Reflections and pontifications on 2023 as thoughts move to 2024

Despite the usual hustle and bustle of end of year activities, we have taken the time to assess our accomplishments in 2023 and lay out our plans for the upcoming year, 2024. We extend our gratitude for your continued business and the valued client relationships we have built.

Exciting milestones achieved in 2023

Our user base reached 30,000 people during the year, up 10,000 people in the year! Thank you to all our new and existing clients for trusting in the UniPhi platform to support their enteprises and major projects. Notable mentions include Alinea Cost Consulting, TSA, Monto Projects and Drive Engineering, each of whom were gracious enough to share their UniPhi experience with the world.

2023 also saw the successful launch of UniPhi 19 that included a range of enhancements that have gone down well across our client base. Our end user favourite was the automation of progress reports. Check out this blog for the details

Our participation in PCE Expos in Australia and the UK were huge successes. It was exciting to meet so many interesting players across the construction and infrastructure industries.

UniPhi continued to evolve and expand as we welcomed new team members, including Andrei-Denis Pavel in the UK, contributing to client support  and Karen Heath to enhance our marketing activities, focusing on implementing our Marketing Strategy for 2023/2024 and beyond.

Last but not least, this month saw the launch of our new knowledge hub. This space is where you go to grow your capabilities in using our software. All modules are covered in simple step by step instructions, self paced videos and/or webinar catch ups.

Looking Ahead to 2024

Building on over 20 years of experience in software design, development, and implementation, we're excited to prepare for the launch of Version 20 in July 2024. This release incorporates 4 years of development around machine learning and AI as we strive for new data driven decision support for our project management users.

Early in the new year, we will also announce an exciting new sponsorship series. This event series aligns closely to the enquiring philosophy we hold dear and we can't wait to share the details!

The UniPhi team will continue to grow with new team members joining in 2024. We are excited about monthly team adventures and the upcoming launch of Version 20. UniPhi is committed to exploring new sponsorships and collaborations, aiming to elevate our presence in project management and controls.

Here's to new faces, new places, and new aspirations in 2024 – Seasons Greetings!

 

NEC - 'Early Warning Notices' Made Simple

Introduced in 1993, the New Engineering Contract (NEC) brought a significant transformation to the construction and infrastructure industry, aiming to streamline contractual processes for improved project management. Emphasising plain language and integrated mechanisms, the NEC was designed to enhance project practices and success. Resource

A key feature within the NEC framework is the Early Warning Notice (EWN) procedure. This mechanism enables seamless communication between parties regarding risk management, fostering a proactive approach to addressing potential issues before they escalate, rather than a reactive approach that could potentially delay project outcomes. Resource

However, as projects grow in complexity, particularly in large-scale infrastructure ventures worth billions, the administrative load associated with issuing a multitude of notices for various risk issues can become burdensome. Furthermore, failure to correctly utilise EWNs may result in contractual penalties, shifting the intended risk management focus towards a more defensive, commercially protective stance. Resource

This administrative weight can obstruct the collaborative spirit that EWNs aim to foster among parties involved in the contractual process. To address these challenges, iterations like NEC3 and NEC4 have been developed to guide and simplify processes across different project levels and their complexities. Resource

NECs aim to streamline the EWN structure, alleviating administrative burdens and standardising procedures. These templates help in navigating and simplifying the EWN process, making it more accessible and efficient.

UniPhi - Version 19 offers pre-built templates that can be further customised to align with NEC and EWN guidelines. For those familiar with the challenges of submitting EWNs, UniPhi's latest release provides a valuable tool. As we approach Project Control Expos (PCEs) in the UK and Australia, understanding the significance UniPhi can bring to project management teams within the context of NEC contracts is vital. Our aim is to provide tailored solutions and resources that meet the diverse needs of projects in construction and infrastructure.

