Real-Life Applications for. Primavera Contract Management (PCM) Daily Reports. January, 2012

Transcription

1 Real-Life Applications for Oracle Primavera Contract Management (PCM) Daily Reports January, 2012

2 Twenty-five + years experience with Primavera Oracle Primavera Software Oracle Certified Training and Implementation Support Project support services schedulers, administrators, coordinators Offices in California and New York Managed Hosting Services with global data centers Primavera Portfolios, P6, P6 Pro, Contract Management, Risk Acumen Fuse, Hard Dollar, Ecosys, MS Project, MS Dynamics Subscription based Oracle Primavera utilities 01/18/12 2

3 Don McNatty AACEI, Planning & Scheduling Professional (PSP) Oracle Primavera Certified Trainer SureTrak, P3, P6, Contract Management Oracle Primavera Certified P6 Specialist Co-founder of DRMcNatty & Associates in 1989 Chief Operating Officer, provides Principal Consultant overview and system architect support to all projects 40+ years construction industry experience Laborer, Operating Engineer, Superintendent, Chief Estimator, Construction Manager, Contractor 01/18/12 3

4 Agenda What is Oracle Primavera Contract Management (PCM)? Primavera Contract Management s Daily Report Log Daily Report Log Built-in Integration Deployment Challenges Deployment Solutions Examples: Eastern Municipal Water District San Diego Gas & Electric MLM s Contract Management Interface Benefits of using PCM and CMI as the Foundation Questions 01/18/12 4

5 What is Primavera Contract Management? Formerly called Expedition Browser based multi-user database Document Control Contract Management Change Control Cost Control Built-in integration between modules Basic integration with P6 schedules Version 14 provides Oracle Business Intelligence Publisher Webservices API 01/18/12 5

6 PCM Implementation Roadmap Daily Reports One piece of an integrated puzzle 01/18/12 6

7 PCM s Daily Report Log Standard module Maintains a history of project events Activity Labor Equipment Materials linked to Material Log Weather Visitors Linked to Contacts P6 Schedule Linked to P6 Schedule Issues Linked to Issues Log Attachments 01/18/12 7

8 Standard module Access from Control Center 01/18/12 8

9 Standard Tabs Standard Columns 01/18/12 9

10 Standard Columns Links directly to P6 schedule Accesses activity that span the report date 01/18/12 10

11 Custom columns (fields) limited to a single tab Custom fields cannot inter-link Limited ability to arrange fields 01/18/12 11

12 Multiple standard forms provided Forms can be completely customized 01/18/12 12

13 x Embedded signature Custom fields Pay Item detail Track quantities 01/18/12 13

14 Custom fields This report consolidates all reports created that day (see Inspectors on lower right) Supports embedded signatures 01/18/12 14

15 Daily Report Built-In Integration P6 Schedule If a schedule is linked from CM to P6, Daily Report will list activities that span the date of the report. Activities are not statused in the schedule. Material Log You can select a Material Log item and enter a quantity on the Daily Report The Material Log is automatically updated. Issue Log The Daily Report can be linked to one or more Issues in the Issue Log. 01/18/12 15

16 Deployment Challenges Many companies have specific requirements/forms Most will require custom fields PCM does not provide any flexibility in positioning fields PCM Custom fields cannot be inter-related or calculated Daily Report creators require full use access to PCM PCM has very limited security to keep some information confidential (when outside parties use your PCM to create their daily reports) PCM can be cumbersome to use on a tablet PCM has no built in review/approval process 01/18/12 16

17 Deployment Solutions API or Webservices will allow custom screens to access PCM database while preserving built in rules Allows you to create completely customized screens Use programming to support calculated fields Control what people can see, insure security and confidentiality of your database Remote users can use Webservice licenses By using an external database along with the API/Webservices, data can be reviewed and modified before import to PCM (work-flows) Use SQL programming for direct integration with P6 01/18/12 17

18 Eastern Municipal Water District Problem Internal proprietary daily report tool had to be replaced Paradox, cumbersome, slow, required a lot of maintenance Wanted to leverage existing investment in Expedition (PCM) New large project required multiple inspectors EMWD policies call for a single project daily report Need to be able to consolidate multiple reports Internal procedure had two levels of review before Approval Solution External SQL database with custom input screens SQL programming to support workflow and consolidation 01/18/12 18

