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“CONNECTINGTHE DOTS”
Ian RobertsonJBA urban development services
IMPROVED CASH-FLOW THROUGH PIPELINE & CAPACITYMANAGEMENT
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
WHO HAS DONE THEIR TIMESHEET?
Missing Hours Report
Staff Office Name Staff Name Total Hours Leave Hours
Approvals Bobby 8.50 0.00
Research & Advice Cindy 6.50 0.00
Urban Design Marcia 0.00 0.00
Communications Greg 0.25 0.00
Strategic Planning Peter 7.50 0.00
Approvals Jan 6.25 0.00
WHO HASN’T?
Missing Hours Report
Staff Office Name Staff Name Total Hours Leave Hours
Approvals Bobby 8.50 0.00
Research & Advice Cindy 6.50 0.00
Urban Design Marcia 0.00 0.00
Communications Greg 0.25 0.00
Strategic Planning Peter 7.50 0.00
Approvals Jan 6.25 0.00
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
HOW BUSY ARE WE?
Staffoffice name
Staffname
Totalhours
Leavehours
Utilisedhours
Non utilised hours
Total hours target
Missinghours
Approvals Bobby 42.75 0 22.25 2.5 40 -2.75
Research & Advice Cindy 47 0 25.75 21.25 40 -7
Urban Design Marcia 0 0 0 0 40 40
Communications Greg 37.5 0 27 10.5 38 0.5
Strategic Planning Peter 38 0 16.25 21.75 38 0
Approvals Jan 38 0 32 6 38 0
203.25 0 123.25 80 234 30.75
HOW PRODUCTIVE ARE WE?
Staffoffice name
Staffname
Billable hours target
Billable hours target adjusted
for leave
% Billable achieved
Productivity target
Productivity achieved
Availablehours
Approvals Bobby 16.00 16.00 142% 40% 56% 40
Research & Advice Cindy 28.00 28.00 92% 70% 64% 40
Urban Design Marcia 24.00 24.00 0% 60% 0% 40
Communications Greg 31.00 31.00 87% 82% 71% 38
Strategic Planning Peter 31.00 31.00 52% 82% 43% 38
Approvals Jan 31.00 31.00 103% 82% 84% 38
161.00 161.00 61% 69% 53% 234
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
WHAT WORK IS COMING UP?
Project #Reference
nameProject status
Project office name ManagerSub project
fee typeSub project
fee ($)
14001 Stage 1 DA Proposal Approvals Bobby Fixed Fee $2500.00
14002 Preparation of SEE Proposal Approvals Bobby Fixed Fee $2500.00
14003 DA for Warehouse Proposal Approvals Bobby Fixed Fee $2500.00
14004 Planning Advice Active Research & Advice Cindy Fixed Fee $6000.00
14005 Community Engagement Proposal Communications Greg Fixed Fee $3500.00
14006 Planning Proposal Active Strategic Planning Peter Fixed Fee $500.00
14007 UAP study Proposal Strategic Planning Peter Fixed Fee $5000.00
$27,000.00
WHAT WORK IS COMING UP?
Project #Reference
NameProject Status
Project Office Name
ManagerSub ProjectFee Type
Sub ProjectFee ($)
14001 Stage 1 DA Proposal Approvals Bobby Fixed Fee $2500.00
14002 Preparation of SEE Proposal Approvals Bobby Fixed Fee $2500.00
14003 DA for Warehouse Proposal Approvals Bobby Fixed Fee $2500.00
14004 Planning Advice Active Research & Advice Cindy Fixed Fee $6000.00
14005 Community Engagement Proposal Communications Greg Fixed Fee $3500.00
14006 Planning Proposal Active Strategic Planning Peter Fixed Fee $500.00
14007 UAP study Proposal Strategic Planning Peter Fixed Fee $5000.00
$27,000.00
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
WHERE HAVE WE GOT CAPACITY?
Last week’sutilisation
Week 1 Week 2 Outlook
Bobby 142% Busy week 1 , potential capacity week 2
Cindy 92% Busy week 1 & 2
Marcia 0% Capacity week 1 & 2
Greg 87% Busy week 1 & 2
Peter 52% Busy week 1, infill week 2
Michael Oliver 103% Busy week 1, potential infill week 2
WHERE HAVE WE GOT CAPACITY?
Last week’sutilisation
Week 1 Week 2 Outlook
Bobby 142% Busy week 1 , potential capacity week 2
Cindy 92% Busy week 1 & 2
Marcia 0% Capacity week 1 & 2
Greg 87% Busy week 1 & 2
Peter 52% Busy week 1, infill week 2
Michael Oliver 103% Busy week 1, potential infill week 2
WHERE HAVE WE GOT CAPACITY?
