PMWeb Response University of Oregon RFI for Software Services PCS# RFI July 29, 2015

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1 PORTFOLIO, PROGRAM & PROJECT MANAGEMENT Business Intelligence Visual Workflow Planning/Estimating Bidding/Procurement Project Cost Control Engineering Forms Document Management Scheduling Asset Explorer Facility/Asset Management Lease Management PMWeb Response University of Oregon RFI for Software Services PCS# RFI PMWeb, Inc. 1 Pope Street Wakefield, MA USA (617)

2 Table of Contents PMWeb Company Information...3 PMWeb Notable Clients...4 PMWeb Notable Implementation Projects...5 PMWeb Capital Project Management Software Solution...7 PMWeb Planning/Estimating/Procurement Module...9 PMWeb Project Management Module PMWeb Document Manager Module PMWeb Visual Workflow Module PMWeb Scheduling Module PMWeb Facility/Asset Management Module PMWeb Business Intelligence PMWeb Out of the Box Report List PMWeb Custom Form Builder PMWeb Timesheets PMWeb Integration Manager PMWeb Implementation and Training PMWeb Ongoing Support & Post Implementation Services PMWeb System Requirements PMWeb Sample Implementation Schedule PMWeb Basic Pricing Guidelines RFI for Software Services PCS# RFI Page 2

3 Company Name Address 1 City, State Zip Code Company Information PMWeb, Inc 1 Pope Street Wakefield, MA Main Phone Number (617) Contact Name Contact Phone Contact Website Michael Spencer (617) michael.spencer@pmweb.com PMWeb.com Years in Business Since 1998 PMWeb Company Information PMWeb, Inc. is a dynamic team of experienced software professionals that recognized a need among its construction and facility management clients for a comprehensive, integrated solution with comprehensive web based collaboration among their employees and associates. We recognized the need and answered it with our leading edge product PMWeb. PMWeb is the culmination of more than 10 years of innovative product development and research. In an effort to meet client needs, the developers of PMWeb started offering custom solutions under the company name PSS Group in PSS Group has been a progressive developer of some of the leading construction management solutions since its founding in In addition to out of the box software, PSS Group provided custom solutions such as integrations of existing accounting, scheduling, estimating, and project management applications. These customizations also included interactive dashboard reports and enhancements to existing systems that lacked functionality their clients and the industry desired. As the customizations became more robust, clients began asking for additional functionality. The most frequently requested item was for an all-inclusive integrated system. It was clear that there was not a reasonably priced, fully featured, easy to use and configure, web based application in the portfolio and project management market. With our combined expertise in construction, cost controls, and asset management, the PMWeb team diligently researched the most popular applications available in the market. Our experience over the previous 10 years helped them identify what clients wanted and more importantly what was missing from these applications. With the advent of cutting edge web technologies PMWeb was introduced in 2007 to not only fill that gap, but the goal was to surpass client expectations. RFI for Software Services PCS# RFI Page 3

4 PMWeb design s, build s, and support s this leading edge software providing their clients a wide-ranging collaborative environment. This approach provides a standardized method for managing the entire development, testing, and implementation process while building a solid foundation to ensure successful deployment and adoption of the new technology and processes. The PMWeb corporate offices are located just north of Boston in Wakefield, Massachusetts with the west coast office located in Los Angeles along with a Global Network of Reseller Partners. PMWeb is a C Corporation incorporated in the Commonwealth of Massachusetts. PMWeb provides their enterprise solution to many industry sectors including Education, Government Institutions and Municipalities, Public Works & Utilities, Transportation, Healthcare, Manufacturing, Pharmaceutical, Energy, and High Technology groups. PMWeb Notable Clients Education Harvard University Johns Hopkins University Boston College American University Washington University of Medicine-St Louis University of Washington Tufts University Government State of Connecticut New York City City of Santa Monica Government of Mexico Cape Canaveral Brazil (2014 World Cup Arenas) Program Managers CBRE Samsung Faithful & Gould - Atkins Global URS Tishman Construction AECOM International United Nations Goldman Sachs General Electric Hill International Tishman Speyer Philips Lightoiler Healthcare Amgen National Cancer Institute Cornell Medical Center Financial & Retail Regions Financial Corp/Bank Santander Bank Delaware North Companies Wegmans Food Markets Safeway Foods Energy & Utilities San Diego Gas & Electric (Sempra Utilities) Lake Oswego/Tigard Water Partnership Sacramento Regional Sanitation District National Fuel & Gas Distribution RFI for Software Services PCS# RFI Page 4

