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Visitor management refers to the tracking and accounting of visitors to a facility. Visitor management is very important in the petroleum industry because of the unique safety concerns that arise. The best practices for visitor management take the visitor from arrival to departure, making the experience both informative and safe for everyone involved.

Register Visitors 
The visitor management process begins with registration. This should be done electronically when a new visitor arrives. The visitor's name, business, and time of arrival will be recorded. At this time, a badge or other form of identification can be given to the visitor so they are clearly identifiable by employees.

Safety
With the types of equipment and chemicals used in the petroleum industry, visitor safety is a major concern. Visitors may be given hard hats or other safety equipment as needed. 

Supervision
Making sure visitors are always properly supervised is a best practice for visitor management. Employees involved with supervising visitors should give visitors access to any relevant safety rules before allowing them into the facility. The employee should remain with the visitor for the duration of the visit.

Restricted Areas
There may be certain areas of your facility that visitors cannot go. Using electronic visitor management, you can restrict these areas to all or certain visitors. You may also be able to track a visitor's movements throughout a facility using their badge.

Releasing Visitors
Visitors should be released by reversing the registration process. They will need to return their badge and any safety equipment they used. The time they are released will be noted electronically in the visitor record.

Using these visitor management best practices, your facility and all visitors will remain safe and well accounted for.

To find out how Accupoint Software can help your business with visitor management, contact us.
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Per the Occupational Safety and Health Administration (OSHA), every business must keep records and safety information about the chemicals they use. These records, called Material Safety Data sheets (MSDS) or Safety Data Sheets (SDS) list many types of information about the chemicals, including toxicology, ecological information, and fire-fighting measures. As part of the petroleum industry, properly organizing and managing your MSDS is important for many reasons.
 
To Comply with OSHA

OSHA requires efficient management and organization of MSDS. If OSHA decides to perform an audit, they will check to see if you have MSDS readily available, along with other important safety documentation.  Each chemical used in your facility must have an MSDS and a corresponding label on the chemical container to comply.
 
Many Types of Chemicals

The petroleum industry uses many types of chemicals in oil refineries, especially gasoline, kerosene, liquefied petroleum gas, and other types of fuels. These chemicals can be dangerous if proper safety procedures are not known. The MSDS for each chemical will list this information so it is readily available to all employees. Efficient management of MSDS is crucial because there are so many types of chemicals used in the petroleum industry.
 
For the Safety of Your Employees

One of the main reasons OSHA requires MSDS is in case of emergency. If there is an accident and a chemical gets into an employee's eye, another employee can look up the MSDS and find out how to treat the affected employee. Another example of an emergency situation is a fire. If a chemical fire breaks out, it is important for employees to know how to fight the fire or alert firefighters about the chemical. Having readily available and organized MSDS is imperative in these situations.
 
Contact us today to find out how Accupoint Software can help you organize the management of your MSDS program.
 
Happy New Year.
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Process excellence and quality management systems have the power to transform entire organizations into lean, highly efficient cash flow machines that exceed customer expectations. While quality management systems, including API Spec Q1 or API Spec Q2, comprise different tiers and tools there are common methodologies for monitoring and improving quality within companies. Two common tools include standard operating instructions and quality auditing.

Standard Operating Instructions
Standardizing processes and systems is a critical step in quality assurance and enhancing operational efficiency. After benchmarking a process, the next step is to measure, analyze and improve it, leading to benefits for employees, customers and businesses. Writing a standard operating instruction is part of standardizing a process, so that subject matter experts along with management can analyze and improve it. These written instructions are either detailed or in an outline form, depending on the needs of employees and management.

Quality Auditing
Product, process and system audits improve the way individuals and teams function within organizations. These audits examine what the ideal process or system is relative to current state operations. This element of a quality management system is also closely tied with corrective action requests, which take a systematic approach to identifying and solving operational deficiencies. Independent audits related to efficiency and effectiveness have the power to drive quality and innovation in functional departments across organizations.

