WCCC Review CPM Schedules With P3ec 5

Reviewing CPM Reviewing CPM schedulesschedulesusing Primavera’s

Planner/Scheduler 5.0 (P3ec)

Presented byPresented by

Don McNattyDon McNatty

AgendaAgenda

Reviewing CPM schedules A simple process for avoiding headaches…

What is a CPM schedule? Why require it? Why get it electronically? What should your specification ask for? The Key elements of the CPM submittal A process for reviewing schedules with P3ec Tools for reviewing schedules The importance of perspective Questions

Reviewing CPM SchedulesReviewing CPM Schedules

What is a CPM schedule? Is it too complex?

Critical Path Method The “critical path” is the longest path of activities through a

schedule that determines the schedule completion date. A delay to any activity on the “critical path” will impact the

completion date of the schedule. A “CPM” schedule can be used to identify “what’s

important” at any point in time

Critical Path Method (CPM)Critical Path Method (CPM)

CPM CalculationsCPM Calculations

Forward Pass Calculates the Earliest Dates

A

B

C

5

10

15

1 5

6 20

(Start Day + Duration – 1)

101

X11 XX25

CPM CalculationsCPM Calculations

Backward Pass Calculates the Latest Dates

A

B

C

5

10

15

1 5

(Finish Day - Duration + 1)

101

11 256 10

101

11 25

CPM CalculationsCPM Calculations

Total Float Is the Difference between the Late and Early Dates

A

B

C

5

10

15

1 5

101

11 256 10

101

11 25

(TF = LF - EF)

TF=0

TF=0

TF=5

B10

C15

Critical Path = B, C

Negative FloatNegative Float

Late Dates are Earlier than your Early Dates Caused by a constraint

A

B

C

5

10

15

1 5

101

11 251 5

5-4

6 20

FNL=20

TF=0

TF=-5

TF=-5

B10

C15

Critical Path = B, C

Calendars convert work days Calendars convert work days to datesto dates

Reviewing CPM SchedulesReviewing CPM Schedules

Why Require it?What is the benefit of a CPM schedule?

Do you want to be able to control your project? Do you want an “early warning” of potential

problems? Do you want to be able to identify where to focus

your efforts to avoid or solve problems? A good CPM tells the project manager what has

to be done, where, when and by who?

Define activities based onDefine activities based onWBS/OBS MatrixWBS/OBS Matrix

What does a good (useful) project What does a good (useful) project schedule provide?schedule provide?

What has to be done?

Where does it have to happen?

Who is responsible for doing it?

When does it have to happen?

When a project manager has this information, the pm has the basis for “control”

4

Reviewing CPM SchedulesReviewing CPM Schedules

Why Require it electronically?Do I still need the paper?

The schedule is a tool. (it may also be evidence). Get all evidence in hardcopy first (PDF?) Get the electronic version so you can analyze it Comparing the electronic versions between each

update can give you a perspective beyond the hardcopy

Reviewing CPM SchedulesReviewing CPM Schedules

Why Require it electronically?Do I still need the paper?

Each monthly update provides a complete audit trail, should you ever need it.

Having the electronic copy also let’s you do “what-if” scenarios.

You still should get the “hardcopy” just in case the quality of the electronic copy is poor.

Reviewing CPM SchedulesReviewing CPM Schedules

What should your spec’s ask for?Schedule submittal specifications are usually Section 01310

Make it the contractors responsibility to submit the schedule in a format that can be imported to P3ec 5.0 without variance.

P3ec imports P3, Suretrak and MS Project files, but depending on how the scheduler uses them, there can be conversion issues – make this the contractors problem, not yours.P3ec is a free upgrade to P3 users. Primavera

Contractor costs the same as Suretrak and MS Project.

Reviewing CPM SchedulesReviewing CPM Schedules

What should your spec’s ask for?Schedule submittal specifications are usually Section 01310

Most Important! Insist on a written Narrative that clearly identifies the presence and reason for: Lags, constraints, actuals that have changed since last

update, durations (other than remaining) that have changed since last update, added and deleted activities, relationships, codes, descriptions, values…

Reviewing CPM SchedulesReviewing CPM Schedules

What should your spec’s ask for?Schedule submittal specifications are usually Section 01310

If you are referencing the contractors schedule to update your Master schedule, then you should specify Data Dates in your contract to ensure alignment of data You can import the contractors detailed schedule to P3ec without

importing it to your “master schedule” The “master schedule” should be at a summary level

What is the “Data Date”What is the “Data Date”

The remaining schedule starts on the Data Date…

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Data Date (Day 17) is at the first dayof the remaining schedule

