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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?