Project controls software for small and mid-size businesses providing progress monitoring, project forecasting, performance analysis and integrated change control tools. Our project control tools are made to be used during the entire project life cycle alongside our project planning, budgeting and resource planning components.
- Top down and bottom up schedule and costs monitoring.
- Actual schedule comparison to plan with real-time forecasting.
- Budget vs. costs comparison with real-time cost forecasting.
- Variance analysis for schedule, costs, billing and profit.
- Integrated change control.
- Full integration with project planning, tracking, workforce management, and other components of VGK project management software.
Schedule Monitoring and Control Tools
VGK schedule monitoring and control tools display timeline tracking information in easy-to-understand ways as well as provide integrated change control tools for change management. Timeline tracking displays include: planned vs. actual comparison (top down and bottom up), forecasts (time estimates to complete for tasks, jobs, and project overall), performance metrics, and Gantt chart.
Planned vs. actual comparison displays a clear summary of planned vs. actual start and end dates as well as duration for tasks, jobs, milestones, extra-work-orders and project overall.
VGK real-time forecasts (time estimates to complete) are provided for milestones, jobs and project overall.
Forecasts are available to project managers during the entire project life cycle. They are displayed in a Gantt chart, and as projected end dates for each task, job and project.
Project control tools display schedule variance analysis for project duration and earned value.
Cost Monitoring and Control Tools
Cost control tools are part of our project cost management support that provides budgeting, cost tracking and cost control. Cost control tools enable managers to clearly monitor costs to assess financial performance.
Cost control tools require cost tracking data from time sheets, cost tracking, and billing. Cost data is tracked for each resource requirement that exists in the costs baseline (obtained from project budgeting).
Cost tracking data is compared with the cost baseline in a variety of ways, allowing managers to monitor costs and compare them to plan. The main comparisons are: budget vs. costs, cost forecasting and cost performance metrics.
Budget vs. actual costs summary is provided at the task, job and project-levels as well as for each resource component:
- Project overall
Forecasts are calculated using actual costs where available and planned values otherwise.
Billing module allows companies to keep track of invoices sent to clients and manage bills received in the course of project work. Information from billing directly updates project cost components.
VGK provides complete billing support as well as billing control with an up-to-date view of costs incurred in the course of project work, amount billed, as well as a budget vs. costs vs. billed comparison for jobs, extra-work-orders and project overall.
Project managers can include profit as part of budgeting. VGK enables you to track actual profit, compare it to plan, and forecast overall profit based on actual performance.
Cost performance metrics are provided for costs baseline vs. actual costs, billed amount and project profit.
Out-of-scope costs can be tracked with our extra-work orders support.
Project performance metrics
Schedule variance analysis is provided for time and work progress:
- Planned finish date vs time estimate to complete (days)
- Planned value vs. earned value ($)
Earned value is analyzed in terms of budgeted cost for work performed, as per earned value management calculation.
- Planned budget vs. budget estimate at completion
- Planned costs vs. costs estimate at completion
Billing performance indicator shows the difference between total work done to date and the amount that has been billed to the client. Negative variance shows that there is work that is complete or underway not yet billed to the client.
Profit and profit margin performance for project to-date and overall.
Performance metrics for:
- Labor (in terms of man-hours and costs)
Integrated Change Control Tools
VGK project controls software provides full-scale change management for schedule, costs and scope. Main change control tools are: extra-work-orders (EWOs, for out-of-scope work), project revisions (for schedule, cost, and scope changes), and issue management.
Extra-work-orders (EWOs) are change requests for out-of-scope work, which provide planning, tracking and management support for unplanned work. Extra-work-orders do not require adjustment to the schedule or costs baselines, but work as separate components thereof, akin to sub-projects.
Extra-work-order workflow includes:
- Open EWO request
- Plan EWO schedule, resources and budget
- Gain approval/rejection for EWO request
- Manage and control EWO request
- Complete/cancel EWO request.
EWO requests are tracked and managed just like ordinary tasks. EWO requests include cost and time-frame against which managers can measure performance. Work done and actual costs incurred for EWO requests are kept separate from project baselines allowing managers to clearly see the costs incurred for unplanned work.
- Change request time-frame management
- Change request costs management
- Change request completion/cancellation
- Tracking of costs incurred as part of all project change requests
Project revisions allow the project manager to track significant adjustments to project scope, budget and schedule.
Revisions provide a record of alterations to project scope, budget and schedule that were agreed upon with the client. Revisions can be initiated on behalf of the project manager, client, or due to extra-work-orders. Each revision needs to be approved with the client.
Project controls reports
A wide range of reports are included as part of VGK project controls software. Some examples are listed below. If your company has specific report requirements please contact us and we will customize a report for your needs.