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Mimoune djouallah
                       mimoune.djouallah@gmail.com
http://www.plannertuts.com/author/minoune-djouallah/
   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 and
Workpackage
 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 contractual
Milestones and Project Milestones.
   - Management is split between the different
Department output for the project.
   L4 : Disciplines
   L5 : Work Packages
   L4 : Subcontract, Long lead items, Disciplines (
    auxiliary, Civil ) and Bulk Materials.
   L5 : Work Packages ( group of equipment)
   L4 : Zone
   L5 : Area
   L6 : Work Packages
   L4 : systems
   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_ID



SCOPE_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 Card
Time               PRT (Progress Reporting and Tracking)                             Procurement
sheet                                   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 Package
4.    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 Approaches
1- 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 LIST

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00 project control tools

  • 1. Mimoune djouallah mimoune.djouallah@gmail.com http://www.plannertuts.com/author/minoune-djouallah/
  • 2. 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 )
  • 3. 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.
  • 4.  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 and Workpackage  Steps is further detail of Task_code to basic activities
  • 5.
  • 6. L1 : the project.  L2 : Phase (General, Engineering, Procurement, Constructi on, Precommissioning, Commissioning, Start- up, Handover.
  • 7.  L4 : Milestones, Management  L5 : - Milestones are split between contractual Milestones and Project Milestones. - Management is split between the different Department output for the project.
  • 8. L4 : Disciplines  L5 : Work Packages
  • 9. L4 : Subcontract, Long lead items, Disciplines ( auxiliary, Civil ) and Bulk Materials.  L5 : Work Packages ( group of equipment)
  • 10. L4 : Zone  L5 : Area  L6 : Work Packages
  • 11. L4 : systems
  • 12. 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.
  • 13. 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
  • 14. 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
  • 15. Document Procurement Construction Progress Status Report ITEM List Register SCOPE_ID SCOPE_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
  • 16. 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.
  • 17. Planning software (Weekly, Or Monthly) SCOPE_ID Job Card Time PRT (Progress Reporting and Tracking) Procurement sheet Weekly register Engineering Register WBS Dates by CBS Invoice Productivity S Progress Cost Internal Report Curve report
  • 18. 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 !!!!!
  • 19. 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.
  • 20. 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.
  • 21. 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.
  • 22. 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 Package 4. By systems.
  • 23. 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.
  • 24.  Two Approaches 1- 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 LIST