ScheduleReviewhandout_1

8/19/2019 ScheduleReviewhandout_1

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BASELINE SCHEDULEREVIEW TECHNIQUES

September 2002

Presented By:Craig L. Olsen, CCCVice President

URS Corporation213-996-2586 [email protected]

PRESENTER PROFILE

Certified Cost Consultant

Authorized Primavera Trainer

Co-Leader Of Primavera User Group

Controls Trainer & Presenter

Leader Of So. Calif. Project Controls Practice

Project Manager & Senior Consultant

Licensed General Contractor

Project Experience exceeds $20 Billion

LA City, LA County, MTA, LAX, UCLA, MWD, Caltrans, LAUSD, SDSchools

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BASELINE OVERVIEW

• OBJECTIVES• QUALITY CONTROL vs. AUDIT • REVIEW PROCESS / CYCLE• LOOK AT BAR CHART LAST

• RECALC & DIAGNOSTICS• CHECK SETTINGS & DICTIONARIES• EVALUATE DATA INTEGRITY• CONFIRM COMPLIANCE• VALIDATE BUILDABILITY

Baseline

OBJECTIVES

1. Perform Quality Control

2. Establish Realistic & Usable Schedule

3. Use Schedule As A Tool, Not A Weapon

4. Weight Discrepancies Based On Potential Impact5. Prepare Meaningful & Balanced Recommendations


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Check Resource/Cost Dictionaries

Baseline

1. RESOURCESa. Select DATA, RESOURCESb. Click onPRINT to output the listing for reference and future comparisonc. Do the Resources represent what is required and/or necessary?d. An upcoming slide discusses Evaluating Resource Utilization

2. RESOURCE CURVESa. Select DATA, RESOURCE CURVES

b. Check to see if any non-standard curves have been established3. COST ACCOUNTSa. Select DATA, COST ACCOUNTSb. Click onPRINT to output the listing for reference and future comparisonc. Do the Cost Accounts / Categories represent what is required and/or necessary?d. An upcoming slide discusses Evaluating Cost Utilization

4. RESOURCE CUSTOM DATA ITEMSa. Select DATA, CUSTOM DATA ITEMSb. The RESOURCE/COST tab reflects the Custom Data Items that have been

established (the ones shown above are the defaul ts)

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Check Calendars

Baseline

1. ACTIVITY CALENDAR(S)

a. Select DATA, CALENDARS

b. Select a Project Calendar

c. Click on STANDARD to see the Standard work week

d. Click on HOLIDAYS to see the Holidays that are designated as non-workdays

e. PRINT Detail Calendars for Reference and Future Comparison

f. Is the Calendar set up properly and does it meet the project needs andrequirements?


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Evaluate Calendars Utilization

Baseline

1. Select VIEW, LAYOUT, NEW

2. Create CALENDAR UTILIZATION layout

a. Select FORMAT, ORGANIZE

b. Under the GROUP BY, selectCALENDAR ID

c. Under the SORT BY, select ACTIVITY DESCRIPTION

3. For Projects with multiple calendars, this provides a good approach to seewhich activities are on each calendar

4. Bad Examples – Concrete Curing or Settlement activities on a 5 day workcalendar !!!

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Evaluate Activity IDs

Baseline


2. Create ACTIVITY ID layout

a. Select FORMAT, ORGANIZE

b. Under the GROUP BY, leave selection blank

c. Under the SORT BY, leave selection blank

3. For Projects with a structured ID number, this provides a good approachto see how activities were numbered

4. It is not necessary that ID numbers are in exact sequence as the activitystart dates

5. It is critical that Activity ID numbers not be changed, this precludescomparison via Target Schedules option or 3 rd party utilities


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Evaluate Activity Descriptions

Baseline


2. Create ACTIVITY DESCRIPTION layouta. Select FORMAT, ORGANIZE

b. Under the GROUP BY, leave selection blank

c. Under the SORT BY, select ACTIVITY DESCRIPTION

3. For Projects with repetitive tasks, it is important the description reflectsome identifier of the area, location, scope, etc. that makes it’s

description unique and understandable to the reader4. Always good to review descriptions to see if all the scope is accounted for

in the activities as well as critical interfaces, milestones, pre-constructionactivities, etc.

