PIM-01:Integrating PIM into a Complete Project Management Strategy

Summer Tidwell and Brad Bowman, CDG

Success StoryIntegrating PIM into a Complete Project Management StrategyPresented by Summer Tidwell and Brad Bowman, CDG Engineers and Associates

Brad Bowman, CISSP• IT Manager, reports to COO• Responsible for all IT

operations• PIM Implementation Project

Manager

Prior Experience in IT• Banking (Fiserv software)• Real Estate (Yardi software)• Consulting

Areas of Experience• IT Operations• Information Security• Management• Project Management• Process Improvement• Business Analytics• Training

Introduction

Summer Tidwell• Financial Controller/Project Controller, dual

reports to CFO/ CEO

• Responsible for financial accounts/ reporting

• Leads PM consistency and performance standards

Prior Experience

• Operations Finance (publicly traded company)

• Mergers and Acquisitions (TeamHealth physician group)

• Financial Analysist

Areas of Experience• Project Management

• Training

• Internal Audit

• Risk & Internal Controls

• Operations Leadership

• Process Standardization

About CDG

CDG Engineers & Associates, Inc.• Established in 1946• About 140 Employees

Services• Civil/Site Development, Environmental, Geotechnical, Utility,

Transportation, Surveying, Field Services, Solid Waste, Construction Engineering and Inspection, UST Services

Markets• Public Entities, Private Enterprise, Petroleum Industry

Seven Locations in Alabama• Albertville, Andalusia (Corporate), Auburn, Dothan, Gadsden, Hoover,

Huntsville

Learn more at www.cdge.com.

A Culture Shift is Coming

• Seven offices doing things seven different wayso Little or no standardization with processes or forms

oCopy documents from an existing project to start documents for a new project

• File servers with Newforma were in placeoNewforma was not being used consistently

oSome offices used it fully, some just for email, some not at all

• Petroleum group was not using Newforma at all, lots of paper filing

• Project setup in Vision is decentralized and inconsistent

• CRM is in place but has a lot of duplicate and incomplete entries because it was decentralized, and everyone had access

A New Strategy

• Bigger, better projects

• StandardizationoDefine a set of expectations for all types of projects

oUtilize templates, improve efficiency

• ConsistencyoCentralization of Vision project creation and management

oAllows Project Managers to focus on managing projects

• Better planningoUtilize the power of Vision Planning module to more effectively manage

projects

o Improve utilization and financial performance

• Facilitate making data driven decisions

Redefining the Project Lifecycle

• Everything starts as an Opportunity and is created by a core group of administrators

• P (promotional) and R (regular) projects are created to track selling activity and regular project activity

• Status of the P and R projects are changed as the Opportunity stage changesoStages of an Opportunity change as certain milestones are hit in the

process (ex: Go/No Go form, Project Plan for proposal, signed contract)

Change is Inevitable

• A decision had to be made to stick with Newforma or to evaluate alternative solutions to better suit the needs of new project management strategy

Pros

• Newforma integrations

already in place in Vision

• Some staff already familiar

with Newforma

• File structure well known

and understood by all users

• Very good at email

archiving

Cons

• Retraining necessary

• No in-house IT expertise

• Requires a lot of

infrastructure that needed to

be refreshed

• User interface was not well

liked

• Users can create sub-folders

Assessing the Alternatives

• Multiple new document management systems were consideredoMicrosoft O365 (SharePoint, Teams)

oBentley Projectwise

oProcore

oOracle

o IBM

Why PIM?

• Powerful search features

• Entity level views

• Version control

• Workflows

• Vision integration

• Outlook integration

• Share files outside the organization

• Centralization – less infrastructure, easy to backup and secure

Lots of Moving Parts

• CDG utilized the implementation of PIM to make other significant changes to project managementoProject creation process

oStandardize naming of documents

oCreate templates for frequently used documents

o CRM centralization and tighter control

o Centralize business development efforts around B Projects in Vision and PIM

oEliminate re-using old documents that are out of date

Project Creation

• Business Development team submits a request along with a completed form to an email that generates a help desk ticket

• The Vision Management team works the ticket and creates an OpportunityoP and R projects are automatically created in Vision at the same time

oProjects are also created in PIM for P and R project

oP project is set to child of R project in PIM (everything is under a single record in PIM)