5 PMWeb Notable Implementation Projects Johns Hopkins University City of Santa Monica Harvard University San Joaquin Regional Rail Commission Hatch Mott MacDonald Duration: 2010 Present Johns Hopkins Facilities & Real Estate (JHFRE) has been actively using PMWeb to manage all phases of design and construction on the Homewood campus and beyond for over two years. JHFRE selected PMWeb in 2012 after an extensive vetting process of many project management software alternatives. We found the people running the software to be the most knowledgeable about facilities processes and therefore the most attentive to our specific needs. We do not regret our decision whatsoever. We are very happy with the product and the support offered by Mr. Jaude and his team of talented programmers and engineers. JHU is currently running over 150 projects and moving hundreds of millions of dollars through PMWeb. We clearly put the product through its paces. We run brief training sessions with each contractor and are clear that they are to make submittals and RFIs through the software. It has been invaluable having all of our documents, figures and reporting located in one proficient program. We appreciate the closed feedback loop of PMWeb and have seen many of our suggestions included as enhancements in successive versions. Upgrades are always easy and scheduled around our needs. In short, we are very satisfied PMWeb customers. JHU Admin, Heather Michaelson The City of Santa Monica is an international tourist destination coastal city located in the Western portion of Los Angeles County. Santa Monica servers a diverse population of nearly 90,000 residents and 15,000 business in approximately 8.2 square miles. Santa Monica provides a wide array of services including City-owned and operated transit services, solid waste services, a cemetery, general aviation airport and public safety. The City of Santa Monica annually develops a five year Capital Improvement Program (CIP). Capital projects for the city can be large in scale and scope and take multiple years to complete. Santa Monica purchased PMWeb to manage the city s capital improvement program and provide tools for planning and managing all aspects of their five year program, including but not limited to tracking all aspects of the capital plan, capital budgets and funding plans, actual projects expenditures and project schedules. The city is currently implementing PMWeb to develop a long-range capital improvement plan and to provide management information to program managers and project managers through completion of the five year plan. Harvard Business School was the first group to use PMWeb and PMWeb has since expanded to the Harvard Graduate School of Education. Harvard Business School primarily uses PMWeb to track program and project costs. Successes with PMWeb at the Business School helped the Harvard Graduate School of Education decide to implement all of PMWeb s modules: Planning, Cost Control, Engineering Forms, Scheduling, Asset Management, Visual Workflow. The San Joaquin Regional Rail Commission (SJRRC) owns and operates, and is the policymaking body for the Altamont Commuter Express (ACE) service. SJRRC is governed by a Board of Directors, who is appointed by the San Joaquin Council of Governments (SJCOG) based on nominations by the local elected government. SJRRC is building an approximately $80 million maintenance facility using the advanced technology of PMWeb. In addition SJRRC is using PMWeb on smaller projects under the commission s jurisdiction. Page 5

6 General Electric Company General Electric Company, the diversified infrastructure, finance and media conglomerate has selected PMWeb to manage its global portfolio. GE, with earnings in 2010 of $12.6 billion and assets of over $600 billion, operates in more than 100 countries and employs about 300,000 people worldwide. Under its former CEO Jack Welch, General Electric became legendary for embracing innovation and demanding excellence. The company s John F. Welch Leadership Center in Crotonville, New York continues his legacy. It is not surprising then, that GE brought the most rigorous standards to its search for a software partner or that PMWeb stood alone when they made their final selection. Tishman Speyer Global Deployment: Manages $51 billion on assets. One of the world s leading owners, developers, operator and managers of first-class real estate in the world, (own Rockefeller Center, etc.) having managed a portfolio of assets since its inception of over 116 million square feet and more than 92,000 residential units in major metropolitan areas across the United States, Europe, Latin America and Asia. Tishman Speyer is using PMWeb to manage all of their projects. Tishman Speyer has selected PMWeb as their enterprise application to manage their vast portfolio of construction projects and assets. Regions Financial Corporation Regions Financial Corporation, with $132 billion in assets, is a member of the S&P 500 Duration: Ongoing projects starting Index and one of the nation s largest full-service providers of consumer and commercial in 2011 banking, trust, securities brokerage, mortgage and insurance products and services. Regions serves customers in 16 states across the South, Midwest and Texas, and through its subsidiary, Regions Bank, operates approximately 1,800 banking offices and 2,200 ATMs. Regions Bank manages the construction and maintenance of its 1800 branches and other facilities using PMWeb. Over $100 million per year. Ongoing projects starting at the end of Over 100 projects per year, ranging from 1 month to multi-year efforts. Lake Oswego / Tigard Water Project Brown and Caldwell ( Wegmans Food Markets This project increases system capacity to deliver high quality drinking water from the Clackamas River to the communities of Lake Oswego and Tigard. Together these two communities can secure long-term access to clean; safe water for less than it would cost them to do it alone. PMWeb was used in this collaborating partnership that had a program cost of roughly $250 million dollars that was shared to improve its water systems. Wegmans Food Markets, Inc. is a 77-store supermarket chain with stores in New York, Pennsylvania, New Jersey, Virginia, and Maryland. Its first New England store will open in Northborough, Massachusetts in October The family-owned company, founded in 1916, is recognized as an industry leader and innovator. Wegmans has been named one of the 100 Best Companies to Work For by FORTUNE magazine for fourteen consecutive years. In 2011, Wegmans ranked #3 on the list. Page 6

