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University of California, San Diego Controls Capital Project Costs and Risks

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Page 3 of 4 800.580.9322 | University of California, San Diego Helping one of the Nation's Top 10 Public Universities Control Capital Project Costs and Risks The facilities team needed a solution that could track project costs and contingency use against the budget as well as project schedules. SOLUTION: OWNER-DRIVEN CAPITAL PROGRAM MANAGEMENT After extensive review, UCSD selected e-Builder program management solution, which was launched in the facilities group October 2010. "Our mission here in delivering the capital program, at its essence, is delivering the highest quality projects on time and on budget. With that informing us, we seek tools to help us perform [accordingly]," says King. "The e-Builder application is designed around the interests of an owner entity." The primary use of e-Builder is to track project costs and contingency use against the budget "The approved capital improvement budget gets put into e-Builder and becomes the baseline budget that everything is tracked against," notes King. The system helps the team keep pace with the budget as savings materialize, unexpected costs arise and the contingency shrinks and grows as projects progress. Spending for each project is divided among 10 major budget codes (which are further subdivided) and tracked in e-Builder throughout the progression of construction. "In each of these subcategories, we have a unique budget code and a definition, so it allows us to park money in as we're planning," explains King. "Then, as we actually buy out and administer the project, [e-Builder] allows us to move money from one code to another so that we can track the budget and stay online." e-Builder is currently used by approximately 75 people in Facilities Design and Construction Department. RESULTS TRANSACTIONAL VISIBILITY Since implementation, e-Builder has allowed the facilities team to better manage project costs, proactively address issues before they disrupt the schedule or budget and adhere to the state's strict reporting guidelines. "The transactional nature of [the e-Builder] platform allows us to have much more visibility and day-to-day insight into the status of the capital program," says King. Previously, project managers would have project budgets in a spreadsheet on their own computers. Now the budget is in e-Builder and accessible for others to view, keeping everything transparent. King says, "There's some kind of peace of mind that comes from being able to pull up any project on my computer, look at the budget and then sit down with the project manager one-on- one to discuss it." TRANSPARENCY/VISIBILITY King isn't the only one taking advantage of the new level of transparency. "Now we have a higher level of reportability and visibility from senior management and the executive level and … just the management of risk has provided value," adds King. This visibility gives UCSD the ability to mitigate risk and defer otherwise costly changes or schedule disruptions when issues pop up. "You can see these red flags and anomalies jumping off the page with e-Builder, where before you really couldn't," says King. His team relies on the cost summaries for each project in e-Builder to deliver vital information on the progress of the project against the budget and schedule. "We can track budgets, and report on the movement of the various budget code items. It's really a powerful tool for us in maintaining cost controls," notes King. "We can see when we have anomalies and we can act on them." CASE STUDY HIGHER EDUCATION

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