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8 STEPS FOR
SELECTING
OIL & GAS
SOFTWARE
© 2015 Total Stream Systems, LLC
Introduction
The process of selecting oil and gas software solutions is a critical one. The system that
you choose today has significant impact on the future of your business. Choosing a tool
that is only suitable for your present needs can lead to unforeseen obstacles that hinder
long-term growth. In order to evaluate which solution will best meet your needs, you’ll
need to consider where you see your company in 5-10 years.
An oil and gas software package is also a significant investment. From the purchase
price, ongoing costs, annual support agreements, training, and staffing—implementing
software is expensive. All the more if you make an unsuitable selection that results in
extensive problems. Needless to say, with the broad landscape of products available,
the process of evaluation and selection can be overwhelming. These are some
guidelines that will help you navigate the process.
© 2015 Total Stream Systems, LLC
Assess Your
Current
Situation
#
1 »» What kinds of assets do you have and how many?
(wells, equipment, tanks, facilities, vehicles, rigs,
etc.)
»» How many wells do you own? How many meters and
tanks assist in managing your wells?
»» How do you track your production and report to
stakeholders, governments, and forecast your P/L?
»» Are there redundancies in your current workflow? Do
you have the same procedure repeated in various
departments?
»» Are there inefficiencies or sources of errors in your
current workflow?
»» Other shortcomings of your current workflow?
© 2015 Total Stream Systems, LLC
Now that you’ve looked at how you’re currently
handling your data and assets, go through the
following questions and generate a list of features that
your software solution must have.
Also make a second list of items that are non-
essential, but would be nice to have. Be sure to
consider not only the functionality you need, but also
any functionality you may need in the future.
Create an
Essentials
List and a
Nice-to-Have
List
#
2
© 2015 Total Stream Systems, LLC
»» Save time?
»» Eliminate/reduce errors?
»» Identify and eliminate processes that slow down
your operations?
»» Better identify and manage operating costs?
»» Plan and manage your business effectively with
data that is current?
»» Maximize employees, assets, and resources?
»» Reduce multiple software products that manage
various aspects by utilizing integrated software?
What Problems are You Trying to Solve
with a Software Solution?
#
2 (continued)
© 2015 Total Stream Systems, LLC
»» What support is provided?
»» Will you provide your own internal servers and staff
or will you use hosted services?
»» Will it require additional personnel resources, such
as IT staff?
Who Will Use and Maintain Your Software?
#
2 (continued)
© 2015 Total Stream Systems, LLC
»» Daily production
»» Current equipment inventory, including condition
and availability
»» Reporting to federal and state
»» Stakeholder reports
»» AFE status and updates
»» Drilling
»» Scheduling of rigs and people
Which Key People Rely on Reported Data
for the following:
#
2 (continued)
© 2015 Total Stream Systems, LLC
»» Can the data be accessed remotely?
»» Are you able to export data in multiple formats?
»» Will you require automated reports generated on a
set schedule?
In What Format(s) Will You Need
Information Produced by the software?
#
2 (continued)
© 2015 Total Stream Systems, LLC
»» Who should have access to your data and assets?
»» How many people can access the data at once?
»» What security requirements do you have regarding
users and roles?
Who Needs to Access the Software and
the Data Produced by the Software?
#
2 (continued)
© 2015 Total Stream Systems, LLC
»» How much data do you need to store?
»» Where will data be accessed? Locally, remotely, or a
combination of both?
»» Will those needs change during the next 12, 24 or
36 months?
»» How will data be accessed should a disaster occur?
»» Is there a backup source?
What Data Storage Solutions are
Available?
#
2 (continued)
© 2015 Total Stream Systems, LLC
The earlier someone is assigned to champion this
project, the better. This person will be responsible
for conducting the necessary research, keeping
necessary team members abreast of findings,
and moving decisions forward. They will also take
ownership of the software once it goes live.Designate
a Project
Manager
#
3
© 2015 Total Stream Systems, LLC
Determine your budget, allowing for any additional
expenses such as:
»» hardware upgrades
»» implementation costs
»» maintenance expenses
Also bear in mind that more expensive options can
sometimes offer a greater ROI as they add products/
functionality to your operations. So you may find that
you’ll want to adjust your budget as you make more
discoveries.
Clarify Your
Budget
#
4
© 2015 Total Stream Systems, LLC
Now that you have a budget to accompany your
“essentials” and “nice-to-have” lists, you can begin
eliminating some prospects. Examine the product
and features list for each vendor and disqualify those
that lack important features. Reduce your list to 2–3
products that are a good fit for your company. Look
for high-quality customer support and a strong track
record with their user base.
Narrow Your
Options
#
5
© 2015 Total Stream Systems, LLC
From your remaining options, determine which
products deliver the most items from your “nice-to-
have” list. Are there add-ons that you can purchase
at a later date as you need them? Now that you have
your prospects narrowed down, see if you can book a
demonstration to see the software in action. Be sure
to invite any critical decision-makers to the demo. The
following slide has some questions to ask during the
demonstration...
