Managing light rail at light speed ppt

Managing Light Rail … at Light Speed!

Wendy Kaszycki, CCM PE Director of Project Management

Exposition Metro Line Construction Authority

Overview

• Setting the Context

• Previous Process

• Document Upload Interface

• Results in Contract Management

• Results in SharePoint

• Conclusions

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SETTING THE CONTEXT

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Photos courtesy of EMLCA

About Expo

• Exposition Metro Line Construction Authority

• Created in 2003 by SB 504

• Design and build Expo Light Rail

• Rail will be operated by Metro LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY

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Expo LRT Project

Connecting the Beach to downtown LA!

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PHASE 1 PHASE 2

Project Stats

Phase 1 Phase 2

STATIONS 12 7

DAILY RIDERSHIP 27,000 64,000

COST $930 million $1.5 billion

OPENING DATE 2012 2015

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Phase 1 Process • Paper

– EMAIL PDF’S OR CD’S TO DOCUMENT CONTROL

• Excel Logs – INCOMING – OUTGOING

• Routing Sheets – LEAD IDENTIFIES DISTRIBUTION – DOCUMENTS DISTRIBUTED TO SELECTED USERS

• Databases – ACCESS FOR COST PROPOSALS AND CHANGE ORDERS – METRO DATABASE FOR RFIS AND SUBMITTALS

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Phase 2 Project Controls

• Contract Management (PCM) – CONTRACT DOCUMENTS – BUDGETING AND FORECASTING

• SharePoint – DOCUMENT STORAGE/FILES – LINKS TO PCM

• FIS – METRO’S FINANCIAL SYSTEM – CAPTURES ACTUAL EXPENDITURES

• P6 – SCHEDULING

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Customized Components

• Web Interface – ALLOWS COLLABORATION – CONTRACTORS UPLOAD TO PCM AND SHAREPOINT

• SharePoint “smart folders” – CUSTOMIZED AUTO-ROUTING

• “Actual Cost Mapping” – REPORTS BUDGET, COMMITMENTS & ACTUALS TOGETHER

• EAC Upload/Export – ALLOWS WAREHOUSING OF ESTIMATE AT COMPLETIONS – FACILITATES REPORTING AND COMPARISONS

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DOCUMENT UPLOAD INTERFACE

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Photos courtesy of EMLCA

Web-Based DUI

• Mandatory – MAJOR CONTRACTORS UPLOAD

• Parameters for Upload – CONTRACT – DOCUMENT TYPE

• Features – CHANGE DOCUMENTS LINKED TO RELATED DOCUMENTS – SUBMITTALS LINK TO UPLOADED SUBMITTAL LOG

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Defining the DUI

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1

• Reviewed Contracts

• Developed Process Flow

• Define Document Types, Screens, Modules

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• Provided Mapping Specs for Data

• Default basic information (contract, to/from) • Defined numbering convention for documents

3 • Wrote “hover over” Tool Tips

RFI Process Flow

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2-Page Process flow for RFI Process

CO Process Flow

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2-Page Process flow for Change Process

Sample Mapping Spec

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Screen content maps to PCM data fields

DUI – What Users See • User PCM Access and

Security determine – PROJECT LIST – DOCUMENT TYPES

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DUI – RFI’s • Add New RFI

• Revise RFI – SELECT FROM PREVIOUSLY ONE

• Design-Bid-Build Projects – A/E PROPOSED SOLUTIONS

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DUI – New RFI’s • Features

– DEFAULT TO/FROM – TOOL TIPS – CAPTURES CONTRACTOR’S

DOC #

• Completeness Check – REQUIRED FIELDS

HIGHLIGHTED IF BLANK WHEN “SUBMIT”

• Attachments – REQUIRED FOR ALL DOCS

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Sample Tool Tips Spec

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Minimal Training due to Tool Tips for all fields

