Excutive insights - Ian Robertson
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Slides from the 'Executive insights - Ian Robertson' presentation at Synergy2014 conference.
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Excutive insights - Ian Robertson
- 1. “CONNECTING THE DOTS” Ian Robertson JBA urban development services IMPROVED CASH-FLOW THROUGH PIPELINE & CAPACITY MANAGEMENT
- 2. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 3. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 4. WHO HAS DONE THEIR TIMESHEET? Missing Hours Report Staff Office Name Staff Name Total Hours Leave Hours Approvals Bobby 8.50 0.00 Research & Advice Cindy 6.50 0.00 Urban Design Marcia 0.00 0.00 Communications Greg 0.25 0.00 Strategic Planning Peter 7.50 0.00 Approvals Jan 6.25 0.00
- 5. WHO HASN’T? Missing Hours Report Staff Office Name Staff Name Total Hours Leave Hours Approvals Bobby 8.50 0.00 Research & Advice Cindy 6.50 0.00 Urban Design Marcia 0.00 0.00 Communications Greg 0.25 0.00 Strategic Planning Peter 7.50 0.00 Approvals Jan 6.25 0.00
- 6. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 7. HOW BUSY ARE WE? Staff office name Staff name Total hours Leave hours Utilised hours Non utilised hours Total hours target Missing hours Approvals Bobby 42.75 0 22.25 2.5 40 -2.75 Research & Advice Cindy 47 0 25.75 21.25 40 -7 Urban Design Marcia 0 0 0 0 40 40 Communications Greg 37.5 0 27 10.5 38 0.5 Strategic Planning Peter 38 0 16.25 21.75 38 0 Approvals Jan 38 0 32 6 38 0 203.25 0 123.25 80 234 30.75
- 8. HOW PRODUCTIVE ARE WE? Staff office name Staff name Billable hours target Billable hours target adjusted for leave % Billable achieved Productivity target Productivity achieved Available hours Approvals Bobby 16.00 16.00 142% 40% 56% 40 Research & Advice Cindy 28.00 28.00 92% 70% 64% 40 Urban Design Marcia 24.00 24.00 0% 60% 0% 40 Communications Greg 31.00 31.00 87% 82% 71% 38 Strategic Planning Peter 31.00 31.00 52% 82% 43% 38 Approvals Jan 31.00 31.00 103% 82% 84% 38 161.00 161.00 61% 69% 53% 234
- 9. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 10. WHAT WORK IS COMING UP? Project # Reference name Project status Project office name Manager Sub project fee type Sub project fee ($) 14001 Stage 1 DA Proposal Approvals Bobby Fixed Fee $2500.00 14002 Preparation of SEE Proposal Approvals Bobby Fixed Fee $2500.00 14003 DA for Warehouse Proposal Approvals Bobby Fixed Fee $2500.00 14004 Planning Advice Active Research & Advice Cindy Fixed Fee $6000.00 14005 Community Engagement Proposal Communications Greg Fixed Fee $3500.00 14006 Planning Proposal Active Strategic Planning Peter Fixed Fee $500.00 14007 UAP study Proposal Strategic Planning Peter Fixed Fee $5000.00 $27,000.00
- 11. WHAT WORK IS COMING UP? Project # Reference Name Project Status Project Office Name Manager Sub Project Fee Type Sub Project Fee ($) 14001 Stage 1 DA Proposal Approvals Bobby Fixed Fee $2500.00 14002 Preparation of SEE Proposal Approvals Bobby Fixed Fee $2500.00 14003 DA for Warehouse Proposal Approvals Bobby Fixed Fee $2500.00 14004 Planning Advice Active Research & Advice Cindy Fixed Fee $6000.00 14005 Community Engagement Proposal Communications Greg Fixed Fee $3500.00 14006 Planning Proposal Active Strategic Planning Peter Fixed Fee $500.00 14007 UAP study Proposal Strategic Planning Peter Fixed Fee $5000.00 $27,000.00
