Instrumentation Shutdown and Turnaround Activity Checklist: A Complete Step-by-Step Procedure

Planning and executing a successful shutdown or turnaround requires careful coordination of tasks, resources, and safety measures. This guide provides a step-by-step approach to streamline each phase from pre-shutdown preparations to post-maintenance recommissioning ensuring both efficiency and compliance with industry standards. 

Download the checklist in Excel format to simplify tracking and ensure each task is accounted for throughout the process.

Step 1. Pre-Shutdown Preparations

How do you plan for shutdown?

Shutdown Plan Review:

• Start with a structured review of the shutdown plan, detailing each task’s objective and ensuring alignment with overall maintenance goals. 
• This review involves collaboration with department leads to confirm planned activities, timing, and task overlap for better workflow integration.
• Gather and verify all necessary permits (LOTO, confined space, hot work) well in advance. Secure approvals for each permit type based on location and task risk level to ensure compliance with safety regulations.
• Clearly define roles for each team member involved, from maintenance and safety to inspection teams. 
• Assigning specific tasks, such as equipment isolation, inspection, or testing, helps minimize confusion and overlaps. 
• Conduct pre-shutdown meetings to clarify each role, especially for cross-functional tasks.

Inventory Check:

• Tools and Equipment Verification: Ensure all required tools, spare parts, and consumables are available on-site, in good working condition, and within calibration limits. 
• Test equipment, such as multimeters, loop calibrators, and pressure calibrators, should be pre-checked and certified to avoid on-site calibration delays.
• Procurement and Major Parts Availability Check: Double-check that all major spare parts (e.g., gaskets, seals, critical control components) are readily available.
• Plan for any long-lead items, and if necessary, place orders well in advance to avoid delays.

Safety Procedures:

• Conduct Job Safety Analysis (JSA): Perform a JSA for each high-risk task, identifying potential hazards and specific control measures required. 
• This includes planning safety isolations, monitoring electrical risks, and mitigating chemical or pressure risks in confined spaces.
• Verify that all teams have the necessary PPE, including specialized items like flame-retardant clothing or respiratory equipment if needed. 
• Prepare emergency response plans specific to each area and task to address risks effectively.

Task Assignment and Preliminary Meetings:

• Hold a pre-shutdown kick-off meeting with department leads, contract teams, and site supervisors. 
• Discuss all safety protocols, shutdown sequences, and work permit processes. Review planned activities and assign tasks, focusing on cross-functional teams to ensure task flow continuity.
• Special Manpower and Contractor Requirements: Identify specialized tasks (e.g., calibration of high-accuracy instruments, large control valve maintenance) that may require skilled contractors. 
• Coordinate with central department or procurement for any contract or ad-hoc manpower to be on standby during shutdown.

Scheduling and Timeline Development

• Develop a comprehensive timeline that defines the exact start and end dates for the shutdown or turnaround, ensuring all activities are coordinated to minimize downtime and keep the project on schedule.

Team Assembly

• Assemble a skilled team with expertise in shutdowns and turnarounds, including planners, engineers, safety experts, and technicians, to ensure a seamless operation through collaborative efforts.

Critical Path Analysis

• Identify the critical path of tasks to be completed in sequence to avoid bottlenecks and delays, ensuring efficient workflow and timely completion of high-priority activities.

Budgeting

• Establish a detailed budget that includes labor, materials, and potential contingency costs to maintain the financial integrity of the project.

Step 2. Shutdown Phase

System Isolation

• Control System and Power Isolation: Sequentially power down process control systems, such as DCS, PLCs, and SIS. 
• Properly isolate each system according to standard LOTO procedures for electrical, mechanical, and process isolation to ensure personnel safety.
• Documentation and Drawings for Isolation Points: Use detailed drawings and isolation sheets to confirm each isolation point. 
• Document any temporary changes to ensure clarity in re-commissioning.

Depressurization

• Gradually depressurize all systems connected to pressure instruments, such as transmitters and gauges, following the specific guidelines for each instrument to avoid pressure buildup or dangerous leaks.
• Drainage and Venting Lines: Where applicable, drain or vent lines to avoid contamination. 
• Ensure spill-prevention measures are in place to protect both personnel and the environment during this process.

Coordination and Oversight of Contract Manpower:

• Ensure specialized contract manpower arrives on schedule and is briefed on safety protocols and site layout. 
• Oversee coordination to keep high-skill tasks, such as advanced calibrations or critical valve inspections, on track.

Regulatory Compliance

• Ensure full compliance with industry regulations and standards to avoid legal complications and ensure safe operation.

Mobilization

• As the scheduled shutdown date approaches, mobilize all necessary resources, equipment, and personnel to ensure a smooth start to the operation.

Step 3. Inspection and Testing

Visual Inspection:

Field Instrument Inspection

• Examine each instrument for signs of damage, corrosion, or wear, especially focusing on parts exposed to harsh environments. 
• Inspect junction boxes, instrument trays, and cable glands to ensure they are intact, well-maintained, and capable of withstanding operational stresses.

Documentation of Findings and Required Updates

• Record findings, documenting any deviations, damage, or needed repairs. Update relevant drawings or schematics to reflect any detected issues or configuration changes.

Functional Testing:

Critical Instrument Testing

• Perform functional tests on pressure, temperature, flow, and level transmitters to verify their accuracy. 
• Test Emergency Shutdown (ESD) and Fire & Gas (F&G) systems to ensure they respond correctly to simulated emergency scenarios.