Completed Work Remaining Work

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Data Date (Day 17) is at the first dayof the remaining schedule

Completed Work Remaining Work

Reviewing CPM SchedulesReviewing CPM Schedules

What should your spec’s ask for?Schedule submittal specifications are usually Section 01310

If you are referencing the contractors schedule in your Master schedule, you should specify the lowest level of your Master Schedule to drive the highest level of the contractor’s schedule. This is a good application for a “schedule of values” so you

can align $$$ with your schedule

Only enough detail for your level Only enough detail for your level of “control” or “knowledge”of “control” or “knowledge”

Level 1 - ProjectProject 1 Project 2 Project 3

Level 2 - PhasesDesign Procure Construction

Level 3 - WorkPackagesSite Prep Foundation Slab Steel

Level 4 - ContractorForm Loc 1 Mesh Loc 1 Pour Loc 1

1 Activity per project

3-5 Activity’s per project

As much detail as needed to communicate W4

Also called the “CM”schedule. 25 – 35 activities per project.

Level 1 - ProjectProject 1 Project 2 Project 3

Level 2 - PhasesDesign Procure Construction

Level 3 - WorkPackagesSite Prep Foundation Slab Steel

Level 4 - ContractorForm Loc 1 Mesh Loc 1 Pour Loc 1

1 Activity per project

3-5 Activity’s per project

As much detail as needed to communicate W4

Also called the “CM”schedule. 25 – 35 activities per project.

CPM Schedule

MasterSchedule

Reviewing CPM SchedulesReviewing CPM Schedules

Key elements of CPM submittal?Remember Jim Zack’s “Scheduling Game # 1” (don’t do it…)

Letter of Transmittal “Hardcopy” Reports – “PDF” is hardcopy… Electronic copy of Schedule Schedule Narrative Schedule Graphic

Reviewing CPM SchedulesReviewing CPM Schedules

Key elements of CPM submittal?“In a format that can be imported to P3ec 5.0 without variance from hardcopy…”

Electronic copy of Schedule P3ec (XER) format Primavera Contractor 4.1 and higher Recommendation: DO NOT convert submittal files, do not

accept Suretrak files that are not in a P3 format. Do not accept & convert MS Project files – they calculate differently than P3. Do not accept files that will not open.

Reviewing CPM SchedulesReviewing CPM Schedules

Key elements of CPM submittal?Insist on a complete narrative or you could be responsible for what you don’t know that you didn’t know…

Schedule Narrative Baseline (Initial Submittal) should identify and justify all lags,

constraints and hammocks & preferential logic Updates should identify all changes from previous submittal The Narrative is to the Schedule as the Specifications are to

the Drawings (Drawings are incomplete without specs, Schedule is incomplete without Narrative…)

Reviewing CPM SchedulesReviewing CPM Schedules

Key elements of CPM submittal?The schedule may be “evidence”, clearly identify…

Letter of Transmittal Date Project Data date Attachments

Reviewing CPM SchedulesReviewing CPM Schedules

Key elements of CPM submittal?The electronic schedule file should say the same thing as the hardcopy

Hardcopy Reports Tabular activity list with Early/Late dates, durations, float Predecessor/Successor Report (only place you see lags) If cost loaded, activities with budgets, this period, to date,

remaining and at completion cost (billing…)

Tabular activity listTabular activity list

Predecessor/Successor Predecessor/Successor ReportReport

Cost Loading ReportCost Loading Report

Review NarrativeReview Narrative

Reviewing CPM GraphicsReviewing CPM Graphics

Key elements of CPM submittal?Like the tabular report, the bar chart has to say the same thing as the electronic file

Schedule Graphic A simple bar chart with logic Include columns for activity ID, description, early dates,

original and remaining duration, percent complete and total float

Highlight progress (Blue) based on Pct, critical path (Red) based on Longest Path, Baseline (Yellow) under current bar

CPM Bar ChartCPM Bar Chart

Reviewing CPM SchedulesReviewing CPM Schedules

A process for reviewing schedulesLoad, test, analyze, evaluate…

Baselines Establish a good starting point and foundation

Updates Be aware of what changes from update to update

Time Impact Analysis Be aware of the impacts of changes as they happen

BASELINE REVIEWBASELINE REVIEW

Keep your objectives clear Quality Control vs. Audit Establish a realistic and useable schedule Look at bar chart last Recalc & diagnostics Check settings & dictionaries Evaluate data integrity Confirm compliance Validate buildability

