Managing light rail at light speed ppt
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This document summarizes Wendy Kaszycki's presentation on managing the Expo Light Rail project using Project Controls Management software. It discusses how the project migrated from a paper-based system in Phase 1 to an integrated system using PCM and SharePoint in Phase 2. Key benefits included streamlined document submission and routing, improved accessibility of documents, and more effective project monitoring and reporting. The new system automated many document control functions and integrated budgeting, scheduling, and actual cost tracking for improved project oversight. Customizations like a web-based document upload interface and customized SharePoint folders enhanced usability. Proper definition, testing, and documentation were cited as important to the successful implementation.
Managing light rail at light speed ppt
- 1. Managing Light Rail … at Light Speed! Wendy Kaszycki, CCM PE Director of Project Management Exposition Metro Line Construction Authority
- 2. Overview • Setting the Context • Previous Process • Document Upload Interface • Results in Contract Management • Results in SharePoint • Conclusions 2
- 3. SETTING THE CONTEXT 3 Photos courtesy of EMLCA
- 4. About Expo • Exposition Metro Line Construction Authority • Created in 2003 by SB 504 • Design and build Expo Light Rail • Rail will be operated by Metro LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY 4
- 5. Expo LRT Project Connecting the Beach to downtown LA! 5 PHASE 1 PHASE 2
- 6. Project Stats Phase 1 Phase 2 STATIONS 12 7 DAILY RIDERSHIP 27,000 64,000 COST $930 million $1.5 billion OPENING DATE 2012 2015 6
- 7. Phase 1 Process • Paper – EMAIL PDF’S OR CD’S TO DOCUMENT CONTROL • Excel Logs – INCOMING – OUTGOING • Routing Sheets – LEAD IDENTIFIES DISTRIBUTION – DOCUMENTS DISTRIBUTED TO SELECTED USERS • Databases – ACCESS FOR COST PROPOSALS AND CHANGE ORDERS – METRO DATABASE FOR RFIS AND SUBMITTALS 7
- 8. Phase 2 Project Controls • Contract Management (PCM) – CONTRACT DOCUMENTS – BUDGETING AND FORECASTING • SharePoint – DOCUMENT STORAGE/FILES – LINKS TO PCM • FIS – METRO’S FINANCIAL SYSTEM – CAPTURES ACTUAL EXPENDITURES • P6 – SCHEDULING 8
- 9. Customized Components • Web Interface – ALLOWS COLLABORATION – CONTRACTORS UPLOAD TO PCM AND SHAREPOINT • SharePoint “smart folders” – CUSTOMIZED AUTO-ROUTING • “Actual Cost Mapping” – REPORTS BUDGET, COMMITMENTS & ACTUALS TOGETHER • EAC Upload/Export – ALLOWS WAREHOUSING OF ESTIMATE AT COMPLETIONS – FACILITATES REPORTING AND COMPARISONS 9
- 10. DOCUMENT UPLOAD INTERFACE 10 Photos courtesy of EMLCA
- 11. Web-Based DUI • Mandatory – MAJOR CONTRACTORS UPLOAD • Parameters for Upload – CONTRACT – DOCUMENT TYPE • Features – CHANGE DOCUMENTS LINKED TO RELATED DOCUMENTS – SUBMITTALS LINK TO UPLOADED SUBMITTAL LOG 11
- 12. Defining the DUI 12 1 • Reviewed Contracts • Developed Process Flow • Define Document Types, Screens, Modules 2 • Provided Mapping Specs for Data • Default basic information (contract, to/from) • Defined numbering convention for documents 3 • Wrote “hover over” Tool Tips
- 13. RFI Process Flow 13 2-Page Process flow for RFI Process
- 14. CO Process Flow 14 2-Page Process flow for Change Process
- 15. Sample Mapping Spec 15 Screen content maps to PCM data fields
- 16. DUI – What Users See • User PCM Access and Security determine – PROJECT LIST – DOCUMENT TYPES 16
- 17. DUI – RFI’s • Add New RFI • Revise RFI – SELECT FROM PREVIOUSLY ONE • Design-Bid-Build Projects – A/E PROPOSED SOLUTIONS 17
- 18. DUI – New RFI’s • Features – DEFAULT TO/FROM – TOOL TIPS – CAPTURES CONTRACTOR’S DOC # • Completeness Check – REQUIRED FIELDS HIGHLIGHTED IF BLANK WHEN “SUBMIT” • Attachments – REQUIRED FOR ALL DOCS 18
