Free templates
Shutdown Planning Template Excel: Free Checklists
This page offers free Excel templates for shutdown planning: a work list, scope freeze register, schedule with Gantt, permit register, progress and S-curve, budget, KPI workbook, restart checklist, an India format and a 40-step checklist. They use no macros, show their formulas and ask for no sign-up.
How MaintWiz helps: Templates start the job; a live plan keeps it current. The MaintWiz shutdown module moves the plan from spreadsheets into one system with a critical path, readiness gates, permits and spares status. See the module · Get the 40-step checklist
By Jai Balachandran · Published · Last reviewed
What MaintWiz adds:Critical path and floatReadiness gatesPermits and isolationsSpares status with SAP
The templates
Is there a free Excel template for shutdown planning?
Yes: this page offers free Excel templates for shutdown planning, a work list, scope freeze register, schedule with Gantt, permit register, progress and S-curve, budget, KPIs, restart checklist, an India format and a 40-step checklist, each without macros and with visible formulas.
| Template | What it does | Tabs | Download |
|---|---|---|---|
| Shutdown work list | One controlled list of all shutdown jobs with source, statutory basis, trade, hours, permits, materials and status. | Work list; Summary | Download (.xlsx, 15 KB) |
| Scope freeze register | The frozen scope and every change request after the freeze, with decision, approver and scope growth by reason. | Register; Summary | Download (.xlsx, 15 KB) |
| Schedule with Gantt | A task list with a 60-day Gantt chart drawn by conditional formatting and a progress shade. | Schedule; Summary | Download (.xlsx, 11 KB) |
| Permit register and isolation list | Permits and isolation points or blinds, with issuer, applier and verifier, and a count of open items; labels for US, UK and India. | Permits; Isolations; Summary; Jurisdiction | Download (.xlsx, 29 KB) |
| Daily progress and S-curve | Planned against actual progress and cost with earned value, SPI, CPI and an S-curve chart. | Daily (with chart) | Download (.xlsx, 13 KB) |
| Budget and contingency | A bottom-up budget by work package, a separate contingency, cost of one extra day and an earned value forecast; currency selector. | Budget; Earned value | Download (.xlsx, 11 KB) |
| KPI workbook | Cost and schedule variance and indices, estimate at completion, duration variance, scope growth, rework rate and injury rate. | KPIs | Download (.xlsx, 7 KB) |
| Restart readiness checklist | What to confirm before restart: a US tab based on OSHA rules and a UK tab for pressure systems and isolation. | US; UK | Download (.xlsx, 10 KB) |
| India annual shutdown format | A job list, a statutory inspection and certificate tracker with days to expiry, and a boiler cool-down to light-up checklist. | Job list; Statutory tracker; Boiler checklist | Download (.xlsx, 18 KB) |
| 40-step shutdown checklist | The 40 steps in five phases with owner, timing and evidence, and progress by phase. | Checklist; Summary | Download (.xlsx, 13 KB) |
Every workbook has a README tab with its purpose, version, date and limits, blue input cells, gray calculated cells and a change log. Sample rows are invented and labeled illustrative. They run in Excel and in free spreadsheet programs; none uses macros or external links, and none asks for your email.
Work list
What columns should a shutdown work list have?
A shutdown work list should have one row per job with an ID and tag, a description, the source of the job, any statutory basis, trade, crew and hours, duration and predecessors, permit types, materials status, work package, status and owner.
| Column | What to enter |
|---|---|
| ID and equipment tag | A unique job ID and the tag of the equipment |
| Job description | One line of what will be done |
| Source | Planned, emergent, discovery, statutory, opportunity or carry-over |
| Statutory basis | The law or inspection that requires it, if any |
| Trade, crew size, hours | Craft, headcount and estimated hours |
| Duration and predecessors | Days, and the jobs that must finish first |
| Permit types | Hot work, entry, electrical, lifting and so on |
| Materials status | None needed, not ordered, ordered or on site |
| Work package, status, owner | Where it belongs, where it stands and who owns it |
Download the work list template (.xlsx, 15 KB) See also the scope management guide and the work package guide.
