SharePoint · Oil and gas

Change management portal that routes every plant change through risk, committee and MD approval

A SharePoint portal that runs every change to plant, process or documents through one controlled route. It covers the approval matrix, risk assessment, committee review, MD approval and two level closeout.

Client: A gas distribution company with pipelines, stations and a large field workforce
Industry: Oil and gas
Platform: SharePoint

01The challenge

Changes to assets, processes and documents were raised by email and paper. Nobody could see who had reviewed a change, whether the risk was assessed, or whether the approved change was ever recorded and implemented. Approvers changed with staff moves, so requests stalled.

02The solution

We built one portal with three change tracks. Category A changes covered by the approval matrix pick up their deviation, controls and approver from a clause number. Category A changes outside the matrix go through a full risk assessment and committee review. Category B changes go to the manager and named approvers. Every request ends in a Level 1 and Level 2 closeout, and a daily HR sync keeps approval routes current.

How a change moves through the portal

Raise the requestThe creator picks Category A or B, the change location and category, and records the change, reason, justification, financial effect and affected documents. Files can be attached, or the creator declares there is no backup document. Drafts can be saved.
Check the approval matrixFor Category A the creator says whether the change is covered by the matrix. A clause number fills in the deviation, control measures and approving authority. The designation on the clause picks the approver from the initiating department.
Manager and additional reviewersThe immediate manager approves first. Up to four optional reviewers comment in parallel. Each approver is emailed, with the creator copied.
Risk assessment and committeeA change outside the matrix goes to the risk assessment user. Hazards are rated before and after controls, three significance questions are answered, and up to five committee members and four reviewers are named.
Asset integrity headThe asset integrity head reviews the assessment and can send the request back to the risk assessment user for corrections.
Committee, reviewers and heads commentCommittee members, reviewers, the department head and the head of function record whether the change is accepted, with a comment. Each stage sees all earlier comments.
Managing director approvalThe managing director sees the route, the comments and the communication box, then approves or rejects. Rejected matrix covered requests go to a separate rejected section.
Two level closeoutThe initiator records the change in the GIS, attaches a snapshot and evidence and enters the implementation date. A second level verifies and completes the request, or sends it back for correction.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 12Built for this client

Dashboard for every role

Every user lands on My requests, Pending requests and Completed requests. Approvers see what waits for them, creators see where their request stands.

What we built

Three change tracksCategory A covered by the approval matrix, Category A outside it, and Category B. Each track has its own route and forms.
Approval matrix and risk rating engineClause master with deviation, controls and approver designation, and a risk rating master that calculates rating and class from impact and likelihood.
Parallel committee and reviewer stagesUp to five committee members and four reviewers act in parallel, with their comments visible to later stages.
Need more information routingA request can go back one step at a time, to the creator or to an earlier approver, with only the right fields open for editing.
Two level closeoutImplementation date, GIS record, snapshot and evidence at Level 1, then a verification at Level 2. The same closeout serves every track.
Reports with overdue trackingMain, closeout and approver-wise reports with date range, filters and Excel export.
Admin controls and approver delegationSwap committee members on live requests, and move an approver role to another user until a date, with a full log.
Daily HR sync, versioning and transportA daily job refreshes employees, managers and departments from the HR tables. Version history allows restore, and three environments move changes from development to UAT to production.