Manage e-Project Information. Use of the Guide This guide sets out to provide a framework tool to...

Manage e-Project InformationManage e-Project Information

Use of the GuideUse of the Guide This guide sets out to provide a framework tool to assist

e-Project information users.

The object of the guide is not to prescribe but to offer a chronological checklist of issues to be addressed to help the users with the task of effectively managing project information through electronic tools.

Use of the guideUse of the guide

AimAimThis presentation is prepared to support and give a general overview of the ‘How to Manage e-Project Information’ Guide and should be read in conjunction with the publication.

Manage e-Project InformationManage e-Project Information

There are significant short-term and long-term There are significant short-term and long-term project efficiencies to be achieved through project efficiencies to be achieved through effective management of e-Project information.effective management of e-Project information.

Not only tangible benefits but also intangible such Not only tangible benefits but also intangible such as improved project collaboration amongst team as improved project collaboration amongst team members and reduced conflict.members and reduced conflict.

However, the software tools required do not However, the software tools required do not always guarantee success.always guarantee success.

Tools must be complemented by clear Tools must be complemented by clear understanding of the Project information content, understanding of the Project information content, sources and processes, also attention to the sources and processes, also attention to the people and systems managing the e-Project people and systems managing the e-Project information. information.

Eight Stages to Managing e-Eight Stages to Managing e-Project InformationProject Information

Eight Stages are proposed split into two key development Eight Stages are proposed split into two key development phasesphases::

Preliminary Phases

STAGE 7: Manage e-Project Information

STAGE 6: Set-up e-Project Information Infrastructure

STAGE 5: Establish e-Project Information Processes

STAGE 1: Identifying the Project

STAGE 4: Project Information Management Tools

STAGE 3: Identify Sources of e-Project Information

STAGE 2: Capture e-Project Information Content

How To Manage e-Project Information

‘Going Live’ Phases

STAGE 8: e-Project Information Management Feedback

Preliminary e-Project PhasesPreliminary e-Project Phases

Preliminary Phases

STAGE 1: Identifying the Project

STAGE 4: Project Information Management Tools

STAGE 3: Identify Sources of e-Project Information

STAGE 2: Capture e-Project Information Content


Stage 1. Identifying the ProjectStage 1. Identifying the Project

What is the project?What is the project?

Before any project information is managed, the project itself needs Before any project information is managed, the project itself needs to be defined.to be defined.

The project needs to be clearly written down and referred to for all The project needs to be clearly written down and referred to for all project team members to avoid the project meaning different things project team members to avoid the project meaning different things for different team members.for different team members.

Project phasesProject phases

The phases need to be clearly defined in order to understand the The phases need to be clearly defined in order to understand the user e-Project information requirements and the sources of such user e-Project information requirements and the sources of such information.information.


Project feasibility/outline designProject feasibility/outline design

As with all projects, it is important before starting out that the As with all projects, it is important before starting out that the initiators of the e-Project have a clear idea at a high level as to:initiators of the e-Project have a clear idea at a high level as to: what is the broad scope of the e-Project?what is the broad scope of the e-Project? what are we trying to achieve?what are we trying to achieve? who is going to drive the project forward?who is going to drive the project forward? what is it going to cost?what is it going to cost? is there a budget?is there a budget? what is the programme?what is the programme? what are the risks?what are the risks? how does this fit with the underlying project as represented by how does this fit with the underlying project as represented by

the construction contracts and associated service contracts?the construction contracts and associated service contracts? are there any statutory or legal issues, of which we need to be are there any statutory or legal issues, of which we need to be

aware?aware? do we have, as a company or organisation, any previous do we have, as a company or organisation, any previous

experiences upon which we can draw?experiences upon which we can draw? are there standardised, COTS solutions available?are there standardised, COTS solutions available?


Project ownershipProject ownership

A critical question at the beginning of the project is who owns the A critical question at the beginning of the project is who owns the e-Project.e-Project.

This is a question of identifying which of the participants in the This is a question of identifying which of the participants in the underlying construction, engineering and infrastructure project underlying construction, engineering and infrastructure project want to make the e-Project work.want to make the e-Project work.

It is also useful to have an understanding of their commercial It is also useful to have an understanding of their commercial drivers. drivers.

Project sponsorProject sponsor

It is critical that the Project Sponsor is identified as so often It is critical that the Project Sponsor is identified as so often projects fail due to lack of clarity concerning the sponsor.projects fail due to lack of clarity concerning the sponsor.

Project information managerProject information manager

Once a project sponsor has been clearly identified, it is as Once a project sponsor has been clearly identified, it is as important to identify a champion for managing the e-Project important to identify a champion for managing the e-Project information. information.

