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P6 as Cost Management System
Prepared by:Patrick O’ConnellProject Control Group LeadGeorgia Transmission Corporation
Budgeting and Integrating Costs Into P6 From Finance System
Session ID#: 15459
Georgia Transmission Corporation
■ GTC - owned by 39 Electric Membership Cooperatives (EMCs) in Georgia
■ Build, operate and maintain Transmission Lines and Substations ▪ Not only for the EMC’s but also for the ITS▪ ITS – shared transmission system in Georgia with 4 members:
GTC, GPC, MEAG and Dalton▪ That means we have access to any Station or Line▪ Very good reliability for our members
Project Teams
■ How we do it:▪ We are a matrix organization
— PM Group
— Functional Managers supplying team members
▪ Divided into Project Teams— North, South and Bulk teams
— Some resources hard matrixed to a team
— Others assigned based on availability
▪ Project Reporting (PR) supports not only the Project Managers but also Planning, Environmental, Land Acquisition, Design, Construction and Maintenance
▪ PR also works with Accounting, Finance and IT and almost everyone else including HR and others
Project Control Specialists
■ Assigned to a SS and TL Project Manager■ Estimate, Maintain and Closeout
▪ Approximately 400 - 450 active projects▪ 100 mile Transmission lines to small substation modifications▪ Schedule updates semi-monthly▪ Responding to schedule and cost variance reports for EMC, ITS
and BOD▪ Responding to PM, timesheet users, functional managers
Capital Projects - Projects in Primavera
■ All capital projects and some others for timesheet users■ Schedules created from standard templates
▪ Provide standard lead times for common projects▪ Proper coding for time, contracting and invoices
■ Resource loaded▪ Timesheet users may be assigned in template or
— Assigned by their matrix assignment or
— Assigned by department
▪ Expense codes for payments— Consistent across all projects
■ Project schedule has all cost – BAC, AC, ETC, EAC■ One Stop Shop (almost)
Primavera Tools
■ Client▪ Power users
■ Timesheets▪ Time entry and status activities▪ Time entry only▪ Status activities only
■ Web Access▪ Admin users▪ Function Managers▪ Project Managers
Primavera Supplemented by:
■ MS Access / SQL Server▪ Standardized and ad-hoc queries▪ Backbone for reporting
■ Excel▪ Daily Digest▪ Waterfalls for FM and PM
■ Business Objects▪ Cost reporting from Lawson (accounting)▪ Contract reporting▪ Validation of cost load
■ TPOP ▪ Planning Dept legacy web tool, where projects start
Primavera Output from a Program Perspective■ Prepared from Primavera
▪ Annual Budget for Capital Projects— Major Expenditures
— Workforce planning
▪ Capital Projections— Major Expenditures
— Variance Reporting
▪ Semi – monthly resource waterfalls— FM and group leads have ability to provide feedback
— Construction
— Other – Quality Assurance, As-Built Tracking, Performance reporting
Primavera Interfaces
■ Employee data from Lawson HR to Primavera resources— Contact info, payroll codes, etc
— Including contractors using the Timesheet tool
■ Primavera Project activity structure and resources to Lawson Activities
— Activity one to one
— Resources become sub accounts (expense codes)
■ Actual cost from Lawson GL to Primavera Activity / Resource■ TPOP to Primavera ■ Primavera to TPOP■ Timesheet to Lawson Payroll (ON DEMAND)
▪ By resource assignment
PrimaveraTimesheet
PrimaveraProjectManager
LawsonPayroll
IntelliPlant
Lawson G/L& Activity Ledger
LawsonRequisition
LawsonInventory
Project data
LawsonProcurement
LawsonAP
Contract Line Itemsby CU & Activity
IssuedMaterials
AllocatedMaterials
LawsonHR
JournalEntries
Invoices byCLI/CU/Activity
CompletedTimesheet
On de
man
d MsAccess v
oucher validation ag
ainst a
ctivity
data
Payroll Data
EmployeeData
WO Chargesby Activity
ProjectStatus &Man‐hours
TPOP
Primavera Web Access
Request AccountingProject Nbr
Built in PrimaveraFunctionality
Project Activity Structure
Capital Projects - Projects in Primavera
■ Schedules created from standard templates▪ Proper coding for time, contracting and invoices
■ Resource loaded▪ Cost Resources
— Assigned to LOE and WBS summary activities
— LOE allows us to stagger cost (we don’t accrue)
▪ Man-hours— Roles and hard assigned resources
— Standards and some with plugged hours
Capital Projects - Projects in Primavera
■ Schedules created from standard templates▪ Proper coding for time, contracting and invoices
■ Matrix for all departments▪ Contracts
— Construction, survey, environmental consulting all use the correct activity ids
▪ Payments— Voucher validation using the P6 database
– Payments from invoices matched against resource assignments– Contractors using timesheets– Import files for AP after signature
Primavera Reports
■ We generate from the client first then go to other tools as needed (which is a lot)▪ Estimates▪ Current Cost / Man-hour Status▪ Scope Changes▪ Closeouts
■ Publish▪ Activity Layouts – somewhat of a savior▪ Project Websites – very painful (for my coop)
■ Data – for the web▪ Think of P6 Web as a reporting tool for the PM
Client Demo
■ EPS / Projects – cost roll up■ Activities
▪ Show Admin Hammock▪ Show LOW / WBS
■ Resource Assignments▪ Estimate▪ Closeout
■ Reports – Closeout ■ Globals
▪ Save RPE▪ Save Scope Change▪ Closeout Fill in the blanks
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