SiteManager Implementation Oklahoma Department of Transportation Charles Thurmon

Perspective Centralized agency 2,450 employees 8 field divisions 25 construction residencies 550 contracts annually

Implementation Goals Install SiteManager Discontinue the use of CAS/FieldManager Obtain user buy-in

Implementation Methodology PhaseDateActivity 1May, 2001Construction & Materials Analysis 2February, 2002Materials Implementation 3July, 2002Construction Implementation 4July, 2003Parallel SiteManager and CAS 5October, 2003Construction Production 6May, 2004Consultant Production 7May, 2005Materials Production

Implementation Methodology Phase 1 - Construction & Materials analysis –Defined implementation cause –Defined current Construction and Materials processes –Defined our stakeholders and relational processes –Cost analysis

Implementation Methodology Phase II – Materials Implementation –Began material code decisions –Began defining material test templates –Began populating the inspector and tester tables –Began populating system code tables for materials –Began populating producer/supplier tables –Business process reorganization

Implementation Methodology Phase II – Other Activities –Created issues and resolutions document –Test environment created –SiteManager Support System created –Obtained PowerBuilder

Implementation Methodology Phase III – Construction Implementation –InSite team formed –Construction decisions –Change and transition management –Customized RTF reports –User acceptance testing

Implementation Methodology Phase III – Construction Implementation –Support hierarchy defined –Plug-ins developed –Generic field customizations –SiteXchange –Extract files for financial system

Implementation Methodology Phase IV – Parallel SiteManager and CAS –One contract in one residency –Users identified and trained –What did we forget?

Implementation Methodology Phase V – Production –Will begin in October –One or two field divisions per month –Assessment period

Implementation Methodology Phase VI – Consultant Production –Security agreement letter –Network securities –Installation of SiteManager –Training & Support

Implementation Methodology Phase VII – Materials Production –Begin using materials functionality of SiteManager

InSite Organization 18 members –Resident Engineers, IT Personnel, Assistant Division Engineers, Auditors SiteManager & system administration training ITI liaisons Held monthly meetings

InSite Committees Change Orders Civil Rights Communications Contract Activation/Subcontracts Contract Finalization/Final Estimate Process Contract Materials Daily Work Reports Division Analysis DWR Templates FieldManager/SiteManager Interface Division Analysis DWR Templates Financial Management Systems Progressive Estimate/Time Charges Technical Issues 1 Technical Issues 2 Technical Issues 3 Training

InSite Member Responsibilities Determine process and procedure Determine necessary reports Populate system code tables Determine policy

Lessons Learned Implementation Team(InSite) –Define resolution hierarchy –Include appropriate and knowledgeable team members –Establish accountability –Select members with leadership skills –Have regular meetings –Get SiteManager training ASAP

Lessons Learned Communications –Electronic bulletin board –Road shows –Access & Centerline segments DWR & Materials Templates –Start ASAP –Obtain and learn PowerBuilder

Lessons Learned Training –Establish policies and procedures first –Customized training materials –“Just-in-time” training –Office experts

Questions