Tag Archive for: Shutdown

Shutdown & Turnaround Success: Are You Set Up for a Smooth Transition?

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Planned shutdowns and turnarounds are critical milestones in industrial operations. When executed well, they optimize performance, minimize downtime, and ensure long-term reliability. But without proper planning, they can lead to unnecessary delays, cost overruns, and operational inefficiencies.

The key question is:

Data-Is your team truly prepared for the next shutdown, or are there gaps in planning that could cause setbacks? Driven PMOs: Not Your Average Office

That’s exactly what Deborah DeGezelle and Mike Davidson explored in the CII Hidden Gems III: Shutdown & Turnaround Success webinar. Drawing from Construction Industry Institute (CII) Research Team 242, they shared valuable insights and tools to help teams enhance readiness, improve coordination, and execute shutdowns with confidence.

The Challenge: Why Some Shutdowns Struggle to Stay on Track

Shutdowns and turnarounds are fast-paced, high-pressure events with many moving parts. While they’re necessary for asset integrity and performance, they come with common challenges:

• Tight schedules – Every extra day offline impacts production and revenue.
• Scope expansion – Unplanned work can strain resources.
• Stakeholder coordination – Multiple teams must align on execution plans.
• Readiness gaps – If teams aren’t fully prepared, inefficiencies arise.
• Lack of data-driven decision-making – Without structured planning tools, teams often rely on assumptions rather than measurable insights.

Key Data on Shutdown Performance

• 60% of shutdowns and turnarounds experience cost or schedule deviations.
• Projects with structured planning tools achieve greater predictability and cost efficiency.
• Organizations using CII’s STAR (Shutdown Turnaround Alignment Review) tool report improved coordination and risk management.

A Proactive Approach: The STAR Tool

One of the most valuable takeaways from the webinar was the STAR Tool (Shutdown Turnaround Alignment Review)—a structured readiness assessment that helps teams proactively identify potential gaps and align on key priorities.

How the STAR Tool Strengthens STO Planning

  • Evaluates readiness across key areas, including permitting, procurement, commissioning, and startup.
  • Identifies potential challenges before they impact execution.
  • Generates action items to enhance preparation and efficiency.
  • Facilitates alignment between operations, maintenance, and project teams.
  • Supports data-driven decision-making for more predictable outcomes.

Mike Davidson shared real-world insights from his work with Ontario Power Generation (OPG), where structured planning tools like STAR and PDRI helped transform shutdown execution from reactive to proactive, resulting in improved schedule adherence and cost control.

Key Takeaway

Successful turnarounds don’t just happen—they are built through structured planning and proactive collaboration.

Hidden Gems to Take Home

  • Tools that Wow: From the BIPP (Best Productivity Practice Implementation Index) to the PDRI (Project Definition Rating Index), CII’s treasure chest is filled with tools to make your life easier and your projects smarter. 
  • The Case for Continuous Improvement: Lessons learned aren’t just an end-of-project afterthought. With tools like the STAR (Shutdown Turnaround Alignment Review), you’re equipped for real-time course corrections. 
  • People Make the Difference: A strong portfolio manager is your ace. RT303 even maps out the skills and authority they need, down to a job description. Now that’s planning. 

Strategies for a More Effective Shutdown & Turnaround

  1. Start Early. The best turnarounds begin long before execution day.
  2. Leverage Proven Tools. STAR, PDRI, and PCI provide data-driven insights for better planning.
  3. Align Stakeholders. Coordination between operations, maintenance, construction, and procurement is key.
  4. Manage Scope Effectively. A structured approach helps control changes and minimize surprises.
  5. Take a Risk-Based Approach. Identifying risks early leads to better contingency planning.

Bonus Tip

The STAR Tool helps teams assess readiness objectively—providing a clear picture of where preparation stands and where additional focus is needed.

Common Pitfalls & How to Avoid Them

While every shutdown is unique, there are common challenges that can be mitigated with the right approach:

  • Ensure readiness is assessed objectively. A structured evaluation helps prevent overly optimistic assumptions.
  • Engage key stakeholders in planning. Cross-functional alignment ensures all aspects are accounted for.
  • Take action on identified gaps. Planning is most effective when followed by clear execution strategies.

The STAR Tool isn’t about finding problems—it’s about creating solutions. By using structured assessments, teams can proactively address concerns and enhance efficiency.

Why Partner with PTAG?

Many organizations recognize the importance of structured shutdown planning but struggle with implementation. That’s where PTAG comes in. Our team of shutdown and turnaround experts brings deep industry experience, proven methodologies, and hands-on support to help organizations:

  • Integrate CII Best Practices – We help implement research-backed strategies to improve shutdown performance.
  • Optimize Execution Plans – From front-end planning to post-turnaround reviews, we guide teams through every phase.
  • Enhance Stakeholder Alignment – Our facilitation services ensure seamless coordination across all disciplines.
  • Improve Cost & Schedule Predictability – With data-driven decision-making and structured assessments, we help reduce risk and enhance efficiency.
  • Leverage Industry-Leading Tools – We provide expertise in deploying STAR, PDRI, and other critical planning tools.

Our approach isn’t just about avoiding problems—it’s about helping your team execute shutdowns and turnarounds with confidence, efficiency, and long-term success.

How Prepared is Your Team?

If you’re looking to strengthen your shutdown and turnaround processes, PTAG can help integrate best practices for better results.

Reach out to us to learn more about how we can support your team in achieving a more efficient, cost-effective, and predictable turnaround.

