Category: Resource

Pipeline Project Case Study

The Contractor needed a way to manage deliverables of the remote engineering subcontractors. To do this they employed ProjecTools Documents to house all engineering and technical documents for the pipeline. The remote engineering companies would log into ProjecTools application and execute revisions that came

ProjecTools Pipeline Project Case Study

Pipeline Engineering and Construction Project

The Pipeline Contractor used ProjecTools application to manage engineering/design and cost for the 1500+ mile pipeline. The engagement began when the contractor acknowledged that a key to maintaining profitability in this competitively priced project was to outsource much of the Engineering to more cost-effective labor markets and keeping a close eye on the project cost. In this pipeline project case study we’ll examine how choosing to manage the cost and engineering/design in ProjecTools cloud application:

  • Allowed the contractor to effectively integrate the global engineering team
  • Allowed complete visibility into the remote engineering/design team’s performance
  • Ensured each team member, regardless of physical location, was working from the latest approved revision
  • Allowed the contractor to improve cash flows by tracking document progress and status to bill for completed work sooner.
  • Allowed the cost control team to regularly report on project cost at discipline level, keeping the project in control

Lets take a look at the specific functional uses of ProjecTools in this Pipeline Project Case Study

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Functional Uses of ProjecTools on this Project

Documents

The Contractor needed a way to manage deliverables of the remote engineering subcontractors. To do this they employed ProjecTools Documents to house all engineering and technical documents for the pipeline. The remote engineering companies would log into ProjecTools application and execute revisions that came to each engineer as tasks. In these tasks the engineers could download, markup, comment and upload the revised file(s), and submit the task. ProjecTools application returned the work to the document controller who sent the new revision to the appropriate engineering supervisor or manager for review comment and approval. This automated cycle continued until the documents were approved for construction.

Throughout this iterative engineering/design process, managers and supervisors at the contractor company had visibility into the progress and status of each document. They could also pull late action reports from the application to identify the highest performing remote engineers. This reporting allowed them to keep the engineering/design on track and maintain personal accountability for the work that was done.

Cost Control

The contractor needed a way to manage project cost and log actuals, commitments, and forecasted costs against the appropriate WBS. ProjecTools cost control allowed the contractor to define a WBS that made sense for the project and track project costs against the budget baseline. This process improved accuracy, resource allocation, and reporting for project costs which the contractor identified as issues they faced in the past.

ProjecTools application also allowed the cost control team to track document progress and feed the progress back to ProjecTools Cost Control. With a click of a button, the progress in document manager would sync over to Cost Control, allowing Cost Control to notify Accounts Receivable that billable progress had been made. This simple automation step reduced time spent in progress and status meetings by 70% compared to similar projects by eliminating the use of disjointed spreadsheets, which meant consistently impressing the client with real time progress and status of the project.

ProjecTools Product Information

  • 488

Construction and Commissioning Software

August 31st, 2015|0 Comments

Commissioning Management System (CMS) for mechanical completion, pre-commissioning, commissioning and handover. Auto-populate existing Inspection Test Records (ITRs) or build new forms using ProjecTools Smart Form technology. Significantly reduce setup time with auto-assignment

  • 482

Project Control Software

August 31st, 2015|0 Comments

Define work breakdown structures (WBS), build a profiled baseline budget, and manage administrative and contractual change orders. Execute your budget plan from start to closeout using a system controlled process. Use integrated, web based tools

  • 478

Procurement Management Software

August 31st, 2015|0 Comments

Generate and track Requests for Quote (RFQ) with system-enforced workflows for WBS, Supplier Data Requirement List (SDRL), requisition schedules, approvals, technical and commercial documentation, revision updates, status reports, etc.ProjecTools links information

ProjecTools Resources

  • 691

Killing Project Cost Growth

September 11th, 2015|0 Comments

By using better defined engineering specifications, estimating teams have a better idea of what things will cost. The overly aggressive schedules have caused hasty estimating which leads to cost growth. By simply using more mature engineering data, estimators

  • 686
  • Cost Management

AEC PPM Software Buyer Guide

September 11th, 2015|0 Comments

When low price is the primary factor in choosing an application, the old adage “You get what you pay for” usually rings true. It’s easy to approach software with a low price mentality. Don’t do it!

