Suretrak Guide

Robert Andrew Associates, Inc

SureTrak Basics

SureTrak Basics

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Table of Contents Overview ............................................................................................................................. 1

Project Organization ....................................................................................................... 2 Database Concepts .......................................................................................................... 4 Critical Path Method Scheduling .................................................................................... 5 Interrelated Project Elements.......................................................................................... 6

Planning Projects with SureTrak...................................................................................... 7 Starting SureTrak ............................................................................................................ 7 Opening an Existing Project ........................................................................................... 7 Bar Chart View ............................................................................................................... 8 Pert View ........................................................................................................................ 9 Setting SureTrak Options.............................................................................................. 10 Adding New Projects .................................................................................................... 12 Activity Coding............................................................................................................. 13 Calendars....................................................................................................................... 15 Adding Activities .......................................................................................................... 16 Organizing and Sorting Activities ................................................................................ 18 Creating Logic .............................................................................................................. 19 Assigning Constraints ................................................................................................... 26 Storing the Target/Baseline Schedule........................................................................... 27 Formatting the Bar Chart .............................................................................................. 28

Project Control with SureTrak ........................................................................................ 29 Up-dating Projects ........................................................................................................ 29 Steps to Update a Schedule........................................................................................... 30 Analyzing Project Information ..................................................................................... 32 Layouts.......................................................................................................................... 32 Creating New Layouts .................................................................................................. 33 Formatting Columns ..................................................................................................... 34 Filters ............................................................................................................................ 35 Template Projects.......................................................................................................... 36

Definitions ........................................................................................................................ 37

SureTrak Basics - Overview _____________________________________________________________________________________________________________________________

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Overview Planning Process (Plan The Work)

Scope Definition 1. Define your Project objectives. What are you going to schedule? Product

design, development, testing, procurement, construction, roll-out, etc. 2. Organize your work into "Manageable Parts" and develop a Work Breakdown

Structure (WBS). Determine who is going to be responsible for this work and develop you Organizational Breakdown Structure (OBS). This is the big picture, the starting point for developing activity coding and assigning responsibility.

Activity Definition 3. List all the detailed activities required in each manageable part of the WBS.

The objective of this step is to develop the work scope required to accomplish the project.

Schedule Development 4. Arrange activities in a logical order to form a precedence diagram, also know

as a PERT or logic diagram. A diagram can be developed for each major part in the WBS, this is called a “Fragnet”. These “Fragnets” can then be pieced together to form the full network.

5. Establish your project on the computer and enter the project start date (When

your first activity can begin). See page labeled "Steps to enter a Schedule" for a step-by-step guide using the software. Establish your Activity Codes based on the WBS and OBS. Create you project calendars (work schedules) and holidays.

6. Enter the activities into in your project, input activity duration and assign each

activity the proper calendar. Establish Project Logic by creating relationships for each activity. Calculate the schedule to determine schedule dates and identify the Critical Path.

7. Review the schedule and analyze the critical path for accuracy. Check

duration’s and logic ties. Make corrections until an acceptable workable schedule is generated. Create baseline (target) Schedule.

Information Distribution 8. Distribute baseline schedule to project personnel. Remember a schedule is a

communication tool.


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Project Organization

WBS – Work Breakdown Structure

Revised 3/6/97

Robert-Andrew AssociatesPrimavera Training

Japka

Work Breakdown Structure

MilestonesProcurementBasinRoadwayParking Lot 1Parking Lot 2

SiteWork

MilestonesProcurementShellElevator1st Floor2nd Floor3rd FloorRoof

Building A

MilestonesProcurementShellElevatorRoof

Building B


Building C


Building D

OfficePark

Note: SureTrak has a hierarchical WBS field much like an outliner. This field is not as powerful as activity codes because it only allows a single view not allowing, “pivoting” of the data. Do not use the WBS field this field will be used for system integration.


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OBS – Organizational Breakdown Structure

Revised 1/15/97

Robert-Andrew AssociatesPrimavera Training

Japka

Organizational Structure (Who)

ARCH Achetect

ENGR Engineer

INSP Inspector's

Owner

SITE Site

CARP Carpenter

ELEC Electrcian

MECH Mechanical

STL Steel

GeneralContractor

UELE Electricity

UTEL Telephone

UWTR Water

Utilities

OfficePark

Codes are Key

ActivityCodefieldsNAME (Length)

ContractorCNTR (4)

ResponsibilityRESP (3)


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Database Concepts

SureTrak is a powerful database using the Btrieve format. A database is a collection of records that contains fields that we can sort and select on. In our model each activity is a record in the database and we have user-defined fields called activity codes. An activity code can be used to identify each level of the Work Breakdown Structure and Organizational Breakdown Structure. This will allow grouping and sorting (organizing) of the activities in any fashion, specifically allow modeling the WBS and OBS.

