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Benefits of Project Management Information Systems.

Learning Objectives:

Owners’ Procurement and Selection Process

Examples of Owner Use of PMIS

• e-Builder

• Newforma

A Fairfax County, VA, publication

Department of Public Works and Environmental Services Working for You!

Fairfax County Government – Capital Project

Management Information Systems (CPMIS)

Presented for: CMAA - Owner’s Committee

Presented by: Brad S. Melton, Director, Utilities Design and Construction /

Wastewater Design and Construction

January, 2017

Capital Project Management Information System

Presentation Goal: To share information about moving towards a CPMiS if an organization is considering a system.

Overview: 1. Overview of Fairfax County Capital Projects Program

2. Snapshot of Current Project Management Systems

3. Reasons to Implement New CPMiS

4. Review the Development of the RFP

5. Discuss Vendor Selection Process

6. Current Status / Plan For Implementation

Definition of CPMIS

A Capital project management information system (CPMIS) is the coherent organization of the information required to execute projects successfully. A CPMIS is typically one or more software applications and a methodical process for collecting and using project information.

Overview of Fairfax County

• Approximately 1.1 million residents

• About 400 square miles

• Current Operating Budget $4 Billion (larger than 4 States)

Department of Public Works and Environmental Services

DPWES

Stormwater Management

Solid Waste Capital Facilities

Building Design and Construction

Utilities Design and Construction

Wastewater Design and

Construction

Wastewater Management

Building Design and Construction Division

Buildings • 48 active projects • Project Types:

– Libraries, Fire Stations, Police Stations – Jails, Courthouses – Vehicle Maintenance Garages – Human Services – Government Centers – Public Private Partnerships

• Project range: $2 to $110 million • Total Project Estimates: $1 Billion

Utilities Design and Construction Division

Transportation Improvement Projects • Designs by FCDOT, Construction by DPWES • Over 140 active projects • Types of Projects

– Roadway, Intersection Improvements – Sidewalks, Trails, Bus Shelters – Commercial Revitalization

• Projects range: $200k- $30 million • Total Project Estimates: $140 Million

Utilities Design and Construction Division

Stormwater Projects • 37 Active Projects • Types of Projects

– Stream Restoration – Lake Dredging, Dam Rehabilitation – Pond Improvements

• Projects range from $200k- $10million • Total Project Estimates: $100 Million

Wastewater Design and Construction Division

Wastewater Projects • 32 Active Projects • Types of Projects

– Noman Cole Wastewater Treatment Plant – Sanitary Sewer Pipe Replacement/Lining/Rehab – Pump Station Rehab

• Project range: $1 million - $250 million

• Total Project Estimates: $1 Billion

Current Project Reporting System

Current Project Management Processes

• Spreadsheets: Payment tracking,

Change Order tracking, Project Logs, etc • Sign-offs for documents - routed from

one in-box to the next • Inconsistent Document Storage, each

Division, each Project • Limited file search capability • File Transfer with vendors limited by

firewalls, file size • Difficult for Managers and Project

Managers to extract information • Fairfax County has used software for

construction management on large projects; Constructware, E-Builder for example (Project Level)

Reasons for a New System

$0

$50,000,000

$100,000,000

$150,000,000

$200,000,000

$250,000,000

$300,000,000

FY13 FY14 FY15 FY16 FY17

Total Annual Contract Expenditures

• Capital Program Growth

Reasons for a New System

• Capital Program Growth • Access to dashboard information,

at Project level and Program level

Project Level Dashboard

Program Level Dashboard

Reasons for a New System

• Capital Program Growth • Access to dashboard information • Cloud based storage, greatly

improves file transfer and collaboration with vendors

• Increases access to files from smartphones, tablets, laptops

Reasons for a New System

• Capital Program Growth • Access to dashboard information • Cloud based storage, greatly

improves file transfer and collaboration with vendors

• Increases access to files from smartphones, tablets, laptops

• Document storage 100% consistent across entire department

• Powerful file search capability • Eliminates double or triple entry

of data and errors that occur • Electronic routing and sign-offs

Reasons for a New System

• Attract the next generation of staff (tech savvy engineers)

• Transition of Staff (Work Flow processes well documented)

• Move to paperless system (sustainability)

• Ability to leverage new technology for Electronic Plan Review, Virtual 3D Models, Augmented Reality Halographic Models.

