ProjectVision … Saving Time & Money in Implementing Schemes ProjectVision: Web Enabled PCS...

ProjectVision … Saving Time & Money in Implementing Schemes

ProjectVision: Web Enabled PCS

National Conference Athlone8th Nov 2006


Agenda

Session 1 – Introduction

Session Chair Mr Gerry Galvin, Principal Adviser (Water), DEHLG.

10.00a.m – 10.15a.m. Welcome note Mr Edmund Flynn, County Engineer, Cork County

Council & Cathaoirleach, Water Services National Training Group.

10.15a.m – 10.45a.m. Introduction Mr Richard Cronin, Engineering Inspector, DEHLG.

10.45a.m – 11.15a.m. Tea/Coffee


AgendaSession 2 – ProjectVision Overview

Session Chair Mr Vincent Dwyer, Senior Executive Officer, Leitrim County Council

11.15a.m - 11.35a.m. Overview of ProjectVision & Web Enabled PCS

Mr Philip Martin, Managing Director, Cora Systems

11.35a.m. - 11.55a.m. How to Save Time & Money with “ProjectVision: Web Enabled PCS”

Ms Caroline Brennan, Project Manager, Cora Systems

11.55a.m – 12.45p.m Integration of PCS Templates & ProjectVision

Mr Justin Kelleher, PCS Technical Analyst, Cora Systems12.45p.m – 2.00p.m. Lunch


Agenda

Session 3 – PCS Time & Reporting

Session Chair. Mr John Mulcahy, Fingal County Council.

2.00pm – 2.45p.m PCS Time & ReportsMr Matt Coughlan, Technical Consultant, Cora Systems.

Session 4 – PCS Cost

Session Chair Mr Matt Shortt, Director of Services, North Tipperary County Council

2.45pm – 3.45pm Automatically Generating WSIP Forms

Mr Philip Martin, Managing Director, Cora Systems.


Agenda

Session 5 – Q&A and Wrap up

Session Co-Chairs

Mr Gerry Galvin, Principal Adviser (Water), DEHLG



Introduction

Mr. Richard Cronin, Engineering Inspector, DEHLG


Introduction

Overview of water services implementation framework – i.e. the rules.

The evolution towards a web-enabled solution – why change?

The terms of reference for the solution (the brief)

Overview of water services implementation framework – i.e. the rules.

The evolution towards a web-enabled solution – why change?

The terms of reference for the solution (the brief)


Introduction (cont’d)

Changes brought about by recent circulars L1/06 and L7/06. – faster approvals and more control at local level.

Highlights and benefits of the web-enabled PCS – what it can do – and can’t .

Training and implementation timetable – who, when and where.

Looking to the future.

Changes brought about by recent circulars L1/06 and L7/06. – faster approvals and more control at local level.

Highlights and benefits of the web-enabled PCS – what it can do – and can’t .

Training and implementation timetable – who, when and where.

Looking to the future.


Assessment of Needs

Water Services Investment Programme

(WSIP)

Departmental Circulars

2005 - 2007€5.1bn

The PCS

The Procedures

Manual

QualityTime

Cost

Water Services Capital Projects – management and implementation


The evolution towards a web enabled PCS

The DEHLG/CCMA Procedures Working Group set up in 2004.

Final Report in 2005 with 22 recommended action items – including: Streamlining of procedures – producing

Circulars L1/06 and L7/06. The PCS to be implemented by all Local

Authorities The WSNTG to develop the PCS to be a web

enabled tool with a high level reporting functionality.

The DEHLG/CCMA Procedures Working Group set up in 2004.

Final Report in 2005 with 22 recommended action items – including: Streamlining of procedures – producing

Circulars L1/06 and L7/06. The PCS to be implemented by all Local

Authorities The WSNTG to develop the PCS to be a web

enabled tool with a high level reporting functionality.


