PCM PRESENTATION

PCM Presentation

CREATED BY KARL GILLIATT – DOCUMENT CONTROL MANAGER, ITALCONSULT SAB, RIYADH (KSA)

King Abdullah Bin Abdul Aziz Project For Development of the Security Facilities for MOI, KAP 5

May 2016

2Table of Contents

Document Control Definition PCM Introduction PCM Practical Overview PCM Workflow Submittals Flowchart

3Document Control definition

Document Control could be viewed as a technological approach to governing document quality and mitigating risk stemming from human error in document preparation. Document control is achieved through process automation and is commonly used by law firms, banks, insurance providers, government agencies, or any organization that produces complex, rule-based documents on a repetitive basis.Powerful document-generation systems allow for data to be drawn from one or more external data sources, thus eliminating, in some instances, the need to key data into a template. Likewise, such document-generation platforms allow for app deployment in any environment (desktop, on-premise, cloud) and in any browser running on any type of desktop or mobile device. Elite document control systems allow for integration of powerful templates into virtually any type of web app, including PCM defined workflows or case management systems. Output from a document-generation app can be profiled into any type of content repository (DMS, ECM).

4PCM Introduction

Completing projects on schedule and within budget demands complete project control. Primavera Contract Management is a document management, job cost, and project control solution that increases the efficiency and speed of construction project management while reducing schedule delays and risk. With Primavera Contract Management, accurate and up-to-date information is always accessible. It provides role-based dashboards with key performance indicators (KPIs) and powerful reports. The user gains visibility early, so he can prevent minor issues from becoming major problems. With a personal dashboard, the user can review the latest project status, see new issues, and identify potential problems. With two clicks, you can access the project details necessary to make decisions and keep projects on schedule.

5PCM Introduction

DOCUMENT MANAGEMENT Primavera Contract Management facilitates team interaction. Role-based views display action lists, alerts, and turnaround graphs that immediately identify:• Who is holding up the process• When each deliverable was required• If the delay will have an impact on the budget or the schedule The ball-in-court (BIC) feature lets you clearly see who needs to act next within the approval workflow process. With hundreds of submittals in progress, it’s easy to let one or even several slip. Primavera Contract Management provides comprehensive tracking of every submittal to ensure that appropriate action is taken, submittals are approved, and contract-specified materials arrive on time and as ordered. Primavera Contract Management provides real-time information, so you can see where each submittal is in the approval process and know who is responsible for what and by when.

6PCM Introduction

MAINTAIN SUPPORT DOCUMENTATIONPrimavera Contract Management’s Content Repository feature provides a structured and secure environment to store records associated with projects. The drawings log capability in Primavera Contract Management maintains and identifies drawings, specifications, and other supporting documentation, so you can meet contractual requirements and ensure the completion of your work. Tracking documents through the drawings log lets you keep records of all revisions and know who received what revisions and when. The drawings log also manages the distribution of drawings to make certain everyone has the latest drawings required to construct the building.

7PCM Introduction

SHORTEN SUBMITTAL APPROVAL TIMEPrimavera Contract Management accelerates design reviews and approvals. It also provides flexible workflow options for creating, sharing, and reviewing submittals in real time.

REDUCE TURNAROUND TIME FOR INFORMATION REQUESTSDocumenting and managing changes are critical for successful projects. Primavera Contract Management organizes potential issues and gives project team members an opportunity to collaborate on RFIs, propose solutions, and communicate the final answer.

8PCM Introduction

CHANGE MANAGEMENT WORKFLOW PROCESSINGControlling changes involves notifying and coordinating affected project participants as well as containing the costs and schedule for the project. Primavera Contract Management provides an overview of each change—from the estimate phase to final approval—for both budgeted and committed costs. Because the change process in a project differs with the nature of the change and the company’s process for recording and tracking changes, the change management functionality lets you create a customized workflow to meet the change management needs of your company. Primavera Contract Management gives you a better way to track the change process, create supporting documentation, and analyze the financial and schedule effects a change may have at any stage in the negotiation process.

9Login Page

Each User will have their own Username & Password issued by the PCM Administrator. Once entered the credentials the user shall see the work portal.

PCM Practical Overview

10Users Work Portal

On the right side the snapshot of the work portal. This is the work station of each user within the PCM.


11Work portal attributes

On the left hand side there is the hierarchical structure where all types of documents will be stored and retrieved. These are split on generic items and site specific items.