For additional information on quality management systems and the power of process excellence to improve your business, please contact us today.  System optimization can take your business to the next level, with the proper planning and professional support.

Happy Holidays!

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An internal quality audit is folded into a company’s corrective and preventative practices. The audit takes a snap shot of the organization’s compliance procedures, and then analyzes that snapshot to identify potential problems. In the oil and gas industry, internal audits are an integral part of the quality management system. 

To that end we have outlined 5 key steps to ensure that your internal audit process is effective:

  1. Scheduling. Audit dates, the person leading the audit and the processes or machinery to be audited on those dates. Any and all pertinent documentation should be included in these audits. Everyone involved needs to be clear on when the audit will occur, and what is being audited. This gives them time to prep all their documentation and resources correctly.
  2. Plan. What is the plan for this audit? The scope and depth of the audit must be made available to all involved in the audit. Included in this plan should be the chronology of the actual audit. Again, preparing employees, staff and c-level for the audit process is as important as the audit itself.
  3. Audit manager communication. The person that leads the audit has to communicate any changes that may occur in a timely fashion. This means that a schedule change has to take into consideration the department being audited and how much time they will need to respond to the change. Keeping the schedule on track is of the utmost importance, other departments and divisions are relying on their schedule too.
  4. Generating accurate reports. Management, stakeholders and c-level staff are usually the first to receive the reports generated by the audit. Problems (noncompliance) are analyzed and discussed at this stage, along with solutions to bring the department back into compliance. All essential personnel need to get this information at the same time.
  5. Action taken. The compliance manager will respond to noncompliance issues on an agreed date. The response must include an investigation into the problem, along with suggested remedies and a date for those remedies to be completed. The lead auditor should sign off on these proposals before work can begin.

Oil and gas concerns are usually multi-state and multi-location enterprises with hundreds, if not thousands of employees. The compliance audits for the oil and gas industries are exhaustive and complex. Effectively managing the audit function will ensure compliance to customer requirements, as well as related regulations and standards.   For more information on how Accupoint Software can help improve your internal audit process, please contact us.
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Safety is essential to the petroleum field operation.
 
The importance of collecting and analyzing large amounts of data and providing solutions or recommendations based on that data is essential to the oil and gas industry. Accurate analysis is a make or break scenario for field crews and managers alike. Software that automates inspections of existing equipment and throughput while alerting key employees to problems that may arise is the first line of defense for a streamlined oil and gas operation.
 
Oil and Gas: Risky Heavy Industry.
 
The oil and gas industry has to meet stringent federal and state strictures to operate. Environmental, safety and social aspects of field operations cannot be ignored. The regulations can be convoluted in their complexity. Software applications that monitor all aspects of a drilling venture or transfer station simplify all processes while meeting regulatory criteria effortlessly. Even if you don't know how often you should be checking your release valve, the compliance software will, and can perform that task automatically.
 
Safety inspections are the backbone of a field operation.
 
Without them you can be shut down. Whether the shut-down is triggered by an independent inspection that fails, or a faulty mechanism that went unnoticed, the costs associated with a work stoppage are enormous. When you use inspection compliance software you are providing a vanguard against the possibility of failed inspections or machinery. Every aspect of your operation will be monitored and analyzed. Developing problems can be corrected before they turn into a disaster. Inspections can be scheduled according to your circumstances.
 
Software flexibility, a long-term solution.
 
No one wants to pay thousands for inspection compliance software only to have it become outdated within a few months. Regulatory mandates can change overnight; your inspection compliance software needs to respond to those changes just as quickly. Software with a built-in protocol for shifting and adding data blocks effortlessly solves the problem of the ever-changing regulatory atmosphere for the operator. When you can diversify and streamline your software to fit changing needs, you have a flexible application that works with your operation.
 