Baseline ReviewBaseline ReviewRecalculate &Recalculate & DiagnosticsDiagnostics

Check Settings Check Settings & Dictionaries& Dictionaries

Evaluate Data Evaluate Data IntegrityIntegrity

ConfirmConfirmComplianceCompliance

Validate Validate BuildabilityBuildability

Rev

ise

& R

esu

bm

it

AcceptanceAcceptance

Copy and compare, run Copy and compare, run Scheduling-Leveling ReportScheduling-Leveling Report

Schedule Options, User Schedule Options, User Preferences, Calendars, Preferences, Calendars, Admin PreferencesAdmin Preferences

Calendars, Descriptions, Calendars, Descriptions, Durations, Relationships, Lags, Durations, Relationships, Lags, Float, Critical Paths, Float, Critical Paths, Cost/Resource allocationCost/Resource allocation

Scope, Constraints, Scope, Constraints, Milestones, NotebooksMilestones, Notebooks

Work Sequence, Staging, Site Work Sequence, Staging, Site Logistics, ConstructabilityLogistics, Constructability

Accepted, Accepted-Accepted, Accepted-As-Noted or RejectedAs-Noted or Rejected

Confirm SubmittalConfirm Submittal Review Baseline NarrativeReview Baseline Narrative

Recalculate & DiagnosticsRecalculate & Diagnostics

Import without calculating Make a copy & recalculate Run a ClaimDigger Report Any variance with uncalculated schedule

Means the schedule was changed after calculating and before making a backup file

Then run Scheduling-Leveling Report Diagnostics

Import without calculatingImport without calculating

Make a copy and recalculateMake a copy and recalculate• Use the EPS to isolate contractor Use the EPS to isolate contractor

schedules from your master schedules from your master scheduleschedule

• Use the File/Import command to Use the File/Import command to load the contractors schedule load the contractors schedule

into P3ecinto P3ec

• Making a copy of the schedule is Making a copy of the schedule is as easy as Edit/Copy and Pasteas easy as Edit/Copy and Paste

• Open the copied project and Open the copied project and recalculate (use F9)recalculate (use F9)

• Use ClaimDigger to check for any Use ClaimDigger to check for any variancesvariances

• Any Variances means the project Any Variances means the project was modified in some way after was modified in some way after

it’s last calculationit’s last calculation

Run ClaimDigger ReportRun ClaimDigger Report

Variances with original Variances with original submittal?submittal?

• Any Variances means the project Any Variances means the project was modified in some way after was modified in some way after

it’s last calculationit’s last calculation

• This may cause the electronic data This may cause the electronic data to vary from the “hardcopy” in to vary from the “hardcopy” in

the submittalthe submittal

• This is usually just an honest This is usually just an honest mistake made by a scheduler mistake made by a scheduler trying to meet a deadlinetrying to meet a deadline

• But it means that the schedule file But it means that the schedule file needs to be resubmittedneeds to be resubmitted

Scheduling-Leveling ReportScheduling-Leveling Report

• When you schedule the project, When you schedule the project, check the box to log statistics to check the box to log statistics to

a filea file

• First time using P3ec, you have to First time using P3ec, you have to edit the filename so it prints edit the filename so it prints

on your local computeron your local computer

• Store each submittal in a folder Store each submittal in a folder with the submittal name on itwith the submittal name on it

Scheduling-Leveling ReportScheduling-Leveling Report

Look up the activity…Look up the activity…

Start On constraint saysStart On constraint saysMay 1May 1stst……

The Constraint is unsatisfiedThe Constraint is unsatisfiedbecause no early start can be beforebecause no early start can be before

the data datethe data date

Data date saysData date saysMay 2May 2ndnd……

Check Settings & dictionariesCheck Settings & dictionaries

Schedule Options User Preferences Calendars Admin Preferences

Schedule OptionsSchedule Options

Leveling not recommended exceptLeveling not recommended exceptfor the contractor to use it for the contractor to use it

as an analysis tool to determineas an analysis tool to determineneed for “preferential logic”need for “preferential logic”

Recalculation not recommended Recalculation not recommended because it may change costsbecause it may change costsRetained logic is the Retained logic is the

default. Progress default. Progress Override will ignore Override will ignore logic you previously logic you previously

accepted accepted (see next slide)(see next slide)

Calculation OptionsCalculation Options

User PreferencesUser Preferences

P3ec defaultmay show

time

CalendarsCalendars

Use the “Collapse All” commandon the View Menu to summarize

the calendar list

CalendarsCalendars

CalendarsCalendars

If the calendars are different, for example thisone doesn’t have holidays in it, do you think that

will cause schedule dates to change?

