2. You Were Not Hired to be a
Fireman
Presentor: Steve Kelly, Pro Management Systems, Inc.

5. Introductions
•Who am I
•Who are you
•What will we cover
•ASK QUESTIONS

6. What do good
Firemen do?
What do good
Managers do?
Are you a Fireman or
Manager?

7. The Big Difference?
Even if you put a fire out
quickly - there is still
residual damage that
needs repair

8. PROACTIVE

9. PROACTIVE

10. How can Contract Manager help you be
PROACTIVE?
• Reporting
–Exception Reporting
–Projection Reporting
• Alerts
• Am I responsible? – Actions
–Status
–Required Date
• Layouts
• Control Center

11. Using Reports
• What to do with ALL this data
• Think outside the box
Which is Better Game?

12. Which Is Better?
List of RFI’s where
they have not
responded by
responded date
List of RFI’s that
need to be
responded to this
week

13. Which Is Better?
List of open
change orders
List of change
orders that have
been sitting
unapproved for xx
days

14. Which Is Better?
List of RFP’s with
their
corresponding
value and required
date
List of RFP’s not
yet responded to
by contractor; and
should have

15. Which Is Better?
List of cost codes
with Budget and
Commitments
List of cost codes
sorted by
Projected
Variance

16. Which Is Better?
Submittal Log by
BIC
Submittal Log by
BIC filtered by
submittals that
should be turned
in this week

17. Using Reports
• Multi Project reports
• Using the Project tree
• Combination reports (one button prints
several modules of information)

18. Using Alerts
• Similar to reporting
• Not too many
• 34 alert possibilities
• 3 levels of alert (Red / Amber / Green)

19. Sample Alerts
• Approved Variance
Notifies the user if the approved variance
for a cost code has reached a threshold.
Positive values mean a positive variance.
Negative value means a negative variance.

20. Sample Alerts
• Insurance Policies Expire
Notifies the user when insurance policies
expire. Positive values in the alert indicate the
policy will expire in the specified number of
days.

21. Sample Alerts
• Submittals Held
Notifies the user if a submittal has reached a
threshold. Values entered are the number of
days the submittal is held.

22. Using Actions
• Actions ONLY relate to RESPonsible
• Actions only as good as the Responsible
Person watching the Action list
• Need to setup a NON person

23. Using Layouts
• Very powerful
• Design 2-3 layouts per module
• Naming convention
• Export to Excel
• Problems with layouts
–Layout Hell
–No User or Project layouts

24. • Being Pro-Active allows me to manage
instead of react
• Using proper tools to point me to the
information where I need to spend my time
• Even if you put a fire out quickly – there will
always be residual damage that needs
cleaning up
Conclusion

25. Questions?