Implementing Unifier at a $5B Facilities Capital Improvement Program

Transcription

1 Implementing Unifier at a $5B Facilities Capital Improvement Program Session ID: We re Live from San Diego! Transitioning from PCM to Unifier What s Happening and What s Next Prepared by: Joel Splittgerber - AECOM Dr. Daniel Williams - Calance

2 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 2

3 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 jsplittgerber@sandi.net 3

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5 San Diego Unified: Quality Schools in Every Neighborhood New performing arts center at Creative Performing and Media Arts Middle School

6 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 Prop. S - $2.1B Prop. Z - $2.8B State matching grants of about $750M First School at San Diego 6

7 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 7

8 Unifier Implementation What success looks like for San Diego Unified 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 8

9 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 9

10 The Challenge: Making the Transition PCM to Unifier

11 San Diego Unified Transition from Primavera Contract Management (PCM) 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

12 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 12

13 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 13

14 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? 14

15 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 15

16 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 16

17 Unifier Cost Sheet Cost Sheet WBS Code Structure 17

18 P6 Activity with Resource Loading from Unifier 18

19 Cost Loading from P6 19

20 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 20

21 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

22 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 22

23 Check Request Integrated with PeopleSoft Approved via the Unifier Workflow 23

24 Gateway: Architecture Gateway Connectors Custom and Out of the Box Custom for Unifier and PeopleSoft

25 Gateway: Architecture Flows of data

26 Gateway: Architecture Synchronization = Integration

27 Gateway: Architecture Sync Logs

28 Gateway: Architecture Specific Log messages for certain Steps in the Flow

29 Gateway: Architecture Hooking into the Messaging for useful communications

30 Gateway: Check Request Integration Better messaging right in Unifier!

31 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 31

32 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 32

33 Contract Management Business processes to manage all aspects of contracts Master contracts NTPs for work Purchase Orders Payment application Change Orders Claims Management 33

34 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 34

35 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 35

36 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 36

37 Cost Control Preliminary budget BP PM Enters Cost Estimate Sends through calculator 37

38 Cost Control Preliminary budget BP Estimate values are distributed to Line Item details to WBS 38

39 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 39

40 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 40

41 Cost Control BPs Construction Estimate Workflow 41

42 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 42

43 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 43

44 Cost Control Preliminary budget BP PM Enters Cost Estimate Sends through calculator 44

45 Cost Control Preliminary budget BP Estimate values are distributed to Line Item details to WBS 45

46 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 46

47 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 47

48 Cost Control BPs Construction Estimate Workflow 48

49 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 49

50 Questions? Joel Splittgerber joel Dr. Daniel Williams