We invite you to engage with us to discuss your project management challenges and requirements. UniPhi's capabilities in supporting NEC-based projects are tailored to offer effective solutions. Visit our stand to discover more about how UniPhi can be the solution you're seeking for efficient project controls and management using NECs.

Enhancing Project 13 Success through Integration: UniPhi's Approach

In today's project management landscape, the importance of efficient collaboration, streamlined processes, and effective data sharing cannot be overstated. Traditional barriers are giving way to a new era of integration, and leading this transformation is Project 13. Project 13 is an industry group that is looking to bring an enterprise rather than a transactional approach to the delivery of infrastructure projects.

It is made up of a series of pillars, one of which is integration. This pillar emphasises breaking down organisational barriers and promoting cross-functional cooperation.

Let's explore the fundamental principles of the Project 13 Integration Pillar:

• Common Purpose and Objectives: The foundation of any successful project is a shared vision and clearly defined goals. Aligning objectives keeps everyone focused on the mission.
• Collaborative Culture: Building a collaborative culture, creating trust and open communication are essential for a cohesive team.
• Integrated Systems and Processes: Integration extends beyond people; it includes systems and processes. An integrated system approach enables seamless data sharing, information flow, and effective decision-making.
• Engaged Stakeholders: All stakeholders must be actively involved and feel a sense of ownership in the project. This engagement fosters commitment and ensures that everyone is working towards a common goal.
• Continuous Improvement: Learning from past projects is essential. By capturing and sharing lessons learned, teams can drive innovation and continuously improve project delivery.

UniPhi facilitates delivering many of the principles above. It is a web-based platform with features for all project team members including task lists focused on issues and risks, sign-off workflows, cost and time control transparently reported live, and roles and responsibility management for clear governance communication.

UniPhi's Resource Module allows stakeholders to be assigned to the project at the right level of involvement. It provides the necessary access to focus on their objectives, and as roles change, updates and reassignments are easily managed.

Integrated Modules: UniPhi seamlessly links project data from inception to completion. It tracks all aspects of project controls linking them with the fluid collaboration features in the issues module to resolve problems before they lead to blowouts. All of this information rolls up and down for consolidated reporting of all project management functions in live dashboards.

UniPhi transforms project management by promoting a collaborative culture and breaking down silos. It empowers teams to work together seamlessly, leading to improved project performance, reduced risk, and sustainable project delivery on time and within budget. The platform's capabilities extend beyond what we can cover here, so feel free to reach out to the UniPhi team for a demonstration. Witness firsthand how UniPhi can turn your organization into an efficient project team with the ability to deliver outstanding project outcomes. Your journey to project integration excellence starts here.

UniPhi Automation Series - Resource Planning

One of the critical aspects of project management is resource planning, which involves allocating and managing the right resources (human, financial, and equipment) to ensure that the project is completed on time and within budget. Wherever possible replacing the manual management of resources is becoming increasingly necessary. This is where automation in resource planning plays a pivotal role. Here, we explore the importance and usefulness of automating resource planning in project management.  

The Challenge of Manual Resource Planning

Traditionally, project managers have relied on manual methods for resource planning, such as spreadsheets, calendars, and email communication. However, this approach has several limitations:

Inefficiency: Manual resource planning is time-consuming and prone to errors. It can be challenging to keep track of resource availability, workloads, and conflicts, especially in complex projects.

Lack of real-time data: Project managers often work with outdated information, leading to poor decision-making and delayed responses to resource-related issues.

Reduced collaboration: Communication gaps and misunderstandings can arise when relying solely on manual methods, leading to conflicts and a breakdown in teamwork.

Limited scalability: As projects grow in complexity and size, managing resources manually becomes increasingly difficult.

The Solution: Automating Resource Planning

Automating resource planning in project management involves using software tools and systems, like UniPhi, which is specifically designed to streamline the allocation and management of resources. Here's why it's important and useful for all projects:

Improved Efficiency: Automation eliminates the need for time-consuming manual calculations, making resource allocation and tracking faster and more accurate. It frees up project managers to focus on more strategic tasks.

