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ProjectVision … Saving Time & Money in Implementing Schemes
ProjectVision: Web Enabled PCS
National Conference Athlone8th Nov 2006
ProjectVision … Saving Time & Money in Implementing Schemes
Agenda
Session 1 – Introduction
Session Chair Mr Gerry Galvin, Principal Adviser (Water), DEHLG.
10.00a.m – 10.15a.m. Welcome note Mr Edmund Flynn, County Engineer, Cork County
Council & Cathaoirleach, Water Services National Training Group.
10.15a.m – 10.45a.m. Introduction Mr Richard Cronin, Engineering Inspector, DEHLG.
10.45a.m – 11.15a.m. Tea/Coffee
ProjectVision … Saving Time & Money in Implementing Schemes
AgendaSession 2 – ProjectVision Overview
Session Chair Mr Vincent Dwyer, Senior Executive Officer, Leitrim County Council
11.15a.m - 11.35a.m. Overview of ProjectVision & Web Enabled PCS
Mr Philip Martin, Managing Director, Cora Systems
11.35a.m. - 11.55a.m. How to Save Time & Money with “ProjectVision: Web Enabled PCS”
Ms Caroline Brennan, Project Manager, Cora Systems
11.55a.m – 12.45p.m Integration of PCS Templates & ProjectVision
Mr Justin Kelleher, PCS Technical Analyst, Cora Systems12.45p.m – 2.00p.m. Lunch
ProjectVision … Saving Time & Money in Implementing Schemes
Agenda
Session 3 – PCS Time & Reporting
Session Chair. Mr John Mulcahy, Fingal County Council.
2.00pm – 2.45p.m PCS Time & ReportsMr Matt Coughlan, Technical Consultant, Cora Systems.
Session 4 – PCS Cost
Session Chair Mr Matt Shortt, Director of Services, North Tipperary County Council
2.45pm – 3.45pm Automatically Generating WSIP Forms
Mr Philip Martin, Managing Director, Cora Systems.
ProjectVision … Saving Time & Money in Implementing Schemes
Agenda
Session 5 – Q&A and Wrap up
Session Co-Chairs
Mr Gerry Galvin, Principal Adviser (Water), DEHLG
Mr Philip Martin, Managing Director, Cora Systems
ProjectVision … Saving Time & Money in Implementing Schemes
Introduction
Mr. Richard Cronin, Engineering Inspector, DEHLG
ProjectVision … Saving Time & Money in Implementing Schemes
Introduction
Overview of water services implementation framework – i.e. the rules.
The evolution towards a web-enabled solution – why change?
The terms of reference for the solution (the brief)
Overview of water services implementation framework – i.e. the rules.
The evolution towards a web-enabled solution – why change?
The terms of reference for the solution (the brief)
ProjectVision … Saving Time & Money in Implementing Schemes
Introduction (cont’d)
Changes brought about by recent circulars L1/06 and L7/06. – faster approvals and more control at local level.
Highlights and benefits of the web-enabled PCS – what it can do – and can’t .
Training and implementation timetable – who, when and where.
Looking to the future.
Changes brought about by recent circulars L1/06 and L7/06. – faster approvals and more control at local level.
Highlights and benefits of the web-enabled PCS – what it can do – and can’t .
Training and implementation timetable – who, when and where.
Looking to the future.
ProjectVision … Saving Time & Money in Implementing Schemes
Assessment of Needs
Water Services Investment Programme
(WSIP)
Departmental Circulars
2005 - 2007€5.1bn
The PCS
The Procedures
Manual
QualityTime
Cost
Water Services Capital Projects – management and implementation
ProjectVision … Saving Time & Money in Implementing Schemes
The evolution towards a web enabled PCS
The DEHLG/CCMA Procedures Working Group set up in 2004.
Final Report in 2005 with 22 recommended action items – including: Streamlining of procedures – producing
Circulars L1/06 and L7/06. The PCS to be implemented by all Local
Authorities The WSNTG to develop the PCS to be a web
enabled tool with a high level reporting functionality.
The DEHLG/CCMA Procedures Working Group set up in 2004.
Final Report in 2005 with 22 recommended action items – including: Streamlining of procedures – producing
Circulars L1/06 and L7/06. The PCS to be implemented by all Local
Authorities The WSNTG to develop the PCS to be a web
enabled tool with a high level reporting functionality.