Last week’sutilisation
Week 1 Week 2 Outlook
Bobby 142% Busy week 1 , potential capacity week 2
Cindy 92% Busy week 1 & 2
Marcia 0% Capacity week 1 & 2
Greg 87% Busy week 1 & 2
Peter 52% Busy week 1, infill week 2
Michael Oliver 103% Busy week 1, potential infill week 2
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
HOW ARE WE TRACKING ON JOBS?
Project manager FF FPsConverted unbilled FF
Opening WIP
Pipeline Over budgetAdjusted pipeline
# Active projects
# Proposals
Bobby $7,500 $85,000 $22,000
$114,500 -$500 $114,000 9 3
Cindy $6,000 $7,000 $ - $13,000 $0 $13,000 5 1
Marcia $ - $30,000 $13,000 $43,000 -$2,500 $40,500 8 0
Greg $3,500 $22,000 $500 $26,000 -$200 $25,800 6 1
Peter $10,000 $3,500 $10,000 $10,000 1 2
Jan $ - $4,300 $750 $5,050 $0 $5,050 1 0
$27,000 $151,800 $26,250 $211,550 -$3,200 $208,350 30 7
HOW ARE WE TRACKING ON JOBS?
Project manager FF FPsConverted unbilled FF
Opening WIP
Pipeline Over budgetAdjusted pipeline
# Active projects
# Proposals
Bobby $7,500 $85,000 $22,000
$114,500 -$500 $114,000 9 3
Cindy $6,000 $7,000 $ - $13,000 $0 $13,000 5 1
Marcia $ - $30,000 $13,000 $43,000 -$2,500 $40,500 8 0
Greg $3,500 $22,000 $500 $26,000 -$200 $25,800 6 1
Peter $10,000 $3,500 $10,000 $10,000 1 2
Jan $ - $4,300 $750 $5,050 $0 $5,050 1 0
$27,000 $151,800 $26,250 $211,550 -$3,200 $208,350 30 7
HOW ARE WE TRACKING ON JOBS?
Project manager FF FPsConverted unbilled FF
Opening WIP
Pipeline Over budgetAdjusted pipeline
# Active projects
# Proposals
Bobby $7,500 $85,000 $22,000
$114,500 -$500 $114,000 9 3
Cindy $6,000 $7,000 $ - $13,000 $0 $13,000 5 1
Marcia $ - $30,000 $13,000 $43,000 -$2,500 $40,500 8 0
Greg $3,500 $22,000 $500 $26,000 -$200 $25,800 6 1
Peter $10,000 $3,500 $10,000 $10,000 1 2
Jan $ - $4,300 $750 $5,050 $0 $5,050 1 0
$27,000 $151,800 $26,250 $211,550 -$3,200 $208,350 30 7
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
ALLOCATE PROJECTS
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
WHAT CAN WE INVOICE?
Manager Project # Project Reference Project status 0 to 30 days 31 to 60 Days 61 to 90 Days 90+ days Aged WIP Total
Bobby 12700 Stage 1 DA Active $500.00 $0.00 $0.00 $0.00 $500.00
Bobby 13007 Part 5 EIS Active $2,000.00 $0.00 $0.00 $0.00 $2,000.00
Bobby 13009 DA – response to submissions Active $3,000.00 $0.00 $0.00 $0.00 $3,000.00
Bobby 13200 Ongoing Planning Advice Active $7,000.00 $0.00 $0.00 $0.00 $7,000.00
Bobby 13250 Independent Assessment Active $800.00 $0.00 $0.00 $0.00 $800.00
Bobby 13290 Planning Agreement Active $2,000.00 $0.00 $0.00 $0.00 $2,000.00
Bobby 13300 Rezoning Active $700.00 $2,000.00 $1,000.00 $0.00 $3,700.00
Bobby 13590 Medium Density DA Active $1000.00 $0.00 $0.00 $0.00 $1,000.00
Bobby 13400Planning Proposal & Staged DA
Active $2000.00 $0.00 $0.00 $0.00 $2000.00
$19,000.00 $2,000.00 $1,000.00 $0.00 $22,000.00
WHAT CAN WE INVOICE?
