Oracle Primavera Program Management Information System (PMIS) Solutions for Transportation Programs November, 2011

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1 Oracle Primavera Program Management Information System (PMIS) Solutions for Transportation Programs November, 2011

2 Thank you for joining today s technical webinar Mute all call in phones are automatically muted in order to preserve the quality of the audio for all attendees. Questions due to the high volume of participants, you can questions to We will try to address your questions during or at the end of the presentation. Follow up all registrants will receive an Excel file listing all questions and responses along with a link to the recorded webinar. 11/30/2011 2

3 Twenty five + years experience with Primavera Oracle Primavera Software Oracle Certified Training Oracle Certified Implementation Support Project support services administrators, schedulers Managed Hosting Services Primavera Portfolios, P6, P6 Pro, Contract Management, Risk Acumen Fuse, Prism, Ecosys, MS Project, MS Dynamics Subscription based Oracle Primavera utilities 11/30/2011 3

4 Today's presenters Don McNatty, PSP Co founder of DRMcNatty. Provides Principal Consultant overview and system architect support to all projects. Brian Criss, PSP Directory of Professional Services, DRMcNatty, Metro Project Manager (DRM) and Lead Consultant. 11/30/2011 4

5 Agenda Characteristics of Large Transportation Programs Management Challenges Project Controls as the Foundation Program Management Information System (PMIS) PMIS Overview LA Metro Case Study The Road Ahead Lessons Learned Questions 11/30/2011 5

6 Characteristics of Large Transportation Programs Outdated technologies in existing controls systems Good, but silo d information Data not shared or easily available for sharing Redundant and disconnected data entry without continuous audit trails Heavy reliance on spreadsheets Cost information cumbersome and not aligned Summary reports and Management dashboards are compiled manually from multiple sources of information 11/30/2011 6

7 Management Challenges because of Measure R Need for increased oversight and accountability Potential aggressive / accelerated schedule Maxes out internal Metro resources Increased expectations for project delivery Delivery strategy 4 5 projects at a time Current structure 1 2 projects at a time Paradigm shift required 11/30/2011 7

8 Existing Project Controls Architecture Good use of existing tools Most processes manual Outdated technologies Reliance on spreadsheets Processes differed across major projects Labor intensive to produce reports Islands of excellence 11/30/

9 Project Management Information System PMIS Key Concepts Centralized Oracle database Single source of information Oracle DB Automated financials Timely reports Real-time data available via web 11/30/2011 9

10 What does an Oracle Primavera PMIS do? Gathers timely and accurate data Combines data based on business rules Puts it into the proper context (Which turns data into Information ) To be combined with PM team knowledge To produce higher quality work output To impact strategies, directions, and decisions 11/30/

11 What does a PMIS do? Data Information Knowledge Work Ea 3 5 Silo d and unconnected data 0 $3.75 Ea 500 required Put into proper context and format $3.75 Ea x % waste = $1, Freight: $ Install: 5 $ Sq = $ Total: 2, combined with the team s knowledge, experience and goals Produces higher quality management information and decisions with less effort by the project managers AND 11/30/

12 It s more AUDITABLE! A uniform data structure + standard practices Role based responsibilities & training Easier quality assurance with centralized DB Allows summary data to be tracked back to originating transactions With web interface, transparency can be as easy as a click of the mouse 11/30/

13 Recommended HOSTED Deployment Model Uses best of breed software Reduce risk and cost through hosted deployment With custom configuration and integration utilities Leverages existing investment Complies with existing standards Multiple levels of security Specific tools shown here are flexible based on results of piloting on Metro projects System address all roles and types of project participants System supports geographically dispersed team licensing of software to reduce direct and ongoing Metro software cost. Lowered risk for dependable availability, at a predictable cost 11/30/ /30/

