Capital Project Cost Reporting

Project Goals

• Documentation of project approval• Approval path based on reporting structure and

individual approval limits• POs against an overspent project to be stopped• Detailed comparisons of approved AFE budget and

cost breakdown• Reporting on project spending

Project Goals (cont)

• Reporting of internal maintenance labor by project• Process to capture and approve project scope

changes– Allows for easy tracking of scope changes– Allows for incremental approvals of project costs

• Document the date project is closed• Single system solution

Description Budget Costs Costs @ Comp AFE Budget

           

Engineering          

           

Conceptual Engineering $ 441,500 $ 424,360   $ 424,360 $ (17,140)

Detailed Engineering $ 1,025,643 $ 1,138,684   $ 1,138,684 $ 113,041

Engineering Support   $ 52,879   $ 58,879 $ 58,879

        .  

Total Engineering $ 1,467,143 $ 1,615,923 $ - $ 1,621,923 $ 154,780

           

Procurement          

Major Equipment $ 1,100,000 $ 930,108 $ 2,300 $ 932,408 $ (167,592)

PO-Vessel Peterson         

PO - Exchanger          

Misc Equipment (filters, specialty valves etc.          

Structural Steel & Foundation Material   $ 27,988 $ - 27,988 $ 27,988

PO - Structure         

PO- Pipe Supports         

Piping Material $ 338,034 $ 209,281 $ - $ 209,281 $ (128,753)

Instrument Material   $ 34,155 $ - $ 35,863 $ 35,863

Electrical /Instrumentation Material   $ 7,486 $ - $ 7,486 $ 7,486

Insulation/Paint          

Catalyst/Chemicals          

Spare Parts/Critical Spares          

Stores Materials   $ 8,443 $ - 8,865 $ 8,865

Rentals   $ 1,659 $ 2,500 $ 4,159 $ 4,159

Total Equipment & Materials $ 1,438,034 $ 1,219,120 $ 4,800 $ 1,226,050 $ (211,984)

           

Construction          

Civil / Underground         $ -

Structural Steel         $ -

Mechanical $ 2,390,580 $ 1,393,019 $ 1,843,499 $ 3,236,518 $ 845,938

Piping Contractor         

Pump Installation Contractor         

Insulation /Painting         $ -

Electrical/Instrumentation          

Electrical Contractor A         

Construction Support   $ 24,868 $ 10,000 $ 41,842 $ 41,842

Total Construction $ 2,390,580 $ 32,482 $ 1,853,499 $ 3,278,360 $ 887,780

PR and WO Mods

• An ‘AFE #’ field was added to both the PRs and the WOs in Maximo.– The AFE # has been programmed to carry forward to the PO and the

invoice as they are created

• PRs with an AFE # are only approved by the project owner– Encourage users to tie PR/PO cost to AFE– Eliminate redundant approvals

• When a project work request is rolled to a WO the AFE # is added by the scheduler– Finance reviews all new WOs to assure AFE # are being added

correctly

Project Reporting

• Monthly Management Review– Sub set of all ongoing projects – Project owners are required to go over the Maximo generated spending

reports– Report tracks both actual spending and committed cost

• Before a project can be closed all POs and WOs must be closed. – Requires owner to assure POs have been invoiced and labor has been

charged to the WOs

• Maximo will not allow a PO to be approved if the AFE is over spent– Controlled by workflow at time of PO approval

• Tax department is using the Maximo generated spending reports for multiple tax fillings

Change in Project Scope

• Project scope and price increases must be communicated to and approved by management.– The AFE revision is added to the approved spending and the new total

amount is used to determine the approval path. i.e. If the revised project total breaks the $1 million level it will go to the next management level for approval.

– Multiple revisions can be done • Allows the AFE to be generated when long lead time items are ordered• AFE is then revised to meet project milestones

AFE General Info Screen

AFE Automation ScriptsScript Name Launch Point Code

BWO_AFE_GRAND_TOTALS

Update of BWO_AFE or Action assigned to AFE revision workflow

Calculates the totals for each cost breakdown category

Show in system

BWO_AFEREV_CREATE

Update of BWO_AFEREV

mbo.setValue("AFEREV",mbo.getThisMboSet().max("AFEREV") + 1,2);

AFE_REV_TOTAL_COST

Update of BWO_AFEREV

Calculates the totals for each cost breakdown category for revisions only

Show in system

MOC EscalationsEscalation ID Description Condition

BWO_AFE_TOT Notifies the AFE originator that PO’s have comsumed at least 95% of the AFE approved spending

:BWO_AFE_2_AFE_SUMMARY.afe_rev_po_commit_percent >= 95

BWO_AFEREV_WF Submits an AFE revision into workflow

status in ('NEW','WAPPR','REJECT') and submit = 1 and bwo_aferevid not in (SELECT OWNERID FROM WFASSIGNMENT WHERE ASSIGNSTATUS = 'ACTIVE' AND OWNERTABLE = 'BWO_AFEREV')

BWO_AFE_EX_ADM

Notifies the CEO executive assistant that an AFE is awaiting approval

status = 'WAPPR‘ and bwo_current_approver = 'CRYSTAL.MAGGELET'

AFE Reports

• AFE Related Records Report• AFE Summary• AFE Project Cost Breakdown