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Oasis Project Management Platform

Information System Specification

Created by

Rashmi Patil: Biz analyst Ivy Yakun Jin: User analyst Jeanna Vogt: Info Analyst Yan Fang: Technology analyst

Table of Contents

ContentsExecutive Summary..................................................................................................................................6

Business Alignment..................................................................................................................................7

Goals Addressed...................................................................................................................................7

Audience Segments Addressed............................................................................................................7

Strategy................................................................................................................................................7

Audience Analysis.....................................................................................................................................9

Hubs.....................................................................................................................................................9

Demographics and Attitudes............................................................................................................9

Value Proposition...........................................................................................................................10

Bidders................................................................................................................................................10

Demographics and Attitudes..........................................................................................................10

Value Proposition...........................................................................................................................11

Information Analysis...............................................................................................................................12

Info Type: Project Proposal – Jeanna Vogt.........................................................................................12

Basic info........................................................................................................................................12

Structure diagram...........................................................................................................................13

Data dictionary...............................................................................................................................14

Info – Audience matrix...................................................................................................................14

One good example of an item of this type......................................................................................14

Info Type: Project Work Plan – Rashmi Patil.......................................................................................15

Basic info............................................................................................................................................15


Data dictionary...............................................................................................................................16



Info Type: Contractor Profile – Ivy Yakun Jin......................................................................................17

Basic info........................................................................................................................................17


OASIS PMP Information System Specification P a g e | 1

Data dictionary...............................................................................................................................19



Info Type: Construction Opportunities – Yan Fang.............................................................................20

Basic info........................................................................................................................................20


Data dictionary...............................................................................................................................22



Access Structure: Primary Project Hierarchy – Jeanna Vogt...............................................................23

Basic info........................................................................................................................................23

Construction...................................................................................................................................23

Audience.........................................................................................................................................24

One good example..........................................................................................................................24

Access Structure: Project Proposal Hierarchy – Jeanna Vogt..............................................................24

Basic info........................................................................................................................................24

Construction...................................................................................................................................24

Audience.........................................................................................................................................24

One good example..........................................................................................................................25

Access Structure: Primary Project Work Plan Hierarchy – Rashmi Patil..............................................25

Basic info........................................................................................................................................25

Construction...................................................................................................................................25

Audience.........................................................................................................................................25

One good example..........................................................................................................................25

Access Structure: Project Proposals & Work Plans Association – Rashmi Patil...................................26

Basic info............................................................................................................................................26

Construction...................................................................................................................................26

Audience.........................................................................................................................................26

One good example..........................................................................................................................26

Access Structure: Contractor Profile Index - Ivy Yakun Jin..................................................................26

Basic info........................................................................................................................................26

Construction...................................................................................................................................27


Audience.........................................................................................................................................27

One good example..........................................................................................................................27

Access Structure: Contractor Facet Browsing – Ivy Yakun Jin.............................................................27

Basic info........................................................................................................................................27

Construction...................................................................................................................................27

Audience.........................................................................................................................................28

One good example..........................................................................................................................28

Access Structure: Construction Opportunities Index – Yan Fang........................................................28

Basic info........................................................................................................................................28

Construction...................................................................................................................................29

Audience.........................................................................................................................................29

One good example..........................................................................................................................29

Access Structure: Construction Opportunities Facet Browsing – Yan Fang........................................29

Basic info........................................................................................................................................29

Construction...................................................................................................................................29

Audience.........................................................................................................................................29

One good example..........................................................................................................................30

Collection Analysis..................................................................................................................................31

Author: Project Manager – Rashmi Patil.............................................................................................31

Basic info........................................................................................................................................31

Approach........................................................................................................................................31

Relation to info type.......................................................................................................................33

Relation to audience.......................................................................................................................34

How to attribute.............................................................................................................................34

Author: Contractor – Ivy Yakun Jin.....................................................................................................34

Basic info........................................................................................................................................34

Approach........................................................................................................................................34

Relation to info types......................................................................................................................36

Relation to audiences.....................................................................................................................37

Source: Building Information – Jeanna Vogt.......................................................................................37

Basic info........................................................................................................................................37

Quality............................................................................................................................................37


Source relationship.........................................................................................................................38

Source connection..........................................................................................................................38



Source: Employee Information – Yan Fang.........................................................................................38

Basic info........................................................................................................................................38

Quality............................................................................................................................................39

Source relationship.........................................................................................................................39

Source connection..........................................................................................................................39



Management Analysis............................................................................................................................41

Task analysis.......................................................................................................................................41

Definitions......................................................................................................................................41

Calculations....................................................................................................................................41

Staffing analysis..................................................................................................................................42

Definitions......................................................................................................................................42

Calculations....................................................................................................................................43

Workflow analysis...............................................................................................................................43

Project-Contractor Match...............................................................................................................44

Construction Opportunities Life Cycle............................................................................................45

Overall Calculations........................................................................................................................45

Publication Analysis................................................................................................................................46

Publication 1: Website – Oasis Project Portal.....................................................................................46

The Goals........................................................................................................................................46

The Audiences................................................................................................................................46

Authors and Sources.......................................................................................................................47

Publication attributes.....................................................................................................................48

Version management.....................................................................................................................49

The information..............................................................................................................................49

Publication 2: RSS Feed – Construction Opportunity..........................................................................61

The Goals........................................................................................................................................61


The Audiences................................................................................................................................61

Authors and Sources.......................................................................................................................62

Publication attributes.....................................................................................................................62

The information..............................................................................................................................63

Systems Analysis.....................................................................................................................................66

What kind of system is this?...............................................................................................................66

Skire................................................................................................................................................66

Prolog.............................................................................................................................................66

Proliance.........................................................................................................................................66

Procore...........................................................................................................................................66

Spitfire............................................................................................................................................66

Collection............................................................................................................................................67

Management......................................................................................................................................71

Publishing...........................................................................................................................................75


Executive SummaryThe University of Washington Capital Projects Office is an organization dedicated to managing the design and execution of construction projects for University owned or leased facilities. The primary role of CPO is to manage the full project lifecycle and, in doing so, strive for high quality of design and construction while complying with time and budgetary constraints. Effective navigation of this project lifecycle requires handling many types of information and monitoring the interaction between the information items.

The information crisis CPO faces is three-fold. First, the flow and control of information is stymied by the inconsistency of the form thereof. The majority of project details reside as electronic data within a project management system. Unfortunately, this legacy software does not provide all the features that CPO needs, which results in certain aspects of the project lifecycle being conducted outside of the system and often in the form of physical paper or email. Both of these methods are significantly harder to track and physical copies also tend to be slower to work with.

The second issue also arises from an attempt to cope with the lack of functionality in the primary management system. CPO has developed a number of additional applications to interact with the central system and extend its functionality. While some of these applications have improved creation of and access to necessary information, they all share a distinct disadvantage: each separate application requires the user to log into a different location and provides him a different look and feel, complicating and lengthening the time it takes to complete these steps.

The third aspect involves the culture of CPO and its failure to embrace web 2.0 technologies such as RSS feeds. They very much reside in a world where information is posted on a website and the public is expected to come looking for it.

In this specification, we propose a modern construction project management system that includes or has the flexibility to include every type of information necessary for the project lifecycle. This system not only provides all the information CPO needs, but organizes it in useful and logical ways based on user role. This specification focuses on serving four information types—Project Proposals, Project Work Plans, Contractor Profiles and Construction Opportunities—to two audiences—Hubs and Bidders. We chose these four information types because they coincide with the first three phases of the project lifecycle (explained below), and these two audiences because we can show the benefits of serving them. It is important to note that if this system were to be fully developed, all relevant audiences would need to be served and every information type for every project phase would be delivered. This specification is intended to illuminate how complete integration of all project information would benefit CPO’s ability to produce high quality projects on time and within budget.


Business Alignment

Goals AddressedThis report focuses on addressing two of CPO’s primary goals.

1) Ensure that all projects are completed on time and within budget.2) Ensure that all projects maintain high design and construction quality.

Time and BudgetWe will measure progress towards this goal by watching for decreased project duration and expenditure. Once users are accustomed to the benefits of our system, we also anticipate a shorter planned duration and smaller forecast budget. The reason we do not expect to see this latter change immediately is that the users are likely to continue to plan their projects’ schedules and budgets in accordance with what they expected from the old system. As soon as they realize how much more efficient the new system is, they will account for that in their project plans. Ultimately, we anticipate a 30% decrease in project duration and a 15% decrease in project cost on average.

Design and Construction QualityThis is the second aspect of CPO’s primary mission. Our goal is not only to decrease project time and cost, but to accomplish that while maintaining CPO’s legacy of high design and construction quality. Progress on this goal will be more difficult to measure. The idea is to improve CPO’s ability to maintain the same standard of excellence they practice currently. We can use client surveys, building inspections and LEED certifications (from the US Green Building Council) to ensure that the average quality remains consistent or improves. Since one of the goals of the system is to reach out to more contractors in the community, we will also use reports of which contractors are hired to show that the quality is being accomplished even as CPO broadens its hiring base.

Audience Segments AddressedWe selected the following two groups to serve with our information system.

HubsThe Hubs consist of Project Managing Architects (PMs) and Construction Managers (CMs). It is through them that nearly every piece of information will flow throughout the course of a project. They also function as the central point of communication between the client, consultants, contractors, subcontractors and others involved with the project process.

BiddersBidders are the external contractors who vie for available Construction Opportunities. They depend on CPO to post Construction Opportunities that they then respond to with bid proposals.

StrategyThree of our information types are targeted at the Hubs.


By delivering Project Proposals to the Hubs, we will help ensure that all projects maintain high design and construction quality and are completed on time and within budget.

By delivering Project Work Plans to the Hubs, we will help ensure that all projects are completed on time and within budget.

By delivering Contractor Profiles to the Hubs, we will help ensure that all projects maintain high design and construction quality.

The remaining information type is provided to the Bidders.

By delivering Construction Opportunities to the Bidders, we will help ensure that all projects maintain high design and construction quality.


Audience Analysis

HubsHubs are our internal audience. They consist of Project Managing Architects (PMs) and Construction Managers (CMs). They are like the information center of the organization. With the most information flowing in and out of, they are the facilitator among contractors, consultants, clients and executives.

Demographics and Attitudes

DemographicsIn CPO, hubs are a group of people around 45, mainly majored in Architecture. They speak English, work in Seattle, Tacoma and Bothell. Currently there are about 40 of them in CPO. Their tech savvy is moderate since most of their stuff is reading architectural magazines, project related documents and processing emails. The most significant part of their job is communication which makes them act as the bridge between all the contractors and clients.

Age Around 45Education BS in ArchitectureLocality Seattle, Tacoma, BothellLanguage EnglishServed Number 40Location Offices on campus, but frequent trips to job sitesPublications Read Architectural magazines, project reports, project documents, project status

data, emailsTech Savvy ModerateJob Highlight CommunicationMobile Needs They often visit job sites, but most of the information entry is performed in

their offices. Mobile access is nice but not mandatory.

Figure 3.1 Demographic of Audience - Hub

Attitudes

What do they appreciate?For the tools, hubs will prefer tools that are firstly easy to learn since they are not so much involved in technology. Tutorial training of a complicated tool will take them too much time which is never too valuable for someone as an information center. Secondly, they will appreciate it if the tool is flexible. That is to say, whenever they need some information, they can quickly get to the information. Last but not least, if the tool is aesthetically pleasing, it will be a big plus.

For the information, it should be easy to understand, deliver and communicate. Because the most important part of hubs’ job is to communicate. They are the facilitator of information among all the roles related to the projects. The information should be consistent across different systems. When it is


easy to understand, deliver and communicate, it will accelerate information flow, which brings more efficiency to the information center.

What kind of information will they share?The hubs are in charge of a large amount of information which is of great use to the whole organization and also the external partners like the contractors. With all the information they have processed, they are familiar with the need and delivery of information. So they will share non-confidential information as long as they understand why you need it.

How should they be approached?They should be approached straightforwardly because they are really busy people. Whenever there is a request for them, you should make it simple and clear.

Value PropositionGetting GivingMore efficient way to plan projects Shorter pre-design phaseBetter way to track project plans and their approvals Faster approved Work Plans

Easily retrieved approvals if neededBetter way to find qualified contractors Better supported community by diversifying hired

contractorsGood chance to discover a new qualified contractor

Figure 3.2 Value Proposition of Audience - Hub

Bidders

Demographics and Attitudes

DemographicsBidders are external contractors around 45 years old, majored in Construction Management. They mostly speak English and work in western Washington. The number served currently is over 500. They read Construction Opportunities, Construction Magazines, Project/job Specs & Requirements and processing emails. They also need to fill in online forms. Their tech savvy is low-moderate. They need to present qualifications and ensure expedience and accuracy of information.

