new project management fm supervisor/pa role ...€¦ · new project mgmt shop notifications 1....

New Project ManagementNew Project Managementj gj gFM SUPERVISOR/PA ROLEFM SUPERVISOR/PA ROLE

SEPTEMBERSEPTEMBER 2010 2010 

2010

IntroductionIntroductionIntroductionIntroduction• Training Objective: To review ARCHIBUS NEW Project Management• Training Objective: To review ARCHIBUS NEW Project Management 

functionality and processes in relation to FM Shop Supervisor/PA role through review and discussion; provide an overview of the g ; pknowledge and skills needed to perform duties and daily responsibilities in relation to their specific role within ARCHIBUS Web Central.

• NEW Project Management Standard Operating Procedure in progress and Revised workflows are available electronically on the FMW b P j t M t W k bFM Web Project Management Workgroup webpage:http://facilities.uncc.edu/Archibus/mips_migration_to_project_mgmt.asp

AgendaAgenda

Introduction Introduction ARCHIBUS Workflows – Project Process Process Overview

W k R t G ti Work Request Generation Project Estimate Requests Locked Project WR and Resolutionsj

Reports New Project Mgmt Work Groups Questions and Concerns Questions and Concerns Contact Information

Project ProcessProject ProcessProject Process Project Process OverviewOverview

ProjectProjectFlow ChartFlow Chart

Customer Work Flow SummaryCustomer Work Flow SummaryCustomer Work Flow SummaryCustomer Work Flow Summary1-RequestProject Request Scope and Budget Design Estimate CC

PAMPAM PAM PAM

RequestOONNSSSSTTRR

FAM FAM FAM

RRUUCC

i ii i

TTIIOODesign ServicesDesign Services OONN

In Construction Phase: In Construction Phase: Shop Project WR ProcessShop Project WR Process

Aft j t i i t ti D i• After project is in construction, Design Services has the ability to submit the yProject WR at any time throughout the project construction completionthe project construction completion instead of at the beginning of In Construction phase.

New Project Mgmt New Project Mgmt Shop NotificationsShop Notifications

1. When the work request meets 80 percent a notification will generate and when 100 percent or goes over the budget, the work request will lock preventing the posting of additional hours or costs.

2. Punch List Email Notification will be sent to the Shop Manager, p g ,Supervisor, and PA informing them that they have two weeks to review the work requests, validate costs, WR budget details, and date the project went into Punch List and date of closeout deadlinedate the project went into Punch List and date of closeout deadline.

3. After one week, another email will be sent as a reminder.

4. When the two weeks is up and no action has been taken, the WR will auto complete and be sent to bill.

Review and Issuing Review and Issuing ddApproved WRs Approved WRs 

(Project WRs)(Project WRs)( j )( j )

Af i i dAfter reviewing and adding CF(s) and Estimate to WR, select the Issue button tothe Issue button to issue the Project work request for completion.

Project Project EstimatesEstimates

• Design Services has the option of submitting a Project WR for EstimatesProject WR for Estimates.

• Shop Supervisor will Update/Complete the estimate and submit back to Design Services for Review.

• If approved, the Work Request will be created for completion by Design Servicescompletion by Design Services

WR EstimateWR EstimateWR Estimate WR Estimate RequestsRequests

Supervisor selects theSupervisor selects the Calculate Labor button for labor est. After entering all estimated costs, select the ,Submit Estimate button to submit to customer.

Supervisor ResubmitsSupervisor ResubmitsSupervisor Resubmits Supervisor Resubmits Estimate to CustomerEstimate to Customer

Supervisor may recalculateSupervisor may recalculate labor, stock, parts etc and resubmit the estimate for customer approval. Or, they may reduce CF hours and actual costs to unlock the work request.

Locked ProjectLocked Project WRs

• When a Project Work Request goes over the Design Services Work Request budget, the WR will lock.

• The locked WR will require Shop’s action to resolve the issue.eso e t e ssue.

• Budget increases for a shop will require a new• Budget increases for a shop will require a new action item, which will generate a new Work Request to the ShopRequest to the Shop.

Resolving        Resolving        Locked WRsLocked WRs

Supervisor /PA may select the CF Assign gButton to reduce hours on the locked WR. Once hours match estimate thematch estimate, the WR will Auto Unlock

Supervisor/PA RoleSupervisor/PA RoleSupervisor/PA Role Supervisor/PA Role Reports: Design ServicesReports: Design Services

Estimating Workbook View (PDF)

(N ) P j t P i it Li t (New) Project Priority List

Review Project Documents Review Project Documents

Questions or Concerns

Facility Information Facility Information SSSystems Systems 

Points of Contact:Points of Contact:

• Pamela Duff pduff@uncc.edu 704‐687‐4009p @

• Ray Dinello rdinello@uncc.edu 704‐687‐4680

• Shu Wang shwang@uncc.edu 704‐687‐6063

• Dionte Sims  dmsims@uncc.edu  704‐687‐3891

• David Champion dchampi4@uncc.edu 704‐687‐2015