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Updating Contractor Schedules in a Hosted Transportation
EnvironmentUpdating Contractor Schedules in a Hosted Transportation
Environment
February 2-6, 2011
Presented by: Jonathan McNatty – DRMcNatty & Associates ,
Inc.
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Author Biography
• 21 years of construction industry experience
• 19 years experience with Primavera Software
• 11 years Certified Primavera Trainer and
Implementation Consultant
• 16 years experience as CPM Scheduler
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• 16 years experience as CPM Scheduler
• AACE member for 6 years
• Member of PMI and AGC
• Hobbies Include: Ice Hockey, Cross Country
Skiing, Surfing, Bowling, Fishing, Camping and
being outdoors with my Chocolate Lab
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NYSDOT Capital Improvement Program
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The NYSDOT 2010-2015 Capital Program describes the future needs
and
challenges facing the State’s transportation system, the
objectives and
performance measures recommended to be used to determine the
State’s
investments and outlines a proposed $25.8 billion multimodal
infrastructure investment program to achieve those objectives.
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NYSDOT Requires P6 Software
B. Scheduling Software:
The State will provide Primavera P6 software, or newer release,
and
computer system for use by the Engineer to review the schedules
submitted
by the Contractor. The Department has installed Primavera P6
software, or
ITEM 639.1022 20 – CPM (CRITICAL PATH METHOD) PROGRESS
SCHEDULE
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by the Contractor. The Department has installed Primavera P6
software, or
newer release, on internet accessible servers for use by the
Department’s
construction inspection staff. Appropriate Department
personnel,
Consultants, and Contractors will also have access to these
schedules on the
Department’s Enterprise Project Management Database (EPMD).
The
Department will determine the location to store the project
schedule files on
the EPMD, and will provide the Contractor the naming convention
for all
progress schedule submissions.
• CONTRACTOR DOES NOT HAVE TO PURCHASE ANY SOFTWARE!
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Contractor Access to EPMD
• The Contractor shall submit Request for Access Forms to the
Regional
Construction Engineer (EIC) for each proposed Primavera user to
obtain the
User ID’s and Passwords for access to the P6 software and data
on the
Department’s network servers after being awarded the
contract.
• The form can be downloaded from the following web page
https://www.nysdot.gov/main/business-center/contractors/construction-
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https://www.nysdot.gov/main/business-center/contractors/construction-
division/primavera, or can be provided by the Department’s
Construction
Supervisor.
• These forms may submitted any time following the contract
letting date and
announcement by the Department that the Contractor is the
apparent low
bidder.
• Access forms can be sent to
[email protected]
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Contractor Request for Access Form
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CITRIX Web Interface
• Login to the CITRIX Web Interface to access the NYSDOT P6 EPMD
with
User Name and Password provided by the NYSDOT
https://www4.dot.state.ny.us/Citrix/MetaFrame/auth/login.aspx
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P6 CITRIX Web Interface
• Click on the Primavera P6 Icon to login to the software
https://www4.dot.state.ny.us/Citrix/MetaFrame/site/default.aspx
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Click the P6 Icon Link
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Contractor Work Area in NYSDOT P6
• The Contractor Work Area gives access only to the projects
that the
contractor has been assigned rights too
• Multiple projects can be assigned under one contractor
account
• Up to two user accounts per Contractor can be assigned to each
project
• Contractors can request more users to be added by the
NYSDOT
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NYSDOT Project Templates
• The Department or its agents will make available to the
apparent low bidder
on network servers the Suggested Preliminary Construction CPM
Schedule in
Primavera P6 format within seven (7) calendar days of the
letting date as a
template to assist the Contractor in developing the Baseline CPM
Progress
Schedule in a timely manner. The template will have the “CON”
designation.
– WBS Structure to be modified by the Contractor
– Standard/global calendars to be used by the Contractor
– Standard/global activities required by the NYSDOT
– Standard activity codes required by the NYSDOT
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– Standard activity codes required by the NYSDOT
• The Contractor will then modify the WBS and input the
contractor activities,
durations, logic, project calendars, and project codes
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DRMcNatty & Associates, Inc. Overview of Consulting Services
for Contractors on NYSDOT Projects
• Certified Consulting, Training, and Mentoring for P6 Project
Manager Software
for Contractors awarded NYSDOT Projects
• Mentoring of the NYSDOT CPM Schedule Specifications
• Create the Initial Project Baseline Progress Schedule for the
Preconstruction
Meeting and WBS project structure
• Create the At Award Baseline Progress Schedule @ Award for
submission and
approval to the NYSDOT to establish the approved baseline
schedule before
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approval to the NYSDOT to establish the approved baseline
schedule before
construction
• Create the Monthly Progress Schedule Updates recording actual
progress of
work including changes /delays to the schedule
• Create Baseline and monthly progress update schedule
narratives
• Generate Appendix Reports required by the NYSDOT CPM
Schedule
Specifications
• Attend project schedule meetings
• Online training & consulting support via the internet
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Creating the Baseline Schedule
• Create the Contractor WBS Structure
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Import Contractor Activities with Excel
• Export from P6 into an XLS (Microsoft Excel) File from the
project in P6
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Import Contractor Activities with Excel cont.
