Managing light rail at light speed ppt
Transcript of Managing light rail at light speed ppt
Managing Light Rail … at Light Speed!
Wendy Kaszycki, CCM PE Director of Project Management
Exposition Metro Line Construction Authority
Overview
• Setting the Context
• Previous Process
• Document Upload Interface
• Results in Contract Management
• Results in SharePoint
• Conclusions
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SETTING THE CONTEXT
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Photos courtesy of EMLCA
About Expo
• Exposition Metro Line Construction Authority
• Created in 2003 by SB 504
• Design and build Expo Light Rail
• Rail will be operated by Metro LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY
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Expo LRT Project
Connecting the Beach to downtown LA!
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PHASE 1 PHASE 2
Project Stats
Phase 1 Phase 2
STATIONS 12 7
DAILY RIDERSHIP 27,000 64,000
COST $930 million $1.5 billion
OPENING DATE 2012 2015
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Phase 1 Process • Paper
– EMAIL PDF’S OR CD’S TO DOCUMENT CONTROL
• Excel Logs – INCOMING – OUTGOING
• Routing Sheets – LEAD IDENTIFIES DISTRIBUTION – DOCUMENTS DISTRIBUTED TO SELECTED USERS
• Databases – ACCESS FOR COST PROPOSALS AND CHANGE ORDERS – METRO DATABASE FOR RFIS AND SUBMITTALS
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Phase 2 Project Controls
• Contract Management (PCM) – CONTRACT DOCUMENTS – BUDGETING AND FORECASTING
• SharePoint – DOCUMENT STORAGE/FILES – LINKS TO PCM
• FIS – METRO’S FINANCIAL SYSTEM – CAPTURES ACTUAL EXPENDITURES
• P6 – SCHEDULING
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Customized Components
• Web Interface – ALLOWS COLLABORATION – CONTRACTORS UPLOAD TO PCM AND SHAREPOINT
• SharePoint “smart folders” – CUSTOMIZED AUTO-ROUTING
• “Actual Cost Mapping” – REPORTS BUDGET, COMMITMENTS & ACTUALS TOGETHER
• EAC Upload/Export – ALLOWS WAREHOUSING OF ESTIMATE AT COMPLETIONS – FACILITATES REPORTING AND COMPARISONS
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DOCUMENT UPLOAD INTERFACE
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Photos courtesy of EMLCA
Web-Based DUI
• Mandatory – MAJOR CONTRACTORS UPLOAD
• Parameters for Upload – CONTRACT – DOCUMENT TYPE
• Features – CHANGE DOCUMENTS LINKED TO RELATED DOCUMENTS – SUBMITTALS LINK TO UPLOADED SUBMITTAL LOG
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Defining the DUI
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• Reviewed Contracts
• Developed Process Flow
• Define Document Types, Screens, Modules
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• Provided Mapping Specs for Data
• Default basic information (contract, to/from) • Defined numbering convention for documents
3 • Wrote “hover over” Tool Tips
RFI Process Flow
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2-Page Process flow for RFI Process
CO Process Flow
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2-Page Process flow for Change Process
Sample Mapping Spec
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Screen content maps to PCM data fields
DUI – What Users See • User PCM Access and
Security determine – PROJECT LIST – DOCUMENT TYPES
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DUI – RFI’s • Add New RFI
• Revise RFI – SELECT FROM PREVIOUSLY ONE
• Design-Bid-Build Projects – A/E PROPOSED SOLUTIONS
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DUI – New RFI’s • Features
– DEFAULT TO/FROM – TOOL TIPS – CAPTURES CONTRACTOR’S
DOC #
• Completeness Check – REQUIRED FIELDS
HIGHLIGHTED IF BLANK WHEN “SUBMIT”
• Attachments – REQUIRED FOR ALL DOCS
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Sample Tool Tips Spec
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Minimal Training due to Tool Tips for all fields
DUI –Proposals • Proposals link to related documents
DUI – Other Correspondence
• Other Correspondence – MAPS TO CORRESPONDENCE REC’D
• Document Type – CUSTOM FIELD – DYNAMIC DROPDOWN TO
DICTIONARY IN PCM – SEPARATE SHAREPOINT FOLDERS BY
