Turnaround shutdown service process map
A swimlane map of covering a plant's turnaround or shutdown window, from scope definition to a delivered final report, across Project Manager, Field Service, the Calibration Lab, QA and the Customer. Unlike a routine service visit, everything here runs inside someone else's schedule and someone else's safety rules, and the map is drawn to make both of those constraints explicit rather than assumed.
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What is in this map
14 steps across 5 swimlanes and 5 phases, with 2 decision points.
- Swimlanes (who does the work)
- Project Manager, Field Service, Calibration Lab, QA and Customer
- Phases (left to right)
- Scope & Planning, Safety Coordination, Calibration & Testing, Data & Traceability and Reporting
Why map this process
This map treats the customer's shutdown team, not the service provider's own site procedures, as the safety authority for the entire window — the safety-coordination row is explicit that instruments are isolated under the customer's own permit-to-work, because the shutdown team owns overall plant safety for the outage, and a visiting service crew operating under its own separate safety process during someone else's shutdown is a coordination failure waiting to happen.
Traceability verification appears twice in this map, once for the instruments under test and once, separately, for every reference standard used during the window — because a shutdown compresses many jobs into one tight timeframe, and a single reference standard whose own certificate lapses mid-shutdown can invalidate every result taken with it across that whole compressed schedule, not just one job's worth.
Every step in the map
This is the spreadsheet behind the diagram. The numbers in “Goes to” are row numbers, which is exactly what the editor’s “Line to” column holds — so you can read the flow here and retype any part of it.
| # | Step | Shape | Swimlane | Phase | Goes to |
|---|---|---|---|---|---|
| 1 | Define scope with customer | Start | Project Manager | Scope & Planning | 2 |
| 2 | Identify process-critical instruments to cover | Process | Project Manager | Scope & Planning | 3 |
| 3 | Plan technicians and reference equipment for the shutdown window | Process | Project Manager | Scope & Planning | 4 |
| 4 | Safety coordination with customer's shutdown team | Process | Customer | Safety Coordination | 5 |
| 5 | Isolate instruments under customer's *permit-to-work* | Process | Field Service | Safety Coordination | 6 |
| 6 | Calibrate and test covered instruments | Process | Calibration Lab | Calibration & Testing | 7 |
| 7 | Instruments pass *as-found check*? | Decision | Calibration Lab | Calibration & Testing | 9 (Pass), 8 (Fail) |
| 8 | Repair defects found during testing | Process | Field Service | Calibration & Testing | 9 |
| 9 | Collect test data | Process | QA | Data & Traceability | 10 |
| 10 | Verify *traceability* of all results | Control | QA | Data & Traceability | 11 |
| 11 | *Traceability* gap found? | Decision | QA | Data & Traceability | 13 (Traceable), 12 (Gap found) |
| 12 | Resolve *traceability* gap with Calibration Lab | Process | Calibration Lab | Data & Traceability | 10 |
| 13 | Issue **final report** | Document | Project Manager | Reporting | 14 |
| 14 | Shutdown coverage complete, report delivered to customer | End | Project Manager | Reporting | End |
The decision points
Every branch in the map, with the label on each outgoing line. These are the questions the process has to be able to answer.
-
7. Instruments pass *as-found check*?
Owned by Calibration Lab · Calibration & Testing
- Pass → step 9
- Fail → step 8
-
11. *Traceability* gap found?
Owned by QA · Data & Traceability
- Traceable → step 13
- Gap found → step 12
Notes on specific steps
These notes travel with the map. In the editor they live in the Notes column and appear when you open a box.
- 1. Define scope with customer
- Scope is agreed against the customer's shutdown schedule and covers which systems and instrument groups Insatech is responsible for during the outage window, not the customer's full plant inventory.
- 3. Plan technicians and reference equipment for the shutdown window
- Reference standards booked out of the Calibration Lab for the shutdown window are taken out of routine service for that period, so this step blocks out lab capacity as well as field headcount.
- 4. Safety coordination with customer's shutdown team
- Runs inside the customer's own shutdown permit-to-work and isolation procedures, not Insatech's standard site rules, because the shutdown team owns overall plant safety for the window.
- 6. Calibrate and test covered instruments
- Many instruments are tested in a compressed timeframe by the planned team rather than one at a time, sequenced against the shutdown schedule rather than worked instrument by instrument as in routine preventive maintenance.
- 10. Verify *traceability* of all results
- Checks every reference standard used during the window against its own valid calibration certificate, not just the instruments under test — a reference that lapses mid-shutdown invalidates every result taken with it.
- 12. Resolve *traceability* gap with Calibration Lab
- A missing or lapsed reference certificate is resolved by re-issuing it or substituting an alternate traceable standard before any result taken with it can be certified.
Making it yours
The traceability-gap loop at row 12 returns specifically to verifying traceability (row 10), not to re-testing instruments — a lapsed reference is resolved by re-issuing its certificate or substituting an alternate traceable standard, then the traceability check runs again. When adapting this map, keep the loop scoped to the reference standard's paperwork rather than routing back through instrument testing, which was never the source of the gap.
What to watch out for
- Do not plan technician headcount without also blocking out lab capacity. Row 3's note is explicit that reference standards booked for the shutdown window come out of routine service for that period — planning the crew without accounting for which references leave the lab's normal rotation is how a shutdown quietly starves routine calibration work for its duration.
- The as-found check failure (row 7, 'Fail') is not the end of coverage for that instrument. It loops to a repair step and rejoins the main sequence at data collection, rather than being logged as an exception and left for a follow-up visit — a shutdown window is often the only access the crew gets, so deferring the fix defeats the purpose of covering it during the outage at all.
- Do not run this SOP under the service provider's standard site safety rules. The chart's own note calls this out directly: safety coordination runs inside the customer's shutdown permit-to-work and isolation procedures, because the customer's shutdown team owns overall plant safety for the window, not the visiting service crew.
Frequently asked questions
Why does scope get agreed against the customer's shutdown schedule rather than a full plant inventory?
Because a turnaround service engagement covers the process-critical instruments the customer has scheduled for that specific outage window, not the whole plant. Scoping it that way, at row 1, keeps both sides clear on exactly what is and is not included before technicians and lab capacity are committed.
What's different about safety on a turnaround compared to a normal site visit?
On a normal visit the service provider follows its own standard site safety procedures. During a customer's shutdown, the chart routes safety coordination through the customer's own shutdown team and their permit-to-work system instead, because the shutdown team is coordinating plant-wide safety for the whole outage, and a visiting crew running its own separate process would work against that coordination rather than inside it.
Why check traceability separately from the as-found testing?
Because the as-found check tells you whether an instrument passed; the traceability check tells you whether that pass can be trusted. A reference standard that lapses partway through a compressed shutdown schedule can invalidate every result taken with it since it lapsed, which is a different failure mode from an instrument simply being out of tolerance, and it needs its own gate to catch.
Open the map and start editing
The editor loads this chart with the spreadsheet underneath it. Change a cell and the diagram redraws — no drawing, no signup.