7 PMWeb Capital Project Management Software Solution PMWeb used a visionary approach and state-of-the-art.net technology to develop an all-in-one solution that is 100% Web based that is now being adopted by leading edge Higher Educational Institutions. It was built from the ground up and designed specifically for owner institutions such as Oregon University that need to plan, build and operate a wide range of projects and assets and that require the power and scalability of an enterprise solution. PMWeb was not built on or built around a legacy application to adapt it for collaboration and use on the Web; rather, it was built with those features at its core. This assures that the user experience is seamless and that it readily adapts as technology evolves. Built by construction professionals PMWeb has quickly established itself as the leading choice for demanding Owners. With a world-class suite of tools in a single integrated Web platform PMWeb gives Owners the power and flexibility to successfully manage a diverse portfolio of projects utilizing a single cohesive system. Seamlessly integrated modules make portfolio level reporting with drill-down possible and eliminate duplicate data entry. Processes are streamlined and automated using the workflow system. Projects are executed more efficiently and with greater transparency. This streamlined process carries over to PMWeb implementations, delivering them on time and on budget with a higher rate of user adoption and satisfaction. PMWeb s feature list is clearly unrivaled in breadth and depth. What is most remarkable, though, is how easy those features are to use. It starts with having a single sign-on. Users across an enterprise point to one application instead of a conglomeration of single use programs. When they log in they are greeted by an Outlook style interface with loads of comfort features: drag & drop, spreadsheet data entry with user-specific customization, universal drill-down, Google map integration, multi-language support, automatic notifications with hyperlinks and much more. Implementation is fast and easy. Collaboration is straightforward and measurable. This assures that the user experience is seamless and that it readily adapts as technology evolves. PMWeb is a workflow driven, total portfolio management solution for all phases of an asset s lifecycle, from project planning using conceptual or detailed estimating, to procurement and scheduling, cost control and accurate cash flow forecasts to space planning and preventative maintenance. PMWeb delivers the next generation and a new breed of infrastructure management software with the most, and the easiest-to-use, features on the market today. Portfolio and Multi-Year Cap-Ex Planning with estimate-driven initiative collaboration and approval. With one click generate Projects, Budgets, Estimates, and Schedules for initiatives you choose to fund. Centralized Project and Program tracking with rapid access to project details from summary portfolio views, Google map views, and interactive dashboards. Situations that could lead to a crisis quickly bubble to the surface, so that corrective action may be taken early. 100% web based, zero footprint (no plug-ins required), multi-browser compatible and can run from any device with a browser (even ipads and iphones) this guarantees easy access from anywhere. Cost Management (Automated cash flow and earned value reporting, etc) Much Deeper Cost features compared to similar products Scheduling, Built- In Integration to (MS Project/ Primavera) capability to re-import a schedule without losing existing links to other objects in the system A familiar experience for the user with integration to Microsoft tools including Word, Excel, Project and Outlook. Word and Excel are the native form creation tools used by the software, bringing custom form design within reach of anyone with basic Office skills. That reduces the burden on IT staff and makes training easy and affordable. Page 7

8 Built-in Business Intelligence Reporting MSSQL/SSRS (Rated #1 Gartner Group 2011) more sophisticated than other products with the integration of SQL Reporting Services Ready to use out of the box for everything from Cash Flow Projections orders all the way up to multi-year capital improvement projects. Unparalleled ease of use leads to quick implementation and rapid end user adoption, with a minimum of consulting and training services. One integrated consistent interface with a single sign on and a single database for the entire enterprise platform Built-In Web Services Integration Suite (Oracle, SAP, PeopleSoft, etc...) PMWeb's ease-of-use assures your organization of quick training and software adoption Visual Workflow based system easily automating desired practices and procedures Flexible Hosting Models: Cloud (SaaS) Self Hosted Managed Hosting Shared or dedicated VM hosting option with Active Directory/LDAP and SharePoint integration Fully virtualized infrastructure - Application and Network Vulnerability testing Complies with NIST and ISO standards for security and best practices Multiple users/multiple levels of security authorizations Drag and Drop Security Settings Enterprise-wide Calendar With Public and Private Events Powerful yet easily configured security Create business processes and workflows using easy drag & drop technology Modular and Scalable Central List of Companies, Departments, Addresses and Contacts Customizable User Home Page Online Word Processor Page 8

9 PMWeb Planning/Estimating/Procurement Module When faced with a list of project opportunities but no good way of prioritizing them or even figuring out which ones you can afford or make a profit on? Do you have a pool of Funding but no plan for how to spend it? PMWeb's revolutionary Portfolio Planning feature gives you the tools you need to create a plan, automatically generate the records you need to execute it, carefully monitor each project and, perhaps most importantly, learn from your experience because all of this is done within a single platform. Plan across any range of years with annual cost/income breakdowns Itemized forecasting Conceptual and detailed estimating with drag & drop Generate Project, Funding, Budget, Estimate, Schedule and Commitment records with a click Type in the plan spreadsheet and/or link to detailed initiatives Risk analysis with graphing Collaborate with PMWeb Visual Workflow Unfunded initiatives can be automatically rolled over to the next plan User-definable Estimating Items, Formulas and Assemblies Building Information Modeling (BIM) Integration Online Procurement w/ Sealed Bid Capability, Vendor Pre-Qual, Bid Management Center w/ Leveling Itemized forecasting Page 9