Age Around 45Education BS in Construction ManagementLocality Western WashingtonLanguage English primarilyServed Number 500+Location Company offices, Job site offices, Job sitesPublications Read Construction Opportunities, emails, Construction magazines, Project/job specs

& requirementsTech Savvy Low-ModerateJob Highlight Expedience & accuracy of information, Presenting qualificationsMobile Needs They spend most of the day on job sites, so mobile access is very important.


Figure3.3 Demographics of Audience - Bidder

Attitudes

What do they appreciate?Firstly, the documents should be easy to understand and organized with industry standards. Because bidders are external audiences, they do not have the previous knowledge of CPO like terminologies used only in CPO. When they get to the documents generated within CPO and delivered to them, they view them in the perspective of contractors in the field of construction.

Secondly, the requirements of the construction project delivered to them should be clarified very explicitly. To improve the efficiency of matching the project and contractor and also avoid problems on the halfway of the project, the requirements in the Construction Opportunities should be clear and explicit in case that there will be misunderstandings on the bidders’ side and delay the project.

Thirdly, they should have easy access to the project information. To reduce the likelihood that the right contractor for a specific project might miss the project, bidders should have easy access to the Construction Opportunity. Also when the cooperative relationship has been established, the bidders need to easily get to information about the project to better guarantee the schedule and the quality.

What kind of information will they share?Since they need to bid for the Construction Opportunities, they will share the qualification information and project history in portfolios when they complete the online application form. They also can share the awards they have achieved.

How should they be approached?For every contractor that is in the roster, we need to try out best to give them easy access to the information published on the website of CPO. Then we can also contact them with the contacting information they provide on the form. Contractors also have hectic schedules, so this must be considered when attempting to reach them with information.

Value PropositionGetting GivingMore efficient way to find opportunities for which they are qualified

The contractors must be willing to learn the new system

Figure 3.4 Value Proposition of Audience - Bidder


Information Analysis

Info Type: Project Proposal – Jeanna Vogt

Basic infoThe Project Proposal is a document created by the Project Manager in cooperation with clients to formulate the details of a project during the planning stage. These details go on to be the foundation of future decisions throughout the life of the project.

Currently there are 300 active projects. CPO receives 2-3 new project requests per week.


Structure diagram

Figure 4.1 Schema Diagram for Project Proposal


Data dictionaryElement/Attribute Use Type ValueslastUpdated Management DateinitialProjectRequest title Body String

description Body Stringjustification Body Stringlocation buildingRefID Both IDRef Building IDs from Building

tableAreas Body StringRooms Body StringsquareFeet Both Int

requestedCompletion Body DatecostRoughEstimate Both IntdateRequested Both Date

projectNumber Both IDestimatedStartDate Both DateestimatedEndDate Both DatefundingSources fundingSource departmentRefID Both IDRef Dept IDs from Dept table

Amount Both IntleedLevelRefID Both Int LEED IDs from LEED tableEstimatedProjectCost

Both Int

Figure 4.2 Data Dictionary for Project Proposal

Info – Audience matrixTarget Audience: Hub

Value Proposition

What the Hubs giveIn order to use this system, they must first sacrifice some of their time to learn it. They also give up some amount of individuality and flexibility. The Oasis Portal will standardize the look, feel and content of a Project Proposal, all of which is currently left to the discretion of the Hub creating it.

What the Hubs get in returnIn return for their sacrifices, the Hubs get a single data repository that contains all project information. Instead of storing the Project Proposals as external Word documents, this system will integrate them with the rest of the project data granting improved access and the ability to derive new relationships with other project data. The Hubs also get standardization, so they do not have to spend time worrying about the layout or what content to include. Both of these aspects will increase the speed with which a Hub can create and manage a Project Proposal.

ExpectationsThe Hubs will expect the Project Proposals to be created with a professional visual style. Since they are the authors, the writing style is up to them.

One good example of an item of this typeSee the Publication Analysis section for an example of the Project Proposal.


Info Type: Project Work Plan – Rashmi Patil

Basic infoThe Project Work Plan is a document created by the Project Manager with the help of the Project Proposal during the Planning phase. A Project Work Plan includes information about management of the project schedule, tasks, budget and funds.

5-6 Work Pplans get created for single project request over the time. Currently there are 300 active projects. CPO receives 2-3 new project requests per week.

Structure diagram

Figure 4.3 Schema Diagram for Project Work Plan


Data dictionaryElement/Attribute Use Type ValueslastUpdated(Attribute)

Management Date

Work PlanDetails Title Body StringstatusRefID Body IDRefNotes Body String

Budget budgetItem Amount Body Int

Phases Phase Title Body StringstartDate Both DateendDate Both Date

fundingSources fundingSources departmentRefID Body IDRefAmount Both Int

Figure 4.4 Data Dictionary for Project Work Plan

Info – Audience matrixTarget Audience: Hub

Value proposition

What the Hubs giveThe primary sacrifice is the Hubs’ time. They will need to take the time to learn the new system and be willing to enter the data in a structured way.

What the Hubs get in returnWith the help of the Project Work Plan, the Hubs should be able to manage projects more efficiently. It will help them to plan project beforehand. It will be easy for them to track data related to the budget, schedule, and funding. The Hubs can direct their workflow using project Work Plan. Any new change in plan will result in the creation of a new Work Plan related to the initial Project Proposal and any previous Work Plans. The Work Plan will provide flexibility to the Hubs’ work.

The Hubs should be able to create a managed data repository using the Work Plan as all necessary data will be stored in one place. Hence, it will improve findability of the data/required content. The Hubs can save their valuable time and invest it to other important tasks. Association of the Project Work Plans with the Project Proposal will help audience to locate all the Work Plans related to one proposal.

Audience expectations The Hubs will expect the Project Work Plan to be created with a professional visual style. Since they are the authors, the writing style is up to them.

One good example of an item of this typeSee the Publication Analysis section for an example of the Project Work Plan.


Info Type: Contractor Profile – Ivy Yakun Jin

Basic infoThe Contractor Profile is a document generated by the online application form filled by the contractors to gather their basic information, construction category and project history. The information contributes to assisting project managers to select the most suitable contractor out of the pool for a specific project.

Currently, there are around 500 Contractor Profiles of contractors in the roster (a paper filing system). Profiles will also be generated for contractors who are not in the roster but respond to the Construction Opportunities.


Structure diagram

Figure 4.5 Schema Diagram for Contractor Profile


Data dictionaryElement Use Type ValuesContractor Id Management Identifier

Name Both String Free textAddress Both String Free textCity Both String Cities in the stateState Both String States in USZip Both String Zip patternTelephone Both String (???)-???-????Fax Both String Fax patternEmail Both String Email pattern

Qualification

TimeInBusiness Both Int In years

ExpirationDate Management Date mm/dd/yyyyCategory Management Enumerated list Multiple(General contractor,

Mechanical contractor, Electrical contractor)

AvailableSites Management Multiple(Seattle, Tacoma, Bothell, Friday Harbor, Other Locations)

ProjectHistory

ProjectName Both String Free text

Description Body String Free textContractAmount Both Int >=75,000TradesManaged Both IntTypeOfContact Both Enumerated list Public works, PrivateCategory Both Enumerated list Single(General contractor,

Mechanical contractor, Electrical contractor)

DateCompleted Both Date mm/dd/yyyyContractingAgent

CompanyName

Both String Free text

ContactName Both String Free textAddress Both String Free textCity Both String Cities in the stateState Both String States in USZip Both String Zip patternTelephone Both String (???)-???-????

Figure 4.6 Data Dictionary for Contractor Profile

Info – Audience matrixTarget Audience: Hubs

Value Proposition

What the Hubs give What CPO will get is a better way to find a larger variety of highly qualified contractors, and try to match the contractor and the project considering the construction style, project size, working sites, diversify the hired contractors. It will help CPO achieve the ultimate goal of maintaining high design and construction quality.


What the Hubs get in return What CPO will provide is that Contractor Profile will save the Hubs’ time looking for information about a contractor in pieces of information from several different places. It will help them have a general idea and also details of a contractor’s construction style and other qualifications in all aspects. Also, the data will be searchable.

One good example of an item of this typeSee the Publication Analysis section for an example of the Contractor Profile.

Info Type: Construction Opportunities – Yan Fang

Basic infoConstruction Opportunities are the documents the contractors can visit to see the detail about the opportunities to work on projects. If the contractors are interested in the project, they can place a bid. CPO will select the contractor with the best bid to be responsible for the project.

There are around 2-3 items to begin, and around about 10 items per month.


Structure diagram

Figure 4.7 Schema Diagram for Construction Opportunity


Data dictionaryElement Use Type ValuesNumber Management IDSubmittal Deadline Body DateTimeDescription of job Body TextSchedule Design & Construction Design & Construction Docs Body Date,

string Building Permits Body Date,

string Bid & Award Subcontracts Body Date,

string Construction Body Date,

string Punch list & final commissioning Body Date,

string Owners move in Body Date,

string Other Body Date,

string GCCM Selection Process First publication of RFP to SJC Body Date,

string Informational meeting Body Date RFP submittal deadline Body Date Notification of qualified firms Body Date Interview Body Date Notification for final proposal Body Date Distribution of RFFP Body Date RFFP Submittal deadline Body Date Notification of successful and unsuccessful firms Body Date Preconstruction Work Plan due Body Date Schematic Design Complete Body Date Agreement for preconstruction services Body Date MACC negotiations Body Date GCCM contract executed Body DateScope of GCCM services Body StringSubmittal deadline Bound copies count Both Int Deadline Both DateTime Submittal target Both RefID The project PMProposal Evaluation Criteria The sub elements of this section

consist of a point value and notes

Letter of interest Both int, string Qualifications of the firm Both int, string Ability of firm’s professional personnel Both int, string Past performance of the firm Both int, string Ability of the firm to meet time & budget requirements

Both int, string

Firm’s proximity to project location Both int, string Recent, current and projected workload of the firm Both int, string Firm’s approach to executing the project Both int, string Accident prevention program Both int, string Preconstruction services Both int, string Quality control Both int, string


LEED experience Both int, stringInterview Points Both int, stringFinal Proposals Low conforming proposal Both Int Proposals within 5% Both Int Proposals within 10% Both Int Proposals within 15% Both Int Proposals within 20% Both Int Others Both IntMWBE Max cap Both Int Min cap Both Int Notes Both StringAttachments and proposal forms Both RefID RefIDs for uploaded docs

Figure 4.8 Data Dictionary for Construction Opportunity

Notes:

Bold Italicized items: Parent elements that do not require a data type Cardinality: If cardinality is not specified assume 1:1 (one and only one) Multiple data types: Indicates a mixed parent element

Info – Audience matrix

What the Bidders giveWhat CPO will get is that the more contractors read the opportunities, the more potential bidders will exist. More bids ultimately equals more choice for CPO. This will result in a larger variety of better Bidders from which CPO can choose.

What the Bidders will get in returnWhat we will provide is saving the Bidders’ time to read all the Construction Opportunities and giving the project information to contractors as soon as possible. Essentially CPO will make it easier for the Bidders to receive and access the information.

One good example of an item of this typeSee the Publication Analysis section for an example of the Construction Opportunities.

Access Structure: Primary Project Hierarchy – Jeanna Vogt

Basic infoThe Primary Project Hierarchy is a navigation access structure that displays all the information types arranged by project phase. Each of our information types is associated with one of the first three phases of the project lifecycle.

ConstructionEach of our information types is associated with one of the first three phases of the project lifecycle. Project Proposals appear under the Planning phase, Project Work Plans are part of the Design phase, and Contractor Profiles and Construction Opportunities are relevant to the Bidding phase. No tagging


is needed to arrange the items. Each project has only one Proposal. Work Plans are displayed by version number and Construction Opportunities are displayed by creation date. Contractor Profiles are not enumerated in this access structure; clicking the link takes the user to a page where he can search for contractors.

AudienceThis access structure is specifically targeted at the Hubs, because they are most comfortable searching for project information in relation to the project phases. They will use this structure to find information relative to a selected project.

One good example

Figure 4.9 Access Structure Mockup – Primary Project Hierarchy

Access Structure: Project Proposal Hierarchy – Jeanna Vogt

Basic infoThe Project Proposal Hierarchy organizes the sections of the selected Project Proposal. It displays in the local navigation area of the selected project dashboard when the Proposal view is activated. It allows the user to jump quickly from section to section.