• A plan is created in the Planning module prior to submitting a proposal

Getting it Done

• Documents are filed in PIM from the start of the OpportunityoKeeps the project organized and consistent

oNaming standards help quickly identify documents

o Indexing makes all content of documents searchable

• Planning module lays out milestones and resource planning for team members

• New reports and dashparts keep both PMs and team members on track

Steps that require document filed in PIM

Project Creation Standardization

• Team of 5 makes up the help desk and responds to requests within 24 hours

• Standardized project set-up form lives in PIM and used in all requests made to the help desk

• Mandatory fields are marked on the form

• Same set-up form is used and updated throughout stages of the Opportunity through PIM

• Improves quality and consistency of data through controlled group of users

Project Creation

Standardization with PIM

• Templates ensure consistency and standardization

• Document Pool structure facilitates quick access to documents

• Standardized naming of documents ensures consistency

• Search function is extremely powerful

• Quick and easy filtering

• Outlook add-in makes archiving emails simple

CRM Centralization

• Improves data in the system

• Data clean up

• Use of help desk

• Form to add contacts

B Project Standardization

• Historically very little data was captured on BD efforts spent on clients

• Creating B (promotional) projects associated with a client or area allows better tracking of efforts and communication

Petroleum Market Changes

• Reduce number of projects in Vision; One site could have 80 associated projects

• Activation of task level allows a site to have one primary project with quarterly billing falling under the phase level

• CPs, PRs and application forms are filed in PIM and tagged to the correct CP number

• PIM enables paperless environment; eliminated 2 large file rooms

• Easier to track documents in a single project in PIM

Project Management in PIM

• PIM Personal Zone Dashboard is customizable and gives quick access to the things you need most

Publishing Documents

• Document Pools provide a consistent structure for project management

• Project, Contact, and Organizations are attributes that can be set, different requirements can be specified for Document Pools

• Only Contacts and Organizations associated with the project are displayed

Document Management in PIM

• Many ways to search for documents in PIM

Document Management in PIM

• Documents are checked out for editing

• When done, save the document and go to Working Files to check it back in

• Properties from the last time it was checked in are retained but can be changed

Document Management in PIM

• When the document is checked back in the Version increments and the Publisher changes if it was checked in by another person

Document Management in PIM

• Version history gives details about the document’s life and lets you easily view or revert to an earlier version

Templates

• Templates ensure consistency

• Autofill templates save time

• Templates can automatically have a Document Pool pre-selected; others can be added if needed

• Attribute requirements can vary based on Document Pool and autofill needs

Templates

• When finished selecting options, the

template document opens and if it has

autofill that information is filled in

• Nothing was manually typed into this

example; the information was filled in

based on the contact selected and the

document creator from information in

PIM synced from Vision but any of this

can be edited as desired

• Document is automatically

downloaded to working files, save it

and check it in when finished editing

Email Management

• The PIM Outlook add-in simplifies email management by making filing easy

• Automatically prompts to file new emails

• Adds button and right click menu option to file received emails

• Automagically displays project contacts

Email Management

• PIM toolbar for emails allows quick access to attach documents from PIM

• When filing emails that have been received attachments can be filed into separate Document Pools as desired

• Emails and their attachments are shown as related documents in PIM.

What do the People Using it Think?

“PIM has been extremely beneficial in helping accelerate production of UST work. One of the most beneficial features is the ability of PIM to index emails as they are generated.”

-Amanda Evans, Project Manager I

"Efficiency is key in our line of work and using PIM has been

groundbreaking for me and our company as a whole. PIM

allows searching various documents and projects instantly by

tags such as document pool, project, or publishers. Setting

milestones and sending large DLM files have been an asset in

planning and submitting drawings to our clients."

-TJ Kelley, Project Manager III

What do the People Using it Think?

“One of PIM's most powerful features, in my opinion, is version history. Our workflow commonly requires collaboration across offices to produce project deliverables. Therefore, there are multiple hands involved in making document revisions. The ability to view historical versions of documents as they are prepared ensures we're able to collaborate without fear of losing valuable input through the deliverable preparation process. In addition, the way PIM stores the historical versions of documents ensures that only the most recent and accurate version of the document is delivered to a client.”

- Allen Yates, Engineer V / Branch Manager

What do the People Using it Think?

“Reinventing project management at CDG required the careful deployment and integration of a number of powerful tools. Employing PIM to establish a file sharing structure, distribution system, and internal audit network provided CDG with a strong foundation for the growth of the company's internal project management processes. PIM dramatically decreased the time required to roll out project management changes while increasing the productivity of teams working across multiple geographies.”

-Scott Trott, Director of Public Entities

Deltek PIM at Insight 2019

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