Stage 2. Capture e-Project Stage 2. Capture e-Project Information ContentInformation Content

Having identified the e-Project, including the Sponsor and the Having identified the e-Project, including the Sponsor and the Project Information Manager, the next process is to determine the Project Information Manager, the next process is to determine the expected scale of information within the e-Project.expected scale of information within the e-Project.

e-Project informatione-Project information

First step is to capture all essential e-Project information then First step is to capture all essential e-Project information then identify who are the sources or providers and who are the identify who are the sources or providers and who are the recipients or users of the information.recipients or users of the information.

Other issues need to be considered at this early stage such as:Other issues need to be considered at this early stage such as: is the project going to use standard templates, formatting, version is the project going to use standard templates, formatting, version

control, etc?control, etc? how is the information to be searched?how is the information to be searched? is it appropriate that certain information should be held in hard copy?is it appropriate that certain information should be held in hard copy? If so, what information should be printed off?If so, what information should be printed off? is it necessary that certain information will need to be archived at the is it necessary that certain information will need to be archived at the

end of the project? If so, how is this to be achieved?end of the project? If so, how is this to be achieved? in terms of content of the documents, are there any legal issues which in terms of content of the documents, are there any legal issues which

need to be considered? If so, what are they and is there some standard need to be considered? If so, what are they and is there some standard guidance available? guidance available?

Stage 3. Identify sources of e-Stage 3. Identify sources of e-Project InformationProject Information

e-Project information sourcese-Project information sources

The project information sources can come from two areas:The project information sources can come from two areas:

1.1. the information providersthe information providers

2.2. the information usersthe information users

In some cases organisations will be both.In some cases organisations will be both.

e-Project information providerse-Project information providers

Typically, the e-Project information sources are approved persons Typically, the e-Project information sources are approved persons or organisations that have a formal role as participants to provide or organisations that have a formal role as participants to provide information relative to the project.information relative to the project.

e-Project information providerse-Project information providers

These are the project approved persons or organisations who These are the project approved persons or organisations who have a formal role as participants within the project. The users list have a formal role as participants within the project. The users list will typically include persons or organisations listed above as will typically include persons or organisations listed above as providers of information.providers of information.


e-Project priority/riske-Project priority/risk

Information overload is a general problem in the industry.Information overload is a general problem in the industry.

This assessment is to attempt to categorise and differentiate the This assessment is to attempt to categorise and differentiate the importance of all information both provided and received.importance of all information both provided and received.

The following grading is suggested as a starting point:The following grading is suggested as a starting point:

The project would categorically fail if this information is not The project would categorically fail if this information is not provided or received by the intended parties in the appropriate provided or received by the intended parties in the appropriate or intended manner: or intended manner: HIGH RISKHIGH RISK

The project would be exposed to the risk of a significant delay, The project would be exposed to the risk of a significant delay, inaccuracy and/or cost overrun if this information is not inaccuracy and/or cost overrun if this information is not provided or received by the intended parties in the appropriate provided or received by the intended parties in the appropriate or anticipated manner: or anticipated manner: MEDIUM RISKMEDIUM RISK

There would be little or no consequential effect to the progress There would be little or no consequential effect to the progress of the project or project costs if this information is not provided of the project or project costs if this information is not provided or received by the intended parties in the appropriate or or received by the intended parties in the appropriate or anticipated manner: anticipated manner: LOW RISKLOW RISK


Communication capabilityCommunication capability

Next, a communication capability assessment is required for all Next, a communication capability assessment is required for all participants to ascertain the existing capabilities of these participants to ascertain the existing capabilities of these participants to both receive and deliver the project information participants to both receive and deliver the project information without compromising the overall objectives of the project.without compromising the overall objectives of the project.

This phase is key in assessing what issues have to be overcome This phase is key in assessing what issues have to be overcome within the project team members and their organisations in order within the project team members and their organisations in order for effective communication of project information to take place.for effective communication of project information to take place.

Communication format & languageCommunication format & language

It is important to assess the compatibility of software formats and It is important to assess the compatibility of software formats and languages for all the e-Project information.languages for all the e-Project information.

The objective is to determine as early as possible, whether there The objective is to determine as early as possible, whether there are divergences within the project team members and are divergences within the project team members and organisations in their use of computer base formats and the organisations in their use of computer base formats and the spoken languages .spoken languages .


Legal issuesLegal issues

Standard form construction contracts do not generally Standard form construction contracts do not generally contemplate the use of electronic communications or wider contemplate the use of electronic communications or wider electronic processes.electronic processes.

