The project’s responsibility assignment matrix (RAM) provides details of the entities and individuals involved in delivering the project. In addition, there are many other entities who have a role in delivering the project but are not necessarily part of the project’s RAM. Those could include all subcontractors and suppliers, local permitting authorities like the municipality, water and electricity authority, civil defense, and others. In addition, there are the healthcare, police, and fire brigade entities who have a role when accidents occur on the project site.
The PMWeb companies’ module captures the details of all these stakeholders or entities, including their authorized representatives and any other individuals who could have a role during the project’s execution. For organizations who use PMWeb to manage their projects’ portfolio, the companies’ directory becomes the single repository for all companies regardless of if they are involved in the current project or not.
The PMWeb companies’ module also helps capture the details of each company’s trade license, authorities’ registration documents, insurance documents, and other particulars. All those documents can be uploaded and attached to their relevant company.
Be sure to add the contact details for all individuals who have a role in submitting, reviewing, and approving the transactions managed in the project control system. In addition, the contacts for those who access PMWeb to view reports or dashboards as well as receive reports via email need also to be added. Of course, the contact details of the project control team need to be added. Further, the contacts list should include the details of all individuals defined in the Organization Breakdown Structure (OBS) of Primavera P6. A user-defined field can be added to each contact name in PMWeb to capture the OBS value.
For those individuals given access to the PMWeb Project Management Information System, their contact details associate with the PMWeb user license that is best suited for the tasks that the individual must perform on the project. Those could be FULL Named, GUEST Named, and GUEST Concurrent user licenses. This is followed by setting the access or permission rights in terms of editing and viewing the PMWeb modules. In addition, the PMWeb system administrator defines the “LDAP” or “SAML 2.0” single sign-on (SSO) authentication assigned to these users.
Next comes defining the roles that could exist on a project for which the PMWeb administrator defines what each group can do. The administrator also determines the PMWeb modules each group can access, the data fields within each module that each group has or does not have access to, and the type of access it has.
PMWeb allows for limiting access for authorized users to only the modules that are relevant to them. For example, a contractor might be given access to RFIs, Submittal Items, Submittal Sets, Transmittals, and Daily Report modules. In addition, PMWeb allows restricting the fields within a form that the user can access. For example, for the RFI form, the contractor can be given access to the question field only and restricted from accessing the proposed solution and answer fields that the engineering consultant accesses.
The next step is to define whether these defined individuals or PMWeb users have access to a single project, group of projects, or all projects. The PMWeb administrator defines these access permission rights as per the requirements of the project control system team, who has ultimate control of the PMWeb instance. These permissions are defined in the PMWeb Role Manager module.
This is followed by defining the role or roles that each PMWeb authorized user has when performing the workflow tasks assigned to each function process of the project control modules. This also includes defining the individuals to notify when assigned the workflow tasks. Of course, there is the option to select which type of workflow tasks they need to be notified about.
The data that is captured in the companies’ module becomes the basis for generating the project stakeholders or project companies register. The report can be designed to include all needed details, including having a visual to show the location of each entity. The report may also include visuals to summarize the companies’ data and include filters to enable selecting companies by type, nationality, and other data captured for each company.
The content of this article was extracted from the book titled “Let’s Transform: Enabling Digital Transformation of Capital Construction Projects Using the PMWeb Project Management Information System – 2nd Edition”. The book was written by the author of the posted article, Bassam Samman.
The book provides project owners with oversight on how technology available today can support their efforts to digitally transform the management of their projects’ portfolios. For each capital project life cycle stage, PMWeb is used to detail how the relevant project management business processes can be digitalized to enforce transparency and accountability in delivering projects. In addition, MS Power BI was used to show how the real-time, trustworthy data captured in PMWeb can be aggregated, modeled, monitored, evaluated, analyzed, and reported at anytime, anywhere using any device.