6/4/2014 2014 KSPE Conference Innovative Project Controls System for the ORB East End Crossing Presenters: Steve Nicaise, PE, KSPE – Parsons Transportation Group Jon Antevy – Co-Founder e-Builder Abstract Learn how IFA/INDOT are using a cloud based project management system to effectively manage work on a major P3 project valued at $763 million dollars. IFA/INDOT and their technical team are responsible for reviewing design and construction submittals within 15 days. Timely reviews by the owner are often the number one risk for P3 contractors. On this fast track P3 project, this literally translates into hundreds of submittals that can pile up quickly and add risk to the project. Learn about the cloud based tools that are being used along with automated workflow processes that are streamlining the review process. The presentation will demonstrate the system IFA/INDOT is using to ensure that time-critical decisions are made on time. Confidential Information 2 Ohio River Bridges Project East End Crossing Downtown Crossing Confidential Information 3 1 6/4/2014 ORB East End Crossing 3.3 mile KY 841 Approach I-71 and US42 Interchange 1,680 foot long tunnel 4 new bridges 2,500 foot long Main Bridge 4.1 mile SR 265 Approach Roadway SR 62, Port Rd and Salem Rd Interchanges 16 new or reconstructed bridges Confidential Information 4 ORB East End Crossing Selected Team: Developer: Walsh-VINCI-Bilfinger Berger Design-Build Team: Walsh-VINCI Lead Engineering Firm: Jacobs Maintenance & Operations: Walsh-VINCI Original Estimate = $991 million Bid = $763 million (NPV) <23% Original Open Date: June 30, 2017 Winning Open Date: October 2016 (8 months early) Winning Confidential Information East End Crossing Organization Indiana Finance Authority (IFA) • Responsible for procurement process and contracting entity for State of Indiana • State law allows IFA to borrow money and enter into P3 contracts Indiana Department of Transportation (INDOT) • Bi-lateral agreement with IFA for development of the project • Bi-State Development Agreement – full responsibility for development of East End Crossing • Responsible for administering P3 Contract Walsh-Vinci-Berger East End Partners • P3 Developer • Walsh Vinci - Construction JV • Jacobs – Designer Kentucky Transportation Cabinet (KYTC) • Bi-State Development Agreement – assigns responsibility for Kentucky portion to IFA/INDOT • Provides liaison for coordination during design/construction Confidential Information 2 6/4/2014 ORB East End Crossing New 2,500’ Long East End Bridge New 1,680’ Long Tunnel On KY 841 Approach Confidential Information 7 Challenges Multiple office locations adds complexity Large files rejected by email systems Multiple versions of documents cause confusion Single version of the truth hard to find Audits very time consuming No easy way to easily and quickly search Confidential Information User User User User Executives User User User User User User User User User Legal User Program Estimating PM Architect CM/GC Manufacturer Flooring Masonry Flashing & Sealants Fencing Ductwork Manufacturer Supplier Supplier Supplier Vacuum Systems Tile R. O. Manufacturer Water Manufacturer Supplier Manufacturer Manufacturer Supplier Supplier Metal Fabrications Rough Framing Casework Building Finish Specialties Manufacturer Carpentry Wall Manufacturer Stucco & Manufacturer Coverings Manufacturer Curtains & Plaster Blinds Fire Counter Overhead Manufacturer Manufacturer Manufacturer Protection Tops Doors Manufacturer Drywall Tile Manufacturer Manufacturer Supplier Manufacturer Supplier Kitchen Equipment Insulation Casework Skylights Manufacturer Supplier Supplier Manufacturer Paving Roofing Electrical Supplier Manufacturer Manufacturer Manufacturer Manufacturer Supplier Supplier Supplier Manufacturer Construction is Confidential a Complicated Process Information Supplier Supplier Fire Protection Manufacturer Supplier Glass & Glazing Sheetmetal Manufacturer Acoustical Manufacturer Roof Manufacturer Supplier Hatches Supplier Supplier Civil Engineer Misc. Iron & Steel Painting Millwork Manufacturer Manufacturer Manufacturer Ornamental Iron Carpeting Hauling Manufacturer Flagpoles Supplier Doors & Frames Manufacturer Manufacturer Curtainwall Toilet Accessories Soil Treatment Reinforcing Supplier Supplier Engineer Testing & Life Safety Inspection Network Consultant Consultant Parking Hardware Consultant Kitchen Mechanical Geo Tech Graphics & Consultant Consultan Engineer Consultant Signage Acoustical Cost Consultant Sanitary Consultant Food Interiors Engineer Service Architect Structural Audio Roofing Engineer Visual Security Consultant Consultant Electrical Plumbing Curtainwall Erosion Control Demolition Clearing & Striping Clean Up QC HVAC Grading & Excavation Concrete Sprinklers User Traffic Inspection Formwork User User User Electrical Engineer Estimating Fire Stopping User User Standards PMAC Scheduling User User User Owner’s PM Permitting, regulation & entitlement User User User Director Facilities User User Accounting User User User User User User User User User User User User User User User User User Executives User CEO User User User User User User User User User Board User User User User User User User User User User User 8 Supplier Supplier Supplier Supplier Manufacturer Supplier 3 6/4/2014 e-Builder System Owner’s Team – 100+ both on site and off site Team – 50+ active users, primarily Developer’s Management and Document Control On-site administration for User Accounts and Process Programming Off-site support for complex Processes Developer’s Confidential Information Options considered SharePoint ProjectWise e-Builder™ Confidential Information 11 ORB East End Crossing e-Builder Cloud Based Project Controls System