Project portfolio review, Sage Grove geotechnical group, October 2026

The October monthly project review checked against the ERP project list and the timesheets for the eight weeks ending Nov 1. Of the group's 72 projects, 34 carry at least one flag for the monthly meeting.

Barrow & Kline Engineering, Inc., Geotechnical group, Sage Grove, MIMonthly project review, October 2026ERP as of Oct 31, 2026Timesheets, weeks ending Sep 13 to Nov 1Prepared Nov 5, 2026

Summary

Over fee

Pinecrest Ridge Townhomes is reported on track but sits at 116% of fee

Earned is $48,657 against a fee of $42,000 in the ERP. The $52,000 EAC and the PM's comment assume additional services of about $11,000, and the timesheets carry 96 hours on task AS1, but no amendment is entered in the ERP. Two more projects are over fee with an on-track status or no review.

Enter the amendment and bill it: with a $53,000 fee, earned is 92%.

No time charged

5 active projects have no time charged in four weeks

All have end dates after October. Two are on hold or waiting on the client, and one is most likely complete. Per the review, Maple Ridge Rd Ph. 2 had field exploration in October, but the time sits on Ph. 1 for the same client: 138 hours in four weeks against 22 hours in the four weeks before, with Ph. 2 boring numbers in the line notes.

Missing reviews

3 of 9 project managers account for 13 of 16 missing reviews

Tyler Brandt, Kevin VanderMolen and Amy Castellano manage projects with $1.44M in fees, 54% of the $2.65M portfolio. They also have the group's highest utilization in October, 84% to 88%. Missing or stale reviews cover $1.05M in fees.

Projects and flags, October 2026

Filter by project manager, client type and flag. Click a project to see its rows in the monthly review, the ERP and the timesheets side by side. Thresholds can be changed; the summary above uses the default thresholds.

View
Weeks with no time
% complete off by more than
Unbilled WIP over
0Projects in selection
0Flagged projects
0Total fee
0Unbilled WIP
ProjectPMClientFeeEarnedUnbilledReviewHours 9/13–11/1Flags

Sources and method

Sources

  • Monthly_Project_Review_Geotech_2026-10.xlsxPM entries per project: status, estimate at completion (EAC), percent complete, comment and last saved dateOctober tab, 72 rows
  • ERP_Project_List_2026-10-31.xlsxERP export: status, start and end dates, original fee, approved amendments, earned, billed and unbilled WIP72 rows
  • Timesheets_Geotech_WE-2026-09-13_to_2026-11-01.xlsxHours by project, task and week ending, with line notes; By Employee tab with total and billable hours for October1,346 rows
  • Project_Controls_Procedure_PC-04_Monthly_Review.pdfGroup procedure: reviews are due by the third business day; projects with no time in four weeks are closed or set to inactive3 pages

Method

  1. The three exports were joined on project number. All 72 projects in the ERP have a row in the monthly review, and 71 of them have time in the timesheets for the eight weeks.
  2. Review missing: the row is blank, or it was last saved before Oct 26, 2026 and still holds September values. Reviews were due Nov 4, 2026.
  3. Over fee: earned or EAC exceeds the current fee, including approved amendments. The overrun counts as hidden when earned already exceeds the fee and there is no review, or the review status is on track.
  4. No time charged: no hours in the selected number of recent weeks (default four) on a project that is active in the ERP with an end date after Oct 31, 2026. Inactive projects are not flagged.
  5. Percent complete mismatch: reported percent complete differs from earned as a percent of fee by more than the selected threshold (default 20 points). Only current reviews are compared.
  6. High unbilled WIP: earned minus billed above the selected threshold (default $15,000).
  7. Utilization is the PM's billable hours divided by total hours in October, from the By Employee tab.

Assumptions and limitations

  • Earned is earned value at standard billing rates as reported by the ERP. Fee is the original fee plus approved amendments.
  • Timesheet weeks run Monday to Sunday; the last week ends Sunday, Nov 1, 2026. Time after Nov 1 is not included.
  • The link between Maple Ridge Rd Ph. 1 and Ph. 2 rests on the timesheet line notes. The PM should confirm it before any time is transferred.
  • The follow-up items are input to the monthly meeting. Fee changes, time transfers and project closeouts are decided by the PM and the group manager.