Managing light rail at light speed ppt
Transcript of Managing light rail at light speed ppt
![Page 1: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/1.jpg)
Managing Light Rail … at Light Speed!
Wendy Kaszycki, CCM PE Director of Project Management
Exposition Metro Line Construction Authority
![Page 2: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/2.jpg)
Overview
• Setting the Context
• Previous Process
• Document Upload Interface
• Results in Contract Management
• Results in SharePoint
• Conclusions
2
![Page 3: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/3.jpg)
SETTING THE CONTEXT
3
Photos courtesy of EMLCA
![Page 4: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/4.jpg)
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
4
![Page 5: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/5.jpg)
Expo LRT Project
Connecting the Beach to downtown LA!
5
PHASE 1 PHASE 2
![Page 6: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/6.jpg)
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
6
![Page 7: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/7.jpg)
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
7
![Page 8: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/8.jpg)
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
8
![Page 9: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/9.jpg)
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
9
![Page 10: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/10.jpg)
DOCUMENT UPLOAD INTERFACE
10
Photos courtesy of EMLCA
![Page 11: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/11.jpg)
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
11
![Page 12: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/12.jpg)
Defining the DUI
12
1
• Reviewed Contracts
• Developed Process Flow
• Define Document Types, Screens, Modules
2
• Provided Mapping Specs for Data
• Default basic information (contract, to/from) • Defined numbering convention for documents
3 • Wrote “hover over” Tool Tips
![Page 13: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/13.jpg)
RFI Process Flow
13
2-Page Process flow for RFI Process
![Page 14: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/14.jpg)
CO Process Flow
14
2-Page Process flow for Change Process
![Page 15: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/15.jpg)
Sample Mapping Spec
15
Screen content maps to PCM data fields
![Page 16: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/16.jpg)
DUI – What Users See • User PCM Access and
Security determine – PROJECT LIST – DOCUMENT TYPES
16
![Page 17: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/17.jpg)
DUI – RFI’s • Add New RFI
• Revise RFI – SELECT FROM PREVIOUSLY ONE
• Design-Bid-Build Projects – A/E PROPOSED SOLUTIONS
17
![Page 18: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/18.jpg)
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
18
![Page 19: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/19.jpg)
Sample Tool Tips Spec
19
Minimal Training due to Tool Tips for all fields
![Page 20: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/20.jpg)
DUI –Proposals • Proposals link to related documents
![Page 21: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/21.jpg)
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
21
![Page 22: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/22.jpg)
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
22
![Page 23: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/23.jpg)
1. Sends receipt email to user
2. cc: to Expo gmail account (by project) ALSO IMPORTED TO PCM CORRESPONDENCE RECEIVED
Auto-Distribution
23
1: SAMPLE EMAIL TO USER
2: SAMPLES TO EXPO GMAIL AND PCM
![Page 24: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/24.jpg)
RESULTS IN PCM
24
Photos courtesy of EMLCA
![Page 25: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/25.jpg)
PCM - Proposals
Links Attachment to SharePoint
Logs
Contractor’s
Doc #
Creates
CM Doc
![Page 26: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/26.jpg)
PCM - PROPOSALS
Creates Version
![Page 27: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/27.jpg)
PCM – PROPOSALS • PCM logs
– Contain DUI assigned & Contractor’s document numbers
– Can be exported to Excel and sorted
![Page 28: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/28.jpg)
PCM – PROPOSALS
Change Management
Writes Referenced Document Info Uploads Contract Number to Custom Field
Assigns CM Doc # with prefix for Contractor
![Page 29: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/29.jpg)
PCM – PROPOSALS Change Management
Sort by Change Management Number
Custom Contract Number – Written by DUI – Used in layouts
![Page 30: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/30.jpg)
PCM – PROPOSALS Related RFI
Change Management Number written to related document
![Page 31: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/31.jpg)
RESULTS IN SHAREPOINT
31
Photos courtesy of EMLCA
![Page 32: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/32.jpg)
SharePoint - Upload
• Document Properties
• Date and Time stamped
• “Versions” if same document file is uploaded to same SharePoint folder
![Page 33: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/33.jpg)
SharePoint – File Structure
• Elements – PHASE – PROJECT – CONTRACT – DOCUMENT DIRECTION – DOCUMENT TYPE – SPEC SECTION (RFI’S & SUBMITTALS)
![Page 34: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/34.jpg)
SharePoint – Folder Properties • Customized Solution
– AUTO-ROUTING BY DOCUMENT TYPE
• Defined Parameters – INCOMING VS. OUTGOING:
• Info used in email message
![Page 35: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/35.jpg)
Incoming Message • Identifies Lead and other Reviewers
• Indicates Due Dates
• Links directly to Document in SharePoint
35
![Page 36: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/36.jpg)
Outgoing Message • Emails to Contractor
• cc’s to Expo Staff
• Links directly to Document in SharePoint
36
![Page 37: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/37.jpg)
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
37
![Page 38: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/38.jpg)
Integration Methodology • Needs analysis based on experience and best practices
• Develop integrations
• Rollout & refine
38
![Page 39: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/39.jpg)
CONCLUSIONS
39
Photos courtesy of EMLCA
![Page 40: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/40.jpg)
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
40
![Page 41: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/41.jpg)
W I I F M
41
![Page 42: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/42.jpg)
W I I F M What’s In It For Me
42
![Page 43: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/43.jpg)
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
43
![Page 44: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/44.jpg)
Keys to Success
44
• Prior use of Expedition/PCM
• Extensive definition of policies and processes
• Specifications & Documentation
• Testing, Testing, Testing
• Dedicated Resources to Integration Team
• Operations Team Participation
![Page 45: Managing light rail at light speed ppt](https://reader033.fdocuments.net/reader033/viewer/2022052509/55d17a61bb61ebc2378b4615/html5/thumbnails/45.jpg)
QUESTIONS?
45
Photos courtesy of EMLCA