205240 sunny skies and smarter schools in san diego

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Sunny Skies and Smarter SchoolsIn San Diego

Joel Splittgerber

Program Controls Manager

SDUSD Facilities Planning &

Construction

Michael DeAngelo

Sr Software Engineer

Partners Consulting

Boulder, CO


Topics

Overviews

Facilities Planning Projects

and Funding

Software Systems

Business Workflows

Integration and

Automation

The Path Forward


San Diego Unified School District Overview

Second largest district in California

226 educational facilities with 14,438 employees

132,000 students - pre-school thru K-12

Very diverse student population representing 15 ethnic groups and more than 60 languages and dialects


San Diego Unified School District Overview

14.9M square feet of buildings

Average building age is 43 years:

• 118 elementary and K-8 schools

• 24 middle schools

• 26 high schools

• 14 atypical schools

• 44 charter schools

$1B annual operating budget

• State budget cuts forced delay of many critical repairs

• Repairs and new schools are funded thru capital bond measures


Partners Consulting

Serves a wide range of clients in the construction management and project planning domains including: schools districts, general contractors, municipalities, mining, and energy.

Has been an industry leader in providing integration solutions since 2001.

Has a dedicated team of subject matter experts excited to custom tailor integrations to solve your unique business needs.


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San Diego Unified Background

Two Capital Bond Measures

• Proposition S 2.1B passed in 2008 about 25% completed

• Proposition Z $2.8B passed in 2012 – will receive first bond sales of $518M in May

Over 500 projects

Project Delivery is primarily Design – Bid -Build (DBB)

Secondary delivery is Indefinite Quantity Indefinite Delivery (IDIQ)


Review of Software Systems

San Diego Unified Facilities Planning and Construction is a project-driven organization

Project Success is measured by:

• Cost

• Schedule

• Quality

PeopleSoft

Ensures proper

financial controls

P6

Tracks Project

Schedules

PCM

Manages Contracts


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Oracle Primavera Contract Manager (PCM)

Manage costs

• Budgets

• Estimates

• Commitments

• SACS Compliance

Manage contracts

• Change management

• Vendor payments

• Labor Compliance

• Stop Notices

• Retention

Manage Correspondence


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Oracle PeopleSoft (PSFT)

Project Costing Module

• Budgets

• Encumbrances

• Funding by line item

• SACS Compliance

Human Resources

Payroll

Benefits

Position Allocations

Manage Accounting functions:

General Ledger

Accounts Payable

Accounts Receivable

Asset Management


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Primavera Project Management (P6)

• Activities are cost and resource-loaded from PCM

• Provides Earned Value Reporting

• Measures Schedule Performance

• Manages Resources for staffing

• Forecasts cash flow over the life of the program and projects

• Provides tools to forecast when new Bond sales are needed to prevent fund balances from being exceeded

P6 provides the ability

for the owner to properly manage

multi-billion dollar

Capital Project

Programs.


System Requirements

Manage Projects

Project Scope

Project Schedule

Integrated Across

Systems

Manage Costs

Budges and Revenue

Transparency

Control Expenditures

Manage Contracts

Aware Contracts

Pay Contractors

Manage Changes

Project Scope

Budget

Meet Expectations

Ensure Data Integrity

Reporting to Stakeholders


Business ProcessesWork Breakdown Structure (WBS) Centric

Level 1: Project ID

Based upon school district

facilities Department

ID and number of projects at school site.

Level 2: Subproject

Follows the Project ID: 0-9 / A-Z

Level 3: Phase

Determined by Project Phase

All three software systems (P6, PCM and PSFT) use this

WBS structure


Business ProcessesWBS Example

Level 1 • 90030001

Level 2 • 1

Level 3 • D

90030001.1.D - Adams ES playground design


Business ProcessesSystem Links

Work Breakdown Structure allows all three systems to logically track schedule activities, budgets, estimates and committed costs.

Between P6, PCM and PSFT Project Costing Module the key is the WBS and the “Referring Schedule Activity” to cost-load activities

• In P6, each schedule activity resides in its distinct WBS path (Task / Activity ID / activity name is irrelevant).

• In PCM, the corresponding “Referring Schedule Activity” WBS is placed in the document schedule activity tab / line item for the budget contract, the estimate and committed contract.

• In PSFT Project Costing Module the Project ID, subproject and the WBS activity are placed in the corresponding project.

So for Adams ES Playground equipment all three systems recognize that all costs associated with design will be placed into activity 90030001.1.D


Business ProcessesProject Creation

Projects are created in P6 with project type templates

• New school construction

• Technology and Infrastructure

• Heating Ventilation and Air Conditioning

• Renovation projects

Projects are then created manually in PCM.

Budget and Estimate imported in PCM

• The Cost Schedule Engineer then imports the project contract budget and estimates into the PCM project. Import includes:

• Cost codes

• WBS referring activity ID

• Cost Amounts


Business ProcessesCost-Loading

P6 schedules are Cost-Loaded

• WBS entries match PCM documents

• Cost Accounts, Budgets, Cost at Completion, and Actuals are managed on the Resource Assignments

Payments Are Made

• Each WBS line activity has its resources updated to the correct cost

• account with actual costs to date

PCM Documents Created and Modified

• Each WBS line activity has its resources updated to the revised amount:

• Budget revisions

• Contract change order


ChallengeTo Meet expectations of excellence from previous capital

bond programs

Proposition S and Proposition Z realities

• Value of programs = $4.9B

• Ever-changing revenue stream

• Increased number of projects

• Ever-changing project execution planning

• Increased Level of reporting

• Intense scrutiny from community

• Pressure to pay vendors more quickly

• Minimize PMO costs

• Staffing limitations – do more with less

• Strains on personnel do to double-entry


Partners Methodology

During onsite workshops, we worked closely with Joel and other key stakeholders to identify requirements.

Drawing from over a decade of experience we were able to identify key needs and goals.

After the needs had been identify Partners proposed a phased approach to help the district realize its goals.


Proposed Solution

Phase I

• Vendor Invoicing Application

• PeopleSoft-PCM Invoice Integrations

Phase II

• P6-PCM Project Integrations

• P6-PCM Financial Integrations

• Copy Contract Application

Phase III

• PeopleSoft-PCM actuals integrations


Dimension Framework

• Sitting on top of a thoroughly tested set of base libraries Dimension gets solutions done faster.

Rapid Development

• Consists of core libraries and a set of connectors that allow for the communication to all of your systems.

System Wide Integration

• Provides transparency into systems and integration components.

• Allows for auditing and exception notifications.

Web Integration Manager (WebIM)


Phase I Solution Overview


Vendor Invoice


Phase II Solution Overview


Copy Contract


Phase III – Looking Forward

Ensure data integrity between systems

• Reconcile costs and transactions from PeopleSoft to Primavera applications

• Not all transactions originate in PCM

• Challenge: Retrieve PeopleSoft transactions and then populate PCM with data into the correct projects / WBS

Explore moving to Primavera Unifier

• Migrate data from PCM

• Maintain WBS system protocol

• Maintain current P6 scheduling tool

• Migrate current paper-based business processes to electronic processing

• Add ability to track project bond scope within the project

• Ability to fund projects at a more granular line-item level (i.e. design now, construction later)

• Ability to track Facilities Condition Index data to the building level

• Ability to use Uniformat tracking for repairs and capital improvement

205240 sunny skies and smarter schools in san diego

Business

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