Real-time Data: Automated systems provide real-time visibility into resource availability and workload. This enables project managers to make informed decisions and respond quickly to changing circumstances.

Enhanced Collaboration: Automation promotes seamless collaboration among team members. Project managers and team members can access the same data, reducing miscommunication and fostering better teamwork.

Scalability: Automated resource planning can scale to accommodate projects of any size and complexity, making it suitable for both small and large organizations.

Resource Optimization: Automated systems can suggest optimal resource allocation based on factors like skills, availability, and cost, leading to better resource utilization and cost savings.

Risk Mitigation: Automated systems can flag resource conflicts and potential bottlenecks, helping project managers proactively address issues and reduce project risks.

Cost Control: By providing a comprehensive overview of resource-related costs, automation helps in cost monitoring and control, preventing budget overruns.

Reporting and Analysis: Automation tools generate detailed reports and analytics, enabling project managers to identify trends, make data-driven decisions, and improve resource planning processes.

Automating resource planning in project management is not just a convenience. It is becoming a requirement to succeed meeting deliverables and maintain alignment with the initial business case. By automating the resource plan, easy to evaluate dashboards and report building capabilities are possible and facilitated. The NVP and BCR can be evaluated with accuracy against the WBS, variations, claims, EOTs across the life of the project. The executive stakeholders are accurately kept informed and make key decisions throughout the life of the project. This capability and functionality allows projects and companies that specialise in project analytics or enterprise resource planning (ERP), to effectively perform their roles, which is why automated resource planning within project software that links to the entire portfolio is becoming increasingly popular.

By adopting automation, project managers can increase the chances of project success. Whether you are managing a small-scale project or a large, intricate one, embracing automation in resource planning will undoubtedly help you achieve your goals more efficiently and effectively. UniPhi dominates any other project software capabilities by providing valuable automated reporting benefits to assess cash Flow, auto - budget phasing, progress claims and earned value performance if you implement automated resource planning effectively.

So, if you haven't already, it's time to consider implementing automated resource planning tools in your project management processes and take the first step by requesting to talk to someone here at UniPhi. 

UniPhi EOM October 23 - Barefoot Bowls

" Bare feet on the grass comfort the spirit and connect the body to the earth all at once!"

Quote by Maximillian Degenerez

Barefoot Bowls at THE GREEN North Sydney.  Despite precarious weather, it was a great day where we all witnessed the UniPhi in-house competitiveness in lawn bowls, barefoot.

Celebrating another successful month of achievements Mark Heath our CEO and a tad rusty lawn bowler lead the charge in enthusiasm at our Company monthly meeting before we head out to share this outing.

The two teams of Red and Blue were head to head for most of the competition, until the Reds got weary and the Blue team streaked ahead to win the day!  Tough loss Red Team better luck next time. What a great way to unwind and laugh together in the fresh air, after a hectic month shortened by the long weekend.  

Some October 2023 achievements and highlights are:

• A successful webinar of 50 tips and tricks on how to use UniPhi - don't forget to keep this handy
• Tech Day sharing our successful collaboration with TSA
• Our UK success story supported by our valued client Alinea and great commentary by Cameron Bayliss
• Finally but not least, Andrei Pavel, our newest member joined us this last fortnight and heads back to the UK today Monday 30 October 2023.  
• Great new deployments - updates on these stories to come.

Andrei spent two weeks in Australia to complete his induction and his time here was invaluable for all of us. Andrei experienced Sydney and Queensland, and was supported through his final training, as well as making great contributions with his unique skills, of which we will be sharing those results next month.

Andrei heads back to the UK where he will be attending the Eventbrite Project 13 event representing UniPhi.  Mark Heath our CEO will be joining him flying out in 2 days to attend the PCE UK and achieve some other goals whilst there meeting with some key industry experts in their fields, stay tuned for more information.

