This presentation summarizes Western University's implementation of Primavera P6 and its integration with PeopleSoft. It discusses Western's goals to run all capital projects in Primavera P6 and integrate it with PeopleSoft's financial system. The presentation outlines Western's plan, which included using an implementation partner and mapping business processes. It provides results, noting the system went live in eight months for 10 strategic projects with no customization. Lessons learned included starting process mapping early and allowing time for finance integration. Tips included selecting a project leader, effective communication, and training users as needed.

1. A Case Study
Tips and Tricks learned while installing Primavera P6 and Contract
Manager & Integration with PeopleSoft Financials 9.1
Session 205360
Presentation by:
Paul Martin HB.Com., CGA, P.Mgr.
Facilities Management
Western University
Primavera – Installation Tips and Tricks and
Integration with PeopleSoft

3. This presentation will :
1) Present background information on Western University
Canada projects.
2) Western’s Goals and Plan to install Primavera
3) Results & Lessons learned
4) Tips and Tricks
5) Integration with PeopleSoft
6) 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 Organization

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. PeopleSoft Environment
• PeopleSoft 9.1
• Modules – GL, AP, PO, Billing, A/R, Grants, Travel
Expense, Project Costing, Program Management
• One Business Unit
• Chartfields used – Fund, Department, Project and
Account
• Commitment Control and Control Budgets in Track only
setting
• PeopleTools – 8.51.09

10. Western’s Goals and Plan to Install
Primavera

11. The Goals
• Run all capital projects in Primavera
•Integration to Primavera Contract Management (CM)
to PeopleSoft
•Ensure GL $ = Project Costing $ = Primavera P6 $
•Quick implementation (less than 1 year)
•No customization

12. The Plan
• Use an implementation Partner with a good track
record
•Map business process – Industry best practices
•Prototype strategic projects
•Increase number of Projects as prototype proves
concept sound

13. Results of Western’s implementation of
Primavera

14. The Results
• Integration Partner selected - SAR Associates Inc
•Business Process Mapped
•Primavera running in eight (8) months with 10 strategic
projects
•No customizations
•Core team trained & external consultants using the
product.
•Training done by SAR on site at Western
•Dashboard in P6 running for all major projects four (4)
months after go live

15. Western’s P6 Dashboard

16. Western’s Business Map

17. Lesson Learned
•Implementation partner must have knowledge of
construction rules in your operational area
•Start mapping business process early
•Leave more time to deal with Finance and integration
•Dedicated team required and direct input from user(s)
of the process
•Clearly define your definition of project measurement
•Change management a must

18. Tips and Tricks

19. Tips and Tricks
•Select a White Knight to lead the project
•You can never Communicate to much
•Get external consultants involved in the testing

20. Tips and Tricks
• Be firm all project coordinators and managers will use
the system
•Train people what they need to know
when they need it
•Buy UPK – User Productivity Kit

21. UPK

22. Integration with PeopleSoft

23. Integration
•CM to PeopleSoft Financials
•Purchase Orders
•Vouchers
•PeopleSoft to Primavera CM
•Non-A/P journals (internal charges)
•View to see cheque detail on vouchers

24. Questions

25. Contact Information
•Paul Martin H.B.COM.,CGA, P.Mgr.
•Director Business Operation
•Facilities Management
•Western University Canada
•FINPLM@UWO.CA