- 12. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 13. WHERE HAVE WE GOT CAPACITY? Last week’s utilisation Week 1 Week 2 Outlook Bobby 142% Busy week 1 , potential capacity week 2 Cindy 92% Busy week 1 & 2 Marcia 0% Capacity week 1 & 2 Greg 87% Busy week 1 & 2 Peter 52% Busy week 1, infill week 2 Michael Oliver 103% Busy week 1, potential infill week 2
- 14. WHERE HAVE WE GOT CAPACITY? Last week’s utilisation Week 1 Week 2 Outlook Bobby 142% Busy week 1 , potential capacity week 2 Cindy 92% Busy week 1 & 2 Marcia 0% Capacity week 1 & 2 Greg 87% Busy week 1 & 2 Peter 52% Busy week 1, infill week 2 Michael Oliver 103% Busy week 1, potential infill week 2
- 15. WHERE HAVE WE GOT CAPACITY? Last week’s utilisation Week 1 Week 2 Outlook Bobby 142% Busy week 1 , potential capacity week 2 Cindy 92% Busy week 1 & 2 Marcia 0% Capacity week 1 & 2 Greg 87% Busy week 1 & 2 Peter 52% Busy week 1, infill week 2 Michael Oliver 103% Busy week 1, potential infill week 2
- 16. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 17. HOW ARE WE TRACKING ON JOBS? Project manager FF FPs Converted unbilled FF Opening WIP Pipeline Over budget Adjusted pipeline # Active projects # Proposals Bobby $7,500 $85,000 $22,000 $114,500 -$500 $114,000 9 3 Cindy $6,000 $7,000 $ - $13,000 $0 $13,000 5 1 Marcia $ - $30,000 $13,000 $43,000 -$2,500 $40,500 8 0 Greg $3,500 $22,000 $500 $26,000 -$200 $25,800 6 1 Peter $10,000 $3,500 $10,000 $10,000 1 2 Jan $ - $4,300 $750 $5,050 $0 $5,050 1 0 $27,000 $151,800 $26,250 $211,550 -$3,200 $208,350 30 7
- 18. HOW ARE WE TRACKING ON JOBS? Project manager FF FPs Converted unbilled FF Opening WIP Pipeline Over budget Adjusted pipeline # Active projects # Proposals Bobby $7,500 $85,000 $22,000 $114,500 -$500 $114,000 9 3 Cindy $6,000 $7,000 $ - $13,000 $0 $13,000 5 1 Marcia $ - $30,000 $13,000 $43,000 -$2,500 $40,500 8 0 Greg $3,500 $22,000 $500 $26,000 -$200 $25,800 6 1 Peter $10,000 $3,500 $10,000 $10,000 1 2 Jan $ - $4,300 $750 $5,050 $0 $5,050 1 0 $27,000 $151,800 $26,250 $211,550 -$3,200 $208,350 30 7
- 19. HOW ARE WE TRACKING ON JOBS? Project manager FF FPs Converted unbilled FF Opening WIP Pipeline Over budget Adjusted pipeline # Active projects # Proposals Bobby $7,500 $85,000 $22,000 $114,500 -$500 $114,000 9 3 Cindy $6,000 $7,000 $ - $13,000 $0 $13,000 5 1 Marcia $ - $30,000 $13,000 $43,000 -$2,500 $40,500 8 0 Greg $3,500 $22,000 $500 $26,000 -$200 $25,800 6 1 Peter $10,000 $3,500 $10,000 $10,000 1 2 Jan $ - $4,300 $750 $5,050 $0 $5,050 1 0 $27,000 $151,800 $26,250 $211,550 -$3,200 $208,350 30 7
- 20. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 22. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 23. WHAT CAN WE INVOICE? Manager Project # Project Reference Project status 0 to 30 days 31 to 60 Days 61 to 90 Days 90+ days Aged WIP Total Bobby 12700 Stage 1 DA Active $500.00 $0.00 $0.00 $0.00 $500.00 Bobby 13007 Part 5 EIS Active $2,000.00 $0.00 $0.00 $0.00 $2,000.00 Bobby 13009 DA – response to submissions Active $3,000.00 $0.00 $0.00 $0.00 $3,000.00 Bobby 13200 Ongoing Planning Advice Active $7,000.00 $0.00 $0.00 $0.00 $7,000.00 Bobby 13250 Independent Assessment Active $800.00 $0.00 $0.00 $0.00 $800.00 Bobby 13290 Planning Agreement Active $2,000.00 $0.00 $0.00 $0.00 $2,000.00 Bobby 13300 Rezoning Active $700.00 $2,000.00 $1,000.00 $0.00 $3,700.00 Bobby 13590 Medium Density DA Active $1000.00 $0.00 $0.00 $0.00 $1,000.00 Bobby 13400 Planning Proposal & Staged DA Active $2000.00 $0.00 $0.00 $0.00 $2000.00 $19,000.00 $2,000.00 $1,000.00 $0.00 $22,000.00