10 PMWeb Project Management Module Combining the flexibility and ease of use of traditional project cost management with powerful features usually found only in enterprise accounting systems, PMWeb Cost Management is the platform you need to manage costs from your smallest project to the largest. Highlighting the module are Cost Worksheets: user-definable, printable spreadsheets within PMWeb that display cost information the way you want to see it and each automatically includes full drilldown capability, all the way to the transaction level. Create system worksheets to share across projects or create project-specific ones as needed. Advanced but easy-to-use budgets, contracts, commitments, invoices, funding and change management add up to the complete package. Powered by Visual Workflow, PMWeb Cost Management includes: Budgets, Forecasts, Budget Requests, Daily Production Contracts & Commitments Change Management, Change Events, Contract & Commitment CO s Funding Records, Funding Requests, Funding Authorizations Requisitions, Miscellaneous Invoices, Progress Invoices Route invoices and subcontracts for approval Merge key documents to Word and Excel Engineering Forms: RFIs, Submittals, Meeting Minutes, Drawing Lists, Drawing Sets, Daily Reports, Punch Lists, Transmittals, Action items, RTF Correspondence Key Features Easily drill down from Portfolio to Project to individual project detail through from worksheet to underlying details, transactions and documents Easily create user-defined cost worksheets w/ drag & drop for grouping and sorting. Easily created calculated user defined fields avoid use of complex report writing software Manage funding requests and sources by portfolio and project Itemized forecasting Links cost budget to schedule - automated cash flow and earned value reporting Flexible change management process User-defined budget code structure with any number of cost code levels By period costing so all reports are date sensitive Enter production records (work completed) against contracts, commitments and companies Import actual costs to requisitions with the click of a button Budget requests let your budgets evolve while retaining transactional history Use journal entries to adjust any cost amounts. Route for approval using Visual Workflow Page 10

11 Create your own cost worksheets Easily Control: Which columns display The order they display How columns sort Dynamic grouping Page 11

12 PMWeb Document Manager Module PMWeb Document Manager is a full featured electronic file management system within the PMWeb platform. With Document Manager you can: Upload and store any electronic files your enterprise needs. Control document editing through Check In, Check Out and Versioning Add unlimited custom metadata to any record giving you the flexibility to easily sort, group and search your documents Apply robust security settings that allow you to share folders without worry Search documents, including their metadata and their contents Attach Document Manager files to any PMWeb record Document Manager is not an add on or a third party plug in. It was designed and built by PMWeb programmers to be an integral part of the portfolio management process and it features the same easy to use interface as the rest of PMWeb. PMWeb can be used on any device capable of running a Web browser, with no apps or plug ins required to install and maintain. Because of this, PMWeb Document Manager gives you unprecedented access to all of your documents, via the cloud. Sharing, collaborating on and approving documents have never been easier or more secure. Some other features of PMWeb s Document Manager include: PMWeb Viewer: 3 Tools in 1 Using PMWeb Viewer you can collaborate graphically online with colleagues down the hall and partners around the globe. A fully integrated PMWeb feature - no plug-ins to install - Viewer is really 3 tools in one: Redlining - markups and notations in a collaborative environment Polylining - graphical space and asset management with live links to PMWeb data Digital Takeoff - add measurement layers to images and use them for project planning, leasing and more Redlining On the Web with PMWeb Viewer In redlining, draw directly on image files (even PDFs), add notes and custom stamps and link the document to any other PMWeb record. All markups are stored in layers so you can view or hide each user's contributions with a click. PMWeb Polylining: Graphical Space Management Click a Space Hyperlink to View All of its Occupants & Equipment With PMWeb you can transform static floor plans into interactive space management tools. Drawings that are now just things to be indexed, tracked and stored become invaluable aids in all phases of an asset's life cycle: design, construction and operation. With graphical space management you can: Drag and drop a PMWeb asset (like a room) onto an image to create an instant hyperlink Click on the hyperlink to view the occupants, equipment or leases for the asset Click in the pop-up to open the actual PMWeb record PMWeb Digital Takeoff Automatically Measure by Clicking on an Image Page 12

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14 PMWeb Visual Workflow Module Visual & Graphical Drag & Drop Interface, Serial or Parallel Routing, URL Hyperlinks to Records, Conditional Approval, Automated Notification - All the Business Process You Need The advanced tools of the Visual Workflow Platform lie at the heart of PMWeb. Because it was built from the ground up to work directly within each PMWeb record type - including Custom Forms- Visual Workflow gives you the advanced tools you need to design, monitor and manage your collaboration and approval processes, all from a single sign in. Parallel or serial workflow Custom Form Builder File management with check-in, check-out, versioning and attributes Conditional workflow based on document content Drag and drop interface Unlimited workflow templates Single sign in for users creating and collaborating on records Review-only steps Automated Process Management Rules (such as limits of authority) Route digital files using Workflow Page 14