Stay tuned for future Hidden Gems webinars, where industry-leading insights for project success will be shared.

Let’s make your next shutdown a success story.

Outage Improvement Program on Mining Project

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Overview 

Company – Iron Ore Client 

Industry – Mining – and Pellet Preparation 

Category – Shutdown Planning and Construction 

Project Budget – $35 million 

Goal – Improved Detailed Planning, Shutdown Preparation, Outage Management, and Construction Productivity while meeting all safety requirements. 

Obstacles – Brown field site, Old plant, Machine Rebuild in a tight fifty-seven-day shutdown (with 3 rounds the clock shifts) with Commissioning going on simultaneously while constructions continues. 

Solutions – Subject Matter Expert assigned, assessed, and developed a compliant PCO processes, procedures, and supporting software. Additional staff assigned for implementation, administration, and transition for long-term support. 

Results – Project Completed on time and budget vs 30% cost over-run and 2 weeks of delay costing the company significant lost production. Safety was good with no lost time. 

Goals 

To complete the Machine Rebuild within budget and time with no safety incidents 

  • Carry out the Outage for Machine Rebuild in a safe environment and to ensure start-up and operation after 57 days of shutdown.  
  • Improve site communication on a shift by shift basis 
  • Improve timely decision making  
  • Ensure Materials and Spares availability to avoid schedule slippage risk. 
  • Improve contractor performance 
  • Implement Lessons Learned procedures to ensure continuous improvement on future Outages 

Obstacles

Management of Change and Implementation of Best Practices and Lessons Learned to Achieve the goals of the project 

  • Tight brown field site, with complex work processes 
  • Lots of vertical construction, pre-com, and commissioning starting within a week of shutdown.  All while the machine rebuild, and other modifications were under construction 
  • Revised processes and procedures required to mitigate risk and  achieve safety compliance that would require a culture change across the site 
  • Over 200 workers at site in tight conditions working three shifts 24/7 
  • Historic Project Execution planning practices 

Solution

Developed and Implemented streamed lined processes for Project Controls and Contracts Admin Program to minimize and correct for Outage delays on a shift by shift basis to eliminate Outage schedule delays and cost overruns 

PTAG’s Advisory Team was engaged in May 2017 to provide a complete assessment of past Outage programs to determine gaps and the develop improvements to achieve more reliable and certain cost and schedule outcomes. The team developed an improved execution plan with real-time project controls to execute the project on budget and time with no lost time accidents. 

The Team developed and implemented the PCO processes and procedure (see slide 6) and developed a detailed list of deliverables and milestones to monitor and track the progress and state of preparedness of the Project before the shutdown. 

There were 3 critical areas (1) list of items that needed to be addressed as shown in slide # 3 under “ Goals” (2) overall work flow processes were developed including RACI charts to ensure that everyone was aligned (3) implement a Field Management system so that daily progress data could be compiled, reviewed and analyzed on real time basis, allowing for corrective and timely actions to be taken on a shift-by-shift basis as opposed to typical weekly project reviews. 

Improved timely decision making using detailed Organization RACI charts communicating who is responsible for change management and scope management, amongst other project functions. 

Improved site communication and overcame the requirement for full face masks and a work environment with high-ambient noise levels by providing 2 positive pressure shacks located on each floor where masks could be removed, and where issues could be easily and openly discussed 

To improve Contractor performance and acceptance of new control processes and feed back loops – A “Great Save” program that identified weekly the “best safety behavior” was implemented with rewards to the contractor for the best save. 

A real-time QA/QC application was implemented to ensure seamless transition from construction to pre-com to commissioning to operation on a system by system basis. 

PTAG PROCESS

SMEs Delivered, Implemented, Administered and Monitored the Program 

  1. Review, Assess and Plan 
  2. Report Results on Near – Real basis 
  3. Develop Field Management Admin Program and FM Training 
  4. Implement and Administer 
  5. Monitor and Report the Results 
  6. Plan for Next Machine Rebuild 

PROCESS RESULT 

Project Controls (PCO) and Contract Admin(CA) team members Delivered and Implemented the Project based on the overall process as shown below: 

PTAG TEAM of SMEs developed and implemented new streamlined Project Control and Contract Admin processes from May 2019 to completion of the Project Dec 2019 to improve contractor feedback, corrective action, decision making and scheduling.  The Program was tailored to work within site constraints and training over 200 workers in a congested area at site. 

RESULTS SUCCESS 

  • Completed the 8-month project with 57 days of shutdown within budget and time  
  • No Lost Time Accidents 
  • No cost-overruns and claims as compared to previous 2 similar machine projects which were delayed by 2-3 weeks and 30- 40% of cost over-runs 
  • Past lessons learned and best practices were identified and implemented by Joint Client/PTAG team 
  • Implemented real time progressing at each work face of the round-the-clock shift work allowing timely corrective actions to be take on a shift- by- shift basis to maintain schedule vs typical daily or weekly review meetings. 

ACHIEVEMENTS 

“At the end of every shift we knew where we stood … and we could take timely and necessary corrective steps?” 

Client Project Manager and Construction Coordinators

PTAG provides leading firms in the Power, Oil & Gas, Petrochemical, Mining, and Capital Infrastructure markets with qualified People, efficient Business Processes, and Information Management Systems that ensure consistently successful delivery and efficient operation of major capital projects. 

PTAG – Owner Project Controls – Outage Improvement – Case StudyDownload