Field Observation Reports by Consultants Using OPMIS

Field Observations by consultants can be created through the OPMIS in the interest of organizing and tracking the resolution of any deficiency that is reported by a consultant.  In this example, our Building Envelope Commissioning Agent, WJE, uses our OPMIS to document and track their building envelope field observations.  The contractor has the option of printing the individual field report item or run a report to list all the issues that need to be resolved.  From the OPMIS, the report is printed with the consultants logo on it as an official document.  Please use the following link if you would like to view the actual report.

OPMIS Implementation Examples

Field Report Created with OPMIS

Field Report Log

Dashboards, Powerfull Tool to Illustrate Overall Status of RFI's, Submittals, PCs etc.

When all the Program Management Information is centralized by the Owner, the PMIS dashboard becomes a very powerfull tool for the Owner's Project Manager and the entire project team to check the overall status of RFI's, Submittals, PCs, etc.  Dashboard is where everyone can see if the RFIs, submittals, etc are being resolved in a timely manner.

As we all know, delays in responding to RFIs, approving submittals and timely resolution of change orders, increase the owner's risk to project delays and claims.  An accumulation of RFIs that are late in being responded to is a clear indicator of a potential risk for a project delay claims and additional cost. 

The OPMIS is a great tool for the Owner to clearly know the status of all the construction projects and better manage the potential risks of delay and claims. As we all know, "you cannot manage what you do not know." OPMIS clearly reports the status of all the project issues and allows the Owner's project managers to be more efficient and effective in managing construction projects by easily providing access to all the project data and documents.

Examples of other dashboards that we have recently created can be found in the following link. 

P.S.  Happy Holidays and Happy New Year.

OPMIS Dashboard Examples

Value of PMIS by Charles Thompsen

"A PMIS provides information so the team has a common understanding of the facts: a prerequisite for collaboration.  It's the cheapest way to gather information because it's only done once.  And it's the most reliable way to host information because many eyes scrutinize centralized data and mistakes are most likely to be found and corrected.  It the first line of defence against political against political or legal attack. It's clear window into the project that leaders can use instead of relying on delayed or biased reports filtered though layers of management.  It improves performance because it measures it; it's a report card for both team members and management.  And most important, it educates the team and makes better managers it tells a true stories."


At UTSW, the VP of Facilities Management, the COO, Assistant VP of Business Affairs and his assistant have access to the PMIS software.  We also provided access to our internal and external auditor .  Our goal is to make the projects and our department transparent and make project related information readily available to administration. 

Please use the following link to view the entire article.
OPMIS Publications

Maximizing the Benefits of BIM with Owner's Program Management Software

The following case study written by e-Builder provides an overview of how we are using our PMIS to manage the BIM files.  To view the case study, please use the following BIM folder link.  Maximizing the Benefit of BIM with Online Project Management Software

BIM at UTSW Webinar on Youtube

PMIS by Charles Thomsen

The Program Management Information System written by a Charles Thomsen provides a good overview, benefits and challenges in implementing a PMIS.  Below is the link to the article. 

PMIS by Charles Thomsen

UT Southwestern Medical Center CIP PMIS Use

The following are the typical modules that we use at UT Southwestern on all of our projects.

1. Cost Module: Track budget, commitments, expences, change orders.
2. Document Modules-Centralize project files which includes drawings, shop drawings, correspendence, etc.
3. Work Flow Forms-Forms to track all the issues which inlcude Project Issues, RFI, Buyout Recommendations, Cx inspections, Inspections, OCIP forms, etc.
4. Submittals Module: Used by the contractor for submitting shop drawings to A/E for review.
5. Schedule Module: Schedule is used to create cashflows.
6. Contact Module: All contacts are added to the data base.  Contractor is allowed to add their own contacts.
7. Process Module: Process change orders and budget revisions.