- 24. WHAT CAN WE INVOICE? Manager Project # Project reference Project status 0 to 30 days 31 to 60 Days 61 to 90 Days 90+ days Aged WIP total Bobby 12700 Stage 1 DA Active $500.00 $0.00 $0.00 $0.00 $500.00 Bobby 13007 Part 5 EIS Active $2,000.00 $0.00 $0.00 $0.00 $2,000.00 Bobby 13009 DA – response to submissions Active $3,000.00 $0.00 $0.00 $0.00 $3,000.00 Bobby 13200 Ongoing Planning Advice Active $7,000.00 $0.00 $0.00 $0.00 $7,000.00 Bobby 13250 Independent Assessment Active $800.00 $0.00 $0.00 $0.00 $800.00 Bobby 13290 Planning Agreement Active $2,000.00 $0.00 $0.00 $0.00 $2,000.00 Bobby 13300 Rezoning Active $700.00 $2,000.00 $1,000.00 $0.00 $3,700.00 Bobby 13590 Medium Density DA Active $1000.00 $0.00 $0.00 $0.00 $1,000.00 Bobby 13400 Planning Proposal & Staged DA Active $2000.00 $0.00 $0.00 $0.00 $2000.00 $19,000.00 $2,000.00 $1,000.00 $0.00 $22,000.00
- 25. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 26. WHO OWES US MONEY? Project manager Contact name Project Invoice # Invoice date Total 0 -30 31 -60 61 - 90 +91 Bobby DA Client Stage 1 DA 00103000 23/12/2013 $1,500.00 $0.00 $1,200.00 $0.00 $300.0 0 Bobby XYZ Pty Ltd Part 5 EIS 00103001 31/01/2014 $3,500.00 $3,500.00 $0.00 $0.00 $0.00 Bobby Corporate Client DA – response to submissions 00103002 26/11/2013 $800.00 $0.00 $0.00 $800.00 $0.00 Bobby Developer A Ongoing Planning Advice 00103003 29/11/2013 $5,000.00 $0.00 $0.00 $5,000.00 $0.00 Bobby Council Independent Assessment 00103004 24/12/2013 $1,100.00 $0.00 $1,100.00 $0.00 $0.00 Bobby Developer Z Planning Agreement 00103005 31/01/2014 $1,250.00 $1,250.00 $0.00 $0.00 $0.00 Bobby Council Rezoning 00103006 23/12/2013 $2,300.00 $0.00 $2,300.00 $0.00 $0.00 Bobby Medium Client Medium Density DA 00103007 31/01/2014 $500.00 $500.00 $0.00 $0.00 $0.00 Bobby Large Client Planning Proposal & Staged DA 00103008 31/01/2014 $2600.00 $2600.00 $0.00 $0.00 $0.00 $18,550.00 $7,850.00 $4,600.00 $5,800.00 $300.0 0
- 27. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 28. WHO OWES US MONEY? Project manager Contact name Project Invoice # Invoice Date Total 0 -30 31 -60 61 - 90 +91 Bobby DA Client Stage 1 DA 00103000 23/12/2013 $1,500.00 $0.00 $1,200.00 $0.00 $300.0 0 Bobby XYZ Pty Ltd Part 5 EIS 00103001 31/01/2014 $3,500.00 $3,500.00 $0.00 $0.00 $0.00 Bobby Corporate Client DA – response to submissions 00103002 26/11/2013 $800.00 $0.00 $0.00 $800.00 $0.00 Bobby Developer A Ongoing Planning Advice 00103003 29/11/2013 $5,000.00 $0.00 $0.00 $5,000.00 $0.00 Bobby Council Independent Assessment 00103004 24/12/2013 $1,100.00 $0.00 $1,100.00 $0.00 $0.00 Bobby Developer Z Planning Agreement 00103005 31/01/2014 $1,250.00 $1,250.00 $0.00 $0.00 $0.00 Bobby Council Rezoning 00103006 23/12/2013 $2,300.00 $0.00 $2,300.00 $0.00 $0.00 Bobby Medium Client Medium Density DA 00103007 31/01/2014 $500.00 $500.00 $0.00 $0.00 $0.00 Bobby Large Client Planning Proposal & Staged DA 00103008 31/01/2014 $2600.00 $2600.00 $0.00 $0.00 $0.00 $18,550.00 $7,850.00 $4,600.00 $5,800.00 $300.0 0
