A Systematic Approach to Selecting an Online Project Management System

Mani Subramanian, CCM, AIABill BreyfogleJames O’Donnell, CCM

A Systematic Approach to Selecting an Online Project Management System

Mani Subramanian, CCM, AIABill BreyfogleMera Faddoul

A Systematic Approach to Selecting an Online Project Management System

•Selecting an ePM for a CM firm•Selecting an ePM for a public entity•Selecting an ePM for a Program/ Project•Q & A

ePM – What is it?

• A PMS is a software solution that allows the project team to store records and documentation related to the design, construction and close-out of a project in a central location.

• Common PMS systems contain information regarding Budget, Cost, Change Orders, Document Control, Field Administration and other related documentation.

• Current ePM systems allow complete electronic flow of information and approvals based on customizable business processes.

PMS Structure

Selecting an ePM for aCM/PM firm

Mani Subramanian CCM, AIAExecutive Vice PresidentVanir Construction Management, Inc.

Steps in the Process• Establish your selection team • Do the industry research• Define your goals & objectives• Develop your criteria matrix

Technical Selection Matrix

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4 Number of layers (Parent- Child- Grandchild) (Portfolio Management)4 Extent of rollup of information (Cost, RFI, etc.)4 Flexibility / ease of use in setting up multi- project Programs4 Summary / Dashboard of program and project Level (Flexible & Customize)4 Training (time for proficient use: power user/avg user/ low- level user)

20 Total 0 0 0 0

3 Verify required elements (Budget, budget change, etc.)2 Cashflow Relation to Scheduling3 Payment Module4 Contract Management4 Change Order Management3 Flexibility & comprehensive in setting up chart of accounts and layout of report4 Ability to roll up information from contracts, CO, and PCO's to budget summary4 Developing a budget / cost variance report3 Ease of use in following summary & detailed numbers

30 Total 0 0 0 0

5 Verify existence of key logs (RFI, Daily Reports, Submittals, ASI, Meeting Minutes)

5Flexibility & ease of use of entering and retrieving data (including flexibility for alternate entry methods such as Smart Documents)

4 Extent of, and ease of, collaboration of team members and flexibility 5 Clarity of reports and ability and ease of use of developing custom reports (Grouping &

5Existence of "Out of the Box" work flows and ability / ease of developing custom work flows. Is it flexible and customizable?

5 Ability to track documents2 Digital Photo Documentation4 Email (internal email system / handling of external emails)

35 Total 0 0 0 0

1.51.53

111121221

12

3. Document Control: Construction Phase

2. Budget / Cost Management

Online Project Management Systems Technical Matrix

1. Program Management

Technical Selection Matrix - Continued

44444

20

323443443

30

5

5

5

5524

35 Total 0 0 0 0

1.5 Ability to manage design drawings / documents1.5 Ability to markup design drawings / documents3 Total 0 0 0 0

1 Offers scheduling / resource management module1 Ability to interface with external scheduling tools (eg. data import/export)1 Calendar management / Outlook integration1 Current ability of future potential for BIM / other integration2 Web hosting / data management (flexibility, archiving procedure)1 Offers Facilities Management tool after construction phase2 Ease of importing and exporting information2 User Permissions per project1 Ease of working with delivery methods (Design/Bid/Build, Desing/Build, CM @Risk, Etc.)

12 Total 0 0 0 0

Subtotal 0 0 0 0

Background and Stability 0 0 0 0Current Client Base 0 0 0 0

Business Model and Future Outlook 0 0 0 0 References 0 0 0 0 Industry acceptance 0 0 0 0

0 0 0 00 0 0 0

RECOMMENDATION & WHY:

7. Pricing Structure

6. Company

5. Other Features

4. Document Control: Design Phase Management

Steps in the Process• Establish your selection team • Do the industry research• Define your goals & objectives• Develop your criteria matrix• Invite firms for Webinar presentations• Short List firms• Develop & provide material for short listed firms

to pre-load prior to presentation• In depth hands on demonstration• Reference Check

Product Name ______________________Company Name ______________________

General1. The system is being used on: (circle one) Multi-Project Program / Single Project2. Extent of use of various modules of the systems, on an overall basis. _____________ %3. Number of projects using the system. _____________4. Number of users on the system. _____________5. Approximate dollar value of projects on the systems. (Total cost of all projects)$_____________6. Did the system meet all your needs? Yes/No

If not, what processes, activities or information do you manage outside of the system?__________________________________________________________________________________________________________________________________________________________________________________

