Propose, execute and kontrol
Propose, Execute and Kontrol (PEAK) is a project management system intended for companies that plan, coordinate and deliver wide ranges of repetitive short-term projects (typically up to 2 weeks in duration). The system costs and schedules projects, facilitates programme control, and tracks operational performance of the company. It is ideal for installers of telephone systems, HVAC, residential waterproofing, etc.
PEAK is configured to suit the company’s project delivery process, its organisational structure, and its production standards (which can vary depending on the circumstances of each project).
A customer relationship module at the front-end of the system (Figure 1) captures the details of each project and triggers the project management process, setting up the structure to track the project from quote to completion. An automated data entry mechanism, incorporating self-updating dropdown lists and red flag alerts, makes maintenance of the system easy, minimises input errors and improves data quality.
Schedule-based Project Cost Estimate
The PEAK cost estimator calculates project costs (broken down by labour, materials, plant & equipment and overheads) (Figure 2). Each estimate is schedule-based. It distinguishes between normal workdays, holidays, and Saturdays and Sundays, and automatically factors overtime, travel and accommodation into the project cost, depending on the company’s overtime rates. The tool enables optimal cost decisions via comparisons for different travel and accommodation arrangements (i.e. whether to travel to site on a daily basis, or whether to make a single return trip by road or by air and stay in a hotel for the duration of the project).
Automatically-printed Proposal or Quote Document
The system also includes a Proposal Price Summary, broken down by cost component (Figure 3), which is the vehicle for quote price approval, should sign-off be required prior to quote submission. If needed, an automated company standard-format quote or proposal document (incorporating scope of work, project schedule, price breakdown, etc.) can be built into PEAK. This capability would enable the company to have a printed proposal/quote available immediately after the completion of each estimate. It not only saves time, raising quote capacity, but it also enhances quote accuracy and consistency, and standardizes the quoting process.
Master Program with Individual Job Schedules
Manual scheduling tools tend to fail when complexity increases. The PEAK scheduler includes a company-wide master job schedule, which displays projects by project manager, duration and schedule. The tool eliminates double scheduling and schedule omissions. The planning process factors in project managers’ skills sets, their availability profiles and vacation plans. Individual project schedules incorporate Gantt charts and short-interval schedule/cost controls (Figure 4), which provides each foreman/project manager with the tools to keep the project budget on track.
Controls Facilitate Timely Corrective Action
Once the project starts, the Job Schedule & Cost Control serves as the data capture document and feeds the system with the required site data at project completion. Even though the foreman/project manager only spends a few minutes every day recording the necessary data, the daily update provides immediate insight into current variances and problems, highlighting potential issues, and guiding him/her toward immediate corrective action (when required).
Structured Operational Reports
PEAK’s structured operational reports track performance and trends across a range of indicators according to parameters such as type of work, geographical area, project manager, sales rep, etc. It highlights corporate project performance, aids quick resolution of repetitive issues and forms the basis for objective operational decision-making. User-friendly parameter dropdown lists make it easy to select reports. Ready access to real-time information enables small business owners and sales managers to plan effectively, freeing them to focus on strategy, target customers and pre-empt the competition.
Optimal Resource Utilization
Generic or packaged IT project management solutions often do not enable project-based companies to leverage their full potential, especially companies employing wide ranges of resources in order to execute many short-duration projects. PEAK minimizes resources standing idle between projects. It is not only important for a company to deliver excellent performance on each individual project—the organisation must also be efficient in the collective management of its projects (the programme). PEAK enables them to do both.