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Gateway Consulting Group, Inc. 8610 Transit Road, Suite 100, East Amherst, NY 14051

Telephone: (800) 668-2334 Email: [email protected] http://www.gatewaygroup.com

FACILITY INFORMATION MANAGEMENT

SOLUTIONS AND SERVICES

mailto:[email protected]

FACILITY INFORMATION MANAGEMENT SOLUTIONS & SERVICES

Copyright 2017 Gateway Consulting Group, Inc. All rights reserved

WHAT WE DO

Gateway Consulting Group provides Facility

Information Management solutions and services to the

chemical, energy and life science sectors. For the past

25 years, we have excelled in business process

improvement scenarios that demand domain expertise

and exceptional information technology skills.

® SharePoint® packaged solutions:

Applications

Document Management

Accelerators

FACILEX® Applications enable Gateway

professionals to rapidly configure SharePoint® for

standard process safety business processes. The

current suite of products includes:

Audit Management

Capital Project Process Management

Corrective Action Requests

Incident Investigation and Reporting

Issue or “Action Item” Management

Management of Change

PHA and PSSRs

(Process Safety) Metrics

Standards and Practices

FACILEX® Document Management enables

Gateway professionals to rapidly configure

SharePoint® as an electronic vault for a wide range

of content in an asset-based structure including:

Process Safety Information

Capital Projects

Drawings

Equipment data books

Instrument data

Operator logs

Procedures

VPP portal

Work orders

FACILEX® Accelerators enable Gateway professionals to rapidly configure SharePoint® score cards to

report quality standards and HSE regulatory compliance metrics:

API 754

API 1173

EPA RMP

ISO 9000

ISO 14000

ISO 31000

OSHA 1910.119

OHSAS 18001



® SHAREPOINT® APPLICATIONS

FACILEX® is a suite of advanced SharePoint configurations designed by Gateway to automate process

safety compliance business processes. Data across all the applications can be aggregated and reported.

These modular lifecycle applications can be rapidly installed on a SharePoint farm to manage:

AUDIT Internal and external audits

CAR Corrective action request

INCIDENT Incident reporting and investigation

ISSUES Issue and action Item management

METRIX Metrics aggregation and reporting

MOC Management of change

OMOC Organizational management of change

PHA Process hazards analysis

PROJECT Capital project process management

STANDARDS Initiation and review of standards and practices

FACILEX® applications can be easily accessed through the web browser on a computer, tablet or smart

phone. Users gain a consistent user interface across all the applications that are deployed. Suite licensees

can monitor status across all of their applications. In the example below of a Process Safety Portal landing

page, any authorized user can rapidly determine the status of the facility and their current action items.



The FACILEX® Core is a common application layer

that runs on top of the SharePoint platform. The

configuration for each application’s lifecycle(s) and

related process information is defined in a set of

SharePoint lists, content types, workflow

definitions, UI configurations, site permissions, etc.

FACILEX® applications represent simple or complex business processes by rendering them into a number of

states. The collection and sequence of states is termed the lifecycle. FACILEX® applications utilize different

lifecycles depending on the objective of the business process.

The diagram above illustrates a common lifecycle for Management of Change (MOC). During each state in

a lifecycle, participants complete action items. Once all the action items in a state are completed the

business object is promoted to the next state through to Close-out.

One of the key strengths of FACILEX® applications is that they are entirely configurable, so a company’s

policies, procedures, forms, templates, etc. can be accurately represented in the application. This

significantly reduces a user’s learning curve since they are familiar with the process.

Each of the FACILEX® applications contains a baseline configuration of the applicable business process.

Gateway develops these starting points by carefully studying industry guidelines and creating a

configuration that leverages the applicable standards.

FACILEX® Core / WebParts, Workflows, Features, Events, UI Configuration

FACILEX®/App(s) Schema

Application(s) Data

SharePoint 2010 ,2013, 2016



® AUDIT

Organizations are constantly involved in various kinds of

audits. FACILEX® Audit eases the burden of audits by:

Managing the audit protocols

Collecting the data during the audits

Ensuring that the follow-up items are resolved.

