Enhancing Material Management Efficiency with EZTRAK at PBF Energy Refinery

Background: PBF Energy, a major refinery, recently completed a significant Turnaround that incurred a material spend of approximately $20 million. Following the Turnaround, the company identified material management as a critical area for improvement. Challenges such as lost material, mismanaged inventory, miscommunication between shifts, and ad-hoc procurement processes were undermining operational efficiency and incurring substantial costs. Material requests were made through various means including paper forms, spreadsheets, verbal communication, and sometimes even undocumented methods. The lack of a structured process led to duplicate orders, material losses, and difficulties in tracking procurement.

Challenges:

1. Inefficient Communication: Verbal, email, and informal communication led to miscommunication and confusion between different departments and shifts, causing delays and material losses.
2. Lack of Tracking: The absence of a standardized process for material requests and procurement resulted in inadequate tracking, making it difficult to account for inventory and orders.
3. Mismanaged Requisitions: Orders were often placed based on outdated drawings or incomplete information, leading to incorrect and redundant purchases.
4. Material Waste and Surplus: Inaccurate procurement processes and tracking led to surplus material, which was eventually sold as scrap metal at a significant loss.
5. Unauthorized Access: Unauthorized personnel accessing the warehouse and taking materials, with no proper accountability measures in place.

Solution: EZTRAK Implementation: PBF Energy partnered with EZTRAK to implement a comprehensive solution to address the material management challenges. The following strategies were implemented:

1. Standardized Procurement Process: EZTRAK’s Material Take Off (MTO) section became the sole platform for material requests. Planners were required to submit all material requests through the MTO section, eliminating ad-hoc communication methods.
2. Structured Communication: EZTRAK provided a centralized platform for communication between requisitioners and suppliers. Requests for quotes (RFQs) could be submitted and tracked within the system, ensuring transparency and accountability.
3. Enhanced Visibility: The system enabled planners to track the entire procurement process, from RFQs to purchase orders (POs). Revisions to drawings were clearly identified, preventing the ordering of outdated materials.
4. Accountability through Pick Tickets: EZTRAK introduced Pick Tickets to ensure authorized access to the warehouse. Planners created Pick Tickets, which were placed in contractor job packages, enabling controlled material issuance.
5. Comprehensive Information: The system facilitated the sharing of critical documents such as MTOs, packing slips, PMI reports, and material photos. This information was accessible to various departments, including inspections, operations, maintenance, and contractors.

Results and Benefits: The implementation of EZTRAK yielded significant improvements and benefits for PBF Energy:

1. Reduced Loss and Waste: Lost material was reduced to nearly 0%, and duplicate orders, waste, theft, and surplus were brought down to just 1%. This resulted in substantial annual cost savings.
2. Enhanced Efficiency: The streamlined procurement process, along with improved tracking and communication, significantly enhanced operational efficiency and reduced downtime.
3. Improved Accountability: Pick Tickets ensured proper accountability for material issuance, minimizing unauthorized access and material loss.
4. Cost Savings: In addition to hard cost savings from reduced material loss and waste, PBF Energy saved on SAP licenses, IT setup, hardware, and training costs by using EZTRAK.
5. Cross-Departmental Use: EZTRAK’s capabilities extended beyond material management, with departments such as inspections, operations, maintenance, and contractors utilizing the platform for various purposes.
6. Financial Management: The system enabled better cost tracking, improved management of purchase orders, and more efficient handling of invoices.

Conclusion: The implementation of EZTRAK transformed PBF Energy’s material management processes, rectifying challenges related to miscommunication, inefficiency, material loss, and waste. By standardizing procurement, enhancing communication, and introducing accountability measures, the company achieved significant cost savings, improved operational efficiency, and streamlined financial management. The success of this implementation has prompted the use of EZTRAK in other departments, further enhancing its value across the organization.

Background: Phillips 66, operating a refinery in Carson, CA, faced challenges related to inventory tracking and transparency during Turnaround projects. Despite using various contractors for inventory management, there was a lack of clarity regarding material movement, arrival status, and usage. The absence of real-time updates and delayed reporting hindered efficiency, resulting in potential material shortages, delays, and inconsistencies across Turnarounds.

Challenges:

1. Lack of Transparency: Phillips 66 managers struggled with the inability to track material in real-time. They received reports late, sometimes months after a Turnaround, leading to inefficiencies and difficulties in material management.
2. Inconsistent Contractors: Different contractors provided varying levels of service, which led to differences in reporting quality, communication, and accountability. Relying on only a few individuals for expertise posed risks.
3. Material Shortages: The absence of a centralized system made it difficult to account for materials received, outstanding, and issued to contractors. This sometimes resulted in material shortages impacting critical path work.
4. Lack of Visibility: There was no system in place to monitor material use on consignment trailers, leading to uncertainty about the materials’ status and location.

Solution: EZTRAK Implementation: During a major Turnaround, Phillips 66 decided to introduce EZTRAK’s inventory tracking software to address these challenges:

1. Transparency and Visibility: EZTRAK provided a centralized platform for material tracking, offering real-time updates on material arrival, staging locations, and usage.
2. Uniform Processes: By standardizing material management through EZTRAK, contractors were held accountable for their scope of work, eliminating inconsistencies and dependency on a few key individuals.
3. Real-time Reports: EZTRAK enabled planners to view material status, location, transaction history, and even images of specialty items. This real-time information empowered efficient decision-making.
4. Material Swapping: EZTRAK’s database facilitated material sharing across Turnarounds. In one instance, a valve needed on another project was identified and sourced from an ongoing Turnaround, preventing delays and optimizing resource utilization.
5. User-Friendly Interface: EZTRAK’s intuitive design allowed quick adoption, enabling all involved parties to learn and use the system within minutes.