ConstructionIts construction is determined by the base Proposal template. Every proposal will have the same template and thus the same sections. No tagging is required.

AudienceThis access structure is part of the Hub view. Because they may choose to work on only one part at a time, it may be convenient for them to be able to jump to a specific section instead of scrolling through the lengthy document to find what they need.


One good example

Figure 4.10 Access Structure Mockup – Project Proposal Hierarchy

Access Structure: Primary Project Work Plan Hierarchy – Rashmi Patil

Basic infoThe Project Work Plan Hierarchy organizes the sections of the selected Project Work Plan. It displays in the local navigation area of the selected project dashboard when the Work Plan view is activated. It allows the user to jump quickly from section to section.

ConstructionIts construction is determined by the base Work Plan template. Every Work Plan will have the same template and thus the same sections. No tagging is required.

AudienceThis access structure is part of the Hub view. Because they may choose to work on only one part at a time, it may be convenient for them to be able to jump to a specific section instead of scrolling through the lengthy document to find what they need.

One good example

Figure 4.11 Access Structure Mockup – Primary Project Work Plan Hierarchy


Access Structure: Project Proposals & Work Plans Association – Rashmi Patil

Basic infoThis access structure associates Project Proposals and Work Plans. Each project has one Proposal, but may have many Work Plans.

ConstructionProposals and Work Plans are both created within the specific project. They are automatically associated via the project number. The associations are sorted by project number and the Work Plans within each are sorted by version number. No special tagging is required to create this association.

AudienceThis access structure is also intended for the Hubs. They would use it as a dashboard as a sort of partial view of all of their projects. It would probably be one of the primary ways a Hub would access his active projects on a regular basis.

One good example

Figure 4.12 Access Structure Mockup – Project Proposals & Work Plans Association

Access Structure: Contractor Profile Index - Ivy Yakun Jin

Basic infoThe Contractor Profile Index is a basic access structure for retrieving the info type Contractor Profile. It is structured in index in sequence of the name of contractor’s company. This is mainly for Hubs to get and review more detailed information of a contractor that they already know.

The info type organized in this access structure is Contractor Profile.


ConstructionSince the access structure used here is an index, only the name of contractor’s company is used to search. We will give the index page of contractors sorted by their names. There is no more tagging task for this info type.

AudienceThe Contractor Profile Index serves Hubs. They may need this index page in a clearly organized way and simple layout.

The hubs may get to this access structure when they know some contractors and want to get to the profile page of the contractor directly. They can go to this Contractor Profile Index page and choose the contractor name with the alphabetical sequence provided.

One good example

Figure 4.13 Access Structure Mockup – Contractor Profile Index

Access Structure: Contractor Facet Browsing – Ivy Yakun Jin

Basic infoContractor Facet Browsing is an access structure also serving Hubs for filtering the contractors for a specific project. It uses the facet as the access structure.

The info type organized in this access structure is Contractor Profile.

ConstructionFacets here include the elements tagged in the Contractor Profile. The elements are consistent with those in other info types like Project Proposal and Construction Opportunity.

The elements tagged include: Available Working Sites, Qualification Category, Time in Business. These elements represent the basic criteria for finding a right contractor for a project.


AudienceContractor Facet Browsing serves the Hubs, as is shown on the right top corner in the mockup picture. This will be useful for them to browse and search for possible qualified matches for a specific project in the roster.

The elements tagged in the Contractor Profile are also important criteria in projects. When there is a new project released, Hubs can go to this Contractor Facet Browsing page and check the values for each element. The system will return the names of contractors that meet the standards. Then hubs can look into details of the contractors to know more project history in the Contractor Profile page of each contractor.

For example, there is an electronic project on the Tacoma Campus published on the website of CPO. After the Bidders submit their application forms, the Hubs set the criteria for this project on the page of Contractor Facet Browsing. And if it is a large and complicated project, Hubs can set the requirement of time in business.

One good example

Figure 4.14 Access Structure Mockup – Contractor Facet Browsing

Access Structure: Construction Opportunities Index – Yan Fang

Basic infoConstruction Opportunities index is the basic access structure for the Bidders to get the information from Construction Opportunities.

The info type organized in this access structure is Construction Opportunities.


ConstructionAs the access structure here is index, the issue dates of projects are searchable. We sort the Construction Opportunities by months.

AudienceThe Bidders search for the project suitable for them and read the detail of the projects.

One good exampleThis index functions similarly to the Contractor Profile Index (shown above), except that it is sequenced by date rather than alphabetically.

Access Structure: Construction Opportunities Facet Browsing – Yan Fang

Basic infoConstruction Opportunities Facet Browsing is an access structure serving for the Bidders to read the detail about an opportunity to work on a project.

The Info type organized in this access structure is Construction Opportunity.

ConstructionFacets here include the elements tagged in the Construction Opportunities.

The elements tagged include: amount and time in business. These elements represent the basic criteria for finding a right Construction Opportunity.

AudienceConstruction Opportunities Facet Browsing serves the Bidders, as is shown on the right top corner in the mockup picture. This will be useful for them to browse and search for possible qualified matches for a specific project in the roster.

The elements tagged in Construction Opportunities are also important criteria in projects. When there is a new project released, Bidders can go to the page to check the project, as they want. The system will return the project names as the conditions they choose.


One good example

Figure 4.15 Access Structure Mockup – Construction Opportunity Facet Browsing


Collection Analysis

Author: Project Manager – Rashmi Patil

Basic info

Project Managers are one of our authoring groups. They are internal employees of CPO. There are 35-40 of them currently employed. Job titles are Project Manager and Architect. They are responsible for creating Project Proposals, Project Work Plans and Construction Opportunities.

Approach

Editorial Approach

How well prepared are they now?The Project Manager generates information by creating Project Proposals and Project Work Plans, which in turn drive the whole project. He is also creator of Construction Opportunities. He gets information from various sources like building information sources, clients, etc. He tabulates most of the information and wherever necessary, adds description or notes about it.

What will you need to do to augment them?This author has all pre-requisite knowledge about project planning activities. Therefore whatever writing work he does is considered as final work and no further revision is needed. However, because of certain circumstances, like a change in the budget or schedule, he might need to modify his own written information. He manages that information by its different versions in Work Plans.

Metadata approach

How well prepared are they now?The PMs know all they need to know, so we will not need to augment their abilities.

The Project Manager needs to supply information for Project Proposals in various categories which are project credentials, location details, estimated start & end date and funding sources. These five categories have different subparts which are as below:

Title, date, justification, areas, squareFeet, departmentRefID, description, amount.

Further, the Project Manager needs to supply information for Project Work Plan in 5 basic categories which are Work Plan info, project info, budget info, task scheduling info and funding related info. These five categories have different subparts which are as below:

Title, version, status, notes, assigned PM, clientName, description, taskSchedule, funding, budget.


In the case of Construction Opportunities, PMs supply information about related construction details, scope of service, contractor eligibility, information meeting, proposal evaluation criteria, interview, final selection. These categories further divided into title, description, phases, date.

Authoring tool approach

How well prepared are they now?In the current situation, the authoring tool is the project managing tool that the Project Manager uses for generating information. PMs are quite a tech savvy people who are able to handle moderate difficulty level tools with ease and may require some sort of training for high difficulty level tools. Hence their position in savvy/influence chart can be represented as below:

Figure 5.1 Author’s Technical Savvy

What will you need to do to augment them?PMs may not alter the structure of the info types. We should structure the form as a well-organized template.

Incentive approachLooking at their high profile skillset and ability to find an ingenious solution to the problems, Project Managers are considered as highly proficient people in the organization hence they earn a lot of incentives. He is one of highly paid individual in organization.

Training approachConsidering the company’s unique management system and tool set, the Project Manager needs some training before he starts his actual work. He needs to learn tools that are being used in the company.


He also needs to understand the client’s requirements and based on that needs to structure Proposals, Work Plans and Construction Opportunities.

RightsThe rights on information created by the Project Manager are reserved by the organization. Some of it is confidential information and cannot be circulated outside of the company. Other aspects, like the Construction Opportunities, are meant to be circulated publicly.

Relation to info type

Project ProposalThe elements that the PM can fill in for the Proposal include:

Description, location, estimatedStartDate, estimatedEndDate, fundingSources, leedLevel, and estimatedProjectCost

The elements he cannot fill in, because they are determined by the client when the initial project request is submitted or assigned elsewhere in the system, include:

Title, description (client’s), justification, location (client’s), requestedCompletion, costRoughEstimate, dateRequested, lastUpdated, and projectNumber

Project Work PlanThe PM is responsible for the majority of the content of the Work Plan, including:

Title, notes, budget (this revision), schedule (this revision), and funding sources (this revision)

The other elements are data pulled from elsewhere in the system and they include:

Id, lastUpdated, statusRefID, budget (last revision), schedule (last revision), and funding sources (last revision)

Construction OpportunityAgain, the PM is responsible for most of the content, including:

Title, introduction, description, scheduleOfBid, scopeOfServices, submittalDeadline, proposalEvalCriteria, interviewScored, finalProposal, mwbe, and attachmentRefID

The elements he cannot fill in are:

Id, type, and lastUpdated

Info Type Author Locality Start-up Quantity Run QuantityProject Proposal Project Manager Seattle, Tacoma, Bothell 100 3Project Work Plan Project Manager Seattle, Tacoma, Bothell 1400 7Construction Opportunities

Project Manager Seattle, Tacoma, Bothell 300 10


Figure 5.2 Relation to Info Type - Quantity

Relation to audienceInformation created by the Project Manager is used by both audiences which are Hubs and Bidders. They use that information to manage day to day construction activities. There are some cases where an audience’s requirements are not properly addressed in a given Work Plan and hence the Work Plan needs to be modified to accommodate those requirements. This approach will help to improve quality work from the Project Manager.

How to attributeThe information a PM creates is automatically attributed to him based on the fact that he is assigned as the PM on the project under which these info items are located.

Author: Contractor – Ivy Yakun Jin

Basic infoContractors are one group of our two authors. They are external partners of CPO. There are about 300 contractors in the roster. The info type they author is the Contractor Profile.

Approach

Editorial approach

How well prepared are they now?Input: Contractors author the information by filling in the online application form which covers the elements needed. Contractors go to the online application form page and fill in the blanks. The form contains free-text blank, single-choice question, multiple-choice question. It straight forwardly acquires the information from the author in the way that the info type is structured, which does not take much effort editing.

Output: Contractors are not amenable to editorial review and revision since what they provide is factual information about their own companies or projects, unless some piece of information is wrong because of careless mistakes or important updating. The information will still be reviewed and revised by contractors themselves.

What will you need to do to augment them?To augment contractors fill in the application form, we need to organize the questions in a way that is more user-friendly to them. The approaches should include using understandable vocabularies and reasonable logic. For example, if we want to get the information about a whole project, we could structure the questions in the sequence of the project process.


Metadata approach

How well prepared are they now?They supply the information of the principal three parts: basic information of the company, qualifications for the construction projects and project history. Elements in different parts are listed as follows:

contractorName, address, city, state, zip, contactEmail, contactPhone, contactFax;timeInBusiness, expirationDate, category, availableSite;title, description, ContractAmount, TradesManaged, TypeOfContact, DateCompleted, company name

What will you need to do to augment them?Because the elements they are required to supply are already structured and specifically given in the form, there is no need to ask contractors to supply information for specific elements. However, control vocabularies can be used for elements which collect values from a constrained list. Also, we could add more format control to the form so that once the information gets generated from the form, it is well organized.

Authoring tool approach

How well prepared are they now?The authoring tool in the current system is the form to gather information from contractors. The form is structured in three parts. It collects the information from the contractors.

Since the contractors are external authors who are required to fill in the form to bid for the Construction Opportunity and moderate in technical savvy, they fall on the savvy/influence chart as represented below:


Figure 5.3 Author’s Technical Savvy

What will you need to do to augment them?We should structure the form as a well-organized template.

Incentive approach

How well prepared are they now?The incentive is within the process itself. It is a balanced situation for both contractors and CPO because contractors author the information in order to bid for the Construction Opportunity. The incentive is having the opportunity to bid, and even more so, getting the job.

What will you need to do to augment them?We do not need special measures to do that. We only need to let them know the more accurate, detailed information they author, the more likely the are to win the opportunity.

Training approach

How well prepared are they now?Actually they do not need training since the form already gives clear direction of what should be put in. It is a low technical job to fill in the form. But the contractors are amenable to training if it is necessary. We will provide an online tutorial if they find the process confusing.

What will you need to do to augment them?Currently nothing needs to be done.

