Leveraging Web Based Collaborative Project Management Applications- the

Leveraging Web Based Collaborative Project Management Applications- the CM’s perspective Michael Warriner, P. E.

Let’s Start with the Legal Issues: • Contractual Concerns Regarding Electronic Documentation • Rules of Evidence CMAA 909 i 1. ppt/2 • Legal Discovery

What Contractual Concerns Should I Have About Electronic Project Management? • Does electronic notice comply with the contract requirements? – Contract notification clauses – Delays and other impacts • Necessity of the contract providing for use of the electronic project management forms for compliance with contract clauses. CMAA 909 i 1. ppt/3 – Make sure that the contracts (prime and subcontracts) are in accord with the electronic project management forms.

Why Should I Know Something About the Rules Of Evidence? • The best documentation is meaningless if it can’t be presented to the dispute fact finder. – Judge, jury or arbitrator CMAA 909 i 1. ppt/4 • The rules of evidence dictate what evidence can be admitted and ultimately considered by the dispute fact finder.

Best Evidence Rule in Context of Electronic Project Documentation CMAA 909 i 1. ppt/5 • Best evidence. – Original writing must be produced when its terms are in issue § Original can include a duplicate. § A computer printout or other output readable by sight and shown to reflect data accurately may be used to prove contents of writing.

Electronic Discovery in Litigation • Electronically Stored Information (ESI) is no less discoverable than paper evidence. – However, it presents its own challenges including preservation, spoliation, form of production, privacy and privilege. • Obligated to produce ESI. • Generally ESI files to be produced in electronic format. CMAA 909 i 1. ppt/6 • Examples of types of files – Encrypted files must be produced with password. – Meta data. – Emails.

Using Web Based CM Tools Has Several Requirements for the CM • Getting clients, engineers, and contractors to “buy in” to the idea • Getting the team to use the tools CMAA 909 i 1. ppt/7 • Dealing with slow Internet connections at remote job sites

Time Benefits of Electronic Project Documentation • Document “travel time” is eliminated • Sample Project times: – 46 out of 121 RFIs were issued, responded to, and CMAA 909 i 1. ppt/8 closed in one day or less – Fastest was 1 hr, 10 min – 114 out of 304 submittals have a Zero-day turnaround

Buy-In – What’s in It for Me? • Nobody buys into something this big because it’s the right thing to do • Major changes are not trusted - it has to be in/close to my comfort zone • Why do we need to change? CMAA 909 i 1. ppt/9 • What is it going to cost me?

From the CM Perspective… The Owner wants to know: • Real-time access to project data – Inspection reports – Photos – Submittals/RFIs – Change orders CMAA 909 i 1. ppt/10 • The system with the least direct costs • A system not so different from what I did before • Can it be customized to MY forms

From the CM Perspective The Contractor wants to know: • 7 copies of submittals? Why? • Version control- staying current • Where is my RFI? Ability to see responses and history • Faster responses CMAA 909 i 1. ppt/11 • Less clerical costs

From the CM Perspective… For the Engineer: – Project and document access wherever – – you have an internet connection Superior tracking and versioning of project -related documents Time savings related to mailing/faxing/copying/filing Clear project hierarchy, flow of communication “Gatekeeper”/Approver CMAA 909 i 1. ppt/12 • Ability to delegate (without making more work for yourself) • Share/control access, as needed

Buy-In: Who’s Going to Pay for this? How is It Paid for Now? • Contractor burns many copies and distributes – owner pays as overhead • Engineer reviews copies, distributes and maintains files – owner pays as fees • CM logs, reviews and distributes – owner pays as fees CMAA 909 i 1. ppt/13 • Multiple costs for carrying copies!

Web-based Systems Offer Added Value at Reduced Cost • Less handling of documents • Reduced copies CMAA 909 i 1. ppt/14 • Ready access whenever needed

Getting the Team to Use the Tools Requires Commitment • Full not partial commitment • Recognize that not every feature is important – focus training to each groups needs • Offer repeated training sessions to re-cover areas that are critical CMAA 909 i 1. ppt/15 • Use “dummy” projects to practice on

Keeping the Team Using the Tools CMAA 909 i 1. ppt/16 • Maintain flexibility – there is more than one way to do something • Push for the basics – once they have a good feel for that, expand • Accept that some things are better done the old way (for now!) • Establish in-house experts for each of your user groups • Check monthly on their progress and URGE QUESTIONS – silence is a concern

Site Connections • Start with the Contract specifications- it is required • Research the site – what is available? – Don’t wait for the contractor to CMAA 909 i 1. ppt/17 choose the options – Know what is available and determine what the acceptable options are before you bid • It’s not just the CM software – it’s everything on site!

Establish a Specification Standard • Establish a minimum speed requirement • Require it to be there at the beginning of the project- avoid the delay game • Do not fall back on standard – Cooperation up front does not mean you need to relinquish requirements CMAA 909 i 1. ppt/18 • Who is going to maintain the system

Needed for Success – Benefits occur only when everyone buys in – Not “automatic” – references, linking, tagging, are CMAA 909 i 1. ppt/19 only as good as what you put in

But My Site is still Slow…. • Consider your application – what does the developer recommend? • Consider a local server verses remote server CMAA 909 i 1. ppt/20 • Don’t be afraid to ask for IT help and recommendations

Buy-in and Acceptance Doesn’t just Happen • Know what the interests are of your users – pick a plan that meets their goals • Be flexible but urge participation • Multiple trainings – work with the parties on their use of the system – not yours CMAA 909 i 1. ppt/21 • Know your site limitations – pick a system that works on your site, not just the last project

CMAA 909 i 1. ppt/22 Questions?