Program Management at an Electric Utility

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• Program Management at an Electric Utility
• Patrick OConnell
• Project Control Coordinator
• patrick.oconnell_at_gatrans.com

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• Objective 1 Program Management
• Org chart
• Details for reporting
• Objective 2 Quality Control of Schedules
• Daily Digest
• Objective 3 Feedback from Team Members
• Daily Digest
• Timesheets

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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 EMCs but also for the ITS
• ITS shared transmission system in Georgia with
  4 members GTC, GPC, MEAG and Dalton

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Building Projects

• How we do it
• We are a matrix organization
• PM Group
• Functional Departments
• Divided into Project Teams
• North, South and Bulk
• Some 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

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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)

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Primavera Output from 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

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Primavera Reports

• We generate from the client first then go to
  other tools as needed (which is a lot)
• Estimates
• Current Cost / Manhour Status Job Services
• Scope Changes
• Closeouts
• Publish
• Activity Layouts somewhat of a savior
• Project Websites very painful (for my co-op
  student)
• If this could be automated

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(No Transcript)
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Primavera Tools

• Client
• Power users
• Timesheets
• Time entry and status activities
• Time entry only
• Status activities only
• Web Access
• Power users
• Function Managers
• Project Managers

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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

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Primavera Supplemental Tools

• MS Access
• Too many queries, so many so I stopped counting
• Standardized and ad-hoc
• 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
• Legacy web tool, where projects start
• Tool used by Planning authorizes projects

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Nightly 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
• Project name, project manager, scope, etc
• Primavera to TPOP
• Schedule and cost summarized for high level TPOP
  fields
• Timesheet to Lawson Payroll (ON DEMAND)
• Summarized to fill appropriate Lawson fields

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Daily Digest

• PCS
• Info not found in Primavera
• Lookaheads
• Coop
• Troubleshooting
• Tracking
• Coordinator / Mgr
• Busting chops or otherwise known as coaching

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Daily Digest
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Client

• Template schedules
• Project Reporting / Tracking / Problem Solving
  big part of how/what we communicate
• 25 Project Codes
• 16 Activity Codes
• 12 Resource Codes
• 112 UDF codes across
• 50 Project
• 21 Resource Assignment
• 14 Task
• Playing with 14 in Expenses

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Timesheet

• Improvements here are a HOME RUN -170 users
• Assignment based. Users
• Enter time, status, Notes to PM
• People are assigned to 5-10-25-100 projects
• Steps how we do Quality Assurance
• Easy to use but also has limitations
• Custom Trigger on TASK table
• We use this to communicate who updated what
  activities, when and with what dates
• No Graphics and no sdk support

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Update Status
Quality Assurance
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Department Discipline Waterfall
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The End

• If we made it this far and there is time for
  questions.