5. It is best if descriptions do not change during the project as you can losethe “trail” of the original activity scope and intent

6. Tip – if it is absolutely necessary to change the description during theproject, enter the old description in the Log Records so it is alwaysretrievable

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Evaluate Activity Durations

Baseline

1. Select VIEW, LAYOUT, NEW2. Create ORIGINAL DURATION layout

a. Select FORMAT, ORGANIZEb. Under the GROUP BY, leave selection blankc. Under the SORT BY, select ORIGINAL DURATIONd. Set the ORDER to DESCEND

3. This provides a perspective of activities with long durations at the top ofthe list as well as short ones at the bottom

4. Helps identify similar tasks that do not share similar durations

5. Also, helps identify those key tasks/events that many times the durationis underestimated6. Are the durations appropriate and do they meet the necessary

requirements?7. Original Duration is the “Budget” of time allowed for the activity – treat it

like a cost budget to validate accuracy8. It is best if Original Durations not change during the project, better to

change the Remaining Duration9. Tip – if it is absolutely necessary to change the Original Duration during

the project, enter the old Original Duration in the Log Records so it isalways retrievable


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Evaluate Relationships/Lags

Baseline

1. Select VIEW, LAYOUT, NEW2. Create PREDECESSORS/SUCCESSORS layout

a. Select FORMAT, ORGANIZE• Under the GROUP BY, select a key code like STAGE/PHASE• Under the SORT BY, select EARLY START then EARLY FINISH

b. Columns created by selecting FORMAT, COLUMNS• Select PREDECESSORSand SUCCESSORS to display in columns

3. Also can runa. Select TOOLS, TABULAR REPORTS, SCHEDULEb. Choose Reports SR-06 or SR-07 to produce and print out a detailed report for

reviewc. Identifies Lags as well

4. These provide a perspective of activities with their relationships and lags5. Are the relationships and lags appropriate and do they meet the necessary

requirements?6. Relationships & Lags affect Float, Critical Path and overall Project

completion Time7. Tip – if there is something unique about a particular relationshiop or lag,

enter a note in the Log Records so it is always retrievable

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Evaluate Float/Critical Paths

Baseline


2. Create FLOAT / CRITICAL PATHS layout

a. Select FORMAT, ORGANIZE• Under the GROUP BY, select TOTAL FLOAT

• Under the SORT BY, select EARLY START then EARLY FINISH

3. Provides a perspective of activities grouped by Float, first group with

lowest float is the longest and “most” Critical Path4. Are the Float values appropriate and does the Critical Path meet the

necessary requirements?

5. Trace the Critical Path (JUMP) to confirm validity – watch for Lags

6. Identify “Near” Critical Paths – represented by the next higher levels ofFloat


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Evaluate Resource Allocations

Baseline


2. Create RESOURCES layout

a. Select FORMAT, ORGANIZE• Under the GROUP BY, select RESOURCE


3. Provides a perspective of activities grouped by Resource Assignments and

those that are Unassigned4. Columns reflect the Budget Quantity and Units Per Timeperiod for each

assignment

5. Are the Resource assignments and values appropriate and meet thenecessary requirements?

6. If Resources are fully utilized, then various Profiles, Tables and LoadingReports can also be produced for evaluation

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Evaluate Cost Allocations

Baseline


2. Create COSTS layout

a. Select FORMAT, ORGANIZE• Under the GROUP BY, select COST ACCOUNT


3. Provides a perspective of activities grouped by Cost Account Assignments

and those that are Unassigned4. Columns reflect the Budget Cost for each assignment

5. Are the Cost Account assignments and values appropriate and meet thenecessary requirements?

6. If Costs are fully utilized, then various Profiles, Tables and LoadingReports can also be produced for evaluation


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Confirm Contract Milestones

Baseline


2. Create MILESTONES layout

a. Select FORMAT, FILTER• Under the SELECT IF, choose ACTIVITY TYPE

• Under the IS, choose EQ

• Under the LOW VALUE, chooseSTART MILESTONE and FINISH MILESTONE

3. Provides a selected listing of all milestone type activities in the schedule4. Are the Milestone dates appropriate and meet the necessary

requirements?

