Outdated annotation tools
Field teams relied on tools like BlueBeam Revu for marking up isometric drawings — powerful for static PDFs, but completely unsuited for dynamic, data-linked workflows across multiple stakeholders.
Case Study · CalWest
From paper packages to a digital QC platform for refinery turnarounds
CalWest needed to replace paper-based quality control workflows with a modern software platform that could handle the complexity, compliance, and pace of large-scale refinery turnarounds. Surton designed and built TurnTimePro from the ground up — then helped CalWest's leadership adopt AI tooling to continue development independently.
A 0-to-1 build across discovery, design, and full-stack engineering for a US $3.74B industry where every day of downtime costs refiners up to $3M.
0 → 1
Full product build from concept to deployment
~80%
Reduction in manual data entry time
$1.2–3M
Daily refinery downtime cost at stake
Background
Quality control in a high-stakes industrial environment
CalWest is a subcontractor providing Quality Control Management (QCM) services to several mid-sized nationwide industrial general contractors during large-scale refinery maintenance projects — known in the industry as turnarounds.
During a turnaround the entire refinery shuts down. Direct costs can reach $39M on a single event, with every day beyond schedule estimated at $1.2–3M in lost margin. The paper-based workflows CalWest relied on — manilla envelopes, hand-marked isometric drawings, manual data re-entry — created bottlenecks that amplified risk at exactly the wrong moment.
Two CalWest partners approached Surton because they wanted a cloud-first software solution that would digitize their entire QCM process: work package assembly, field inspection data capture, NDE test planning, and final turnover package generation.
The problem
Why paper workflows fail at refinery scale
Surton's team conducted a deep analysis of CalWest's existing processes, identifying cascading inefficiencies that compounded under the time pressure of a live turnaround.
Manual work package assembly
Every work package was assembled by hand: gathering drawings, compiling weld data, tracking inspection results, and reconciling field notes. Errors were common and caught late.
No single source of truth
Field data, inspection results, and approval status lived in separate physical folders and spreadsheets. Tracking the state of a turnover package required phone calls and physical walkthroughs.
Zero data extraction capability
Because everything lived on paper, CalWest had no way to extract actionable insights — turnaround progress, bottlenecks, and completion forecasts were guesswork.
Our approach
Discovery, design, and delivery — compressed into a focused engagement
Surton ran a structured discovery process to internalize the domain before writing any code. The goal was to build something field teams would actually use under pressure.
1
Domain deep-dive and process mapping
We spent extensive time with CalWest's team learning their day-to-day operations, reviewing real work packages, and breaking down industry-specific requirements for welds, bolt-ups, pipe classification codes, and Positive Material Identification (PMI) processes. Whiteboard sessions mapped the end-to-end workflow visually.
2
Collaborative requirements and architecture
Working sessions with CalWest's partners refined requirements iteratively as new opportunities emerged. We designed a modular architecture around a centralized database for static reference data (pipe classes, NDE codes) and dynamic job-specific inputs, with tablet responsiveness as a core constraint.
3
Iterative prototyping and user validation
Low-fidelity sketches evolved into interactive prototypes. We conducted regular usability testing sessions with CalWest's field team to validate that the interface would work in the demanding refinery environment — where connectivity is unreliable and gloves are standard.
4
Full-stack build and deployment
Surton's engineering team translated the validated designs into a production-ready application. We maintained close communication throughout development, running regular demos and incorporating feedback in real-time. Edge cases — incomplete upstream data, inconsistent field conditions — were addressed through iterative refinement.
What we built
TurnTimePro: a purpose-built QC platform for refinery turnarounds
TurnTimePro replaced CalWest's entire paper-based workflow with an integrated, cloud-first platform designed for the specific constraints of industrial QC management.
Interactive isometric drawing viewer
A custom PDF viewport that lets field teams mark up drawings with purpose-built widgets — field welds, bolt-ups, PMI markers, notes, and labels — all linked directly to the underlying data model rather than static annotations.
Dynamic data panels
Pre-populated fields with static reference data (pipe classes, NDE specs) that are editable for job-specific details. Field technicians enter data once and it flows through the entire work package lifecycle.
Turnover and project filing system
A hierarchical resource management system organizing turnarounds, work packages, and drawings with proper access controls — replacing the manilla envelope filing system with structured, searchable digital records.
Automated notifications and reporting
Triggers for task assignments, milestone completions, and approval workflows. Status visibility that previously required phone calls now updates in real-time across the team.
Lightweight design system
A scalable component library built to simplify future development. Consistent patterns across every screen so that extending TurnTimePro doesn't require re-learning the UI conventions.
Impact
Measurable results from the first deployments
TurnTimePro was validated through early client demos and field deployments, delivering immediate operational improvements.
~80%
Reduction in manual data entry and re-entry time
Real-time
Visibility into turnaround progress — replacing phone calls and physical walkthroughs
Zero
Lost work packages since deployment — previously a regular occurrence with paper filing
Positive
Feedback from first demos with prospective Fortune 500 refinery clients
"The Surton team really made extensive efforts to understand the nitty gritty of our day-to-day processes, then applied their top-tier design and engineering skills. Their implementation is so elegantly simple that we've already received positive feedback in our first few demos. We expect it to be a major asset in selling the product to clients that have had many troubles embracing a fast-changing technological environment. I would absolutely recommend Surton to any company needing solutions."
Ben Kistner
CEO, TurnTech Solutions
AI-Enabled Handoff
Partnering with leadership to adopt AI tooling for continued development
Building TurnTimePro was only half the engagement. Surton also worked closely with CalWest's leadership to ensure they could continue developing the platform independently — using the latest AI-assisted development tools.
AI coding assistant integration
We helped CalWest's technical team adopt AI-powered coding tools for writing, reviewing, and extending the codebase. Clean architecture and thorough documentation made the codebase AI-friendly from day one.
Codebase designed for AI comprehension
Modular file structure, consistent naming conventions, and a lightweight design system meant that AI assistants could navigate and extend the codebase with minimal context-setting — reducing the learning curve for CalWest's team.
Knowledge transfer and pair sessions
Surton ran structured pair-programming sessions with CalWest's development resources, demonstrating how to use AI tools effectively for feature development, bug fixes, and refactoring within their specific domain.
Roadmap for V2 features
We handed off a prioritized backlog including ERP integrations, real-time analytics dashboards, role-based multi-refinery support, and offline-first mobile functionality — all scoped so CalWest could tackle them with AI-augmented development.
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