- 19. Sample Tool Tips Spec 19 Minimal Training due to Tool Tips for all fields
- 20. DUI –Proposals • Proposals link to related documents
- 21. DUI – Other Correspondence • Other Correspondence – MAPS TO CORRESPONDENCE REC’D • Document Type – CUSTOM FIELD – DYNAMIC DROPDOWN TO DICTIONARY IN PCM – SEPARATE SHAREPOINT FOLDERS BY DOCUMENT TYPE 21
- 22. Upon Submitting Document • Content Integrity – ERRORS IF NOT ACCEPTABLE TO BOTH PCM AND SHAREPOINT • Capacity – ACCEPTS MULTIPLE ATTACHMENTS – UP TO 100 MB TOTAL • Automates Some Document Control Functions – LOGS APPROPRIATE INFO IN PCM; CLOSES RELATED DOCUMENT – USES PCM “VERSIONS” – FILES IN SHAREPOINT FOLDER 22
- 23. 1. Sends receipt email to user 2. cc: to Expo gmail account (by project) ALSO IMPORTED TO PCM CORRESPONDENCE RECEIVED Auto-Distribution 23 1: SAMPLE EMAIL TO USER 2: SAMPLES TO EXPO GMAIL AND PCM
- 24. RESULTS IN PCM 24 Photos courtesy of EMLCA
- 25. PCM - Proposals Links Attachment to SharePoint Logs Contractor’s Doc # Creates CM Doc
- 26. PCM - PROPOSALS Creates Version
- 27. PCM – PROPOSALS • PCM logs – Contain DUI assigned & Contractor’s document numbers – Can be exported to Excel and sorted
- 28. PCM – PROPOSALS Change Management Writes Referenced Document Info Uploads Contract Number to Custom Field Assigns CM Doc # with prefix for Contractor
- 29. PCM – PROPOSALS Change Management Sort by Change Management Number Custom Contract Number – Written by DUI – Used in layouts
- 30. PCM – PROPOSALS Related RFI Change Management Number written to related document
- 31. RESULTS IN SHAREPOINT 31 Photos courtesy of EMLCA
- 32. SharePoint - Upload • Document Properties • Date and Time stamped • “Versions” if same document file is uploaded to same SharePoint folder
- 33. SharePoint – File Structure • Elements – PHASE – PROJECT – CONTRACT – DOCUMENT DIRECTION – DOCUMENT TYPE – SPEC SECTION (RFI’S & SUBMITTALS)
- 34. SharePoint – Folder Properties • Customized Solution – AUTO-ROUTING BY DOCUMENT TYPE • Defined Parameters – INCOMING VS. OUTGOING: • Info used in email message
- 35. Incoming Message • Identifies Lead and other Reviewers • Indicates Due Dates • Links directly to Document in SharePoint 35
- 36. Outgoing Message • Emails to Contractor • cc’s to Expo Staff • Links directly to Document in SharePoint 36
- 37. System Coding • Long-term relationship with Partners Consulting • Previous Projects – INTEGRATED EXPEDITION WITH JDE’S AND AN IN-HOUSE FINANCIAL SYSTEM – CONVERTED EXPEDITION 8.5 TO PCM12 – AUTOMATED P5/P6 BASELINING • Proven Record of Success 37
- 38. Integration Methodology • Needs analysis based on experience and best practices • Develop integrations • Rollout & refine 38
- 39. CONCLUSIONS 39 Photos courtesy of EMLCA
- 40. Challenges • Diverse Users/Computers – DIFFERENT WEB BROWSERS – OUTSIDE USERS OWN IT CONSTRAINTS/LIMITATIONS • Large Files – ESPECIALLY DRAWING SUBMITTALS • User Reluctance – LOG IN TO GET DOCUMENTS VS PDF ATTACHMENTS 40
- 41. W I I F M 41
- 42. W I I F M What’s In It For Me 42
- 43. WIIFM • Streamlined Processes – PAPERLESS COMMUNICATIONS – MINIMIZES USER ENTRY & ELIMINATES USER ERROR – REDUCES DUPLICATION (SINGLE POINT OF DATA ENTRY) • User Access to Documents from Any Location • Project Performance – QUICKER RESPONSE AND BETTER COMMUNICATION – BETTER DOCUMENTATION FOR CLAIMS AVOIDANCE – EFFICIENT MANAGEMENT OF RESOURCES – CREDIBLE REPORTING • Proactive vs. Reactive Problem Resolution – TEAM FREE TO ANALYZE, CONTROL AND CORRECT 43
- 44. Keys to Success 44 • Prior use of Expedition/PCM • Extensive definition of policies and processes • Specifications & Documentation • Testing, Testing, Testing • Dedicated Resources to Integration Team • Operations Team Participation
- 45. QUESTIONS? 45 Photos courtesy of EMLCA