Evaluate the
Remaining
Candidates
#
6
© 2015 Total Stream Systems, LLC
»» Are there any ongoing costs?
»» How simple is the implementation process?
»» Does it come with manuals? What support is
available?
»» Make sure you understand how easily the system
can adapt to changes in your organization e.g. re-
organization / restructuring, new acquisitions, etc.
»» Find out how the system (and the vendor) keeps up
with new regulatory requirements?
»» What operation system(s) does it work with?
»» How secure is my data?
Questions to Ask During a Product Demo
#
6 (continued)
© 2015 Total Stream Systems, LLC
Now is the time to get feedback from key members
of your staff who will be using the software. Apart
form gaining constructive insight, this will give them
a sense of investment and contribution to the project.
This will make for a smoother transition when it comes
time to implement the software, as your staff will be
much more receptive to the change.
Get Feedback
from Your
Team
#
7
© 2015 Total Stream Systems, LLC
To avoid issues and downtime, invest time early
on to plan the transition to the new software. The
successful implementation of any software product
depends almost entirely on the complete buy in from
upper-level management or business owners.
The more that is invested in the early phases of this
project (particularly for orientation, initial training and
data import), the smoother (and ultimately faster) your
implementation will be. Careful planning from the
beginning will increase the benefits you reap in the
months and years ahead.
The following slide contains steps or a successful
implementation.
Plan the
Transition and
Implement the
Software
#
8
© 2015 Total Stream Systems, LLC
»» Find out if the software company offers an
implementation service or guide.
»» Avoid implementing new software during your
company’s busiest times.
»» Allow for system redundancy to ensure that none of
your data is lost during the transition.
»» Ask for support when needed.
»» Plan out each phase, including the personnel that
should be involved.
»» Make sure all checklists are complete before
proceeding to subsequent phases.
Steps for a Successful Implementation
#
8 (continued)
© 2015 Total Stream Systems, LLC
Conclusion
Although it’s a potentially daunting task, selecting
a software solution that is right for your company
will reap ongoing benefits in personnel productivity,
reporting, accessing and analyzing data, and
increasing production from your assets. Which
ultimately makes jobs easier, and makes your
operation run smoother.
With a good solution and processes in place, you will
realize a significant return on your investment.
© 2015 Total Stream Systems, LLC
GAIN INSIGHTS THAT WILL MAXIMIZE
YOUR PRODUCTION AND OPERATIONS.
Our staff of experienced professionals is happy to
consult with you about data management practices
and solutions, or help you along your in your selection
process. Feel free to contact us with any questions you
may have.
info@totalstream.com
888-554-5777
www.totalstream.com

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8 Steps to Select Oil & Gas Software

  • 2. © 2015 Total Stream Systems, LLC Introduction The process of selecting oil and gas software solutions is a critical one. The system that you choose today has significant impact on the future of your business. Choosing a tool that is only suitable for your present needs can lead to unforeseen obstacles that hinder long-term growth. In order to evaluate which solution will best meet your needs, you’ll need to consider where you see your company in 5-10 years. An oil and gas software package is also a significant investment. From the purchase price, ongoing costs, annual support agreements, training, and staffing—implementing software is expensive. All the more if you make an unsuitable selection that results in extensive problems. Needless to say, with the broad landscape of products available, the process of evaluation and selection can be overwhelming. These are some guidelines that will help you navigate the process.
  • 3. © 2015 Total Stream Systems, LLC Assess Your Current Situation # 1 »» What kinds of assets do you have and how many? (wells, equipment, tanks, facilities, vehicles, rigs, etc.) »» How many wells do you own? How many meters and tanks assist in managing your wells? »» How do you track your production and report to stakeholders, governments, and forecast your P/L? »» Are there redundancies in your current workflow? Do you have the same procedure repeated in various departments? »» Are there inefficiencies or sources of errors in your current workflow? »» Other shortcomings of your current workflow?