14 Benefits of Hosting Quick deployment that scales (in cost and capacity) as the program grows. Metro traded the risk (dependable deployment) for a lower and predictable cost. By hosting directly with an Oracle Certified provider, no dependency on any single CM or Contractor. Eliminated issues related to access for external participants. Maintained by an Oracle Primavera Certified team. Subscription based utility (CMI) allows access by contractors while keeping internal data secure. 11/30/

15 PMIS Overview LA Metro Case Study PMIS = Project Management Information System Primavera P6 / P6 Web Schedule tracking at the detailed and summary level Dashboard reporting and collaboration via P6 Web Primavera Contract Management Document Control Cost and Change Control Ecosys EPC Resource Tracking Cost Tracking for Small Capital Projects 11/30/

16 Access to PMIS Powered by: 11/30/

17 Deployment of P6 Client Early objective was the understanding that preserving the integrity of global data was essential to a successful P6 deployment. Maintaining order and cleanliness of P6 data. Deployment of sandbox environment for testing of functionality and initial import of contractor schedule files. Revisions to contractor schedule specifications Security profiles and access 11/30/

18 Deployment of P6 Client P6 Client Users have been provided access to 2 separate databases PMDB = Production Environment for Project information. PMDB_Sandbox = Sample Environment for Metro Project Controls staff to import files and test functionality without compromising the P6 Database. 11/30/

19 Schedule Development Strategy 1. Level 1 Schedule Summary Level Project information which is intended to be public facing and provide high level project status. 2. Level 2 Schedule Provide more detailed level of schedule for management of overall project flow. This level of schedule provides sufficient detail for MTA internal control of the project. 3. Level 3 Schedule Contractor level schedule which is typically submitted to MTA for review and acceptance. Contractor schedules are linked to key items in the Level 2 Control Schedule for bottom up integrated scheduling. 11/30/

20 Level 2 Control schedule provides detail to allow MTA Project Controls staff to track all phases of the project at sufficient levels of detail to achieve Critical Path Scheduling. 11/30/

21 MTA Summary Schedules are intended to provide high level project information. Schedules are developed using Milestone activities along with Level Of Effort activities linked to the MTA Control Schedule. When individual projects are used to track and drive Control and Summary level schedules, integrated bottom up schedules become a reality. 11/30/

22 P6 Web P6 Web provides High Level project information in a dashboard display. Provides MTA with a collaborative portlet for the inclusion of information such as Notebook topics and Issues. Allows for Links to Costs in Contract Management for complete project information in one single place. Allows for the development of project Portfolios for unique and customized views of Project Information. 11/30/

23 Sample Major Rail Project Dashboard Below is a sample of the overall Dashboard for Major Rail Projects and allows you to display up to 12 portlets. Customized Portfolio views can be created and added to any dashboard for display of project information. Issues created for projects within the portfolio are immediately accessible via the main Portfolio Dashboard. 11/30/

24 Sample Project Workspace The project Workspace provides users with a dashboard view of information for a single project. In the example below, the project is linked to its associated project in Contract Management which allows for visibility into the Cost Worksheet as well as Control Center Portlets. 11/30/

25 Single Page Summary Report A single page summary report has been created for each of the Major Rail projects and dynamically display data from P6 and Contract Management related to convey high level project information in a single view. 11/30/

26 Single Page Summary Report Reports are easily accessed via a custom portlet in the P6 Web Dashboard and users can select the specific project link and launch the report directly from within P6 Web. 11/30/

27 Summary Report Content Summary Report fields for Project Description and Current Status are receiving information from Notebook Topics within P6. This information has the capability to be updated within the P6 Client Application or P6 Web. 11/30/

28 Single Page Summary Report Report information for Gantt Chart and Project Milestones are updated from schedule information contained within the P6 Summary Schedule. Activity codes are used to identify the proper information and the report consolidates the information for display. 11/30/

29 Issues The P6 Issues module provides for the capacity to track project issues as well as risks associated with a project. The P6 Issue module can be customized for Metro requirements through the use of Issue Codes. Standardized Issue Forms allow for consistency in entry of project information. 11/30/

