James Fischer-Myall · Sign out
Project Control & Margin Early-Warning
Demo 1 · quote → delivery → invoicing, with exceptions routed to an accountable owner
Exceptions register — what needs a decision, and who owns it
| Severity | Project | Issue | Owner | Escalate to | Due | Status |
|---|---|---|---|---|---|---|
| RED | P-101 | Forecast margin below quote Forecast margin 13.2% vs 20.0% quoted (6.8 pts fade; CPI 0.92) | Sam Ortiz (PM) | Operations Director | Tue 03 Nov | Raised |
| RED | P-102 | Work done, not invoiced $233,600 of work completed but not invoiced (31% of earned revenue) | Priya Nair (PM) | Jo Park (Accounts Lead) | Wed 04 Nov | Acknowledged |
| RED | P-101 | Forecast finish beyond plan Forecast finish 2027-01-22 is 35 days after plan | Sam Ortiz (PM) | Operations Director | Fri 06 Nov | Raised |
| NOT REPORTED | P-103 | Cost data not updated Costs last updated 29 days ago; margin and cost forecasts suppressed until updated | Tom Becker (PM) | Operations Director | Tue 03 Nov | Raised |
| AMBER | P-101 | Variation work done, not approved V-101-2 "Unsuitable subgrade removal and replacement": $68,000 cost incurred, $85,000 claim unapproved for 27 days | Ravi Menon (Commercial Manager) | Sam Ortiz (PM) | Wed 04 Nov | Acknowledged |
| AMBER | P-102 | Invoice unpaid INV-5524 $180,000 unpaid, 78 days since issue | Jo Park (Accounts Lead) | Priya Nair (PM) | Wed 04 Nov | Raised |
| AMBER | P-101 | Commitments exceed category budget Plant hire: spent + committed $130,000 vs budget $90,000 (+44%) | Sam Ortiz (PM) | Ravi Menon (Commercial Manager) | Fri 06 Nov | Raised |
| AMBER | P-105 | Forecast margin below quote Forecast margin 20.3% vs 23.9% quoted (3.6 pts fade; CPI 0.95) | Lena Wu (PM) | — | Fri 06 Nov | Raised |
| AMBER | P-106 | Commitments exceed category budget Materials: spent + committed $580,000 vs budget $470,000 (+23%) | Tom Becker (PM) | Ravi Menon (Commercial Manager) | Fri 06 Nov | Raised |
Early warning — would we have seen it in time? (P-101, monthly history)
What the numbers say
The amber trigger trips at the September month-end, when the project is 38% complete and 60% of the budget is still unspent — enough remaining cost to act on. By October the forecast margin is 13.2% against 20% quoted.
Two drivers are visible in the source data: plant hire is 44% over its budget once commitments are included, and a $85,000 subgrade variation has been worked but not approved. If that variation is approved in full, forecast margin moves to 16.9%.
Management action generated: variation submission escalated (Commercial Manager), plant-hire review against owned-fleet availability (see Demo 2), recovery plan from the PM within 2 business days.
Project position — quote to completion
| Project | PM | Contract (incl. approved var.) | Complete | CPI | Quoted margin | Forecast margin | Margin movement | Not invoiced | Slip | Status |
|---|---|---|---|---|---|---|---|---|---|---|
| P-101 Northfield Reserve pitch Synthetic soccer pitch incl. base and drainage | Sam Ortiz | $1,895,000 | 55% | 0.92 | 20.0% | 13.2% | -6.8 pts | $62,250 | 35d | RED |
| P-102 Eastvale College oval Cricket oval reconstruction and irrigation | Priya Nair | $942,000 | 80% | 1.03 | 19.0% | 21.7% | +2.7 pts | $233,600 | 0d | RED |
| P-103 Riverbend estate earthworks Bulk earthworks and drainage subcontract | Tom Becker | $640,000 | 30% | — | 12.5% | not reported | — | $12,000 | 0d | NOT REPORTED |
| P-104 Kingsford Park AFL oval Irrigation upgrade and turf renovation | Priya Nair | $480,000 | 95% | 1.01 | 22.5% | 23.5% | +1.0 pts | $10,000 | 0d | GREEN |
| P-105 Multi-site sportsfield maintenance Annual maintenance contract (12 sites) | Lena Wu | $310,000 | 70% | 0.95 | 23.9% | 20.3% | -3.6 pts | $0 | 0d | AMBER |
| P-106 Westmead hockey centre Hockey pitch resurface | Tom Becker | $1,200,000 | 10% | 1.02 | 20.0% | 21.7% | +1.7 pts | $0 | 0d | AMBER |
CPI = earned value ÷ actual cost. Below 1.00 means work is costing more than budgeted for the progress achieved.
Debtor ageing (unpaid invoices)
| 0-30 days | $885,800 | |
| 31-60 days | $0 | |
| 61-90 days | $180,000 | |
| 90+ days | $0 |
Action trail — latest entries
| Date | Exception | Event | By | Hash |
|---|---|---|---|---|
| 2026-10-31 | P-102|DEBTOR_OVERDUE | RAISED | system | 72c5e4258a33… |
| 2026-10-31 | P-101|OVERCOMMITTED | RAISED | system | 32cbfd61ed52… |
| 2026-10-31 | P-105|MARGIN_FADE | RAISED | system | 1645e5e51b8f… |
| 2026-10-31 | P-106|OVERCOMMITTED | RAISED | system | c82b25afb3fb… |
| 2026-10-31 | P-102|UNDER_BILLED | ACKNOWLEDGED | Priya Nair | 3c3eaaa2533e… |
| 2026-10-31 | P-101|PENDING_VARIATION | ACKNOWLEDGED | Sam Ortiz | f40870311818… |
11 entries, each sealed with the previous entry's hash. Integrity check: PASSED. Editing any past entry breaks the chain.
Trigger thresholds (to be agreed with management)
| STALE_DAYS | 14 |
| FADE_AMBER | 0.03 |
| FADE_RED | 0.06 |
| OVERCOMMIT_AMBER | 0.05 |
| VAR_AGE_AMBER | 14 |
| VAR_AGE_RED | 28 |
| UNDERBILL_AMBER | 0.1 |
| UNDERBILL_RED | 0.2 |
| DEBTOR_AMBER | 60 |
| DEBTOR_RED | 90 |
| SLIP_AMBER | 14 |
| SLIP_RED | 30 |