WHAT IS A CASE STUDY?

A case study typically is a record or a narrative account of a technical and a business issue (problem) that actually has been faced by an
individual and/or a group, together with relevant facts, opinions, and prejudices upon which decisions have to depend. Several case formats
appear in the literature. Most cases are intended to engage students in a learning process through: analysis, open discussion, and ending with
evaluations and recommendations. A case history describes how a problem was approached and solved, and often examines the consequences of
the decisions made. A case problem remains open ended - leaving the analysis and choice of a solution up to the students. A case study often
includes an “ideal” or “benchmark” solution; also, identifies or illustrates best practice. The main purpose of a case study is to illustrate a
principle and/or the value of a specific approach or method. Where as a case method refers to a particular strategy for using cases in the
classroom, to structure an active learning process of self-discovery.
CASE STUDY OVERVIEW
 The purpose of this case study is to
illustrate the benefits of implementing a
Earned Value based Performance
Measurement (EVPM) system to
undertake both financial performance
and production analysis of Key Trade
elements also known as commodities.

SCOPE OF WORK
 The scope of the project was to build a
new Rail Maintenance Facility located
in North Australia to service coal train
engines and rolling stock .
 The study focuses on the tracking of
budget and the performance of key
construction commodities.

PROJECT CONTROL SYSTEM

 Planning software used was Microsoft Project to hold scheduling information only. Primavera P6 could have been used.
 The Contractor’s Cost Payment plan and corresponding Bill of Materials Quantities was held within the EVENGINE PROJECT CONTROL
data sheet . The contract was administered as a Schedule of Rates Contract based on agreed commodity cost rates.
 The project schedule was modified to facilitate cost plan and control system integration and EVPM control points.
 EVPM updates were subsequently REMOTELY made by the on site Scheduler and Quantity Surveyor taking Digital Photographs at
prearranged locations and with the in place quantities measured, the data was then forwarded on to the Supertech home office for analysis
and reporting.
STEPS TO SETUPAND MAINTAIN THE EVPM CONTROL SYSTEM
Step 5 – Sufficient data is now available to run both
Step 1 – Set the Level of Control and Reporting to be the EVPM performance reports for cost, key
exercised on the project. This was set at facility and trade
commodities and contract administration activities
commodity level visible within the project Engineering,
such as the issue the certificates for Trade
Procurement, Construction Management (EPCM)
Contractor Payment.
schedule and corresponding Bill of Materials Quantities
for estimated cost, work hours and quantities for key
commodities.
Step 2 – Import the Cost Plan to EVENGINE then
map the schedule and import the contract dates.
Step 3 – At each report period refresh the
EVENGINE held schedule date data with:
 The Actual Start and Finish dates for completed tasks.
 The Reforecast Finish dates for uncompleted tasks.
 The Current Forecast Early and Late dates for the
remaining tasks to reflect suppler/trade commitments to
completion.
Step 4 – Update the corresponding Bill of Material
Quantities using the EVENGINE Project Control Sheet
where:
 The Physical %Complete for schedule of rates tasks
for materials is based on the actual measured and
remaining quantity placed. For hourly
reimbursement Physical %C is based on spent hours
and those remaining to completion.
 The Physical %Complete for Fixed Cost items are
assessed as either as 0 – 100 % or as a proportion of
their completion. Typical tasks for this treatment
include the Managing Fee.
 Update of
Scheduling
Information

Update the Bill of Materials based on the QS site

Measurement
EVPM PROJECT REPORTS
The following represent a range of EVENGINE reports run and used to brief the client as to contractor progress and undertake contract
administration. The individual reports shown were selectively collated into a simple Dash Board.
COST AND CONTRACT ADMINISTRATION REPORTS
 The Combined Metrics Histogram and S-curve details the Earned Value (EV) basis for the Lump Sump Contract payment versus the Planned
Value (PV) value of work scheduled for completion each period.

