Forensic Project Analysis: When Client-side Delays Go Unseen
TLDR: A $59M earthworks project was in crisis three months into an 18-month schedule. Forensic analysis revealed the client's own approval processes were causing the delays. The client immediately streamlined approvals, granted a 6-month extension, and avoided formal dispute. Contract value increased from $59M to $78M. The $19M difference between conflict and collaboration came from asking the right questions before positions hardened.
The Crisis
Three months into an 18-month schedule, a $59M earthworks and traffic project had missed every milestone. The contractor's updated programme showed 20 months still to complete—already five months behind when only 15 months should have remained.
Thirty-four unresolved RFIs. $9.8M in variation claims prepared. An Extension of Time claim based solely on revised programme forecasts. Both parties preparing for formal dispute.
The client genuinely wanted to understand what was happening. The contractor couldn't quantify why everything had slipped. Both parties needed independent analysis to determine the root cause.
What We Found
The RFT and baseline schedule assumed streamlined approvals. Reality was different.
Design submissions requiring 5-day turnaround averaged 6.2 days—predictable variance of 1-2 days. Manageable.
Design approvals scheduled for 7 days took 11.5 days on average—consistent overruns of 1-5 days. Still workable with minimal impact.
RFI processes were the problem: Scheduled for 2.5 days. Actually taking 31.8 days average. Some extending to 45 days. A 1,172% variance cascading through every critical dependency.
Material approvals scheduled for two weeks took seven weeks. Site establishment approvals that should have been pre-arranged required three additional committee reviews involving more critical stakeholders. Design submissions were missing their targets by only a few days, but the subsequent RFI process added an average of 28 additional days before critical dependencies could progress.
The client's RFI process to release the needed detail was adding two to six weeks to every critical path activity.
Our Approach
We traced and analysed 215 approvals and RFI transactions across design, procurement, and site activities. We interviewed both project teams to understand actual workflows versus contractual assumptions. Then we rebuilt the critical path using measured approval durations rather than scheduled ones, quantifying the cascading impacts at each stage.
The analysis demonstrated mathematically that the 18-month baseline was impossible from day one given the approval processes actually in place. Significant refinement was required in how both parties were navigating the approvals framework.
Design Submissions
Pattern Analysis:
Predictable variance of 1-2 days beyond 5-day requirement. Mitigation possible with no cost or delay impact.
Design Approvals
Pattern Analysis:
Consistent overrun with approvals provided 1-5 days beyond 7-day requirement. Mitigation possible with minimal cost or delay impact.
RFI Process
Pattern Analysis:
Systematic delays of up to 45 days to resolve critical details. Procurement and construction phase impact. Severe schedule impact.
Design Submission Metrics
Design Approval Metrics
RFI Process Metrics
Critical Path Impact: $19M Cost Escalation
The Outcome
The client understood how their internal processes created the bottleneck. They immediately applied our recommendations to streamline approvals and the RFI process for the remaining works.
Six-month extension of time: granted
Contract value: increased from $59M to $78M
Formal dispute: avoided entirely
We were engaged by the contractor. Their project team were thrilled with the outcome. Their company board went from threatening legal action to offering praise.
The most meaningful endorsement came from the client's project director:
"The project was headed for dispute resolution and likely to become a very public failure at the next steering committee meeting. The targeted changes to our RFI process have enabled us to understand what is critical and focus our team's significant talents on what really matters. This is already improving our entire capital works programme, not just this project."
— Client's Project Director
The Lesson
Most delay claims focus on contractor performance, design approvals, scope changes, or access. This project revealed something different: approval processes that looked functional on paper but added 28 days to every critical decision.
The schedule was fine. The assumptions were fatal.
Thirty-four RFIs answered too late. $9.8M in claims. Two parties preparing for dispute over a problem neither created intentionally.
The hardest delays to fix are the ones no one knows they're causing. The most expensive delays aren't caused by incompetence—they're embedded in processes no one questions until it's too late.
The $19M difference between conflict and collaboration? Objective analysis focused on what actually happened rather than what people assumed was happening. Finding the delays neither party recognised. Rebuilding the critical path using actual performance rather than assumptions. Turning dispute into partnership through data-driven investigation.
Is Your Project Schedule Built on Process Assumptions?
Whether your project is heading towards dispute over unexplained delays, encountering coordination challenges that don't match baseline expectations, or showing early signs that milestones might slip despite everyone working professionally, independent schedule analysis can reveal problems embedded in processes both parties assume are working correctly.
Mathematical background, Oracle Primavera P6 expertise, and decades of experience across Australia's construction, mining, and infrastructure sectors enable forensic analysis that withstands dispute scrutiny whilst revealing uncomfortable truths both parties need to hear. Current appointment to ACT Government's Infrastructure Canberra Specialist Advisors Panel demonstrates proven capability supporting government agencies, commercial developers, and Tier 1 contractors.
That earthworks project needed intervention after three months of missed milestones. Most projects benefit from earlier analysis. Understanding whether your baseline reflects actual approval processes or documented assumptions can prevent expensive disputes.
Ready to Transform Your Project Performance? Contact us today
A complimentary 30-minute project schedule health check examines your current baseline, identifies potential critical path vulnerabilities, and highlights risks that could impact delivery timelines. This focused review traces logic ties, tests duration assumptions against sector norms, examines approval process integration, and assesses resource loading reality. No obligations, no sales pitch. Just practical insights into whether your schedule reflects project reality or project optimism.