Rolodex Example

10201030

1040

Description: Electrical Rough-InEarly Start: July 5, 2000Early Finish: July 25, 2000Responsibilty: General ContractorContractor: Joe's ElectricalBuilding: Building BArea: Shell

Records(Activities)

Fields(Activity Codes)

Values(Activity Code Values)


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Critical Path Method Scheduling


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Interrelated Project Elements • Scope, Schedule, Resources are Interrelated. A change in one element may

impact the other elements.

Scope (The Work)

Schedule (The Timing)

Cost & Resources (The Budget)

Project

SureTrak Basics – Planning Projects with SureTrak

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Planning Projects with SureTrak

Starting SureTrak

Opening an Existing Project• Choose File, Open. • Select the project type SureTrak • Choose the appropriate directory and the projects will be listed at the bottom

of the dialog box. • Then select the project and Click OK (or double click).

Double-Click the SureTrak Icon to open the program.


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Bar Chart View • Choose View, Bar Chart

Edit Bar Split Bar Activity Table Bar Chart


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Pert View • Choose View, Pert

Logic Diagram


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Setting SureTrak Options • Choose Tools Options • Options should be set based on screen shots • Choose the Tabs to get to the appropriate options • Note: Setting the Options without an Open Project sets system defaults

Project Options

Resource Options


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System Default Options

Workshop #1: Setting Project Options 1. Without a project open set the options based on the screen shots and select OK.


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Adding New Projects • Choose File, New • Enter a four character Project Name (file name) • Select Project Group for the Project Type • Set Planning Unit to Day • Select the Project Start Date from the drop down menu • Enter Project Title and Company Name • Click OK

Workshop #2: Creating a Project 1. Create a new project in SureTrak using the following data:

Project Name CPRG Project Title Design & Build New Office Building Company Name ABC Construction, Inc. Project Start 12JUL00 Planning Unit Day


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Activity Coding • User Defined Database Fields • Organize Project Data • Select and Summarize Data • Create Focus on Specific Work

Defining Activity Codes • Choose Define, Activity Codes • Enter up to a four-character code name • Define a length for the code values up to 10 • Enter the appropriate code values for the corresponding code


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Workshop #3: Creating Activity Codes 1. Add the following codes to your Activity Codes Dictionary: 2. Choose Ok 3. Choose File, Save when done

Code Length Description PHAS 5 Phases

Phase Values Phase Descriptions DESGN Design & Engineering FOUND Foundation

Code Length Description SUB 3 Subcontractor

Subcontractor Values Subcontractor Descriptions TRP Tripoli Paving, Inc. WDZ Waldez Electrical, Inc. JDA Jones Architectural


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Calendars Calendars are used to model holidays and other non-work period times. There are two types of calendars; the Global Calendar and specific user defined Base calendars. The Global Calendar effects all other calendars and all standard holidays. Typical calendars might be five day and six day work weeks. This is also where we define how many hours are available per day. Base calendars are assigned to Activities.

• Choose Define, Calendars

Click “+” to add a new Base calendar

Click “Workweek” to set the weekly schedule for Base Calendars.

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Adding Activities • There are 3 Ways to add an Activity

1. Click + in the edit bar 2. Click a blank row in the Activity Table 3. Press the down arrow on your keyboard while on the last activity in the

Activity Table. • Enter the appropriate activity information in the Activity Form • Press OK on the form or press the Enter key • You can open and close the form by using the F7 key

Activity

Form

Show More or Less Information


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Workshop #4: Adding Activities & Assigning Codes

1. Add the following activities to your new project.

Act ID Description OD Type Phase Sub 1000 Design Office Building 20 Task DESGN JDA 1010 Review & Approve Designs 14 Task DESGN JDA 1020 Site Prep 20 Task FOUND TRP 1030 Begin Building Construction 0 Start Milestone FOUND TRP 1040 Excavation 10 Task FOUND TRP 1050 Install Underground Water 5 Task FOUND TRP 1060 Install Underground Electric 10 Task FOUND WDZ 1070 Place Concrete Footings 10 Task FOUND TRP 1080 Concrete Foundation Walls 10 Task FOUND TRP 1090 Place Slab 5 Task FOUND TRP 1100 Backfill and Compact Walls 2 Task FOUND TRP


