Background:
A small civil engineering firm was awarded a large stormwater design project by a local municipality in May 2023. The project budget was $598,846 with a scope of services that included 8 distinct phases with dozens of sub tasks and deliverables per phase spread over a 20-month schedule.
Challenge:
With such complexity and scale, effective project management was imperative to ensure timely deliverables within budget constraints. The firm’s current project management method involved updating spreadsheets which was tedious and time-consuming. In addition, their method typically did not help them identify budget overruns or deliverable due dates until it was too late. They needed a quick and easy way to view up to date information without the hassle of pulling data from a bunch of sources and entering into their spreadsheet system.
Solution:
The civil engineering firm implemented InScope, the advanced engineering project management software platform, to streamline their project monitoring and management process. InScope automatically integrates timesheets, expense reports, sub-consultant charges, scope of services, and schedule to offer a continuous, to-the-minute view of project performance (without lifting a finger). In addition, InScope provides a Forecast function to predict how each scope element budget is performing based on the actual expenditure to date. With InScope, the project manager has easy, instant and complete visibility of all project data and forecasted direction.
Implementation:
Two months into the project, the project manager opened InScope and immediately noticed a negative Forecast indicating a potential budget overrun of $714.23. This may seem minimal, but the fact that InScope predicted a budget overrun so early in the project was hailed as “AMAZING” by the project manager, who previously struggled to access such critical information. Most project management tools only track what fees remain on a task or project but InScope’s Forecast tool provides a prediction based on expenditures to date and the work remaining.
Benefits Realized:
- Continuous Monitoring and Control: Because everything is connected, InScope provides to-the-minute project status without the project manager having to do anything. The project managers can see exactly where they are on budget, schedule at all times without lifting a finger. And the Forecast function allows them to predict if they are running over budget and plan corrective actions.
- Instantaneous Insight: With a single click, the project manager could open the project and pinpoint the exact scope elements contributing to the potential budget overrun. InScope provided easy, granular visibility into project components, empowering informed decision-making in real time.
Outcome:
Thanks to InScope, the project manager successfully mitigated the budget overrun and kept the stormwater project on track. Armed with actionable data, the project manager promptly notified the project team which scope elements were running over budget and they developed strategies to correct the trend. The team allocated resources strategically, adjusted the forecasts, and ultimately stopped the budget overrun before it happened. InScope provided the real-time insights that facilitated a timely intervention and swift corrective action.
Conclusion:
The implementation of InScope revolutionized the civil engineering firm’s project management practices, equipping the team with the real time data and tools needed to navigate complex projects with confidence. By harnessing the power of real-time data, InScope enabled the firm to proactively manage project budgets, minimize risks, and deliver exceptional results for their clients. With InScope, the firm continues to set the standard for excellence in engineering project management.