IntroductionÂ
A critical business process in most construction companies is the ECAC (Estimated Cost at Completion) process, also known as CTC (Cost to Complete). This process is essential for project forecasting and financial control. Â
The Role of the Project ManagerÂ
A good Project Manager is only as effective as their ability to consistently estimate the cost at completion. Only PM’s who understand their projects intimately can execute this task accurately and efficiently. Â
Challenges of the ECAC ProcessÂ
The ECAC process can be time-consuming, especially for large projects. It involves detailed revisions at the lowest levels—by cost code/task and cost type. The complexity can overwhelm even experienced managers. Â
Strategy 1: Structure Projects by TimelineÂ
For large projects, grouping tasks by timeline significantly improves productivity. Except for General Conditions, most tasks can align with the project plan. Break tasks into time buckets—ideally monthly—to: Â
- – Focus only on work-in-progressÂ
- – Avoid re-evaluating completed tasksÂ
- – Set ECAC to actual for completed tasks and mark them inactiveÂ
Strategy 2: Use Active/Inactive TogglesÂ
Implement toggles to activate or deactivate tasks. This approach: Â
- – Minimizes posting errorsÂ
- – Streamlines ECAC by excluding inactive tasksÂ
- – Prevents changes to completed, closed-out linesÂ
Strategy 3: Isolate High-Risk TasksÂ
Use separate task/cost codes for high-risk items. These tasks require: Â
- – Closer scrutinyÂ
- – More frequent updatesÂ
- – Enhanced trackingÂ
Strategy 4: Focus Only on Active ProjectsÂ
To prevent surprises from trailing costs:Â
- – Limit ECAC reviews to projects with activity since the last updateÂ
- – Avoid wasting time on dormant or closed projectsÂ
Strategy 5: Summarize for Smaller ProjectsÂ
For smaller-scale projects, a high-level summary ECAC is sufficient. This approach saves time while maintaining financial oversight. Â
ConclusionÂ
Simplifying the ECAC process through smart structuring, active task management, and tailored review scopes can dramatically enhance project productivity. Project Managers empowered with these tools and strategies can deliver more accurate forecasts with less effort. Â
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Written by Ravi Kannan, Partner, SIS, LLCÂ