Maintenance Contract Management and Cost Reporting with EAM

CERN has outsourced numerous installation and maintenance activities in many different technical domains to external companies. One key responsibility and challenge of each CERN responsible of these service contracts is to perform the cost controlling for the outsourced activities. This paper introduces the functionalities that CERN’s Enterprise Asset Management (EAM) system provides to assist the CERN contract managers in their cost controlling tasks. It starts by presenting the methods for tracing different types of expenditures during the execution of activities, be it in the framework of resource provision contracts, be it in the framework of fixed cost per service contracts or any combinations thereof. It then presents the configurations and adaptations of the standard cost aggregation functionalities in EAM to the needs of the users at CERN. This is followed by the explanation how contractual conditions can be reflected in EAM in the form of contract records and how the expenditure collected during the work execution can be extracted in the form of flexible cost reports or in the form of traceable periodic cost statements allowing comparison with the contractors’ invoices.