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.
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
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:
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
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.
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