ProjectVision: Web Enabled PCS

1
ProjectVision Web Enabled PCS

• National Conference Athlone
• 8th Nov 2006

2
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

3
Agenda

• Session 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
  Systems
• 12.45p.m 2.00p.m. Lunch

4
Agenda

• Session 3 PCS Time Reporting
• Session Chair. Mr John Mulcahy, Fingal County
  Council.
• 2.00pm 2.45p.m PCS Time Reports
• Mr 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.

5
Agenda

• Session 5 QA and Wrap up
• Session Co-Chairs
• Mr Gerry Galvin, Principal Adviser (Water), DEHLG
• Mr Philip Martin, Managing Director, Cora Systems

6
Introduction

• Mr. Richard Cronin, Engineering Inspector, DEHLG

7
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)

8
Introduction (contd)

• 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 cant .
• Training and implementation timetable who, when
  and where.
• Looking to the future.

9
Water Services Capital Projects management and
implementation
Assessment of Needs
2005 - 2007 5.1bn
Water Services Investment Programme (WSIP)
The Procedures Manual
Cost
The PCS
Departmental Circulars
Time
Quality
10
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.

11
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)

12
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

13
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.

14
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)

15
Procedural changes brought about by Circulars
L1/06 and L7/06

• Reduced approval requirements for most schemes
• All schemes with a construction budget lt 5.0m
  (Traditional and DBO schemes) proceed to
  construction once PR and construction stage
  budget approved.
• Bundled schemes
• All Traditional Contracts gt 5.0m proceed to
  construction once CDs approved (no report on
  tenders)

16
Pre- L1/06 L7/06 submission requirements
Post L1/06 L7/06 submission requirements
1. Appointment of consultants a. Approval of
brief b. Approval of budget
1. Appointment of consultants a. Approval of
brief
2. Approval of Prelim. Report
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
7. Report on Final Account
17
Procedural changes brought about by Circular
L1/06 and L7/06

• Full approval still required
• for large schemes DBO Traditional (gt 5.0m)
• for small contracts on large schemes
  (non-bundled)

18
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.

19
Highlights of the Web Enabled PCS

• For finance and administration staff
• Automatic and faster recoupment
• National operational coding for Financial Systems.

20
Highlights of the Web Enabled PCS

• 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

21
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

22
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

23
Looking to the future
Web enabled PCS Release X
Web enabled PCS
Local Authority
On-line approvals
WSIP
On-line recoupment
DEHLG
Consultants
On-line collaboration on Reports
24
ProjectVision Web Enabled PCS

• Thank you

25
Session ChairProjectVision Overview

• Mr Vincent Dwyer, Senior Executive Officer,
  Leitrim County Council

26
Overview of ProjectVision Web Enabled PCS

• Mr Philip Martin,
• Managing Director, Cora Systems

27
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 LAs use ProjectVision
• Expanding in UK 2 Offices

28
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)

29
Brief for New Web Enabled PCS
Web Enabled
More User Friendly
Incorporate L1/06 and L7/06
Make it Easy-To-Use
Integrate to Financial Systems
Reports for all users
Automatically Generate WSIP Claim Forms
30
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

31
Our Approach
Web Enabled PCS New Procedures
32
What Will Happen Now
Agresso
PCS Forms
PCS Templates
Plans
Tasks
Resources
Risks/Issues
Strategies
Project Management
Automatically Generated WSIP Forms
33
What Currently Happens
Project Management
Administrative
Claim Payment

• There are 3 Key Parts
• The Project Management of the Scheme
• The Administrative aspect claims paperwork
• The Claim Payment from the DEHLG
• We will deal with the first 2 areas here .