The following link provides access to our monthly reports that confirms how we are using the PMIS.  As you will notice, the number of issues and other data that is being tracked in the PMIS is extensive.  Without the PMIS, we would be counting on e-mails and excel spreadsheets to keep track of all the project related information and issues. 

UTSW PMIS Report

PMIS: An emperical study of their impact on project managers and project success

Research confirms that PMIS can be an important tool to improve project managers effeciency and effectivenes. Organizations that do not have a PMIS for managing their construction program should seriously consider one.  But, becareful with selecting the right one.  Research also confirms that selecting the wrong one can have the opposite effect on your construction program and project managers besides being a waste of money. 

".......the result of this research show that the use of project management information system is in fact advantageous to project managers.  Improvements in effectiveness and efficiency in managerial tasks were obseverd here in terms ofbetter project planning, scheduling, monitoring, and control.  Improvements in productivity were also observed in terms of timelier decision-making. Advantages obtained from PMIS use are not limited to individual performance but also include project performance.  These systems were found to have direct impacts on project success, as they constribute to improving budget control and meeting project deadlines as well as fullfilling techincal specificatons.  One can therefore conclude that PMIS make a significant contribution to project success and should continue tobe the object of project managment research."

Louis Raymond, Fracois ergeron, International Journal of Project Management, June 7, 2007.

Crate & Barrel Reduces Construction Cost with OPMIS

At the COAA National Conference in Las Vegas, John Moebes of Crate & Barrel did a fantatsic job with showing us how Crate & Barrel has reduced their construction "Transaction Costs" by using their Owner's PMIS and BIM.  Projectmate is the software that Crate & Barrel uses for centralizing all their program management information.  It was great to hear how they have been able to reduce their construction cost and that the retail industry also believes that mandating the use of an Owner's PMIS is the most effective way to manage their construction program. The link to the Crate & Barrel OPMIS presentation portion is listed below.

Lean It or Leave It! How Crate & Barrel Reduces Transaction Costs (OPMIS Presentation Portion)

COAA National Conference-Nov. 2011

COAA National Conference in Las Vegas was fantastic.  Sam Neider and I presented on how important it is for the Owner to take charge of the BIM process if the Owner wants to maximize the benefits of using BIM.  Also covered how BIM collaboration can be improved by centralizing all the model files in the Owner's PMIS (OPMIS).  The link to the presentation is below.

Owner Takes Charge of the BIM Process: UTSW's Proactive Approach

Architect Transmitting Drawings via OPMIS

Here is a good example how we have centralized the issuance of all the contstruction documents via our OPMIS.  The architect uploads the construction documents to the appropriate folders and then creates a Work Flow Form to send the drawings to the contractor.  All the key individuals receive a copy of the notice.  The contractor then acknowledges receipt of the drawings and uses the form to create a change order if the revised construction documents require one.  When a change order is issued through our process, all the supporting documents are linked including this A/E: Document Issue form which allow us to quickly have access to all corresponding back up that explains the change order. This is also a good example how the notice looks and is transmitted via e-mail to everyone. 

Architect Issues CDs va OPMIS Example

OPMIS Usage at UTSW

I am sharing the the following report which indicates our current use of our OPMIS.   As you will notice, there are several modules we are using extensively and others we are not using at all.  All organizations are different so it is very important to for the OPMIS is to be flexible to meet the needs of the institution. During implementation, we started only with the Cost, Contact and Forms Modules.  After a year of using it, we started using the Process Module and Submittal Modules.  Schedule Modules are being used for documeting milestones and creating cashflows.  The following link provides access to the report in a pdf format if you would like to print.

 UTSW OPMIS Usage Report

Field Observation-How to Track in OPMIS

 The following is a good example of how A/E Field Observations that include deficiencies can be tracked by the OPMIS.  In this case, the structural engineer uploaded their report to the OPMIS QC Folder and then attached it to a Project Issue form to track resolution of the deficiencies.  If the Field Observations do not have any deficiencies that require any action to be taken, they will upload to the folder and send directly to a preselected group of individuals that would like to receive Field Observations.  I am planning to add this to our OPMIS Manual as standard procedure for future projects.  I am also planning to share our updated OPMIS Manual via this blog by the end of Novemeber.