RightsThe rights are reserved by the organization. But the organization must have contractors’ permission to use or revise the contractors’ work. Only employees in charge of protecting contractors’ information have the authorization to revise it. Project managers have the read-only access to the information. Other people cannot see the work. It is distributable within CPO.

Relation to info types

Contractor ProfileThe elements in Contractor Profile are all derived from the form that contracts fill in except for the element id given by the system to uniquely identify the contractors.

Elements they fill in include:

contractorName, address, city, state, zip, contactEmail, contactPhone, contactFax;timeInBusiness, expirationDate, category, availableSite;title, description, ContractAmount, TradesManaged, TypeOfContact, DateCompleted, company name

Quantity


Info Type Author Locality Start-up Quantity Run QuantityContractor Profile Contractors Seattle, Tacoma, Bothell 300 15

Figure 5.4 Relation to Info Types - Quantity

Relation to audiences

What to change to get your authors write for your audiences?Since the contractors actually write the information to bid for the Construction Opportunity, they already have this inside incentive. What we need to make sure is that what they write is what the audience needs. First thing is that we can use format control and testing to avoid spelling errors and format disorder. Another thing we can do is that a verification email of the information will be sent automatically to the contractor. He can edit the information by logging into his account. Also, once the contractor has his record established in the system, we need to update his information if there are important changes.

AttributionWe will not need to attribute or cite this data. It is proprietary data available for use within CPO. As long as it stays within the organization, it need not be cited.

Source: Building Information – Jeanna Vogt

Basic infoName: Building Information

Description: This is information about all the University-owned or –leased properties. The data come to CPO in raw form from the Space Inventory Management System (SIMS), which is publicly accessible here: http://tinyurl.com/3wdcgrj. SIMS is a service provided by the UW Office of Planning and Budgeting (OPB).

Rights: OPB has granted read-only access to the database containing this information.

Quality

Subject matter expertiseThe information contained here can be trusted, because it is official university data maintained by experts in the area.

EditorialThis data does not contain much in the way of free form text, so quality of writing is not really an issue. However, we can expect it not to contain spelling errors.

MetadataMetadata are part of this information. Status, Type, and Last Updated are examples of metadata used purely for management rather than display/body purposes.


http://tinyurl.com/3wdcgrj

Source relationshipThe Space Inventory Management System (SIMS) is managed by the Office of Planning and Budgeting, a University of Washington department. We have a strong relationship built on the regular exchange of data between CPO and OPB. We have been in direct contact with the database administrator for the building information.

Source connectionCPO has read-only access to the Buildings table in the SIMS database. The CPO IT group has created a SQL stored procedure that runs on a weekly schedule and looks through the SIMS DB for changes and new entries.


Types involvedBuilding information is used in Project Proposals, Project Work Plans, and Construction Opportunities.

What elements can/can’t they fill in?The building information is generally used in a dropdown list of some nature, so it only fills in the building-related information for each of these info types.

Quantity There are 787 (Status = Active, Under Construction, Design Phase, or Under Renovation) buildings (Type = BLDG) in the OPB system currently. There are 1581 total records including these 787.


What needs to change to get the source to appeal to the audiences?In order to display some of the information we have to change it from the ugly source formatting (i.e., SEA_MN) to something more readable (i.e., Seattle – Main Campus).

We also don’t show all the building data at once. Some info types may only include the building name while others only show the abbreviation and FacNum. We pull it into our DB so we have the freedom to display as little or as much of it as the situation requires.

AttributionWe don’t. It’s proprietary data available for use within University systems. As long as it stays within the UW, it needn’t be cited.

Source: Employee Information – Yan Fang

Basic infoName: Employee Information

Description: Basic, non-confidential (employee has permitted release of the info to the directory) employee information from the employee directory system maintained by UW Payroll.


Rights: Read-only access and we can only use it if we protect the information behind a UW netID log in, so only other staff or students may see the information.

Quality

Subject matter expertise The official name and the netID are the only things an employee cannot change, so it is possible that we could encounter incorrect or outdated information. Department and Email are two very important pieces of information for CPO’s info types. If the department is incorrect a project could get assigned to the wrong department. If the email is wrong, the person may not receive notifications.

Editorial This data does not contain much in the way of free form text, so quality of writing is not really an issue. However, we can expect it not to contain spelling errors.

Metadata The netID can be used to uniquely identify every employee.

Source relationshipPayroll provides this directory information to any department on campus. To gain access a member of the department must formally request it and have the request authorized by a superior.

Source connectionAccess to this information comes in the form of a live web service. There are very limited functions we can perform as far as selecting and filtering the data.


Which type(s) do they createEmployee information is used in Project Proposals, Project Work Plans, and Construction Opportunities.

What elements can/can’t they fill in?Client, Project Manager and Construction Manager information all come from this source. It is also used to monitor who logs into the system and what sort of access rights they have.

QuantityAs of 2009 the University of Washington had 30,572 employees.


What will need to change to get your source info to appeal to the audiences?The Hubs need to know that the information they are getting is correct. Because of the free format of the department and email fields, we need to run tests to make sure they are at least valid if not correct. To test the email, we can send a confirmation email to a user asking him to verify that he’s


received it. The best we can do with the department is check to make sure it matches an existing department within our database.

AttributionWe will not attribute. It is proprietary data available for use within University systems. As long as it stays within the UW, it need not be cited.


Management Analysis

Task analysis

DefinitionsTask Skills Objects Task timeReview Subject matter expertise

Knowledge of project requirementsKnowledge of organizational needs & restrictionsKnowledge of client needs & restrictions

Project Work PlanConstruction Opportunity

1 hr.7 hr.

Write Subject matter expertiseOrganization expertiseTechnical abilityEditorial abilityKnowledge of client needs

Project ProposalProject Work PlanConstruction OpportunityContractor Profile

5 days5 hrs.30 hrs.1 hr.

Edit Subject matter expertiseOrganization expertiseTechnical abilityEditorial abilityKnowledge of client needs

Project ProposalProject Work PlanConstruction OpportunityContractor Profile

480 hrs.2 hrs.20 hrs.30 min

Tag Subject matter expertiseKnowledge of contractor qualifications and project requirementsTechnical abilityOrganization expertise

Project Work PlanConstruction OpportunityContractor Profile

3 hrs.6 hrs.1 hr.

Filter Subject matter expertiseKnowledge of project requirements

Contractor Profile 1 hr.

Acquire Technical abilityKnowledge of organizational needs & restrictionsKnowledge of client needs & restrictions

Project ProposalProject Work PlanConstruction Opportunity

5 min15 min10 min

Assign Technical abilityKnowledge of organizational structure

Project Proposal 2 hrs.

Approve Knowledge of organizational needs & restrictionsKnowledge of client needs & restrictions

Project Proposal 10 hrs.

Import existing

Technical abilityData entry efficiency & accuracyDatabase expertise

Project ProposalProject Work Plan

2 hrs.5 min

Publish Technical ability Construction Opportunity 10 min

Figure 6.1 Task Definition

CalculationsTask Info type/Access structure Startup

numberNumber per week

Task time per info item/AS

Startup time

Time per week

Review Project Work PlanConstruction Opportunity (E)Construction Opportunity (I)

000

733

1 hr.1 hr.6 hrs.

000

7 hrs.3 hrs.18 hrs.

Write Project ProposalProject Work PlanConstruction OpportunityContractor Profile

000300

37315

5 hrs.5 hrs.10 hrs.1 hr.

000300 hrs.

20 hrs.35 hrs.30 hrs.15 hrs.

Edit Project Proposal 0 <1 480 hrs. 0 20 hrs.


Project Work PlanConstruction OpportunityContractor Profile

00300

(completed)7315

2 hrs.20 hrs.30 min

00150 hrs.

14 hrs.60 hrs.7.5 hrs.

Tag Project Work PlanConstruction OpportunityContractor Profile

14000300

7315

3 hrs.6 hr.1 hr.

4200 hrs.0300 hrs.

21 hrs.18 hrs.15 hrs.

Filter Contractor Profile 300 15 30 min 150 hrs. 7.5 hrs.Acquire Project Proposal 0 3 5 min 0 15 minAssign Project Proposal 0 3 2 hrs. 0 6 hrs.Approve Project Proposal

Project Work Plans00

33

10 hrs.5 hrs.

00

30 hrs.15 hrs.

Import Existing

Project ProposalsProject Work PlanConstruction Opportunity

100300300

000

2hrs.10 min1 hr.

200 hrs.50 hrs.300 hrs.

000

Publish Construction Opportunity 0 3 10 min 0 30 min

Figure 6.2 Task Calculations

Staffing analysis

DefinitionsJob Tasks SkillsRequestor (external – client who requests the project)

Write initial project request triggering the start of a Project Proposal

Subject matter expertiseOrganization expertiseTechnical abilityEditorial ability

Intake Specialist Acquire initial project requests for ProposalsAssign Proposal to a PM

Technical abilityKnowledge of org. structureKnowledge of org. resource distribution

Project Manager Edit Project Proposals, Project Work PlansWrite Project Work Plans, Construction OpportunitiesFilter Contractor ProfilesPublish Construction OpportunitiesReview Construction Opportunities, Project Work Plans

Subject matter expertiseOrganization expertiseTechnical abilityEditorial abilityKnowledge of project requirements

Executive Approve Project Proposals, Project Work Plans Knowledge of org. needs & restrictionsKnowledge of client needs & restrictions

Importer Import Existing Project Proposals, Work Plans, Construction Opportunities

Technical abilityData entry efficiency & accuracy

Metator Tag Project Work Plans, Construction Opportunities Organization expertiseTechnical abilitySubject matter proficiencyKnowledge of client needs & restrictions

Editor Edit Contractor Profiles (External), Construction Opportunities (Internal)Tag Contractor Profiles (External)

Subject matter expertiseOrganization expertiseTechnical abilityEditorial abilityKnowledge of contractor qualifications & project requirements

Contractor (external – the Bidders)

Review Construction OpportunitiesWrite Contractor Profiles

Knowledge of client needsSubject matter expertiseOrganization expertiseTechnical abilityEditorial ability


Figure 6.3 Job Definitions

CalculationsJob Fudge Factor Startup total time

all tasksStartup person weeks

Run total time all tasks

Run FTEs

Requestor (E) 10% 0 0 20 hrs. .55Intake Specialist 20% 0 0 6.25 hrs. .188Project Manager 20% 150 hrs. 4.5 132 hrs. 3.96Executive 10% 0 0 45 hrs. 1.238Importer 33% 550 hrs. 18.288 0 0Metator 33% 4200 hrs. 139.65 39 hrs. 1.297Editor (E) 20% 450 hrs. 13.5 22.5 hrs. .675Editor (I) 20% 0 0 60 hrs. 1.8Contractor (E) 20% 0 0 3 hrs. .09

Figure 6.4 Job Calculations

Workflow analysis

Project Proposal Life Cycle

Figure 6.5 Workflow – Project Proposal Life Cycle

Step Trigger Actor Objects Tasks Step Time

Task Time

Write Client Exec wants a project

Requestor Proposal Requestor completes the initial project request portion of the Proposal and submits it to CPO

1 day 5 hrs.

Acquire When a new project request is submitted, CPO is notified

Intake Specialist

Proposal Intake Specialist verifies that the request looks legitimate and accepts is into the system.

5 min

5 min

Assign The new request is accepted

Intake Specialist

Proposal Intake Specialist determines which PM to assign to the project based on the PMs’ availability and skill set.

1 day 2 hrs.

Edit PM receives the new assignment

PM Proposal The PM will spend up to a few months working with the client to determine all the project details.

480 hrs.

480 hrs.

Approve

Proposal submitted for approval

Execs (CPO & client)

Proposal Executives from the client and CPO both must approve the final Proposal.

1 week

10 hrs.

Project Proposal approved -- Project The project moves into the Planning phase -- --


begins during with Work Plans will be created.


Project Work Plan Life Cycle

Figure 6.7 Workflow – Project Work Plan Life Cycle

Step Trigger Actor Objects Tasks Step Time Task TimeWrite Project Proposal is

approved or project state has changed

PM Work Plan Create new Project Work Plan and complete all necessary components of it

4 days 5 hrs.

Edit Work Plan created PM Work Plan Edit and correct all necessary elements of Work Plan

1 day 2 hrs.

Tag Work Plan has been edited

Metator

Work Plan Tag components of the Work Plan

2 days 3 hrs.

Review Work Plan has been tagged

PM Work Plan PM reviews the Work Plan and submits it for approval

1 day 1 hr.

