Electronic Collaboration: Intranets, Extranets, and More

1. NCCC 2000 Electronic Collaboration: Intranets, Extranets, and More Presented by: Theresa Thompson Manager of Graphic Information (CAD/GIS) Indiana University ththomp@indiana.edu (812) 855-8769 *** this presentation is partially based on a panel presentation at the Association of University Architects (AUA) 2000 conference in Chicago, IL Other panelists: Kathy Cheak (DeStanfo + Partners) John Jurewicz, JR (Power Construction Company) Mark Anderson (Environmental Systems Design, Inc.)

2. NCCC informal surveyHave you used web-based project management (WBPM)? • Yes - 6 • No - but I’m familiar with web-based project management and plan to use it - 2 • No - I’m familiar with web-based project management and have investigated it and don’t plan to use it in the near future - 2 • No - I’m familiar with web-based project management but really haven’t looked into it - 2 • What’s web-based project management? - 1

3. Design is not a solitary process • The internet and Web have revolutionized the way we do business • Customers will expect earlier involvement /decision-making throughout the design and build cycle • Zero-latency exchange of information - “just-in-time” • The Web will become the information backbone for the design professionals • AEC/Design industry will become key information integrators

4. Why should Universities adopt electronic project collaboration? • Most Universities are already “wired” and use this technology pervasively • Better customer satisfaction • Faster generation of new data • More common understanding and faster turnaround on team decisions • Improved team synergy and buy-in on objectives

5. Linking geographically dispersed teams. It’s all about communication. What is a Project Extranet?

6. Owner/Operator Contractor Architect Project Manager Engineering Firm Government Agency General Email Fax FedEx LAN Mail Contractor Project Communication… Things get started... things get going... things get ugly

7. Owner/Operator Contractor Project Manager Engineering Firm Government Agency General Contractor Project Communication… The PM has better control view of the project. And as things get going... Things stay organized! Architect Internet / Intranet

8. The Project Extranet A “virtual” filing cabinet that: • provides the right information at the right time and place • reduces costly manual information distribution • automatically notifies the right people of new or updated information • automatically logs user activity and archives previous versions • manages and controls team members access rights • integrates information in external applications or databases • provides the tools everyone needs to review each document or drawing

9. The “Virtual” Filing Cabinet What if you could have a filing cabinet that... • had drawers big enough to be reached by everyone on the project? • contained all project information, both document-based and system-based? • always available, but controlled who gets in and who should not? • understood which information was relevant to which team members • automatically notified them when it changed? • provided the tools everyone needed to review each document? • had an administrator that tracked every activity in the cabinet

10. Communication vs. Distance

11. The A B Cs Access to information Better Communication Collaboration

12. The Framework • Portal(Umbrella) to all project information • Integrated communications • Change notification(formal and informal) • Tracked information requests (e.g., RFIs) • Online review and feedback

13. Requirement Challenge “all project information” Assembling information regardless of source “easy access” Finding information regardless of location “authorized individuals” Securing information Information Portal Provides easy access to all project information for authorized individuals.

14. CUSTOMIZATION Project Portal:Accessing Information Find information regardless of location • Graphical navigation • Organization that reflects: • business/project structure and practices • project needs • team composition • relationships and responsibilities • Direct search engine

15. Locating Information:Graphical Navigation

16. Who gets in Who sees what What they can do with it Project Portal:Securing Information • Site-level authentication • Category-based authorization • User privileges • Encryption

17. Subscription Issues DB E-mail Integrated Communications:Change Notification Pull relevant team members to new information • Identify and relate team members to the correct and critical data • Critical tracked Communication • External notification

18. Integrated Communications:Online Review Provide tools for resolving issues online • View files without the native application • Discuss, demonstrate, and iterate ideas in an issue-specific context • comments • attachments • mark-ups • shared whiteboard sessions • application-sharing

19. Integrated Communications:Tracked Information Requests Drive accountability on project-critical information requests and issues • Log information requests and track the issues • Project-wide window for project manager • Personal window for individuals • Visual and external notifications

20. Time is Money • Over 25% of project time is lost… • Locating current information • Distributing information • Communicating changes • Design inquiries, Issues and RFIs • Delaying decisions • Resolving problems leading to re-work

21. Cost Savings $10 Million Project Without a PWS

22. Cost Savings $10 Million Project With a PWS

23. Summary What is a Project Extranet? Project Portal(Umbrella) Access to Information • Integrate system- and document- based data • Customizable organization that reflects your project • Search Capabilities to locate data Integrated Communications • External notification via email, etc. • Tracked issues and decisions to keep projects moving • Issue-specific context for online review and discussion

24. Implementation

25. Project Web Site Implementation Options • Internal Site Development • Monthly Service • Off-the-Shelf Software

26. Internal Site Development Simple Site Development • Pros • simplest, least expensive option • control of all aspects of site’s information and appearance • may be integrated into the institution’s web site • Cons • manual updating of site will be quite a bit of work • less timely collaboration between team members

27. Internal Site Development Full-Featured Site Development • Pros • solution that is customized for your business • spend money on the development of features you need most • Cons • higher up-front cost • maintenance cost • must develop plug-ins

28. Monthly Service • Pros • no commitment of hardware or software purchases • rather inexpensive option for full-fledged collaborative site • Cons • costs are typically per project per month • not customized • possible loss of identity - project site hosted by separate company

29. Off-the-Shelf Software • Pros • customizable Interface • full-fledged collaborative site • Cons • only somewhat customizable for larger cost • requires significant up-front hardware, software, and leased line purchases • dependencies on software company and their product

30. Implementation Issues • Internet Connection Speed • Size of Institution • Project Size • Technical Expertise • Site Hosting • Funding • Functionality

31. ISP Poor - Fair Varies Excellent Own Excellent Good - Excellent Fair Infrastructure Alternatives Control: Administration: Cost:

32. Infrastructure Costs • ISP • $200 - $300 / month • Own • Equipment - $5,000 - $10,000 • Administration - $10,000 - $50,000 / year

33. A University Perspective Indiana University is using a Extranet (bricsnet.com) Reasons for choosing this approach: • low overhead - no IT staff and equipment • low cost - $200+/month per project for unlimited users • ease of use - minimal administration and project set-up time • proven expertise/track record by service provider • integrated CAD viewer • support for multiple platforms (Unix, Mac, Windows)

34. Basic requirements • Project site administrator • Planned project organization / data management • Responsive support from service provider • Scanner - convert paper into digital • Digital camera • Training • Knowledge / Issues database

35. Lessons learned • Be prepared to spend time supporting your users for the first few weeks of project rollout • Develop a good working relationship with your service provider • Integrated document/CAD viewers are important! • Train/support your project managers in the use of this technology • Continue to review the technology and assess its benefits

36. Resources • http://www.extranets.cc/the_list.htm (for a list of over 100 project web sites) • University of Southern California - L.A. Jose Delgado, CAD Manager jose@busaff.usc.edu (Active Project) • University of Chicago Mark Wimmer, Project Controls Manager mark_wimmer@uchicago.edu (BidCom)