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Advanced Reliability TechnologiesOne Pinnacle WayPasadena, TX 77504
Assess, Select and Implement:How to choose the right mechanical integrity software for your facilityBy: John Campo,
Vice President of Engineering – Pinnacle Advanced Reliability Technologies (PinnacleART)
According to Inspectioneering Journal’s Facilities Asset Integrity Management Benchmarking Survey, 90 percent of reporting facilities maintain an Inspection Data Management System (IDMS) as part of their reliability programs, which can be anything from a simple excel sheet to an advanced mechanical integrity software program. However, 59 percent of facilities have challenges with the operability of these programs. For many companies, these challenges stem from a lack of efficiency when assessing, selecting and implementing the appropriate software program for the unique needs of the facility. To help companies meet efficiency excellence, this paper offers instructions on how to choose the right mechanical integrity software based on the facility’s current pain points and what goals they hope to achieve in the future.
WHERE TO START: PEOPLE, PROCESS AND TECHNOLOGYSuccess of an IDMS starts with establishing that the right personnel and processes are in place at the facility. Without these two crucial elements, the technology will fail and ultimately, so too will the overall success of the software program. Facilities need a sound team of experts who understand the software and how it integrates into their role and departmental objectives.
In addition, the accuracy of the existing data, how new data is collected, stored and is translated to upper management is also a crucial element of an IDMS. Even though personnel and technology may be in place at the facility, without a clear and concise process utilizing accurate data, there can be confusion and frustration for all parties involved. As a result, personnel will stop using the technology and the software program will appear to be a waste of time, resources and money.
The third element to consider when implementing a mechanical integrity software program is the technology. The marketplace has a variety of vendors to choose from,
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all toting “best-in-the-business” taglines, and filling communication mediums with endless amounts of jargon. Managers must weed through the information on their own since vendors do not explicitly outline their strengths and weaknesses.
WHY TECHNOLOGY MATTERSIn order to meet the executive goals of reducing risk, improving safety, maintaining compliance, and ultimately preserving the competitive advantage, management must maintain operational efficiency at all times, which is where technology can assist in the process.
For example, teams must make timely, informed decisions at a moment’s notice. In a few clicks of the software, decision-makers should have the answers to many questions, including, but not limited to what mitigation tasks need to be performed if a turnaround is moved out six months, when to retire a vessel, the current asset risk levels in the plant and so on. These questions are often difficult to answer without significant work and long hours from the facility’s team
members. Many times the information is scattered in spreadsheets, homegrown databases and poorly implemented software packages. A successfully implemented software program will allow users to quickly make decisions.
Maintaining compliance is another objective that companies can accomplish with the help of a successful software selection and implementation process. Reports can be built that identify overdue condition monitoring locations (CMLs) and assets that need inspection ahead of their due dates. Managers can utilize the information contained in the software to effectively plan and manage their inspection programs. When an external auditor visits the plant or there is an internal review, the on-site team can run reports from the software to identify the inspection, maintenance and overall history for specific assets.
An IDMS may seem like the answer to all of the facility’s obvious operational questions, but site management needs to justify and confirm that it truly is the right solution. The best way to justify a mechanical integrity software program implementation is understanding the company’s “Future Awesome State.”
ESTABLISH YOUR “FUTURE AWESOME STATE”To start, the most critical question site management can ask, and answer, is why they are looking at a mechanical integrity and inspection software system. To answer this question, managers must clarify what their facility’s current state is, and how the
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software program will help them achieve their Future Awesome State (FAS). FAS is the best situation that a cross functional team of end users can imagine for their facility. After establishing the company’s FAS, the team can determine if the implementation of a software program will get them to that goal line. Below are questions a team can ask themselves when addressing if or why they need a new mechanical integrity software program:
1. Is the current program properly predicting failures?
2. Is there a lack of efficiency within the mechanical integrity program? If so, where is the lack of efficiency?
3. What are the facility’s weaknesses? (i.e. documentation organization, compliance, inspections, etc.)
4. Does the facility have quick and accurate access to their data? (i.e. hard copy files, electronic files, excel sheets, binders, IDMS software program, desk drawer, etc.)
5. Is cost a challenge for the facility? If so, where is the facility overspending its resources?
6. Are scheduling delays and downtime a challenge for the facility?
7. Are key performance indicators (KPIs) and reports easily generated that show the health of the facility’s mechanical integrity?
Based on the specific answers to these questions, stakeholders can determine if the facility is running at optimal levels and meeting its compliance, efficiency and risk thresholds. If the answer to these questions is not helping the facility achieve its FAS, it’s time to look into improving the technology.
ASSESSMENT: CLARIFYING THE CRITERIAAfter clarifying the facility’s needs for a software program, end users should assess a vendor in multiple ways. The following top six classifications, which are based on PinnacleART’s 35 criteria for choosing the right software program, will help site management start:
1. Scope of Software – Is there a desire to integrate the facility’s mechanical integrity and reliability programs into one tool that also incorporates the Computerized Maintenance Management System (CMMS), PHAs, RAM studies, RCAs and data history? Or, does the facility want a simplistic version that only addresses a more specific process, such as the mechanical integrity of pressure vessels and piping? Stakeholders should consider how comprehensive they desire their reliability program to be.
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2. Strength of Software Analysis – Facilities with corrosion problems or aggressive environments will rely on strong computational analysis. Be sure to identify the approach to the risk calculations within the Risk-Based Inspection (RBI) modules of the software. Considerations should include whether the facility prefers a semi-quantitative or qualitative approach, and if they prefer looking at risk as a static or dynamic model.
3. User Experience – Determine who the main users are of the product, which could include inspectors, engineers, IT specialists and managers. They will provide insight on how easy or difficult it is to use the program.
