PowerPoint Presentation
tools to manage Scope, Time and cost in aN EPC contractMimoune
[email protected]://www.plannertuts.com/author/minoune-djouallah/
The PurposeThe 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 ApproachThe 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.
The interfacesWBS : 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 and WorkpackageSteps is further detail of Task_code to
basic activitiesWBS
Level 1 & 2L1 : the project.L2 : Phase (General,
Engineering, Procurement, Construction, Precommissioning,
Commissioning, Start-up, Handover.
Level 3 : General L4 : Milestones, ManagementL5 : - Milestones
are split between contractual Milestones and Project Milestones. -
Management is split between the different Department output for the
project. Level 3 : EngineeringL4 : Disciplines L5 : Work Packages
Level 3 : ProcurementL4 : Subcontract, Long lead items, Disciplines
( auxiliary, Civil ) and Bulk Materials.L5 : Work Packages ( group
of equipment)Level 3: ConstructionL4 : Zone L5 : AreaL6 : Work
PackagesLevel 3: Precom, CommissioningL4 : systems ToolsSCOPE:
provide The whole scope of work(EPC), including manhours and
quantitiesSchedule: Time Management ( Planning software) PRT :
Progress reporting and tracking, excel tool to managed update
progress and reportingTime_Sheet: The manhours spent in
Construction.Job Card : detailed Progress report at level 5DPR :
Document Progress Register.PSR : Procurement status report.Cost :
Cost Control is managed by Separate tool.
Task_CodeTask_CodeDesciplineTask ClassUnique
identifierLevelL1L2L3XXXXXXXXXXXXExampleCV1020CV1020CivilConcrete
WorksFoundation Civil WorksCV1060CV1060CivilConcrete WorksPipe
support Civil WorksTask_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.
SCOPESCOPE 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
SCOPE Flow ChartSCOPE_IDSCOPE ( Budget manhours, Quantities,
weightage to the client as by the contract revenue)Construction
ITEM ListDocument Progress RegisterProcurement Status
ReportSCOPE_IDSCOPE_IDConstruction Productivity databaseMaster
Schedule Level 4SCOPE_IDContract Value15PRTThe 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.
PRT ( Progress Reporting and Tracking) Flow ChartPRT (Progress
Reporting and Tracking)Weekly Planning software (Weekly, Or
Monthly)Progress reportS CurveInvoiceSCOPE_IDTime
sheetProductivityInternal Report Cost Dates by CBSWBSJob
CardProcurement registerEngineering Register17Planning
softwarePlanning 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_IDThe 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 !!!!!
Time SheetFor 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.
CostCost 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.
The Weight FactorEngineering and construction the budget is in
manhours.Procurement the budget is the cost.The revenue Factor
Revenue = Budget X FactorThe overall Progress (EPC) is based on the
contract Value.Reporting FormatThe Primary Progress reports for the
client are based on the WBS.For different audience, there is a
different reports.By Contractor.By discipline.By Work PackageBy
systems.
Effective reporting Separate datasets from the reports.Never
Hard Code a reportUnderstand 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.
Change ManagementTwo 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 data from
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 LISTPS :I
added a new Excel file Project dashboard, it is much easier to use,
and all the calculation are automated
