Post on 15-Aug-2015
Project Management Modernization – Why And How Western Moved From Spreadsheets To PrimaveraFrom Spreadsheets To Primavera
Session 10588Presenters – Paul Martin CGA; Fred
Janzen PMP
Agenda
1) Current environment2) Current capital project control3) Why Primavera – “The right stuff”4) Implementation Strategy4) Implementation Strategy5) Change Management6) Questions
Western University Organization
• Research Intensive University• 35,000+ Students• 3500+ Staff and Faculty•• Operating Budget - $555 M• Research Budget - $208 M• Located in London, Ontario, Canada
Campus Geography
• Main campus - 155 hectares/380 Acres
• Land Holdings – 480 Hectares/1175 Acres
• 15 KM (9.5 Miles) • 15 KM (9.5 Miles) Roadway
• 93 Buildings– 9 Residences/ almost 5000 beds
– Growing
Annual Projects
• 200 – 300 capital & Infrastructure projects• $10,000 to $3 Million• Infrastructure, Classroom and Lab enhancements
• 10 – 15 medium projects• $5 to $15 Million• $5 to $15 Million• Renovations, Major Infrastructure
• 4 – 5 major projects • $15 to $100 million• New Building• Major retrofit old buildings to new standards
• $150 to $300 million budget
Staffing levels
• Internal staff• 20 Project coordinators, Managers and Engineers
• 100 Trades persons (includes 6 person project crew)project crew)
• 5 Design persons• External
• 30 to 40 General contractors • 20 to 35 Consultants and Architects
Current Project Control
• Distributed amongst coordinators and managers
• Excel spreadsheets and PeopleSoft Financials ledger for budget and cost control
• Email for tracking correspondence• Email for tracking correspondence• General Contractors control schedule and project in their systems
• Difficult to learn from previous experience• No ability to do “What if” scenarios• Reporting sporadic and inconsistent
Why Primavera?
• Desire to increase transparency, accountability and collaboration while reducing risk
• Common process for all capital projects• Dashboard - project health and budget • Dashboard - project health and budget results
• Repository for all project correspondence and decision impacting designs and schedule
• “What if “ scenarios can be easily created and reviewed for time line and budget impacts
Why Primavera Continued
• Integration with PeopleSoft• Can learn from previous experience (copy projects, build templates, build a “book of Knowledge)Knowledge)
• Enterprise View • Track “Portfolios” of projects
The Right Stuff
• Successful Projects– Right People– Right Tools
• Communicate• Communicate• Track progress• Spot issues• Web-based software
– One version of the Truth– Best Practices and Enterprise level Technology
Aberdeen Group StudyCategory of AEC Firms Mean Performance
Standard Best Practices and Enterprise level Technology (SBPT) - 89% of projects delivered early or on time- Projects not delivered on time are on average six weeks
late- 89% of projects delivered within budget- 10% average overrun on projects not delivered within
budgetStandard Best Practices with Desktop based or no technology - 71% of projects delivered early or on time(SBP) - Projects not delivered on time are on average six weeks
late- 79% of projects delivered within budget- 14% average overrun on projects not delivered within
budget Neither Best Practices or Enterprise Level Technology (Neither) - 64% of projects delivered early or on time
- Projects not delivered on time are on average six weeks late
- 73% of projects delivered within budget- 20% average overrun on projects not delivered within
budget
Implementation Strategy
• Partner with an implementation firm with a successful track record – SAR
• No customization• Map out business processes that are best in • Map out business processes that are best in
class• Project manager should also be a user of the
system
Change Management
• Project Manager– Member of team who will use the product
• Communication– Monthly updates for project coordinators and – Monthly updates for project coordinators and
managers– Process review– Re-enforce the fact the system is changing
Change Management Continued
• Training– Just-In-Time training using Western data
• System Testing– Include users internal and external in system – Include users internal and external in system
testing
• Help Desk and Super Users– Help desk support available– Super Users available to assist others