Approve

Work Plan is submitted for approval

Exec Work Plan Review and approve the Work Plan

1 day 5 hrs.


Project-Contractor Match

Figure 6.9 Workflow – Project-Contractor Match


Task Time

Review Construction Opportunity Posted

Contractor Construction Opportunity

Read the Construction Opportunity posted on the website

10 days 1 hr.


Write Decide to bid Contractor Contractor Profile

Fill in the online application form

3 days 1 hr.

Edit Profile generated Editor Contractor Profile

Edit and correct errors (spelling, logic, format)

1 day 30 min

Tag Status-edited Editor Contractor Profile

Fill in contractor element 1 day 1 hr.

Filter Status-tagged PM Contractor Profile

Review Contractor Profile and decide whether to select

3 days 1 hr.

Figure 6.10 Workflow – Project-Contractor Match

Construction Opportunities Life Cycle

Figure 6.11 Workflow – Construction Opportunities Life Cycle


Task Time

Write Project moves into the Bidding phase after the first Work Plan has been approved

PM Construction Opportunity

PM uses the details from the Work Plan and Proposal to create a Construction Opportunity.

1 week 10 hrs.

Edit CO has been created Project Manager

Construction Opportunity

PM performs any necessary revisions.

2 weeks

20 hrs.

Tag CO has been edited Metator Construction Opportunity

Metator tags the CO to enable the faceted search.

2 days 6 hrs.

Publish CO has been tagged PM Construction Opportunity

PM gives CO a final once-over and publishes it.

1 day 10 min

Figure 6.12 Workflow – Construction Opportunities Life Cycle

Overall CalculationsWorkflow Duration Types/AS that need it Total items that

need itWorkflows/ week

Project Proposal Life Cycle 3.5 months Project Proposals 3 3Project Work Plan Life Cycle 9 days Project Work Plans 7 7Project-Contractor Match 18 days Construction Opportunities,

Contractor Profiles15 15


Construction Opportunities Life Cycle ~4 weeks Construction Opportunities 3 3

Figure 6.13 Overall Workflow Calculation

Publication Analysis

Publication 1: Website – Oasis Project Portal

The GoalsThe Oasis Project Portal is the right publication for CPO, because it provides both the Hubs and Bidders with a user-friendly interface for managing their projects and profiles. Each user has a customized view depending on his role. The Hubs can manage their Project Proposals, Project Work Plans, and Construction Opportunities all in one place. Bidders can keep up-to-date on their current projects, manage their Contractor Profiles and watch for new Construction Opportunities through the same system. Because it is web-based, external users like the Bidders can easily access their information off-site. Likewise, it provides flexibility for the work environment of our Hubs. Since they frequently visit jobs sites and may need to work from home, a web-based solution allows them access to the same interface and data from anywhere.

The Oasis Project Portal will help CPO achieve its goal of completing projects on time and within budget, by allowing the Hubs to work from nearly anywhere, shortening their response time and keeping the project moving forward. Imagine that a project is on hold waiting for a Project Work Plan to be approved. The Oasis system allows for digital approvals, which saves time in comparison to finding a time to meet with each approver to get a physical signature. Once all the signatures are in, the Hub is notified and can get the project moving again.

The AudiencesOasis Project Portal is going to serve both of our audiences which are Hub and Bidder. Both audiences are moderately tech savvy so their interaction with project portal should be smooth.

HubBecause of Oasis Project Portal, Hubs can plan projects effectively, hence the Predesign phase will become shorter than in the present situation which will increase their efficiency by 20%. They should be able to track Project Work Plans, tasks, schedules and their approval without much hassle and hence can save on their quality time, which they can utilize for other important tasks. In addition, Proposals and Work Plans will get approved faster and approvals can be easily retrieved if needed. Further, Oasis Project Portal will provide a better way to find qualified contractors for project work. In that way CPO should be able to support the community by diversifying hired contactors. Instead of using same set of contractors again and again, CPO can discover new contractors.

Use CaseActor: Tim, Project Managing Architect

Information Need: Initial budget for consultant service fee for Husky Stadium Remodel project.


Precondition: In My Projects view of portal, project Work Plans are arranged by their version. He needs to find the first Work Plan for the given project.

Scenario:

1) Tim opens Oasis portal using a web browser.2) Tim enters his credentials (login/password) and enters into My Projects view.3) Tim sorts projects alphabetically and searches for the project ‘Husky Stadium Remodel’.4) After spotting project, Tim looks for associated the Work Plans for that project.5) Tim clicks on the first version, ‘Husky Stadium Remodel Work Plan v1.1’.6) Tim looks for the consultant service fee in Work Plan and finds it.7) Tim goes away happy.8) Organization gets closer to its goal.

BidderBidders are external audiences and they are interested in finding Construction Opportunities with CPO. Using Oasis Project Portal, they can seek out ample opportunities in a comparably smaller time. In addition, Construction Opportunities will be filtered as per the contractor’s qualifications and experience, which means any contractor will be able to view opportunities matching to his profile. This will save a lot of time on the contractor’s end as he/she need not be going through all the opportunities and figuring out which one are appropriate for him/her. That task will be accomplished by portal itself.

Use CaseActor: John, Contractor

Information Need: Construction Opportunities matching his profile.

Precondition: Contractor John has come to know about Oasis Portal from his friend Kate. Kate is an architect and working at CPO for the last 5 years.

Scenario:

1) John opens Oasis Portal using a web browser.2) John creates his profile and inserts necessary data like his work experience, kind of work he is

looking for, etc.3) John inputs his credentials (login/password) and enters into Construction Opportunities page.4) John filters the Construction Opportunities matching his profile.5) John finds two projects he wants to work on.6) John bids for both projects.7) John goes away happy.8) Organization gets closer to its goal.


Authors and Sources There are basically two authors working for this publication which are Project Manager and Contractor. The PM is responsible for writing Project Proposals, Project Work Plans and Construction Opportunities, while contractors are going to create their own Contractor Profile, which will be viewed by Hubs. To produce Project Proposals, a PM needs to know client requirements, scope and location of project, estimated cost, funding and schedule. Project Work Plans are mainly based on Project Proposals and PM knowledge. The PM himself generates content for Work Plan using his project managing skills. To write Construction Opportunities, the PM needs to know all relevant project details along with what work needs to be done.

The Contractor is responsible for creating his profile, which will include basic information, qualifications and project history. He needs to be aware of these things before writing profile for himself.

There are two external data sources, which are building information and employee information. In the building information source, there is a need to format some of the information to make it more readable (e.g., SEA_MN - Seattle – Main Campus).

In the employee information source, the Hubs need to know that the information they are getting is correct. Because of the free format of the department and email fields, we need to run tests to make sure they are at least valid if not correct. To test the email, we can send a confirmation email to a user asking him to verify that he has received it and also, that the department listed for him is correct.

Publication attributesDescription: Oasis project portal is going to serve hubs and bidders. It is the place where hubs can find information about Project Proposal project Work Plans and Contractor Profiles and Bidders can find Construction Opportunities. Authors for this publication are project manager and contractor.

Publication presentation is as follows:

Delivery channelWeb application

Formatting and style conventionsFormatting and style convention will be handled by portal development team and UX design team.

FrequenciesOasis portal will be updated daily.

Items per week flow into and out of the pubItem name # In # Out (Achieved) Size at launch Size eventuallyProject Proposals 3 1 150 >1000Project work-plan 7 7 1400 >5000Contractor Profile 15 NA 300 >1000Construction Opportunities

3 3 3 >7000


Figure 7.1 Frequency Attribute - Oasis Project Portal

Version managementOnly the Project Work Plan will be managed by version. Version will be called as <project name>v1.1, <project name> v1.2, <project name>v1.3 and so on.

The informationIncluded here are the basic templates for the Oasis Project Portal website. While all parts of the website are dictated by these templates, not every item is shown here. See the appendix for all the screen shots we created for this system.

Global TemplateThe image below depicts the global template for the website layout. The following examples are representative specifically of the system view for the Hubs. Differences between the Hub and Bidder views are minimal. Most of these differences can be seen below (Fig. 7.2) and include a green, rather than a purple, color scheme and different global links. A different color scheme was chosen as a way to distinguish roles/audiences. Likewise, the content that the Bidder roles will access differs from the Hubs, so their global navigation was adjusted accordingly. Other differences will be noted when appropriate.


Figure 7.2 Oasis Global Template

System nameDetails: StaticThis is the name of the system and cannot be altered.

Global Nav.Details: Role-defined. Tab-style navigationThe Global Navigation indicates the segments of the site a user can access. As noted above, this navigation varies with the role of the logged in user.

Local Nav.Details: Tab- and user-dependent. Vertical accordion-style navigation.Much of the content of the Local Navigation is static within each tab. However, some sections will drill down into dynamic menu options. For instance, clicking on Project Work Plans under Design will expand the menu further to list all the Project Work Plans for the currently selected project.


User InfoDetails: User-dependentThis area shows the name and role of the currently logged-in user. Roles include Project Manager and Construction Manager for Hubs, and Contractor for Bidders.

ContentDetails: Dynamically generated from dataThis is the primary content section visible on every page. The format of the information inside the content may differ, but the location of the content section itself remains the same throughout the system.

Figure 7.3 Bidder View Navigation

Figure 7.3 shows an example of the Global and Local Navigation in the Bidder view of the system. In contrast to the Hub view, the Bidder only has access to view open Construction Opportunities, his Contractor Profile (not shown here), bids he has submitted and projects for which he has been hired. Note: Contractor bids were not in the scope of this project, but are shown here to indicate what the complete system might offer.

Content – Hub Project Dashboard

Figure 7.4 Hub Project Dashboard


Figure 7.4 shows the Project Dashboard—a summary of the project information and associated documents—which is the first thing a Hub user will see upon selecting a project. All of the information on this template is data driven and cannot be edited here.

Project OverviewDetails: Data-drivenIncludes the following elements from the Project Information section of the schema: Project Name, Project Number, Project Manager, and Construction Manager. From the latest approved Project Work Plan, it pulls the elements: Start Date, End Date, Project Cost, Current Phase and Project Scope.

Content Overview Sort Details: Drop down list of sorting options for the information belowThe PM can opt to sort the information items in the Project Content Overview by Phase, as shown above, or by Item, which will list all the info items alphabetically.

Project Content OverviewDetails: Dynamically sorted according to user preferenceThis shows the results of the Content Overview Sort as mentioned above. All four info types in the system are represented here.

Content – Bidder Dashboard


Figure 7.5 Bidder Dashboard

The two images above represent the Bidder Dashboard. The two images are the same except for the segment markup on the second. The first is included to give a better idea of what the content looks like to the user.

Profile LinkDetails: Static text, but takes each bidder to his own profileThis links to the Bidder’s profile that he has submitted to CPO.

Bidder Information Summary TableDetails: Layout is static, but the content is dynamicOn the left, the Bidder can see each of his currently active projects and some basic information about them. He is also provided a link to the project information within the system and his associated bid (Contractor Bid is not one of the information items covered by this specification). On the right is the same sort of information for projects that he is actively bidding on.

Project Partial ViewsDetails: Dynamic dataFrom the Project Info section of the schema is pulled Project Manager and Construction Manager. Start Date, End Date, Project Cost, Current Phase and Scope come from the latest approved Project Work Plan


Content – Project Proposal Full View

Figure 7.6 Project Proposal Full View

This is the full view of a Project Proposal. The page and section titles are static as are the labels in the subsections. The project title is on the global navigation tab (not shown here).

Initial Project RequestDetails: Data drivenThis is the information initially acquired from the client requesting the project. The expandable client information is gathered via Department RefID and includes: Title, Contact Name, Contact Email and Contact Phone. The elements from project/proposal/initialProjectRequest in the schema are: Date Requested, Requested Completion, Building (via Building RefID), Areas (optional), and Rooms (optional).


Edit LinkDetails: StaticThe Edit Link appears on every subsection that the Hub has permission to edit. Notice that it does not appear on the Initial Project Request—the Hub cannot edit the information submitted by the Client.

ScopeDetails: Data drivenProject Description is more commonly referred to as Scope in these situations, so this section displays the contents of the description element under the proposal.

LocationDetails: Data drivenThese are essentially the same location details from the initial client request, but the PM can edit these in the event that the location alters during the creation of the proposal.

Estimated ScheduleDetails: Data drivenThe month and year of the start and end dates are pulled from those elements under the proposal and inserted into a standard sentence like so: “This project is estimated to begin design work in “ [Estimated Start Date] “ and be completed by “ [Estimated End Date]”.”

