Top 5 Features to Consider in Your Project Controls Software Reviews

Have you ever been involved in the Project Controls software reviews and selection process? 

If you do, you know that you have the privilege of selecting from an array of Project Controls Software.  

In order to choose the best Project Controls software for your organization, one of the things you need to figure out is what features you need.  

Watch this video to figure out the top 5 features that you need to consider in Project Controls software reviews and selection process.

Click here to download a free audio mp3 podcast of this episode.     

Video Transcript: 

Have you ever been involved in Project Controls software reviews and assessments?  

If you did, you know that it is not an easy task.  

With emerging technologies and the number of solution providers in the market, the assessment and selection of the BEST Project Controls software can be a challenging task.  

When I started my career in Project Controls almost two decades ago, I didn’t have many options to choose from. I remember using P3, Microsoft Excel, Access, and in some cases, the internal systems that we had developed in our organization, as our primary Project Controls tools.  

Now you have the privilege of selecting from an array of Project Controls Software. In case you are wondering what options you have available, check our recommended “ Top 20 Project Controls Software.” 

In order to choose the best Project Controls software for your organization, one of the things you need to figure out is what features you need.  

In this post, I cover the top 5 features that I recommend you consider in Project Controls software reviews and selection process.

Feature # 1??- Bridges The Gap Between Systems And Allows Data Integration 

When it comes to Project Controls software, “integration” is the key. It’s very important to make sure that you have integration between your existing systems, and the Project Controls software.  

Here are some of the points to consider in Project Controls software reviews: 

Modular to fit with existing ERP systems (e.g. accounting, procurement) 

The project control software is a repository of budget, changes, actual, commitments, forecast and any other data from your Enterprise Resource Planning (ERP) system.  

The ERP system is a suite of software to manage day-to-day business activities, such as accounting, procurement, project management, risk management and compliance, and supply chain operations. 

Therefore, the Project Controls software should integrate with your ERP systems. 

Have the ability to import data via variable means and not be restricted 

You need to make sure that you can import the data to or from the software easily and without any issue.  

The Project Controls software should have the ability to import data via variable means and not be restricted (e.g. import via flat files, electronic means, and via application program interface (API), a very common interface to extract data from such systems in the background and seamlessly on a predefined interval.) The latter ensures data integrity is maintained from the source system(s). (Check the AACE International Recommended Practice No. 94R-18, Cost Control Software Requirements for more information) 

Allows the Integration with the Scheduling Software 

In addition to the integration with ERP systems, the Project Controls software should also integrate with the scheduling software (e.g. Primavera P6, or MS Project), to allow for integrated management and control of project’s cost and schedule.  

Aligns cost estimates, budgeted costs, and the schedule 

The Project Controls software should allow for alignment between your cost estimates, budgeted costs, and the schedule.  

Sometimes the cost estimating is done in another software and doesn’t talk to your budgeted cost in the Project Controls/ Cost Management software. You may need to do lots of mapping and re-mapping to align your cost estimate with your control accounts and budgeted line items. However, if the Project Controls software allows for integration with your Cost Estimating software or has a Cost Estimating module embedded, it will make your job way easier. 

For example, Cleopatra Enterprise has this feature. With a click of a button, the Cost Estimates in Cleopatra turn to the budgeted costs according to the WBS or CBS, or any other customized structure that you define for your budget. 

Here is how the Integrated Project Controls software looks like:

The integrated Project Controls system/ software should allow you to integrate with your internal ERP systems, cost estimating, cost management, change management, scheduling, document management, and procurement systems.

Feature # 2??- Robust Cost Management

When it comes to the cost management feature, make sure that the Project Controls software has the following features:

• Allows for progress, performance measurement, and Earned Value Management (EVM)(even if you are not applying EVM in your projects yet)
• Establishes time-phased budgets to represent cash flow plans & Performance Measurement Baseline (PMB) for projects
• Configurable to add several Earned Value progress measurements techniques (e.g. rules of credit)
• Measures performance and productivity using cost, hour, and quantity control elements
• Allows cost variance analysis and tracking cost performance issues
• Allows flexible forecasting
• Manual entries of EAC and ETC by labor hours and cost.
• Allows for customized forecasting formulas
• Allows for standard performance-based formulas ( EAC/ ETC)
• Capable of forecasting by quantities, hours, and cost.
• Adopts standard processes and terminologies based on industry standards and your way of working

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