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

2. CMAA909i1.ppt/2 Let’s Start with the Legal Issues: Contractual Concerns Regarding Electronic Documentation Rules of Evidence Legal Discovery

3. CMAA909i1.ppt/3 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. – Make sure that the contracts (prime and subcontracts) are in accord with the electronic project management forms.

4. CMAA909i1.ppt/4 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 The rules of evidence dictate what evidence can be admitted and ultimately considered by the dispute fact finder.

5. CMAA909i1.ppt/5 Best Evidence Rule in Context of Electronic Project Documentation 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.

6. CMAA909i1.ppt/6 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. Examples of types of files – Encrypted files must be produced with password. – Meta data. – Emails.

7. CMAA909i1.ppt/7 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 Dealing with slow Internet connections at remote job sites

8. CMAA909i1.ppt/8 Time Benefits of Electronic Project Documentation Document “travel time” is eliminated Sample Project times: – 46 out of 121 RFIs were issued, responded to, and closed in one day or less – Fastest was 1 hr, 10 min – 114 out of 304 submittals have a Zero-day turnaround

9. CMAA909i1.ppt/9 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? What is it going to cost me?

10. CMAA909i1.ppt/10 From the CM Perspective… Real-time access to project data – Inspection reports – Photos – Submittals/RFIs – Change orders The system with the least direct costs A system not so different from what I did before Can it be customized to MY forms The Owner wants to know:

11. CMAA909i1.ppt/11 From the CM Perspective 7 copies of submittals? Why? Version control- staying current Where is my RFI? Ability to see responses and history Faster responses Less clerical costs The Contractor wants to know:

12. CMAA909i1.ppt/12 From the CM Perspective… – 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 Ability to delegate (without making more work for yourself) Share/control access, as needed For the Engineer:

13. CMAA909i1.ppt/13 Buy-In: Who’s Going to Pay for this? 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 Multiple costs for carrying copies! How is It Paid for Now?

14. CMAA909i1.ppt/14 Web-based Systems Offer Added Value at Reduced Cost Less handling of documents Reduced copies Ready access whenever needed

15. CMAA909i1.ppt/15 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 Use “dummy” projects to practice on

16. CMAA909i1.ppt/16 Keeping the Team Using the Tools 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

17. CMAA909i1.ppt/17 Site Connections Start with the Contract specifications- it is required Research the site – what is available? – Don’t wait for the contractor to 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!

18. CMAA909i1.ppt/18 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 Who is going to maintain the system

19. CMAA909i1.ppt/19 Needed for Success – Benefits occur only when everyone buys in – Not “automatic” – references, linking, tagging, are only as good as what you put in

20. CMAA909i1.ppt/20 But My Site is still Slow…. Consider your application – what does the developer recommend? Consider a local server verses remote server Don’t be afraid to ask for IT help and recommendations

21. CMAA909i1.ppt/21 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 Know your site limitations – pick a system that works on your site, not just the last project

22. CMAA909i1.ppt/22 Questions?