Typical Audit Lifecycle:

Key functionality includes:

Providing a place to store all the “master” audit protocols or templates

Associating audits with the proper time frame: daily, weekly, monthly, quarterly, annually,

etc. as well as ad hoc audits

Representing audit protocols using technology appropriate to the task: Word® or Excel®

checklists, or FACILEX® “Related Items ”

Being able to create or capture follow-up action items and track these items to completion

Making all the data available for specific and aggregate reporting

® CAR

Corrective Action Requests (CARs) are used in certain industries to correct actual deficiencies or anticipate

potential deficiencies. CARs tend to be quality or product-focused. Corrective actions can come from the

following causes:

Customer complaints

Internal complaints

Vendor/supplier deficiencies

Corporate directives

Typical CAR Lifecycle:


Very simple CAR reports as well as large, detailed CAR investigations

Determination of root causes, and perhaps “lessons learned”

Escalation to the proper approval level depending on the severity of the problem



® INCIDENTS

A key consideration with Incident Reporting and Investigation is the collection of data pertaining to

incidents such as:

Engineering or technical items Line strikes

Environmental issues PSV or control valve discharges

Equipment damage Regulatory/citation issues

Fires Reputation issues

Illegal acts Vehicle incidents

Injuries and illnesses Weather impacts

Typical Incident Investigation Lifecycle:


Collecting the data—but only the necessary data—implied by the list, above.

Objectively assessing the actual severity (what happened) and the potential severity (what

might have happened)

Structuring an investigation, with the level of detail ranging from a simple “one-page” report

to a detailed investigation report

Determining root causes and lessons-learned



® ISSUES

Organizations often maintain “to do” lists for various purposes.

FACILEX® Issues application provides the ability to maintain lists of:

Ideas and suggestions, i.e. corporate “suggestion box”

Follow-up items from various applications

Problems that people have discovered, but for which a

solution isn’t yet known

Ideas for changes, which might be an MOC in the future.

An issue may be addressed by one or more action items that can be created and assigned right within the

Issues application. Alternatively, the issues can be addressed by a separate business process, like MOC or

Capital Project.


Capturing sufficient information about the issue to enable a resolution at some later time

Classifying the issues by department, facility, intended owner, urgency, etc.

Configuring the resolution at the proper level of complexity, all the way from the one-step

resolution to dozens of steps.



® MOC

Management of Change to facilities (commonly “MOC”) is an OSHA

Process Safety Management regulatory requirement that applies to

US companies managing hazardous materials and/or processes.

Gateway’s FACILEX® MOC solution incorporates a complete package

of industry best practices and is, by far, the most powerful yet easy-

to-use solution on the market.


Choice of MOC lifecycles:

o Permanent, Temporary, Short Form,

Emergency, etc.

Facility structure:

o Configured facility structure, e.g. areas, units, to permit assigning action items to the

proper personnel, and to provide better status reports, by unit.

Risk ranking:

o Configured to client’s evaluation criteria integrated with MS Excel or MS Access

Initiation form attributes:

o Common, and OSHA-required attributes

o Client’s additional attributes: text, numeric, date, boolean

o Thorough MOC descriptions

Auto-numbering:

o MOCs automatically numbered in almost any format, starting at any number the

customer specifies

Scoping checklists:

o Categorized scoping questions efficiently generate MOC tasks and participants

Document management:

o Each MOC has a folder structure for managing all supporting documentation

o Any folder can contain any number of standard templates or forms

Related MOCs:

o Mechanisms for managing parent-child relationships

Related items:

o Ability to track data related to MOC i.e. equipment data, PHAs, PSSRs

Standard reports:

o All Actions, by MOC

o All Active Actions, by MOC

o All Closed Actions, by MOC

o All Overdue Actions, by MOC

o All Overdue Tasks

o All MOCs by Location or Status,

o Overdue Temporary MOCs



The MOC process can be decomposed into a number of states. The collection and sequence of states is

termed the lifecycle. The essential difference between different kinds of MOC’s (e.g. permanent,

temporary, emergency, etc.) is that they have different lifecycles. A lifecycle for a full, permanent MOC is

shown below.

