migrating from contract management to...

Migrating from Contract Migrating from Contract Management to UnifierManagement to UnifierManagement to UnifierManagement to Unifier

Don McNatty, PSPDon McNatty, PSP

Lim Tan, Lead Unifier ConsultantLim Tan, Lead Unifier Consultant

September 25, 2013September 25, 2013 2013 Technical 2013 Technical

Webinar SeriesWebinar Series

Thank you for joining today’s technical webinar

� Mute – all call in phones are automatically muted in order to

preserve the quality of the audio for all attendees.

� Questions – during the session, questions can be submitted through

the Questions Box on the right side of the screen . We will try to

address your questions at the end of the presentation, time

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address your questions at the end of the presentation, time

permitting.

� Follow up – all registrants will receive an Excel file listing all

questions and responses along with a link to the recorded webinar.

Safe Harbor

� The statements made in this technical presentation are based on

our current knowledge of the tools.

� Our statements should not be construed to be an official “Oracle

perspective”, but are intended to be the sharing of technical and

user knowledge gained as we explore new paths and

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technologies, usually in advance of our clients.

� Our statements should not be construed as in conflict with any

Oracle statement, as the Oracle statement is likely made based

on more current knowledge than is available to us.

• Oracle Primavera Software

• Oracle Certified Training

• Oracle Certified Implementation Support

• Project Support Services – administrators, schedulers, estimators

Twenty-five + years experience with Primavera

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• Project Support Services – administrators, schedulers, estimators

• Global Managed Hosting Services through MLM Project Services

• Primavera P6 EPPM, P6 Pro, Unifier, Contract Management, BI Publisher, UCM/Sharepoint Documents, P6 Risk and Analytics

• Hard Dollar, Acumen Fuse, Ecosys, Prism G2, US Cost…

• Global Data Centers in USA, London, Singapore and Brisbane

Agenda

� The “Unifier Webinar Series”

� Overview of the Unifier Standardized Base Offering

� Fundamental differences between PCM and Unifier

� Technical issues in migrating PCM data

Demonstration – migrating PCM data to Unifier

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� Demonstration – migrating PCM data to Unifier

� Value of Base Templates and role in deploying Unifier

� Technical solutions

� How to drive a successful Unifier deployment

� Questions

The “Unifier Webinar Series”

� October – Implementing Unifier in an Owner, CM or GC environment

� November – Unifier/P6 Cost and Schedule Integration Tips

December – Integrate Unifier with Webservice Utilities

DRMcNatty will be providing the following webinars on Unifier to provide

our clients additional perspective into Unifier based on our own hands-on

experience with Unifier.

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� December – Integrate Unifier with Webservice Utilities

� January – Using Unifier to Manage Large Capital Construction Projects

Video webinars of our August and September Unifier webinars are

posted at www.drmcnatty.com/Resources/Webinars/

Overview of Standardized Base Product

� Common functionality across all packages

� Intended to help you learn what the environment can do

� Available Pre-Configured Packages

Oracle provides some basic functionality for business processes and

workflows to help jump-start your implementation

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� Available Pre-Configured Packages

– Capital Project Planning

– Project Delivery

– Cost Controls

– Standard Reports

� A starting point for learning how Unifier works

Common Items� User/Shell Administration – users, groups, projects

� Templates – permissions, user preferences

� System Reports – administrative; usage reports

� Alerts – set up trigger and notification thresholds

� Unifier Mail – light collaboration within system

� Mailbox – inbound destination for emails from outside the system

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� Mailbox – inbound destination for emails from outside the system

� Collaboration – personal tasks, messages, drafts

� Information – project attributes and user directory

� Gates – enforce project phases, deliverables

� Document Manager – folders, rev ctrl, commenting, view/markup

� Reports – User-Defined Reports module

Document Manager – folder structureDocument Manager – folder structure

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• User Defined

• Upload/download

• Automatically post from workflows

• Check-in/check-out, version control

• Comments

• AUDIT TRAIL!

� Business Process for project

collaboration – RFIs, Transmittals,

Submittals, Meeting Minutes, Action

Items, Daily Reports, Issue

Management, etc

� Comprehensive Audit Logs and

Project Delivery Management

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� Comprehensive Audit Logs and

Visibility – users can see and track

processes

� Mobile - supported on all devices

� Related Documents – like “Issues”

but available on all documents.

� Online Bidding, Procurement & Contracts

Solution

� Schedule Management with Gantt chart

visualization and CPM

� Resource Management - roles,

resources, skills, rates, assignments

Project Delivery Management

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resources, skills, rates, assignments

� Easy to use, yet extremely powerful

enterprise-class System Administration

Capital Planning Components

Project Delivery Management – 19 standard business processes availableProject Delivery Management – 19 standard business processes available

• Automatically filed in Document Manager

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• Field level permissions control data entry

• Documents linked to contracts

• Can produce original documents!

• AUDIT TRAIL!

RFI (part of Project Delivery Management)RFI (part of Project Delivery Management)RFI (part of Project Delivery Management)RFI (part of Project Delivery Management)

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RFI WorkflowRFI WorkflowRFI WorkflowRFI WorkflowRFI Workflow

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Modify for better alignment with PCMUnifier environment is customizable

• Adobe Live Cycle software was

incorporated into a workflow to

produce an “original document”

• Automatically attached to email

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• Automatically attached to email

sent to signer.

• Use Adobe Electronic Signature or

• Print, sign, scan and attach to

response.

Modify for better alignment with PCMUnifier environment is customizable

• BI Publisher deployed

with P6 EPPM linked to

Unifier database.

• Base Product workflow

does not define to/from

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does not define to/from

parties as clearly as CM

• Workflow would need

custom fields and

modification to fully

support this report.

