Project Controlswith Eco Sys EPC

Top Challenges to Effective Cost Controls
(and how to overcome them)

Javier Sloninsky Managing Director, EcoSys September 12, 2012
Copyright 2012 EcoSys Management LLC All Rights Reserved. Confidential and Proprietary Information.
Agenda
EcoSys Company Introduction Challenges and Obstacles
Rising to the Challenge:

Intro to EcoSys EPC Software Demonstration
Case Studies
Q&A
EcoSys Company Background

Founded in 2000 Enterprise Project Controls Software Experts
Designers & Developers of original Primavera P6 and EcoSys EPC
Professional Services
Enterprise Consulting Expertise: Project Portfolio & Cost Management Best Practices Global Primavera Implementation and Systems Integration Leader
250 Customers in Global 1000 and Public Sector
Representative Customers
Project Controls Challenges Size Accountability Pressure to deliver:

Faster Cheaper More
Keeping track What to measure Disparate sources of data Various levels of detail
Fundamental Cost Controls Questions
What is the current budget and forecast? How much has been spent? How much funding is available and how is it being used? How and why has my budget and forecast changed? How is the work package/project/portfolio trending? Where can we make improvements? How are project schedules impacting cost? Are we performing efficiently? Can we do better? What is the status of our commitments? What are the contractual, funding or payment rules?
Challenges for Cost Controls

Analyzing Budgets & Actuals Forecasting & Trending Change Management
2% 1%
Cost Analysts Spent 61% of Time on Wasteful Activities
6% 20%
Fixing Oracle Issues
Monitoring & Controlling Costs
30%
16%
12%
Manual Downloading
Correcting Labor Coding
13%
Collating Internal & External Reports
7
Challenges for Cost Controls

Cost Analyst Target Utilization Provides Much Greater Value Added
Troubleshooting
Running Reports
5%
5%
Forecasting & Trending
25%
65%
Analyzing Data
Obstacles to Effective Project Controls Poor Planning Manual Processes Information Silos/Lack of Integration One size fits all rigid systems and processes Insufficient Project Controls resources and knowledge Poor visibility and reporting Inability to act on the information
10
Project Controls Foundation
Measure
Project Performance
Project Controls
Forecast
Improve
11
Enterprise Planning & Controls Platform
Capital Planning Project Cost Controls
Core Solutions
Earned Value Management

Progress Measurement Estimating Resource Staffing Portfolio Management Shutdown, Turnaround, and Outage Management
12
Bridging Planning & Execution
13
Global Technology Partners

EcoSys EPC Certified to run seamlessly with SAP and Oracle:
Professional Partnerships with Global Tech Leaders:
14
Meeting Project Controls Challenges
15
Core Functionality
Planning & Controls
Best Practices for Planning, Controls, and Analysis Drilldown visibility Excel like ease of use
Integration
Accounting/ERP Project schedules
Reporting
Centralized data repository Built-in end user report builder
16
Web-based Platform
100% Web Based Scalable
Multi-User
Multi-Project Run from Browser
www
No Client Software to Install
17
Flexibility for Scale and Maturity
Examples: Powerful and rigorous project Integrate small projects and Cap controls maintenance work with Visibility into complex large projects into related portfolios projects and contracts Earned Value / ANSI 748 Complete resource picture
Large/ Mega
O&M
Address multiple maturity levels in one system
Small
Quick and Easy Planning and Control Processes o Budgeting, forecasting o Resource planning o EVM for the rest of us
18
Typical Integration Scenarios

Other Systems
Projects WBS/Activity Networks Actual Costs Timesheets Commitments
WBS & WBS Status Budget / Planned Costs
Integrated Earned Value Mgmt Consolidated Performance Reporting Budgets & Forecasts Commitments Change Management Data Transformations Historical Snapshots Transaction/Audit Repository
Projects/WBS Dates Resource-loading (units & costs) - Baseline - Current - Remaining Activities Resources Codes (activity, resource, project) Percent Complete
19
Software Demonstration
20
Navigation and Usability

Easy to use web spreadsheets and forms Tailor navigation, terminology Drilldown Role based Integrate views within EcoSys and other applications
Screen Layouts and Drilldown:

Dashboards Master/detail
Document Storage
21
OBS, WBS and CBS

Combine any WBS, OBS, and CBS elements together for Budgeting & Forecasting
OBS Project 100 WBS A WBS B OBS X OBS X1 OBS X2 OBS X3
Level 1
Level 2
WBS A1
WBS A2
WBS B1
CBS 1
CBS 10 CBS 11 CBS 20
e.g. 100.X.X1.B.B1.10.Civil
project obs wbs cbs resource
CBS-0
CBS 2
22
WBS and ABS
23
Planning Flexibility
Plan and manage all BS:
WBS,CBS,ABS, PBS, OBS, etc.

