fi$cal change discussion guide primavera guide march 2015

FI$Cal Change Discussion Guide

Primavera Guide

March 2015

FI$Cal: Transparency. Accuracy. Integrity. 2March 2015

Process Overview Process Overview Primavera is an enhanced

Statewide project management solution for managing projects within FI$Cal Primavera P6 (P6)– enhanced

project scheduling and resource management solution

Primavera Contract Management (PCM) – enhanced general project management solution

Projects are created directly in FI$Cal

Upon project creation in FI$Cal, a project can be selected for optional integration with P6 and PCM

Project selected for optional integration will be auto-created in both Primavera applications offering enhanced project management options for that project

Primavera


Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as

follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around project management will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

Primavera


Process Overview Key Impacts Projects are created in FI$Cal and

auto-assigned the next available Project ID

Projects are optionally selected for integration with Primavera

A “call” will be scheduled or initiated ad-hoc to integrate (create/update) projects from PeopleSoft to Primavera

Projects must be initiated in the Project Costing module in FI$Cal

FI$Cal and Primavera will sync nightly, or initiated ad-hoc, to transfer data

Hyperion only houses the project ID and additional budgeting is maintained in Project Costing (PC) or P6

Departments are responsible to add the revenue budget in PC or P6

Primavera Creating and Maintaining Projects




Department business processes around creating projects will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Creating and Maintaining ProjectsPrimavera


Process Overview Key Impacts The Schedule a Project process

includes the following sub-processes: Create a Work Breakdown

Structure (WBS) Add Activity and Activity Details Establish Activity Relationships Update Progress Demonstrate Activity Views

Phases are initially defined in PeopleSoft and synch to P6 where additional information is stored

A project’s WBS structure and activities can be defined from a project template, added to a project directly, or pulled from other projects

An activity can have as many relationship as necessary to model the work that must be done Relationships and activity

durations determine schedule

Dates associated to dependent activities will automatically move out on a project’s schedule if the initial activity is delayed

Primavera Schedule a Project


Key Impacts Views can be created to visually

display information If a user does not have the

rights to see a piece of information in a view, the information is dashed out

You will not be able to make changes to a view that you did not create

Primavera Schedule a Project




Department business processes around scheduling a project will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Schedule a ProjectPrimavera


Process Overview Process Overview The Manage Project Resources

process includes the following sub-processes: View Roles and Resources View Resource Unit and Cost

Information View Resource Team Assign Resources/Roles to

Activities Fill an Unstaffed Role Resource Reporting

Primavera will store and track resources Resources include general or

specialized labor, non-labor or material items

Labor and non-labor resources are always time-based

Material resources, such as consumable items, use a unit of measure you can specify

Primavera Manage Project Resources


Key Impacts Key Impacts In order for labor resources to be

assigned to activities, they must first be added as an employee in FI$Cal FI$Cal and Primavera will sync

nightly New resources will be

transferred into Primavera

All modifications to employee data must be initiated in FI$Cal

The set of roles you assign to an activity defines the activity’s skill requirements

Similar to resources, roles can have multiple price per unit rates to accurately plan future costs and allocation

Resource/Role teams allow you to categorize and group roles so you can readily find data relating to a particular role

Reports provide data on resource over allocation



Key Impacts Key Impacts The list of resources you can select

from is determined by your resource access privileges and individual resource's current project association

Roles set parameters for the skill set of the resource needed to fill that role





Department business processes around Project Resources will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Manage Project ResourcesPrimavera


Process Overview Key Impacts PCM will link project documents to

the project and track and report the status of project issues such as: Requests for Information

(RFIs) Additional Detailed Instructions

(ADIs) Field Directives Submittals Correspondence Meeting Minutes Transmittals Non-Compliance Notices

Primavera Manage Project Documents

PCM’s Control Center will display all projects in the group, as well as project documents related to the project

PCM allows project documents to be related or linked to each other

PCM allows workflow management of RFIs, where the a user can choose the approval process to be used: Approve in Sequence All must Approve Any can Approve




Department business processes around Project Documents will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Manage Project DocumentsPrimavera


FI$Cal End-User Roles

Primavera

FI$Cal End-User Role Description

PCM State Team Member

The department end user who is involved in the contribution of PCM project management documents, including but not limited to: RFIs, Field Directives, Transmittals, and Submittals.

PCM Project Manager The department end user with full rights to modules within projects, excluding administration rights and project settings.

PCM Construction Manager

The department end user with Project Manager rights excluding change order approvals.



Primavera

FI$Cal End-User Role Description

PCM Consultant External user, such as an Architect or Engineer, whose PCM rights are restricted. Rights include but are not limited to RFI, Submittal, and Drawings.

PCM Contractor External user involved with constructing the project. They have limited PCM access and view only rights to modules where access is given.

PCM Contracts Admin The department end user with restricted PCM rights to the correspondence, contracting, and insurance areas.

PCM Inspector The department end user with restricted PCM rights to correspondence RFI’s, Submittals, Daily Reports and Notifications.

PCM Insurance Admin The department end user with restricted PCM rights to the correspondence and insurance areas.



Primavera

FI$Cal End-User Role DescriptionP6 Project Manager The department end user with expanded range of P6

rights, to exclude resource planning.P6 Construction Manager

External user with a subset of P6 Project Manager rights.

P6 Scheduler The department end user with scheduling and resource assignment rights in P6.

P6 Resource Planner The department end user with resource planning rights in P6.

P6 State Team Member

The intra-departmental end user who is a team support member with view rights in P6, with the exception of costs.

P6 Department Team Member

The department end user who is a department support member with view rights in P6.


Primavera End-User Training is under development.

For additional information on end-user training, visit the Training page of the FI$Cal Project website at :

http://fiscal.ca.gov/training-academy/index.html

FI$Cal End-User Training

