Top 5 Risks & Mitigation Strategies: K-12 Facility and Construction Owners

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e-Builder.net 800.580.9322 info@e-builder.net 03/19/18 K-12 WHITE PAPER 6 Incomplete Information Incomplete and inaccurate information hinders project oversight by stakeholders, making it impossible to make data-driven, informed decisions. This risk stems from a common practice that involves maintaining project documentation in multiple places (email in-boxes, FTP sites, a department's internal server, or a consultant's servers). Unfortunately, the issues caused by incomplete information do not come to light until problems arise. By then disputes and/or litigation are imminent. For owners that face constant scrutiny and audits, a lack of complete project files (baseline budgets and schedules, appropriations and expenditures to date, required studies for the project, etc.) can result in significant losses by way of costly litigation and claims. The New Mexico Public School Facilities Authority (PSFA), Albuquerque, NM Leveraging a Common Platform to Execute Defined Processes New Mexico PSFA's Chief Financial Officer noted, "Before we had a system every regional manager relied on him or herself to manage their own projects, so there was no unified reference handbook. People were depending on their own skillset to manage projects. e-Builder forced us to map out our processes and identify areas where we could improve. Once we went through that process, we developed new processes within e-Builder. It helped us systematize the way we do business, including scalable and repeatable processes across a spectrum of projects. Regardless of where a project manager comes from, they can get up to speed quickly." Owners Addressing Incomplete Information 5 The School District of Osceola County, Osceola, FL Consolidating Project Information on One Platform The School District of Osceola County previously relied on a series of Excel spreadsheets, all linked together using an Access database. While project information could be tracked and shared, this system still required the district to maintain multiple spreadsheets and databases. The process was too time-consuming and created room for error as data was entered in multiple places. The school district moved to a single system that made it easier to enter and extract project information. Now instead of managing multiple spreadsheets, users log in to one system, where everyone enters information the same way. The system also houses all project documentation so that stakeholders can quickly see supporting information and an audit trail for all processes.

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