The evolution towards a web enabled PCS

User feedback on the existing PCS

Quality Control

Project Management

Financial Reporting (WSIP claim forms) The revised Departmental approval procedures

and funding thresholds arising from Circulars L1/06 & L7/06 (more of which later)

User feedback on the existing PCS

Quality Control

Project Management

Financial Reporting (WSIP claim forms) The revised Departmental approval procedures

and funding thresholds arising from Circulars L1/06 & L7/06 (more of which later)


The Terms of Reference

To develop the existing Project Control System (including guidance notes) into a web enabled system with enhanced reporting capability having regard to: User feedback received on the existing PCS system Updated Water Services procedures since the existing PCS

was developed Importation of summary information from local authority

financial systems e.g. Agresso, CAPAC and JD Edwards. Progress and cost reporting requirements by scheme

category County and National progress and cost reporting

requirements

To develop the existing Project Control System (including guidance notes) into a web enabled system with enhanced reporting capability having regard to: User feedback received on the existing PCS system Updated Water Services procedures since the existing PCS

was developed Importation of summary information from local authority

financial systems e.g. Agresso, CAPAC and JD Edwards. Progress and cost reporting requirements by scheme

category County and National progress and cost reporting

requirements


Terms of Reference

To present the new PCS to the local authorities and their project consultants by way of ten training workshops, (two each at the Training Centres in Ballincollig, Roscrea, Castlebar, Stranorlar and Dublin) under the overall co-ordination of the Water Services National Training Group.

To present the new PCS to the local authorities and their project consultants by way of ten training workshops, (two each at the Training Centres in Ballincollig, Roscrea, Castlebar, Stranorlar and Dublin) under the overall co-ordination of the Water Services National Training Group.


Procurement of new PCS

PCS Steering Group Gerry Galvin (Principal Adviser DEHLG) Matt Shortt (Director of Services, North Tipp Co Co) Gerry Duane (Head of IT, Fingal County Council) Richard Cronin (Project Manager DEHLG)

Project Team Philip Martin MD Cora Systems Pat Henry (Solution Architect) Caroline Brennan (Project Manager Cora Systems) Justin Kelleher (Technical Analyst PCS)

PCS Steering Group Gerry Galvin (Principal Adviser DEHLG) Matt Shortt (Director of Services, North Tipp Co Co) Gerry Duane (Head of IT, Fingal County Council) Richard Cronin (Project Manager DEHLG)

Project Team Philip Martin MD Cora Systems Pat Henry (Solution Architect) Caroline Brennan (Project Manager Cora Systems) Justin Kelleher (Technical Analyst PCS)


Procedural changes brought about by Circulars L1/06 and L7/06

Reduced approval requirements for most schemes:

All schemes with a construction budget < €5.0m (Traditional and DBO schemes) – proceed to construction once PR and construction stage budget approved.

Bundled schemes

All Traditional Contracts > €5.0m proceed to construction once CDs approved (no report on tenders)

Reduced approval requirements for most schemes:

All schemes with a construction budget < €5.0m (Traditional and DBO schemes) – proceed to construction once PR and construction stage budget approved.

Bundled schemes

All Traditional Contracts > €5.0m proceed to construction once CDs approved (no report on tenders)


1. Appointment of consultants:a. Approval of briefb. Approval of budget

2. Approval of Prelim. Report

3. Approval of site supervisory staffing numbers

4. Approval of Contract Docs

5. Report on Tender Assessment

6. Approval of WSPP Report

7. Report on Final Account

Pre- L1/06 & L7/06 submission requirements

1. Appointment of consultants:a. Approval of brief

2. Approval of Prelim. Report

7. Report on Final Account

Post L1/06 & L7/06 submission requirements


Procedural changes brought about by Circular L1/06 and L7/06

Full approval still required:

for large schemes DBO & Traditional (> €5.0m)

for small contracts on large schemes (non-bundled)

Full approval still required:

for large schemes DBO & Traditional (> €5.0m)

for small contracts on large schemes (non-bundled)


Highlights of the Web Enabled PCS

For Project Leaders

Easier allocation of time and resources – tracking constraints

More support in setting up projects – what to do and when to do it – guidance notes and support documents incl. circulars.

Document attachment – easy access for all to miscellaneous documents.

Faster approval timelines.

For Project Leaders

Easier allocation of time and resources – tracking constraints

More support in setting up projects – what to do and when to do it – guidance notes and support documents incl. circulars.

Document attachment – easy access for all to miscellaneous documents.

Faster approval timelines.



For finance and administration staff:

Automatic and faster recoupment

National operational coding for Financial Systems.

