The purpose of this presentation is the description of the process for Project Controls (covering engineering, procurement and construction) for the execution small size projects The tools are developed as database systems, with a clear separation between datasets and reports. Excel was used for simplicity, but for more data integrity it is advisable to use RDMS ( Like MS Access )
The approach used in this presentation : There is no real time integration or one system to manage the different process. instead every process is managed using a separate tool, the integration is done using well defined interface. The data generated from different process is integrated in one place to generate Reports, curves, and dashboards. All the stakeholder must agree before the start of the project on the interfaces and the level of the details and integration between the different process.
WBS : Work Breakdown structure. CBS : Cost Breakdown structure. AREA : a geographic division of the plant. Workpackage is a group of deliverables. - Construction: Group of items ( building, piperack). - Engineering : Group of drawing. - Procurement : Group of equipment, material etc. Task_Code is a standard activity with efficiency and physical quantity SCOPE_ID is the business rule primary key It is a concatenation of Area, Task_Code andWorkpackage Steps is further detail of Task_code to basic activities
L1 : the project. L2 : Phase (General, Engineering, Procurement, Constructi on, Precommissioning, Commissioning, Start- up, Handover.
L4 : Milestones, Management L5 : - Milestones are split between contractualMilestones and Project Milestones. - Management is split between the differentDepartment output for the project.
SCOPE: provide The whole scope of work(EPC), including manhours and quantities Schedule: Time Management ( Planning software) PRT : Progress reporting and tracking, excel tool to managed update progress and reporting Time_Sheet: The manhours spent in Construction. Job Card : detailed Progress report at level 5 DPR : Document Progress Register. PSR : Procurement status report. Cost : Cost Control is managed by Separate tool.
Task_Code : is a unique six digit Code. It is the concatenation of Discipline, Task Class and a unique identifier The efficiency per Task_Code is a based on a historical data of the company. Task_Code Descipline Task Class Unique identifier Level L1 L2 L3 XXXXXX XX XX XX Example CV1020 CV 10 20 Civil Concrete Works Foundation Civil Works CV1060 CV 10 60 Civil Concrete Works Pipe support Civil Works
SCOPE is a live List incorporating all new update to the scope of works (EPC). The integration between the planning software and SCOPE is using SCOPE_ID. When there is a significant change in Scope of Work, the Planning software is update from SCOPE
Document Procurement Construction Progress Status Report ITEM List Register SCOPE_IDSCOPE_ID Construction SCOPE_ID Productivity database SCOPE ( Budget manhours, Quantities, weightage to Contract the client as by the contract revenue) Value SCOPE_ID Master Schedule Level 4
The data in the PRT is mapped at the activity level in The Planning software, basically it is the same schedule but handled in a separate spreadsheet. It is easier to record period performance in excel then in a planning software. Anyone with basic Excel skills, can update the progress and produce reports without the need to operate a Planning software.
Planning software (Weekly, Or Monthly) SCOPE_ID Job CardTime PRT (Progress Reporting and Tracking) Procurementsheet Weekly register Engineering Register WBS Dates by CBS Invoice Productivity S Progress Cost Internal Report Curve report
Planning software is used only to manage time, by using the CPM calculation. In the initial baseline, load the physical quantities to level your production output. A hammock can be used to split an Activity assigned to SCOPE_ID The Frequency of updating the schedule, depend if you want to generate a Forecast curve, Weekly or Monthly. The actual start, actual finish ( the facts) are imported from PRT. There is no magic formula to generate remaining duration, talk to the guy doing the work, he is the best one to provide this information. After scheduling, the new forecast dates are exported to PRT, to generate the forecast data. Any planning tool can be used (MS Project, Primavera, etc). Never Ever input dates directly in Excel !!!!!
For the sake of simplification the spent hours in the site will be recorded only by subcontractor, but in order to have a more accurate Productivity analysis, the hours should be at least recorded at the Subcontractor/ discipline level. The data is recorded in a daily basis, the productivity factor in a weekly basis. The time sheet records the roles by direct and indirect.
Cost control is a separate process. The cost breakdown structure is implemented using the activity codes in the planning software. The spread of cost by cost account is done using the dates from the schedule. PRT generate progress report by CBS, it should be considered as an approximation, as progress based on cost weight and revenue weight are little bit different. It is important to avoid the use the “best guess method” in distributing cost data. The more CBS is detailed the more the distribution is accurate.
Engineering and construction the budget is in manhours. Procurement the budget is the cost. The revenue Factor Revenue = Budget X Factor The overall Progress (EPC) is based on the contract Value.
The Primary Progress reports for the client are based on the WBS. For different audience, there is a different reports.1. By Contractor.2. By discipline.3. By Work Package4. By systems.
Separate datasets from the reports. Never Hard Code a report Understand your Primary key. Use codes, standardize your codifications. Always prepare and generate data as database. Pivot table in Excel is very powerful reporting utility. Automatize your workflow, manual data entry is a waste of time. Use both WBS and activity codes for maximum flexibility in reporting.
Two Approaches1- Keep two revision of PRT. Stable Revision issued to the client, the budget is frozen. An internal live revision incorporating the latest changes from SCOPE.2- update the current schedule with the latest datafrom SCOPE ( without adding weightage) The period performance ( % complete) does not change, as it is calculated in the JOB CARD using always the latest update from Construction ITEM LIST