ProjectVision … Saving Time & Money in Implementing Schemes
The evolution towards a web enabled PCS
User feedback on the existing PCS
Quality Control
Project Management
Financial Reporting (WSIP claim forms) The revised Departmental approval procedures
and funding thresholds arising from Circulars L1/06 & L7/06 (more of which later)
User feedback on the existing PCS
Quality Control
Project Management
Financial Reporting (WSIP claim forms) The revised Departmental approval procedures
and funding thresholds arising from Circulars L1/06 & L7/06 (more of which later)
ProjectVision … Saving Time & Money in Implementing Schemes
The Terms of Reference
To develop the existing Project Control System (including guidance notes) into a web enabled system with enhanced reporting capability having regard to: User feedback received on the existing PCS system Updated Water Services procedures since the existing PCS
was developed Importation of summary information from local authority
financial systems e.g. Agresso, CAPAC and JD Edwards. Progress and cost reporting requirements by scheme
category County and National progress and cost reporting
requirements
To develop the existing Project Control System (including guidance notes) into a web enabled system with enhanced reporting capability having regard to: User feedback received on the existing PCS system Updated Water Services procedures since the existing PCS
was developed Importation of summary information from local authority
financial systems e.g. Agresso, CAPAC and JD Edwards. Progress and cost reporting requirements by scheme
category County and National progress and cost reporting
requirements
ProjectVision … Saving Time & Money in Implementing Schemes
Terms of Reference
To present the new PCS to the local authorities and their project consultants by way of ten training workshops, (two each at the Training Centres in Ballincollig, Roscrea, Castlebar, Stranorlar and Dublin) under the overall co-ordination of the Water Services National Training Group.
To present the new PCS to the local authorities and their project consultants by way of ten training workshops, (two each at the Training Centres in Ballincollig, Roscrea, Castlebar, Stranorlar and Dublin) under the overall co-ordination of the Water Services National Training Group.
ProjectVision … Saving Time & Money in Implementing Schemes
Procurement of new PCS
PCS Steering Group Gerry Galvin (Principal Adviser DEHLG) Matt Shortt (Director of Services, North Tipp Co Co) Gerry Duane (Head of IT, Fingal County Council) Richard Cronin (Project Manager DEHLG)
Project Team Philip Martin MD Cora Systems Pat Henry (Solution Architect) Caroline Brennan (Project Manager Cora Systems) Justin Kelleher (Technical Analyst PCS)
PCS Steering Group Gerry Galvin (Principal Adviser DEHLG) Matt Shortt (Director of Services, North Tipp Co Co) Gerry Duane (Head of IT, Fingal County Council) Richard Cronin (Project Manager DEHLG)
Project Team Philip Martin MD Cora Systems Pat Henry (Solution Architect) Caroline Brennan (Project Manager Cora Systems) Justin Kelleher (Technical Analyst PCS)
ProjectVision … Saving Time & Money in Implementing Schemes
Procedural changes brought about by Circulars L1/06 and L7/06
Reduced approval requirements for most schemes:
All schemes with a construction budget < €5.0m (Traditional and DBO schemes) – proceed to construction once PR and construction stage budget approved.
Bundled schemes
All Traditional Contracts > €5.0m proceed to construction once CDs approved (no report on tenders)
Reduced approval requirements for most schemes:
All schemes with a construction budget < €5.0m (Traditional and DBO schemes) – proceed to construction once PR and construction stage budget approved.
Bundled schemes
All Traditional Contracts > €5.0m proceed to construction once CDs approved (no report on tenders)
ProjectVision … Saving Time & Money in Implementing Schemes
1. Appointment of consultants:a. Approval of briefb. Approval of budget
2. Approval of Prelim. Report
3. Approval of site supervisory staffing numbers
4. Approval of Contract Docs
5. Report on Tender Assessment
6. Approval of WSPP Report
7. Report on Final Account
Pre- L1/06 & L7/06 submission requirements
1. Appointment of consultants:a. Approval of brief
2. Approval of Prelim. Report
7. Report on Final Account
Post L1/06 & L7/06 submission requirements
ProjectVision … Saving Time & Money in Implementing Schemes
Procedural changes brought about by Circular L1/06 and L7/06
Full approval still required:
for large schemes DBO & Traditional (> €5.0m)
for small contracts on large schemes (non-bundled)
Full approval still required:
for large schemes DBO & Traditional (> €5.0m)
for small contracts on large schemes (non-bundled)
ProjectVision … Saving Time & Money in Implementing Schemes
Highlights of the Web Enabled PCS
For Project Leaders
Easier allocation of time and resources – tracking constraints
More support in setting up projects – what to do and when to do it – guidance notes and support documents incl. circulars.
Document attachment – easy access for all to miscellaneous documents.
Faster approval timelines.
For Project Leaders
Easier allocation of time and resources – tracking constraints
More support in setting up projects – what to do and when to do it – guidance notes and support documents incl. circulars.
Document attachment – easy access for all to miscellaneous documents.
Faster approval timelines.
ProjectVision … Saving Time & Money in Implementing Schemes
Highlights of the Web Enabled PCS
For finance and administration staff:
Automatic and faster recoupment
National operational coding for Financial Systems.
For finance and administration staff:
Automatic and faster recoupment
National operational coding for Financial Systems.
ProjectVision … Saving Time & Money in Implementing Schemes
Highlights of the Web Enabled PCS
For Local Authority Management
High level summary reporting – the status of projects and contracts.
Departmental Inspectorate
National reporting
On-line collaboration and support for projects with the Local Authorities and Consultants
For Local Authority Management
High level summary reporting – the status of projects and contracts.