19 Deployment Overview INSPECTORS DAILY REPORT INTERFACE FIREWALL SQL DB SQL PROGRAM/API EXPEDITION (PCM) DATABASE 01/18/12 19

20 A Business Process Flow B C D Project Admins 1 E Project Managers 1 01/18/12 20

21 Screen examples Contractor or Inspector is routed directly to a web login 01/18/12 21

22 01/18/12 22

23 Custom screen arranges standard and custom fields in a format determined by EMWD Custom programming allows us to monitor characters to keep within PCM limits 01/18/12 23

24 Work Effort Summary Evolved over past 4 years Initial effort to support one new, large project required about 250 hours to develop Subsequently deployed to all projects Supports multiple reports per day for multiple inspectors Supports two step review and approval workflow Supports consolidating all reports (or selected) for one project, for one period, into a single consolidated report On approval, a Daily Report, with attachments, is created in Expedition with a PDF copy of the Approved Daily Report attached. 01/18/12 24

25 Key Success Factors Simple, organization standard screens Ease of data entry Select and copy any previous Daily Report Heavy use of default values and dropdown lists Automated Notification to supervisors Create the Daily Report as a PDF document before posting to Expedition (PCM) 01/18/12 25

26 Benefits Original deployment credited with reducing time spent creating Daily Reports by 45 minutes per day, per inspector (4 inspectors x 45 x 200 workdays/year = 600 hours) (600 hours x $80(?) hour cost = $ 48,000 saved first year) Use on one project for one year, paid for initial cost Now being used by 24+ Inspectors Expanding to Development Inspectors in 2012 Provides easily reportable details of every event on every project, every day 01/18/12 26

27 San Diego Gas & Electric Problem Mega-transmission line projects Need to collect data from two different user types: Environmental Monitors Construction (Engineering) Inspectors Daily submissions must be processed and reviewed in a timely fashion Schedules needed to be updated daily Some reports had to be submitted weekly Scope of project covered a large geographic area as well as many different disciplines 01/18/12 27

28 San Diego Gas & Electric Problem Previously, inspection reports were filled out manually Administrative staff would manually enter into a database Schedule activities relied on information from meetings Environmental reports were filled out in a variety of formats Administrative staff would copy these into a separate document that would be submitted to CPUC and other agencies Very time-consuming effort, deliverables often late Very staff intensive 01/18/12 28

29 San Diego Gas & Electric Solution - Inspections Different custom screens created for each type of report Users enter data via the web from the field Automated notifies leads of submissions Lead reviews/approves the reports in PCM Reports to management and agencies produced from PCM Solution Environmental Custom screens collect field observations via the web All monitors submit daily reports with details Leads review/approve in Primavera Contract Management Weekly summary provided to CPUC and other agencies 01/18/12 29

30 Contract Management Custom fields added to collect specific data Approximately 300 various mitigation measures Different information collected for each type of measure, including species, impacts, etc. Custom screens created to input strictly data required by Environmental Monitors, eliminating all other data fields they are not using Drop down lists used extensively to simplify and make entry consistent 01/18/12 30

31 ENVIRONMENTAL MONITOR DAILY REPORT 01/18/12 31

32 General Information Custom screens mimic CM 12 screens Custom fields can be inserted anywhere 01/18/12 32

33 Weather/Additional Info Organization specific terminology can be used on screens 01/18/12 33

34 Mitigation Measures Supports multiple mitigation measures tracked in one report 01/18/12 34

35 Weekly Summary Sorry, proprietary information had to be blocked out Reports are created weekly, not daily 01/18/12 35

36 Summary Custom Fields = 30+ extra fields Input screen simplified for Monitors to use No detailed knowledge of Primavera Contract Management required for monitors in field No re-entry of data for weekly or summary reports submitted to CPUC Saved a significant amount of manual data entry and re-entry 01/18/12 36

37 INSPECTOR/ENGINEER DAILY REPORT 01/18/12 37

38 Construction Engineering Inspector Inspectors of different disciplines submit daily reports Custom fields added and screens configured to include ONLY data they use Reports are submitted daily, reviewed by discipline leads by morning, and results reported to management by 10AM the following day With three levels of review and approval 01/18/12 38