Estimated Cost, Anticipated Funding & Anticipated LEED CertificationsDetails: Data drivenLike the Estimated Schedule dates, these items are comprised of a data field inserted into a standardized sentence. Anticipated funding also includes an optional funding amount (not shown here).


Content – Project Work Plan Full View

Figure 7.7 Project Work Plan Full View

This image shows the full view of a Project Work Plan. The page and section titles and the labels are static.


Submit LinkHubs have the authority to submit Project Work Plans for approval and thus will see this link.

Work Plan DetailsThese elements come from the Work Plan Details under the Work Plan element in the schema. The Hub can change the title and the notes. The other fields are automatically generated. The Created Date is the Last Updated attribute under the Work Plan. The Status reflects whether the Work Plan is in progress, awaiting approval, approved, canceled or denied.

Project DetailsProject Title, Project Number and Client Name are all pulled from the Project Info section of the schema. The Hub cannot change the Project Number. Site Details and Project Description are pulled from the Project Proposal and an approved Work Plan will propagate any changes back to the Proposal details.

Budget, Schedule & FundingThe fields in each of these sections are defined by the system so that every project has the same items to fill out. The information in the Original column comes from the data from the first approved Work Plan. For the initial Work Plan, these fields will be empty. The Revised column is the information that is completed anew for each Work Plan.


Content – Contractor Profile Full View

Figure 7.8 Contractor Profile Full View

The image above shows the template for the full view of the Contractor Profile as shown to the Hub. The Bidder would have a similar view, but with links to edit and submit. Like the other full views, the Content Header, Section Division Header, section titles and labels are all static. The rest of the information comes from the profile submitted by the Bidder and contained under the Contractor Profile element of the schema.

Basic InformationThe Contractor Registration No. is an automatically assigned unique ID. The rest of the fields can be filled out by the Bidder. The address line is a combination of 4 elements: Street, City, State and Zip. The phone, fax and email are all validated before submission to ensure proper format.


QualificationsThe expiration date is set by the system and is related to the initial creation date of the profile. Time in business is validated to ensure that it is a number. Category and Available sites are both selected from a set of check boxes presented to the Bidder.

Project HistoryA Bidder can enter up to 5 relevant projects. Each one displays as above. The projects can be University or outside projects. Again, all the fields are drawn from the Contractor Profile. The dollar amounts and dates are validated to ensure proper format.

Content – Construction Opportunity Full View

Figure 7.9 Construction Opportunity Full View

This image is part of the full view of the Construction Opportunity as shown to the Bidder. The actual document is a minimum of 16 pages long (when printed), but this screen shot provides the basic idea of the template that the entire item follows. You can view a complete list of the elements in the Construction Opportunity in the section that describes the schema. Each section includes both static text (in black) from the template and data-bound text (in dark orange). The two are different colors to allow the Bidder easy scanning. Most of the data-bound text either comes from the project


information already in the system or is entered by the creator of the document before he submits it. The remainder of the data-bound text is derived from other information in the document. For instance, the sentence “Attachment III to this RFP…” only appears if the document creator included these two attachments.

Content – Associated Items Template

Figure 7.10 Associated Items Template


The system contains two examples of this Association template. In one, the Primary Info Type is the Project Proposals and the Associated Info Type is the Project Work Plans (below). The Project Proposal side only displays a link to the Proposal with the project name and number as the link text. The Work Plans display the Work Plan title and a link to the Work Plan with the version number as the link text.


The second example is the Hub view of the Construction Opportunities for a project and the Bidders who have submitted bids for each. The Primary Info Type—the Construction Opportunity—displays a link to the full view of the Construction Opportunity with its title as the link text. The Requirements are derived from the subelements of the Requirements element under the Construction Opportunity in the schema. The Bidders are the Associated Info Type and are displayed as a link to their profile with their name as the link text and their address and phone number as the partial view details. This association also provides a link for the Hub to view other contractors who have profiles in the system and are qualified for the project, but have not yet bid.



Search – Find Qualified Contractors

Figure 7.13 Search – Find Qualified Contractors

Clicking the find other qualified contractors link on the page mentioned above will take the Hub to this search page. The page automatically fills in the criteria based on the Requirements identified in the Construction Opportunity that provided the reference link. The Hub can also opt to change the filters.

Publication 2: RSS Feed – Construction Opportunity

The GoalsConstruction Opportunity Feed is the right publication for contractors that look and bid for opportunities through CPO, because it helps CPO achieve the two main goals.

Firstly, it helps CPO achieves the goal to maintain high design and construction quality by building a cooperative relationship between right contractor and right project. With the standardized format published, it allows contractors to have the general idea whether a specific project is the right one they should bid for. By letting contractors syndicate the content automatically, it at least better ensures that the right contractor will not miss the project and gives Project Managers more time to compare contractors and select the most suitable one.

Secondly, it helps make sure that all the projects are completed on time. Contractors, as the author of Contractor Profile, are a significant part of the project. The time they take to react and make decisions also influences the starting time of the project. The earlier they react, the earlier the cooperative relationship gets built. It will speed up the Bidding phase of the project by allowing contractors and CPO to get familiar with each other.

The Audiences

Value propositionGive Get Goal

Hubs Publish at the very first time Quick access to more contractors On timeBidders Qualified match of the project

and contractorGet informed of the opportunity at the very first time

High quality


Figure 7.14 Value Proposition for Audiences

Use CasesActor: PM(publisher), contractor(reader)

Case: The contractor reads the new Construction Opportunity Feed after the PM publishes it.

Precondition: The contractor has installed an RSS reader on the client side, subscribed to the Construction Opportunity Feed and already logged into his own account.

Scenario:

1) PM creates and publishes the new Construction Opportunity.2) Contractor sees a new Construction Opportunity in his RSS reader and clicks on it.3) RSS reader presents a page with details of the new project.4) Contractor interested in the project views the details and bids for the project, which speeds up

the Bidding phase of the project. In this way, the instant RSS feed helps CPO achieve the goal for all the projects to be completed on time.

Authors and Sources Authors of the Construction Opportunity Feed are Project Managers who create the info type Construction Opportunity based on sources like Project Proposal and Project Work Plan. Basically, they should have the knowledge of the scope of the project, project schedule, project requirements and selection process information like the submittal deadline. Also, to publish the Construction Opportunity Feed, the author needs to have basic technical knowledge like how is the feed structured in XML, what does each element mean.

The Construction Opportunity Feed is a simplified version of the info type Construction Opportunity. So only the most significant elements are shown on the feed to give the contractors an immediate impression of whether it is the right project for them to bid for. The authors need to simplify long paragraphs in the formal document into sentences of the essential information. Also, elements for management purpose like project ID will not appear in the RSS feed. The Construction Opportunity Feed will be changed from the Project Manager perspective to the contractor perspective.

There is no need to attribute the feed to authors since the information is created inside CPO.

Publication attributes

Publication presentationOnly for the subscribers

Delivery channelRSS Application

FrequenciesDepends on the frequency of the new project (3 times/week)


Version managementNo need as the RSS is the final version. If the project is changed suddenly, a new RSS informing the news will be sent out.

The informationIncluded here are the basic templates for the Construction Opportunity Feed. As the RSS feed relates closely to the RSS reader environment, we also present the feeds in the RSS reader interface.

Figure 7.15 Template in an RSS Reader Interface

NavigationThe navigation is embedded in the RSS reader. Construction Opportunity Feed will be one item in the navigation under Subscriptions on the sidebar. When the reader clicks on it, the main page will change to the list-style navigation, which relates to the access structure, Construction Opportunity Index. The feeds are presented in the sequence of published time from most recently. When the reader needs to see the details of one specific item, he can click on it, and then the page will change to view of our publication, Construction Opportunity feed.


Item Partial View Template

Figure 7.16 Item Partial View Template

Feed NameDetails: StaticThis is the name of the feed that the contractors will use to browse the new Construction Opportunity Feeds in the RSS reader. All the Construction Opportunity Feeds will be received and collected in the same folder.

Project TitleDetails: Dynamically generated from dataProject Title is derived from the element <title> out of the schema across all the info types. It is the official name of the project that contractors can use to identify the project.

Project DescriptionDetails: Dynamically generated from dataProject Description is the partial view of the element<description> out of the schema across all the info types. It gives contractors general idea what the project is about.

Qualification CategoryDetails: Dynamically generated from dataQualification Category is derived from the element <category> the values of which are in a constrained list. Qualification category is an important piece of information for the contractors. It helps them filter out the projects that do not fall into their own category.


Feed Name

Project Title Publishing Time

Description

Qualification

Category

Submittal

Deadline

Link to full-view

Construction Opportunity

Submittal DeadlineDetails: Dynamically generated from dataSubmittal Deadline is derived directly from the Construction Opportunity. It is usually set weeks before the initializing time of the project. It will set the time span for contractors to consider whether to bid or not.

Link to systemDetails: Added by publisher, link to full-view info type

This will link to the Oasis Portal system where contractors can log in and see the full-view of the info type Construction Opportunity which contains more detailed information on the project.


Systems Analysis

What kind of system is this?Essentially, we are looking for a construction project management system. The system that will best serve CPO is one that can manage every piece of information involved in the project lifecycle. There are a number of commercial products that perform this type of work.

SkireSkire is the leading global provider of cloud-based solutions for managing capital projects, facilities and real estate. Skire’s Unifier has helped manage over $300 billion in capital projects and over three billion square feet of facilities and real estate. Power plants, refineries, hospitals, office buildings, manufacturing plants, resorts, schools, roads, airports, retail outlets, you name it – we have helped better manage the planning, construction and maintenance of these assets worldwide.

http://www.skire.com/

PrologProlog® software delivers construction project control and transparency to project-based organizations within AEC, Commercial and Public sectors. Prolog streamlines operations for engineering and construction firms managing several projects, public agencies implementing a capital bond program, or private building owners constructing a new facility.

http://www.meridiansystems.com/products/prolog/construction-project-management.asp

ProlianceProliance® software from Meridian is the Infrastructure Lifecycle Management (ILM) solution that allows infrastructure-intensive organizations to optimize the Plan-Build-Operate project lifecycle for complex capital projects, construction and real estate programs, and extensive portfolios.

http://www.meridiansystems.com/products/proliance/infrastructure-lifecycle-management.asp

ProcoreProcore makes construction project management easier, more efficient and more profitable. If your company manages construction project teams, you can do your job better with Procore. With Procore, communications are more efficient, project information doesn't get misplaced, people can get the documents they need whenever they need them, and items with due dates aren't forgotten.

http://www.procore.com/

SpitfireSpitfire is a comprehensive Project Management System. Your construction project tracking and coordination needs are taken care of with powerful software that offers Document Control, Document Management, Workflow Scripts, Routing, Alerts and Notifications, Contract Management, and Change


http://www.procore.com/

http://www.meridiansystems.com/products/proliance/infrastructure-lifecycle-management.asp

http://www.meridiansystems.com/products/prolog/construction-project-management.asp

http://www.skire.com/

Management. Spitfire provides structured workflow for all of the documents that are pertinent to your business, such as RFIs, Submittals, Punchlists, Meeting Minutes, Drawings, Daily Reports, Lien Waivers, Bids, Request for Quotes, etc. Integrated Document Imaging and File Management also manage all supporting documentation (CAD drawings, JPEG, DOC, PDF, XLS files, Scanned Images, etc.) tightly integrated with all of your project management data.

http://www.spitfireconstruction.com/

Collection1 Collection System

1 Minimize disruption, maximize specific value NowJustification: System is easy to use, convenient and robust. It provide information about it through help links on every page, hence teaches in context.2 Forms, files, and batch processes NowJustification: As the system is going to handle a large amount of data, it will have all three methods of input which are Form submission of content, File submission of content and Bulk loading.3 Driven by a content model NowJustification: System has a content model which is coded in an RDB. It is necessary because it gives base/shape to whole system.

1.1 Authoring System4 Integrated search NowJustification: It is useful to have this component in the system so the user can find any component from huge document repository within few minutes, which can save his time.5 Integrated workflow NowJustification: It will help to manage different tasks in authoring system. Easy to find out how much time is spent on which task by which author.6 Spawning applications NeverJustification: Launching new applications outside the CMS (construction management system) could be overhead (extra work) for system which can lead to less efficient system.7 Upload support NowJustification: System needs upload support in order to upload Construction Opportunities to the web portal.8 Advanced media support LaterJustification: Other media components like images, sound, and video will be added in the future. As of now our goal is to build a system that will provide ease of work. To add such features, we will need to find out the audiences' tech. abilities.9 Spell checking LaterJustification: In order to create error free data, we need this component, but it is not absolutely critical to system functionality. It will also save some editing related time.10 Integrated editorial and metatorial guides NowJustification: It will help the author to find metadata related content and editorial related content.11 Off line content creation NeverJustification: System will have internet connection so no need to generate off line content.