Software
When do you outgrow a spreadsheet template?
A template is a good start for one team and one stop; when several people edit the same plan, or you need live permits, spares and a critical path, a shutdown module keeps one record instead of many files.
About MaintWiz. MaintWiz is an industrial AI platform with IoT, SAP integration and predictive maintenance (PdM) capabilities. Its shutdown and turnaround module helps plants plan, schedule, execute and close out shutdown work.
What the shutdown module covers
As described on the MaintWiz shutdown maintenance product page.
- Reports and the tables behind the charts export to Excel
- Import and export with Excel, Primavera P6 and Microsoft Project
- Resources and work load import from Excel templates
- Gantt chart with the critical path and float, from live work orders
- Spares status with the SAP request or order behind each short part
- Permits and isolations from ePTW on each work order
Proof
What MaintWiz customers report
Figures as published in MaintWiz case studies on maintwiz.com. They come from maintenance management projects, not shutdowns.
Scope freeze
What is a scope freeze register?
A scope freeze register records the scope fixed at the freeze date and every request to change it afterward, with the reason, the effect in hours, the decision and the approver, so scope growth can be measured and every addition traced.
| Field | What to enter |
|---|---|
| Frozen scope (hours) | The total at the freeze date |
| Request: date, requester, description | What is asked for and by whom |
| Reason | Safety, compliance, reliability, production or other |
| Hours added and removed | Your estimate of the effect |
| Decision, approver, date | Approved, deferred or rejected, and who decided |
Download the scope freeze register (.xlsx, 15 KB) It calculates net approved hours, scope growth against the frozen scope and net hours by reason. See the scope management guide.
Schedule
How do you build a shutdown schedule in Excel?
Build a shutdown schedule in Excel by listing each task with a start day and a duration and letting conditional formatting draw the bars across day columns; Excel does not work out the critical path, so check the logic in a tool that does. 4
Download the schedule template (.xlsx, 11 KB) It draws a 60-day Gantt from your start days and durations and shades progress. For the critical path and float from the same task list, paste it into the free Excel to Gantt tool. See shutdown scheduling.
Daily report
What is a shutdown daily report template?
A shutdown daily report template records planned and actual progress and cost each day and calculates earned value and the schedule and cost performance indices, with an S-curve, so the daily meeting works from the same numbers; the HHS earned value glossary defines the measures. 1
A worked review: shutdown case study.
Download the daily progress workbook (.xlsx, 13 KB) It calculates SPI as earned value divided by planned value and CPI as earned value divided by actual cost. See shutdown progress tracking and the KPI guide.
More templates
Which other shutdown templates are included?
The other templates cover permits and isolations, the budget and contingency, the KPIs, restart readiness for US and UK sites, an Indian annual shutdown format with a statutory tracker, and the 40-step checklist.
New tools: turnaround software checklist (RFP and demo scorecard), shutdown S-curve and percent complete guide (look-ahead tracker), turnaround readiness review and phase gates (gate checklist), turnaround scaffolding planning (request register), turnaround manpower plan and labor histogram (histogram workbook), turnaround cost estimate and AACE classes (basis of estimate), hydrotest and leak test planning (test register), heat exchanger turnaround planning (job card), catalyst change-out and fired heater turnaround planning (schedule skeleton) and storage tank turnaround planning (outage checklist). All free tools by phase are listed in free shutdown planning tools.
- Permit register and isolation list (.xlsx, 29 KB) See the permit to work guide.
- Budget and contingency (.xlsx, 11 KB) See the budget guide.
- KPI workbook (.xlsx, 7 KB) See the KPI guide.
- Restart readiness checklist (.xlsx, 10 KB) Items cite OSHA 1910.119(i) and (k), 1910.147(e) and HSE INDG178 2,3; see plant start-up after shutdown.
- India annual shutdown format (.xlsx, 18 KB) See annual shutdown planning in India and boiler shutdown in India.