 At the Status Date The

Combined Metrics Histogram
and S-curve details the Earned
Value (EV) the basis for the
Schedule of Rates Contract,
The Actual Cost (Cost to the
Contractor of Completed
Work) and the Planned Value
(PV) value of work scheduled
for completion at the report
period.
 Also shown is the expected
trend of costs and the Earned
Value to completion.
 Also shown is the PV2
which represents the Early
Baseline.
 Interpretation of the data
the project is late and
overspent for the work
completed.
EVPM PROJECT REPORTS (Continued)
The Project Summary Report is in two parts, Part 1
details all of the Earned Value Performance
Measurement Metrics, Indicators and predictors.
Part 2 details the Earned Schedule Metrics, Indicators and
Predictors.
Those listed form the basis of Total Project Financial
control in compliance with the Project Management
Institute’s PMBOK® Practice Standard for Earned
Value Management andAustralian Standard ™ AS 4817
Project Performance Measurement Using Earned Value.
The case study Project Summary Report indicates the
project EV slightly ahead of the Late Baseline PV at a
Cost higher than Budgeted. The To Complete
Performance Indices predict it unlikely the project shall
be completed on Budget (BAC) and more likely to be
close to the Estimate At Completion (EAC).
For a definition and application of the tabled range of
Metrics, Indicators and predictors reference the Earned
Value Theory and Practice Webinar through the Webinar
Button on the EVENGINE website.
Not shown nor covered by he Guidelines and Standards
but part of EVENGINE functionality is to undertake
Earned Value analysis using units of Work (Hrs) and
selected commodities based on Material usage units
(Qty). By carrying the Sell Price (Revenue) Earned Value
can be extended to undertake commercial Profit and Loss
analysis.
EVPM PROJECT REPORTS (Continued)
 The EV% versus PV % metrics can be represented in a combined tabular and Integrated Report and Graph representing contract (CA)
performance . The report could also be produced by Area/Facility, Resource and any other EVENGINE available codes.

 By visual inspection contract performance

can be visualized and interpreted from the
tables and the metrics superimposed on
the Gantt bars representing the contract
timeline.
 The data for the case study indicates the
project shall meet the Late Contract
Baseline requirements.
 EVPM PROJECT REPORTS (Continued)
 Schedule Variance Report details gains and slips in the
schedule by Let Contracts (Cost Accounts CA) in
calendar days. The report is used to forecast the expected
handover of facilities for operation and assess the
schedule performance at the Report Status Date. For the
case study the option selected was to use the Early
Baseline dates for tracking purposes. Using the Late
baseline would show contractors just meeting the
expected facility handover dates.

 Cost Management Report

selected to summarize progress
and performance by Let
Contracts (CA) . Used to access
a contractors financial
performance and expected cost
at completion.

 Cost Management Report

selected to summarize
progress by Area and
Facility. Used to assess the
expected cost of the project
by facility and also used for
asset management purposes.
 EVPM PROJECT REPORTS (Continued)
Certificates of Payment summarizes and details the payments due to the
contractor.
Shown are the Certificate of Payment based on the total project approved cost the
BAC. The money on release shall be used to pay the contractors engaged on the
project. Individual contract claim certificates are issued separately. The Certificate is
the difference between the Earned Value calculated for the previous and this period.
 Shown is the
Continuation sheet
by cost account,
this can also be
done by Task
which details the
makeup of the
certificate of
payment.
 Shown is the Certificate Summary
sheet which tracks the Payment
History of all certificates issued.
 As certificates of claim and payment
are based on Earned Value this can
significantly save on contract
administration costs as all is
integrated and calculated from a
single source EVPM system data
repository.
 EVPM PROJECT REPORTS (Continued)
 Productivity Reports (Daily, Weekly and Monthly)
tracks actual selected commodity placement rates
against that planned and required to complete the
project as planned.
 The histogram is used to plan the size and fleet plant mix
required based on achieved production rates versus that
required.
 Illustrated is the production rate for earthworks
indicating a significant increase in plant deployment
post status date.
 For concrete works this indicates a small on site concrete
batch plan with a capacity of 250 mx3 per 8 hour shift.
The histogram also indicates an underutilization of the
batch plant over a four week period. This was
subsequently filled by bringing forward some of the
building and plant foundation works. Other commodities
tracked included Structural Steel, Rail installation works
and used to determine the installation gang sizes and shifts
to be worked.
CONCLUSION
 The separately held EVENGINE Cost and Material
budget and usage data used to determine the Physical %
Complete significantly accelerated the processing of
contractor payment claims.
 The tracking of daily, weekly actuals against
production targets gave advanced warning for
scheduling additional plant and equipment to meet
schedule.
Experience the ease of setting up an Earned Value Based Project Management Reporting System.
Why not Trial our EVENGINE STANDARD Entry Level product free or select EVENGINE PREMIUM or EVENGINE
PROJECT CONTROL.
Certificates of Payment, Cost Management Reports and the Combined Integrated Graph report functionality for the case study was
produced by EVENGINE PROJECT CONTROLS.