7. What is your role in the implementing and/or use of the system (Administrator, Heavy/Light User, Light Executive Manager, etc.)

a. Would you recommend the system? Yes/Nob. Would you recommend it for a large program ($500 million +) Yes/Noc. Would you recommend it for a small project (<$10 million) Yes/No

Implementation / Training1. What was the implementation timeframe for the first project before being reasonably functional? ______2. What was the size of the project? $_________________3. What was the approximate implementation timeframe for subsequent projects? _______On a scale from 1 – 10 (1 = totally unsatisfied / 10 = extremely satisfied), rate the following:4. Overall ease of implementation. ______5. Overall ease of use of the system. ______6. Overall ease of bringing new people onto the system. ______

Technical FeaturesOn a scale from 1 – 10 (1 = very difficult / 10 = very easy)

Extent of Level ofYour Use Satisfaction

1. Cost Management (Budget, Funds, Contracts, Change Orders, Payments) _____% ________Deficiencies, if any__________________________________________________________________________________________________________________________________________________________________

Reference Check

Reference Check - ContinuedExtent of Level ofYour Use Satisfaction

2. Document Management (RFI, Submittal, Meeting Minutes, etc.) ______% ________Deficiencies, if any__________________________________________________________________________________________________________________________________________________________________

Extent of Level ofYour Use Satisfaction

3. Roll up Features (tier-to-tier summary, dashboard, etc.) ______% ________Deficiencies, if any__________________________________________________________________________________________________________________________________________________________________

Extent of Level ofYour Use Satisfaction

4. Features related to Scheduling, cash flow, and BIM integrations. ______% ________Deficiencies, if any__________________________________________________________________________________________________________________________________________________________________

Company CultureOn a scale from 1 – 10 (1 = totally unsatisfied / 10 = extremely satisfied), rate the following:1. Level of satisfaction with responsiveness and customer service focus of the company. _________2. Level of satisfaction with company’s responsiveness to adding new features you desire. _________3. Level of satisfaction with responsiveness of technical support. _________

Cost / ValueOn a scale from 1 – 10 (1 = totally unsatisfied / 10 = extremely satisfied), rate the following:1. Level of satisfaction with value received for the cost. _______2. Was the overall cost (licenses, implementation and training) consistent with your expectation? Yes/No3. Were there any unexpected and/or additional costs? Yes/No

If so, please explain _________________________________________________________________________________________________________________________________________________________________

General Comments / Feedback________________________________________________________________________________________________________________________________________________________________________________________________

Reference Check• Implementation time frame• Ease of Implementation• Ease of Use• Ease of bringing on new users• Cost Management• Document management• Roll Up features• Customer Service• Responsiveness to making Changes• Technical Support• Value Received For Cost

Steps in the Process• Establish your selection team • Do the industry research• Define your goals & objectives• Develop your criteria matrix• Invite firms for Webinar presentations• Short List firms• Develop & provide material for short listed firms

to pre-load prior to presentation• In depth hands on demonstration• Reference Check• Price Solicitation• Analysis & Selection

“Getting from Here to There”Selecting an ePM for a Public Entity

Bill Breyfogle

Director, Design and ConstructionMinnesota State Colleges and Universities

MnSCU Background

•State Merger – 1995▫5th largest Higher Education System in US

▫32 Colleges / Universities▫1/3 of all state assets▫~300 projects / $500M Capital program

•“Project” Management – (1995-2002)•“Program” Management – (Post 2002)

Topics

•Request for Information (RFI)•Request for Proposal (RFP)•Interviews•Negotiations / Contracting•Implementation•Lessons Learned

Request for Information

•IT Consultant•Business processes mapped•Owner centric focus•User input / team•Borrow shamelessly•Public solicitation & invitations

RFI Expectations•Provide respondents with information

regarding objectives and expected outcomes of initiative

•Utilize information received in formulation of an RFP

•Gather preliminary cost figures, strategies and schedules to “size-up” the initiative

•Openly invite respondents to demonstrate their experience, products and services

•Allow evaluation team members the opportunity to review current applications and information

Request for Proposal

•IT Consultant•Team input – In-house IT, users, others•RFI data incorporated•Contracting requirements•Informational meeting•Questions •Responses posted online

RFP Evaluation Criteria

•Pricing (20%)•Proposed solution (25%)•Approach and process (20%)•Technical solution (20%)•Vendor qualifications (15%)

Overall underlying criteria was “Ease of use”