Manager Project # Project reference Project status 0 to 30 days 31 to 60 Days 61 to 90 Days 90+ days Aged WIP total
Bobby 12700 Stage 1 DA Active $500.00 $0.00 $0.00 $0.00 $500.00
Bobby 13007 Part 5 EIS Active $2,000.00 $0.00 $0.00 $0.00 $2,000.00
Bobby 13009 DA – response to submissions Active $3,000.00 $0.00 $0.00 $0.00 $3,000.00
Bobby 13200 Ongoing Planning Advice Active $7,000.00 $0.00 $0.00 $0.00 $7,000.00
Bobby 13250 Independent Assessment Active $800.00 $0.00 $0.00 $0.00 $800.00
Bobby 13290 Planning Agreement Active $2,000.00 $0.00 $0.00 $0.00 $2,000.00
Bobby 13300 Rezoning Active $700.00 $2,000.00 $1,000.00 $0.00 $3,700.00
Bobby 13590 Medium Density DA Active $1000.00 $0.00 $0.00 $0.00 $1,000.00
Bobby 13400Planning Proposal & Staged DA
Active $2000.00 $0.00 $0.00 $0.00 $2000.00
$19,000.00 $2,000.00 $1,000.00 $0.00 $22,000.00
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
WHO OWES US MONEY?
Project manager
Contact name Project Invoice #Invoice
dateTotal 0 -30 31 -60 61 - 90 +91
Bobby DA Client Stage 1 DA 00103000 23/12/2013 $1,500.00 $0.00 $1,200.00 $0.00$300.0
0
Bobby XYZ Pty Ltd Part 5 EIS 00103001 31/01/2014 $3,500.00 $3,500.00 $0.00 $0.00 $0.00
Bobby Corporate Client DA – response to submissions 00103002 26/11/2013 $800.00 $0.00 $0.00 $800.00 $0.00
Bobby Developer A Ongoing Planning Advice 00103003 29/11/2013 $5,000.00 $0.00 $0.00 $5,000.00 $0.00
Bobby Council Independent Assessment 00103004 24/12/2013 $1,100.00 $0.00 $1,100.00 $0.00 $0.00
Bobby Developer Z Planning Agreement 00103005 31/01/2014 $1,250.00 $1,250.00 $0.00 $0.00 $0.00
Bobby Council Rezoning 00103006 23/12/2013 $2,300.00 $0.00 $2,300.00 $0.00 $0.00
Bobby Medium Client Medium Density DA 00103007 31/01/2014 $500.00 $500.00 $0.00 $0.00 $0.00
Bobby Large Client Planning Proposal & Staged DA 00103008 31/01/2014 $2600.00 $2600.00 $0.00 $0.00 $0.00
$18,550.00 $7,850.00 $4,600.00 $5,800.00$300.0
0
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
WHO OWES US MONEY?
Project manager
Contact name Project Invoice #Invoice Date
Total 0 -30 31 -60 61 - 90 +91
Bobby DA Client Stage 1 DA 00103000 23/12/2013 $1,500.00 $0.00 $1,200.00 $0.00$300.0
0
Bobby XYZ Pty Ltd Part 5 EIS 00103001 31/01/2014 $3,500.00 $3,500.00 $0.00 $0.00 $0.00
Bobby Corporate Client DA – response to submissions 00103002 26/11/2013 $800.00 $0.00 $0.00 $800.00 $0.00
Bobby Developer A Ongoing Planning Advice 00103003 29/11/2013 $5,000.00 $0.00 $0.00 $5,000.00 $0.00
Bobby Council Independent Assessment 00103004 24/12/2013 $1,100.00 $0.00 $1,100.00 $0.00 $0.00
Bobby Developer Z Planning Agreement 00103005 31/01/2014 $1,250.00 $1,250.00 $0.00 $0.00 $0.00
Bobby Council Rezoning 00103006 23/12/2013 $2,300.00 $0.00 $2,300.00 $0.00 $0.00
Bobby Medium Client Medium Density DA 00103007 31/01/2014 $500.00 $500.00 $0.00 $0.00 $0.00
Bobby Large Client Planning Proposal & Staged DA 00103008 31/01/2014 $2600.00 $2600.00 $0.00 $0.00 $0.00
$18,550.00 $7,850.00 $4,600.00 $5,800.00$300.0
0
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
KEY POINTS
Focus on the basics• Timesheets are up to date
• What have we got in the Pipeline
• What Capacity do we have in the business
• Manage WIP – invoice fortnightly where possible.
• Manage debtors – don’t wait till the invoice is overdue.
THE BUSINESS CYCLE
Cash is king
Who’s done what?
How busy are
we?
What work is coming
up?
Where have
we got capacity?How
are we tracking on jobs?
Allocate work
Whatcan we
invoice –WIP?
Who owes us money?
Collect cash
THANK YOU