Meanwhile the team here lead by Raj and Murray will continue to provide the quality service and  customised developments needed to ensure our clients get the best to achieve their business objectives.

UniPhi discusses - Unlocking the Power of Automation in Cash Flow Management

In the modern business and project landscape, the importance of efficient cash flow management cannot be overstated. It's a critical aspect of financial stability and growth. As organisations expand, the complexity of cash forecasting can become overwhelming, with data scattered across various financial systems, ERPs, banks, and entities. This is where automation comes to the rescue, making cash forecasting more efficient, accurate, and lessening manual work. However, it's crucial to understand that automation is not a magic wand; it's a tool that magnifies the effectiveness of your existing processes.

Automation as a Force Multiplier

Automation plays a pivotal role in integrating multiple tools and systems, allowing them to seamlessly share information, reflect updates in real-time, and provide a single source of truth. Nevertheless, it's important to stress that automation should not be seen as a replacement for flawed or undefined processes. In fact, introducing automation into inefficient processes can exacerbate existing issues. The foundation for successful automation is solid, well-defined processes that exhibit consistency and transparency.

Cash Flow Forecasting and the Breaking Point

Complex cash forecasting scenarios often reach a breaking point when an organisation's growth leads to operations becoming fragmented and data scattered across various systems and entities. It's at this juncture that companies realise the need for cash forecasting automation. Even when automation is the right choice, human oversight remains essential for assessing the return on investment and adapting systems to changing needs and evolving solutions.

Approaching Cash Flow Automation

The approach to automation must be tailored to an organisation's unique context. Consider how forecasting is currently done, the existing processes, the involved stakeholders, the systems in use, and the location of necessary data. Once this context is understood, the planning for automation can commence, outlining the project's requirements.

Benefits of Cash Management Automation

Cash management automation offers several compelling advantages:

• Cost Savings: Real-time cost tracking and detailed commentary provide transparency on spending.
• Increased Efficiency: Automation reduces repetitive tasks, freeing up more time for analysis.
• Improved Accuracy: Data entry happens once, and it populates where it's needed.
• Better Cash Visibility: Instantly track cash inflows and outflows.
• Quick Fraud Detection: Red-amber-green (RAG) systems highlight errors for assessment and correction.
• Streamlined Payments and Reporting: Approvals flow directly to accounts payable with easily tracked reporting versions.
• Increased Customer Satisfaction: Prompt payments, staying within budget, and transparent reporting instill confidence and minimise pressure on stakeholders.

UniPhi: Your Partner in Cash Flow Automation

UniPhi offers a comprehensive solution to achieve all these benefits with transparency and ease within the lifecycle of projects and portfolios managed. It provides capacity to generate cash flow using AI derived from past completed projects you have managed. Actuals are automatically posted to the cash flow profile via completed invoices and this provides the most accurate platform for forecasting future projects.

New projects can have their spend (and revenue) profiles generated in 30 seconds. Check out the video below to see cash flow automation in action.

 

Automation in Project Management: Enhancing Efficiency and Accuracy

In the ever-evolving landscape of project management, the demands and expectations for successful project outcomes continue to rise. As we strive to build taller, safer, and more environmentally compliant structures, projects now face increased scrutiny and involve a growing number of stakeholders. In this challenging environment, the role of automation in project management becomes pivotal, offering a myriad of benefits to project teams. Here, we'll explore the significance of automation in project management, detailing how it can be implemented and the transformative impact it has on the entire project team.

The Changing Landscape of Project Management

A recent study by KPMG and the Australian Institute of Project Management (AIPM) conducted in 2020 highlighted the urgent need for ongoing investment in developing technological capabilities in project management. With technology continually advancing, the expectations for project outcomes have reached new heights. The scrutiny and the number of stakeholders involved in projects have expanded, intensifying accountability. Automation in project management presents a solution that provides several key advantages, such as:

Reduction in Data Errors: Automation minimises transposition errors, ensuring high-quality information and a single source of truth.