ProjecTools Videos, Demos, and Webinars

  • 1614

Supplier Document Management for Construction Projects

August 17th, 2016|0 Comments

Supplier document management is a vitally important component of design and build projects. Often times projects don't plan for supplier document management, so there is a scramble to process the documents, execute reviews, and provide feedback. The most common result of this scramble is throwing manpower and spreadsheets at the problem. Missing the mark in managing supplier documents leads to delays, shutdowns in operation, and upset investors and asset owners. The best way to hit the mark is planning for supplier document management alongside document management planning (preferably before the design phase).

Offshore Construction Case Study

The Contractor was selected by the asset owner to provide Engineering and Procurement services and deliver the Hull for a high-profile Gulf of Mexico Production Platform. The engagement began when the hull contractor won the aggressively scheduled contract.

Offshore Construction Case Study

High Profile Hull for Offshore Production Unit

The Contractor was selected by the asset owner to provide Engineering and Procurement services and deliver the Hull for a high-profile Gulf of Mexico Production Platform. The engagement began when the hull contractor won the aggressively scheduled contract. They understood that while they had the Engineering talent to deliver, they would need a system to manage the increased volume of documents. They also acknowledged that this was their first major procurement contract and needed consulting services and a system to standardize their procurement processes. By choosing to manage the engineering/design and procurement in ProjecTools cloud application, the Hull Contractor:

  • Was able to define and implement a standard procurement process
  • Created and issued consistent bid packages with suppliers submitting uniform bids for streamlined bid evaluation
  • Integrated Engineering and Procurement to align technical and commercial teams
  • Improved visibility into engineering/design and purchasing progress and status
  • Used key integrations between Engineering, Documents, Procurement, and Quality surveillance to align technical, commercial, expediters, and on-site inspection teams
  • Integrated suppliers, subs, and clients into the purchasing, query, and document approval process

Functional Uses of ProjecTools People and Technology on this Project

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Functional Uses of ProjecTools on this Project

Documents

The Hull Contractor needed a way to integrate their veteran engineering/design and document control teams, with the fledgling procurement team. ProjecTools Documents automated the document approval/revision control workflow and held the engineering team accountable for on schedule creation, review and approval of documents with automated notifications, look ahead and late action reporting. Easy access to documents approved for issue to bidders were then linked to the technical REQ with controlled revision updates that were live linked to the package through the RFQ phase and Purchase Order issue. This eliminated the need for confusing emails and phone conversations between Document Controllers, Engineers and Purchasers to ensure that the updated revision of each document was included in the bid package at each phase of the procurement life cycle, as well as at each the following phases (expediting, onsite QS inspection, etc.).

ProjecTools also allowed the EPC Contractor to receive Vendor Documents online and enforce automated approval processes for quick turnaround. The contractor was able to hold vendors and clients accountable throughout the vendor document life cycle with automated workflow, notifications, look ahead and late action reporting.

Procurement

The Hull Contractor needed to implement a standard procurement process to enforce the business rules they agreed to as an organization. To do this, they employed ProjecTools consulting services and ProjecTools Procurement application.

ProjecTools centralized project information in its online application that empowered the procurement team and eliminated fragmented information and rework resulting from confusion. ProjecTools standardized procurement lists, templates, forms, terms, and workflows by purchase order category. These standards defined and enforced repeatable processes for each procurement package by type (e.g. Capital Equipment, Services, Bulks, etc.), allowing consistent procurement package development and processing – according to type within the application, and enforcing appropriate levels of detail and approval for each package.

ProjecTools Procurement allowed the EPC Contractor to issue standard bid packages to vendors online. Vendors processed and returned their bids online. The EPC contractor avoided completely the culture of reliance on emails with its inherent problems with tracking, clarity, and accountability. ProjecTools Request Response System (RRS) allowed buyers, vendors, and package engineers to communicate about specific technical or commercial items with each communication automatically logged to the proper package at each stage. ProjecTools RRS system allowed the EPC Contractor to deliver the complete query history for each hull PO within hours of the client requesting it. In contrast and at last report, their topsides counterpart was still searching email chains and telephone logs to somehow comply with the client request.

After issue of POs, ProjecTools helped the EPC contractor manage PO inspections, expediting, and receiving. The application provided onsite inspectors with the appropriate inspection sheets, correct revision of all related documents, and a method to submit inspection reports online.