Admin PreferencesAdmin Preferences

Evaluate data integrityEvaluate data integrity

Calendar Assignments Descriptions Durations Relationships, Lags Float, Critical Path(s) Cost or Resource Loading

Confirm ComplianceConfirm Compliance

Scope of Work Constraints Milestones Notebooks

Validate BuildabilityValidate Buildability

Work Sequences Staging Site Logistics Constructability

Baseline Review QuestionsBaseline Review Questions

Can a schedule be reviewed from just the bar chart?Why do we recalculate the schedule?Why are different Calendars utilized?Why use a standard approach to Descriptions?Why should we check Lags?Why should we document Constraints?Why do we need “hardcopy” along with electronic?What can the resource histogram tell me?Whay use is the cash flow loading report?

Reviewing CPM SchedulesReviewing CPM Schedules

A process for reviewing schedulesLoad, test, compare, evaluate…

A few simple steps and comparisons You don’t have to be a scheduler to identify what

has changed, see if it is addressed in the Narrative, and decide if you agree with why it changed

Update ReviewUpdate ReviewRecalculate & Diagnostics

Check Settings & Dictionaries

Evaluate Data Integrity

ConfirmCompliance

ValidateBuildability

AcceptanceAcceptance

Perform Perform ComparisonComparison

ValidateValidateProgressProgress

AnalyzeAnalyzeVariancesVariances

IdentifyIdentifyTrendsTrends

Measure Measure PerformancePerformance

Baseline Comparisons, Baseline Comparisons, ClaimDigger ReportClaimDigger Report

Actual Dates, Percent Actual Dates, Percent Complete, Rem DurationsComplete, Rem DurationsOut-Of-Sequence ProgressOut-Of-Sequence Progress

Start/Finish Dates, Start/Finish Dates, Changes in Durations Changes in Durations

Actual vs. Original Actual vs. Original Durations, Current vs. Durations, Current vs. Baseline or Previous Baseline or Previous update Floatupdate Float

Current vs. Planned Pct Current vs. Planned Pct Compl,Compl,Earned Value (Res/Cost)Earned Value (Res/Cost)

Accepted, Accepted-As-Accepted, Accepted-As-Noted or RejectedNoted or Rejected

Review Update Review Update NarrativeNarrative

Confirm Confirm SubmittalSubmittal

CATEGORY

BASELINE

SCHEDULE

FIRST

UPDATE

SECOND

UPDATE

THIRD

UPDATE

FOURTH

UPDATE

Total No. of

Activities 321 325 316 332 336

% Critical Activities32% 44% 42% 38% --

Critical Path Total Float 0 -10 -8 -4 --

Total % Complete0% 20% 45% 80% 100%

Project Completion Date 3/01/02 3/15/02 3/13/02 3/07/02 3/06/02

Total Resource Qty At Compl 11,560 hrs 11,640 hrs 11,720 hrs 11,740 hrs 11,710 hrs

Total Costs At Completion $1,250,000 $1,350,000 $1,400,000 $1,450,000 $1,375,000

Track Key StatisticsTrack Key Statistics

Update Review QuestionsUpdate Review QuestionsWhat two files should we set as Targets so we can

display/compare dates?How do you compare a schedule if you don’t have one

of the utilities?Why isn’t it a good idea to change Actv ID numbers?Can the Critical Path change?Why do we analyze trends?In a resc/cost loaded schedule, what would be a good

way to measure performance?

Examples of use on a single Examples of use on a single projectproject

Presented by Craig Olsen at a recent UG meeting Craig is VP in Construction Services Group at URS and a Certified Primavera Trainer Imported schedules from multiple sources

P3, Suretrak, Excel

Maintained a summary master schedule for the overall project

Referenced contractors schedules for updating master

Example show how to focus on one specific group of activities – concrete pours

Projects ScreenProjects Screen

Summary By P3 FileSummary By P3 File

Summary By File & AreaSummary By File & Area

Summary By Area & FileSummary By Area & File

Summary of PoursSummary of Pours

Detail of selected PoursDetail of selected Pours

Detail by Activity by FileDetail by Activity by File

Reviewing CPM SchedulesReviewing CPM Schedules

The importance of “perspective”Does the schedule reflect how the work is being done?

The higher the percentage of “out of sequence” work the less the schedule is being followed

If changes don’t make sense, can’t or aren’t explained…, the schedule is going out of control

The Narrative is probably more important than the schedule – it’s in english…

Schedule Review CourseSchedule Review Course

Full course covers two days Includes review of CPM fundamentals Detailed, hands on use of P3ec for

Baseline review Update review Time Impact Analysis

DRMcNatty is a Certified Primavera Trainer and Authorized Representative

Have focused on implementing Primavera tools for almost 20 years

Questions?