Primavera and UPKRob Flegel

Functional Specialist, Facilities Management

Western University

Fred A. Janzen B.E.S., P.M.P.

Project Manager, Facilities Management

Western University

Building Leading Growing

Agenda

1. Background on Western University Canada2. What is User Productivity Kit (UPK)3. How is Western Facilities Management using UPK4. Tips for Using UPK5. Lessons Learned6. The Future for UPK at Western7. Questions

• Research Intensive University• 35,000+ Students• 3500+ Staff and Faculty• Operating Budget - $555 M• Research Budget - $208 M• Located in London, Ontario, Canada

Western University Canada

Campus Facilities

Richard Ivey School of Business (under construction)

University College ca. 1920

Campus Geography

Main campus - 155 hectares/380 AcresLand Holdings – 480 Hectares/1175 Acres15 KM (9.5 Miles) Roadway93 Buildings

9 Residences/ almost 5000 bedsGrowing

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•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)•5 Design persons

•External•30 to 40 General contractors •20 to 35 Consultants and Architects

Why Primavera?

• Already a PeopleSoft Shop• Portfolio Management • Complete package for scheduling, Document

Management, Communication• Completed a market search – Primavera came

out on top

What is User Productivity Kit

• Authoring Tool• Outline Procedures and Processes• Document Policies• Recorder – Voice and Screen Movies• Role Based

• Publisher• Manuals – User and Instructor, Role Specific• Content Sensitive Help Files• Tutorials, Student Tests• Software Test Scripts

What is User Productivity Kit (cont’d)

• Knowledge Center (track usage)• Content Management (Multiple Authors)• SCORM Compliant• Pre-built Content• Application Agnostic

• Standard look and feel to all documentation• One authoring tool to learn

• Searchable• Content is Re-usable!!!

Screen MoviesDefault Bubble (Call Out)

Customized Bubble

Using UPK

Outlining a Process

• Processes can be outlined quickly

• Note: Cross Application Content

• Write content as you go or come back later

• Outline elements can be moved up or down

• Can re-use the elements from other places in the outline

Using UPKFunction Process

Note the reuse of the topics

Using UPKUsing RolesCo-op Student Security Admin

Using UPKTIP: Match Roles to Security Profiles Role P6 Security Profiles

Using UPK

Publishing Format

• Author Once • Publish Multiple formats

Using UPK

Player Modes

• Author content once • User has a choice of how they want to see the content at

the time they trigger it

Using UPK

Jump In Points

• When authoring longer Player Topics, define Jump In Points• Define one for each “Tab” in a Module

Using UPK

Delay Time

• Set delay time judiciously – default is 5 seconds• Time is in addition to time taken by animation• Vary based on the amount of bubble text you have added

Using UPK

Searchable Content

• Powerful search Feature• Search is limited by Role• Example displays the List

Format

Using UPK

Searchable Content Con’t

• Filtered Outline View• Provides different context

to help determine what is relevant

Tips & Tricks

Help Contact Information (Glossary)

Enter your Help Contact and Security Contact Information into the Glossary

Screen Resolution• Best practice is to ensure that all of your content

authors record at the same screen resolution

• Recommendation that you set it to the lowest

resolution of monitors in use by your target audience

• If high resolution is used on low resolution monitor,

you will get scroll bars in the content

• If the resolution is not consistent, “Call Outs” may not

line up with background screen

• You can spend a lot of time evaluating the optimum

resolution, or accept that the Pre-Built Content uses

1024 x 768

Do-It Mode with Dual Screens

• Do-It mode is one of the most useful features of UPK

• Even more useful when you have dual monitors

• Resize Do-It on your primary monitor

Click on the Correct Screen

• Click on the screen you wish to record, before hitting

Record

Using an “Under Construction” Page• UPK provides a list of all places the screen was used

Correcting “Input Text

• “Try It” prompts for data entry in Input Fields

• If you make an error during recording => re-record

• Easier to correct it in the Frame Properties

• Click “+/-” Button, Select “Replace Text” from menu

Lessons Learned

• Start Early• Use UPK to Document When Developing Your

Business Processes• Match Roles to Your Security Templates• Work Through the “UPK Content” in UPK

Developer • See how the output looks, then review how it

was written.

The Future for UPK at Western

• Test It Mode (Software not the User) • Use on upcoming CM Upgrade

• Multi-User Content Repository• Knowledge Center – Usage Tracking• Non-Oracle Applications• Context Sensitive Help• Fine-tune roles and develop training packages• Possibly tie into our Learning Management

System

Questions?