Leveraging Web Based Collaborative Project Management Applications- the CM s perspective. CMAA 2009 National Conference Michael Warriner, P.E.

Transcription

1 Leveraging Web Based Collaborative Project Management Applications- the CM s perspective CMAA 2009 National Conference Michael Warriner, P.E.

2 Let s Start with the Legal Issues: Contractual Concerns Regarding Electronic Documentation Rules of Evidence Legal Discovery C MAA909i1.ppt/2

3 What Contractual Concerns Should I Have About Electronic Project Management? Does electronic notice comply with the contract requirements? Contract notification clauses Delays and other impacts Necessity of the contract providing for use of the electronic project management forms for compliance with contract clauses. Make sure that the contracts (prime and subcontracts) are in accord with the electronic project management forms. Are electronic drawings, specs contract documents? Who bears risk of discrepancy between electronic and paper? Does the contract address this? C MAA909i1.ppt/3

4 Why Should I Know Something About the Rules Of Evidence? The best documentation is meaningless if it can t be presented to the dispute fact finder. Judge, jury or arbitrator The rules of evidence dictate what evidence can be admitted and ultimately considered by the dispute fact finder. The rules of evidence can strengthen the legal value of project records C MAA909i1.ppt/4

5 Best Evidence Rule in Context of Electronic Project Documentation Best evidence. Original writing must be produced when its terms are in issue Original can include a duplicate. A computer printout or other output readable by sight and shown to reflect data accurately may be used to prove contents of writing. C MAA909i1.ppt/5

6 CM records as Business Records Exception to hearsay rule = admissible Made in course of (CM) business Made at or near the time of the event (dailies, meeting minutes Defense to after-the-fact claims of delays/impacts Not in the records = presumption that it didn t happen C MAA909i1.ppt/6

7 Electronic Discovery in Litigation Electronically Stored Information (ESI) is no less discoverable than paper evidence. However, it presents its own challenges including preservation, spoliation, form of production, privacy and privilege. Obligated to produce ESI. Generally ESI files to be produced in electronic format. Examples of types of files Encrypted files must be produced with password. Meta data. s. C MAA909i1.ppt/7

8 Leveraging Web Based CM Tools Has Several Requirements for the CM Getting clients, engineers, and contractors to buy in to the idea Getting the team to use the tools Dealing with slow Internet connections at remote job sites C MAA909i1.ppt/8

9 Time Benefits of Electronic Project Documentation Document travel time is eliminated Sample Project times: 46 out of 121 RFIs were issued, responded to, and closed in one day or less Fastest was 1 hr, 10 min 114 out of 304 submittals have a Zero-day turnaround Overnight and mail charges are reduced to material samples C MAA909i1.ppt/9

10 Buy-In What s in It for Me? Nobody buys into something this big because it s the right thing to do Major changes are not trusted- it has to be in/close to my comfort zone Why do we need to change? What is it going to cost me? C MAA909i1.ppt/1 0

11 From the CM Perspective The Owner wants to know: Real-time access to project data Inspection reports Photos Submittals/RFIs Change orders The system with the least direct costs A system not so different from what I did before Can it be customized to MY forms C MAA909i1.ppt/1 1

12 From the CM Perspective The Contractor wants to know: 7 copies of submittals? Why? Version control- staying current Where is my RFI? Ability to see responses and history Faster responses Less clerical costs C MAA909i1.ppt/1 2

13 From the CM Perspective For the Design Engineer: Project and document access wherever you have an internet connection Superior tracking and versioning of projectrelated documents Time savings related to mailing/faxing/copying/filing Clear project hierarchy, flow of communication Gatekeeper /Approver Ability to delegate (without making more work for yourself) Share/control access, as needed C MAA909i1.ppt/1 3

14 Buy-In: Who s Going to Pay for this? How is It Paid for with a Local Paper System? C ontractorburns many copies and distributes ownerpays as overhead Engineerreviews copies, distributes and maintains files ownerpays as fees C M logs, reviews anddistributes ownerpays as fees Multiple costs forcarrying copies! C MAA909i1.ppt/1 4

15 Web-based Systems Offer Added Value at Reduced Cost Less handling of documents Reduced copies Ready access whenever needed C MAA909i1.ppt/1 5

