The situation
A mid sized construction company runs several sites at once, in Lima and in the provinces, each with its resident engineer, its crew and its local purchases. Head office knew what a site cost when it finished: supplier invoices arrived in envelopes, crew attendance on paper timesheets, and progress in a weekly report that depended on the resident engineer.
Valuations for the client were assembled in a spreadsheet from those reports, and the differences between what was valued and what was really spent showed up months later.
What was done
Each site is a cost center in XEN. Purchases are recorded in Logistics against the site that receives them, with their receipt; each crew's attendance comes from a portable biometric clock per site into Human Resources; progress is recorded in Operations from the resident engineer's phone, with a photo.
XEN Overdrive built the site valuation on those records: budget line items, executed progress and incurred cost in the same view, with the client file composed from the data.
How it was implemented
It started with a new site, so as not to migrate the history of those in progress: the budget loaded by line item, the crew enrolled on the clock and local suppliers in the catalog. Sites in progress joined at the end of their month, each with its opening balance. Head office stopped requesting reports: progress and expenses were already in XEN by the time it asked.
What the operation looks like today
The operations manager opens Reports and sees each site with its physical progress, its incurred cost against budget and its accumulated valuation. Purchases are approved from the office with the receipt in view, and each crew's payroll is calculated on the site's real attendance. The resident engineer records the day's progress with a photo, and Xeni tells him how much is left of each line item.
Valuations come out of XEN with their annexes. And when the client asks about a figure, the answer is one line below: the line item, the progress and the record that produced it.