The four most important tasks of automated inspection software:

  1. Manage all the data and information in a high performance operation seamlessly. Analyze that data and pass information on to key people
  2. Perform automated inspections of the entire operation or a specific component of it based on the client’s needs. Generate full reports of these inspections.
  3. Be flexible enough to meet compliance standards and regulations that change constantly. The need to reconfigure inspection software in the field is continuous, make sure to choose inspections software that has a flexibility feature.
  4. Mitigate risk. By applying inspection software to your operation, you reduce risk one thousand fold. Because these solutions are so inclusive and exhaustive in their data collection and analysis, potentially dangerous problems are caught well before they manifest.
 
Get the help you need.
 
The petroleum industry is filled with complexity and regulatory oversight. Not to mention the dangers associated with field operations. Attempting to run your inspections without the help of compliance software is a one way ticket to failure. When you are ready for more information please contact us.

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Whether prepping for an audit, updating your company processes with new best practice information, or simply checking up on employee training, gage calibration (or lack thereof) should be taken seriously. Lack of compliance, regardless of which standards is being applied, can bankrupt a company. Gage calibration best practices really consist of 2 main parts, which should be checked periodically:

  • Calibration certificates-Bureaucratic red tape gets a bad rap, but keeping important files and paperwork in order can save a lot of time and hassle. A monthly check of calibration certificates can alert you to bring in any gage from the field that needs calibrated ahead of its expiration date. 

  • Employee Training. When employees do not know how to properly operate equipment, problems arise. Misuse of gages can cause them to no longer be in calibration. It can lead to incorrect readings, damage due to not taking the environment into consideration when applicable, or even cause accidents to happen. In the event of an accident, employees should feel comfortable reporting inaccurate, damaged, or otherwise malfunctioning gages to the proper authority.

Of course, keeping on top of gage calibration can be tedious, and easily lost among other, more pressing issues. Having one system set in place that can handle all compliance management efforts streamlines the process and makes it easier for the whole company, as otherwise compliance efforts get split among different individuals and departments. This inevitably leads to something getting lost in translation, or through the cracks. For the best compliance management solutions that optimize your business practices while improving customer satisfaction, contact us today.

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Depending on the industry under discussion, there are varying levels of incidents that can occur which make having an effective incident management plan a necessity. The petroleum industry most certainly falls into the category of operations where establishing and consistently maintaining an effective incident management response is of paramount importance. Understanding that there is no way to completely prevent incidents -- only to successfully and completely prepare for them when they do occur -- is often the difference between a brief interruption in operations and a long-lasting, expensive situation that negatively impacts a firm's reputation. Read on as we outline four basic steps in any solid effective incident management plan.

Develop a communication plan

This pertains to internal and external communication. Internally, the specifics of the plan are dependent on different factors unique to your organization (size, location, company culture), but whatever form the communication plan takes, it should be well-defined and able to be acted upon immediately. All internal employees should refer questions to your company spokesperson, with no exceptions.
Externally, an honest assessment with a realistic timeline is the best course of action. Ensuring stakeholders and the public in general that you are taking every step necessary to deal with the incident in the timeliest manner possible is vital at this point. 

Understand how to classify (and respond to) the incident

At this juncture, the severity of the incident is quantified. Will it affect operations in just one location, or at multiple company locations? Obviously this step will no doubt be drastically different depending upon the circumstances, but the key here is to understand what threats can result from the incident, and gauge the response accordingly.

Formulate a basic framework for costs

There's no question that any incident needs a successful resolution. However, a cost analysis is necessary to ensure that the response and recovery to the incident are not out of proportion to the severity of the situation. As with any business decision, a budget helps immensely for this step.

Ensure your team is complete

Probably the most important step in any effective incident management plan, having the right people in the right places is of utmost importance. The key here is to have a clearly defined plan of action, where all the members of the incident management team understand their role -- without any ambiguity -- and are ready to jump into action immediately.

Developing an effective incident management response is certainly an important consideration, especially for companies operating in the petroleum industry. As is the case with any successful concept, ample planning will ensure that your organization is ready to respond -- and act quickly -- should an unexpected incident occur.

