Introduction
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.
The Role of the Project Manager
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.
Challenges of the ECAC Process
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.
Strategy 1: Structure Projects by Timeline
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:
- – Focus only on work-in-progress
- – Avoid re-evaluating completed tasks
- – Set ECAC to actual for completed tasks and mark them inactive
Strategy 2: Use Active/Inactive Toggles
Implement toggles to activate or deactivate tasks. This approach:
- – Minimizes posting errors
- – Streamlines ECAC by excluding inactive tasks
- – Prevents changes to completed, closed-out lines
Strategy 3: Isolate High-Risk Tasks
Use separate task/cost codes for high-risk items. These tasks require:
- – Closer scrutiny
- – More frequent updates
- – Enhanced tracking
Strategy 4: Focus Only on Active Projects
To prevent surprises from trailing costs:
- – Limit ECAC reviews to projects with activity since the last update
- – Avoid wasting time on dormant or closed projects
Strategy 5: Summarize for Smaller Projects
For smaller-scale projects, a high-level summary ECAC is sufficient. This approach saves time while maintaining financial oversight.
Conclusion
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.
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Written by Ravi Kannan, Partner, SIS, LLC
