Turnarounds

Turnaround (TAR) planning, from scope call to post-TAR review

Safety: Educational overview only. Always follow your site's procedures, permits and applicable regulations.

Est. 0.5 h · estimated

A turnaround is a planned outage to do work that can't be done while the unit runs. This page covers the generic timeline, how to screen scope, how to triage work found during the outage, and how TAR work is handled in SAP PM.

TAR lifecycle timeline

1. T-36 → T-24

   Long-range plan & premise

   Set the event date, duration target, budget basis and a premise document: goals, units in scope, regulatory work, run length to the next TAR [T2] [T3] [T4].

2. T-24

   Scope call

   Request outage-only work from operations, maintenance, inspection, reliability, projects and environmental. Inputs: PM/PdM tasks, corrective backlog, inspection findings, capital tie-ins (IW29 / IW39) [T1] [V4].

3. T-18

   Scope challenge

   Multidisciplinary, risk-ranked review: can it be done safely and economically online? Is it needed to make the next run? Assume "no" until justified [T2] [T3].

4. T-16 → T-12

   Scope freeze

   Initial freeze then hard freeze; typically 6–12 months before execution, earlier for large or capital-heavy events. Late Work Request (LWR) process starts [T1] [T3] [T7].

5. T-24 → T-3

   Materials & long-lead

   Order long-lead items from the scope list early (exchanger bundles, valves and trim, PSV spares, special gaskets, analyzers); track POs, deliveries and contingencies; kit by work package [T8] [V7].

6. T-12 → T-6

   Detailed planning

   Break scope into work packages with steps, crafts, hours, BOM, drawings, permits, isolation, QC hold points [V3] [V4].

7. T-9 → T-4

   Estimate & contractor packages

   Rough estimate (T-9), contractor bid packages by scope (mechanical, I&E, specialty), then approval estimate (T-4) [T2].

8. T-6 → T-3

   Schedule integration

   Export orders and operations to MS Project or Primavera P6; build shutdown, execution and startup logic; critical path; resource-level by craft; lock schedule by about T-3 [T5].

9. T-6 / T-3 / T-1

   Readiness reviews

   Gate reviews on safety, scope, materials, contractors, permits and schedule; outcome Go, conditional Go with actions, or Hold [V5] [V6].

10. T-0

    Execution

    Shutdown, decontamination, isolation, work, daily progress and emergent-work triage, critical path management, disciplined change control [T5] [V1].

11. T+0

    Startup

    Box-up, leak and pressure tests, loop checks and SIS proof tests complete, PSSR, handback to operations [P5] [V9].

12. T+1 → T+3

    Post-TAR review & closeout

    Review within about two months; final cost report around T+3; confirm, TECO, settle and close orders; capture lessons; seed the next scope [T1] [T2].

Scope screening criteria

Criteria are illustrative

Emergent / discovery work triage

TAR handling in SAP PM

Typical TAR scope · Mechanical

Typical TAR scope · I&E

Criticality shown is illustrative; your site risk matrix governs

Work package contents checklist

Built from [V3] [V4]. Use it as the completeness check before a package is marked ready.

• LowHeader Order number, equipment / functional location, revision, priority, craft, estimated hours and crew size
• MediumScope of work Clear step-by-step job plan with sequence and access
• MediumDrawings & documents P&IDs with job location marked, isometrics, vendor manuals, loop drawings, datasheets
• MediumBill of materials Parts, gaskets, bolting, consumables with stock / PO status and kit location
• LowTools & equipment Special tools, cranes and rigging, test equipment with calibration
• HighSafety JHA, PPE, permits (confined space, hot work), isolation / LOTO and blind list
• HighMOC MOC reference for any change in design, setpoint or SIS; field change handling
• HighQuality QC hold points, torque specs, tolerances, test and inspection requirements
• MediumTie-ins Tie-in numbers and tags matched to the job (capital work)
• LowCheck & punch list Package completeness checklist and punch list for close-out

Readiness review checklists

Gate reviews end in Go, conditional Go with owners and dates, or Hold [V5] [V6]

TAR KPIs

Example targets are from a vendor benchmark page and are not industry standards; set your own baseline . Broader TAR performance measures: [T6]

Roles · RACI

R = responsible, A = accountable, C = consulted, I = informed. Generic example; materials/stores, and inspection vs reliability split, vary by site

Post-TAR closeout

1. MediumConfirm all labor and close operations IW41 / IW44 time and final confirmations; check no open operations remain.
2. MediumComplete notifications with codes Damage, cause and activity codes; findings recorded for history.
3. MediumTECO orders Set technically complete via IW32 / IW38 mass change; clear open reservations.
4. LowReturn or reserve surplus material Return unused kitted parts; restock or scrap per site rules.
5. HighClose MOCs and update records Drawings, SIS documentation, PSV records, equipment data updated.
6. LowSettle and close Settle costs (KO88 / project settlement), business-close after invoices.
7. LowFinal cost report Cost by package and category vs budget, around T+3 [T2].
8. MediumPost-TAR review Within about two months: KPIs, lessons learned, carry-over and deferred scope into the next TAR list [T1].

