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Chicago Public Schools Capital Program Transitions to Cloud-Based Project Management

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e-Builder.net 800.580.9322 info@e-builder.net CASE STUDY 110118 "In the past, we just couldn't compile the data fast enough to satisfy our users. Now we will have that ability at our fingertips." Chris Sporina, Senior Business Analyst— Chicago Public Schools Chicago Public Schools Capital Program Transitions to Cloud-Based Project Management Chicago Public Schools (CPS) Capital Program Chicago, Illinois Chicago Public Schools is the nation's third-largest school district, serving 371,000 students in 646 schools. Building significantly onto the $136 million in investments made in the FY2018 capital budget, the district's FY2019 budget includes a capital budget totaling $989 million of investments—the largest single year plan in history for the district. The capital program for 2019 focuses on five main areas: critical facility needs, overcrowding relief, educational programs, site improvements, and IT and security upgrades. It's up to the District's Department of Capital Planning and Construction (CPC) to manage the funds as efficiently and effectively as possible. Today, there are nearly $791 million worth of major capital projects underway at over 185 schools. CHALLENGE: Limited Connections Considering the scope and scale of its capital program, CPC is comprised of a relatively small team, with around 100 program managers, designers, inspectors and admins. The department relies on external consultants, currently Jacobs Engineering Group Inc., for project management and project director support. While the team is multi-talented, Chris Sporina, the Senior Business Analyst within CPS, notes that document management is a challenge. He explains, "We have no standardized naming conventions and no central repository. Committee standards and test letters, alderman building permits, site assessment photos—everything is scattered everywhere. Some documents are on a Google drive, others on personal laptops and our network drives are at capacity." CPC signed a contract with e-Builder Enterprise as its cloud- based project management information system and, after training, customization and document transfer, went live with e-Builder in August 2018. The group plans to convert all data from closed projects and custom Oracle applications and Primavera into e-Builder over time. The PMIS is expected to provide real value in the short term. Sporina says, "For our biannual facility assessment, we review, rate and assess the conditions of over 900 buildings. That information is vital to developing our capital plan. In the past, we just couldn't compile the data fast enough to satisfy our users. Now we will have that ability at our fingertips."

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