Program Management
Information System (PMIS)
Solutions for Transportation Programs
Thank you for joining today’s technical webinar
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• 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
Twenty‐five + years experience with Primavera
Today's presenters
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Don McNatty, PSP – Co‐founder of DRMcNatty. Provides
Principal Consultant overview and system architect support to
all projects.
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Brian Criss, PSP – Directory of Professional Services,
DRMcNatty, Metro Project Manager (DRM) and Lead
Consultant.
Agenda
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Characteristics of Large Transportation Programs
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Management Challenges
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Project Controls as the Foundation
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Program Management Information System (PMIS)
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PMIS Overview ‐ LA Metro Case Study
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The Road Ahead
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Lessons Learned
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Questions
11/30/2011 5Characteristics of Large Transportation Programs
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Outdated technologies in existing controls systems
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Good, but silo’d information
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Data not shared or easily available for sharing
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Redundant and disconnected data entry without
continuous audit trails
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Heavy reliance on spreadsheets
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Cost information cumbersome and not aligned
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Summary reports and Management “dashboards” are
compiled manually from multiple sources of
information
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Management Challenges because of Measure R
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Need for increased oversight and accountability
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Potential aggressive / accelerated schedule
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Maxes out internal Metro resources
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Increased expectations for project delivery
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Delivery strategy 4‐5 projects at a time
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Current structure 1‐2 projects at a time
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Paradigm shift required
11/30/2011 7Project 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
Oracle
DB
Project Management Information System ‐ PMIS
Key Concepts
• Centralized
Oracle database
• Single source of
information
• Automated
financials
• Timely reports
• Real-time data
available via
web
11/30/2011 9What does an Oracle|Primavera PMIS do?
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Gathers timely and accurate data
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Combines data based on business rules
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Puts it into the proper context
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(Which turns data into “Information”)
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To be combined with PM team knowledge
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To produce higher quality work output
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To impact strategies, directions, and decisions…
Data Information Knowledge Work
3
Ea
5
0
$3.75 Ea
500 required
$3.75 Ea x 500 + 5% waste = $1,968.75
Freight: $200.00
Install: 5 Sq @ $100.00 Sq = $500.00
Total: 2,668.75
Silo’d and unconnected dataPut into proper context and format combined with the team’s knowledge, experience and goals Produces higher quality management information and decisions with less effort
by the project managers
AND…
What does a PMIS do?
… It’s more AUDITABLE!
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A uniform data structure + standard practices
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Role based responsibilities & training
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Easier quality assurance with centralized DB
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Allows summary data to be tracked back to
originating transactions
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With web interface, “transparency” can be as
easy as a click of the mouse
Recommended HOSTED
Deployment Model
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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. 11/30/201111/30/2011 1313Benefits of Hosting
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Quick deployment that scales (in cost and capacity) as the
program grows.
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Metro traded the risk (dependable deployment) for a
lower and predictable cost.
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By hosting directly with an Oracle Certified provider, no
dependency on any single CM or Contractor.
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Eliminated issues related to access for external
participants.
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Maintained by an Oracle|Primavera Certified team.
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Subscription based utility (CMI) allows access by
contractors while keeping internal data secure.
PMIS Overview – LA Metro Case Study
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PMIS = Project Management Information System
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Primavera P6 / P6 Web
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Schedule tracking at the detailed and summary level
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Dashboard reporting and collaboration via P6 Web
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Primavera Contract Management
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Document Control
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Cost and Change Control
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Ecosys EPC
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Resource Tracking
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Cost Tracking for Small Capital Projects
11/30/2011 15Access to PMIS
Deployment of P6 Client
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Early objective was the understanding that
preserving the integrity of global data was
essential to a successful P6 deployment.
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Maintaining order and cleanliness of P6 data.
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Deployment of sandbox environment for testing of
functionality and initial import of contractor schedule
files.
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Revisions to contractor schedule specifications
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Security profiles and access
11/30/2011 17Deployment of P6 Client
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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
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.
Level 2 Control schedule provides detail to allow MTA Project Controls staff to track all
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.
P6 Web
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P6 Web provides High Level project information in a
dashboard display.
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Provides MTA with a collaborative portlet for the
inclusion of information such as Notebook topics and
Issues.
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Allows for Links to Costs in Contract Management for
complete project information in one single place.
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Allows for the development of project Portfolios for
unique and customized views of Project Information.
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.
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.
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.
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.
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.
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.
Issues
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The P6 Issues module provides for the
capacity to track project issues as well as risks
associated with a project.
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The P6 Issue module can be customized for
Metro requirements through the use of Issue
Codes.
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Standardized Issue Forms allow for
consistency in entry of project information.
11/30/2011 29Sample 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.
Primavera Contract Management
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Document Control
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Track submittals, RFI’s
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Used in conjunction
with Contract
Management Interface
(CMI)
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Change Control
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Cost Control
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Integrated with Metro’s
Financial Information
System (FIS)
11/30/2011 31Sample 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.
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.
Custom Applications ‐ CMI
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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.
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Reduces the amount of data handling needed to be
performed by Metro staff and insures data confidentiality.
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Metro document controls staff are alerted that a new
document has been submitted via an update on their control
center or email.
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Contractors are not forced to use Contract Management, only
to submit their documents through the interface.
Contract Management Interface
11/30/2011 35
MTA Contractors can submit directly into the MTA System for Review
CMI Custom Reports
Customized reports are available for Contractors to check on and verify the status of documents submitted to Metro.
Integration with Metro FIS
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.
Ecosys EPC
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Used in conjunction with P6 for tracking of
MTA staffing plans along with actual hours
assigned to projects
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Integrated with timekeeping data for actual hours
charged to projects
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Tracking of Small Capital Projects which may
be monitored outside of P6 and CM13
11/30/2011 39Ecosys 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.
Ecosys EPC
Resource Budget and Actual information are uploaded for tracking in Ecosys EPC Display graphical resource information in P6 Web 11/30/2011 41“The Road Ahead”
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Upgrade to P6 8.x
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Increased functionality, specifically Risk Register and BI Publisher
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Increased functionality, preview changes, web administration
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Increased compatibility with Mobile devices
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Upgrade to Contract Management 14 BIPE
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Tool of the future – no more Infomaker – Support for workflows
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Available Web Services Licenses for better integration & lower cost
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Increased speed, appearance aligned with P6
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Expand implementation beyond major rail projects
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MTA Highway Programs
11/30/2011 43
