1. FI$Cal Change Discussion Guide Primavera Guide March 2015

2. FI$Cal: Transparency. Accuracy. Integrity.2 March 2015 Process Overview Primavera is an enhanced Statewide project management solution for managing projects within FI$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

3. FI$Cal: Transparency. Accuracy. Integrity.3 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around project management will change as follows:  [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

4. FI$Cal: Transparency. Accuracy. Integrity.4 March 2015 Process OverviewKey Impacts Projects are created in FI$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

5. FI$Cal: Transparency. Accuracy. Integrity.5 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around creating projects will change as follows:  [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] Creating and Maintaining Projects Primavera

6. FI$Cal: Transparency. Accuracy. Integrity.6 March 2015 Process OverviewKey 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

7. FI$Cal: Transparency. Accuracy. Integrity.7 March 2015 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

8. FI$Cal: Transparency. Accuracy. Integrity.8 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around scheduling a project will change as follows:  [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] Schedule a Project Primavera

9. FI$Cal: Transparency. Accuracy. Integrity.9 March 2015 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

10. FI$Cal: Transparency. Accuracy. Integrity.10 March 2015 Key Impacts In order for labor resources to be assigned to activities, they must first be added as an employee in FI$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 Primavera Manage Project Resources

11. FI$Cal: Transparency. Accuracy. Integrity.11 March 2015 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 Primavera Manage Project Resources

12. FI$Cal: Transparency. Accuracy. Integrity.12 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Project Resources will change as follows:  [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] Manage Project Resources Primavera

13. FI$Cal: Transparency. Accuracy. Integrity.13 March 2015 Process OverviewKey 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

14. FI$Cal: Transparency. Accuracy. Integrity.14 March 2015 Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as follows:  [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] Department business processes around Project Documents will change as follows:  [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] Manage Project Documents Primavera

15. FI$Cal: Transparency. Accuracy. Integrity.15 March 2015 FI$Cal End-User Roles Primavera FI$Cal End-User RoleDescription 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 ManagerThe 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.

16. FI$Cal: Transparency. Accuracy. Integrity.16 March 2015 FI$Cal End-User Roles Primavera FI$Cal End-User RoleDescription PCM ConsultantExternal user, such as an Architect or Engineer, whose PCM rights are restricted. Rights include but are not limited to RFI, Submittal, and Drawings. PCM ContractorExternal user involved with constructing the project. They have limited PCM access and view only rights to modules where access is given. PCM Contracts AdminThe department end user with restricted PCM rights to the correspondence, contracting, and insurance areas. PCM InspectorThe department end user with restricted PCM rights to correspondence RFI’s, Submittals, Daily Reports and Notifications. PCM Insurance AdminThe department end user with restricted PCM rights to the correspondence and insurance areas.

17. FI$Cal: Transparency. Accuracy. Integrity.17 March 2015 FI$Cal End-User Roles Primavera FI$Cal End-User RoleDescription P6 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 SchedulerThe department end user with scheduling and resource assignment rights in P6. P6 Resource PlannerThe 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.

18. FI$Cal: Transparency. Accuracy. Integrity.18 March 2015 Primavera End-User Training is under development. For additional information on end-user training, visit the Training page of the FI$Cal Project website at : http://fiscal.ca.gov/training-academy/index.html FI$Cal End-User Training