Results and Benefits: The implementation of EZTRAK brought significant improvements and benefits to Phillips 66:

1. Enhanced Transparency: The real-time tracking capabilities of EZTRAK provided managers and planners with unprecedented visibility into material movement, minimizing delays and ensuring timely decision-making.
2. Efficient Material Management: By centralizing material data, planners could accurately track what had arrived, what was in staging yards, and what had been issued to contractors, optimizing resource allocation.
3. Consignment Trailer Visibility: EZTRAK enabled the refinery to effectively monitor materials on consignment trailers, eliminating uncertainties and ensuring accurate material allocation.
4. Uniform Reporting: Standardized processes and real-time reporting resulted in consistent and reliable reporting across Turnarounds, regardless of the contractor involved.
5. Improved Collaboration: The database-driven approach enabled material sharing and swapping, demonstrating that equipping contractors with EZTRAK enhanced collaboration and efficiency.
6. Quick Learning Curve: EZTRAK’s user-friendly nature ensured that all parties involved could learn the system within minutes, reducing training time and enhancing adoption.

Conclusion: The implementation of EZTRAK’s inventory tracking software revolutionized material management during Turnaround projects at the Phillips 66 refinery in Carson, CA. By offering real-time transparency, consistency, and accountability, EZTRAK enabled efficient decision-making, optimized material allocation, and eliminated delays. The ability to quickly search and identify materials across Turnarounds showcased the power of cutting-edge technology in enhancing operational efficiency and collaboration. EZTRAK provided Phillips 66 with the transparency and reporting capabilities they sought, ultimately contributing to a more streamlined and successful Turnaround process.

Background: Elite Project Management, LLC, a leading provider of Project Managers, Project Planners, and Field Execution Supervisors, faced challenges in managing their diverse workforce across multiple refineries. With employees working on different purchase orders and some being per diem travelers, Elite required a streamlined solution to manage timesheets, provide real-time cost reports, and enhance their invoicing process. They also needed a comprehensive system to track employee time, tasks, and execution progress across various projects, while dealing with multiple refinery timekeeping systems that were not user-friendly.

Challenges:

1. Diverse Workforce Management: Elite’s workforce was spread across multiple refineries, projects, and roles, leading to complexities in tracking employee time and tasks accurately.
2. Real-Time Cost Reporting: The need for real-time cost reports and streamlined invoicing was essential to ensure prompt payment and effective financial management.
3. Project Execution Tracking: Elite required a system to track execution progress across projects, providing timely updates to clients and stakeholders.
4. Refinery Timekeeping Systems: Existing timekeeping systems used by the refineries were not user-friendly and posed challenges in terms of compatibility and data synchronization.

Solution: EZTRAK Mobile Application: Elite partnered with EZTRAK to develop a custom mobile application that addressed these challenges:

1. Mobile Timesheet Submission: Employees could submit timesheets directly from their phones, streamlining the time reporting process and ensuring real-time data entry.
2. Cost Monitoring and Allocation: Managers could efficiently allocate employee time and monitor costs in real time, providing immediate insights for financial reporting and invoicing.
3. Execution Progress Tracking: EZTRAK enabled Elite to monitor task execution and progress across projects, facilitating informed decision-making and client updates.
4. User-Friendly Interface: EZTRAK’s user-friendly interface was tailored to Elite’s needs, making it easier for employees to enter data and managers to track and allocate time.
5. Synchronization with Refinery Systems: EZTRAK integrated with existing refinery timekeeping systems, bridging the gap between various systems and streamlining data exchange.

Results and Benefits: The implementation of EZTRAK’s mobile application brought transformative results to Elite Project Management:

1. Enhanced Workforce Management: EZTRAK’s platform enabled Elite to efficiently manage a diverse workforce, track time, allocate tasks, and monitor execution progress across different projects and refineries.
2. Real-Time Cost Reporting: Real-time cost monitoring and reporting capabilities empowered Elite to provide accurate and timely cost reports to clients, improving invoicing efficiency and ensuring prompt payment.
3. Streamlined Invoicing Process: The streamlined timesheet submission process and real-time cost tracking facilitated a quicker and more efficient invoicing process, leading to improved cash flow.
4. Improved Client Communication: The ability to track execution progress and provide timely updates to clients enhanced communication and collaboration.
5. Cost Savings: EZTRAK’s mobile application allowed Elite to perform the tasks of 2-3 timekeepers seamlessly, leading to cost savings in terms of personnel and potential timekeeping errors.
6. User Satisfaction: EZTRAK’s user-friendly interface made it easier for employees to submit timesheets and for managers to allocate time, resulting in increased user satisfaction.

Conclusion: EZTRAK’s mobile application transformed workforce management and cost reporting for Elite Project Management, LLC. By streamlining timesheet submission, enhancing cost monitoring, and providing real-time execution progress updates, Elite was able to efficiently manage their workforce, improve financial reporting, and streamline invoicing. The integration with refinery timekeeping systems and the user-friendly interface further optimized their operations. EZTRAK not only met Elite’s immediate needs but also positioned them to offer a more efficient and cost-effective solution to refineries for timekeeping, thereby delivering a valuable service while saving costs.