For finance and administration staff:

Automatic and faster recoupment

National operational coding for Financial Systems.



For Local Authority Management

High level summary reporting – the status of projects and contracts.

Departmental Inspectorate

National reporting

On-line collaboration and support for projects with the Local Authorities and Consultants

For Local Authority Management

High level summary reporting – the status of projects and contracts.

Departmental Inspectorate

National reporting

On-line collaboration and support for projects with the Local Authorities and Consultants


Training for the Web-enabled PCS

Training will be targeted at users

Advanced users (day-to-day)

Project staff (technical, administration and financial) – 2 days

Lighter users (weekly or monthly)

Local authority management (DoS, Finance, ICT) – 1 day

Department staff (inspectorate and administration) – 1 day

Training in a live environment

The user names and passwords will be provided at these

training sessions

Training will be targeted at users

Advanced users (day-to-day)

Project staff (technical, administration and financial) – 2 days

Lighter users (weekly or monthly)

Local authority management (DoS, Finance, ICT) – 1 day

Department staff (inspectorate and administration) – 1 day

Training in a live environment

The user names and passwords will be provided at these

training sessions


Training for the Web-enabled PCS

Training timetable

Management and light users will be trained initially (November 2006 – January 2007)

Project staff and other advanced users will be scheduled for training in early 2007

Training will be held in the WSNTG regional centres

Training timetable

Management and light users will be trained initially (November 2006 – January 2007)

Project staff and other advanced users will be scheduled for training in early 2007

Training will be held in the WSNTG regional centres


Web enabled PCS Release X

Looking to the future

WSIP

Web enabled PCS

Local Authority

DEHLG Consultants

On-line approvalsOn-line approvals

On-line collaboration on

Reports

On-line collaboration on

Reports

On-line recoupment

On-line recoupment


ProjectVision: Web Enabled PCS

Thank youThank you


Session Chair

ProjectVision Overview

Mr Vincent Dwyer, Senior Executive Officer, Leitrim County

Council

Mr Vincent Dwyer, Senior Executive Officer, Leitrim County

Council


Overview of ProjectVision & Web Enabled PCS



Who are Cora Systems

We are a 100% Irish Software Company Established in 1999 Markets in Ireland and UK Primary Product is ProjectVision

Our Focus is Local Authority market in Ireland & UK 65% of Irish LA’s use ProjectVision Expanding in UK – 2 Offices

We are a 100% Irish Software Company Established in 1999 Markets in Ireland and UK Primary Product is ProjectVision

Our Focus is Local Authority market in Ireland & UK 65% of Irish LA’s use ProjectVision Expanding in UK – 2 Offices

Cora Systems Vision‘By December 2007 Cora Systems will be recognised as a key project

manager partner for all Local Authority projects with 80% market share ’


What does ProjectVision do ?

ProjectVision manages your 5 year Plan (e.g. Corporate Plan)

1 Year Operational Plans (e.g.Water Services)

Water Services Investment Program (WSIP)

It handles items such as Programs and Projects Tasks, Financials, Schedules (e.g. Contractors)

Management Reports (e.g. All project Overview (RAG), Cost)

Team Reports (e.g. WSIP Forms 01, 02A/B, Progress Reports)

ProjectVision manages your 5 year Plan (e.g. Corporate Plan)

1 Year Operational Plans (e.g.Water Services)

Water Services Investment Program (WSIP)

It handles items such as Programs and Projects Tasks, Financials, Schedules (e.g. Contractors)

Management Reports (e.g. All project Overview (RAG), Cost)

Team Reports (e.g. WSIP Forms 01, 02A/B, Progress Reports)


Brief for New Web Enabled PCS

Make it Easy-To-Use


Thanks !

Training Plan – Extensive 2006-2007

Live Date – Dec 1st 2006.

UAT Sites – Leitrim, Kerry, Fingal, North Tipperary.

A Big Thanks to UAT testers-valuable feed back

Training Plan – Extensive 2006-2007

Live Date – Dec 1st 2006.

UAT Sites – Leitrim, Kerry, Fingal, North Tipperary.