5. What is the relative float of each key milestone?

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Confirm Staging/Sequencing

Baseline


2. Create SEQUENCING/STAGING layouta. Select FORMAT, ORGANIZE

• Under the GROUP BY, select STAGE/PHASE and LOCATION

• Select FORMAT, SUMMARY BARS to make one summarized bar, necked for inactive workperiods only

• Select FORMAT, SUMMARIZE ALL to summarize all bands by Location

3. Provides a perspective of summarized activities for each Location and thengrouped by Stage/Phase

4. Necked portions of summary bars represent no work activity in thatlocation (for the specific Stage) during that period of time

5. Does the summary bars reflect the appropriate staging/sequencing andmeet the necessary requirements?

6. Tip – Create another Layout organized by Location and then summarized by

Stage / Responsibility to see a different perspective


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Confirm Resource/Cost Loading

Baseline


2. Create RESOURCE/COST LOADING layout

a. Select FORMAT, ORGANIZE• Under the GROUP BY, select PROJECT and RESPONSIBILITY

• Under Total, select BOTTOM

• Select FORMAT, SUMMARY BARS to make one summarized bar, necked for inactive workperiods only

• Select FORMAT, SUMMARIZE ALL to summarize all bands by Responsibility

3. Provides a perspective of summarized totals for each Responsibility andthe Project Total

4. Do the Resource Quantities and Budget Costs reflect the appropriateamounts and meet the necessary requirements?

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Confirm Completion Is Not Early

Baseline


2. Create COMPLETION layout

a. Select FORMAT, ORGANIZE• Under the GROUP BY, select nothing

• Under SORT BY, select EARLY FINISH

3. Provides a listing of all activities in the schedule and the last one(s) to

finish will be at the bottom4. Also, select PROJECT OVERVIEW

a. Indicates the EARLY FINISH which is the last finish date of any activity

5. Is the Completion date appropriate and meet the necessary requirements?


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Confirm Submittal

Baseline

1. DISK with Backup of Baseline Schedule2. NARRATIVE of Baseline Schedule

a. Assumptionsb. Approachc. Work Pland. Constraintse. Milestones

3. Tabular REPORTSof Baseline Schedulea. Datesb. Float

c. Pred/Succd. Constraintse. Resourcesf. Costs

4. Resource / Cost GRAPHICSa. Profilesb. Tablesc. Loading

5. CPMNETWORK DIAGRAMa. All Activitiesb. Organized/Sorted

c. Critical Path

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Validate Buildability

Baseline


2. Create BUILDABILITY layout

a. Select FORMAT, ORGANIZE• Under the GROUP BY, select EARLY START then ORDER byWEEK

• Under SORT BY, select EARLY START then EARLY FINISH

• Select FORMAT, SIGHT LINES then set VERTICAL SIGHT LINES – MAJOR to1 Week

• Columns includeRESPONSIBILITY

3. Provides a listing of all activities in the schedule grouped by the week theystart, thus you have a week by week work plan by Resp for your review

4. Are the work activities for each week appropriate, achievable and meetthe necessary requirements?


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UPDATE SCHEDULEREVIEW TECHNIQUES

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UPDATE OVERVIEW

• OBJECTIVES• CONTINUE REVIEW PROCESS / CYCLE• REPEAT BASELINE REVIEW TASKS

• RECALC & DIAGNOSTICS• CHECK SETTINGS & DICTIONARIES• EVALUATE DATA INTEGRITY• CONFIRM COMPLIANCE• VALIDATE BUILDABILITY