Using ProjecTools, the newly conformed and highly professional purchasing team delivered on their first project and earned repeat business from the client.

ProjecTools Product Information

  • 488

Construction and Commissioning Software

August 31st, 2015|0 Comments

Commissioning Management System (CMS) for mechanical completion, pre-commissioning, commissioning and handover. Auto-populate existing Inspection Test Records (ITRs) or build new forms using ProjecTools Smart Form technology. Significantly reduce setup time with auto-assignment

  • 482

Project Control Software

August 31st, 2015|0 Comments

Define work breakdown structures (WBS), build a profiled baseline budget, and manage administrative and contractual change orders. Execute your budget plan from start to closeout using a system controlled process. Use integrated, web based tools

  • 478

Procurement Management Software

August 31st, 2015|0 Comments

Generate and track Requests for Quote (RFQ) with system-enforced workflows for WBS, Supplier Data Requirement List (SDRL), requisition schedules, approvals, technical and commercial documentation, revision updates, status reports, etc.ProjecTools links information

ProjecTools Resources

  • 691

Killing Project Cost Growth

September 11th, 2015|0 Comments

By using better defined engineering specifications, estimating teams have a better idea of what things will cost. The overly aggressive schedules have caused hasty estimating which leads to cost growth. By simply using more mature engineering data, estimators

  • 686
  • Cost Management

AEC PPM Software Buyer Guide

September 11th, 2015|0 Comments

When low price is the primary factor in choosing an application, the old adage “You get what you pay for” usually rings true. It’s easy to approach software with a low price mentality. Don’t do it!

ProjecTools Videos, Demos, and Webinars

  • 1614

Supplier Document Management for Construction Projects

August 17th, 2016|0 Comments

Supplier document management is a vitally important component of design and build projects. Often times projects don't plan for supplier document management, so there is a scramble to process the documents, execute reviews, and provide feedback. The most common result of this scramble is throwing manpower and spreadsheets at the problem. Missing the mark in managing supplier documents leads to delays, shutdowns in operation, and upset investors and asset owners. The best way to hit the mark is planning for supplier document management alongside document management planning (preferably before the design phase).

FPSO Project Case Study

The EPC contractor used ProjecTools application to manage all project information for the FPSO. The engagement began when the EPC contractor communicated that dispersed teams contributing deliverables for the complex asset was causing out of control

ProjecTools FPSO Project Case Study

High Profile Floating Production Storage Offloading Vessel Project

The EPC contractor used ProjecTools application to manage all project information for the FPSO. The engagement began when the EPC contractor communicated that dispersed teams contributing deliverables for the complex asset was causing out of control project information management. As a part of this FPSO project case study, we’ll assess how centralizing the data in ProjecTools cloud application:

  • Allowed the EPC contractor to effectively manage data for the global team
  • Allowed access to live information by providing online access via. Cloud application
  • Ensured each team member had the latest project information (nobody worked with superseded data)
  • Improved timeliness (Asia Pac and Gulf coast teams shared instantly updated data regardless of time zone)
  • Allowed enforcement of business rules by enforcing workflows for remote teams
  • Linked multi-discipline project data for cross-functional team collaboration (Documents to Engineering, Engineering to Procurement, Procurement to Cost, etc.)

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Functional Uses of ProjecTools on this Project

Documents

The EPC contractor for the FPSO project required a system to maintain and manage 80,000+ design and technical documents. The required system had to account for and manage revision control, approval workflows, progress and status reporting, permission-based document access to globally dispersed team members, etc..

After implementing the proper tools to manage document processes, the contractor’s document controllers attributed an estimated time saving of 5-15 hours per week per document controller by using ProjecTools automated client report generation. This added the benefit of more accurate reporting of progress, status, and late actions.

The EPC contractor also previously had no reliable method for managing supplier data capture, approval or revision control. ProjecTools allowed the contractor to standardize the classification of documents required from vendors for each Purchase Order, communicate requirements to suppliers, and collect vendor document submittals directly into ProjecTools from the vendor interface. The system then enforced the automated approval and revision process, reducing vendor data processing and reporting by 2-10 hours per week, while providing unprecedented visibility and accountability.