- 29. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 30. KEY POINTS Focus on the basics • Timesheets are up to date • What have we got in the Pipeline • What Capacity do we have in the business • Manage WIP – invoice fortnightly where possible. • Manage debtors – don’t wait till the invoice is overdue.
- 31. THE BUSINESS CYCLE Cash is king Who’s done what? How busy are we? What work is coming up? Where have we got capacity?How are we tracking on jobs? Allocate work What can we invoice – WIP? Who owes us money? Collect cash
- 32. THANK YOU
Editor's Notes
- Looks like most people are up-to-date
- Follow up with Marcia & Greg to get their timesheets done
- Busy week for Cindy - although only 54% productive.
- We are below our targeted productivity but some timesheets are still missing from Marcia which is distorting the figure. If we exclude Marcia, productivity is over 60%.
- New projects opened in last week. Bobby has three but still at proposal stage – no immediate need for resources.
- Cindy has one new project but it has gone straight to active. Will most likely need a resource straight away.
- Bobby has been really busy and looks like his workload will continue for another week or so. If any of his three proposals are accepted, we may need to look at reallocating a project to another project manager who has capacity.
- Cindy is also pretty busy and will likely need some assistance with the new project she has just won.
- Marcia hasn’t done her timesheets or let us know how busy she is so we will assume she has capacity to take on the new project Cindy has won.
- Bobby has a full pipeline of work with another three jobs pending.
- Cindy’s pipeline doesn’t match her forecast workload. We may not need to reallocate her new project. Check in with Cindy to see what is happening.
- Marcia looks like she is busy. So she may not have capacity to take on new job. Shame she didn’t fill in her timesheets as now she might find herself even busier!
- Checked in with Cindy & Marcia (by exception) Cindy does have capacity after all, one of her jobs in the pipeline has been delayed. Marcia has been so busy she hasn’t had time to fill in her timesheets, so we have asked the admin team to assist in getting her back up to date.
- Halfway through the month Bobby will get a copy of the WIP on each of his projects to see what can be invoiced.
- Re-zoning project WIP has been held back due to milestone requirement, but can now be invoiced. Interim invoices for Part 5 EIS and response to submissions and planning agreement can also be sent. Remainder will be invoiced at month end. Ongoing planning advice was identified previously as being over budget. Bobby will need to ask for variation now or potentially stop work.
- On alternate weeks to invoicing Bobby will receive a list of outstanding invoices. He will need to make calls to clients with invoices under 30 days to make sure they have received the invoice and sent to accounts for payment. Any issues with the invoice will be sorted out immediately.
- Friendly reminder call to clients whose invoices are over 30 days asking when we can expect payment and advising accounts. Overdue invoices >60 days, will be followed up as a matter of urgency. Potential issues are referred to accounts and may result in a letter of demand.