Scope Creep Who is the Ring leader of your Circus Bennie J. Moore ConocoPhillips TA Team Lead

Things we will cover during this presentation What do Shutdowns, Turnarounds and Outages have in common? I. What are the categories of scope creep II. Is there a way to control scope creep III. Examples of how scope creep can cost you IV. Questions and Answers Section

What do Shutdowns, Turnarounds and Outages have in common They are all like a finely tuned Circus

Key Players in your Shutdown, Turnaround or Outage “Circus” Jugglers ( Logistics and Materials) Trapeze and other High Risk Acts ( Critical path activates) Elephant trainers ( Equipment Jobs) Lion Tamers ( Piping ,Valve & Misc jobs) Clowns ( Items that can derail you) Who is the Ring Leader ?

Allow me to Introduce you to the Clowns, Item that can derail you Post Scope Freeze scope additions Discovery work Poorly defined scope Poorly planned scope Scope that is done during an outage that should be done on routine Good OleBoy scope ( The Boudreaux and Thibodeaux Story ) All it takes in one clown to mess up your finely tuned Circus

What defines a Frozen Scope? What is a Scope Freeze : Consensus agreement of an agreed to list of work that fits within budget parameters How do we get there? A rigorous, challenging scope review process with considerations for safety, inspection, MI deficiency, reliability and access window capability issues Each scope item risk ranked and prioritized, By Risk Racking you can predict and be prepared for issues. Possible retubes Valves Repack vs. Replace Long Lead Items

DISCIPLINE NAME SIGNATURE DATE Process Engineer Reliability Engineer   Lead Inspector Rotating Equipment Environmental (VOCs) Instrumentation Electrical S/D Operator

Post Scope Freeze Additions The Definition of this type of Scope Creep Is work that sneaks into the work process over time. Without a rigorous, challenging post scope freeze review process prior to a new addition both scope and cost will spiral out of control This must be controlled to keep thing on track.

Discovery Work The definition of this type of scope creep-, is work that was not planned or identified as a risk. This type of scope can cost you in all areas. This type of scope creep also carries the highest risk. Examples: No Materials sourced. No QAQC Plan. No Area review to see how this will effect your current scope. No Resources. Equipment requirements for this scope. Creates a distraction from executing the plan

Discovery Work This distraction from executing the plan should be managed by. Running “what if” process to try to outguess discovery work? The Resources should include Variance Czar strategy Engineering Resources Mechanical Resources Procurement Resources How are costs captured, organized and tracked?. (This should be a defined process)

Do not be afraid to ask for help!! Poorly Defined Scope This type of scope creep is due to lack of effort or Information. The scope should be well defined before it is allowed to be placed in the approved scope for the event. The only fix for this is to improve the scope definition. This can be done by coaching your people and/or requesting original manufacture assistance. Do not be afraid to ask for help!! If the scope can not be well defined this item should be listed on the risk matrix with a value reflecting how poorly the scope is defined.

Poorly Planned Scope This type of scope creep is due to lack of effort or Information. ( Ask for help when needed) Step 1. Define which is lacking, The Planner or the Information the planner has to work with. Note: You are only as good as your tools and Information. The fix for this is to get the right people or companies involved to reduce your risk and improve the plan. If the scope can not be well planned. Then the scope item should be listed on the risk matrix with a value reflecting how poorly the scope is defined.

Routine Scope vs. T/A Scope Question: Is it cost effective to perform this work during the outage or on Routine There are many pro’s and cons to this question. The Right answer depends on how you manage you scope and Dollars Unit already blinded Unit already cleaned up Indirect support already provided Support structure in place Work time will be on overtime not straight time Will delay Outage jobs No part of the event plan

Routine Scope vs. T/A Scope How does the Routine Scope job effect the Outage Scope timeline. How can you best use a Routine crew in you TA ( Options ) Shift Schedule ( Will the Routine crew effect the outage Path Yes or No? The Scope must be worked in after the outage time line is set to see if any effects

Good Ole’Boy Scope The Boudreaux and Thibodeaux Story This is the most dangerous scope creep of them all ! Work that is done outside of the process No Scope review No Plan No QA/QC Plan What does it really cost ? Not to mention Management of Change

The Boudreaux and Thibodeaux Story Bleeder repair The Operations Outside side person and the Supervisor were old Friends. Operations requested the bleeder be left on so they can check it in the future when ready to blind. The Supervisor agreed. The valve failed during operations as it was carbon and not chrome which was required in the current service. What is the real cost of good O’boy scope?

Any well Planned job still has Potential Scope Creep Lets look at a few.

Scope Creep examples Car in the bay scope Truck Safety Drum Transport Crane Vs Slab

Controlling Scope creep Make sure your Scope is well defined. Have a Risk matrix to help define contingency Have pre planned back up on high risk scope items Have a rigid process that must be followed Set up a flow chart that does not allow the Project Manager to be over looked. See flow chart for example The person who is requesting the new scope Review with Planning, Engineering and QA/QC Project Mgr to Review Planning Engineering Review with Management Proceed with scope plan

Example of Scope Change Form Any Scope not on the approved Scope freeze must go through this process Section 1 Originator, Whomever is requesting Scope must submit the form and why they are requesting this, What business need does it fall into. Ring Leader / Project Mgr: Reviews the request after turned in. Set-a level of approval guideline if allowing project manager to approve Planning and QAQC reviews, After Review Planned and QAQC checked Capture Approved or Not. This should be a daily meeting to review any changes and Critical path updates.

Keep your circus in tune Key Points to Take Home Strive to have a defined scope Make sure all players are on the same page Ensure a rigid process to control scope creep Ensure your ring leader is in charge Keep your circus in tune

Questions

Bennie J. Moore ConocoPhillips Bennie.J.moore@ConocoPhillips.com