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Organizing and Sorting Activities • Choose Format, Organize • Choose the first Group By cell • Right Click on the cell or choose the down arrow from the edit bar to bring up a

pick list • Select the Data Item from the pick list • Activity Codes are listed at the top of the pick list • Specify sort order in the Sort By cell • Click OK


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Creating Logic

SureTrak Relationships • Predecessor – Controls the start or finish of another activity • Successor – an activity who’s start or finish dependant on another activity • Finish-To-Start (FS) -The succeeding activity can start immediately after the

predecessor finishes

• Start-To-Start (SS) -The successor activity can start immediately when the

predecessor starts • Usually modeled with lag time

• Finish-To-Finish (FF) - The successor activity can finish immediately when

the predecessor finishes • Usually modeled with lag time

• Lag – An Offset or Delay between a predecessor and successor to further define the relationship


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Relationship Modeling


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Assigning Relationships in SureTrak • There are 3 Methods of Assigning Relationships • Method 1 (Graphically In Pert)

• Choose View, Pert • Use the pitchfork to draw the relationship from the start or finish of the

Predecessor to the start or finish of the Successor based on the relationship type

• Click the Relationship Line with the pitchfork to Edit, Specify Lag or Delete the relationship.

• Choose Format, Reorganize Now to organize your Logic Diagram

Change Modify or Delete Relationship


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• Method 2 (Using Predecessor or Successor Detail windows)

• Open the Activity Detail form for Predecessors and/or Successors. • Right click in the table area, choose activity detail, then the appropriate form or

choose Details from the Activity Form and the appropriate form. • Enter the Predecessor or Successor for the selected activity and specify

Relationship Type and Lag


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• Method 3 (Series Link) • Highlight a list of activities in the Activity Table • Choose Edit, Link Activities • Note: This will add an FS relationship between each activity in the order the

activities appear vertically on the activity table.


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Workshop #5: Assigning Relationships Add the following logic between your activities. Activity ID Relationship Type & Lag Successor Task 1000 FS 1010 1010 FS

FS 1020 1030

1020 FS 1040 1030 FS 1040 1040 FS 1060 FS 1050 1050 FS 1070 1060 FS 1070 1070 FS 1080 1080 FS 1090 1090 FS 1100 1100 FS


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Fine Tuning Schedule Dates with Constraints

• Constraints are used to add outside influences to the schedule, these influences could

be projected delivery dates and/or project due dates. • Early Start Constraint: Used to move an activity's early start into the future. You

might use this when an activity's predecessors are all complete and you do not plan on starting the activity until some time in the future. You would assign a constraint equal to the date you anticipate starting the activity. This constraint is over-ridden by both logic and progress

• Late Finish Constraint: Used indicate a deadline finish date for an activity. This will

hold the late finish date if scheduling pushes it out past the deadline. Note: Imposing a late finish date on an activity may affect all the preceding activities deadlines.

Before Early Start Constraint

After Early Start Constraint


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Assigning Constraints • With Detail Form:

o Right Click on the activity, select Activity Detail, Constraints. • With Drag and Drop:

o Put curser over Activity until you see the + sign. click and drag activity to the desired date. Choose to Apply the Constraint


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Storing the Target/Baseline Schedule

Target Dates • Snapshot of the Approved Schedule • Used to compare the initial schedule plan to actual progress • Copies each activities Start and Finish dates to Target Start and Target Finish • Target Dates can be shown in Columns are graphically in the Bar Chart

Creating Target Dates • Choose Define, Targets • Assign Early Dates to target Dates (Default) • Select All Activities • Choose OK


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Formatting the Bar Chart • The Bar Chart presents a graphical representation of date fields • Early Dates, Late Dates or Target Dates To Format Bars: • Choose Format, Bars • Locate the Data Item to display in the list • Check the Visible Column • Determine the vertical Position of the new bar • Check the Sample Area • Note: Activity Data can be attached to individual bars by selecting the Label cell.

Position 3

SureTrak Basics – Project Control with SureTrak

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Project Control with SureTrak

Up-dating Projects

Activity Progress


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Steps to Update a Schedule 1. Set the new Data Date

• Click and drag the Data Date to the day work can next take place after your update. This will Spotlight the Activities.