34
What Currently Happens Project Management
Project Management
Claim Payment
Administrative
!
?
?
PCS not clear
Complicated Process
No proper Project Management
Project Documentation in a number of places
35
What Currently Happens Administrative
Administrative
Project Management
Claim Payment

CLAIM
X
?
?
?
?
Manually Interrogate Agresso, JD Edwards, Oracle
Financials or Integra
Open to incorrect categorisation
Confusion over what WSIP 03 is used for
Time Consuming to fill out forms
36
The ProjectVision PCS Solution
37
ProjectVision PCS Advantages

• Manual System ? Automatic Web-based
• Saving Time
• Increased Accuracy
• Increased Speed of Payment

38
Making This Work Well

• Customised around L.A.s
• Integrated to PCS
• Proven PM Tool
• Web-based
• Easy Access

ProjectVision
Cora Systems
Support
Training

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

• Help Guides
• Feedback ? Product
• Support (WSNTG Cora)
• Integrated notes
• Templated Project Plans

39
Training Plan Advanced Users

• Duration 2 days
• Technical
• Project Leaders
• Engineers
• Technicians
• Administration / Accounts
• Water Services Administration
• Water Services Accounts Staff
• Financial Staff

40
Training Plan Overview

• Duration 1 day
• Overview
• Directors of Services
• DEHLG Inspectors
• DEHLG Admin.

41
Training Plan System Administrator

• Duration 1 day
• System Administrator
• New Users
• New Circulars

42
Our Training Strategy


Cora Systems Training Division
100


50

tim
e

December

February

April
100

User Competency

50

tim
e

April
December

February

43
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)

44
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

45
The Future
Management of full WSIP on ProjectVision
Online signoff and submission of claims
Integration To GIS (Spatial Awareness)
Additional Reporting for Engineers,
Administration and Inspectorate as rqd
46
In Summary

• ProjectVision has been developed with LAs for
  LAs
• Proven Project Management Solution
• Cora Systems key market is LAs 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

47
How to Save Time Money with ProjectVision Web
Enabled PCS

• Ms Caroline Brennan,
• Project Manager, Cora Systems

48
Key Problems

• Complex Manual Project Control System
• No Common Automated Project Management System
• Lack of Reporting Capabilities / Accessibility

49
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

50
Key Solution Path
Complex Manual Project Control System
A Simplified Web-based Solution
Manual Paper- Based System
Automated Project templates
Documentation not easily visible or accessible
Easily visible and accessible on Project Templates
Many methods of storage
One unified central storage system
Information not readily accessible
Information in one place at your finger-tips
51
Key Solution Path

No Common Integrated Project Management System
ProjectVision Project Management Framework
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
52
Key Solution Path

Lack of Reporting Capabilities / Accessibility
Information Readily Easily Accessible
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
53
The Issues ProjectVision Solves
Visibility
Reporting
Easy To Use
Consistency
Multiple Projects,
Depts, Locations,
KPIs
Partners
54
The Strategic View
55
Your Strategy
2007
2006
2008
2009
2005
Infra- structure
C E
Housing
Finance
WATER
ENVIRONMENT
MARINE

• Sewerage Scheme x
• Local Plant Ops

• Publish EcoNews
• Blue Flag Status
• etc

• Pier Extension
• Coastal Walks
• etc

56
Your Business Plan
Your Corporate Plan
Strategic Objectives Key Performance Indicators
(KPIs)
Housing
Environment
Business
Health
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 to Your Corporate Plan and
its projects
Drill down into the Business Service Area to see
57
Your Service Plan
Business
Supports
Premises
Directory
New Business Establishment
all the Programs and Projects in the Business
Service Area
Information flows from the projects up to the
Service programs and on up to your Corporate
plan e.g. Percentage Complete ()
58
ProjectVision Examples
Work Breakdown Structure
Progress Reports
Integration To GIS
Cost Breakdown By Theme, Code, Budget, Actual,
Committed
59
ProjectVision Examples
60
ProjectVision Examples
61
ProjectVision Examples
Work Breakdown Structure
62
ProjectVision Examples
Work Breakdown Structure
63
Key Benefits
For Director of Services

• 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

64
Key Benefits for the DEHLG
For DEHLG

• Standardised National Reporting
• More efficient communication
• More readily available information
• Quicker turnaround for payments to Local
  Authorities
• More transparency

65
Key Benefits
For Local Authority Financial Management

• 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

66
Key Benefits
For Local Authority Project Leaders

• 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

67
Key Benefits
Local Authority Project Leader cont

• 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

68
Benefits for the Project Team
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

69
Key Benefits
For the IT Department

• 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

70
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

71
Integration of PCS Templates ProjectVision

• Justin Kelleher,
• PCS Technical Analyst,
• Cora Systems

72
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)

