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ProjectVision: Web Enabled PCS

National Conference Athlone 8 th Nov 2006. ProjectVision: Web Enabled PCS. Agenda. Session 1 – Introduction Session Chair Mr Gerry Galvin, Principal Adviser (Water), DEHLG. 10.00a.m – 10.15a.m. Welcome note

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ProjectVision: Web Enabled PCS

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  1. National Conference Athlone 8th Nov 2006 ProjectVision: Web Enabled PCS

  2. Agenda Session 1 – Introduction Session Chair Mr Gerry Galvin, Principal Adviser (Water), DEHLG. 10.00a.m – 10.15a.m. Welcome note • Mr Edmund Flynn, County Engineer, Cork County Council & Cathaoirleach, Water Services National Training Group. 10.15a.m – 10.45a.m. Introduction • Mr Richard Cronin, Engineering Inspector, DEHLG. 10.45a.m – 11.15a.m. Tea/Coffee

  3. Agenda Session 2 – ProjectVision Overview Session Chair Mr Vincent Dwyer, Senior Executive Officer, Leitrim County Council 11.15a.m - 11.35a.m. Overview of ProjectVision & Web Enabled PCS • Mr Philip Martin, Managing Director, Cora Systems 11.35a.m. - 11.55a.m. How to Save Time & Money with “ProjectVision: Web Enabled PCS” • Ms Caroline Brennan, Project Manager, Cora Systems 11.55a.m – 12.45p.m Integration of PCS Templates & ProjectVision • Mr Justin Kelleher, PCS Technical Analyst, Cora Systems 12.45p.m – 2.00p.m. Lunch

  4. Agenda Session 3 – PCS Time & Reporting Session Chair.Mr John Mulcahy, Fingal County Council. 2.00pm – 2.45p.mPCS Time & Reports Mr Matt Coughlan, Technical Consultant, Cora Systems. Session 4 – PCS Cost Session ChairMr Matt Shortt, Director of Services, North Tipperary County Council 2.45pm – 3.45pmAutomatically Generating WSIP Forms • Mr Philip Martin, Managing Director, Cora Systems.

  5. Agenda Session 5 – Q&A and Wrap up Session Co-Chairs Mr Gerry Galvin, Principal Adviser (Water), DEHLG Mr Philip Martin, Managing Director, Cora Systems

  6. Mr. Richard Cronin, Engineering Inspector, DEHLG Introduction

  7. Introduction • Overview of water services implementation framework – i.e. the rules. • The evolution towards a web-enabled solution – why change? • The terms of reference for the solution (the brief)

  8. Introduction (cont’d) • Changes brought about by recent circulars L1/06 and L7/06. – faster approvals and more control at local level. • Highlights and benefits of the web-enabled PCS – what it can do – and can’t . • Training and implementation timetable – who, when and where. • Looking to the future.

  9. Water Services Capital Projects – management and implementation Assessment of Needs 2005 - 2007 €5.1bn Water Services Investment Programme (WSIP) The Procedures Manual Cost The PCS Departmental Circulars Time Quality

  10. The evolution towards a web enabled PCS • The DEHLG/CCMA Procedures Working Group set up in 2004. • Final Report in 2005 with 22 recommended action items – including: • Streamlining of procedures – producing Circulars L1/06 and L7/06. • The PCS to be implemented by all Local Authorities • The WSNTG to develop the PCS to be a web enabled tool with a high level reporting functionality.

  11. The evolution towards a web enabled PCS • User feedback on the existing PCS • Quality Control • Project Management • Financial Reporting (WSIP claim forms) • The revised Departmental approval procedures and funding thresholds arising from Circulars L1/06 & L7/06 (more of which later)

  12. The Terms of Reference • To develop the existing Project Control System (including guidance notes) into a web enabled system with enhanced reporting capability having regard to: • User feedback received on the existing PCS system • Updated Water Services procedures since the existing PCS was developed • Importation of summary information from local authority financial systems e.g. Agresso, CAPAC and JD Edwards. • Progress and cost reporting requirements by scheme category • County and National progress and cost reporting requirements

  13. Terms of Reference • To present the new PCS to the local authorities and their project consultants by way of ten training workshops, (two each at the Training Centres in Ballincollig, Roscrea, Castlebar, Stranorlar and Dublin) under the overall co-ordination of the Water Services National Training Group.