Plan and measure at relevant levels
24
Budgeting and Forecasting

Track unlimited versions (including what-if scenarios) Create standard budgeting and forecasting templates Auto forecast with unlimited EAC rules Time phasing Control changes through your change management process
25
Example Independent EACs
IEAC1, assumes future cost performance will be same as past performance IEAC2, assumes future cost performance will be influenced by 80% past cost and 20% past schedule performance IEAC3, assumes future cost performance will be influenced by the last 3 months cost performance IEAC4, assumes future cost performance will be influenced by past cost and schedule performance
26
Reporting
Full report builder Output tabular, graphical, Excel templates
Create linked, drilldown views

Automated, scheduled report batches
27
Comprehensive Multi-Currency
Truly Global More effective management of global project financials, such as hedging Support for advanced FX rate tables Ability to maintain actuals in native currency but report in specific currency Track currency fluctuation impact as project deviations
28
Case Study
29
Case Study Oil & Gas Marathon Petroleum

6 Refineries in US Challenges
Numerous home-grown systems, P6, Time & Attendance No Portfolio Management Tools Challenges with Data Integration and Analysis
Selected and Deployed EcoSys EPC to achieve these goals:

o o o o o o Single System for Portfolios, Project Controls, Shutdown & Turnaround Management P6 and ERP Integration Ease of Use High Performance on large datasets Flexibility of configuration and reporting to meet advanced best practices Rapid software implementation
30
Case Study Benefits for Turnaround:

Preserve daily history of earned value (S Curve data)
Define transformation rules in EcoSys (i.e. Craft ABC + Vendor 123 Indirect)
Implemented all Company TA KPIs Extensive performance reporting: direct/indirect, vendor, unit, craft, work order, phase Integrate Changes/Growth into Performance Baselines
Benefits for Portfolio/Project Cost:

Model funding and forecasting views
Match terminology
Automated integration
Case Study Functionality Highlights

Management of: Contingency/Drawdown Forecast Earned Expended Estimates
Daily/weekly time-phasing Daily integration with P6 for progress Daily integration with time & attendance/contractor billing
Capital Projects
Project Tracking/Review Screen: Project Info
33
Capital Projects
Project Tracking/Review Screen: Drill into Financial Detail
34
Capital Projects
Project Tracking/Review Screen: Enter current month status and see prior months status
35
Capital Projects
Project Request Form with Business Case
Click to collapse top view
Pick values from Picklists
36
Capital Projects
Decision Support Package Form, including Attachments
37
Capital Projects
Project Forecasting with Drilldown
38
Turnaround Projects
Data Conversion Rules for Turnaround: End users can maintain rules per project
39
Turnaround Projects
Graphical Performance Reports
40
Turnaround Projects
Graphical Performance Reports
41
Turnaround Projects
Automated Admin Batch functions: Baseline Updates & Conversion Rules
42
Lessons Learned
Established Standard Planning and Controls Process Enforced Process through Integrated Project Planning and Controls Software System Ensured Consistent Management Leadership and Oversight
43
Critical Success Factors

Automated platform Central repository Progressing and managing at appropriate levels of detail and different dimensions:
WBS,CBS,ABS Vendor, Contract, PO
Accounting for financial impacts: currency, pricing changes, etc. Project life and multi-year Lessons learned and templates:
Estimate repository based on true performance Rules of credit
44
Ultimate Measure of Success Ability to
Take the Right Actions

at the
Right Time
is
Effective Project Controls
45
Questions?
46
Thank you!
47

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Top Challenges to Effective Cost Controls

(and how to overcome them)

Rising to the Challenge:

EcoSys Company Background

250 Customers in Global 1000 and Public Sector

Project Controls Challenges Size Accountability Pressure to deliver:

Fundamental Cost Controls Questions

Challenges for Cost Controls

Cost Analysts Spent 61% of Time on Wasteful Activities

Monitoring & Controlling Costs

Correcting Labor Coding

Challenges for Cost Controls

Forecasting & Trending

Project Controls Foundation

Enterprise Planning & Controls Platform

Capital Planning Project Cost Controls

Earned Value Management

Bridging Planning & Execution

Global Technology Partners

Professional Partnerships with Global Tech Leaders:

Meeting Project Controls Challenges

Accounting/ERP Project schedules

Centralized data repository Built-in end user report builder

100% Web Based Scalable

No Client Software to Install

Flexibility for Scale and Maturity

Address multiple maturity levels in one system

Typical Integration Scenarios

Projects WBS/Activity Networks Actual Costs Timesheets Commitments

WBS & WBS Status Budget / Planned Costs

Navigation and Usability

Screen Layouts and Drilldown:

OBS, WBS and CBS

CBS 10 CBS 11 CBS 20

WBS and ABS

WBS,CBS,ABS, PBS, OBS, etc.

Budgeting and Forecasting

Example Independent EACs

Create linked, drilldown views

Case Study Oil & Gas Marathon Petroleum

Selected and Deployed EcoSys EPC to achieve these goals:

Case Study Benefits for Turnaround:

Benefits for Portfolio/Project Cost:

Case Study Functionality Highlights

Pick values from Picklists

Critical Success Factors

Ultimate Measure of Success Ability to

Take the Right Actions

Effective Project Controls

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