15 PMWeb Scheduling Module Top down Portfolio and Program Scheduling, Bottom Up Project Scheduling, Claim, Cash Flow & Earned Value Analysis, Drag and Drop Gantt Charts, Full CPM Calculations, Multi-Project Scheduling With Critical Path PMWeb offers a complete scheduling solution with critical path management, drag and drop Gantt chart, base lining and more. Because Scheduling - like all PMWeb modules - is multi-project, features such as Resource Availability and Project Portfolio Management (PPM) views are ready to use out of the box. Build your schedule within PMWeb or link to MS Project and Primavera. Key Features Claim analysis compare schedules across periods and/or across projects Links to Primavera P6 and Microsoft Project included Timesheets that flow to the Cost Management module Risk analysis that links to Portfolio Planning Use Gantt chart interactively to link tasks, enter completed status, flag tasks and more Cash flow & income reports directly from the schedule Use any schedule as a template Base percent complete on timesheets View resource availability across all projects and periods Page 15

16 PMWeb Facility/Asset Management Module Asset Management Property and Facility, Asset Explorer, Preventive and Predictive Maintenance Create on-demand or recurring Work Orders, link them to Maintenance Contracts and drop them on the interactive Dispatch Board to schedule them. PMWeb Asset Management lets you to track unlimited Inventory Locations link Inventory to any asset in the system and pull from stock to Work Orders. Use Equipment records to log usage and a detailed Work Order history, be alerted to upcoming scheduled maintenance milestones and link to or nest other pieces of equipment as components or assemblies. Asset Explorer interactive tree view of all of your assets Work Requests (from tenants or employees) that can be rolled over as work orders Lease management View the dispatch board across days, weeks and months Space management Preventive maintenance planning Interactive Google map views of assets and work orders Maintenance contracts Track equipment you own, install or maintain Unlimited inventory locations and sub-locations Track inventory by stock #, lot # and serial #. Bar coding T Page 16

17 PMWeb Business Intelligence Award-Winning Business Intelligence Reporting with Unrivaled Power recognized in the Gartner 2013 Magic Quadrant as the Leader in Business Intelligence. PMWeb Business Intelligence allows drill down through multiple levels of reporting - even to the transaction level through the use of Dynamic HTML Extensions so reports can be run seeing live data. Drill down from the highest level dashboard to the underlying records. PMWeb Business Intelligence reporting allows for multi Program/Portfolio/Project reporting. Customize a report - change the grouping, show/hide sections, even select a language without leaving the preview window. Google Map integration shows real-time PMWeb data and navigates (Drill down and back up) through multiple levels of reporting Dynamic HTML Extensions allows drill down all the way to transactions Manage by exception with Key Performance Indicators (KPI). Intelligent dashboards are interactive with advanced formulas and automatically formatted for printing and/or export. formatted for printing and/or export. Page 17

18 PMWeb Out of the Box Report List Cost Management - Forms Cost Management - Reports A/P Payment Batch Form Journal Entry A/P Payment Batches Log Budget Month Variance Cash Flow Schedule Funding Authorization Log A/P Payment Form Lien Release Final Form A/P Payments Log Budget Month Variance (Cumulative) Cash Flow Schedule Multi- Project Funding Authorizations A/R Payment Batch Form Lien Release Progress Form A/R Payment Batches Log Budget Multiple Projects (Pend & App) Change Events Funding Recap A/R Payment Form Miscellaneous Invoice A/R Payments Log Cash Flow Budget Change Events Log Funding Records Log Budget Request Online Change Request Form Aging Report - A/P Detail Earned Value Log Change In Period Report Funding Requests Log Budgets PO Request from hotel to Corp Aging Report - A/P Summary Budget Multiple Projects Details Worksheet Commitment CO Log Invoice Report - A/P Detail Change Event Form Progress Invoice Aging Report - A/R Detail Budget Multiple Projects Projected Budget Commitment Invoices Invoice Report - A/R Detail Commitment CO Progress Invoice Form - Payment Aging Report - A/R Summary Budget Multiple Status Worksheet Commitment Log (by Cost Code) Journal Entries Log Commitment Form Purchase Order (Landscape) Anticipated Budget Per Month Budget Performance History Commitment Log (by Vendor) Master Commitments Contract Purchase Order (Portrait) Anticipated Cost Per Month Budget Requests Analysis Commitment Log by Project Miscellaneous Invoices Contract CO Form Requisition Anticipated Forecast Per Month (1) Budget Single Project (Pend & App) Commitments Monthly Reporting to Hotels and Corp Page 18

19 Cost Codes Subcontract Anticipated Forecast Per Month (2) Budget Summary Committed Cost Per Month Multi Year Capex Reserve Plan Cost Ledger Subcontract (Long) Anticipated Forecast Per Month (With Details) Budget Tracking Report Contingency Report Forecasts Funding Authorization Subcontract (Short) Anticipated Variance Per Month Budgets Contracts Log Online Change Request Funding Record Funding Request Work Request Budget And Actual Cost Comparison Budget Details Worksheet Budget Multiple Projects (Pend & App) with Grouping Budget Multiple Projects (With Non Commit. Costs) Multi Year Capex Reserve Plan (expanded) Engineering Forms - Reports Engineering Forms - Forms Portfolio - Reports Asset Management- Reports Asset Management- Forms Time Tracking - Reports Correspondences Action Items Form Audit Trail A/P Payment Batches Log A/P Payment Batches Form Timesheet Invoice Daily Report Daily Report (Incidents) Drawing List Details Drawing Set Form Companies Event Log A/P Payments Log A/R Payment Batches Log A/P Payments Form A/R Payment Batches Form Timesheet Invoice Multiple Project (Details) Daily Report (On Site) Daily Report (Timesheet) Meeting Minute Details Online Submittals Details Item Purchase History Items History A/R Payments Log Equipment By Type A/R Payments Form Lease Administrator Timesheet Invoice Multiple Project (Summary) Daily Report (Weather) Punch List Details Program Form Expirations Lease Administrator - Escalations Drawing Lists RFI Details Program Log Inventory Locations Report Lease Administrator - Overages Toolbox - Forms Page 19