39 Schedule Status Input includes link to P6 schedule activities Using P6 Codes, inspector uses dropdown to select activity. P6 Steps displayed, inspector simply checks completed Once approved by leads, schedulers update P6 to provide daily status Inspectors status activities with no P6 knowledge. Schedulers provide an extra level of accuracy to cross-check what inspectors were reporting Daily schedule updates are based on actual field input coordinated with the P6 schedule 01/18/12 39

40 Timeline for Report Processing 01/18/12 40

41 Primavera Contract Management Approx. 30+ extra custom fields were added to collect data submitted. Custom reports and layouts were created to report this information to Scheduling staff and Management. 01/18/12 41

42 Contract Management Interface Custom screens were created to simplify the data entry, focused on areas the inspectors need to fill in All key areas of input (Labor, Equipment, Visitors, Schedule) are tied to the P6 activity dropdowns allowing inspectors to identify BY LOCATION where work was performed 01/18/12 42

43 General Information PCM 12 style screens carried over to CMI Custom fields and labels placed where logical 01/18/12 43

44 Labor/Field Force Listings All codes actually accessed directly from P6 database 01/18/12 44

45 Schedule Updates This screen finds the correct activity and then lists the Steps. Tracks multiple activities in one report 01/18/12 45

46 Summary Reporting 01/18/12 46

47 Work Effort Summary Approximately 250 monitors/inspectors in field. Approximately 90 daily reports submitted EVERY DAY 500+ daily reports submitted PER WEEK Estimated time to complete each daily report by monitor/inspector minutes Old way, another minutes per report for data entry Old way cost $15k to $25k per week New way costs $10k to $15k per week Savings = $5k to $10k per week = up to $500,000 per year BONUS: Reports available 2-3 days earlier 01/18/12 47

48 Key Success Factors Screens kept simple and focused on end-user data entry requirements Wherever possible, dropdown lists were used Automated Notification helped speed the approval step Custom reporting simplified the status, reporting and schedule update process Link to P6 with activities and P6 codes streamlined the schedule updating process 01/18/12 48

49 Benefits Provides rapid response to issues that might arise, either from a construction perspective OR from an environmental perspective either of which could impact work progress Provides ability to update P6 Schedule DAILY with accurate progress. Inspectors are not required to understand the complexities of the P6 schedule, but input based on common-knowledge pick lists Weekly reports to Agencies can be accomplished on time with minimal administrative efforts 01/18/12 49

50 MLM s Contract Management Interface (CMI) Problem: Easily deploy customized Daily Report screens to meet organization specific requirements Make the tool easily available to field staff Don t require contractors to buy and learn new software Solution: Web-service utility available on a subscription basis Requires PCM Web-service Licenses ($500) to access Screens can be customized to meet specific requirements Contractors use a simple interface that s easy to learn Owner/CM data is kept confidential 01/18/12 50

51 MLM s Managed Services Contract Management Interface (CMI) INSPECTORS DAILY REPORT INTERFACE CMI Hosted by MLM FIREWALL Internal FIREWALL PCM DATABASE PCM DATABASE Deploy to MLM hosted environment Or to your own internal environment Can be customized to support workflows 01/18/12 51

52 Easy to access on web Supports all browsers including Safari (ipad) Does not require Java or any special add-ons 01/18/12 52

53 Access and security managed in Contract Management Administrator database 01/18/12 53

54 Monthly Subscription includes all modules Status reports for submitted documents 01/18/12 54

55 Projects and contracts limited by user name Add custom fields and defaults to any screen 01/18/12 55

56 Uses Contract Management type interface 01/18/12 56

57 Uses the same lookup tables as Contract Management Easy to add and delete rows 01/18/12 57

58 Material Log integration in basic module Schedule interface available as a custom tab 01/18/12 58

59 Status reports provide submitters with list of submitted documents Status columns can be added 01/18/12 59

60 Benefits of Daily Reports using PCM/CMI Fast deployment full module is already in use Basic customization included in setup fee Requires only Webservice License ($500) to access Monthly subscriptions start at $500 total for 25 users API/Webservice approach insures version compatibility Runs on most any computer/device ipad, Android Tablets, Windows Mobile Tablets Mac, MS-OS 01/18/12 60

61 Questions? Don McNatty Principal Consultant T. (877) Web Web 01/18/12 61