Outcomes
In capital project management, complexity is the norm. As institutions take on larger, more visible initiatives, legacy tools like spreadsheets and fragmented systems fall short. Success demands a centralized PMIS—one that automates workflows, unifies financial data, and delivers consistent, transparent reporting for every stakeholder, from project teams to trustees.
That was the imperative Carnegie Mellon University faced. With a growing portfolio and increasing institutional scrutiny, CMU needed a purpose-built, construction-focused solution. In 2016, the university selected PMWEB to modernize its operations, integrate with Oracle EBS, and lay the groundwork for scalable, data-driven capital program management.
OBJECTIVES
- Automate contract, invoice, and change order workflows.
- Centralize financial and project data for visibility and reporting.
- Standardize document storage and project records.
- Integrate with Oracle EBS for seamless financial processing.
- Improve user adoption and data quality through intuitive design and training.
The system is incredibly malleable. We’ve been able to shape PMWEB around our processes—and not the other way around.
CMU
Tom Truong, Financial Systems & Analytics Manager
Solution
CMU launched PMWEB with a comprehensive rollout. The team pursued a full-suite implementation from the outset, covering budgeting, contracts, invoicing, timesheets, and integrations. Over time, they expanded their use of the platform with custom dashboards, vendor performance tracking, and user interface enhancements.
To address early adoption challenges, CMU shifted its strategy: instead of building processes first and reporting later, they began designing reports upfront to demonstrate value and drive engagement. This approach helped users understand the “why” behind data entry and fostered stronger buy-in.
Key solutions included:
- Project and procurement dashboards: Custom dashboards gave project managers and leadership real-time visibility into budget, schedule, and vendor performance—supporting faster, data-driven decisions.
- API integration with Oracle EBS: A streamlined integration enabled commitments and change orders to flow automatically between PMWEB and Oracle, reducing manual entry and increasing accuracy.
- Vendor evaluation and scoring: A simple, custom form allowed PMs to rate vendors by project. Scores fed into a centralized dashboard, improving transparency and procurement oversight.
- Interface customization: Icon redesigns and simplified layouts made navigation more intuitive, especially for new and non-technical users—reducing friction and support needs.
- Color-coded field responsibilities: Using PMWEB’s Language Manager, CMU tagged fields by user role, clarifying ownership and helping teams focus on what mattered most.
IMPLEMENTATION APPROACH
- Aggressive go-live strategy with all core modules implemented in 2017
- Historical project data backfilled by internal staff
- Initial integration with Oracle via flat files, later upgraded to API-based sync
- Transition from self-hosted to cloud-hosted environment in 2023
- Custom reporting suites developed in collaboration with HKA and internal teams
- User acceptance testing (UAT) introduced for major upgrades
- Custom icons and layouts deployed to improve navigation and reduce training needs
COLLABORATION
CMU’s success was driven by cross-functional collaboration between project controls, IT, and finance. The team worked closely with PMWEB’s technical services and professional services teams, as well as external consultants at HKA, to develop custom reports and integrations. Internally, they established a feedback loop with project managers and business operations staff to continuously refine the system and prioritize enhancements.
Our end users feel like it’s their system now—because they’ve helped shape it.
CARNEGIE MELLON UNIVERSITY
Alaric Heiss, Systems Analyst
Results
The transformation has yielded measurable improvements in efficiency, transparency, and user satisfaction. CMU now manages over 100 active capital projects in PMWEB, with seamless integration to Oracle EBS and real-time dashboards that support executive decision-making. Upgrades are smoother, reporting is more robust, and users are more engaged than ever.
- 100+ active projects managed in PMWEB
- Real-time integration with Oracle EBS via API
- Custom dashboards for project and vendor performance
- Reduced upgrade complexity and downtime
- Increased user engagement through visual and functional enhancements
With PMWEB, we went from passing paper around campus to managing everything in one place—automated, integrated, and visible.
CMU
Tom Truong, Financial Systems & Analytics Manager
BENEFITS
- Integrated workflows: PMWEB and Oracle now operate in sync, saving time and eliminating manual entry
- Smarter procurement decisions: Vendor history and scoring visible in one dashboard
- Real-time visibility: Dashboards provide immediate insight into project and portfolio health
- User ownership: End users help shape changes, resulting in better data and higher engagement
- Scalable foundation: Adaptive forms and new integrations position CMU for future growth