  14. Procurement of new PCS • PCS Steering Group • Gerry Galvin (Principal Adviser DEHLG) • Matt Shortt (Director of Services, North Tipp Co Co) • Gerry Duane (Head of IT, Fingal County Council) • Richard Cronin (Project Manager DEHLG) • Project Team • Philip Martin MD Cora Systems • Pat Henry (Solution Architect) • Caroline Brennan (Project Manager Cora Systems) • Justin Kelleher (Technical Analyst PCS)

  15. Reduced approval requirements for most schemes: All schemes with a construction budget < €5.0m (Traditional and DBO schemes) – proceed to construction once PR and construction stage budget approved. Bundled schemes All Traditional Contracts > €5.0m proceed to construction once CDs approved (no report on tenders) Procedural changes brought about by Circulars L1/06 and L7/06

  16. Post L1/06 & L7/06 submission requirements Pre- L1/06 & L7/06 submission requirements 1. Appointment of consultants: a. Approval of brief 1. Appointment of consultants: a. Approval of brief b. Approval of budget 2. Approval of Prelim. Report 2. Approval of Prelim. Report 3. Approval of site supervisory staffing numbers 4. Approval of Contract Docs 5. Report on Tender Assessment 6. Approval of WSPP Report 7. Report on Final Account 7. Report on Final Account

  17. Procedural changes brought about by Circular L1/06 and L7/06 • Full approval still required: • for large schemes DBO & Traditional (> €5.0m) • for small contracts on large schemes (non-bundled)

  18. Highlights of the Web Enabled PCS • For Project Leaders • Easier allocation of time and resources – tracking constraints • More support in setting up projects – what to do and when to do it – guidance notes and support documents incl. circulars. • Document attachment – easy access for all to miscellaneous documents. • Faster approval timelines.

  19. Highlights of the Web Enabled PCS • For finance and administration staff: • Automatic and faster recoupment • National operational coding for Financial Systems.

  20. Highlights of the Web Enabled PCS • For Local Authority Management • High level summary reporting – the status of projects and contracts. • Departmental Inspectorate • National reporting • On-line collaboration and support for projects with the Local Authorities and Consultants

  21. Training for the Web-enabled PCS • Training will be targeted at users • Advanced users (day-to-day) • Project staff (technical, administration and financial) – 2 days • Lighter users (weekly or monthly) • Local authority management (DoS, Finance, ICT) – 1 day • Department staff (inspectorate and administration) – 1 day • Training in a live environment • The user names and passwords will be provided at these training sessions

  22. Training for the Web-enabled PCS • Training timetable • Management and light users will be trained initially (November 2006 – January 2007) • Project staff and other advanced users will be scheduled for training in early 2007 • Training will be held in the WSNTG regional centres

  23. Looking to the future Web enabled PCS Release X Web enabled PCS Local Authority On-line approvals WSIP On-line recoupment DEHLG Consultants On-line collaboration on Reports

  24. ProjectVision: Web Enabled PCS Thank you

  25. Session ChairProjectVision Overview Mr Vincent Dwyer, Senior Executive Officer, Leitrim County Council

  26. Mr Philip Martin, Managing Director, Cora Systems Overview of ProjectVision & Web Enabled PCS

  27. Who are Cora Systems Cora Systems Vision ‘By December 2007 Cora Systems will be recognised as a key project manager partner for all Local Authority projects with 80% market share ’ We are a 100% Irish Software Company • Established in 1999 • Markets in Ireland and UK • Primary Product is ProjectVision Our Focus is • Local Authority market in Ireland & UK • 65% of Irish LA’s use ProjectVision • Expanding in UK – 2 Offices

  28. What does ProjectVision do ? ProjectVision manages your • 5 year Plan (e.g. Corporate Plan) • 1 Year Operational Plans (e.g.Water Services) • Water Services Investment Program (WSIP) It handles items such as • Programs and Projects • Tasks, Financials, Schedules (e.g. Contractors) • Management Reports (e.g. All project Overview (RAG), Cost) • Team Reports (e.g. WSIP Forms 01, 02A/B, Progress Reports)

  29. Brief for New Web Enabled PCS Web Enabled More User Friendly Incorporate L1/06 and L7/06 Make it Easy-To-Use Reports for all users Integrate to Financial Systems Automatically Generate WSIP Claim Forms

  30. Thanks ! • Training Plan – Extensive 2006-2007 • Live Date – Dec 1st 2006. • UAT Sites – Leitrim, Kerry, Fingal, North Tipperary. • A Big Thanks to UAT testers-valuable feed back

  31. Our Approach Web Enabled PCS & New Procedures

  32. What Will Happen Now … WSNTG Procedures Manual Manually Generated WSIP Forms PCS Procedures PCS Procedures WSIP 01,02A/B, 05, 07A/B Progress Reports & Financial Data Reports for Management, Project Team, Project Manager & DEHLG Agresso PCS Forms PCS Templates Plans Tasks Resources Risks/Issues Strategies Project Management Automatically Generated WSIP Forms

  33. What Currently Happens … Project Management Administrative Claim Payment There are 3 Key Parts • The Project Management of the Scheme • The Administrative aspect – claims & paperwork • The Claim Payment – from the DEHLG We will deal with the first 2 areas here ….

