The customer is one of the world’s largest refineries, processing 400,000+ barrels per day with a Nelson Complexity Index of 11+. The refinery uses SAP ECC 6.0 for enterprise operations and manages complex Scheduled Turnaround (STO) projects critical to operational continuity.

Business Scenario

The refinery struggled with manual STO planning, leading to delays, cost overruns, and operational inefficiencies. Limited visibility and coordination issues increased project risks, highlighting the urgent need for a structured digital solution to manage turnaround complexity.

Challenges

Operating with manual processes for complex turnaround projects, the refinery faced scope management difficulties, project delays, budget overruns, and procurement inefficiencies.

• Scope Management Complexity – Difficulty in defining and finalizing project scope led to incomplete planning, scope creep, and inefficiencies in turnaround execution.
• Project Delays – Slippage in planned duration impacted overall execution timelines, extending shutdown periods and reducing production capacity during critical turnaround windows.
• Budget Overruns – Uncontrolled costs and resource allocation issues resulted in exceeding planned budgets, affecting profitability and project ROI.
• Material Procurement Issues – Inefficiencies in sourcing and managing materials caused disruptions in project flow, delaying critical path activities and extending turnaround duration.

Solution

Built using Procify, our AI-powered low-code/no-code platform.

The customer implemented Procify STO Manager to streamline STO projects, integrating Scoping, Planning, and Execution into a single SAP-based platform with Tableau-based reporting for real-time insights.

• End-to-End STO Management – Deployed single SAP-integrated solution covering scoping, planning, execution, and reporting, eliminating disconnected systems and creating unified turnaround management platform.
• Mobile-Enabled Field Access – Implemented offline-supported mobile technology with multi-device compatibility, enabling field teams to access and update turnaround data without connectivity constraints.
• Enhanced Task List Master – Configured customized task list master tailored to meet client-specific turnaround requirements, standardizing execution processes across projects.
• Advanced Reporting with Tableau – Developed custom dashboards on Tableau for real-time insights into project progress, resource utilization, cost tracking, and critical path monitoring.
• Streamlined Approvals – Configured flexible approval workflows for better process control, ensuring governance and accountability throughout turnaround lifecycle.
• Seamless Content Integration – Integrated third-party content management system for improved document handling, version control, and collaboration across turnaround teams.
• Optimized Scheduling – Replaced Primavera with Procify STO Manager Gantt Chart for efficient project planning, resource leveling, and critical path management.

Business Impact

• Reduced Project Duration – Streamlined execution processes and better coordination significantly shortened turnaround timelines, minimizing production loss.
• Increased Wrench Time – Improved field productivity and lower operational costs through better planning, material availability, and reduced administrative burden.
• Enhanced Scoping Accuracy – Comprehensive scoping tools and completeness checks resulted in better project outcomes and reduced scope-related delays.

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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.

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Our customer is a leading Indian multinational steel producer with operations in 26 countries and an annual crude steel capacity of over 30 million tonnes, ranking among the largest globally. They manage complex production facilities requiring frequent shutdowns and turnarounds.

Business Scenario

With SAP S/4HANA in place, the customer managed 400+ mini and 50+ major shutdowns yearly across their global steel production facilities. However, relying on multiple tools for planning, execution, and reporting led to inefficiencies and governance challenges.

Challenges

• Ensuring Proper Governance – Maintaining consistent oversight during STO planning and execution was challenging across multiple plants and countries without unified processes.
• Lack of Reliable Data – Inconsistent and untimely information led to unexpected project slowdowns, making it difficult to maintain production schedules.
• Critical Asset and Material Information Missing – Planning tools lacked visibility into asset availability and material status, causing delays and resource allocation issues during shutdowns.
• SAP System Had Minimal Insights – Limited visibility into plan and execution status within SAP prevented proactive management and real-time decision-making.
• Inability to Act Quickly – Untimely or untrustworthy data prevented rapid response to emerging issues during critical shutdown windows.

Solution

Built using Procify, our AI-powered low-code/no-code platform.

The customer selected Procify STO Manager, a comprehensive SAP-based STO management tool, for its ease of use and end-to-end capabilities, with mobile add-on for execution agility and customized workflows for unique requirements.

• End-to-End STO Management – Deployed single SAP-integrated solution covering scoping, planning, execution, and reporting, eliminating need for multiple disconnected tools across global operations.
• Mobile Add-On – Enabled agile execution with real-time data capture, updates, and field accessibility, allowing shutdown teams to work efficiently at plant locations.
• Customized Workflows – Developed customer-specific processes on top of the standard solution to align with internal governance requirements and steel industry best practices.
• Dynamic Scheduling and Gantt Chart – Replaced third-party scheduling tools with integrated SAP-based Gantt chart for better planning, tracking, and critical path management.
• Digital Documentation and Attachments – Centralized access to Standard Operating Procedures (SOPs), technical drawings, and equipment history for quick reference during shutdowns.
• Advanced Work Pack Management – Streamlined work pack creation, assignment, and tracking for internal teams and contractors across multiple shutdown activities.

Business Impact

• Single SAP-Based Platform – Unified solution ensured no duplication of data or processes across 400+ mini and 50+ major shutdowns annually.
• Real-Time SAP Insights – Complete visibility enabled proactive issue resolution and better decision-making during critical shutdown periods.
• Mobile Access Enabled – Field teams facilitated quick updates and task tracking directly from plant locations during shutdown execution.
• Clear Visibility Across All STO Phases – Enhanced governance through comprehensive tracking from planning through execution and closeout.
• Optimized Planning and Reduced Duration – Better coordination and resource visibility shortened shutdown timelines, minimizing production loss.
• Minimized Overruns – Improved budgeting and resource allocation reduced cost overruns and schedule delays.
• No Integrations Required – Fully developed within SAP S/4HANA, eliminating complex and costly external system integrations.

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