This is the area is where the notifications will be shown when the user has work assigned.

Here we have the HIGH, NORMAL & LOW icons on the work portal. If the document is in the high category then it is classed as priority.

This area just allows the user to see the status of documentation that is currently in the PCM.

This shows to the user the number of documents currently in his work portal


12Team directory

This area is where the user will find all contacts from Contractor, MOI, Italconsult.


13

NOTES:• Each entity has its own area for contacts and users.• The contractors are able to see only personnel information but

cannot access the project information as there is a partition in place.

• MOI/Italconsult has the ability to see overall information according to their privileges set by the administrators.

• Once a contact/user has been created it is detrimental to delete it from the system as the user might have associated documents against their names. So, it is recommended from Oracle to inactivate a user.


14Team directory

This area is dedicated only to Italconsult personnel that has access to the PCM. The user can be found by NAME, TITLE, LOCATION.


15

NOTES:• The team directory has all details inside to enable the user to

identify “who needs to receive what”, but when using the ball in court attribute the user must memorize the names and job title.

• No one except the administration users can modify the team directories, so if there are additional users to be created then the administrator should be informed of their name/job title/whom they work for.

• All assigned passwords for each user is classed as confidential to prevent any miss-use under another users credentials.


16Engineer Work Packages

This area will show the work packages assigned to an engineer. The user can access this page by clicking directly on the *high, normal & low* icon shown on slide N. 4.


17Submittal Items in Hierarchical Structure

When the user clicks on this icon, he will have access to where all the documents are stored. There is no breakdown of different document types.


18Submittal Items

This icon allows the user to find & search for a document within the PCM

This is the area of the submittal items


19Submittal items

Find icon as shown on Slide 10.Type the submittal number into the find tab and click *find*


20Submittal items

In the general tab, it will show how long a submittal package has been *held, elapsed and overdue* It is very important to not exceed the overdue.


21Submittal items

Clicking the link shown in slide 11, the top right box will appear; clicking on the icon *review cycles*, the box on the bottom left will appear.


22Submittal items

Within the tab review cycle the user will see when the contractor has uploaded the document and from GIJV side when the engineers have sent it officially back with the associated status. As shown in slide 12.


23Submittal items

The first 3 attributes of this segment is to be filled by the Contractor only. The last 3 attributes is for GIJV to fill prior to sending all responses to contractor.


24Submittal items

Every submittal will have an area that stores superseded history. Clicking on the icon the user will be able to view previous commented documents of the same package.


25SUBMITTAL ITEMS

When the user types in the submittal number I.E. AR-1141, it will just show the submittal with that reference and eliminate everything unrelated.

Click either the reference code or the icon to go to the next window


26SUBMITTAL ITEMS

The submittal via the PCM has to be separate PDF’s as each area will have its own associated information. Combined cannot be accepted, because it would make the document untraceable. It is important that all engineering staff gives the DCC all associated documents for complete close-out.


27Submittal itemsThe submittal primarily will be uploaded by the relevant contractor here in the *attachments* area; the engineer is responsible for opening the associated document and work physically in the document itself within the PCM and, when completed, save the information. Contractor will upload a clean version and consultant will upload commented version of the same document.


28SUBMITTAL ITEMS

As shown in slide 14 when the user clicks on the drawing, a new window will appear showing the drawing. This document should be in true view for engineering to make their comments directly on the PDF itself then save.


29SUBMITTAL PACKAGE

This area is for the entire package for any individual document created by the contractors.


30Submittal package

This area can be changed by engineer and DCC, when assigning another person the BIC (BALL IN COURT) attribute. Click on the to retrieve the contact details for the BIC assignment

Here indicated are the total of documents to the package, how many have been approved/unapproved and the total value of the entire package. It will only record a % to those documents with the status at A & B


31PCM Workflow

Receive submissio

n from contractor

Distribute to HOD via PCM

HOD distributes to relevant engineer using BIC via PCM

Engineer works

directly in the PCM

Engineer sends to other departments

using BIC for coordination via PCM

(if required)

Originator of submittal should validate all incorporative comments 1ST check

Engineer to distribute to HOD using BIC via PCM

2ND check

HOD distributes

to DCC using BIC via PCM

DCC closes off

submission via PCM to contractor

DCC to validate via PCM


32Submittals Flowchart


Documents

PCM PRESENTATION