Departmental Inspectorate
National reporting
On-line collaboration and support for projects with the Local Authorities and Consultants
ProjectVision … Saving Time & Money in Implementing Schemes
Training for the Web-enabled PCS
Training will be targeted at users
Advanced users (day-to-day)
Project staff (technical, administration and financial) – 2 days
Lighter users (weekly or monthly)
Local authority management (DoS, Finance, ICT) – 1 day
Department staff (inspectorate and administration) – 1 day
Training in a live environment
The user names and passwords will be provided at these
training sessions
Training will be targeted at users
Advanced users (day-to-day)
Project staff (technical, administration and financial) – 2 days
Lighter users (weekly or monthly)
Local authority management (DoS, Finance, ICT) – 1 day
Department staff (inspectorate and administration) – 1 day
Training in a live environment
The user names and passwords will be provided at these
training sessions
ProjectVision … Saving Time & Money in Implementing Schemes
Training for the Web-enabled PCS
Training timetable
Management and light users will be trained initially (November 2006 – January 2007)
Project staff and other advanced users will be scheduled for training in early 2007
Training will be held in the WSNTG regional centres
Training timetable
Management and light users will be trained initially (November 2006 – January 2007)
Project staff and other advanced users will be scheduled for training in early 2007
Training will be held in the WSNTG regional centres
ProjectVision … Saving Time & Money in Implementing Schemes
Web enabled PCS Release X
Looking to the future
WSIP
Web enabled PCS
Local Authority
DEHLG Consultants
On-line approvalsOn-line approvals
On-line collaboration on
Reports
On-line collaboration on
Reports
On-line recoupment
On-line recoupment
ProjectVision … Saving Time & Money in Implementing Schemes
ProjectVision: Web Enabled PCS
Thank youThank you
ProjectVision … Saving Time & Money in Implementing Schemes
Session Chair
ProjectVision Overview
Mr Vincent Dwyer, Senior Executive Officer, Leitrim County
Council
Mr Vincent Dwyer, Senior Executive Officer, Leitrim County
Council
ProjectVision … Saving Time & Money in Implementing Schemes
Overview of ProjectVision & Web Enabled PCS
Mr Philip Martin, Managing Director, Cora Systems
ProjectVision … Saving Time & Money in Implementing Schemes
Who are Cora Systems
We are a 100% Irish Software Company Established in 1999 Markets in Ireland and UK Primary Product is ProjectVision
Our Focus is Local Authority market in Ireland & UK 65% of Irish LA’s use ProjectVision Expanding in UK – 2 Offices
We are a 100% Irish Software Company Established in 1999 Markets in Ireland and UK Primary Product is ProjectVision
Our Focus is Local Authority market in Ireland & UK 65% of Irish LA’s use ProjectVision Expanding in UK – 2 Offices
Cora Systems Vision‘By December 2007 Cora Systems will be recognised as a key project
manager partner for all Local Authority projects with 80% market share ’
ProjectVision … Saving Time & Money in Implementing Schemes
What does ProjectVision do ?
ProjectVision manages your 5 year Plan (e.g. Corporate Plan)
1 Year Operational Plans (e.g.Water Services)
Water Services Investment Program (WSIP)
It handles items such as Programs and Projects Tasks, Financials, Schedules (e.g. Contractors)
Management Reports (e.g. All project Overview (RAG), Cost)
Team Reports (e.g. WSIP Forms 01, 02A/B, Progress Reports)
ProjectVision manages your 5 year Plan (e.g. Corporate Plan)
1 Year Operational Plans (e.g.Water Services)
Water Services Investment Program (WSIP)
It handles items such as Programs and Projects Tasks, Financials, Schedules (e.g. Contractors)
Management Reports (e.g. All project Overview (RAG), Cost)
Team Reports (e.g. WSIP Forms 01, 02A/B, Progress Reports)
ProjectVision … Saving Time & Money in Implementing Schemes
Brief for New Web Enabled PCS
Make it Easy-To-Use
ProjectVision … Saving Time & Money in Implementing Schemes
Thanks !
Training Plan – Extensive 2006-2007
Live Date – Dec 1st 2006.
UAT Sites – Leitrim, Kerry, Fingal, North Tipperary.
A Big Thanks to UAT testers-valuable feed back
Training Plan – Extensive 2006-2007
Live Date – Dec 1st 2006.
UAT Sites – Leitrim, Kerry, Fingal, North Tipperary.
A Big Thanks to UAT testers-valuable feed back
ProjectVision … Saving Time & Money in Implementing Schemes
Our Approach
Web Enabled PCS & New Procedures
ProjectVision … Saving Time & Money in Implementing Schemes
Plans
PCS Forms
What Will Happen Now …
Resources Tasks
Risks/IssuesStrategiesProject Management
PCS Templates
Manually GeneratedWSIP Forms
Automatically Generated WSIP Forms
Agresso
WSIP 01,02A/B, 05, 07A/BProgress Reports & Financial DataReports for Management, Project Team, Project Manager & DEHLG
ProjectVision … Saving Time & Money in Implementing Schemes
What Currently Happens …
ProjectManagement
Administrative Claim Payment
There are 3 Key Parts1. The Project Management of the Scheme2. The Administrative aspect – claims & paperwork3. The Claim Payment – from the DEHLG
We will deal with the first 2 areas here ….
