“Unifier” A Program Management Information System (PMIS)

“Unifier”A Program Management Information System (PMIS) Al Johnson, Associate Vice-Chancellor for Facilities Chief Financial and Facilities Officers Meeting Minnesota State University Moorhead June 11-12, 2008

Objective Acquire an off-the-shelf software to help manage the design and construction process for the system

Why? • $400 million in capital design and construction work underway • $200 + million bonding bill every two years • We represent 20% of the state’s bonding bill; 1/3 of the state’s facilities • No statewide system exists for efficient management of a program this size • Vice Chancellor King said “do it” in 1998.

History • Status • RFI for PMIS published: May ’06 • RFP published: Aug - Sep ’06 • Interviews and short-listing: Oct – Dec ’06 • Contract signed: Mar ’07 • Begin Configuration: Apr ’07 • Financial Integration w/ ISRS: Jan – Apr ‘08 • Beta Testing: May ’08 • Complete: Jun ’08

Vendor / Software • Skire was the selected vendor; product name is “Unifier” • System is a web-based; no software is required to be loaded onto computer • Can be accessed from any computer with internet access • Requires Internet Explorer; does not work with other web browsers • Does not work on Macintosh system

Going Forward • Most capital projects funded for design in ’08 will use Unifier; all 2010 capital projects will be using Unifier • ’08 roof replacement projects will use Unifier • ’08 HEAPR projects will not use Unifier • College/university local projects and Revenue Fund projects can use Unifier starting in CY ‘09

Training • Three one day sessions 1st Session – Introduction and project setup Initial project setup by Facilities Includes Capital Budget Request, project budget worksheet, delegation letters, schedules, etc. 2nd Session – Design Phase Directly following selection of A/E Includes A/E and OR contracts, design, invoices, etc. 3rd Session – Construction Phase Begins after bid opening, includes contractor Includes contract, submittals, change orders, pay applications, etc.

Program Management Information System • Roles, responsibilities, and duties do NOT change as a result of using Unifier. Required users: project managers, business staff, Architect/Engineer, contractors, and owner’s representative • No new work created – Team will work within Unifier • Focus on managing, not tracking/reporting • All financial transactions entered in Unifier – integrates with ISRS • Contracts will be signed electronically

Benefits • User gets: • Better coordination • Real time visibility of project • Central location for all project information • Eliminates duplication of work • Items accomplished quicker • Project files downloaded to CD upon completion, reduces storage needs

PMIS – Unifier

PMIS – What does it look like?

A Team Approach - Thanks! • PMIS Selection team: • Roger Broz, Pat Buhl, Kent Dirks, Jeff Harms, Dave Lund, Larry Margolis, RaNae Thompson, Heather Anderson, Sieglinde Bier, Greg Ewig, Sally Grans, Jim Morgan, Jeanne Qualley, Shelley Robshaw, Barry Schaub • Campus test projects: • Hennepin Technical College • Inver Hills Community College • Metropolitan State University • Configuration & Implementation team: • Pete Zirbel, Nikki Woodworth, Dave Lund, Roger Gillson, Wayne Korman, Teri Welter, Betsy McDonough, Jamey Webster, Jennifer Simmonds

Questions? MnSCU A “Unified” Project Management Approach

Program Management Information System – aka PMIS

“Unifier” A Program Management Information System (PMIS)