• PERFORM COMPARISON• VALIDATE PROGRESS• ANALYZE VARIANCES/EXCEPTIONS• IDENTIFY TRENDS/FORECASTS• MEASURE PERFORMANCE

Update

1. Apply same steps and analyses described in BASELINE SCHEDULEREVIEW TIPS & TECHNIQUES

2. Then complete the steps and analyses described in this handout


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REVIEW PROCESS / CYCLERecalculate &Diagnostics

Check Settings& Dictionaries

Evaluate DataIntegrity

ConfirmCompliance

ValidateBuildability

Acceptance

PerformComparison

ValidateProgress

AnalyzeVariances

IdentifyTrends

MeasurePerformance

Update

1. PERFORM COMPARISON

a. Digger / PrimaPlan Utility

b. P3 Layouts/Reports

2. VALIDATE PROGRESS

a. P3 Layouts/Reports

b. Field Inspection

c. Daily Reports

3. ANALYZE VARIANCES


4. IDENTIFY TRENDS


5. MEASURE PERFORMANCE

a. Percent Complete

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Confirm Update Submittal

Update

1. DISK with Backup of Update Schedule2. NARRATIVE of Update Schedule

a. Progressb. Revisionsc. Issuesd. Milestones

3. Tabular REPORTSof Update Schedulea. Datesb. Float

c. Pred/Succd. Constraintse. Resourcesf. Costs

4. Resource / Cost GRAPHICSa. Profilesb. Tablesc. Loading

5. CPMNETWORK DIAGRAMa. All Activitiesb. Organized/Sortedc. Critical Path


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Target Schedules

CurrentSchedule

Baseline LastUpdateTarget 1 Target 2

Update

1. Select TOOLS, PROJECT UTILITIES, TARGETS

2. Make the BASELINE Schedule as Target 1

3. Make the Last UPDATE Schedule as Target 2

4. Also can select PROJECT OVERVIEW then the TARGETS tab

5. IMPORTANT NOTE: The key to the Target Schedules / Comparison is theActivity ID Numbera. Changes in Activity ID number will result in a non-match when comparingb. Activities added in the Current Schedule that were not in the Baseline will not

have Target 1 informationc. Activities deleted from the Current Schedule that were in the Baseline will not

appear

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Digger Comparison Utility

Update

1. Utility compares two P3 schedule files

2. Identifies all differences in the categories of data listed above

3. www.drmcnatty.com


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Current vs. Baseline ScheduleDigger Summary Report

Update

1. The above Summary Report provides a numerical tabulation of differencesbetween the Current and Baseline Schedules

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Current vs. Baseline ScheduleDigger Categorical Report

Update

1. The above Detail Report provides a detailed listing by Category ofdifferences between the Current and Baseline Schedules


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Primaplan Investigator Utility

Update

1. Utility compares two P3 schedule files

2. Identifies all differences in the categories of data listed above

3. www.primaplan.com has downloadable demo

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Primaplan Comparison Window

Update

1. Displays All Activities or only those with specific type of change

2. Colors indicate Added, Deleted or Changed

3. Side By Side Comparison of Data between the two P3 files


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Current vs. Baseline SchedulePrimaplan Investigator Summary Report

Update

1. The above Summary Report provides a numerical tabulation of differencesbetween the Current and Baseline Schedules for each of the comparisoncategories

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Current vs. Baseline SchedulePrimaplan Investigator Matrix Report

Update

1. The above Matrix Report lists all or selected activities and indicates whichdata items have changed


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Current vs. Baseline Schedule

Primaplan Investigator Categorical Report

Update

1. The above Detail Report provides a detailed listing by Category ofdifferences between the Current and Baseline Schedules

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Current vs. Baseline Schedule

Primaplan Investigator Detail Report By Activity

Update

1. The above Detail Report provides a detailed listing organized by eachactivity of the specific differences between the Current and BaselineSchedules


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Compare Activity Data In Columns