There are 3 Key Parts1. The Project Management of the Scheme2. The Administrative aspect – claims & paperwork3. The Claim Payment – from the DEHLG
We will deal with the first 2 areas here ….
ProjectVision … Saving Time & Money in Implementing Schemes
What Currently Happens … Project Management
ProjectManagement Administrative Claim Payment
PCS not clearComplicated ProcessNo proper Project ManagementProject Documentation in a number of places
!
ProjectVision … Saving Time & Money in Implementing Schemes
What Currently Happens … Administrative
AdministrativeProject Management Claim Payment
Manually Interrogate Agresso, JD Edwards, Oracle Financials or IntegraOpen to incorrect categorisationConfusion over what WSIP 03 is used forTime Consuming to fill out forms
WSIP 01 WSIP 02A/B WSIP 03 WSIP 07
WSIP 05
=CLAIM
X
ProjectVision … Saving Time & Money in Implementing Schemes
The ProjectVision PCS Solution
FROM TO
Document Hardcopy Electronic Copy
Procedures Manual Driven ProjectVision Driven (Templates)
Dispersed Document Storage Central Document Storage
Manual Reporting Capabilities Automatic Reporting Capabilities
Separate PCS & L1/06 & L7/06 PCS & L1/06 & L7/06 Integration
Poor Usability User Friendly Environment
ProjectVision … Saving Time & Money in Implementing Schemes
ProjectVision PCS Advantages
Manual System Automatic & Web-based
Saving Time
Increased Accuracy
Increased Speed of Payment
Manual System Automatic & Web-based
Saving Time
Increased Accuracy
Increased Speed of Payment
ProjectVision … Saving Time & Money in Implementing Schemes
Help GuidesFeedback ProductSupport (WSNTG & Cora) Integrated notesTemplated Project Plans
Experience Mentoring Customised courses Different Courses for Different Users Continuous Training – not just one-off
Customised around L.A.’s Integrated to PCSProven PM ToolWeb-basedEasy Access
Cora Systems
Making This Work Well
ProjectVision … Saving Time & Money in Implementing Schemes
Training Plan – Advanced Users
Duration: 2 days Technical
Project Leaders Engineers Technicians
Administration / Accounts Water Services Administration Water Services Accounts Staff Financial Staff
Duration: 2 days Technical
Project Leaders Engineers Technicians
Administration / Accounts Water Services Administration Water Services Accounts Staff Financial Staff
ProjectVision … Saving Time & Money in Implementing Schemes
Training Plan – Overview
Duration : 1 day Overview
Directors of Services
DEHLG Inspectors
DEHLG Admin.
Duration : 1 day Overview
Directors of Services
DEHLG Inspectors
DEHLG Admin.
ProjectVision … Saving Time & Money in Implementing Schemes
Training Plan – System Administrator
Duration : 1 day System Administrator
New Users
New Circulars
Duration : 1 day System Administrator
New Users
New Circulars
ProjectVision … Saving Time & Money in Implementing Schemes
Our Training Strategy
time
100%
50%
December February
time
100%
50%
December February
Cora Systems Training Division
User Competency
April
April
ProjectVision … Saving Time & Money in Implementing Schemes
Training Plan
Training Commences in December
December-April (5 Regional Training Centers)
Overview Courses
Advanced User Training Technical
Advanced User Training Administration/Finance.
System Administrator
Additional courses purchasable from Cora Systems (longer term)
Training Commences in December
December-April (5 Regional Training Centers)
Overview Courses
Advanced User Training Technical
Advanced User Training Administration/Finance.
System Administrator
Additional courses purchasable from Cora Systems (longer term)
ProjectVision … Saving Time & Money in Implementing Schemes
When do you start using PCS?