A Big Thanks to UAT testers-valuable feed back


Our Approach

Web Enabled PCS & New Procedures


Plans

PCS Forms

What Will Happen Now …

Resources Tasks

Risks/IssuesStrategiesProject Management

PCS Templates

Manually GeneratedWSIP Forms

Automatically Generated WSIP Forms

Agresso

WSIP 01,02A/B, 05, 07A/BProgress Reports & Financial DataReports for Management, Project Team, Project Manager & DEHLG


What Currently Happens …

ProjectManagement

Administrative Claim Payment

There are 3 Key Parts1. The Project Management of the Scheme2. The Administrative aspect – claims & paperwork3. The Claim Payment – from the DEHLG

We will deal with the first 2 areas here ….

There are 3 Key Parts1. The Project Management of the Scheme2. The Administrative aspect – claims & paperwork3. The Claim Payment – from the DEHLG

We will deal with the first 2 areas here ….


What Currently Happens … Project Management

ProjectManagement Administrative Claim Payment

PCS not clearComplicated ProcessNo proper Project ManagementProject Documentation in a number of places

!


What Currently Happens … Administrative

AdministrativeProject Management Claim Payment

Manually Interrogate Agresso, JD Edwards, Oracle Financials or IntegraOpen to incorrect categorisationConfusion over what WSIP 03 is used forTime Consuming to fill out forms

WSIP 01 WSIP 02A/B WSIP 03 WSIP 07

WSIP 05

=CLAIM

X


The ProjectVision PCS Solution

FROM TO

Document Hardcopy Electronic Copy

Procedures Manual Driven ProjectVision Driven (Templates)

Dispersed Document Storage Central Document Storage

Manual Reporting Capabilities Automatic Reporting Capabilities

Separate PCS & L1/06 & L7/06 PCS & L1/06 & L7/06 Integration

Poor Usability User Friendly Environment


ProjectVision PCS Advantages

Manual System Automatic & Web-based

Saving Time

Increased Accuracy

Increased Speed of Payment

Manual System Automatic & Web-based

Saving Time

Increased Accuracy

Increased Speed of Payment


Help GuidesFeedback ProductSupport (WSNTG & Cora) Integrated notesTemplated Project Plans

Experience Mentoring Customised courses Different Courses for Different Users Continuous Training – not just one-off

Customised around L.A.’s Integrated to PCSProven PM ToolWeb-basedEasy Access

Cora Systems

Making This Work Well


Training Plan – Advanced Users

Duration: 2 days Technical

Project Leaders Engineers Technicians

Administration / Accounts Water Services Administration Water Services Accounts Staff Financial Staff

Duration: 2 days Technical

Project Leaders Engineers Technicians

Administration / Accounts Water Services Administration Water Services Accounts Staff Financial Staff


Training Plan – Overview

Duration : 1 day Overview

Directors of Services

DEHLG Inspectors

DEHLG Admin.

Duration : 1 day Overview

Directors of Services

DEHLG Inspectors

DEHLG Admin.


Training Plan – System Administrator

Duration : 1 day System Administrator

New Users

New Circulars

Duration : 1 day System Administrator

New Users

New Circulars


Our Training Strategy

time

100%

50%

December February

time

100%

50%

December February

Cora Systems Training Division

User Competency

April

April


Training Plan

Training Commences in December

December-April (5 Regional Training Centers)

Overview Courses

Advanced User Training Technical

Advanced User Training Administration/Finance.

System Administrator

Additional courses purchasable from Cora Systems (longer term)

Training Commences in December

December-April (5 Regional Training Centers)

Overview Courses

Advanced User Training Technical

Advanced User Training Administration/Finance.

System Administrator

Additional courses purchasable from Cora Systems (longer term)


When do you start using PCS?

All new Projects

All existing Projects (from appropriate stage)

Discuss and agree at next Steering Group Meeting

Begin implementation by following Steering Group Meeting

Use ProjectVision PCS reports for all project reporting……

All new Projects

All existing Projects (from appropriate stage)

Discuss and agree at next Steering Group Meeting

Begin implementation by following Steering Group Meeting

Use ProjectVision PCS reports for all project reporting……


The Future …Management of full WSIP on ProjectVision

IntegrationTo GIS(Spatial Awareness)

