Leveraging Web Based Collaborative Project Management Applications- the CM’s perspective Michael Warriner, P.E.

Leveraging Web Based Collaborative Project

Management Applications- the CM’s perspective

Michael Warriner, P.E.

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Let’s Start with the Legal Issues:

• Contractual Concerns Regarding Electronic Documentation

• Rules of Evidence

• Legal Discovery

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What Contractual Concerns Should I Have About Electronic Project Management?

• Does electronic notice comply with the contract requirements?

– Contract notification clauses– Delays and other impacts

• Necessity of the contract providing for use of the electronic project management forms for compliance with contract clauses.

– Make sure that the contracts (prime and subcontracts) are in accord with the electronic project management forms.

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Why Should I Know Something About the Rules Of Evidence?

• The best documentation is meaningless if it can’t be presented to the dispute fact finder.

– Judge, jury or arbitrator

• The rules of evidence dictate what evidence can be admitted and ultimately considered by the dispute fact finder.

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Best Evidence Rule in Context of Electronic Project Documentation• Best evidence.

– Original writing must be produced when its terms are in issue

Original can include a duplicate. A computer printout or other output

readable by sight and shown to reflect data accurately may be used to prove contents of writing.

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Electronic Discovery in Litigation• Electronically Stored Information (ESI) is no less

discoverable than paper evidence.– However, it presents its own challenges

including preservation, spoliation, form of production, privacy and privilege.

• Obligated to produce ESI.

• Generally ESI files to be produced in electronic format.

• Examples of types of files– Encrypted files must be produced with

password.– Meta data.– Emails.

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Using Web Based CM Tools Has Several Requirements for the CM• Getting clients, engineers, and contractors

to “buy in” to the idea            

• Getting the team to use the tools            

• Dealing with slow Internet connections atremote job sites

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Time Benefits of Electronic Project Documentation

• Document “travel time” is eliminated

• Sample Project times:– 46 out of 121 RFIs were issued, responded to,

and closed in one day or less– Fastest was 1 hr, 10 min– 114 out of 304 submittals have a Zero-day

turnaround

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Buy-In – What’s in It for Me?

• Nobody buys into something this big because it’s the right thing to do

• Major changes are not trusted- it has to be in/close to my comfort zone

• Why do we need to change?

• What is it going to cost me?

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From the CM Perspective…

• Real-time access to project data– Inspection reports– Photos– Submittals/RFIs– Change orders

• The system with the least direct costs• A system not so different from what I did before• Can it be customized to MY forms

The Owner wants to know:

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From the CM Perspective

• 7 copies of submittals? Why?

• Version control- staying current

• Where is my RFI? Ability to see responses and history

• Faster responses

• Less clerical costs

The Contractor wants to know:

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From the CM Perspective…

– Project and document access wherever you have an internet connection

– Superior tracking and versioning of project-related documents

– Time savings related to mailing/faxing/copying/filing

– Clear project hierarchy, flow of communication

– “Gatekeeper”/Approver

• Ability to delegate (without making more work for yourself)

• Share/control access, as needed

For the Engineer:

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Buy-In: Who’s Going to Pay for this?

• Contractor burns many copies and distributes – owner pays as overhead

• Engineer reviews copies, distributes and maintains files – owner pays as fees

• CM logs, reviews and distributes – owner pays as fees

• Multiple costs for carrying copies!

How is It Paid for Now?

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Web-based Systems Offer Added Value at Reduced Cost

• Less handling of documents

• Reduced copies

• Ready access whenever needed

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Getting the Team to Use the Tools Requires Commitment

• Full not partial commitment

• Recognize that not every feature is important – focus training to each groups needs

• Offer repeated training sessions to re-cover areas that are critical

• Use “dummy” projects to practice on

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Keeping the Team Using the Tools• Maintain flexibility – there is more than one

way to do something• Push for the basics – once they have a

good feel for that, expand• Accept that some things are better done

the old way (for now!)• Establish in-house experts for each of your

user groups• Check monthly on their progress and

URGE QUESTIONS – silence is a concern

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Site Connections

• Start with the Contract specifications- it is required

• Research the site – what is available?

– Don’t wait for the contractor to choose the options

– Know what is available and determine what the acceptable options are before you bid

• It’s not just the CM software – it’s everythingon site!

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Establish a Specification Standard

• Establish a minimum speed requirement

• Require it to be there at the beginningof the project- avoid the delay game

• Do not fall back on standard– Cooperation up front does not mean you need

to relinquish requirements

• Who is going to maintain the system

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Needed for Success

– Benefits occur only when everyone buys in– Not “automatic” – references, linking, tagging,

are only as good as what you put in

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But My Site is still Slow….

• Consider your application – what does the developer recommend?

• Consider a local server verses remote server

• Don’t be afraid to ask for IT help and recommendations

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Buy-in and AcceptanceDoesn’t just Happen

• Know what the interests are of your users –

pick a plan that meets their goals

• Be flexible but urge participation

• Multiple trainings – work with the parties on their use of the system – not yours

• Know your site limitations – pick a system that works on your site, not just the last project

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Questions?