All new Projects
All existing Projects (from appropriate stage)
Discuss and agree at next Steering Group Meeting
Begin implementation by following Steering Group Meeting
Use ProjectVision PCS reports for all project reporting……
All new Projects
All existing Projects (from appropriate stage)
Discuss and agree at next Steering Group Meeting
Begin implementation by following Steering Group Meeting
Use ProjectVision PCS reports for all project reporting……
ProjectVision … Saving Time & Money in Implementing Schemes
The Future …Management of full WSIP on ProjectVision
IntegrationTo GIS(Spatial Awareness)
Additional Reporting for Engineers, Administration and Inspectorate as rq’d
Online signoff and submission of claims
ProjectVision … Saving Time & Money in Implementing Schemes
In Summary
ProjectVision has been developed with LA’s for LA’s
Proven Project Management Solution
Cora Systems key market is LA’s in Ireland and UK
Links to financial system – Automatic WSIP 01, 02A/B, 05
It will make PCS easier to use
Claims will be processed quicker
ProjectVision has been developed with LA’s for LA’s
Proven Project Management Solution
Cora Systems key market is LA’s in Ireland and UK
Links to financial system – Automatic WSIP 01, 02A/B, 05
It will make PCS easier to use
Claims will be processed quicker
ProjectVision … Saving Time & Money in Implementing Schemes
How to Save Time & Money with “ProjectVision: Web Enabled
PCS”Ms Caroline Brennan,
Project Manager, Cora Systems
ProjectVision … Saving Time & Money in Implementing Schemes
Key Problems
Complex Manual Project Control System
No Common Automated Project Management System
Lack of Reporting Capabilities / Accessibility
Complex Manual Project Control System
No Common Automated Project Management System
Lack of Reporting Capabilities / Accessibility
ProjectVision … Saving Time & Money in Implementing Schemes
Key Problems – The Result
Manual processes & duplication of entry = TIME
No Common Project Management Approach = TIME
Use of resource time to compile and validate information = TIME
Manual data gathering from multiple systems for claims = TIME
Follow up with multiple resources to confirm project status = TIME
Manual reports & reporting across different systems = TIME
Total = €COST
Manual processes & duplication of entry = TIME
No Common Project Management Approach = TIME
Use of resource time to compile and validate information = TIME
Manual data gathering from multiple systems for claims = TIME
Follow up with multiple resources to confirm project status = TIME
Manual reports & reporting across different systems = TIME
Total = €COST
ProjectVision … Saving Time & Money in Implementing Schemes
Key Solution Path
Manual Paper- Based System
Automated Project templates
Documentation not easily visible or accessible
Easily visible and accessible on Project Templates
Many methods of storageOne unified central storage system
Information not readily accessible
Information in one place at your finger-tips
Complex Manual Project Control System
A Simplified Web-based Solution
ProjectVision … Saving Time & Money in Implementing Schemes
Key Solution Path
No common approach to Project Management
Common Proven Project Management Approach
Duplication of tasks across processes
One point of entry for status updates
Manual gathering of data Integration with Local FMS
Key Reporting not readily available
Key Reports made easy
No Common Integrated Project Management System
ProjectVision Project Management Framework
ProjectVision … Saving Time & Money in Implementing Schemes
Key Solution Path
Reports Manually compiled Automated Reporting Suite
Information gathered from multiple systems
One point of entry for status updates
No common reporting format across projects
Standard Reporting Formats across Programme & Projects
Lack of reports on all levels of the Project Organisation
Reporting at all levels of Programme/Project Hierarchy
Lack of Reporting Capabilities / Accessibility
Information Readily & Easily Accessible
ProjectVision … Saving Time & Money in Implementing Schemes
KPI’s
The Issues ProjectVision Solves
Reporting
Visibility
EasyTo
Use
Multiple Projects,Consistency
Dept’s, Locations,Partners
ProjectVision … Saving Time & Money in Implementing Schemes
The Strategic View
5.People
1. Your
Strategy2.
Departments
3.Teams
4.Projects& KPI’s
ProjectVision … Saving Time & Money in Implementing Schemes
Your Strategy
20072006 2008 2009
Infra-structureHousingFinance C & E
WATER ENVIRONMENT MARINE
• Sewerage Scheme x • Local Plant Ops
• Publish EcoNews • Blue Flag Status• etc
• Pier Extension• Coastal Walks • etc
ControlControlManagingManaging
ControlControl
PlanningPlanning
ProjectTeams
ProjectTeams
2005
ProjectVision … Saving Time & Money in Implementing Schemes
Your Business Plan …
Your Business Plan (Strategy Document) breaks down into Departments …and then into Projects or further Programs – you decide !