Update


2. Create A CTIVITY DATA COMPARISON layout

3. Organized by Stage/Phase with SubTotal

4. Columns formatted to place same data from the 3 schedules (Baseline,Last Update, Current) side by side for comparison

5. You can also filter only those items that have changed or selected groups

6. You can also Organize by Responsibility to see comparison for samegroup/person

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Compare Resource Data In Columns

Update


2. Create RESOURCE DATA COMPARISON layout






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Compare Cost Data In Columns

Update


2. Create COST DATA COMPARISON layout





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Compare Schedule Data With Bars

Update


2. Create SCHEDULE BAR COMPARISON layout

3. Organized by Stage/Phase

4. Bars formatted that represent the 3 schedules (Baseline, Last Update,Current) grouped together for visual comparison

5. You can also filter only those activities that have significant variances indates or selected groups



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Validate Reported Progress

Update


2. Create PROGRESS layout

3. Organized by Responsibility then by Stage/Phase with SubTotals

4. Percent complete reflected for each activity and group and sub-group

5. Compare to field inspection, daily reports, payment requisitions, etc.

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Analyze Variances

Update


2. Create VARIANCES layout


4. Columns formatted to list Variances from the 3 schedules (Baseline, LastUpdate, Current) side by side for comparison




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Identify Trends

Update

1. Custom Report compares the Current and Target 1 Schedules


3. Summarized By Responsibility within Stage/Phase

4. DURATION columns compare the total Original Duration vs. the totalActual Duration and lists the difference

5. FLOAT columns compare the Target Float vs. the Current Float and liststhe difference

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Trends Custom Report

Update

1. Make sure you have a TARGET 1 schedule designated (see page 29)

2. Select TOOLS, TABULAR REPORTS, REPORT WRITER

3. Add a new Report

4. On the CONTENT tab – add the columns and data exactly as shown above

5. On the ARITHMETIC tab – add the calculations exactly as shown above

6. On the FORMAT tab – make the entries exactly as shown above

7. On the SELECTION tab – leave blank to include all activities


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Measure Performance

Update

1. Custom Report calculates summary percent complete for the Currentand Target 1 Schedules


3. Summarized By Responsibility within Stage/Phase

4. Determines the Planned Percent Complete (based on duration) from theBaseline Schedule

5. Lists the Current Percent Complete from the current schedule

6. Run report at each update

7. Both values can be tracked in an Excel spreadsheet to produce acumulative curve comparison like the one shown above

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Performance Custom Report

Update

1. Make sure you have a TARGET 1 schedule designated (see page 29)

2. Select TOOLS, TABULAR REPORTS, REPORT WRITER

3. Add a new Report

4. On the CONTENT tab – add the columns and data exactly as shown above

5. On the ARITHMETIC tab – add the calculations exactly as shown above

6. On the FORMAT tab – make the entries exactly as shown above

7. On the SELECTION tab – filter out Hammocks and Milestones


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Track Key Statistics

$1,375,000$1,450,000$1,400,000$1,350,000$1,250,000Total Costs AtCompletion

11,710 hrs11,740 hrs11,720 hrs11,640 hrs11,560 hrsTotal ResourceQty At Compl

3/06/023/07/023/13/023/15/023/01/02ProjectCompletion Date

100%80%45%20%0%Total %Complete

---4-8-100Critical PathTotal Float

--38%42%44%32%% CriticalActivities

336332316325321Total No.OfActivities

FOURTHUPDATE

THIRDUPDATE

SECONDUPDATE

FIRST UPDATE

BASELINESCHEDULECATEGORY

Update

1. Develop and maintain a spreadsheet of the key statistics from thebaseline and each update

2. Provides perspective of the schedule progression or regression

3. List of items can be expanded to include other key data or values

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Acceptance

A P P R O

V E D

Update

1. Obtain PM/RE Support & Concurrence with recommendations / response

2. Accepted As Noted: Revisions needed – but they are not “show-stoppers”

3. Accepted: Approved as is

4. Reference P3 Filename, Submittal, Documentation, Narrative, etc.

5. Reminders – Next Submittal, Cycle, Timing, Do’s & Don’ts

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