The overall effect was a significant reduction in vendor document turnaround time and an effective data based method for tracking, measuring, and logging supplier performance.

Cost Control

The EPC contractor needed a system that would standardize the WBS and Budget Items, and report budget performance against a fixed budget baseline. They also needed a system to push commitments to, and pull actuals from their accounting system (Microsoft Dynamics). They were pleased that ProjecTools collected activity data, and organized that data into Cost, Change Order, Man-Hour, Commitment, Overage, Cash Flow, Progress, Earned Cost, etc. reports.

Engineering & Commissioning

The EPC contractor had no formal system to manage and integrate Equipment, Construction, Commissioning, or Punchlist data. Having experienced overruns in the completions and commissioning phases in previous projects, the EPC contractors suspected they were losing money by having poorly organized data. They were right.

Executing the project using ProjecTools, all tagged equipment was logged with standard numbering formats and formal rules for TAG metadata. The EPC contractor was then able to assign engineering interns from local universities to manage TAG data rather than highly-paid engineering resources. This allowed them to save money and perform a public good.

With all TAG Data populated in ProjecTools central register, the EPC set themselves up to gain the tremendous benefits of efficiency and precision in construction and commissioning. After loading their checksheets and populating them with live TAG data – the team then defined system enforceable progression dependencies and constraints for Certs, ITRs and Punchlists. This allowed them to efficiently assign batches of sensible inspection activities with a few clicks in the application. This contributed huge time savings over the previous Excel and Word-centric process they had outgrown. They no longer relied on a small army of clerks to organize inspections. Automated workflows ensured the critical path was followed exactly as defined.

As inspections were completed, Optical Character Recognition features in ProjecTools logged each completed ITR in the system and updated the status automatically.

ProjecTools Construction Punchlist application also allowed the EPC contractor to log punchlist items into the system and enforce predefined constraints on ITR or CERT completion according to the configurable rules in the application. This prevented the improper completion of ITRs and CERTs with outstanding critical Punchlist Items and gave supervisors and managers the ability to identify and assign them for resolution before they affected the completions schedule.

The end result of using ProjecTools Engineering & Commissioning on this FPSO project case study was significantly fewer delays and overruns caused by rework, communication errors, and organization deficiencies. The completions team also found that the system reduced the administrative overhead for each ITR and CERT by at least two hours.

Procurement

The EPC contractor in this FPSO case study required a system to integrate engineers, buyers, clients, and a growing global supply chain. They understood that improving organization, standardization, and communication among these groups was key to executing the 1000+ POs on the project without losing substantial amounts of money through excessive non-billable hours.

ProjecTools centralized all project information in its online application so buyers in Houston and Singapore could work together from the latest data and execute in a standard environment. This produced a more cohesive team and eliminated fragmented information and rework resulting from confusion.

ProjecTools standardized procurement lists, templates, forms, terms, and workflows by purchase order category. These standards defined and enforced repeatable processes for each procurement package by type (e.g. Capital Equipment, Services, Bulks, etc.). This allowed consistent procurement package development and processing – according to type within the application, and enforcing appropriate levels of detail and approval for each package. This standardized process resulted on a reduction of rework and after–the-fact change orders due to purchasing errors to the tune of 15+ labor hours per PO, as well as the material cost associated with such mistakes.

ProjecTools helped the EPC contractor improve communication and collaboration. The inter-discipline integration of ProjecTools allowed technical REQs to flow from engineering to procurement in a controlled, organized manner to reduce confusion between engineers and buyers. Engineers, buyers, and suppliers were able to process technical and commercial queries throughout the REQ, RFQ, and Award process within ProjecTools application. Thereby eliminating reliance on emails which had previously created problems with tracking, clarity, and accountability. ProjecTools Request Response System (RRS) allowed these groups to communicate about specific technical or commercial items with each communication automatically logged to the proper package at each stage, which paid huge dividends when the client asked for the query history for each PO.

After POs were released, ProjecTools helped the EPC contractor manage PO inspections, expediting, and receiving. The application provided onsite inspectors with the appropriate inspection sheets, correct revision of all related documents, and a method to submit inspection reports online. This reduced inspector headaches faced in previous projects, which also represented significant time and expense savings.