1.1.1 Preview12 Publication preview NeverJustification: As the author will be able to edit content after submitting, there is no need of publication preview. In addition authors will be entering information in forms that look like the page so they will be getting review while entering information itself.13 Workflow preview NowJustification: It will be helpful to track the author's work and knowing status of work.


http://www.spitfireconstruction.com/

1.1.2 Feedback14 Staff feedback NeverJustification: System user will be more interested in quantitative nature of data than its qualitative nature. So there is no need of providing feedback.15 Audience feedback NeverJustification: Same as above.

1.1.3 Metadata Support16 Required and optional elements NowJustification: We need this feature while creating all of our information types. There is some necessary data required from author in order to get better results from system.17 Element-set personalization NowJustification: We need this feature in Construction Opportunities which will be editable for PM while readable for contractor. Similarly, Contractor Profile will be editable for contractor and readable for PM.18 Validation NowJustification: Feature will be implemented in order to make sure error free data is going into the system.19 Reference fields NeverJustification: There is no need to provide reference fields as system itself quite easy to use and understand.20 Cross-references NowJustification: Each of our information types is cross-refereced at least one time in the system.21 Hierarchical relationships NowJustification: Different elements on form will be arranged by hierarchy in parent-child format.

1.1.4 Web Forms22 Extensions and modifications NeverJustification: We are going use home grown system so there is no need to implement this feature.23 Automatic form creation NeverJustification: Our system's content model is quite stable, so we don’t need to implement automatic form creation feature.24 In context editing NowJustification: Two of our main authors are our audiences as well, so keeping in-text editing will be easy for them so that whatever work he creates, will display in same way when he is in audience role.25 Rich editing LaterJustification: We might consider this feature in future, if system demands. Currently in-text editing is in place.

1.1.5 Other Authoring Applications26 Showing components and elements NowJustification: As the web forms are going to be stable, their component and elements mapping will be designed and implemented by author. Author will do this mapping in their mind.27 Automation NowJustification: Some level of automation will be implemented in the system in order to increase ease of work.28 Constrained entry NowJustification: This feature will be implemented in the system in order to create valid content from start.29 Integrated open and save NowJustification: This will improve the system's efficiency and it will help to manage data repository.30 Integrated-input templating NowJustification: This will integrate the authoring tool with the whole system and hence will reduce future connection-related problems.31 Integrated check in and check out NowJustification: In order to ensure security of content and whole system, this feature will be implemented.

1.2 Conversion System32 Basic Import NowJustification: We will implement this feature in order to open, read and convert the format of the source file.33 Map files to content types NowJustification: In order to map files to content types, feature is necessary.


34 Batch processing Now

Justification: Our system has ongoing need to bring content into the system through syndication (such as the building and employee data we get from external sources).35 Integration with the aggregation system NowJustification: Aggregation system is needed to finish the process that conversion starts.

1.2.1 Process Management36 Process definition NowJustification: Our processes are very complex and we will need to customize them to be ideal for CPO.37 Task assignment and load leveling LaterJustification: This will help in assigning tasks to individual author and hence tracking whole process. Also helps in load balancing.37 Work queues NowJustification: We need this feature to manage the pool of content.

1.2.3 Quality Control and Monitoring38 Sampling content LaterJustification: In order to maintain quality of conversion process, we will implement random sampling. If this feature is not built into the system, it can be done manually by running reports on the database.39 Set and monitor rates NowJustification: We will set up sampling rate based on failure rate of system.40 Bounce content LaterJustification: We will send bounced content from the automated tool output directory to a person to fix it.41 Deliver feedback and training on demand LaterJustification: In order to improve system efficiency manual feedback system will be implemented.

1.2.4 Process and Review Tools42 Set input and output directories NowJustification: In order to make process & review tool more flexible.43 Set rules NowJustification: hard coded.44 Quick keys UI LaterJustification: In order to improve system efficiency.45 Exception handling LaterJustification: In order to handle unusual cases. Will make the system more flexible.

1.3 Acquisition System46 Process and partner management NowJustification: We will have reserved network shares, FTP sites and Web folders for incoming content as volume is large so it will be easy to acquire.47 Rights and usage NeverJustification: We don’t need to track usage and rights as CPO is internal part of UW.48 Attribution management NeverJustification: Whatever content will be created will be owned by CPO so no need for attribution management system.

1.3.1 Acquiring Database Records49 The connection NowJustification: Toad application will be used for database connection for easy retrival of DB record.50 The query NowJustification: Use/write queries to get data out of database.51 The map NowJustification: We need this to port information from the current systems.52 The exception process NowJustification: Exception should be logged and processed. It should include the people who are responsible for every step, operations.


1.3.2 Acquiring Web Site Content53 Dealing with dynamic pages NeverJustification: Since CPO does not acquire information from external web pages, we do not need to include this.54 Dealing with orphaned pages NeverJustification: Since CPO does not acquire information from external web pages, we do not need to include this.55 Dealing with old or redundant pages NeverJustification: Since CPO does not acquire information from external web pages, we do not need to include this.

1.4 Aggregation System56 Automatically applied metadata NowJustification: The authored and acquired information should have automatically applied metadata for some fields. Like the content of info type Contractor Profile is mostly generated from the authored content online application form.57 Metadata standards support LaterJustification: Since the metadata needed is set according to the needs of CPO, there's no necessity to introduce metadata standards immediately.58 Workflow triggers NowJustification: Workflow triggers are needed to allow smooth transition of information between people doing different jobs. For example, the system should generate status-notice after every atomic task is done.

1.4.1 Segmentation59 Separating components from surrounds NowJustification: While the authored info items are much easier to control on the segment, the acquired info items need a separate system to extract the components needed for editing and presenting.60 Find elements NowJustification: During the process of aggregation, the system firstly needs to locate the elements and derive the values from the elements.61 Find access structures NowJustification: It is much easier to pull out the access structures for the authored info items since the format and field follow standards under control. For the acquired info items, new elements will be mapped to the access structure according to some rules and standards. For both sorts of info items, elements that already exist will be tagged and mapped automatically by the system.

1.4.2 Editorial Processing62 Revision tracking NowJustification: Revision tracking will be needed for Project Work Plan since it will be updated during the whole process of the project.63 Commentary NowJustification: The Project Proposal needs to keep the commentary of execs from both client and CPO.64 Component reuse NowJustification: A higher view of the reuse of components can show the flow of content from the repository to the publications. The editor would be able to see at a high level or in detail exactly what content types and elements are used where.65 Language variants NeverJustification: Since the content that moves from one publication to another is mostly data in a strict format, we do not need language variants.

1.4.3 Metatorial Processing66 Importing metadata lists NeverJustification: The metadata is created internally. There is no need to import metadata lists.67 Exporting metadata lists NeverJustification: CPO does not export metadata lists since the information within the system is used internally.68 List creation and editing NeverJustification: No need to have such a feature since the metadata list is not complicated and quite stable.69 List review LaterJustification: The metadata list should be reviewed to ensure validity periodically and find all components with a particular metadata value and review and process them.


70 Value lumping NeverJustification: Since the data is almost needed as it is derived, there is no need for value lumping. The data we need is in a good format.71 Value splitting NeverJustification: Since the data is almost needed as it is derived, there is no need for value splitting. The data we need is in a good format.72 Mandatory and optional elements LaterJustification: Since the elements needed now are not large and changing, there will not be many optional elements. For now, it is not very necessary to provide an individual feature for the mandatory and optional elements.73 Support for applying metadata LaterJustification: Since most of the metadata is mapped to the elements automatically, applying metadata is not a big task so far. We can postpone the support for applying metadata when information gets more complicated.

1.5 Repository Interface74 Updates and deletes NowJustification: Since there will be constant updates for the info types especially Project Work Plan, there should be an interface for people to update the new version.75 Submitting and storing files NowJustification: Contractor Opportunities need to have the ability to attach uploaded files.76 Support for WebDav NeverJustification: We do not allow editing directly from the interfaces of repository. The editing will be done on the web page.

Management2 Management System2.1 The Repository

77 Fitting into the CMS and the organization NowJustification: The repository should be built based on security protocols of CPO. All the info types in the organization should be supported by segmenting information into different needs. The workflow in CPO should be integrated in the repository.78 Getting content in and out NowJustification: The repository should allow easy and user-friendly operations including inputting, storing, removing and outputting. It should facilitate the smooth data stream within the whole organization. For example, the right info type should be delivered to the right audience.79 A repository-wide schema NowJustification: Since our four info types are closely interrelated with each other, the schema we provide is the one for the whole repository which provides consistent data control.80 Global search and replace LaterJustification: Within the whole repository, data should be consistent across all the databases integrated in the repository. Also with the repository-wide schema, the global search and replace should be provided to reduce data conflict and redundancy.81 Locating content NowJustification: Locating content will be facilitated through browsing and searching. For example, in both interfaces for bidders and hubs, they will do this facet browsing to search for the Construction Opportunities and contractor they need. We will let them type in values for different elements to allow efficient locating.82 Bulk processes LaterJustification: To most efficiently process the information, bulk processes are needed. Regarding our info types, since Project Proposal and Project Work Plan are all in a large quantity, there will be a lot of instances to process. However, the weekly amount, depending on the updating frequency of projects, is just a small number for CPO. This function can be considered later in the future.83 Field type support LaterJustification: A metadata list is in need to provide efficient content locating by avoiding errors like spelling. It will give the whole situation of each element. But it is not immediately needed since we also provide access structures like index.


2.1.1 General Storage Requirements84 Storing components NeverJustification: Elements are treated as regular relational database records.85 Storing content types NeverJustification: Elements are treated as regular relational database records.86 Storing relationships between components NowJustification: Storing relationships between components should be provided by the repository since we need to provide the integral interface across different access structures.

2.1.2 Relational Database Systems87 Storing content types and components in a relational database NowJustification: Content types and components should be stored in a relational database to provide consistent data. Access structures will base on the database to organize and present info to users.88 Storing hierarchies in an RDB NeverJustification: Hierarchies are implied, but not explicitly stored.89 Storing indexes in an RDB NowJustification: Since we do include indexes in our access structures, we need to store indexes in the RDB.90 Storing cross-references in an RDB NeverJustification: Since associations in our access structures already deal with this, we do not store cross-references explicitly in the RDB.91 Storing sequences in an RDB NeverJustification: Since we do not include sequences in our access structures, we do not store sequences in the RDB.92 Storing the content model in an RDB NowJustification: Storing the content model will help users of the repository understand the data flows better than just focusing on one individual unit of the repository.

2.1.3 Object Databases93 Scalability NeverJustification: We store the data in an RDB.94 XML files vs. object databases NeverJustification: We store the data in an RDB.95 Storing content types and components in XML NeverJustification: We store the data in an RDB.96 Storing hierarchies in XML NeverJustification: We store the data in an RDB.97 Storing indexes in XML NeverJustification: We store the data in an RDB.98 Storing cross-references in XML NeverJustification: We store the data in an RDB.99 Storing sequences in XML NeverJustification: We store the data in an RDB.100 Storing the content model in XML NeverJustification: We store the data in an RDB.

2.2 Versioning System101 Automatic vs. manual versioning NowJustification: Automatic - Our system can control the version automatically, when the version is updated, the system will report us and let us decide what to do next.102 Granularity of versions NowJustification: We suppose the system will update every 3-6 months.103 Restore NeverJustification: If something wrong happens, we will restore the system to recover.104 Differencing versions Never


Justification: We will only use one version at one time.


105 Source branching NowJustification: User when developing.

2.3 Source Control System (Content and File Sharing)106 Sharing granularity NowJustification: Share the documents and other stuff. The granularity depends on the workflow, which maybe 3 items a week.107 Locking LaterJustification: Some documents are locked when they are edited by other ones.108 Check in and out NowJustification: Need to check in and out to prevent conflicts.109 Notification NowJustification: Will send the notification as needed.110 Audit trails LaterJustification: Yes, we have this to maintain quality.

2.4 Localization System2.4.1 Collection Localization

111 Localized UI LaterJustification: A localized UI will improve user experience.112 Access structure localization LaterJustification: Yes, makes our system more friendly.113 Import and export for localization LaterJustification: Yes, makes our system more friendly.114 Combining source material LaterJustification: Yes, makes our system more friendly.

2.4.2 Management Localization115 Component level localization LaterJustification: Yes, makes our system more friendly.116 Element level localization LaterJustification: Yes, makes our system more friendly.117 Tie in to workflow LaterJustification: Yes, makes our system more friendly.