2. Status Activities using the activity form based on the following situations • Activity in progress last period and completed this period. Enter Actual

Finish (AF). • Activity started and completed this period. Enter Actual Start (AS) and

Actual Finish (AF). Activities with a milestone activity type require one date, either an actual start or actual finish.

• Activity in progress. Enter Actual Start (AS) if not already entered and Remaining Duration (RD). Remaining duration is number working days that will go by until the activity is complete. This is not remaining days of actual work, but how many days until the next activity can start.

• Activity not started. Do nothing. Through logic ties and progress information of predecessor’s activities these activities will be re-scheduled

3. Reschedule • Click the Schedule Tool on the Toolbar (Click the Clock) • Choose “F9”


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Entering Status in the Activity Form

.

Workshop #7: Update the schedule 1. Update your schedule with progress and enter the following information into

your project. New Data Date: October 1, 2000

Act ID Description Actual Dates RD PCT 1000 Design Office Building AS 12JUL00

AF 06AUG00 0 100%

1010 Review & Approve Designs AS 16AUG00 AF 02SEP00

0 100%

1020 Site Prep AS 20SEP00 15 10% 1030 Begin Building Construction

Actual Dates (In Progress) Enter

Remaining Duration & Percent Complete


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Analyzing Project Information

Layouts • Saved Views of the project • Stores all formatting of columns, bars, organization, sorting and timescale • Not project specific • Select the layout from the Layout Toolbar • Choose View Layout Toolbar to turn toolbar on.

Target Analysis Layout


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Creating New Layouts

• Choose View, Layouts • Select the layout closest to the one you want. (The selected layout will be copied) • Choose the “+” button from the edit bar in the layout dialog box. • Enter a new layout name and change the description. • Choose “Apply” • Make changes to the layout and choose File, Save. Note: Saving your project saves the current layout. A layout is a file in your SureTrak/Layout directory you can make these files read only to keep a layout from being overwritten.

Click + to add a new layout


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Formatting Columns Columns control what is displayed in the Table portion of the Layout. Because this is only a display, deleting a column does not delete the data.

• Choose Format, Columns. (You can also double click the title to access columns) • Select the item that you want to appear below your new column. • Press the “+” button. Click the pull down menu and select the item you want as

your new column. Continue this process until you have all of your columns. • You may rearrange column position using: CTRL + drag and drop • You may Title the column anything you wish simply by typing in the title in the

“Column title” cell. • You can wrap the title by inserting the “|” symbol in the “Column title” cell.


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Filters • Limit the data to be displayed • Allow focusing on specific sets of activities • Choose a Filter from the Layout Toolbar • Choose Format, Filters to create filters • Project Specific

Four week look ahead filter


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Template Projects A template project can be created and used as a starting point for new projects. More important it will have the coding structure and reports are already defined. You can use any SureTrak project as a template.

• Open an existing SureTrak Project • Select File, Save as • Save project in the Default Template directory

Note: By default this is located in C:\My Documents\SureTrak\Templates\, but this can be changed under “Tools, Options”

• Templates should not have Actual Dates or Date Constraints.

SureTrak Basics – Definitions

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Definitions

Milestone: Milestones are activities with no duration, they represent a single point in time. They are used as a collector point for the start or completion of a group of activities. Milestone description should contain the words "Start" or "Complete". Milestones are handled the same as activities in SureTrak and should have predecessors and successors. They must be updated and assigned to someone. Activity: An activity is a clearly defined item of work. To be clearly defined the description must contain a Noun (what) and Verb (action). An activity is something that must be done, it is not and idea. (i.e. "Make report better" is not an activity where "Redefine report headings to match client terminology" is). Duration: Associated with each activity is a duration, the total time that activity will take to complete. Duration's are elapsed time not level of effort. If an activity will take 2 full days of work that will be accomplished over a period of a week the duration will be one week or 5 days. You may see this referred to in the manuals as the planning unit. Predecessor: Activities that control the start or finish of a given activity are know as Predecessors. Every activity except the first activity should have a predecessor. Successor: Activities that follow a given activity are known as successors. Every activity should have a successor except the last activity in the network. Early Dates: “Schedule Dates” Earliest and activity can start or finish based upon logic and duration’s. Calculated by the computer during the forward pass. Late Dates: “Deadlines”. The latest and activity can start or finish without delaying the project. Calculated by the computer during the backward pass. Total Float: The amount an activity can slip without delaying the project. Calculated by the computer as the difference between the late date minus the early date. Free Float: The amount an activity can slip without delaying the next activity. This could be important for resource management.

Suretrak Guide

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