Electronic Collaboration: Intranets, Extranets, and More

Presented by:Presented by:

Theresa ThompsonTheresa ThompsonManager of Graphic Information (CAD/GIS)Manager of Graphic Information (CAD/GIS)Indiana UniversityIndiana University

ththomp@indiana.eduththomp@indiana.edu(812) 855-8769 (812) 855-8769

*** this presentation is partially based on a panel presentation at the *** this presentation is partially based on a panel presentation at the Association of University Architects (AUA) 2000 conference in Chicago, ILAssociation of University Architects (AUA) 2000 conference in Chicago, ILOther panelists:Other panelists:Kathy Cheak (DeStanfo + Partners)Kathy Cheak (DeStanfo + Partners)John Jurewicz, JR (Power Construction Company)John Jurewicz, JR (Power Construction Company)Mark Anderson (Environmental Systems Design, Inc.)Mark Anderson (Environmental Systems Design, Inc.)

NCCC 2000

NCCC informal surveyHave you used web-based project management (WBPM)?

• Yes - 6• No - but I’m familiar with web-based project

management and plan to use it - 2• No - I’m familiar with web-based project management

and have investigated it and don’t plan to use it in the near future - 2

• No - I’m familiar with web-based project management but really haven’t looked into it - 2

• What’s web-based project management? - 1

Design is not a solitary process

• The internet and Web have revolutionized the way we do business

• Customers will expect earlier involvement /decision-making throughout the design and build cycle

• Zero-latency exchange of information - “just-in-time”• The Web will become the information backbone for the

design professionals• AEC/Design industry will become key information

integrators

Why should Universities adopt

electronic project collaboration?

• Most Universities are already “wired” and use this technology pervasively

• Better customer satisfaction• Faster generation of new data• More common understanding and faster

turnaround on team decisions• Improved team synergy and buy-in on

objectives

What is a Project Extranet?

Linking geographically dispersed teams.

It’s all about communication.

Project Communication…

Architect

Owner/OperatorOwner/Operator

GeneralGeneralContractorContractor

ContractorContractor

GovernmentGovernmentAgencyAgency

EngineeringEngineeringFirmFirm

EmailFaxFedExLANMail

Things get started...things get going...

things get ugly

ProjectProjectManagerManager

Project Communication…

Architect

Owner/OperatorOwner/Operator

GeneralGeneralContractorContractor

ContractorContractor

GovernmentGovernmentAgencyAgency

EngineeringEngineeringFirmFirm

Internet / Intranet

The PM has better control view of the project.And as things get going...

Things stay organized!ProjectProject

ManagerManager

The Project Extranet

A “virtual” filing cabinet that:• provides the right information at the right time and place

• reduces costly manual information distribution

• automatically notifies the right people of new or updated information

• automatically logs user activity and archives previous versions

• manages and controls team members access rights

• integrates information in external applications or databases

• provides the tools everyone needs to review each document or drawing

The “Virtual” Filing Cabinet

What if you could have a filing cabinet that...• had drawers big enough to be reached by everyone on the project?

• contained all project information, both document-based and system-based?

• always available, but controlled who gets in and who should not?

• understood which information was relevant to which team members

• automatically notified them when it changed?

• provided the tools everyone needed to review each document?

• had an administrator that tracked every activity in the cabinet

Communication vs. Distance

The A B Cs

Access to information

Better Communication

Collaboration

The Framework

• Portal(Umbrella) to all project information

• Integrated communications

– Change notification(formal and informal)

– Tracked information requests (e.g., RFIs)

– Online review and feedback

Information Portal

Requirement Challenge“all project information” Assembling information

regardless of source

“easy access” Finding information regardless of location

“authorized individuals” Securing information

Provides easy access to all project

information for authorized individuals.

Provides easy access to all project

information for authorized individuals.

Find information regardless of location

• Graphical navigation

• Organization that reflects:– business/project structure and practices– project needs– team composition– relationships and responsibilities

• Direct search engine

Project Portal:

Accessing Information

CUSTOMIZATION

Locating Information:

Graphical Navigation

Project Portal:

Securing Information

• Site-level authentication

• Category-based authorization

• User privileges

• Encryption

Who gets in

Who sees what

What they can do with it

Integrated Communications:

Change Notification

Pull relevant team members to new information

• Identify and relate team members to the correct and critical data

• Critical tracked Communication

• External notification

SubscriptioSubscriptionn

E-mailE-mail

Issues DBIssues DB

Integrated Communications:

Online Review

Provide tools for resolving issues online

• View files without the native application

• Discuss, demonstrate, and iterate ideas in an issue-specific context

– comments– attachments– mark-ups– shared whiteboard sessions– application-sharing