Easily link in Strategic Objectives and Key Performance Indicators toYour Corporate Plan and it’s projects
Housing Environment Business Health
Your CorporatePlan
Strategic Objectives&
Key PerformanceIndicators (KPI’s)
Drill down into the Business Service Area to see …
ProjectVision … Saving Time & Money in Implementing Schemes
Your Service Plan …
… all the Programs and Projects in the Business Service AreaInformation flows from the projects up to the Service programs and on up to your Corporate plan – e.g. Percentage Complete (%)
Supports Premises DirectoryNew BusinessEstablishment
Business
ProjectVision … Saving Time & Money in Implementing Schemes
ProjectVision Examples
WorkBreakdownStructure
IntegrationToGIS
Cost Breakdown ByTheme, Code, Budget, Actual, Committed
Progress Reports
ProjectVision … Saving Time & Money in Implementing Schemes
ProjectVision Examples
Work Breakdown Structure
ProjectVision … Saving Time & Money in Implementing Schemes
ProjectVision Examples
Work Breakdown Structure
ProjectVision … Saving Time & Money in Implementing Schemes
Key Benefits
Use History feature to get progress of project
Reduce meeting time
Straight-forward configurable reports
Retain information lost through staff change
Future proofed-easily accommodates new procedures
Use History feature to get progress of project
Reduce meeting time
Straight-forward configurable reports
Retain information lost through staff change
Future proofed-easily accommodates new procedures
For Director of Services
ProjectVision … Saving Time & Money in Implementing Schemes
Key Benefits for the DEHLG
Standardised National Reporting
More efficient communication
More readily available information
Quicker turnaround for payments to Local Authorities
More transparency
Standardised National Reporting
More efficient communication
More readily available information
Quicker turnaround for payments to Local Authorities
More transparency
For DEHLG
ProjectVision … Saving Time & Money in Implementing Schemes
Key Benefits
New Ops Codes, less risk of miscoding
Automated Integration to Local FMS – less risk of errors / faster process
Claim Forms on-line - more efficient generation of claims
Leading to Quicker Payments
More efficient cost management & financial reporting
New Ops Codes, less risk of miscoding
Automated Integration to Local FMS – less risk of errors / faster process
Claim Forms on-line - more efficient generation of claims
Leading to Quicker Payments
More efficient cost management & financial reporting
For Local Authority Financial Management
ProjectVision … Saving Time & Money in Implementing Schemes
Key Benefits
Common Project Implementation Procedures & Practices
Quicker and more efficient approvals process
Document Management made easy - PCS on-line document management (attached to tasks)
Readily available status reports at all programme levels
Meeting Time Reduced and more pro-active
Easier & quicker communications
Common Project Implementation Procedures & Practices
Quicker and more efficient approvals process
Document Management made easy - PCS on-line document management (attached to tasks)
Readily available status reports at all programme levels
Meeting Time Reduced and more pro-active
Easier & quicker communications
For Local Authority Project Leaders
ProjectVision … Saving Time & Money in Implementing Schemes
Key Benefits
Latest Project Management thinking
Scope, Work-breakdown-structures, Scheduling, Risks, Issues & Reports
Full Audit Trail Will help bring projects in on time and within budget
On-line guidance leads as you go
Easy-to-use
Latest Project Management thinking
Scope, Work-breakdown-structures, Scheduling, Risks, Issues & Reports
Full Audit Trail Will help bring projects in on time and within budget
On-line guidance leads as you go
Easy-to-use
Local Authority Project Leader cont…
ProjectVision … Saving Time & Money in Implementing Schemes
Benefits for the Project Team …
Easy-to-use – 30 second update
See your scheduled tasks at a click
Update team using the History feature
Receive credit for all work done
Easy-to-use – 30 second update
See your scheduled tasks at a click
Update team using the History feature
Receive credit for all work done
For the Project Team
ProjectVision … Saving Time & Money in Implementing Schemes
Key Benefits
Completely Web-based
Fully hosted by WSNTG & Cora Systems
No installation on users PC – time & cost savings
Direct support to users
One point of support – more time & cost savings
Completely Web-based
Fully hosted by WSNTG & Cora Systems
No installation on users PC – time & cost savings
Direct support to users
One point of support – more time & cost savings
For the IT Department
ProjectVision … Saving Time & Money in Implementing Schemes
Key Solution
Simplified Web-based Solution for Project Control & Expenditure Claims
A Common Automated Project Management Approach available
Strong & Reliable Reporting Capabilities for Cost, Time & Status at all levels of the Organisation
Simplified Web-based Solution for Project Control & Expenditure Claims
A Common Automated Project Management Approach available
Strong & Reliable Reporting Capabilities for Cost, Time & Status at all levels of the Organisation
ProjectVision … Saving Time & Money in Implementing Schemes
Integration of PCS Templates & ProjectVision
Justin Kelleher, PCS Technical Analyst,
Cora Systems
ProjectVision … Saving Time & Money in Implementing Schemes
Original PCS Background
The PCS was developed as a Project Control System.
The PCS is applicable to all water services projects promoted by a Local Authority
Provide guidance to local authorities and their project consultants.
The PCS is intended for traditional projects (PCS 10) or DBO-Design Build Operate (PCS9)
ProjectVision … Saving Time & Money in Implementing Schemes
The Inputs to ProjectVision: Web Enabled PCS
Cora Systems
Financial Extracts
Usability Feedback (Workshops & UAT)
Existing Procedures Manual & PCS Docs
L1/06 & L7/06
ProjectVision … Saving Time & Money in Implementing Schemes
Updated PCS Manual on-lineUpdated PCS
Manual on-line
What’s New with the PCS?
New Approval Process as
defined in L1/06 & L7/06
New Approval Process as
defined in L1/06 & L7/06
PCS & Project PCS & Project Documents Documents
Stored CentrallyStored Centrally
PCS & Project PCS & Project Documents Documents
Stored CentrallyStored Centrally
PCS & L1/06 & PCS & L1/06 & L7/06 integrated L7/06 integrated in ProjectVisionin ProjectVision
PCS & L1/06 & PCS & L1/06 & L7/06 integrated L7/06 integrated in ProjectVisionin ProjectVision
User Friendly User Friendly web web
environmentenvironment
User Friendly User Friendly web web
environmentenvironment
ProjectVision … Saving Time & Money in Implementing Schemes
PCSDocs
PCS Templates
How Does the PCS fit together?