The diagram indicates that the lifecycle begins with the Initiation state. The MOC is “promoted” from one

state to the next. An MOC can often be “demoted” from a state to the previous state. Also, there is a

possibility of looping back to a much earlier state, as would be the case if the physical change is in the

process of being made and an inspection discovers an unexpected configuration which warrants additional

design work—this would cause the MOC to loop back to the Design the Change state.

MOC Lifecycle:

Initiation: The MOC is initiated by completing an electronic form. Typically this would cover a permanent,

temporary or emergency change.

Scoping: The action items for an MOC are generated by completing electronic checklists, which are

configured to meet each client’s specific requirements.

Role-specific Scoping: Different disciplines, e.g. environmental, safety, electrical, mechanical, may be

called upon to conduct different scoping activities. This segmentation of scoping is supported by the

application.

Management of Design Process: Proposed changes are normally documented in the form of redlines. The

Gateway MOC application manages these work-in-process documents in SharePoint.

Impact Analysis: Various impacts are assessed during the MOC: process safety, environmental, financial,

etc. These are supported by Gateway’s MOC application. The most common impact is the process safety

impact which is addressed via a Process Hazards Analysis (PHA). Gateway’s MOC application triggers the

proper resource to do the PHA at the appropriate time.

Management of PHA Follow-up Items: Most PHA applications output a list of follow-up action items that

need to be addressed. Gateway’s MOC application has an action item import capability that permits the

tracking and management of PHA follow-up items.

Reviews and Approvals: The MOC must be reviewed and approved according to certain rules. The specific

persons doing the reviews and approvals are usually dependent on the location of the change. Gateway’s

MOC application can handle all the commonly encountered ways of assigning reviewers and approvers.



Triggering Work Order Generation: When an MOC is approved, a notification is sent to Maintenance

Planning to issue work orders. Upon completion of the work the MOC Owner registers it in the MOC

application.

Implementation Activities: Most of the implementation activities take place in a facility. In addition to

making the physical change, it’s important to do mechanical integrity inspections, and update operating

procedures. This has to happen prior to training, and prior to Pre-Startup Safety Review (PSSR).

Detailed Training: Certain MOCs call for detailed, comprehensive training delivered in a classroom, on-

the-job, or both. Analogous to how work orders are triggered by the MOC, when comprehensive training

is needed, the MOC application notifies the Training department. Upon completion of the work the MOC

Owner registers it in the MOC application.

Pre-Startup Safety Reviews and Operational Readiness Reviews: Are performed to validate that the

change has been properly completed and the facility or equipment can be safely started up. Regulators

expect that PSSR and ORR forms will be printed out, and completed at the job-site, by a person looking at

the changed facilities. The Gateway MOC application triggers the appropriate resource to perform the

PSSR/ORR and provides the PSSR/ORR form that can be printed and taken to the jobsite.

Authorization to Start-up: After the PSSR/ORR, the relevant manager provides the authorization to start-

up and the MOC application captures this information.

Closing Out the MOC: The MOC is implemented using documents in the form of redlines. Redlines must be

incorporated into the base documents once the MOC is closed out. This is triggered and managed by the

MOC application.

Records Management: MOC records must be kept for many years. SharePoint is an outstanding platform

for this purpose.



® OMOC

Organizational Management of Change (OMOC) provides a configuration of the client’s procedures for

managing changes to personnel or organizational structure, both of which can lead to increased risk.