Additional Reporting for Engineers, Administration and Inspectorate as rq’d

Online signoff and submission of claims


In Summary

ProjectVision has been developed with LA’s for LA’s

Proven Project Management Solution

Cora Systems key market is LA’s in Ireland and UK

Links to financial system – Automatic WSIP 01, 02A/B, 05

It will make PCS easier to use

Claims will be processed quicker

ProjectVision has been developed with LA’s for LA’s

Proven Project Management Solution

Cora Systems key market is LA’s in Ireland and UK

Links to financial system – Automatic WSIP 01, 02A/B, 05

It will make PCS easier to use

Claims will be processed quicker


How to Save Time & Money with “ProjectVision: Web Enabled

PCS”Ms Caroline Brennan,

Project Manager, Cora Systems


Key Problems

Complex Manual Project Control System

No Common Automated Project Management System

Lack of Reporting Capabilities / Accessibility


No Common Automated Project Management System



Key Problems – The Result

Manual processes & duplication of entry = TIME

No Common Project Management Approach = TIME

Use of resource time to compile and validate information = TIME

Manual data gathering from multiple systems for claims = TIME

Follow up with multiple resources to confirm project status = TIME

Manual reports & reporting across different systems = TIME

Total = €COST

Manual processes & duplication of entry = TIME

No Common Project Management Approach = TIME

Use of resource time to compile and validate information = TIME

Manual data gathering from multiple systems for claims = TIME

Follow up with multiple resources to confirm project status = TIME

Manual reports & reporting across different systems = TIME

Total = €COST


Key Solution Path

Manual Paper- Based System

Automated Project templates

Documentation not easily visible or accessible

Easily visible and accessible on Project Templates

Many methods of storageOne unified central storage system

Information not readily accessible

Information in one place at your finger-tips


A Simplified Web-based Solution


Key Solution Path

No common approach to Project Management

Common Proven Project Management Approach

Duplication of tasks across processes

One point of entry for status updates

Manual gathering of data Integration with Local FMS

Key Reporting not readily available

Key Reports made easy

No Common Integrated Project Management System

ProjectVision Project Management Framework


Key Solution Path

Reports Manually compiled Automated Reporting Suite

Information gathered from multiple systems

One point of entry for status updates

No common reporting format across projects

Standard Reporting Formats across Programme & Projects

Lack of reports on all levels of the Project Organisation

Reporting at all levels of Programme/Project Hierarchy


Information Readily & Easily Accessible


KPI’s

The Issues ProjectVision Solves

Reporting

Visibility

EasyTo

Use

Multiple Projects,Consistency

Dept’s, Locations,Partners


The Strategic View

5.People

1. Your

Strategy2.

Departments

3.Teams

4.Projects& KPI’s


Your Strategy

20072006 2008 2009

Infra-structureHousingFinance C & E

WATER ENVIRONMENT MARINE

• Sewerage Scheme x • Local Plant Ops

• Publish EcoNews • Blue Flag Status• etc

• Pier Extension• Coastal Walks • etc

ControlControlManagingManaging

ControlControl

PlanningPlanning

ProjectTeams

ProjectTeams

2005


Your Business Plan …

Your Business Plan (Strategy Document) breaks down into Departments …and then into Projects or further Programs – you decide !

Easily link in Strategic Objectives and Key Performance Indicators toYour Corporate Plan and it’s projects

Housing Environment Business Health

Your CorporatePlan

Strategic Objectives&

Key PerformanceIndicators (KPI’s)

Drill down into the Business Service Area to see …


Your Service Plan …

… all the Programs and Projects in the Business Service AreaInformation flows from the projects up to the Service programs and on up to your Corporate plan – e.g. Percentage Complete (%)