Prioritisation with RAG Ratings: Automated systems can flag priorities and critical risks for early attention.

Elimination of Mundane Tasks: Repetitive administrative tasks become a thing of the past.

Standardisation: Automation standardises forms into templates, streamlining workflows and processes.

Automating these aspects saves time, enhances productivity, and offers real-time decision-making opportunities, ultimately reducing risks and project delays.

Why Automate Reporting Tasks?

One of the key areas where automation is extremely effective in project management is the automation of reporting tasks. Automating reports provides immediate data capture, giving project executives real-time insight into project progress. In the past, progress meetings were often prolonged, with inconsistencies in progress reports and forecasted costs at different project phases.

With automated reporting, live project status and instant RAG ratings offer a real-time "finger on the pulse." Dashboards adjust instantly to display any exceptions or variations in cost or schedule, making the need for extensive discussions and collaboration on progress reports a thing of the past. This not only saves hours but also instills confidence in the decisions made based on the provided information.

Repetitive reporting tasks can become a significant burden on time and resources. Automating these tasks not only saves time and money but also ensures that project actions are not delayed while waiting for critical decision-making information, enabling the maintenance of the project's critical path.

Risks with automation in projects

However, it's essential to acknowledge that automation is not without its risks if not utilised or set up correctly. The rapid generation of results and information can lead to information overload, tempting individuals to make hasty decisions. There's a risk of misinterpreting data or making choices without thorough evaluation. Automation's vulnerabilities lie in the application of incorrect information and the potential oversight of erroneous data generated automatically.

Consider the scenario of approvals or claims processed using a "tick and flick" method. It raises questions about the accuracy of the data input and the most current version used for generating claims or reports.

Resolving Automation Risks in Projects

To mitigate these risks, it's crucial to take measures and invest time in setting up the project correctly from the outset. Establishing accurate project master data at inception minimises the risk of data errors. Variations become easier to track and approve as the project progresses. When managing a programme or portfolio of projects, these automation best practices provide a solid foundation for transparent reporting and evaluation as progress unfolds and becomes more complex.

In this automation series, we will delve into various aspects of project management, discussing the benefits of automation in each area and how it can help identify and reduce or eliminate human errors through the use of UniPhi Software.

Upcoming Posts on Project Automation

Over the next week, we will explore a range of automated project management tasks and processes, along with the benefits reaped from adopting UniPhi:

• Automate the Cashflow Plan
• Automating Resource Planning
• Automating Portfolio Cost Reports

The key to successful automation is streamlining and simplifying complex projects and portfolios, lightening the load for executives and key stakeholders to make timely decisions within budget. Automation is the driving force behind more efficient, accurate, and successful project management.

With UniPhi - Deliver your PMO

Effective project management is the cornerstone of success for any organization. A Project Management Office (PMO) plays a pivotal role in ensuring that projects are executed efficiently, on time, and within budget. However, PMOs often face a multitude of challenges that can hinder their ability to deliver results. In this blog, we will explore what a PMO is, the common issues faced by PMOs across industries, and how UniPhi, a powerful cloud-based software solution, can help address these challenges and empower your PMO for success.

What is a PMO?
A Project Management Office (PMO) is a centralized organizational function responsible for establishing and maintaining project management standards and practices. It ensures consistency and best practices across projects, provides governance and oversight, allocates resources effectively, monitors project performance, manages risks, offers training and development, and facilitates communication among project stakeholders. PMOs can vary in scope and authority, adapting to the organization's specific needs to enhance project management practices and support strategic objectives.

