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
Detailed Engineering
Engineering Support
$
$
441,500
1,025,643
$
$
$
424,360
1,138,684
52,879
Total Engineering
$
1,467,143
$
1,615,923
$
$
PO-Vessel Peterson
PO - Exchanger
Misc Equipment (filters, specialty valves etc.
Structural Steel & Foundation Material
PO - Structure
PO- Pipe Supports
Piping Material
$
Instrument Material
Electrical /Instrumentation Material
Insulation/Paint
Catalyst/Chemicals
Spare Parts/Critical Spares
Stores Materials
Rentals
Total Equipment & Materials
$
1,100,000
$
930,108
$
$
27,988
$
-
$
$
$
209,281
34,155
7,486
$
$
$
-
$
$
$
8,443
1,659
1,219,120
$
$
$
Procurement
Major Equipment
Construction
Civil / Underground
Structural Steel
Mechanical
$
338,034
1,438,034
2,390,580
$
1,393,019
$
-
2,300
2,500
4,800
1,843,499
$
$
$
.
$
424,360
1,138,684
58,879
$
932,408
1,621,923
$
$
$
$
(17,140)
113,041
58,879
154,780
$
(167,592)
27,988
$
27,988
$
$
$
209,281
35,863
7,486
$
$
$
(128,753)
35,863
7,486
$
$
8,865
4,159
1,226,050
$
$
$
$
$
$
$
3,236,518
8,865
4,159
(211,984)
845,938
Piping Contractor
Pump Installation Contractor
Insulation /Painting
Electrical/Instrumentation
$
-
Electrical Contractor A
Construction Support
Total Construction
$
2,390,580
$
$
24,868
32,482
$
$
10,000
1,853,499
$
$
41,842
3,278,360
$
$
41,842
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 Scripts
Script 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
BWO_AFEREV_
CREATE
Update of
BWO_AFEREV
mbo.setValue("AFEREV",mbo.getThisMboSet().max("A
FEREV") + 1,2);
AFE_REV_TOTAL_
COST
Update of
BWO_AFEREV
Calculates the totals for each cost breakdown category
for revisions only
Show in system
Show in system
MOC Escalations
Escalation ID
BWO_AFE_TOT
Description
Notifies the AFE originator that
PO’s have comsumed at least
95% of the AFE approved
spending
BWO_AFEREV_WF Submits an AFE revision into
workflow
BWO_AFE_EX_
ADM
Condition
:BWO_AFE_2_AFE_SUMMARY.afe_rev_po_commit
_percent >= 95
status in ('NEW','WAPPR','REJECT') and submit = 1
and bwo_aferevid not in (SELECT OWNERID FROM
WFASSIGNMENT WHERE ASSIGNSTATUS = 'ACTIVE'
AND OWNERTABLE = 'BWO_AFEREV')
Notifies the CEO executive
status = 'WAPPR‘ and bwo_current_approver =
assistant that an AFE is awaiting 'CRYSTAL.MAGGELET'
approval
AFE Reports
• AFE Related Records Report
• AFE Summary
• AFE Project Cost Breakdown