Lessons-learned template

Capture during execution, not only at the review [T7] [V1]

Sources (25)

P = standard, regulator or peer-reviewed · T = trade press · V = vendor or consultant (secondary). Linked for further reading; this page summarizes, it does not reproduce them.

1. [T1] BIC Magazine, "Quality work scopes imperative for turnaround success" (T) T-minus milestones (T-32, T-24, T-18, T-16 freeze), post-TAR review within ~2 months
2. [T2] IAMTech, "Turnaround Best Practices" (V) T-minus funding/estimate gates (T-36, T-24, T-12 freeze, T-9 ROM, T-4 AFE, T-0.5 control budget, T+3 final cost report), change-order mindset
3. [T3] BIC Magazine, "Scope management impacts on turnarounds" (T) Premise document, scope submittal/challenge, scope freeze 6–12 months, Late Work Request (LWR) contents and tracking
4. [T4] The Chemical Engineer, "Controlling Your Maintenance Turnaround Scope, from Kick-Off to Closeout" (T) Premise, steering team role
5. [T5] Oxmaint, "Shutdown and Turnaround Maintenance Planning" (V) Six-phase lifecycle, T-6 planning complete, T-3 schedule locked
6. [P1] UKZN research thesis, "The impact of scope changes on turnaround schedule and cost in the Oil Refinery Industry" (P) Known / anticipated / emergent scope types; scope change after freeze drives delay and cost
7. [T6] A. H. Ragab, IQPC STO Middle East 2015, TAR performance measurement (T) TAR performance criteria (duration, cost, predictability, safety, startup incidents, additional work vs contingency)
8. [V1] Matterport, "Refinery Turnaround Planning: 4 Best Practices" (V) Five phases, pre-TAR readiness (scaffold, prefab, staging), post-TAR review contents
9. [T7] K. Hooshvar, Project Controls Expo USA 2024, "Navigating Project Controls in Refining" (T) Lesson learned: earlier scope freeze, sign-off and tracking of added scope
10. [V2] iFactory, "Turnaround Performance Benchmarking & KPIs" (V) KPI formulas and example targets (CPI, SPI, discovery %, time-on-tool, change order rate, critical path adherence, first-time startup)
11. [V3] STO Control (Cleopatra), "7 essential items of a Turnaround Work Package" (V) Work package contents (SOW, P&IDs, drawings/BOM, MOC, safety, tie-ins, check & punch list)
12. [V4] F7i, "Maintenance Shutdown Planning Checklist" (V) Scope inputs (PM/PdM, CM backlog, inspection, capital, requests); work package checklist (header, steps, JHA/LOTO/permits, BOM, tools, drawings, QC hold points, labor)
13. [V5] beefed.ai, "Turnaround Readiness Gates Checklist" (V) Gate dimensions: safety, scope, spares, competence; PSSR, MOC closure, kitted work packs
14. [V6] beefed.ai, "Turnaround Readiness Review: 7-Step Audit" (V) Readiness checklist domains; Go / conditional / hold decision
15. [T8] Hydrocarbon Processing, Feb 2024, Benomar, Turnaround/Project Mgmt (T) Materials readiness questions (POs issued, deliveries on track, contracts in place, contingencies)
16. [V7] Emerson Instrument & Valve Services catalog (turnaround process) (V) Control valve walk-down (as-found photos, serials), parts pre-order (packing, gaskets, seat rings, trim), master tag control log
17. [V8] BBP, Field Services (V) I&E TAR scope list: loop checks, calibrations (incl. analyzers, gas detection, vibration), interlock and SIS/SIL testing, valve stroke/partial stroke, diagnostics
18. [P2] ISA-TR84.00.03 preview, "Guidance for Testing of Process Sector SIFs" (P) SIS proof testing rationale (dormant failures)
19. [V9] Covol Engineering, "A Guide to Proof Testing" (V) End-to-end proof tests incl. settings and trip points; test intervals vs shutdown periods; record all faults; IEC 61511 benchmark
20. [P3] AIChE CEP, "Inspecting Distillation Towers Part 1: Turnarounds" (Sep 2018) (P) Column tray inspection steps: number trays, cleaning, damage/missing hardware, punch list
21. [P4] API RP 576, "Inspection of Pressure-relieving Devices" (preview / table of contents) (P) PSV/PRV inspection, testing, causes of improper performance, records
22. [V10] POPProbe, Refinery Turnaround and Inspection Planning checklist (V) Exchanger bundle scope (tubes, tubesheets, baffles; ECT/UT; cleaning; spare bundles)
23. [V11] POPProbe, Refinery Unit Turnaround Safety Inspection (V) MI verification: API 510/570 inspector review, NDT, PSVs tested, internals documented before box-up, correct gasket/bolt/seal materials
24. [P5] OSHA 29 CFR 1910.119, Process Safety Management (P) PSSR, MOC, mechanical integrity
25. [P6] NFPA 70B, Standard for Electrical Equipment Maintenance (P) Electrical equipment (MCC/switchgear) maintenance basis