better at earlier phases to incorporate the scope before the scope freezes.
In conclusion, scope changes are one of the main reasons for disturbing the meticulously planned turnaround execution plan. Accommodating and managing these scope challenges demands strategic steps – impact assessment, meticulous evaluation, agile resource allocation, and vigilant monitoring. Through flexibility and proactive communication, scope changes may change into opportunities.