- 40-step checklist (.xlsx, 13 KB) See the checklist page.
Guide files
Which free files go with each shutdown guide?
Each of these 31 free Excel files belongs to one MaintWiz guide, such as an industry checklist, a RACI matrix, a risk register or a long-lead tracker, and is built from the tables on that guide so the file and the page agree.
| File | What it does | Guide | Download |
|---|---|---|---|
| Cement plant shutdown checklist | The cement plant guide checklist with owner, evidence and status columns and a progress count. | Cement plant shutdown planning | Download (.xlsx, 8 KB) |
| Chemical plant shutdown checklist | The chemical plant guide checklist with owner, evidence and status columns and a progress count. | Chemical processing plant shutdowns | Download (.xlsx, 8 KB) |
| Refinery turnaround shutdown checklist | The refinery turnaround guide checklist with owner, evidence and status columns and a progress count. | Refinery petrochemical shutdown excellence | Download (.xlsx, 8 KB) |
| Steel plant shutdown checklist | The steel plant guide checklist with owner, evidence and status columns and a progress count. | Shutdown excellence for steel | Download (.xlsx, 8 KB) |
| Pharmaceutical plant shutdown checklist | The pharmaceutical plant guide checklist with owner, evidence and status columns and a progress count. | Pharmaceutical life sciences facility | Download (.xlsx, 8 KB) |
| Power plant outage shutdown checklist | The power plant outage guide checklist with owner, evidence and status columns and a progress count. | Power generation outage management | Download (.xlsx, 8 KB) |
| Manufacturing plant shutdown checklist | The manufacturing plant guide checklist with owner, evidence and status columns and a progress count. | Manufacturing plant maintenance shutdowns | Download (.xlsx, 8 KB) |
| Food and beverage plant shutdown checklist | The food and beverage plant guide checklist with owner, evidence and status columns and a progress count. | Food beverage plant maintenance | Download (.xlsx, 8 KB) |
| Water and wastewater plant shutdown checklist | The water and wastewater plant guide checklist with owner, evidence and status columns and a progress count. | Water wastewater treatment plant | Download (.xlsx, 8 KB) |
| Mining mill reline shutdown checklist | The mining mill reline guide checklist with owner, evidence and status columns and a progress count. | Mining mineral processing shutdowns | Download (.xlsx, 8 KB) |
| RACI matrix | Twelve activities by eight roles with a one-Accountable check. | Shutdown team organization roles | Download (.xlsx, 8 KB) |
| Risk register with 5x5 matrix | Likelihood times severity scoring with bands, owner, trigger, control and contingency. | Risk assessment in shutdown | Download (.xlsx, 15 KB) |
| Lessons learned register | Entries with cause, effect, recommendation, owner and stage, plus the three review agendas. | Shutdown learning and continuous | Download (.xlsx, 11 KB) |
| Audit checklist and findings log | Nine readiness questions with evidence, a findings log with ratings and open-item counts. | Shutdown auditing compliance and | Download (.xlsx, 12 KB) |
| Long-lead items tracker | Latest order date worked back from the start date, with days to order and status. | Shutdown material management inventory | Download (.xlsx, 13 KB) |
| Contractor mobilization and time on tools | A mobilization checklist and a time-on-tools log with hands-on hours. | Contractor management in plant | Download (.xlsx, 18 KB) |
| Mill reline plan | The illustrative reline sequence with start and finish days to adapt. | Mining mineral processing shutdowns | Download (.xlsx, 7 KB) |
| T&I gate and inspection tracker | Gate reviews and an equipment inspection schedule with next due dates. | Turnaround and inspection t | Download (.xlsx, 17 KB) |
| Planned outage factor and outage log | An outage log with the NERC planned outage factor, POH divided by PH. | Power generation outage management | Download (.xlsx, 11 KB) |
| OSHA rule-to-activity matrix | Nine shutdown activities mapped to the OSHA rules, with columns for site procedure and status. | Osha rules plant shutdown | Download (.xlsx, 8 KB) |
| Isolation method and proving checklist (HSG253) | The three isolation categories, proving checks and a log of the isolation chosen for each job. | Uk eu plant shutdown | Download (.xlsx, 11 KB) |
