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Pioneer Management Consulting

Transforming Utility Procurement with an Advanced Long-Lead Materials Tool

Overview

A leading U.S. utility needed better control over long-lead material orders to keep critical infrastructure projects on track. Pioneer developed a centralized Material Reservation Management Tool and governance framework, giving the utility visibility across transmission, distribution, and generation material demand, improved forecasting, and faster decision-making.

The Challenge

A major infrastructure program was underway, requiring precise coordination of materials across multiple high-priority projects. However, the existing procurement process lacked the speed, structure, and visibility needed to keep pace with shifting timelines and complex material demands. Without the ability to track and forecast in real time, the client risked delays, missed material optimization opportunities, and communication breakdowns across teams. The limited tracking, management, and visibility of long-lead materials highlighted in the program also underscored the urgency of addressing these challenges to prevent them from growing with the planned growth in major capital projects.

The engagement needed to address the following objectives:

  • Develop a process to track and manage long-lead material items from identification of the project need until delivery to establish clear ownership and governance.
  • Shift from project-level tracking to OpCo-level visibility to identify trends, optimize allocation, and support strategic planning.
  • Enhance communication between procurement, engineering, project management and vendors to ensure alignment on priorities and timelines.
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Our Approach

Designed and Implemented a Centralized Material Reservation Tool

  • Piloted a single platform for managing long-lead material reservations, starting with breakers and expanding to transformers and switchgear.
  • Developed long-lead material item intake request forms.
  • Integrated project estimates, P6, SAP, and vendor data to enable real-time updates and improved forecasting.
  • Created reporting dashboards for reservation slots, PO status, and delivery timelines to support proactive decisions.

Established Governance and Adoption Framework

  • Created a structured governance model with clear ownership and cross-functional coordination.
  • Formed module-specific teams and conducted stakeholder engagement sessions to support adoption.
  • Developed training materials, job aids, and phased rollout plans with milestones for each module.

Shifted to a Unified, Portfolio-Level View

  • Transitioned from project-specific tracking to a centralized platform for improved transparency and optimization.
  • Streamlined coordination between procurement, engineering, and project management.
  • Provided a repeatable process and governance model to support future capability launches.

The Results

  • Centralized, real-time material reservation tracking across the portfolio.
  • Improved coordination between procurement, engineering, and project management.
  • Increased visibility into key metrics for proactive decision-making.
  • Reduced inefficiencies and minimized delays on long-lead material orders.
  • Established a repeatable process and governance model to support future capability launches.
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