2009 AGC Construction Industry Conference

Track - Emerging Technologies

Workshop Title - Construction Project Management Tools

NYSDOT Implementation Of Primavera for Construction

Construction Project Management Tools Moderators Jim Stratton, Slate Hill Constructors, Inc. Mark White PE, NYSDOT Office of Construction

Workshop consists of two panel sessions Primavera P6 Panel Primavera Contract Manager Panel

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Primavera P6 – CPM Scheduling

Panel MembersManuel Silva, PE - NYSDOT Region 11 Construction Patrick Prancl, PE - El Sol ContractingJonathan McNatty - D.R. McNatty & Associates, Inc.Frank A. Perricelli, PE - AECOMBrent VanZandt - NYSDOT Region 8 ConstructionCindy Lancelot - NYSDOT M.O. Construction

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Manny Silva, PE – NYSDOT Region 11 Construction Area Construction Supervisor

• NYSDOT R-11 Construction 1999 - Present Area Construction Supervisor CPM Coordinator for Construction (2007 – 2009) AGC/NYSDOT Emerging Technologies Subcommittee

• Task Force Meeting on CPM (2008 – 2009)• NYSDOT R-8 Construction 1984 - 1999

Engineer in Charge 1991 - 1999 Inspector 1984 - 1991

• Projects Alexander Hamilton Bridge and Highbridge Ramps - Present

• Largest NYSDOT Construction Contract - $407 million West Side Highway Rehabilitation (Battery Place to W. 59th Street) – 1999 - 2003

• 5 Construction Contracts - $500 million

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DOT’s VisionDEVELOPMENT OF DEPARTMENT WIDE SCHEDULING TOOL

One tool for Planning, Design & Construction that facilitates teamwork with other DOT program areas and Industry partners.

One tool facilitating both project management & program management.

A multi-user tool that is available via the DOT LAN or the Internet. Development and issuance of technical policies, standards and

guidance. Training

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The schedule as a Project Management tool

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• Plan for building the project, manage project changes, and anticipate corrective actions.

• Monitor and measure progress, and schedule inspection staff.

• Use for coordination with Utilities, municipalities and elected officials.

• Substantiate/Evaluate Contractor’s Time-Related Delay Disputes.

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My perspective as a Construction Supervisor

Past•Schedule not relevant

• Typically outdated – old information

• Schedule discussed monthly• Lengthy Baseline acceptance

process• Could not use schedule to

manage project

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My perspective as a Construction Supervisor

Goal•Timely submissions of schedules•Use schedule to manage project•Use schedule to communicate•Proactive, not Reactive•Accurate schedule data

•Get everyone to think about schedule

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My perspective as a Construction Supervisor

We are doing it on AHB Project!•Schedule discussed twice weekly

• Get everyone involved• Contractor Mgmt.• Contractor Supers.• NYSDOT Mgmt.• NYSDOT Inspectors• NYSDOT Office Staff• Other key personnel

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My perspective as a Construction Supervisor

Meeting the Goal•Timely data•Verified data (accurate data)•Communication•Use the information to support informed decisions

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Patrick J. Prancl, PE – El Sol Contracting & Construction Project Manager / Project Scheduler

• NYSDOT R-11 Construction 1991 - 2005 Engineer In Charge 1996 to 2005 Founded R-11 In-House CPM Review Unit in 2000 Served as R-11 CPM Coordinator from 2001 to 2005 Assisted in drafting R-11 CPM Special Note. Assisted in drafting present CPM Item Specification

• Minuteman Construction Management  2004 - Present Serve as president/ owner of independent consultant, Minuteman Construction Management LLC.,

provide scheduling and structural engineering services for various clients. Provide CPM Scheduling and Monthly Updates for various contractor clients on heavy construction

projects.

• El Sol Contracting and Construction Corp.  2005 - Present Serve as Project Manager for the Gowanus Expressway / Prospect Expressway Rehabilitation ($149

million). Also, serve as project scheduler for various projects.

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Contractor’s Scheduler Perspective

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Frank A. Perricelli, P.E. – Senior Scheduler - AECOM

Example Projects: I-287/I-87 Interchange 8 – Westchester County, NY Belt Parkway Reconstruction – NYC Secaucus Interchange & Seaview Drive Extension – Secaucus, NJ Route 1 & 9, Section 4T Viaduct Replacement – Elizabeth, NJ Marquette Interchange – Milwaukee, WI Northstar Commuter Rail – Minneapolis, MN Trunk Highway 212 – Design/Build - Minnesota

Adjunct Professor: Manhattan College, Riverdale, NY

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Consultant Schedule Reviewer

Project: Alexander Hamilton BridgeProject Cost: $407 millionProject Location: NYC – Region 11

NYSDOT EIC: Michael McCotterNYSDOT AS: Manny Silva

Contractor: CCA HalmarContractor Scheduler: Nicolas Vanier

Level IV Schedule Specification

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CPM Specification

Very detailed specification CPM Manual

Baseline template provided with bid documents

Needs to be project specific Needs to include project bid items

Resource loading requirements

Man-hours or specific labor categories?

