Real-Life Applications for Oracle Oracle Primavera Contract Management (PCM) Daily Reports January, 2012
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Real-Life Applications forOracleOracle
Primavera Contract Management (PCM) Daily Reports
January, 2012
WWW.DRMCNATTY.COM
• Oracle Primavera Software
• Oracle Certified Training and Implementation Support
• Project support services – schedulers, administrators, coordinators
• Offices in California and New York
Twenty-five + years experience with Primavera
• Offices in California and New York
• Managed Hosting Services with global data centers
• Primavera Portfolios, P6, P6 Pro, Contract Management, Risk
• Acumen Fuse, Hard Dollar, Ecosys, MS Project, MS Dynamics…
• Subscription based Oracle|Primavera utilities
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Don McNatty
• AACEI, Planning & Scheduling Professional (PSP)
• Oracle|Primavera Certified Trainer
• SureTrak, P3, P6, Contract Management
• Oracle|Primavera Certified P6 Specialist
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• Oracle|Primavera Certified P6 Specialist
• Co-founder of DRMcNatty & Associates in 1989
• Chief Operating Officer, provides Principal Consultant
overview and system architect support to all projects
• 40+ years construction industry experience
• Laborer, Operating Engineer, Superintendent, Chief
Estimator, Construction Manager, Contractor
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Agenda
• What is Oracle Primavera Contract Management (PCM)?
• Primavera Contract Management’s Daily Report Log
• Daily Report Log Built-in Integration
• Deployment Challenges
• Deployment Solutions• Deployment Solutions
• Examples:
– Eastern Municipal Water District
– San Diego Gas & Electric
– MLM’s Contract Management Interface
• Benefits of using PCM and CMI as the Foundation
• Questions
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What is Primavera Contract Management?
• Formerly called “Expedition”
• Browser based multi-user database
– Document Control
– Contract Management
– Change Control– Change Control
– Cost Control
• Built-in integration between modules
• Basic integration with P6 schedules
• Version 14 provides
– Oracle Business Intelligence Publisher
– Webservices API
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PCM Implementation RoadmapDaily Reports
One piece of an
integrated puzzle
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PCM’s Daily Report Log
• Standard module
• Maintains a history of project events
– Activity
– Labor
– Equipment– Equipment
– Materials – linked to Material Log
– Weather
– Visitors – Linked to Contacts
– P6 Schedule – Linked to P6 Schedule
– Issues – Linked to Issues Log
– Attachments
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• Standard module
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• Standard module
• Access from Control Center
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• Standard Tabs
• Standard Columns
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• Standard Columns
• Links directly to P6 schedule
• Accesses activity that span the report date
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• Custom columns (fields) limited to a single tab
• Custom fields cannot inter-link
• Limited ability to arrange fields
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• Multiple standard forms provided
• Forms can be completely customized
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customized
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• Embedded signature
• Custom fields
• Pay Item detail
• Track quantities
x
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• Track quantities
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• Custom fields
• This report consolidates all reports created that day (see Inspectors on lower right)
• Supports embedded
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• Supports embedded signatures
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Daily Report Built-In Integration
• P6 Schedule
– If a schedule is linked from CM to P6, Daily Report will list activities that span the date of the report.
– Activities are not statused in the schedule.
• Material Log• Material Log
– You can select a Material Log item and enter a quantity on the Daily Report
– The Material Log is automatically updated.
• Issue Log
– The Daily Report can be linked to one or more Issues in the Issue Log.
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Deployment Challenges
• Many companies have specific requirements/forms
• Most will require custom fields
– PCM does not provide any flexibility in positioning fields
– PCM Custom fields cannot be inter-related or calculated
• Daily Report creators require full use access to PCM• Daily Report creators require full use access to PCM
• PCM has very limited security to keep some information confidential (when outside parties use your PCM to create their daily reports)
• PCM can be cumbersome to use on a tablet
• PCM has no built in review/approval process
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Deployment Solutions
• API or Webservices will allow custom screens to access PCM database while preserving built in rules
– Allows you to create completely customized screens
– Use programming to support calculated fields
– Control what people can see, insure security and – Control what people can see, insure security and confidentiality of your database
– Remote users can use “Webservice licenses”
• By using an external database along with the API/Webservices, data can be reviewed and modified before import to PCM (work-flows)
• Use SQL programming for direct integration with P6
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Eastern Municipal Water District
• Problem
– Internal proprietary daily report tool had to be replaced
• Paradox, cumbersome, slow, required a lot of maintenance
– Wanted to leverage existing investment in Expedition (PCM)
– New large project required multiple inspectors– New large project required multiple inspectors• EMWD policies call for a single project daily report
• Need to be able to consolidate multiple reports
– Internal procedure had two levels of review before Approval
• Solution
– External SQL database with custom input screens
– SQL programming to support workflow and consolidation
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Deployment Overview
INSPECTORS DAILY
REPORT INTERFACE
FIREWALL
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EXPEDITION (PCM)
DATABASE
SQL PROGRAM/API
SQL DB
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A
B
C
1 32
1 2
1 2 3
3 4
Business Process Flow
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D
E
1
1
Pro
ject
Ad
min
s
Pro
ject
Ma
na
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rs
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Screen examples
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• Contractor or Inspector is routed directly to a web login
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• Custom screen arranges standard and custom fields in a format determined by EMWD
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• Custom programming allows us to monitor characters to keep within PCM limits
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Work Effort Summary
• Evolved over past 4 years
• Initial effort to support one new, large project required about 250 hours to develop
• Subsequently deployed to all projects
• Supports multiple reports per day for multiple inspectors• Supports multiple reports per day for multiple inspectors
• Supports two step review and approval workflow
• Supports consolidating all reports (or selected) for one project, for one period, into a single consolidated report
• On approval, a Daily Report, with attachments, is created in Expedition with a PDF copy of the Approved Daily Report attached.