20 Meeting Minutes Safety Form Project Directory Maintenance Contracts Lease Administrator - Recoveries Custom Form Details Online Submittals Submittal Set Details Project Form Occupants By Company Lease Effective Rate by Year Risk Analysis Punch Lists Transmittal Form Project Log Rent Roll Detail by Leases Location Form Punch Lists By Company Project Report Rent Roll Detail by Suites Maintenance Contract Time Tracking - Forms RFI Summary (Workflow Dates) Workflow - Reports Projects Over/Under Budget Spaces By Type Tenant Invoice Time Sheet Form RFIs Workflow Inbox By Project Projects Over/Under Schedule Stacking Plan By Suites - 2 Years Work Order Safety Log Workflow Inbox By User Security User Access Work Orders By Location Time Tracking - Forms Submittal Items Log Work Orders Report Time Sheet Form Submittal Sets Work Requests Report Page 20

21 PMWeb Custom Form Builder Create Your Own Record Types PMWeb s Custom Form Builder lets you create any form you wish and use it just like any other PMWeb record. Add custom fields, lay out tables, define the data types to store, and even link fields to custom drop-down lists. Once the form has been designed it immediately appears on the PMWeb menu for users you authorize to begin adding data. With Custom Forms, just like any other PMWeb record, you can add unlimited rich text format notes and attachments, route for collaboration and approval using Visual Workflow, merge to MS Office and much more. Create unlimited custom record types Define the data type for all custom fields Use custom drop-down lists Control who is authorized to view, add, edit and delete Custom Forms Route for collaboration and approval using PMWeb Visual Workflow Merge to MS Word, Excel and more Define fields and tables Mark fields as required or not PMWeb Timesheets PMWeb Timesheets let you easily and efficiently track resource hours and costs by project, program and portfolio. Direct integration with our Cost Management and Scheduling modules means that Timesheet data is immediately visible across all project management screens in real time. More importantly, one click charges all Timesheet costs (in addition to material and miscellaneous costs) directly to your client. With PMWeb you ll no longer worry about forgetting to pass costs through. Below is a sample resource report, included in PMWeb s full suite of Business Intelligence Reports Page 21

22 PMWeb Integration Manager PMWeb Integration Manager is a powerful feature that allows PMWeb to exchange data using web services with outside applications such as accounting or CRM systems. Users create integration profiles that contain settings to automatically generate both input and output files. Profiles also contain a list of the projects eligible for data exchange, a scheduler to allow integration to run unattended and logs to allow users to monitor exchange history. Multiple integration profiles may be created to allow data to be exchanged with several locations and source types. PMWeb is currently able to export data from the following PMWeb record types: A/P Payments A/R Payments PMWeb s Proposed Integration profile Budget Budget Requests Change Events Commitments Commitment COs Companies Contracts Contract COs Cost Codes Journal Entries Miscellaneous Invoices Progress Invoices Projects Requisitions Timesheets PMWeb Companies Items Purchase Orders Commitment Cos Invoices Payments PMWeb is currently able to import data to the following PMWeb record types: A/P Payments A/R Payments Asset Suites Commitments Cost Ledger Locations Miscellaneous Invoices Accounting Vendor Creation (*Manual) Material (*Manual) Purchase Order Change to POs Invoices Payments In addition there are a unique collection of Additional Modules, a Toolbox and Utilities that enhance the entire PMWeb platform Timesheets - tied directly to PMWeb cost management Risk Analysis - for risk intensive enterprises Stage Gates - management process SharePoint integrator tool LDAP/ SAML integration Page 22