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Project Implementation• Difficulty copying calendars• Calendar work-hours

Specification allows for 1/10 of a day input Issue - fractional float values/remaining durations Option - keep all calendars on same work-hours

• Submittal durations NYSDOT Steel Construction Manual 3rd Edition, Section 2, Page 10

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Ideas and SuggestionsNotebook function can speed schedule narrative preparation

Customized report – Nicolas Vanier – CCA/Halmar

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Ideas and Suggestions

Use 1 schedule for working schedule Update existing with new revisions Allows reviewer to maintain layouts, filters, etc.

Add notebook categories Helps with narrative

Resource Template Project Specific Settings

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Brent VanZandt – NYSDOT Region 8 Construction Engineer In Charge D260694 - Route 9 Peekskill

• NYSDOT R-8 Construction 1991 - Present Engineer In Charge 1996 to 2005

•   2004 - Present Served as .

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EIC Perspective

Jonathan McNatty – D.R. McNatty & Associates

Operations Manager of NY Office• D. R. McNatty & Associates, Inc. – offices in Orchard Park N.Y 14127

• Primavera Certified Trainers and Consultants.• Provide hosting, implementation and remote support services for US

and Global Primavera clients.• Provide Consulting/Mentoring/Training support CPM project schedules

to be in compliance with the NYSDOT CPM Schedule Specifications.• ROLE – Consultant to companies awarded/constructing NYSDOT

projects.• Create Baseline CPM Schedules per project plan & specifications.• Monthly Updates recording actual progress of work & changes to

schedule.

2009 AGC Construction Industry Conference

• Access to the (EPMD) Enterprise Project Management Database.

• Experience with the NYSDOT CPM Schedule Specifications.

• Experience with the NYSDOT & the Implementation of P6.

• Experience with P6, P6 Web and Contract Management 13

• Expectations for the future.

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Cindy Lancelot – NYSDOT M.O., Office of Construction Primavera Enterprise Administrator

• NYSDOT Region 11 (NYC) Construction 1981 – 1992 Inspector, Contracts Administrator, Office Engineer.

• NYSDOT Region 1 (Albany) (1992-1998)

Construction Inspector, Highway Designer• NYSDOT M.O. - Planning & Strategy Group (1998-

2001) Transportation Analyst/GIS

• NYS Thruway Authority (2001-2008) Albany Division Construction (2001 – 2004)

• Inspector/Office Engineer/EIC Construction Management Headquarters (Albany) (2004-2008)

• Project Liaison

• NYSDOT M.O. Office of Construction (2008-Present) CPM Scheduling and Time-Related Disputes

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Primavera P6 Administrator Role• Create user accounts• Assign Security Profiles to user accounts • Coordinate with ITD Information Security• Respond to user HelpDesk tickets, troubleshoot issues & provide

resolution • Provide Primavera P6 training to new users• Assist with development of new policies/guidance/specifications• Assist Regional CPM Coordinators• Create schedule templates for Methodology Manager• Manage Enterprise database, files, global data, settings, etc• Test new software versions/enhancements prior to implementation

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What is my role? Assist new users in getting access to software applications. Assist DOT Field Office staff in review of schedules. Troubleshoot users HELPDESK ticket issues related to

Primavera. Serve as Consultant Managers for CPM Support Services. Coordinate and provide all Primavera training for users. Develop Statewide policies, procedures and guidance for

CPM Scheduling and Contract Manager. Coordinate with industry partners.