DOCUMENT TYPE
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Upon Submitting Document
• Content Integrity – ERRORS IF NOT ACCEPTABLE TO BOTH PCM AND SHAREPOINT
• Capacity – ACCEPTS MULTIPLE ATTACHMENTS – UP TO 100 MB TOTAL
• Automates Some Document Control Functions – LOGS APPROPRIATE INFO IN PCM; CLOSES RELATED DOCUMENT – USES PCM “VERSIONS” – FILES IN SHAREPOINT FOLDER
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1. Sends receipt email to user
2. cc: to Expo gmail account (by project) ALSO IMPORTED TO PCM CORRESPONDENCE RECEIVED
Auto-Distribution
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1: SAMPLE EMAIL TO USER
2: SAMPLES TO EXPO GMAIL AND PCM
RESULTS IN PCM
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Photos courtesy of EMLCA
PCM - Proposals
Links Attachment to SharePoint
Logs
Contractor’s
Doc #
Creates
CM Doc
PCM - PROPOSALS
Creates Version
PCM – PROPOSALS • PCM logs
– Contain DUI assigned & Contractor’s document numbers
– Can be exported to Excel and sorted
PCM – PROPOSALS
Change Management
Writes Referenced Document Info Uploads Contract Number to Custom Field
Assigns CM Doc # with prefix for Contractor
PCM – PROPOSALS Change Management
Sort by Change Management Number
Custom Contract Number – Written by DUI – Used in layouts
PCM – PROPOSALS Related RFI
Change Management Number written to related document
RESULTS IN SHAREPOINT
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Photos courtesy of EMLCA
SharePoint - Upload
• Document Properties
• Date and Time stamped
• “Versions” if same document file is uploaded to same SharePoint folder
SharePoint – File Structure
• Elements – PHASE – PROJECT – CONTRACT – DOCUMENT DIRECTION – DOCUMENT TYPE – SPEC SECTION (RFI’S & SUBMITTALS)
SharePoint – Folder Properties • Customized Solution
– AUTO-ROUTING BY DOCUMENT TYPE
• Defined Parameters – INCOMING VS. OUTGOING:
• Info used in email message
Incoming Message • Identifies Lead and other Reviewers
• Indicates Due Dates
• Links directly to Document in SharePoint
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Outgoing Message • Emails to Contractor
• cc’s to Expo Staff
• Links directly to Document in SharePoint
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System Coding • Long-term relationship with Partners Consulting
• Previous Projects – INTEGRATED EXPEDITION WITH JDE’S AND AN IN-HOUSE
FINANCIAL SYSTEM – CONVERTED EXPEDITION 8.5 TO PCM12 – AUTOMATED P5/P6 BASELINING
• Proven Record of Success
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Integration Methodology • Needs analysis based on experience and best practices
• Develop integrations
• Rollout & refine
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CONCLUSIONS
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Photos courtesy of EMLCA
Challenges
• Diverse Users/Computers – DIFFERENT WEB BROWSERS – OUTSIDE USERS OWN IT CONSTRAINTS/LIMITATIONS
• Large Files – ESPECIALLY DRAWING SUBMITTALS
• User Reluctance – LOG IN TO GET DOCUMENTS VS PDF ATTACHMENTS
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W I I F M
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W I I F M What’s In It For Me
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WIIFM • Streamlined Processes
– PAPERLESS COMMUNICATIONS – MINIMIZES USER ENTRY & ELIMINATES USER ERROR – REDUCES DUPLICATION (SINGLE POINT OF DATA ENTRY)
• User Access to Documents from Any Location
• Project Performance – QUICKER RESPONSE AND BETTER COMMUNICATION – BETTER DOCUMENTATION FOR CLAIMS AVOIDANCE – EFFICIENT MANAGEMENT OF RESOURCES – CREDIBLE REPORTING
• Proactive vs. Reactive Problem Resolution – TEAM FREE TO ANALYZE, CONTROL AND CORRECT
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Keys to Success
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• Prior use of Expedition/PCM
• Extensive definition of policies and processes
• Specifications & Documentation
• Testing, Testing, Testing
• Dedicated Resources to Integration Team
• Operations Team Participation
QUESTIONS?
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Photos courtesy of EMLCA