oracle|primavera program management information system …€¦ · • oracle primavera software...

Oracle|PrimaveraProgram Management

Information System (PMIS)

Solutions for Transportation Programs November, 2011

W W W . D R M C N A T T Y . C O M

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

email questions to [email protected]. 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.

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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

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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.


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

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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• Outdated technologies in existing controls systems• Good, but silo’d information• Data not shared or easily available for sharing• Redundant and disconnected data entry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

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• 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

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ExistingProject ControlsArchitecture

• 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

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OracleDB

Project Management Information System ‐ PMIS

Key Concepts• Centralized

Oracle database• Single source of

information• Automated

financials• Timely reports• Real-time data

available via web

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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…

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Data Information Knowledge Work

3

Ea

5

0$3.75 Ea500 required

$3.75 Ea x 500 + 5% waste = $1,968.75Freight: $200.00

Install: 5 Sq @ $100.00 Sq = $500.00Total: 2,668.75

Silo’d andunconnected

data

Put 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?

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… 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

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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.

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Lowered risk for dependable availability, at a predictable cost


Benefits of Hosting

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• 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.


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

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Access to PMISPowered by:

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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

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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.

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Schedule Development Strategy1. 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.

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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.

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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.

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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.

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Sample Major Rail Project DashboardBelow 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.

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Sample Project Workspace

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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 ReportA 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.

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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.

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Single Page Summary Report


Summary Report ContentSummary 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.

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Single Page Summary ReportReport 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.

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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.

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Sample Custom Issue FormCustomized 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.

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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)

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Sample Contract Management Cost WorksheetContract 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.

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Contract Management will also support cost reporting by FTA Codes


CM13 Drill Down CapabilitiesSelect 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.

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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 email.

• Contractors are not forced to use Contract Management, only to submit their documents through the interface.

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Contract Management Interface

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MTA Contractors can submit directly into the MTA System for Review


CMI Custom ReportsCustomized reports are available for Contractors to check on and verify the status of documents submitted to Metro.

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Integration with Metro FIS

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FIS Integration with CM13Actual 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.

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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

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Ecosys EPCSmall 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.

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Ecosys EPCResource Budget and Actual information are uploaded for tracking in Ecosys EPC

Display graphical resource information in P6 Web

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“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

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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.


Questions?Don McNatty

Principal Consultant

Brian CrissProject Manager/Lead Consultant

T. (877) 367‐7990E. [email protected]. www.drmcnatty.comW. www.mlmpsinc.com

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