If you have any questions about developing or maintaining your incident management plan, please don't hesitate to reach out to us -- there's a reason why our compliance management solutions are so highly touted!
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A well-designed continual improvement program is the key to a company’s growth within the petroleum industry. In addition to providing the framework for attaining the highest quality of product and service, a continual improvement program helps petroleum companies target inefficiencies and reduce waste. The result is a company that has the resources to weather challenging market conditions and thrive in favorable markets. Below is a look at 10 elements of effective continual improvement programs.
  
  1. Link continual improvement programs to your company’s mission or goals. Employees need to understand why a continual improvement program is being implemented. By linking the program to your company’s mission, you will be more likely to garner support and participation at all employee levels.  
  2. Communicate goals and program benefits to employees. Identifying and relaying goals for improvement is critical to a program’s success. Goals should be specific, attainable and actionable to produce ideal results. If incentives will be offered to employees for exceeding performance goals, these incentives should be specified before a program’s inception.  
  3. Stress the participation of managers and supervisors. Involvement of upper management is necessary to lead and engage front line employees. Managers should model desired behaviors and highlight the specific ways that continual improvement programs will value specific employees within a company. Managers and supervisors must make sure that employees remain on track and focused on performance goals.  
  4. Regularly monitor program performance. Evaluating the effectiveness of a continual improvement program is impossible without regular performance monitoring and results tracking. Real-time, accurate program results are vital to the ability to a program’s success because companies can target under-performing areas of their organization.  
  5. Develop strategies to reduce waste. In the petroleum industry, strategies for waste reduction serve a dual purpose. They target supply chain inefficiencies and reduce the environmental effects of petroleum operations. Non-value added processes should be minimized and recycling should be considered when appropriate.  
  6. Focus on the prevention of common problems. In the petroleum industry, front-line supervisors are often unable to effectively manage employees or procedures because they spend much of their time reacting to problems and tackling exception reports. A continual improvement program focuses on the prevention of injury, waste, and supply chain bottlenecks.  
  7. Identify key inefficiencies. An effective program identifies and targets opportunities for improvement. This process can target sluggish activities at refineries, subpar sales performance, ineffective marketing, and bottlenecks in supply chain activity. Quality control and testing procedures should be evaluated for effectiveness and amended to enhance accuracy and efficiency.  
  8. Enhance employee training programs. A training program should be thorough and engaging for all employees. Safety and compliance should be key program focal points, and employees should be encouraged to develop new skills. Finally, employees should receive continuing education and ongoing training.  
  9. Link employee bonuses to performance improvements. Tying rewards or bonuses to performance improvement is a great way to keep employees engaged and interested in program outcomes. Periodic internal audits are an effective means of assessing program results.  
  10. Develop a long-term mindset. The most effective continual improvement programs are future-oriented in their approach. They stress preservation of the environment, conservation of resources, continued education, and long-term company growth. Finally, long-term solutions are valued more than short-term strategies. 

Seeking the Guidance of an Expert in Continual Improvement  

Not all continual improvement programs are created equal. The best way for you to design a sound continual improvement program is to enlist the expertise of an industry expert. Accupoint Software has been facilitating continual quality programs for companies in the petroleum industry for nearly a decade. Please contact us to learn how we can help you launch an effective continual improvement program. We look forward to hearing from you!

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The foundation of a profitable petroleum company is sound training management. This is best achieved through a customized training management program and continuing education for managers. Effective training management programs should cover quality assurance, workplace safety, risk assessment, and the importance of ongoing education.
 
Key Areas of Focus to Cover for Training Management 
 
Designers of training management programs for companies in the petroleum industry realize that trainers are often solely responsible for ensuring that all company employees are effectively trained in the following areas: 
  • Compliance education
  • Workplace safety training
  • Petroleum sales techniques
  • Product characteristics
  • Quality assurance
  • Risk assessment and management
  • Finance and insurance solutions
  • Customer service skills
  • The need for continuing education
 
Accordingly, training management programs should be comprehensive in design to help managers achieve excellence in these areas. Managers, in turn, can use newly acquired information and skills to provide training to their staff. The end result is more competent employees and a higher level of customer satisfaction.
 
