Implementing Unifier at a $5B Facilities Capital ... Capital Improvement Program ... –Based upon...
Transcript of Implementing Unifier at a $5B Facilities Capital ... Capital Improvement Program ... –Based upon...
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Implementing Unifier at a $5B
Facilities Capital Improvement
Program
We’re Live from San Diego!
Transitioning from PCM to Unifier
What’s Happening and What’s Next
10694
Joel Splittgerber - AECOM
Dr. Daniel Williams - Calance
Agenda
– Introductions
– Overview of San Diego Unified and the Capital Bond
Programs
– Our Vision– Create a state of the art program
management system
– Current State of Unifier at San Diego Unified
– Key Considerations when implementing
– Unifier and P6 – the vision
– Selected Business Processes
– Check Integration Unifier / Gateway /PeopleSoft
– What’s Next
– Q&A
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Joel Splittgerber – AECOM – Unifier
Implementation Coordinator
• Background
Navy Veteran of 26 Years
San Onofre Power Plant – Engineering Scheduler
Navy Clean Contract at North Island, CA – Cost Schedule Engineer
• Recent Experience
San Diego Unified School District – Prop. MM Schedule Manager $1.51B
San Diego Unified School District – Prop. S Program Controls Manager $2.1B
Prop. Z Program Controls Manager $2.8B
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San Diego Unified: Quality
Schools in Every Neighborhood
New performing arts center at Creative Performing and Media Arts Middle School
San Diego Unified Facts
• San Diego Unified School District
– Second largest district in California
– 226 Educational Facilities
– More than 131,000 students K-12 Grades
– Diverse Population – 15 ethnic groups and
more than 60 languages and dialects
• Three capital bond programs since 1998
• Prop MM - $1.5B 1998 -2008
• Prop. S - $2.1B 2008 – 2028
• Prop. Z - $2.8B 2012 – 2028
• State matching grants of about $750M
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First School at San Diego
Our Vision
• Vision: Capture stake holders ideas to create a
state of the art program and project management
system
– Design for 15 years use case
– Integrate with related district systems
– Improve business processes and improve efficiencies
– Track Facilities Inventory and Condition of District
Campuses
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Unifier Implementation – What success
looks like for San Diego Unified
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Accountability: Bring all
stakeholders into processes
Maximize the ability to
approve items electronically
Enter data once and report many times
Audit compliance and
Reporting according to
state and local requirements
Integrate existing data sources with
Unifier
Transparency: Protect the taxpayer’s investment
Maximize the user adoption:
Mobile applications
Simplicity
Meet user’s needs
San Diego Unified Transition from
Primavera Contract Management (PCM)
• Why transition to Unifier from PCM?
• PCM development and support is waning
• PCM does not meet an “owner’s” needs
• Many customizations made to PCM
• Increase efficiency
• Reduce paperwork
• Increase accountability
• Track Scope, Cost and Schedule in
one system
– Improved integration with existing systems
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San Diego Unified Transition from
Primavera Contract Management (PCM)
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• January 2015 Business Process Design started
• Design with UAT March to September
• “Stress Test” in late September
• October 2015 Go-Live
• 462 projects migrated
• Over 180 new projects created since Go-Live
• 41 Pilot projects began construction
• Project Delivery BPs tested
• All new construction projects managed in Unifier
• Over 900 projects now in Unifier. Total will exceed 2000
Credits: Collaborative effort
• San Diego Unified team
– Lee Dulgeroff, Chief of Facilities
– George Harris, Director of Fiscal Controls and
Information Systems
• Over 40 Subject Matter Experts
– Project Management
– Contracts Management
– Construction Management
– Financial Controls
• IT team
• Gafcon partners
• Enstoa Team
• Calance
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Current State
• Private Cloud – On Premises
• Managers developed according to district requirements– Cost, Document, Schedule
• Business Processes and related reports by function on the left navigation pane:• Project Execution
• Cost Control
• Contracts
• Construction Management
• Over 80 business processes completed
• 100’s of forms and reports
• Project Dashboards
• 20+ BPs in design
• Over 400 users – internal / external
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Key Considerations
• How are projects budgeted?
– Yearly allocations
– Based upon multi-year revenue streams
• Need to track cash flow? Commitment Plan?
• Who will be involved as users?
– Project Team
– Procurement and Contract Management
– Accounts Payable
– Architects, Construction Firms
• How are budget allocated?
– Who approves? Accounting requirements?
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Key Considerations
• Cost Manager - What level of budget control?
• Project / WBS or Line item?
• Business Processes will fail if rules aren’t followed
• How are estimated commitments handled?
– Approval required / level of detail in estimates
• What level of commitment control?
– Based upon cost sheet control (Project / WBS / Line item
– Rule: Exceed the Contract or the SOV line item?
• Vendors involved in payment process?
– Paper or electronic? Digital signatures?
• Efficiencies to be gained?
