Unifier in Action –Primavera Unifier Implementation

at the

University of Utah

Objectives

Background University of Utah Unifier Implementation

Understand Unifier Processes and Workflows Development Steps Use in Unifier

Examine Cost Controls Commitment Processes Schedule of Values Cost Sheet

Explore the Unifier user environment Shell Hierarchy Company Workspace Dashboards and Reports

Background on the U

Oldest and Largest in State State-funded 560 Active Structures

Oldest 1890 Pre 1960 – 82 1960 – 2000 – 224 Since 2001 - 50

32,000 Students 7,500 Employees (full-time)

Facilities Management Three Divisions

Campus Planning Construction Project Delivery Facility Operations

$200M – Avg. Annual Completions $1B – Ongoing Projects

Project Funding Sources Legislative Appropriations Grants, Gifts, and Donations Departmental Expenditures

Unifier Implementation

Total Users Company – 133

Partner – 119

Total Projects – 708 Active – 343

Complete/Archived – 365

Project Size/Value Smallest - $1,192

Largest - $156M

Projects with Collaboration 21

0

10

20

30

40

50

60

70

80

90

100

CountValue

Large

Medium

Small

Modules In Use

Shell Manager

Cost Manager

Cost Sheet

Funding Sheet

SOV

General Spends

Payment Applications

Document Manager

Schedule Manager – Limited

Planned Modules

Schedule Manager – expand usage

Planning Manager

Earned Value

Cash Flow

Project Gates

Expanded Web Services

Implementation

Product Acquisition-March 2006

Initial Process Review

Develop and test initial BPs

Configure Basic Cost Processes

Program WebServices Interface to PeopleSoft

Initial PM Training

Production DeploymentAugust 2007

Initial Focus – Financial Controls

• Cost Commits

• Budget Change

• Cost Sheet

• Action Item & Transmittals

• Document Manager

December 2007 – First Payment Integration with People Soft

EOY 2007

• 9 Projects Created

EOY 2008

• 117 Projects Created

Project Collaboration

Fall 2008 - Begin Development

Identify Processes

• Request for Information

• Architect Supplemental Instruction

• Proposed Change Order

• Change Order - Collaborative

• Submittals

Spring 2009 - Review Processes with Project Teams

August 2009 – First Collaboration Project $105M Hospital Expansion

Implementation

DFCM Processes 2009

State Division of Facilities Construction and Management (DFCM)

Integrate DFCM Processes

Record all project costs

• DFCM commitments

• University commitments

Capture University’s obligation on the project

Track payments to DFCM on University’s obligation

Generate accurate client billings

Bill DFCM for timely reimbursements

Record receipts from client and DFCM

Shell Migration2010

Improved navigational structure

Ability to archive projects

Dashboards and Reporting2011

Identifying key performance indicators (KPIs)

Establishing benchmarks and expectations

Developing consistent use patterns

Moving Forward2013 –

Incorporate University Hospital Projects into Unifier

Integration points between Unifier and AiM, Unifier and Maximo, and Unifier and Peoplesoft

Expand collaboration on projects across University

Develop Portfolio and Project Management

Improved client access and reporting

Product Acquisition

Initial stages of product development

Limited out-of-the-box support

Minimal documentation of existing of practices

Resistance to financial controls

Budget requirements

Change control

Approvals

Oversold benefits to users and management

Too few resources assigned to development

Production Deployment

Improved tracking of contracts and costs

Controlled updates to budgets

Performance and network issues

Interface and underlying DB changes

Parallel systems – AREV and Unifier

Increased level of detail – time consuming

Consistency and Scope of SOV detail

Resistance to change

Schedule of Values

Cost Sheet

Project Collaboration

Creating common terminology among user groups

Increased training and support load

Reduced Time to Respond, Time to Complete on

RFI

ASI

PCO

Submittals

Reduced effort on PM for

Project documentation

Approvals

DFCM Projects

Organizational Challenges DFCM users not operating in the Unifier system DFCM contractors/consultants not contractually

obligated to utilize Unifier for University projects Duplication of efforts as DFCM-managed commits

must be entered into two different systems Limited workflow routing capabilities on DFCM-

managed commits. University PMs do not always receive DFCM Contract,

Change Order, and Payment information Long delays in receiving billing activity from DFCM

Shell Migration

New Functionality in Unifier

Prior structure provided single list of projects

Ability to ‘Archive’ projects

Logical grouping of projects

Improved reporting

Initial hierarchy was too deep

Unable to place a single project in many shells

Lacks cost roll-up within shell hierarchy

Dashboards/Reports

Reports

User versus Custom

Custom…

Provides flexibility

Requires data views

And significant planning

Dashboards

Challenges in identifying requirements

Performance issues on large data sets

Lack of use/feedback

Reorganization

Moving Forward

Incorporate University Hospital Projects into Unifier

Integration points between

Unifier and AiM

Unifier and Maximo

Unifier and Peoplesoft

Expand collaboration on projects across University

Develop Portfolio and Project Management

Improved client access and reporting

Questions