• Contractor can update the XLS (Microsoft Excel) document with
all activities
• Import includes the Activity ID, Activity Name, and Original
Duration
• Do not change the Column Headings
• NO IMPORTING FROM SURETRAK, PRIMAVERA P3 or MS PROJECT!
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Activity ID’s
can be created
using Excel
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Import Contractor Activities with Excel cont.
• Contractor does not have rights to Import the Excel file
• Contractor emails the Excel file to the NYSDOT for
verification and import
• Activities can then be assigned to the WBS by drag and drop
and filters
• NYSDOT Global data is not effected or replaced by importing
with Excel
Group & Sort by WBS
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Use P6 Drag & Drop feature to
move activities under the
correct WBS name
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Submit Final Baseline Schedule• Contractor makes a copy of the
“CON” file per the NYSDOT Schedule
Filename Convention when Final Baseline Schedule is approved
• The CON file is the main “editing” file for all future
updates
• All submitted files are marked “Inactive” so they cannot be
edited after
submission to the NYSDOT
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Submit Final Baseline Schedule cont.
• Contractor submits the Baseline Schedule to the NYSDOT via
email
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Monthly Progress Schedule Submissions
• First Monthly Progress Schedule Submission – Within three
State Business Days following acceptance of the Final Baseline
Progress Schedule @ Award or the closing date for the first months
contract payment period whichever is later, the Contractor shall
perform a Progress Schedule Update to reflect the status of all
activities where work was performed in the time period between the
start of work and acceptance of the Final Baseline Progress
Schedule @ Award.
• Data Date - the “Data Date” shall be the date the Project
Scheduler last edits
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• Data Date - the “Data Date” shall be the date the Project
Scheduler last edits the schedule prior to submission to the
Engineer (generally the last working day of the contract payment
period).
• The Engineer will review the Monthly Progress Schedule
submissions and will prepare a written response (Progress Schedule
Review Report) to the Contractor’s submission within five (5) State
Business Days following receipt of the Contractor’s complete
schedule submission. The Engineer will either “accept” the
schedule, “accept as noted”, or “reject” the schedule for
re-submittal by the Contractor
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Monthly Progress Schedule
• Access the main “editing” file with the CON designation for
Contractor
• This is the main file for all updates each month
• The CON file is the only “Active” file all other schedule
submissions are
“Inactive” so they can not be edited after being submitted and
approved
by the NYSDOT
• Once the monthly update is complete and ready for submission a
copy is
made per the NYSDOT naming convention and submitted via email
for
review and approval
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Updating a Monthly Progress Schedule
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How Data is Collected
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The Data Date
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The Data Date cont.
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Progress SpotlightA
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Setting the New Data Date
Click on the Data
Date & Drag to the
New Data Date
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New Data Date
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Setting the New Data Date cont.
New Data Date for
All Activities that fall into
the status period will be
highlighted in Yellow
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New Data Date for
the Current Update
Status Period for
Current Update
highlighted in Yellow
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Entering Actuals
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Statusing Activities in Progress
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Using Layouts to Collect Update Data
• Use customized “Layouts” to send as an Adobe PDF document via
email to
field personal to mark up with update information
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Using Excel to Collect Update Data
• Copy activities from P6 and paste into an Excel file and
customize columns
• Send via email to field personal to provide update
information
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Use GoToMeeting for Online Updates
• Collaborate online for Monthly Updates & Review
sessions
• Email participants that need to attend the online meeting
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Submit Monthly Update to NYSDOT
• Contractor makes a copy of the “CON” file per the NYSDOT
Schedule
Filename Convention when Monthly Update Schedule is ready for
review
• The NYSDOT copies the submitted file and pastes into the
NYSDOT
schedule review area in P6 to perform their review and
approval
• All submitted files are marked “Inactive” so they cannot be
edited after
submission to the NYSDOT
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Submit Monthly Update to NYSDOT• Contractor submits the all
Monthly Update Progress Schedules to the
NYSDOT via email
• Contractor provides specific Monthly Submission documents to
the NYSDOT
per the CPM Specifications
• Monthly Update Narrative / Schedule Log Report / Size D 24x36
Plot
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Why the NYSODT CPM Spec Works
• Cost included as a bid item in the contract
• No software to purchase
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• Access from any location via the internet
• Importing and overriding of Global P6 Date not an issue
• No importing from Microsoft Project, SureTrak, P3
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Why the NYSODT CPM Spec Works cont.
• Do not need to create lots of reports, NYSDOT has
standard/global reports, layouts and filters
• All schedule submission and review is done electronically
thru email and Adobe PDF attachments
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thru email and Adobe PDF attachments
• The CPM Specifications were written with a combined
effort from NYSDOT, AGC, CPM Consultants, and NY
State Contractors
• NYSDOT commitment from the top down
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Questions?
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Questions?
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Contact Information
Jonathan McNatty4955 Chestnut Ridge Road, Suite 201
Orchard Park, NY 14127P. (716) 417-7094 F. (716) 299-2034
Email: [email protected]: www.drmcnatty.com
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