Capital Programme Cost Reduction Case Study & Expertise Zone Capital Programme Cost Reduction How Lancashire County Council have transformed their Capital Programme Management capability

Who am I? Graham Walker, BT Programme Manager 21 years Financial Services Software development ICT Project Management ICT Service Management 15 years BT Programme Management DWP Credit Suisse Lancashire County Council

Background – Lancashire County Council Fracking Lancashire! 3000 square kilometres 1.5m population 7,300km of roads 700 schools & colleges

Background – Capital Programme What is the Capital Programme? £600m portfolio of Highways & Property projects 3,000 disparate projects Road schemes (M6 Heysham link road) New schools / classrooms Town centre redevelopments Property refurbishments Business park developments Successful grant bids (e.g. LED lighting) Central government initiatives (e.g. potholes)

Previous Situation The business challenge No formal project management Work delivered via business-as-usual process No integrated financial management Capital work simply charged to different cost centres Disparate projects and programmes Uncertain project over and under spends Each monthly spending report took 3.5 weeks to prepare!

Lots of systems … Lots of The Problem Duplication of entry Excel Spreadsheets Sources of information Possibilities for misinterpretation / error Missed opportunities to “see” early warnings Time taken to update systems and report, rather than work on the project Costs associated with maintaining those systems Currently Project Managers use a variety of tools and forms across all project phases that need the same information (job name, job number, district etc) completed each time

Whatever solution we found … The Solution Whatever solution we found … Monitoring & Control Planning Initiation Execution Closeout It must Be configurable to our methodology Minimise changes required to user processes Be easy-to-use – so that it doesn’t “scare-off” the user Provide simple, configurable reporting Easy to deploy - intuitive

Financial Control is important … The Core Requirement Financial Control is important … It must Show Planned vs. Actual clearly Provide early warning of Overspend (and underspend) Integrate to Oracle – real-time cost information Provide visibility of spend in the future (cash flow)

Cora’s Project Vision A market leading project management system providing real-time information which is available to all from the chief executive down. A system that helps all of us deliver the best possible projects which are value for money and properly managed.

The Technical Solution Cora ProjectVision Non Finance Template Symology Insight Highways Asset Management Technology Forge tfCloud Property Asset Management Highways Finance Template Other Finance Template Property Finance Template Oracle Financials Oracle Project Costing Commitments Oracle Project Billing Actuals Oracle General Ledger Invoices Oracle iSupplier Orders

PM Landing Page

Project Planning Page

Project Details page

Customisable Dashboards

The Technical Solution Cora ProjectVision Non Finance Template Symology Insight Highways Asset Management Technology Forge tfCloud Property Asset Management Highways Finance Template Other Finance Template Property Finance Template Oracle Financials Oracle Project Costing Commitments Oracle Project Billing Actuals Planned Maintenance Planned Maintenance Reactive Maintenance Reactive Maintenance Oracle General Ledger Invoices Oracle iSupplier Orders HIGHWAYS PROPERTY

Customisable Dashboards

Google images says this is a highways street worker! Benefits Realisation Better management of Capital Budget Project achieves its benefits with no changes to working practices Real-time, online access to whole programme cost profile with drill down capability Enhanced project management capability is a bonus and future benefit Highways street-workers carry on as before Google images says this is a highways street worker!

Summary Cora Project Vision provides the reporting vehicle for a structured portfolio Oracle Financials act as the single, central finance repository Highways and Properly line-of-business systems manage the work Complex system integrations are the challenge but the key

What will it mean for Programme and Project Managers? Single programme and project management tool. Increased level of financial control and enhanced quality of forecasting. Ability to plan resources against project tasks, and capture costs of hours worked on the project. Better access to reporting facilities Improved confidence in your project/programme position. Confidence to close projects. Codes disabled upon closure and no longer available to access. Improved analysis of actual costs vs estimated to be done at a comparable level. 1 project manager from project approval to completion

What will it mean for Finance/Commissioning? Increased visibility of project and programme position. Single system to access project related data. Single version of the truth accessible by all. Reduction in number of monitoring meetings. Improved business processes and procedures. Significant reduction in time and effort to produce reports. Improved accuracy of data.

What will it mean for the Business? Improved corporate management of programmes and projects increasing transparency, efficiency and control. Appropriate and robust control and governance mechanisms. Well-equipped project and programme managers. Strategic decision making informed by accurate and timely information Strengthen financial controls Required level of assurance to internal and external auditors of the effective financial management of the programme. Increased visibility and transparency of project costs

The Technical Solution Cora ProjectVision Non Finance Template Symology Insight Highways Asset Management Technology Forge tfCloud Property Asset Management Highways Finance Template Other Finance Template Property Finance Template Oracle Financials Oracle Project Costing Commitments Oracle Project Billing Actuals Planned Maintenance Planned Maintenance Reactive Maintenance Reactive Maintenance Oracle General Ledger Invoices Oracle iSupplier Orders HIGHWAYS PROPERTY