Dormitory Authority - State of New York

Authority Project

Management Tools

October 24, 2009

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Dormitory Authority - State of New York

• DASNY currently utilizes multiple

applications to help manage projects and

staff.

• Applications range from enterprise-wide

financial and project management systems

to specialized reporting tools.

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• Some of the tools we use are:

– Contract Manager

– Web based reports

– Business Objects

– P6

Dormitory Authority - State of New York

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Contract Manager

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Contract Manager

• Contract Manager is Project Management

system capable of capturing a wide variety

of important project data

• Designed to provides timely reporting on

important control data

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Contract Manager

• Allows the entry of and reporting on a

complete range of project data, such as:

– Change Orders

– Requests for Information

– Submittals

– Meeting Minutes

– Daily Reports

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Contract Manager

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Change OrdersAllows the

tracking of

Change Orders

thru the various

stages of

review and

approval

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Change Orders Provides

summary

reporting by

Contractor

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Request for Information

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Submittals

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Meeting Minutes

Allow for

detailed

minutes, as

well as

identifying

items that

require action

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Daily Reports

Record daily

field force

activity and

other relevant

data

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Contract Manager

• Financial transaction integrate seamlessly

with our Financial Management System in

order to maintain a high level of data

integrity between the two systems.

Financial Data

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Reporting

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Reporting

• DASNY utilizes multiple reporting tools that

enable staff to access important data at the

click of a button.

• Utilize Web-based and Business Objects to

create reports outside of our standard

applications.

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Reporting

• Reports provide:

– staffing information

– workload data

– tracking/analytical data

• Highlights potential schedule or budget

issues, allowing for DASNY staff to work

with our clients and implement pro-active

solutions

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Staffing by Client

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Open Contracts by Client

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Workload Report with Staffing

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Workload Report in Summary

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Risk Metric Reporting

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Risk Metric Reporting

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Risk Metric Reporting

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Primavera P6 Enterprise Scheduling

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• “Remember that time is money”

-- Advice given to a young tradesman by Benjamin

Franklin, 1748.

Time is Money

• Premier public construction agency:

approximately 700 active projects worth approximately$7.3 billion.

• Every project has a schedule.

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• Primavera P6 Enterprise Scheduling

• Monitor progress

• Predict delays before they happen

• Recover from delays that have already occurred

Schedule Controls

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DASNY’s Schedule Control Measures

• All projects have a schedule

• As appropriate, the work of each of the contractors will

be represented in the schedule

• As appropriate, the schedule will be updated regularly

and each update will include a narrative identifying

schedule changes, delays, and recovery strategies

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Go Live With P6

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Primavera P6

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How to Prepare for Schedule Controls

• Be prepared to meet the start and expected finish dates for

your activities

• Develop in-house expertise in creating, updating and

managing schedules

• Consider using a consultant to help you with your schedule

• Bring any delay or possible delays to the attention of the

Prime Contractor, Construction Manager or DASNY Project

Manager

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Conclusion

Utilizing technologies such as these helps DASNY manage our

workforce and our workload to meet our client’s needs in an

efficient and effective manner.

Tools like Contract Manager, Business Objects, Primavera P6

Enterprise Scheduling, and web-based reporting applications

can help you do the same.

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Questions for Us?

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Contact Information

• Randy Fine, Senior Manager, Project Controls

– (518) 257-3327

– RFine@DASNY.org

• David Terwilliger, Construction Program Analyst

– (518) 257-3559

– DTerwill@DASNY.org