 Owner's Proactive BIM Approach

Last week,Sam Neider and I presented at the e-Builder conference on how important it is for the Owners to be proactive in the BIM process to maximize the BIM benefits on their projects.  The following are the top three points of the presentation.

1. Oner must take the lead in the BIM process if he or she wants to maximize the benefits of BIM during construction and facilities management.
2. BIM Execution Plan is critical to organizing the BIM process early during the design process.
3. Owner should require their PMIS to be used for updating and sharing the models is developed by the A/E and contractor.. 

e-Builder did a fantastic job with the conference and they continue to improve the Owner's PMIS by pushing for new enhancements that help the Owners with managing their construction projects.  The link to the folder is provided below if you would like a copy of the presentation.

BIM Presentation at e-Builder Conference 2011

OPMIS Examples at UTSW & Other Documents

I have reorganized the OPMIS reference files and added a couple of more UTSW OPMIS examples which include:

• OPMIS Forms
• OPMIS project requirements specifications
• OPMIS Publication
• Use of OPMIS for BIM files presentation
• OPMIS at UTSW presentation
• and a couple of more documents.

To see the documents, please click on the link below.

Owner's PMIS Reference Library 

My goal is to use this public folder to share UTSW's PMIS examples and hope that other Owners will e-mail me their examples so that I can post in the folder and share with others via the blog.    To send me your examples or best practices to share with other Owners, please e-mail them to the following e-mail address.  Being able to share with each other our best practices and examples should benefit all of us.  

Owners_PMIS_Examples@docs.e-builder.net

Charles Thomsen-Most Important Aspect of a Good PMIS

"The most important aspect of a good PMIS is that it improves people. It makes better managers. There's so much going on in a design and construction program that someone can always find examples of events to win political arguments or support individual bias rather than search for truth. But a PMIS tells true stories and reports facts agains goals. The grade cards are objective. The report is a window into project experience. The team gets smarter."

Charles Thomsen FAIA FCMAA

Program Management 2.0: Concepts and Strategies for Managing Capital Building Programs-Revised

OPMIS Blog Library

The following link provides access to the OPMIS Blog Library which includes two COAA presentation on how UTSW CIP is using our PMIS for BIM and managing projects.  I will use this link to continue to upload related documents and examples that other Owner's CIP departments may find useful.  I also included this link on the right under list of links for easy access.  I will continue to add documents in the future that I believe could be helpful to other Owner's CIP departments.

OCIP-PMIS Blog Reference Library

Welcome to Owner's PMIS Blog

As per the statement above, I am trying to reach out to my peers that oversee CIP for their institutions or company through the use of this blog.  In the past three years, we implemented a PMIS (e-Builder) at UTSW which we host and mandate to be used on all our capital projects.  The PMIS has made a huge difference in our ability to track all the issues, centralize all the information, reduce risk and improve collaboration.  I am hoping this blog can be used as a means for sharing how we are using our PMIS to manage our projects and  learn from each other.  Also, I hope we can make Owner's PMIS a standard practice in with all Owners that oversee construction projects. 

One of the challenges/frustration I had when we implemented our own PMIS, is not being able to reach out to other owners that have already implemented their own PMIS for guidance and felt like I was starting from scratch.  I would like my peers not to feel the same frustration and hopefully we can collaborate and learn from each other as our ability to manage projects improves with the ongoing improvements with our use of PMIS.  In the next couple of days as I learn how to use all the blog features, I will upload documents and share this blog with a network of CIP department who I know.  I hope to connect with all the current e-Builder users and anyone that is looking to pursue their own PMIS.  Not sure how to get it done yet since I am new at blogging but would hope we can share examples and share improvements that we have made to the PMIS that could help everyone improve their own PMIS.