23 PMWeb Implementation and Training The objective of these services is to engage Client with PMWeb software both for internal Program/Project Management use and for external client consulting and deployment services. PMWeb s intention is to consult and train not only on the use of PMWeb, but also to instill a sense of best practices by which Client can implement PMWeb according to their own project management methodology. Below is an implementation and training guideline for PMWeb. This does not serve as a required process, but rather a recommended set of methods for implementation. Portions of this guideline have already either been completed for Client, or have been performed out of sequence to expedite Client s use of PMWeb. The PMWeb Implementation Team uses an engagement methodology that provides our clients with flexible implementation and technical consulting solutions. Our approach provides a standardized method for managing the entire development, testing, and implementation process while building a solid foundation to ensure successful deployment and adoption of the new technology and processes. We realize that there are often several versions of standard practices used within all large organizations. Our tools and engagement methodology provides the flexibility and standardization to bring success to the entire organization. Our engagement methodology incorporates years of hands-on experience with industry accepted processes and procedures. Our experience has shown that to achieve a successful implementation requires a flexible team with experience in multiple technical and functional areas; one that is able to effectively manage a wide variety of tasks while adhering to established budgets and timelines, using a proven methodology. Our Implementation Team has years of construction domain knowledge, information technology consulting experience, and a proven track record of on-time, on-budget project delivery. The implementation methodology encompasses the following three primary components: 1. Scope Definition- the Scope Definition will serve as a statement of the scope, objectives, and roles in the proposed project. This scope will determine the subsequent phase of the implementation. The Project Management Process and Phase Based Approach are documented to provide an implementation roadmap. 2. Project Management Process The overall management approach that will be executed, including change/risk management, status reporting, project communication, and other key elements. 3. Phase Based Approach Detailed breakdown of the planned methodology, a description of the activities, and the project organization for each stage. Additional on-going training activities that may take place throughout the project lifecycle: Pilot Team Training The Pilot Team Training occurs after PMWeb has performed configuration and focuses on the solution built for The Client. This training prepares the Core Team for performing their own functional test validation after initial configuration based upon the Discovery Specifications. This course will also aid in understanding the business and technical reasons for effective planning of successful functional testing of the configured solution. The implementation team will be introduced to established software testing concepts, procedures and tools which will enable effective quality testing of the configured solution against the actual business objective requirements identified and defined in Discovery Requirements. Page 23

24 Train the Trainer The Training the Project Trainers workshop aids in successful development, execution and maintenance of an education program for business users. The workshop covers the solution, and basics for executing successful instructor-led training. The goal of this training is to ensure that the Client s training staff is well prepared for development and execution of the end-user training, and continuous education. PMWeb has allowed time for assisting the Client s trainers in customizing the standard manuals to reflect the Client solution and aid in the development of an end user training plan. There will be one class, two days in length to work with Client trainers on the training approach and content to be utilized in the end user training. Class size is expected to be no larger than six participants to optimize learning and interaction. PMWeb will sit in on the first Client conducted end-user training class to offer constructive feedback. System Administrators Training Advanced Administrator training prepares the PMWeb administrator to take ownership of the configuration at the conclusion of testing. Topics will include: Configuration Tools, Security, Reporting, and Portfolio Administration. Page 24

25 CLIENT PMWEB Role Responsibilities Capabilities PMWEB OWNER PMWEB ADMIN SUPER USERS LEAD CONSULTANT REPORT DEVELOPER Manages Feature Backlog (i.e., implementation priorities) Manages the budget Stake Holder feedback and communication Tests and accepts configurations Communication with Leadership Removes obstacles Manages and coordinates internal resources May be helped by a business analyst to gather feedback and test configurations Learns how to configure PMWeb Responsible for managing PMWeb o Creating new users o Creating new projects o Modifying workflow o Configuration changes o Identifying feature upgrades Gathers user feedback and presents it to the PMWeb Owner and Core Team Become an expert in the software Typically the first people to use the software Test configurations and provide feedback Evangelize/promote the software in the company Train other users Create end user documentation Gathers user feedback and presents it to the PMWeb Owner and Core Team Guides the team through the implementation process Teaches the core team (Train the Trainer) how to use and configure the system Helps PMWeb Owner define and prioritize Feature Backlog Leads Configuration sessions Provides Implementation and Product expertise Manages and coordinates PMWeb-Hill resources Create custom reports Modify existing reports to meet customer needs Database or Integration customizations Should be decisive and empowered to make decisions about how the system will be used and configured. Needs to have a deep understanding of what the company and users need out of the system. Needs to have a good understanding of technology For large projects or programs PMWeb-Hill can provide an onsite PMWeb Administrator to augment the client s staff if needed There should not typically be more than a few Super Users Has a deep understanding of both PMWeb and best practices in the industry Is an expert in PMWeb, MS SQL, and MS SQL tools Initially this roll will be filled by PMWeb-Hill, but a client team member can be trained to fulfill these responsibilities. Page 25

26 PMWeb Ongoing Support & Post Implementation Services Our goal at PMWeb is to empower our customers to be as self sufficient as possible. We freely share methods, techniques, and perform admin training to facilitate this goal. PMWeb has also been designed to give this level of administration for each customer. Ongoing Support and Maintenance is broken down into two main categories: Technical Support/Maintenance and Post Implementation Services. Post Implementation Services are items beyond standard technical support and include services such as online training, custom report writing, or on-site services. Technical Support, System Maintenance & Post Implementation Services Our goal at PMWeb is to empower our customers to be as self sufficient as possible. We freely share methods, techniques, and perform admin training to facilitate this goal. PMWeb has also been designed to give this level of administration for each customer. Ongoing Support and Maintenance is broken down into two main categories: Technical Support/Maintenance and Post Implementation Services. Post Implementation Services are items beyond standard technical support and include services such as online training, custom report writing, or on-site services. Overview of your client support and maintenance services: PMWeb support and maintenance provides clients with unlimited support for technical related issues for the duration of the contract and each subsequent renewed term. Client is also entitled to any software releases, patches, and new versions while under contract. Support personnel are available live to client via phone, , or website submission. Product knowledgebase and help files are also available via the website. Client service demands beyond the realm of technical support are available for items such as, additional training, consulting, report writing, integrations, etc... These services are not included in the Support and Maintenance agreement, but are available to clients. Visit for the most up to date telephone numbers and/or addresses for PMWeb, Inc. and its partners or consult your support agreement. Support centers locations: Boston, MA & Reseller facilities across the globe Datacenter support is 24/7 Cost of your annual maintenance plan Annual Support and Maintenance is 20% of the list price for software modules and licenses procured. Ongoing Support and Maintenance is broken down into two main categories; Post Implementation Services and Technical Support/System Maintenance. Post Implementation Services are items beyond standard technical support/system maintenance and include services such as online training, custom report writing, or on-site services. Support Services Available PMWeb support consists of two major branches of services: 1. System Maintenance 2. Technical Support Page 26