Project Records for Contract, Design, Construction, O&M Developer/Owner Interaction (submittals and approvals) Developer Team using their own internal systems to develop information Change Management • Owner Change Requests • Developer Change Requests • Contractual Notices Confidential Information 4 6/4/2014 e-Builder System 100% Web Interface Home Page – “To-do list” Dashboard – customizable project snapshot (Graphical) Projects – supports multiple “projects” (i.e. Contracts) Forms – Data collection tools, simple workflows Processes – automated project specific workflows Documents – Project Records Calendar - Outlook compatible Contacts – Reports – Standard reports, user defined reports User’s Confidential Information User Home Page Problem Too much information to review on a daily basis Critical action items fall through the cracks Solution User has a home page that shows only items that need their specific attention. • Categorizes action items by level of importance • Highlights critical due dates • Aggregates multiple project actions in one place Confidential Information Dashboard Problem Many daily distractions makes it hard to focus on critical issues Solution Highly graphical dashboard indicators Ability to manage by exception One click away from drilling into details Confidential Information 5 6/4/2014 Automated Work Processes Problem Consistent work processes not being followed by the team result in errors/omissions and costly delays Solution Automate best practices thereby ensuring consistency, reduced errors, and higher visibility into the status of items • Submittals • Approvals • RFIs • FDCs, NDCs Confidential Information Processes Pre-configured processes available Highly configurable to reflect contract specifics Confidential Information Document Libraries Problem Too many versions of same document floating around Can’t view all the document file formats No audit trail on who viewed the document. Solution Documents of every sort Access fully controllable, from no access, to read-only, to full read-write access Normally controlled at the group level Version history Records who viewed a document and when they viewed it Documents linked to processes (RFI, Submittals, Approvals) Confidential Information 6 6/4/2014 Document Libraries Solution (continued) Email enabled libraries Meeting notes, inspection reports, test results Each library assigned to a responsible party to validate information Confidential Information Access to Approved Documents Problem Access to large files can take time to download Need access to documents without internet connection All approved documents are on e-Builder, accessible from any web connected device KY Field Office e-Builder Local mirror PCs sync with e-Builder 2x/day IN Field Office Field Staff sync tablets daily with Local Mirror PCs Solution Local mirror of key document libraries Enables syncing Owners and Developers QA/QC field tablets with up to date approved documents Confidential Information Calendar + Meeting Minutes Problem No central calendar for entire team resulting in missed meetings. Meeting minutes logged static action items without real time visibility of status. Solution Public or Private items Meeting summary templates Action items assignments Action items on User’s Home Page Close completed items Carry forward open items Confidential Information 7 6/4/2014 Reports Problem Reports too difficult to configure. Information always outdated. Solution Pre-configured reports • Administrative • Management • Quality User defined reports Threshold reporting Subscription reporting Confidential Information Setup Problem Need technical assistance anytime a change needs to be made resulting in more time and more money. Too much information on the screen can reduce adoption and intimidate. Solution Project team is able to make adjustments Primarily used by project e-Builder Admins Users may manage some of their own information Choose which e-Builder Modules to display Confidential Information e-Builder Apps Problem Field observations hard to document. Access to information via computer isn't always an option. Solution Accessible from any computer, smartphone, tablet with internet access iOS and Android Apps Confidential Information 8 6/4/2014 e-Builder iPhone App Confidential Information e-Builder iPad App Confidential Information e-Builder iPad App Can save to iPad, open in another iPad App or email Confidential Information 9 6/4/2014 Cost Tracking Problem Inability to forecast the estimate to complete in realtime. Difficult to drill down on financial information and reference backup documentation. Audit becomes very cumbersome and time consuming Solution Live cost summary that shows potential exposures so they can be dealt with early Funding source management, Earned Value Management Extensive audit trail of how costs are managed Confidential Information 28 Summary Schedule Problem Multiple schedules and extensive number of activities can overwhelm owners Solution Summary of key milestones with alerts when items are coming due or past due Confidential Information 29 Implementation/Adoption Lessons learned Opportunities and Issues Training Simplify processes to achieve efficiency Align processes with contract and quality requirements Confidential Information 30 10 6/4/2014 Wave Streetcar Working with Leading Infrastructure Owners Confidential Information Conclusions Cloud based systems allow us to focus on the business of managing projects and not hardware or software. Focus on solving 3-5 project pain points or risk overwhelming the team. Lead by example so that others don’t revert to the old ways of doing business. Confidential Information 32 11
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