The simplest and most effective way of achieving a sound The simplest and most effective way of achieving a sound contractual basis is probably to:contractual basis is probably to: Amend the construction contracts to allow for e-communication and Amend the construction contracts to allow for e-communication and

where appropriate for notices to be permitted by email.where appropriate for notices to be permitted by email. Allow for agreements between the customer and the technology Allow for agreements between the customer and the technology

provider.provider. Allow for agreements between the project Participants governing their Allow for agreements between the project Participants governing their

use of the applications.use of the applications.

The important legal issues to address include:The important legal issues to address include: ConfidentialityConfidentiality Document retention and archivingDocument retention and archiving SecuritySecurity Intellectual property rights protectionIntellectual property rights protection Status of soft information and its future admissibility as evidence Status of soft information and its future admissibility as evidence

should a dispute arise should a dispute arise


Summary tableSummary table

Having captured the details concerning the e-Project information Having captured the details concerning the e-Project information content, the information needs to be listed and the communication content, the information needs to be listed and the communication capability assessed.capability assessed.

The guide suggests a tabular format that should highlight the The guide suggests a tabular format that should highlight the priority of e-information content and sources, depending on its priority of e-information content and sources, depending on its importance to the project, i.e. highlighting the risk of the e-Project.importance to the project, i.e. highlighting the risk of the e-Project.

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Stage 4. Project information Stage 4. Project information management toolsmanagement tools

Select software optionSelect software option

In the absence of an existing relationship a cost benefit analysis In the absence of an existing relationship a cost benefit analysis should be carried out to identify a suitable software solution/ should be carried out to identify a suitable software solution/ application that can support the needs and requirements of the e-application that can support the needs and requirements of the e-Project.Project.

Determine e-Project efficienciesDetermine e-Project efficiencies

The principal The principal ‘raison d’être’ ‘raison d’être’ for the e-Project is its capacity to for the e-Project is its capacity to deliver project efficiencies.deliver project efficiencies.

This is now the stage to try and evaluate this, both the tangible This is now the stage to try and evaluate this, both the tangible efficiencies and the intangible ones.efficiencies and the intangible ones.

The following areas where efficiencies could be evaluated are The following areas where efficiencies could be evaluated are suggested:suggested:

Cost savings in terms of time, quality and costCost savings in terms of time, quality and cost

Expenditures in terms of direct costs and indirect costsExpenditures in terms of direct costs and indirect costs

Stage 4. Project information Stage 4. Project information management toolsmanagement tools

Cost/benefit analysisCost/benefit analysis

Based on a tabulated list of the gross cost savings and the gross Based on a tabulated list of the gross cost savings and the gross expenditures, the cost effectiveness of the e-Project can be expenditures, the cost effectiveness of the e-Project can be determined.determined.

It is expected that this exercise will successfully validate the e-It is expected that this exercise will successfully validate the e-Project.Project.

It is recommended that the cost/ benefit analysis be used for It is recommended that the cost/ benefit analysis be used for benchmarking the success of the e-Project as it goes live in the benchmarking the success of the e-Project as it goes live in the future.future.

Complete contract with software supplierComplete contract with software supplier

Many vendors will carry either a standard licence or standard Many vendors will carry either a standard licence or standard terms and conditions. Your ability to negotiate these terms will terms and conditions. Your ability to negotiate these terms will depend upon your bargaining power.depend upon your bargaining power.

The likely limitation liability relating to content from software The likely limitation liability relating to content from software suppliers needs to be transparent to all project participants. suppliers needs to be transparent to all project participants.

e-Project ‘Going Live’ Phasese-Project ‘Going Live’ Phases

STAGE 7: Manage e-Project Information

STAGE 6: Set-up e-Project Information Infrastructure

STAGE 5: Establish e-Project Information Processes


‘Going Live’ Phases

STAGE 8: e-Project Information Management Feedback

Stage 5. Establish e-Project Stage 5. Establish e-Project information processesinformation processes

A final preliminary stage is to determine the ‘rules of play’. Key A final preliminary stage is to determine the ‘rules of play’. Key standard processes to determine include the following:standard processes to determine include the following: Which sources are providing which content?Which sources are providing which content? Who are the e-Project information sources addressed to?Who are the e-Project information sources addressed to? What are the codes for all the e-Project content? (e.g. drawing What are the codes for all the e-Project content? (e.g. drawing

references)references) Who is responsible for managing the content and sources within Who is responsible for managing the content and sources within

companies and organisations?companies and organisations? Who oversees and agrees changes to the approved e-Project sources Who oversees and agrees changes to the approved e-Project sources

and content?and content? How will the content be transferred between sources? Will this be How will the content be transferred between sources? Will this be

stored on a web-enabled software to agreed locations and files or will stored on a web-enabled software to agreed locations and files or will there be pre-determined locations on a project intranet?there be pre-determined locations on a project intranet?