GuidanceNotes
DecisionTree
Project Management
PCS Milestones
Web Enabled
Electronically GeneratedPCS Docs
ProjectVision … Saving Time & Money in Implementing Schemes
What do you get with the PCS module?
“Updated with changes, on-line”Guidance Notes
“Notes on the completion of a major deliverable ”PCS Milestones
“On-line, and updated to reflect changes ”PCS Documents
“Guide you through Project Set-up”Project Wizard
“L1/06 & L7/06 Approval Decision Tree Diagram”Approval Decision Tree
“Navigate you through the Product” Help Files
“Planning, <5 million, >5 million, DBO”Template directory
ProjectVision … Saving Time & Money in Implementing Schemes
Template Directory
Work Breakdown Structure View
Four templates: Planning < 5 million > 5 million DBO
ProjectVision … Saving Time & Money in Implementing Schemes
Approval Decision Tree
Decision Tree:
Approval Process in Flow Diagram Format
Attached to PCS
ProjectVision … Saving Time & Money in Implementing Schemes
PCS Approval Process Changes
No change to Planning stage of any project.
Any contract less than €5.0m. Reduced Approval Procedures.
Any contract greater than or equal to €5.0m. Full Approval Procedures
Demo………
No change to Planning stage of any project.
Any contract less than €5.0m. Reduced Approval Procedures.
Any contract greater than or equal to €5.0m. Full Approval Procedures
Demo………
ProjectVision … Saving Time & Money in Implementing Schemes
In Summary
The PCS processes are on-line:
Logical Workflow
Easy Navigation
Easier understandability.
In a Single workspace.
A template directory navigates you through the process.
Future changes in procedures will be reflected in the system
ProjectVision … Saving Time & Money in Implementing Schemes
In Summary
The PCS process is difficult
ProjectVision makes it easier.
Cora Systems now have PCS Expertise and can help through:
Training
Support & Consultancy
ProjectVision … Saving Time & Money in Implementing Schemes
Session Chair
PCS Time & ReportingSession Chair. Mr John
Mulcahy, Fingal County Council.Session Chair. Mr John
Mulcahy, Fingal County Council.
ProjectVision … Saving Time & Money in Implementing Schemes
PCS Time & Reports
Matt Coughlan,Technical Consultant,
Cora Systems.
ProjectVision … Saving Time & Money in Implementing Schemes
Overview
Financial System PCS
ProjectVision
Project templates in ProjectVisionLink to Financial Codes
ProjectVision … Saving Time & Money in Implementing Schemes
ProjectVision Steps
Project Set-up
Project Maintenance
Project Reports
Automatic Form Generation.
Project Set-up
Project Maintenance
Project Reports
Automatic Form Generation.
ProjectVision … Saving Time & Money in Implementing Schemes
Project Set Up
Steps
Project Wizard (copy project template)
Work Breakdown Structure (WBS)
Timelines (Gantt)
Risk/Issue
Steps
Project Wizard (copy project template)
Work Breakdown Structure (WBS)
Timelines (Gantt)
Risk/Issue
ProjectVision … Saving Time & Money in Implementing Schemes
Project Set Up
ProjectWizard: Easily copy project from template. Time & notes included automatically.
ProjectWizard: Easily copy project from template. Time & notes included automatically.
ProjectVision … Saving Time & Money in Implementing Schemes
Project Set Up
Risks and Issues Log and weight
Assign responsibility
Rank all risks in order
ProjectVision … Saving Time & Money in Implementing Schemes
Project Set up
Risks and IssuesRisks and Issues
ProjectVision … Saving Time & Money in Implementing Schemes
Project Set Up
Access Rights
ProjectVision
Clare County Council
Carlow CavanClareCork City..