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Key Success Factors
• Simple, organization standard screens
• Ease of data entry
• Select and copy any previous Daily Report
• Heavy use of default values and dropdown lists• Heavy use of default values and dropdown lists
• Automated Email Notification to supervisors
• Create the “Daily Report” as a PDF document before
posting to Expedition (PCM)
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Benefits
• Original deployment credited with reducing time
spent creating Daily Reports by 45 minutes per day,
per inspector
• (4 inspectors x 45’ x 200 workdays/year = 600 hours)
• (600 hours x $80(?) hour cost = $ 48,000 saved first year)
• Use on one project for one year, paid for initial cost
• Now being used by 24+ Inspectors
• Expanding to Development Inspectors in 2012
• Provides easily reportable details of every event on
every project, every day
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San Diego Gas & Electric
• Problem
– Mega-transmission line projects
– Need to collect data from two different user types:
• Environmental Monitors
• Construction (Engineering) Inspectors• Construction (Engineering) Inspectors
– Daily submissions must be processed and reviewed in a
timely fashion
– Schedules needed to be updated daily
– Some reports had to be submitted weekly
– Scope of project covered a large geographic area as well as
many different disciplines
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San Diego Gas & Electric
• Problem
– Previously, inspection reports were filled out manually
– Administrative staff would manually enter into a database
– Schedule activities relied on information from meetings
– Environmental reports were filled out in a variety of formats– Environmental reports were filled out in a variety of formats
– Administrative staff would copy these into a separate document that would be submitted to CPUC and other agencies
– Very time-consuming effort, deliverables often late
– Very staff intensive
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San Diego Gas & Electric
• Solution - Inspections
– Different custom screens created for each type of report
– Users enter data via the web from the field
– Automated email notifies leads of submissions
– Lead reviews/approves the reports in PCM– Lead reviews/approves the reports in PCM
– Reports to management and agencies produced from PCM
• Solution – Environmental
– Custom screens collect field observations via the web
– All monitors submit daily reports with details
– Leads review/approve in Primavera Contract Management
– Weekly summary provided to CPUC and other agencies
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Contract Management
• Custom fields added to collect specific data
• Approximately 300 various mitigation measures
• Different information collected for each type of
measure, including species, impacts, etc.measure, including species, impacts, etc.
• Custom screens created to input strictly data
required by Environmental Monitors, eliminating all
other data fields they are not using
• Drop down lists used extensively to simplify and
make entry consistent
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ENVIRONMENTAL MONITOR
DAILY REPORT
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General Information
• Custom screens mimic CM 12 screens
• Custom fields
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• Custom fields can be inserted anywhere
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Weather/Additional Info
• Organization specific terminology can be used on
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can be used on screens
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Mitigation Measures
• Supports multiple mitigation measures tracked in one report
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Weekly Summary
• Sorry, proprietary information had to be blocked out
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blocked out
• Reports are created weekly, not daily
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Summary
• Custom Fields = 30+ extra fields
• Input screen simplified for Monitors to use
• No detailed knowledge of Primavera Contract
Management required for monitors in fieldManagement required for monitors in field
• No re-entry of data for weekly or summary reports
submitted to CPUC
• Saved a significant amount of manual data entry and
re-entry
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INSPECTOR/ENGINEER
DAILY REPORT
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Construction Engineering Inspector
• Inspectors of different disciplines submit daily
reports
• Custom fields added and screens configured to
include ONLY data they useinclude ONLY data they use
• Reports are submitted daily, reviewed by discipline
leads by morning, and results reported to
management by 10AM the following day
• With three levels of review and approval
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Schedule Status
• Input includes link to P6 schedule activities
– Using P6 Codes, inspector uses dropdown to select activity.
