Integrated Calendar Planning for the Oil Product Supply Chain

IndustrialTech

UX/UI

Automation

For whom

Gazprom Neft is one of the largest and most efficient players in the Russian oil industry. The company actively invests in digital transformation and automation of key business processes, including complex production and logistics chains.

Problem

Before the project launched, several issues were slowing down planning processes:
‍

No unified visualization or digital representation of the entire supply chain
Difficult synchronization between departments with different data formats and cadences
Insufficient transparency across adjacent departments
Long and labor-intensive approval process for oil product allocation

Goal

Design and implement a unified digital calendar planning system that provides:
‍

Transparency across the entire supply chain
Fast, aligned, data-driven decision-making
Integration with an AI model for scenario optimization
Shorter IKP preparation and approval cycles

Key Tasks

📊 Analyze each department's work and areas of responsibility
📈 Define and refine key performance metrics
⚙️ Integrate AI to generate and evaluate alternative scenarios

🧩 Find and remove pain points in communication and process flow
🧠 Design a digital workflow with clear visualization and action scenarios

Approach

The work was based on a design thinking approach and deep immersion into the business:
‍

Communication and alignment:
‍

Initial strategy sessions with key stakeholders
Joint mapping of current processes and pain points
Capturing expectations and formalizing EOL goals (Unified Operational Logistician)

Deep research:
‍

20+ interviews with representatives of all departments
Analysis of interactions and critical process nodes
Identification of dependency on human factors and fragmented software

Creating a new model:
‍

A new digital IKP model was proposed at the key all-hands meeting
The model covered roles, dependencies, scenarios, visualization, and automation
MVP development began with UX prototypes, usability testing, and iterative refinement

UX/UI Design and Solution

Together with product and expert teams, we designed comprehensive interfaces with functionality for all key roles:
‍

Input and validation of source data
Synchronization between participants
Launch of the AI scenario-optimization model
Comparison of alternative scenarios with the current plan
Final approval by the EOL
Unified status and key metrics screen

Each user scenario was tested in Figma prototypes and adapted for real users, balancing user needs with realistic development timelines. Work ran in parallel streams to accelerate delivery, from UX/UI to model automation.

Implementation and Development

After the hypotheses were confirmed at the MVP stage, the project continued:
‍

The workflow was fully implemented over 4 supersprints of 3 months each
The AI model was developed and optimized iteratively, with a focus on quality and speed
New departments were connected and the solution scaled across the supply chain

Results

Business impact:

99.5%

Plan achievement
accuracy

Increased transparency and trust between departments

Improved quality of management decisions

Process impact:

🚀

Integrated calendar plan
preparation

from 5 days
to 2 hours

✅

Integrated calendar plan approval

from 10-14 days
to 2 days

🎯

Enabled the ability

to adjust IKP flexibly and quickly

when changes occur

Conclusion

IKP became an important step toward a transparent, automated, and efficient planning system for a major oil company. With deep analytics, strong UX, and an AI model, the product connected business and technology in a practical, useful digital solution.