2.4.3 Publication Localization118 A localization dashboard LaterJustification: Yes, makes our system more friendly.119 Localization as personalization LaterJustification: Yes, makes our system more friendly.120 Template localization LaterJustification: Yes, makes our system more friendly.

2.5 Workflow System2.5.1 End User Interface

12 Reusable end user interface Now


1Justification: Yes, we use template to reuse end user interface and make all the websites look attractive.122 Email integration LaterJustification: Yes, we will need integrated the email to send notifications for approvals of certain info types.123 Work queues NowJustification: Yes, we lead the users to manipulate step by step.124 Commenting NeverJustification: Not relevant to our system.


2.5.2 Workflow Administration125 Visual builder NowJustification: Yes, because it is very useful for less tech-savvy users.126 Ad-hoc workflow and rerouting LaterJustification: Could be useful in exception handling.127 Configuration of user roles NowJustification: Improve the security of our system and customizing views based on role.128 Audit trails and reporting LaterJustification: Yes, it is helpful for tracking system activity.129 Import and export LaterJustification: Yes, easy to restore and backup.

2.5.3 Workflow Mechanics130 Workflow creation NowJustification: Yes, we control the workflow to make the users work as we required.131 Nested workflows NeverJustification: We do not need something so complicated.132 Objects LaterJustification: Yes, objects are very easy to manage and we use these to make our work clear and quick.133 Triggers NowJustification: Yes, it is necessary because we set the workflow. User notification will be managed by triggers.134 Parallel and sequential workflows NowJustification: Yes, these are needed. Many workflows need to happen at the same time and they must coordinate.

2.6 CMS Administrative System135 Administrative dashboard LaterJustification: Yes, will use it to control the content. So the administrators can manage the content without the developers.136 User administration LaterJustification: Yes, users can manage their information, such as their pictures and passwords.137 Logging NowJustification: Yes, improve the security. We will display different content to different users having different roles. So we can control the workflow very easily.138 Reporting LaterJustification: Yes, PM will use it to make decision and the bidders also can read some reports to get as much information as possible, which will improve their work, and in turn, reach our goal.139 Security NowJustification: Yes, it is needed. Some information is very confidential and private.140 Link support LaterJustification: Yes, linking to other websites is important because the bidders and PMs can know much information at the same time and do not need to waste time to search relative information.141 Media support Later


Justification: Yes, we could support different kinds of media. Because the videos and pictures are an important part of our system as well.142 IP tracking and costing LaterJustification: Yes, tracking the IP can improve the security.

2.6.1 External Connections143 Directory services integration NowJustification: Yes, more convenient user management.144 Replication LaterJustification: yes, it can help improve the security.145 Distribution NowJustification: improve the system performance.146 XML as an integration medium LaterJustification: We may choose to use it later to expand functionality.147 Standard database interfaces NowJustification: Managing the database is eaiser.

2.6.2 Robustness148 Backup NowJustification: Yes, it is necessary. With the backup, we can recover our system immediately when some urgent things happen, such as fire.149 Scalability NowJustification: Very important. The scalability means our system can be used more broadly and updated very quickly.150 Reliability NowJustification: Very important. The reliability is necessary because our bidders do not want to waste time on broken pages.

Publishing3 Publishing System3.1 Templating System

151 Producing target formats NeverJustification: Because this is an interactive web application, and that is harder to create using XML, this system will be built on the .NET platform.152 Producing target units structure NowJustification: The overall system template will be determined by the developers. However, each info type is custom-designed in-house. Whoever designs the templates for each info type will choose from a set list of page elements: sub section, drop down list, submit button, etc. They don't get to define the format of these sections, but they can choose how many and in what order they appear.153 Layout and surrounds NowJustification: The formatting and style will be defined by the application administrator, so as to keep it consistent across all publications.154 Template programming Later

Justification: For the most part, the data entry template looks pretty much the same as the completed publication. One exception is the Construction Opportunities. Because so much of the text in this document is standard across all Construction Opportunities, the entry template was simplified to make it faster for the author to plug in the data. The


system then pulls this data into the full Construction Opportunity template displaying the data-bound information in the proper locations. The data is also rendered in a different color to make it easier for the Bidders to scan.155 Producing static and dynamic publications NowJustification: This system deals primarily with data bound, dynamic information. The only static information is the layout of the templates.156 On-the-fly conversion of text and media NeverJustification: This system does not include any images and the text is pulled directly from the database.157 Integration with publication authoring tools NeverJustification: The publication design (i.e., the templates) is a completely separate process from the publication creation. The creators have no say in the style or formatting of the end product.158 Mix and match templates LaterJustification: It will be nice to be able to reuse template elements to cut down on duplication.

3.1.1 Navigation Building159 Building hierarchies Now

Justification: Hierarchies are the primary form of navigation for this system. For instance, the Hub view navigation is constructed thusly. Initial configuration of the system defines project phases. To create a new publication template, the template creator selects a phase, titles the publication and then populates the template with page elements. In the project dashboard navigation, the hierarchy displays as Phase -> Info Type -> List of Info Items for this Project (optional: only happens in situations with more than one item of a single type per project) -> Sub Sections of Item.160 Building indexes NowJustification: Indexes will be built for Contractor Profiles so they can be searched by the Hubs. The information that will be indexed includes: contractor name, years in business, company type, and site availability as these are the elements most commonly searched on.

161 Building cross references NowJustification: Two cross-references, or associations, are present in this system: Project Profile to Project Work Plans and Construction Opportunity to Contractor Profiles. These associations, as well as where and to whom they will be visible, are defined by the template creator.162 Building sequences NowJustification: When a template creator designs a new template, he chooses whether it is to be used sequentially or concurrently to other phases/info types.

3.2 Personalization System163 A personalization dashboard LaterJustification: There are two dashboards defined in this system. The Hub sees a Project Dashboard, which includes a partial view summary of the selected project as well as all the project documents (sortable by phase or title). For Bidders, the dashboard displays partial views of his current projects as well as those for which he has bid and a link to his profile. The application admins have to be able to manage what information is shown to what roles, but depending on the system, it's possible that this info could be derived automatically.

3.2.1 Collecting Data164 Segmentation modeling NowJustification: Having personalized views for our different audiences (roles) is critical to the functionality of this system. Bidders and Hubs use the system in different ways and have different levels of access to the various info types. See A personalization dashboard as an example.165 Collecting and storing profile data Now


Justification: Each user has a basic profile--name, password, role, organization, associated projects, etc. Beyond that Contractor Profiles are actually one of the systems info types and they include much more information that can be used to match Construction Opportunities with qualified contractors (Bidders).166 Acquired profiles LaterJustification: For internal users, including Hubs, employee information will be pulled from the university directory data. However, provided the internal user accounts are set up with the netID as the login, this link could be made later. External users will have no acquired profile data collected about them.167 Data accessible to personalization NeverJustification: The system tracks updates to content. Beyond that, we really do not need to know more information about users' habits and behaviors.

3.2.2 Building Rules168 The rules interface LaterJustification: The rules for workflow, permissions, etc. will be maintained by admins in the IT group and are based on user role. Users are not allowed to personalize their own views. Since the rules are managed by IT professionals with high technical expertise, the rules can be coded directly, though a simple interface would be nice.169 Statistics and simulations NeverJustification: Personalized access based on roles is central to this system. Expert knowledge will be used before the system is designed to know what roles need to exist and what access each needs. If something is not correct we will find out by user complaints and adjust the rule from there.170 Customization interface LaterJustification: The system involves little customization. One example is the Hub's project dashboard. As noted above, documents can be sorted by phase or title. The system will remember which was last selected the next time the user logs in. This is convenient, but not a critical feature.171 Collaborative filtering NowJustification: One of the highlights of the system is the tagging of Construction Opportunities that defines the minimum requirements a contractor must meet in order to bid for the the project. This filtering allows Bidders to view only projects for which he qualifies, while similarly allowing Hubs to search by Construction Opportunity for qualified contractors.


3.2.3 Delivering Content172 Personalized surrounds LaterJustification: There is a color scheme change between internal and external users. This exists primarily to assist the rules designers when defining different environments. Nice, but not critical.173 Personalized content NowJustification: As mentioned above, the content delivered is determined by role. On a more granular level, it is also determined by user. For instance, a Hub has a My Projects tab that displays only his projects. These are the only projects he has access to edit. Bidders can only see the details for projects on which they have bid or been hired.174 Personalized navigation NowJustification: As noted above, Hubs see project information divided by phase. Bidders, on the other hand, see only basic project details, so their navigation lists projects divided by the Bidder's status (hired or bid) and then a link to find other projects for which he might qualify.

3.3 Deployment System175 Staging NeverJustification: The system will reside on a test server before it is deployed where it will undergo exhaustive testing to ensure rules, workflows, permissions, etc. all function as intended. IT must test exhaustively before the system can be released, but that functionality does not need to be built into the system.176 Content-based deployment NeverJustification: Content in this system is primarily deployed by the creator/editor asserting its completeness via a Submit command or something of that nature.177 Distributing files NeverJustification: Though there will be files associated with Construction Opportunities, this type of management does not need to occur. To link a file to a Construction Opportunity, the creator must upload it, thus confirming its existence. If the file is deleted, the reference link to it will also be removed.178 Scheduled publication NeverJustification: Again, publication/deployment is determined by the creator/editor clicking Submit.

3.3 Web System179 Integration with an existing web infrastructure NeverJustification: The existing data currently resides in a database, not a web interface.180 Searching and indexing NowJustification: See the section Building indexes.181 Browser independence NowJustification: Because many of our users will be external, we cannot control what browser they use. Thus, we need to make sure the application runs properly in Internet Explorer (6+), FireFox (2+), and Safari.182 Distributing files across servers NeverJustification: With the current specification, we do not anticipate enough file uploads that a single server would be overwhelmed. If the system were expanded to include AutoCAD drawings for each project, a separate file server might be considered given the standard size of those files.

3.3.1 Web Platform Support183 Web application servers NowJustification: This system will require a .NET-based web server.184 Content caching NeverJustification: Success of this system relies on users getting real-time, up-to-date information. We cannot risk them receiving


out-of-date cached info.185 Database connection pooling NeverJustification: All of the data comes from a single DB server within the organization. Data pulled from outside servers (i.e., the building and employee data) are pulled into the database on a regular schedule. Because neither building nor employee data change often, we are willing to trade real-time updates for faster querying.186 Server load balancing NeverJustification: Given the expected number of users, we do not expect enough simultaneous traffic to overwhelm a single server.


3.4 Print System187 Section and subsection support NeverJustification: In an effort to Go Green, the system does not support printing at this time.188 Narrative support NeverJustification: See Section and subsection support189 Navigation support NeverJustification: See Section and subsection support190 Dynamic print publications NeverJustification: See Section and subsection support191 Producing Word files NeverJustification: See Section and subsection support

3.5 Email System192 Email types NeverJustification: The system does not need to send any fancily formatted emails.193 Destination pages NowJustification: The notifications sent to Approvers include a direct link to the document that requires approval.194 Integration to an email server NowJustification: The email of each user is included in his profile and comes originally from the employee information in the university directory. The organization's regular email server can handle the traffic. Fewer than 100 emails per day are anticipated.195 Template chooser NeverJustification: The only emails sent are notifications for approval. They will be plain text.196 Personalization support NeverJustification: Again, the email is intended only as a notification. It does not require personalization.

3.6 Syndication System197 Syndication subscriber management NeverJustification: Construction Opportunities are the only info types provided via syndication. A link is provided on the public website. They are intended to be open to the public and the organization does not care who has subscribe.198 Selecting content NeverJustification: Only 1-2 Construction Opportunities are created per week. It is not worth filtering who receives what.199 Building and distributing feeds LaterJustification: Feeds (in RSS format) will be updated whenever a new Construction Opportunity is published. This is one of the highlights of the new system, but it isn't critical to get the system up and running.

3.7 Other Publication Systems200 Multiple preview LaterJustification: The Construction Opportunities are accessible both within the Oasis web application and via RSS. However, as mentioned above, the RSS feed need not be included in the first roll out.

3.8 Repository Interface201 File and directory creation NowJustification: The only files that are "created" are the attachments uploaded for the Construction Opportunities. This is critical to the functionality of a Construction Opportunity.


202 Run-time dependency resolution LaterJustification: If the system expands to allow other types of uploads, it would be nice to be able to manage access.203 Database and metadata output LaterJustification: Required when the RSS feed is implemented.

Figure 8.1 System Analysis


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