� Real-time Cost Worksheets - Budgets, Forecast, Commits, Changes, Spends

� Comprehensive Workflow based Contracts, Change Management, SOV, Invoices and Payment Applications

Cost Controls

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� Configurable Cost Management -support unique processes, cost codes

� Integrated with Cost Business Processes to route, revise and approve

Cost Sheet – Standard Columns

� Estimates

� Original Budget

� Pending Budget Revisions

� Approved Budget Revisions

� Revised Budget

� Risks & Issues

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� Risks & Issues

� Original Commitments

� Pending Commitments

� Approved Commitment Changes

� Revised Commitments

� Actuals

� Etc

Cost Controls – 18 standard business processesCost Controls – 18 standard business processes

• Import detail line items

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• Import detail line items


• Rules prevent unauthorized data entry

• Can support multiple project contracts

• Ties Funding to detailed commitments

• AUDIT TRAIL!

Standard reports – Cost Controls and Project Delivery MgmtStandard reports – Cost Controls and Project Delivery Mgmt

� UDR – User Defined Reports

� Can be modified

� Work within Unifier – do not require

BI Publisher

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Project Delivery MgmtProject Delivery Mgmt

� Additional custom reporting available

through BI Publisher

Fundamental Differences with PCM

� Underlying PCM database schema dates to mid-’80’s and was not

designed to be customized.

� PCM’s rigid non-customizable user interface has little or no workflow

capability unless you use external webservice interface. (MLM’s CMI)

Unifier is a “chassis” that provides a webservice interface that supports

user defined configuration, input forms and workflows.

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capability unless you use external webservice interface. (MLM’s CMI)

� PCM was designed to produce & track original hard copy documents.

� Unifier was designed to support workflows, user defined forms, true

document control and team collaboration.

� The Unifier Pre-configured templates are a starting point not a final

solution.

• Solid reputation

• Creates original documents

• Tracks incoming documents

What would you like?A smooth transition to the next level…

Contract Management Expectations

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• Tracks incoming documents

• All forms & reports included

• Integrates with P6 EPPM

• Many trained users

What do you get?A foundation with some pre-defined functionality…

Unifier Platform Add Base Packages

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What can you have?An organization specific collaboration and control environment.

• Multi-user• Multi-project• Dependable• Long Lasting

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• Long Lasting• Cargo (data) hauler• Heavy duty towing (integration)

Technical Issues in Migrating PCM Data

� Unifier data structures are configurable – PCM are more fixed.

� PCM attachments are linked to the PCM record.

� PCM records do not include history to populate Unifier workflows.

Some similarities exist in table design (linked Header & Detail tables),

the base Unifier data structures do not align with PCM.

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– Makes the creation of a standard migration software difficult at best.

� Unifier “documents” are output from workflows and/or attachments.

– Unifier output can be configured to match standard construction “documents”.

� PCM data imported or input to Unifier will lack an audit trail.

– Consider leaving PCM history in place for reference and going forward with Unifier.

Demonstration - Unifier

� Show migrated data

– Show how some data was moved, export/format/import…

– RFI Log, Budget line items

� Show using a Modified Unifier Business ProcessShow how the BP was modified

Lim Tan accessing MLM Hosted Unifier 9.13

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– Show how the BP was modified

– Create and attach an actual document

Value of the Base Templates

� Base templates require modification to align with most Owner, CM or

GC perspectives.

� Base templates can be loaded in a demonstration environment

� Implementation requires a development (Staging) and a Production

Provide a starting point for learning and understanding Unifier.

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Implementation requires a development (Staging) and a Production

environment.

– Do not load Base Templates in Production Environment

� Base templates do not have all the needed data elements to support

PCM data.

� Only final, tested, organization specific Business Processes would be

loaded into the “Production” environment.

Technical Solutions

� Migrate logs & attachments

– Export/import csv files

– Programmed scripts to reformat csv data for import

� Create custom reports in BI Publisher similar to what’s in PCM

Some of the techniques we used

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� Use third party software (Adobe Live Cycle) to add original documents

into workflows

� Needed to decide what PCM data was essential

� Oracle Support has been good, gradually working through issues

� We have multiple Unifier environments in our data center for testing

How to drive a successful Unifier deploymentUnlike ordering a new truck, implementing Unifier to a completed

environment requires an experienced and knowledgeable consultant

(the “coach builder”).

� Use an implementation methodology

– Define Requirements + Design + Build/Test + Deploy + Support

� Leverage previous experience and content

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� Leverage previous experience and content

� Combination of Business Process + Application Configuration +

Programming + Role Based Documentation + Training & Support

– Requires both IT as well as business process experience

� Making correct configuration decisions early is the key to a

successful Unifier deployment!

You don’t want this!!!

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Our RecommendationConfiguring Unifier to support PCM would reduce the capability of Unifier.

� Give serious consideration to leaving PCM data in PCM for archive

retrieval.

– Limited access hosted environments are available

– Anything important enough to migrate (contracts, changes…) can be done

fairly easily by manually entering into Unifier – a good training opportunity

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fairly easily by manually entering into Unifier – a good training opportunity

� Start new projects on Unifier

– Implementing Unifier to full production stage will take 3 to 12 months

depending on the environment.

Next Month – Dealing with different perspectives when implementing Unifier in an Owner, CM or GC environment.

Questions

� Answers are based on our own experiences using the various

software products related to your questions.

All questions are gathered into a master sheet, answered and

distributed to all registrants as well as posted on our website.

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Thank you for participating� Don McNatty – [email protected]

� Lim Tan – [email protected]

UPCOMING EVENTS

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The DRM/MLM team is participating in and will have a booth at these

upcoming events.

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