Supports Premises DirectoryNew BusinessEstablishment

Business


ProjectVision Examples

WorkBreakdownStructure

IntegrationToGIS

Cost Breakdown ByTheme, Code, Budget, Actual, Committed

Progress Reports



Work Breakdown Structure


Key Benefits

Use History feature to get progress of project

Reduce meeting time

Straight-forward configurable reports

Retain information lost through staff change

Future proofed-easily accommodates new procedures

Use History feature to get progress of project

Reduce meeting time

Straight-forward configurable reports

Retain information lost through staff change

Future proofed-easily accommodates new procedures

For Director of Services


Key Benefits for the DEHLG

Standardised National Reporting

More efficient communication

More readily available information

Quicker turnaround for payments to Local Authorities

More transparency

Standardised National Reporting

More efficient communication

More readily available information

Quicker turnaround for payments to Local Authorities

More transparency

For DEHLG


Key Benefits

New Ops Codes, less risk of miscoding

Automated Integration to Local FMS – less risk of errors / faster process

Claim Forms on-line - more efficient generation of claims

Leading to Quicker Payments

More efficient cost management & financial reporting

New Ops Codes, less risk of miscoding

Automated Integration to Local FMS – less risk of errors / faster process

Claim Forms on-line - more efficient generation of claims

Leading to Quicker Payments

More efficient cost management & financial reporting

For Local Authority Financial Management


Key Benefits

Common Project Implementation Procedures & Practices

Quicker and more efficient approvals process

Document Management made easy - PCS on-line document management (attached to tasks)

Readily available status reports at all programme levels

Meeting Time Reduced and more pro-active

Easier & quicker communications

Common Project Implementation Procedures & Practices

Quicker and more efficient approvals process

Document Management made easy - PCS on-line document management (attached to tasks)

Readily available status reports at all programme levels

Meeting Time Reduced and more pro-active

Easier & quicker communications

For Local Authority Project Leaders


Key Benefits

Latest Project Management thinking

Scope, Work-breakdown-structures, Scheduling, Risks, Issues & Reports

Full Audit Trail Will help bring projects in on time and within budget

On-line guidance leads as you go

Easy-to-use

Latest Project Management thinking

Scope, Work-breakdown-structures, Scheduling, Risks, Issues & Reports

Full Audit Trail Will help bring projects in on time and within budget

On-line guidance leads as you go

Easy-to-use

Local Authority Project Leader cont…


Benefits for the Project Team …

Easy-to-use – 30 second update

See your scheduled tasks at a click

Update team using the History feature

Receive credit for all work done

Easy-to-use – 30 second update

See your scheduled tasks at a click

Update team using the History feature

Receive credit for all work done

For the Project Team


Key Benefits

Completely Web-based

Fully hosted by WSNTG & Cora Systems

No installation on users PC – time & cost savings

Direct support to users

One point of support – more time & cost savings

Completely Web-based

Fully hosted by WSNTG & Cora Systems

No installation on users PC – time & cost savings

Direct support to users

One point of support – more time & cost savings

For the IT Department


Key Solution

Simplified Web-based Solution for Project Control & Expenditure Claims

A Common Automated Project Management Approach available

Strong & Reliable Reporting Capabilities for Cost, Time & Status at all levels of the Organisation

Simplified Web-based Solution for Project Control & Expenditure Claims

A Common Automated Project Management Approach available

Strong & Reliable Reporting Capabilities for Cost, Time & Status at all levels of the Organisation


Integration of PCS Templates & ProjectVision

Justin Kelleher, PCS Technical Analyst,

Cora Systems


Original PCS Background

The PCS was developed as a Project Control System.

The PCS is applicable to all water services projects promoted by a Local Authority

Provide guidance to local authorities and their project consultants.

The PCS is intended for traditional projects (PCS 10) or DBO-Design Build Operate (PCS9)


The Inputs to ProjectVision: Web Enabled PCS

Cora Systems

Financial Extracts

Usability Feedback (Workshops & UAT)

Existing Procedures Manual & PCS Docs

L1/06 & L7/06


Updated PCS Manual on-lineUpdated PCS

Manual on-line

What’s New with the PCS?

New Approval Process as

defined in L1/06 & L7/06

New Approval Process as

defined in L1/06 & L7/06

PCS & Project PCS & Project Documents Documents

Stored CentrallyStored Centrally

PCS & Project PCS & Project Documents Documents

Stored CentrallyStored Centrally

PCS & L1/06 & PCS & L1/06 & L7/06 integrated L7/06 integrated in ProjectVisionin ProjectVision

PCS & L1/06 & PCS & L1/06 & L7/06 integrated L7/06 integrated in ProjectVisionin ProjectVision

User Friendly User Friendly web web

environmentenvironment

User Friendly User Friendly web web

environmentenvironment


PCSDocs

PCS Templates

How Does the PCS fit together?