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Primavera P6 Administrator issues

• Templates Available to Contractor’s for Baseline Schedules

• Common Problems for Schedulers/Reviewers in P6

• Contacts and Assistance

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Examples of Successes •Suretrak Spec vs Current CPM Specification•Current Spec Types

Some Baseline Schedules submitted prior to Award More Timely submittal of Progress Schedule Updates Reduced turnaround time for schedule approvals Reduced time and cost to review schedules Timely approval of time extensions Timely approval of costs to accelerate work Improved communication of work schedule between Contractor

and DOT staff

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CPM Contacts & AssistanceNYSDOT website for Primavera users https://www.nysdot.gov/main/business-center/contractors/construction-division/primavera

ITD HelpDesk Email: Helpdesk@dot.state.ny.us Phone: (518) 485-8111 Regional Construction CPM Coordinators

Cindy Lancelot – CPM Scheduling Admin Email: CPMSchedulingSection@dot.state.ny.us Phone: (518) 457-2550

Mark White, PE – State Scheduling Engineer & Time-Related Disputes Email: CPMSchedulingSection@dot.state.ny.us Phone: (518) 485-5990

Frank Hartley, PE – Contract Disputes & Automation Email: fhartley@dot.state.ny.us Phone: (518) 457-4369

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PANEL 1 – Questions & Answers

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Primavera Contract Manager

Panel MembersManuel Silva PE, NYSDOT Region 11 Construction Kenny Lucien, CCA/HalmarSorin Nour, NYSDOT Region 11 ConstructionRichard Marchione, NYSDOT Office of Structures

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Manny Silva, PE – NYSDOT Region 11 Construction Area Construction Supervisor

• NYSDOT R-11 Construction 1999 - Present Area Construction Supervisor CPM Coordinator for Construction (2007 – 2009) AGC/NYSDOT Emerging Technologies Subcommittee

• Task Force Meeting on CPM (2008 – 2009)• NYSDOT R-8 Construction 1984 - 1999

Engineer in Charge 1991 - 1999 Inspector 1984 - 1991

• Projects Alexander Hamilton Bridge and Highbridge Ramps - Present

• Largest NYSDOT Construction Contract - $407 million West Side Highway Rehabilitation (Battery Place to W. 59th Street) –

1999 - 2003• 5 Construction Contracts - $500 million

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PRIMAVERA CONTRACT MANAGER

Construction Project Management Tool• Implements Project Controls• Facilitates Project Team Collaboration• Administration of Contract Documents

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Project Controls• Structured Enterprise Database • Configurable Process Workflow• Ball-In-Court (BIC) feature (who has action)• Document Version Control• Standard Reports• User Dashboards with Key Performance

Indicators• Issue Tracking – history of events or actions

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Project Team Collaboration• Prime Contractor’s staff

Subcontractors Fabricators

• NYSDOT staff Office of Construction

Field Office (includes consultant for Construction Support Services) Regional Office Main Office

Office of Structures - Structural Engineering Services Bureau Metals Engineering Section Concrete Engineering Section Foundations Engineering Section

Office of Technical Services Geotechnical Engineering Bureau Materials Bureau

• Federal Highway Administration (FHWA)

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Contract Document Administration• Manages submission & tracking of:

Contractor Submittals - Shop Drawings, Catalog Cuts Requests For information (RFI) Progress Meeting Minutes Correspondence Contract Plan Sheet revisions Issues

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Benefits Reduces RFI turnaround times Shortens submittal (Shop Drawing) approval times Improves Field Office tracking of document submitals Reduces costs. No mailing costs, reduced printing costs. Increases productivity. Data is easily accessed. Improves Team Collaboration. Reduces Disputes due to improved communication

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Sorin Nour, PE – NYSDOT Region 11 Construction Assistant Engineer-in-Charge

NYSDOT R-11 Construction 1991 – Present

Engineer in Charge 1993 to Present on various State Project.

Assistant Engineer-in-Charge on Alexander Hamilton Bridge.

Ammann & Whitney CE 1988 – 1991

Senior Civil Engineer in the Highway Design Group.

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Submittal Coordinator

Routing of RFI’s and Submittals to and from Approving Authority (both Contract Manager Users & Non-Users).

Assist Contractor personnel with proper use and practices of Contract Manager. Administer Correspondence – Preparation and Routing of Letters & Transmittals. Prepare various Status Reports for both RFI & Submittals to monitor progress and

delays. Assist Contractor with Status information and Reviewers with Priority concerns

regarding submittals they are BIC (Ball-in-Court). Assign Responsibility (BIC) for all new documents. Monitor Impact of Review and Detention Times on Project Schedule and act

accordingly. Create and Manage Issues used for linkage of various documents across Contract

Manager. Assist in the Cross Integration process and data migration between Contract

Manager and Primavera P6.

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Kenny Lucien – CCA Civil/Halmar Document Control Specialist

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Contractors Viewpoint

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Richard Marchione, PE – NYSDOT M.O. Structures Director, Structural Engineering Services Bureau

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Structural Engineering Services Bureau

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PANEL 2 – Questions & Answers