Capital Projects Frequently Asked Questions

The following represent common questions asked through the last two phases – design and build:

What changes will we see with Construction Contract Administration?

We will move to a cloud-based system called Procore in spring 2018. Procore has a collaborative workspace, document repository and a reporting engine. 

Today we manage through a combination of manual effort and the use of Primavera Contract Manager. Currently, Microsoft Outlook is a collaboration tool. Procure will eliminate the need for manual effort and will provide overall collaboration within itself.

What are the benefits of Procore?

This collaborative workspace will capture approvals and reduce our cycle times. It will be a leap-forward for Purdue. Procore will serve as a repository for key documentation involving correspondence, meeting information, contracts, scope, design and construction documents.  

What is changing with capital project requests and approvals?

We will eliminate the use of manual form reporting that requires a wet signature for project requests and approvals by moving to an electronic approval process. Electronic dashboards will be available for visibility to alerts, notifications and “ball-in-court.”

What is happening with reporting?

As you know, the data we use for reporting is currently housed in multiple systems and a variety of tools are used to generate reports. SAP will be the source for transactional reporting. The Purdue Data Warehouse (PDW) will provide integrated reporting.

How will we manage project budgets in the future?

The Project and Portfolio Management dashboard will be a tool used to view project data. Our customers will have increased exposure to the financial data related to projects. This will enable quicker response to project financial requests.  Today, project budget management varies by project manager, project size and available tools.

PPM Dashboard

What about managing project schedules?

All financial and schedule information will be available in the Project and Portfolio Management dashboard. Project schedule setup may be done by the central project controlling group with on-going authority to edit by project management resources or the controlling group.

Client ideation of projects happens outside of any system – how will this look in the future?

Clients will input all potential projects into a single campus portfolio prior to formal submission. As a result, we will have added visibility to what customers are thinking about as future projects.

What does “automation of WBS” mean?

Currently when a project is approved, three different departments are involved to get a Work Breakdown Structure (WBS) created. After the WBS is created, Physical Facilities Fiscal Affairs (PFFA) manually enters transfer funds transaction data from the client to the construction account. In the future, project approval will trigger a WBS to be auto-generated.  Then all funded amounts will transfer from funding source to project funded program automatically upon approval.

How is managing “ball in court” work going to be impacted?

We currently maintain Excel logs of pre and post-award tasks. Going forward Project Managers will have dashboards available to assist them in managing workloads and deadlines.

Internal Communications

Building and Grounds Newsletters

Other Transformation Updates

The following are various presentations or updates provided at meetings.

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