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  • Ensured each team member had the latest project information (nobody worked with superseded data)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.

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Document Distribution and Access for EPC and Construction

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Procurement Management Software

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 Procurement Software

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ProjecTools Procurement Software gives buyers and procurement managers an online system to centralize purchasing information and activities. The software takes away the pain of not being able to find standard terms and engineering data, endless waits on approvals, and wondering about progress and status.

Purchasing Setup

Smart procurement software offers flexibility to match your established, successful processes and the bulk of that flexibility is defined in Purchasing Setup. This area is where teams define processes and the process replicable with time-saving project templates for a consistent procurement framework. Procurement templates ensure purchases are compliant with procurement strategy and practice. Define and enforce procurement workflows to improve standardization, quality, and consistency. Also define approved supplier lists, default letters, terms, conditions, bid formats, PO and CO text, etc.

Customize purchasing setup by buyer, site, project and accounting company.

Requisition Manager

Buyers are tasked with uniting the needs of engineering with the needs of the business or project. Aligning technical and commercial endeavors with the wrong procurement software can be a losing battle. In Requisition Manager, buyers 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 from related internal and external business units to streamline the procurement process.

With a few clicks of the mouse, select approved suppliers for the RFQ from lists defined according to rank, geographic region, country, services, commodity codes, and manufacturers. Import standard terms and conditions, standard line items and expected costs.

Send bid packages for online squad checks using the ProjecTools routing wizard.

Suppliers bid online using ProjecTools intuitive format. Uniform bid responses simplify buyer evaluations and comparisons with the ability to rate and rank all bids from a single screen.

Transition easily from RFQ to Request for Purchase Order (RFP), verify compliance with requirements, confirm delivery dates and schedules as well as specify milestone payments and warranty terms.

Purchase Order

Award purchase orders and electronically route them to suppliers.

Request, approve and manage change orders. ProjecTools integrated system updates information from purchase orders and change orders to related areas of ProjecTools to eliminating double entry and constant manual imports/exports.

Supplier Manager

Maintain a database of suppliers to score and track for Historically Underutilized Businesses (HUB). Easily add, organize, and find suppliers with defined manufacturers, commodity codes and geographic region.

Materials Manager

Quality procurement management software for construction projects isn’t enough if equipment isn’t on site when the construction team needs it. Manage logistics with Material Manager which integrates natively with ProjecTools Procurement. This means that all released purchase order and change order information is available to authorized logistics personnel anywhere in the world. Instant access to critical information allows easy coordination and tracking of expediting, shipping and receiving to ensure equipment and teams are on site at the right time.

Expediters develop and execute logistics strategies using real-time information. Schedule, assign, and log correspondence with suppliers. Monitor slippages and quality while documenting shipping releases and storage requirements.

ProjecTools user-friendly system links receiving data, site inspections, shortages, surplus and damage information to equipment managers. Construction Managers update equipment required dates with information linked directly to expediters. Linked communication between suppliers, subs, and team members facilitates effective team collaboration and accountability to protect the bottom line.

Quality Surveillance

Create Quality Surveillance Plans (QSPs) and manage budget information by job or PO. Build custom Inspection Test Plans (ITPs) and assign internal or external inspectors. Receive site visit reports and photos electronically directly from the field to immediately communicate progress.

FeatureBenefit
Standardized packagesPromotes consistency, efficiency and time-savings
Schedule planningFacilitates timely progress and reporting
TemplatesImproves information integrity, uniformity and efficiency
SaaS modelImproves collaboration among buyers, engineers, suppliers, and clients
Review & ApprovalsAutomates approval before key steps
Technical & Commercial QueriesDitches emails and marries queries to the PO
Online biddingSimplifies bidding, evaluation and award
Centralized systemAllows visibility into each procurement task and promotes accountability

ProjecTools Product Information

  • 817

ProjecTools Client Spotlight

September 24th, 2015|0 Comments

ProjecTools Client Spotlight "I don't see how companies can manage projects like [...]

  • 568

Standard Project Management Features

September 2nd, 2015|0 Comments

ProjecTools subscriptions provide valuable standard features that support projects. ProjecTools standard features are available to each user to complement core application functions and business processes. Utilize the modules below to increase top-down visibility, communication, accountability

  • 545

Security and Reliability

September 1st, 2015|0 Comments

Users need a secure, reliable environment to access project information and perform work. All applications and client data resides in a private cloud network with data replication and failover to geographically diverse datacenter equipment. ProjecTools provides 99.5% Network Availability

  • 492

Construction Project Management Services

August 31st, 2015|0 Comments

ProjecTeams is proven for flexible on-site or remote project deployments. Each ProjecTeam specialist has deep work history with a career of improving project execution, information management processes, with tools that make projects efficient, timely, and profitable.

ProjecTools Resources

  • 1872

Spreadsheets and Email as Project Management Tools

March 9th, 2017|0 Comments

Projects have too many moving parts and too many players to be trusting critical data to spreadsheets and emails. You need a spreadsheet reduction strategy.

  • 1811

Project Management Assessment

November 15th, 2016|0 Comments

Project Management Assessment Assess your project management practices against the best project execution teams in the Capital Construction, [...]

  • 1716
  • Review & Approvals

Document Management Software ROI

October 5th, 2016|0 Comments

Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1357

Aligning Document Control and Cost Control

February 15th, 2016|0 Comments

Align Document Control with Cost Control and create seamless progress and earned value reports to stay on budget and improve cash flows.

ProjecTools Videos, Demos, and Webinars

  • 1519
  • Review and Approvals

Optimizing Review and Approval Processes for Engineering

October 14th, 2021|0 Comments

Let’s talk about review and approvals, and closed-loop systems, and how to execute the review and approval processes for engineering and commercial...

  • 1567
  • Document Management

The Keys to Successful Document Management

November 23rd, 2020|0 Comments

Let's talk specifically about document management software, and the key factors for clean and organized documentation, accessibility, finding a system...

  • 1716
  • Review & Approvals

Document Management Software ROI

October 5th, 2016|0 Comments

Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1631

Document Distribution and Access for EPC and Construction

August 24th, 2016|0 Comments

Global projects have global teams that need to be in the loop. Cloud technology takes the pain out of giving teams on demand access to project data.