electronic project management (epm)

Electronic Project Management (ePM)

Quick Reference Guide #110 ePM Capital Projects Adoption KPI

ePM Quick Reference Guide #110

QRG.110 ePM Capital Projects Adoption KPI Page 1 ePM 4.0 Feb 2013

ePM Capital Projects Adoption KPI Overview The ePM Capital Projects Adoption KPI is used to help PBS track and monitor the adoption of ePM on Capital projects. Results of the KPI show how well Capital design and construction project teams are utilizing ePM as a project management tool and to assess the completeness of project data in ePM. Also, ePM is being utilized for project and program reporting; therefore, it is vital that the data be reliable and up-to-date. Active Capital design and construction project teams are required to update 5 focus areas on a monthly basis: Project Manager, Detailed Project Status, PM Schedule, Invoices, and Issues. The report also displays dates for 5 optional focus areas: Design Documents, Submittals, Meeting Minutes, RFIs, and Daily Reports. While these focus areas are not required for the KPI, project teams are encouraged to update them in order to meet the ePM Minimum Requirements. Project teams should review and update their ePM project data regularly and verify key data on a monthly basis at a minimum. Information that has not been updated or verified in the last 30 days is considered out of date and therefore counts against a project’s overall score and ultimately affects the regional and national scores. Report Layout Report Layout The ePM Capital Projects Adoption KPI Report displays a table organized by project displaying the last date that each of the focus areas was updated.

If the Last Updated date is 30 days or older, the date field will display in Blue. Calculations Calculations A project’s score is calculated by dividing the number of focus areas that have been updated in the last 30 days by the total number of focus areas. A project is considered to have met the measure if it has a score of 80% or higher.



For example, if a project team has updated the Project Manager, Schedule, Status, and Invoice focus areas in ePM but didn’t update the Issues focus area, the project would earn a score of 4 out of 5, or 80%.

A region’s score is calculated by dividing the number of updated focus areas by the total number of focus areas the region is responsible for updating. A region has met the measure if it has a score of 80% or higher. Reporting Frequency Reporting Frequency The Office of Design and Construction (ODC) will run the ePM Capital Projects Adoption KPI Report on the 10th of every month. The report will be distributed to ODC Zone Directors and Regional Directors. At the end of every quarter, results of the KPI will be included in the ODC KPI Report for discussion at the ODC Directors Meeting. Additionally, the report is available in Cognos at any time if a person wants to review the KPI results before the monthly and quarterly reporting deadlines. See the Run the ePM Capital Projects Adoption KPI section of this document for instructions on how generate the report. Report Data Sources Report Data Sources The following sections describe how to find out the data source for each of the KPI’s focus areas. Focus Area 1: Project Manager For the Project Manager portion of the KPI, Project Manager only needs to be populated; it does not need to be updated every 30 days. Therefore, once you have entered a PM, you will not need to update this field. There are 2 data sources for the Project Manager focus area, and both need to be the same. Only one Project Manager should be entered for each project, and it should be consistent in both places. 1. Once logged into your project in ePM, go to the Address Book and select Contacts. Click on

the name of the Project Manager.



2. In the Contact window, ensure that Key.PM: Project Manager is selected as the Project

Role. 3. Close the Contact window and return to the Address Book. Click Administration on the left-

hand side of the window and choose Project Properties.

4. Click the Project Name to enter the Project Properties.



5. In the Project Properties window, click Project Manager. Ensure that the name of the Project Manager is entered.

Focus Area 2: Detailed Project Status For the Detailed Project Status focus area, the report looks at the last updated date for the most recently modified Detailed Project Status. 1. Once logged into your project in ePM, go to Applications and select Daily Reports, Issues,

and Logs and then choose Daily Report.



2. Once you arrive at the Daily Report register, choose the most recent Detailed Status entry.

3. On the Daily Report screen, click Properties.



4. The last updated date appears in the Modified Date field. Focus Area 3: PM Schedule For the Schedule focus area, the report looks at the last updated date for the most recently modified PM Schedule. 1. Once logged into your project in ePM, go Applications and expand the Scheduling menu

and then choose Schedules.

2. Select the most recent PM Schedule to open the Schedule window.



3. Once in the Schedule window, click Properties to go access the Schedule properties.

4. The last updated date appears in the Modified Date field.

Focus Area 4: Invoices



For the Invoices focus area, the report looks at the last updated date for the most recently modified contractor invoice. 1. Once logged into your project in ePM, go to Project Reporting, expand the Contract

Management menu, and select Obligations and then choose Invoices.

2. Once you arrive at the Invoices register, select the most recent invoice to open the Schedule

window.



3. Once in the Invoice window, click Properties.




Focus Area 5: Issues For the Issues focus area, the report looks at the last updated date for the most recently modified issue. 1. Once logged into your project in ePM, go to Project Reporting, expand the Contract

Management menu, and select Obligations and then choose Invoices.

2. Once you arrive at the Issues register, select the most recent Issue to open the Issues

window.



3. Once in the Invoice window, click Properties.




Run the ePM Capital Projects Adoption KPI Run the ePM Capital Projects Adoption KPI Report 1. Navigate to the Measure Reports folder. 2. Navigate to the ODC Measure Reports sub-folder.

3. Choose ePM Capital Projects Adoption KPI Report. 4. Select the Region(s) that you wish to view.



5. Click Next to generate the report.

The report opens in a new window.