Request For Proposal Development

• Internal Needs Assessment, scope of system grew, agencies grew • Decided to hire Gartner to Develop RFP:

Conducted formal Needs Assessments, all stakeholders Market scan to possible product solutions Reviewed the current reporting system

• Identify Functional Requirements, 6 categories General Program Project Management Contract Management Financial Management Document Management Reporting

• Identify Technical Requirements (93 items) NFR1 - Supports 300 users (internal and external) NFR8 – Control access based upon roles, groups, individuals NFR52 – Integration with e-mail and other Office 365 functions

• Prepare Process Flow Maps for Each Project Type

Building Project Phases

Transportation Project Phases

2.

TPP

Development

3.

Study/

Feasibility/

Corridor Study 4.

Scoping/

Preliminary

Design (30%)

4a.

Environmental

/NEPA

4b.

Survey/

Mapping

5a.

Value

Engineering

5b.

Intermediate

Design (50-

60%)

5c.

Pre-Final

Plans (90-

95%)

5d.

Final Design

(100%)

6.

Land

Acquisition

(Right of

Way)

7.

Utility

Relocation

FCDOT & DPWES – CAP Utilities Design & Construction

8.

Permitting

1.

Planning/

Comp Plan/

CLRP

Transportation Project Phases FCDOT & DPWES – CAP Utilities Design & Construction

9b.

Construction

12.

Admin/

Finance

13.

Traffic

Calming

11.

Final

Acceptance

& Closeout

9a.

Pre-

Construction

10.

Warranty

Request For Proposal Development

• Started with Internal Needs Assessment, the scope of system grew, number of agencies grew

• Decided to hire Gartner to Develop RFP: Conducted formal Needs Assessments, all stakeholders Market scan to possible product solutions Reviewed the current reporting system

• Identify Functional Requirements, 6 categories • Identify Technical Requirements (93 items)

NFR1 - Supports 300 users (internal and external) NFR8 – Control access based upon roles, groups, individuals NFR52 – Integrates with e-mail and other Office 365 functions

• Prepare Process Flow Maps for Each Project Type • Prepare Detailed Work Flow Diagrams for Each Gear of Each

Project Type

Process Flow Diagrams

Vendor Selection Process

• Competitive Negotiation, Best Value determination

• Initial Vendor Submission includes Technical Proposal / Sealed Cost Proposal

• SAC reviews Technical Proposals, selects highest rated vendors for Product Demonstrations

• Conduct Product Demonstrations

• Open Sealed Cost Proposals and Conduct competitive negotiations with top rated vendors

• Final Selection

Current Status

Phased Implementation

Other Agencies

Park Authority Department of

Housing Facilities

Management

Transportation

2 Divisions 140 active projects

TPE = $140 million

Stormwater

3 Divisions 37 active capital projects / Maint.

TPE = $100 million

Buildings

Division of 57 People

48 active projects

TPE = $1 billion

Wastewater

Division of 20 People

32 active projects

TPE = $1 billion

?

Challenges

• Size / Scope of the System, number of agencies, wide variety of

project types

• Commitment of resources to implement

• Old and New processes running concurrently until system established

• New system great for typical projects; concern for smaller or unique projects, PPP, alternative delivery approaches

• Work Flows need to be flexible / easily changeable to adapt to new ways of doing business

Change

Fairfax County - CPMIS

Questions?

Questions?

Brad Melton, Director, Utilities Design and Construction Division, Fairfax County

Brad.Melton@fairfaxcounty.gov

Kassa Seyoum, Section Chief, Studio #5, Division of Building Design & Construction, DGS

Keith W. Tyson, Group Leader, Technical Services Group, Washington Suburban Sanitary Commission