DUI –Proposals • Proposals link to related documents

DUI – Other Correspondence

• Other Correspondence – MAPS TO CORRESPONDENCE REC’D

• Document Type – CUSTOM FIELD – DYNAMIC DROPDOWN TO

DICTIONARY IN PCM – SEPARATE SHAREPOINT FOLDERS BY

DOCUMENT TYPE

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Upon Submitting Document

• Content Integrity – ERRORS IF NOT ACCEPTABLE TO BOTH PCM AND SHAREPOINT

• Capacity – ACCEPTS MULTIPLE ATTACHMENTS – UP TO 100 MB TOTAL

• Automates Some Document Control Functions – LOGS APPROPRIATE INFO IN PCM; CLOSES RELATED DOCUMENT – USES PCM “VERSIONS” – FILES IN SHAREPOINT FOLDER

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1. Sends receipt email to user

2. cc: to Expo gmail account (by project) ALSO IMPORTED TO PCM CORRESPONDENCE RECEIVED

Auto-Distribution

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1: SAMPLE EMAIL TO USER

2: SAMPLES TO EXPO GMAIL AND PCM

RESULTS IN PCM

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Photos courtesy of EMLCA

PCM - Proposals

Links Attachment to SharePoint

Logs

Contractor’s

Doc #

Creates

CM Doc

PCM - PROPOSALS

Creates Version

PCM – PROPOSALS • PCM logs

– Contain DUI assigned & Contractor’s document numbers

– Can be exported to Excel and sorted

PCM – PROPOSALS

Change Management

Writes Referenced Document Info Uploads Contract Number to Custom Field

Assigns CM Doc # with prefix for Contractor

PCM – PROPOSALS Change Management

Sort by Change Management Number

Custom Contract Number – Written by DUI – Used in layouts

PCM – PROPOSALS Related RFI

Change Management Number written to related document

RESULTS IN SHAREPOINT

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Photos courtesy of EMLCA

SharePoint - Upload

• Document Properties

• Date and Time stamped

• “Versions” if same document file is uploaded to same SharePoint folder

SharePoint – File Structure

• Elements – PHASE – PROJECT – CONTRACT – DOCUMENT DIRECTION – DOCUMENT TYPE – SPEC SECTION (RFI’S & SUBMITTALS)

SharePoint – Folder Properties • Customized Solution

– AUTO-ROUTING BY DOCUMENT TYPE

• Defined Parameters – INCOMING VS. OUTGOING:

• Info used in email message

Incoming Message • Identifies Lead and other Reviewers

• Indicates Due Dates

• Links directly to Document in SharePoint

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Outgoing Message • Emails to Contractor

• cc’s to Expo Staff

• Links directly to Document in SharePoint

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System Coding • Long-term relationship with Partners Consulting

• Previous Projects – INTEGRATED EXPEDITION WITH JDE’S AND AN IN-HOUSE

FINANCIAL SYSTEM – CONVERTED EXPEDITION 8.5 TO PCM12 – AUTOMATED P5/P6 BASELINING

• Proven Record of Success

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Integration Methodology • Needs analysis based on experience and best practices

• Develop integrations

• Rollout & refine

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CONCLUSIONS

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Photos courtesy of EMLCA

Challenges

• Diverse Users/Computers – DIFFERENT WEB BROWSERS – OUTSIDE USERS OWN IT CONSTRAINTS/LIMITATIONS

• Large Files – ESPECIALLY DRAWING SUBMITTALS

• User Reluctance – LOG IN TO GET DOCUMENTS VS PDF ATTACHMENTS

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W I I F M

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W I I F M What’s In It For Me

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WIIFM • Streamlined Processes

– PAPERLESS COMMUNICATIONS – MINIMIZES USER ENTRY & ELIMINATES USER ERROR – REDUCES DUPLICATION (SINGLE POINT OF DATA ENTRY)

• User Access to Documents from Any Location

• Project Performance – QUICKER RESPONSE AND BETTER COMMUNICATION – BETTER DOCUMENTATION FOR CLAIMS AVOIDANCE – EFFICIENT MANAGEMENT OF RESOURCES – CREDIBLE REPORTING

• Proactive vs. Reactive Problem Resolution – TEAM FREE TO ANALYZE, CONTROL AND CORRECT

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Keys to Success

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• Prior use of Expedition/PCM

• Extensive definition of policies and processes

• Specifications & Documentation

• Testing, Testing, Testing

• Dedicated Resources to Integration Team

• Operations Team Participation

QUESTIONS?

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Photos courtesy of EMLCA