Integrated Communications:

Tracked Information Requests

Drive accountability on project-critical information requests and issues

• Log information requests and track the issues

• Project-wide window for project manager

• Personal window for individuals

• Visual and external notifications

Time is Money

• Over 25% of project time is lost…

– Locating current information

– Distributing information

– Communicating changes

– Design inquiries, Issues and RFIs

– Delaying decisions

– Resolving problems leading to re-work

Cost Savings

Project Item% of

Budget Project CostsTelephone,Fax, Fed-Ex 1.5% $150,000Travel (per diem) 1.8% $180,000Delays ** ?? $0Copies, Printing 2.5% $250,000

5.8% $580,000

$10 Million ProjectWithout a PWS

Cost Savings

$10 Million Project

Project Costs With a PWS

% of Budget

Telephone,Fax, Fed-Ex 1.5%Travel (per diem) 1.8%Delays** 0.0%Copies, Printing 2.5%

5.8%

Impact of utilizing a

PWS15.0%

20.0%

????????

15.0%

% of

Budget with a PWS Project Costs1.28% $127,5001.44% $144,0000.00% $02.13% $212,5006.4% $484,000

Savings $96,000

With a PWS

Summary What is a Project Extranet?

Project Portal(Umbrella)

Access to Information– Integrate system- and document- based data– Customizable organization that reflects your project– Search Capabilities to locate data

Integrated Communications– External notification via email, etc.– Tracked issues and decisions to keep projects moving – Issue-specific context for online review and discussion

Implementation

Project Web Site Implementation Options

•Internal Site Development

•Monthly Service

•Off-the-Shelf Software

Simple Site Development• Pros

– simplest, least expensive option– control of all aspects of site’s information and appearance– may be integrated into the institution’s web site

• Cons– manual updating of site will be quite a bit of work– less timely collaboration between team members

Internal Site DevelopmentInternal Site Development

Internal Site Development

Full-Featured Site Development• Pros

– solution that is customized for your business– spend money on the development of features you need

most

• Cons– higher up-front cost– maintenance cost– must develop plug-ins

Monthly Service

• Pros– no commitment of hardware or software purchases– rather inexpensive option for full-fledged collaborative site

• Cons– costs are typically per project per month– not customized– possible loss of identity - project site hosted by separate

company

Off-the-Shelf Software

• Pros– customizable Interface– full-fledged collaborative site

• Cons– only somewhat customizable for larger cost– requires significant up-front hardware, software, and leased

line purchases– dependencies on software company and their product

Implementation Issues

• Internet Connection Speed• Size of Institution• Project Size• Technical Expertise• Site Hosting • Funding• Functionality

Infrastructure Alternatives

•ISP

Poor - Fair

Varies

Excellent

•Own

Excellent

Good - Excellent

Fair

Control:Administration:Cost:

Infrastructure Costs

• ISP– $200 - $300 / month

• Own– Equipment - $5,000 - $10,000– Administration - $10,000 - $50,000 / year

A University Perspective

Indiana University is using a Extranet (bricsnet.com)

Reasons for choosing this approach:• low overhead - no IT staff and equipment • low cost - $200+/month per project for unlimited users• ease of use - minimal administration and project set-up

time• proven expertise/track record by service provider• integrated CAD viewer• support for multiple platforms (Unix, Mac, Windows)

Basic requirements

• Project site administrator• Planned project organization / data management• Responsive support from service provider• Scanner - convert paper into digital• Digital camera• Training• Knowledge / Issues database

Lessons learned

• Be prepared to spend time supporting your users for the first few weeks of project rollout

• Develop a good working relationship with your service provider

• Integrated document/CAD viewers are important!• Train/support your project managers in the use of this

technology• Continue to review the technology and assess its

benefits

Resources

•http://www.extranets.cc/the_list.htm(for a list of over 100 project web sites)

•University of Southern California - L.A.

Jose Delgado, CAD Manager

jose@busaff.usc.edu (Active Project)

•University of Chicago

Mark Wimmer, Project Controls Manager

mark_wimmer@uchicago.edu (BidCom)

It helps the Process:Speed and efficiency

Design Development Design Development BiddingBidding ConstructionConstruction Close-outClose-out

Conceptual Estimating Set GM and Project Schedule Monitor Costs and Progress

• Scope defined earlier

• Assumptions are made clear

• Options are easier to price

• Owner’s needs are integrated

• Broadcast Project BID Data

• Soliciting /coverage

• Long lead item procurement

• Bad info early

• Increased responsiveness

• Improved flow of information

• Collecting As-Builts

• Resolving claims is easier

• Seamless O&M training

Warrant the Work