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1. Managing Stakeholders’ Expectations through a Collaborative Solution:
Sellwood Bridge Replacement Project Case Study
Thea Robinson, Project Controls Consultant
Pro Management Systems, Inc.
April 2013

2. Oh So Many Modules!!!
Even though the Sellwood team is using nearly every module
available in PCM; today we will focus on the following modules:
• Submittals
• Materials
• Daily Reports

3. Project Background
The Sellwood Bridge Project in Portland, Oregon is an ongoing effort by Multnomah
County to replace this 87-year old Willamette River crossing with a new, seismically-
sound structure that offers upgraded facilities for users. Stakeholders who are funding
the project include Multnomah County (Bridge Owner), the City of Portland Bureau of
Transportation (PBOT), Oregon Department of Transportation (ODOT) and the Federal
Highway Administration (FHWA). ODOT is the lead Agency managing the Federal
funds and leading all reviews and audits. The Stakeholders’ objectives for this project
are:
• Replace the aging bridge with a new bridge in the same location and minimize the
disruptions to neighboring residents, businesses and the 30,000 commuters who
cross the current bridge daily.
• Deliver the project in the most timely, cost-efficient manner while meeting the
requirements of the Locally Preferred Alternative that was agreed to in 2009 by the
County, PBOT, Metro, ODOT and FHWA.
• Find a solution that allows the Stakeholders to collaborate with the design firm,
contractor, and owner in the review of documents as they relate to the design and
construction of the bridge.

4. Primavera Contract Manager: The Solution Chosen
to Manage Stakeholder Objectives
With the Stakeholders’ objectives in mind, David Evans and Associates, Inc. (DEA) was
selected to assist Multnomah County as an Owner’s Representative. PCM was chosen
and implemented because:
• It can be implemented as a web-based solution and documents can be submitted by
the design firm to the owner team and then sent out to ODOT and PBOT for review.
• Access to documents can be based on the role of the individual on the project.
• Reports have been created to provide live data to the management team so that
decisions can be made to keep the project on track and the team working on the
appropriate tasks.
• Forms can be generated that match the required ODOT forms that are typically filled
out manually or in a spreadsheet. The forms in PCM provide accurate data that can
be recorded in the field which keeps the team focused on the project and not worried
about if a form is legible or filed in the correct place.

5. Efficiencies of the Submittal Module
• The design or construction firm
submits their item.
• The Owner Team Coordinator then
notifies the internal review team and
the reviewers at ODOT and PBOT that
items are ready for review.
• Agency Reviewers respond to the
Owner Team Coordinator with
comments and entered into PCM.
Internal review leads enter their
comments directly into PCM.
• Owner Team Coordinator then finishes
the review cycle and notifies the
design or contractor the status of the
submittal.
Work-Flow for Submittals
• Reduction in time it takes to review
items as reviewers have access to
submittals within hours of submittal to
the Owner Team.
• If Reviewer requests resubmittal of the
item reviewed, the turn-around for a re-
submitted item is reduced.
• Reduction in reproduction charges
and paper used as printed sets for
each reviewer are no longer needed.
• Owner Team Inspectors use PCM in
the field to confirm contractors are
following the plans as submitted,
reviewed and approved.
Benefits of Paperless Reviews

6. Real-Time Data Reports for Submittals
Reports were developed to assist the Owner Team
submittal coordinators in the tracking of the submittals
as many of the submittals for this project have multiple
reviewers. Providing such clarity allows the Owner
Team to provide clarity and accountability to reviewers.

7. How the Inspectors Utilize the Daily Report Module
The Daily Report module allows the Owner Team Inspectors to be efficient in the
field by inputting the information for their reports using their iPads or laptops.
• Using the Issues Module, all final construction documents are filed and readily
accessible to the Inspectors.
• When changes occur, the system is updated and the inspector can reliably know
that he or she is looking at the correct set of documents.
iPads are Not
River-Proof,
Even in Their
Water Proof
Cases!

8. Daily Report Custom fields make Custom Forms Easier to Build
The “Custom Fields” tab was added to build fields not available in the PCM tabs.
• The “Shift” tab is important as there are times when there are several shifts of
work.
• While the materials tab is not filled in for the Daily Reports, it is important to note
if any materials are rejected and why. The field is set to 256 characters.
• The TD & DT check box was added as the TP & DT tab only needs to be
completed if the TP & DT items are not correct.
To comply with ODOT requirements, the module needed to have tab-specific
custom fields added…and directories customized.

