4. About Expo
• Exposition Metro Line Construction Authority
• Created in 2003 by SB 504
• Design and build Expo Light Rail
• Rail will be operated by Metro
LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY
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7. Phase 1 Process
• Paper
– EMAIL PDF’S OR CD’S TO DOCUMENT CONTROL
• Excel Logs
– INCOMING
– OUTGOING
• Routing Sheets
– LEAD IDENTIFIES DISTRIBUTION
– DOCUMENTS DISTRIBUTED TO SELECTED USERS
• Databases
– ACCESS FOR COST PROPOSALS AND CHANGE ORDERS
– METRO DATABASE FOR RFIS AND SUBMITTALS
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8. Phase 2 Project Controls
• Contract Management (PCM)
– CONTRACT DOCUMENTS
– BUDGETING AND FORECASTING
• SharePoint
– DOCUMENT STORAGE/FILES
– LINKS TO PCM
• FIS
– METRO’S FINANCIAL SYSTEM
– CAPTURES ACTUAL EXPENDITURES
• P6
– SCHEDULING
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9. Customized Components
• Web Interface
– ALLOWS COLLABORATION
– CONTRACTORS UPLOAD TO PCM AND SHAREPOINT
• SharePoint “smart folders”
– CUSTOMIZED AUTO-ROUTING
• “Actual Cost Mapping”
– REPORTS BUDGET, COMMITMENTS & ACTUALS TOGETHER
• EAC Upload/Export
– ALLOWS WAREHOUSING OF ESTIMATE AT COMPLETIONS
– FACILITATES REPORTING AND COMPARISONS
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11. Web-Based DUI
• Mandatory
– MAJOR CONTRACTORS UPLOAD
• Parameters for Upload
– CONTRACT
– DOCUMENT TYPE
• Features
– CHANGE DOCUMENTS LINKED TO RELATED DOCUMENTS
– SUBMITTALS LINK TO UPLOADED SUBMITTAL LOG
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12. Defining the DUI
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1
• Reviewed Contracts
• Developed Process Flow
• Define Document Types, Screens, Modules
2
• Provided Mapping Specs for Data
• Default basic information (contract, to/from)
• Defined numbering convention for documents
3
• Wrote “hover over” Tool Tips
21. DUI – Other Correspondence
• Other Correspondence
– MAPS TO CORRESPONDENCE REC’D
• Document Type
– CUSTOM FIELD
– DYNAMIC DROPDOWN TO
DICTIONARY IN PCM
– SEPARATE SHAREPOINT FOLDERS BY
DOCUMENT TYPE
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22. Upon Submitting Document
• Content Integrity
– ERRORS IF NOT ACCEPTABLE TO BOTH PCM AND SHAREPOINT
• Capacity
– ACCEPTS MULTIPLE ATTACHMENTS
– UP TO 100 MB TOTAL
• Automates Some Document Control Functions
– LOGS APPROPRIATE INFO IN PCM; CLOSES RELATED DOCUMENT
– USES PCM “VERSIONS”
– FILES IN SHAREPOINT FOLDER
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23. 1. Sends receipt email to user
2. cc: to Expo gmail account (by project)
ALSO IMPORTED TO PCM CORRESPONDENCE RECEIVED
Auto-Distribution
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1: SAMPLE EMAIL TO USER
2: SAMPLES TO EXPO GMAIL AND PCM
27. PCM – PROPOSALS
• PCM logs
– Contain DUI assigned & Contractor’s document
numbers
– Can be exported to Excel and sorted
28. PCM – PROPOSALS
Change Management
Writes
Referenced
Document Info
Uploads Contract
Number to
Custom Field
Assigns CM Doc # with
prefix for Contractor
29. PCM – PROPOSALS
Change Management
Sort by Change
Management
Number
Custom Contract Number
– Written by DUI
– Used in layouts
32. SharePoint - Upload
• Document Properties
• Date and Time stamped
• “Versions” if same
document file is
uploaded to same
SharePoint folder
33. SharePoint – File Structure
• Elements
– PHASE
– PROJECT
– CONTRACT
– DOCUMENT DIRECTION
– DOCUMENT TYPE
– SPEC SECTION (RFI’S & SUBMITTALS)
34. SharePoint – Folder Properties
• Customized Solution
– AUTO-ROUTING BY
DOCUMENT TYPE
• Defined Parameters
– INCOMING VS. OUTGOING:
• Info used in email
message
35. Incoming Message
• Identifies Lead and other Reviewers
• Indicates Due Dates
• Links directly to Document in SharePoint
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36. Outgoing Message
• Emails to Contractor
• cc’s to Expo Staff
• Links directly to Document in SharePoint
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37. System Coding
• Long-term relationship with Partners Consulting
• Previous Projects
– INTEGRATED EXPEDITION WITH JDE’S AND AN IN-HOUSE
FINANCIAL SYSTEM
– CONVERTED EXPEDITION 8.5 TO PCM12
– AUTOMATED P5/P6 BASELINING
• Proven Record of Success
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38. Integration Methodology
• Needs analysis based on experience and best practices
• Develop integrations
• Rollout & refine
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40. Challenges
• Diverse Users/Computers
– DIFFERENT WEB BROWSERS
– OUTSIDE USERS OWN IT CONSTRAINTS/LIMITATIONS
• Large Files
– ESPECIALLY DRAWING SUBMITTALS
• User Reluctance
– LOG IN TO GET DOCUMENTS VS PDF ATTACHMENTS
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43. WIIFM
• Streamlined Processes
– PAPERLESS COMMUNICATIONS
– MINIMIZES USER ENTRY & ELIMINATES USER ERROR
– REDUCES DUPLICATION (SINGLE POINT OF DATA ENTRY)
• User Access to Documents from Any Location
• Project Performance
– QUICKER RESPONSE AND BETTER COMMUNICATION
– BETTER DOCUMENTATION FOR CLAIMS AVOIDANCE
– EFFICIENT MANAGEMENT OF RESOURCES
– CREDIBLE REPORTING
• Proactive vs. Reactive Problem Resolution
– TEAM FREE TO ANALYZE, CONTROL AND CORRECT
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44. Keys to Success
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• Prior use of Expedition/PCM
• Extensive definition of policies
and processes
• Specifications & Documentation
• Testing, Testing, Testing
• Dedicated Resources to
Integration Team
• Operations Team Participation