16 Getting the Team to Use the Tools Requires Commitment Full not partial commitment Recognize that not every feature is important focus training to each groups needs Offer repeated training sessions to re-cover areas that are critical Use dummy projects to practice on C MAA909i1.ppt/1 6

17 Keeping the Team Using the Tools Maintain flexibility there is more than one way to do something Push for the basics once they have a good feel for that, expand Accept that some things are better done the old way (for now!) Establish in-house experts for each of your user groups Check monthly on their progress and URGE QUESTIONS silence is a concern C MAA909i1.ppt/1 7

18 Site Connections Start with the Contract specifications- it is required Research the site what is available? Don t wait for the contractor to choose the options Know what is available and determine what the acceptable options are before you bid It s not just the CM software it s everything on site! C MAA909i1.ppt/1 8

19 Establish a Specification Standard Establish a minimum speed requirement Require it to be there at the beginning of the project- avoid the delay game Do not fall back on standard Cooperation up front does not mean you need to relinquish requirements Who is going to maintain the system C MAA909i1.ppt/1 9

20 Needed for Success Benefits occur only when everyone buys in Not automatic references, linking, tagging, are only as good as what you put in C MAA909i1.ppt/20

21 But My Site is still Slow. Consider your application what does the developer recommend? Consider a local server verses remote server Don t be afraid to ask for IT help and recommendations C MAA909i1.ppt/21

22 Buy-in and Acceptance Doesn t just Happen Know what the interests are of your users pick a plan that meets their goals Be flexible but urge participation Multiple trainings work with the parties on their use of the system not yours Know your site limitations pick a system that works on your site, not just the last project C MAA909i1.ppt/22

23 C MAA909i1.ppt/23 Questions?

24 Leveraging web based collaborative project management applications to deliver quality cost effective C M services to clients

25 Information is Valuable Google, Yahoo, Lexis Nexis, Experian Project information is extremely valuable and needs to be controlled Owners/Operators have the biggest to gain from project information management.

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27 Involve the Entire Team

28 3 year $92M WRF 96 users in 28 organizations

29 17 Month $5.8M Filter Expansion 20 users in 11 organizations

30 Start Early Optimal benefit is achieved when tools are used to manage information from a projects conceptual phase. Always start before construction and don't switch during construction. Start Early!!!!!!!!! (With many vendors there is no additional cost increase).

31 Design Documents Construction Documents Drawings RFIs Specifications Financial Control Submittals Permits Budgets Daily Reports Pictures Funding Sources Schedules Environmental Reports Contracts Memos Meeting Agendas/Minutes Schedule of Values Quality Inspections Design Clarifications Pay Estimates Pictures Change Requests Punch Lists Change Orders Risks

32 Selecting a tool Owner or Owner rep/cm should select and contract for the tool. Do not require contractor to implement as it will be too late. Be flexible in processes, discuss with vendor solutions. If you have a complex or unique process have the vendor configure it in a demo site for you.

33 Questions to ask about the product Accessibility? (From any web browser?) Level of customization and by who? Amount of training required for a successful project? Can I add unlimited users? If not how many do I need for optimal benefit (do you guarantee this)? Can I access and trial the product? What standard support is provided? Can I use it while I trial the product?

34 Questions to ask about the vendor Application and data redundancy(3)? Live catastrophic failure sites? Get all pricing up front and in writing. What happens when your project is complete? Data archived? Data available to customer at end of project? Do I have to buy software to access data after project is complete?

35 Selling the tool to the team Cost savings reduce consultant/staff hours Increased control/oversight Reduce risk of claims and/or delays Environmental benefits Ask the vendor how other CM's were able to get the owner, contractor, or designer to buy in.

36 Specifications Define the tools you will be using in your specifications Define how they will be used and each parties responsibilities Define requirements for participants. Ask vendor for samples or samples from vendors clients who have written their own.

37 Start Early Implementation Setup and customize the product Schedule training for the core team If you have a question ask the vendor for assistance.

38 Complimentary Software Tools Blue Beam PDF Cad Drawing tools 3D Modeling Applications 4D Modeling Tools Online Bid Advertising and solicitation

39 Questions?