GuidanceNotes

DecisionTree

Project Management

PCS Milestones

Web Enabled

Electronically GeneratedPCS Docs


What do you get with the PCS module?

“Updated with changes, on-line”Guidance Notes

“Notes on the completion of a major deliverable ”PCS Milestones

“On-line, and updated to reflect changes ”PCS Documents

“Guide you through Project Set-up”Project Wizard

“L1/06 & L7/06 Approval Decision Tree Diagram”Approval Decision Tree

“Navigate you through the Product” Help Files

“Planning, <5 million, >5 million, DBO”Template directory


Project Wizard

Project Wizard


Template Directory

Work Breakdown Structure View

Four templates: Planning < 5 million > 5 million DBO


Template Directory

Gantt View


Guidance Notes

Guidance Notes


Approval Decision Tree

Decision Tree:

Approval Process in Flow Diagram Format

Attached to PCS


PCS Milestones


PCS Documents


PCS Approval Process Changes

No change to Planning stage of any project.

Any contract less than €5.0m. Reduced Approval Procedures.

Any contract greater than or equal to €5.0m. Full Approval Procedures

Demo………

No change to Planning stage of any project.

Any contract less than €5.0m. Reduced Approval Procedures.

Any contract greater than or equal to €5.0m. Full Approval Procedures

Demo………


In Summary

The PCS processes are on-line:

Logical Workflow

Easy Navigation

Easier understandability.

In a Single workspace.

A template directory navigates you through the process.

Future changes in procedures will be reflected in the system


In Summary

The PCS process is difficult

ProjectVision makes it easier.

Cora Systems now have PCS Expertise and can help through:

Training

Support & Consultancy


Session Chair

PCS Time & ReportingSession Chair. Mr John

Mulcahy, Fingal County Council.Session Chair. Mr John

Mulcahy, Fingal County Council.


PCS Time & Reports

Matt Coughlan,Technical Consultant,

Cora Systems.


Overview

Financial System PCS

ProjectVision

Project templates in ProjectVisionLink to Financial Codes


ProjectVision Steps

Project Set-up

Project Maintenance

Project Reports

Automatic Form Generation.

Project Set-up

Project Maintenance

Project Reports

Automatic Form Generation.


Project Set Up

Steps

Project Wizard (copy project template)

Work Breakdown Structure (WBS)

Timelines (Gantt)

Risk/Issue

Steps

Project Wizard (copy project template)

Work Breakdown Structure (WBS)

Timelines (Gantt)

Risk/Issue


Project Set Up

ProjectWizard: Easily copy project from template. Time & notes included automatically.

ProjectWizard: Easily copy project from template. Time & notes included automatically.


Project Set Up

Work Breakdown Structure


Project Set Up

Gantt


Project Set Up

Risks and Issues Log and weight

Assign responsibility

Rank all risks in order


Project Set up

Risks and IssuesRisks and Issues


Project Set Up

Access Rights

ProjectVision

Clare County Council

Carlow CavanClareCork City..

Cork City Council


Reports

Select project / programme

Select information required

Export to Word/Excel

Select project / programme

Select information required

Export to Word/Excel


Reports

General Project ReportsGeneral Project Reports


Reports

Report Control PageReport Control Page


Reports

Project Reports Project Task List

Project Summary

Resource Reports Resource Planned

Resource Management

Progress Report Quarter on Quarter Report

Project Reports Project Task List

Project Summary

Resource Reports Resource Planned

Resource Management

Progress Report Quarter on Quarter Report


Reports

Project Task List Report Show

Lists all Tasks/progress on project

Use Detailed information on progress of project

Benefit See easily what is completed

Project Task List Report Show

Lists all Tasks/progress on project

Use Detailed information on progress of project

Benefit See easily what is completed


Reports


Reports

Project Summary Report Show

Key information on project

Use Update on all aspects of project is required

Benefit Quickly get a top level view of a project

Project Summary Report Show

Key information on project

Use Update on all aspects of project is required

Benefit Quickly get a top level view of a project


Reports


Reports

Resource Planned Report

Show All tasks to be completed (To Do List)

By users and groups (eg Project Team)

Use See work planned for users and groups

Benefit Easily see what is planned

Resource Planned Report

Show All tasks to be completed (To Do List)

