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Managing Change

11 th LDAR Symposium May 18-19, 2011 New Orleans, LA. Managing Change. Transitioning a New LDAR Database and Contractor. Gerad Head Air Compliance Coordinator CITGO Petroleum Corporation. WELCOME TO THE LAKE CHARLES MANUFACTURING COMPLEX. CITGO Lake Charles. Refinery: 440K BPD

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Managing Change

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  1. 11th LDAR SymposiumMay 18-19, 2011New Orleans, LA Managing Change Transitioning a New LDAR Database and Contractor Gerad Head Air Compliance Coordinator CITGO Petroleum Corporation

  2. WELCOME TO THE LAKE CHARLES MANUFACTURING COMPLEX

  3. CITGO Lake Charles • Refinery: 440K BPD • Constructed in 1945 • 50+ Operating Units • Estimated 2800 Full Time and Contract Employees

  4. LDAR Program • Multiple Contract Companies performing most of Core Work - 40 contract workers • Monitoring, QA/QC, BWON, Supervision, Valve Repair Crew & Scaffold Teams • LDEQ Consolidated Rule • LA MACT (46 Units) / HON (2 Units) • 108,000 Tagged Components • Has most “Real World” LDAR Issues

  5. LDAR Software Change (The Decision) • Software Drivers • IT DB platform upgrades forced change • Attempts to stay with existing software not successful to avoid the pain • Minimize dependency on Contractor Query Tools • Proven, alternate solution available & being used at other CITGO Refineries • PDA Improvement • Support / Commitment By: • Management & Purchasing ($) • IT (Installation & Administrative Support) • LDAR Contractor (Key Partner) • Environmental Engineer (Project Planning)

  6. LDAR Software Change (Preparation) Develop Transition Team Define Task Objectives & Schedule Undertake Software Training – Know the Product Create “Cross Mapping” DB Document – Painful but Essential Clean Up Data - Trash In / Trash Out Develop Regulatory Program Overlap Solutions Address NSR CD Issues Conduct Planning Meetings - Put Plan on Paper! LDAR Contractor Group Database Supplier IT Test the Product Before DB Transfer Communicate with Operations – No Surprises 6

  7. LDAR Software Change (Preparation) • Cross Mapping Document • At a Minimum should include for every Regulation: 7

  8. LDAR Software Change (Going Live) Stay Focused on Primary Objectives Create an Execution Plan No Compliance Issues Minimize Contractor Downtime Choose your Timing Wisely Monitoring Schedule Select Time with Minimal New Tagging Expected Software Supplier & IT Availability Manage the Process Identify Issues, Work the Details, Control Critical Decisions Stay Positive – No Problem is the End of the World Cross Check Everything – Well After Going Live Accept that You Will Have Change Some Existing Work Processes No Software is Perfect! 8

  9. LDAR Contractor Change (Woa What??) Why Change? Existing Contract Expiring No Major Performance Issues Compliance Risks Say “No Way” Business Decision - No Option to the Bidding Process 9

  10. LDAR Contractor Change (Selection) Selection Process - Important Process Engage in the Process – Team, Objectives Educate the Team Members Influence the Selection – Decision Matrix Know the Contractors Interview the Contractors Work Scope and Contract Terms Matches Site Needs Terms can Influence Bidding Drive for Apples to Apples 10

  11. LDAR Contractor Change (Selection) Structure the Bid Process – Engage & Influence Who will be allowed to bid? How many will be allowed to bid? Answering the Why’s and Why Not’s? Gaining Sr. Management Support Intense Research – Know the Contractors Phone Calls to Peers Business Studies Learning “Best Practices” of Industry Data Sharing w/in Industry Detail Understand Strengths/Weakness Intimate Knowledge of Contract Losses Employee Retention Company Ability 11

  12. LDAR Contractor Change (Execution) Key Objectives Maintain Compliance & Minimize Cost Execution Begins Day of Selection Manage Communication & Expectations New Contractor Now Has Priority 12

  13. LDAR Contractor Change (Execution) Incoming Contractor Find out about Retention, Request Transition Plan Demand on “ZERO” Compliance Issues Essential Timing / Dates Established Given Compliance Requirement Details for Rest of the Year 13

  14. LDAR Contractor Change (Execution) Outgoing Contractor Set Expectations Cooperate Maintain Compliance Smooth Transition Established Dates to Remove Specific Job Related Equipment Established Responsibilities on Day 1 of Transition 14

  15. LDAR Contractor Change (Execution) Build the Transition Plan Around Essential Timing / Dates Established - Plan Retention & Contractor Plan Shorter the Transition, the Better: Details Upfront Security Issues worked Upfront No Mixing of Contractor No Compliance Carry-Over Equipment Management 15

  16. Managing Change (Lessons Learned) THERE WILL BE ISSUES THERE WILL BE CHALLENGES THERE WILL BE PAIN, HOWEVER, Preparation Minimizes Lessons Learned 16

  17. Acknowledgements To Those who Made Both Transitions Smooth and Manageable • Jeff Schweitzer • My Friends • Co-Workers • Professional Contacts Thank You!

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