30 Sample Custom Issue Form Customized Issue forms provides MTA a consistent method of entering information Issues related to a project. Fields can be customized and new fields added as needed. In the sample below, Issue Codes are pre-populated in the form. 11/30/

31 Primavera Contract Management Document Control Track submittals, RFI s Used in conjunction with Contract Management Interface (CMI) Change Control Cost Control Integrated with Metro s Financial Information System (FIS) 11/30/

32 Sample Contract Management Cost Worksheet Contract Management Cost Worksheet data is used to display project information based on assigned cost code. Information displayed in the cost worksheet can be customized via the Layout options available in CM. In the example below, Cost Worksheet data is displayed by MTA Task Number. Contract Management will also support cost reporting by FTA Codes 11/30/

33 CM13 Drill Down Capabilities Select a Cost Code on the CM13 Cost Worksheet lets MTA cost engineers drill down to the detailed commitment documents within a specified Cost Code. Drill Down capabilities allow you to access transaction level details including documents and details. Contract/PO Line Items are also associated with P6 Activities. 11/30/

34 Custom Applications CMI Contract Management Interface is a custom web based application (developed by DRMcNatty) which allows contractors working with Metro to submit documents electronically directly into the Metro CM13 database. Reduces the amount of data handling needed to be performed by Metro staff and insures data confidentiality. Metro document controls staff are alerted that a new document has been submitted via an update on their control center or . Contractors are not forced to use Contract Management, only to submit their documents through the interface. 11/30/

35 Contract Management Interface MTA Contractors can submit directly into the MTA System for Review 11/30/

36 CMI Custom Reports Customized reports are available for Contractors to check on and verify the status of documents submitted to Metro. 11/30/

37 Integration with Metro FIS 11/30/

38 FIS Integration with CM13 Actual Costs are imported into CM13 via a custom integration utility which identifies key information and updates existing or creates new records where required in CM13. Custom Field definition in CM13 is used to more accurately align FIS Cost Data with CM13 Cost information on projects. 11/30/

39 Ecosys EPC Used in conjunction with P6 for tracking of MTA staffing plans along with actual hours assigned to projects Integrated with timekeeping data for actual hours charged to projects Tracking of Small Capital Projects which may be monitored outside of P6 and CM13 11/30/

40 Ecosys EPC Small Capital Projects which would typically be managed only in FIS or in spreadsheets are now tracked with Ecosys EPC. Spreadsheet data populated Ecosys and custom identifiers were developed to allow Metro project controls staff to track additional information such as Sponsor and CP Number. 11/30/

41 Ecosys EPC Resource Budget and Actual information are uploaded for tracking in Ecosys EPC Display graphical resource information in P6 Web 11/30/

42 The Road Ahead Upgrade to P6 8.x Increased functionality, specifically Risk Register and BI Publisher Increased functionality, preview changes, web administration Increased compatibility with Mobile devices Upgrade to Contract Management 14 BIPE Tool of the future no more Infomaker Support for workflows Available Web Services Licenses for better integration & lower cost Increased speed, appearance aligned with P6 Expand implementation beyond major rail projects MTA Highway Programs Workflow support with other departments 11/30/

43 Lessons Learned Have we spent the appropriate amount of time Marketing change to individuals within the organization? Can we achieve a level of excitement for learning and participation by our team members? Understand and Leverage existing tools and processes if you can it helps reduce the impact of change. Must have executive support and direction from the top down. Be quick but don t hurry. Speed of implementation should be secondary to understanding and participation from Team! Technology is the easy part this can be deployed quickly. What is important is the understanding of stakeholders and that their process and training is gradual, structured, and measured. Establish a centralized Implementation Team which meets and communicates regularly. Strive to achieve a consensus so that implementation decisions are understood by all. 11/30/

44 Questions? Don McNatty Principal Consultant Brian Criss Project Manager/Lead Consultant T. (877) E. W. W. 11/30/

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