Common Issues Faced by PMOs:
PMOs are essential for keeping projects on track and aligning them with organizational goals. However, they often encounter several challenges that can hinder their effectiveness. Here are five common issues faced by PMOs:

1. Change: Mature PMOs often need to transition from being control-focused to adopting more collaborative and flexible methodologies like Agile or Prince2.
2. Prioritization: PMOs can struggle to align projects with evolving strategic priorities, leading to a lack of adaptability.
3. Resource Allocation and Management: Efficiently distributing resources across the project portfolio can be a daily challenge due to varying workflows and practices.
4. Communication: PMOs often face communication barriers with spreadsheets, emails, and misdirected reports causing confusion and inefficiency.
5. Leadership: Traditional 'Command and Control' leadership styles may not be suitable for the complex and evolving project environment, especially as the workforce matures.

How UniPhi delivers for your PMO:
UniPhi offers a comprehensive solution to address the challenges faced by PMOs. By unifying various project management aspects into a single collaborative cloud-based portal, UniPhi empowers PMOs to overcome their hurdles effectively. Here are five key benefits of UniPhi for PMOs:

• Document Version Control and Templates: Standardize data input and presentation, making variations and changes to strategies and priorities easily identifiable and trackable.

• Integration Capabilities: UniPhi can integrate with other software systems, enabling accurate data imports and exports for cost, contract, document, and reporting sharing.

• Issues and Risks Modules: Streamline communication by providing a dedicated platform for discussing issues and risks, reducing the reliance on copious emails and spreadsheets.

• Targeted Communication: Assign tasks and issues to the right stakeholders, avoiding duplication and miscommunication, and ensuring that each person involved in the project has the right level of responsibility and access.

• Resource Allocation and Monitoring: UniPhi's resource allocation and monitoring system ensures that project resources are optimally allocated, and PMOs can make informed decisions about resource allocation through customized reporting and templates.

UniPhi offers a robust solution to empower your PMO and address the common issues faced by PMOs across industries. By centralizing project management activities, enhancing communication, and supporting adaptable methodologies, UniPhi helps PMOs become more agile, efficient, and capable of delivering successful projects aligned with organizational strategies. If your PMO is seeking a comprehensive software solution to overcome its challenges and drive project success, UniPhi is the answer.

Project Controls Expo Ticket Giveaway

Win a free ticket to the Project Controls Expo Australia

We're gold sponsors of this wonderful expo and because of this we have free tickets (normal cost $500) to give away!

How to Play: We will post daily or more on our LinkedIn page during this week.  

All you have to do is:

• Subscribe to our page
  
• Like
• Comment
• Re-Post 

Each of the above counts as one entry, so you can do all 4 for more chances to win.

The winners will be contacted directly and announced, Tuesday 17 October 2023 around midday.  

Alternatively, register for your combo or Awards dinner tickets at the PC Expo websites.  

We can't wait to see you there.  Use the UniPhi Promo code and receive 10% off!

Welcoming Andrei-Denis Pavel to UniPhi: Enhancing Global Client Support

UniPhi would like to welcome and introduce a new addition to our team, Andrei-Denis Pavel, who is 

our End User Support Consultant stationed at our Office in the UK.

Andrei's role will be crucial in delivering quality support and consultation to our clients worldwide, providing real-time and front-line communication in the UK.

UniPhi strives for excellence that extends to the individuals we bring into our team, and Andrei is no exception. We have always sought out unique and experienced individuals who align with our values of innovation and forward-thinking. 

Andrei was up against some stiff competition with over 400 applications received and the shortlisted 7 candidates putting forward excellent presentations. The rapport Andrei built with management during the interview was exceptional, with the conversation spanning 2 hours! We look forward to Andrei's calm and thoughtful insights being provided to our expanding UK client base. Andrei joins us with a wealth of knowledge, holding a tertiary education in business and boasting a dynamic career history that spans customer service, business administration, and IT support.

Andrei is heading to Australia on October 14th and will be live on the phones from 1 November 2023. Our head office staff in Sydney will be putting Andrei through the paces with some intensive knowledge transfer during his two weeks stay. 

Just a reminder for our UK clients, you can contact our support between 9am and 5pm BST on 0800 043 4738. Or chat to a support person via https://uniphi-software.com during the same hours.

We look forward to hearing from you.