– P6 Steps displayed, inspector simply checks completed
• Once approved by leads, schedulers update P6 to • Once approved by leads, schedulers update P6 to
provide daily status
– Inspectors status activities with no P6 knowledge.
– Schedulers provide an extra level of accuracy to cross-check
what inspectors were reporting
– Daily schedule updates are based on actual field input
coordinated with the P6 schedule
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Timeline for Report Processing
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Primavera Contract Management
• Approx. 30+ extra custom fields were added to
collect data submitted.
• Custom reports and layouts were created to
report this information to Scheduling staff and report this information to Scheduling staff and
Management.
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Contract Management Interface
• Custom screens were created to simplify the
data entry, focused on areas the inspectors
need to fill in
• All key areas of input (Labor, Equipment, • All key areas of input (Labor, Equipment,
Visitors, Schedule) are tied to the P6 activity
dropdowns—allowing inspectors to identify BY
LOCATION where work was performed
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General Information
• PCM 12 style screens carried over to CMI
• Custom fields
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• Custom fields and labels placed where logical
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Labor/Field Force Listings
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• All codes actually accessed directly from P6 database
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Schedule Updates
• This screen finds the correct activity
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correct activity and then lists the “Steps”.
• Tracks multiple activities in one report
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Summary
Reporting
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Work Effort Summary
• Approximately 250 monitors/inspectors in field.
• Approximately 90 daily reports submitted EVERY DAY
– 500+ daily reports submitted PER WEEK
• Estimated time to complete each daily report by monitor/inspector—15-20 minutesmonitor/inspector—15-20 minutes
– Old way, another 20-30 minutes per report for data entry
– Old way cost $15k to $25k per week
– New way costs $10k to $15k per week
– Savings = $5k to $10k per week = up to $500,000 per year
– BONUS: Reports available 2-3 days earlier
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Key Success Factors
• Screens kept simple and focused on end-user data
entry requirements
• Wherever possible, dropdown lists were used
• Automated Email Notification helped speed the • Automated Email Notification helped speed the
approval step
• Custom reporting simplified the status, reporting and
schedule update process
• Link to P6 with activities and P6 codes streamlined
the schedule updating process
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Benefits
• Provides rapid response to issues that might arise,
either from a construction perspective OR from an
environmental perspective—either of which could
impact work progress
• Provides ability to update P6 Schedule DAILY with
accurate progress. Inspectors are not required to
understand the complexities of the P6 schedule, but
input based on common-knowledge pick lists
• Weekly reports to Agencies can be accomplished on
time with minimal administrative efforts
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MLM’s Contract Management Interface (CMI)
• Problem:
– Easily deploy customized Daily Report screens to meet organization specific requirements
– Make the tool easily available to field staff
– Don’t require contractors to buy and learn new software– Don’t require contractors to buy and learn new software
• Solution:
– Web-service utility available on a subscription basis
– Requires PCM “Web-service” Licenses ($500) to access
– Screens can be customized to meet specific requirements
– Contractors use a simple interface that’s easy to learn
– Owner/CM data is kept confidential
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INSPECTORS DAILY
REPORT INTERFACE
CMIHosted by MLM
• MLM’s Managed Services– Contract Management Interface (CMI)
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PCM
DATABASE
CMI
PCM
DATABASE
FIREWALL
FIREWALL
Internal
• Deploy to MLM hosted environment
• Or to your own internal environment
• Can be customized to support workflows
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• Easy to access on web
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• Easy to access on web
• Supports all browsers including Safari (iPad)
• Does not require Java or any special add-ons
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• Access and security managed in Contract Management Administrator database
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• Monthly Subscription includes all modules
• Status reports for submitted documents
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• Projects and contracts limited by user name
• Add custom fields and defaults to any screen
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• Uses Contract Management type interface
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• Uses the same lookup tables as Contract Management
• Easy to add and delete rows
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• Material Log integration in basic
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• Material Log integration in basic module
• Schedule interface available as a custom tab
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• Status reports provide submitters with list of submitted documents
• Status columns can be added
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Benefits of Daily Reports using PCM/CMI
• Fast deployment – full module is already in use
• Basic customization included in setup fee
• Requires only Webservice License ($500) to access
• Monthly subscriptions start at $500 total for 25 users• Monthly subscriptions start at $500 total for 25 users
• API/Webservice approach insures version compatibility
• Runs on most any computer/device
– iPad, Android Tablets, Windows Mobile Tablets
– Mac, MS-OS
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Questions?
Don McNattyPrincipal Consultant
T. (877) 367-7990T. (877) 367-7990
Web www.drmcnatty.com
Web www.mlmpsinc.com
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