3 Key Reasons to Buy vs. Build Shutdown, Turnaround, and Outage (STO) Software

Managing Shutdown, Turnaround, and Outage (STO) processes is one of the most critical and complex challenges in heavy industry. With millions of dollars and countless hours on the line, efficient STO management can determine whether a project meets its budget and timeline—or spirals into costly delays. That’s why having the right software isn’t just helpful; it’s mission-critical. 

As companies grow and evolve, one question often arises: should they build their own STO software or buy an established solution? It’s a long-standing debate, but the answer becomes clear when managing these high-stakes projects. High-quality STO management software must deliver real-time information, scalability, and industry-specific expertise to ensure success.  

Let’s explore why buying is the smarter, more strategic choice. 

The Challenges of Building In-House Solutions 

The classic Burger King jingle famously encouraged customers to "have it your way," highlighting the appeal of personalization—a trend that now extends to all customer experiences. 

A Forbes survey found that 81% of customers prefer companies offering personalized experiences, and 70% value interactions where employees recognize them and understand their history with the company. 

It’s easy to see why companies might assume that building their own software is the best way to achieve this customization level. But here’s the catch: developing an in-house software solution is far more complex than assembling the perfect burger. 

Here are three reasons to buy vs. build: 

1. High initial costs and continuous maintenance 

Developing an in-house software solution is costly. Instead of focusing on growing sales, meeting customers, innovating, and other money-making tasks, your staff is focused on developing a solution. Software development may not be their expertise and minimizes staff value. 

While the solution is in development, the business doesn't have the software needed. So, you’re not gaining the benefits that the software will provide.  

Once the software has been built and you have the big kickoff, it’s time to high-five and reap the benefits. Well, sort of. Then, there’s maintenance and updates.  

Keeping software updated to meet evolving regulations is challenging. This level of compliance isn’t static—regulatory guidelines are subject to updates and clarifications over time. Software must be equipped to adapt quickly, integrate changes seamlessly, and provide the real-time data needed for accurate submissions.

Ultimately, this means working on your in-house software solution is never-ending.  

2. Real-time accuracy 

In addition to repairing or upgrading existing systems and equipment, the goal of a Shutdown, Turnaround, and Outage (STO) is to complete the process on schedule. Every day your facility remains offline beyond the planned timeline means lost revenue and reduced profitability, making timely execution critical. 

Staying on top of the day-to-day activities ensures progress meets expectations. Without real-time accuracy of work status, inefficiencies and overbilling are likely. Real-time tracking enables timely course corrections, avoiding compounding issues. 

Consider this scenario: A Maintenance Manager overseeing a $1 million STO project. Six months after project completion, a $200,000 invoice surfaced unexpectedly. Despite his diligence, the maintenance manager had no idea about the invoice.     

This highlights the critical need for real-time accuracy in any STO management solution—a feature that is notoriously difficult to develop in-house. 

STO management software can be an invaluable tool. However, its value is diminished if it cannot seamlessly integrate with broader enterprise resource planning (ERP) systems. 

When fully integrated, the data generated by STO software can influence multiple facets of business operations, driving efficiency and insight across the organization. Without integration, transferring data between systems becomes a time-consuming process. Adding manual steps not only slows operations but also increases the risk of errors or missed tasks. 

Integration isn’t just a benefit—it’s a necessity. This requirement further complicates the development of an effective in-house solution. 

The Benefits of Buying STO Software 

Buying software is easier. How? 

Buying STO software allows your team to focus on their expertise while leaving the heavy lifting of software development to professionals. 

Your business can reap the benefits more quickly quicker when you buy as compared to developing the technology in-house. You have a ready-to-deploy solution for STO management that eliminates the hassle of building from scratch.  

myTrack, from Management Controls, the established leader in contractor data management software technology and services, is the premier STO management software. It ensures accurate labor, equipment, and material costs by automating compliance to unique contract terms, eliminating compliance risks and overbilling. 

Trusted by large producers across multiple industries, myTrack gives companies unparalleled transparency and control over their contractors' daily productivity and costs. This powerful insight enables more informed decisions, leading to enhanced budget utilization and more effective resource allocation. 

After the mishap with the late invoice, the Maintenance Manager began using myTrack. It provided 95% cost accuracy for reporting. Plus, outstanding liabilities were always accounted for and visible, eliminating late invoicing after turnaround projects were closed. 

“myTrack gave me the controls and abilities to gauge spend. Because it can forecast spend, I saw how much I was spending, and my confidence about spend went up immensely,” he said. 

myTrack also seamlessly integrates with your ERP.  By syncing with your ERP system in real-time, you have timely financial oversight and avoid invoice surprises. There’s no more overbilling. All vendor contracts and conditions are enforced in real-time. 

3 Key Features and Benefits of myTrack  

As the contractor data management software leader, MCi has worked with industry leaders to digitize the software functions that matter most in preparing and executing an STO. 

Check out these three myTrack features and how they can help your business deliver a successful STO. 

The duration and cost of an STO vary. Yet, the need to complete them on time is constant. myTrack provides live data on workforce management and equipment usage. The data helps management ensure plans are enacted as envisioned. If the plans are not being followed, the management team can quickly step in. Quick course corrections can keep an STO on budget and on schedule, minimizing disruptions. 

On the Maintenance Manager’s first STO project, he was 10-15% over budget, yet he received no feedback about the spending. He speculates that he would not have heard about it at all if the late invoice had not shown up. 

In other words, the company accepted the issue. Why? They were operating without effective cost controls and realized this meant there was little they could do to handle the problem. 

myTrack allows the STO team to have real-time spend tracking which helps them avoid going over budget. The software automates invoicing and spending reporting, ensuring transparency and zero audit findings. Case in point: a leading Steel Company saved 5-8% on labor and 18% on equipment with the software. 

Gain control over costs, forecast future expenditures, and keep your STO projects on budget.  

Employee safety is the number one priority on STO projects. Management must do everything they can to maintain a safe working environment. That starts with ensuring compliance with regulations. 

The rush to complete the job and the shortage of skilled labor is a recipe for overworking the staff.  

“13% of workplace injuries can be attributed to fatigue,” according to the National Safety Council. That number is surely higher for employees who are part of an STO, which can be dangerous environments (unlike a desk job).  

myTrack enhances safety and accountability by proactively monitoring compliance with safety guidelines, such as fatigue thresholds and crew supervision ratios. The platform automatically alerts management before guidelines are exceeded and provides real-time visibility into who is onsite. This reduces the risk of accidents, supports procedural compliance, and ensures a safer, more productive workforce. Employees are more likely to adhere to procedures when they know safety measures are actively monitored. 

The software also helps your business comply with regulations such as the Inflation Reduction Act’s prevailing wage and apprenticeship. Easy access to the data makes proving compliance simple. 

Future-Proof Your STO Management 

While personalization is appealing, building your own solution is not always the most effective way to achieve it. STO management software myTrack gives your business the best of both worlds. You get a solution that works for you without having to spend loads of money on development while your business is losing out on the benefits.  

The real-time visibility, cost-saving, compliance assistance, scalability, and seamless integration with ERP make myTrack a valuable tool for your organization. 

Request a demo and learn how myTrack can transform your STO management processes, keep the project on time and on budget, and improve safety