  • 4. © 2015 Total Stream Systems, LLC Now that you’ve looked at how you’re currently handling your data and assets, go through the following questions and generate a list of features that your software solution must have. Also make a second list of items that are non- essential, but would be nice to have. Be sure to consider not only the functionality you need, but also any functionality you may need in the future. Create an Essentials List and a Nice-to-Have List # 2
  • 5. © 2015 Total Stream Systems, LLC »» Save time? »» Eliminate/reduce errors? »» Identify and eliminate processes that slow down your operations? »» Better identify and manage operating costs? »» Plan and manage your business effectively with data that is current? »» Maximize employees, assets, and resources? »» Reduce multiple software products that manage various aspects by utilizing integrated software? What Problems are You Trying to Solve with a Software Solution? # 2 (continued)
  • 6. © 2015 Total Stream Systems, LLC »» What support is provided? »» Will you provide your own internal servers and staff or will you use hosted services? »» Will it require additional personnel resources, such as IT staff? Who Will Use and Maintain Your Software? # 2 (continued)
  • 7. © 2015 Total Stream Systems, LLC »» Daily production »» Current equipment inventory, including condition and availability »» Reporting to federal and state »» Stakeholder reports »» AFE status and updates »» Drilling »» Scheduling of rigs and people Which Key People Rely on Reported Data for the following: # 2 (continued)
  • 8. © 2015 Total Stream Systems, LLC »» Can the data be accessed remotely? »» Are you able to export data in multiple formats? »» Will you require automated reports generated on a set schedule? In What Format(s) Will You Need Information Produced by the software? # 2 (continued)
  • 9. © 2015 Total Stream Systems, LLC »» Who should have access to your data and assets? »» How many people can access the data at once? »» What security requirements do you have regarding users and roles? Who Needs to Access the Software and the Data Produced by the Software? # 2 (continued)
  • 10. © 2015 Total Stream Systems, LLC »» How much data do you need to store? »» Where will data be accessed? Locally, remotely, or a combination of both? »» Will those needs change during the next 12, 24 or 36 months? »» How will data be accessed should a disaster occur? »» Is there a backup source? What Data Storage Solutions are Available? # 2 (continued)
  • 11. © 2015 Total Stream Systems, LLC The earlier someone is assigned to champion this project, the better. This person will be responsible for conducting the necessary research, keeping necessary team members abreast of findings, and moving decisions forward. They will also take ownership of the software once it goes live.Designate a Project Manager # 3
  • 12. © 2015 Total Stream Systems, LLC Determine your budget, allowing for any additional expenses such as: »» hardware upgrades »» implementation costs »» maintenance expenses Also bear in mind that more expensive options can sometimes offer a greater ROI as they add products/ functionality to your operations. So you may find that you’ll want to adjust your budget as you make more discoveries. Clarify Your Budget # 4
  • 13. © 2015 Total Stream Systems, LLC Now that you have a budget to accompany your “essentials” and “nice-to-have” lists, you can begin eliminating some prospects. Examine the product and features list for each vendor and disqualify those that lack important features. Reduce your list to 2–3 products that are a good fit for your company. Look for high-quality customer support and a strong track record with their user base. Narrow Your Options # 5
  • 14. © 2015 Total Stream Systems, LLC From your remaining options, determine which products deliver the most items from your “nice-to- have” list. Are there add-ons that you can purchase at a later date as you need them? Now that you have your prospects narrowed down, see if you can book a demonstration to see the software in action. Be sure to invite any critical decision-makers to the demo. The following slide has some questions to ask during the demonstration... Evaluate the Remaining Candidates # 6
  • 15. © 2015 Total Stream Systems, LLC »» Are there any ongoing costs? »» How simple is the implementation process? »» Does it come with manuals? What support is available? »» Make sure you understand how easily the system can adapt to changes in your organization e.g. re- organization / restructuring, new acquisitions, etc. »» Find out how the system (and the vendor) keeps up with new regulatory requirements? »» What operation system(s) does it work with? »» How secure is my data? Questions to Ask During a Product Demo # 6 (continued)
  • 16. © 2015 Total Stream Systems, LLC Now is the time to get feedback from key members of your staff who will be using the software. Apart form gaining constructive insight, this will give them a sense of investment and contribution to the project. This will make for a smoother transition when it comes time to implement the software, as your staff will be much more receptive to the change. Get Feedback from Your Team # 7
  • 17. © 2015 Total Stream Systems, LLC To avoid issues and downtime, invest time early on to plan the transition to the new software. The successful implementation of any software product depends almost entirely on the complete buy in from upper-level management or business owners. The more that is invested in the early phases of this project (particularly for orientation, initial training and data import), the smoother (and ultimately faster) your implementation will be. Careful planning from the beginning will increase the benefits you reap in the months and years ahead. The following slide contains steps or a successful implementation. Plan the Transition and Implement the Software # 8
  • 18. © 2015 Total Stream Systems, LLC »» Find out if the software company offers an implementation service or guide. »» Avoid implementing new software during your company’s busiest times. »» Allow for system redundancy to ensure that none of your data is lost during the transition. »» Ask for support when needed. »» Plan out each phase, including the personnel that should be involved. »» Make sure all checklists are complete before proceeding to subsequent phases. Steps for a Successful Implementation # 8 (continued)
  • 19. © 2015 Total Stream Systems, LLC Conclusion Although it’s a potentially daunting task, selecting a software solution that is right for your company will reap ongoing benefits in personnel productivity, reporting, accessing and analyzing data, and increasing production from your assets. Which ultimately makes jobs easier, and makes your operation run smoother. With a good solution and processes in place, you will realize a significant return on your investment.
  • 20. © 2015 Total Stream Systems, LLC GAIN INSIGHTS THAT WILL MAXIMIZE YOUR PRODUCTION AND OPERATIONS. Our staff of experienced professionals is happy to consult with you about data management practices and solutions, or help you along your in your selection process. Feel free to contact us with any questions you may have. info@totalstream.com 888-554-5777 www.totalstream.com