Calibration of Control Valves and Positioners

• Calibrate control valves, actuators, and positioners to confirm they respond properly to control signals, performing stroke testing as needed.

Refer the below link for the Calibration of Control valve 

Signal Loop Testing

• Check that instrument loops, both 4-20mA and digital (HART, Foundation Fieldbus), transmit accurately from the field to the control room. Perform continuity and insulation tests to verify field cable reliability.
• Record and review all loop test results, maintaining data for final reporting and compliance checks.

Click here for Method Statement for Loop Checking of Pressure Transmitter Loop

Step 4. Calibration and Maintenance

Calibration Checks:

Calibrate Pressure, Temperature, Level, and Flow Devices

• Complete calibration checks for each instrument, noting both as-found and as-left readings to verify conformance to ISO or NIST standards. Log calibration data to maintain traceability for quality audits.

Document Calibration Procedures:

• Follow documented calibration procedures to ensure consistency across all equipment types.

Valve Maintenance:

Control Valve Service and Inspection:

• Inspect control valves, focusing on seals, gaskets, and packings for signs of wear. Replace as necessary, and confirm that all adjustments comply with manufacturer standards.

Stroke Testing of Valves:

• Conduct stroke tests to ensure each valve responds fully within the control signal range, recording any anomalies for follow-up maintenance.

Cleaning and Maintenance of Instruments:

Cleaning Exposed Instruments: 

• Clean and inspect field instruments, especially those exposed to dust, chemicals, or other contaminants, to ensure reliable readings.

Inspection of Purge Lines and Impulse Tubes: 

• Check that purge and impulse lines are clear and functioning, as clogged lines can affect differential pressure transmitter readings.

Documentation of Maintenance Actions:

• Ensure each maintenance task is documented, noting inspections, repairs, or calibrations performed. Maintain these records for final reporting.

Step 5. Post-Maintenance and Recommissioning

Loop Verification

• Verify each loop’s functionality, checking settings, ranges, and alarm configurations. 
• Ensure AI, AO, DI, and DO loops work accurately, transmitting correct data to control systems.

Reconnection and Tightening of Connections

• Carefully reconnect instruments, applying the appropriate torque to electrical and mechanical connections. 
• Confirm correct cable labeling, updating documentation where necessary.

Step 6. System Recommissioning

Power-Up Procedure

• Gradually restore power to control panels and instrumentation systems, removing LOTO tags only after verifying safe conditions. Proceed with system initialization, ensuring all devices undergo a controlled warm-up.

Functional Testing for Critical Systems

• Re-test control loops and safety functions (ESD, F&G, SIS), performing simulated tests to validate accurate system response.

Performance Testing of Control Components

• PID Controller and Control Valve Testing: Conduct performance tests on PID controllers and control valves, observing response under controlled conditions to confirm reliable performance.

Refer the below link for the Excel based PID Loop Simulator

Step 7. Final Documentation and Handover

Calibration and Maintenance Records:

• Compile all calibration records, ensuring each instrument’s as-found and as-left results are logged in line with audit standards.

Preparation of Detailed Maintenance Reports:

• Document all inspection findings, repairs, and adjustments. 
• Include photographs, test results, and detailed notes on instrument tag data to provide a complete record.

Handover and Sign-Off:

• Submit final reports to the operations or asset management team, ensuring all parties are informed of completed tasks. 
• Obtain sign-off from maintenance, safety, and operations departments, confirming system readiness for startup.

After Startup Review Meeting:

• After startup, hold a follow-up meeting with all team leads to review performance, address any initial operational issues, and finalize outstanding actions.

Instrumentation Shutdown and Turnaround Checklist – Downloadable Excel sheet

For effective and streamlined shutdowns or turnarounds in process plants, this downloadable checklist covers each essential step from preparation to recommissioning. Use this guide to verify task completion, maintain safety protocols, and track progress efficiently. 

Download the checklist in Excel format for easy customization and on-site use by using the below link

Click here for 50+Collection of Essential Instrumentation and Automation Control System Checklists

Shutdown and Turnaround FAQs

What is shutdown and turnaround?

In industrial operations, particularly in oil and gas, effective maintenance is essential for safety and efficiency. Two common practices are shutdowns and turnarounds. While both involve halting production for maintenance, they differ in scope and duration. 

The table below summarizes the key differences between shutdowns and turnarounds.

Why are shutdowns and turnarounds necessary?

Shutdowns and turnarounds are essential to maintain the efficiency and safety of industrial facilities. They provide opportunities for essential maintenance, repairs, and system upgrades to enhance overall performance.

How often should a turnaround be conducted?

The frequency of turnarounds varies based on the specific needs of the facility. Typically, they occur every few years to address accumulated wear and tear and ensure continued optimal performance.

What are the key challenges during shutdowns and turnarounds?

Major challenges include managing resources and time efficiently, ensuring safety protocols, and meeting all regulatory compliance requirements.

Can anyone complete shutdowns and turnarounds?

A skilled and experienced team is critical for successful shutdowns and turnarounds. The expertise and coordinated efforts of trained professionals are essential to executing these complex processes smoothly.

What is the role of risk assessment in shutdowns and turnarounds?

Risk assessment plays a crucial role in identifying potential hazards and implementing safety measures, protecting both personnel and the environment during the process.