205240 sunny skies and smarter schools in san diego
TRANSCRIPT
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Sunny Skies and Smarter SchoolsIn San Diego
Joel Splittgerber
Program Controls Manager
SDUSD Facilities Planning &
Construction
Michael DeAngelo
Sr Software Engineer
Partners Consulting
Boulder, CO
www.partnersconsulting.com
Topics
Overviews
Facilities Planning Projects
and Funding
Software Systems
Business Workflows
Integration and
Automation
The Path Forward
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San Diego Unified School District Overview
Second largest district in California
226 educational facilities with 14,438 employees
132,000 students - pre-school thru K-12
Very diverse student population representing 15 ethnic groups and more than 60 languages and dialects
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San Diego Unified School District Overview
14.9M square feet of buildings
Average building age is 43 years:
• 118 elementary and K-8 schools
• 24 middle schools
• 26 high schools
• 14 atypical schools
• 44 charter schools
$1B annual operating budget
• State budget cuts forced delay of many critical repairs
• Repairs and new schools are funded thru capital bond measures
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Partners Consulting
Serves a wide range of clients in the construction management and project planning domains including: schools districts, general contractors, municipalities, mining, and energy.
Has been an industry leader in providing integration solutions since 2001.
Has a dedicated team of subject matter experts excited to custom tailor integrations to solve your unique business needs.
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San Diego Unified Background
Two Capital Bond Measures
• Proposition S 2.1B passed in 2008 about 25% completed
• Proposition Z $2.8B passed in 2012 – will receive first bond sales of $518M in May
Over 500 projects
Project Delivery is primarily Design – Bid -Build (DBB)
Secondary delivery is Indefinite Quantity Indefinite Delivery (IDIQ)
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Review of Software Systems
San Diego Unified Facilities Planning and Construction is a project-driven organization
Project Success is measured by:
• Cost
• Schedule
• Quality
PeopleSoft
Ensures proper
financial controls
P6
Tracks Project
Schedules
PCM
Manages Contracts
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Oracle Primavera Contract Manager (PCM)
Manage costs
• Budgets
• Estimates
• Commitments
• SACS Compliance
Manage contracts
• Change management
• Vendor payments
• Labor Compliance
• Stop Notices
• Retention
Manage Correspondence
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Oracle PeopleSoft (PSFT)
Project Costing Module
• Budgets
• Encumbrances
• Funding by line item
• SACS Compliance
Human Resources
Payroll
Benefits
Position Allocations
Manage Accounting functions:
General Ledger
Accounts Payable
Accounts Receivable
Asset Management
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Primavera Project Management (P6)
• Activities are cost and resource-loaded from PCM
• Provides Earned Value Reporting
• Measures Schedule Performance
• Manages Resources for staffing
• Forecasts cash flow over the life of the program and projects
• Provides tools to forecast when new Bond sales are needed to prevent fund balances from being exceeded
P6 provides the ability
for the owner to properly manage
multi-billion dollar
Capital Project
Programs.
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System Requirements
Manage Projects
Project Scope
Project Schedule
Integrated Across
Systems
Manage Costs
Budges and Revenue
Transparency
Control Expenditures
Manage Contracts
Aware Contracts
Pay Contractors
Manage Changes
Project Scope
Budget
Meet Expectations
Ensure Data Integrity
Reporting to Stakeholders
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Business ProcessesWork Breakdown Structure (WBS) Centric
Level 1: Project ID
Based upon school district
facilities Department
ID and number of projects at school site.
Level 2: Subproject
Follows the Project ID: 0-9 / A-Z
Level 3: Phase
Determined by Project Phase
All three software systems (P6, PCM and PSFT) use this
WBS structure
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Business ProcessesWBS Example
Level 1 • 90030001
Level 2 • 1
Level 3 • D
90030001.1.D - Adams ES playground design
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Business ProcessesSystem Links
Work Breakdown Structure allows all three systems to logically track schedule activities, budgets, estimates and committed costs.
Between P6, PCM and PSFT Project Costing Module the key is the WBS and the “Referring Schedule Activity” to cost-load activities
• In P6, each schedule activity resides in its distinct WBS path (Task / Activity ID / activity name is irrelevant).
• In PCM, the corresponding “Referring Schedule Activity” WBS is placed in the document schedule activity tab / line item for the budget contract, the estimate and committed contract.
• In PSFT Project Costing Module the Project ID, subproject and the WBS activity are placed in the corresponding project.
So for Adams ES Playground equipment all three systems recognize that all costs associated with design will be placed into activity 90030001.1.D
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Business ProcessesProject Creation
Projects are created in P6 with project type templates
• New school construction
• Technology and Infrastructure
• Heating Ventilation and Air Conditioning
• Renovation projects
Projects are then created manually in PCM.
Budget and Estimate imported in PCM
• The Cost Schedule Engineer then imports the project contract budget and estimates into the PCM project. Import includes:
• Cost codes
• WBS referring activity ID
• Cost Amounts
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Business ProcessesCost-Loading
P6 schedules are Cost-Loaded
• WBS entries match PCM documents
• Cost Accounts, Budgets, Cost at Completion, and Actuals are managed on the Resource Assignments
Payments Are Made
• Each WBS line activity has its resources updated to the correct cost
• account with actual costs to date
PCM Documents Created and Modified
• Each WBS line activity has its resources updated to the revised amount:
• Budget revisions
• Contract change order
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ChallengeTo Meet expectations of excellence from previous capital
bond programs
Proposition S and Proposition Z realities
• Value of programs = $4.9B
• Ever-changing revenue stream
• Increased number of projects
• Ever-changing project execution planning
• Increased Level of reporting
• Intense scrutiny from community
• Pressure to pay vendors more quickly
• Minimize PMO costs
• Staffing limitations – do more with less
• Strains on personnel do to double-entry
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Partners Methodology
During onsite workshops, we worked closely with Joel and other key stakeholders to identify requirements.
Drawing from over a decade of experience we were able to identify key needs and goals.
After the needs had been identify Partners proposed a phased approach to help the district realize its goals.
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Proposed Solution
Phase I
• Vendor Invoicing Application
• PeopleSoft-PCM Invoice Integrations
Phase II
• P6-PCM Project Integrations
• P6-PCM Financial Integrations
• Copy Contract Application
Phase III
• PeopleSoft-PCM actuals integrations
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Dimension Framework
• Sitting on top of a thoroughly tested set of base libraries Dimension gets solutions done faster.
Rapid Development
• Consists of core libraries and a set of connectors that allow for the communication to all of your systems.
System Wide Integration
• Provides transparency into systems and integration components.
• Allows for auditing and exception notifications.
Web Integration Manager (WebIM)
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Phase III – Looking Forward
Ensure data integrity between systems
• Reconcile costs and transactions from PeopleSoft to Primavera applications
• Not all transactions originate in PCM
• Challenge: Retrieve PeopleSoft transactions and then populate PCM with data into the correct projects / WBS
Explore moving to Primavera Unifier
• Migrate data from PCM
• Maintain WBS system protocol
• Maintain current P6 scheduling tool
• Migrate current paper-based business processes to electronic processing
• Add ability to track project bond scope within the project
• Ability to fund projects at a more granular line-item level (i.e. design now, construction later)
• Ability to track Facilities Condition Index data to the building level
• Ability to use Uniformat tracking for repairs and capital improvement