A Systematic Approach to Selecting an Online Project Management System

1. A Systematic Approach to Selecting an Online Project Management System Mani Subramanian, CCM, AIA Bill Breyfogle James O’Donnell, CCM

2. A Systematic Approach to Selecting an Online Project Management System Mani Subramanian, CCM, AIA Bill Breyfogle Mera Faddoul

3. 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

4. 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.

5. PMS Structure

6. Selecting an ePM for aCM/PM firm Mani Subramanian CCM, AIA Executive Vice President Vanir Construction Management, Inc.

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

8. Technical Selection Matrix

9. Technical Selection Matrix - Continued

10. 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

11. Product Name ______________________ • Company Name ______________________ • General • 1. The system is being used on: (circle one) Multi-Project Program / Single Project • 2. 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/No • b. Would you recommend it for a large program ($500 million +) Yes/No • c. Would you recommend it for a small project (<$10 million) Yes/No • Implementation / Training • 1. 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 Features • On a scale from 1 – 10 (1 = very difficult / 10 = very easy) • Extent of Level of • Your Use Satisfaction • 1. Cost Management (Budget, Funds, Contracts, Change Orders, Payments) _____% ________ • Deficiencies, if any_________________________________________________________________________ • _________________________________________________________________________________________ Reference Check

12. Extent of Level of Your Use Satisfaction 2. Document Management (RFI, Submittal, Meeting Minutes, etc.) ______% ________ Deficiencies, if any_________________________________________________________________________ _________________________________________________________________________________________ Extent of Level of Your Use Satisfaction 3. Roll up Features (tier-to-tier summary, dashboard, etc.) ______% ________ Deficiencies, if any_________________________________________________________________________ _________________________________________________________________________________________ Extent of Level of Your Use Satisfaction 4. Features related to Scheduling, cash flow, and BIM integrations. ______% ________ Deficiencies, if any_________________________________________________________________________ _________________________________________________________________________________________ Company Culture On 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 / Value On 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/No 3. Were there any unexpected and/or additional costs? Yes/No If so, please explain ________________________________________________________________________ _________________________________________________________________________________________ General Comments / Feedback ________________________________________________________________________________________________ ________________________________________________________________________________________________ Reference Check - Continued

13. 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

14. 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

15. “Getting from Here to There”Selecting an ePM for a Public Entity Bill Breyfogle Director, Design and Construction Minnesota State Colleges and Universities

17. 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)

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

19. Request for Information • IT Consultant • Business processes mapped • Owner centric focus • User input / team • Borrow shamelessly • Public solicitation & invitations

20. 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

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

22. 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”

23. 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

24. 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

25. 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 Implementation

26. Selecting an ePM for a project or program Mera Faddoul Jacobs Facilities

27. Presentation Agenda • Key Drivers • What Project information will be managed? • Systems and Software Overview • Methodology • Decision Metrics • Case Studies

28. Identify 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 Key Drivers

29. 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

30. Systems and Software Overview • Meridian Prolog Manager • Primavera Contract Manager • Skire • Meridian Proliance • Autodesk Buzzsaw • Autodesk Constructware • E-Builder • Tririga

31. 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.

32. Decision Metrics - Example

33. 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

34. Case Study - 1 Rush University Hospital • Project Needs PMS used by all team members to manage, collaborate, & integrate all kind of project information, develop reports • Selection Criteria • Easy to Implement, Customize & Collaborate • Reporting Features • Document Control, File Management, Process Control • Extensive Training & Support • Cost-Effective • PMS Solution • Meridian Prolog Manager & Prolog Website

35. Case Study - 2 Hospital Project, Texas • Project Needs PMS 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

36. 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

37. Q and A