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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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