| Written scheme of examination tracker | Pressure systems with maximum intervals, last examination and next due, flagged against the next shutdown. | Pssr uk pressure systems | Download (.xlsx, 13 KB) |
| Refueling outage scope tracker | Scope by category, a discovery work log and planned against actual days. | Nuclear refueling outage planning | Download (.xlsx, 13 KB) |
| Sourced glossary | The 49 sourced terms in a filterable table. | Shutdown turnaround glossary | Download (.xlsx, 11 KB) |
| Digital shutdown self-check | Score the six digitization steps and find the first gap. | Digital transformation in shutdown | Download (.xlsx, 7 KB) |
| Shutdown program ROI workbook | Benefit, net benefit, ROI and payback from your own figures. | Roi measurement for shutdown | Download (.xlsx, 7 KB) |
| SAP PM shutdown preparation and data exchange | A preparation checklist for SAP PM and a worksheet for the data agreed between SAP and the shutdown plan. | Sap pm shutdown planning | Download (.xlsx, 16 KB) |
| SAP reservation and purchase requisition tracker | Shutdown parts from order component to reservation or requisition, PO and goods receipt, with short-part flags. | Sap mm shutdown materials | Download (.xlsx, 33 KB) |
| Maintenance history extraction and data map | Decisions, SAP object map and validation checks for keeping maintenance history through an S/4HANA move. | Sap s4hana migration maintenance | Download (.xlsx, 10 KB) |
| Sugar mill off-season plan | A window calculator, a job list by mill section, a statutory tracker and pre-season trial checks. | Sugar mill off season | Download (.xlsx, 15 KB) |
| Planned versus actual review workbook | Planned and actual days and hours by package, scope changes after the freeze and the review measures. | Shutdown case study planned | Download (.xlsx, 14 KB) |
Like the templates above, they use no macros, show their formulas and ask for no sign-up. Industry checklists carry the same items and sources as the industry guide, with owner, evidence and status columns added.
Close-out
What goes into a shutdown close-out report?
A shutdown close-out report records planned against actual schedule, cost and scope, the safety and quality record, deferred work, lessons and the actions that go back into the plans; there is no separate close-out template here yet, and the lessons template is on the lessons learned guide.
See the lessons learned guide for the entry template and review agendas, and the KPI guide for the measures.
Visuals
Save the template charts
Two charts to share with your team. Click either for the full-size image.
FAQ
Frequently asked questions
Is there a free Excel template for shutdown planning?
Yes. This page offers ten free Excel templates with no macros and no sign-up.
Do the templates need macros?
No. They use formulas you can read, data validation lists and conditional formatting.
What columns should a shutdown work list have?
ID and tag, description, source, statutory basis, trade, crew and hours, duration and predecessors, permits, materials status, work package, status and owner.
What is a scope freeze register?
A record of the frozen scope and every change request after it, with the decision and the approver.
How do I build a shutdown schedule in Excel?
List tasks with a start day and duration; the Gantt template draws the bars. For the critical path use the free Excel to Gantt tool.
Are the templates legal or safety advice?
No. The restart checklist and the India format cite the rules they come from, are best effort and are not legal advice.
Can I use them in my company?
Yes. Keep the MaintWiz credit line if you share a file.
Are the sample rows real?
No. They are invented and labeled illustrative.
Sources
Sources
- US Department of Health and Human Services, Earned Value Management, Appendix D: Glossary of Terms
- OSHA, 29 CFR 1910.119, Process safety management of highly hazardous chemicals
- UK Health and Safety Executive, Written schemes of examination (INDG178, rev 2, 2012)
- US Government Accountability Office, GAO Schedule Assessment Guide: Best Practices for Project Schedules (GAO-16-89G, December 2015)
Move your shutdown plan out of spreadsheets
Book a demo and bring the spreadsheet you use today. We will show how the module covers the same ground.