Cork City Council
ProjectVision … Saving Time & Money in Implementing Schemes
Reports
Select project / programme
Select information required
Export to Word/Excel
Select project / programme
Select information required
Export to Word/Excel
ProjectVision … Saving Time & Money in Implementing Schemes
Reports
General Project ReportsGeneral Project Reports
ProjectVision … Saving Time & Money in Implementing Schemes
Reports
Report Control PageReport Control Page
ProjectVision … Saving Time & Money in Implementing Schemes
Reports
Project Reports Project Task List
Project Summary
Resource Reports Resource Planned
Resource Management
Progress Report Quarter on Quarter Report
Project Reports Project Task List
Project Summary
Resource Reports Resource Planned
Resource Management
Progress Report Quarter on Quarter Report
ProjectVision … Saving Time & Money in Implementing Schemes
Reports
Project Task List Report Show
Lists all Tasks/progress on project
Use Detailed information on progress of project
Benefit See easily what is completed
Project Task List Report Show
Lists all Tasks/progress on project
Use Detailed information on progress of project
Benefit See easily what is completed
ProjectVision … Saving Time & Money in Implementing Schemes
Reports
Project Summary Report Show
Key information on project
Use Update on all aspects of project is required
Benefit Quickly get a top level view of a project
Project Summary Report Show
Key information on project
Use Update on all aspects of project is required
Benefit Quickly get a top level view of a project
ProjectVision … Saving Time & Money in Implementing Schemes
Reports
Resource Planned Report
Show All tasks to be completed (To Do List)
By users and groups (eg Project Team)
Use See work planned for users and groups
Benefit Easily see what is planned
Resource Planned Report
Show All tasks to be completed (To Do List)
By users and groups (eg Project Team)
Use See work planned for users and groups
Benefit Easily see what is planned
ProjectVision … Saving Time & Money in Implementing Schemes
Reports
Resource Management Report Show
Work load day by day
Use Look at the load on a group
Benefit Identify resource issues
Resource Management Report Show
Work load day by day
Use Look at the load on a group
Benefit Identify resource issues
ProjectVision … Saving Time & Money in Implementing Schemes
Summary
Easily set up projects
Include all relevant information
Reports – simple to generate
Saves Time and Effort
Easily set up projects
Include all relevant information
Reports – simple to generate
Saves Time and Effort
ProjectVision … Saving Time & Money in Implementing Schemes
Session Chair
PCS Cost
Mr Matt Shortt, Director of Services, North Tipperary County
Council
Mr Matt Shortt, Director of Services, North Tipperary County
Council
ProjectVision … Saving Time & Money in Implementing Schemes
WSIP
Mr Philip Martin, Managing Director, Cora Systems
ProjectVision … Saving Time & Money in Implementing Schemes
WSIP Forms & Your Project
Plan Costs
Get Grant Approval(& Project No)
Commence Project(Track Exp. In Financial System)
Any increase in
PlannedCosts ?
Complete Project(Submit WSIP 07A & B)
Submit WSIP 05
Generate WSIP 01, 02A & BFor Claim Payment
ProjectVision … Saving Time & Money in Implementing Schemes
Difficulties with Current Process
Double entry of costs (Financial System & Claims)
Incorrect categorisation of costs in Financial System
Incorrect categorisation of costs in Claims
Time consuming to generate claim forms
Poor Visibility between Engineers & Administration staff
Confusion over WSIP 03 form
Double entry of costs (Financial System & Claims)
Incorrect categorisation of costs in Financial System
Incorrect categorisation of costs in Claims
Time consuming to generate claim forms
Poor Visibility between Engineers & Administration staff
Confusion over WSIP 03 form
ProjectVision … Saving Time & Money in Implementing Schemes
Demonstration
ProjectVision PCS Demonstration Entering Planned costs
Linking to financial system
Generation WSIP 01, 02 A/B, 05
Reports – By Category & Sub Category
ProjectVision PCS Demonstration Entering Planned costs
Linking to financial system
Generation WSIP 01, 02 A/B, 05
Reports – By Category & Sub Category
ProjectVision … Saving Time & Money in Implementing Schemes
The Solutions …
Double entry of costs (Financial System & Claims) Double entry of costs (Financial System & Claims)
Incorrect categorisation of costs in Financial System Incorrect categorisation of costs in Financial System
Incorrect categorisation of costs in Claims Incorrect categorisation of costs in Claims
Time consuming to generate claim forms Time consuming to generate claim forms
Poor Visibility between Engineers & Administration staff Poor Visibility between Engineers & Administration staff
Confusion over WSIP 03 Form Confusion over WSIP 03 Form
Financial System linked to ProjectVision – 1 entry only Financial System linked to ProjectVision – 1 entry only
One Standard Set of Op-Codes for WSIP (help rq’d !) One Standard Set of Op-Codes for WSIP (help rq’d !)
ProjectVision will auto-map to correct financial codes ProjectVision will auto-map to correct financial codes
Auto-generated claims – no yellow marker ! Auto-generated claims – no yellow marker !
One location for all Project & Financial Information One location for all Project & Financial Information
WSIP now removed and catered for in WSIP 02A/B WSIP now removed and catered for in WSIP 02A/B
ProjectVision … Saving Time & Money in Implementing Schemes
What we need you to do …
Standard Op-Codes eliminate errors We need you’re your help
Please ask you Financial Staff to update codes
IT Dept need to enable “extract” of financials
Standard Op-Codes eliminate errors We need you’re your help
Please ask you Financial Staff to update codes
IT Dept need to enable “extract” of financials
UserFinancial System
ProjectVisionWSIPForms
Standard CodesMeans less Agresso Errors
Mapped AutomaticallyNo Errors
ProjectVision … Saving Time & Money in Implementing Schemes
When you leave to-day …
ProjectVision PCS will simplify the Project Mgmt. and Claims Process
Links to financial systems will save time and money
Customised training for Engineers and Administration Staff Please sign-up with WSNTG
Cora Systems are a long term partner for Irish LA’s You are important to us
We want to help
ProjectVision PCS will simplify the Project Mgmt. and Claims Process
Links to financial systems will save time and money
Customised training for Engineers and Administration Staff Please sign-up with WSNTG
Cora Systems are a long term partner for Irish LA’s You are important to us
We want to help