Critical Platform Design Components
 
Not all training management participants possess the same degree of experience and learning speed. Additionally, compliance training material can be dry, making it difficult to stimulate the interest of employees. Accordingly, an effective training management program should be flexible and should engage trainees. Effective platforms are typically marked by the following features:
  • Easy to access. People can participate in training at any time by accessing online program materials.
  • Flexible. Participants are able to receive training online using their device of choice.
  • Affordable. A training management program should be cost-effective and yield a strong ROI.
  • Engaging. Programs should incorporate a variety of media, such as photos, videos and interactive features.
  • Easy to monitor. Program operators can track training participation and monitor progress and completion.
  • Simple to update. The petroleum industry is changing every day and training management programs should be kept current.
 
The Importance of Ongoing Education for Training Managers 
 
The fields of medicine and law are notorious for emphasizing the importance of continuing education and training. Other industries, including the petroleum industry, have not kept pace in this area. This provides a significant opportunity for improvement, especially since training managers are often responsible for training senior sales staff and entry-level personnel. Participation in ongoing training will help your company gain an edge in the petroleum industry by arming your managers with the latest knowledge and tools to maximize profits. 
 
 
Choosing the Best Training Management Solution 
 
Selecting a training management solution that meets or exceeds all of the qualities outlined above can be challenging. Since 2007, Accupoint Software has been a global provider of management solutions that help companies streamline their training management and improve their efficiency.
 
Please contact us to find out how we can help you increase your company's profitability by enhancing your training management. We are delighted to provide you with a free demonstration of our innovative training management solutions and will answer any questions that you may have about our tools for success. We look forward to hearing from you!

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The use of continuous improvement provides a process for an organization to develop and grow. Use of continuous improvement efforts can provide distinct advantages to a company relative to its competition.  That being said, the objective is to develop a set of targets that require us to rethink new goals and focus our efforts on business productivity. There must be a unity of persistence, as well as an understanding by the team that there are always opportunities for improvement.

In order for continuous improvement to be effective, it must promote a sense of urgency, perfect skill sets in problem resolution and focus on strategic concepts; fast response, quick adaptation, and the exceptional communication that needs to be incorporated as a way of doing business.

Continuous improvement activities should be conducted by the whole company. Upper management must create and foster an atmosphere that will encourage any person to point out problems or raise questions freely. The goals of the continuous improvement program should be defined and progress should be reported periodically so that team members can understand their contribution to the goal.

The 8 main steps to an effective continuous improvement process are outlined below:
  1. Clearly identify the item(s) requiring continuous improvement.
  2. Get an accurate understanding of the present situation.
  3. Solicit ideas and observations from applicable employees
  4. Brainstorm solutions to the problem
  5. Create a continuous improvement plan
  6. Implement the continuous improvement plan
  7. Review results and evaluate for effectiveness
  8. Repeat the process

Continuous improvement projects should focus on a core goal, for example the reduction of waste, overburden, overcapacity, elimination of defects, shortening of lead time, or improving throughput.
 
After determining the objective, complete a comprehensive analysis of all the details to get an accurate understanding of the current situation. An appropriate continuous improvement plan can be formulated only through a precise knowledge of the prevailing conditions. 
 
Next we will want to examine the most suitable means of achieving the continuous improvement goal. If the means are excessive, they will create waste; if deficient, they will overburden the existing systems.  Speculation should never play a part in the analysis. An accurate statement of the problem is perhaps the most important step in developing the appropriate solution.

By reviewing all the ideas resulting from the brainstorming effort, discussing the issues from all angles, considering the possibilities and the degree to which the solution will achieve the desired goal, we can then create the best continuous improvement plan to meet the objective.
 
After implementing the continuous improvement plan, we will need to review results and evaluate the plan to determine its effectiveness in meeting the stated goal. 
 
For more information on how Accupoint can help facilitate your continuous improvement efforts, contact us today.

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