Typical OMOC Lifecycle:

Capabilities and key features include:

Initiate a proposed organizational change

Parent/Child relationships to connect related OMOCs

Progressive scoping to identify management system risks and impacts

Layers of Protection (LOPA),

Conduct a risk assessment of the change

Process authorization to implement the change

Assign action items to mitigate the identified risks

Track and close action items

Notify stakeholders of the change and the implementation plan

Verify all the affected documents and systems have been updated

Document close-out of the change



® PROJECT

Many companies have improved their ability to manage capital projects by instituting formal

methodologies. Often, these methodologies are based on a phased business process such as the one

illustrated in the Capital Projects Lifecycle below.

This type of capital project procedure can be easily configured in FACILEX® to automate the process of

managing the capital project.


Ability to configure the project lifecycle to match the project management methodology

Ability to configure multiple lifecycles to accommodate everything from very small projects,

to very large projects

Links to other FACILEX® objects, like MOCs

Action item tracking

Utilize existing forms and templates

From an engineering and construction perspective, a lot of the time on the project is spent on planning,

updating and status tracking of events and tasks. SharePoint offers a rich set of reporting features for

presenting capital project management data and trends.

® PHA

The FACILEX® Process Hazards Analysis (PHA) application begins from an enterprise perspective:

Regions, Area, Units (using client terminology) are supported

Equipment lists can be downloaded from common maintenance and asset management

systems, like SAP®, Maximo®, and others,

Equipment can be categorized as “equipment”, “safety systems”, “instrumentation”, “lines”,

“wires”, and other categories of the client’s choosing

Each equipment item can be linked to one or more PHAs

This permits answering the currently most difficult PHA question, and that is determination of

which PHAs a specific equipment item is covered on

Common PHA techniques are supported, including checklist analysis, What-if Analysis, What-if/Checklist

analysis, HAZOPs, etc. PHAs can be stand-alone items, or linked to MOCs and Capital Projects. Follow-up

items are automatically tracked as well.



® STANDARDS

Gateway has applied its expertise to configure SharePoint for Practice Development. Gateway can rapidly

configure an organization’s procedure and incorporate any process checklists, documents and forms. All of

the tasks necessary to conduct a thorough process are generated, assigned and tracked throughout the

lifecycle. SharePoint’s best in class document management platform enables secure, enterprise-wide

access to the documents, records and data, thereby enhancing corporate knowledge and safety.

Typical Standards Lifecycle:

The FACILEX® Practice Development is a powerful yet easy-to-use application.

Lifecycle Support

o The best practice is to use a lifecycle model (not workflow).

o Practice Development lifecycle can be configured to specification,

o Branding and colors can be configured to specification

Powerful, Flexible Initiation Process

o Practice Development electronic form in SharePoint

o Your choice of additional attributes: text, numeric, date, boolean

o Thorough tracking of reviewer comments and markups

o Auto numbering: Practices are automatically numbered, in almost any format,

starting at any number the customer specifies

o Each Practice has its own folder structure to store supporting documentation and

work-in-process documentation

o Any folder can contain any number of standard templates or forms

Standard Reports

o The baseline configuration comes with the several standard reports, each sorted and

filtered by an organization’s preferred views.



® DOCUMENT MANAGEMENT

FACILEX® Document Management enables Gateway professionals to rapidly configure SharePoint® as an

electronic vault for a wide range of content in an asset-based structure. All facilities contain a wide

assortment of documents and data:

Process Safety Information Procedures

Drawings Work Orders

Equipment Data Books Instruments

Line Lists Departments

Operator Logs VPP Program

Managing all of this information is challenging, both because of the sheer volume of information, and

because each type of document or data requires its own properties and access control, and each has its

own use cases and characteristics that must be taken into account. Developing your own system from

scratch would be a multi-year endeavor.

Every facility information system rests on a foundation derived from your asset structure. An asset-based

organization means that everyone can find important information, because it is directly associated with

the relevant asset in the asset structure. People no longer need to search several departmental folders,

hoping to find documents and data corresponding to an asset of interest. FACILEX® delivers that

foundation, in a packaged SharePoint® configuration.