  34. What Currently Happens … Project Management WSNTG Procedures Manual PCS Procedures PCS Procedures Project Management Claim Payment Administrative !   PCS not clear Complicated Process No proper Project Management Project Documentation in a number of places

  35. What Currently Happens … Administrative WSIP 01 WSIP 02A/B WSIP 05 WSIP 03 WSIP 07 Administrative Project Management Claim Payment = CLAIM X     Open to incorrect categorisation Manually Interrogate Agresso, JD Edwards, Oracle Financials or Integra Confusion over what WSIP 03 is used for Time Consuming to fill out forms

  36. The ProjectVision PCS Solution FROM TO Document Hardcopy Electronic Copy Procedures Manual Driven ProjectVision Driven (Templates) Dispersed Document Storage Central Document Storage Manual Reporting Capabilities Automatic Reporting Capabilities Separate PCS & L1/06 & L7/06 PCS & L1/06 & L7/06 Integration Poor Usability User Friendly Environment

  37. Manual System  Automatic & Web-based Saving Time Increased Accuracy Increased Speed of Payment ProjectVision PCS Advantages

  38. Making This Work Well • Customised around L.A.’s • Integrated to PCS • Proven PM Tool • Web-based • Easy Access ProjectVision Cora Systems Support Training • Experience • Mentoring • Customised courses • Different Courses for Different Users • Continuous Training – not just one-off • Help Guides • Feedback  Product • Support (WSNTG & Cora) • Integrated notes • Templated Project Plans

  39. Training Plan – Advanced Users Duration: 2 days • Technical • Project Leaders • Engineers • Technicians • Administration / Accounts • Water Services Administration • Water Services Accounts Staff • Financial Staff

  40. Training Plan – Overview Duration : 1 day • Overview • Directors of Services • DEHLG Inspectors • DEHLG Admin.

  41. Training Plan – System Administrator Duration : 1 day • System Administrator • New Users • New Circulars

  42. Our Training Strategy Cora Systems Training Division 100% 50% tim e December February April 100% User Competency 50% tim e April December February

  43. Training Plan • Training Commences in December • December-April (5 Regional Training Centers) • Overview Courses • Advanced User Training Technical • Advanced User Training Administration/Finance. • System Administrator Additional courses purchasable from Cora Systems (longer term)

  44. When do you start using PCS? • All new Projects • All existing Projects (from appropriate stage) • Discuss and agree at next Steering Group Meeting • Begin implementation by following Steering Group Meeting • Use ProjectVision PCS reports for all project reporting……

  45. The Future … Management of full WSIP on ProjectVision Online signoff and submission of claims Integration To GIS (Spatial Awareness) Additional Reporting for Engineers, Administration and Inspectorate as rq’d

  46. In Summary • ProjectVision has been developed with LA’s for LA’s • Proven Project Management Solution • Cora Systems key market is LA’s in Ireland and UK • Links to financial system – Automatic WSIP 01, 02A/B, 05 • It will make PCS easier to use • Claims will be processed quicker

  47. Ms Caroline Brennan, Project Manager, Cora Systems How to Save Time & Money with “ProjectVision: Web Enabled PCS”

  48. Key Problems • Complex Manual Project Control System • No Common Automated Project Management System • Lack of Reporting Capabilities / Accessibility

  49. Key Problems – The Result • Manual processes & duplication of entry = TIME • No Common Project Management Approach = TIME • Use of resource time to compile and validate information = TIME • Manual data gathering from multiple systems for claims = TIME • Follow up with multiple resources to confirm project status = TIME • Manual reports & reporting across different systems = TIME • Total =€COST

  50. Key Solution Path Complex Manual Project Control System A Simplified Web-based Solution Manual Paper- Based System Automated Project templates Documentation not easily visible or accessible Easily visible and accessible on Project Templates Many methods of storage One unified central storage system Information not readily accessible Information in one place at your finger-tips

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