SiteManager Implementation

1. SiteManager Implementation Oklahoma Department of Transportation Charles Thurmon

2. Perspective • Centralized agency • 2,450 employees • 8 field divisions • 25 construction residencies • 550 contracts annually

3. Implementation Goals • Install SiteManager • Discontinue the use of CAS/FieldManager • Obtain user buy-in

4. Implementation Methodology

5. Implementation Methodology • Phase 1 - Construction & Materials analysis • Defined implementation cause • Defined current Construction and Materials processes • Defined our stakeholders and relational processes • Cost analysis

6. Implementation Methodology • Phase II – Materials Implementation • Began material code decisions • Began defining material test templates • Began populating the inspector and tester tables • Began populating system code tables for materials • Began populating producer/supplier tables • Business process reorganization

7. Implementation Methodology • Phase II – Other Activities • Created issues and resolutions document • Test environment created • SiteManager Support System created • Obtained PowerBuilder

8. Implementation Methodology • Phase III – Construction Implementation • InSite team formed • Construction decisions • Change and transition management • Customized RTF reports • User acceptance testing

9. Implementation Methodology • Phase III – Construction Implementation • Support hierarchy defined • Plug-ins developed • Generic field customizations • SiteXchange • Extract files for financial system

10. Implementation Methodology • Phase IV – Parallel SiteManager and CAS • One contract in one residency • Users identified and trained • What did we forget?

11. Implementation Methodology • Phase V – Production • Will begin in October • One or two field divisions per month • Assessment period

12. Implementation Methodology • Phase VI – Consultant Production • Security agreement letter • Network securities • Installation of SiteManager • Training & Support

13. Implementation Methodology • Phase VII – Materials Production • Begin using materials functionality of SiteManager

14. InSite Organization • 18 members • Resident Engineers, IT Personnel, Assistant Division Engineers, Auditors • SiteManager & system administration training • ITI liaisons • Held monthly meetings

15. Change Orders Civil Rights Communications Contract Activation/Subcontracts Contract Finalization/Final Estimate Process Contract Materials Daily Work Reports Division Analysis DWR Templates FieldManager/SiteManager Interface Division Analysis DWR Templates Financial Management Systems Progressive Estimate/Time Charges Technical Issues 1 Technical Issues 2 Technical Issues 3 Training InSite Committees

16. InSite Member Responsibilities • Determine process and procedure • Determine necessary reports • Populate system code tables • Determine policy

17. Lessons Learned • Implementation Team(InSite) • Define resolution hierarchy • Include appropriate and knowledgeable team members • Establish accountability • Select members with leadership skills • Have regular meetings • Get SiteManager training ASAP

18. Lessons Learned • Communications • Electronic bulletin board • Road shows • Access & Centerline segments • DWR & Materials Templates • Start ASAP • Obtain and learn PowerBuilder

19. Lessons Learned • Training • Establish policies and procedures first • Customized training materials • “Just-in-time” training • Office experts

20. Questions