About the Customer
The customer is a leading refinery in the Middle East with a processing capacity of 50,000 barrels/day. Specializing in the production of diesel and naphtha, the refinery operates on SAP S/4HANA 1610, leveraging SAP BW and an RBI solution for data analytics and risk-based inspection.
Business Scenario
STO management relied on multiple tools—SAP, Primavera, Excel, and various reporting systems—creating data silos and inefficiencies. Coordinating 50,000+ activities and 2,000+ temporary staff within a 24-month planning and 35-day execution window required seamless integration and real-time tracking.
Challenges
Operating with fragmented tools and disconnected systems, the refinery struggled with data inconsistencies, resource underutilization, and lost project learnings that extended turnaround durations and increased costs.
- Multiple Tools Led to Data Inconsistencies – Using SAP, Oracle Primavera P6, and Microsoft Excel created fragmented processes, data silos, and version control issues across turnaround planning and execution.
- Difficulty Identifying and Managing Open Orders in SAP – Lack of visibility into work order status made it challenging to track completion, identify bottlenecks, and manage dependencies.
- Challenges in Defining Work Packs – Complex coordination between internal teams and contractors made work pack definition difficult, leading to unclear responsibilities and scope gaps.
- Lack of Real-Time Updates – Absence of alerts and notifications reduced agility, causing delayed responses to critical issues during the 35-day execution window.
- Underutilization of Resources – Poor resource visibility and planning tools affected efficiency in deploying 2,000+ temporary staff and production resources.
- Delays in Activities Extended Project Duration – Activity delays cascaded through the schedule, extending the overall turnaround beyond the planned 35-day window.
- No Updated Equipment History in SAP – Equipment modifications and maintenance performed during turnarounds were not systematically captured, limiting future planning accuracy.
- Lost Project History and Learnings – Absence of structured knowledge capture from past STO executions prevented continuous improvement and repeated past mistakes.
Solution
Built using Procify, our AI-powered low-code/no-code platform.
After thoroughly assessing the customer’s needs, Procify implemented STO Manager, a comprehensive all-in-one solution within SAP, streamlining scoping, planning, and execution with offline-supported mobile technology.
- End-to-End STO Management – Deployed single SAP-integrated solution covering scoping, planning, execution, and reporting, eliminating need for Primavera and Excel while maintaining all data within SAP.
- Built-in Reporting – Provided ready-to-use and customizable reports offering real-time insights into project status, resource utilization, critical path, and cost tracking.
- Flexible and Scalable Architecture – Built configurable and extendible platform adapting to evolving turnaround requirements, contractor workflows, and regulatory compliance needs.
- Seamless SAP Integration – Ensured no external integrations required with all data staying within SAP S/4HANA for enhanced security, data consistency, and simplified IT support.
- Mobile-Enabled Field Access – Implemented offline-supported mobile technology with multi-device compatibility, enabling field teams to work seamlessly in low-connectivity refinery environments.
- Enhanced Usability – Designed intuitive UI with features like attachments, voice enablement, barcode scanning, and simplified navigation reducing training requirements.
- Advanced Functionalities – Included Task List Master, Issue List, Learning Module for knowledge capture, Readiness Score tracking, Risk Matrix visualization, and work pack management capabilities.
Business Impact
- Optimized Utilization of Production Resources & Tools (PRTs) – Better visibility and planning improved deployment of equipment, tools, and temporary staff.
- Increased Wrench Time for Technicians – Digital tools and mobile access allowed maintenance teams to spend more time on actual work.
- Reliable and Complete Equipment History – Systematic capture of turnaround activities created accurate equipment history for better future decision-making.
- Simplified IT Support – Single SAP-based solution eliminated costly and complex integrations with external tools like Primavera.
- Reduced Training Costs – Intuitive, user-friendly application minimized training requirements for internal teams and contractors.
- Continuous Process Improvement – Structured learning module captured insights from past projects, preventing repeated mistakes and improving future turnarounds.