27 System Maintenance Described System maintenance is the installation of PMWeb software, licenses and related utilities as well as the application of subsequent updates and upgrades. If you use PMWeb Hosting service, most of this work is done for you directly by the Technical Support Team according to the terms of your sales agreement. If you are self-hosting, limited assistance with installations and updates is available through technical support. Please be aware that we cannot make changes to your host environment for you and can only consult on issues directly related to the installation and updating of our software and licenses. You are responsible for the installation, configuration and maintenance of all related utilities and hardware. If you elect to self-host and wish to have PMWeb support technicians conduct the installation/update for you, please contact your reseller to set up an appointment. Technical Support Described Technical Support is an essential part of the total PMWeb client experience. We want you to get the most possible from our software and services long after the original sale and installation and we will continue to strive to resolve every issue to your satisfaction. To allow you to make the most of the return on your investment, we offer support designed to meet the needs of the most demanding enterprise. The primary objective of the Technical Support Team is to provide outstanding customer service with each and every contact. Our commitment to you is to provide fast, friendly responses and timely, efficient resolutions. Technical support is the service we provide to resolve problems related to the use of PMWeb software, licenses and/or PMWeb Hosting services. Clients with current support plans are encouraged to use technical support as needed. Technical Support vs. Training Remember that technical support can never replace comprehensive training of your system administrators and users. PMWeb strongly recommends a train the trainer approach whereby designated system administrators are very well trained in all aspects of the system and serve as first technical support resource for all of your users. We also recommend that all system users receive an appropriate level of training to minimize the number of questions they need to ask. The return on investment in training is almost immediate when you consider the cost of the education versus the cost of downtime. We recommend that your organization have one or two internal champions of the solution that end users can go to first. These internal champions become the PMWeb experts and with time are able to resolve most issues. Any issues that require advanced help will gladly be resolved by our Technical Support Department. Support Request Lifecycle Whether you contact PMWeb by phone or , your technical support request is promptly logged and assigned to the appropriate support technician. Each support request typically follows this lifecycle: Note: Some examples of useful information: feature being used, exact text of error message received, screenshots of the issue, whether or not the issue can be duplicated, what browser and browser version being used. As a rule, the more information you collect before contacting us, the faster we resolve your issue. 1. The Client collects all data that might be used to troubleshoot *Note: Some examples of useful information: feature being used, exact text of error message received, screenshots of the issue, whether or not the issue can be duplicated, what browser and browser version being used. As a rule, the more information you collect before contacting us, the faster we resolve your issue. Page 27

28 2. The Client contacts PMWeb Technical Support *Note: Before contacting us please locate your Client # - the support technician may need that number to properly log your request. Your Client # can be found on your PMWeb log-in page. 3. Submit your support request The Client and PMWeb Support *Note: The support technician will usually need to ask you questions about the issue and will ask you to share the information you collected in step 1, above. 4. Work the issue PMWeb Support and the Client *Note: Sometimes this is as quick and easy as answering a question. Sometimes this is more complex and the support technician might ask you to join an online meeting to demonstrate the issue in real time. Often the support technician will consult the PMWeb help files, knowledge base and/or support colleagues during this step. 5. Resolve the Issue PMWeb Support and the Client *Note: Most support requests are resolved in a single phone call or exchange. Some requests take longer and may require the support technician to analyze the issue offline and then return your call or . Please see the following sections for information about how support requests are prioritized and, if necessary, escalated. Support Request Priorities When a support request is submitted the support technician will work with you to assess the situation and assign it a priority in the current PMWeb issues log. The priority is a measure of the relative impact of the technical issue on your systems or business. Accurately defining the severity of the issue ensures a timely response and helps the support technician to understand the nature of your issue. The following table shows the priority levels we use: Critical The system works but is severely limited Material Most of the system works but there are minor limitations Cosmetic The issue does not affect system operation Here is a description of each priority level: 1. System Failure The system is inoperable and/or a substantial portion of your critical data is in danger of being lost or corrupted. Your business operations have been severely disrupted. 2. Critical Business can continue although operations are limited. Long-term productivity may be affected. 3. Material Most of the system can be used normally, but some functions are limited. 4. Cosmetic Has no effect on normal system operations. This is typically something like an error or discrepancy in system documentation. Page 28

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