ProjecTools Product Information

  • 488

Construction and Commissioning Software

August 31st, 2015|0 Comments

Commissioning Management System (CMS) for mechanical completion, pre-commissioning, commissioning and handover. Auto-populate existing Inspection Test Records (ITRs) or build new forms using ProjecTools Smart Form technology. Significantly reduce setup time with auto-assignment

  • 482

Project Control Software

August 31st, 2015|0 Comments

Define work breakdown structures (WBS), build a profiled baseline budget, and manage administrative and contractual change orders. Execute your budget plan from start to closeout using a system controlled process. Use integrated, web based tools

  • 478

Procurement Management Software

August 31st, 2015|0 Comments

Generate and track Requests for Quote (RFQ) with system-enforced workflows for WBS, Supplier Data Requirement List (SDRL), requisition schedules, approvals, technical and commercial documentation, revision updates, status reports, etc.ProjecTools links information

ProjecTools Resources

  • 691

Killing Project Cost Growth

September 11th, 2015|0 Comments

By using better defined engineering specifications, estimating teams have a better idea of what things will cost. The overly aggressive schedules have caused hasty estimating which leads to cost growth. By simply using more mature engineering data, estimators

  • 686
  • Cost Management

AEC PPM Software Buyer Guide

September 11th, 2015|0 Comments

When low price is the primary factor in choosing an application, the old adage “You get what you pay for” usually rings true. It’s easy to approach software with a low price mentality. Don’t do it!

ProjecTools Videos, Demos, and Webinars

  • 1614

Supplier Document Management for Construction Projects

August 17th, 2016|0 Comments

Supplier document management is a vitally important component of design and build projects. Often times projects don't plan for supplier document management, so there is a scramble to process the documents, execute reviews, and provide feedback. The most common result of this scramble is throwing manpower and spreadsheets at the problem. Missing the mark in managing supplier documents leads to delays, shutdowns in operation, and upset investors and asset owners. The best way to hit the mark is planning for supplier document management alongside document management planning (preferably before the design phase).

Information Is Power

“The better information one has, the more one will be able to control events.” It was true in 1597 when Bacon said it. It’s a condition of success today. A statement of the obvious in the information age, right?

Information Is Power

That’s how my twenty-one-year-old phrased it when she told me about the “awesome” lecture her business professor gave. Sir Francis Bacon said it more artfully: “The better information one has, the more one will be able to control events.” It was true in 1597 when Bacon said it. It’s a condition of success today. A statement of the obvious in the information age, right? One would think. Let’s examine that premise in the context of an experience I witnessed from close up.

The client requested the latest records for X data for all project Purchase Orders from Company A and Company B. Company A hardly broke a sweat as it delivered the data package later that same day – and on time at every scheduled interval for the life of the project. Company B needed a little time to sort things out, but promised to catch up. Eighteen months later, Company B is dodging questions, making excuses, and riding what remains of the team to get its X together. And X is just the tip of the iceberg.

I stay in touch with the client and often ask about the project. Company A has its challenges, but information management and handover data aren’t among them – key reasons the client will be working with them on the next project. Company B? Still getting their X together. As fate would have it, their calendar is open to do just that.

If you’re asking yourself what train wreck of a company takes eighteen months to comply with a client data handover request, you might also ask yourself this question: “Could I do it in a day?” And don’t say “it depends on the data”, or “it’s all billable hours”. Efficiency in technological and human resources has never been more attractive. Inflated billable hours have never been more repulsive. If you can’t instantly report or deliver project information at any point in time with a few clicks of the mouse, we should talk.

The two companies in this example actually have more similarities than differences. They each have quality talent and great skills. They share an undeniable work ethic. Each uses the standard office tools, and accounting and scheduling software. Each is committed to the health and success of client, company, and employee.

So, what was it? Why the massive variance in performance on this client request? The two companies’ information management practices were simply not at the same evolutionary stage.

The degree to which each company organized, standardized, integrated, and automated its data, its processes, and its teams was generations apart. The different attitudes toward project data were incredible, yet each had confidence in their approach.

Both companies made promises and guarantees to the client with the full and honest intent to deliver on those promises and guarantees. Both companies backed their guarantees with hard-earned reputations and past successes. Both companies relied on their people to deliver. Company B armed their people with spreadsheets, email and telephones to cobble together their standard office tools.

Company A had ProjecTools.