You Were Not Hired to be a

Fireman

Presentor: Steve Kelly, Pro Management Systems, Inc.

Introductions

•Who am I

•Who are you

•What will we cover

•ASK QUESTIONS

What do good

Firemen do? What do good

Managers do?

Are you a Fireman or

Manager?

The Big Difference?

Even if you put a fire out

quickly - there is still

residual damage that

needs repair

PROACTIVE

PROACTIVE

How can Contract Manager help you be

PROACTIVE? • Reporting – Exception Reporting

– Projection Reporting

• Alerts

• Am I responsible? – Actions – Status

– Required Date

• Layouts

• Control Center

Using Reports

• What to do with ALL this data

• Think outside the box

Which is Better Game?

Which Is Better?

List of RFI’s where

they have not

responded by

responded date

List of RFI’s that

need to be

responded to this

week

Which Is Better?

List of open

change orders

List of change

orders that have

been sitting

unapproved for xx

days

Which Is Better?

List of RFP’s with

their

corresponding

value and required

date

List of RFP’s not

yet responded to

by contractor; and

should have

Which Is Better?

List of cost codes

with Budget and

Commitments

List of cost codes

sorted by

Projected

Variance

Which Is Better?

Submittal Log by

BIC

Submittal Log by

BIC filtered by

submittals that

should be turned

in this week

Using Reports

• Multi Project reports

• Using the Project tree

• Combination reports (one button prints

several modules of information)

Using Alerts

• Similar to reporting

• Not too many

• 34 alert possibilities

• 3 levels of alert (Red / Amber / Green)

Sample Alerts • Approved Variance

Notifies the user if the approved variance

for a cost code has reached a threshold.

Positive values mean a positive variance.

Negative value means a negative variance.

Sample Alerts • Insurance Policies Expire

Notifies the user when insurance policies

expire. Positive values in the alert indicate the

policy will expire in the specified number of

days.

Sample Alerts

• Submittals Held

Notifies the user if a submittal has reached a

threshold. Values entered are the number of

days the submittal is held.

Using Actions • Actions ONLY relate to RESPonsible

• Actions only as good as the Responsible

Person watching the Action list

• Need to setup a NON person

Using Layouts

• Very powerful

• Design 2-3 layouts per module

• Naming convention

• Export to Excel

• Problems with layouts

– Layout Hell

– No User or Project layouts

• Being Pro-Active allows me to manage

instead of react

• Using proper tools to point me to the

information where I need to spend my time

• Even if you put a fire out quickly – there will

always be residual damage that needs

cleaning up

Conclusion

Questions?