This document discusses Western University's use of the User Productivity Kit (UPK) for documenting processes and procedures. It provides an overview of UPK and how Western Facilities Management uses it. Key points include: - Western is a large research university with extensive capital projects that UPK helps document. - UPK allows authoring of procedures, policies and tutorials then publishing in different formats. It includes screen recording, searchable content and role-based publishing. - Western uses UPK to outline processes for facilities management projects and match roles to their security profiles to control access. - Tips are provided like setting an optimal screen resolution and using dual monitors for demonstrations. - Lessons learned include starting early

1. Primavera and UPK
Rob Flegel
Functional Specialist, Facilities Management
Western University
Fred A. Janzen B.E.S., P.M.P.
Project Manager, Facilities Management
Western University
Building Leading Growing

3. Agenda
1. Background on Western University Canada
2. What is User Productivity Kit (UPK)
3. How is Western Facilities Management using UPK
4. Tips for Using UPK
5. Lessons Learned
6. The Future for UPK at Western
7. Questions

4. • Research Intensive University
• 35,000+ Students
• 3500+ Staff and Faculty
• Operating Budget - $555 M
• Research Budget - $208 M
• Located in London, Ontario, Canada
Western University Canada

5. Campus Facilities
Richard Ivey School of Business (under construction)
University College ca. 1920

6. Campus Geography
Main campus - 155 hectares/380
Acres
Land Holdings – 480 Hectares/1175
Acres
15 KM (9.5 Miles) Roadway
93 Buildings
9 Residences/ almost 5000 beds
Growing

7. Annual Projects
• 200 – 300 capital & Infrastructure projects
•$10,000 to $3 Million
•Infrastructure, Classroom and Lab enhancements
• 10 – 15 medium projects
•$5 to $15 Million
•Renovations, Major Infrastructure
• 4 – 5 major projects
•$15 to $100 million
•New Building
•Major retrofit old buildings to new standards
• $150 to $300 million budget

8. Staffing Levels
Internal staff
•20 Project coordinators, Managers and
Engineers
•100 Trades persons (includes 6 person project
crew)
•5 Design persons
•External
•30 to 40 General contractors
•20 to 35 Consultants and Architects

9. Why Primavera?
• Already a PeopleSoft Shop
• Portfolio Management
• Complete package for scheduling, Document
Management, Communication
• Completed a market search – Primavera came
out on top

10. What is User Productivity Kit
• Authoring Tool
• Outline Procedures and Processes
• Document Policies
• Recorder – Voice and Screen Movies
• Role Based
• Publisher
• Manuals – User and Instructor, Role Specific
• Content Sensitive Help Files
• Tutorials, Student Tests
• Software Test Scripts

11. What is User Productivity Kit (cont’d)
• Knowledge Center (track usage)
• Content Management (Multiple Authors)
• SCORM Compliant
• Pre-built Content
• Application Agnostic
• Standard look and feel to all documentation
• One authoring tool to learn
• Searchable
• Content is Re-usable!!!

12. Screen Movies
Default Bubble (Call Out)
Customized Bubble

13. Using UPK
Outlining a Process
• Processes can be
outlined quickly
• Note: Cross Application
Content
• Write content as you go
or come back later
• Outline elements can
be moved up or down
• Can re-use the
elements from other
places in the outline

14. Using UPK
FunctionProcess
Note the reuse of the topics

15. Using UPK
Using Roles
Co-op Student Security Admin

16. Using UPK
TIP: Match Roles to Security Profiles
Role P6 Security Profiles

17. Using UPK
Publishing Format
• Author Once
• Publish Multiple formats

18. Using UPK
Player Modes
• Author content once
• User has a choice of how they want to see the content at
the time they trigger it

19. Using UPK
Jump In Points
• When authoring longer Player Topics, define Jump In Points
• Define one for each “Tab” in a Module

20. Using UPK
Delay Time
• Set delay time judiciously – default is 5 seconds
• Time is in addition to time taken by animation
• Vary based on the amount of bubble text you have added

21. Using UPK
Searchable Content
• Powerful search Feature
• Search is limited by Role
• Example displays the List
Format

22. Using UPK
Searchable Content Con’t
• Filtered Outline View
• Provides different context
to help determine what is
relevant

23. Tips & Tricks

24. Help Contact Information (Glossary)
Enter your Help Contact and Security Contact Information
into the Glossary

25. Screen Resolution
• Best practice is to ensure that all of your content
authors record at the same screen resolution
• Recommendation that you set it to the lowest
resolution of monitors in use by your target audience
• If high resolution is used on low resolution monitor,
you will get scroll bars in the content
• If the resolution is not consistent, “Call Outs” may not
line up with background screen
• You can spend a lot of time evaluating the optimum
resolution, or accept that the Pre-Built Content uses
1024 x 768

26. Do-It Mode with Dual Screens
• Do-It mode is one of the most useful features of UPK
• Even more useful when you have dual monitors
• Resize Do-It on your primary monitor

27. Click on the Correct Screen
• Click on the screen you wish to record, before hitting
Record

28. Using an “Under Construction” Page
• UPK provides a list of all places the screen was used

29. Correcting “Input Text
• “Try It” prompts for data entry in Input Fields
• If you make an error during recording => re-record
• Easier to correct it in the Frame Properties
• Click “+/-” Button, Select “Replace Text” from menu

30. Lessons Learned
• Start Early
• Use UPK to Document When Developing Your
Business Processes
• Match Roles to Your Security Templates
• Work Through the “UPK Content” in UPK
Developer
• See how the output looks, then review how it
was written.

31. The Future for UPK at Western
• Test It Mode (Software not the User)
• Use on upcoming CM Upgrade
• Multi-User Content Repository
• Knowledge Center – Usage Tracking
• Non-Oracle Applications
• Context Sensitive Help
• Fine-tune roles and develop training packages
• Possibly tie into our Learning Management
System

32. Questions?