Implementing project controls in a challenging project

With the current buoyant industry preference of issuing huge Design and Construct contracts for multibillions state infrastructures, we are often required to produce thousands of drawings and hundreds of detailed design reports packages. This exemplifies the evident need for effective project controls today more than ever before. 

After all, the absence of these project controls can spell the major undoing of a project, becoming a constant bane of even experienced and competent project management teams.

Now, how do we operationalise this? In my experience working as a commercial manager in one of Aurecon’s largest Design and Construct projects, I realised that accurate, authentic reporting and user-friendly processes are needed to implement an effective project control. 

At the outset of the project, our team was set out to develop and establish a bespoke process to capture, monitor, report and manage all aspects of the project’s performance.

The unique change control process we developed for the project easily captured, recorded and reported project variations and delays in an Excel platform, allowing all users – from project teams to other stakeholders – to be updated and familiar. We were able to access an electronic form from our GeoDocs platform to quickly capture the detail changes while conforming to the contractual requirements. 

Aside from that, the digital material could also be merged into the master register where the information was retained and automatically linked to the database for ongoing management and reporting. A live dashboard accurately reported the changes in the status of the project, subsequently informing the management and notifying the contractor. 

The register that linked to the cost data, and several other spreadsheets were monitored and tracked for the life of the project, creating full assurance and auditability of document verification. 

Overall, the change control process demonstrated positive outcomes, in terms of future-ready design and function as well as collaboration. Creating a well-thought-out change control process that is aligned to the project needs enables real-time, accurate and maximum efficiency in issuing information.

By establishing a process to cover a range of project control requirements at the kick-off phase, a project is certain to start off on the right foot.

If you wish to discuss how project control works in challenging project environment more, come and join me on September 21 as I speak about it in detail at the Project Controls Conference 2017 in Sydney.