– Integrations with payment system
– Share information with other systems
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P6 / Unifier – Cash flow / Planning
• Our Requirement: Project planning over multiple fiscal years / based upon bond issuance amounts
– Accurate cash flow allows reliable predictor to:
» Schedule bond issuances / required amounts
» Inform the county treasurer on when / how much will be expended
– Delivers reliable reporting to the public on what type of work and how much will be spent on the school facilities
• Budget Control: Project based
• Cost Sheet – WBS Segments:– Dept_ID-Scope-Account-Extended-Activity ID
– Campus-Bond-hard / soft – Type of work – P6 schedule
• All Budgets and commits are coded to specific WBS segments – based upon district accounting requirements / P6 activities
• CBS is then aligned to respective P6 schedule activities
– CBS at the resource level allows multiple WBS costs at a single activity
– Cash flow reporting is then developed from P6
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Project Execution BPs
• Ten Business Processes developed that
allow the project management team to
assign resources and request services
• Project team assignment
• Request for services from district’s
maintenance team
• Request various services
• First PeopleSoft Integrated solution
• Check Request
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Calance and SDUSD
• 2011 Phase 1
– Copy Contract
– Generate Payment
– Send Certified Payments
– Contractor Payment Entry
• 2012 Phase 2
– P6 and PCM
• Budgets/Planned Costs
• Actuals
• Committed/Cost at Completion
• 2015 Unifier/PeopleSoft
– Check Requests to PeopleSoft Vouchers
Check Request – Integrated with PeopleSoft
• Sent to PeopleSoft via Gateway on a nightly basis
• Gateway performs check against PeopleSoft:
• Budget check / Account Strings
• Invoice #
• Invoice Date
• Vendor validation
• If checks fail then the check request is placed in a
holding step in Unifier until the invalid items are
corrected
• Accounts Payable receives check request in
PeopleSoft
• A/P approves and Check is prepared
• PeopleSoft updates Unifier with payment details
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Gateway: Architecture
Gateway – Connectors
Custom and Out of the Box
Custom for Unifier and PeopleSoft
Cost Control BPs
Eight Business Processes to manage costs
• Budget Allocation
• Preliminary Budget
• Original Budget
• Record of Change
• Budget Trends
• Estimating Tools
• Project estimate (soft costs)
• Construction estimate (hard costs)
• General Spends
• Allow capture of expenditures not generated
directly from Unifier
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Construction Management
• Business processes to manage
the construction work
• Architects and GCs are involved
• Project Inspector manages daily
reporting, non-compliance, Safety
• CM manages contactor
• Meeting minutes
• Dunning letters
• Document Controls files / catalogs
documents
• Start up to closeout
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Contract Management
• Business processes to manage all
aspects of contracts
• Master contracts
• NTPs for work
• Purchase Orders
• Payment application
• Change Orders
• Claims Management
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What’s Next?: Complete transition to
Unifier
• Over 2000 projects to migrate – Attend
tomorrow’s 9:15 a.m. session for details:
• Future
• Historical
• Budgets / estimates / purchase orders /
payments
• Connect with District’s Data Warehouse
• State of the art reporting / dashboards
• Add Facilities Condition Assessment / Index
tracking with FMRE Configurable Managers
• Add Business Processes as needed
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What’s Next?: Integrate with Existing
Systems
• PeopleSoft (financial system of record)
Unifier drives the majority of the processes
PeopleSoft provides confirmation for payment
Procurement / Finance / Facilities primary
stakeholders
• Share information and update:
TMA (Computerized Maintenance
Management System)
Archibus – drawings and building inventory
SharePoint – project documents shared with
architects
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Cost Control – Preliminary budget BP
• Project Manager estimates costs
• Costs are posted to cost sheet under Preliminary
Budget
• Once PM is ready to proceed with request for
approval a budget request is auto-created
• After budget request is approved the costs appear
under the Original Budget column
• A project estimate document is auto-generated and
the Cost at Completion column is updated
• The PM then can update their project estimates as
needed with all estimate history
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Cost Control – Preliminary budget BP
• Estimate values are distributed to Line Item details to
WBS
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Cost Control – Preliminary budget BP
• PM then routes via Unifier for approval:
• Once approved the Original Budget and Project
Estimate is created
• Cost Sheet Populated
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Cost Control BPs – Construction Estimate Creates Purchase
Order Schedule of Values
• Construction Estimate includes:
– WBS Code – aligns to PeopleSoft / P6 Activity Coding
– Bid Item Description, Allowances, Ad-Alts
– Building Information, locations, Uniformat II etc.
– Fully burdened costs per line
– May be hand entered or imported
– Updated based upon phasing deliverables
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Construction Estimate Creates Purchase
Order
• Final Approved Bid Estimate Stores estimate and
autocreates the Unifier Purchase Order / SOV
• Costs are adjusted based upon the low bidders
costs and made ready for payment
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Cost Control – Preliminary budget BP
• Project Manager estimates costs
• Costs are posted to cost sheet under Preliminary
Budget
• Once PM is ready to proceed with request for
approval a budget request is auto-created
• After budget request is approved the costs appear
under the Original Budget column
• A project estimate document is auto-generated and
the Cost at Completion column is updated
• The PM then can update their project estimates as
needed with all estimate history
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Cost Control – Preliminary budget BP
• Estimate values are distributed to Line Item details to
WBS
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Cost Control – Preliminary budget BP
• PM then routes via Unifier for approval:
• Once approved the Original Budget and Project
Estimate is created
• Cost Sheet Populated
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Cost Control BPs – Construction Estimate Creates Purchase
Order Schedule of Values
• Construction Estimate includes:
– WBS Code – aligns to PeopleSoft / P6 Activity Coding
– Bid Item Description, Allowances, Ad-Alts
– Building Information, locations, Uniformat II etc.
– Fully burdened costs per line
– May be hand entered or imported
– Updated based upon phasing deliverables
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Construction Estimate Creates Purchase
Order
• Final Approved Bid Estimate Stores estimate and
autocreates the Unifier Purchase Order / SOV
• Costs are adjusted based upon the low bidders
costs and made ready for payment
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