Key functions include:

Asset-based organization of your facility, pipeline, or project

Partitioning of your information across SharePoint site collections and databases

Support for Areas, Zones, Complexes, Units

Content types and site columns for standard documents and data

Information management policies

Lists, libraries, views, settings

Asset navigation



® ACCELERATORS

FACILEX® Accelerators enable Gateway professionals to rapidly configure SharePoint® score cards to

report quality standards and HSE regulatory compliance metrics. There is a great interest in using

quantitative feedback from business processes in order to drive improvements in efficiency and

compliance.

There are 3-layers of functionality in managing metrics, in general, and FACILEX® follows the same logic.

Capture the data: all the data from any FACILEX® application is readily available for reporting

of metrics.

Aggregate the data across multiple applications, across multiple sites: FACILEX® provides a

“Statistical Reports” capability to bring the relevant data together in a single location to

speed up reporting and executive dashboards.

Present the data: FACILEX® exports to standard graphics tools—ranging from Excel, to

advanced intelligence applications.

Metrics can be summarized in dashboards to support many common programs, like API 754, Risk-Based

Process Safety, and so on.



ABOUT US

Gateway has focused on providing facility information management expertise to engineering,

manufacturing and process industries since 1991. We can trace our roots back to document management

research projects sponsored by the University of Waterloo, Canada during the 80’s. Over the years we

have focused our activities and therefore continued to grow our expertise in chemical process and energy

sector applications as well as life sciences applications: medical devices, pharmaceutical and biotech. All

Gateway projects are led by one of our Senior Principal Consultants.

Rainer Hoff, Ph.D., P. Eng.

Dr. Hoff is President and a Senior Principal Consultant for Gateway Consulting Group, Inc. and was Chair,

AIChE Global Congress on Process Safety 2015. He is an authority on the use of electronic document

management technology to solve challenging facility information management problems. He has devoted

over twenty five years of study to business process optimization in the energy and life sciences sectors. He

is the author of the Management of Change (MOC) Best Practices Newsletter and produces and presents

the educational seminars: Facility Information Management, Chem NEP Readiness and Management of

Change Best Practices.

Darrell Raymond, Ph.D.

Dr. Raymond is a Senior Principal Consultant at Gateway and has been with the company since 1996. He

has a strong research background in several areas of computer science, including databases, authorization,

and facility information management systems, as well as many years of practical experience in

requirements, architecture, systems design, implementation, and rollout. Dr. Raymond can be credited

with the leadership of several of Gateway’s largest and most successful SharePoint projects. His industry

domain expertise extends across discrete manufacturing, process and life science industry sectors.

Raimund Laqua, P. Eng. , PMP

Mr. Laqua is a Senior Principal Consultant at Gateway and has been with the company since 1994. His

focus over the last 25 years has been in helping companies in highly-regulated industries advance the

maturity of their data and document processes. Gateway relies on Mr. Laqua to lead process

improvement, manage projects and deploy new applications. Mr. Laqua is an expert in the fields of

management of change, process safety management, project and risk management, along with electronic

document and records management. Mr. Laqua’s expertise extends across pipeline, oil and gas, chemical,

and energy sector companies.



CONTACT US

Head Office Address:

Gateway Consulting Group, Inc. 8610 Transit Road, Suite 100, East Amherst, NY 14051 USA Phone: (716) 636-0200

Directions from BUF Airport:

East on Genesee St./RT-33 for 1.6 mi. North on Transit Rd./RT-78 for 4.4 mi 8610 Transit Rd is on the left Mapquest: http://mapq.st/RUjWjl

Direct sales inquiries to:

Gordon Blake, P. Eng. Director, Business Development Phone: (716) 636-0200 x 221 Email: [email protected] Web Site: www.gatewaygroup.com

http://mapq.st/RUjWjl

mailto:[email protected]

http://www.gatewaygroup.com/

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