4. Vendor Reputation – While all vendors highlight their reputations and client testimonials within the marketplace, site management must sift through this information to determine which software will accomplish their objectives, answer their questions and mitigate their challenges.
5. Cost – Plants have set budgets. Cost must always be a consideration, but managers should also ensure that cost is not limiting long term needs. Determine if the company needs a complete overhaul or minor tweaks. Please note, many companies who spend their efforts polishing a program that does not fit their operations will see limited benefits compared to those companies who conduct a complete overhaul.
6. Operational Software Needs a. Where will the software be installed? Should the company’s server or cloud host
the software?b. Second, who will this program service? For example, does the company operate
multiple sites worldwide, and if so, what are the units of measurement within each facility? Is the software available in more than one language?
c. What is the software’s reporting and analytical offerings? Perhaps the facility desires easily customizable reports for management, overall inspector work scope management, or program KPIs. Be specific in the analytical requirements and what will bring the most value to reports.
After reviewing the criteria for the selection process, site management can weigh the importance of each section from one to three. For example:
1: Critical – Essential for the success of the mechanical integrity program.2: Required – Important for the overall operational efficiency of a program.3: Preferred – A preference, but not necessary to accomplish operational efficiency
goals.
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SELECTION: DEMONSTRATIONS AND CONFIGURATIONSAt this point in the process, the research team should narrow down the top two to four vendors that best fit the needs of the location. Schedule an in-person demonstration with each of the qualified vendors. While demonstrations take time and coordination for decision-makers, it is important to have those critical questions answered in person. Don’t just accept a vendor’s word, they must show the stakeholders exactly how the program functions.
Following the meeting, ask the vendor for references, as they will give more details on the product, as well as the level of customer support clients will receive.
IMPLEMENTATION: FINAL STEPS AND BUSINESS BENEFITSOnce the company selects the appropriate software provider based on its qualifications, level of support and benefits, the next step is implementation. Selecting the right software is important, but without a thorough and efficient implementation process the success of the whole program could hang in the balance.
In the past, facilities had teams of employees with reliability expertise that would implement new processes and software. With downsizing, retirements and an overall shortage of qualified people, today’s best practice is to outsource the implementation stage to a third-party organization. There are many benefits to this approach, such as:
• Third-party experts can walk a facility through the process of selecting a software program from stem to stern, including outlining appropriate criteria and weighing the importance of each area.
• If the facility is large, in significant need of a performance improvement or is highly sensitive to change, it is critical to do the implementation right the first time. Companies who implement these programs for the first time, on their own, usually experience trial-and-error scenarios. Organizations who have already been through the learning curve and specialize in implementing mechanical integrity programs will get it right the first time. These companies already know how to avoid first-time user pitfalls and errors, implement in a timely-manner, set up instructional meetings and more.
• Facilities may know what they want or don’t want in regards to a software program, but third-party vendors can highlight areas that they need. For example, a facility may ask for a report on “past due inspections” as their main KPIs when
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in reality, they may need a report to include inspections approaching their due dates according to their level of risk so that they are not measuring something that could be prevented.
• Even though third-party implementers will guide a facility through the selection process, it is ultimately the facility who has final say in the software decision. Software vendors will try to convince companies of the importance of purchasing their product, however, third-party companies who have implemented multiple software programs understand that each vendor offers certain strengths and weaknesses that are appropriate to individual locations.
SOLUTION SUMMARYMechanical integrity software programs are not a new science in the industry, however, choosing and implementing the right software for each location is a special methodology. To recap mechanical integrity software assessment, selection and implementation best practices, companies should:
• Establish their Future Awesome State or where they see the company in five years, 10 years, etc.
• Once the FAS is established, determine if their current technology will allow them to accomplish their goals.
• Research software vendors based on operational software needs, user experience, scope of software, strength of software analysis, vendor reputation and cost.
• Rank vendors based on their criteria.
• Narrow down to just a few vendors that best match the company’s software criteria to bring into the office for a live demonstration.
• Select the right vendor for the facility’s specific challenges and needs. It’s important to note that software programs will not meet 100 percent of a facility’s needs. That is why it’s important to choose not just the best software, but the right program solution.
• Depending on the critical nature and performance improvement needs of a facility, many locations will hire a third-party vendor to efficiently and effectively implement a mechanical integrity software program.
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Choosing the right mechanical integrity software does not have to be a stressful experience. A savvy management team will ensure delivery of a great mechanical integrity software solution on time and within budget. With the right people, process and technology in place, a software program will not only meet, but exceed a facility’s compliance, risk, environmental and safety objectives.
ABOUT THE AUTHOR Through his role as Vice President of Engineering, John Campo drives innovation and technical excellence at PinnacleART. As part of his daily responsibilities, John ensures that technical expertise is readily available for the company’s implementation teams, and explores new avenues to help Pinnacle grow in its role as a global reliability solutions provider. With more than 20 years of technical and leadership experience, John is an expert in the processes of Root Cause Analysis (RCA), shutdown optimization, reliability
principles and mechanical integrity. John received his Bachelor of Science degree in mechanical engineering from Texas A&M University.
ABOUT PINNACLE ADVANCE RELIABILITY TECHNOLOGIES (PINNACLEART)Pinnacle Advanced Reliability Technologies (PinnacleART) is a leader in building, implementing and maintaining comprehensive reliability programs for process facilities in the oil and gas, chemical, mining, pharmaceutical, wastewater and electric power industries, to name a few. Our team consists of talented experts and engineers, who offer the highest degree of service and uncompromised reliability for every one of our projects. PinnacleART’s specialists are dedicated to delivering optimal outcomes for our clients, which results in reducing risk, ensuring compliance, optimizing costs and improving safety.