9. General tab:
• The field “Report number” is used to record the Inspector’s certificate # as required
by the ODOT report.
Equipment tab:
• Equipment Type directory was customized to include equipment for bridge project
that includes stabilization of a landslide area, detour bridge, and structure
deconstruction.
• Work Area directory was customized for all modules to reflect the different
packages of the project.
Field Force:
• Custom Fields were added to report the field force as ODOT requires more detail
than provided out of the box in PCM.
Materials:
• This tab is NOT used in the daily report as it is used to report installations and
calculate payments to the contractor and will be covered later in this presentation.
Attachments:
• While not customized, this tab is used to attach a copy of the signed report, photos
and videos. We currently are reviewing photo solutions to use instead of attaching
photos directly to the report, Inspectors would attach a URL to where the photos
and videos are stored.

10. Daily Report Forms Customized to Match ODOT Forms
ODOT Form PCM Customized Form

11. Is This Picture of the Old Bridge Upside Down or Right Side
Up? Accuracy is Key When Paying Contractors
• The Owner Team uses the Materials
Module to record the progress of the
contractor’s work.
• As part of their monthly work,
inspectors use the Delivery Ticket as
Installation Sheets (Pay Notes) and
record material installations.
• Custom forms and reports are in
place to conform with ODOT
requirements.
• The custom reports also are in place
to assist management in tracking
costs for the overall program which
includes the tracking of any
overruns.
Since the project is funded in part by
Federal, State, and City funds, the County is
subject to an Audit. Therefore, recording
contractor payments accurately is crucial.

12. Custom Fields in Delivery Ticket Tab are the Key to
Creating Customized Forms that Match the ODOT Forms
Over 30 custom fields were added in
the order of the ODOT form to make
sure that the Installation Sheets (also
known as a Pay Notes) are filled out
properly by the Inspectors.

13. ODOT Installation Sheet PCM Customized Installation Sheet

14. Contractor Payments from Materials Module
PCM streamlined the monthly quality and quantity checks that are performed
by the Owner Team since information is only entered in once by the
Inspectors.
Once the checks are complete, and the reconciliation meeting with the
contractor is held, the Pay Notes are brought into Payment Requisitions.

15. Pay Notes Directly Brought Into Payment Requisitions
Utilizing the “Get Materials Delivery” function in
the Schedule of Values tab, the Pay Notes that
are scheduled for payment that month are
imported into the Payment Requisition
All Bid Items are brought in using this function
including lump sum items.
Both the summary
and detail
requisitions forms
were tailored to
meet the needs of
the Owner’s
Finance
Department.

16. General Ledger Report – ODOT’s Audit Tool
The Pay Notes are reviewed and compared to the
General Ledger Report on a quarterly basis by
ODOT to ensure accuracy of payments.
This report was formatted to follow the ODOT standard and to
date, the Regional Assurance Specialist has indicated he is
satisfied with the way the information is presented for review.

17. Overrun Bid Items Report During construction, unforeseen
conditions cause overruns on materials
installed. In the past, this information was
gathered manually by reviewing the
General Ledger reports and tracking the
information in a spreadsheet.
This report replaced that spreadsheet and is now the tool used by the Office
Engineer who generates the monthly Contract Change Orders that reconcile the
overruns.
This also provides management an accurate picture of the monthly overruns.

18. When Stakeholders ask for Percent Complete
Information…
The Quantity Tracking report is a summary report that provides the Owner Team
management “live” data on how much has been spent on certain bid items across the
six packages currently under construction. So, when the County Commissioners or
the City of Portland Mayor ask how much has been spent on a certain bid item (i.e.
Structural Steel) the report can be pulled and the team can provide accurate
information to the Stakeholders.
A detailed report was also created in case the Stakeholders want detailed break-outs
of what has been spent by package.

19. The partners involved in the Implementation of PCM
for the Sellwood Bridge Replacement Project are:

20. Questions?
Thea Robinson, Project Controls Consultant
Pro Management Systems, Inc.
thear@promanagementsystems.com