73
The Inputs to ProjectVision Web Enabled PCS
74
Whats New with the PCS?
New Approval Process as defined in L1/06 L7/06
Updated PCS Manual on-line
PCS Project Documents Stored Centrally
PCS L1/06 L7/06 integrated in ProjectVision
User Friendly web environment
75
How Does the PCS fit together?
PCS Milestones
PCS Templates
PCS Docs
Guidance Notes
Decision Tree
Project Management
Web Enabled
76
What do you get with the PCS module?
77
Project Wizard
78
Work Breakdown Structure View
79
Gantt View
80
(No Transcript)
81

• Decision Tree
• Approval Process in Flow Diagram Format
• Attached to PCS

82
(No Transcript)
83
(No Transcript)
84
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

85
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

86
In Summary

• The PCS process is difficult
• ProjectVision makes it easier.
• Cora Systems now have PCS Expertise and can help
  through
• Training
• Support Consultancy

87
Session Chair PCS Time Reporting

• Session Chair. Mr John Mulcahy, Fingal County
  Council.

88
PCS Time Reports

• Matt Coughlan,
• Technical Consultant,
• Cora Systems.

89
Overview
Financial System
PCS
Project templates in ProjectVision
Link to Financial Codes
ProjectVision
90
ProjectVision Steps

• Project Set-up
• Project Maintenance
• Project Reports
• Automatic Form Generation.

91
Project Set Up

• Steps
• Project Wizard (copy project template)
• Work Breakdown Structure (WBS)
• Timelines (Gantt)
• Risk/Issue

92
Project Set Up

• ProjectWizard
• Easily copy project from template.
• Time notes included automatically.

93
Project Set Up
Work Breakdown Structure
94
Project Set Up
Gantt
95
Project Set Up

• Risks and Issues
• Log and weight
• Assign responsibility
• Rank all risks in order

96
Project Set up

• Risks and Issues

97
Project Set Up
Access Rights
ProjectVision
Carlow Cavan Clare Cork City . .
Cork City Council
Clare County Council
98
Reports

• Select project / programme
• Select information required
• Export to Word/Excel

99
Reports

• General Project Reports

100
Reports

• Report Control Page

101
Reports

• Project Reports
• Project Task List
• Project Summary
• Resource Reports
• Resource Planned
• Resource Management
• Progress Report
• Quarter on Quarter Report

102
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

103
Reports
104
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

105
Reports
106
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

107
Reports
108
Reports

• Resource Management Report
• Show
• Work load day by day
• Use
• Look at the load on a group
• Benefit
• Identify resource issues

109
Reports
110
Summary

• Easily set up projects
• Include all relevant information
• Reports simple to generate
• Saves Time and Effort

111
Session Chair PCS Cost

• Mr Matt Shortt, Director of Services, North
  Tipperary County Council

112
WSIP

• Mr Philip Martin,
• Managing Director, Cora Systems

113
WSIP Forms Your Project
Plan Costs
Any increase in Planned Costs ?
Submit WSIP 05
Get Grant Approval ( Project No)
Commence Project (Track Exp. In Financial System)
Complete Project (Submit WSIP 07A B)
Generate WSIP 01, 02A B For Claim Payment
114
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

115
Demonstration

• ProjectVision PCS Demonstration
• Entering Planned costs
• Linking to financial system
• Generation WSIP 01, 02 A/B, 05
• Reports By Category Sub Category

116
The Solutions

• Double entry of costs (Financial System Claims)

• Financial System linked to ProjectVision 1
  entry only

• Incorrect categorisation of costs in Financial
  System

• One Standard Set of Op-Codes for WSIP (help rqd
  !)

• Incorrect categorisation of costs in Claims

• ProjectVision will auto-map to correct financial
  codes

• Time consuming to generate claim forms

• Auto-generated claims no yellow marker !

• Poor Visibility between Engineers
  Administration staff

• One location for all Project Financial
  Information

• Confusion over WSIP 03 Form

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

117
What we need you to do
Standard Codes Means less Agresso Errors
Mapped Automatically No Errors
User
Financial System
ProjectVision
WSIP Forms

• Standard Op-Codes eliminate errors
• We need youre your help
• Please ask you Financial Staff to update codes
• IT Dept need to enable extract of financials

118
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
  LAs
• You are important to us
• We want to help