What are the control mechanisms in place to ensure the smooth What are the control mechanisms in place to ensure the smooth operation of the e-Project?operation of the e-Project?

What are the e-Project performance strategic and operational What are the e-Project performance strategic and operational benchmarks?benchmarks?

A detailed understanding of the above processes will be A detailed understanding of the above processes will be necessary before identifying and selecting the software ‘host’ to necessary before identifying and selecting the software ‘host’ to facilitate the e-Project.facilitate the e-Project.

Stage 6. Set Up e-Project Stage 6. Set Up e-Project InfrastructureInfrastructure

Setting up the necessary infrastructure for the e-Project is to be Setting up the necessary infrastructure for the e-Project is to be treated like a mini-project.treated like a mini-project.

The three key activities during Stage 6 are as follows:The three key activities during Stage 6 are as follows:

ACTIVITY 1:ACTIVITY 1: Select Software ‘host’ - it is important to ensure that Select Software ‘host’ - it is important to ensure that the selected software company can effectively provide the the selected software company can effectively provide the required functionalities to the agreed e-Project scope benchmarks required functionalities to the agreed e-Project scope benchmarks and support the improved information management processes and support the improved information management processes described during Stage 4.described during Stage 4.

ACTIVITY 2:ACTIVITY 2: Address infrastructure requirements for sources - Address infrastructure requirements for sources - The extent of any communication deficiencies have in theory been The extent of any communication deficiencies have in theory been identified during the assessment made during Stage 3. This stage identified during the assessment made during Stage 3. This stage addresses the identified operational inadequacies for e-Project addresses the identified operational inadequacies for e-Project information management. information management.

ACTIVITY 3:ACTIVITY 3: Training - this stage is absolutely critical in ensuring Training - this stage is absolutely critical in ensuring that the user is both capable to use the software and familiar with that the user is both capable to use the software and familiar with the supporting infrastructure, but also that they understand the the supporting infrastructure, but also that they understand the benefits and objectives from the e-Project. benefits and objectives from the e-Project.

Stage 7. Manage e-Project Stage 7. Manage e-Project InformationInformation

The real task of managing the e-Project information can effectively The real task of managing the e-Project information can effectively commence.commence.

Providing all the previous stages have been successfully Providing all the previous stages have been successfully completed, this task should essentially be self-running.completed, this task should essentially be self-running.

All that is left is an appointed organisation to regulate the e-All that is left is an appointed organisation to regulate the e-Project information management.Project information management.

The key responsibilities of the person/organisation would include:The key responsibilities of the person/organisation would include: Monitor regularly the e-Project performance benchmarksMonitor regularly the e-Project performance benchmarks Review regularly new requirements for information contentReview regularly new requirements for information content Review regularly new requirements for information sourcesReview regularly new requirements for information sources Review regularly new requirements for changes to approved Review regularly new requirements for changes to approved

processesprocesses Review regularly performance of e-Project infrastructure including Review regularly performance of e-Project infrastructure including

software toolsoftware tool Assess feedback on the performance of the e-Project information Assess feedback on the performance of the e-Project information

management system management system

The key concept to remember is that the nature of the project is The key concept to remember is that the nature of the project is dynamic, with constant changes to not only the designs and ideas dynamic, with constant changes to not only the designs and ideas but also the surrounding environment.but also the surrounding environment.

Stage 8. e-Project Information Stage 8. e-Project Information Management FeedbackManagement Feedback

It is important, particularly for serial clients to have a suggested It is important, particularly for serial clients to have a suggested feedback session on the performance of the e-Project information feedback session on the performance of the e-Project information management system.management system.

The objective of such a session would be improving the The objective of such a session would be improving the performance of the e-Project information management for the next performance of the e-Project information management for the next project.project.

Areas to focus on could be:Areas to focus on could be: Were the benchmarks met?Were the benchmarks met? What worked well and what did not?What worked well and what did not? How can the performance be improved?How can the performance be improved?

With information from this feedback session, future e-Project With information from this feedback session, future e-Project processes can be improved encouraging continual improvement processes can be improved encouraging continual improvement in the performance and benefits to all project parties exchanging, in the performance and benefits to all project parties exchanging, managing and using e-Project information.managing and using e-Project information.

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