Introduction of clavis Work Safety for Electronic Work Permits

At the end of 2015, Mineralölraffinerie Oberrhein (MiRO), a mineral oil refinery based in Karlsruhe was looking for a solution to conduct electronic risk assessments followed by an electronic permit to work system for their daily business and periodic downtimes.

Risks and the appropriate countermeasures for upcoming maintenance tasks had been reported in a paper form until then. Additional documents (e.g. material safety data sheets, procedures or checklists) had to be attached to the paper based work permit. After the risk assessment had been completely processed they were handed over to the person in charge in order to get the work permits.

clavisWorkSafety: Thoughtful and practicable

MiRO checked and evaluated several systems of different providers while focusing on functionality and user friendliness. clavisWorkSafety could satisfy MiRO’s functional requirements and convince them of our product: “The solution largely met our requirements. The tool is thought-out and practicable.”, says Desiree Krisam, coordinator Team Business Applications at MiRO.

The joint project for the introduction of the electronic work permit started in March 2016..

clavis was able to complete a first prototype for the daily business and dowmtimes within only six months. This included company specific settings and new functionalities in clavisWorkSafety. The intensive and trustworthy cooperation between clavis and MiRO made this possible. The responsible core team from MiRO consisted of four employees - from the IT-Department and Operations.

“The cooperation with clavis is characterized by a constructive and friendly partnership. Our requirements have been met. In several meetings, our expectations and requirements were recorded and realized so that we can now work with our “own” system. The delivered quality is very good and the colleagues from clavis show a great motivation. New ideas were discussed, sometimes implemented and sometimes dropped. The collaboration was always very constructive.”, says MiRO’s project team about the cooperation with clavis.

Intensive User Trainings for Gradual Go-Live

The Go-Live in some production areas started in April 2017. The transformation from paper based risk assessments to an electronic processing was a big change which has been successfully realized by MiRO’s project team: “The transformation from paper forms to the new system was a very big step for our users. This step has been mastered very well thanks to a gradual introduction accompanied by intensive trainings.”

Until beginning of 2019 the whole MiRO organization is going to work with the electronic work permit tool clavisWorkSafety.

The conclusion of the MiRO project team is: ”As project team we consider the switch to the new tool as forward-looking and as a great success. Our tool is surely to be extended in further steps. We would totally recommend clavis. Clavis’ team could very well empathize with MiRO’s specific processes. So, the MiRO specific requirements could be realized very successfully.”

MiRO Portrait

Mineraloelraffinerie Oberrhein in Karlsruhe is Germany's largest refinery and one of the most modern and efficient refineries in Europe. For our shareholders Phillips 66, Esso, Rosneft and Shell, our 1,000 employees refine the raw material crude oil into high-quality petroleum products such as gasoline, diesel, heating oil, propylene and bitumen - around 14 million tons a year. For southwestern Germany, we are the most important supply source for petroleum products.