Interview

•References need to be checked•Team approach lends legitimacy and buy-

in to selections•Three responders shortlisted

▫Scenario based presentation; one day long

•Two firms invited back for 2nd interview

Negotiations / Contracting

•Vendor stability in the market•A lot of variation in pricing – consult with

your IT•Vendor’s specific contract vs. state

contract ▫Insurance, Indemnification, etc. can be an

issue•Vendor or local hosting option•How will vendor work with you in the

future – Owner’s Alliance Roundtable

Implementation• Executive Management Support• “A” Team • 9 of 10 failures are people

related• Start early; project funding

lifecycle• Training is critical • Hype Curve• Proactive information campaign• 1/3 Rule• Commitment for additional staff

or in-house IT• The journey starts at “Go Live”• Essentials: Sense of humor,

crystal ball, thick skin

Selecting an ePM for a project or program

Mera FaddoulJacobs Facilities

Presentation Agenda

• Key Drivers• What Project information will be managed?

• Systems and Software Overview• Methodology• Decision Metrics• Case Studies

Key DriversIdentify the Key Drivers to Select PMS Solution:

• Project Need/Objectives/End Goal

• Integration

• Collaboration

• Ease of Implementation/Customization

• Work Flow Management

• Security

• Cost

• Training/Support

What Project Information Will Be Managed?Cost Management

▫ Budget▫ Cost▫ Actuals▫ Forecast▫ Contracts / Purchase Orders▫ Invoices

Change Management• Potential Change Orders• Change Order Requests• Subcontract Change Orders

Document Control• Submittals• Drawing Logs• Meeting Minutes• Issues• Request For Information• Transmittals• AutoCAD Files• Project Photos

Field Administration• A/E Field Observation Reports

Work Directives• Daily Work Journals• Inspections and Tests• Safety Records• Punch List

Reporting• Project Report• Program Report• Cost Report• Monthly Reports• Daily Reports

Systems and Software Overview

•Meridian Prolog Manager•Primavera Contract Manager•Skire•Meridian Proliance•Autodesk Buzzsaw•Autodesk Constructware•E-Builder•Tririga

Methodology• Define the Program Scope and Objective • Identify the various selection criteria• Define Key Drivers • Develop Weighted Metrics• Evaluate, Compare, Analyze & Score

available PMS solution • Select the most Efficient PMS Solution • Implement the solution • Train users and select Project

“Champions”• Ensuring the successful PMS

implementation till the end of the project.

Decision Metrics - ExampleAssessment: Project Management Controls System

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PM

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PM

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PM

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Program Overview 5 4 4 3 4 4 4Program Needs/Objectives 8 6 8 7 7 6 6Document/File Management 5 3 3 5 5 5 5WorkFlow & Process Control 10 8 8 8 8 10 9Cost Management 20 19 19 18 19 19 18Field Mangement 10 8 9 7 7 6 6Reporting 10 10 6 6 7 8 8Messaging 1 1 1 1 1 1 1Platform 1 1 1 1 1 1 1Security 5 5 5 5 5 5 5Initial Implementation Cost 5 4 3 3 3 2 2Implementation Cost throughout project Life-Cycle 5 5 3 3 3 2 3Ease Of Implementation 5 4 4 3 3 2 2Database Architecture 5 5 5 5 5 5 5Support 5 5 3 3 3 3 3

100 88 82 78 81 79 78 Total Score1 2 5 3 4 5 Rank

PMS Software Solution

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Assessment

Case Studies

• Jacobs Prolog/Citrix System Hospital Project, Chicago

• E-Builder Hospital Project, Texas

• Proliance Government Building Project, Iowa

• Expedition/Constructware Office Building, New York

Case Study - 1Rush University Hospital

Project NeedsPMS used by all team members to manage, collaborate, & integrate all kind of project information, develop reports

Selection CriteriaEasy to Implement, Customize & CollaborateReporting FeaturesDocument Control, File Management, Process ControlExtensive Training & SupportCost-Effective

PMS SolutionMeridian Prolog Manager & Prolog Website

Case Study - 2

Hospital Project, Texas

Project NeedsPMS required to manage, collaborate, integrate, collect

and report all kind of project information.

Selection Criteria Easy to Implement, Customize & Collaborate Document Management Capabilities Integrate with other systems Extensive Training & Support Cost-Effective

PMS Solution E-Builder

Case Study - 3

Government Building Project, Iowa Project Needs

Client selected PMS solution

Selection Criteria Unified PMS system across all projects Centralized database Standardized Work-flow and processes for managing,

collaborating and reporting the project information

PMS Solution Meridian Proliance

Q and A