Project Management Modernization
– Why And How Western Moved
From Spreadsheets To PrimaveraFrom Spreadsheets To Primavera
...
Agenda
1) Current environment
2) Current capital project control
3) Why Primavera – “The right stuff”
4) Implementation St...
Western University Organization
• Research Intensive University
• 35,000+ Students
• 3500+ Staff and Faculty
•• Operating ...
Campus Geography
• Main campus - 155
hectares/380 Acres
• Land Holdings – 480
Hectares/1175 Acres
• 15 KM (9.5 Miles)• 15 ...
Annual Projects
• 200 – 300 capital & Infrastructure projects
• $10,000 to $3 Million
• Infrastructure, Classroom and Lab ...
Staffing levels
• Internal staff
• 20 Project coordinators, Managers and
Engineers
• 100 Trades persons (includes 6 person...
Current Project Control
• Distributed amongst coordinators and
managers
• Excel spreadsheets and PeopleSoft
Financials led...
Why Primavera?
• Desire to increase transparency,
accountability and collaboration while
reducing risk
• Common process fo...
Why Primavera Continued
• Integration with PeopleSoft
• Can learn from previous experience (copy
projects, build templates...
The Right Stuff
• Successful Projects
– Right People
– Right Tools
• Communicate• Communicate
• Track progress
• Spot issu...
Aberdeen Group Study
Category of AEC Firms Mean Performance
Standard Best Practices and Enterprise level Technology (SBPT)...
Implementation Strategy
• Partner with an implementation firm with a
successful track record – SAR
• No customization
• Ma...
Change Management
• Project Manager
– Member of team who will use the product
• Communication
– Monthly updates for projec...
Change Management Continued
• Training
– Just-In-Time training using Western data
• System Testing
– Include users interna...
Questions
Session 10588 - Project Management Modernization
– Why And How Western Moved From Spreadsheets
PAUL MARTIN CGA – FINPLM@UW...
Project management modernization   why and how western moved from spreadsheets to primavera ppt
Project management modernization   why and how western moved from spreadsheets to primavera ppt
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Project management modernization why and how western moved from spreadsheets to primavera ppt

  1. 1. Project Management Modernization – Why And How Western Moved From Spreadsheets To PrimaveraFrom Spreadsheets To Primavera Session 10588 Presenters – Paul Martin CGA; Fred Janzen PMP
  2. 2. Agenda 1) Current environment 2) Current capital project control 3) Why Primavera – “The right stuff” 4) Implementation Strategy4) Implementation Strategy 5) Change Management 6) Questions
  3. 3. Western University Organization • Research Intensive University • 35,000+ Students • 3500+ Staff and Faculty •• Operating Budget - $555 M • Research Budget - $208 M • Located in London, Ontario, Canada
  4. 4. Campus Geography • Main campus - 155 hectares/380 Acres • Land Holdings – 480 Hectares/1175 Acres • 15 KM (9.5 Miles)• 15 KM (9.5 Miles) Roadway • 93 Buildings – 9 Residences/ almost 5000 beds – Growing
  5. 5. Annual Projects • 200 – 300 capital & Infrastructure projects • $10,000 to $3 Million • Infrastructure, Classroom and Lab enhancements • 10 – 15 medium projects • $5 to $15 Million• $5 to $15 Million • Renovations, Major Infrastructure • 4 – 5 major projects • $15 to $100 million • New Building • Major retrofit old buildings to new standards • $150 to $300 million budget
  6. 6. Staffing levels • Internal staff • 20 Project coordinators, Managers and Engineers • 100 Trades persons (includes 6 person project crew)project crew) • 5 Design persons • External • 30 to 40 General contractors • 20 to 35 Consultants and Architects
  7. 7. Current Project Control • Distributed amongst coordinators and managers • Excel spreadsheets and PeopleSoft Financials ledger for budget and cost control • Email for tracking correspondence• Email for tracking correspondence • General Contractors control schedule and project in their systems • Difficult to learn from previous experience • No ability to do “What if” scenarios • Reporting sporadic and inconsistent
  8. 8. Why Primavera? • Desire to increase transparency, accountability and collaboration while reducing risk • Common process for all capital projects • Dashboard - project health and budget• Dashboard - project health and budget results • Repository for all project correspondence and decision impacting designs and schedule • “What if “ scenarios can be easily created and reviewed for time line and budget impacts
  9. 9. Why Primavera Continued • Integration with PeopleSoft • Can learn from previous experience (copy projects, build templates, build a “book of Knowledge)Knowledge) • Enterprise View • Track “Portfolios” of projects
  10. 10. The Right Stuff • Successful Projects – Right People – Right Tools • Communicate• Communicate • Track progress • Spot issues • Web-based software – One version of the Truth – Best Practices and Enterprise level Technology
  11. 11. Aberdeen Group Study Category of AEC Firms Mean Performance Standard Best Practices and Enterprise level Technology (SBPT) - 89% of projects delivered early or on time - Projects not delivered on time are on average six weeks late - 89% of projects delivered within budget - 10% average overrun on projects not delivered within budget Standard Best Practices with Desktop based or no technology - 71% of projects delivered early or on time (SBP) - Projects not delivered on time are on average six weeks late - 79% of projects delivered within budget - 14% average overrun on projects not delivered within budget Neither Best Practices or Enterprise Level Technology (Neither) - 64% of projects delivered early or on time - Projects not delivered on time are on average six weeks late - 73% of projects delivered within budget - 20% average overrun on projects not delivered within budget
  12. 12. Implementation Strategy • Partner with an implementation firm with a successful track record – SAR • No customization • Map out business processes that are best in• Map out business processes that are best in class • Project manager should also be a user of the system
  13. 13. Change Management • Project Manager – Member of team who will use the product • Communication – Monthly updates for project coordinators and– Monthly updates for project coordinators and managers – Process review – Re-enforce the fact the system is changing
  14. 14. Change Management Continued • Training – Just-In-Time training using Western data • System Testing – Include users internal and external in system– Include users internal and external in system testing • Help Desk and Super Users – Help desk support available – Super Users available to assist others
  15. 15. Questions
  16. 16. Session 10588 - Project Management Modernization – Why And How Western Moved From Spreadsheets PAUL MARTIN CGA – FINPLM@UWO.CA FRED JANZEN PMP – FJANZEN2@UWO.CA – Why And How Western Moved From Spreadsheets To Primavera

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