By users and groups (eg Project Team)

Use See work planned for users and groups

Benefit Easily see what is planned


Reports


Reports

Resource Management Report Show

Work load day by day

Use Look at the load on a group

Benefit Identify resource issues

Resource Management Report Show

Work load day by day

Use Look at the load on a group

Benefit Identify resource issues


Reports


Summary

Easily set up projects

Include all relevant information

Reports – simple to generate

Saves Time and Effort

Easily set up projects

Include all relevant information

Reports – simple to generate

Saves Time and Effort


Session Chair

PCS Cost

Mr Matt Shortt, Director of Services, North Tipperary County

Council

Mr Matt Shortt, Director of Services, North Tipperary County

Council


WSIP



WSIP Forms & Your Project

Plan Costs

Get Grant Approval(& Project No)

Commence Project(Track Exp. In Financial System)

Any increase in

PlannedCosts ?

Complete Project(Submit WSIP 07A & B)

Submit WSIP 05

Generate WSIP 01, 02A & BFor Claim Payment


Difficulties with Current Process

Double entry of costs (Financial System & Claims)

Incorrect categorisation of costs in Financial System

Incorrect categorisation of costs in Claims

Time consuming to generate claim forms

Poor Visibility between Engineers & Administration staff

Confusion over WSIP 03 form

Double entry of costs (Financial System & Claims)

Incorrect categorisation of costs in Financial System

Incorrect categorisation of costs in Claims

Time consuming to generate claim forms

Poor Visibility between Engineers & Administration staff

Confusion over WSIP 03 form


Demonstration

ProjectVision PCS Demonstration Entering Planned costs

Linking to financial system

Generation WSIP 01, 02 A/B, 05

Reports – By Category & Sub Category

ProjectVision PCS Demonstration Entering Planned costs

Linking to financial system

Generation WSIP 01, 02 A/B, 05

Reports – By Category & Sub Category


The Solutions …

Double entry of costs (Financial System & Claims) Double entry of costs (Financial System & Claims)

Incorrect categorisation of costs in Financial System Incorrect categorisation of costs in Financial System

Incorrect categorisation of costs in Claims Incorrect categorisation of costs in Claims

Time consuming to generate claim forms Time consuming to generate claim forms

Poor Visibility between Engineers & Administration staff Poor Visibility between Engineers & Administration staff

Confusion over WSIP 03 Form Confusion over WSIP 03 Form

Financial System linked to ProjectVision – 1 entry only Financial System linked to ProjectVision – 1 entry only

One Standard Set of Op-Codes for WSIP (help rq’d !) One Standard Set of Op-Codes for WSIP (help rq’d !)

ProjectVision will auto-map to correct financial codes ProjectVision will auto-map to correct financial codes

Auto-generated claims – no yellow marker ! Auto-generated claims – no yellow marker !

One location for all Project & Financial Information One location for all Project & Financial Information

WSIP now removed and catered for in WSIP 02A/B WSIP now removed and catered for in WSIP 02A/B


What we need you to do …

Standard Op-Codes eliminate errors We need you’re your help

Please ask you Financial Staff to update codes

IT Dept need to enable “extract” of financials

Standard Op-Codes eliminate errors We need you’re your help

Please ask you Financial Staff to update codes

IT Dept need to enable “extract” of financials

UserFinancial System

ProjectVisionWSIPForms

Standard CodesMeans less Agresso Errors

Mapped AutomaticallyNo Errors


When you leave to-day …

ProjectVision PCS will simplify the Project Mgmt. and Claims Process

Links to financial systems will save time and money

Customised training for Engineers and Administration Staff Please sign-up with WSNTG

Cora Systems are a long term partner for Irish LA’s You are important to us

We want to help

ProjectVision PCS will simplify the Project Mgmt. and Claims Process

Links to financial systems will save time and money

Customised training for Engineers and Administration Staff Please sign-up with WSNTG

Cora Systems are a long term partner for Irish LA’s You are important to us

We want to help

ProjectVision … Saving Time & Money in Implementing Schemes ProjectVision: Web Enabled PCS...

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Transcript of ProjectVision … Saving Time & Money in Implementing Schemes ProjectVision: Web Enabled PCS...